ORDINARY COUNCIL THURSDAY, 10 DECEMBER 2020
AGENDA
Meeting to be held in the Council Chambers, Civic Centre, Commerce Street, Whakatāne at 1:00 pm
Steph O'Sullivan CHIEF EXECUTIVE 4 December 2020
WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 Membership ...... 5
2 Powers of the Council ...... 5
3 Prayer ...... 7
4 Apologies ...... 7
5 Announcements ...... 8
6 Conflict of Interest ...... 8
7 Public Forum ...... 8
8 Presentations ...... 8
9 Confirmation of Council Minutes ...... 9
9.1 Minutes Whakatāne District Council 12 November 2020 ...... 9
10 Standing and Joint Committee Minutes ...... 17
10.1 Minutes Strategy and Policy Committee 26 November 2020 ...... 17
10.2 Minutes - Projects and Services Committee 26 November 2020 ...... 20
10.3 Minutes EBOP Joint Committee 22 September 2020 ...... 24
10.4 Minutes Mayoral Forum 23 October 2020 ...... 32
11 Mayoral Report ...... 40
11.1 Mayor’s Report – December 2020 ...... 40
12 Reports ...... 45
12.1 WDC Meetings Schedule 2021 ...... 45
12.1.1 Appendix 1 – Proposed Meetings Schedule 2021 ...... 47
12.2 Eastern Bay Road Safety Operations Terms of Reference ...... 53 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA
12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group ...... 55
13 Resolution to Exclude the Public Council 10 December 2020 ...... 61
1 Confirmation of Council Minutes ...... 4
1.1 Public Excluded Minutes Whakatāne District Council Meeting 12 November 2020 ...... 4 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 1 Membership
1 Membership
Mayor J A Turner Councillor G L Dennis Councillor A V Iles - Deputy Mayor Councillor L N Immink Councillor W B James Councillor J C Jukes Councillor V Luca Councillor J W Pullar Councillor A R Silcock Councillor N S Tánczos Councillor G F van Beek
2 Powers of the Council
The Council will meet seven weekly to make decisions on all matters that cannot be delegated, that it has not delegated or that it has had referred to it by staff or a committee. Extraordinary Council meetings will be called when required in between the seven weekly cycle for specific purposes such as hearing the Annual Plan submissions.
The powers that cannot be delegated by the Council are:
a. the power to make a rate
b. the power to make a bylaw
c. the power to borrow money, or purchase or dispose of assets, other than in accordance with the long-term plan
d. the power to adopt a long-term plan, annual plan or annual report
e. the power to appoint a chief executive
f. the power to adopt policies required to be adopted and consulted on under the Local Government Act 2002 in association with the long-term plan or developed for the purpose of the Local Governance Statement.
g. the power to adopt a remuneration and employment policy
h. the power to remove the Deputy Mayor appointed by the Mayor subject to Schedule 7 (18) of the Local Government Act 2002
i. the power to discharge or reconstitute any committee established by the Mayor subject to Schedule 7 (30) of the Local Government Act 2002
5 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 2 Powers of the Council (Cont.)
j. the power to establish a joint committee with another local authority or other public body
k. the power to approve or change a plan under section 34A of the Resource Management Act 1991
l. the power to approve delegations to Community Boards
m. the power to approve or amend the Council’s Standing Orders
n. the power to approve or amend the Council’s Code of Conduct for elected members
o. the power to approve or amend the Triennial Agreement
p. the power to make any resolution where in a bylaw the Council has reserved any matter to be regulated, controlled, or prohibited by the Council by resolution either generally, for any specified case, or in a particular case
q. the power to make the final decision on a recommendation from the Ombudsman where it is proposed that Council not accept the recommendation (sections 32 & 42 Local Government Official Information and Meetings Act 1987)
r. to exercise due diligence as “Officers” under the Health and Safety at Work Act 2015 to ensure the safety of workers and others who may be impacted by the work the Council undertakes
s. any other matters which from time to time may not legally be delegated by the Council
The powers that can be delegated but which the Council retains:
t. Approval of the guarantee of loans to community organisations
u. Approve the Council’s recommendation to the Remuneration Authority for the remuneration of additional positions of responsibility for elected members and elected members expenses rules
v. Approve and review the Chief Executive’s annual performance objectives and remuneration
w. Approve the Local Governance Statement (called “A Guide to the Whakatāne District Council”) produced following the triennial election of members
x. Resolve those decisions required to be made by a local authority under the Local Electoral Act 2001 including the appointment of electoral officer
y. Determine whether or how to fill any extraordinary Council vacancies within 12 months of an election
z. Review and make decisions on Council membership and the basis for elections through representation reviews
aa. Hearing of submissions on the Long-term Plan and, if required, the Annual Plan
6 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 3 Prayer
ab. Appoint and discharge trustees, directors or office holders to Council’s Council-Controlled organisations and to other external bodies
ac. Adopt the final Statement of Intent for Council’s Council-Controlled organisations
ad. Approve the purchase, sale and disposal of Council property
ae. In respect of District Plan decisions to approve a proposed plan or a change to a district plan under Clause 17 of the First Schedule of Resource Management Act 1991 (RMA)
af. Authority to rename an existing road or private right of way in accordance with the Council’s Road Naming and Property Addressing Policy
ag. Approve changes to the status or revoke the status of a reserve as defined in the Reserves Act 1977
ah. Authorise any unbudgeted expenditure that exceeds the delegation levels provided to officers, committees or other subordinate decision-making bodies of Council
ai. Approve a pool of Independent Commissioners that the Chief Executive can appoint to: hear and decide resource consent applications where the Council is the applicant; a Councillor or their spouse or immediate family member is the applicant; where a Councillors is involved in another application for resource consent and declares an interest and in any other situation deemed appropriate by the Council
Procedural matters
Receiving all Standing Committee and Joint Committee and Joint Forum minutes and making decisions on any recommendations from these Committees and Forums
Receiving minutes from Toi EDA and Iwi Chairs Forum
Receive minutes from any advisory board or forum that the Council has appointed that it determined go directly to the Council and making decisions on any recommendations from these boards or forums
Consider any matters referred to it from any of the Committees or the Chief Executive
3 Prayer
Councillor A R Silcock will conduct the prayer.
4 Apologies
At the time of compiling the agenda, an apology was received from Councillor J W Pullar.
7 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 5 Announcements
5 Announcements
6 Conflict of Interest
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected member and any private or other external interests they might have.
7 Public Forum
The Council can set aside time for members of the public to speak in the public forum at the commencement of each meeting. Permission of the Chairperson is required for any person wishing to speak during the public forum. Each speaker may speak for three minutes.
Councillors may ask questions of the speaker but these should be confined to obtaining further information or clarification on matters raised by the speaker.
8 Presentations
1. BOPLASS - Stephen Boyle 2. Eastbay Community Trust - Rosemary Sloman and Doug Bull 3. Kawerau Cycle Trails - Paul Charteris 4. Toi EDA - Karl Gradon and Ian Morton
8 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9 Confirmation of Council Minutes
9 Confirmation of Council Minutes 9.1 Minutes Whakatāne District Council 12 November 2020
Details of WHAKATĀNE DISTRICT COUNCIL MEETING HELD IN THE Meeting: COUNCIL CHAMBER, CIVIC CENTRE, COMMERCE STREET, WHAKATĀNE ON THURSDAY, 12 NOVEMBER 2020 COMMENCING AT 1:00 PM
Present: Her Worship the Mayor J A Turner (Chairperson), Deputy Mayor A V Iles, Councillors G L Dennis, L N Immink, W B James, J C Jukes, V Luca, J W Pullar, A R Silcock, N S Tánczos and G F van Beek
In Attendance: S O’Sullivan (Chief Executive) D Bewley (General Manager Development and Environmental Services), J Gardyne (General Manager Strategy and Transformation), E Hatch (General Manager People and Engagement), G Fletcher (General Manager Community Experience), G Hamilton (Acting CFO and General Manager Business Partnering), R Stokes, (Acting General Manager Infrastructure), J R Farrell (Manager Strategic Projects), S French and H J Storey (Governance Support Advisors)
Visitors: Z Jensen, S Akroyd, R Iremonger, A McIndoe, K Benge, K Ward, V Maguire
Apologies: Nil
The meeting was opened with a karakia by Councillor J W Pullar
1. CONFLICTS OF INTEREST
No conflicts of interest were noted.
Attendance: Councillor Tánczos entered the meeting at 1.06 pm
2. PRESENTATIONS
2.1. Z Jensen – Bay of Plenty Spaces and Places Strategy 2020-2023
Refer to pages 9a-b of the tabled items.
Mr Jensen gave a power point presentation on the Bay of Plenty Spaces and Places Strategy 2020-2023 noting the implementation plan in 2017 was supported by all councils within the region and recognised nationally. The strategy:
avoided duplication, promoted best practice and identified regional and local priorities and helped move them forward
9 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
was well supported at a national, regional and club level with an awareness of the processes built into it and that all sectors were working together was ready for adoption and would then be released and implemented ready for the LTP process
Mr Jensen noted the 5 regional priorities to:
develop a BOP water sports facility and water access strategy develop an “Opportunities Paper” which overlays the existing and proposed cycle and walking tracks across the region to identify network connection opportunities develop and implement a regional indoor court facility plan develop a regional squash facility plan develop a regional bowls facility plan
With the Whakatāne district priorities being to:
undertake a detailed feasibility study and options analysis on the War Memorial Hall continue the implementation of the Whakatāne Cycle Trails Strategy undertake options analysis for developing a mountain bike Park construction of the skatepark extension
Mr Jensen noted that behind the strategy was a 250 page reference document which provided information on each sporting code in the region, their facilities and participation data. He asked that the Council continue their involvement and partnership with Sport BOP and to build on successes using the strategy as a guide. Mr Jensen advised that each local authority in the region would have an equal voice at the table and if a sports facility was to be centralised it would probably be a centralised spot around the district which had the most participation.
Mr Jensen advised that the success of some sports was reliant on getting the right people who had a passion for the sport and noted, that along with community buy-in this was a key to building good teams at all levels. He said that part of the strategy was to also invest in the upskilling of coaches and working closely with club capability within each of the 19 codes in the programme. Sport BOP would come into an area and help the community to grow a sport in the way in which each area wanted it to be delivered.
Mr Jensen said that Rotorua had the only Olympic size swimming pool in the region and it was important that it remained fit for purpose. He noted that they were working with the national aquatic sport committee to determine the needs and options for the range of water sports and how to match these where there were currently gaps.
Mr Jensen said that there were a number of participants that wanted to see a different delivery model to a sport and noted as an example that Bowls NZ were introducing a 7’s version of bowls to generate greater participation in the sport. He advised that sporting codes needed to look at was appealed to participants and what would bring new groups in. He noted that while golf membership was down around the country, casual playing was up 33% from last year and said that paying for a shorter version of play seemed to be what some people were seeking. Mr Jensen said that maximising multi use spaces of clubs also needed to be taken into consideration. He noted that they were looking for data to drive what decisions were being made and to determine what it was that people wanted.
Attendance: Mr Jensen left the meeting at 1.29 pm
10 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
2.2. S Akroyd, R Iremonger, A McIndoe, K Benge, K Ward, V Maguire – Whakatāne Kānui Ako Communities of Learning
Refer to page 9c-j of the tabled items
Mr Akroyd gave a power point presentation to the meeting outlining the history of setting up Kānui Ako, the number of schools and students involved and noted that they all could see the value in having a shared direction. The following points were noted:
the collective included 12 schools and 18 early childhood centres working together within the area statistics for absenteeism, transience, stand downs and at risk children were higher in this area than the national averages the strategic direction includes active engagement between families and staff, meaningful learning and transition to the building of relationships, sharing of knowledge and connection in a learning environment the introduction of relevant information to better engage from age 4.5 to ensure a smooth transition into school and to build a strong relationship early with parents work was being done with a number of agencies to remove barriers to children attending school a team member would be appointed to households requiring multiple levels of service so that representatives from each agency were not all visiting one property the core subjects would still be taught to students but they would also experience others such as the arts and social studies so that they were able to find their niche at a younger age and spend more time learning in their field of interest it was important to engage with families and iwi to ensure that the children attended school and saw value in what was being taught stories were built up on families and shared when the students moved on to the next school so that a full picture was built up the introduction of lunches at school had eliminated some barriers and spare food was sent home with some of the students
The delegation were thanked for attending the meeting and providing an overview of the collective to the Council.
Attendance: The Kānui Ako Communities of Learning representatives left the meeting at 2.13 pm
3. CONFIRMATION OF MINUTES
3.1. Whakatane District Council 30 September 2020
Refer to pages 10-17 of the agenda.
RESOLVED:
THAT the minutes of the Whakatane District Council meeting held on Wednesday, 30 September 2020 be confirmed as a true and correct record.
Iles/Pullar CARRIED
11 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
3.2. Extraordinary Council 8 October 2020
Refer to pages 18-19 of the agenda.
RESOLVED:
THAT the minutes of the Extraordinary Council meeting held on Thursday, 8 October 2020 be confirmed as a true and correct record.
James/Iles CARRIED
4. STANDING AND JOINT COMMITTEE RECOMMENDATIONS AND MINUTES
4.1. Recommendation - Risk and Assurance Committee – Interest Term Loans
Refer to page 20-21 of the agenda.
RESOLVED:
THAT the recommendation from the Risk and Assurance Committee meeting on 29 October 2020 that the Council make a decision inconsistent with its current Liability Management Policy with respect to fixing debt and begin a process of using floating debt until further notice be approved.
Jukes/Pullar CARRIED
4.2. Minutes – Standing and Joint Committees September/October 2020
Refer to pages 22-65 of the agenda.
RESOLVED:
THAT the minutes of the Standing and Joint Committee meetings held on in September/October 2020 be received.
Iles/van Beek CARRIED
5. MAYORAL AND CHIEF EXECUTIVE REPORTS
5.1. Mayor’s Report – November 2020
Refer to pages 66-71 of the agenda.
Correction: Councillor James was in attendance at the Kōrero with Council at Hughes Place, Tāneatua.
RESOLVED:
THAT the Mayor’s Report – November 2020 be received.
Her Worship the Mayor/Iles CARRIED
12 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
5.2. Chief Executive’s Report – November 2020
Refer to pages 72-76 of the agenda.
RESOLVED:
THAT the Chief Executive’s Report – November 2020 be received.
Her Worship the Mayor/Jukes CARRIED
6. REPORTS
6.1. Risk and Assurance and Organisational Performance Committee Delegations
Refer to pages 83-87 of the agenda.
RESOLVED:
1. THAT the Risk and Assurance and Organisational Performance Committee Delegations Report be received; and 2. THAT the Council approves the changes to the delegations of the Risk and Assurance Committee and to the Organisational Performance Committee, as outlined in this report and in Appendix 1.
Jukes/Pullar CARRIED
6.2. Update on Meetings Attended by Elected Members
Refer to pages 88-89 of the agenda.
RESOLVED:
THAT the Update on Meetings Attended by Elected Members report be received
Dennis/Iles CARRIED
7. RESOLUTION TO EXCLUDE THE PUBLIC
Refer to pages 90-92 of the agenda.
RESOLVED:
THAT the public be excluded from the following parts of the proceedings of this meeting, namely:
1. Confirmation of Public Excluded Minutes – Ordinary Council 30 September 2020 2. Confirmation of Public Excluded Minutes - Extraordinary Council 8 October 2020 3. Recommendations from Strategy and Policy Committee - Awatarariki Voluntary Managed Retreat Programme – Settlement Meeting Update 4. Public Excluded Minutes - Projects and Services Committee 8 October 2020 5. Public Excluded Minutes - Strategy and Policy Committee 30 September 2020
13 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
6. Public Excluded Minutes - Strategy and Policy Committee 22 October 2020 7. Public Excluded Minutes – Risk and Assurance Committee 29 October 2020 8. Awatarariki Voluntary Managed Retreat Programme – Acquisition Strategy Changes
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
General subject of Reason for passing Ground(s) under section When item each matter to be this resolution in 48(1) for the passing of this can be considered relation to each resolution released into matter the public
1. Confirmation of Good reason to That the public conduct of Not to be Public Excluded withhold exists the relevant part of the released Minutes – Ordinary under Section 7. proceedings of the meeting Council 30 would be likely to result in September 2020 the disclosure of information for which good reason for withholding exists. Section 48(1)(a)
2. Confirmation of Good reason to That the public conduct of Not to be Public Excluded withhold exists the relevant part of the released Minutes – under Section proceedings of the meeting Extraordinary would be likely to result in Council 8 October the disclosure of 2020 information for which good reason for withholding exists. Section 48(1)(a)
3. Recommendations Good reason to That the public conduct of Not to be from Strategy and withhold exists the relevant part of the released Policy Committee - under Section 7. proceedings of the meeting Awatarariki would be likely to result in Voluntary Managed the disclosure of Retreat Programme information for which good – Settlement reason for withholding Meeting Update exists. Section 48(1)(a)
4. Public Excluded Good reason to That the public conduct of Part not to be Minutes - Projects withhold exists the relevant part of the released and and Services under Section 7. proceedings of the meeting part to be Committee 8 would be likely to result in released once October 2020 the disclosure of the purchase
14 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
information for which good of the property reason for withholding has been exists. completed Section 48(1)(a)
5. Public Excluded Good reason to That the public conduct of Not to be Minutes - Strategy withhold exists the relevant part of the released and Policy under Section 7 proceedings of the meeting Committee 30 would be likely to result in September 2020 the disclosure of information for which good reason for withholding exists. Section 48(1)(a)
6. Public Excluded Good reason to That the public conduct of Not to be Minutes - Strategy withhold exists the relevant part of the released and Policy under Section 7 proceedings of the meeting Committee 22 would be likely to result in October 2020 the disclosure of information for which good reason for withholding exists. Section 48(1)(a)
7. Public Excluded Good reason to That the public conduct of Not to be Minutes - Risk and withhold exists the relevant part of the released Assurance 29 under Section 7 proceedings of the meeting October 2020 would be likely to result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a)
8. Awatarariki Good reason to That the public conduct of Not to be Voluntary Managed withhold exists the relevant part of the released Retreat Programme under Section 7 proceedings of the meeting – Acquisition would be likely to result in Strategy Changes the disclosure of information for which good reason for withholding exists. Section 48(1)(a)
This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows:
15 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 9.1 Minutes Whakatāne District Council 12 November 2020 (Cont.)
Item No Interest
1, 3, 5, 6, 8 Protect the privacy of natural persons, including that of deceased natural persons (Schedule 7(2)(a))
1, 2, 3, 4, 5, 6, To carry on, without prejudice or disadvantage, negotiations (including 8 commercial and industrial negotiations) (Schedule 7(2)(i))
1, 3, 5, 6, 8 To prevent the disclosure of official information for improper gain or improper advantage (7(2)(j))
4 Would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information; (Schedule 7(2)(b)(ii)
7 Maintain legal professional privilege (Schedule 7(2)(g))
Iles/James CARRIED
7.1. Resumption of Open Meeting
After the above item had been considered, the public were readmitted to the meeting
THE MEETING CLOSED AT 2.59 PM
Confirmed this day of
CHAIRPERSON
16 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10 Standing and Joint Committee Minutes
10 Standing and Joint Committee Minutes 10.1 Minutes Strategy and Policy Committee 26 November 2020
Details of STRATEGY AND POLICY COMMITTEE MEETING HELD IN Meeting: THE COUNCIL CHAMBERS, CIVIC CENTRE, WHAKATĀNE ON THURSDAY, 26 NOVEMBER 2020 COMMENCING AT 9:00 AM
Present: Her Worship the Mayor J A Turner, Deputy Mayor A V Iles, Councillors N S Tánczos (Chairperson), G L Dennis, L N Immink, W B James, J C Jukes, V Luca, J W Pullar, A R Silcock and G F van Beek
In Attendance: S O’Sullivan (Chief Executive), D Bewley (General Manager Development and Environmental Services), J Gardyne (General Manager Strategy and Transformation), E Hatch (General Manager People and Engagement), G Fletcher (General Manager Community Experience), G Hamilton (Acting General Manager CFO and General Manager Business Partnering), R Stokes (Acting General Manager Infrastructure), C Ball (Manager Strategy and Community Development), S Allerby (Policy Planner), K Kerr (Youth Development Officer) D Ganley (Senior Policy Planner) and H J Storey (Governance Support Advisor)
Visitors: Nil
Apologies: Nil
The Chairperson opened the meeting with a karakia.
1. CONFLICTS OF INTEREST
No conflicts of interest were recorded.
2. PRESENTATION
2.1. Whakatāne District Youth Council
Refer to pages 6a-c of the tabled items,
The Youth Development Officer apologised that no Youth Council representatives were able to attend the meeting as they were either sitting exams or at work.
The following points were noted:
there were currently 11 Members on the Youth Council ranging in age from 14-24 years they were a diverse group with representatives from a number of the district’s communities
17 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.1 Minutes Strategy and Policy Committee 26 November 2020 (Cont.)
the Youth Council’s role was to capture a youth voice for local government and decision making and engage with youth to provide opportunities for them to be involved and have a say on a number of topics engagement methods include facilitating workshops in schools, communities and youth groups, running interactive co-ordinated activities, delivery of events and online engagement sessions Projects included Puna Kōrero to encourage te reo during Māori Language Week, a travelling couch a mental health project in the communities, POW which covered period poverty for females, climate change campaigns and play projects taking sport to the communities in conjunction with Sport BOP Members were busy and volunteered an average of 12 hours per fortnight towards youth activities the youth council were struggling to develop a youth strategy and they were currently in talks with national youth organisation ZEAL to assist with this. Budget provision was a limiting factor to resource the skills needed.
The Youth Development Officer noted that creating a youth hub to provide a safe, inclusive space for youth was also a regular item discussed by the group and they were actively seeking partnerships with community organisations to make this possible. Project Play would meet the short term needs while they continued to explore alternatives. The annual Youth Council budget was $1,500 which only covered shirts and travel subsidy, so sponsorship was needed any event held. The Youth Development Officer noted that some of the projects the group had held had gained national recognition and were being duplicated in other regions.
The appreciation of the Council was passed on to the Youth Council for their positive impact within the community and for providing a youth perspective to Council’s strategies and ensuring they had a say when engagement from the community was taking place.
3. CONFIRMATION OF MINUTES
3.1. Strategy and Policy Committee 22 October 2020
Refer to pages 7-10 of the agenda.
RESOLVED:
THAT the minutes, including the Public Excluded portion, of the Strategy and Policy Committee meeting held on Thursday, 22 October 2020 be confirmed as a true and correct record.
Her Worship the Mayor/Dennis CARRIED
4. REPORTS
4.1. Council Submission on Proposed Plan Change 3
Refer to pages 11-17 of the agenda.
RESOLVED:
1. THAT the Council Submission on Proposed Plan Change 3 report be received; and 2. THAT the Committee approve the Council’s submission on Proposed Plan Change 3.
18 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.1 Minutes Strategy and Policy Committee 26 November 2020 (Cont.)
Her Worship the Mayor/Luca CARRIED
4.2. General Manager Strategy and Transformation Report
Refer to pages 18-27 of the agenda.
RESOLVED:
THAT the General Manager Strategy and Transformation Report be received.
van Beek/Immink CARRIED
4.3. General Manager Development and Environmental Services Report
Refer to pages 28-37 of the agenda.
RESOLVED:
THAT the General Manager Development and Environmental Services Report be received.
Jukes/James CARRIED
THE MEETING CLOSED WITH A KARAKIA AT 9.47 AM
Confirmed this day of
CHAIRPERSON
19 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.2 Minutes - Projects and Services Committee 26 November 2020
10.2 Minutes - Projects and Services Committee 26 November 2020
Details of PROJECTS AND SERVICES COMMITTEE MEETING HELD IN Meeting: THE COUNCIL CHAMBER, CIVIC CENTRE, COMMERCE STREET, WHAKATĀNE ON THURSDAY, 26 NOVEMBER 2020 COMMENCING AT 1:00 PM
Present: Her Worship the Mayor J A Turner, Deputy Mayor A V Iles, Councillors G F van Beek (Chairperson), J W Pullar, GL Dennis, L N Immink, W B James, J C Jukes, V Luca, A R Silcock and N S Tánczos
In Attendance: S O’Sullivan (Chief Executive), D Bewley (General Manager Development and Environmental Services), J Gardyne (General Manager Strategy and Transformation), E Hatch (General Manager People and Engagement), R Stokes (General Manager Infrastructure), G Hamilton (CFO and General Manager Business Partnering), G Fletcher (General Manager Community Experience, H Severinsen (Manager 3 Waters), B Fraser (Manager Properties and Facilities Assets), N Broughton (Assets and operations – Ports and Airport), A Reynolds (Team Leader – Strategy and Asset Management) and S M French (Governance Support Advisor)
Visitors:
Apologies:
The Chairperson opened the meeting and welcomed members of the public and staff.
1. CONFLICTS OF INTEREST
No conflicts of interest were reported.
2. CONFIRMATION OF MINUTES
Refer to pages 7-13 of the agenda.
RESOLVED:
THAT the public and public excluded minutes of the Projects and Services Committee meeting held on Thursday, 8 October 2020 be confirmed as a true and correct record.
Councillor James/Councillor Pullar CARRIED
20 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.2 Minutes - Projects and Services Committee 26 November 2020 (Cont.)
3. REPORTS
3.1. Wairaka Safe Swimming Area
Refer to pages 14-30 of the agenda.
A discussion ensued regarding the buoys directly out from the boat ramp. Council staff responsible for Assets and Operations – Ports and Airport clarified that these buoys were not navigational buoys but marked the chains where the mussel boards anchored and that the Bay of Plenty Regional Council had advised the buoys were at the correct placement.
The Chairperson acknowledged the General Manager Community Experience for a well written report.
RESOLVED:
1. THAT the report Safe Swimming Area – Wairaka Centennial Park be received; and 2. THAT the Committee acknowledge receipt of a written update on the feedback received from tangata whenua and the wider community in relation to the Safe Swimming Area at Wairaka Centennial Park following a workshop at Wairaka Marae and a Community Open Day; and 3. THAT the Committee endorses staff carrying out immediate works prior to Christmas 2020 to the Safe Swimming Area to address matters of safety at the safe swimming area pool and bombing platform area including allowing natural sediment accretion processes to occur within the safe swimming area pool therefore meaning it will not be maintained as a pool; and 4. THAT the Committee supports Council staff proceeding to establish a project design group, including Ngāti Hokopū ki Wairaka and the Wairaka Marae Whānau and Harbour User Representatives, to agree a project plan regarding any medium to long term improvements for the Safe Swimming Area and neighbouring areas at Wairaka Centennial Park.
Councillor Pullar/Councillor Dennis CARRIED
3.2. General Manager Community Experience Report
Refer to pages 18-59 of the agenda.
The Chief Executive acknowledged the General Manager Community Experience, the Senior Māori Land Advisor and the Manager Collections and Research for their involvement regarding of the gifting of the “Kuia with a moko” painting collection.
It was noted that some paint work was still required on the Murupara pool.
It was noted that the President of the Ōhope Lions Club was appreciative of the free and frank discussions held with the General Manager Community Experience.
RESOLVED:
THAT the General Manager Community Experience Report be received.
Mayor Turner/Councillor Luca CARRIED
21 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.2 Minutes - Projects and Services Committee 26 November 2020 (Cont.)
Concern was raised that book stocks were not being refreshed on a regular basis within the Edgecumbe and Murupara satellite libraries. It was suggested the Edgecumbe Library operating hours be reviewed as the reduced hours were impacting the ability for residents to loan books and impacting the Library functioning as a community hub. The Chief Executive noted investment into collections needed to be taken into account for the Long Term Plan.
3.3. General Manager Infrastructure Report – September and October 2020
Refer to pages 60-83 of the agenda.
General Manager Infrastructure noted it was a transitional reporting period and acknowledged staff for their support over this time.
Regarding the Waitepuru Stream at Matatā, it was requested that the top of the overflow dam be included on the mowing schedule so as to reduce possibility of excess water in stream causing possible flooding.
RESOLVED:
THAT the General Manager Infrastructure – September and October 2020 report be received.
Councillor Jukes/Councillor Tánczos CARRIED
4. COMMUNITY BOARD MINUTES
4.1. Whakatāne-Ōhope Community Board 12 October2020 meeting
Refer to pages 84-88 of the agenda.
RESOLVED:
THAT the minutes of the Whakatāne-Ōhope Community Board meeting held on Monday, 12 October be received.
Councillor Immink/Councillor Luca CARRIED
4.2. Rangitāiki Community Board 14 October 2020 meeting
Refer to pages 89-94 of the agenda.
RESOLVED:
THAT the minutes of the Rangitāiki Community Board meetings held on Wednesday, 14 October 2020 be received.
Councillor Dennis/Councillor James CARRIED
4.3. Murupara Community Board 19 October 2020 meeting
Refer to pages 95-99 of the agenda.
22 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.2 Minutes - Projects and Services Committee 26 November 2020 (Cont.)
RESOLVED:
THAT the minutes of the Murupara Community Board meetings held on Monday, 19 October 2020 be received.
Councillor Silcock/Councillor Immink CARRIED
4.4. Tāneatua Community Board 19 October 2020 meeting
Refer to pages 100-103 of the agenda.
RESOLVED:
THAT the minutes of the Tāneatua Community Board meeting held on Monday, 19 October 2020 be received.
Deputy Mayor Iles/Councillor James CARRIED
5. MINUTES FROM OTHER ORGANISATIONS AND COMMITTEES
5.1. Pride Whakatāne District Committee 5 October 2020
Refer to pages 104-107 of the agenda.
RESOLVED:
THAT the minutes of the Pride Whakatāne District Committee held on Monday, 5 October 2020 be received.
Deputy Mayor Iles/Councillor Immink CARRIED
5.2. Pride Whakatāne District Committee 28 October 2020
Refer to pages 108-111 of the agenda.
RESOLVED:
THAT the minutes of the Pride Whakatāne District Committee held on Wednesday, 28 October 2020 be received.
Deputy Mayor Iles/Councillor Immink CARRIED
THE MEETING CONCLUDED AT 2:08 PM.
Confirmed this day of
CHAIRPERSON
23 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020
10.3 Minutes EBOP Joint Committee 22 September 2020
24 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
Minutes ‐ Eastern Bay of Plenty Joint Committee Tuesday, 22 September 2020
Details of EASTERN BAY OF PLENTY JOINT COMMITTEE MEETING Meeting: HELD IN THE ŌPŌTIKI DISTRICT COUNCIL CHAMBERS, COMMENCING AT 1.00PM
Present: Mayor Lyn Riesterer – Chairperson and Councillor Steve Nelson (Ōpōtiki District Council), Mayor Malcolm Campbell
– Deputy Chair and Deputy Mayor Faylene Tunui (Kawerau District Council, Deputy Mayor Andrew Iles (Whakatāne District Council, Councillors Bill Clark and Toi Kai Rakau Iti (Bay of Plenty Regional Council) In Attendance: Ōpōtiki District Council – Aileen Lawrie, CEO; Gerard McCormack, Planning and Regulatory Manager; Councillors Barry Howe and David Moore; Gae Finlay, Executive Assistant & Governance Support Officer Kawerau District Council – Russell George, CEO Whakatāne District Council – David Bewley, General Manager Planning and Infrastructure Bay of Plenty Regional Council – Fiona McTavish, CEO; Jane Nees, Deputy Chair; Councillor Stacey Rose (all via Zoom) Visitors: Ian Morton and Karl Gradon (General Managers, Toi‐EDA); Barbara MacLennan (Workforce Development Co‐ Ordinator, ODC) Simon Appleton (Eastern Bridge Ltd); Cole O’Keefe (Lead Strategic Planner, Waka Kotahi) via Zoom Media: Charlotte Jones (Local Democracy Reporter, Whakatāne Beacon) Apology: Mayor Judy Turner (Whakatāne District Council)
The Chairperson welcomed everyone to the meeting.
APOLOGY Mayor Judy Turner
RESOLVED: THAT the apology of: Mayor Judy Turner be accepted. Iles/Clark CARRIED
1
25 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
PUBLIC FORUM Nil.
1 CONFIRMATION OF MINUTES – EASTERN BAY OF PLENTY JOINT COMMITTEE MEETING 17 MARCH 2020 Refer to pages 8‐17 of the agenda.
RESOLVED That the Eastern Bay of Plenty Joint Committee: 1. Receives the minutes of the Eastern Bay of Plenty Joint Committee meeting held on 17 March 2020. Clark/Iles CARRIED
2 URBAN FORM & TRANSPORT INITIATIVE AND WAKA KOTAHI UPDATE Refer to pages 9‐25 of the agenda. A Safe Network Programme Update was tabled.
Cole O’Keefe joined the meeting via Zoom.
Mayor Campbell acknowledged Councillor Bill Clark’s tireless engagement with the Kawerau community, adding that it is essential that route security is maintained – road safety is paramount.
Due to technical difficulties experienced with the presentation from Cole O’Keefe via Zoom, it was agreed that he will attend the next Joint Committee meeting in person.
Barbara MacLennan entered the meeting at 1.30pm
3 ECONOMIC DEVELOPMENT UPDATE – EASTERN BAY OF PLENTY Refer to pages 26‐31 of the agenda. Copies of the September 2020 Toi‐EDA Panui were tabled.
2
26 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
Workforce Barbara MacLennan advised that rangatahi and those under the age of 30 in the Eastern Bay are the most affected by unemployment and Covid displacement.
Work has commenced with the schools – meeting with principals, briefing staff and then meeting with students. This approach is widening principals’ and students’ eyes around the opportunities which exist.
Barbara MacLennan expressed her enthusiasm for the idea of Local Government and educators engaging around jobs, careers and workforce going forward.
Karl Gradon and Ian Morton spoke to the report, and with the aid of a powerpoint presentation, noted the following: Ongoing conversations with the Ministry of Social Development (MSD) When projects come to an end in mid‐November, 70 people will go back on to MSD’s books Sector Update – boat building; forestry; civil construction; primary production; dairy Communications – engaging more via the Toi‐EDA Panui; setting up a Facebook page; targeted the Bay Business News; talking to Council comms staff and time releases in sync; and reaching out to a number of Toi’s economic development peers Housing Digital connectivity Whakatāne Airport – struggling at present; important that as leaders in the community that we support the Airport. Partnerships with other organisations.
The Chairperson stated that some interim information, especially around housing and connectivity would be useful, as it is a long time between Joint Committee meetings.
Mayor Campbell stated that Toi‐EDA has gone ahead in leaps and bounds in the last two to three years and can work with all of the Councils.
Deputy Mayor Andrew Iles endorsed Mayor Campbell’s comments regarding Toi‐EDA and commended the work done by Ian Morton and Karl Gradon.
3
27 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
RESOLVED THAT the Eastern Bay of Plenty Joint Committee: 1. Receives the report Economic Development Update – Eastern Bay of Plenty. Campbell/Iles CARRIED
Councillor Barry Howe left the meeting at 2.10pm. Councillor David Moore left the meeting at 2.14pm Aileen Lawrie left the meeting at 2.17pm. Deputy Mayor Andrew Iles left the meeting at 2.21pm and returned at 2.25pm. Russell George left the meeting at 2.25pm and returned at 2.27pm. Barbara MacLennan left the meeting at 2.30pm.
4 JIANGXI UPDATE AND MANAGEMENT Refer to pages 32‐36 of the agenda. The Chairperson noted that it is Chinese Language Week. She made mention of a set of children’s books which have been written by a local author and, as well as English text, the books have the text in Māori and Chinese. The Chairperson suggested that it might be a nice idea to send the books to Jiangxi District and the Eastern Bay Centre in Nanchang City.
Simon Appleton spoke to the report, noting that China is in recovery mode from Covid‐19, with isolated outbreaks occurring. The Chinese Central, Provincial and Local Governments have established a very large stimulus fund, similar to our PGF funding, and Jiangxi will benefit from this fund. The Chinese national holidays commence today and Jiangxi, being a large tourist destination, will also benefit due to there currently being no overseas travel.
Updates highlighted by Simon Appleton were: Severe flooding in Jiangxi in July A major upgrade to the Jiangxi Airport to accommodate international flights The Jiangxi Eco‐Industrial Park Project – Jiangxi is positioning itself as a conduit between two major economic areas The Bay of Plenty Centre which will not be particularly active until out of Covid.
In response to a query from the Chair, Simon Appleton said art works, photos etc., which depict the Eastern Bay area could be sent to Jiangxi. Pictures can be sent digitally and produced in Jiangxi.
4
28 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
Eastern Bay Jiangxi Centre The proposed Jiangxi Centre in the Eastern Bay would be a reciprocal facility, and stand alone. Some of the things they would like to include are high end accommodation, a restaurant, a tea house, kilns to learn about porcelain, and a small training centre. The proposed budget is in the tens of millions of dollars.
Overseas Experience Programme In relation to the Overseas Experience Programme, the Jiangxi Government would provide the funding and applicants would like in Jiangxi with a stipend. In exchange, they would go into public schools and assist the local English language teachers. This programme will not come to fruition until post Covid.
Bay of Plenty Foreign Language Portal Simon Appleton advised that a new version of the Hongi information portal is now available in English, Chinese, Japanese, Korean, Vietnamese and Russian. Local Government New Zealand will be promoting the portal from November this year.
Mayoral Zoom Meetings Simon Appleton extended thanks to the Mayors for the Zoom meetings and the video greetings.
Simon Appleton suggested that it would be advantageous to connect the Economic Development staff in each Council with their Jiangxi counterparts.
Jiangxi Scholarship Jiangxi will fund 100 students to come to New Zealand post Covid.
Solar Farm Project Simon Appleton advised that there is a huge disconnect between reality on the ground in China and in New Zealand.
Jiangxi TV and Film Bay of Plenty Jiangxi will fund 60% of a television production with Film Bay of Plenty
Invitation to Next Meeting Professor Paul Clark, Director of the Centre of Asia‐Pacific Excellence (CAPE), will be invited to present to the next meeting of the Joint Committee.
5
29 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
The Chairperson suggested that a joint letter be issued to confirm that Simon Appleton is working on behalf of the Joint Committee. She asked the Bay of Plenty Regional Councillors to have a discussion with their Chair and CE around whether the Regional Council is in the Joint Committee.
Councillor Iti noted that the Joint Committee is in alignment with all of the Regional Council’s Economic Development strategies.
Following some technical issues, Fiona McTavish was back on the screen and confirmed that the Bay of Plenty Regional Council is in the Joint Committee.
Simon Appleton gave an overview of the recommendations in the report, with some explanation as to why he was requesting clarity around Eastern Bridge’s role and authority. With regard to a title for his role, Simon Appleton asked that this be Director of International Relations to align with his Chinese counterpart’s title.
RESOLVED THAT the Eastern Bay of Plenty Joint Committee: 1. Receives the report Jiangxi Update and Management. 2. Eastern Bridge CEO, Simon Appleton, be provided with an official job title for his role when managing the Eastern Bay of Plenty – Jiangxi relationship. 3. The Joint Committee consider Simon’s request to engage in other revenue‐generating activities which support the development of the Eastern Bay of Plenty – Jiangxi relationship. 4. Eastern Bridge is sent media releases, Council updates and public notices which can be re‐ published bilingually on the Hongi information portal. 5. One Mayoral level Zoom meeting takes place with Jiangxi counterparts during the next three months. 6. Eastern Bridge is invited back to provide another update in three months’ time. Campbell/Iti CARRIED
THE MEETING FINISHED AT 3.21PM
6
30 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.3 Minutes EBOP Joint Committee 22 September 2020 (Cont.)
Confirmed this ______day of______2020.
Mayor Lyn Riesterer CHAIRPERSON
7
31 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020
10.4 Minutes Mayoral Forum 23 October 2020
32 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
Bay of Plenty Mayoral Forum/Triennial Meeting Open Minutes
Commencing: Friday 23 October 2020, 9.30 am
Venue: BOPRC Regional House Chambers, 1 Elizabeth Street, Tauranga 3110 and via Zoom
Chairperson: Chairman Doug Leeder – Bay of Plenty Regional Council (for this meeting)
Members: Mayor Judy Turner – Whakatāne District Council Mayor David Trewavas – Taupō District Council - via Zoom Mayor Steve Chadwick – Rotorua Lakes Council – via Zoom Mayor Garry Webber – Western Bay District Council – Mayor Lyn Riesterer - Ōpōtiki District Council
In Attendance: Whakatāne District Council: Stephanie O'Sullivan - Chief Executive
Kawerau District Council: Russell George - Chief Executive Bay of Plenty Regional Council; Fiona McTavish - Chief Executive; Tone Nerdrum Smith – Committee Advisor Taupō District Council: Gareth Green - Chief Executive - via Zoom Tauranga City Council; Deputy Mayor Tina Salisbury; Christine Jones – General Manager Rotorua Lakes Council: Craig Tiriana – Manager - via Zoom Ōpōtiki District Council: Deputy Mayor Shona Brown
Ezra Schuster – Ministry of Education - via Zoom; Heidi Lichtwark and Zane Jensen – Sport Bay of Plenty
Apologies: Mayor Tenby Powell – Tauranga City Council, Mayor Malcolm Campbell – Kawerau District Council, Geoff Williams - Chief Executive Rotorua Lakes Council; Miriam Taris - Chief Executive Western Bay of Plenty District Council; Aileen Lawrie - Chief Executive Ōpōtiki District Council; Marty Grenfell - Chief Executive Tauranga City Council
1. Opening Statement by Chairman Leeder
Chairman Leeder welcomed those present, both in person and via Zoom. He noted the outcome of the recent national election and the subsequent items featuring on
DRAFT MINUTES YET TO BE CONFIRMED 1
33 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
BAY OF PLENTY MAYORAL FORUM/TRIENNIAL MEETING MINUTES 23 OCTOBER 2020
today’s agenda. He advised that today’s meeting was being recorded and that the recording would be made available on Council’s website https://www.youtube.com/user/bopregionalcouncil
2. Apologies
Resolved
That the Bay of Plenty Mayoral Forum:
1 Accepts the apologies from Mayor Tenby Powell – Tauranga City Council; Mayor Malcolm Campbell – Kawerau District Council; Geoff Williams - Chief Executive Rotorua Lakes Council; Miriam Taris - Chief Executive Western Bay of Plenty District Council; Aileen Lawrie - Chief Executive Ōpōtiki District Council; Marty Grenfell - Chief Executive Tauranga City Council; Mayor Stevie Chadwick – Rotorua Lakes Council (late arrival); Stephanie O’Sullivan – Chief Executive Whakatāne District Council (late arrival).
Leeder/Webber CARRIED
3. Declaration of Conflicts of Interest
None declared.
4. Minutes
4.1 Mayoral Forum Public Meeting Minutes - 12 June 2020
Resolved
That the Bay of Plenty Mayoral Forum/Triennial Meeting:
2 Confirms the Mayoral Forum Public Meeting Minutes - 12 June 2020 as a true and accurate record.
Leeder/Turner CARRIED
5. Presentations
5.1 Sport Bay of Plenty: Refreshed Regional Spaces and Places Strategy
Presentation - Sport Bay of Plenty: Objective ID A3658260
Presented by: Heidi Lichtwark and Zane Jensen – Sport Bay of Plenty.
Key Points: of Presentation
Bay of Plenty Spaces and Places Strategy 2020-2023 Background 2017-2020
DRAFT MINUTES YET TO BE CONFIRMED 2
34 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
BAY OF PLENTY MAYORAL FORUM/TRIENNIAL MEETING MINUTES 23 OCTOBER 2020
Successes 2017-2020 Where to next - Regional Priorities Develop a Bay of Plenty Water Sports Facility and Water Access Strategy Develop an ‘Opportunities Paper’ which overlays the existing and proposed Cycle and Walking tracks across the region to identify network connection opportunities Develop and implement a Regional Indoor Court Facility Plan Develop a Regional Squash Facility Plan Develop a Regional Bowls Facility Plan.
9.43 am – Mayor Chadwick entered the meeting (via Zoom)
In Response to Questions
Each facility within the strategy was given a classification, ranging from local community facilities to being able to cater for international events Needs/feasibility assessments were in progress to determine what the differing requirements were across the region and to support appropriate allocation of funding and resources The refreshed strategy had built-in provisions for and understanding of facility maintenance/future-proofing Worked with other regions to support and foster cross-regional initiatives Sport Bay of Plenty was working with the Rotorua Lakes Council with regards to identifying opportunities/challenges around extending walk/cycleways across the region.
Key Points - Members:
Pleased to see the cycle/walkway strategy included, and sought further exploration with regards to connectivity towards Ōpōtiki and Whangariro With international travel currently not occurring, people were looking for local experiences which created opportunities for local sports and recreation facilities and operators A better understanding of the importance of depreciation allocations for community facilities was a significant consideration in the development of Local Authorities’ Long Term Plans.
6. Verbal Updates
6.1 Post-Election Contact with New Government
Presented by: Mayor Garry Webber - Western Bay of Plenty District Council.
Key Points – Mayor Webber:
Recognised the changing world that had emerged in 2020 Had met with Iwi leaders and Kainga Ora – Homes and Communities (who would announce their new structure next week), which emphasised the importance for the Bay of Plenty councils to discuss and agree on an approach with regards to its interaction with the new Central Government Recognised the significant role of Waka Kotahi in the infrastructure planning/delivery space
DRAFT MINUTES YET TO BE CONFIRMED 3
35 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
BAY OF PLENTY MAYORAL FORUM/TRIENNIAL MEETING MINUTES 23 OCTOBER 2020
The Bay of Plenty region had to work collectively to identify its main focus projects The SmartGrowth structure, Sport Bay of Plenty refreshed Strategy and RMA reforms provided the region with a unique and positive opportunity to work well with Central Government Bay of Plenty was well aligned with the priorities and goals of the current government and a meeting before Christmas would be advantageous to show the willingness and desire for a co-operative approach Sharing stories of councils’ achievements, in particular in the Covid recovery space, would emphasize the region’s desire and drive to collaborate.
10.00 am – Stephanie O’Sullivan entered the meeting.
Key Points - Members:
Noted the successful outcomes of the PGF funding applications, in particular in the Eastern Bay of Plenty Considered that a region-wide approach/plan could not be pursued until there was better understanding of the localised issues that differed between the various TAs. Noted that the role and purpose of the Iwi Leaders Forum was still to be finalised Important to consider co-operation opportunities beyond the Bay of Plenty region, e.g. Tongariro and Waikato Co-operation should be driven from local up, rather than regional down Recognised the genuine desire across the region to engage with Central Government Issues such as inequality, poverty, homelessness and crime would be best addressed at a local level Supportive of regional interaction/meeting with the incoming Cabinet Ministers to identify the aspirations and priorities of the region Recognised that Central Government was currently in the midst of forming the new Cabinet Recognised that this agenda item would feed into agenda item 6.3.
6.2 Regional Briefing Paper for Ministers (BIM)
Presented by: Mayor Judy Turner - Whakatane District Council
Key Points – Mayor Turner
The collaboration between Central Government and the region/local TAs would be crucial going forward Addressing a number of nationwide issues, e.g. housing affordability/supply, was reliant on local knowledge and input Would like to see a regionwide Briefing Paper prepared once Cabinet had been formed, focussing on opportunities and aspirations at a strategic level; recognising the challenges that had faced/was still facing the region Recognised that each TA would also prepare its own Briefing for Incoming Ministers (BIM).
Key Points - Members:
Recognised the unique and successful Ngāti Whakaue initiative in Rotorua
DRAFT MINUTES YET TO BE CONFIRMED 4
36 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
BAY OF PLENTY MAYORAL FORUM/TRIENNIAL MEETING MINUTES 23 OCTOBER 2020
There were significant challenges with regards to affordable housing in the Bay of Plenty, in particular for Iwi Important to work with Central Government with regards to making larger blocks of rural land available for housing development, i.e. through RMA/Building Act reforms The SmartGrowth Agreement had been signed by Cabinet and had the Ministers of Local Government/Transport/Housing assigned to it. These Ministers were expected to come to the Bay of Plenty between now and the end of the year, which could provide an opportunity for a meeting with the region’s Mayors/Chair Recognised that this agenda item would feed into agenda item 6.3.
6.3 Update from the Bay of Plenty Chief Executives' Local Government Workshop held on Friday 9 October 2020
Presentation - Local Government Reimagined Bay of Plenty: Objective ID A3658260
Presented by: Russel George – Chief Executive Kawerau District Council, Stephanie O’Sullivan – Chief Executive Whakatāne District Council, Fiona McTavish – Chief Executive Bay of Plenty Regional Council and Ezra Schuster – Ministry of Education
Key Points of Presentation:
Local Government reimagined – Bay of Plenty Context At our best We know our local communities. We know our places. Our elected members are chosen by our communities to be the first call for support and representation, on any matter Core capability and functions for the future Relationship with Central Government Relationship – national design/delivery/response Principles.
Key Points – Chief Executives
Recognised that the workshop that formed the basis for the paper presented today had not been attended by all CEs and that further work was required to ensure all views were well represented Agreed that TAs were best positioned with regards to knowledge of their local communities Emphasised the importance of local governments relationship with its local communities/iwi and delivering on the four wellbeings Recognised the strong and positive working relationship between the CEs and Central Government Proposed the establishment of a Regional Leadership Forum to work with Central Government on issues such as climate change; safe and resilient communities; infrastructure/transport Wanted to work with Central Government in shaping the future infrastructure for the region
DRAFT MINUTES YET TO BE CONFIRMED 5
37 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
BAY OF PLENTY MAYORAL FORUM/TRIENNIAL MEETING MINUTES 23 OCTOBER 2020
Suggested setting up an additional Mayoral Forum meeting early/mid- December 2020 when it was expected that newly appointed Cabinet Ministers would visit the Eastern Bay of Plenty, which would provide an opportunity for a face-to-face meeting.
Key Points – Ezra Schuster
Recognised the opportunities to work with Central Government in a ‘mana to mana/mahi to mahi’ engagement setting The relationship between Mayors/Chairs and Central Government was essential to set the scene for the future Agreed that success had to be achieved locally, however a true partnership between TAs and Central Government was required to address more wide- reaching/national challenges Recognised there was room for improvement in the way Central Government agencies worked within local/regional settings Regional Leadership Group was not yet fully formed, e.g. Iwi leaders had not yet been confirmed.
Key Points - Members:
Would like to further discuss/rethink the proposed direction within the paper, but also recognised the need to minimise undue delays Sought a review of the proposed relationship matrix The individual TAs’ LTPs would identify priorities as well as capability across the region Considered that climate change initiatives and infrastructure requirements/supply should be Central Government driven The aim of this discussion was to provide direction/where-to-next for Chief Executives to progress Considered it preferable to have a clear understanding of Central Government’s direction, before progressing the work on the Bay of Plenty Region’s direction Each TA should identify needs/undertake analysis to ascertain to what extent a region-wide approach was feasible Suggested that the Regional Leadership Group would be better positioned to identify regional successes/challenges, rather than this being the responsibilities of the Mayors.
Items for Chief Executives’ Follow Up:
Chief Executives to prepare a Briefing Paper for the Incoming Ministers (BIM) identifying risks/challengers/priorities Explore the feasibility of convening a Mayoral Forum meeting in Whakatāne in early/mid-December 2020 Whakatāne District Council to determine the appropriate invitees for the possible Mayoral Forum/Cabinet Ministers meeting in December 2020.
Resolved
That the Bay of Plenty Mayoral Forum/Triennial Meeting:
1 Agrees that the recommendation “To work with the incoming government and iwi leaders to further build this model of aligned system of government and to use the Bay of Plenty as a region to prototype a new role for local
DRAFT MINUTES YET TO BE CONFIRMED 6
38 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 10.4 Minutes Mayoral Forum 23 October 2020 (Cont.)
BAY OF PLENTY MAYORAL FORUM/TRIENNIAL MEETING MINUTES 23 OCTOBER 2020
government and iwi leaders to lead and advance our communities and places” as set out in the paper be left to lie on the table until the next meeting of the Mayoral Forum. Leeder/Webber CARRIED
11.20 am – The meeting closed.
CONFIRMED Chairman Doug Leeder Chairperson, Regional Council
DRAFT MINUTES YET TO BE CONFIRMED 7
39 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 11 Mayoral Report
11 Mayoral Report 11.1 Mayor’s Report – December 2020
Subject: MAYOR’S REPORT – DECEMBER 2020
To: ORDINARY COUNCIL
Meeting Date: THURSDAY, 10 DECEMBER 2020
Written by: MAYOR JUDY TURNER
File Reference: A1831414
1. REASON FOR THE REPORT
The purpose of this report is to provide an overview of all meetings and appointments held or attended by the Mayor during October and items of interest since the previous Council meeting.
2. TOPICS
2.1. Strategic Vision and Long Term Plan
Elected Members have continued to work on a Strategic Vision for Whakatane District Council, following the workshop held at the beginning of August. Facilitated by Anne Pattillo, the key focus areas for the workshop included building a shared strategic vision, identifying and developing key strategic goals to pursue and achieve the vision and assessing the key plans and decisions that will advance Council’s vision. This work has now been fleshed out and was presented to Executive members on 26 November for feedback. The intended outcome of this work is for our collective Vison and Goals to inform the development of the Long Term Plan. While the final wording is still being decided our four draft key focus areas include: the specific needs of our diverse communities; our developing relationship with local iwi; environmental outcomes; and a thriving circular economy.
2.2. LGNZ Rural & Provincial Meeting
Held on 19 – 20 November in Wellington, the key topics of discussion were:
Freshwater Policy outcomes and implementation Election Commentary Carbon Accounting Housing Roadworks sites and health & safety Future of Local Government Leading through times of disruption Three Waters Reform
Minister of Local Government, Nanaia Mahuta, was unable to attend the conference in person, but a prepared video message from her was played – with an emphasis on Three Waters. The Minister said modelling for the Three Waters project needed to be underpinned by good data supplied by
40 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 11.1 Mayor’s Report – December 2020 (Cont.)
Councils. The Water Services Bill will have a first reading before Christmas, and we can expect more regional workshops to be held as work progresses. The Government is also re-looking at the timeframes that were first signalled by Government for the process. She reminded us that water services are foundational for our nation’s future.
Key facts from the Three Waters Programme Update are:
All 67 councils signed up for the first tranche of funding and the Memorandum of Understanding (MoU) The priority spend areas for the funding received was spent in the following ways: 44 percent drinking water, 39 percent waste water 10 percent stormwater All Councils are allowed to use up to $60,000 of the funding given to gather data for the Requests for Information (RFI) work that Government has required as part of the MoU The first round of engagement meetings with Councils and Iwi is completed Upcoming priorities include engaging with local authorities, and supporting policy development around matters like transfer of water services, debt, assets andnew entities Size and boundaries of new entities will consider the scale of benefits, communities of interest, relevant regulatory boundaries, local control and influence. The aim is to ensure a strong community and consumer voice, community well-being, regulation and governance.
It is clear that the impact on Local Government will be significant and we should expect changes next year (2021), particularly in the last quarter. It will be at this time we will be required to make a decision regarding our willingness to opt in to the on-going process. However, as it relates to the upcoming Long Term Plan process we will remain the custodian of our Three Waters.
2.3. Te Ara Hou
Councilors were presented with a summary of the Town Centre and Riverfront consultation feedback on Thursday, 26 November 2020.
It was exciting to see great levels of engagement from the community with the project, with nearly 1400 submissions received. The information collated through stage one consultation will guide concept designs, which will be consulted on in the new year.
2.4. Eastern Bay of Plenty Joint Committee
The meeting on the 2 December included updates from both Toi EDA and Waka Kotahi, and a verbal update via Zoom from Professor Paul Clark, the Director of the North Asia CAPE team (Centre of Asia Pacific Excellence). In 2021 Mayor Malcom Campbell will chair this committee and I will be the deputy chair.
2.5. Kōrero with Council
An evening Kōrero with Council event was held on Thursday, 12 November 2020 at the Rangitāiki Cosmopolitan Club. While we had a good turnout from Councilors and Community Board Members, the public turnout was disappointing. These events are a great opportunity for the Ward Councilors and Community Board Members to encourage their local community to attend and have some informal one-one-one time with their elected representatives.
The final Kōrero with Council event for the year is planned for Tuesday, 16 December 2020 at the Murupara Library and Service Centre.
41 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 11.1 Mayor’s Report – December 2020 (Cont.)
2.6. Mayor’s Taskforce for Jobs (MTFJ) Annual General meeting
The Annual General Meeting took place on 20 November in Wellington, and included feedback on the Tuia programme. This is an intentional, long term, intergenerational approach to develop the leadership capacity of young Māori in communities throughout New Zealand. Tuia involves local Mayors selecting a young Māori individual from their district to mentor on a one-to-one basis, to encourage and enhance leadership skills. Whakatāne District Council is involved in both MTFJ and Tuia.
2.7. Over 80s Morning Tea
The United Nations General Assembly declared 1999 as the International Year of Older Persons. In recognition of this, Whakatane District Council created the Over 80s Morning Tea event as a way of celebrating with the older members of our community. This year marked the 21st such event.
COVID-19 has put a spotlight on the health and rights of older persons in society, and has highlighted the risks to older persons and those with underlying medical conditions. It has changed the way we connect and socialise with our older and more vulnerable members of our community. We are incredibly lucky that in New Zealand, during an international pandemic, we can still hold an in-person event to celebrate with our over 80-year-olds.
More than 170 guests, including caregivers, were welcomed to the Whakatāne District War Memorial Hall, where they were served morning tea by the Mayor and Councillors, as well as enjoying entertainment from Wim Pinto and friends.
2.8. Ngāti Rangitihi Deed of Settlement Signing Ceremony
The signing of the Deed of Settlement for Ngāti Rangithi Iwi on Saturday, 5 December, was a significant occasion that I was honoured to witness. This was the culmination of many years work by Iwi to settle the historical Te Tiriti o Waitangi claims with the Crown.
42 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 11.1 Mayor’s Report – December 2020 (Cont.)
3. MEETINGS ATTENDED BY MAYOR OR NOMINATED REPRESENTATIVE
Date Meeting/Event
10 November 2020 Aquatics Centre – Outdoor Pool blessing / karakia ceremony
New Council staff – Meet the Mayor morning tea
Meeting – Storm Hale, President Whakatāne Netball
11 November 2020 Event – Whakatāne High School Senior Prize Giving
12 November 2020 Kōrero with Council - Rangitaiki
13 November 2020 Kaumatua Hui
Event - Trident High School Prize Giving Ceremony
14 November 2020 Event – Whakatāne Voluntary Fire Brigade Honours Evening
17 November 2020 Meeting – Bryce Farmer & Putiputi Heihei
18 November 2020 Filming for Whakatāne Tourism Video
19 – 20 November 2020 LGNZ Rural & Provincial Meeting
20 November 2020 Mayor’s Taskforce for Jobs Annual General Meeting
23 November 2020 Event – Presentation to Whakatāne Limited Services Volunteer Graduates
Whakatāne – Ōhope Community Board
24 November 2020 Event – Eastern Bay Villages
27 November 2020 Public Transport Committee
29 November 2020 Event – Stage Door’s 2020 Musical Theatre Showcase
30 November 2020 Event - Murupara Community Board Christmas Lunch
1 December 2020 Event - Over 80’s Morning Tea
Iwi Chairs Forum
Event - Murupara Area School Senior Prize Giving
2 December 2020 Eastern Bay of Plenty Joint Committee Meeting
3 December 2020 Regional Transport Committee & Regional Land Transport Plan Development
Meeting – David Cunnliffe
43 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 11.1 Mayor’s Report – December 2020 (Cont.)
Date Meeting/Event
Event – EPIC Late Night Christmas Shopping – ‘Turning on the Christmas Lights’
4 December 2020 Event – Murupara Area School Junior Prize Giving
5 December 2020 Event - Ngāti Rangitihi Deed of Settlement Signing Ceremony
6 December 2020 Event – Farewell for Hon Anne Tolley
8 December 2020 Event – Edgecumbe College Senior Prize Giving
4. CONCLUSION
Local Government is currently under immense scrutiny. The focus is on what we do and how we conduct business.
The decisions we make are both emotive and can be expensive. We process all of these in a fish-bowl environment, understanding that ratepayers want transparency and no surprises. Our reputation is based on a culture of integrity, dependability on delivering quality and affordable projects and services, and the effort we put into developing and maintaining relationships with all our many stakeholders.
I think we are performing well but we cannot become complacent about the culture of our organisation at both a governance and management level.
“Strategy and culture should be created simultaneously, making sure they are perfectly aligned”. (Written by … The Alternative Board)
RECOMMENDATION:
THAT the Mayor’s Report – December 2020 be received.
Report Authorisation
Final Approval: Judy Turner Mayor
44 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12 Reports
12 Reports 12.1 WDC Meetings Schedule 2021
Subject: WDC MEETINGS SCHEDULE 2021
To: WHAKATĀNE DISTRICT COUNCIL
Meeting Date: THURSDAY, 10 DECEMBER 2020
Written by: GOVERNANCE SUPPORT ADVISOR
File Reference: A1828937
1. REASON FOR THE REPORT
To adopt the Schedule of Meetings (the Schedule) for 2021, in accordance with Clause 19, Schedule 7 of Local Government Act 2002. The proposed Schedule, appended as Appendix 1, covers the period from January 2021 through to 31 December 2021.
2. BACKGROUND
Clause 19, Schedule 7 of the Local Government Act 2002 sets out requirements for written notification of meetings to elected members. It is standard practice for Council to adopt a schedule of meetings by resolution in order to meet these legislative requirements.
Adoption of the Schedule provides certainty to elected members and allows forward planning of other activities around Council business; it assists the efficiency of Council officers in the preparation and timing of reports to Council and Committees. It is also helpful to inform members of the public when meetings will be taking place.
3. 2021 MEETINGS SCHEDULE
The proposed Schedule is based on the governance structure and on a seven weekly cycle for Council and Committee Meetings including a week break from meetings. Where governance delegations determine a difference frequency of meeting, this has been accounted for in the Schedule.
The Schedule is similar to the 2020 year, public holidays have been considered in setting the schedule and additional meetings have been provided for as required. It includes Community Board meeting dates, those known meeting dates for Forums as set by the Bay of Plenty Regional Council, Joint Committee meetings and known LGNZ meeting and conference dates.
Please note that meeting dates set by other Councils are yet to be adopted at their Council meetings and hence maybe subject to change. Note also that in order to accommodate Council business, the Schedule may need to be amended. However, Elected Members will be given as much notice as possible of any changes that are necessary.
The 2021 meetings schedule will be available on the Council’s public website once it has been adopted by the Council. http://www.whakatane.govt.nz/about-council/meetings
45 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1 WDC Meetings Schedule 2021 (Cont.)
4. OPTIONS
The Council can choose to either adopt the proposed Schedule or 2021, amend the proposed Schedule or not adopt the proposed Schedule.
The preferred option is for the proposed Schedule for 2021 to be adopted. The decision will allow meetings to be advertised in accordance with the requirements of the Local Government Official Information and Meetings Act 1987.
5. ASSESSMENT OF SIGNIFICANCE
The decisions and matters of this report are assessed to be of low significance, in accordance with Council’s Significance and Engagement Policy.
6. DETERMINING THE LEVEL OF ENGAGEMENT
The matter is not of a nature or significance that requires public engagement as the decision is administrative in nature.
7. CONSIDERATIONS
7.1. Financial/budget considerations
There are no direct unbudgeted consequences related to the decision to adopt the Schedule of Meetings 2021.
7.2. Policy and Planning implications
There are no policy or planning implications associated with recommendations of the report.
7.3. Risks
There is a minor risk associated with adopting an annual schedule as not all information is known at this time and therefore, some changes may still be needed in the future.
7.4. Authority
This is a decision for the Council.
RECOMMENDATIONS:
1. THAT the WDC Meetings Schedule 2021 report be received; and 2. THAT the Whakatāne District Council adopts the schedule of meetings for the 2021 calendar year as set out in Appendix 1.
Attached to this report:
Appendix 1 – Proposed Meetings Schedule 2021
46 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1.1 Appendix 1 – Proposed Meetings Schedule 2021
Report Authorisation
Report writer: Susan French Governance Support Advisor
Final Approval: Emlyn Hatch General Manager People and Engagement
12.1.1 Appendix 1 – Proposed Meetings Schedule 2021
47 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1.1 Appendix 1 – Proposed Meetings Schedule 2021 (Cont.)
WDC Meetings Schedule January to December 2021 FEBRUARY Day Date of Meeting Committee Tuesday 2-Feb-21 Whakatāne-Ōhope Community Board Thursday 4-Feb-21 Projects and Services Thursday 11-Feb-21 Strategy and Policy Mon-Thur 15-18 Feb 21 Hearings Committee Wednesday 17-Feb-21 Rangitāiki Community Board Thursday 18-Feb-21 Organisational Performance Friday 19-Feb-21 Regional Transport Committee Monday 22-Feb-21 Tāneatua Community Board Tuesday 23-Feb-21 Murupara Community Board Wednesday 24-Feb-21 Whakatāne District Sister Cities Committee Thursday 25-Feb-21 Risk and Assurance MARCH Day Date of Meeting Committee Tuesday 2-Mar-21 EB Joint Committee Wednesday 3-Mar-21 Commercial Advisory Board Friday 5-Mar-21 Rangitāiki River Forum Thursday 11-Mar-21 Ordinary COUNCIL Thursday 11-Mar-21 Ōhiwa Harbour Implemenation Forum Friday 12-Mar-21 Mayoral Forum Wednesday 17-Mar-21 Whakatāne-Tauranga River Scheme (WTRS) Thursday 18-Mar-21 Regional - Public Transport Committee Friday 19-Mar-21 CDEM Thursday 25-Mar-21 Projects and Services Friday 26-Mar-21 Zone 2 Tuesday 30-Mar-21 Iwi Chairs Tuesday 30-Mar-21 Rangitāiki-Tarawera Rivers Scheme (RTRS) APRIL Day Date of Meeting Committee Thursday 1-Apr-21 Strategy and Policy Tuesday 6-Apr-21 Whakatāne-Ōhope Community Board Wednesday 7-Apr-21 Rangitāiki Community Board Monday 12-Apr-21 Murupara Community Board Mondau 12-Apr-21 Tāneatua Community Board Tuesday 13-Apr-21 Funding Allocation - Sports NZ Thursday 29-Apr-21 Ordinary COUNCIL Friday 30-Apr-21 Zone 2
48 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1.1 Appendix 1 – Proposed Meetings Schedule 2021 (Cont.)
MAY Day Date of Meeting Committee Tuesday 11-May-21 Regional Transport Committee Deliberations Thursday 13-May-21 Projects and Services Thursday 13-May-21 Organisational Performance Thursday 20-May-21 Strategy and Policy Monday 24-May-21 Whakatāne-Ōhope Community Board Wednesday 26-May-21 Rangitāiki Community Board Thursday 27-May-21 Risk and Assurance Thursday 27-May-21 Regional Public Transport Committee Friday 28-May-21 Regional Transport Committee - Consideration Monday 31-May-21 Creative NZ Funding Assessment Committee JUNE Day Date of Meeting Committee Tuesday 1-Jun-21 Iwi Chairs Forum Wednesday 2-Jun-21 EB Joint Committee Wednesday 2-Jun-21 Commercial Advisory Board Wednesday 2-Jun-21 Whakatāne District Sister City Committee Friday 4-Jun-21 Rangitāiki River Forum Tuesday 8-Jun-21 Murupara Community Board Tuesday 8-Jun-21 Tāneatua Community Board Tuesday 8-Jun-21 EB Joint Committee Thursday 17-Jun-21 Ordinary COUNCIL Friday 18-Jun-21 Mayoral Forum Friday 25-Jun-21 CDEMG JULY Day Date of Meeting Committee Thursday 1-Jul-21 Projects and Services Thrusday 8-Jul-21 Strategy and Policy Monday 12-Jul-21 Whakatāne-Ōhope Community Board Wednesday 11-Jul-21 Rangitāiki Community Board Thur-Sat 15-17 Jul-21 LGNZ Conference Monday 19-Jul-21 Murupara Community Board Monday 19-Jul-21 Tāneatua Community Board
49 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1.1 Appendix 1 – Proposed Meetings Schedule 2021 (Cont.)
AUGUST Day Date of Meeting Committee Thursday 5-Aug-21 Ordinary COUNCIL Friday 6-Aug-21 Regional Transport Committee Thursday 12-Aug-21 Funding Allocation Special Committee - Annual Grants Wednesday 18-Aug-21 Projects and Services Wednesday 18-Aug-21 Organisational Performance Wednesday 18-Aug-21 Whakatāne District Sister Cities Committee Thur-Fri 19-20 Aug-21 Zone 2 Thursday 26-Aug-21 Strategy and Policy Thursday 26-Aug-21 Regional - Public Transport Committee Monday 30-Aug-21 Whakatāne-Ōhope Community Board Tuesday 31-Aug-21 Iwi Chairs Forum SEPTEMBER Day Date of Meeting Committee Wednesday 1-Sep-21 Commercial Advisory Board Wednesday 1-Sep-21 Rangitāiki Community Board Thursday 2-Sep-21 Risk and Assurance Friday 3-Sep-21 Rangitāiki River Forum Monday 6-Sep-21 Whakatāne-Ōhope Community Board Monday 6-Sep-21 Tāneatua Community Board Monday 6-Sep-21 EB Joint Committee Thursday 9-Sep-21 Ōhiwa Harbour Implementation Forum Friday 10-Sep-21 Rangitaiki-Tarawera Rivers Scheme (RTRS) Wednesday 15-Sep-21 Whakatāne-Tauranga River Scheme (WTRS) Thursday 23-Sep-21 Ordinary COUNCIL Friday 24-Sep-21 CDEMG OCTOBER Day Date of Meeting Committee Tuesday 5-Oct-21 Young Achiever Awares Sepecial Committee Thursday 7-Oct-21 Risk and Assurance Thursday 7-Oct-21 Projects and Services Thursday 14-Oct-21 Strategy and Policy Friday 15-Oct-21 Mayoral Forum Monday 18-Oct-21 Whakatāne-Ōhope Community Board Wednesday 20-Oct-21 Rangitāiki Community Board Thursday 21-Oct-21 Organisational Performance Tuesday 26-Oct-21 Mururpara Community Board Tuesday 26-Oct-21 Tāneatua Community Board Thursday 28-Oct-21 Extraordinary Council Friday 29-Oct-21 Zone 2
50 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1.1 Appendix 1 – Proposed Meetings Schedule 2021 (Cont.)
NOVEMBER Day Date of Meeting Committee Friday 5-Nov-21 Regional Transport Committee Thursday 11-Nov-21 Organisational Performance Thursday 11-Nov-21 Ordinary COUNCIL Tuesday 16-Nov-21 Iwi Chairs Forum Wednesday 17-Nov-21 Whakatāne District Sister Cities Committee Thursday 18-Nov-21 Projects and Services Monday 22-Nov-21 Whakatāne-Ōhope Communtiy Board Tuesday 23-Nov-21 EB Joint Committee Wednesday 24-Nov-21 Rangitāiki Communtiy Board Thursday 25-Nov-21 Strategy and Policy Monday 29-Nov-21 Murupara Communtiy Board Monday 29-Nov-21 Tāneatua Communtiy Board Tuesday 30-Nov-21 Regional - Public Transport Committee DECEMBER Day Date of Meeting Committee Wednesday 1-Dec-21 Commercial Advisory Board Thursday 2-Dec-21 Risk and Assurance Friday 3-Dec-21 Creative NZ Funding Assessment Committee Friday 3-Dec-21 Rangitāiki River Forum Thursday 9-Dec-21 Ordinary COUNCIL Friday 17-Dec-21 CDEMG
51 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.1.1 Appendix 1 – Proposed Meetings Schedule 2021 (Cont.)
SEVEN-WEEKLY MEETINGS SCHEDULE Note: Some meetings may differ to fit broader schedule
Week 1 Week 2 Thursday Projects and Services Committee Week 3 Thursday Strategy and Policy Committee Week 4 Monday Whakatāne-Ōhope Community Board Wednesday Rangitāiki Community Board Week 5 Monday Murupara Community Board Monday Tāneatua Community Board – if falls only 3rd Monday of the month, meeting held on the Tuesday Week 6 Week 7 Thursday Council
NOTES:
1. Unless otherwise stated in any meeting notice: All Meetings and Extraordinary meetings of the Whakatāne District Council, and most of the Committee meetings are held in the Council Chambers, Civic Centre, Commerce Street, Whakatāne. Meetings commence typically at 9:00 am or 1 pm.
2. Risk and Assurance Committee meetings: Four quarterly meetings scheduled February, May, September and December. An additional meeting is scheduled in October for ‘Annual Report recommendations’.
3. Organisational Performance Committee meetings: Four quarterly meetings scheduled February, May, August and November. Additional meeting in October to recommend to Council to adopt the Annual Report.
4. Commercial Advisory Board meetings: Four quarterly in March, June, September and December.
5. Whakatāne District Sister Cities Association meetings are held at 4.00 pm in Committee Room 1, Civic Centre.
6. Murupara Community Board Murupara Service Centre, Pine Drive, Murupara and alternates between venues in Waiōhau, Galatea, Ruatāhuna and Minginui – 10:00 am.
7. Tāneatua Community Board Alternates between Tāneatua War Memorial Hall, Waimana Hall, Cheddar Valley Pottery and Te Komiti o Rūnanga Tribal Authority Office, Mission Road, Rūātoki – 6:00 pm.
8. Rangitāiki Community Board Edgecumbe Branch Library — 5:30 pm. From 2021, meetings will also be held at different venues throughout the ward.
9. Whakatāne-Ōhope Community Board Alternates between Committee Room 1, Civic Centre, Commerce Street, Whakatāne and Ōhope Fire Station, Harbour Road, Ōhope — 5:30 pm.
10. Matata Residents Association meet on the second Tuesday of every month at 6pm at the Matata Fire Station.
11. Te Teko Residents’ Association meet on the first Tuesday of every month at 6pm at the Sports Pavilion. (Date may change if it falls within the School holidays.)
52 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2 Eastern Bay Road Safety Operations Terms of Reference
12.2 Eastern Bay Road Safety Operations Terms of Reference
Subject: EASTERN BAY ROAD SAFETY OPERATIONS GROUP TERMS OF REFERENCE
To: WHAKATĀNE DISTRICT COUNCIL
Meeting Date: 10 DECEMBER 2020
Written by: SENIOR COMMUNITY DEVELOPMENT ADVISOR
File Reference: A1834145
1. REASON FOR THE REPORT
The purpose of this report is to provide the Council with an update and a recommendation to approve the newly established Terms of Reference (ToR) for the Eastern Bay of Plenty Road Safety Operations Group (the Group), and to appoint an Elected Member representative to the group.
2. BACKGROUND
Road Safety is identified as a priority area for the Eastern Bay and ensuring an effective Road Safety Programme is essential for the wellbeing of the community. The EBRSC was established to provide strategic direction, oversight and leadership to ensure Eastern Bay roads are increasingly free of death and serious injury. It was a joint Committee of the four Councils in the Eastern Bay of Plenty region (Whakatāne, Ōpōtiki, Kawerau District Councils and the Bay of Plenty Regional Council).
At the end of the previous triennium, the EBRSC agreed the need for a review of the Committee’s Term of Reference and functions, to ensure a high level of engagement, and effective and efficient activity for the future.
As a result of that review, the four Councils agreed throughout June-August 2020, to the recommendation to disestablish the EBRSC and to strengthen the existing joint Operations Group, so that it may give effect to the national ‘Road to Zero 2020-2030’ strategy. This includes to establish Terms of Reference for the Operations Group. A strengthened, strategic Group also fits with Waka Kotahi’s expectation of an oversight group for the Road Safety Programme it funds.
This decision is reasonably consistent with those taken in Rotorua and the Western Bay of Plenty who have been through their own reviews of Road Safety Governance Committees, and which resulted in a combined high level governance/operational group in Rotorua and a staff-led operational group in the Western Bay of Plenty.
3. TERMS OF REFERENCE DEVELOPMENT
Until now, the Operations Group has not had a ToR. The benefits of one for this strengthened Group include; clarity of purpose and scope, defined parameters for its activity including good decision-making, clarified membership of the Group and relationship with the Regional Transport Committee, clear authority lines and roles of Elected Members.
53 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2 Eastern Bay Road Safety Operations Terms of Reference (Cont.)
It had been hoped that the decision earlier in the year by the Regional Transport Committee to establish a Western Bay of Plenty Road Safety Operations Group might have resulted in a ToR template that could be consistent across the region. However this is not the case and these ToR have been developed on the basis of good general practice, current activity and suggested process improvement to provide clear direction and boundaries and to avoid ambiguity.
The Operations Group (which includes representatives from the four Eastern Bay of Plenty Councils and from three partner organisations) reviewed the ToR for a second time on 7 September, subsequently agreeing to these being presented to the four Councils for adoption and appointment of their councillor representative.
4. CONSIDERATIONS
4.1. Financial/budget considerations
There is no additional budget involved in a strengthened Operations Group. These parameters for Road Safety already exist and are confirmed within the Annual and Long Term Plans of each Council.
4.2. Risks
The risks of not establishing ToR for this Group includes ambiguity of expectations which has the potential to create confusion, dilute, delay or repeat activity and decisions. A further risk is that the Group would not realise the benefits of an improved, effective, collaborative road safety programme. Support from Waka Kotahi may also be at risk and nor would the Eastern Bay benefit from formal links with the Regional Transport Committee.
In accordance with the jointly agreed resolutions by Councils, until the ToR is agreed, the EBRSC cannot be fully disestablished. Therefore if agreement on the Group’s ToR cannot be reached by all 4 Council leadership teams, an alternative solution will need to be determined or the EBRSC may need to be re-established.
4.3. Appointment of an Elected Member from each Council
The ToR require an Elected Member from each Council to be a member of the group.
With the subsequent disbanding of the governance committee for the road safety activity it may be important that the councillor representatives on the operations group have a connection to the Regional Transport committee and that consideration be given to the role and expectations of the councillor representative from a governance perspective e.g. that the member provides a report back to the Projects and Services Committee.
This group is not a statutory committee but rather an operational group. The ToR states that elected members are eligible for appointment to the Chair or Deputy Chair positions and goes on to provide an outline of the duties of the Chair (see point 6 in the Draft TOR).
The Chairperson and Deputy Chairperson is decided by the group and are not remunerated positions.
5. AUTHORITY
As agreed in the recommendation to disestablish the governance Committee, establishment of a Terms of Reference for the Operations Group is by joint agreement of the four joint Councils.
54 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group
6. NEXT STEPS
The other three Councils will be advised that WDC have approved the ToR and appointed an Elected Member representative and request that they also approve the ToR appoint their governance representative as soon as possible.
When the Terms of Reference for the Operations Group are agreed to by all four councils, the EBRSC will be formally disestablished and reference to it removed from Councils’ Governance Structures. A meeting of the newly formed group will be scheduled for February 2021.
RECOMMENDATIONS:
1. THAT the Eastern Bay Road Safety Operations Terms of Reference report be received; and 2. THAT the Whakatāne District Council approve the Terms of Reference for the Eastern Bay of Plenty Operational Road Safety Group; and 3. THAT the Eastern Bay of Plenty Operational Road Safety Group forward the Terms of Reference to the partnering councils for approval, noting that this can be done by the Chief Executives; and 4. THAT the Whakatāne District Council appoint an Elected Member to be a member of the group as per the terms of reference.
Attached to this report:
Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group
Report Authorisation
Report writer: Karen Summerhays Senior Community Development Advisor
First Approval: Emlyn Hatch General Manager People & Engagement
12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group
55 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group (Cont.)
TERMS OF REFERENCE FOR THE EASTERN BAY OF PLENTY ROAD SAFETY OPERATIONS GROUP
1. PURPOSE
To provide oversight, strategic leadership and pragmatic solutions to ensure that Eastern Bay of Plenty roads are increasingly free of death and serious injury. To give effect to the national ‘Road to Zero 2020-2030’ strategy.
The Eastern Bay of Plenty Operational Road Safety Group (‘the Group’) is a collaborative and inter- organisational forum and response to contribute to and plan the co-ordinated delivery of road safety in the area.
2. SCOPE
All local roads and State Highways in the Eastern Bay of Plenty region. All road safety matters including education and promotion, and those that influence and impact enforcement, engineering and improvement. Co-ordination with broader regional and national strategies. Budget parameters are identified and agreed through the Annual and Long Term Plans for each Council.
3. GROUP TYPE
The Group is a high level staff-led operational group with elected member representation. It is not a governance committee and therefore its structure is not subject to legislation protocol.
4. MEMBERSHIP
The Group shall comprise of at least the following member organisations:
ACC NZ Police Waka Kotahi (NZ Transport Agency) Whakatāne District Council (staff) Ōpōtiki District Council (staff) Kawerau District Council (staff) Bay of Plenty Regional Council (staff)
Elected-member representation:
One elected member from each of Bay of Plenty Regional Council, Kawerau District Council, Ōpōtiki District Council, Whakatāne District Council. Eastern Bay of Plenty Road Safety Co-ordinator The group can also include the Eastern Bay of Plenty Road Safety Co‐ordinator.
EB Road Safety Operations Group ToR Nov 2020
56 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group (Cont.)
Membership application:
Requests for additional membership shall be in writing and will be considered at the next scheduled Group meeting. Members shall be organisational only. Criteria for membership includes: General: o A vested interest (financial or logistic support) in road safety in the Eastern Bay of Plenty; o Commitment to attend and contribute to regular meetings and activities; o Commitment to advocate for, support and action community engagement and education of road safety throughout the Eastern Bay of Plenty; o Additional members may be co-opted for specific tasks or assignments and for finite periods of time, although shall have no voting rights. o To perform their role effectively, each Committee member must develop and maintain his or her skills and knowledge, including an understanding of the group’s responsibilities. o While it is recognised that each member brings a particular perspective, members are expected to contribute to discussion and act in the best interests of road safety and all people of the Eastern Bay of Plenty.
5. TERMS OF APPOINTMENT
Each member organisation shall be appointed for a three-year term which shall be reviewed at the beginning of each new triennium (the triennium is to align with LTP/RLTP/NLTP timeframes). Each member organisation shall appoint up to 2 representatives to the group, confirmed annually at the beginning of each calendar year. These representatives shall be appointed on the basis of interest, position and skills. One elected member will be appointed as the representative to the group by the Mayor or Chief Executive of each of the four Councils, at the beginning of each triennium.
6. CHAIRPERSON AND DEPUTY CHAIRPERSON
The Chair and Deputy Chair shall be appointed annually at the first meeting of the calendar year. The Chair and the Deputy Chair must be from different member Councils. The Deputy Chair acts for the Chair if the latter is unable to fulfil their position. Elected members are eligible for appointment to Chair or Deputy Chair positions. The Chair shall provide leadership, be responsible for chairing meetings and follow up of actions, set agendas, act as key contact for all Councils and the Regional Transport Committee, ensure that the Group acts within its responsibilities, and that required information is disseminated to all appropriate parties.
EB Road Safety Operations Group ToR Nov 2020
57 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group (Cont.)
7. ROLE OF ELECTED MEMBERS
Elected members provide a link to each represented governance body and to the community. The elected member shall provide updates to their governing bodies and through each Council’s agreed channels, and ensure the Mayors are kept informed on key issues of local road safety prior to attendance at Regional Transport Committee meetings. No alternate elected member representation is required.
8. MEETING FREQUENCY
Bi-monthly. Additional meetings may be convened as necessary.
9. QUORUM
Four member organisations – in person or on video call. Two of these must be Council organisations. Elected members are not included in the required quorum to enable a meeting to be held.
10. MEETING ARRANGEMENTS
Meetings will be held at times and locations set out in an annual schedule agreed by the Group before the beginning of each calendar year. Meeting locations will be shared around the Eastern Bay cluster (Kawerau, Ōpōtiki, Whakatāne). Video meetings may be held by agreement if best suited for particular discussion and decision. In-person attendance at meetings is the expectation, however, if necessary and agreed with the Chair in advance members may attend by video call. Additional workshops or seminars may be held as necessary to assist in fulfilling an action. Sub-groups/task forces/steering groups may be established as required for a particular purpose and for a defined period of time to assist in fulfilling a task. Such groups should have clear Terms of Reference established.
11. MEETING PROCEDURE
External speakers and presenters, including community members and stakeholders, with a specific interest or concern on road safety, may be invited to share at a meeting and contribute to particular discussion points. Additional organisational staff may be required or invited to attend and participate in Group meetings as necessary. Decisions are by agreement of 75% of those individuals present in person or on video call.
EB Road Safety Operations Group ToR Nov 2020
58 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group (Cont.)
12. ADMINISTRATION
Whakatāne District Council will take responsibility for administration aspects of the Group in conjunction with the Chair. This includes but is not limited to agenda preparation, minutes, meeting logistics and group communication. The intention is that agendas and reports will be distributed a week prior to the agreed meeting date. Whakatāne District Council has the responsibility to appoint the Road Safety Co-ordinator for the Eastern Bay of Plenty cluster after consultation with other funding Councils.
13. RELATIONSHIPS
Collaborative relationships should be developed with any organisation or community group that has a vested interest in road safety in the Eastern Bay of Plenty. This may include but is not limited to District Community Boards, Iwi, schools, the District Health Board, AA, and the Regional Transport Association. The Group may hold events, information sessions or any other activity necessary in order to engage and consult with the community and form recommendations for decisions.
14. RESPONSIBILTIES AND FUNCTIONS
Encourage full participation of each Group member. Contribute to the development of the triennial Road Safety Action Plan for submission to Waka Kotahi. Support the implementation of the Road Safety Action Plan. Agree any potential funding applications to appropriate organisations that will support road safety priorities in the Eastern Bay. Engage communities, including District Community Boards, across the Eastern Bay of Plenty on specific priorities, key trends and emerging issues of road safety. Encourage, contribute to and support local, regional and national road safety programmes and initiatives. Provide leadership in the development and review of road safety plans, strategies and policies for recommendation to each Council of the Eastern Bay. Consider matters referred to the Group by the Chief Executives or the senior management of the Councils, the partner organisations or the Regional Transport Committee. Remain responsive to the possibilities and opportunities for collaboration to support road safety initiatives and priorities. Raise the profile of road safety initiatives within member organisations and the wider community. Support community-led road safety initiatives if they can be demonstrated to contribute to Eastern Bay road safety objectives. Report strategic activity to the Regional Transport Committee and ensure each partner Council and organisation are aware of key matters.
EB Road Safety Operations Group ToR Nov 2020
59 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 12.2.1 Appendix 1 – Draft Terms of Reference Eastern BOP Road Safety Operational Group (Cont.)
15. ACCOUNTABILITY AND REPORTING
Each member organisation shall determine the department within its own organisational structure, through which this Group reports. The Group will ordinarily provide a quarterly written report to the Regional Transport Committee, focused on strategic matters and in line with the latter’s delegation to ‘monitor and provide advocacy on regional road safety matters’. A report is not required to be furnished if there are no strategic matters to be raised. The Group may present in-person to the Regional Transport Committee as appropriate to an issue and/or if requested. The Group should update and report on progress of activity at least quarterly to each Council (full Council or applicable Council Committee) through appropriate senior manager reports and as applicable to other member organisations.
16. AUTHORITY
The Group has been agreed to under the authority and mandate from the Kawerau, Ōpōtiki and Whakatāne District Councils and the Bay of Plenty Regional Council.
17. REVIEW
These Terms of Reference will be fully reviewed by the Operations Group and confirmed by the Executive leadership of each Council at the commencement of every triennium.
Minor alterations to the Terms of Reference or changes that are immediately required to further critical plans, may be amended at any time with the written agreement of the Operations Group.
EB Road Safety Operations Group ToR Nov 2020
60 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 13 Resolution to Exclude the Public Council 10 December 2020
13 Resolution to Exclude the Public Council 10 December 2020
Resolution to Exclude the Public
THAT the public be excluded from the following parts of the proceedings of this meeting, namely:
1. Public Excluded Minutes – Ordinary Council meeting 12 November 2020
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
General subject of Reason for Ground(s) under When item can be each matter to be passing this section 48(1) for the released into the considered resolution in passing of this public relation to each resolution matter
1. Public Excluded Good reason to That the public conduct Not to be released Minutes – Ordinary withhold exists of the relevant part of Council meeting 12 under Section 7. the proceedings of the November 2020 meeting would be likely to result in the disclosure of information for which good reason for withholding exists. Section 48(1)(a)
This resolution is made in reliance on sections 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 7 of that Act, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public are as follows:
Item No Interest
1 Protect the privacy of natural persons, including that of deceased natural persons (Schedule 7(2)(a))
1 To carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (Schedule 7(2)(i))
1 To prevent the disclosure of official information for improper gain or improper advantage (7(2)(j))
61 WHAKATĀNE DISTRICT COUNCIL THURSDAY, 10 DECEMBER 2020 Ordinary Council - AGENDA 1 Confirmation of Council Minutes
1 Confirmation of Council Minutes 1.1 Public Excluded Minutes Whakatāne District Council Meeting 12 November 2020
4