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AGENDA
Finance, Audit and Risk Committee Meeting
Tuesday, 11 August 2020
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I hereby give notice that a Finance, Audit and Risk
Committee Meeting will be held on:
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Date:
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Tuesday, 11 August 2020
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Time:
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9.30am
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Location:
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Tauranga City Council
Council Chambers
91 Willow Street
Tauranga
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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.
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Marty Grenfell
Chief Executive
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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.
- Confirmation of committee minutes.
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
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Chairperson
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Mr Bruce
Robertson
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Deputy
chairperson
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Cr John Robson
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Members
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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
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Non-voting
members
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Dr Wayne
Beilby – Tangata Whenua representative
A maximum
of two external appointments may be made by Council on recommendation from
the Committee
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Quorum
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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.
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Meeting
frequency
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Six weekly
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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.
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
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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.
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Attachments
1. Minutes
of the Extraordinary Finance, Audit and Risk Committee Meeting held on 28 April
2020
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 Extraordinary
Finance, Audit and Risk Committee Meeting Minutes
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28 April 2020
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MINUTES
Extraordinary Finance, Audit and Risk
Committee Meeting
Tuesday, 28 April 2020
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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
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Apology
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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
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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
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7.1 Financial
Update - COVID-19
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Staff Paul Davidson, General Manager: Corporate Services
Kathryn
Sharplin, Manager: Finance
Mohan De Mel,
Treasurer
Key points
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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.
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98% of rates already collected; however, there
were significant impacts on user fee revenue.
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Delayed delivery of the 2019-20 capital
programme with $30-$50m unspent budget.
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Net debt expected to be less than
budgeted. Forecast debt to revenue ratio of 211%.
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In terms of financial risk management, there
was significant risk around the ability to debt fund the Annual Plan works.
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Estimated $40-$70m gap in revenue.
Financial forecasts continued to be refined for this year and for next
year’s Annual Plan.
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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
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The Annual Plan budgeting process could move
towards more flexible budgeting processes but would have to stay within Local
Government Act financial parameters.
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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.
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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.
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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.
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If the debt/revenue ratio moved above 235%
then there was no buffer for any other unexpected event.
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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.
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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
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Noted the need to keep the public informed on
the process and timeframe regarding re-consultation on the Annual Plan if
needed.
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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.
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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
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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.
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CHAIRPERSON
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.
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Recommendations
That the Finance, Audit and Risk Committee:
(a) Receives the report:
Mainstreet Monitoring Report for January to June 2020
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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 ⇩
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Finance, Audit
and Risk Committee Meeting Agenda
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11 August 2020
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Appendix
A: Mainstreet Monitoring Report to Finance, Audit and Risk Committee, 11 August
2020
For period 1 January to 30 June 2020
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Organisation
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Issues
for Council attention
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Summary
of activities
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Looking
forward
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Mount Mainstreet
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· 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
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· 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
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· 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
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Tauranga Mainstreet
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· Seeking a clear vision
and strategy from TCC for the city centre in collaboration with Mainstreet
Tauranga
· Seeking ongoing support
and collaboration on
o Covid 19 impact on
business
o Vacancies
o Funding for shuttle bus
service should cruise season relaunch
o Funding and support for
events and new initiatives
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· 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
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· 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
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Greerton Village Mainstreet
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· Greerton Village Traffic Safety work
· Persistent begging by two people
· Disagree with proposed commercial
rates
· Painting of bollards, replacing
timber and varnishing seats
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· 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
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· 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
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Papamoa Unlimited
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· No issues for Council attention
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· 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.
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· 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.
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Finance, Audit and Risk Committee
Meeting Agenda
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11 August 2020
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Reporting Period January 1st
2020 – June 30th 2020
Mount
Maunganui Business Association
Vision:
Our
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):
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Activity
Area: for example: events
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Activity
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Explanation
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Results / Status / Outcome
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Weekly Farmers Market
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Sunday
Market’s occur every Sunday from 9am – 1pm
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Enjoyable
Market for the centre of town which utilises Te Papa o Nga Manu Porotakataka
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Anzac Day event
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Cancelled
due to Covid-19
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Collaboration with Downtown Tauranga and Greerton Village
during covid-19
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The 3
centres collaborated to deliver a message of local support needed for the
businesses across the whole city.
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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.
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Radio
promotion
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We
created a radio promotion for businesses that wished to participate on The
Hits Radio station which lasted 9 days.
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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.
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Activity
Area: for example: initiatives, marketing
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Activity
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Purpose
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Results / Status / Outcome
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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.
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To keep
the public informed during covid.
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Lots of
positive emails from members and information on where they were which I fed
out to our marketing advertisers, FB pages etc.
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Flames of Plenty in Porotakataka
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To have
some live attraction on Friday evenings during the summer months.
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Was
great, it always drew a crowd down to that space which was lovely to see as
this is what is was intended for.
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Change of name from Mount Maunganui Mainstreet Incorporated to
The Mount Business Association Incorporated
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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.
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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.
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Activity
Area: for example: member communication
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Activity
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Purpose
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Results / Status / Outcome
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Shop visiting
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To see
our members face to face
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I love
seeing the members and it gives them a chance to talk with me directly.
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Frequent emails
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To inform
our retailers
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I email
the retailers regularly to update them or give them information on what is
happening in the area.
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Surveys
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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.
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This is
part of our strategy for the next year and will be engaging with members
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Issue
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Explanation
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Status
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Car parking and public transport
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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.
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Ongoing,
we have presented a draft idea to councillors recently and will be following
up.
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Bus Stop signs and Route board
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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.
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This has
still not been resolved. We are being asked frequently where is the bus
stop? And where is the route map?
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Te Papa o Nga Manu Porotakataka
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Community
space for activities and community gatherings.
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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.
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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.
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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.
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Ongoing.
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Directional Signage to the shopping centre on Pilot Bay and
Marine Parade. This has been in the last 2 reports.
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There is
no directional signage to inform passengers and visitors to the MMS shopping
centre from Pilot Bay or Marine Parade.
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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
|
|
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
|
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
|
|