notice of an ordinary meeting of council council meeting doc no. rdc-801741 28 february 2018 file...

1 Council meeting

Doc No. RDC-801741 28 February 2018

File No: 01-15-010\25

NOTICE OF AN ORDINARY MEETING OF

COUNCIL

to be held on Wednesday, 28 February 2018 at 9:30am in the Council Chamber, Rotorua Lakes Council

Chairperson:

Mayor Chadwick

Members: Cr Donaldson (Deputy) Cr Bentley Cr Gould Cr Hunt Cr Kent Cr Kumar Cr Maxwell Cr Raukawa-Tait Cr Sturt Cr Tapsell

Quorum: 6

A G E N D A

1. OPENING KARAKIA

2. APOLOGIES (INCLUDES LEAVE OF ABSENCE NOTIFICATION)

3. DECLARATIONS OF INTEREST

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

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

2 Council meeting


4. URGENT ITEMS NOT ON THE AGENDA

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

meeting. (7A) Where an item is not on the agenda for a meeting, - (a) that item may be discussed at the meeting if –

(i) that item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is

open to the public, that the item will be discussed at the meeting; but (b) No resolution, decision, or recommendation may be made in respect of that item except to refer

that item to a subsequent meeting of the local authority for further discussion.

Page

5. CONFIRMATION OF COUNCIL MINUTES

5.1 Council meeting – 14 December 2017 ............................................................................................. 7

6. AUDIT & RISK COMMITTEE MINUTES 6.2 Audit & Risk Committee meeting – 30 August 2017 ...................................................................... 14

7. RECOMMENDATIONS FROM OTHER COMMITTEES 7.1 Recommendations from other committees …. .............................................................................. 43

8. STAFF REPORTS

RECOMMENDATION 1: Long-term plan 2018 – adoption of consultation document and supporting information ........................................................................... 46

9. RESOLUTION TO GO INTO PUBLIC EXCLUDED (TO CONSIDER AND ADOPT CONFIDENTIAL ITEMS)

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987, for the passing of this resolution are as follows:

3 Council meeting


General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under Section 48(1) for passing of this resolution

CONFIDENTIAL MINUTES of Council meeting held 14 December 2017

Please refer to the relevant clause/s in the open meeting minutes.

Good reason for withholding exists under Section 48(1)(a).

CONFIDENTIAL MINUTES of Audit & Risk Committee meeting held 30 August 2017

Please refer to the relevant clause/s in the open meeting minutes.

Good reason for withholding exists under Section 48(1)(a).

RECOMMENDATIONS FROM OTHER COMMITTEES Contract 17/044: Springfield Link: Springfield Road & Waters Street Pavement Rehabilitation

Enable any local authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Section 48(1)(a) Section 7(2)(i)

RECOMMENDATIONS FROM OTHER COMMITTEES Contract 17-006: Tender Approval for Ranolf Street Cycle Link



RECOMMENDATION 2: Tender approval for Rotomā reticulation construction: Rotomā/Rotoiti sewerage reticulation



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

10. CONFIDENTIAL ITEMS 10.1 Confirmation of confidential minutes of Council meeting held 14 December 2017 ..................... 50

10.2 Confidential minutes of Audit & Risk Committee meeting held 13 December 2017 .................... 55

10.3 Recommendations from other committees (confidential items) .................................................. 57

10.4 Staff reports (confidential)

RECOMMENDATION 2: Tender Approval for Rotomā Reticulation Construction: Rotomā/Rotoiti Sewerage Scheme ................................................................................................ 60

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

4 Council meeting


COUNCIL DELEGATIONS

Type of Committee Council Committee

Subordinate to

Subordinate Committees

Strategy, Policy and Finance committee

Operations and Monitoring committee

District Licencing committee

CEO performance committee

RMA Policy Committee

Audit and Risk Committee

Working /Strategy Groups (People, Sustainable living, Creative

communities, District Revitalisation, Sustainable Economic

Development Strategy, Sports and Recreation)

Legislative Basis Schedule 7 S30 (1) (A), Local Government Act 2002

Committee delegated powers by the Council as per Schedule 7, S32, Local Government Act 2002

Purpose The purpose of the Council is to make decisions on all matters that cannot be delegated, that it has not delegated or that it has had referred to it by staff or a committee.

Reference 01-15-010

Membership Mayor (Chair)

Deputy Mayor (Deputy Chair)

All councillors

Quorum 6

Meeting frequency Monthly

Delegations the power to make a rate

the power to make a bylaw

the power to borrow money, or purchase or dispose of assets,

other than in accordance with the Long-term Plan

the power to adopt a long-term plan, annual plan, or annual

report

the power to appoint a chief executive

the power to adopt policies required to be adopted ad

consulted on under the LGA 2002 in association with the long-

term plan, or developed for the purpose of the local

governance statement; and

5 Council meeting


the power to adopt a remuneration and employment policy

the power to set and support strategies in measures related to

emergency matters.

all the powers, duties and discretions under the Civil Defence

Act for the proper operation and administration of the

approved Civil Defence Plan; such delegation to be executed

solely within the defined policy guidelines as determined from

time to time by the Council and subject to the Financial limits

imposed by the approved Council estimates.

Relevant Statutes All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation.

Limits to Delegations Powers that cannot be delegated to committees a per the Local Government Act 2002 Schedule 7 S32

MINUTES OF COUNCIL MEETING

1/1 7 Council meeting


File No.: 01-15-010\25

ROTORUA LAKES COUNCIL

Minutes Council meeting held Thursday 14 December 2017 at 9.30am

in the Council Chamber, Rotorua Lakes Council

MEMBERS PRESENT: Mayor Chadwick (Chairperson) Cr Bentley, Cr Donaldson (Deputy Mayor), Cr Gould, Cr Hunt, Cr Kent, Cr Kumar, Cr Maxwell, Cr Raukawa-Tait, Cr Sturt, Cr Tapsell, Cr Raukawa-Tait.

APOLOGIES:

None.

STAFF PRESENT:

G Williams, Chief Executive; T Collé, Chief Financial Officer; J-P Gaston, Group Manager Strategy; H Weston, Acting Group Manager Operations; S Michael, General Manager Infrastructure; C Tiriana, Manager CE Office; O Hopkins, Corporate planning & Governance Manager; I Tiriana, Public Relations Manager; R Dunn, Governance Lead; H King, Governance Support Advisor

1. OPENING KARAKIA

Cr Hunt opened the meeting with a karakia.

2. APOLOGIES None.

3. DECLARATIONS OF INTEREST

None.

4. URGENT ITEMS NOT ON THE AGENDA

None.



5. CONFIRMATION OF COUNCIL MINUTES

5.1 Council meeting – 23 November 2017

Resolved

That the minutes of the Council meeting held 23 November 2017 be confirmed as true and correct. Cr Gould/Cr Bentley

CARRIED

6. RECOMMENDATIONS FROM OTHER COMMITTEES 01-15-010\25

Resolved

1. That the report “Recommendations from other committees” be received.

Cr Gould/Cr Maxwell

CARRIED

2. That the following recommendations of the Strategy, Policy & Finance Committee meeting

held 7 December 2017 be adopted:

Recommendation 1

SCHEDULE OF MEETINGS – 1 JANUARY TO 31 DECEMBER 2018 That Council adopt the schedule of meetings for the period 1 January 2018 to 31 December 2018 based on a monthly cycle and that the following starting times are agreed to: a) that Operations and Monitoring Committee meetings shall commence at 9:30am b) that Strategy, Policy and Finance Committee meetings shall commence at 9:30am c) that Council meetings shall commence at 9.30am d) that extraordinary meetings may be scheduled as required

Cr Donaldson/Cr Gould

CARRIED

C17/12/140



Recommendation 2

LOCAL GOVERNMENT REMUNERATION REVIEW

That Council adopt the submission to The Remuneration Authority, “Rotorua Lakes Council – Local Government remuneration review 2017” (Attachment 1 of the Report with amendments*).

* Our local decision making is enhanced by our unique way of partnering with our community boards and Te Arawa through our Te Tatau o Te Arawa board. In partnership, we all strive to make Rotorua the best place on earth it possibly can be for our people and our visitors to our unique place.

Cr Gould/Cr Hunt

CARRIED

C17/12/141

Recommendation 3

ADOPT SIGNIFICANCE AND ENGAGEMENT POLICY

That Council adopt the Significance and Engagement Policy 2017 with the following amendments:

Cri

teri

on

Importance to Te Arawa The extent to which the matter under consideration impacts on the environment, culture and people of Te Arawa, now and in the future (Large impacts would indicate high significance).

Fact

ors

Factors that would indicate a high degree of significance are:

High levels of prior public interest or the potential to generate interest or controversy.

Large divisions in views on the matter.

Extent of costs, opportunity costs, externalities and subsidies.

Uncertainty, irreversibility, and the impact of the decision in terms of Te Arawa’s community’s sustainability and resilience.

Cri

teri

on

Impact on Council’s Capacity and Capability The impact of the decision on Council’s ability to achieve the objectives set out in its Long-term Financial Strategy, Long-term Plan and Annual Plan.



Fact

ors

Factors that would indicate a high level of significance are:

Transfers of strategic assets to or from council

High capital or operational expenditure

A financial transaction that involves $10million or more budgeted expenditure or it involves $4million or more unbudgeted expenditure

Cr Kent/Cr Sturt

C17/12/142

CARRIED

Recommendation 4

CLASSIFICATION OF RESERVE PURSUANT TO RESERVES ACT 1977 – TAUI STREET That Council approve that part 32A Taui Street, Road Reserve subject to the Public Reserves, Domains

and National Parks Act 1928, be classified as Local Purpose (Road) Reserve pursuant to the Reserves

Act 1977.

Cr Hunt/Cr Bentley

CARRIED

C17/12/143

Cr Sturt requested that his abstention from voting be recorded.

Recommendation 5

STRATEGIC DIRECTION SUPPORTING YOUTH EMPLOYMENT That Council endorse the Strategic Direction for Supporting Youth Employment.

Cr Gould/Cr Tapsell

CARRIED

C17/12/144


Resolved

That Council move into public excluded session.

Cr Donaldson/Cr Raukawa-Tait CARRIED



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:




COUNCIL MEETING 23 November 2017 (Minutes) Legal matters update

Maintain professional privilege Section 48(1)(a) Section 7(2)(g)

RECOMMENDATION 1:

Tender Approval for

Rotomā/Rotoiti Wastewater

Treatment plant

construction

Enable any local authority holding the

information to carry on, without

prejudice or disadvantage, negotiations

(including commercial and industrial

negotiations).


RECOMMENDATION 2:

Chief Executive Review

Protect the privacy of natural persons,

including that of deceased natural

persons.

Section 48(1)(a) Section 7(2)(a)

This resolution is made in reliance on Section 48(1) of the Local Government Official Information and

Meetings Act 1987 and the particular interest or interests protected by Sections 6 or 7 of the Act or

Sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced

by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown

above (in brackets) with respect to each item.”

Confidential items now released

PUBLIC EXCLUDED SESSION

8.3 STAFF REPORTS (Confidential)

8.3.1 TENDER APPROVAL FOR ROTOMĀ/ROTOITI WASTEWATER TREATMENT PLANT CONSTRUCTION

27-17-028

Resolved:

1. That the report [Contract 17/028: “Tender Approval for Rotomā/Rotoiti Wastewater

Treatment Plant Construction: Rotomā/Rotoiti Sewerage Scheme” be received.

2. That Council award “Contract 17/028 Rotomā/Rotoiti Wastewater Treatment construction:

Rotomā/Rotoiti Sewerage Scheme” to Spartan Construction Ltd for the sum of

$6,517,240.00.



3. That this report not be made publicly available.

4. That the minutes be made publically available after the successful and unsuccessful

tenderers have been advised.

Cr Sturt/Mayor Chadwick C17/12/150

CARRIED Cr Bentley declared a conflict of interest in this item and abstained from voting.

Resolved:

That a vote of thanks to the following people be recorded:

Ian McLean and iwi and all members of the Rotoma/Rotoiti Sewerage Scheme Committee, Lakes

Community Board, Cr Donaldson, Stavros Michael, Greg Manzano, Andy Bell and team for the

work throughout this project.

Cr Sturt/Cr Hunt

CARRIED

Cr Donaldson requested that his abstention from voting be recorded.

OPEN SESSION

__________________________

The meeting closed at 12.35pm __________________________

To be confirmed at a Council meeting on 28 February 2018

……………………………….……………..

Mayor

Rotorua Lakes Council is the operating name of Rotorua District Council

MINUTES OF AUDIT & RISK

COMMITTEE MEETING



File No: Error! Unknown document property name.

RDC-761105

ROTORUA LAKES COUNCIL

Minutes Audit & Risk Committee meeting

held Wednesday, 30 August 2017 at 10am in Committee Room 1, Rotorua Lakes Council

PRESENT: J Brosnahan (Chairperson)

J Stanway (Deputy Chairperson), Mayor Chadwick, Cr Donaldson, Cr Raukawa-Tait.

APOLOGIES:

Cr Sturt

PUBLIC PRESENT: T Perkins

OFFICERS PRESENT: G Williams, Chief Executive; O Hopkins, Corporate Planning and Governance; T Collé, Chief Financial Officer; C Vibert, Financial Services Manager; A McGregor, Project Management Office Manager; M Morrison, Kaitiaki Māori; R Bird, People and Capability Manager; A Thomas, Health and Safety Lead; I Brell, Governance Support Advisor.

1. Mayor Chadwick welcomed everyone present. 2. Mayor Chadwick personally thanked both Ms Brosnahan and Mrs Stanway and acknowledged their appointments to the Audit and Risk Committee. Mayor Chadwick said that it was important, going forward, to manage audit and risk professionally. Ms Brosnahan declared the meeting open. 3. APOLOGIES Resolved:

That the apology from Cr Sturt be accepted.

Mayor Chadwick/Cr Raukawa-Tait CARRIED

4. DECLARATIONS OF INTEREST Ms Brosnahan explained that she and Mrs Stanway had not yet completed the relevant declarations, and would need to do that. Mrs Stanway said that the only declaration would be her position on the board of TERAX. All other members had stated their declarations of interest.



5. MAJOR/MINOR ITEMS NOT ON THE AGENDA None.

6. CONFIRMATION OF MINUTES 6.1 Resolved: That the minutes of the Audit and Risk Committee meeting held 20 February 2017 be confirmed as

a true and correct record. Mayor Chadwick/Cr Donaldson

A17/08/002 CARRIED

7. PRESENTATIONS 7.1 June 2017 Financial Results Mr Vibert, Finance Manager spoke to a Powerpoint presentation (Attachment 1) and the following comments were made:

Operating result June 2017 $3m variances attributable to Museum closure ($1m); storm remedial work from recent storm events ($350k); the remainder of costs due to new waste collection transition.

Cash Flow generated for the year is down on budget by $3.5m mainly due to the $3m operating shortfall.

Net Capital expenditure is $4.5m higher than budget due to – library health hub having to pull forward $3m of funding set aside for next year. This is due to timing with the overall project forecast to end under budget; acquisition of the Museum offsite storage not previously budgeted -$1.4m; the remainder of capital overspends mainly to projects that receive capital subsidies.

The Annual Plan signalled there would be no increase in borrowings, however with the increase in the net capital cost of $4.4m and the reduced cashflow of $3.5m, Council has had to fund these by borrowing $4.7m and decreasing cash reserves leaving closing cash balance of $1.8m.

Mr Williams provided the following comments:

Rotorua has moved from no growth to a recognised moderate growth area.

There is a range of innovation directions being proposed e.g. private and public partnerships for major projects.

There are also discussions planned in terms of LTP, with the community engagement to reset some expectations.

A review of fees and charges is also intended.

Resolved: That the ‘June 2017 Financial Results’ presentation be accepted.

Ms Brosnahan/Cr Donaldson

A17/08/003 CARRIED



8. STAFF REPORTS 8.1 RECOMMENDATION 1: CHARTER REVIEW Resolved:

1. That the report “Charter Review” be received.

2. That the committee recommends to Council to replace the Audit and Risk Committee Charter with the Delegations and amend the delegations as outlined in Attachment 2.

Cr Raukawa –Tait/Cr Donaldson

A17/08/004 CARRIED

Mrs McGregor provided an overview of the report. The following comment was made:

Council to consider the inclusion of a Te Tatau O Te Arawa Board member to the Audit and Risk Committee.

8.2 RECOMMENDATION 2: RISK AND POLICY FRAMEWORK 10-10-123 Resolved:

1. That the report “Risk Policy and Framework” be received.

2. That the committee recommends to Council to note the content of the report (Attachment 3).

Ms Brosnahan/Mrs Stanway A17/08/005

CARRIED 8.2.1 Health and Safety Mr Bird spoke to a Powerpoint presentation (Attachment 4). Ms Brosnahan made the following comments:

All council interactions with the community need to be managed in terms of health and safety.

If an incident involving contractors occurs, Council will be responsible should always be aware of its responsibility. (Note - this correction was made at the committee meeting held 13 December 2017).

Council to investigate the development of a charter (adopted by the governance level board) which outlines health and safety responsibilities and how they are monitored, overviewed and managed.

Resolved: 1. That the presentation Health and Safety Risk Audit and Risk Committee (August 2017) be

accepted. 2. That the Committee recommend to Council that it consider the preparation of a Health and

Safety Charter to define the Council’s responsibilities and how they are managed and monitored.

Ms Brosnahan/Mrs Stanway A17/08/006

CARRIED




Resolved:

That the committee move into public excluded session. Ms Brosnahan/Mrs Stanway

A17/08/007 CARRIED

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:




Recommendation 3 Risk review

Protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

Section 48(1)(a) Section 7(2)(b)(ii)

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

OPEN SESSION

____________________________________

Meeting (and workshop) closed at 12.35pm _____________________________________

These minutes were confirmed at the Audit & Risk Committee meeting on 13 December 2017


Doc No. RDC-801741 ATTACHMENT 1 28 February 2018



AUDIT AND RISK COMMITTEE DELEGATIONS

Type of Committee Standing Committee

Subordinate to Council

Subordinate

Committees

n/a

Legislative Basis Schedule 7 S30 (1) (A), Local Government Act 2002

Committee delegated powers by the Council as per Schedule 7,

S32, Local Government Act 2002

Purpose The purpose of the Audit and Risk Committee is to:

Monitor the Council’s external and internal audit process

Ensure Council fulfils its legal responsibilities

Ensure the independence and effectiveness of Council’s

Internal Audit processes

Monitor existing corporate policies and recommend new

corporate policies to prohibit unethical, questionable or illegal

activities;

Provide a communication link between management, internal

auditors/external auditors and Council

Support measures to improve management performance and

internal controls.

Supporting the professional independence, effectiveness and

accountability of the Risk Management Framework.

Reference 01-15-217

Membership Chair – external representative (J Brosnahan) Deputy Chair – external representative (J Stanway) Mayor Deputy Mayor Strategy, Policy and Finance Chair Operations and Monitoring Chair External members will be appointed for an initial term of no more than three years that aligns with the triennial elections, after which they may be eligible for extension or reappointment. External membership contracts are to be reviewed and assessed no later than two four months after each triennial election to allow



for transition and continuity

Quorum 3

Meeting frequency Four times a year

Delegations The Audit and Risk Committee will have responsibility and

authority to:

External Audit

Engage with Council’s external auditors regarding the external

audit work programme and

Review engagement letters and management reports

Recommend to Council the terms and arrangements for the

external audit programme

Monitor management response to audit reports and the

extent to which external audit recommendations concerning

internal accounting controls and other matters are

implemented.

Internal Audit

In conjunction with the CE, agree the scope of the annual

internal audit work programme

Approve Council’s internal audit charter

Monitor the delivery of the internal audit work programme

Assess whether all significant recommendations of the

Internal Audit have been properly implemented by

management. Any reservations the Internal Auditor may have

about control risk, accounting and disclosure practices should

be discussed by the committee

Review the Annual Internal Audit Plans and assess whether

resources available to Internal Audit are adequate to

implement the Plans.

Risk Management

Review the effectiveness of the control environment

established by management including computerised

information systems controls and security. This also includes a

reviewing/monitoring role of the documentation of all policies

and procedures.



Review the effectiveness of the risk assessment/management

policies and processes.

Understand the most significant risks facing Rotorua Lakes

Council and the plans for mitigation.

Engage with internal and external auditors on any specific

one-off audit assignments.

Consider matters referred to the committee by the CE, Council

or other Council committees.

Review the appropriateness of accounting policies adopted by

Council

Civil Defence hazard and preparedness policies and

procedures.

Relevant Statutes All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation.

Limits to Delegations Powers that cannot be delegated to committees as per the Local

Government Act 2002 Schedule 7 S32

Review Period The Audit and Risk Committee will review the delegations annually

and recommend any changes to Council.

RECOMMENDATIONS

FROM OTHER COMMITTEES



File No: 01-15-010\25

ROTORUA LAKES COUNCIL The Mayor Members COUNCIL RECOMMENDATIONS FROM OTHER COMMITTEES Report prepared by: Carol Peden, Governance Support Advisor Report reviewed by: Oonagh Hopkins, Corporate Planning & Governance Manager Report approved by: Geoff Williams, Chief Executive

1. PURPOSE

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

2. RECOMMENDATIONS 1. That the report “Recommendations from other committees” be received.

2. That the following recommendations of the Operations & Monitoring Committee meeting held 1 February 2018 be adopted:

Recommendation 1

AQUATIC CENTRE PROPOSAL 10-10-116-01

That Council to go back to the drawing board and properly consider all management options including the staff proposal and development opportunities for the Aquatic Centre.

3. That the following recommendations of the Strategy Policy & Finance Committee

meeting held 8 February 2018 be adopted:

Recommendation 1

COMMUNITY FUNDING INVESTMENT POLICY AND CONSIDERATION FOR LONG-TERM PLAN

01-63-099-6

1. That Council approve the Community Funding Investment Policy, replacing the

Neighbourhood Matching Fund, Community Grants and Partnership Grants policies; and including a focus on equity, effective from 1 July 2018.

2. That Council change the Community Grant funding allocation to a range of $1000 to

$5000.



3. That Council disestablish the Grants in Lieu of Rate Remissions Policy.

4. That Council disestablish the Rotorua Lakes Council Sister Cities Fund and reallocate the funds through the Community Funding Investment Policy.

Recommendation 2

CARBON REPORTING AND CERTIFICATION 01-63-107-22

That an organisational inventory be undertaken and that Rotorua Lakes Council works to achieve Global Covenant of Mayors for Climate and Energy (GCOM) compliance by 2021.

Recommendation 3 LONG-TERM PLAN 2018 – 2028 – PROGRESS UPDATE 01-65-006-02

That Council to endorse the communications and engagement approach to be used in developing the Long-term Plan 2018-28.

3. BACKGROUND Reports relating to the above recommendations were included in the agenda for the Operations

& Monitoring Committee meeting held 1 February 2018 and the Strategy, Policy & Finance Committee meeting held 8 February 2018. These agendas are available for viewing on Council’s website under the following link:

http://www.rdc.govt.nz/our-council/agendas-and-minutes

http://www.rdc.govt.nz/our-council/agendas-and-minutes

STAFF REPORTS


Doc No: RDC-801741 28 February 2018

File No: 01-65-006-02 RDC-801290

ROTORUA LAKES COUNCIL Mayor Members COUNCIL LONG-TERM PLAN 2018 – ADOPTION OF CONSULTATION DOCUMENT AND SUPPORTING INFORMATION Report prepared by: Josh Logan, Corporate Planner Report reviewed by: Oonagh Hopkins, Corporate Planning and Governance Manager Report approved by: Geoff Williams, Chief Executive

1. PURPOSE

The purpose of this report is for council to approve the Long Term Plan 2018-2028 consultation document and supporting information for the purpose of public consultation.

2. RECOMMENDATION 1: 1. That the report ‘Long-term Plan 2018 – adoption of consultation document and supporting

information’ be received.

2. That Council approve the following documents as supporting documentation developed for the purpose of drafting the consultation document:

Draft Financial Strategy

Draft Infrastructure Strategy

Revenue and Financing Policy

Funding Policy table

Treasury Policy

Growth assumptions

Rates remission policies

Funding Impact Statement

3. That Council approve the Long-term Plan 201-2028 consultation document for the purpose of public consultation.

3. BACKGROUND A Long-term Plan is developed by council every three years and covers a period no less than 10 years. The purpose of the Long Term consultation document is to provide an effective basis for public participation in local authority decision-making processes relating to the Long Term Plan. A series of forums held from September 2017 to January 2018 with the Mayor, councillors, community boards and Te Tatau members have developed the direction and conversation the consultation document will include. The focus has been the district direction as set in Vision 2030 and how the delivery of projects and services can be achieved.



Once approved the consultation document will be released for public consultation using the special consultative procedure under the Local Government Act.

A number of strategies and policies have been reviewed as a result of the direction of the forums and form the basis support for the underlying conversations within the consultation document. These include:

Financial strategy

Infrastructure strategy

Revenue and Financing Policy

Activity funding policy table

Funding impact statement

Treasury policy

Rates remissions policy

Following consultation these strategies and policies will need to be finalised along with the final Long- term Plan document.

4. DISCUSSION AND OPTIONS

The purpose of the consultation document under section 93B of the Local Government Act 2002 ‘is to provide an effective basis for public participation in local authority decision-making processes relating to the content of a long-term plan by— (a) providing a fair representation of the matters that are proposed for inclusion in the long-term plan, and presenting these in a way that—

– (i) explains the overall objectives of the proposals, and how rates, debt, and levels of service might be affected; and

– (ii) can be readily understood by interested or affected people; and (b) identifying and explaining to the people of the district or region, significant and other important issues and choices facing the local authority and district or region, and the consequences of those choices; and (c) informing discussions between the local authority and its communities about the matters in paragraphs (a) and (b). The development of the consultation document has been driven from the outputs of a series of councillor forums held from September 2017 to January 2018. Once approved the consultation document will be released for public consultation using the special consultative procedure under the Local Government Act.

The public consultation process will include a series of public information sessions and opportunities for the public to provide feedback. The submission period runs from 05 March to 13 April 2018.

Attached is the final draft consultation document which has been audited by Audit New Zealand. It is expected that a verbal audit opinion will be provided around 26 February. Following adoption the audit opinion will be included into the document and then released for public consultation on 5 March.

5. ASSESSMENT OF SIGNIFICANCE

The Long Term Plan is required to be prepared and adopted using the special consultative procedure through the mechanism of a consultation document which itself must be adopted.

The final Long Term Plan must be adopted by 30 June.



6. COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY

The following is the timetable for consulting and final development of the Long Term Plan 2018-2028.

Action Date

Approve consultation document 28 February 2018

Open consultation – go live Let’s Talk/KoreroMai 5 March 2018

Community Engagement 5 March – 13 April 2018

Consultation and submissions close 13 April 2018

Deliberations 16-18 May 2018

Adoption of Long Term Plan 2018-2028 28 June 2018

7. CONSIDERATIONS

7.1 Financial/budget considerations The auditing of the consultation document is required under legislation. The cost for this is budgeted under Finance.

7.2 Policy and planning implications Not applicable.

7.3 Risks Risks to be considered in adopting and going out for public consultation with the Long Term Plan consultation document include:

Council’s reputation – are the messages and direction of the council clear and in line with the strategic direction it has been communicating to date?

Financial implications – the community will respond with requests for alternative projects and support or not for projects outlined in the plan that may have an impact of the ability for council to get within its financial framework. Trade-offs will need to be considered.

7.4 Authority

Full Council must adopt the consultation document and must consult for no less than one month.

8. ATTACHMENTS (AVAILABLE IN STELLAR LIBRARY) Attachment 1: Long-term Plan consultation document Attachment 2: Financial Strategy Attachment 3: Draft Infrastructure Strategy Attachment 4: Revenue and Financing Policy Attachment 5: Funding policy table Attachment 6: Treasury policy Attachment 7: Rates remissions policies Attachment 6: Funding impact statement

notice of an ordinary meeting of council council meeting doc no. rdc-801741 28 february 2018 file...

Documents