File No: 01-15-010\26 RDC-991889 ROTORUA LAKES COUNCIL

$File No: 01-15-010\26 RDC-991889 ROTORUA LAKES COUNCIL$

1 Council meeting RDC-991761 27 February 2020 01-15-227

NOTICE OF A MEETING OF

COUNCIL

to be held on Thursday, 27 February 2020 at 9.30am in the Council Chamber, Rotorua Lakes Council

Chairperson: Mayor Chadwick

Members: Cr Donaldson (Deputy Chair) Cr Bentley Cr Kumar Cr Kai Fong Cr Macpherson Cr Maxwell Cr Raukawa-Tait Cr Tapsell Cr Wang Cr Yates

Quorum: 6

A G E N D A

1. KARAKIA WHAKAPUAKI OPENING KARAKIA

2. NGĀ WHAKAPAAHA APOLOGIES (includes leave of absence notification)

3. WHAKAPUAKITANGA WHAIPĀNGA DECLARATIONS OF INTEREST

Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.

If a member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or the Corporate Planning & Governance Manager (preferably before the meeting). It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.

2 Council meeting RDC-991761 27 February 2020 4. NGĀ TAKE WHAWHATI TATA KĀORE I TE RĀRANGI TAKE URGENT ITEMS NOT ON THE AGENDA

Section 46A of the Local Government Official Information and Meetings Act 1987 states: (7) An item that is not on the agenda for a meeting may be dealt with at the meeting if – (a) the local authority by resolution so decides, and (b) the presiding member explains at the meeting at a time when it is open to the public, - (i) the reason why the item is not on the agenda; and (ii) the reason why the discussion of the item cannot be delayed until a subsequent meeting.

(7A) Where an item is not on the agenda for a meeting, - (a) that item may be discussed at the meeting if – (i) that item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but (b) No resolution, decision, or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.

Page 5. NGĀ MENETI O TE HUI KAUNIHERA (if more than 1 meeting change ‘te’ to ‘nga’) MINUTES OF COUNCIL MEETING/S

5.1 Council meeting – 12 December 2019 ...... 7

6. NGĀ TAUNAKITANGA A ĒTAHI ATU KOMITI RECOMMENDATIONS FROM OTHER COMMITTEES

6.1 Recommendations from other committees …...... 17

7. PŪRONGO KAIMAHI STAFF REPORTS

RECOMMENDATION 1: Council Representation on other Entities ...... 20 RECOMMENDATION 2: Adoption of Waikato Triennial Agreement (2019-2022) ...... 24 RECOMMENDATION 3: Te Tatau o Te Arawa Partnership & Funding Agreement ...... 35 RECOMMENDATION 4: Business Case to attend the ‘Sister Cities New Zealand 2020 Conference’ ...... 38

8. KA MATATAPU TE WHAKATAUNGA I TE TŪMATANUI RESOLUTION TO GO INTO PUBLIC EXCLUDED (to consider and adopt confidential items)

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:

3 Council meeting RDC-991761 27 February 2020 General subject of each matter to be Reason for passing this Ground(s) under considered resolution in relation to each Section 48(1) for matter passing of this resolution CONFIDENTIAL MINUTES of previous Please refer to the relevant Good reason for meeting held 12 December 2019 clause/s in the open meeting withholding exists minutes. under Section 48(1)(a). RECOMMENDATIONS FROM OTHER Enable any local authority holding Section 48(1)(a) COMMITTEES the information to carry on, Section 7(2)(i) Tender Award Approval for Clayton Road without prejudice or Stormwater upgrade disadvantage, negotiations (including commercial and industrial negotiations). Marguerita Street Management & Road Safety Protect information where the Section 48(1)(a) making available of the Section 7(2)(b)(ii) Tender Approval for Signs & Street information would be likely Furniture Maintenance unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. RECOMMENDATION 5: Protect the privacy of natural Section 48(1)(a) CCO Board Appointments persons, including that of Section 7(2)(a) deceased natural persons.

Maintain effective conduct of Section 48(1)(a) public affairs through free and Section 7(2)(f)(i) frank expression of opinions by or between or to members or officers or employees of any local authority in the course of their duty.

This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Sections 6 or 7 of the Act or Sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above (in brackets) with respect to each item.

9. NGĀ TAKE MATATAPU CONFIDENTIAL ITEMS

9.1 Confidential minutes of Council meeting held 12 December 2019 ...... 48

9.2 Recommendations from other committees (confidential items) ...... 53

9.3 Staff reports (cont.) RECOMMENDATION 5: CCO Board Appointments ...... 55

Rotorua Lakes Council is the operating name of Rotorua District Council.

4 Council meeting RDC-991761 27 February 2020 NGĀ TUKUNGA HAEPAPA A TE KAUNIHERA COUNCIL DELEGATIONS

Type of Committee Council Subordinate to Subordinate  Strategy, Policy and Finance committee Committees  Operations and Monitoring committee  District Licencing committee  CEO performance committee  RMA Policy Committee  Audit and Risk Committee Legislative Basis Schedule 7 S30 (1) (A), Local Government Act 2002 Committee delegated powers by the Council as per Schedule 7, S32, Local Government Act 2002 Purpose The purpose of the Council is 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. Reference 01-15-010 Membership Mayor Steve Chadwick (Chair) Deputy Mayor Councillor Dave Donaldson (Deputy Chair) All councillors Quorum 6 Meeting frequency Monthly Delegations  the power to make a rate  the power to make a bylaw  the power to borrow money, or purchase or dispose of assets, other than in accordance with the Long-term Plan  the power to adopt a long-term plan, annual plan, or annual report  the power to appoint a chief executive  the power to adopt policies required to be adopted ad consulted on under the LGA 2002 in association with the long-term plan, or developed for the purpose of the local governance statement; and  the power to adopt a remuneration and employment policy  the power to set and support strategies in measures related to emergency matters.  all the powers, duties and discretions under the Civil Defence Act for the proper operation and administration of the approved Civil Defence Plan; such delegation to be executed solely within the defined policy guidelines as determined from time to time by the Council and subject to the Financial limits imposed by the approved Council estimates.

5 Council meeting RDC-991761 27 February 2020

Relevant Statutes All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation. Limits to Delegations Powers that cannot be delegated to committees a per the Local Government Act 2002 Schedule 7 S32

6 Council meeting RDC-991761 27 February 2020

MINUTES OF COUNCIL MEETING 1/1 7 Council meeting RDC-991761 27 February 2020 01-15-010\25 RDC-978046 ROTORUA LAKES COUNCIL

Minutes Council meeting held Thursday, 12 December 2019 at 9.30am in the Council Chamber, Rotorua Lakes Council

MEMBERS PRESENT: Mayor Chadwick (Chairperson) Cr Bentley, Cr Donaldson (Deputy Mayor), Cr Kai Fong, Cr Kumar, Cr Macpherson, Cr Maxwell, Cr Raukawa-Tait, Cr Yates, Cr Wang

APOLOGIES: None

IN ATTENDANCE: Shirley Trumper, Jennifer Rothwell, Phill Thomass

STAFF PRESENT: G Williams, Chief Executive; H Weston, Group Manager Operations; T Collé, CFO/ Group Manager Business Support; G Rangi, Manahautu Maori; J.P Gaston, Group Manager, Strategy; O Hopkins, Manager Corporate Planning & Governance; I Tiriana, Manager Council Communications; S Michael, General Manager Infrastructure (part); R Bird, Manager Organisational Development & Capability (part); K Williams, Manager Community & Regulatory Services (part); S Brown, Manager Arts & Culture (part); R Horn Inner City Manager (part); R Pitkethley, Manager Sport, Recreations & Environment (part); A McGregor, PMO & Risk Manager (part); R Viskovic, Manager Strategy Development (part); K Dahm, Team Lead Planning (part); R Dunn, Governance Lead; H King, Governance Support Advisor;

The Mayor acknowledged the tragedy at Whakaari/White island and our neighbouring Councils involved (Whakatane & Tauranga). Extended condolences to the families of those deceased and to those seriously injured in hospitals across NZ. An incredible response from the first responders.

Mayor Chadwick welcomed councillors, members of the public, police members, media and staff (including Council students) to the Council meeting.

1. KARAKIA WHAKAPUAKI OPENING KARAKIA

Cr Wang opened the meeting with a karakia.

1/1 8 Council meeting RDC-991761 27 February 2020 2. NGĀ WHAKAPAAHA APOLOGIES

None

Cr Donaldson asked to record his early departure at 12.00pm.

3. WHAKAPUAKITANGA WHAIPĀNGA DECLARATIONS OF INTEREST

None

4. NGĀ TAKE WHAWHATI TATA KĀORE I TE RĀRANGI TAKE URGENT ITEMS NOT ON THE AGENDA

None

5. TE WHAKAŪ I NGĀ MENETI CONFIRMATION OF COUNCIL MINUTES

5.1 Council meeting – 5 December 2019

Resolved

That the minutes of the Council meeting held 5 December 2019 be confirmed as true and correct.

Cr Macpherson/Cr Wang CARRIED

6. NGĀ TĀPAETANGA PRESENTATIONS

6.1 INNER CITY SAFETY update

The Mayor acknowledged this being Henry Weston’s last Council meeting and thanked him for his contribution to Rotorua Lakes Council.

Henry Weston introduced the following; Senior Sergeant Karl Konlechner (Co-ordinator of community Youth & Family Harm), Inspector Ewan Dunsmuir (Crime Prevention Manager), Richard Horn (RLC Inner City Manager) and handed the presentation to Kurt Williams (RLC Community and Regulatory Services manager).

Kurt Williams spoke to a Powerpoint presentation titled ‘CBD Safety Patrol Update’ (Attachment 1).

1/1 9 Council meeting RDC-991761 27 February 2020 7. PŪRONGO KAIMAHI STAFF REPORTS

7.1 RECOMMENDATION 1: APPOINTMENT OF COUNCIL REPRESENTATION TO THE LAKES COMMUNITY BOARD AND THE RURAL COMMUNITY BOARD 2019-2022 RDC-974682

Resolved

1. That the report “Appointment of Council Representation to the Lakes Community Board and the Rural Community Board 2019-2022” be received.

Cr Donaldson/Cr Wang CARRIED

2. That Council appoint:

a) Cr Tania Tapsell as the council representative to the Lakes Community Board and; b) Cr Fisher Wang as the council representative to the Rural Community Board

Cr Raukawa-Tait/Cr Donaldson C19/12/80 CARRIED

7.2 RECOMMENDATION 2: APPOINTMENT OF COMMUNITY BOARD MEMBERS TO COUNCIL COMMITTEES 2019-2022 RDC-974542

Resolved

1. That the report “Appointment of Community Board members to Council Committees 2019- 2022” be received.

Cr Raukawa-Tait/Cr Donaldson CARRIED

2. That pursuant to clause 31(i) of schedule 7 to the Local Government Act 2002 Council appoints the following individuals to the committees as set out below: a) Operations and Monitoring Committee: Jennifer Rothwell (Lakes) and Bryce Heard (Rural)

b) Strategy, Policy & Finance Committee: Phill Thomass (Lakes) and Shirley Trumper (Rural)

Cr Donaldson/Cr Raukawa-Tait CARRIED C19/12/81 1/1 10 Council meeting RDC-991761 27 February 2020

7.3 RECOMMENDATION 3: ADDITIONAL RESPONSIBILITIES REMUNERATION 2019-2022 RDC-974580

Resolved

1. That the report “Additional Responsibilities Remuneration 2019-2022” be received.

Cr Tapsell/Cr Wang CARRIED

2. That Council resolves to adopt the councillor base salary of $55,000 for 2019-2022.

3. That Council resolves to adopt the following increases to elected member base salaries for identified additional responsibilities, as follows:

Councillor Committee Name Role $ above base salary Total Salary ($)

Cr Donaldson Council Deputy Mayor $45,000 $100,000 Lead – Economic Development Lead - Sustainable Environment Cr Raukawa-Tait Strategy, Policy & Finance Chair $28,042 $83,042 Lead – Four Wellbeing’s Cr Kai Fong Strategy, Policy & Finance Deputy Chair $15,750 $70,750 Lead – Economic Development Lead – Sport and Recreation Cr Tapsell Operations and Monitoring Chair $28,042 $83,042 Lead - Liveable communities Lead – Housing Cr Yates Operations and Monitoring Deputy Chair $15,750 $70,750 Lead – Arts and Culture Cr Maxwell Cultural Ambassador $15,750 $70,750 Lead – Arts and Culture Cr Wang Lead – Climate Change $15,750 $70,750 Cr Bentley Member - $55,000 Cr Kumar Member - $55,000 Cr Macpherson Member - $55,000

Cr Raukawa-Tait/Cr Donaldson CARRIED C19/12/83

Cr Bentley & Cr Macpherson requested that their vote against this decision be recorded.

7.4 RECOMMENDATION 4: ELECTED MEMBERS CHILDCARE ALLOWANCE RDC-974996

Resolved

1. That the report “Elected Members Childcare Allowance” be received.

Cr Wang/Cr Donaldson CARRIED 1/1 11 Council meeting RDC-991761 27 February 2020 2. That the Council adopt a policy to reimburse elected members for childcare allowance payments where these payments are incurred to enable elected members of Council and Community Boards to undertake local authority business.

3. That Council approves the payment of a childcare allowance as set out in the Local Government Members (2019/20) Determination 2019 to a maximum of $6,000 per annum, per child. Cr Maxwell/Cr Yates CARRIED C19/12/83

7.5 RECOMMENDATION 5: ADOPT CODE OF CONDUCT 2019-2022 RDC-971274

Resolved

1. That the report “Adopt Code of Conduct 2019-2022” be received.

Cr Yates/Cr Tapsell CARRIED

2. That Council resolves to adopt the Code of Conduct 2019-2022. (Attachment 2)

Cr Raukawa-Tait/Cr Maxwell CARRIED C19/12/84

7.6 RECOMMENDATION 6: BAY OF PLENTY TRIENNIAL AGREEMENT 2019-2022 RDC-973270

Resolved

1. That the report “Bay of Plenty Triennial Agreement 2019-2022” be received.

Cr Tapsell/Cr Donaldson CARRIED

2. That Council notes that the Local Government Act 2002 requires not later than 1 March after each triennial general election of members, all local authorities within each region to enter into a triennial agreement covering the period until the next election.

3. That Council approves the Bay of Plenty Triennial Agreement 2019-2022, subject to any minor edits.

Cr Donaldson/Cr Wang CARRIED C19/12/85 1/1 12 Council meeting RDC-991761 27 February 2020 8. KA MATATAPU TE WHAKATAUNGA I TE TŪMATANUI RESOLUTION TO GO INTO PUBLIC EXCLUDED

Resolved

“That Council move into public excluded session.” Cr Macpherson/Cr Yates CARRIED

General subject of each matter to be Reason for passing this Ground(s) under considered resolution in relation to each Section 48(1) for matter passing of this resolution

CONFIDENTIAL MINUTES of previous Please refer to the relevant Good reason for meeting held 5 December 2019 clause/s in the open meeting withholding exists minutes. under Section 48(1)(a). RECOMMENDATION 7: Enable any local authority Section 48(1)(a) Museum Contract holding the information to carry Section 7(2)(i) on, without prejudice or RECOMMENDATION 8: disadvantage, negotiations SHMPAC (Sir Howard Morrison (including commercial and Performing Arts Centre) Contract industrial negotiations). RECOMMENDATION 9: Protect the privacy of natural Section 48(1)(a) Appointment of Te Tatau o Te Arawa persons, including that of Section 7(2)(a) Nominees to Council Committees deceased natural persons.

Enable any local authority Section 48(1)(a) holding the information to carry Section 7(2)(i) on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). RECOMMENDATION 10: Maintain legal professional Section 48(1)(a) Plan Change 10 (Lake Rotorua Nutrient privilege. Section 7(2)(g) Management) update

RECOMMENDATION 11: Enable any local authority Section 48(1)(a) Property Disposal Policy – Application to holding the information to carry Section 7(2)(i) 8 Titoki Place on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). 1/1 13 Council meeting RDC-991761 27 February 2020 General subject of each matter to be Reason for passing this Ground(s) under considered resolution in relation to each Section 48(1) for matter passing of this resolution

RECOMMENDATION 12: Protect the privacy of natural Section 48(1)(a) Chief Executive Recruitment process persons, including that of Section 7(2)(a) deceased natural persons.

The meeting adjourned at 11.45am and resumed at 11.50am.

OPEN SESSION

______

The meeting closed at 12.45 pm ______

To be confirmed at a Council meeting on 27 February 2020

……………………………….……………..

Mayor

Note 1: Rotorua Lakes Council is the operating name of Rotorua District Council Note 2: Attachments to these minutes are available on request or on Council’s website www.rotorualc.nz 1/1 14 Council meeting RDC-991761 27 February 2020

Confidential Minutes now released

Confidential minutes of the Council meeting held 12 December 2019 Rdc-978047 PUBLIC EXCLUDED SESSION 10.3 RECOMMENDATION 9: APPOINTMENT OF TE TATAU O TE ARAWA NOMINEES TO COUNCIL

COMMITTEES

RDC-975733

Resolved:

1. That the report “Appointment of Te Tatau o Te Arawa nominees to Council committees” be received.

Cr Donaldson/Cr Wang CARRIED

2. That subject to clause 31(i) of schedule 7 to the Local Government Act 2002, Council appoints the following individuals to the committees as set out below:

a) OPERATIONS AND MONITORING COMMITTEE: • Rawiri Waru • Aroha Bray

b) STRATEGY, POLICY & FINANCE COMMITTEE: • Eugene Berryman Kamp • Danielle Marks

c) AUDIT AND RISK COMMITTEE: • Geoff Rolleston

d) CHIEF EXECUTIVE REVIEW COMMITTEE • Geoff Rolleston

3. That this report and minutes relating to this item be released following this meeting. Cr Raukawa-Tait/Cr Maxwell CARRIED C19/12/88

1/1 15 Council meeting RDC-991761 27 February 2020 Confidential Minutes released after 18 December 2019

10.1 RECOMMENDATION 7: CONTRACT 18/043 MUSEUM PRE-CONSTRUCTION EARTHQUAKE STRENGTHENING AND RESTORATION RDC-975698 Resolved: 1. That the report ‘Contract 18/043 Museum Pre-Construction Earthquake Strengthening and Restoration be received.

Cr Wang/Cr Yates CARRIED

2. That the Tender Committee recommends to Council that Contract 18/043 Museum Pre-Construction Earthquake Strengthening and Restoration be awarded to Hawkins 2017 Ltd for the sum of $74,335.00.

3. That Hawkins 2017 Ltd is the preferred contractor to complete the Stage 1 construction and subsequent stages subject to final price agreement with RLC and Council approval.

4. That this report not be made publicly available.

5. That the minutes relating to this item be made publicly available on 18 December 2019. Cr Donaldson/Cr Raukawa-Tait CARRIED C19/12/86

10.2 RECOMMENDATION 8: CONTRACT 18/015 FOR PRE-CONSTRUCTION FOR SHMPAC RDC-975788

Resolved:

1. That the report “Contract 18/015 for Pre-construction for SHMPAC” be received. Cr Yates/Cr Maxwell CARRIED

2. That the tender committee recommends to council contract 18/015 pre- construction earthquake strengthening and restoration be awarded to Hawkins 2017 Ltd for the sum of $27,993.00

3. That Hawkins 2017 Ltd is the preferred contractor to complete the construction work for upgrade subject to final price agreement with RLC and Council approval.

4. That this report not be made publicly available.

5. That the minutes relating to this item be made publicly available on 18 December 2019.

Cr Bentley/Cr Raukawa-Tait CARRIED C19/12/87 16 Council meeting RDC-991761 27 February 2020

RECOMMENDATIONS FROM OTHER COMMITTEES 1/3 17 Council meeting RDC-991761 27 February 2020

01-15-227\02 RDC-990729

ROTORUA LAKES COUNCIL

The Mayor Members COUNCIL

NGĀ TAUNAKITANGA A ĒTAHI ATU KOMITI RECOMMENDATIONS FROM OTHER COMMITTEES

Report prepared by: Hilda King, Governance Support Advisor Report reviewed by: Oonagh Hopkins, Corporate Planning & Governance Manager Report approved by: Geoff Williams, Chief Executive

1. TE PŪTAKE PURPOSE

The purpose of this report is to provide an opportunity for members to consider recommendations received from other committees.

2. NGA TŪTOHUNGA RECOMMENDATIONS

1. That the report ‘Recommendations from other committees’ be received.

2. That the following recommendations of the Strategy, Policy & Finance Committee meeting held 13 February 2020 be adopted:

RECOMMENDATION 1 RDC-985732 ESTABLISHMENT OF THE WAIKAWAU/HANNAHS BAY RESERVE COMMITTEE

1. That Council approves in principle the establishment of a Committee to manage the Waikawau/Hannahs Bay Reserve.

RECOMMENDATION 2 APPROVAL TO COMMENCE PROCESS TO RETURN OWNERSHIP OF LAND UNDER TARAWERA LANDING CAFÉ TO TŪHOURANGI TRIBAL AUTHORITY

1. That Council notes that the remainder of the Tarawera Landing Reserve is well-used and continues to be required for public recreation purposes. Continued Council ownership and management of the section of reserve under the Landing Café is not necessary for the operation of the recreation reserve. However, it does represent an opportunity for Tūhourangi to have greater on-site involvement in the control and management of the Tarawera Landing.

2. That Council start the process by which the section of reserve under the Tarawera Landing Café will be transferred back to mana whenua, the Tūhourangi Tribal Authority.

1/3 18 Council meeting RDC-991761 27 February 2020

3. That Council notes, given the land in question is recreation reserve, that the effect of its resolution (2. above) will involve a statutory process of revocation of reserve status under the Reserves Act and a decision by the Minister of Conservation. Furthermore, the land in question will require sub-division from the rest of the reserve and the updating of the Reserve’s Management Plan.

3. TE TĀHUHU BACKGROUND

3.1 Reports relating to the above recommendations were included in the agenda for the Strategy, Policy & Finance Committee meeting held 13 February 2020. This agenda is available for viewing on Council’s website under www.rotorualakescouncil.nz / Our Council / Meetings.

STAFF REPORTS

20 Council RDC-991508 27 February 2020 01-15-271 RDC-991508 ROTORUA LAKES COUNCIL The Mayor Members COUNCIL

COUNCIL REPRESENTATION ON OTHER ENTITIES

Report prepared by: Oonagh Hopkins, Manager Corporate Planning & Governance Report reviewed by: Jean Paul Gaston, Group Manager Strategy Report approved by: Geoff Williams, Chief Executive

1. TE PŪTAKE PURPOSE

The purpose of this report is to affirm the representation of members on other entities (sub- committees, boards, trusts, etc) that are in alignment with Council’s Rotorua 2030 direction.

2. NGA TŪTOHUNGA RECOMMENDATIONS

1. That the report ‘Council representation on other entities’ be received;

2. That pursuant to Clauses 10, 11, 14 and Clauses 19 30 (1) and 31 of Schedule 7 of the Local Government Act 2002, where relevant, Council appoint representatives as ex-officio positions to other entities as follows:

Other entity Council representative/s Air Quality Working Party Crs Donaldson and Tapsell BOPRC Public Transport Subcommittee Phill Thomas Cr Tapsell (alternate) BOPRC Regional Transport Committee Mayor Chadwick Cr Donaldson (alternate) Civil Defence Emergency Management Group Mayor Chadwick Cr Donaldson (alternate) Creative Communities Rotorua Assessment Committee Cr Maxwell Geyser Community Foundation funding distribution Cr Raukawa-Tait Friends of the Library Cr Yates Friends of the Rotorua Museum of Art & History Cr Yates Kaimai Catchments Forum Sarah Thomson (Rural Community Board) Kaituna Catchment Control Scheme Nick Chater (Lakes Community Board) Kauae Cemetery Trust Board Mayor Chadwick, Crs Donaldson and Maxwell Kaumatua Committee Te Pukenga Koeke o Te Whare Crs Maxwell and Yates Taonga o Rotorua Ngati Rangiteaorere Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Ngati Rangiwewehi Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Ngati Waoku Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell

21 Council RDC-991508 27 February 2020 Other entity Council representative/s Ngati Whakaue Gifted Reserves Protocol Committee Mayor Chadwick and Cr Maxwell Pukaki ki Rotorua Charitable Trust Mayor Chadwick Cr Donaldson (alternate) Raukawa Charitable Trust / Rotorua District Council Mayor Chadwick and Raukawa-Tait Joint Management Committee RLC Neighbourhood Matching Fund Committee Cr Raukawa-Tait Rotoehu Sewerage Steering Committee Cr Donaldson Rotoma/Rotoiti Sewerage Scheme Committee Cr Donaldson Rotorua Access Committee Cr Bentley Rotorua Geothermal Liaison Group Crs Donaldson and Bentley Rotorua Project Steering Committee (WWTP) Cr Donaldson Cr Tapsell (alternate) Rotorua Te Arawa Lakes Strategy Group Mayor Chadwick Cr Donaldson (alternate) Safe and Sustainable Journeys Implementation Plan Cr Kumar (formerly Road Safety Action Plan) Sewerage Projects Governance Group Cr Donaldson & Cr Tapsell Tapuika Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Tarawera Sewerage Steering Committee Cr Tapsell Te Arawa River Iwi Trust Joint Management Committee Mayor Chadwick, Crs Donaldson and Raukawa-Tait Te Maioha o Parekarangi Youth Justice Community Cr Kumar Liaison Committee Te Maru o Kaituna (the Kaituna River Authority) Nick Chater Cr Tapsell (alternate) Tuhourangi Protocol Mayor Chadwick and Crs Raukawa-Tait and Maxwell Upper Waikato Liaison Subcommittee Shirley Trumper

3. TE TĀHUHU BACKGROUND

Following each local body election, decisions are made as to which members will represent Rotorua Lakes Council on a variety of working groups, committees and trusts. The decisions made at this Council meeting, in general, stand for the balance of the triennium which follows the election.

Under Clause 30(1), (7) and 31 of Schedule 7 of the Local Government Act 2002, Local Authorities may appoint, where relevant, appoint representatives to other entities. The Oxford Dictionary defines a “representative” as a “person chosen, or elected to speak and act on behalf of others in a legislative assembly or deliberative body”. For the purpose of this report the deliberative body is seen to include groups, committees, or trusts.

The terms of reference, rules or constitution of each group, committee or trust outlines their focus, and how the group conducts their business. The role of individuals could be as a trustee or ex officio member. In law, a trustee is an individual person or member of a board given control or powers of administration of property in trust, with a legal obligation to administer it solely for the purposes specified. A trustee has a vote in the decision making of the group, committee or trust.

A business dictionary defines ex-officio as ‘Holding a position or membership due to the power or influence of one's office, and not by election or appointment.”. A chairperson, for example, can be an ex-officio member of all board appointed committees. Such positions and their attached voting and other privileges are detailed in the bylaws of the organisation. In local government the parallel

22 Council RDC-991508 27 February 2020 example is that a Mayor may be offered positions in the way outlined for a chairperson, mentioned earlier in this paragraph.

In other settings, ex-officio members bring their knowledge and experiences to discussions when the group is conducting their business. Many ex-officio members are unable to vote and directly influence decisions of the group, committee or trust.

4. TE TINO AROMATAWI ASSESSMENT OF SIGNIFICANCE

This subject does not trigger Council’s Significance and Engagement Policy.

5. NGĀ KŌRERO O TE HAPORI ME TE WHAKATAIRANGA COMMUNITY INPUT/ENGAGEMENT AND PBLICITY

There is no requirement for community input to this review. The outcome of the process does contribute to the community’s perception of elected members and their activities in the community.

6. HE WHAIWHAKAARO CONSIDERATIONS

6.1 Mahere Pūtea Financial/budget considerations Not applicable.

6.2 Kaupapa Here me ngā Hiraunga Whakariterite Policy and planning implications The decision to maintain council representation of the other entities listed is in line with Council’s approach to align members with Council’s Rotorua 2030 direction

6.3 Tūraru Risks Members need to bear in mind their roles and responsibilities under the “Code of Conduct” and that the focus of representation on these entities is to provide a link between the group and the Council.

6.4 Te Whaimana Authority The Mayor and Council under the Local Government Act have the ability to appointment representatives to other entities.

7. NGĀ ĀPITIHANGA ATTACHMENTS

Attachment 1 – Mayor & Councillor Membership of Not-for-Profit Organisations policy

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Attachment 1 - 2019-2022 – Appointments to other entities

Other entity Council representative/s Air Quality Working Party Crs Donaldson and Cr Tapsell BOPRC Public Transport Subcommittee Phill Thomas Cr Tapsell (alternate) BOPRC Regional Transport Committee Mayor Chadwick Cr Donaldson (alternate) Civil Defence Emergency Management Group Mayor Chadwick Cr Donaldson (alternate) Creative Communities Rotorua Assessment Committee Cr Maxwell Geyser Community Foundation funding distribution Cr Raukawa-Tait Friends of the Library Cr Yates Friends of the Rotorua Museum of Art & History Cr Yates Kaimai Catchments Forum Sarah Thomson (Rural Community Board) Kaituna Catchment Control Scheme Nick Chater (Lakes Community Board) Kauae Cemetery Trust Board Mayor Chadwick, Crs Donaldson, Maxwell Kaumatua Committee Te Pukenga Koeke o Te Whare Crs Maxwell and Yates Taonga o Rotorua Ngati Rangiteaorere Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Ngati Rangiwewehi Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Ngati Waoku Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Ngati Whakaue Gifted Reserves Protocol Committee Mayor Chadwick, Crs Maxwell Pukaki ki Rotorua Charitable Trust Mayor Chadwick Cr Donaldson (alternate) Raukawa Charitable Trust / Rotorua District Council Mayor Chadwick and Raukawa-Tait Joint Management Committee RLC Neighbourhood Matching Fund Committee Cr Raukawa-Tait Rotoehu Sewerage Steering Committee Cr Donaldson Rotoma/Rotoiti Sewerage Scheme Committee Cr Donaldson Rotorua Access Committee Cr Bentley Rotorua Geothermal Liaison Group Cr Donaldson and Cr Bentley Rotorua Project Steering Committee (WWTP) Cr Donaldson Cr Tapsell (alternate) Rotorua Te Arawa Lakes Strategy Group Mayor Chadwick Cr Donaldson (alternate) Safe and Sustainable Journeys Implementation Plan Cr Kumar (formerly Road Safety Action Plan) Sewerage Projects Governance Group Cr Donaldson & Cr Tapsell Tapuika Protocol Committee Mayor Chadwick and Crs Donaldson, Raukawa-Tait, Maxwell and Tapsell Tarawera Sewerage Steering Committee Cr Tapsell Te Arawa River Iwi Trust Joint Management Committee Mayor Chadwick, Crs Donaldson and Raukawa-Tait Te Maioha o Parekarangi Youth Justice Community Cr Kumar Liaison Committee Te Maru o Kaituna (the Kaituna River Authority) Nick Chater Cr Tapsell (alternate) Tuhourangi Protocol Mayor Chadwick and Crs Raukawa-Tait and Maxwell Upper Waikato Liaison Subcommittee Shirley Trumper

1/3 24 Council meeting RDC-991761 27 February 2020

01-15-010/25 RDC-989271

ROTORUA LAKES COUNCIL

Mayor Chairperson and Members COUNCIL

ADOPTION OF WAIKATO TRIENNIAL AGREEMENT

Report prepared by: Rick Dunn, Governance Lead Report reviewed by: Oonagh Hopkins, Manager Corporate Planning & Governance Report approved by: Craig Tiriana, Manager C.E’s Office

1. TE PŪTAKE PURPOSE

To present to council the 2019-2022 Waikato Triennial Agreement (Triennial Agreement) for adoption.

2. TE TUHINGA WHAKARĀPOPOTOTANGA EXECUTIVE SUMMARY

The Local Government Act 2002 requires all local councils within each region to enter into an agreement no later than 1 March after each triennial general election. The Triennial Agreement sets out the protocols for communication and co-ordination among the councils during the three-year term, together with a statement of the process for consultation on proposals for new regional council activities.

The Triennial Agreement represents the shared desire of the 12 local authorities in the Waikato region to work together, maximise efficiency and promote wellbeing in their respective communities. It signals the intended work and activities of the Waikato Mayoral Forum, recognising a significant level of formal and informal co-operation already exists between local authorities.

3. HE TŪTOHUNGA RECOMMENDATION

1. That the report ‘Adoption of Waikato Triennial Agreement’ be received.

2. That the 2019-2022 Waikato Triennial Agreement as endorsed by the Mayoral Forum on 25 November 2019, be adopted.

4. TE TĀHUHU BACKGROUND

A review of regional collaboration by McGredy Winder in 2017 identified challenges and achievements, looked across key collaborative projects, and identified potential priorities for improved

1/3 25 Council meeting RDC-991761 27 February 2020

communication, collaboration, coordination and shared services across local government in the Waikato.

As a result, the 2016-2019 Triennium focussed on regional collaboration in the areas of roading, economic development (Te Waka), Waikato Plan, regional policy and bylaws. Progress has been reported to the Mayoral Forum.

As noted by the 2016-2019 Mayoral Forum the region is well placed to build on its strong collaborative platform. The Triennial Agreement aims to continue to expand relationships that help local authorities to work co-operatively and collaboratively to advance community wellbeing through advocacy and process for developing clearly articulated priorities, targets and actions.

At its meeting on 25 November 2019 the Waikato Mayoral Forum agreed that their feedback on the draft Triennial Agreement presented to them, would be taken to the Chief Executives Forum on 6 December for further discussion and rework. This feedback was to be incorporated and the 2019-2022 Waikato Triennial Agreement then be sent direct to all councils (with the support of the Chief Executives) for adoption. This was completed and is now ready for adoption by councils.

5. TE MATAPAKI ME NGĀ KŌWHIRINGA DISCUSSION AND OPTIONS

Council can either decline to adopt, or adopt the Triennial Agreement. Staff recommend that the 2019- 2022 Waikato Triennial Agreement be adopted.

6. TE TINO AROMATAWAI ASSESSMENT OF SIGNIFICANCE

The decisions or matters of this report are not considered significant in accordance with the Council’s Significance and Engagement Policy.

7. NGĀ KŌRERO O TE HAPORI ME TE WHAKATAIRANGA COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY

Community consultation is not considered necessary in relation to this matter.

8. HE WHAIWHAKAARO CONSIDERATIONS

8.1 Mahere Pūtea Financial/budget considerations

There are no financial costs associated with this item.

1/3 26 Council meeting RDC-991761 27 February 2020

8.2 Kaupapa Here me ngā Hiraunga Whakariterite Policy and planning implications

There is no policy or planning implications associated with this item.

8.3 Tūraru Risks

The Local Government Act 2002 (LGA) requires all local authorities within each region to enter into a triennial agreement containing protocols for communication and co-ordination for the period until the next triennial elections.

8.4 Te Whaimana Authority

Council has the authority to adopt the recommendation as outlined in the Local Government Act 2002, Part 2 (15)

9. TE WHAKAKAPINGA CONCLUSION

Council is being asked to adopt the 2019-2022 Waikato Triennial Agreement as attached.

10. NGĀ ĀPITIHANGA ATTACHMENTS

Attachment 1: 2019-2022 Waikato Triennial Agreement

27 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

Waikato Triennial Agreement 2019-2022

SCOPE The Triennial Agreement represents the shared desire of local government in the Waikato region to work collaboratively, to maximise efficiency and to promote sustainable development in their respective communities.

It is also intended to align our efforts to work with Central Government to achieve a range of mutually beneficial outcomes (that may include increased Government funding), to interact with each other and with neighbouring regions in a coherent manner, and to foster projects of a strategic nature within the region.

It incorporates the work and activities of the Waikato Mayoral Forum.

This document is deemed to duly constitute fulfilment of section 15 of the Local Government Act 2002 by containing protocols for communication and co-ordination among the region's councils.

LEGISLATIVE CONTEXT AND PURPOSE Through this Triennial Agreement, councils agree to work together to support the purpose of local government which provides for councils to play a broad role in promoting the social, economic, environmental and cultural well-being of their communities, taking a sustainable development approach. The purpose of local government is defined in Section 10 of the Local Government Act 2002:

10 Purpose of local government (1) The purpose of local government is – (a) to enable democratic local decision-making and action by, and on behalf of, communities; and (b) to promote the social, economic, environmental and cultural wellbeing of communities in the present and for the future.

2019-2022 Waikato Triennial Agreement Page 1 Doc #14857227 28 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

This Agreement gives effect to Section 15 of the Local Government Act 2002 which states: 15 Triennial agreements (1) Not later than 1 March after each triennial general election of members, all local authorities within each region must enter into an agreement under this section covering the period until the next triennial general election of members.

(2) An agreement under this section must include— (a) protocols for communication and co-ordination among the local authorities; and (b) a statement of the process by which the local authorities will comply with section 16 in respect of proposals for new regional council activities; and (c) processes and protocols through which all local authorities can participate in identifying, delivering, and funding facilities and services of significance to more than 1 district.

(3) An agreement under this section may also include— (a) commitments by local authorities within the region to establish or continue 1 or more joint committees or other joint governance arrangements to give better effect to 1 or more of the matters referred to in subsection (2); and (b) the matters to be included in the terms of reference for any such committees or arrangements, including any delegations.

(4) An agreement under this section may be varied by agreement between all the local authorities within the region.

(5) An agreement under this section remains in force until it is replaced by another agreement.

(6) If a decision of a local authority is significantly inconsistent with, or is expected to have consequences that will be significantly inconsistent with, the agreement under this section that is currently in force within the region, the local authority must, when making the decision, clearly identify— (a) the inconsistency; and (b) the reasons for the inconsistency; and (c) any intention of the local authority to seek an amendment to the agreement under subsection (4).

(7) As soon as practicable after making any decision to which subsection (6) applies, the local authority must give to each of the other local authorities within the region notice of the decision and of the matters specified in that subsection.

The agreement provides an opportunity for improved communication, collaboration, co-ordination and shared services at all levels of local government in the Waikato region whilst recognising a significant level of formal and informal co-operation already exists between councils.

2019-2022 Waikato Triennial Agreement Page 2 Doc #14857227 29 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

The success of the Triennial Agreement will be demonstrated through expanded relationships that help councils to work co-operatively and collaboratively to advance community wellbeing.

SIGNATORIES The parties: • Hamilton City Council • Hauraki District Council • Matamata-Piako District Council • Ōtorohanga District Council • Rotorua District Council • South Waikato District Council • Taupō District Council • Thames-Coromandel District Council • Waikato District Council • Waikato Regional Council • Waipā District Council • Waitomo District Council.

PRINCIPLES Signatories to this agreement recognise that:

1. The communities within the region are diverse and encompass a range of desired outcomes. Issues and concerns that are shared by some councils may be of little relevance to others. The Triennial Agreement acknowledges that it will be appropriate to have a range of sub-agreements on local issues between and among councils. 2. Collaboration can aid in effective and efficient planning and encourage shared services and a collective approach to reduce costs, increase available resources and help to make strategic judgements about the allocation of resources. 3. Collaboration can assist councils promote outcomes consistent with the purpose of local government. 4. There is a need for open communication, information sharing and seeking agreement on strategic issues. 5. We will speak as one voice when there is unanimous agreement for this to happen.

2019-2022 Waikato Triennial Agreement Page 3 Doc #14857227 30 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

6. Common direction on all strategic issues may not be achieved given that each party to the agreement has functions, obligations and rights to make decisions for their area which may conflict with the position of other signatories to this agreement. 7. Aligning with and influencing Central Government policy is important to the delivery of good quality, cost effective infrastructure, public services and regulatory functions to promote and enhance well-being of our communities.

PROTOCOLS FOR COMMUNICATION AND COORDINATION

1. Councils will work together on issues where it is agreed that the region will benefit from a collaborative approach. 2. When a council has a significant disagreement with the position of the others, the other councils will make every effort to accommodate, acknowledge or at least fairly represent the dissenting view. 3. When a significant decision or issue affects a particular council then that council should be consulted in formulating the region's response. 4. This Triennial Agreement acknowledges that each council has accountability to different communities. 5. Councils agree to act in good faith and in a transparent manner on issues of information and disclosure. 6. Councils should provide early notification of decisions that may affect other councils in the region. Communication protocols may be developed between Councils where it is agreed better communication is desired. 7. All formal public communications from Mayoral Forum meetings will be circulated to all councils for comment prior to their release. 8. Councils will apply a 'no surprises' approach whereby early notice will be given over disagreements concerning policy or work programmes before critical public announcements are made. 9. If councils make decisions that are inconsistent with the agreement for their region, they must explicitly note that inconsistency and the reasons for it and also notify the other councils that are parties to the agreement.

2019-2022 Waikato Triennial Agreement Page 4 Doc #14857227 31 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

GENERAL APPROACH TO COLLABORATION Signatories to this agreement should: 1. Share resources for the purpose of preparing background information on the various communities within the region. Such information may include demographics, survey data and scientific studies and the analysis of social, economic, environmental and cultural trends. 2. Seek to attract investment and Government support in the region by aligning community interests, working collaboratively through Waikato Mayoral Forum work streams and other options, developing agreed positions on matters of importance to the region and continuing to develop and strengthen existing joint approaches to engage with Government agencies and other organisations. 3. Determine and prioritise strategic collaborative initiatives and projects. 4. Promote communication and co-operation among the region's councils with respect to shared services and other collaborative opportunities.

5. Make draft strategies, policies and plans available to all councils in the region for discussion and development. 6. Provide guidance on the implementation of strategic collaborative projects and monitor progress of collaborative initiatives, such as the Waikato Plan. 7. Utilise the Waikato Mayoral Forum work streams and other collaborative options to ensure that all councils can participate in identifying, delivering and funding facilities and services of significance to more than one council. 8. Invite Government Ministers, relevant officials, corporate, community and lwi leaders to meet to discuss issues of strategic importance to the region. 9. Advocate for strategic investment in the region and promote the strategic benefits and advantages of the Waikato. 10. If necessary, establish one or more joint committees or other joint governance arrangements to give better effect to communication and coordination or to assist with identifying, delivering and funding facilities and services of significance to more than one district, or to consider proposals for new regional council activities.

MAYORAL FORUM 1. Signatories to this agreement will endeavour to hold a meeting of Mayors and the Regional Chairperson (supported by their Chief Executives) at least once every six months to discuss any pertinent issues and to review the performance of the agreement. These meetings will be under the banner of the Waikato Mayoral Forum.

2019-2022 Waikato Triennial Agreement Page 5 Doc #14857227 32 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

2. The Waikato Mayoral Forum is not a formal committee constituted under the Local Government Act, therefore meetings are not public. Recommendations from the Mayoral Forum are for members to take to their respective councils for consideration and decisions. 3. The appointed Mayoral Forum Chairperson will ensure minutes of the meeting are kept and that a summary of the meeting is provided to all councils. 4. All public communications from these meetings will be approved by all participants prior to their release. 5. The Regional Chief Executives' Forum will also meet regularly to advance initiatives as requested by the Mayors and Regional Chairperson.

SIGNIFICANT NEW ACTIVITIES PROPOSED BY THE REGIONAL COUNCIL 1. If the regional council or a regional council-controlled organisation proposes to undertake a significant new activity then section 16 of the Local Government Act 2002 shall be adhered to. 2. The regional council agrees to discuss the issues involved at one or more of the existing fora and to provide preliminary draft proposals to the affected councils for early comment, including any amendments to the regional council's Significance and Engagement Policy. 3. Where the regional council proposes to undertake a significant new activity that involves one or more territorial authorities within the region the following protocols will apply: (a) The regional council will as soon as practicable inform all councils within the region of the nature, scope and reasons for the proposal.

(b) Councils will be given a reasonable period of time, but no less than 40 working days, to respond to any such proposal. The regional council will fully consider any submissions on the proposal made by councils within the region. (c) Should there be substantive disagreement between the councils on whether the regional council should undertake the activity, the parties will refer the matter to mediation as set out in the process in this agreement for resolving disagreement.

CONSULTATION IN RELATION TO THE REGIONAL POLICY STATEMENT For the purpose of meeting the requirements of clause 3A of Schedule 1 to the Resource Management Act 1991, the consultation process to be used by affected councils in relation to any further changes to the Waikato Regional Policy Statement will be developed and agreed to by all the councils. Protocols will be developed that ensure affected councils have full and effective involvement in the scoping and drafting of any changes to the Waikato Regional Policy Statement.

2019-2022 Waikato Triennial Agreement Page 6 Doc #14857227 33 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

TERM OF THE AGREEMENT The Triennial Agreement will continue to operate until such time as it is either amended by the accord of all parties or is renewed following the 2022 local government elections.

RESOLVING DISAGREEMENT In the event of a disagreement over the terms of this agreement, the parties agree to refer the issue to mediation for a resolution. In the absence of an agreement to mediation between the local authorities, the matter will be referred to a process as specified by the Minister of Local Government.

AUTHORITY This agreement is signed by the following on behalf of their respective authorities

Hamilton City Council Mayor Date

Hauraki District Council Mayor Date

Matamata-Piako District Council Mayor Date

Ōtorohanga District Council Mayor Date

Rotorua District Council Mayor Date

South Waikato District Council Mayor Date

Taupō District Council Mayor Date

2019-2022 Waikato Triennial Agreement Page 7 Doc #14857227 34 Council Meeting RDC-991761 ATTACHMENT 1 27 February 2020

Thames-Coromandel District Council Mayor Date

Waikato District Council Mayor Date

Waikato Regional Council Chairperson Date

Waipā District Council Mayor Date

Waitomo District Council Mayor Date

2019-2022 Waikato Triennial Agreement Page 8 Doc #14857227 1/3 35 Council meeting RDC-991761 27 February 2020 File No: 01-15-010\26 RDC-991889 ROTORUA LAKES COUNCIL

Mayor Chairperson and Members COUNCIL

TE TATAU O TE ARAWA – FUNDING CONTRIBUTION

Report prepared by: Gina Rangi, Manahautū Māorì, Group Manager Māori Report reviewed by: Craig Tiriana, Manager Chief Executives Office Report approved by: Geoff Williams, Chief Executive

1. TE PŪTAKE PURPOSE

This report seeks approval to increase Council’s contribution from $250,000 per annum (an additional $40,000 in an election year) to $372,500 per annum (an additional $40,000 in an election year) excluding GST.

2. TE TUHINGA WHAKARĀPOPOTOTANGA EXECUTIVE SUMMARY

In 2015, Council entered into the Te Arawa Partnership, and approved an annual contribution to Te Tatau o Te Arawa of $250,000 (an additional $40,000 in an election year). This recommendation is to increase the annual Council contribution by $122,500 per annum. This will enable Te Tatau to strengthen its ability to engage with Te Arawa communities, and better represent Te Arawa in Council processes (specifically, Te Tatau will engage a fixed term project manager to support engagement and complete the Te Arawa Vision project).

3. HE TŪTOHUNGA RECOMMENDATION

1. That the report “Te Tatau of Te Arawa – Funding Agreement” be received.

2. That Council approve an additional annual funding contribution to Te Tatau of Te Arawa of $122,500 to support and strengthen Te Tatau o Te Arawa’s ability to engage effectively with Te Arawa peoples.

4. TE TĀHUHU BACKGROUND

On 18 December 2015, Te Tatau o Te Arawa and Council entered into a formal Partnership Agreement. The Partnership Agreement sets out the framework for an ongoing relationship between Council and Te Tatau o Te Arawa. It outlines the objectives, principles, expectations and respective deliverables of the partnership between Te Arawa and Council.

On 26 May 2015, Council approved an annual contribution of $250,000 ($290,000 in an election year). The funding provided must be used only to: (a) carry out three-yearly elections to appoint Te Tatau’s Board, and

1/3 36 Council meeting RDC-991761 27 February 2020 (b) provide administrative, reporting, financial, governance and other support required for the Board to carry out its functions under the Partnership Agreement.

Each year, Te Tatau holds a fully advertised Annual General Meeting, where the Annual Report and Annual Accounts are presented to Te Arawa. Te Tatau have also elected to present their Annual Report to Council, so that Council is briefed on Te Tatau’s activities and progress.

In the last triennium, Te Tatau carried out significant work to develop a collective Te Arawa Vision, including holding hui ā-hapū, hui ā-iwi and meeting with a range of Te Arawa entities. The Te Arawa Vision draws together the diverse range of Te Arawa communities and their aspirations. This is a significant project with a number of benefits for both Te Tatau and Council. It will provide clear strategic direction, so that Te Tatau is better able to represent Te Arawa in Council processes. The Te Arawa Vision will also support Council to better respond to and plan for the future needs and aspirations of Te Arawa.

The proposed increase in funding will enable Te Tatau to engage a fixed-term project manager to support effective engagement with Te Arawa (including work on the Te Arawa Vision).

5. TE MATAPAKI ME NGĀ KŌWHIRINGA DISCUSSION AND OPTIONS

The options available to Council are:

Option 1: Status quo Council could choose to make no decision, which would mean the status quo remains ($250,000 per annum and an additional $40,000 each triennial election). Te Tatau would continue to nominate representatives to Council committees, and comply with its basic administrative, reporting, financial and governance functions.

However, Te Tatau would have limited capacity to play an active leadership role, particularly in the most complex issues Council is currently addressing, such as housing and infrastructure challenges. This creates some risk for Council, because those issues require both Council and Te Tatau to have good understanding of Te Arawa aspirations and needs.

Option 2: Increase Funding (recommended) Council could approve the increased funding, which would support Te Tatau to strengthen its engagement with Te Arawa. This is expected to improve Te Tatau and Council’s ability to make informed decisions, and to respond and plan for Te Arawa future needs and aspirations.

The main risk for Council is that the increase in funding is inadequate, so that Te Tatau is not able to respond to the diversity of Te Arawa needs and aspirations. In that regard, Council staff have engaged with Te Tatau to address whether the proposed level of funding is efficient, effective and appropriate to present and anticipated future needs.

Option 3: Reduce or End Funding Council could unilaterally reduce or end its funding contribution to Te Tatau. This would undermine the ability of Te Tatau to nominate representatives to Council committees, and to comply with its basic administrative, reporting, financial and governance functions. It would also signal a reduced Council commitment to the purpose and success of the Te Arawa Partnership, creating significant harm to effective working relationships.

In addition, the Local Government Act requires Council to provide opportunities for Māori to contribute to Council decision-making processes. The Te Arawa Partnership is a core mechanism adopted by Council to meet that statutory obligation. Ending or reducing Council’s commitment to

1/3 37 Council meeting RDC-991761 27 February 2020 the Te Arawa Partnership would mean Council must start over with developing mechanisms to address our statutory obligations.

6. TE TINO AROMATAWAI ASSESSMENT OF SIGNIFICANCE

The decisions or matters of this report are not considered significant in accordance with the Council’s Significance and Engagement Policy.

7. NGĀ KŌRERO O TE HAPORI ME TE WHAKATAIRANGA COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY

Council officers have consulted with Te Tatau on the recommendation, to ensure that it is well understood and thought through. Broader consultation on this matter is not being undertaken.

8. HE WHAIWHAKAARO CONSIDERATIONS

8.1 Mahere Pūtea Financial/budget considerations

Council has already approved an annual budget of $250,000 ($290,000 in an election year). This recommendation is an increase of $122,500 per annum.

8.2 Kaupapa Here me ngā Hiraunga Whakariterite Policy and planning implications

The recommendation is consistent with Council’s existing commitment to the Te Arawa Partnership.

8.3 Tūraru Risks

There are no major risks associated with the decisions or matters

8.4 Te Whaimana Authority

Council has the authority to make this decision.

9. TE WHAKAKAPINGA CONCLUSION

It is recommended that the funding increase be adopted.

1/3 38 Council meeting RDC-991761 27 February 2020 01-28-079 RDC-989570

ROTORUA LAKES COUNCIL

Mayor Chairperson and Members COUNCIL

BUSINESS CASE TO ATTEND THE ‘SISTER CITIES NEW ZEALAND 2020 CONFERENCE’

Report prepared by: Rick Dunn, Governance Lead Report reviewed by: Oonagh Hopkins, Manager Corporate Planning & Governance Report approved by: Craig Tiriana, Manager C.E’s Office

1. TE PŪTAKE PURPOSE

The purpose of this report is to recommend that council approve Cr Maxwell to attend the 2020 Sister Cities New Zealand Conference, 30 April to 2 May 2020, as a representative of Rotorua Lakes Council.

2. HE TŪTOHUNGA RECOMMENDATION

1. That the report “Business Case to Attend the Sister Cities New Zealand 2020 Conference” be received.

2. That Council approves the costs of flights, accommodation and registration fees for Cr Maxwell to attend the Sister Cities New Zealand 2020 Conference.

3. TE TĀHUHU BACKGROUND

Like many places around the world, Rotorua is part of a sister city programme which encourages close ties between cities and districts. Programmes such as these help foster international understanding.

Rotorua has links with: • Klamath Falls (United States of America) - dormant • Beppu (Japan) - active • Lake Macquarie (Australia) - dormant • The Wuzhong District of Suzhou City (China) - active

The Sister Cities New Zealand conferences provide an opportunity for Mayors, Elected Representatives and Chief Executives to learn from New Zealand and international speakers and facilitators on how sister city relationships can benefit communities.

1/3 39 Council meeting RDC-991761 27 February 2020 Ashburton District Council will be hosting the Sister Cities New Zealand 2020 Conference from 30th April to 2 May 2020.

The theme for the 2020 conference “Growing Cultural Diversity in Regions” will explore the ways in which cities, towns and regional centres can play their part in supporting international connectivity, trade business and innovation. (See Attachment 1: Sister Cities Conference 2020 (Draft programme))

4. TE MATAPAKI ME NGĀ KŌWHIRINGA DISCUSSION AND OPTIONS

The purpose of this report is to recommend that council approve Cr Maxwell’s travel and attendance at the ‘Sister Cities New Zealand 2020 Conference’.

Council’s ‘8.1 Conference Attendance for Elected Members Policy’ requires that requests for travel to attend conferences outside of Rotorua be supported by a business case that outlines the benefits of the travel against the following criterion:

1. The travel/activity must support council's vision, business objectives and aspirations for the future as encapsulated in the Long Term Plan, or

2. The travel must support council's current priorities and/or flagship projects.

Council’s ‘8.5 Sister City Relationship Policy’ seeks to foster communications across borders to promote the mutual exchange of ideas, people and materials in cultural, educational, youth, sports, municipal, professional and technical projects. The policy supports the Rotorua Vision 2030 goal to have a resilient community and Rotorua’s identified Key Strength – A Strong Culture.

5. TE TINO AROMATAWAI ASSESSMENT OF SIGNIFICANCE

The decisions or matters of this report are not considered significant in accordance with the Council’s Significance and Engagement Policy.

6. NGĀ KŌRERO O TE HAPORI ME TE WHAKATAIRANGA COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY

Consultation on this matter is not being undertaken as the policies that relate to this business case gives decision making powers to council.

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7. HE WHAIWHAKAARO CONSIDERATIONS

7.1 Mahere Pūtea Financial/budget considerations

The estimated costs for flights, accommodation and registration fees relating to the conference are shown in the table below.

Flights, accommodation & registration Approximate costs Return flight – Rotorua to $358.00 gst excl Christchurch/Christchurch to Rotorua @ $179:.00 gst excl Accommodation @ $120.00 gst excl per night $240.00 gst excl Registration @ $750:00 + gst excl $750.00 gst excl Total cost $1,348.00 gst excl

7.2 Kaupapa Here me ngā Hiraunga Whakariterite Policy and planning implications

The policy titled “Conference Attendance for Elected Members” requires elected members who have been invited to attend a conference outside of Rotorua to provide a business case to council for their consideration.

7.3 Tūraru Risks

There are no major risks associated with the decision or matters.

7.4 Te Whaimana Authority

In accordance with the Conference Attendance for Elected Members Policy this business case may be received by council.

8. NGĀ ĀPITIHANGA ATTACHMENTS

Attachment 1: Sister Cities Conference 2020 (Draft programme) – Pages 41 - 44 Attachment 2: 8.1 Conference Attendance for Elected Members Policy – Page 45 Attachment 3: 8.5 Sister City Relationship Policy – Page 46

41 Council meeting RDC-991761 ATTACHMENT 1 27 February 2020

Sister Cities Conference 2020 in Ashburton (Draft programme) Theme: Growing Cultural Diversity in Regions 30 April – 2 May Venue: Ashburton Trust Event Centre

CLICK HERE TO REGISTER ONLINE https://forms.gle/ZvzvmVsgZpVzv3PR9

Thursday 30 April Time Session Speaker 8:30- Shuttles from Christchurch Airport 10:30am Departs 8:30am & 9:30am *Council staff will collect others at different times if required using council vehicles 9:00am Registration opens at Event Centre 11:00am Opening remarks Mayor Neil Brown MC: Peter Livingston 11:20- Keynote Speaker Sir Graeme Harrison, Founder of ANZCO 11:50am Food Pillars of success through International Relationships: People, Community, Business and Industry, and Economic Development 12:00pm Lunch break 12:45pm Session 1: Fostering diverse, Facilitator: globally-engaged communities - New Deborah Lam, Senior Diversity and Zealand and International Engagement Advisor, Office of Ethnic perspectives Communities Panel: This session explores the value of Representative from Sister Cities international connections and the benefits International (USA) of culturally-engaged communities. Our Representative from CPAFFC (China) panel of international guests answer the Representative from CLAIR Sydney question - What value do their cities and (Japan) countries get from partnerships with New Representative from SCA (Sister Cities Zealand? Australia) 2:15pm Session 2: What does it mean to have Facilitator: a strategic approach to Sister Cities Simon Draper, Executive Director, Asia NZ Foundation Local authorities take various approaches Panel: to managing and maintaining their SC Mayor Grant Smith from Palmerston relationships and international relations North City Council priorities. The Panel for this session will Graham Budd, Chief Executive at Great discuss their own city’s strategic approach South (tbc) to this issue, including how sister cities are Matt Nichols, Manager of Civic and managed and maintained. International Relations at Christchurch City Council 42 Council meeting RDC-991761 ATTACHMENT 1 27 February 2020

3:30- Afternoon tea break 4:00pm 4:00- Break-up discussions on Session 1 and 2 4:45pm *SCNZ Board/Advisors to lead the discussion at each group 4:45- Report back and windup by Simon Draper 5:15pm 5:15- Short break and Group photo taking 5:30pm 5:30- Welcome reception Mihi by local Iwi 7:30pm -Welcome by Hiromi Morris, SCNZ President -Short speech by Japanese Ambassador Hiroyasu Kobayashi *Kapahaka group from a local school?

Followed by drinks and nibbles 7:30pm Free evening at local restaurants 9:30pm Shuttle back to accommodation *Another shuttle leaves at 7:30pm back to the accommodation for participants who will dine at the hotel. 43 Council meeting RDC-991761 ATTACHMENT 1 27 February 2020

Friday 1 May Time Session Speaker 8:30am Shuttle to Event Centre 8:30- Registration open at Event Centre 9:00am 9:00am Opening remarks Hamish Riach, CEO Ashburton D/C 9:15am Keynote Speaker Dave Cull, LGNZ President (tbc)

Sister City Relationships and their importance in Growing Cultural Diversity in the Regions & NZ-China Mayoral Forum 2020 9:45- Session 3: Investing in Relationships Facilitator: 11:00am and Economic Development John Christie, Director Enterprise Dunedin How to use established SC relationships as Panel: a platform for economic development, and Neil Henry, Economic Development how this can be enhanced through Manager at Malborough District Council regional and national collaboration Pam Ford, General Manager at ATEED Graham Robertson, Canterbury Farmer & Kelvin Coe, Former Selwyn Mayor Dan Walker, Deputy Chair, NZ Maori Tourism Board 11:00- Morning tea break 11:20am 11:20am- Session 4: Youth Engagement Facilitator: 12:30pm Ross Preece, Principal at Ashburton How young people – our future leaders – College can be involved and engage in global Panel: connections and contribute to the Gordon Allen, International Links & community Sister Cities Project Officer Blacktown NSW Australia Taylor Marston, Prime Minister’s scholarship recipient Earl John Magtibay (young Filipino farmer) 12:30- Lunch Break 1:15pm 1:15- Break-up discussion on Session 3 & 4 Local experts to lead the group 2:15pm discussion at each group. Report back and windup by John Christie and Ross Reece. 2:15- Afternoon tea break 2:30pm 44 Council meeting RDC-991761 ATTACHMENT 1 27 February 2020

2:30- Session 5: Sharing Information and Local experts will lead individual 3:30pm Experiences for Working Collectively discussions.

Participants will choose a topic for group discussion.

1. Environment and Sustainability 2. Art and Culture 3. Education and Sport 4. Tourism

3:30pm- AGM (members only) 4:15pm 4:00pm Non-members return to accomodation after tea break 4:30pm Members return to accomodation after AGM 6:00pm Shuttle leaves for Awards dinner at Lake d House Restaurant, Hood Lake 6:30- SCNZ Awards Dinner Air NZ Rep (Awards Sponsor) 10:00pm Talley's Group Ashburton (tbc) Entertainment: Cultural performance by Ashburton Filipino, Tongan and Indian Communities

Saturday 2 May Time Session Speaker 9:00am- Ashburton District tours/activities 12:00pm Option 1: Aviation & Plains Railway Museum Option 2: Methven, Alpine & Agriculture Museum Option 3: Trotts Garden & Ashburton Art Gallery 12:00- Lunch at Formosa Restaurant 1:30pm 1:30pm Closing remarks Mayor Neil Brown 1:45pm Leave for Christchurch Airport 45 Council meeting RDC-991761 ATTACHMENT 2 27 February 220

8.1 CONFERENCE ATTENDANCE FOR ELECTED MEMBERS POLICY

Date Adopted Next Review Officer Responsible

8 December 2016 1 December 2019 Group Manager, Strategy

Policy Purpose:

To guide decision making in relation to elected members representation of council at conferences and professional development seminars.

Policy:

That for the annual LGNZ conference, the Mayor, Deputy Mayor, Chief Executive, two councillors and a representative from the Te Tatau o Te Arawa Board; attend as council’s delegates.

All councillors will have the opportunity to attend sessions of their choice at Rotorua-based conferences.

Any proposed conference attendance outside of Rotorua needs to be supported by a business case that outlines the benefits of the event against the following criterion:

1. The conference/event must support council’s vision, business objectives and aspirations for the future as encapsulated in the Long-term Plan, or

2. The conference/event must support council’s current priorities and/or flagship projects.

The business case to be approved by a recommendation from the CEO to council.

Generally travel costs of accompanying persons will not be paid for.

At the conclusion of the conference the elected representative is required to provide a written report to council.

Attendance at Community Board conferences is delegated to each Community Board.

157 46 Council Meeting RDC-991761 ATTACHMENT 3 27 February 2020

8.5 SISTER CITY RELATIONSHIP POLICY

Date Adopted Next Review Officer Responsible

8 December 2016 1 December 2019 Group Manager, Strategy

Policy Purpose:

To guide decision making in relation to council’s sister city relationships.

Policy:

Rotorua Lakes Council (Council) has four sister cities: Beppu (Japan), Klamath Falls (USA), Lake Macquarrie (Australia) and Wuzhong District of Suzhou City, China. These relationships are long standing and were undertaken via the international Sister Cities programme between 1962 and 2000. The international programme seeks to foster communications across borders to promote the mutual exchange of ideas, people and materials in cultural, educational, youth, sports, municipal, professional and technical projects.

Over recent years Council has seen a decline in active contact with the majority of its sister cities. As part of the 2016 review all relationships are considered null and void unless contact is initiated and sustained by current sister cities and when that contact is considered beneficial to Council.

Proposed travel that relates to a sister city relationship needs to be supported by a business case that outlines the benefits of the travel against the following criterion:

The travel/activity must support council’s vision, business objectives and aspirations for the future as encapsulated in the Long-term Plan, or

The travel/activity must support council’s current priorities and/or flagship projects.

The business case to be approved by a recommendation from the CEO to council.

Generally travel costs of accompanying persons will not be paid for.

At the conclusion of the travel the elected representative/staff member is required to provide a written report to council.

This policy does not include travel by elected representatives that has been undertaken at the request of and paid for by other international, national or local organisations; including Rotorua Economic Development. Such travel may be undertaken at the discretion of the elected representative.

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