Agenda of Community Committee Meeting

4 May 2023

Community Committee

Membership:

Chairperson	Cr Margaret Murray-Benge
Deputy Chairperson	Cr Grant Dally
Members	Cr Tracey Coxhead Cr Richard Crawford Mayor James Denyer Cr Murray Grainger Cr Anne Henry Cr Rodney Joyce Deputy Mayor John Scrimgeour Cr Allan Sole Cr Don Thwaites Cr Andy Wichers John Clements (Chair - Katikati Community Board) Laura Rae (Chair - Maketu Community Board) Peter Presland (Chair - Ōmokoroa Community Board) Kassie Ellis (Chair - Te Puke Community Board) Ross Goudie (Chair – Waihī Beach Community)
Quorum	Nine (9)
Frequency	Quarterly

Role:

· To receive reports from Convenors of Community Forums and make recommendations to Council and its Committees on appropriate actions to address priority matters arising from Community Forums.

· To consider staff reports outlining practicable options to address priority matters arising from Community Forums and/or reporting on actions completed operationally to address priority matters arising from Community Forums.

Delegations:

To receive the priority matters arising from Community Forums and make recommendations to Council and its Committees.

Power to recommend:

To Council and/or any Committee as it deems appropriate.

Power to sub-delegate:

The Committee may delegate any of its functions, duties or powers to a subcommittee, working group or other subordinate decision-making body subject to the restrictions on its delegations and provided that any sub-delegation includes a statement of purpose and specification of task.

Community Committee Meeting Agenda

4 May 2023

8 Reports

8.1 Community Forum Outcomes

File Number: A5317183

Author: Greer Golding, Governance Manager

Authoriser: Rachael Davie, General Manager Strategy and Community

Executive Summary

1. Council’s Community Forum’s provide informal opportunities for members of the public to bring topical, community issues to the attention of Council, for discussion in an open forum.

2. There were two issues that were raised in the Community Forums that are district wide. These were current levels of service/contract performance/service request responsiveness and local procurement.

3. There are three attachments to this report, outlining the unique issues that were raised at each forum with an action, the progress and status of each issue.

Recommendation

1. That the Governance Manager’s report dated 4 May 2023, titled ‘Community Forum Outcomes’, be received.

2. That the report relates to an issue that is considered to be of low significance in terms of Council’s Significance and Engagement Policy.

3. That the Committee recommends to the Projects and Monitoring Committee that further consideration be given to the identified district wide matters relating to levels of operational service/contractor performance/service request responsiveness with a view to identifying priorities for the Transportation activity plan review as part of the Long Term Plan 2024-34.

4. That the Committee recommends to the Audit, Risk and Finance Committee that further consideration be given to the identified district wide matter of social/local procurement as part of the review of Council’s procurement approach and that the Audit, Risk and Finance Committee discuss and agree its approach to social procurement at an upcoming workshop.

Background

There were two themes that were prominent at all three forums.

Levels of operational service / contractor performance / service request responsiveness

· This includes contactor levels of performance e.g., grass mowing, road maintenance, timeliness, and customer response.

· There was doubt from members of the community that the service request system accurately portrays what has happened in relation to the request and what has been committed. Council is going to assess whether customers are being kept fully informed.

Social/Local Procurement

· There were consistent views across the District that Council should be procuring local contractors, community organisations or iwi organisations rather than just relying on large contracts.

The next round of forums will take place on the following days and times:

· Kaimai Community Forum; Monday 15 May at 7pm in the Pyes Pa Settlers Hall.

· Katikati - Waihī Beach Community Forum and Maketu – Te Puke Community Forum are yet to be confirmed but will take place in the last two weeks of May 2023.

Significance and Engagement

The Local Government Act 2002 requires a formal assessment of the significance of matters and decision in this report against Council’s Significance and Engagement Policy in order to guide decision on approaches of engagement and degree of options analysis. In making this formal assessment it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

In terms of the Significance and Engagement Policy this decision is considered to be of low significance because the recommendations of the report seek further consideration of these matter by Council. The level of community interest is demonstrated through the forums but the recommendations through the report don’t seek any specific changes to levels of service and costs implications. These will be decisions for Council to make through the Long Term Plan process.

Engagement, Consultation and Communication

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

Members of the community

The matters raised in this report were identified through the three community forums by community members during February-April 2023.

Planned

Completed

Tangata Whenua

Social procurement and use of local contractors is a matter that has been raised through a range of forum with iwi and hapu representatives.

Issues and Options Assessment

Option A

That the Committee approves the recommendations seeking further consideration of the district wide matters to the relevant committees.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Advantages:

- Enables matters raised by the communities to be given further consideration by the appropriate committee.

- Aligns with work already underway in terms of the Transportation activity plan review and review of Council’s procurement approach.

Disadvantages:

- Further work may be required to support decision making.

Costs (including present and future costs, direct, indirect and contingent costs).

There maybe costs arising from future decisions on the matters set out in this report but these will be considered through the Long Term Plan.

Option B

That the Committee does not approve the recommendations seeking further consideration of the district wide matters to the relevant committees.

Assessment of advantages and disadvantages including impact on each of the four well-beings

· Economic

· Social

· Cultural

· Environmental

Advantages:

- Staff time to undertake the work to support future decision making will not be incurred.

Disadvantages:

- Does not address issues raised through the community forums.

- Missed opportunity given work is already underway.

Costs (including present and future costs, direct, indirect and contingent costs).

There are no costs anticipated under option B.

Statutory Compliance

The recommendations of this report acknowledge that levels of service considerations are mostly appropriately made through the Long Term Plan process, and direct the respective matters to the appropriate committees of Council with respect to their terms of reference and delegated authority.

Funding/Budget Implications

Not applicable, to be considered through Long Term Plan if required.

Attachments

1. Kaimai Community Forum - 15 February 2023 ⇩

2. Katikati Waihī Beach Community Forum - 27 March 2023 ⇩

3. Maketu Te Puke Forum - 4 April 2023 ⇩

Community Committee Meeting Agenda

4 May 2023

8.2 Community Forum Notes for Receipt

File Number: A5321071

Author: Jahneisha Osborne, Governance Support Administrator

Authoriser: Greer Golding, Governance Manager

Executive Summary

Each of the three Wards held a community forum.

· Kaimai Community Forum, held at 7.00pm on 15 February 2023, at the Council Cafeteria, Barkes Corner, Western Bay of Plenty District Council.

· Katikati-Waihī Beach Community Forum, held at 7.00pm on 27 March 2023, at the Pātuki Manawa Digital Hub, Katikati.

· Maketu-Te Puke Community Forum, held at 7.00pm on 4 April 2023, at the Paengaroa Hall, Paengaroa.

Notes were produced from these three forums, covering the main points discussed, and issues raised by the public.

Recommendation

1. That the Governance Support Administrator’s report dated 4 May 2023, titled ‘Community Forum Notes for Receipt’, be received.

2. That the Kaimai Ward Community Forum notes, held on 15 February 2023, be received.

3. That the Katikati-Waihī Beach Ward Community Forum notes, held on 27 March 2023, be received.

4. That the Maketu-Te Puke Ward Community Forum notes, held on 4 April 2023, be received.

Attachments

1. Kaimai Ward Community Forum - Notes - 15 February 2023 ⇩

2. Katikati-Waihī Beach Ward Community Forum - Notes - 27 March 2023 ⇩

3. Maketu-Te Puke Ward Community Forum - Notes - 4 April 2023 ⇩