MASTERTON DISTRICT COUNCIL EXTRAORDINARY COUNCIL AGENDA WEDNESDAY 24 FEBRUARY 2021 MEMBERSHIP Her Worship (Chairperson) Cr G Caffell Cr B Gare Cr D Holmes Cr B Johnson Cr G McClymont Cr F Mailman Cr T Nelson Cr T Nixon Cr C Peterson Cr S Ryan Noce is given that a meeng of the Masterton District Council will be held at 3.00pm on Wednesday 24 February at Waiata House, 27 Lincoln Rd, Masterton. RECOMMENDATIONS IN REPORTS ARE NOT TO BE CONSTRUED AS COUNCIL POLICY UNTIL ADOPTED 23 February 2021 Values 1. Public interest: members will serve the best interests of the people within the Masterton district and discharge their duties conscientiously, to the best of their ability. 2. Public trust: members, in order to foster community confidence and trust in their Council, will work together constructively and uphold the values of honesty, integrity, accountability and transparency. 3. Ethical behaviour: members will not place themselves in situations where their honesty and integrity may be questioned, will not behave improperly and will avoid the appearance of any such behaviour. 4. Objectivity: members will make decisions on merit; including appointments, awarding contracts, and recommending individuals for rewards or benefits. 5. Respect for others: will treat people, including other members, with respect and courtesy, regardless of their ethnicity, age, religion, gender, sexual orientation, or disability. Members will respect the impartiality and integrity of Council staff. 6. Duty to uphold the law: members will comply with all legislative requirements applying to their role, abide by this Code, and act in accordance with the trust placed in them by the public. 7. Equitable contribution: members will take all reasonable steps to ensure they fulfil the duties and responsibilities of office, including attending meetings and workshops, preparing for meetings, attending civic events, and participating in relevant training seminars. 8. Leadership: members will actively promote and support these principles and ensure they are reflected in the way in which MDC operates, including a regular review and assessment of MDC’s collective performance. These values complement, and work in conjunction with, the principles of section 14 of the LGA 2002; the governance principles of section 39 of the LGA 2002; and our MDC governance principles: Whakamana Tangata Respecting the mandate of each member, and ensuring the integrity of the committee as a whole by acknowledging the principle of collective responsibility and decision‐making. Manaakitanga Recognising and embracing the mana of others. Rangatiratanga Demonstrating effective leadership with integrity, humility, honesty and transparency. Whanaungatanga Building and sustaining effective and efficient relationships. Kotahitanga Working collectively. 1 AGENDA 1. Karakia 2. Conflicts of Interest (Members to declare conflicts, if any) 3. Apologies 4. Late Items 5. Items to be considered under Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 FOR DECISION 6. KEY LONG TERM PLAN DOCUMENTATION – APPROVAL FOR AUDIT REVIEW (019/21) Pages 121-289 KATH ROSS - CHIEF EXECUTIVE 121 019/21 To: Your Worship and Elected Members Angela Jane, Manager Strategic Planning From: David Hopman, Manager Assets and Operations David Paris, Manager Finance Endorsed By: Kathryn Ross, Chief Executive Date: 24 February 2021 Subject: Key Long Term Plan documentation – approval for Audit review DECISION Recommendation: That Council (1) approves for Audit New Zealand review: a) the draft 2021‐31 Long Term Plan Consultation Document (Attachment 1 to Report 019/21); b) the draft Financial Strategy, as supporting information for the 2021‐31 Long Term Plan (Attachment 2 to Report 019/21); c) the draft Infrastructure Strategy, as supporting information for the 2021‐31 Long Term Plan (Attachment 3 to Report 019/21); d) the draft significant assumptions as part of the supporting information for the 2021‐31 Long Term Plan (Attachment 4 to Report 019/21); (2) delegates authority to the Chief Executive to finalise the wording for readability and to make compliance changes to Attachments 1‐4 in response to the review undertaken by Audit New Zealand. PURPOSE The purpose of this report is to seek Council approval of the following for the 2021‐31 Long‐Term Plan (LTP): key content for the draft Consultation Document content (Attachment 1) draft Financial Strategy (Attachment 2) draft Infrastructure Strategy (Attachment 3), and draft Significant Assumptions (Attachment 4). Attachments 1‐4 are scheduled to be reviewed by Audit New Zealand ahead of LTP consultation in April 2021 (see Next Steps section of this Report for a timeline of key dates). BACKGROUND The Local Government Act 2002 (LGA) requires Councils to prepare and adopt a Long Term Plan (LTP) every three years. 122 The LTP outlines the long-term direction for the activities we plan to deliver throughout the Masterton district. It states our vision and the outcomes we want to achieve for our community. It details what we intend to do over the next 10 years, including the services we will provide, the projects we will undertake, how much we will spend, how we will pay for everything and how we will measure success. We are also required to develop a Consultation Document that: • fairly represents the matters proposed for inclusion in the LTP in a way that can be readily understood by interested or affected people; • explains the overall objectives of the proposals, and how rates, debt, and levels of service might be affected; and • explains what significant choices face the district, and the consequences of those choices. The Financial and Infrastructure Strategies, and the Significant Assumptions, are key supporting documents for the LTP Consultation Document providing more detail about our plans and proposals, and contextual information that has been considered. The content for the Consultation Document and supporting information discussed in this report has been developed in alignment with requirements of the Local Government Act 2002. For the Consultation Document we have also drawn on examples of best practice. Within the context of this report, Council is being asked to approve key content proposed for the 2021-31 LTP Consultation Document, ahead of it being reviewed by Audit New Zealand (refer Attachment 1). The full draft Consultation Document and supporting information is scheduled to be adopted by Council on 31 March 2021 prior to public consultation commencing. ANALYSIS AND ADVICE A series of council workshops have been held to inform the development the 2021-31 LTP Consultation Document and its supporting information. These have covered the levels of service for council activities, our asset management plans for infrastructure assets, key assumptions that underpin the asset, activity and financial planning. All this content has been fed into the draft Infrastructure and Financial Strategies and our draft Consultation Document. Content for the LTP 2021-31 Consultation Document The key content of the Consultation Document focuses on three issues that are included for consultation: • A new civic facility • Masterton revamp project, and • More housing for seniors. The Consultation Document also includes important information from our Infrastructure Strategy. Additional infographics are being developed to enhance this content, including an overview of other 123 key capex projects for the next 10 years and forecast infrastructure expenditure for the next 30 years. Information from our Financial Strategy is to be incorporated in the Consultation Document. This will include how much the plan will cost, how we intend to pay for that, our plans for borrowing and how the plan will impact the average urban ratepayer. We have also included: • Information about our response to key challenges - climate change, water resilience and COVID-19 recovery • Emerging matters that will require further conversations with our community, including decisions related to Three Waters Reform. • Reference to other consultation opportunities that are also occurring at the same time – the Wellington Regional Growth Framework, our Significance and Engagement Policy and Fees and Charges Proposal. The Consultation Document in Attachment 1 has not been formatted as a public consultation document yet. The document will include photographs and infographics and to make it an attractive and readable document. Financial Strategy and Infrastructure Strategies The Financial Strategy and Infrastructure Strategy support the Consultation Document. These strategies provide the foundations that support prudent asset and financial management over the long-term. The processes for developing these strategies is aligned, and the documents must reflect each other. The Financial Strategy focuses on the financial implications, constraints, and consequences of Council’s policy and service delivery options, and is a top-down direction for the way in which these will be managed. The Council’s financial projections for the ten years have been developed using a financial model that builds up the financial data from base level budgets for operating revenue and expenditure, capital expenditure and funding in the form of rates, loans and reserve funds. The Infrastructure Strategy details the significant infrastructural issues that are likely to arise over the next 30 years, including their financial and non-financial consequences, and the options for managing them. The LGA requires that both strategies