Agenda of Annual Plan and Long Term Plan Committee Meeting

Annual Plan and Long Term Plan Committee Meeting Agenda

12 March 2025

Annual Plan and Long Term Plan Committee

Membership:

Chairperson	Deputy Mayor John Scrimgeour
Deputy Chairperson	Cr Rodney Joyce
Members	Cr Tracey Coxhead Cr Grant Dally Mayor James Denyer Cr Murray Grainger Cr Anne Henry Cr Margaret Murray-Benge Cr Laura Rae Cr Allan Sole Cr Don Thwaites Cr Andy Wichers
Quorum	Six (6)
Frequency	As required

Role:

To manage the process of development of the Annual Plan, Long Term Plan and amendments, including the determination of the nature and extent of community
engagement approaches to be deployed.

Scope:

To undertake on behalf of Council all processes and actions precedent to the final adoption of the Annual Plan, Long Term Plan and any amendments including, but not limited to:

· The development of consultation documents and supporting information,

· Community engagement approaches and associated special consultative processes (if required), and

· The review of policies and strategies required to be adopted and consulted on under the Local Government Act 2002 including the financial strategy, treasury management strategies and the infrastructure strategy.

· In relation to the Annual Plan and Long Term Plan, listen to and receive the presentation of views by people and engage in spoken interaction in relation to any matters Council undertakes to consult under the Local Government Act 2002.

Receive audit reports in relation to the Long Term Plan and any amendments (prior to adopting a Consultation Document).

Power to act:

· To make all decisions necessary to fulfil the role and scope of the Committee subject to the limitations imposed, including the adoption for the purposes of consultation under the Local Government Act 2002 of the Consultation Document and Supporting Information.

· Receive audit reports in relation to the Long Term Plan and any amendments (prior to adopting a Consultation Document).

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.

1 Karakia

Whakatau mai te wairua Whakawātea mai te hinengaro Whakarite mai te tinana

Kia ea ai ngā mahi

Āe

Settle the spirit

Clear the mind

Prepare the body

To achieve what needs to be achieved.

Yes

2 Present

3 In Attendance

4 Apologies

5 Consideration of Late Items

6 Declarations of Interest

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest that they may have.

7 Public Excluded Items

8 Public Forum

A period of up to 30 minutes is set aside for a public forum. Members of the public may attend to address the Board for up to five minutes on items that fall within the delegations of the Board provided the matters are not subject to legal proceedings, or to a process providing for the hearing of submissions. Speakers may be questioned through the Chairperson by members, but questions must be confined to obtaining information or clarification on matters raised by the speaker. The Chairperson has discretion in regard to time extensions.

Such presentations do not form part of the formal business of the meeting, a brief record will be kept of matters raised during any public forum section of the meeting with matters for action to be referred through the customer relationship management system as a service request, while those requiring further investigation will be referred to the Chief Executive.

9 Presentations

Annual Plan and Long Term Plan Committee Meeting Agenda

12 March 2025

10 Reports

10.1 Adoption of Schedule of Fees and Charges for Public Consultation

File Number: A6660195

Author: Matthew Leighton, Finance Planning & Analysis Manager

Authoriser: Adele Henderson, General Manager Corporate Services

Executive Summary

Committee adoption of the draft Schedule of Fees and Charges 2025/26 (Attachment 1) and accompanying Statement of Proposal (Attachment 2) is sought to allow for consultation between 20 March and 20 April 2025.

Recommendation

1. That the Finance Planning & Analysis Manager’s report dated 12 March 2025 and titled ‘Adoption of Schedule of Fees and Charges for Public Consultation’ 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 in accordance with Sections 82 and 150 of the Local Government Act 2002, the Annual Plan Long Term Plan Committee adopt the draft Schedule of Fees and Charges 2025/26 (Attachment 1 of this report) and the Statement of Proposal (Attachment 2 of this report) for the purposes of public consultation from 20 March to 20 April 2025.

4. That the Chief Executive Officer be delegated authority to make minor editorial changes to the documents as required.

Background

1. The review of the Schedule of Fees and Charges is carried out annually to ensure fees are set at the right levels to meet the costs associated with the activities and services provided or at the legislatively required levels.

2. The purpose of reviewing the schedule of fees and charges is to ensure that each charge will recover the actual and reasonable costs associated with:

(a) Goods, services or amenities provided by the local authority.

(b) The issuing and monitoring of permits, and other approvals associated with Council’s bylaws.

(c) Processing and making decisions in relation to resource consents, plan changes building consents and licences, and fulfilling other regulatory legislative obligations, where Council is empowered to prescribe fees, including the Resource Management Act 1991, Building Act 2004, Food Act 2014, Health Act 1956, Sale and Supply of Alcohol Act 2012, and Dog Control Act 1996.

3. The Schedule of Fees and Charges is due to come into effect on 1 July 2025, in line with Council’s next financial year.

4. The Draft Schedule of Fees and Charges (Attachment 1) lists all the fees and charges, identifies proposed changes and gives an explanation for the change.

5. The Statement of Proposal (Attachment 2) sets out the key changes.

Significance and Engagement

6. 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 making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

7. The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

8. In terms of the Significance and Engagement Policy this decision is considered to be of medium significance as there are legislative requirements for consultation on the draft Schedule of Fees and Charges 2025/26 and the Statement of Proposal.

Engagement, Consultation and Communication

9. Consultation must be open for one calendar month. We will seek feedback between 20 March and 20 April. This will be concurrent with consultation on the draft Financial Contributions.

10. Opportunity for submitters to register to speak at hearings will be provided.

Interested/Affected Parties

Completed/Planned
Engagement/Consultation/Communication

Specific groups impacted by certain fees and charges
(e.g. Dog owners, public place vendors, development community, stock crossing owners)

Targeted engagement via Electronic Newsletters and direct emails.

Doggy Day Out (22 March) to seek feedback on dog fees, alongside other items.

Opportunity to register to speak at hearings.

Planned

Completed

General Public

The Draft Schedule of Fees and Charges 2025/26 and Statement of Proposal will be made publicly available on our website and in our libraries/services centres.

Opportunity to register to speak at hearings.

Awareness raised through electronic newsletter, social media, antenna, etc.

Stand at Doggy Day Out (22 March) to cover all active consultations.

Issues and Options Assessment

11. There are two options presented below.

Option A (Recommended option)

That the Committee adopts the draft Schedule of Fees and Charges 2025/26 and statement of proposal for public consultation.

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

· Economic

· Social

· Cultural

· Environmental

Allows Council to meet its legislative requirements.

Requirements for setting and reviewing fees and charges are outlined in the Act to which the activity relates e.g. requirements for setting dog registration fees are outlined in the Dog Control Act 1996.

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

Cost of consultation is planned within current budgets.

The changes in the fees and charges allow costs of activities and services to be met.

Option B

That the Committee does not adopt the draft Schedule of Fees and Charges 2025/26 and statement of proposal for public consultation.

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

· Economic

· Social

· Cultural

· Environmental

Should significant changes or rework be required, this may put at risk Council's ability to meet its legislative requirements.

Legislative requirements mean that the draft Schedule of Fees and Charges should be subject to consultation prior to decisions being made to charge on some fee categories.

This would mean that the proposed fees would not be collected from the beginning of the financial year which has an impact on potential revenue collection.

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

Should significant changes or rework be required, then staff time will be involved and the document re-presented to a further Committee meeting.

Statutory Compliance

The recommendations of this report meet the requirements of:

(a) The Local Government Act 2002, including sections 12, 82, 83 and 150;

(b) The Local Government Rating Act 2002; and

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Draft Schedule of Fees and Charges development costs	All costs associated with the Draft Fees and Charges have been budgeted for.

Attachments

1. Draft Schedule of Fees and Charges 2025/26 ⇩

2. Fees and Charges 2025-26 Statement of Proposal ⇩

Annual Plan and Long Term Plan Committee Meeting Agenda

12 March 2025

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Annual Plan and Long Term Plan Committee Meeting Agenda

12 March 2025

10.2 Consultation on draft Financial Contributions 2025/2026

File Number: A6662089

Author: Peter Renouf, Commercial Business Analyst

Authoriser: Adele Henderson, General Manager Corporate Services

Executive Summary

The purpose of this report is to consider the draft Statement of Proposal, proposed Schedule of Draft Financial Contributions for 2025/2026 and supporting disclosure tables for consultation. Consultation will be undertaken in accordance with section 82 of the Local Government Act 2002 from Thursday 20 March 2025 to Monday 21 April 2025.

Recommendation

1. That the Commercial Business Analyst’s report dated 12 March 2025 titled ‘Consultation on draft Financial Contributions 2025/2026’ 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 the Annual Plan and Long Term Plan Committee adopts for consultation:

· The Draft Statement of Proposal (Attachment 1 of this report);

· The Draft Financial Contributions (Attachment 2 of this report); and

· The Supporting Disclosure Tables (Attachment 3 of this report).

4. That the Chief Executive Officer be delegated authority to make such minor editorial changes as may be required prior to consultation.

Background

1. The Resource Management Act 1991 allows councils to provide in their District Plans for the ability to impose a condition on a resource consent requiring a financial (cash) contribution for the purpose of contributing to infrastructure required to service a particular development and managing the effects of development on the environment.

2. A financial contribution assists with the costs of providing infrastructure for growth. Council’s District Plan allows financial contributions to be charged for water, wastewater, stormwater, ecological protection, transportation and recreation and leisure in line with the District Plan formula.

3. The Statement of Proposal (Attachment 1) outlines the reasons for the consultation as part of the Annual Plan 2025/26 on Financial Contributions:

The key material changes proposed for consultation are:

(a) Changed (from LTP 2024-2034) Financial Contributions resulting from

(i) Review of the Katikati Structure Plan.

(ii) Review of the Ōmokoroa Structure Plan.

(iii) Review of the Te Puke Structure Plan.

(iv) Addition of 2035 project costs which benefit growth.

(v) Updates to externally funded projects e.g. Waka Kotahi for transport subsidies (lower) increasing financial contribution requirements.

A full schedule of Financial Contributions is available in Attachment 2 and summarised by location below:

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4. Detailed “disclosure tables” which contain the financial information provided in support of the proposed amendments can be found as Attachment 3.

5. Through the process of undertaking a detailed review of the proposed financial contributions, there will be a requirement in the future to recover a debt component that cannot be passed to developers. These variances occur due to a number of reasons including project cost increases being higher than when the project was originally signalled, growth timing, inflation estimates and the like. The recovery of residual debt will be undertaken as part of a future consultation with the community.

Significance and Engagement

7. The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

8. In terms of the Significance and Engagement Policy this decision is considered to be of medium significance because of the known interest from previous submitters on financial contributions, and the recommendation to undertake further consultation.

Engagement, Consultation and Communication

Interested/Affected Parties

Planned consultation

Development community

Email to developer database and previous submitters on financial contributions for Annual Plan 2025/26 outlining the updated proposed financial contributions and how to provide feedback. This is primarily through the Council webpage (to be set-up), email, phone or the opportunity to speak in Council Chambers.

Planned

Completed

General Public

Media release, Council webpage (to be set-up), email, and phone for providing feedback.

Issues and Options Assessment

Option A

Adopt the statement of proposal for the draft financial contributions 2025/2026 and disclosure tables for consultation.

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

· Economic

· Social

· Cultural

· Environmental

Advantages

· Opportunity for people who may be interested or affected by the changes to present their views.

· Enables financial contributions to be imposed from 1 July 2025

· Enhanced transparency around projects included in the financial contribution model and attribution of growth to these.

Disadvantages

· No foreseen disadvantages

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

Adopting the updated draft financial contributions 2025/26 will ensure growth pays for growth where possible.

Option B

Do not adopt the statement of proposal for the draft financial contributions 2025/26 and disclosure tables for consultation

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

· Economic

· Social

· Cultural

· Environmental

Advantages

· No potential advantages

Disadvantages

· Changes in project costs will not be appropriately recovered through financial contributions and will result in funding shortfall that would be required to be funded through rates in the future.

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

Risk that financial contributions not appropriately covering the cost of growth-related infrastructure.

Statutory Compliance

The recommendation to undertake consultation on the draft financial contributions for 2025/2026 satisfies Council’s obligations for decision-making and is consistent with the principles of consultation in the Local Government Act 2002.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Financial Strategy	Council has confirmed through the Long-Term Plan 2024-34 that growth should pay for growth where possible.
Costs arising from consultation	Will be met from existing budgets.

Attachments

1. Draft Statement of Proposal ⇩

2. Draft Financial Contributions ⇩

3. Supporting Disclosure Tables ⇩

Annual Plan and Long Term Plan Committee Meeting Agenda

12 March 2025

10.3 Annual Plan 2025/26 Communication Plan

File Number: A6666870

Author: Rebecca Gallagher, Acting Policy and Planning Manager

Authoriser: Rachael Davie, Deputy CEO/General Manager Strategy and Community

Executive Summary

The Annual Plan and Long Term Plan Committee on 26 February 2025 resolved the following:

That the Committee directs the Chief Executive to prepare a communications and engagement plan to give effect to resolution 9a for approval at the Committee’s next meeting on 12 March 2025.

The Communications and Engagement Plan is contained in Attachment 1 for approval.

Recommendation

1. That the Acting Policy and Planning Manager’s report dated 12 March 2025 titled ‘Annual Plan 2025/26 Communication 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 Annual Plan and Long Term Plan Committee approves the Communications and Engagement Plan as contained in Attachment 1.

Background

1. The Committee on 26 February 2025 resolved:

“That the Committee endorses the Assessment of Materiality and Significance in Attachment 4 and considers that there are no material or significant differences from the Long Term Plan for 2025/26 and therefore will not consult on the Annual Plan 2025/26, pursuant to section 95(2A) of the Local Government Act 2002.”

2. The Committee also directed the Chief Executive to prepare a communications and engagement plan to reflect the decision not to consult on the Annual Plan for approval at the 12 March 2025 meeting.

3. A copy of the proposed communications and engagement plan is contained in Attachment 1.

Significance and Engagement

4. 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 making this formal assessment there is no intention to assess the importance of this item to individuals, groups, or agencies within the community and it is acknowledged that all reports have a high degree of importance to those affected by Council decisions.

5. The Policy requires Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions, and activities.

6. In terms of the Significance and Engagement Policy this decision is considered to be of low significance because it is consistent with the Committees previous decision.

Engagement, Consultation and Communication

7. The Annual Plan 2025/26 rates requirement increase of 7.42%, the budget changes to the capital and operational programme, and the decisions on key issues made at the 26 February Committee meeting were not deemed materially or significantly different from the Long Term Plan 2024-34 – neither as discrete matters nor when considered collectively.

8. Significant engagement and consultation was enabled through the Long Term Plan 2024-34, which was adopted in September 2024. When considering the scope of any engagement on the Annual Plan, it is important to also consider the ability for the community to influence change, otherwise it increases the risk of raising community expectations.

9. Although formal consultation is not being undertaken for the Annual Plan 2025/26, it is still important to inform our community of what projects are planned, why the decision on consultation has been made and how the community can continue to provide feedback. The communications and engagement plan has been developed to reflect the approach and is contained in Attachment 1.

Issues and Options Assessment

Option A

That the Committee approves the communications and engagement plan as contained in Attachment 1.

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

· Economic

· Social

· Cultural

· Environmental

· Aligns with previous direction and decisions of the Council.

· Consistent with the decisions made in the Long Term Plan.

· Does not raise community expectation through consultation

· Informs key stakeholder groups and individuals that ordinarily have an interest in the Annual Plan.

· Allows for existing opportunities for feedback remain.

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

The communication and engagement plan approach means a reduction in staff resources required and costs associated with finalising the Annual Plan 2025/26.

Option B

That the Committee does not approve the communications and engagement plan as contained in Attachment 1 and directs the Chief Executive to make changes.

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

· Economic

· Social

· Cultural

· Environmental

· Should significant changes or rework be required, this may delay getting the information out to the Community.

· Some members of the community may expect Council to consult on its Annual Plan, because that has previously been required by legislation prior to 2014.

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

Depending on the approach it may mean a reduction in staff resources required and costs associated with finalising the Annual Plan 2025/26.

Statutory Compliance

10. The recommendations of this report meet the requirements of:

(a) the Local Government Act 2002.

Funding/Budget Implications

Budget Funding Information	Relevant Detail
Annual Plan development costs	All costs associated with the production and any consultation on the Annual Plan are included in current budgets.

Attachments

1. Annual Plan 2025/26 Communications and Engagement Plan ⇩