RDC-1096689 1 Operations and Monitoring Committee meeting agenda 4 February 2021
AGENDA
NOTICE OF MEETING FOR THE OPERATIONS & MONITORING COMMITTEE
Date: Thursday 4 February 2021
Time: 9.30am
Venue: Council Chamber
MEMBERSHIP
Chairperson Cr Tapsell
Deputy Chairperson Cr Yates Members Mayor Chadwick Cr Bentley Cr Donaldson Cr Kai Fong Cr Kumar Cr Macpherson Cr Maxwell Cr Raukawa-Tait Cr Wang Miss Rothwell (Lakes Community Board member) Mr Heard (Rural Community Board member) Ms Bray (Te Tatau o Te Arawa Board member) Mr Waru (Te Tatau o Te Arawa Board member)
Quorum 8
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RDC-1092476 2 Operations and Monitoring Committee meeting agenda 4 February 2021
OPERATIONS AND MONITORING COMMITTEE
Type of Committee Committee
Subordinate to Council
Subordinate Committees n/a
Legislative Basis Schedule 7 S30 (1) (a), Local Government Act 2002.
Purpose The purpose of the Operations and Monitoring Committee is to assist the Council to ensure consolidated and complete reporting and monitoring of all financial and non-financial information and performance measures against the Annual Plan, Long-term Plan and strategic goals/priorities.
Reference 01-15-226 Membership Councillor Tapsell (Chair) Councillor Yates (Deputy Chair)
The Mayor and all councillors 2 Te Tatau o Te Arawa members 1 Lakes Community Board member 1 Rural Community Board member
Full voting rights for all members Quorum 8
Meeting frequency Monthly
Delegations The Committee’s role is recommendatory only.1 It is authorised to take the actions precedent to the exercise by the Council of its statutory responsibilities, duties and powers, by: Monitoring and reporting on the performance of the Council in terms of the organisational targets set in the Long Term Plan and Annual Plan – both financial and non-financial; Monitoring and reporting on operational performance and benchmarking; Undertaking quarterly reviews and reporting on Council’s financial performance; Monitoring, reviewing and reporting on the performance of council controlled organisations; Monitoring, reviewing and reporting on Council’s tender and procurement processes; Monitoring, reviewing and reporting on the performance and management of Council contracts; Monitoring, reviewing and reporting on the performance and management of major capital projects (including considering and making recommendations on issues that may arise);
1 Council is authorised to delegate anything precedent to the exercise of Council’s powers, duties and functions - Schedule 7, S32 of the Local Government Act 2002
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RDC-1092476 3 Operations and Monitoring Committee meeting agenda 4 February 2021
Providing oversight and making recommendations in respect of proposals to exercise the powers and remedies of the General Conditions of Contract (by Council as “Principal”) – including taking possession of, determining, or carrying out urgent repairs to works covered by the contract; Considering and making recommendations as to the settlement of uninsured claims for compensation or damages where the amount exceeds the amounts delegated to council officers; Considering and making recommendations on requests for Council to guarantee third party loans; Considering and making recommendations on proposals and requests for the grant of easements or rights of way over Council property; Considering and making recommendations in respect of proposals to which will or are likely to significantly vary the levels and/or terms of insurance for Council assets; Such other functions as the Council may direct from time to time.2
Relevant Statutes All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation.
Limits to Delegations The Committee does not have the delegated authority to make decisions for and on behalf of the Council. All matters requiring a decision of Council must be referred, by way of recommendation, to the Council for final consideration and determination.
In the event that the Council resolves not to approve or adopt a Committee recommendation, the item shall be returned to the Committee via the Chief Executive for review and subsequent referral to the Council for further consideration and determination.
2 A committee is subject in all things to the control of the local authority, and must carry out all general and special directions of the Council given in relation to the committee - see Schedule 7, S30(3) of the Local Government Act 2002.
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RDC-1092476 4 Operations and Monitoring Committee meeting agenda 4 February 2021 Order of Business
1 Opening karakia - Karakia whakapuaki ...... 5
2 Apologies - Ngā whakapaaha ...... 5
3 Declarations of interest - Whakapuakitanga whaipānga ...... 5
4 Urgent items not on the agenda - Ngā take whawhati tata kāore i te rārangi take .... 5
5 Operations & Monitoring Committee Meeting Minutes 5 November 2020 ...... 6
6 Staff Reports – Pūrongo Kaimahi ...... 12 6.1 Financial performance for the six months ended 31 December 2020 ...... 12 6.2 Operational Report for November to December 2020 ...... 15
7 Resolution To Go Into Public Excluded - Ka Matatapu Te Whakataunga I Te Tūmatanga (to consider and adopt confidential items) ...... 43
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RDC-1092476 5 Operations and Monitoring Committee meeting agenda 4 February 2021 1 Opening karakia - Karakia whakapuaki
2 Apologies - Ngā whakapaaha The Chairperson invites notice from members of: 1. Leave of absence for future meetings of the Rotorua Lakes Council; or 2. Apologies, including apologies for lateness and early departure from the meeting, where leave of absence has not previously been granted.
3 Declarations of interest - Whakapuakitanga whaipānga
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
4 Urgent items not on the agenda - Ngā take whawhati tata kāore i te rārangi take Items of business not on the agenda which cannot be delayed The Chairperson will give notice of items not on the agenda as follows: Matters Requiring Urgent Attention as Determined by Resolution of Rotorua Lakes Council The Chairperson shall state to the meeting. 1. The reason why the item is not on the agenda; and 2. The reason why discussion of the item cannot be delayed until a subsequent meeting. The item may be allowed onto the agenda by resolution of the Rotorua Lakes Council. s.46A (7), LGOIMA
Discussion of minor matters not on the agenda. Minor Matters relating to the General Business of the Rotorua Lakes Council. The Chairperson shall state to the meeting that the item will be discussed, but no resolution, decision, or recommendation may be made in respect of the item except to refer it to a subsequent meeting of the Rotorua Lakes Council for further discussion s.46A (7), LGOIMA
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RDC-1092476 6 Operations and Monitoring Committee meeting agenda 4 February 2021
5 Operations & Monitoring Committee Meeting Minutes 5 November 2020
01-15-226\02 RDC-1073281 Minutes Operations & Monitoring Committee meeting held Thursday 5th November 2020 at 9:30am in the Council Chamber, Rotorua Lakes Council
MEMBERS PRESENT: Cr Tapsell (Chair) Cr Yates (Deputy Chair), Mayor Chadwick, Cr Bentley, Cr Donaldson, Cr Kai Fong, Cr Kumar, Cr Macpherson, Cr Maxwell, Cr Raukawa-Tait Cr Wang, Mr Waru and Ms Bray (Te Tatau o Te Arawa), Mr Heard (Rural Community Board) and Miss Rothwell (Lakes Community Board).
APOLOGIES: Cr Donaldson and Cr Kai Fong for early departure. Mr Waru for lateness.
IN ATTENDANCE: Matthew Scott and John McRae, InfraCore Ltd; Mark Gibb and Peter Stubbs, Rotorua Airport Ltd; Andrew Wilson and John McRae, Rotorua Economic Development Ltd.
STAFF PRESENT: G Williams, Chief Executive; C Tiriana, Manager CE Office; O Hopkins, Manager Corporate Planning & Governance; J-P Gaston, Group Manager Strategy; S Michael, General Manager Infrastructure; T Collé, CFO/Group Manager Business Support; J Mikaere, Group Manager Operations; R Pitkethley, Manager Sport, Recreation & Environment; G Rangi, Manahautū Māori; I Tiriana, Manager Council Communications; R Dunn, Governance Lead; G Konara and I Brell, Governance Support Advisors.
The meeting opened at 9.30am. The Chair welcomed Councillors, Board members, media, staff and members of the public.
1 KARAKIA WHAKAPUAKI OPENING KARAKIA
Cr Kai Fong opened the meeting with a Karakia.
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RDC-1092476 7 Operations and Monitoring Committee meeting agenda 4 February 2021
2 NGĀ WHAKAPAAHA APOLOGIES
RESOLVED
That the apologies from Cr Donaldson and Cr Kai Fong for early departure and lateness for Mr Waru be accepted.
Moved: Cr Wang Seconded: Cr Yates CARRIED Attendance: Ms Bray arrived at 9.34am.
3 WHAKAPUAKITANGA WHAIPĀNGA DECLARATIONS OF INTEREST
None.
4 NGĀ TAKE WHAWHATI TATA KĀORE I TE RĀRANGI TAKE URGENT ITEMS NOT ON THE AGENDA
There were no urgent items; however, the Chair requested the following comments from Mayor Chadwick be noted: congratulations to Rotorua Airport Limited for winning the Essential Business of the Year award at the Westpac Business Awards. Mayor Chadwick also acknowledged Council’s Te Amorangi Unit nomination for the Bilingual Business of the Year award and thanked the Chamber of Commerce for organising another successful event.
5 TE WHAKAŪ I NGĀ MENETI CONFIRMATION OF MINUTES
OPERATIONS AND MONITORING COMMITTEE MEETING – 1 OCTOBER 2020
Resolved
“That the minutes of the Operations and Monitoring Committee meeting held 1 October 2020 be confirmed as a true and correct record”.
Moved: Ms Bray Seconded: Cr Yates CARRIED Attendance: Mr Waru joined the meeting at 9.40am.
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RDC-1092476 8 Operations and Monitoring Committee meeting agenda 4 February 2021 6 PŪRONGO KAIMAHI STAFF REPORTS
RECOMMENDATION
6.1 OPERATIONAL UPDATES FOR COUNCIL FROM INFRACORE LIMITES, ROTORUA AIRPORT AND ROTORUA ECONOMIC DEVELOPMENT RDC-1069206 1. That the report “Operational Updates for Council from Infracore Limited, Rotorua Airport Limited and Rotorua Economic Development” be received.
Moved: Cr Raukawa-Tait Seconded: Cr Maxwell CARRIED INFRACORE
Matt Scott and John McRae spoke to a Powerpoint presentation titled Infracore Quarterly Update (Attachment 1)
ROTORUA ECONOMIC DEVELOPMENT
Andrew Wilson and John McRae spoke to a PowerPoint presentation titled Rotorua Economic Development (Attachment 2)
ROTORUA AIRPORT AUTHORITY
Mark Gibb and Peter Stubbs spoke to a PowerPoint presentation titled Rotorua Airport Quarterly update (Attachment 3)
Attendance: Cr Donaldson left the meeting at 10.55am.
Meeting adjourned 11.00am and recommenced at 11.15am
The Chair ruled that Staff Recommendation “Marguerita Street Traffic management and Road Safety Improvement – Engagement Feedback” report be heard next.
RECOMMENDATION
6.5 MARGUERITA STREET TRAFFIC MANAGEMENT AND ROAD SAFETY IMPROVEMENT – ENGAGEMENT FEEDBACK REPORT RDC-1066362 Resolved
1. That the report “Marguerita Street traffic management and road safety improvements – engagement feedback report” be received.
Moved: Cr Maxwell Seconded: Mr Waru CARRIED Back to index
RDC-1092476 9 Operations and Monitoring Committee meeting agenda 4 February 2021
Stavros Michael spoke to a Power Point presentation, “Marguerita Street Traffic Management and Road Safety” (Attachment 4)
Further Resolved:
2. That the Committee notes the result of public feedback on the potential options to achieve a balanced outcome.
3. That the Committee recommends to Council to agree to the implementation of a modification of the ‘Status quo’ option i.e. the addition of formal pedestrian crossing facilities to improve the safety for those who use alternate modes to cross Marguerita Street and some more positive carriageway narrowing and signage.
After discussion, the Mover and Seconder agreed to replace the word ‘lane” with “carriageway”.
Moved: Mayor Chadwick Seconded: Mr Waru
The motion was put to the vote: For: 7 Against: 7 The chair had a casting vote and voted in favour of the motion. CARRIED 8/7
The meeting adjourned at 12.45pm.
Attendance; Cr Bentley, Cr Kai Fong, Mr Heard and Mr Waru left the meeting at 12.45pm.
The meeting resumed at 1.15pm.
RECOMMENDATION
6.2 FINANCIAL PERFORMANCE FOR THE THREE MONTHS ENDED 30 SEPTEMBER 2020 RDC-1069673 Resolved
That the report ‘Financial performance for the three months ended 30 September 2020’ be received.
Moved: Cr Macpherson Seconded: Mr Waru CARRIED
Thomas Collé spoke to a Power Point presentation ‘September 2020 Results (Attachment 5)
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RDC-1092476 10 Operations and Monitoring Committee meeting agenda 4 February 2021 RECOMMENDATION
6.3 NON FINANCIAL PERFORMANCE REPORT MANAGEMENT FRAMEWORK - FOR YEAR ENDING 30 JUNE 2020 RDC-1070558 Resolved
1. That the report Non-financial performance management framework – year ending 30 June 2020 be received.
Moved: Cr Yates Seconded: Miss Rothwell CARRIED
Oonagh Hopkins spoke to a Power Point presentation “Performance Management Framework 2019/2020 Preliminary results” (Attachment 6)
Further Resolved:
2. That the committee note this has been an unprecedented year as a result of the COVID-19 pandemic.
3. That the committee note that at the end of quarter three the overall performance management framework was on track to match the 2018/19 year, however the Level 4 alert restrictions have impacted significantly on the achievement of many of the performance measures.
4. That the Committee recommends to Council to accept the non-financial performance management framework for inclusion into the Annual Report following the final audit of the results to be undertaken by Audit New Zealand.
Moved: Cr Raukawa-Tait Seconded: Cr Kumar CARRIED
RECOMMENDATION
6.4 OPERATIONAL REPORT FOR SEPTEMBER TO OCTOBER 2020 RDC-1060734 1. That the report “Operational Report for September to October 2020” be received.
Moved: Cr Maxwell Seconded: Cr Yates CARRIED
The following Group Managers spoke to their section of the Operational Report:
Manahautū Māori – Gina Rangi Strategy Group – J-P Gaston Operations Group – Jocelyn Mikaere
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RDC-1092476 11 Operations and Monitoring Committee meeting agenda 4 February 2021
Infrastructure Group – Stavros Michael Business Support Group – Thomas Collé
OPEN SESSION
Meeting closed at 2.15pm
To be confirmed at the Operations & Monitoring Committee meeting on 4 February 2021
………….……………………………
Chairperson
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
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RDC-1092476 12 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
6 Staff Reports – Pūrongo Kaimahi
01-65-052 RDC-1094409
ROTORUA LAKES COUNCIL
Mayor Chairperson and Members OPERATIONS AND MONITORING COMMITTEE
6.1 Financial performance for the six months ended 31 December 2020
Report prepared by: Pete Kearney, Business Performance Manager Report reviewed by: Thomas Collé, Chief Financial Officer Report approved by: Geoff Williams, Chief Executive
1. TE PŪTAKE PURPOSE
The purpose of this report is to provide information on Council’s financial performance for the six months ended 31 December 2020.
2. HE TŪTOHUNGA RECOMMENDATION
That the report “Financial performance for the six months ended 31 December 2020” be received.
3. TE MATAPAKI DISCUSSION
For the month ending 31 December 2020
Year to date FY $'000 Actual Budget Variance Annual Plan Revenue Rates 51,886 51,033 854 102,012 Fees and Charges 6,928 6,703 225 13,587 Subsidies & Grants 3,941 2,445 1,496 4,551 Investment Income 377 332 45 699 Total Revenue 63,132 60,512 2,620 120,850
Less Expenditure Operating Expenses 29,732 27,533 (2,199) 56,222 Staff Expenses 14,712 14,598 (115) 28,796 Utilities Expenses 1,839 1,810 (29) 3,317 Administration Expenses 1,541 1,517 (23) 3,143 Finance Expenses 3,641 3,643 2 9,090 Back to index
RDC-1092476 13 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Depreciation 16,043 16,056 13 32,112 Total expenditure 67,508 65,156 (2,352) 132,680
Operating Surplus / (Deficit) (4,377) (4,644) 268 (11,830)
Year to date Operating result:
Council’s overall operating performance is slightly better than budget as anticipated higher operating costs are offset by growth (rates) and external subsidies.
General COVID-19 Observations: The continued closure of international borders remains a challenge to Rotorua GDP and subsequent impact to the strength of Council’s financials for the foreseeable future with some offset from Rotorua’s primary industries.
While driven primarily by regions outside Rotorua, namely, Auckland, Otago and Canterbury, economists and market observers would have noted that November saw the first annual decline in job numbers in over a decade (down 0.1% p.a according to StatsNZ) as employment in the service industries fell. It is not however, all doom and gloom as job increases were captured across the construction, health and local government sectors.
YTD Performance Summary: Revenues have, on average, performed well with rates revenue up vs budget driven by timing, metered water and penalties.
Fees and charges vs budget have benefitted from strong building consent fees driven by key developments e.g. the lakefront spa development. Parking revenues remain subdued, down $265,000 YTD and while monthly volumes have been more resilient than anticipated, overall revenues are slightly under $200,000 vs prior year. It should be noted that during the annual plan process and as a direct result of COVID-19 concerns, budgeted Fees and Charges revenues were adjusted down. However, given the fairly swift return to “normal”, when compared to the situation globally, we took the approach of putting some pressure back on to the organisation and uplifted the operational budgets by approx. $1,600,000. Removing this budget stress, Fees and Charges would actually be higher than budget by close to $1,000,000 driving an overall operating Surplus by a little over $1,000,000. These realised gains will be used to offset working capital requirements.
Grant revenue received from MBIE in the region of $940,000 to support various roading, kerb and other vegetation maintenance has allowed RLC to support Infracore in the development of additional employment opportunities.
Drivers of operating expenditure are as detailed below:
i) $940,000 increased spending for Infracore (related to MBIE funding received referred to previously) ii) Ensuring appropriate planning and policy response for the build back better and housing strategy has necessitated the use of expert consultants which is driving $420,000 iii) Community reliance grant funding driving $240,000 iv) Higher security costs, $210,000
RLC continues to work collaboratively with government and private agencies to ensure we retain flexibility to respond to any new and unforeseen events.
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RDC-1092476 14 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Capital Expenditure for the 6 months:
YTD Actual
YTD Budget
33 Remaining Budget
18 12 11 10 7 6 5 6 6 5 4 3 4 4
2 2 1
Sewerage &Recreation &Culture Roading Stormwater Other
Arts Sport
Total budget for the year is $117m of which $10m is set aside for Shovel Ready projects yet to start. $20m budget was assigned for SHMPAC works this year, $18m for the Museum, $12m for the Lakefront, $6m for finishing the Forest project and a further $6m for the Aquatic centre. Roading projects are expected to total over $13m this year and Waste Water capital works close to $10m of which $5m is to be used for renewing critical parts of the network.
Capital expenditure at 31 December was $31.3m with the top 5 projects by spend totalling $16.4m (53% of total spend to date). Capital Revenues received by the end of December were $4.8m.
Of the total $31.3m Capex spent to date: $6.4m is driven by the lakefront development stage 1 works $3m is driven by SHMPAC as construction works scale up $2.5m of the spend was on the Aquatic centre, largely due to the refurbishment work on the 50m pool $2.3m for Sewage renewal works covering CCTV survey of the network and work/replacement required to inlet screens, belt press, blowers and the de-watering plant $2.3m of the total relates to improving the Stormwater system around the Clayton road area $1.8m is driven by the Museum due to various works covering Asbestos removal, project management costs and various construction support costs The remainder is spread across numerous smaller capital programmes, which, on an average individual basis are approximately 0.5m.
Council’s borrowings are down from the year end (2019/2020) position of $228m with December’s borrowing position at $216.5m.
Cash on hand at the end of December was $2.9m.
4. 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.
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RDC-1092476 15 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
01-65-052 RDC-1090628 ROTORUA LAKES COUNCIL
Mayor Chairperson and Members OPERATIONS AND MONITORING COMMITTEE
6.2 Operational Report for November to December 2020
Report prepared by: Geoff Williams, Chief Executive
1. TE PŪTAKE PURPOSE
The agreed purpose of the report is to provide: briefings on matters under consideration prior to any decision being needed by Council; an opportunity to discuss the purpose and nature of developments at an early stage; progress updates on key initiatives; and briefings on issues and matters arising from decisions made.
2. HE TŪTOHUNGA RECOMMENDATION
That the report “Operational Report for November to December 2020” be received.
3. TE TĀHUHU BACKGROUND
The report has five sections with reports and updates from: Kāhui Rautaki - Strategy group Kāhui Mahi - Operations group Kāhui Tūāpapa - Infrastructure group Kāhui Pakihi - Business Support group Manahautū Māori
It is envisaged some matters will need to be considered in public excluded. The intention however is to maintain as much as possible in open meeting.
The operations update report will not replace any existing reports to Council, such as the monthly report on organisational performance presented by the Chief Financial Officer.
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RDC-1092476 16 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
4. KĀHUI RAUTAKI - STRATEGY GROUP
4.1 OHU: RAUTAKI STRATEGY
4.1.1 Update
He Papakāinga, He Hāpori Taurikura- Homes and Thriving Communities Strategic Framework-
Community Safety Plan Staff met in December to identify urgent actions for immediate implementation to address current concerns about community safety. This included increasing resources to enable CBD security patrols to operate seven days a week between 8am and 10pm; extended CCTV monitored hours seven days per week particularly during peak time periods; and adding a roving car patrol to extend the effective zone to hot spots not covered by CCTV. Intermediate and longer-term actions are being developed in a draft plan for Strategy, Policy and Finance Committee to consider in February for community consultation.
Emergency, Transitional and Social Housing Staff have collated a list of all land or property identified over the last 12 months for consideration by Kāinga Ora for social housing development. In particular, staff identified the aspects that appear to be barriers to development. The information was shared with the Ministry of Housing and Urban Development to to assist their understanding of the barriers and potential policy actions required to address these.
Thriving Communities A workshop was held 15 October with stakeholders including builders and developers to understand barriers to development from their perspective and identified: need to increase pace of the development timeline to understand everything at the front end the complexity of the process complexity of geotech report requirements The next step is to bring together some key informants to review mapping of the development/ consenting/ building process in detail. This work has already been reviewed internally.
Locality Planning:
Eastside Locality Planning Eastside Locality Planning Process – ELPP and way of working is being socialised and implemented across Council groups. Joint project plans have been drafted with Eastside hapū/Tatau Pounamu. Waiting for Executive sign off before these are finalised. Draft Eastside Structure Wellness Plan - (to be known as Eastside Community Wellness Plan) – Draft completed, community feedback received and collated. The Feedback Deliberations Group has considered feedback, updated Draft ready for distribution to key contributors for finalisation. Eastside Structure Plan – Background work/assessments initiated.
Healthy Homes
Sustainability Options continues to deliver contracted services to Rotorua households with 40 households having assessments in October, and 20 in November. The team works collaboratively with other funders and community groups to maximise outcomes and utilise resources effectively.
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RDC-1092476 17 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
A proposal based on earlier Bay of Plenty Healthy Homes Group work was developed specifically for Rotorua. The proposal, in line with the strategic framework, sought funding for grants and loans to ensure low-income households can address critical home maintenance and repair needs. The proposal and financial model was sent to Ministry of Housing and Urban Development for consideration in November. Officials have declined to support the proposal to extend the programme. This means the current programme will continue, however is not resourced to meet the gap identified relating to critical repairs. Other funders (RECT and Bay Trust) are supporting this, however not at the scale of need identified.
Te Rākau Tū Pakari Fund (Community Resilience Fund)
During Council’s 2020/2021 Annual Plan process a $1m one-off fund was introduced in light of the medium to long term impacts of COVID-19 on the community sector. The aim of the fund is to support capacity building and resilience across the local community sector, including sport and recreation, arts and culture, iwi and broad range of community groups.
A Rotorua Community and Iwi Sector Post COVID-19 Questionnaire was undertaken, and the findings have been used to inform a robust funding response with the goal of meeting needs and building social capital as identified by the community sector.
On 13 August 2020 the Strategy Policy & Finance Committee passed amendments to Council’s existing Community Funding Investment Policy 2018 to add the one-off Te Rakau Tu Pakari Fund, funding allocation and schedule. Details included: A definition of Community Sector to umbrella the local, social, sport and recreation, arts and culture and kaupapa Māori sectors. Inclusion of a one-off $1m community resilience fund, Te Rakau Tu Pakari in response to the medium to long-term impacts of COVID-19 for building a strong, innovative, resilient and flourishing community sector that enables wide participation. Support may take different forms including: Applications for grants to meet specific needs which support innovation, collaboration, resilience. Direct financial investment into support that will benefit many organisations such as capacity and capability development, support for volunteer development, innovation/adaptation. Support for volunteering, internships or redeployment from sectors undermined by the economic shock. Provision of skills sharing mechanisms e.g. capacity building, targeted training or the development of resource kits. Support to share resources e.g. IT, other capital items, and backroom functions.
Implementation of this support package began in September 2020 and will run until June 2021 or until funds are all allocated.
The fund’s decision-making panel consists of: Mercia Yates, Councillor Shirley Trumper, Rural Board Rep Phill Thomass, Lakes Board Rep Kiri Potaka-Dewes, Te Tatau o Te Arawa Rep Jill Campbell, Council Officer
The funding panel meet monthly to make decisions on applications. Deadline for applications is the 28th of each month.
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RDC-1092476 18 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Successful applicants to the Te Rakau Tu Pakari Fund (as at 14 January) include:
Amount Organisation Application Approved Hinehopu Golf Club Inc Equipment to deliver free golf clinics for rangatahi. $10,000 Growth of Share the Ride programme where Rotorua Mountain Bike Club Inc tamariki and a family member participate in a bike $17,000 programme. Purchase of bikes to expand existing Start Up to Race Rotorua BMX Inc $25,0000 programme. Youth Voice initiative - engaging rangatahi in Putake Nui $30,000 decisions that affect them. Purchase laptops and equipment needed to St Chads $20,000 communicate with vulnerable clients. Rotorua Pacific Islands Kaukaua Light youth programmes. $20,000 Development Charitable Trust Central North Island Provide Te Reo Resource Kits to 10 Kindys. Aimed to $7,000 Kindergarten Trust reflect the tamariki themselves. Neighbourhood Support Training neighbourhood support volunteers and $5000 Rotorua Inc information pack/materials. Older Persons Community Feasibility study and concept plans for development $60,000 Centre Trust of an older persons’ community services hub. Rotorua Citizens Advice Bureau Purchase of new computer and laptop; hold training $12,000 Inc clinics on the use of digital media. Xero and payroll training, policy & capacity Ko Te Tuara Totara O Fordlands $10,000 development, staffing . Association of Blind Citizens of Contribution toward the purchase of a van. $25,000 NZ Inc – Rotorua Branch New Zealand Nutrition Contribution toward healthy affordable cooking $8,000 Foundation workshops in partnership with Rotorua agencies. Contribution towards Pathway Planning programme Putake Nui focused on developing aspirational pathways with $25,000 rangatahi. Contribution towards waka ama Rotorua Primary School $35,000 programme/equipment. Te Takinga Marae Contribution towards court surface. $35,000 Fund Balance $661,00
Amendments to Fund Criteria The Funding Panel have modified the Fund Criteria to clarify the need for sustainable outcomes. Salaries are not included in the criteria and have been added to “What We Do Not Fund” as they felt the short term funding of salaries was not sustainable.
A maximum limit of $500 for kai per event/hui has been added to the criteria.
Council Officers are working alongside those organisations who need additional support with applications to ensure their concept meets the criteria.
Leveraged Funds and Partnerships Council Officers are collaborating with Rotorua Trust, Department of Internal Affairs and Bay Trust to align and maximise the impact of the investments for Rotorua. Six-weekly hui are allowing funders explore collective impact opportunities, leverage funding and identify funding gaps or themes
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RDC-1092476 19 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
emerging within the community sector. Conversations are also being had with Sport BOP who are delivering the Tu Manawa Active Aotearoa Fund on behalf of Sport New Zealand.
Risks Of the risks previously identified, one applicant expressed their concern about an unsuccessful application. The committee reviewed their processes to confirm that it was the correct decision.
Child Equity Programme
Staff are developing opportunities for children and their families living in emergency housing to benefit from the Child Equity Programme. An application by community partner Te Waiariki Purea Trust to the Ministry of Housing and Urban Development for funding for extra-curricular activity programmes, with a Te Arawa cultural focus for children and families in emergency housing was declined in December. We will continue to seek funding from other sources. In December, council staff joined a working group focussed on children in emergency housing, alongside a range of other government agencies. Staff are supporting eight community-led ‘Fun in the Park’ days in January in Fordland’s, Selwyn, Pleasant Heights and Western Heights community parks.
Mahere Tauhohe Huarere - Rotorua Climate Action Plan (draft)
Amendments to the Draft Climate Plan are underway based on feedback from consultation and will be presented to the February Strategy Policy & Finance Committee meeting.
2018/19 Rotorua District Community Carbon Footprint
AECOM has completed the 2018/19 Rotorua District Community Carbon Footprint and the data has been reported to the Global Covenant of Mayors for Climate and Energy in line with Council’s commitment, through the CDP (Carbon Disclosure Project) portal (Attachment 1 – Rotorua Community Carbon Footprint - distributed separately).
Major findings of the 2018/19 Emissions Inventory: In the 2018/19 reporting year, Rotorua emitted gross 1,389,298 tCO2e Agriculture (e.g. emissions from livestock and crops) is the largest source of emissions, accounting for 61% of Rotorua’s total gross emissions, with enteric fermentation from livestock, accounting for 77% of Agriculture emissions Transport (e.g. emissions from road and air travel) is the second largest emitting sector in Rotorua, representing 21% of total gross emissions, with petrol and diesel consumption accounting for 97% of Transport emissions Stationary Energy (e.g. consumption of electricity and natural gas) is the third highest emitting sector in the region, producing 10% of total gross emissions After consideration of carbon sequestration, (carbon captured and stored in plants or soil by forests) and harvesting emissions from the Forestry sector, Rotorua emitted additional emissions to the gross amount noted above (344,697 tCO2e). This is because carbon sequestration from forests was less (1,880,851 tCO2e) than emissions from forest harvesting (2,225,548) tCO2e. Calculations for the Forestry sector use an international convention for carbon accounting, which calculates emissions from harvesting at the time the trees are harvested, irrespective of the end uses of the harvested wood.
Changes in Emissions, 2015/16 to 2018/19: Between 2015/16 and 2018/19, total gross emissions in Rotorua increased from 1,377,549 tCO2e to 1,389,298 tCO2e, an increase of 1% (11,749 tCO2e) However per capita gross emissions in Rotorua decreased by 4% between 2015/16 and 2018/19, from 19.2 to 18.5 tCO2e per person per year. This is because the population of Rotorua grew by 5% per annum over the three years, from 71,600 in 2015/16 to 75,300 in 2018/19 Back to index
RDC-1092476 20 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
The increase in Forestry emissions is the largest real and proportionate change in emissions, increasing by 129,562 tCO2e (60%) between 2015/16 and 2018/19. This increase was predominantly due to an increase in total harvest emissions. Forestry emissions are influenced by the cyclical nature of harvesting and planting regimes. In addition, with each subsequent planting of harvestable trees, there is a decreasing ebb and flow of sequestration Emissions from Stationary Energy decreased by 5% between 2015/16 and 2018/19. Emissions from a range of sources within the Stationary Energy sector reduced during this time, with natural gas and coal emissions decreasing by 11% and 17% respectively Waste emissions reduced by 4% between 2015/16 and 2018/19. The increased use and effectiveness of landfill gas capture systems has reduced Waste emissions in Rotorua. Solid waste volumes have also decreased in recent years IPPU, Agriculture and Transport emissions increased between 2015/16 and 2018/19, by 17%, 2% and 1% respectively.
Prostitution Bylaw
Following completion of review, public consultation, hearings and deliberations, Council revoked the Prostitution Bylaw in November.
Gambling and Class 4 Venues Policy Review
Following review of the above policy, the following recommended actions are underway: Further assessment of distribution of grants from gaming machines. Official Information Act request to the Department of Internal Affairs (DIA) regarding Rotorua TAB and Lotto outlets. Request to DIA to collect class 4 gambling venue information to make available to all territorial authorities. Drafting letters for Gaming Societies seeking information regarding their grants for the benefit of Rotorua communities, and encouraging them to increase proportions of grants to Rotorua communities.
Tuia Programme
Tuia is a long-term, intergenerational approach to develop and enhance the way rangatahi Māori contribute to communities throughout New Zealand. Council has participated in this youth leadership programme since 2014. Graduates of the programme remain connected and continue to support the programme. The selection process for 2021 Tuia representatives started mid-October. There was a very high calibre of applicants with the successful representatives for 2021 being Te Maiore Rurehe, Te Arawa (Tūhourangai Ngāti Wāhiao), Tūhoe (Ngāti Manunui, Ngāti Tāwhaki) and Kahutapeka Ututaonga, (Ngāti Whakaue, Ngāpuhi).
Mayors’ Task Force for Jobs
Staff successfully applied to the Mayors’ Task Force for Jobs- Work Exposure Fund. The work will progress through our partnership with Pūtake Nui. Pūtake Nui brings together a wide range of community, business and government agencies. This will enable the following activities to support Pūtake Nui’s youth employment stream for Rotorua young people in 2021. March: A Speed Meet May: Māori business Seminar and Workshop June: Work Exposure delivered in multiple industry sites
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RDC-1092476 21 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
4.2 OHU: WHAKAPĀ COUNCIL COMMUNICATIONS
4.2.1 Update
The communications team is now working towards the next issue of Council’s Tatau Tatau magazine which will be delivered to homes in early April and will include information relating to long-term plan consultation and engagement.
The team is currently supporting about 80 projects across Council’s departments in addition to business-as-usual programmes, including internal projects and programmes.
The number of media enquiries during the past four months is on a par with the same period the previous year with a total of 18 enquiries for January 2021 (to 20 January), 29 in December 2020, 25 in November and 29 in October.
5. KĀHUI MAHI - OPERATIONS GROUP
5.1 LARGE PROJECT UPDATES
5.1.1 Te Whare Taonga o Te Arawa Museum Asbestos removal from the ground under the basement has been completed for this phase of the project.
5.1.2 SHMPAC (Sir Howard Morrison Performing Arts Centre) Construction continues at pace and on time with significant progress on the demolition phase and construction of the orchestra pit lift. Hawkins continue to deliver a well organised and tidy site with good health and safety practices.
5.1.3 Aquatic Centre Work to deepen and lengthen the 50m pool tank is complete. This includes construction of two new end walls, installation of the Natare stainless steel guttering and levelling of the pool floor. Installation of the blue pool liner is now underway.
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RDC-1092476 22 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
All key components of the filter plant are now installed in the plant room and all pipes to and from the pool have been connected and tested. Ancillary services to the plant room such as electrical supplies and small piping (for chemical treatment etc.) is currently underway. The pool surround decking is being built and the disability access lift was delivered in mid-January and has been installed. The movable bulkhead has arrived from overseas and is being prepared for installation to be available for swimming competitions that are booked for March
Pool floor levelling Poolside decking under construction.
5.1.4 Whakarewarewa Forest Developments Te Pūtake o Tawa (formerly known as Forest Hub 2) was opened mid-October. Commercial operators have begun activities at the site including coffee and bike/hire and retail. Trail counters in this part of the forest have shown an 81% increase in trail use since the car park was opened. Longmile Road – A second coat of seal (grade 6 chip) and line marking occurred in December with some minor remaining defects to be remedied over January/February, and then this contract will be complete. Development of artwork telling the cultural story of the forest is progressing with local carvers and designers with instalment planned in the second half of 2021. The Whakarewarewa Forest Loop is currently signposted and 100% rideable with bypasses around two uncompleted sections of the final route: o Tītokorangi Face - we are working with mana whenua and the forest recreation committee to agree a reroute around the discovered archaeological site. o Te Kōtukutuku – work on the 5km extension of this trail, ending at the Green Lake Picnic Area, has commenced.
5.1.5 Lakefront Development Stage 1 works are going through the removal of sections of the sheetpile coffer dam now that the precast boardwalk deck units have been placed on the boardwalk foundations. The tukutuku bridge units connecting the main boardwalk to the shoreline retaining walls are also being installed and the embayment walls and terraces behind the boardwalk are being poured before the central sections of the coffer dam will be removed. The Stage 2 area is continuing to be monitored for the preload settlement and it is expected that this area will be ready for construction work to commence in March. Stages 2, 3 and 4 programme are progressing well with the current focus on converting Memorial Drive (Stage 4) into a new Memorial Plaza with parking and landscaped areas. Campbell Infrastructure also completed the sealing of the old Soundshell site to create a temporary car parking area until the Stage 5 car parks are complete. Designs for the western Stage 3a and Stage 5 areas have progressed from concept designs to developed designs and the commercial operators and the Te Arawa Waka Taua trust continue to be involved in this section of the improvement.
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RDC-1092476 23 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Boardwalk from the western end. Boardwalk at eastern end with coffer dam removed
Embayment area behind mid boardwalk section with Tukutuku bridge foundations
The Stage 4 Memorial Plaza construction with boxing for formed planting areas
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RDC-1092476 24 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
5.2 HUNGA: TIAKI HAPORI COMMUNITY AND REGULATORY SERVICES
5.2.1 Updates
Safe City Guardians / Patrols The changing needs of the CBD businesses and community has led to a change of focus for the Guardians to Community Safety and an Ambassadorial role. To enhance our presence over the summer period we have engaged external security providers such as Watchdog and VR who will also assist businesses and visitors in the CBD acting as Council conduits. Collectively we will continue to support Police along with CCTV coverage across CBD and surrounding community. As part of the Summer Safety programme, we increased our day and night patrols at the beginning of December with an extra two-man patrol, giving us more visibility, and throughout the Christmas break we’ve had patrols operating in the CBD seven days a week, 8am to 10pm Sunday to Wednesday, and 8am to midnight Thursday to Saturday. We’ve also added a patrol vehicle to the operation which has been monitoring activity in the Fenton Street and Glenholme area, as well as parks and reserves outside of the CBD, including Te Pūtake o Tawa, Hannah’s Bay reserve, and down Tītokorangi Drive. This level of patrolling is set to continue through the summer months as Guardians / Patrols are more accessible and offering a degree of ambassadorial service to the business owners, tourists, general public and the surrounding community including adding as a deterrent for anti-social behaviour. The addition of mobile patrols has given us the opportunity to extend into the wider community and where necessary at identified hot spots. The patrols will be working together with Police and the CCTV operators as a collaborative approach to enhance community safety through proactive patrolling, identifying possible situations, intervening at the early stages to prevent it escalating, and causing further disruption.
Liquor Licensing There have been nine new Liquor License applications since October and 23 Liquor Licence Renewals, which is down in comparison to this time last year.
Animal Control The animal control team’s focus on annual dog registration has resulted in approximately 97.25% of known dogs in the district now being registered. Increased dog registrations have led to lower impoundings.
Dog Registrations 2017/2018 2018/2019 2019/2020 2020/2021 12000 10000 8000 6000 4000 2000 0 JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY
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RDC-1092476 25 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Animal Control Impoundings 2017/2018 2018/2019 2019/2020 2020/2021 200
160
120
80 NUMBER 40
0 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN MONTH
5.2.2 Parking Transaction Statistics Total transactions were again higher for November - 40,679 per day. App transactions represented 19% of the total transactions compared to cash at 29% and card-at- meter 51%. The apps average transaction value was significantly higher at $3.01 than both card- at-meter ($2.52) and cash ($1.52) which suggest it is being used as intended, for longer-term stays. Non-cash transactions accounted for 70% of revenue in November. This continues to support the move to offer alternative means of payment.
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RDC-1092476 26 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
5.3 OHU: WHAKAWHANAKE PLANNING AND DEVELOPMENT SOLUTIONS
5.3.1 Update (1 October – 31 December 2020) The number and complexity of resource and building consent applications lodged remains high.
Building Consents The total value of building consents issued for the financial year to date $88,636,387. Number of new dwellings consented for the financial year to date is 105. Approximately 26 dwellings are currently being processed at time of reporting.
Subdivision Consents Number of consented lots (residential / lifestyle) issued for the financial year to date is 106. Number of consented (residential / lifestyle) lots issued during October – December 2020 is 74. Subdivision consents for a combined total of approximately 150 lots were being processed at time of reporting.
Policy Planning Plan Change 2: Pukehangi Heights The Hearing Commissioners Recommendations on PC2 for Pukehangi Heights has been received and forwarded to the Minister for the Environment for a final decision.
The Commissioners have recommended that the plan change be approved with a number of amendments to the rule framework relating primarily to stormwater, cultural values, traffic management and nitrogen discharges.
These include a requirement for a detailed stormwater management plan to be developed by Council in collaboration with land owners before subdivision can occur addressing both water quality and water quantity effects. This management plan will be developed in consultation with Bay of Plenty Regional Council, Ngāti Kearoa, Ngāti Tuarā and Ngāti Whakaue and will form part of the Discharge Consent application to the Regional Council.
In relation to traffic, the Hearing Commissioners have proposed a provision requiring a traffic assessment once more than 500 residential lots are proposed. This is to assess delays at the Malfroy Road/State Highway 5 intersection, and may trigger the need for the upgrading of this intersection in future.
New provisions are also proposed to ensure that the properties nitrogen discharge allocation is considered at the time of subdivision.
There is no timeframe for the Minister to make a decision.
PC3: Significant Natural Areas Land owners will be notified of the decision on Plan Change 3: SNAs following Council’s decision to approve the plan change late last year.
National Planning Standards Work is underway on reformatting the District Plan to meet the National Planning Standards (these standards require a number of work streams over the next 5 years to ensure consistency in District Plans across the country). The current project will reorganise the plan into the standard chapter layout and reformat the rules, but the substance and effect will remain the same.
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RDC-1092476 27 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
National Policy Statement Urban Development (NPS UD) Work has also been initiated on the NPS UD which requires the removal of minimum car parking numbers from the District Plan by February 2022.
5.4 OHU: MAHI TOI ARTS & CULTURE
5.4.1 Te Aka Mauri November door counts exceed previous year for the first time since lockdown ended. A tremendous result from the team who really pulled out all the stops and opened the doors of Te Aka Mauri to a wide variety of community groups and library led events. These included: Heart Foundation, Diabetes, TEC Careers, Multicultural Society, Mad Poets and the first He Kete Rau Mahara / Local Heritage Week, this will become a yearly fixture thanks to the work of Ben Manley and our Heritage & Research team. The second quarter for this year culminated in 5079 customers attended children’s programmes, events and learning opportunities, a 2% increase compared to same quarter last year. 3792 books delivered to homes and schools as part of Library To You services (122% increase) compared to same quarter last year. In a first this year, the service continued during the holiday period. Career Hub pop-up: In conjunction with the Tertiary Education Commission, 228 customers have so far accessed quality information and advice from a career expert along with career tools to support them through the COVID-19 recovery. The service is available until March. Big Busy Bags: Busy Bags were developed during level two to supplement children’s programmes, 354 “Bigger” versions were distributed to children in social housing and Kaingaroa School for the holiday period. The “Big Busy Bag” is designed to encourage children to read, create and explore ideas over the summer, while having fun. Each bigger bag has all equipment needed to complete the activities. International research has found that most children lose gains made in literacy and numeracy over the summer holiday break. Sadly, studies show children who are most disadvantaged show the greatest regression in ability. The programme costs were generously sponsored by Friends of the Library.
Council Staff helping to pack Busy Bags
Career Hub pop-up – in conjunction with the Tertiary Education Commission
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RDC-1092476 28 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
5.4.2 Rotorua Museum Te Whare Taonga o Te Arawa Commenced series of wānanga to plan Te Arawa engagement process. Facilitated the visit of Te Kahumamae o Pareraututu back to Rangitihi Marae for the Treaty Settlement Signing. Presented new five-year strategy and engagement strategy to Te Pūkenga Koeke o Te Whare Taonga o Te Arawa.
5.4.3 Public Art Te Ahi Tupua project - Kilwell have completed post-installation works and information panels have been installed. Manaia plates, lighting and rock shroud have also been installed. The blessing was held on 27 January completing this project. Refurbished Tarukenga entranceway pou have been re-installed and blessed. Band Rotunda Sunday concert series once again runs through February and March in the Government Gardens. Performances by 14 local bands scheduled.
5.4.4 Events and Markets RotoruaNui.nz event website is performing well with over 4,000 unique visitors (increase of 47%). The Performing Arts Audience Development Strategy is complete. The special New Year’s Eve Night Market, with additional entertainment to partially fill the gap left by the cancellation of GLO, was a big success with most vendors completely selling out. Special Night Market in January included Latin American Fiesta (14 January). The Farmer’s Market is now running at near full capacity with 90% of barrows being booked regularly. Upcoming Arts & Culture events include: Waitangi Day (6 February), Opera in the Pa (6 February), Chinese New Year (20 February), Lakeside Picnic (6 March), Children’s Day (7 March).
5.4.5 Performing Arts & SHMPAC National Partnerships: Working with promoters to book the new Sir Howard Morrison Centre from 2022 and beyond. We have booked in NZSO, RNZB and some business events for 2021/22. We are due to begin programming for April 2022 - April 2023. Aronui: The Trust are meeting next week and a plan of action is in place to build towards Aronui in September 2021. Kathchafire Summer Event 27 December 2020: Was a success with 1800 people attending and ongoing work is underway with Neptune and Pato to secure the venue for future events. SHMPAC- Ongoing conversations regarding the naming of the rooms / spaces in SHMPAC.
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RDC-1092476 29 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Good Vibes 27 December 2020
5.4.6 EEC Booking Information
November 2020 – highlight events Te Arawa Primary Schools Kapahaka Regional Competitions were held with over 2,800 tickets sold. Te Moana Glow Show was held with over 500 children attending. Christmas with a Punch a locally organised event with fighters training for the event had over 590 in attendance. The venue also hosted the Maori Excellence in Farming and Agriculture Awards with over 760 in attendance The Young Achievers Awards dinner was also held this month with over 280 in attendance.
December 2020 – highlight events The University of Canterbury held their annual Graduation ceremony with over 680 in attendance. Amjazz presented a night at the Grammys – held two shows with over 850 in attendance. The venue also hosted the Combined Churches Community Christmas Lunch on Christmas Day with 500 registered to attend.
5.4.7 Sportsdrome
Over this reporting period the Sportsdrome was used for its regular bookings by Rotorua Basketball and Police and other training. Highlight events for this period were: Te Arawa Poitukehu Basketball Tournament was held in October 2020 as part of the build up to hosting the National Maori Basketball Tournament in January 2021. The annual United Hockey Tournament was hosted successfully in November 2020 with over 500 in attendance along with the Steam Rollers Family Fun Day with over 100 in attendance. A Marching Tournament with over 200 in attendance was also held in November 2020. In December 2020 the Sportsdrome hosted the Rotorua Roller Skating Show with over 150 in attendance.
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RDC-1092476 30 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
5.5 OHU: MAHI RĒHIA SPORT, RECREATION AND ENVIRONMENT
5.5.1 Updates Consultation on the draft Open Space Policy was undertaken from 18 November to 16 December 2020. Eight submissions were received and will be presented at the Strategy, Policy and Finance Committee meeting in March. A forum was held in early December with Whakarewarewa Forest event organisers and concession holders to provide updates on the Whakarewarewa Forest Provincial Growth Fund projects, the Waste Water Treatment bridging consent requirements, and various operational items. It was also an opportunity for clubs and operators to update on their activities. A student has been engaged over the summer period to support the Sport, Recreation and Environment team with various initiatives, including “Parks Check” surveys on many of our reserves. These surveys provide an overview of satisfaction of our current facilities and relative importance to assist with planning and maintenance priorities. Over the last 12 months there have been problems with unauthorised vehicle access to grass areas of Centennial Park causing damage, so we have had to close several gates on the roads through the park. Bollards have been installed and new areas planted to restrict access before Christmas which has allowed us to reopen the gates for road use so vehicles can access the wider reserve and memorial plantings. The Responsible Camping Ambassador programme started at the beginning of December and will run through until early April. Sites included in the MBIE assisted programme are Hamurana, Government Gardens, Lake Okaro, Boyes Beach, Guy Road Reserve, Trout Pool Road and a limited attendance at Matahi Spit. Ambassadors will be monitoring activity, promoting Rotorua and encouraging responsible camping behaviour. They will also survey campers to determine where visitors are from and their spending activity when in Rotorua. Watchdog Security are also involved in afterhours monitoring requirements. The end of the year has been busy at the Aquatic Centre with many school visits including 10 schools coming from outside Rotorua. Swimming Bay of Plenty have had youth swim meets with 500 competitors and Patua Te Taniwha Charitable Trust held their “Christmas in the Wai” with a large community event in early December. CLM have also had several events over the Christmas period to encourage aquatic activities. The Swim School had a break over Christmas and the fourth term had record numbers of lessons with the Rotorua Aquatic Centre’s swim school being the largest of all CLM’s operated facilities.
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RDC-1092476 31 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Swimming BOP Youth Meet at the Aquatic Centre
Sport events held over the December and January period have included: o 2W Gravity Enduro MTB event in the Forest, 500 riders o Rotorua “Suffer” Half Ironman in the Forest and at Lake Tikitapu o BOP Touch Rugby Tournament at Stadium/Westbrook/Ray Boord – 2000 people o Athletics Ribbon Day – Regional athletic meet at Stadium for 500 athletes o Māori National Touch Tournament at Stadium/Westbrook/Ray Boord ,1000 people over 2 days o National Secondary School Touch at Stadium/Westbrook/Ray Boord, 3000 people over 3 days o Northern Districts Cricket Senior Secondary Boys Tournament at Smallbone/Ray Boord, 150 people over 5 days January through March will see the hosting of several major events of national significance including Tarawera Ultramarathon, GODZone Rotorua Chapter 9, Legend of the Lake part of the NZ Ocean Swim Series and the NZ Secondary Schools Waka Ama Championships. The Thermal Explorer Regional Events Fund incorporating Waikato, Rotorua, Taupō and Ruapehu with $3.75million for event funding across the four regions was confirmed in December for the 2021-2024 period. Rotorua Lakes Council and Rotorua Economic Development each have a representative on the regional investment panel with applications set to open in February with a launch in Rotorua.
5.5.2 Small Project Updates – Open Space & Recreation The Taikākā playground toilet construction in the Government Gardens was completed in December with some surrounding minor landscaping and planting due to be finished in autumn. The wharepaku was blessed and opened for use just in time for the summer holidays. The Te Pou Pānui/Rotorua Community Event signboard have now been installed at sites across Rotorua, with event organisers starting to book advertising space to promote up and coming events in the city. The sites have become available as they have been completed and at 25 January 71% of the spaces were booked for promoting events. The background images that can be viewed when an event sign is not in place showcase our wonderful outdoor environment at special locations around the city. The logo on the main pillar refers people to the new Rotorua Nui events website where organisers can also promote their events for free.
The Te Pou Pānui/Rotorua Community Event signboard on Tarawera Road
The design for the Hinehopu/Tamatea Street playground at Lake Rotoiti has been finalised and supported by the Te Tahuna Trust. The equipment has been ordered and the renewal of this playground should occur in the autumn.
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RDC-1092476 32 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Restoration work in the Sanatorium Reserve resumed weed control from spring and continued pest animal control that has been undertaken since April. Control of bamboo has been very successful with little re-growth. Wildland Consultants have also been working on eradication of the remaining woody weed and exotic tree species. There has been a reduction of bait taken in bait stations throughout the reserve which would indicate a decrease in rat numbers. There has been community involvement in recent months with Mokoia Intermediate school children working with Tangata Whenua and Wildlands to set and monitor rat traps in the reserve. Additionally students from several local high schools have potted up seedlings from the reserve to be grown- on for planting back in the reserve in autumn 2021.
5.5.3 Lakes Infrastructure The Hinehopu Boat Ramp’s concrete pads on the lake bed are damaged and need to be replaced. Due to ecological seasonal factors such as dabchick breeding and trout spawning there is a very limited time frame available for completing this work. A contractor was booked for the period after the Christmas pressure and just before Auckland Anniversary to replace a number of the damaged pads.
6. KĀHUI TUAPAPA - INFRASTRUCTURE GROUP (October – December 2020)
6.1 OHU: WAKA TRANSPORT
6.1.1 Updates on current NZTA-owned and led projects:
Council works with the Waka Kotahi (NZTA) to provide input into state highway projects on behalf of the community. In turn, NZTA is a key stakeholder in terms of roading programmes on local roads for which Council has primary responsibility with the Agency providing substantial funding, on average, about half of the cost through subsidies.
The Connect Rotorua programme of works being delivered by Waka Kotahi is progressing as follows: SH30 Eastern Corridor Stage 1 improvements (Sala Street to Iles Road) are progressing well. Upgrade of the Sala Street intersection is complete. Work on the Tarawera intersection is due to be finished by March 2021. Temporary heavy vehicle detour will be required during construction of new eastbound lane between Allen Mills and Iles Roads. Traffic impacts mitigation will be ongoing. Waka Kotahi has completed the detailed business case for SH30 Eastern Corridor Stage 2 Improvements on Te Ngae Road (Iles Road to airport), and has closed out public consultation of this phase. They are now working on the detailed design phase, including options for staging. The final detailed design for the SH30A/Amohau Street central corridor, from Old Taupō Road to Sala Street, is complete and construction is likely to take place in the 2021-2024 LTP period. Key improvements include a new shared path on both sides of the road, safety improvements to key intersections, new signalised pedestrian crossings and upgrading existing crossing points. The project also involves the revocation of SH30A for Council to manage as a local road once construction is complete. Safety improvements for SH5 Tarukenga to Ngongotahā are ongoing. Roundabout upgrades to reduce congestion are due to begin in early 2021. All work is planned for completion by late 2021. Further to obtaining community input into a preferred concept plan for safety improvements through the village, Council has initiated conversation with Waka Kotahi regarding a joint approach to scope and address safety concerns.
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RDC-1092476 33 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
6.2 OHU: MAHI MATUA CAPITAL PROGRAMMES
Programme Background Project Progress (1) Road rehabilitation is Nicholson Road Riri Street is currently Transport Road required when the Martin Street under construction Rehabilitation underlying pavement Longview Road (road foundation structural layers are Riri Street Martin Street will rebuilds) failing and the resultant commence in January maintenance costs are with other sites to follow increasing. On average some 0.2% of our network requires foundation strengthening per year. (2) Re-surfacing of roads is a Road Re-seals The 2020/21 programme Annual Road Re-Seals very important is well underway and Programme component of Asset expected to be Management that completed by end of ensures road surfaces March Council reseals about 8% provide a suitable of sealed roads per running surface and annum. foundation waterproofing for underlying structural layers that protect them from failure, due to water penetration. (3) These are small scale Projects on this year’s Design work is in Roading Minor upgrades which do not programme are: progress for these Improvements require a detailed Rotokawa Road projects Programme business case and Culvert which is for generally target safety resilience. Awaiting the consent for objectives but also can Paradise Valley Stream Rotokawa Culvert. include resilience, stabilisation also for efficiency or mode share resilience Received ecological projects. Kawaha Point Road report for Paradise Valley Ford Road both for and are reviewing traffic management engineering services for safety. this project. Oturoa Road corner realignment where Other projects are all in there has been a the design phase and number of crashes. planned to be executed in Q3&4. (4) The programme involves Puaiti Road – (Waikite Puaiti Road and Hoko Rural Road Seal sealing of currently Valley). Road are on the current Extensions unsealed roads in rural Hoko Road new year’s programme. areas. Projects include Both sites will be consideration for safety tendered in January. improvements and general drainage renewals where appropriate as well as other ancillary work.
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RDC-1092476 34 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Programme Background Project Progress (5) The programme is based Dalbeth Road culvert These are the current Drainage Renewals on the asset replacement year’s major culvert management objectives Culvert adjacent to the replacements. and it is targeting Blue Lake Dalbeth Road is complete renewals for critical Galatos Road Culvert and the other two sited drainage assets on being tendered. roading corridors principally of culverts, cesspits and kerb and channel. (6) The East Rotoiti/Rotomā Rotoiti Rotomā A community open Wastewater Sewerage Scheme Sewerage Scheme day was held on 9 Wastewater Upgrades involves the provision of January to inform the sewerage services to the community of scheme Rotomā and East Rotoiti progress and take the Communities. The opportunity to visit project is part of the Te the new plant. Arawa Lakes strategy that aims to ensure Tenders for onsite water quality in the lakes pre-treatment meets the agreed target systems at Rotoiti are standards. currently being The project involves the evaluated. This will be construction of a reported to Council wastewater treatment for approval in due plant, providing on-site course. pre-treatment on all properties and the reticulation of effluent from on-site facilities to a new treatment plant. 7) An asset management A number of significant These critical renewals Wastewater Networks driven programme of and critical renewal have had to proceed Renewals renewal of critical assets projects at the WWTP ahead of the plant that have reached the and within the upgrade as the risk of end of their useful life. reticulation system are managing the old plant is underway too high. New blowers have • Dewatering plant been installed and • Blower replacement commissioned. This o Recycled water was critical to ensure upgrade reliability over the o Victoria Street peak demand trunk main requirement in the refurbishment summer months. The dewatering plant will now be installed and commissioned over the next period. A major CCTV survey of gravity mains is now underway to inform a programme of replacement of critical parts of this system at the end of its useful life.
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RDC-1092476 35 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Programme Background Project Progress The wastewater main from Victoria Street to the Plant is planned to be duplicated to meet growth and current LOS requirements. RLC is negotiating with Investorstore (Countdown) for an easement which will greatly simplify this major upgrade. (8) Water Renewals involve Asset renewal driven All projects are in the Water Networks replacement of projects include network construction phase Renewals reticulation network that reticulation and a and should be has reached the end of reservoir. completed in the New its useful life, a prudent These include: Year. Asset Management Wrigley Road Kaharoa Reservoir driven programme that Kamahi Place construction is considers pipe age, Pegasus Drive underway and is ahead condition, capacity, new Mansfield Place of schedule. materials and levels of Baxter Place maintenance costs to Kowhai street arrive at an optimum Kaharoa programme of renewal Reservoir works.
Sumner Street Hunt Crescent Paul Street Crystal Place ((9) Council has the Main projects included in The King Street project Link Main responsibility to the current year are; has been awarded and Stormwater upgrades implement stormwater King Street area construction will and Renewals. and drainage protection improvements commence in January. to the agreed design and levels of service Upper Clayton Road Work on the Clayton standards currently set area (Development Road Project is now out in the Building Code. Support) complete. Most projects have a component of upgrades Another significant The trap by Sudima (to meet new design project this year is the Hotel is planned for the standards due to climate refurbishment of all current year. With the change) and renewals gross pollutant traps other two in the treating all discharges following year. from the CBD. (10) CIP Funded projects As part of the Alternative transport Consultation and Government response to modes planning is central design is progressing COVID 19 Council was to the GPS on Transport on the shared paths allocated funding for and related funding and the first stage of infrastructure to support business cases. To that the Vaughan Road housing development on effect transport shared path the east side of Rotorua alternatives are to be commences for providing for accommodated with a construction in alternative transport series of shared paths on January 2021. modes from demand local road corridors
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RDC-1092476 36 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Programme Background Project Progress brought about by the either side of SH30. The stormwater increased housing. These paths will connect mitigation is currently Funding was also and support the being evaluated provided for mitigating proposed upgrade of through the master the effects of stormwater SH30. planning exercise and runoff from future will progress to a more developments. detailed design as soon as possible in line with the funding delivery plan.
6.3 OHU: RERENGA PAI SAFE & SUSTAINABLE JOURNEYS
6.3.1 Modal shift / Cycling Infrastructure Projects / Road safety update
The Rotorua CyWay programme, funded by the Government’s Urban Cycleways Fund, is now complete. Council is continuing to invest in a network of shared paths that extends throughout the city. The aim is to provide safe walking and biking options to encourage more people to use alternative transport options.
Cycling Infrastructure Projects: Pererika Street shared path construction complete. Conversion of drains to underground pipes at the top of Clayton Road is providing an opportunity to build a section of shared path, connecting with the shared path on Pukehangi Road. Design work underway for shared paths for Vaughan Road and Wharenui to Tarawera Roads, to be built with CIP funding.
Cycling Education Programmes: Bikes in Schools (BIS): Seven schools have received external seed funding from the BIS Trust, each now at different stages of working towards building bike tracks, and purchasing bike storage facilities and bikes and helmets. Cycle skills training: ‘BikeReady’ is NZ’s national cycling education programme. The team delivered the programme to over 1,000 children in the last 5 months of 2020 and have a full calendar of school delivery planned for Term 1 in 2021. The December ‘Cycling for Seniors’ course was rated highly by participants and there is a waiting list for the Feb 2021 course.
Travel Demand Management Accessibility: The Rotorua Access Group meetings are hosted at Council and facilitated by CCS Tauranga. The group reviews access issues and queries from the community and aims to provide practical access solutions. A new guide to accessible facilities in Rotorua was produced and distributed by Council in late 2020. Workplace and School Travel Planning: ‘Grab Life by the Handlebars’ ran in-house in November- December 2020, with over 60 staff participating in the challenge. Other local businesses were also encouraged to run a similar event. New Rotorua urban cycling map printed and distributed in time for summer season. ‘Walk & Wheels Wednesday’ initiative has been promoted and encouraged in primary schools, continuing into Term 1 2021. Safe Ways to School Survey: The survey is an opportunity for school communities to identify barriers that prevent them from choosing alternate modes of transport for their daily commute to and from school. Selwyn School will be the next surveyed, with results used to inform future initiatives to encourage modal shift.
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RDC-1092476 37 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Innovating Streets: This is a Waka Kotahi initiative to make streets more vibrant, safer and more inviting for people who walk and bike to school or around their neighbourhood. Rotorua’s project focuses on the streets around Lynmore School. The working group in consultation with the community has produced a draft concept plan currently being safety audited by GHD.
Road Safety Road Safety programme delivery continues. Driver Directions, a practical driving course for youth with a learners or restricted licence was held in the first week of December. Campaigns have included safe walking; safe summer cycling; shared paths; and a ‘back of bus’ alcohol campaign has been running over the Christmas holidays. Initiatives stemming from the rural road safety review have included road safety resources delivered to schools and design of a billboard campaign for Term 1 2021.
Public Transport BOP Regional Council has contracted Mode Shift Consulting to undertake their Public Transport Network Review and this is underway. Next step is to go out for public consultation on preferred options identified through stakeholder workshops, which will inform the BOP Regional Council’s LTP. The Rotorua section of the BOP Regional Modal Shift Plan has been finalised with Waka Kotahi.
6.4 EMERGENCY MANAGEMENT
COVID-19 On Monday 5 January, the Sudima Hotel (managed isolation facility) experienced an emergency evacuation and this was believed to be the result of a very heavy rainfall activating the fire alarm. All safety protocols were followed with no issues arising.
6.5 OHU: WAI WATER SOLUTIONS
6.5.1 3 Waters Services Business Operations
Water Supplies Prior to the Christmas break, several upgrade and renewal projects were completed including: - The old concrete tanks at Gisborne Pont for the Rotoiti supply were replaced with new polyethylene tanks, which also provide 81 cubic metres of additional storage. - Stage 2 of the eastern rising main duplication within Whakarewarewa Forest was completed. This has enabled an additional 5% of flow from the source into the main reservoir. - The Deep Creek (Reporoa) pump 1 repair and refurbishment was completed and the pump returned to duty. Solar-powered UV disinfection and filtration units have been installed on two drinking fountains in Whakarewarewa Forest to provide protection in the unlikely event of source contamination. Good progress continues to be made on the new Kaharoa reservoir, with the walls and roof now installed. Network mains renewals continue with the following streets completed. To date, Paul Street, Kamahi Street, Baxter Place, Mansfield Street and Bronte Place. On 28 December, a pipe joint in the Hamurana pump and treatment station burst, causing extensive water damage to electrical equipment and instrumentation. Infrastructure and Infracore staff, assisted by contractors, were able to carry out emergency temporary repairs and round-the-clock manual monitoring to maintain pumping and treatment.
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RDC-1092476 38 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Wastewater On three occasions (twice in the week leading up to Christmas and once between Christmas and New Year), an unknown substance entered the sewage network and flowed into the Wastewater Treatment Plant, causing significant die-off in the biomass (bacteria which are critical to the nutrient removal process). Trility have responded to this with appropriate changes to the process, engaging process experts and working with our Trade Waste and Pollution Control team to try to identify the nature and source of the substance. The source still remains unknown at the time of writing.
Stormwater Planned maintenance of the network has continued, focussing on vegetation clearing during what has been a strong season for growth so far. This has included progressing with tree removal and spraying in the Reporoa open drain network. Several short-duration but very intense thunderstorms have occurred over the holiday break. These caused instances of localised flooding of roads and property which were responded to.
6.6 OHU: PARA WASTE MANAGEMENT
6.6.1 Landfill
Tree removal has resulted in some damage to stormwater drains and wastewater manholes. This has not affected operations and repairs are been considered. A recent sample analysis indicated landfill capping and monitoring have been effective. The impact of the landfill on surface water, groundwater and stormwater was negligible. Water parameters in Pond B, which was used to store all the run off from the short duration leachate breakout in the older part of the landfill, reached discharge quality levels. The results were shared with BOPRC and the Pond was allowed to overflow into the nearby stream.
6.6.2 Refuse Collection
Refuse collection, which had stabilised to pre-lockdown levels of 1200-1300 tonnes/month, has increased to 1500 tonnes/month during the holiday period. There has been substantial increase in the instances of illegal dumping during the holiday period. Overfilled red and yellow bins are being stickered in areas showing poor compliance, based on feedback from truck drivers. A SWAP audit was conducted during December to understand Rotorua’s kerbside refuse and recycling conditions. The preliminary report indicated that over 60% of refuse can be diverted from landfills. The final report is expected in February. Cameras have been installed at Okere transfer station to increase awareness and improve compliance with Council’s waste disposal guidelines.
6.6.3 Recycling
Recycling bin audits are being conducted to create awareness about bin contamination. Customers are being reminded of correct practices and in some cases, bins are being rejected. The operation has been scaled down and is now focussed on areas showing poor recycling behaviour. Due to technical issues, recycling of clear glass bottles was temporarily suspended in December. We are stockpiling all clear glass and these will be transported to OI’s recycling plant when the services are resumed.
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RDC-1092476 39 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Government is considering a nationwide recycling standardisation, which is likely to exclude plastics 3, 4, 6 and 7 from the list of recyclables. Rotorua’s recycling policies are consistent with the proposed standard. Government recently announced consultation on banning plastics 3, 6 and 7, along with some common plastic products (e.g. straws and stirrers). RLC (in association with Waikato and BOP Councils) has submitted in favour of the proposal.
6.7. OHU: TAIAO ENVIRONMENTAL
6.7.1 Floating Wetland - removal
Wetland has been removed and materials are currently drying before disposal. Metals will be recovered if cost-effective.
6.7.2 Terrestrial Wetlands – establish and restore
This is a joint Open Spaces and Infrastructure project to restore wetlands and to establish additional wetland area at Hannah’s Bay. Tangata whenua and the local community are supportive of creating further wetlands at Hannah’s Bay. We have a consent requirement to establish and restore wetlands associated with the airport extension and this project will be progressing and completed. A draft stormwater management plan and a planting and maintenance plan have been prepared. Discussions around funding are underway.
6.7.3 Nitrogen discharge allocation (NDA) for wastewater treatment plant discharge
The WWTP has a nitrogen allocation of 30 tonne (in-lake) to cover the area that was already reticulated when the catchment was benchmarked (2001-2004), plus an additional 2.4 tonne associated with the reticulation of lakeside settlements in the Rotorua catchment since 2001-2004. Council has a MoU with the lakes partners to transfer some allocation from rural land when rural land is subdivided and reticulated – the transfer is sufficient to cover the requirements of the new subdivision. MoU revisions have been proposed and are being worked through with BOP Regional Council, and these will more clearly specify the amount of N to transfer and how the transfer will be implemented. This does not cover the new connections to sewer from urban subdivision, subsidiary houses, new commercial and trade waste discharges, and any new out-of-catchment connections, and so we require additional NDA moving forward. The additional N requirement will depend on growth, i.e. on the additional volume that will be discharged to sewer. The N requirement per household unit (for non-residential discharges it is the volume equivalent to a household unit) has been determined and the cost of the additional N requirement (per kg) has been estimated, and options are being developed for consideration in the upcoming LTP process. Growth projections from Infometrics March 2020 report are being included. Options are currently being developed to fund and acquire additional NDA for the WWTP discharge, i.e. the requirement that is over and above what will transfer from rural land that is being developed and reticulated, for consideration in the upcoming LTP process.
6.7.4 WLASS Shared services
We are currently discussing the option of shared services for trade waste management, pollution control and laboratory services with WLASS. In due course and provided that an agreeable option is arrived at a full report to Council will be made with relevant options analysis and recommendations.
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RDC-1092476 40 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
7. KĀHUI PAKIHI - BUSINESS SUPPORT GROUP
7.1 OHU: PŪTEA FINANCE
7.1.1 Audit of Annual Report
Council’s 2019/20 Annual Report was signed off by Audit NZ and adopted by Council on 26 November. Final feedback from the auditors formally acknowledged our levels of preparedness and professionalism with the use of new-sophisticated comparison tools providing real efficiency gains for both Audit and the finance team.
7.1.2 Rating Revaluation
The Rates Revaluation project is in progress with an effective date as at 1 September 2020. Council’s contracted valuers (Opteon) expect to provide their revaluation report to the Office of the Valuer General (OVG) during December with an audit decision expected mid-January. The general revaluation objection process will subsequently be opened late January subject to any Audit remediation requirements. The new valuations will become effective for rating from 1 July 2021.
The third rates instalment will be run 19 January 2021 and the rates invoices will be sent to ratepayers approximately 26 January 2021 with a due date of 20 February 2021.
7.1.3 Procurement
Tender processes continue to focus on ensuring local contractor participation, wherever practicable. To that end, the Procurement team hosted a contractor Q&A evening. The purpose of this was to provide transparency on processes and to encourage local participation in Council tenders. The Q&A session was very well attended with approximately 100 contractors present.
The civil engineering construction season is underway with tenders for various roading rehabilitation packages and the King Street Stormwater Upgrade. Other significant tender processes underway are for Rotoiti Onsite Wastewater Treatment Systems, the Rotorua Lakefront Toilet and SHMPAC Theatre Services packages.
7.2 OHU: HAUMARU PMO OFFICE
7.2.1 Corporate Risk Quarterly Review
The corporate risk quarterly review was completed by November and a high level status of the corporate risks was reported to the Audit & Risk Committee on 3 December 2021.
The next Audit & Risk Committee meeting is scheduled for 31 March 2021.
7.2.2 Business Continuity Planning
Risk workshops, with the various council business units, to discuss and identify potential events, as part of our Business Continuity Planning (BCP) commenced in December. These targeted workshops will continue in the New Year.
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RDC-1092476 41 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
The overall objective is to develop a suite of Business Continuity Plans that are threat/scenario/event specific to inform and enable the BCPs to be scenario/event specific.
8. MANAHAUTŪ MĀORI
8.1 Te Amorangi team There has been an addition to the Te Amorangi team, with the establishment of a new fixed-term role (Te Arawa Engagement Lead). Over the next six months, the role will provide support to the Whare Taonga o Te Arawa team (specifically to support engagement with Te Arawa on proposed exhibitions). The role will work closely with Te Pukenga Kōeke.
8.2 Rotorua Township Agreement On 25 November, we commemorated the signing of the Rotorua Township Agreement (the ‘Fenton’ agreement). Te Amorangi team members helped design the programme He Kete Rau Mahara (Local History Week) and delivered 6 public presentations in Te Aka Mauri, as well as presentations for school teachers at Rotorua Primary School, Te Kura o Te Koutu and Rangihakahaka School.
8.3 Ngāti Rangitihi Deed of Settlement Signing On 5 December, Ngāti Rangitihi and the Crown signed a Deed of Settlement regarding historic Treaty breaches. The day was well attended by Te Arawa, Crown agencies and local government. As part of the settlement, the Tarawera Awa Restoration Strategy Group will be established as a permanent joint committee of the Bay of Plenty Regional Council. The Group will support, coordinate and promote the integrated restoration of the mauri of the Tarawera River catchment. The Rotorua Lakes Council will be able to appoint one member to the Group.
8.4 Staff pōhiri, noho marae and Te Arawa lecture Te Amorangi work programme includes: The last staff pōhiri of the year was held on 2 November 2020 in Council chambers, welcoming 10 new staff. All new staff (and existing staff who have not yet attended) attend a 2-day noho marae programme. The last noho marae for 2020 was held on 3 and 4 November.
In the coming year: Staff pōhiri will be held: 24 February, 5 May, 4 August and 3 November. Noho marae dates so far are 30/31 March and 18/19 May. The Te Arawa lecture series will re-commence with Rangitihi Pene on 17 March.
8.5 Advice across Council Te Amorangi Unit (TAU) provides advice across Council, including:
INFRASTRUCTURE Rotorua WWTP Engagement has begun on the bridging consent to support ongoing operations of the Wastewater Treatment Plant. Rotoiti/Rotomā Supported recruitment of Whenua Māori engagement officer WWTP Stormwater Early work and engagement advice on comprehensive stormwater management, and eastside infrastructure. OPERATIONS
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RDC-1092476 42 Operations and Monitoring Committee meeting agenda STAFF REPORTS 4 February 2021
Whakarewarewa Advice regarding midden associated with Tokorangi pā. Forest
Development
Regulatory team Advice regarding building consents and Māori land (unconsented works) Planning team Engagement support regarding trees planted on Māori land requiring approvals STRATEGY Housing Strategy Technical advice to support localities planning projects (identifying affected Māori communities and entities). OTHER KAUPAPA Cultural support Attendance with Her Worship the Mayor at re-opening of Tikitere/Hell’s Gate, launch of Te Wānanga o Aotearoa rāranga exhibit, Waiata group continues each week RED Ongoing support to RED to develop their brand (Mānuka tū ki te ao) and inner city activation. TE REO MĀORI TRANSLATIONS Te Amorangi Unit provided translation assistance to the following teams: Business Support: Project Management Office, Information Solutions/One Council, Customer Solutions. Infrastructure: Sustainable Journeys. Operations: Community & Regulatory, Planning & Development Solutions, Arts and Culture, Sport, Recreation and Environment. Strategy: Communications, Corporate Planning & Governance. Office of the Mayor. RED.
9. NGĀ ĀPITIHANGA ATTACHMENTS
Attachment 1: Rotorua Community Carbon Footprint – distributed separately
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RDC-1092476 43 Operations and Monitoring Committee meeting Agenda CONFIDENTIAL 4 February 2021 STAFF REPORTS
7 Resolution To Go Into Public Excluded - Ka Matatapu Te Whakataunga I Te Tūmatanga (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:
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 Te Whare Taonga o Te Arawa – Structural Protect information where the Section 48(1)(a) Engineering Review making available of the Section 7(2)(b)(ii) information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.
Te Whare Taonga o Te Arawa – Structural Enable any local authority holding Section 48(1)(a) Engineering Review the information to carry on, Section 7(2)(i) without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). Te Whare Taonga o Te Arawa – Structural Enable any local authority holding Section 48(1)(a) Engineering Review the information to carry out, Section 7(2)(h) without prejudice or disadvantage, commercial activities.
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
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