Chairperson

Mayor James Denyer

Deputy Chairperson

Deputy Mayor John Scrimgeour

Members

Cr Tracey Coxhead

Cr Richard Crawford

Cr Grant Dally
Cr Murray Grainger

Cr Anne Henry

Cr Rodney Joyce

Cr Margaret Murray-Benge

Cr Allan Sole

Cr Don Thwaites

Cr Andy Wichers

Quorum

Six (6)

Frequency

Six weekly

Apology

Resolution  PMC23-3.1

Moved:           Cr R Joyce

Seconded:     Cr M Murray-Benge

That the apology for lateness for Cr Scrimgeour and absence from Cr Crawford be accepted.

Carried

9.1            Department of Conservation - Kauri Dieback Disease Update

The Committee considered a report dated 8 August 2023 from the Executive Assistant Infrastructure Group.

Roanna Sutherland (Technical Advisor Plant Pathogens, Department of Conservation) spoke to a PowerPoint presentation summarising the following points:

Kauri Dieback Disease:

·       About Phytophthora Agathidicida (PA);

·        History of PA;

·        Lifecycle of PA;

·        How PA impacts Kauri symptoms;

·        Importance of Kauri;

·        National Pest Management Plan for PA;

·        There are ten rules in the NPMP;

·        Principles of hygiene; and

·        Reference List.

Emma Woods (Reserves and Facilities Officer West) and Josh Scarrow (Biosecurity Team, Bay of Plenty Regional Council) spoke to the following PowerPoint Presentation:

·        Before PA was detected at Wharawhara Road;

·        Who we are working with;

·        What we are doing;

·        Testing; and

·        Next Steps.

The presenters responded to questions as follows:

·          Virus spores could travel about a metre and move through water a long way (down streams for example) and could be transferred from shoes.

·          A ‘Gold Standard’ for Kauri protection would be fencing around the trees and mulching around the base. It was important to find a balance between best options (pure Kauri protection) and maintaining reserve space. 

Resolution  PMC23-3.2

Moved:           Cr A Sole

Seconded:     Cr A Henry

1.             That the Executive Assistant Infrastructure Group’s report, dated 8 August 2023, titled ‘Department of Conservation - Kauri Dieback Disease Update’ be received.

Carried

10.1          Proposal to Lease - Waihī Beach Lifeguard Services Incorporated -  Bowentown Seaforth Road South Reserve

The Committee considered a report dated 8 August 2023 from the Reserves and Facilities Manager who took the report as read.

Ms Donna Pfefferle and Mr Craig McQuiod (both of Waihi Beach Lifeguard Services) spoke to PowerPoint presentation as follows:

Waihi Beach Lifesaving Services:

·        Last two summers statistics;

·        2021/2022;

·        North End Club House;

·        Services provided – control three sites;

·        Three flagged patrols and one water patrol;

·        Search and Rescue Squad;

·        Highly trained search and rescue squad;

·        Training – Surf Sport – Leadership;

·        Improving delivery of services;

·        Bowentown 9.6 from north end club house;

·        Build hub – lifeguards access to flagged patrol;

·        Water based roaming patrols;

·        Purpose;

·        Involving the community in the vision;

·        Craig McDonald Project Manager:

·        Location on map;

·        Building design – floor plan – proposed hub;

·        Logistics;

·        Proposed lifeguard and emergency services hub; and

·        Helping to build in resilience in the community.

The presenters responded to questions as follows:

·          The Waihī Beach Lifeguard Services team had met with the BMX community regarding their track, who wanted to modernise it. They discussed that the track could be refigured and the cost of this could be built into this budget. 

Resolution  PMC23-3.3

Moved:          Cr A Sole

Seconded:    Cr R Joyce

1.             That the Reserves and Facilities Manager’s report dated 6 June 2023 and titled ‘Proposal to Lease - Waihī Beach Lifeguard Services Incorporated -  Bowentown Seaforth Road South Reserve’ 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 Council approves in principle to entering a lease with WBLGSI for an area of reserve up to approximately 600m² being part of Lot 1 DPS 75873 for a 20 year term with one 15 year right of renewal.

4.           If approval in principle is given, Council approved Option 1 for siting of the building.  This approval must not be construed by the applicant, as a guarantee that all other consents required by any policy, by-law, regulation, or statute, will be forthcoming.  The applicant is responsible for obtaining all required consents at its own cost.

AND

5.            If approval in principle is given, that staff be directed to publicly notify the proposal in terms of Section 119 of the Reserves Act 1977.

Carried

10.2           change to order of business

The Chairperson requested that the order of report business be changed as follows to allow presenters to be released from the meeting:

10.3            Waihī Beach Stormwater

10.4            Waihī Beach Library & Community Hub Revised Concept Plan

10.5            Te Puke Wastewater Treatment Plant Progress Report

10.6:            Resolution to Exclude the Public:

                   Confidential:   12.1: Waka Kotahi (NZTA) Update on Western Bay Projects

10.7             Proposal to Extend Lease Area – Katikati rugby and sports Incorporated –

                   Moore Park

10.8            Te Puna Station Road Proposal to Open One Lane

10.9             No. 4 Road Bridge Reinstatement

10.10            No. 1 Road Rehabilitation and Widening Programme

10.11             Operational risk and Scorecard Report quarterly Update Ending June 2023.

Resolution  PMC23-3.4

Moved:          Cr A Henry

Seconded:    Cr A Wichers

That, in accordance with standing orders, the order of report business be changed to the following order to allow presenters to be released from the meeting:

10.3        Waihī Beach Stormwater

10.4        Waihī Beach Library & Community Hub Revised Concept Plan

10.5        Te Puke Wastewater Treatment Plant Progress Report

10.6:        Resolution to Exclude the Public:

               Confidential:   12.1: Waka Kotahi (NZTA) Update on Western Bay Projects

10.7       Proposal to Extend Lease Area – Katikati rugby and sports Incorporated – Moore

              Park

10.8       Te Puna Station Road Proposal to Open One Lane

10.9       No. 4 Road Bridge Reinstatement

10.10     No. 1 Road Rehabilitation and Widening Programme

10.11       Operational risk and Scorecard Report quarterly Update Ending June 2023

Carried

10.3         Waihī Beach Stormwater

The Committee considered a report dated 8 August 2023 from the Asset and Capital Manager who took the report as read.

Ross Goudie (Chairperson – Waihī Beach Community Board) and Rob and Sue Hope (SWAT: Storm Water Action Team - Waihī Beach) were in attendance to speak to this item.  They Tabled Item 1: ‘Addendum – Jenkinson Street Lane’ and provided the following comments:

·        SWAT was pleased to be involved in the Stormwater Laison Group and was working towards the immediate upgrade of the stormwater system.

·        It was felt that some of the projects rated as three (not immediate) could be done straight away. 

·        Was Council going to address the issue of consents for hard (paving and driveways) areas?  It was felt this had a major impact on Waihī Beach in terms of flooding/stormwater.

·        The people living in Jenkinson Street Lane were very concerned about their future in terms of personal safety and property damage, and the effect of drains on the Pensioner Flats.

·        The entrance to the dam storeway was full of vegetation, majorly affecting the effectiveness of the spillway.  This needed to be maintained regularly.

·        There was an element of understanding amongst residents around the nature of the land at Waihī Beach regarding flooding, however, there was still a lot of discontent.

·                   

The Waihī Beach Chairperson spoke to Tabled Item 1, and thanked Council stormwater staff for all their hard work and dedication so far in supporting and finding solutions for the Waihī Beach community.

PowerPoint Presentation from Staff: Waihī Beach Stormwater

The Infrastructure Engineer, Stormwater spoke to a Waihī Beach Stormwater PowerPoint presentation summarising the following points:

·        Waihī Beach Stormwater History;

·        The Waihī Beach Challenge;

·        Two Mile Creek;

·        One Mile Creek;

·        Browns Drive;

·        Wallnutt Avenue;

·        Darley Drain;

·        Leo Street;

·        Marine Avenue;

·        Brighton Avenue;

·        Palm Grove;

·        Hillview Road;

·        Citrus Avenue – Didsbury Drive;

·        Progress since 29 May event ;

·        Flood extents;

·        What are we doing differently;

·        Stormwater liaison group;

·        Project list;

·        Projects complexity scale 2;

·        Projects complexity scale 3; and

·        Feedback on liaison group.

Staff responded to questions as follows:

·        Private land holders with holding ponds had to have a maintenance program as required by their resource consent.  However, the rainfall event was larger than what was specified in these comprehensive consents.

·        In terms of levels of comfort within the Waihī Beach community, it was about looking at what levels of flooding risk could be reduced/mitigated and what infrastructure upgrades could be implemented. 

·        It was important to acknowledge that even with the above interventions, there would still be parts of Waihī Beach that would flood, as well as some residual risks, after work was completed. 

·        Part of the original scope of the Waihī Beach earth dam was an upgrade as it was considered a high risk dam, in particular regarding the properties near the camp ground.  One of the conditions of it being a high risk dam was that it had to be able to cope with a one in one hundred year event.

11:50am   Cr Sole withdrew from the meeting via zoom

The Capital Projects Team Leader spoke to the remainder of the PowerPoint presentation regarding Two Mile Creek summarising the following points:

·        Two Mile Creek extension;

·        Two Mile Creek extension Stage 1;

·        Two Mile Creek Extension Stage 2; and

·        And Indicative timeline.

12:10pm   Cr Sole re-joined the meeting via zoom

The General Manager Infrastructure made the following comments:

·        There would be no impact on the 2023/2024 rates, but debt levels would increase.

·        Through the next phase of work there may be some future operations that would come through the Long Term Plan process around costings for each individual project and timing. 

·        It had been agreed with the Department of Internal Affairs that this increased debt would be transferred to the water services entity.   The current expenditure profile was what was showing to be transferred in terms of debt. 

Resolution  PMC23-3.5

Moved:           Cr M Murray-Benge

Seconded:     Cr A Henry

1.             That the Asset and Capital Manager’s report dated 8 August 2023 titled ‘Waihī Beach Stormwater’ be received.

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

3.           That it be noted that projects with a project complexity scale of 1 are a mixture of minor capital, operational and investigation and that these will be progressed over the 2023/24 year. 

4.           That for Complexity Scale 2 the Committee approves progressing as priority projects the initial design of all large capital works set out in the table below:

5.           That for Complexity Scale 3 Projects the Committee approves progressing as priority projects  the high-level concept design and prioritisation as set out in the table below, noting that this will be undertaken with the Liaison Group.

6.       That it be noted that the cost of progressing as a priority the Complexity Scale 2 and 3 projects as set out in the tables will be funded by bringing forward funding from within the Long Term Plan

7.       That the extension to the Two Mile Creek bank protection works upstream to           the Te Mata block be approved subject to landowner sign off and an approved resource consent variation at an approximate cost of $1,000,000 funded from the existing Two Mile Creek Budget.

Carried

10.4         Waihī Beach Library & Community Hub Revised Concept Plan

The Committee considered a report dated 8 August 2023 from the Project Manager who took the report as read and spoke to a PowerPoint presentation summarising the  main points as follows:

·        Modern Libraries;

·        Project Background;

·        Initial concept design;

·        Revised concept design;

·        Summary of changes;

·        Analysis of QS report; and

·        Funding and the Long Term Plan.

The Waihī Beach Community Board Chairperson responded to a question as follows:

·        Waihī Beach definitely needed more community spaces and would like to see Council proceed with the revised Library & Community Hub concept plan, and be kept in the loop regarding progress.  

Resolution  PMC23-3.6

Moved:          Cr A Henry

Seconded:    Mayor J Denyer

1.              That the Project Manager’s report dated 8 August 2023 titled ‘Waihī Beach Library and Community Hub Revised Concept Plan’ 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 Projects and Monitoring Committee approve the Waihī Beach Library & Community Hub Revised Concept Plan and agree to proceed with the full design.

Carried

10.5         Te Puke Wastewater Treatment Plant Progress Report

The Committee considered a report dated 8 August 2023 from the Water Services Director who took the report as read and spoke to a PowerPoint presentation summarising the following:

·        Te Puke Wastewater Treatment Plant Progress – Current Design; and

·        Te Puke Wastewater Treatment Plant Progress – Timing of Works.

The Water Services Director responded to questions as follows:

·        Bay of Plenty Regional Council deadline conditions needed to be met circa mid 2025. However, further considerations/other arrangements may have to be sought as it was thought these deadlines would not be able to be met.

·        The project was expected to be completed June 2026.

Resolution  PMC23-3.7

Moved:           Mayor J Denyer

Seconded:     Cr D Thwaites

1.             That the Water Services Director’s report dated 8 August 2023, titled ‘Te Puke Wastewater Treatment Plant Progress Report’, be received.

2.           That Council endorses the establishment of a governance and steering group for management of the Te Puke Wastewater Treatment Plant Upgrade.

         And

3.           That Deputy Mayor John Scrimgeour and Councillor Andy Wichers be appointed on the Te Puke Wastewater Treatment Plant upgrade governance group.

         And

4.           That Councillors Grant Dally and Richard Crawford be appointed on the Te Puke Wastewater Steering Group.

Carried

10.6          resolution to exclude the public

Resolution  PMC23-3.8

Moved:           Cr M Murray-Benge

Seconded:     Cr R Joyce

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter 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 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Carried

10.7         Proposal to extend lease area - Katikati Rugby and Sports Incorporated -  Moore Park

The Committee considered a report dated 8 August 2023 from the Reserves and Facilities Manager.  The report was taken as read.

Resolution  PMC23-3.9

Moved:           Cr R Joyce

Seconded:     Cr A Sole

1.             That the Reserves and Facilities Manager’s report dated 8 August 2023 and titled Proposal to extend lease area - Katikati Rugby and Sports Incorporated -  Moore Park’ 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 Council approves in principle to extending the lease area over Section 6 SO 453028, being part of Moore Park, by approximately 24m².

4.           If approval in principle is given, such approval must not be construed by the applicant, as a guarantee that all other consents required by any policy, by-law, regulation, or statute, will be forthcoming.  The applicant is responsible for obtaining all required consents at its own cost.

         AND

5.           If approval in principle is given, that staff be directed to publicly notify the proposal in terms of Section 119 of the Reserves Act 1977.

Carried

10.8         Te Puna Station Road Proposal to Open One Lane

The Committee considered a report dated 8 August 2023 from the Senior Transportation Engineer who took the report as read and spoke to a PowerPoint presentation summarising the main points as follows:

·        Clarke Road residents concerns;

·        Slip site – current status;

·        One way, on-lane, temporary traffic management layout (1 of 2); and

·        Proposal to open one lane to one-way eastbound traffic.

The General Manager Infrastructure responded to questions as follows:

·        Initially, the full impact on Clarke Road with the closure of Te Puna Station Road was underestimated. 

·        There was still a possibility to do consultation but it was a question of how broadly this was needed.  It could be implemented over the next two to three weeks.

·        Te Puna Station Road was not a priority due to limited engineering resources at this time, where other site repairs had to take priority.

·        Reopening to one lane was possible but not to two lanes as there was a significant cost that went with this.

·        It could be possible to do two lanes using the Governments storm damage funding, however it was uncertain as to whether it would meet the requirements for funding under emergency works.   If it didn’t meet the requirements and there was no business case for it, it would have to be 100% Council funded.

·        Staff needed to go through the options assessments which included discussion with Waka Kotahi.                                           

The General Manager Regulatory Services responded to questions as follows:

·        There was an opportunity through most resource consents to carry out a review of conditions. 

·        JMC Civil Construction Limited (who could not currently use Te Puna Station Road or Clarke Road) had been approached by Council to do a review of their resource consent conditions.

Resolution  PMC23-3.10

Moved:           Mayor J Denyer

Seconded:    Cr D Thwaites

1.             That the Senior Transportation Engineer’s report dated 8 August 2023 titled ‘Te Puna Station Road Proposal to Open One Lane’ 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 Council staff consult with the Te Puna community and wider district on the proposal to reopen Te Puna Station Road on a temporary basis, one way, to east bound traffic.

 Carried

10.9         No.4 Road Bridge Reinstatement

The Committee considered a report dated 8 August 2023 from the Senior Transportation Engineer who took the report as read and spoke to a PowerPoint presentation summarising the main points as follows:

·        Former bridge storm damage;

·        Temporary Bailey Bridge; and

·        Options 1 – 4.

Resolution  PMC23-3.11

Moved:           Cr A Wichers

Seconded:    Cr M Grainger

1.             That the Senior Transportation Engineer’s report dated 8 August 2023 titled ‘No. 4 Road Bridge - Reinstatement’ 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 Projects and Monitoring Committee approve Council staff seeking feedback from the No. 4 Road community and other key stakeholders.

Carried

10.10       No.1 Road Rehabilitation and Widening Programme

The Committee considered a report dated 8 August 2023 from the Senior Transportation Engineer who took the report as read and spoke to a PowerPoint presentation summarising the main points as follows:

·        No. 1 Road Rehabilitation and Widening – maintenance treatments;

·        Map of sections of road; and

·        Road section statistics.

The General Manager Infrastructure responded to questions as follows:

·        It would be desirable to have a shared pathway but the reality was there was no budget (or external funding) for this at the moment to support it.

·        The plan at the moment was to proceed with the widening and road rehabilitation and revisit putting in a pathway in the future.

Resolution  PMC23-3.12

Moved:          Cr G Dally

Seconded:   Cr M Murray-Benge

1.             That the Senior Transportation Engineer’s report dated 8 August 2023 titled ‘No.1 Road Rehabilitation and Widening Programme’ 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 Project and Monitoring Committee approves proceeding with pavement reconstruction and widening of sections 2 & 3 and vertical realignment for the future Cannell Farm Drive extension.

            And

4.           That implementation of the shared path be reconsidered once sections 2 and 3 of No 1 Road rehabilitation and widening have been completed.

Carried

10.11        Operational Risk and Scorecard Report Quarterly Update Ending June 2023

The Committee considered a report dated 8 August 2023 from the Executive Assistant, Infrastructure Group who took the report as read.

The Operations Manager spoke to a PowerPoint presentation on the following items:

·        Heron Crescent

·        Middlebrook Drive

Staff responded to questions as follows:

Elder Housing:

·        Ngai Tamawhariua could not fund the costs associated with consenting to remediate the land or the remediating of the housing units to have them in a habitable state to be lived in. 

Resolution  PMC23-3.13

Moved:          Cr T Coxhead

Seconded:    Cr M Grainger

That the Executive Assistant, Infrastructure Group’s report, dated 8 August 2023, titled ‘Operational Risk and Scorecard Report Quarterly Update Ending 30 June 2023’ be received.

Carried

11.1           Waihī Beach Pensioner Housing

The Committee considered a report dated 8 August 2023 from the Operations Manager who took the report as read and advised the Committee that the Property Team were in contact with the Waihī Beach pensioner housing tenants on a weekly basis and answered any questions they may have.

Resolution  PMC23-3.14

Moved:          Cr M Grainger

Seconded:    Deputy Mayor J Scrimgeour

1.   That the Operations Manager’s report dated 8 August 2023 titled ‘Waihī Beach Pensioner Housing’ be received.

Carried

11.2           Hall Committee Process

The Committee considered a report dated 8 August 2023 from the Operations Manager who took the report as read.

Resolution  PMC23-3.15

Moved:          Cr M Murray-Benge

Seconded:    Cr R Joyce

1.   That the Operations Manager’s report dated 8 August 2023, titled ’Hall Committee Process’ be received.

Carried

9.1            Bancorp Treasury Update and Presentation

The Committee considered a report dated 15 August 2023 from the Chief Financial Officer, who took the report as read.  

Mr Suresh Ranchood (Head of Treasury Advisory) and Mr Ross Woodfield (Bancorp Client Advisor) were in attendance via Zoom. They spoke to a PowerPoint presentation, summarising the following points:

Audit, Risk, and Finance Update:

·        Consumers Price Index (CPI) past peak inflation but China (our customer) is a big worry;

·        New Zealand CPI – Annual June 2023;

·        New Zealand commodity prices back near three year lows;

·        New Zealand bank lending growth;

·        Global house prices – New Zealand was No. 2 behind Turkey in 2021;

·        The New Zealand housing market;

·        Consumer confidence picking up;

·        New Zealand OCR, BKBM and swap rates; and

·        Forward Swaps Grid.

The presenters responded to questions as follows:

·        A factor contributing to the economy at the moment was that a lot of migrants were entering the country, but a lot of skilled people were leaving the country.  This was worrying in terms of what was happening at a sector level, i.e., losing essential skilled workers. 

·        The half billion dollars transferred from the Treasury to the Reserve Bank was essentially to support the Reserve Bank’s balance sheet.

Resolution  ARF23-3.1

Moved:          Cr R Joyce

Seconded:   Cr R Crawford

1.             That the Chief Financial Officer’s report dated 15 August 2023 titled ‘Bancorp Treasury Update and Presentation’ be received.

Carried

10.1          Change to Order of Business

The Chairperson requested that the order of business be changed as follows: that item 10.1 remain the same and that item 10.6: ‘Letter of Representation - Debenture Trust Deed Audit’ be brought forward and be addressed as the second item of report business in order to release a presenter from the meeting.

Resolution  ARF23-3.2

Moved:          Cr M Murray-Benge

Seconded:    Deputy Mayor J Scrimgeour

That, in accordance with Standing Orders, the order of business be changed as follows: that item 10.1 remain the same and that item 10.6: ‘Letter of Representation - Debenture Trust Deed Audit’ be brought forward and be addressed as the second item of report business in order to release a presenter from the meeting.

Carried

10.2         Audit Plan, Audit Fees and Engagement for the year ended 30 June 2023

The Committee considered a report dated 15 August 2023 from the Finance Manager. The report was taken as read.  The Chief Financial Officer provided a summary of the report.  

Mr Leon Pieterse (Audit New Zealand) was in attendance to speak to the report and noted the following:

·        There were a number of assumptions and judgements made in revaluations, which formed quite a big portion of Council’s balance sheet.  Audit New Zealand was working very closely with the Finance Team towards adopting the Annual Report as scheduled on 26 October 2023.

·        The recent weather events meant that some difficult decisions had to be made.  A close watch was being kept on assets and service delivery.

·        Over the last six years, auditing had become much more complex which required the right level and number of staff.  In the past, Audit New Zealand had undercharged local authorities for its services.  As such, it had increased its number of staff over the last year which impacted charge out rates and therefore fees.  At the moment, audit fees were based on hours and were set.  If circumstances changed, this would be revisited. 

·        International auditing standards were used and converted to apply to New Zealand public sectors.

·        Audit New Zealand regularly talked with Council’s Finance Team and made sure they were on the same page.  It was critical that Council knew the condition of its assets through valuations, information from Council’s engineers, and asset value plans.  Valuers were independent from Audit New Zealand and from Council. 

·        Audit New Zealand was an organisation independent from the Government.  It was a business arm of the Auditor-General’s office.  This was critical to ensure its independence. 

Resolution  ARF23-3.3

Moved:          Mayor J Denyer

Seconded:   Cr M Murray-Benge

1.             That the Finance Manager’s report dated 15 August 2023 titled ‘Audit Plan, Audit Fees and Engagement for the Year Ended 30 June 2023’ be received.

Carried

10.3         Letter of Representation - Debenture Trust Deed Audit

The Committee considered a report dated 15 August 2023 from the Finance Manager.  The report was taken as read.  The Chief Financial Officer provided a summary of the report.  

Mr Leon Pieterse responded to questions as follows:

·        The audit would also test the reported governance in relation to the Debenture Trust Deed, and how they were calculated.

Resolution  ARF23-3.4

Moved:          Deputy Mayor J Scrimgeour

Seconded:    Cr M Murray-Benge

1.             That the Finance Manager’s report dated 15 August 2023 titled ‘Letter of Representation – Debenture Trust Deed Audit’ be received.

Carried

10.4         Health and Safety Report - August 2023

The Committee considered a report dated 15 August 2023 from the Health, Safety and Wellbeing Lead who took the report as read, summarising the main points.

Staff responded to questions as follows:

·        A strategy for improving the health, safety, and wellbeing of employees had been developed, and was on Health and Safety’s agenda to roll out to the teams for the remainder of the year. 

·        It was important that employees felt secure enough to report incidences, including around mental health and wellbeing.

·        Librarians and Animal Services were a risk.  A range of changes were occurring around processes and service delivery with key stakeholders, as well as the introduction of new technology.

·        Contractors to Council were separate as such, but Council was still accountable for them legislatively in terms of health and safety and the Health and Safety Act 2015.

Resolution  ARF23-3.5

Moved:          Cr R Crawford

Seconded:   Mayor J Denyer

1.             That the Health, Safety and Wellbeing Lead’s report dated 15 August 2023 titled ‘Health and Safety Report – August 2023’ be received.

Carried

10.5         Risk and Assurance Report August 2023

The Committee considered a report dated 15 August 2023 from the Risk and Assurance Manager, who took the report as read, summarising the main points.

Staff responded to questions as follows:

With the different start dates for the Three Waters transition, there would be job guarantees but there may also be some unfilled positions, which would give other people the opportunity to apply for them. 

Resolution  ARF23-3.6

Moved:          Cr R Joyce

Seconded:    Cr T Coxhead

That the Risk and Assurance Manager’s report dated 15 August 2023 titled ‘Risk and Assurance Report August 2023’ be received.

Carried

10.6         Review of Accounting Policies and Key Accounting Judgements

The Committee considered a report dated 15 August 2023 from the Finance Manager.  The report was taken as read.  The Chief Financial Officer provided a summary of the report.

Staff responded to questions as follows:

·        A financial instrument was a monetary contract that could be traded such as a stock or bond.

·        The Local Government Funding Agency was now creating ‘Sustainable Loans’ which had a different set of criteria, and which reduced the cost of borrowing.  The Finance Team would look at this opportunity moving forward.

Resolution  ARF23-3.7

Moved:          Cr M Grainger

Seconded:   Cr M Murray-Benge

1.             That the Finance Manager’s report dated 15 August 2023 titled ‘Review of Accounting Policies and Key Accounting Judgements’ be received.

Carried

10.7         Financial Performance Update 31 May 2023

The Committee considered a report dated 15 August 2023 from the Finance Manager.  The report was taken as read.  The Chief Financial Officer provided a summary of the report.

Staff responded to questions as follows:

·        When rating for activities, any residual funds went back into the current account of that activity, and this could be drawn on in the future.

·        The extreme weather events this year had an impact on the focus of the Finance Team and the risk profile.  There was an opportunity to review the program moving into the Long Term Plan. 

·        Going forward, moving through the Long Term Plan, the Finance Team would identify project management frameworks for projects that included realistic time frames and work involved.

12.01pm      Cr Thwaites withdrew from the meeting via Zoom.

Resolution  ARF23-3.8

Moved:          Deputy Mayor J Scrimgeour

Seconded:    Cr R Joyce

2.           That the Finance Manager’s report dated 15 August 2023 titled ‘Financial Performance Update 31 May 2023’ be received.

Carried

11.1           Audit, Risk and Finance Committee Work Programme

The Committee considered a report dated 15 August 2023 from the Risk and Assurance Manager who took the report as read, summarising the main points.

Resolution  ARF23-3.9

Moved:         Cr M Murray-Benge

Seconded:    Cr M Grainger

1.             That the Risk and Assurance Manager’s report dated 15 August 2023 titled ‘Audit, Risk and Finance Committee Work Programme’ be received.

Carried

Apology

Resolution  SPC23-5.1

Moved:                         Cr D Thwaites

Seconded:         Cr R Joyce

That the apology for absence from Cr Henry and apology for lateness from Cr Sole be accepted.

Carried

10.1          Submission on 'He Tohu Huarahi Māori bilingual traffic signs consultation'

The Committee considered a report dated 17 August 2023 from the Senior Policy Analyst. The report was taken as read.

12.17pm      Cr Sole entered the meeting via zoom.

The following comments were made by Elected Members:

·        Could consideration be given to having the final submission circulated to Elected Members prior to it being submitted?

·        There was some concern regarding the content of the submission and whether the Elected Members felt they had the opportunity to debate all content prior to it being submitted.

Resolution  SPC23-5.2

Moved:                         Cr R Crawford

Seconded:         Cr M Murray-Benge

1.             That the Senior Policy Analyst’s report dated 17 August 2023 titled ‘Submission on He Tohu Huarahi Māori Bilingual Traffic Signs Consultation’ be received.

2.           That the submission, shown as Attachment 1 to this report, be received by the Strategy and Policy Committee and the information noted.

Carried

10.2         Submission on Water Services Entities Amendment Bill

The Committee considered a report dated 17 August 2023 from the Strategic Advisor: Legislative Reform and Special Projects, who provided the Committee with the below updates:

·        The Bill received its third reading on Wednesday 16 August 2023.

·        Amendments were made, based on Councils submission, to allow Council to continue charging and collecting Financial Contributions.

The following comments were made by Elected Members:

·        When was it appropriate to use the term ‘broad range of opinions’ in a submission?

Resolution  SPC23-5.3

Moved:                         Cr M Grainger

Seconded:         Cr T Coxhead

1.             That the Strategic Advisor: Legislative Reform and Special Projects report dated 17 August 2023 titled ‘Submission on Water Services Entities Amendment Bill’ be received.

2.           That the submission, shown as Attachment 1 to this report, be received by the Strategy and Policy Committee and the information is noted.

Carried

10.3         Investigation of the options for funding growth-related infrastructure

The Committee considered a report dated 17 August 2023 from the Strategic Policy and Planning Programme Director, who provided the Committee with a brief overview of the report presented.

Staff responded to pātai as follows:

·        The Resource Management Legislation Reform contemplated a move away from Financial Contributions, noting that it created another mechanism, referred to as ‘Environmental Contributions’. When those Bills received royal descent, it would be possible to see what form and function Environmental Contributions had, noting that this would form part of the suite of considerations through this piece of work. Staff suggested that the amendment to the Local Government Act (LGA) 2002 was the primary catalyst for the majority of councils in the country moving to Development Contributions over Financial Contributions.

Resolution  SPC23-5.4

Moved:                         Cr M Murray-Benge

Seconded:         Cr R Joyce

1.             That the Strategic Policy and Planning Programme Director’s report dated 17 August 2023 titled ‘Investigation of the Options for Funding Growth-Related Infrastructure’ 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 resolves to progress further investigations on the options available for funding growth-related infrastructure. These investigations would include consideration of the matters identified in phase two of the Utility NZ report.

4.           That the Committee notes that a decision document relating to the financial contributions for 2023/24 will be prepared for adoption by Council alongside the final Financial Contributions 2023/24, and that the decision document will be in general accordance with the Long-term and Annual Plan Committee resolutions contained in the minutes of APLTP23-6 dated 10 August 2023, and the Strategy and Policy Committee resolutions contained in the minutes of SPC23-5 dated 17 August 2023.

Carried

9.1            Establishment of Māori Wards 2023

Council considered a report dated 17 August 2023 from the Strategic Kaupapa Māori Manager who took the report as read and welcomed and acknowledged iwi and all others in attendance today.

The Deputy CEO/General Manager Strategy and Community responded to a question as follows:

·          The costs associated with holding an election that established Māori Wards would be included within budgeted expenditure for the ordinary local body election, which was budgeted for and transparently included in Council’s Long Term Plan. 

Resolution  CL23-13.1

Moved:           Cr R Joyce

Seconded:    Cr M Grainger

1.             That the Strategic Kaupapa Māori Manager’s report dated 17 August 2023 titled ‘Establishment of Māori Wards 2023’ be received.

CARRIED

Resolution  CL23-13.2

Moved:            Cr M Murray-Benge

Seconded:     Cr A Henry

2.      That the reports relates to an issue that is considered to be of medium significance in terms of Council’s Significance and engagement Policy.

CARRIED

Resolution  CL23-13.3

Moved:           Deputy Mayor J Scrimgeour

Seconded:    Cr A Wichers

2.            

3.           That, in accordance with the discretion conferred by section 19z of the Local Electoral Act 2001, Māori Ward(s) shall be established for the next two triennial elections in 2025 and 2028.

Carried

A division was called a recorded as follows:

In Favour:      Mayor J Denyer, Deputy Mayor J Scrimgeour, Crs R Crawford, G Dally, M Grainger, A Henry, R Joyce, D Thwaites and A Wichers

Against:         Crs T Coxhead, M Murray-Benge and A Sole

carried 9/3

Apology

RESOLUTION CL23-14.1

Moved:          Cr A Henry

Seconded:    Cr M Murray-Benge

That the apology for lateness from Cr R Joyce be accepted.

Carried

5.1            Consideration of A late open item

The Chairperson advised there was one late item for Council to consider for inclusion in the open section of the agenda, being Supplementary Report: Recommendation from the Annual Plan Long Term Plan Committee – Adoption of the Annual Plan 2023/24.

The reason that this item was not included on the agenda was that it was necessary to update a document and it could not be delayed to the next scheduled Council meeting because it was needed to resolve item 12.1 of this agenda (CL23-14).

RESOLUTION CL23-14.2

Moved:         Cr M Grainger

Seconded:   Cr T Coxhead

That, in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act, the following item be considered as a late item of open business:

     Supplementary Report: Recommendation from the Annual Plan Long Term Plan Committee – Adoption of the Annual Plan 2023/24.

Carried

5.2           Consideration of a late confidential item

The Chairperson advised there was one late confidential item for Council to consider for inclusion in the public excluded section of the agenda, being Supplementary Confidential Report: Recommendary Report from the Chief Executive Employment Sub Committee.

The reason that this item was not included on the agenda was because further negotiations were necessary, and it could not be delayed to the next scheduled Council meeting because a presenter had been scheduled for this Council meeting (CL23-14).

RESOLUTION CL23-14.3

Moved:         Cr M Grainger

Seconded:   Cr T Coxhead

1.      That the public be excluded from the following part of this meeting namely: the closed section.

2.    That in accordance with Section 46A (7) of the Local Government Official Information and Meetings Act the following item be considered as a late item of confidential business:

               I.           ‘Supplementary Confidential Report: Recommendary Report from the Chief Executive Employment Sub Committee’.

The general subject to 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:

Carried

9.1            Minutes of the Katikati Community Board Meeting held on 26 July 2023

RESOLUTION CL23-14.4

Moved:          Cr A Henry

Seconded:   Cr T Coxhead

That the Minutes of the Katikati Community Board Meeting held on 26 July 2023 be received.

Carried

9.2           Minutes of the Ōmokoroa Community Board Meeting held on 1 August 2023

RESOLUTION CL23-14.5

Moved:         Cr M Grainger

Seconded:   Cr D Thwaites

That the Minutes of the Ōmokoroa Community Board Meeting held on 1 August 2023 be received.

Carried

9.3           Minutes of the Te Puke Community Board Meeting held on 3 August 2023

RESOLUTION CL23-14.6

Moved:         Cr G Dally

Seconded:   Cr A Wichers

That the Minutes of the Te Puke Community Board Meeting held on 3 August 2023 be received.

Carried

9.4           Minutes of the Maketu Community Board Meeting held on 8 August 2023

RESOLUTION CL23-14.7

Moved:         Cr R Crawford

Seconded:   Deputy Mayor J Scrimgeour

That the Minutes of the Maketu Community Board Meeting held on 8 August 2023 be received.

Carried

9.5           Minutes of the Waihī Beach Community Board Meeting held on 14 August 2023

RESOLUTION CL23-14.8

Moved:         Cr A Henry

Seconded:   Cr M Murray-Benge

That the Minutes of the Waihī Beach Community Board Meeting held on 14 August 2023 be received.

Carried

10.1          Minutes of the Council Meeting held on 20 July 2023

RESOLUTION CL23-14.9

Moved:         Mayor J Denyer

Seconded:   Deputy Mayor J Scrimgeour

1.             That the Minutes of the Council Meeting held on 20 July 2023 be confirmed as a true and correct record and the recommendations therein be adopted.

2.           That the Chairperson’s electronic signature be inserted into the confirmed minutes.

Carried

10.2         Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 25 July 2023

RESOLUTION CL23-14.10

Moved:         Deputy Mayor J Scrimgeour

Seconded:   Cr D Thwaites

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 25 July 2023 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

10.3         Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 10 August 2023

RESOLUTION CL23-14.11

Moved:         Cr M Murray-Benge

Seconded:   Cr A Wichers

That the Minutes of the Annual Plan and Long Term Plan Committee Meeting held on 10 August 2023 be confirmed as a true and correct record and the recommendations therein be adopted.

Carried

11.1           Minutes of the Te Kāhui Mana Whenua o Tauranga Moana Meeting held on 26 July 2023

Resolution  CL23-14.12

Moved:         Mayor J Denyer

Seconded:   Cr M Grainger

That the Minutes of the Te Kāhui Mana Whenua o Tauranga Moana Meeting held on 26 July 2023 be received.

Carried

11.2           Minutes of the Te Ihu o te Waka o Te Arawa Meeting held on 9 August 2023

Resolution  CL23-14.13

Moved:         Cr A Wichers

Seconded:   Cr R Crawford

That the Minutes of the Te Ihu o te Waka o Te Arawa Meeting held on 9 August 2023 be received with the following amendment made:

·             That Mayor James Denyer’s name be added to the attendance list.

Carried

12.1           Change to Order of Business

The Chairperson requested that the next item of business be late open item: ‘Supplementary Report: Recommendation from the Annual Plan Long Term Plan Committee – Adoption of the Annual Plan 2023/24’, in order to resolve item 12.1 of this agenda (CL23-14).

RESOLUTION CL23-14.14

Moved:          Cr M Grainger

Seconded:    Cr A Henry

That, in accordance with Standing Orders, the order of business be changed and that late open item ‘Supplementary Report: Recommendation from the Annual Plan Long Term Plan Committee – Adoption of the Annual Plan 2023/24’ be dealt with as the next item of business.

Carried

12.2          ‘Supplementary Report: Recommendation from the Annual Plan Long Term Plan Committee – Adoption of the Annual Plan 2023/24’

The Committee considered a report from the Senior Governance Advisor.  The report was taken as read.

Resolution  CL23-14.15

Moved:           Deputy Mayor J Scrimgeour

Seconded:    Cr A Wichers

1.             That the Senior Governance Advisor’s report dated 30 August 2023 titled ‘Supplementary Report: Recommendation from the Annual Plan Long Term Plan Committee - Adoption of the annual Plan 2023/2024’ 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 updated Annual Plan 2023/24, as contained in Attachment A of this report, be received.

4.           That the updated Annual Plan 2023/24, as contained in
Attachment A of this report replaces Attachment A included within the recommendatory report from the Annual Plan and Long Term Plan Committee – Adoption of the Annual Plan [Item 12.1 – Council Agenda CL23-14].

Carried

12.3          Recommendatory report from Annual Plan and Long Term Plan Committee – Adoption of the Annual Plan 2023/24

Council considered a report dated 30 August 2023 from the Senior Policy Analyst,  who took the report as read and noted the following points:

·             The project ‘radio frequency identification technology for libraries’ was technology used to track library books.

·             The rate increase was caused by weather events and the inflationary environment.

RESOLUTION CL23-14.16

Moved:          Deputy Mayor J Scrimgeour

Seconded:   Cr M Grainger

1.             That the Senior Policy Analyst’s report dated 30 August 2023, titled ‘Recommendatory report from Annual Plan and Long Term Plan Committee – Adoption of the Annual Plan 2023/24’ be received.

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

3.           In accordance with section 80 of the Local Government Act 2002, Council acknowledges that the average rate increase of 7.04% contained in the Annual Plan 2023/24 is inconsistent with Council’s Financial Strategy, the reason is due to significantly higher than predicted inflation and economic pressures.  Council does intend to review the Financial Strategy as part of the Long Term Plan 2024-2034.

4.           As recommended by the Annual Plan and Long Term Plan Committee the Annual Plan 2023/24 be adopted as contained in Attachment A of the supplementary (late) report item 11.1 of the 30 August 2023 Council Agenda. The recommendations of the Annual Plan and Long Term Plan Committee are set out in Attachment B of this report.

5.           As recommended by the Annual Plan and Long Term Plan Committee the Financial Contributions Schedule 2023/24 be adopted as contained in Attachment C with the Disclosure Tables for Financial Contributions 2023/24 as contained in Attachment D.

6.           That, as the formal response to submitters, Council approves the Decision Document (as contained in Attachment E), for all submitters, for dissemination as soon as practicable, following the adoption of the Annual Plan 2023/24.

7.           That the Chief Executive Officer be delegated the authority to make such minor editorial changes to the Annual Plan 2023/24, and Financial Contributions Schedule 2023/24, and Decision Document, as may be required.

Carried

12.4         Setting of the Rates for 2023/24 Annual Plan

Council considered a report dated 30 August 2023 from the Revenue Lead, who took the report as read and noted the following points:

·             A minor amendment had been made to one of the titles in the recommendation: ‘Land Drainage targeted rate’ was changed to ‘Community Hall targeted rate.’

Resolution  CL23-14.17

Moved:         Cr M Murray-Benge

Seconded:   Cr A Henry

1.             That the Revenue Lead’s report dated 30 August 2023 titled ‘Setting of Rates for 2023/24 Annual Plan’ 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 Council sets the rates set out in resolutions 5, 6, and 10 under the Local Government (Rating) Act 2002, in accordance with the relevant provisions of the Funding Impact Statement in the Annual Plan for 2023/2024, on rating units in the district for the financial year commencing on 1 July 2023 and ending on 30 June 2024.

4.           All rates shall be inclusive of Goods and Services Tax (GST).

5.           General Rate

A general rate is set under section 13 of the Local Government (Rating) Act 2002 at:

A rate of $0.00077884 in the dollar of capital value on all rateable rating units   in the Western Bay of Plenty District.

Uniform Annual General Charge:

A uniform annual general charge is set under section 15(1)(a) of the Local Government (Rating) Act 2002 at:

A rate of $243.80 per rating unit.  

6.           Targeted Rates:

The following targeted rates are set under sections 16(4)(a), 16(4)(b) and 17 of the     Local Government (Rating) Act 2002.

Council sets volumetric water supply rates under section 19 of the Local Government (Rating) Act 2002:

7.           Under section 55 of the Local Government (Rating) Act 2002 and Council’s Discount for early payment of rates in current financial year Policy, a 3% discount will be issued on 10 October 2023 provided the conditions in the Policy are met.

8.           Under sections 57 and 58 of the Local Government (Rating) Act 2002, the following penalties be applied to unpaid rates, except water consumption rates (set under section 19 of the Local Government (Rating) Act):

                       i.          A charge of 10 percent on so much of any rates assessed before 1 July 2022, which remains unpaid on 1 July 2023, will be applied a penalty on 6 September 2023.

                      ii.          A charge of 10 percent on so much of any instalment that has been assessed after 1 July 2023 and which remains unpaid after the relevant due date stated above, to be added on 11 October 2023 for instalment one and 27 March 2024 for instalment two.

                    iii.          A charge of 10 percent on so much of any rates assessed before 1 July 2022, which remains unpaid six months after 9(i) above will be added on 6 March 2024.

9.           In accordance with its Rates Postponement for Homeowners Aged Over 65 years Policy, the Western Bay of Plenty District Council sets a $50.00 postponement fee under section 88 of the Local Government (Rating) Act 2002 for the financial year.

10.         A $50.00 fee will be added to the rates when Council grants postponement. This fee is non-refundable and covers the administration costs associated with processing the application.

11.           A $300.00 fee to be charged once professional counselling has commenced. This fee is to fund the cost of professional counselling so that an informed decision can be made by an applicant on whether to proceed with their application to join the scheme.

12.         Water supply rates / Invoices will be issued twice during the year.  The due dates for the financial year commencing 1 July 2023 and ending on 30 June 2024 are as follows:

Carried

12.5         Establishment of a Te Puke Spatial Plan Sub Committee

Council considered a report dated 30 August 2023 from the Strategic Advisor: Legislative Reform and Special Projects, who took the report as read and noted the following points:

·             The Sub-committee would be made up of members that had a particular interest in Te Puke, including Te Puke Community Board members, Maketu- Te Puke Councillors, and two iwi representatives from Te Ihu o te Waka o Te Arawa.

·             The positions of Chairperson and Deputy Chairperson would be decided by the Sub-committee.

Resolution  CL23-14.18

Moved:         Cr M Grainger

Seconded:   Cr T Coxhead

1.             That the Strategic Advisor: Legislative Reform and Special Projects report dated 30 August 2023 titled ‘Establishment of a Te Puke Spatial Plan Subcommittee’ 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 Council establishes a Te Puke Spatial Plan Subcommittee in accordance with the attached Terms of Reference.

4.           That the Te Puke Spatial Plan Subcommittee is disestablished following the adoption of the final Te Puke Spatial Plan.

Carried

12.6         Endorsement of the Sub-regional Transport System Operating Framework for submission to the Regional Transport Plan process

Council considered a report dated 30 August 2023 from the Senior Manager.  The report was taken as read.

Resolution  CL23-14.19

Moved:         Cr M Murray-Benge

Seconded:   Mayor J Denyer

1.             That the Senior Manager’s Report dated 30 August 2023 titled ‘Endorsement of the Sub-regional Transport System Operating Framework for Submission to the Regional Transport Plan Process’ 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 2023 Transport System Operating Framework, as detailed in Attachment 1 be endorsed for submission to the Regional Transport Committee.

And

4.           That it be noted that Council considers the Takitumu Northern Link Stage 2 is of high priority for Western Bay to:

·             Enable housing development in Ōmokoroa.

·             To reduce excessive congestion.

·             To enable modal shift.

5.           That Council endorse the Transport System Operating Framework, v2 programme, which includes the following components:

i.             Refresh Investment Objectives.

ii.            Refresh Programme including 86 prioritised projects.

iii.          Revised Transport System Plan (TSP) Executive Summary, which has been updated to reflect the refresh.

Carried

12.7          Community Matching Fund 2023

Council considered a report dated 30 August 2023 from the Community Outcomes Advisor.  The report was taken as read.

Staff responded to questions as follows:

·        Applicants provided details of their labour costs to the panel once their project was completed, and the panel determined a fair rate for payment.

·        Advertising for the Community Matching Fund was done through usual Council channels, social media, and the website. Staff were available to support potential candidates and undertook workshops in locations across the district.

·        The distribution of money by ward varied each year, and was dependent on the projects put forward. There were 61 successful applicants out of approximately 70 applications.

Resolution  CL23-14.20

Moved:         Cr M Grainger

Seconded:   Cr R Joyce

1.             That the Community Outcomes Advisor’s report dated 30 August 2023 titled ‘Community Matching Fund 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 Council note the 2023 Community Matching Fund distributions as follows:

General fund

Environmental fund

Carried

12.8         Tourism Bay of Plenty Statement of Intent 2023/24 to 2025/26

Council considered a report dated 30 August 2023 from the Community and Strategic Relationships Manager.  The report was taken as read.

Staff responded to questions as follows:

·        Councillors had been provided with the draft Tourism Bay of Plenty Draft Statement of Intent.  No changes had been requested. 

·        Tourism Bay of Plenty was working towards creating experiences in the Tauranga/Western Bay of Plenty area to attract tourists. Areas like Waihī Beach and Maketu could become destination stops for cruise ship tourist operators.

·        Tauranga City Council decided to provide additional funding to Tourism Bay of Plenty for a period of three years.  This had now ended, resulting in a reduction of funding.

·        Funding for Tourism Bay of Plenty would be discussed through the Long Term Plan process.

·        Bay of Plenty Regional Council required funding in the 2023/24 year for ‘The Green Room’ programme, which focused on sustainable business development for tourist operators.

Resolution  CL23-14.21

Moved:         Cr R Crawford

Seconded:   Cr T Coxhead

1.             That the Community and Strategic Relationships Manager’s report dated 30 August 2023 titled Tourism Bay of Plenty Statement of Intent 2023/24 to 2025/26, 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 Council receives the Tourism Bay of Plenty Statement of Intent 2023/24 to 2025/26, included as Attachment 1 to this report.

4.           That Council notes that Tauranga City Council, as joint shareholder, received the final Tourism Bay of Plenty Statement of Intent 2023/24 to 2025/26 at its Council meeting on 14th August 2023.

Carried

12.9          Annual Report on Dog Control Policy and Practices 2022-2023

Council considered a report dated 30 August 2023 from the Compliance and Monitoring Manager.  The report was taken as read.

Staff responded to questions as follows:

·        A team of five Animal Services Officers worked across the district to ensure dogs were registered, and that non-compliant owners had infringement notices sent to them.

·        In the past year, the number of known dogs decreased due to owners notifying Council that their dog was deceased, or that they were no longer in the district.

·        Expanding on-leash or leash free areas for dogs could be considered when the Dog Control Policy and Bylaw was reviewed.

·        The statutory report provided to the Department of Internal Affairs did not require Council’s dog euthanasia statistics.

·        Council endeavoured to adopt out as many dogs as possible.

Resolution  CL23-14.22

Moved:         Cr M Murray-Benge

Seconded:   Cr G Dally

1.             That the Compliance and Monitoring Manager’s report, dated 11 August 2023 titled ‘Annual Report on Dog Control Policy and Practices 2022-2023’ be received.

2.           That pursuant to Section 10A of the Dog Control Act 1996, the Western Bay of Plenty District Council Annual Report on Dog Control Policy, and Practices for 2022-2023 be adopted and publicly notified.

Carried

12.10        Annual Report on Western Bay of Plenty District Licensing Committee 2022-2023

Council considered a report dated 30 August 2023 from the Compliance and Monitoring Manager, who tool the report as read, summarising the main points.

Staff responded to questions as follows:

·        The revenues earned through alcohol licensing fees were prescribed by Central Government, and did not cover the costs of undertaking the licensing regulatory activities. Council had highlighted this to the Alcohol Regulatory and Licensing Authority.

·        Central Government was currently undertaking a review of the alcohol licensing fees.

·        In the last 12 months, there had been no lobbying activity regarding alcohol license applications. Legislation would soon change to allow anyone to object to an alcohol license application regardless of where they lived.

·        Council made a submission to the Sale and Supply of Alcohol Amendment Bill through the New Zealand Institute of Liquor Licensing Inspectors.

·        Te Puke and Maketu had a limit on the number of bottles stores allowed to operate in their respective areas. No new bottle stores could be established; however, owners could still sell their existing bottle store businesses.

·        An external contractor had been hired in 2022 to fill the role of Alcohol Licensing Inspector until a replacement could be hired.

Resolution  CL23-14.23

Moved:         Cr G Dally

Seconded:   Cr A Henry

That the Compliance and Monitoring Manager’s report dated 30 August 2023 titled ‘Annual Report on Western Bay of Plenty District Licensing Committee 2022-2023’ be received and the information noted.

Carried

12.11         Mayor's Report to Council

Council considered a report dated 30 August 2023 from the Senior Executive Assistant Mayor/CEO.  The report was taken as read.

Elected Members comments:

·        Councillors requested that future Mayor’s reports included a summary of his engagement at the Local Government New Zealand Conference, and a link to any relevant material.

·        A request was made for a breakdown of the Cyclone Gabrielle Disaster Relief Fund.

Resolution  CL23-14.24

Moved:         Cr M Grainger

Seconded:   Cr M Murray-Benge

That the Senior Executive Assistant to Mayor/CEO’s report dated 30 August 2023 titled ‘Mayors Report to Council’ be received.

Carried

13.1          Correspondence with the Ministry of Health regarding Fluoride

Council considered a report dated 30 August 2023 from the Senior Policy Analyst who took the report as read and noted the following point:

·        The infrastructure for fluoridation must be in place before 1 July 2025. Procurement processes for this project would need to start in early 2024.

Elected Members comment:

·        A request was made that staff provide a report to Councillors on whether there were grounds to pursue an interim injunction against the Director-General of Health’s directive to fluoridate water in Athenree. 

Resolution  CL23-14.25

Moved:         Cr M Grainger

Seconded:   Mayor J Denyer

That the Senior Policy Analyst’s report dated 30 August 2023, titled ‘Correspondence with the Ministry of Health Regarding Fluoride’, be received.

Carried