AGENDA

 

Finance, Audit and Risk Committee Meeting

Tuesday, 11 August 2020

I hereby give notice that a Finance, Audit and Risk Committee Meeting will be held on:

Date:

Tuesday, 11 August 2020

Time:

9.30am

Location:

Tauranga City Council

Council Chambers

91 Willow Street

Tauranga

Please note that this meeting will be livestreamed and the recording will be publicly available on Tauranga City Council's website: www.tauranga.govt.nz.

Marty Grenfell

Chief Executive

 


Terms of reference – Finance, Audit & Risk Committee

 

 

 

 

Common responsibilities and delegations

 

The following common responsibilities and delegations apply to all standing committees.

 

Responsibilities of standing committees

·        Establish priorities and guidance on programmes relevant to the Role and Scope of the committee.

·        Provide guidance to staff on the development of investment options to inform the Long Term Plan and Annual Plans.

·        Report to Council on matters of strategic importance.

·        Recommend to Council investment priorities and lead Council considerations of relevant strategic and high significance decisions.

·        Provide guidance to staff on levels of service relevant to the role and scope of the committee. 

·        Establish and participate in relevant task forces and working groups.

·        Engage in dialogue with strategic partners, such as Smart Growth partners, to ensure alignment of objectives and implementation of agreed actions.

 

 

Delegations to standing committees

·        To make recommendations to Council outside of the delegated responsibility as agreed by Council relevant to the role and scope of the Committee.

·        To make all decisions necessary to fulfil the role and scope of the Committee subject to the delegations/limitations imposed.

·        To develop and consider, receive submissions on and adopt strategies, policies and plans relevant to the role and scope of the committee, except where these may only be legally adopted by Council.

·        To consider, consult on, hear and make determinations on relevant strategies, policies and bylaws (including adoption of drafts), making recommendations to Council on adoption, rescinding and modification, where these must be legally adopted by Council,

·        To approve relevant submissions to central government, its agencies and other bodies beyond any specific delegation to any particular committee.

·        To appoint a non-voting Tangata Whenua representative to the Committee.

·        Engage external parties as required.

 


 

Terms of reference – Finance, Audit & Risk Committee

 

 

 

Membership

Chairperson

Mr Bruce Robertson

Deputy chairperson

Cr John Robson

Members

Mayor Tenby Powell

Cr Jako Abrie

Cr Larry Baldock

Cr Kelvin Clout

Cr Bill Grainger

Cr Andrew Hollis

Cr Heidi Hughes

Cr Dawn Kiddie

Cr Steve Morris

Cr Tina Salisbury

Non-voting members

Dr Wayne Beilby – Tangata Whenua representative

 

A maximum of two external appointments may be made by Council on recommendation from the Committee

Quorum

Half of the members physically present, where the number of members (including vacancies) is even; and a majority of the members physically present, where the number of members (including vacancies) is odd.

Meeting frequency

Six weekly

Role

·        To ensure that Council is delivering on agreed outcomes.

·        To ensure that Council is managing its finances in an appropriate manner.

·        To ensure that Council is managing risk in an appropriate manner.

Scope

·        Monitor financial and non-financial performance against the approved Long Term Plan and Annual Plan (Note: Council cannot delegate to a Committee the adoption of the Long Term Plan and Annual Plan).

·        Oversee the development of the council’s Annual Report.

·        Oversee the development of financial and treasury management strategies and policies.

·        Consider and approve external audit arrangements and receiving Audit reports.

·        Consider the outcome of internal and external audit reviews.

·        Advise Council on matters of finance and provide objective advice and recommendations for its consideration.

·        Advise Council on matters of risk and provide objective advice and recommendations for its consideration.

·        Consider matters which are related to quality assurance and internal controls in council and ensure the financial management practices and processes comply with the Local Government Act 2002, other relevant legislation and Council’s own policies.

·        Consider, monitor and recommend (where appropriate) in respect to Council’s financial interest in CCOs.

·        Consider all matters regarding the Local Government Funding Agency (LGFA).

·        Monitor key activities, projects and services (without operational interference in the services) in order to better inform the members and the community about key Council activities and issues that arise in the operational arm of the council.

Power to act

·        To make all decisions necessary to fulfil the role and scope of the Committee subject to the limitations imposed.

·        To appoint a non-voting Tangata Whenua representative to the Committee.

·        To establish working parties and forums as required.

·        For the avoidance of doubt, this Committee has not been delegated the power to:

o   make a rate;

o   borrow money, or purchase or dispose of assets, other than in accordance with the Long Term Plan.

Power to recommend

·        To Council and/or any standing committee as it deems appropriate.

 

 


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

Order Of Business

1         Apologies. 9

2         Public Forum.. 9

3         Acceptance of Late Items. 9

4         Confidential Business to be Transferred into the Open. 9

5         Change to Order of Business. 9

6         Confirmation of Minutes. 10

6.1            Minutes of the Extraordinary Finance, Audit and Risk Committee Meeting held on 28 April 2020. 10

7         Declaration of Conflicts of Interest 16

8         Business. 17

8.1            Mainstreet Monitoring Report for January to June 2020. 17

9         Discussion of Late Items. 59

10       Public Excluded Session. 60

10.1         Bay Venues Limited - Independent Legal Review of the Bay Dreams Festival 60

10.2         Pool fencing issues and communications. 60

10.3         Litigation Report 60

10.4         Corporate Risk Register - Quarterly Update. 61

10.5         Revised Internal Audit Programme for 2019/20 to 2020/21. 61

10.6         Internal Audit Report - Health & Safety and NZTA Funding. 62

 

 


1          Apologies

2          Public Forum 

3          Acceptance of Late Items

4          Confidential Business to be Transferred into the Open

5          Change to Order of Business


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

6          Confirmation of Minutes

6.1         Minutes of the Extraordinary Finance, Audit and Risk Committee Meeting held on 28 April 2020

File Number:           A11675419

Author:                    Robyn Garrett, Team Leader: Committee Support

Authoriser:              Robyn Garrett, Team Leader: Committee Support

 

Recommendations

(a)     That the Minutes of the Extraordinary Finance, Audit and Risk Committee Meeting held on 28 April 2020 be confirmed as a true and correct record.

 

 

 

Attachments

1.      Minutes of the Extraordinary Finance, Audit and Risk Committee Meeting held on 28 April 2020 

  


UNCONFIRMEDExtraordinary Finance, Audit and Risk Committee Meeting Minutes

28 April 2020

 

 

MINUTES

Extraordinary Finance, Audit and Risk Committee Meeting

Tuesday, 28 April 2020

 


Order of Business

1         Apologies. 3

2         Public Forum.. 3

3         Acceptance of Late Items. 3

4         Confidential Business to be Transferred into the Open. 3

5         Change to Order of Business. 3

6         Declaration of Conflicts of Interest 4

7         Business. 4

7.1            Financial Update - COVID-19. 4

8         Discussion of Late Items. 5

 

 

MINUTES OF Tauranga City Council
Extraordinary Finance, Audit and Risk Committee Meeting
HELD BY THE Tauranga City Council, By video conference
ON Tuesday, 28 April 2020 AT 9am

 

PRESENT:               Mr Bruce Robertson (Chairperson), Cr Tina Salisbury (Deputy Chairperson), Mayor Tenby Powell, Cr Jako Abrie, Cr Larry Baldock, Cr Kelvin Clout, Cr Bill Grainger, Cr Andrew Hollis, Cr Heidi Hughes, Cr Dawn Kiddie, Cr Steve Morris, Cr John Robson

IN ATTENDANCE: Marty Grenfell (Chief Executive), Paul Davidson (General Manager: Corporate Services), Barbara Dempsey (General Manager: Regulatory & Compliance), Susan Jamieson (General Manager: People & Engagement), Christine Jones (General Manager: Strategy & Growth), Nic Johansson (General Manager: Infrastructure), Gareth Wallis (General Manager: Community Services), Kathryn Sharplin (Manager: Finance), Mohan De Mel (Treasurer), Coral Hair (Manager: Democracy Services), Kathryn Sharplin (Manager: Finance), Frazer Smith (Manager: Strategic Finance & Growth), Nick Swallow (Manager: Legal & Commercial), Jeremy Boase (Manager: Strategy & Corporate Planning), Chris Quest (Team Leader: Risk), Tracey Hughes (Financial Insights and Reporting Manager), Jenny Teeuwen (Committee Advisor), Raj Naidu (Committee Advisor), Robyn Garrett (Team Leader: Committee Support).

 

1          Apologies

Apology

Committee Resolution  FI3/20/4

Moved:       Mr Bruce Robertson

Seconded:  Cr Andrew Hollis

That the apology for lateness received from Cr Clout be accepted.

Carried

2          Public Forum 

Nil

3          Acceptance of Late Items

Nil

4          Confidential Business to be Transferred into the Open

Nil

5          Change to Order of Business

Nil

6          Declaration of Conflicts of Interest

Nil

7          Business

7.1         Financial Update - COVID-19

Staff          Paul Davidson, General Manager: Corporate Services

                  Kathryn Sharplin, Manager: Finance

Mohan De Mel, Treasurer

 

Key points

·        COVID-19 had a significant and immediate impact on the final quarter of the 2019-20 financial year.  Important to recognise the financial risk faced by Council.

·        98% of rates already collected; however, there were significant impacts on user fee revenue.

·        Delayed delivery of the 2019-20 capital programme with $30-$50m unspent budget.

·        Net debt expected to be less than budgeted.  Forecast debt to revenue ratio of 211%.

·        In terms of financial risk management, there was significant risk around the ability to debt fund the Annual Plan works.

·        Estimated $40-$70m gap in revenue.  Financial forecasts continued to be refined for this year and for next year’s Annual Plan.

·        Financial considerations expected to form part of the Annual Plan process were outlined, as were a range of COVID-19 based scenarios.

 

 

In response to questions

·        The Annual Plan budgeting process could move towards more flexible budgeting processes but would have to stay within Local Government Act financial parameters.

·        Rates reduction scenarios between 0% and 7.6% increase could be modelled.  Noted that 0% would create a revenue gap.

·        The rapid drop in Bay Venues Limited (BVL) revenue would impact Council’s debt to revenue ratio.  The Reserve Bank was looking at directly investing in Local Government Funding Authority (LGFA) bonds.

·        A government funding package was expected to be notified early-mid May; but the timeframe was unclear.

·        Discussions with LGFA regarding net debt to revenue ratios were occurring; temporary changes to the limit could be explored. There was some indication from LGFA of a desire not to change the ratio but to use other available levers. 

·        Importance of supporting financial information for the Annual Plan being in the public domain was noted. A detailed budget book was available; updated numbers would be provided if the Annual Plan was re-consulted at the same level of detail as current information.

·        If the debt/revenue ratio moved above 235% then there was no buffer for any other unexpected event.

·        Three different capital expenditure scenarios were outlined; adjustments to operational expenditure were not included in these scenarios.  Options that might assist to reduce operational expenditure were being explored. 

·        Council had provided updated financial forecasts and a rating levels survey to the Covid Response Unit.  The growth council application to the Ministry of Housing and Urban Development was being made public via the Smartgrowth website

 

Discussion points raised

·        Noted the need to keep the public informed on the process and timeframe regarding re-consultation on the Annual Plan if needed.

·        Flexibility was very important, need to be clear with the public that it was a very adaptable process and uncertain environment.  Council should be trying to strip out expenditure where possible. 

·        What was consulted with the community was critical, needed to be clear with what consultation would cover.

·        Suggested that the final Annual Plan decisions be made as late as possible as information was constantly being refined and clarified. 

·        Rates relief could be targeted to those that really needed financial relief rather than an across-the-board low rate. 

 

Committee Resolution  FI3/20/5

Moved:       Cr Tina Salisbury

Seconded:  Cr Andrew Hollis

That the Finance, Audit and Risk Committee:

(a)     Receives Report COVID-19 Financial Update;

(b)     Recognises the need to significantly recast capital and operational expenditure budgets;

(c)     Recognises the need to reconsult with the community based on any significant changes to the annual plan due to financial support being provided by government or in the absence of such support.

Carried

 

8          Discussion of Late Items

Nil.

 

The meeting closed at 10.15am

 

The minutes of this meeting were confirmed at the Finance, Audit and Risk Committee meeting held on 11 August 2020.

 

...................................................

CHAIRPERSON

 


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

7          Declaration of Conflicts of Interest


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

8          Business

8.1         Mainstreet Monitoring Report for January to June 2020

File Number:           A11630786

Author:                    Michael Vujnovich, Manager: Project Tauranga

Authoriser:              Gareth Wallis, General Manager: Community Services

 

Purpose of the Report

For Mainstreet organisations to report to Council on their activities for the period January to June 2020, to highlight issues, to provide a financial update and to provide plans for future activities.

Recommendations

That the Finance, Audit and Risk Committee:

(a)     Receives the report: Mainstreet Monitoring Report for January to June 2020

 

Discussion

2.      Mainstreet organisations receive a targeted rate through Council.

3.      As part of Council’s agreement with Mainstreets, they must report every six months on activities achieved, activities planned and any issues they want to bring to the attention of Council. They are expected to provide a financial update for each reporting period, audited financials after the end of the financial year and note any matters that they wish to bring to the attention of Council.

4.      This report reflects the period 1 January 2020 to 30 June 2020.

5.      Mainstreet organisations that supplied financial information are in good financial health with most showing annual operating surpluses and all in positive equity. Mount Mainstreet have not supplied interim financials.

6.      Activities undertaken by all Mainstreet organisations appear to be having a positive effect on the activation and economic vibrancy of their areas through events and promotions.

7.      Issues presented by Mainstreets to Council – please see Appendix A for a summary of the Mainstreet reports including issues to present to Council. The following is in response to the issues presented.

(a)     Mount Mainstreet:

(i)      As per the prior responses, Council’s Transportation staff considered Mount Mainstreet’s proposal for signage directing people from cruise ships and the beaches to the Mount shopping area. This was declined by Transportation as this proposal did not meet the criteria for developing such signage of being; ‘for drivers’, easy to miss due to distance, or affecting the safety of the traveller.

(ii)     Car parking and public transport proposal to Council, Annual Plan submission #133 by Scott Brundell, is currently being considered by staff. Note:

(1)     Parking and pedestrianisation changes would need to be informed by the Parking Strategy currently being developed.

(2)     The requested investment in streetscape improvements and community facilities would best be considered through the 2021-31 Long-term Plan process.

(3)     Spaces and Places staff note that regarding the pool element of the proposal, Moturiki Island is Wahi Tapu and not suitable for development – it is to be preserved in its natural state.

(iii)     Bus stop signage and route board: Working with the Transportation team to resolve.

(iv)    Te Papa o Ngā Manu Porotakataka events usage: The events team recommend the space to event organisers but do not have a budget to activate the space.

(v)     Council’s Transportation team is presently planning and prioritising its renewals programme to address general street appeal issues.

(b)     Tauranga Mainstreet:

(i)      Collaborating with Council’s strategy and economic development staff to resolve challenges and develop a city centre strategy.

(ii)     The established Event Funding Framework is the best avenue for applying for funding and will reopen on 31 July 2020. The City Events team is available to provide support and advice at any point.

(c)     Greerton Village Mainstreet:

(i)      Note two persistent beggars remain operating in Greerton and they are presently before the courts. Council’s Community Development and Bylaws staff have been engaging with Greerton Village Mainstreet and the two people involved on an ongoing basis.

(ii)     Transportation are working with Greerton Village Mainstreet on traffic safety.

(iii)     Working with Transportation regarding ongoing ‘tidy-up’ maintenance work including bollards and seating.

(d)     Papamoa Unlimited:

(i)      No issues for Council attention.

 

Attachments

1.      Appendix A Mainstreet Reports Jan to June 2020 - A11630063

2.      MS Mount Council report from 1 Jan 2020 - 30 June 2020 - A11637604

3.      MS Tauranga - Six Month Report to TCC - January - June 2020 - A11628965

4.      MS Greerton Jan - June 2020.Monitoring Report - A11627672

5.      MS Greerton Budget 1 July 19 - 30 June 20.xls - A11627674

6.      MS Papamoa Monitoring Report to 30 June 2020 - A11627676

7.      MS Papamoa 2020 Draft Financial Statements - A11638525   


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

Appendix A: Mainstreet Monitoring Report to Finance, Audit and Risk Committee, 11 August 2020

For period 1 January to 30 June 2020

Organisation

Issues for Council attention

Summary of activities

Looking forward

Mount Mainstreet

 

·    Directional Signage to the shopping centre from Pilot Bay and Marine Parade (note that Transportation has previously provided Mount Mainstreet a reasoned decline to this proposition)

·    Car parking and public transport proposal (as per submission 133 by Scott Brundell)

·    Bus stop signage and route board

·    Seeking more use of Te Papa o Nga Manu Porotakataka

·    General street appeal

 

·    No financials were supplied

·    Two new stores have opened in the area and three have left

Activity highlights include:

·    Weekly farmers market

·    ANZAC Day event

·    Flames of Plenty live entertainment

·    Collaborating with Mainstreets Tauranga and Greerton regarding Covid 19

Marketing highlights include

·    Massive impact from Covid 19

·    Social, radio and electronic media promoting the Mount

·    Business engagement – visits, surveys and emails

 

·    Continuing with “Love the Mount” brand engagement strategies

·    Partnerships with external events

·    Continuing to campaign strongly for our members post Covid 19

·    Radio promotions

·    Christmas promotions

 

Tauranga Mainstreet

·    Seeking a clear vision and strategy from TCC for the city centre in collaboration with Mainstreet Tauranga

·    Seeking ongoing support and collaboration on

Covid 19 impact on business

Vacancies

Funding for shuttle bus service should cruise season relaunch

Funding and support for events and new initiatives

 

·    Draft Financials for FY19/20 show an operating loss of $21,625 however Mainstreet Tauranga retain positive equity of $96,854

·    Intensive Covid 19 programme of support initiatives for members

·    Buy Local Buy Tauranga collaborative campaign across Mainstreets with significant success and positive feedback from members

·    Launch of Activate Vacant Spaces initiative – to increase vibrancy in CBD

·    Cruise ship shuttle service and challenges given Covid 19

·    Trustpower photographic exhibition, a 10-week exhibition attracting people to the CBD

·    PoweringOn digital enablement for local businesses with Venture Centre

·    Smart Digital Strategy gains in audience reach and engagement for city centre and businesses

·    Downtown Tauranga membership engagement activities

 

·    Buy Local Buy Tauranga campaign continues in collaboration across all three Mainstreets

·    Activate Vacant Spaces continues with intensification of activations/installations and securing medium- and long-term retail tenancies

·    Taste Tauranga Festival

·    Additional support initiatives for businesses post lockdown

·    Christmas Parade and Christmas in the city

·    Ongoing marketing and member engagement and advocacy

 

Greerton Village Mainstreet

·    Greerton Village Traffic Safety work

·    Persistent begging by two people

·    Disagree with proposed commercial rates

·    Painting of bollards, replacing timber and varnishing seats

 

 

·    Draft Financials for FY19/20 show an operating surplus of $14,338 indicating positive equity of approx. $74,700

·    Note cancelation of events due to Covid 19, including Vintage & Retro Fayre, Easter Egg Trail and Midwinter Madness Promotion

Highlights include:

·    The success of Random Acts of Kindness - #Greertonhasheart

·    Our “Home-made” video announcing Greerton as Open for click and collect during Covid 19

·    St Paddy’s Fun Day

·    Street entertainment

Marketing and promotional initiatives include:

·    Buy Local campaign

·    Greerton Village Website, Sun Media Partnership and bi-monthly feature, NZME Radio, Media Works (The Breeze), newly printed and revamped Greerton Village map distributed, Bay Waka, Town signage, Social Media (up from 3200 to 3400 likes for Facebook page), Random Acts of Kindness, Greerton Village branded bags

·    Member communications including support during the lockdown, BA5 network events

 

·    Note that the Greerton Village Action Plan and City Safety Plan will continue with other Mainstreets, Police and TCC

Marketing and promotions

·    Buy Local Buy Tauranga campaign continuing through July and August

·    Street entertainer mornings

·    Random Acts of Kindness

·    Yarn Bombed Trees until August

·    “Aotearoa – what it means to me”

·    The Cherry Blossom Festival and Street Car Show, September 19

·    Working in with the Garden & Arts Festival in November

·    A “celebrity” Christmas Show in December

·    Christmas Tree and lights

 

Papamoa Unlimited

·    No issues for Council attention

·    Draft Financials for FY19/20 show an operating surplus of $9,216 and positive equity of $59,450

·    Due to timing of events and Covid 19 all events timetabled for this period have been postponed until later in 2020.

·    Re-inventing delayed events and analysing Post Covid 19 impacts.

·    Pedal Papamoa now 27 September (unchanged)

·    Polar Plunge now 18 October

·    Santa Parade confirmed for 22 November

·    “Papamoa’s got Talent” moved to April 2021.

 

 


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

Reporting Period January 1st 2020 – June 30th 2020

 

Mount Maunganui Business Association                                                                   

VisionOur vision is to help create a unique and lively downtown that enriches the business community, embraces history, celebrates the arts, preserves our natural environment and promotes quality events to instil a ‘sense of place’ in our community.

 

Core Purpose / Focus areas of Mainstreet Business Plan:  To successfully create a unique and vibrant atmosphere in Mount Mainstreet and deliver a diverse range of opportunities to the doors of our members.  To foster and promote generally the welfare of the business community of Mount Maunganui, and to provide a forum for networking and collaboration of members.

 

New stores in Mount Mainstreet

Ø Enchanted

Ø Motorcycle shop

 

Stores that have left the Mainstreet

 

Ø Neptune’s Linen

Ø Sushi

Ø Vagabond

 

 

Key Activity and Achievements (previous 6 months):

 

 

Activity Area: for example: events

Activity

Explanation

Results / Status / Outcome

Weekly Farmers Market

Sunday Market’s occur every Sunday from 9am – 1pm

Enjoyable Market for the centre of town which utilises Te Papa o Nga Manu Porotakataka

Anzac Day event

 

Cancelled due to Covid-19

Collaboration with Downtown Tauranga and Greerton Village during covid-19

The 3 centres collaborated to deliver a message of local support needed for the businesses across the whole city. 

This marketing campaign was and is still very successful as it is still being implemented across the city.  We had various types of advertising created which included, billboard signage on Hewlett’s road, videography, photography, mini web page created and social media advertising.  We have had a really positive response to this campaign, and I believe it was beneficial and successful to have these 3 Mainstreets collaborating together to bring a sense of local support for the region. 

 

 

Radio promotion

We created a radio promotion for businesses that wished to participate on The Hits Radio station which lasted 9 days.

Each of the businesses had their own day on air which provided some great free airtime for them.  A quiz was created based on each of the individual businesses which the public had to provide the correct answer to win a voucher from that business to spend.  A really simple idea that created a lot of good advertising for spend.  This is something we would look at continuing to do over the course of the year to promote. 

 

 

 

 

 

 

 

 

 

 

 

Activity Area: for example: initiatives, marketing

Activity

Purpose

Results / Status / Outcome

We have had a huge disruption with the covid-19 status.  I was constantly communicating with our members during the whole period from home and made sure that we were amping up our paper and social media advertising to give our members the opportunity to let the public know what they were providing during the different levels.  I had many zoom meetings with council and other Mainstreets across the country which was not only supportive but gave a great sense as to where they where all positioned during this time and what facilities they were using to keep the contact with members and public current. 

To keep the public informed during covid.

Lots of positive emails from members and information on where they were which I fed out to our marketing advertisers, FB pages etc. 

Flames of Plenty in Porotakataka

 

To have some live attraction on Friday evenings during the summer months.

Was great, it always drew a crowd down to that space which was lovely to see as this is what is was intended for.

Change of name from Mount Maunganui Mainstreet Incorporated to

The Mount Business Association Incorporated

The purpose of this change is to reflect our current environment.  We have outgrown ‘Mainstreet’ and wish to support and encompass the wider Mount retailers.

 To enhance the safety and security of Mount Maunganui and to attract and retain business to drive employment growth and economic, social, cultural, and environmental wellbeing.

 

Activity Area: for example: member communication

Activity

Purpose

Results / Status / Outcome

Shop visiting

To see our members face to face

I love seeing the members and it gives them a chance to talk with me directly.

Frequent emails

To inform our retailers

I email the retailers regularly to update them or give them information on what is happening in the area.  

Surveys

To find out from our members what they would like to see changed down here in the future.  To explore possibilities with semi closures to road frontage parking with focus on the front of eateries to create a unique atmosphere and dining experience.

This is part of our strategy for the next year and will be engaging with members

 

 

Issue

Explanation

Status

Car parking and public transport

To look at possible ways to increase carpark availability out of the mainstreet so we can potentially look at how a more pedestrian friendly mainstreet could benefit this area and reduce traffic congestion.  To encourage workers in the Mount surrounds to use public transport.

Ongoing, we have presented a draft idea to councillors recently and will be following up.

Bus Stop signs and Route board

Where did they go when the park and the new Eves building finished construction??  The bus route sign and the bus stop sign are both missing from the front of Porotakataka/Eves building and many people (tourists) are asking where the bus stop is and where they can see a timetable. 

This has still not been resolved.  We are being asked frequently where is the bus stop?  And where is the route map? 

Te Papa o Nga Manu Porotakataka

Community space for activities and community gatherings.

Would be nice and beneficial to see this space being utilised more by event organisers as intended.  We would like to see this space used more often as we only have a small budget to be holding events for the public and members of Mount Mainstreet. 

General street appeal ie the surrounds under the palms not being upkept, could do with some carpet type plantings there for tidiness.  (Would look amazing if they were lit up.)  Seating benches need to be looked into as they are looking very worn and untidy. 

It is vital that the Mount gives the right impression to tourists and visitors.  We want to keep our destination looking smart and appropriate all year round.  We have one of the best beaches in the country and our mainstreet needs to reflect this as well.  The Mount has been allocated nothing in the Annual Plan which is extremely disappointing.

Ongoing.

 

Directional Signage to the shopping centre on Pilot Bay and Marine Parade.  This has been in the last 2 reports.

There is no directional signage to inform passengers and visitors to the MMS shopping centre from Pilot Bay or Marine Parade.

A clear NO from council from the last report.  Seems ludicrous that signage pointing to the shopping district from distinct landmarks is unable to happen??  Many people who come here still do not know WHERE they are and that the Mount has an amazing shopping district.  With the uncertainty of when the next cruise ship season will crack off, I firmly believe that we should be as ‘locatable’ as possible for people visiting the area.

 

 

 

 

 

 

 

 

 

Future activities (coming 6 months):

 

The areas that we are focusing on for the next 6 months are

 

Ø Continuing with our brand engagement strategies

Ø Partnerships with external events

Ø Continuing to campaign strongly for our members post covid

Ø More radio promotions for the members to be involved with

Ø We will be discussing appropriate community gatherings in the next couple of months.  We have lots of ideas but are moving with caution and focusing our marketing budget on wider advertising.  As with covid we have not had a good 3 months’ worth of meetings and discussions. 

 


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

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Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

 

Vision: No Changes

 

Core Purpose / Focus areas of Mainstreet Business Plan: No Changes

 

Membership overview: Approx. 120 businesses

 

 

 

Summary of highlights:

 

·    The success of Random Acts of Kindness - #Greertonhasheart

·    Our “Home made” video announcing Greerton as Open for click and collect during Covid

·    St Paddys Fun Day

 

 

Key Activity and Achievements (previous 6 months):

 

Obviously events and promotions have been severely curtailed by Covid19 in this period so less to report on as planned Vintage & Retro Fayre – March, Easter Egg Trail and Entertainment – April and Midwinter Madness Promotion June/July all cancelled

 

 

Activity Area: Events

Activity

Explanation

Results / Status / Outcome

To celebrate St Valentines Day – “Julio the Latin Lover”

February 14

Circus in a Flash entertainer “Julio” rode unicycle around Greerton Village giving out chocolate love hearts

People just loved Julio! He was amazing, excellent at engaging with the public and retailers alike, bought a lot of fun and laughter

St Paddys Fun Day

March14

A new event designed to bring a little fun and games into the village just prior to Lockdown with games for the kids, a Giant Scavenger Hunt with a child’s bicycle as grand prize, Live band for the adults, entertainers, spot prizes, Face painting, Dress up competition

An awesome day in the village, great music from Irish themed band The Whittakers – keeping crowds entertained for several hours. Crowd of approx.. 400. Gave away a number of spot prizes – had to purchase more on the day as number of kids higher than anticipated.

 

Stilt Walker Entertainer

We ran small ‘one off’ type street entertainment on several occasions this year in response to the wishes of some of our retailers wanting to see more frequent activity, not always in the form of an actual event or Festival

 

Again, very popular entertainer from Circus in a Flash, great at entertaining kids and adults and gave out lollies around the village

 

Activity Area: Initiative and Marketing

Activity

Purpose

Results / Status / Outcome

Greerton Village Website

 

 

 

We have recently added new social media fields to our existing Business Directory and are currently updating logos, FB and Instagram information

Too soon for results as ongoing work over the next few months but long overdue

Social Media/Face Book

Two pages, Greerton Village and Greerton Village Yarn Bombing

To promote our events and promotions

We have made a concerted effort to utilise this medium more this year as seems to bring the greatest results and wider awareness of our activities. Page likes up from 3.2 to 3.4K

The Weekend Sun March 13

Full page highlighting specific businesses as well as promoting our St. Paddy’s Day event

As always, more successful for some than others but worthwhile for us as excellent rate for the page and some of the featured businesses reported very good response. We have also continued with our Bi monthly Greerton Village feature in The Week end Sun which along with the editorial, usually brings

NZME Radio across 3 stations

Used to promote events and promotions

Used less this year so far due to less events. Placement made for the Re opening of Greerton Village after lockdown to support online marketing. Free Community Noticeboard utilised to promote St. Paddys Day as a community event

 

Buy Local Buy Tauranga

To promote the local face of our Businesses across the three Main Street organisations as they reopened after lockdown. Promotion ran May/June featuring press, social media, digital media, posters, billboards and radio

So far this has been a worthwhile and overall successful campaign with requested feedback from the businesses featured to be very positive siting, new faces, increased sales, shoppers returning that have not been seen in a while and increased sales. It’s the 1st time we have collaborated with other organisations to campaign together and whilst we are all very different in our membership, ideas and events, this has come together very well with a common message and the creation of independent centre videos

 

 

Random Acts of Kindness - online

We took this to an online platform as unable to physically give away gifts in the street

This promotion ran last year and into early this year with businesses donating random gifts to the public out in the street, posting an image to Face Book. We received media coverage and many, many excellent comments from the public. On return from lockdown we ran same idea and gave away the gifts via liking and tagging friends, telling us favourite stories about what they love about Greerton

Greerton Village Branded Bags

 

 

 

To promote Greerton Village our #greertonhasheart and encourage use of non-plastics

Widely used for promotional give aways at St Paddys Day and on sold to new shops in Greerton

 

Activity Area: Member Communication

Activity

Purpose

Results / Status / Outcome

Telephoning businesses during lockdown at different stages of lockdown

To be able to promote click & collect, contactless deliveries etc. We made a short video and listed all businesses on Face Book as they opened up for business

Certainly, members were appreciative of our calls and our assistance to enable online shopping, advice around economical web designers etc

 

GVCA electronic Newsletters

To communicate our promotional activities, outcomes of meetings and actions

We are in the process (again) of a major update of our database to try and capture as many of our business owners as we can so that they can read our most up to date information. It’s a challenge as some simply do not engage with social media or newsletters

Greerton Business Group Face Book page

 

 

 

 

To inform & communicate within strictly our members, without external input from the public or others

This is a forum that our members if they have chosen to register, can feel free to open discussion on any issues that they may be reluctant to put in the public domain. The group now has 55 members with new businesses coming on board as they arrive

Greerton Village Community Yarn Bombers page

Used to communicate to our current Yarn Bombers and to attract new members

This year we attracted Yarn Bombers from Wellington (4) as a result of our Face book page plus 2 other new groups

 

Greerton Village BA5 Network Evenings

 

 

 

 

To encourage business owners to host their business to fellow owners in Greerton

Kicked off again in February and March with good attendance, including EM’s. Obviously stopped and restarted in June with an excellent turnout and forward hosts for July /August

Main Street Manager Walkabout

Oner on ones to check in and determine any issues to be aware of

Generally met with positive response as appreciate personal visits. Plan now is for part timer to visit block by block over a period of time to continue to gain information to be added to website and facebook – ie logos, insta etc

 

Becoming involved in the Greerton Action Plan group

Initially for us (Manager + 2 x board members) to meet with TCC staff, Police, Peoples Project Kai Aroha etc to discuss issue around begging, homelessness

This year meetings were held in February and early March and have recommenced in June with Clifford Paxton as Chair after Meagan Holmes departed council. At the last meeting it was determined that this group would now transition into the City Safety Plan meeting quarterly and to bring on other Main Street and Mall Managers. New Your Help May Harm posters have been printed and provided in association with GVCA, TCC and the police

 

Key issues:

 

 

Issue

Explanation

Status

Carried over from last report

Greerton Village Traffic Safety work

In May 2019 TCC staff were asked by EM’s to provide a piece of work around possible solutions to the traffic flow through Greerton since the work was completed – 9 options were mooted

I last spoke with M Parkes at end of 2019 requesting an update and told as new council in would be a while before this one hit the table. I picked this up again from watching Live stream TCC meeting with a local resident speaking about Greerton Traffic. Subsequently met with Brendon Bisley on 1 July and discussed timings for a review later this year. We have stressed that full consultation must be carried out including with key stakeholders – business owners – before any decisions are made as many are not in favour of any changes that will create more upheaval, preferring to keep the status quo

Carried over from numerous previous reports

Beggars in Greerton

Relates to historical issues with beggars in Greerton

In this reporting the period the previous Begging Bylaw has now been removed to our dismay. Since re opening after lock down we have been plagued daily by William Koteru and Beverley Kawai(Stock?) who are here almost all day every day knocking on car windows and hassling people as they try to leave their cars, for a $1. William has also been reported for urinating in a public place – outside Countdown -Numerous calls, emails and complaints have been passed on to police and to Main Street. I understand that charges are waiting court date and local police have suggested they will ask for bail conditions that ban him from Greerton – we will see but in the meantime we are starting to get complaints from the public.

Whilst the business owners are pretty good at reporting incidents – they do get fed up and the public are often afraid of repercussions so simply don’t. We are very concerned that their presence will encourage other beggars back and that people will start to avoid Greerton once again

Targeted Business Rate

Substantial increase for business owners in the pipeline

We have submitted as GVCA that we are not in agreement with a hefty increase– hot on the heels of lockdown with many struggling businesses

 

Painting of bollards, replacing timber and varnishing seats

 

Work that was agreed to be completed after the Road safety work (By Martin Parkes)

Many emails, messages etc to Callum Mc Clean. Finally passed on to Phil Consedine who called me mid-June and would look into it. Awaiting further news

 

Future activities (coming 6 months):

 

·    Continuing with the Buy Local, Buy Tauranga Marketing Campaign through July and August

 

·    More one-off street entertainer mornings, next up 15 July

 

·    Random Acts of Kindness to continue – back to on the streets in person

 

·    Enjoying our amazing Yarn Bombed Trees up in Greerton right now until late August,

celebrating “Aotearoa – what it means to me” and looking forward to the voting and results

 

·    Our annual Cherry Blossom Festival and Street Car Show on September 19

 

·    How we can work in with the Garden & Arts Festival in November held at the Racecourse

 

·    Working on another “celebrity” Christmas Show in December – hard to top The Topps!

 

·    Lighting up Greerton for Christmas with our lights and giant Tree

 

 

Financials:

A copy of our YTD Budget vs Actual to 30 June 2020 is attached

 

 

We finished the financial year in a good fiscal situation and continue to track well


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

Mainstreet Monitoring Report – Papamoa Unlimited

Reporting Period: 1 January 2020 – 30 June 2020

This section will only need to be updated when there are changes to report on

 

Vision:

 

Core Purpose / Focus areas of Mainstreet Business Plan:

 

Membership overview:

 

 

 

Summary of highlights:

 

Due to timing of events and CoViD 19 all events timetabled for this period have been postponed until later in 2020.

Pedal Papamoa now 27 September (unchanged), Polar Plunge now 18 October and Santa Parade confirmed for 22 November. “Has Papamoa got Talent” moved to April 2021.

 

 

Key Activity and Achievements (previous 6 months):

 

 Additional tables can be added if needed

 

Activity Area: for example: events

Activity

Explanation

Results / Status / Outcome

For example: busking festival, Christmas Parade, win a trip competition

Brief explanation of the particulars of that activity

The result of the activity. Could focus on number of attendees, how successful it was

 

 

 

 

Activity Area: for example: initiatives, marketing

Activity

Purpose

Results / Status / Outcome

For example: website development, survey, branding campaigns, media placement

Brief explanation of the particulars of that activity

The result of the activity. Could focus on results of survey, provide a description of next steps

 

 

 

 

Activity Area: for example: member communication

Activity

Purpose

Results / Status / Outcome

For example: training for members, email communications

Brief explanation of the particulars of that activity

The result of the activity. Could focus on available statistics, feedback from members

 

 

 

 

 


 

Key issues:

 

Are there any particular current issues that need to be highlighted to Council? What is happening to resolve these issues, if the issues relate to Council activity what is the next step? On a rolling basis close issues that were raised in previous reports.

 

Issue

Explanation

Status

For example: targeted business rate

Brief explanation of the particulars of that issue

Brief explanation of the work to date on the issue and any matters that need to be resolved

 

 

 

 

 

Future activities (coming 6 months):

 

Re-inventing delayed events and analysing Post CoVid 19 impacts.

 

 

Financials:

 

Previously submitted.

 

 

 

 


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 


 


 


 


 


 


 


 


 

   


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

9          Discussion of Late Items


Finance, Audit and Risk Committee Meeting Agenda

11 August 2020

 

10        Public Excluded Session  

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendations

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:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

10.1 - Bay Venues Limited - Independent Legal Review of the Bay Dreams Festival

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s48(1)(a) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.2 - Pool fencing issues and communications

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.3 - Litigation Report

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.4 - Corporate Risk Register - Quarterly Update

s7(2)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.5 - Revised Internal Audit Programme for 2019/20 to 2020/21

s6(b) - the making available of the information would be likely to endanger the safety of any person

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret

s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

10.6 - Internal Audit Report - Health & Safety and NZTA Funding

s6(b) - the making available of the information would be likely to endanger the safety of any person

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7