Agenda of Ordinary Council meeting - Monday, 6 November 2023

UNCONFIRMED Ordinary Council meeting minutes

16 October 2023

MINUTES

Ordinary Council meeting

Monday, 16 October 2023

Order of Business

1 Opening karakia. 3

2 Apologies. 4

3 Public forum.. 4

4 Acceptance of late items. 4

5 Confidential business to be transferred into the open. 4

6 Change to the order of business. 4

7 Confirmation of minutes. 4

7.1 Minutes of the Council meeting held on 11 September 2023. 4

7.2 Minutes of the Council meeting held on 25 September 2023. 4

8 Declaration of conflicts of interest 4

9 Deputations, presentations, petitions. 5

9.1 Gia Nelson and father Ricky Nelson - Mount Manganui High School - Petition on Level Crossing Safety. 5

10 Recommendations from other committees. 6

11 Business. 7

11.1 Adoption of draft Development Contributions Policy 2024/25. 7

11.2 City Centre Development Incentive Fund Update 2022/2023. 10

11.3 Broader outcomes - social procurement targets. 11

11.4 Traffic & Parking Bylaw Amendment No.47. 12

11.5 Spring St Carpark Strengthening - Unbudgeted Expenditure. 12

11.6 Parking Management Plan Roll Out Adjustment. 13

12 Discussion of late items. 14

13 Public excluded session. 15

13.1 Public Excluded Minutes of the Council meeting held on 11 September 2023 15

13.2 Public Excluded Minutes of the Council meeting held on 25 September 2023 15

13.3 Exemption to Open Competition - Subdivisional Hard Fitout 15

13.4 Cameron Road Stage 2 Progression of Procurement 15

11 Business (continued) 16

11.7 Hearings on the Options to Fund the Civic Precinct - Te Manawataki o Te Papa 16

14 Closing karakia. 20

MINUTES OF Tauranga City Council

Ordinary Council meeting

HELD AT THE Bay of Plenty Regional Council Chambers,

Regional House, 1 Elizabeth Street, Tauranga

ON Monday, 16 October 2023 AT 9.30am

PRESENT: Commission Chair Anne Tolley, Commissioner Shadrach Rolleston, Commissioner Stephen Selwood, Commissioner Bill Wasley

IN ATTENDANCE: Marty Grenfell (Chief Executive), Paul Davidson (Chief Financial Officer), Nic Johansson (General Manager: Infrastructure), Christine Jones (General Manager: Strategy, Growth & Governance), Alastair McNeill (General Manager: Corporate Services), Gareth Wallis (General Manager: City Development & Partnerships), Ben Corbett (Team Leader: Growth Funding), Ana Blackwood (Senior Advisor, Growth Funding), Anne Blakeway (Manager: City Partnerships), Melanie Rose (Procurement Contracts Advisor), Carlo Ellis (Manager: Strategic Māori Engagement), Angela Murray (Team Leader: Procurement), Brendon Bisley (Director of Transport), Will Hyde, (Senior Transportation Engineer), Reece Wilkinson (Parking Strategy Manager), Mark Ross (Senior Programme Manager: Civic Redevelopment Projects), Malcolm Gibb (Contractor – Rating Review), Coral Hair (Manager: Democracy & Governance Services), Shaleen Narayan (Team Leader: Governance Services), Janie Storey (Governance Advisor), Wikus Van Pareen (AV Support Specialist)

1 Opening karakia

Commissioner Shadrack Rolleston opened the meeting with a karakia.

PRESENTATION - KIM FRASER – 25 YEARS OF SERVICE

Commissioner Tolley acknowledged Kim Fraser who joined the Council on 15 October 1998 and gave Council’s sincere thanks to her for her contribution to the city’s water operations over that time. Her work had been greatly valued by her colleagues who note that she does an excellent job, takes on additional responsibilities, was passionate about the management of water assets and had been instrumental in influencing positive change for the benefit of the city.

Her staying power was clear with her first task being loading 15 years of paper-based records into the first digital asset management system, and was key to the disappearance of mountains of paperwork and to also create an effective operating system. Kim also helped with the introduction of 39,000 water meters, by first having to update the rating database and input all of the data for these assets. Kim’s answer to how do you eat an elephant – one bite at a time.

Over the years Kim had contributed in many key aspects and had led a team of subject matter experts working across Parks and Reserves and Three Waters Assets, ensuring that the systems and processes were fit for purpose. She recently led a team of 20 to implement the three waters collaboration project migrating all of the assets to the new Watercare and ensuring the systems were in place for the commencement of the new Waters contract.

Her encyclopaedic knowledge of Council’s assets and management saw Kim seconded into the water services reform project as an asset data specialist. Council would await with interest any announcements on the future of the reforms following the weekend election.

Commissioner Tolley thanked Kim for the 25 years of dedication to making Council’s three waters services one of the country’s most effective providers, congratulated her on her long service achievement milestone and presented Kim with a bouquet of flowers.

2 Apologies

Nil

3 Public forum

Nil

4 Acceptance of late items

Nil

5 Confidential business to be transferred into the open

Nil

6 Change to the order of business

Nil

7 Confirmation of minutes

7.1 Minutes of the Council meeting held on 11 September 2023

Resolution CO19/23/1

Moved: Commissioner Bill Wasley

Seconded: Commissioner Shadrach Rolleston

That the minutes of the Council meeting held on 11 September 2023 be confirmed as a true and correct record.

Carried

7.2 Minutes of the Council meeting held on 25 September 2023

Resolution CO19/23/2

Moved: Commissioner Bill Wasley

Seconded: Commissioner Shadrach Rolleston

That the minutes of the Council meeting held on 25 September 2023 be confirmed as a true and correct record.

Carried

8 Declaration of conflicts of interest

Nil

9 Deputations, presentations, petitions

9.1 Gia Nelson and father Ricky Nelson - Mount Manganui High School - Petition on Level Crossing Safety

A video was played showing how busy the area was when a train was passing through Hewlett’s Road. The video presentation was available on request.

A copy of the tabled document for this item can be viewed on Tauranga City Council’s website in the Minutes Attachments document for this committee meeting.

Key points

· Mr Nelson noted that he was a representative of the tangata whenua forum of the SmartGrowth Leadership Group which the petition had been presented to a month ago. This had resulted in an invitation from Commissioner Rolleston to also present it to Council to gain their support. Mr Nelson noted that the petition had been fully endorsed by the tangata whenua forum.

· A video was played with pedestrians, traffic and a train crossing the area noting the danger this posed to pedestrians.

· Gia Nelson introduced herself and said that she had taken the initiative on behalf of Mount Maunganui College students to create a petition to seek the creation of pedestrian crossing barriers at the rail line.

· After the recent death of one of their whanau the students say enough was enough and it was time for them to make a stand, as school kids have the right to be safe going to and from school and not be at risk when there were reasonable and affordable safety measures available.

· People had raised these concern for years with Tauranga City Council and the New Zealand Transport Authority and believe they had been ignored when these safety measures were supposed to be implemented.

· The petitioners call on Council, KiwiRail and Waka Kotahi to implement the following safety measures immediately:

○ Pedestrian barrier arms at the level signal like the crossings at Matapihi Road, Bay Fair, Hewletts Road and Hull Road.

○ An independent safety risk assessment for cyclists and pedestrians around school zones in the Mount Maunganui, State Highway 2 Bay Fair to Hull Road and Hewletts Road.

○ The establishment of a student forum with Tauranga City Council as there needed to be a place where students could voice their concerns and be heard.

· The reasons for constructing safety measures around these roads were simple:

○ Hewletts Road was obvious and with the recent loss of a young life when school had finished shows that it may happen again as there were three schools, Mount Intermediate, Mount College and Omanu Primary School in the vicinity.

○ Hull Road sat next to the Mount Maunganui Sports Centre and new skate centre where kids played a number of sports. This was a hazard as there were sometimes no carparks at the fields or courts and parents had to park near the railway track, making it unsafe for kids to be around.

○ Matapihi Road had little measures like railings, but that does not mean that it was safe.

○ Gia noted that when she attended Arataki Primary School the safety zone for tsunami was at the Omanu Golf Club which meant that the students needed to cross the railway line to get to safety.

○ Safety measures such as barriers and lights would save lives.

· The Petition was being presented to Council to endorse and listen to the voice of Rangatahi which had so far been ignored. They hoped that the Council could add extra weight to the petition, seeking to get these safety measures put in place.

· Gia then presented the Petition entitled “Safe Railway Crossings for Pedestrians and Cyclists” with 608 signatures to Council.

· Mr Nelson advised that the students at Mount Maunganui College were taking the initiative to say that while there had been a number of opportunities to present submissions on a number of issues over time in the area, they now had a mechanism whereby students were presenting their voice. Principal Alistair Sinton was unable to attend the meeting but was listening online.

· While they were fully aware that engagement at the higher level was taking place and things were moving behind the scenes, this was a great opportunity for students to put something forward as an important voice of their community.

In response to questions

· In relation to a query as to whether conversations had been held with the Matapihi community due to the increased use of cycleways in that area, Gia noted that she had not talked to that community, all of the work to date had been done through the school with very serious conversations being held about it.

· Mr Nelson noted that the underpass was taken away in 2016 which was a safe connected multi modal pathway for the communities to be connected. The children were fully involved at the time as students of Arataki as well as Intermediate during the promotion of this. They were fully aware and respect the mana of the hapū at Matapihi and their concerns at having those pathways through their rohe, but just across the railway there were also connecting pathways to other areas and shopping centres that families need to access.

· The students had identified within their school zone there were three high risk level crossings and as the video showed crossing a main road and looking for cars there was a lot of noise and distraction and looking down to negotiate the way. The perception for adults was they would come up with their own assumptions, but if the measures were in place, it would no doubt save lives.

· Gia, in response to a question, noted that she had not been to the Priority One Young Leaders Forum to talk about the crossing.

Discussion points raised

· Commissioner Tolley noted that there was a lot happening in the background and staff had recently taken the KiwiRail Board Members to look at the site where the tragedy occurred.

· The points raised were excellent and Council would advocate on behalf of the voice of students. Commissioners noted their appreciation to Gia for putting together the petition, attending the meeting and bringing the issue to their notice.

· Commissioner Rolleston noted that staff would work on the points raised and report back to Gia. There was a lot of work being done around Hull Road and the skatepark and the carparking for the fields and courts with new carparks and better access across the road.

· Council had introduced measures and would continue to do all they could to keep people safe, but people would sometimes make their own judgements about whether to stop or not.

· Commissioners thanked Gia for starting a good conversation.

· Discussions had started with Waka Kotahi and KiwiRail and Council was pushing to have early and immediate work done while the longer term processes were being planned and put in budgets.

· The suggestion of a student representational group was good as there was usually no voice for the pedestrian when looking at multi-modal transport options. It would be helpful to get input from youth, especially with the redesign of the Hewletts, Hull and Totara Street areas.

Attachments

1 Gia Nelson Petition

10 Recommendations from other committees

Nil

11 Business

11.1 Adoption of draft Development Contributions Policy 2024/25

Staff Christine Jones, General Manager: Strategy, Growth & Governance

Ben Corbett, Team Leader: Growth Funding

Ana Blackwood – Senior Advisor: Growth Funding

Key points

· The draft Development Contributions Policy (the Policy) had been adapted as a result of previous reports and conversations It would be consulted alongside the Long Term Plan 2024-34.

· Staff aligned the policy every year with either the Annual Plan or Long Term Plan on projects to be delivered, including cost estimates and delivery timelines that may have changed, and reflected the underlying assumptions on the decisions that came through. The Policy was a draft as it would reflect the decisions that come from the Long Term Plan, when adopted.

· Three additional substantive changes had been identified.

· Firstly, a new local development contributions charge was proposed for the Te Papa peninsula for both residential and non-residential development. These charges would fund the growth-related portion of a collection of transport and community infrastructure projects to be delivered in the Te Papa peninsula and the share of the costs allocated recognised that these projects would enable and benefit development growth in this area.

· There was a need to refine the Te Papa catchment’s relationship with the Transport System Plan (TSP) Infrastructure Funding and Financing levy (IFF) There was a risk that the development contribution charge would displace IFF funding and have negative impacts on the financial efficiency of that funding tool, however there was work being undertaken to ensure the risks were being minimised to the extent possible. The Te Papa catchment would continue to sit inside the Tauranga Infill local development contribution catchment. The proposed Te Papa local development contributions charge would result in an additional $4,000 per lot.

· Secondly, there was a large residential category change being introduced. After researching other local authorities and talking to large developers, it was evidenced that 4+ bedroom properties had a markedly different demand profile to the 3 bedroom or less properties. While the overall levies remained the same it would lower the cost for 1-3 bedroom properties.

· Thirdly, staff had looked closely at the demand and benefit factors for aged care facilities and the collection of changes were proposed to reduce charges for activities such as reserves, community centres and the like as these aged care facilities were not generating a large amount of demand or receiving large amounts of benefit from those community facilities.

· Next steps included taking the proposals to the community including in the Panui and Toolbox email monthly newsletters. Some general information had been sent out a month ago through those mediums signalling the general substance of the proposal and pending price rises for some catchments without providing any particular details.

· Information had also been shared through the Developers Sector Forum with larger land and building developers and information would now be provided through all links with more detail and a link provided to the consultation portal which would commence on 15 November 2023.

In response to questions

· In relation to the concern of the cost increases with the likes of Waiāri and Cambridge Road and the original estimates being so far out that Council now that had to play catchup had undermined the confidence of development contributions being charged. It was noted that new systems and processes for project estimation had been introduced over the past few years which should increase confidence that the figures would be closer to the expected cost by the time the work was closer to being done.

· Civil construction was very risky with a lot of unknowns and while in the past staff had carried out risk assessments of the known risks, they were now building in contingencies for the items/risks that were unknown and general cost increases which had seen increases of 30-50% since 2020.

· In the past there had never been an overcharge of development contributions. There was a shortfall of development contribution funding of $50M that had been transferred to rate funding.

· In relation to the under collection, as the projects were funded over a 30-40 year period, the other collections were likely to be quite low as they would be delivered early in that funding period. Council had deliberately started collecting for Waiāri towards the construction date which minimised the risk of cost fluctuations. Staff had to be cautious or would end up refunding contributions which was more of a challenge.

· In response to a query that a higher level of project planning and scrutiny of the estimates was carried out before they got put into the development contributions framework, it was noted that the financial information was included in the Long Term Plan. For a project the uncertainty would be greater than when it was funnelled into implementation which would have a final design and then received tender pricing. Staff did as much work as they could to get the cost estimate right, but there were still unknowns that needed to be taken into consideration. There was a different level of governance and oversight in and around the decision making for the suite of projects such as transport and three waters, and they were relying on a greater level of external expertise to understand risks and contingencies. The new process would help with this also.

· In noting concern that it was hard for developers and builders to change when the price goes up, Commissioners noted that there was a need to ensure Council was pitching at the right level.

· In response to a query as to whether there were other assessments required to avoid significant increases within the suite of development contributions, it was noted that the whole Long Term Plan process included capital projects assurance that looked at quality of costings. Projects further out had a greater level of uncertainty which had a greater level of contingency reflecting where they were in the development phase, based on history over time, and as these projects progressed, the level of contingency was replaced by updated costings and methodology to get to the numbers.

· Growth Funding staff were applying more rigour at the early stages going through the projects further out and ensuring staff were reviewing them, that the scope had not changed and that they were up to date with the costs to avoid under assessment.

· In answer to a question as to the response to the policy from the house builders, it was noted that to date this sector had been incredibly quiet. Staff had talked through the proposal in detail outlining the reasoning, methodology used and advising of a possible 20% or higher increase in the levies. The report would be sent out to all groups after this meeting, which may prompt some further discussion and would be provided to Commissioners for visibility. There were some consistent submitters and staff had responded to those, however it was hard with general house builders as they did not realise until they actually saw the numbers and they would probably not provide feedback. The building and planning teams provided monthly newsletters to a variety of businesses and groups and the decisions from this meeting would be included in the next edition.

· The table in paragraph 22 was clarified. The draft charges in the right-hand column have been revised from the charges presented in the report to Council on 4 September 2023. The base charge was on capital expenditure where staff considered how much it would cost, add further costs for debt holding and time to collect all of the contributions to completion and adding inflation when it was not immediately being delivered. Legislatively Council was required to separate out the capital expenditure from the finance costs.

· Paragraph 23 (a) was incorrect and should relate to the transport charges being decreased not increased and the reserves charges being increased not decreased and it was requested that the report be changed and clarified to reflect the correct amount to be charged.

· In relation to the low population estimates, it was noted that the 2013 census data was used and would be updated when the new census data was available next year. While numbers were lower, the proportions still held with data on the occupancy and were also used elsewhere in the Long Term Plan.

· In relation to the age care facilities being applied across the board as many had independent villas as well as care homes and hospital facilities, it was noted that these were separated out in the levies.

· The Te Papa peninsula had two different catchments, one being the already existing Tauranga Infill catchment which collected development contributions for the southern pipeline (wastewater infrastructure) at $4,000 per property for residential development. This supported the city centre, Te Papa, Bethlehem and a large collection of the western catchment. The Te Papa peninsula had not been removed from the Tauranga Infill catchment and had run the two catchments alongside each other. This was related to the uncertainty around the water reform and in time could be reconciled to one catchment to make it simpler to understand. The Te Papa catchment collected the levy for other infrastructure such as roading and reserves caused by growth. The total development contributions charge for all services for Te Papa totalled approximately $12,000 per property.

Discussion points raised

· Commissioners felt reassured that processes were in place and projects were not being underestimated so they got onto the list of works. With the long term plan process and capital investment Council could not afford any under investment and had to cover risk and contingencies.

· An early knowledge and a no surprises environment were important and staff were encouraged to notify the interested parties of these increases as early as possible.

· Vital Updates indicated that 37% of the housing stock in Tauranga was 4 bedroom or more and of that 54% had four people or more occupying those dwellings. It was suggested that with the cost of living and overcrowding in housing, there may be more people living in these dwellings over time, which indicated that the 4+ bedroom charge made sense and would relieve pressure on the 1, 2 and 3-bedroom properties.

Resolution CO19/23/3

Moved: Commissioner Stephen Selwood

Seconded: Commissioner Bill Wasley

That the Council:

(a) Receives the report "Adoption of Draft Development Contributions Policy 2024/25".

(b) Agrees to incorporate the proposed updates to local and citywide development contributions in the draft Development Contributions Policy 2024/25.

(c) Agrees to incorporate a 4+ bedroom charge for citywide development contributions in the draft Development Contributions Policy 2024/25.

(d) Agrees to incorporate a lower citywide development contribution for transport, community facilities and reserves infrastructure for retirement village and aged care facilities developments in the draft Development Contributions Policy 2024/25.

(e) Adopts the draft Statement of Proposal and Development Contributions Policy 2024/25 for the purposes of public consultation.

(f) Delegates authority to the General Manager: Strategy, Growth & Governance to make minor amendments to the draft Development Contributions Policy 2024/25 to correct errors in wording or financial information.

Carried

11.2 City Centre Development Incentive Fund Update 2022/2023

Staff Gareth Wallis, General Manager: City Development & Partnerships

Anne Blakeway., Manager: City Partnerships

In response to questions

· In response to a query as to a potential loss of focus on accommodation within the city centre it was noted that staff would look to stimulate opportunities to attract residential or student accommodation into the civic centre.

· There were three specific sites that were of interest at present, but the cost of providing accommodation did not make it viable at present. One of these had a government agency considering it as a possibility and staff were trying to stimulate interest with developers for the other two to covert the opportunity for some form of accommodation and asking what the Council could do to assist to make it a viable option.

· Commissioner Tolley noted that there was also support through the Housing Equity Fund that may help make the difference in the market and considered that accommodation was critical for the CBD. Staff would increase the focus and report back early in the new year.

· In terms of interest in the support for the licence to occupy relief, it was noted that all the city centre businesses had a reduction of 80% to 30 June 2024 and discussions would be held in the new year on whether to continue to provide that discount.

· Staff would attend the upcoming Priority One and the Downtown Tauranga annual general meetings and let businesses own the decisions on prioritisation rather than the Council.

· One request through the engagement session had been for a retail strategy, and while it was not Council’s role to provide it, the fund could be used to fund Downtown Tauranga to engage an expert, so there was a strategic view for the CBD.

· In noting that construction was about to start on Te Manawataki o Te Papa and other developments such as the courthouse there was a captive audience of up to 200 construction and professional service workers. Staff had been looking at what resilience and support looked like and were challenging businesses to adapt to new opportunities, such as additional workers, rather than focus on negatives such as carparking. Council funded the Chamber of Commerce to mentor businesses and they could be directed to focus on taking advantage of the opportunities. Mention would also be made at the upcoming annual general meetings to look at increasing the uptake of businesses using mentors.

Discussion points raised

· Commissioners acknowledged the work of the team for the engagement opportunities and direct connection with over 2,000 people providing messaging to understand what was occurring. There had also been good feedback received regarding those opportunities.

· Looking into the next $300,000 future investment, a query was raised as to what the priority was coming from the business community, getting them to look at driving the agenda and make prioritisation decisions as if this was their own budgets. The Arts sector had done well to date and Commissioners wanted to see a prioritised investment programme from the business sector to get their buy in and support. Commissioners acknowledged the work being done by staff and the trust that was being instilled in the community with the constant communication.

Resolution CO19/23/4

Moved: Commissioner Bill Wasley

Seconded: Commissioner Stephen Selwood

That the Council:

(a) Receives the report "City Centre Development Incentive Fund Update 2022/2023".

Carried

11.3 Broader outcomes - social procurement targets

Staff Alastair McNeil, General Manager: Corporate Services

Melanie Rose, Procurement Contracts Advisor

Carlo Ellis, Manager: Strategic Māori Engagement

Angela Murray, Team Leader: Procurement

Key points

· The broader outcomes were designed to stimulating the local economy and local community including buying from Māori and Pacifica businesses.

· Giving shot of adrenaline to Council’s procurement policy and boosting the intent on delivery and aligning it with the Sustainability Plan.

· Developing Council’s role in creating opportunities for local business, to ensure that when procuring goods and services it was also maximising opportunities for the community. When dealing with large suppliers Council needed to know how they would deal with their waste to minimise the impact on the community. Diversifying the supplier base provided more opportunities for Māori and Pacifica businesses and other small and medium size businesses.

· Social enterprises included increasing engagement with them as they did not tend to play a big role in the capital works projects but could play a better role in the engagement and sustainability spaces.

· Staff were conscious of the big capital works programme for Council and saw a gap in the supplier base of Māori and Pacifica businesses. Staff had been assisting with developing their connections and capability capacity within the programme and had spoken of the benefits of bringing longevity in the area and offering employment to people who would be here in the long term.

· Staff had been working on a range of different barriers to the participation of Māori and Pacifica businesses that had made it difficult for them to participate in procurement processes.

· This was an opportunity for Council to grow and align towards central government targets by including these businesses and adding them to the supplier base and to also assist Council to achieve its 5% target as current engagement rate was low.

Discussion points raised

· With a $450M in capital programmes of a variety of projects with environmental, social, and economic initiatives, partnering with Māori and Pacifica would also deliver some of their outcomes. Putting this in place now would start to build those connections and Council’s local capability without having to import staff, services and goods from outside the city.

Resolution CO19/23/5

Moved: Commission Chair Anne Tolley

Seconded: Commissioner Bill Wasley

That the Council:

(a) Receives the report "Broader outcomes - social procurement targets".

(b) Supports a target of at least 5% of the value of all influenceable spend to be awarded to Māori and Pasifika businesses and supports work to significantly increase engagement and support of social enterprises.

(c) Approves mandating the inclusion of broader outcomes in all tenders going out to market. This can be either incorporating as a mandatory requirement in lowest price conforming tenders or as a compulsory attribute to be included in weighted attributes processes (minimum 10% weighting).

Carried

11.4 Traffic & Parking Bylaw Amendment No.47

Staff Nic Johansson, General Manager: Infrastructure Services

Brendon Bisley, Director of Transport

Key points

· Requesting changes to the bylaw because of parking technology now that cameras were installed on vehicles to enable licence plate recognition. The old system for handling physical residents’ parking was no longer needed. Staff were able to be far more adaptive in the future as more CBD parking was made available.

In response to questions

· Residents that were able to park in restricted areas would have their number plate loaded into the system so tickets would not be issued to those vehicles in that area.

· The annual charge for car parking was $180 which was the cost to provide the permit for residential properties that did not have onsite carparking. Council would be separately looking at whether any subsequent owners would have a right to the parking space so they would know when buying the property there was no on street parking provision.

· It was noted that there were several businesses located in homes on 3^rd and 4^th Avenue who were asking about the provision of car parking for staff. Commissioners agreed that there was a need to ensure that the focus was on residential parking and not for any businesses that may be run from a property.

Discussion points raised

· Commissioners agreed that they would need to consider this carefully with the rules no longer requiring car parking to be provided on site as the cost of providing carparking was expensive.

· Consideration would also need to be given to a policy of charging for revenue rather than just covering costs and as a measure to incentivise developers to supply parking, otherwise the community and businesses would end up carrying the cost.

· Legislative change may be required as the charge for the cost was limited to implementation. Commissioners agreed that Council should be able to charge the actual cost, not a fee that was set by central government.

Resolution CO19/23/6

Moved: Commissioner Bill Wasley

Seconded: Commissioner Stephen Selwood

That the Council:

(a) Receives the report "Traffic & Parking Bylaw Amendment No.47".

(b) Adopts the proposed amendments to the Traffic and Parking Bylaw (2012) Attachments as per Appendix A relating to minor changes for general safety, operational or amenity purposes, to become effective on or after 17 October 2023 subject to appropriate signs and road markings being implemented.

(c) Adopts the proposed amendments to the Traffic and Parking Bylaw (2012) and its Attachments as per Appendix B, relating to updating the existing provisions for Residents’ Parking and identifying areas for Residents’ Parking to be applied, to become effective on or after 17^th October 2023 subject to executive approval.

Carried

11.5 Spring St Carpark Strengthening - Unbudgeted Expenditure

Staff Nic Johansson, General Manager: Infrastructure Services

Mark Ross, Senior Programme Manager: Civic Redevelopment Projects

Key points

· While the project had undergone a robust estimate and design process, and had been built as detailed, some of the services and reinforcing steel were not in the design locations expected and as a result of this the cost to repair had increased and further funding was required.

· It was noted that Naylor Love had taken out the Supreme Award “For the development of a New Zealand design or technology which eliminates or manages a risk to safety or health at work” at the recent New Zealand Health and Safety Awards for designing and building a mechanical drilling rig to drill a significant number of holes throughout the Spring Street carpark strengthening.

· Dave Brunsdon was working alongside the team providing support.

· Increases in costs included design changes, additional electrical work, additional consultancy fees and a five-month extension of the time of the contract with Naylor Love.

In response to questions

· In response to a query as to whether good records and changes to plans at the time a building was constructed, it was noted that the electrical cabling was usually done by conduit, but in this case some of lighting circuits were within the concrete slabs. The building was built 35 years ago, and the level of documentation on the steel structures was very detailed and reflected what was there, however when concrete was placed, some things moved 5-10 mm and this proved to be in critical areas.

· The documentation required for a consent now was more detailed and there were better details and records kept with structural changes being captured. There was a risk with electrical components which were not monitored the same way as other factors of a building.

· The building was now complete and open for use.

Discussion points raised

· Commissioner Tolley noted that the Commissioners had been onsite and had seen the difficulties and design work around the steel structure. She complimented staff for the work done and Naylor Love for providing the drilling rig to drive 8,000 bolts into the building.

· Mark Ross and the team were acknowledged for the work and giving confidence on the safety of the structure by bringing the building up to a standard of 67% of New Building Standard.

Resolution CO19/23/7

Moved: Commissioner Bill Wasley

Seconded: Commissioner Stephen Selwood

That the Council:

(a) Receives the report "Spring St Carpark Strengthening - Unbudgeted Expenditure".

(b) Approves an additional capital budget of $1,065,688 for the completion of the Spring St Carpark seismic strengthening works.

Carried

1.6 Parking Management Plan Roll Out Adjustment.

Staff Nic Johansson, General Manager: Infrastructure Services

Brendon Bisley, Director of Transport

Reece Wilkinson, Parking Strategy Manager

Key points

· The parking strategy needed to be adapted to what was currently occurring in the CBD and to acknowledge that.

· The adjustment recognised that businesses were struggling and the impact on rolling out further paid car parking would have on these businesses.

· With the proposed delay in implementing the roll out it would allow the 100 carparks in Devonport Road to come on stream and to get the residents’ permits system implemented.

In response to questions

· There was still some pavement work to be carried out on the carparks in Willow Street, but this could be done overnight and could still be used during the day.

· Additional parking would be finished by the end of February 2024 and the Cameron Road works around the city centre also completed and the proposal offered respite for all of that.

Discussion points raised

· Commissioners asked that information be provided on the use of the carparks in the inner city to ensure that people were using those as they were part of the behaviour change with the narrative changing from “there is no parking in town” to “there is no free parking in town” that needed to take place.

· The centre city businesses needed a good summer, and the proposal was an acknowledgement of all the work that was being undertaken around the city and showed that Council was listening to the business sector.

· Acknowledgement for the work of the team in the CBD and the proposition to delay the implementation to February 2024 and finishing current initiatives before implementing it.

· Acknowledgement to the Bay of Plenty Regional Council for the removal of the buses from Willow Street, and staff for the reinstatement of the parking.

· Information was requested on the regular use of carparks, the occupancy over time within the catchment on average per month including data on occupancy in the late afternoon and evening. It was noted that this information would be provided in the Commissioners Catchup on a monthly basis and on a quarterly basis in the Executive Report to Council.

Resolution CO19/23/8

Moved: Commissioner Bill Wasley

Seconded: Commissioner Stephen Selwood

That the Council:

(a) Receives the report "Parking Management Plan Roll Out Adjustment".

(b) Approves the following changes to the Parking Management Plan, to modify the implementation of paid parking expansion as follows:

(i) Putting the expansion of paid parking scheduled for 1 November 2023 on hold until 26 February 2024.

Carried

Item - 11.7 Hearings on the Options to Fund the Civic Precinct - Te Manawataki o Te Papa - has been moved to another part of the document.

12 Discussion of late items

Nil

13 Public excluded session

Resolution to exclude the public Resolution CO19/23/9

Moved: Commissioner Shadrach Rolleston

Seconded: Commissioner Bill Wasley

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
13.1 - Public Excluded Minutes of the Council meeting held on 11 September 2023	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)(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
13.2 - Public Excluded Minutes of the Council meeting held on 25 September 2023	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)(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
13.3 - Exemption to Open Competition - Subdivisional Hard Fitout	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) 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
13.4 - Cameron Road Stage 2 Progression of Procurement	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	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

Carried

At 12.10pm the meeting adjourned.

At 12.32pm the meeting reconvened.

11 Business (continued)

11.7 Hearings on the Options to Fund the Civic Precinct - Te Manawataki o Te Papa

Staff Paul Davidson, Chief Financial Officer

Malcolm Gibb, Contractor – Rating Review

The following members of the public spoke to their submission to the Options to Fund the Civic Precinct - Te Manawataki o Te Papa.

A copy of all presentations and documents tabled could be viewed on Tauranga City Council’s (TCC) website.

(1) Sub No. 34 – Greg Brownless

Key points

· The main object of the Infrastructure Funding and Financing Act (IFF) seemed to be to support infrastructure, enabling housing and urban development and funding of certain community projects, which this could be seen as one of those.

· Method of funding the CBD projects comes down to whether you want to state clearly as to who would pay – the ratepayer via rates or the ratepayer by a separate payment to the IFF.

· A financially prudent household or business would not want to pretend it had less debt by financing deals from separate sources to make themselves believe they were financially sustainable or to shuffle around payments that would eventually catch up with them also or they could go into more debt than was on the balance sheet and spend more.

· Looking at project maps, they showed an investment including the government investment of the Courthouse and already seen a proposal to remit the development impact fees for those developments also. The submitter felt that if that did go ahead, and hopes it doesn’t, the group that would have to fund the difference were the ratepayers, who had copped enough over the past few years with rates up 53% on average and debt up 73%.

· The Commissioners have had to go to government saying that the growth here was impossible without government investment, just like the Council had to do in the past when the government were dithering and delaying the roading and the like.

· The IFF has another principle that was of openness and transparency. Many of the submitters did not comprehend that it was them who would still be doing the paying. They do not want to pay for the CBD for whatever reason and had selected the IFF so it was not on their rates, without realising that they would still have to pay a separate levy. Mr Brownless considered this to be smoke and mirrors.

· A further consideration was the interest rate which looked to him that the IFF rate would be greater than one the Council could borrow at.

· The IFF gave more headroom on the balance sheet to increase debt and allow Council to spend or borrow more at a time when most groups were not doing that.

· Mr Brownless concluded by noting that you did not have to be financial genius to know that the IFF deal was less obvious to ratepayers than showing it as a rates increase and more expensive. He asked the Council to call it for what it was as it mattered not what something was called but what it was – It was not so much a rose by any other name but a rate by any other name.

In response to questions

· In response as to whether the points raised related just to Te Manawataki o Te Papa or the use of the IFF generally, Mr Brownless noted it was the use generally and while it could be used to get Council out of a bind, they needed to be careful what it was used for. He considered that this project did not justify the use of the IFF and wanted everyone to see clearly what they were paying for and doing this through a rate.

Discussion points raised

· Commissioner Tolley noted that the IFF had already been used for transport and that her understanding was that the incoming government was keen to see it used more widely.

(2) Sub No. 47 – Chudleigh Haggett

Key points

· The submitter noted that he was disturbed about what’s happening in Tauranga over the last few years as people could not afford the grandiose plans.

· For Council to hold a meeting whether to fund the project this or that way was like asking someone whether they preferred to be shot or hung without asking them if they wanted to die. Mr Haggett said that he felt this was the situation that the ratepayers were in.

· The CBD was collapsing before our eyes and none of the fancy, touchy feely projects had done anything except spend ratepayers’ money. This was just a disaster as no one had asked for cycle lanes, bus lanes and the extra costs incurred on Cameron Road and was this was just another project ratepayers could ill afford and would bring Tauranga City closer to bankruptcy.

· No matter how good or bad the plan was, the decision should be made by the ratepayers who would pay for it and not be a decision of Commissioners and Council staff with no vested interest apart from their jobs.

· Economy of any place depended on its people as they buy and sell, manufacture, import and export, rent and provide services for whatever they do, and the money goes round and that was your economy.

· This could not be said for councils as the tasks they did were not needed by the ratepayers.

· Mr Haggett considered that if you look at councils seriously they were leeches on the rest of the economy, taking all the money out of the economy and did not produce or give anything back for it. Ratepayers were not getting any benefit from it. Even if money goes back to the shops, rentals or homes, it came from there in the first place and was just going back. The submitter noted that he was really confused about how a statutory body could do this.

· Mr Haggett said that as Commissioners your fundamental job was to make sure there was water at his doorstep, his rubbish got taken away, the facilities owned by ratepayers were looked after and cared for and the roads and infrastructure was capable of doing its job. Mr Haggett considered that none of these seemed to be the prime objective of the Commissioners or staff who seem to go on and on with bigger and bigger projects which required them to employ more people for things that could not be afforded by ratepayers.

· While Council staff may be doing due diligence, when they look at the affordability of projects, they look at the government average incomes of $60-70,000 but forget to look at that average with top 5% of earners removed, when the average then drops to less than $30,000 which was barely enough to get by on in today’s world. The 40% of people on a fixed income would have to move and with them would go most of the city and experience.

· It’s a project too far and Council should consider get a group of ratepayers together to discuss it further and they decide what was currently affordable and separate a need from a want.

(3) Sub No. 170 – Julie Andrews

Key points

· The submitter supported rates funding over the IFF funding.

· Either way the ratepayer would pay, but the main consideration was that the IFF was more expensive, it provided private finance and the interest would be higher.

· In terms of the argument that it was fairer to charge a levy because it was more transparent and spread over a longer period, Ms Andrews did not understand why this could not be done using the rating mechanism and could be shown as a separate line item and Council could have the discretion to determine what the repayment curve looked like.

· In relation to a question from a recent public meeting as to whether a ratepayer’s property could be sold for non-payment of the levy the same way as non-paying of the rates, Ms Andrews wanted confirmation that it would be the same and use the debt recovery process and ultimately a mortgagee sale for the levy.

· Staff noted that while the Council had never used this it would be similar to the powers under the Rating Act, but in this case under legislation the debt sat with the Crown Infrastructure partner.

(4) Sub No. 254 – Glen Crowther, Sustainable Bay of Plenty Charitable Trust

Key points

· Mr Crowther noted that he had submitted to Council three different times and had noted how good the consultation had been with those projects. However this one was a problem as the Sustainable Bay of Plenty Charitable Trust (the Trust) did not see this as a very informative process.

· Right back to initial Long Term Plan discussions around the civic centre people had been confused what the ratepayers would and would not be paying for. The impression given by staff to the Trust that the initial consultation gave detail around one option and not a lot around another option was misleading, as it gave the indication that ratepayers would have to pay a significant percentage for the smaller scale civic centre development rather than the larger scale. The only reason for doing that was confirming the external funding component would be for various things.

· Mr Crowther noted that his understanding from staff was that the key was not from three waters funding and TECT who had limited their contribution to the Museum and Exhibition Centre as opposed to the library.

· Ratepayers should have been told that all of the funding from three waters, the sale of the parking buildings and other land and assets could be used to pay off debt or used to fund extra facilities.

· The Trust had indicated that it should be a transparent process but did not think it was. Based on reading the submissions, people who were supporting option 1 could have logically supported option 2 as they were saying that they did not want higher rates as these were already high enough. If all the reasons were added up, there would be a different slant on that than just the numbers and he considered that staff had done a disservice by not doing enough analysis of the submissions because what was said was more important than the numbers.

· The second reason when using government mechanism to effectively get around the debt limit imposed, it seemed like a circuitous route and the Council would only want to do that if it got a distinct benefit.

· The third reason the Trust did not support the use of the IFF was that fundamentally it would cost more. The Trust had put in a LGOIMA request to find out information on the transport levy and the government legislation says you cannot disclose the financial details, however, if you do the math, it could be seen how much was being paid back. $525m over the thirty years, so you know it would cost more and the Trust’s argument was that it would cost more.

· Council had debt headroom and depth to fund this with the rates mechanism and that was a more cost-effective option. The Trust asked why load up the same ratepayers with more money to pay back when Council could voluntarily choose to keep the interest rate lower. It was a shame it did not happen a year to two earlier as Council would have got a lot better funding deal.

· Council should do the normal debt funding as it would be a lot better deal for everyone, it would be more transparent for all and would not get the confusion where people in the community were thinking they were sweet and not submitting. They would get a shock when they see the line item in their next rate’s account.

· Use the mechanism in the future if you had to for some of the growth infrastructure, but not now when the Council did not need to.

In response to questions

· It was clarified that the Local Government Funding Authority set the debt levels for councils. While the limit was lifted over Covid, it had been brought back down again.

· In relation to a query relating to the concern of the Trust being in respect of the use of the IFF levy for this particular project, Mr Crowther advised that it was the wider application of the IFF on the grounds of the extra cost, regardless of the project. The only justification for its use would be if Council got to the point that it had no headroom and there was essential infrastructure to be delivered. An example was that if the government did not come to the party with three waters, then in 3-5 years Council may need to look at some debt funding around that which may need a IFF mechanism, but until then why do it.

(5) Sub No. 297 – John Robson, ClearThink

Key points

· With the election on the weekend, what came out of that was that you were not a leader if people were not following you. If you want to have positions as leaders, then you must take your community with you.

· Getting a decision across the line at a meeting was not winning – winning was your decision surviving the next election. There would be a lot of time and energy spent in the next few months in the country unwinding decisions that were imposed without community support.

· Good governance understands the need to take the community with them and because of that good governance consults with integrity. People do not like being lied to and lying by omission was still lying and paltering was lying in an attempt to deceive people. Lying by obfuscation was no better as it muddied things up in such a way that people were not clear of what the decision was in front of them.

· Good consultancy relied on good research, facts and information and it was a fact that politicians were pretty low on the respect ladder along with journalists.

· Mr Robson noted that his background was in consultancy research and there was a joke that when people quoted research, they often referred to the way it was used in the same way that a drunk uses a lamppost - more for support than illumination.

· Mr Robson suggested that given how crooked the lamppost was, it seemed to him that in this case the lamppost was being built by drunks or alternatively that the lamppost was crooked by design.

· The submitter hoped that the Commissioners would read the pending report carefully.

· Mr Robson noted a comment made by one of the submitters who was a strong supporter of Te Manawataki o Te Papa who said that they were embarrassed and felt that Council had insulted them by producing a piece of work that was misleading, based on fear and lacks integrity and Mr Robson said that he could not agree with this statement more.

14 Closing karakia

Commissioner Shadrach Rolleston closed the meeting with a karakia.

The meeting closed at 1.04 pm

The minutes of this meeting were confirmed as a true and correct record at the Ordinary Council meeting held on 6 November 2023.

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

CHAIRPERSON

11 Business

11.1 Badminton Multisport Centre

File Number: A15200643

Author: Ross Hudson, Manager: Strategic Planning and Partnerships, Spaces and Places

Authoriser: Barbara Dempsey, General Manager: Community Services

Purpose of the Report

1. To consider a conditional grant to Bay of Plenty Badminton towards the development of a new Badminton Multi-sport Centre at Tatua Reserve.

Recommendations

That the Council:

(a) Receives the report "Badminton Multisport Centre".

(b) Grants Bay of Plenty Badminton $5m towards the development of their Badminton Multisport Centre at Tatua Reserve, conditional on the following -

(i) Bay of Plenty Badminton securing the additional funding required to develop the centre, no later than 30 June 2026

(ii) Legal agreement between Bay of Plenty Badminton, Council and Bay Venues Ltd on the hours of community use of the two multi-use courts by other sports and recreational groups

(iii) Agreement with Council on a lease for the land at Tatua Reserve and any consents required for the development of the centre

(iv) Establishment of a project governance group with representation from Council’s Manager, Spaces & Places, or appointee

(v) Finalisation of the 2024-34 Long Term Plan

Executive Summary

2. Through the Long Term Plan (LTP) Deliberations 2021-31, Council approved for Bay of Plenty (BoP) Badminton to use the full site at Tatua Reserve on Newton Street for the development of a new facility, subject to Council agreement on the multi-use nature of the facility. Since then, staff have worked with BoP Badminton to assess facility options, develop a business case and a concept design for the proposed facility.

3. Due to historical under-investment, Tauranga has a significant current and emerging deficit in its indoor court capacity to meet agreed levels of service and best practice per capita provision. New projects in Te Papa, the Western Corridor and at Baypark over the LTP period can meet the majority of this deficit. The proposed Badminton Multisport Centre provides an opportunity for Council to cost-effectively secure additional court space to meet emerging demand.

4. Our view is that the proposed facility, which would house eight dedicated badminton courts and two multi-use courts, represents an investible proposition for Council with community value on the basis that it provides –

(a) A dedicated space for a growing sport with bespoke requirements that the city’s courts network cannot serve well

(b) A quantifiable value to the indoor courts network by effectively extracting Badminton from the network

(d) Indoor courts in Mount Maunganui, which will in the near future lose the Mount Sports Centre at Blake Park as the building reaches the end of its useful life

5. The community value to Council of the proposal is estimated at $5m, being based on the additional community sport hours gained from the project as compared to the costs of alternative equivalent additional court provision elsewhere. It is not proposed that additional budget is added to the draft LTP to fund the grant.

6. The estimated total project cost is $15.5m and BoP Badminton will be looking to secure funding from a range of sources. As such, the project’s success remains uncertain and its community value is dependent on timeliness and an agreement on hours of community access. So, it is considered appropriate that Council makes any grant funding dependent on the conditions identified in the Recommendations above.

7. If Council agrees to support the project, Council and Bay Venues staff will work with BoP Badminton to support its successful and timely delivery.

Background

8. It is a long-standing ambition of BoP Badminton to create a suitable home for the sport in Tauranga, to bring together the various clubs across Tauranga and the Western Bay and to grow the sport through formalised and informal ‘pay to play’ opportunities and events.

9. Badminton is a growing sport in the city and the wider region and does not fit easily into the main multi-sport arenas due to bespoke lighting, wall colouring and air movement requirements. After volleyball, netball and basketball (which can all use multi-sport courts), it is the next most popular indoor sport, with students consistently expressing a desire to participate in the sport when surveyed by Sport Bay of Plenty.

10. The proposed facility at Tatua Reserve has 8 dedicated badminton courts and two full-court multi-use courts (equivalent to eight additional badminton courts). The total cost, at developed design stage, is $15.5m (including contingency), providing a reasonable quality facility. The design has been developed by Apollo projects who developed the Selwyn Sports Centre in Rolleston and is considered a cost-effective proposal.

11. BoP badminton is proposing that Council invests in the facility in exchange for an agreement around community use of the multi-court space. Our view is that this proposal has merit for the reasons outlined below.

Upcoming Council investment in indoor courts

12. The indoor courts network is in deficit against our agreed level of service and feedback from user groups demonstrates that demand is significantly out-stripping demand. This is effectively denying residents the opportunity to participate. With projected population growth over the LTP period and beyond, we estimate that Tauranga will need circa 18-20 indoor courts in total by the mid- 2030s. Planned demolition of the courts at Memorial Park and Mount Sports Centre will leave us with a baseline of six courts, all at the Baypark Arena.

13. Upcoming developments over the next three years will replace the courts lost at Memorial Park and provide four new courts to service the Tauranga side of the harbour. Over the LTP period there is also budget for additional court capacity, with the extension of the Baypark Arena, per the Baypark Masterplan, a potential cost-effective solution to provide a further 4-6 courts. That would leave us with a minimum of 17 courts by circa 2030, leaving a potential deficit of circa two courts by the mid- 2030s.

Badminton Multisport Centre - potential value to the network

14. Badminton use of the Tauranga indoor courts network currently equates to about 0.75 of a court (4,200 court hours per annum). One new additional (full specification) indoor court costs approximately $5m. So, removing badminton from the indoor courts network could have a nominal value to Council of up to $3.75m in offset demand.

15. The proposed project will provide two multi-use courts alongside the eight dedicated badminton courts (eight badminton courts being the same size as two multi-use courts). BoP Badminton will need to make use of those courts at some times, such as when they host events. Excluding those times, it is estimated that the facility has the potential to provide a maximum of a further circa 1.25 additional courts (up to 7,000 hours) for community (non-Badminton) use with the actual community use – peak and off-peak – to be determined through legal agreement.

16. This additional community available court space has a value to Council beyond the $3.75m of offset network demand from badminton identified above. Note that BoP Badminton would receive revenues from community bookings of the courts, rather than those revenues coming to Bay Venues as they do in the wider network. Booking rates would need to be similar to those in the Bay Venues managed facilities. Our summary view is that this additional court space has a value of circa $1.25m. Hence the proposed grant value, in exchange for community access, of $5m.

17. If an agreement can be reached with BoP Badminton as to the hours of community use from the multi-use courts and the build can funded and delivered in a timely manner, it represents a cost-effective way to achieve a gain to the network at a time of deficit. It would also enable continuity of provision in the Mount Maunganui area. BoP Badminton has agreed in principle to this approach.

18. Council owns the land at Tatua Reserve and would be leasing it to BoP Badminton, including provision for 55 carparks. It is reasonable to assume that the development would increase the underlying land value. The costs of site preparation and service provision are estimated at $1.2m (being part of the overall $15.5m project cost estimate).

19. In addition, it is reasonable to argue that Badminton as a popular, growing sport should be afforded an equitable level of Council/community support as has and is being made available to other popular sports codes that have bespoke requirements not met by our main sportsfield or multi-use court provision such as netball and hockey.

20. The Centre would also provide a broader social and economic benefit to the city as it is expected to host a number of regional, national and prospectively international badminton events. Badminton events are already hosted at our existing facilities, albeit less optimally and are increasingly popular particularly with the growing Asian communities of the region and the wider North Island.

Project development and Council risk

21. BoP Badminton are proposing the creation of a new Trust to take forward the project and manage the building. If Council supports the project, a staff representative would be invited to sit on that Trust. The operating model for the facility has been tested though the business case phase and is considered to be robust. Further consideration of Council investment risk would be undertaken through due diligence in relation to the commercial agreement between the parties.

22. Securing additional funding and cost escalation are understood to be the biggest risks to the project’s progression. As such, it is proposed that Council’s grant offer is time-limited to the end of the 2025/26 financial year. At which stage, it could be reviewed prior to the 2027-37 LTP.

Layout and indicative design

23. The images below show the proposed layout of the facility and frontage design.

Strategic / Statutory Context

24. Mahere Haupū me Mahi Hākinakina, Korokori, Tākaro hoki - Council’s Play, Active Recreation & Sport Action and Investment Plan - sets out the intention for the city to have a network of indoor court facilities across the city to meet agreed levels of service as the city grows. The proposed facility supports this objective.

Options Analysis

25.

Option	Description	Pros	Cons
1	[Recommended] Provide a time-limited grant offer of $5m, in exchange for community use hours	Provides cost-effective access to additional indoor courts to meet demand	Uncertainty of project delivery Lack of direct Council control of facility
2	Do not provide any grant funding towards the facility	No council spend, with potential to use funding in draft LTP towards alternative indoor court projects	Less cost-effective solution Does not support ambitions and bespoke requirements of growing sport.
3	Lower funding level	Less cost to Council	A lower funding level is expected to make the project unviable
4	Higher funding level	Greater project viability	Less reflective of expected community / indoor court network value
5	Alternative investment approach (e.g. investment rather than grant)	Greater influence over project success and facility sustainability	Greater resource implications and complexity. Less efficient solution than grant agreement

Financial Considerations

26. It is considered that there is sufficient budget in the draft LTP, making use of $5m of the budget identified for ‘additional indoor courts’ projects to support the Badminton Multisport Centre.

Legal Implications / Risks

27. Legal and community value risks relate to the viability and successful delivery of the project, securing agreement with BoP Badminton (or the Trust established to deliver and own the facility) to ensure appropriate ongoing community (non-Badminton) use, and the ongoing financial sustainability of the facility itself. These risks would be addressed through the funding agreement, which would be brought back to Council for consideration at the appropriate point, and by the other measures proposed in the above Recommendations.

Consultation / Engagement

28. Budget is identified in the draft LTP, which will be publicly consulted. A lease over Council’s reserve land at Tatua Reserve would also require public notification.

Significance

29. The Local Government Act 2002 requires an assessment of the significance of matters, issues, proposals and decisions in this report against Council’s Significance and Engagement Policy. Council acknowledges that in some instances a matter, issue, proposal or decision may have a high degree of importance to individuals, groups, or agencies affected by the report.

30. In making this assessment, consideration has been given to the likely impact, and likely consequences for:

(a) the current and future social, economic, environmental, or cultural well-being of the district or region

(b) any persons who are likely to be particularly affected by, or interested in, the proposal.

31. In accordance with the considerations above, criteria and thresholds in the policy, it is considered that the proposal is of medium significance.

ENGAGEMENT

32. Taking into consideration the above assessment, that the proposal is of medium significance, officers are of the opinion that no further engagement is required prior to Council making this initial decision.

Next Steps

33. If agreed, staff would continue to support the project development and funding strategy.

Attachments

Nil

Ordinary Council meeting Agenda

6 November 2023

11.6 Deliberations on the Options to Fund the Ratepayer portion of the Te Manawataki o Te Papa (Civic Precinct)

File Number: A15186386

Author: Malcolm Gibb, Contractor - Rating Review

Sheree Covell, Treasury & Financial Compliance Manager

Authoriser: Paul Davidson, Chief Financial Officer

Purpose of the Report

1. The report is to allow Council to deliberate on the submissions received from the community and decide whether to proceed with Option 1 to fund the ratepayer share of $151.5 million for the Te Manawataki o Te Papa (Civic Precinct) using the Infrastructure Funding and Financing Act (IFFA) .

Recommendations

That the Council:

(a) Receives the report "Deliberations on the Options to Fund the Ratepayer portion of the Te Manawataki o Te Papa (Civic Precinct)".

(b) Receives the 297 on-line submissions and four written submissions that were submitted prior to the consultation period closing at 5.00 pm on 6 October 2023.

(d) Approves Option 1 for the funding of the ratepayer share of Te Manawataki o Te Papa (Civic Precinct) to be developed and further detail reported back to a future Council meeting.

(e) Request staff to inform all submitters of this decision and the reasons for the decision.

(f) Authorises the Chief Financial Officer (CFO) and Council’s advisors to work with Crown Infrastructure Partners (CIP) and the relevant government ministries to continue with the development of an IFF Levy Proposal.

(g) Request the CFO to report back to Council on the outcome of this process in March 2024 for Council to decide whether to proceed with an IFF Levy for Te Manawataki o Te Papa.

Executive Summary

2. At its meeting of 11 September 2023, Council adopted the consultation document for the options to fund Te Manawataki o Te Papa.

3. Public consultation on the consultation document was undertaken between
14 September and 6October 2023. The consultation document presented two options to fund the community portion of Te Manawataki o Te Papa from a levy or rates.

4. There were two options provided in the consultation document. Option 1 to provide Infrastructure Funding and Financing (IFF) funding to contribute $151.5 million to the delivery of the civic precinct - Te Manawataki o Te Papa – funded by an annual levy on all eligible properties. Option 2 to not pursue IFF funding and default to a rate funded loan.

5. There was good support for Option 1 over Option 2, although there were also key themes in the submissions which included the affordability of the project to both Council and to ratepayers and some submitters who clearly do not support the decision to build Te Manawataki o Te Papa.

6. If Council decides to proceed with the IFF Levy process, there are further steps in the process which must be undertaken. These include CIP providing a funding proposal to Council once the Levy Proposal has been presented to the financial market and lenders have provided their terms and conditions of lending.

7. The Financing Proposal will be presented to Council in February 2024. Council will have the opportunity to decide whether the terms and conditions of lending are acceptable and are favourable to Council.

8. If they are not, Council can revert to Option 2 and have the community share of Te Manwataki funded by way of a rate funded loan and amend the draft 2024-34 Long-term Plan accordingly.

Discussion

Online and Written submissions

9. Of the 301 submissions received, 189 supported Option 1 (63%) and 84 supported Option 2 (28%) and 28 didn’t provide a response to the Option choice (9%). Of those who did provide a response, 67% supported Option 1 and 31% supported Option 2.

10. Table 1 provides further analysis of the submitters’ preferences. While submitters may have chosen one of the two options for funding, it was evident that this choice for many submitters was conditioned.

Table 1 : Summary of Submissions

	Option 1		Option 2		No Option		Total
	Number	%	Number	%	Number	%	Number	%
Positive Support	140	74%	51	61%	1	4%	192	64%
Conditioned Support	49	26%	33	39%	27	96%	109	36%
Total	189		84		28		301

11. Overall, 64% of the submitters provided their support for both the project and a funding option. But 36% of the submitters may have selected an option but didn’t support the project in some way. 47% of the submitters appear to be fully supportive of Option and understand the proposal based on what they have written.

12. While the consultation was targeted about how best to fund the community share of Te Manawataki o Te Papa, it was evident the conditioned support with both options (and the no option column).

13. The conditioning of support or otherwise from submitters was largely focused on

· The affordability of the project for ratepayers to fund each year

· The affordability of the project to Council and its levels of debt

· Not supporting the project in the first place and/or a preference for Council to fund other priorities for the city instead.

14 Other themes which were evident was a recognition by submitters that

· Ratepayers will pay whether by way of rates or levy and concern that ratepayers will pay more under Option 1.

· Given the complexity of the IFF levy, there was a concern that many ratepayers don’t understand the proposal and the funding options.

VERBAL SUBMISSIONS

14. Five people presented their submissions at the Council meeting on the 16^th October. A summary of the points raised by the submitters were

· Not supportive of the project and concerns about the consultation processes for Te Manawataki o Te Papa.

· Ratepayer pays regardless – rates or levy – and it’s not affordable to them.

· Don’t pretend Council has less debt, is more financial sustainable and can spend more - debt and rates have already gone up too much. More balance sheet capacity should not mean borrow even more money.

· Principle of openness and transparency should prevail and that many in the community don’t fully comprehend they will still be paying by way of a levy.

· The Interest rate will be higher under IFF than a rate funded loan, so normal debt funding is a better option and Council has headroom to re-prioritise its capital expenditure.

· More analysis and detail needed on this proposal and the responses received from submitters.

· Concerns over the impact of a new government and the risk of changes which may occur.

Strategic / Statutory Context

15. Council is able to progress this funding proposal with CIP under the provisions of the IFFA to secure long-term funding for Te Manawataki o Te Papa.

Options Analysis

16. The advantages and disadvantages of progressing with the IFFA model have previously been reported to council in August 2022 and November 2022 when the proposal for the TSP was considered and approved. These remain the same for this proposal and were specifically considered at the Council meetings on 24^th July 2023 and 11^th October 2023.

There are two options being considered.

17. Option 1 : Confirm commitment to the IFFA model (recommended).

Advantages

Disadvantages

· Greater flexibility to fund future infrastructure projects than would be possible without IFFA funding.

· Enables the cost of infrastructure to be spread over the life of the project enabling intergenerational equity.

· A competitive financing process has been undertaken by CIP to ensure competitive rates for project financing.

· Providing certainty of project funding and commitment to complete projects. This certainty is likely to be significant to external to council funding agencies.

· Benefit for future funding negotiations by demonstrating to the Crown and the public that council is making use of all reasonably available funding sources.

· By retaining balance sheet capacity this lessens the risk that future additional debt retirement rates charges will be required.

· Ensures the amount of the levy is certain over a long period of time.

· Council has systems and processes set up for the TSP IFF levy which will be consistent for this proposal.

· Higher cost of debt than council would expect from LGFA while balance sheet capacity remains.

· There is a risk that base rates could move significantly prior to Financial Close of the IFFA transaction resulting in an increase in the required levy (or reduction in the IFFA funding provided). However, contingency has been built into the levy.

· There is a risk that finance costs may move lower after the swap rate for this project financing is fixed, which is a feature of all fixed rate borrowing.

· Rating agencies have confirmed that they will consider future levy amounts in their assessments of council’s ability to implement future rates increases. Rating agencies have noted that the levy amounts are not material in their assessment at present. Also, to note that previously rates have been included to fund this project. This proposal replaces these rates with a levy.

18. Option 2: do not continue with the IFFA model.

Advantages

Disadvantages

· Council continues to borrow under existing treasury policy which has historically achieved relatively low-cost funding while council is able to maintain total debt levels within LGFA funding limits.

· Reduces certainty of funding for these projects and for other council infrastructure expenditure.

· May negatively impact on the ability to raise external funding due to a lack of long-term financing certainty and delivery of these projects.

· Does not assist in alleviating council’s balance sheet debt constraints, which is likely to result in the need to increase rates for balance sheet management.

· Without protection of future balance sheet capacity, council is faced with reducing investment in needed infrastructure and/or increasing rates as the primary funding source.

Financial Considerations

19. The management of the long-term debt of Council is a crucial component of the draft 2024/34 Long-term Plan. It is evident when reviewing various funding scenarios, that there are significant benefits to funding the TSP and Te Manawataki o Te Papa by way of an IFF levy rather than rate funded loans. The blue line in the Graph below shows the forecast debt levels in the draft 2024/34 Long-term Plan. The Debt to Revenue ratio remains below 250%.

20. The yellow line in the Graph shows the impact of Council’s debt level if the debt for both the TSP and Te Manawataki o Te Papa were to remain on Council’s balance sheet. Clearly, Council would breach its debt limits set by LGFA by FY2029, if this occurred.

Graph 1 : Forecasts for Debt to Revenue Ratios

21. The orange line shows the impact on debt levels if the planned Civic Precinct IFF levy did not proceed, and Option 2 was approved. By FY2029 Council would be well above the 250% level and heading very close to the black limit line by FY2030.

22. The impact of this trend upwards would very likely require Council to source funds from the general debt market at higher margins and would also put downside pressure on council’s credit rating. This would then also impact Council’s access to and cost of borrowing which is predicted will by then be more than the forecast rates for the IFF levy anyway.

Legal Implications / Risks

23. Council is being advised by external legal advisors and supported by the internal legal team. Council and its legal advisors are experienced in the IFF process.

Consultation / Engagement

24. The outcome of the consultation with the community is summarised in the report and Council is able to make a decision at this meeting.

Significance

25. The Local Government Act 2002 requires an assessment of the significance of matters, issues, proposals and decisions in this report against Council’s Significance and Engagement Policy. Council acknowledges that in some instances a matter, issue, proposal or decision may have a high degree of importance to individuals, groups, or agencies affected by the report.

26. In making this assessment, consideration has been given to the likely impact, and likely consequences for:

(a) the current and future social, economic, environmental, or cultural well-being of the district or region

(b) any persons who are likely to be particularly affected by, or interested in, the proposal.

27. In accordance with the considerations above, criteria and thresholds in the policy, it is considered that the proposal is of high significance.

Next Steps

28. The next steps, should council decide to proceed with Option 1, are to

· Commence IFFA process to complete an IFFFAAA and Monitoring Deed (Agreements between Council and CIP) and the Levy Proposal by November 2023

· Submit the IFFA Levy Proposal to the financial markets in January 2024

· Receive Financing Proposals from lenders by end of February 2024

· Council decision to proceed with a Financing Proposal

· Cabinet approvals April/May 2024

· Contractual Close at the beginning of May 2024

Attachments

Nil

Ordinary Council meeting Agenda

6 November 2023

11.7 Temporary Alcohol-Free Areas for the 2023/2024 Events Season

File Number: A15215107

Author: Jenna Quay, Events Facilitation Manager

Authoriser: Barbara Dempsey, General Manager: Community Services

Purpose of the Report

1. To approve the temporary alcohol-free areas for the 2023/24 events season.

Recommendations

That the Council:

(a) Receives the report "Temporary Alcohol-Free Areas for the 2023/2024 Events Season".

(b) In accordance with section 147B of the Local Government Act 2002, agrees that the proposed temporary alcohol-free areas are appropriate and proportionate in light of the evidence; and justified as a reasonable limitation on people’s rights and freedoms.

(c) Resolve under clause 8 of the Alcohol Control Bylaw 2018 to implement temporary alcohol-free areas to support event operations across Tauranga as follows:

Fergusson Park	Fergusson Park including Tilby Drive from the intersection of Tainui Street and Waratah Street (all inclusive) from 10am, 31 December 2023 to 6am, 1 January 2024.
Gordon Spratt Reserve	Gordon Spratt Reserve and Alice Way (all inclusive) and Parton Road (between Tara Road and Papamoa Beach Road) from 10am, 31 December 2023 to 6am, 1 January 2024.
Tauranga Racecourse Reserve	Tauranga Racecourse Reserve from 10am, 31 December 2023 to 6am, 1 January 2024.
Soper Reserve	Soper Reserve and Newton Street (all inclusive) from 10am to midnight, 17 February 2024.

(d) Resolve under clause 8 of the Alcohol Control Bylaw 2018 to implement temporary alcohol-free areas surrounding Mercury Baypark from 10am, 31 December 2023 to midnight, 7January 2024 as follows:

Proposed alcohol-free area for key events at Mercury Baypark
Girven Road	From Gloucester Road to State Highway 2
State Highway 2	From Girven Road to Sandhurst Drive
Te Maunga Lane	All inclusive
Truman Lane	All inclusive
Mangatawa Link Road	All inclusive
State Highway 29A	From Truman Lane to the intersection with State highway 2 (including the roundabouts)
Gloucester Road	From Eversham Road to Girven Road
Eversham Road	All inclusive
Tudor Place	All inclusive
Palliser Place	All inclusive
Harrow Place	All inclusive
Exeter Street	All inclusive
Lambeth Terrace	All inclusive
Dover Place	All inclusive
Weymouth Place	All inclusive
Eversham Road Reserve	All inclusive
Kingsley Place	All inclusive
Penrhyn Place	All inclusive
Ernie Way	All inclusive
Hadleigh Reserve	All inclusive

Executive Summary

2. The Alcohol Control Bylaw 2018 (the Bylaw) provides for Council to resolve temporary alcohol-free areas where no person is allowed to bring in, possess, or consume alcohol in a public place for a specified time and/or event (temporary alcohol-free area).

3. This report seeks Council approval for temporary alcohol-free areas to support safe hosting of a number of events across Tauranga this summer.

Background

4. The purpose of the Bylaw is to control the consumption of alcohol in public places to reduce potential alcohol-related harm. As well as setting out permanent alcohol-free areas, clause 8 of the Bylaw states Council may, by resolution, prohibit the consumption, bringing and possession of alcohol on or in a public place for a time period and/or event specified in that resolution (temporary alcohol-free area).

5. Each year temporary alcohol-free areas are put in place around a number of events across the city. This supports NZ Police to manage any potential alcohol-related disorder, supports minimising the risk of alcohol related harm at and around these events and supports event organisers operations.

6. The attached letter (attachment A) from NZ Police outlines the events where temporary alcohol-free areas have been requested, this request is also supported by staff to support event operations. This enables NZ Police to better support the community celebrations and concerts and minimise any potential alcohol related crime and disorder.

7. The request covers three of the five Tauranga City Council New Year’s Eve (NYE) community events where permanent alcohol-free areas are not already in place, events over the holiday period at Mercury Baypark, and an event at Soper Reserve.

8. The tables below set out the proposed temporary alcohol-free areas.

Fergusson Park	Fergusson Park including Tilby Drive from the intersection of Tainui Street and Waratah Street (all inclusive) from 10am, 31 December 2023 to 6am, 1 January 2024.
Gordon Spratt Reserve	Gordon Spratt Reserve and Alice Way (all inclusive) and Parton Road (between Tara Road and Papamoa Beach Road) from 10am, 31 December 2023 to 6am, 1 January 2024.
Tauranga Racecourse Reserve	Tauranga Racecourse Reserve from 10am, 31 December 2023 to 6am, 1 January 2024.
Soper Reserve	Soper Reserve and Newton Street (all inclusive) from 6am to midnight, 17 February 2024.

9. Temporary alcohol-free areas are not required for the NYE community celebrations planned for the Tauranga city centre and Blake Park, Mt Maunganui. These event sites are within an existing alcohol-free area.

10. A temporary alcohol-free area, covering the streets identified below is proposed from 10am, 31 December 2023 to midnight, 7 January 2024 to support NZ Police during the concerts that are taking place at Mercury Baypark between these dates.

Girven Road	From Gloucester Road to State Highway 2
State Highway 2	From Girven Road to Sandhurst Drive
Te Maunga Lane	All inclusive
Truman Lane	All inclusive
Mangatawa Link Road	All inclusive
State Highway 29A	From Truman Lane to the intersection with State highway 2 (including the roundabouts)
Gloucester Road	From Eversham Road to Girven Road
Eversham Road	All inclusive
Tudor Place	All inclusive
Palliser Place	All inclusive
Harrow Place	All inclusive
Exeter Street	All inclusive
Lambeth Terrace	All inclusive
Dover Place	All inclusive
Weymouth Place	All inclusive
Eversham Road Reserve	All inclusive
Kingsley Place	All inclusive
Penrhyn Place	All inclusive
Ernie Way	All inclusive
Hadleigh Reserve	All inclusive

11. In accordance with the legislation, the proposed temporary alcohol-free areas are proportionate responses and place reasonable limitations of people’s rights and freedoms. The time periods for the proposed alcohol-free areas reflect the time period of concern for potential alcohol related crime and disorder.

Strategic / Statutory Context

12. The proposed temporary-alcohol free areas are consistent with the purpose of the Bylaw to reduce alcohol-related harm in our community.

Options Analysis

13. The table below outlines the advantages and disadvantages of approving the temporary alcohol-free areas.

Option

Advantages

Disadvantages

Approve the temporary alcohol-free areas

(recommended)

· NZ Police are better enabled to successfully limit alcohol harm and manage public disorder in public places to support events and minimise alcohol related harm and disorder.

· NZ Police are provided with an additional tool to assist in the provision of a safer environment for the community.

· The community can enjoy a safer environment in these areas and when attending events, or as residents of the area.

· Some residents and visitors may view the proposed temporary alcohol-free areas as being too restrictive.

Do not approve the temporary-alcohol free areas

· Nil

· The ability of NZ Police to successfully limit alcohol related harm and manage public disorder in public places around events would be reduced.

Financial Considerations

14. There is a small cost to Council to adhere to the regulatory requirements around public notice and temporary signage installation. This is within budgets.

Legal Implications / Risks

15. The proposed temporary alcohol-free areas reduce the risk of increased alcohol harm and public disorder.

16. A minimum of 14 days public notice of the temporary alcohol-free areas must be made for NZ Police to have the power to enforce the temporary alcohol-free areas (s170 LGA 02).

Consultation / Engagement

17. As clause 8 of the Bylaw provides Council with the power to put in place temporary alcohol-free areas, public consultation is not required. Public consultation was carried out when the Bylaw was developed.

18. Staff have worked with NZ Police to determine the proposed temporary alcohol-free areas. Although Council have the power to make the bylaw and put in place the alcohol-free areas it is NZ Police that enforce these.

Significance

19. The Local Government Act 2002 requires an assessment of the significance of matters, issues, proposals and decisions in this report against Council’s Significance and Engagement Policy. Council acknowledges that in some instances a matter, issue, proposal or decision may have a high degree of importance to individuals, groups, or agencies affected by the report.

20. In making this assessment, consideration has been given to the likely impact, and likely consequences for:

(a) the current and future social, economic, environmental, or cultural well-being of the district or region

(b) any persons who are likely to be particularly affected by, or interested in, the decision.

21. In accordance with the considerations above, criteria and thresholds in the policy, it is considered that the decision is of low significance.

ENGAGEMENT

22. Taking into consideration the above assessment, that the decision is of low significance, officers are of the opinion that no further engagement is required prior to Council making a decision.

23. If Council decides to approve the proposed temporary alcohol-free areas all residents in the temporary alcohol-free areas surrounding the events will be informed by email or letter, along with the required public notice.

24. All temporary alcohol-free areas will be on Council’s website. Each event organiser or venue will include the information in their resident letter drops.

Next Steps

25. In accordance with the Bylaw, public notice will be given prior to the temporary alcohol-free areas taking effect and Council will erect temporary signage to inform people of the temporary alcohol-free area. This will ensure NZ Police can exercise the power of search under the LGA 2002.

Attachments

1. NZ Police Letter for Temporary Alcohol-Free Areas 2023/2024 - A15208362 ⇩

Ordinary Council meeting Agenda

6 November 2023

11.8 Executive Report

File Number: A15239262

Author: Nic Johansson, General Manager: Infrastructure

Barbara Dempsey, General Manager: Community Services

Paul Davidson, Chief Financial Officer

Christine Jones, General Manager: Strategy, Growth & Governance

Alastair McNeil, General Manager: Corporate Services

Sarah Omundsen, General Manager: Regulatory and Compliance

Gareth Wallis, General Manager: City Development & Partnerships

Authoriser: Marty Grenfell, Chief Executive

Purpose of the Report

1. To provide updates on key projects and activities.

Recommendations

That the Council:

(a) Receives the "Executive Report".

INFRASTRUCTURE

Capital Programme Assurance Division

2. The Capital Programme Assurance Division (CPAD) team was formed in March 2021 and until recently, was only operating with a staff of two. The team is now fully-resourced with five staff, providing support to the organisation in the form of project management tools, reporting and guidance on the delivery of the capital programme. Over this period, the organisation has raised its project delivery maturity, while also increasing its capacity to deliver a larger capital programme.

3. Key achievements over this period include: development and implementation of standardised processes and tools (cost estimation, scoping documents, risk management, governance guidance; Stage Gate reviews and approval; consistent reporting on projects and programme progress; and training and development of project management staff.

4. The team will provide a renewed focus on delivering to the organisation, improved insights on performance and information to assist decision-making.

Waters

5. Completed – International Accreditation NZ (IANZ) Audit - The Tauranga City Council laboratory has passed its IANZ audit, which is the international accreditation that underpins the authority’s ability to test drinking water, wastewater and stormwater samples for both Tauranga City Council and Western Bay of Plenty District Council.

6. The Water New Zealand Conference and Expo 2023 in Wellington in October had our water team winning the Best Project Award (premier award). The health and safety award was also won by the City Waters project team, Chris Thomas (Project Manager), and Bay Dynamics. The presentation titled ‘Using Modern Technology (remote operated vehicle) To Solve Problems, Te Maunga Wastewater Outfall’ recognised the innovation of this project and what can be achieved by thinking outside of the box. Putting a purpose-built device up a submerged pipe is safer in every way than requiring human entry.

7. The photograph below shows Bay Dynamics, Tauranga City Council and the Waste Water Management Review Committee Tangata Whenua members with the three trophies won at the Water Conference.

A group of people posing for a photo

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8. Peter Bahrs, Water Services Manager Tauranga City Council, and Ryan Orr from GHD were awarded the accolade for Best Presentation for the Water Watchers programme. This was out of about 90 presentations, so high praise for the effort put in.

9. Wally Potts was awarded Honorary Life Membership of WaterNZ for his contribution to the water sector.

Transport

10. Completed – Collaboration with Fire Station. Tauranga City Council was approached by fire station staff after the section of Cameron Road outside the station was completed. They were concerned about the risk of cyclists and pedestrians on the footpath not stopping as engines come out of the station. While there have been no instances of this, they were concerned that as the numbers of people using the footpath build up, it may be a future issue. Vehicles on Cameron Road are stopped by traffic signals connected to the station doors. The team developed and installed the following solution for pedestrians and cyclists. The system is solar powered. When the main station doors open fully, the signs light up and beep to warn users travelling from either direction. The amber dots “wig wag” when operating.

A sign on a pole

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11. Planning – Waka Kotahi Funding. The transport team applied to Waka Kotahi for an increase in operational funding for the current financial year to cover the increased maintenance spend across the network on aspects such as road marking, road renewals, footpaths, mill and fills etc. The increased expenditure reflects a backlog of maintenance work and the impacts of the wet previous 12 months. Waka Kotahi has allocated an additional $7.7m to Council to cover this increased expenditure.

12. The way we are moving around is changing. Comparing cycle counts for this year up to 25 October 2023 compared to 2022. In 2023, there were 522,298 cycle trips undertaken, averaging around 40,000 per month. This equates to an average 46% increase compared to the previous year.

13. Figure 1: Year to date cycle trips compared to the same period in 2022.

14. Trend analysis has also been undertaken since 2017. Average daily trips on key routes is 1,756 compared to 659 in 2017. Weekend average daily trips are averaging 1,527.

15. Figure 2: Trend analysis on key routes between 2017 to 25 October 2023

A graph of two people

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16. Use of e-scooters is also trending upward. As of March 2023, there have been a total of 391,000 trips since 2021. 18,000 average monthly trips in 2023, which is a 58% increase since 2021.

Sustainability & Waste

17. Underway – Regional Waste Infrastructure Analysis. Eunomia Consulting is undertaking a Regional Waste Infrastructure Analysis, which will identify regional waste infrastructure requirements and opportunities for the short-, medium-, and long-term. On 20 October, recommendations will be presented to all relevant councils (Kawerau, Opotiki, Rotorua, Tauranga, Whakatane, Western Bay of Plenty and Bay of Plenty Regional Council). A business case will then be finalised outlining the regional investment required in waste infrastructure and this will be presented to the Commissioners before deliberations on the Long-term Plan.

18. Underway – A Disaster Waste Management Plan is being prepared to ensure the effective management of all types of waste in the event of a disaster. Learnings from the recent floods in Auckland and the Hawke’s Bay will guide the preparation of this plan.

19. Underway – Tauranga Moana Futures Programme: Climate projects. The Climate & Sustainability team supported the appointment of five undergraduate students to complete summer research projects for us as part of the Tauranga Moana Futures programme. Students will measure Tauranga's tree canopy, communicate the value of Tauranga's notable trees, conduct a lifecycle assessment of urban green roofs, investigate policy levers for implementation, and assess which council sites are best suited for rainwater capture systems. Projects start at the end of November and end with a showcase of research findings in early-February.

20. Completed – Science, Technology, Engineering and Maths (STEM) Festival. The Waste Programmes and Partnerships team partnered with The House of Science to attend the Tauranga STEM fest. They created a rubbish-sorting game and taught children about the importance of recycling paper and cardboard by making micro green planters. This was a great event with lots of engaging conversations with children and parents about recycling.

COMMUNITY SERVICES

21. The subject headings below include the most relevant community outcome, however many do contribute to the other outcomes.

Tauranga Mataraunui – An inclusive city

22.

During the spring school holidays, approximately 500 children attended Library activities involving songs, stories, crafts, drama and digital. The libraries also ran a scavenger hunt, a ‘design your dream library’ competition and an online reading challenge to encourage reading over the holidays.

23. The Contact Centre has started an 8-week trial to sign callers up to Tauranga City Council’s Let’s Talk publication – where customers can receive information and can provide feedback about projects and events in the city and in their respective neighbourhoods. So far, roughly 1 in every 5 customers is signing up.

24.

The Hot Pink Walk happened on Wednesday 4 October, raising both funds and awareness for Breast Cancer. This event demonstrates our commitment to bringing people, events, and energy back to our city centre. Approximately 3,000 people participated, walking 5km through our city centre. The Wharf Street lights were changed to a vibrant shade of pink to set the scene. Council proudly supported this event delivered by the Breast Cancer Support Service.

25. Event Industry Capability Workshop - Managing Incidents at Events: The Event Facilitation team delivered its latest capability session for the local events industry at The Cargo Shed on 21 September, with strong attendance by local event organisers, CCOs and representatives from other Bay of Plenty council events teams. An overview of the city centre redevelopment was given by Gareth Wallis, and the Incident Management workshop was facilitated by Adam Lynch, Reliance Risk. This workshop served as a valuable platform for knowledge-sharing and ensuring our event organisers are prepared for the approaching summer season. It was also an opportunity to showcase The Cargo Shed as a venue to our network of event organisers.

A person standing at a podium with a projector screen

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26. Project planning is underway for the development of the youth ‘special interest group’. The Rangatahi Advisor is committed to planning and implementing the establishment of a formalised, functional and diversely represented group of young people who will provide a strong youth voice to council, including providing feedback on a range of Council projects and initiatives.

27. Council participated in ‘Welcoming Week – Te Wiki o Manaaki’ from 1 to 10 September, with a number of events delivered focusing on welcoming and inclusion. Events included Cultural Safety training for organisations working with individuals/families from ethnic communities, a multicultural potluck lunch with Volunteering Services and Multicultural Tauranga at the Historic Village, a Cultural Connections bus tour for newcomers (facilitated by Te Pou Takawaenga) and a Te Tiriti o Waitangi education workshop for migrants.

28. Community Development has been analysing and preparing the dashboard and 23 sector reports sharing the data collected from Whakahou Taketake Vital Update – Tauranga 2023. With over 6,000 responses from Tauranga residents, many from communities and whanau who don’t usually engage with Council, there is a wealth of information which will support staff and many community organisations to continue the important mahi they do. The dashboard and reports will be available for use from 21 November.

29. Pilot Project – “Supper Support”. There is significant inequity in our city, with many people struggling to meet basic needs such as housing and food and clothing, and who lack access to essential services. Supper Support aims to reach people aged 65+ who are struggling to afford food. It is a community-led project between Foodbank, Good Neighbour, Age Concern, and Here 2 Help U (with Council supporting). During this initial three-month period, support has been provided to 36 households, delivering a total of 115 pre-cooked meals. It's disheartening to learn that many individuals in our older community are facing financial challenges and are struggling to cover essential expenses such as rent, living costs and food.

30. Tauranga Service Guide for older persons - In collaboration with Age Concern, we've developed the Tauranga Service Guide for older persons. Our goal is to connect individuals with essential services in our city. This user-friendly brochure, featuring large font and easy-to-read content, offers an outline of contacts for various issues, including transportation, emergencies, noise control, healthcare, financial matters, civil disputes and digital assistance.

Spring Fest 2023

31. Celebrating the International Day of Older Persons, Spring Fest provided a special week of community-led events that celebrated our older community. Events ranged from social get-togethers and cooking lessons to sports games, film clubs and fitness sessions. With over 60 free events taking place across the city, there was something for everyone to enjoy. It was fantastic to showcase just how much is available for our older community to get involved in. With over 3,700 people visiting the Spring Fest website, 1,000 brochures flying out the door, and over 50,000 people hearing the Spring Fest ads on the radio, we had great reach in our community.

32. The library supported Council’s Spring Fest celebration with two Living Library events, organised in conjunction with Volunteering Services. A living library presents an opportunity for enthusiastic conversations and connections to be made between older people and children. 

33. The Kainga Tupu Taskforce has recently undertaken a review of the Western Bay of Plenty Homelessness Strategy and Action Plan, to affirm its vision, priorities and action areas. The document will shortly be circulated to the Homeless Provider Network, which consists of the many organisations throughout the Western Bay sub-region which work directly with whanau who are experiencing homelessness, providing vital support to some of our most vulnerable residents. Once finalised, the Taskforce and Homeless Provider Network will implement the strategy and action plan and continue their invaluable mahi to advocate for housing and support for all of our residents, and to prevent, where possible, homelessness in the Western Bay of Plenty.

Tauranga Taurikura – A city that values, protects and enhances our environment

34. Work has been completed on the remediation of a number of slips at McLaren Falls Park which resulted from the storms earlier in 2023. The work included installation of retaining and stabilisation of the slips; and reconstruction of the road network.

35.

Maunganui Road Reserve – with support from the Urban Forest team, the scheduled improvements to Maunganui Road Reserve that have taken place over the last year are now complete. The reserve is located between the Mount Maunganui Library and Zespri on Maunganui Road. Bespoke seating with shade has been installed, and this space is a great nook that can be used for social gatherings, or as a storytelling area for the adjacent kindergarten and library. It can also be reconfigured to use as a small performance space (by request to the events team). In October 2022, gardens were created and four large pohutukawa were transplanted with the blessing of local hapu and with assistance from Zespri volunteers. This month, four large nikau have been planted to add to the ambience of the reserve.

36. The Green Room initiative – Baycourt has recently completed ‘The Green Room | Te Rūma Kākāriki’ programme, a free, 12-week sustainability initiative designed to encourage the coastal Bay of Plenty’s visitor sector to work towards a net zero carbon and regenerative future. Funded by Bay of Plenty Regional Council and launched by Tourism Bay of Plenty, The Green Room was developed to help organisations to start or continue a sustainability journey. While Baycourt had some existing sustainability and accessible/inclusive practices in place, participating in the programme has already resulted in further positive changes, including enhanced recycling practices, reduction of electricity consumption through operational improvements (e.g. turning off the large LED marketing wall overnight and purchasing more energy efficient hospitality equipment). The learnings will also be applied to longer-term Baycourt projects and initiatives.

Tauranga - Tātai Whenua – A well planned city

37. The upgraded Gordon Spratt Skatepark was opened to the public in September. The park has proven extremely popular and is packed with children most weekends and during the school holidays.

38. The LIM team has changed standard wording for report templates to reflect the updating of natural hazard data modelling that has been rolled-out recently across the city. This includes new slope hazard information; new landslide susceptibility data showing areas across the city which are susceptible to landslides triggered by rainfall and earthquakes; a geotechnical study of the Maungatapu Peninsula which provides an in depth look into the recent slips in the area and potential actions to mitigate further slips; and new tsunami inundation information.

39. As part of the museum development through Te Manawataki O Te Papa, the museum is holding wananga/workshops to progress stories that reflect our histories and have contributed to the building of our city.

Exercise Tāwhirimātea - The Emergency Management team hosted a desktop exercise on 13 October called Exercise Tāwhirimātea. The discussion-based exercise brought together all functions of the Emergency Operations Centre (EOC) to simulate a response to a severe weather event. A fantastic turnout of 60+ staff attended and brushed-up on their skills for when the real thing happens.

40.

New Tsunami Maps – The Blue Zone. After a long and sometimes difficult journey, the new tsunami maps have been rolled out across the region. The new maps display one ‘blue zone’ rather than three different colours, to make it easier for the public to understand. Our Senior Advisor Emergency Management played a key role, ensuring that the roll-out was as smooth as possible. Keep an eye out across the city as the new maps are put in place.

41. A Tauranga Youth Space Partnership workshop was delivered on 27 September, with 47 youth sector stakeholders engaged. Participant feedback was positive and there is unanimous agreement on the focus to develop partnership-based, localised youth hubs/spaces across Tauranga, and supporting and investing in existing spaces/services to achieve this. The next workshop is scheduled for 28 November, to engage young people and whanau alongside sector leaders and kaimahi and ensure there is an effective youth.

Tauranga Ara Rau – A city that we can move around easily

42. The Papamoa Pathway was opened to the public in September. The 3km shared pathway links Papamoa Domain to the Parton Road beach accessway. Community feedback has been positive and the path is already well-utilised.

Tauranga a te kura – A city that supports business and education

43.

Building 64, known as Durham Barracks and located at The Village Green in the Historic Village, has recently undergone an interior fit-out and is now ready to join the portfolio of venues offered by the Venues and Events team for meetings and events. While the exterior of the building was renewed in 2019, the interior required substantial improvements. The fit-out now includes a self-contained kitchenette, fresh paint, upgraded lighting, new carpets and vibrant wallpaper. A small project, but a huge transformation into a desirable function/meeting space for the Village team.

44. Golf Road - Downer has been awarded the contract for the civil works to be undertaken at 64 Golf Road. The scope of work to be undertaken includes the formation of a new car park, associated infrastructure, and the importation of fill onto one of the former bowling greens to set the foundation for the new playcentre to be developed on the site. The site was handed over to Downer on 6 September. Work is scheduled to be completed in November and the site will then be handed over to the Mount Maunganui Playcentre, so that the construction of the new playcentre can commence. The new building is tentatively scheduled to open in April 2024. The blessing for the project was held on 6 September and the Mount Playcentre Tamariki provided the waiata and karakia, marking a positive and inclusive start to the project.

45. Library - Public parenthood talks were held with local subject experts Dorothy Waide and Heather Downs. Dorothy addressed supporting parents through their first six months of parenthood, while Heather talked about dyslexia and the common myths.

46. The ongoing Library Law series saw lawyers from Lyon O’Neale Arnold speaking on four popular law topics in sessions at He Puna Manawa and Pāpāmoa library. The lawyers explained the ins and outs of family trusts, power of attorney, property purchasing, and relationship property law. These sessions are done pro-bono and were well-received and attended.

47. New digital programmes are in full swing at the library, with a re-launch of Tech Talks and Adult computer classes to support digital upskilling in the community. A children’s digital hangout has started, where kids can come along after school and experiment with some of our digital equipment. Demand for outreach services has been high, on top of our regular outreach talks to older people, including 120 people from Bay Prime Timers. Staff also attended Tauranga Stem Festival. At the end of October, we will be at Pasifika in the Bay doing the same, promoting the library and raising awareness of Te Manawataki o Te Papa. The series of Te Reo Māori lessons run through Mahuru Māori have been extremely well-received, with many asking for the series to be extended. These sessions involve weekly, evening Te Reo Māori lessons for both beginner and intermediate level learners.

A group of people sitting at a table in a library

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48. We had 990 students participate in education programmes via our Art Gallery exchange, and a further 3,042 through our other children’s programmes in August and September. Some teacher feedback:

“Thank you Lauren, you have a lovely manner with the kids, friendly, kind and knowledgeable! A great EOTC trip as always!”

“Well done. This was my favourite session out of many school visits I have made with classes to the library”

“Awesome trip thank you - kids are buzzing! Amazing!” “The feedback from the parents and children is so positive. I did this trip last year and we loved it so much. We couldn't wait to come back. I'm still amazed at the amount of children who haven't been on a bus or to a library!”

49. Tauranga Museum / Hands on Tauranga has delivered positive benefits to the ākonga (students) of our city. Over 1,000 ākonga experienced an outreach session from Hands on Tauranga during the past quarter. Hands on Tauranga is making great strides in supporting teachers with resourcing and advice regarding their teaching of local curriculum and the new Aotearoa Histories curriculum.

50. Theatre workshop for rangatahi - In collaboration with Auckland-based professional theatre group ‘Massive Company’, Baycourt hosted a free two-day theatre workshop for rangatahi aged 14 to 25 years during the September/October school holiday period. 13 young people from across Tauranga attended, learning a wide range of theatre foundation skills and techniques, exploring different ways of making theatre pieces using their own ideas and stories. Baycourt has always enjoyed a strong relationship with young performers and the delivery of programmes such as this demonstrates our ongoing commitment to nurturing the next generation of arts practitioners and advocates, as signalled in Baycourt’s vision and purpose.

51.

Earthquake and Tsunami VR Experience - The Emergency Management team has completed testing and has begun giving the public a taste of VR (virtual reality) simulation. In conjunction with the roll-out of the new tsunami maps, the VR project will be available at various events across the city this summer, starting with displays at local markets and malls before targeting schools and other community groups.

CHIEF FINANCIAL OFFICE

Finance

52. LGFA has approved a Green, Social & Sustainability (GSS) Loan to Tauranga City Council under its “Terrestrial and Aquatic Biodiversity Conservation” category. LGFA provides a discounted loan margin to councils to finance eligible GSS projects. The discounted margin on green loans is 5 basis points (0.05%).

53. This is the first GSS loan in LGFA’s Terrestrial and Aquatic Biodiversity Conservation category, and we are borrowing up to $10.3 million to finance the work to realign and restore the Kopurererua River, along with the creation of a new cycle path and wetland at the Kopurererua Valley Reserve, a 364-hectare inner city reserve in Tauranga.

Tauranga Airport

Airport Operations

54. There were 2,789 flights operated by Air New Zealand during the first quarter of FY 2024, carrying 135,750 passengers. This is similar to the first quarter of FY 2023, which saw 2,710 flights operated by Air New Zealand carrying 135,630 passengers.

Airport Development

55. The new fire and rescue building has had its roof fitted, with external cladding and joinery to follow.

56. A light aircraft got into difficulty while landing on a grass runway, collapsing the nose wheel. There were no delays to Air NZ operations. Another light aircraft got caught by a strong gust while landing in a moderate crosswind causing the aircraft to crash land on the main runway, causing significant damage and an approximately 2-hour delay to Air NZ operations.

STRATEGY, GROWTH & GOVERNANCE

Takawaenga

57. On 16 October, Council resolved to support a target of at least 5% of the value of all influenceable spend to be awarded to Māori and Pasifika businesses and support work to significantly increase engagement and support of social enterprises.

58. Te Pou Takawaenga has been working with Amotai, Whāia and Toi Kai Rawa to support Māori business development as the Council capital programme builds, now and into the future. The objective is to increase our local provider network as much as possible, to help deliver ambitious programmes that will add economic and employment vibrancy to the city. The Māori business network is largely untapped and Council currently engages Māori and Pasifika business for about 2% of its capital programme.

59. The Commissioners joined Otamataha Trust to provide a karakia whakawātea (clearing process) at The Strand Carpark and Masonic Park, in preparation for transformational works. About 50 people attended, including business owners, staff and contractors. The area is collectively known as Okahukura, which speaks to the rainbows in the mist of the springs that once ran in this area. This is a significant milestone, as Te Manawataki o Te Papa has its first sods turned.

Governance

60. On 24 October, the Chief Ombudsman released his report on council workshops, after investigating the practices of eight councils, and makes a number of recommendations on workshop processes for all councils. These include recommendations relating to the principle of openness, more systematic record keeping, publishing workshop records on council websites and considering livestreaming and/or recording workshops.

Tauranga City Council was not part of this investigation, as the Chief Ombudsman had reported on our Local Government Official Information and Meetings Act 1987 (LGOIMA) compliance and practice back in 2021. He stated that workshops were an area for improvement but was encouraged to see that the Standing Orders state that workshops are open to the public. With regard to the latest recommendations, there is room for improvement, especially in systematic recordkeeping and publishing workshop records and in areas raised for consideration, such as livestreaming workshops.

Corporate services

Community Relations

61. The Media Impact Score rose to 2.3 in September, driven by very positive reporting on events and attractions, especially the AIMS Games, with recognition of the scale and quality of the event including overseas participants, and of its social and economic impacts for the city. Negative reporting featured Transport initiatives, though reporting also featured reasons for the disruption. The team is still supporting a large number of different engagement projects. A recent project which received extensive feedback was the Fifteenth Ave to Welcome Bay consultation (13 – 16 September), with 903 survey responses collected.

62. With a number of different Natural Hazards communications scheduled to be released over the coming months, we’ve created an overarching campaign to help communicate why there will be different letters on different issues, which will hopefully provide context to residents who might be wondering why there are separate letters on similar topics.

Digital Services

City Operations Asset Condition assessment capability

63. Digital and City operations teams have been working closely on the second phase of the City Operations technology stream. This phase has focused on enabling asset condition grading assessment in the field. The "Reactive Condition Assessment" feature enables field workers to evaluate assets that have undergone substantial maintenance, supporting enhanced asset lifespan and providing valuable data for renewal planning. An interim field solution for processing Planned Condition Assessments has resulted in significant time savings for field personnel through the utilisation of spatial data and efficient data collection.

Digital Capital Programme – Enterprise Resource Planning (ERP) Programme

64. The programme achieved a significant milestone during this reporting period with the migration of customer master data into the new SAP ERP platform. Initially, the project had to contend with a vast customer database of over 400,000 records, but after cleansing, 190,000 customer records were migrated. This accomplishment reflects a massive clean-up effort that enhances data quality and reliability.

65. Since the launch, there have been an impressive 1,400 new customers and 2,732 edits.

66. Business teams’ satisfaction with the project has been outstanding, as indicated by the 4.8/5 star rating in the Business Readiness Survey and the 4.6/5 star rating in the training evaluation. These high ratings reflect the project's positive impact on user experience and efficiency.

67. Other new features include enhanced data management capabilities, automation of address look-ups and enhanced search capability, all supporting Council to create efficiencies and enhance service experience for the community.

68. This milestone sets the programme up to migrate property data and support a migration of property rating into the new ERP platform in the coming months.

Records Management – Document Management System Upgrade (Objective)

69. A project to upgrade our document management system Objective has now begun and will be completed in early-2024. This is a significant upgrade that resolves 270 vulnerabilities and adds several modern features we have come to expect when collaborating and working with documents.

70. When this project is complete, we will see a much-improved mobile experience for all devices and in all locations. It also adds the ability to collaborate on documents directly in Objective, as well as enhancing integration with our main collaboration and sharing platform, Teams.

Risk, Legal & Procurement

71. The legal team has been supporting the organisation to prepare for the Construction Contracts (Retention Money) Amendment Act 2023, which came into force on 5 October. These legislative changes mean we need greater rigour around administration of retentions. Retentions are the withholding of an amount that would otherwise be payable to the contractor, as security for performance of their obligations under the construction contract. Retentions can be used to remedy defects in the performance of the contractor’s obligations, if permitted by the contract. We have organised staff training; amended Council’s standard form construction contract templates; and provided advice and support to the project team that was established to prepare for the new Act, as well as to project managers.

72. The risk team is undertaking user acceptance testing of the CAMMS risk software, which is due to go live in December. This will simplify risk, conflict and gift reporting and management. The team has also been promoting risk internally during risk awareness week (16 to 20 October), highlighting that risk is something we are all responsible for.

73. The procurement team is implementing the broader outcomes targets following the Council decision and has been supporting the implementation of Success Factors with HR, in particular the contractor management area of the programme. This will ensure there is greater control and visibility of the use of contractors.

People, Performance and Culture

Health, Safety and Wellbeing

74. Health and safety training is currently being provided for project managers, in line with our new contractor safety processes. The safety team is working to increase near miss reporting. The drug and alcohol policy is in its final stages before consultation commences.

Success Factors

75. The go-live date for Success Factors is 6 November. Success Factors will replace; our current HRIS system (Chris 21), which manages leave and absences. It will also replace our current RRF system and in the new year, it will replace and integrate our online recruitment system (Snaphire).

76. User Acceptance Testing is now completed, and parallel pay-runs are underway. There is a variety of training and support planned for the organisation. Staff will also have a range of online learning resources to suit their learning, together with quick reference guides and videos.

90 Devonport Road

77. The transition team is meeting weekly to plan and review the process for moving approximately 1050 staff into 90 Devonport Road in early-2025.

78. Over the last month the following progress have been made:

· The concept designs for the building have now been completed.

· A utilisation study has been undertaken to understand people/desk and meeting room movements at the Cameron Road and Spring Street offices. The results will be available later in October.

· People Leader sessions have been held in October to understand what key information staff want to know about 90 Devonport Rd, the relocation and how staff and people leaders want to be supported through the transition.

· The next focus will be on discussions with people leaders and the Executive around neighbourhoods and future ways of working. This includes aiming to smooth out the Monday-to-Friday onsite working fluctuations.

Talent Acquisition

79. The team is working through 76 active vacancies, with excellent candidates coming through at present. The talent acquisition team has successfully filled a range of longstanding vacancies. This is attributed to the changing employment market, reduced requests and in conjunction with the recruiting team utilising candidate search functions such as LinkedIn. We will be onboarding 17 summer students on 20 November.

PSA

80. Bargaining has been ratified for the Main Corporate Collective Agreement, with payments scheduled in the first pay run of October backdating pay to 1 July. Bargaining has concluded for the Treatment Plants’ Collective Agreement, which will be ratified shortly. The nationwide libraries pay equity claim has commenced, with bargaining meetings scheduled for October, November, and December. This is being led by PSA and includes large metro councils throughout NZ.

Turnover

81. Unplanned Turnover continues to decrease (down 1.5% since last quarter), now at 13.0%, which is the lowest level seen in at least the past three years. The softening labour market (which is not unexpected in an election year) is likely the major driver for this.

Learning & Development

82. Inclusive Leader training is underway. This workshop focuses on understanding the impact of unconscious bias and how, through inclusive leadership, we enable high-performing teams.

REGULATORY and compliance

Building Consents

We received 165 Building Consent and Amendment applications in September, for a total of 549 YTD. This is a particularly low start to the year and is between 45% and 28% down on the volumes received in previous years. As previously reported, the volume of amendments received is currently higher than in previous years, particularly when considered as a portion of the overall volume of applications received. This is, at least in part, a reflection of project scope needing to change due to market changes – for instance reducing the consented works or changing to more affordable products.

83.

We granted 179 consents and amendments in September, for a total of 585 YTD. The volume of consents granted is clearly also down compared with previous years, reflecting the reduced number of applications received. The volume of consents granted within statutory timeframes has dropped, with 65% of consents and amendments being issued within 20 working days in September. Unfortunately, timeframe compliance has remained below 80% since a peak in October 2022. We have commenced a concerted effort to improve performance and hope to see this rise in the next months. This includes daily reporting on applications that are approaching 20 working days, seeking additional capacity from our contractor workforce, and also working with our in-house team to facilitate overtime where appropriate to make sure consents remain within the statutory timeframes. We have seen some early improvement, but this has also been offset by some ‘old’ consents being granted, dragging the overall percentage down. Of the consents issued in September which were received in the past 3 months, 84% were granted within the statutory timeframes.

84. Inspection wait-times for standard (45-minute) inspections have remained low, generally around 24 hours, whereas for our most complex inspection types (for instance R3 Finals), the lead time has pushed out slightly to a maximum of 5 days. Inspection numbers remain roughly 20% down on previous years, with around 400 inspections completed most weeks. Because wait times are low, there is reduced demand for our remote and weekend inspections.

85.

We issued 143 code compliance certificates (CCCs) September, for a total of 468 YTD. Of the CCCs issued in September, 57 were for new dwellings, including one CCC that covered 21 units. Our compliance with statutory timeframes has remained consistently high, with 97% in September being issued within 20 working days.

86. Our IANZ assessment took place over 25 September to 6 October. The outcome of this assessment has been really positive, with only eight ‘non-compliances’ identified. This is a significant improvement compared with 16 in 2021, 12 in a targeted assessment in 2020, and 26 in 2019. Further, the majority of matters raised are relatively minor in nature and the more substantive matters are known to us – for instance our compliance with statutory timeframes is one matter identified.

87. One non-compliance was closed while the assessors were on site, however for the other seven, we are preparing action plans that detail how we are going to improve our performance. These plans will be reviewed and ultimately approved by IANZ, and then tracked over the next three months. We are confident that all of these matters can be closed out within that timeframe. Each action plan will look at what process improvements are needed and how these are documented, what training will provided to staff and contractors to ensure they understand the improvements, how many compliant examples will be supplied and what ongoing auditing we will be completing to ensure the improvement is maintained in the medium- to long-term.

88. The initial report from IANZ notes that “the assessment identified that the BCA had good systems in place and demonstrated a significant improvement since the past few assessments”. It also noted that there were no concerns raised in the technical parts of processing and inspection building work – in short, the correct decisions appear to be being made. This result puts us amongst the highest-performing councils in the country and the initial report confirms that we will remain on a two-yearly assessment cycle. This achievement is a reflection on how much time and effort has gone into the Building Services team’s quality management.

Environmental Regulation

Alcohol Licensing

89. Between 1 August and 30 September, the Alcohol Licensing Team forwarded 221 various alcohol licensing applications to the District Licensing Committee for consideration and determination. A breakdown of the applications is provided in the table below.

Applications forwarded to the District Licensing Committee
Application Type	Number	YTD
Off Licence (New)	1	2
Off Licence (Renewal)	7	12
On Licence (New)	3	5
On Licence (Renewal)	16	26
Club Licence (New)
Club Licence (Renewal)	5	7
Temporary Authorities (On & Off)	5	7
Manager (New)	67	111
Manager (Renewal)	55	70
Special Licence	62	101
Total:	221	341

Premises Inspections

Number

YTD

Inspections

90. The team also completed 33 premises inspections within this period, ensuring that licensed premises were being operated and managed as required under legislation. All premises were compliant.

Enforcement
	Number	YTD
Infringements	0	3
ARLA Suspensions	4	4
ARLA Cancellations	0	0
Total:	4	7

91. There have been four suspension applications forwarded to the Alcohol Regulatory Licensing Authority (ARLA) for the suspension of managers certificates (2) and premises licences (2).

District Licensing Committee Hearings Held
	Number	YTD
On Licence	2	3
Off Licence	2	2
Club Licence
Manager		7
Temporary Authority	1	3
Special Licence
Total	5	15

92. Of the 5 applications referred to hearing for determination by the District Licensing Committee, 2 were granted, 2 were withdrawn by the applicant and one was declined due to the base licence not being renewed.

Rugby World Cup 2023

93. Temporary amendments to the Sale and Supply of Alcohol Act 2012 (the Act) for the Rugby World Cup 2023 allow eligible on-licence and club licence holders to extend their trading hours to televise live games without applying for special licences. In our area, 23 licensed premises took advantage of the amendment during the recently-completed tournament.

Sale and Supply of Alcohol (Community Participation) Bill 2023

94. This new bill came into effect on 1 September, with further changes coming into force in nine months. Council was briefed on submissions earlier this year.

95. The main changes that are going to affect staff and the DLC directly from 1 September are that anyone can now object to an alcohol licence; and (public) objectors now have 25 working days to lodge an objection (this was previously 15 working days).

96. Staff and the DLC Secretary are working together to ensure that these changes are communicated to the community. It has been anticipated that the widening of the ‘objector criteria’ will result in an increase in public objections, but this has not yet eventuated.

Review of the Alcohol Ban Bylaw

97. On 26 June, the Committee requested a report on options in respect of the Alcohol Control Bylaw review, particularly in respect of the city centre and Mt Maunganui areas. Staff have had conversations with Police, Toi Te Ora, Mount Mainstreet, Tauranga Mainstreet and our City Safety and Engagement Advisor. Everyone we spoke to raised concerns about the removal of any of the current alcohol-free areas.

98. These concerns included alcohol harm, safety concerns and impacts on business. It is also important to note that the current bylaw does not prevent alcohol consumption at special events on the waterfront. A special licence could be granted by Council for an event held within a specified alcohol-free area, when alcohol is being consumed as part of that event. Given these concerns, staff recommended that the bylaw remain in its current form until after the completion of Te Manawataki o Te Papa.

Environmental Health

102. The following table provides Food registration and inspection data.

	1 August to 30 September	YTD
Verifications of Food businesses	155	176
Of the 155 verifications conducted in the year to date, 5 received an ‘unacceptable outcome’. An unacceptable outcome means that the business has a number of non-conformance (or non-compliance) requirement/s that need to be resolved, and the business’s verification frequency will increase until more compliance is achieved. When a food business receives an unacceptable outcome, they must gain two acceptable outcomes before their verification frequency can be decreased.
Food Registrations - New	60	71
Food Registrations - Renew	219	245
Health Registrations – New	2	2
Health Registrations - Renew	143	145	These are generally renewed in August, September, and October
Service Requests (complaints, queries etc)
Food safety and suitability enquiries, complaints, investigation and enforcement	15	17	17 total investigations resulting in 5 enforcement interventions
Customer queries	16	21
Health miscellaneous	1	3
Food registrations	50	55
Compliments (on service)	1	1
TOTAL:		97

Verifications

103. This was the first quarter in the last two years where we have almost (99.4%) achieved our target in food verifications. The target for the year is approximately 708 verifications for the year or 177 per quarter. The total number of verifications required this year included 333 overdue verifications from previous years (staff numbers, training and lingering repercussions of Covid had a significant bearing on the ‘overdue’ numbers). Having a fully-staffed team and the use of contractors enabled us to achieve our target for this quarter.

Registrations

104. August and September are the busiest months for renewing registrations, with almost all of the ‘health premises’ (i.e. camping grounds and hairdressers) due to re-register, and just over 200 food businesses due during August and September.

Animal Services

105. Actions taken in relation to Animal Services complaints received for 1 August to 30 September 2023:

Warnings / Notice

Abatement Notices

Dangerous/Menacing Classifications

Infringements Issued

Prosecutions Commenced

August 2023

Barking - 38
Roaming - 10
Aggression 3

Dangerous - 0

Menacing - 2

Section 62 Muzzle - 0

Sept. 2023

Barking 31

Roaming 11

Aggression 5

Dangerous - 0

Menacing - 0

Section 62 Muzzle - 5

106

YTD

Barking 108

Roaming 39

Aggression 13

Dangerous - 0

Menacing - 2

Section 62 Muzzle - 8

198

Dog Registrations

106. In late July, in anticipation of registration fees being increased to $150 on 1 August, text reminders were sent out to all known dog owners (along with social media posts), encouraging them to register their dogs to avoid the extra cost - and to avoid receiving infringement notices in respect of their failure to do so. Not all dog owners are inclined to heed this advice.

107. Animal Services officers have spent as much time as possible since 1 August (in between dealing with complaints and attacks of various sorts) visiting households and owners of dogs that have not been registered for the current year. As a result, the team is seeing a steady flow of re-registrations.

108. As at 30 September, 91.1% of known dogs have been registered. This is an improvement on last year’s ‘registration rate’ and certainly a big leap from late-July, when only 74.1% of known dogs had been registered.

Micro-chipping

109. All dogs are required to be microchipped once they attain the age of 6 months. To improve compliance, the Animal Services Team has adopted a combined approach of providing cheaper ‘chipping’ of dogs at the pound, engaged the Call Centre to contact all owners of un-chipped dogs, and our staff are discussing microchipping with every dog owner they encounter. As of 31 March, 15.2% of known dogs across Tauranga Moana were not chipped - this has been reduced to 9.4% as of 30 September.

General

110. As reported previously, and like some other regulatory staff, Animal Services Officers are still experiencing an increase in tension in the community when dealing with dog owners. Some of this relates to the increase in dog registration fees, but the feeling is that the general ‘stress’ in the community caused by the current economic climate is also contributing.

111. Staffing numbers are slightly reduced at present, with several members on extended or maternity leave. This means that work is having to be prioritised and staff are working hard to support each other in this respect.

Parking and Bylaws

112. There has been a 19% increase in the number of parking complaints in August and September, in comparison with the same period in the last financial year. There has also been a 40% increase across the board for bylaw-related complaints in relation to the last financial year period.

113. In response to a continued increase in acts of aggression towards our parking officers, we are continuing to implement processes to serve infringements via post rather than attaching them to vehicles or handing them to the driver. It was identified that the majority of conflict incidents were a result of people interacting with our officers after receiving or discovering an infringement on their vehicle. Sadly, some of these interactions also involved unrelated members of the public who happened to be in the vicinity at the time.

114. An application has been made to MBIE for the Freedom Camping Transition Fund. Funding has been sought for additional educational patrols, a communications strategy and a review of some signage. Applications closed on 13 October and we expect to hear the outcome of our application in the next few weeks.

Infringement statistics

	1 Aug to 30 Sept	YTD
Bus Lanes	3345	4527
Parking	9183	13977
Freedom Camping	61	78

Environmental Planning

115.

177 applications for resource consents and other associated approvals have been received in the 2023/24 financial year to date (Q1). Although September saw a slight reduction, this remains an increase on the same point for the previous year.

116. In the 2023/24 financial year to date, Council has issued decisions in relation to 196 applications. Timeframe compliance for new applications (i.e. applications received since 1 July 2023) is currently 74%.

117. Implementing process improvements to improve processing timeliness and efficiency remains a focus for staff.

118. There has been a notable increase in the number of requests for development contributions to be deferred, which is largely a result of current economic conditions, the increased cost of construction, and increases in development contribution costs.

119. In the financial year to date, Staff have conducted development contribution assessments for 390 building consents and 122 resource consents, totalling $2.6 million in contributions.

120. Staff continue to receive a number of requests for development contributions to be deferred, generally until a certificate of code compliance (CCC) is issued. The current value of deferred DCs is $5.8milliion. The majority of these have a deferral agreement in place, with interest payable on the deferred amount.

121. There has been a slight reduction in demand for the urban design panel, following a high level of post-launch interest earlier this year. It is expected that this will increase again as the development community regains momentum. However, staff are continuing to engage with the sector to ensure that the services and value available through the panel are well understood and utilised.

Environmental Monitoring

122. 81 RMA incidents and 77 noise incidents have been reported in the financial year to date. The majority of RMA incidents continue to relate to over-height fencing, breaches of resource consent, or concerns around density. Noise complaints most frequently relate to either noise from residential or commercial activities, and construction vibration.

123. With the scale of works both underway and proposed to be carried out by (or on behalf of) Council, we are engaging with project teams to identify potential concerns and ensure noise and vibration issues are identified and addressed appropriately.

124. We have monitored 227 resource consents in the financial year to date. As a result of breaches identified through both incident response and consent monitoring, we have issued six abatement notices and two infringement notices.

Notable applications/incidents

125. A number of parties, including hapu and representatives of several active community groups, have joined the hearing process for regional and district council consents (to be heard by the Environment Court via direct referral). The next step will be judicial conference where the Court will question the parties on their case, experts and availability. Following this, the Court will set a date for the hearings.

126. An appeal against a resource consent authorising the establishment of the THM Limited basketball training and event facility in the Judea Industrial area has been set down for mediation mid-November.

127. The Environmental Protection Agency has outlined engagement protocols and likely requirements from Council to assist them in their role as the Consenting Panel for the Sanderson Group’s Pitau Road project, which has been referred via the COVID-19 Recovery (Fast-track Consenting) Act 2020.

128. We recently issued an abatement notice relating to a residential property providing accommodation via AirBNB in Mount Maunganui. This site was identified following a number of complaints relating to noise, waste management and parking. The notice was withdrawn following confirmation that the homeowner had ceased taking new bookings and is preparing an application for a resource consent.

129. Although it is accepted that this sort of activity is common in Tauranga, particularly in Mount Maunganui, this will be the first consent that we have processed in relation to a property using AirBnB. We do not currently have proactive work in place to identify properties that may be breaching plan rules for visitor accommodation via online booking sites, and are instead taking the approach of responding as required, based on effects.

Key Account Management

130. Our Key Account Management function continues to support the delivery of exceptional regulatory outcomes, primarily operating across the Environmental Planning and Building Services teams, while working closely with Infrastructure, providing a single point of contact for engagement and communication with applicants and their teams.

131. Key projects/customers include the Civic Precinct redevelopment, The Strand, Memorial Park, 2 Devonport Road, 90 Devonport Road, Haumoana private hospital, Northern Quarter, Ministry of Education, Bluehaven developments, Fosters Construction, Wolfbrook Residential Limited, Ministry of Justice, Group Home Builders, Spaces and Places capital project delivery, Mike Greer homes and Classic Developments. We continue to receive strong interest in this service and continue to grow our portfolio of customers in this area.

CITY DEVELOPMENT & PARTNERSHIPS

City Partnerships

132. A grant of $200,000 has been confirmed for the Tauranga Art Gallery redevelopment project from Pub Charity Limited. In addition, the Gallery was successful in its funding application to TECT for $500,000 towards this project.

133. The Port of Tauranga has provided funding of $697,559 towards three projects: the Mauao viewing platform, the Marine Parade coastal pathway, and the Living Sea Wall at Tauranga Moana Waterfront.

134. An application was made to Lion Foundation for $200,000 towards Zones 3 and 4 of the Destination Skatepark, with a decision imminent.

135. A draft Enduring Statement of Expectation for Council’s five substantive council-controlled organisations, including the recently established Te Manawataki o Te Papa Limited and Te Manawataki o Te Papa Charitable Trust, will be presented for approval to Council on 27 November. This document is reviewed every five years and outlines the general governance principles and ongoing expectations of the relevant boards.

136. On 1 November, we welcomed an Institute of Directors’ Emerging Director to the Tourism Bay of Plenty Board, in conjunction with our council-controlled organisation board intern programme. A new board intern also started on the same day with Bay Venues. We will support these interns on their governance journey over their 12-month term.

137. The City Safety and Engagement Advisor has been visiting businesses to distribute the “It’s On!” campaign brochure, noting feedback and concerns and linking businesses to the appropriate support. Our Advisor, supported by the city centre community relations team, was interviewed by Sun Live on the establishment, achievements and aspirations for his new role.

138. The City Partnerships Specialist has been involved in city summer activations, liaising with Priority One on the scope for a retail strategy for the city centre, communication with Devonport Road and Elizabeth Street businesses in relation to works in the area, and ongoing lighting and Christmas discussions.

139. Additional support has been provided to the four Mainstreet organisations in planning for their AGMs, but also various streams of work that require advice and/or guidance. The new Mainstreet Tauranga Manager has been introduced to various teams within Council, including the Community Relations and Events teams.

140. The secure public bike parking facility in Grey Street is set to open, in response to demand from city centre businesses and cycling groups and in alignment with mode shift initiatives. This is a collaboration between our City Partnerships and Transportation teams, and a private operator who will manage the day-to-day operations.

Library and Community Hub

141. This project is currently in the detailed design phase, with 100% detailed design due to be issued mid-December. The 80% detailed structural design has been issued to the peer reviewer and design team for coordination.

142. The developed design set has been priced by RLB and LT McGuiness, and the Project Team is currently reviewing this. The interior developed design package has also been completed and presented to the wider teams, including the Steering Group.

143. Nelson Pine and XLAM have been selected as the mass timber suppliers for the project.

144. Site preparation work is due to commence in November and construction in January 2024.

Civic Whare / Exhibition Gallery / Museum (CWEM)

145. The revised floor plans for these buildings have been finalised and approved.

146. The revised design programme is targeting 24 November to reach the developed design milestone, and 100% detailed design is due 30 May 2024.

147. Façade value engineering workshops are continuing. The Project Team has confirmed potential saving items considering constructability, while refining the design to meet the budget and maintain overall design intent.

148. The Project Team is currently developing early procurement and enabling works packages for the project.

IT & Security

149. The team is currently reviewing the 90 Devonport Road and Te Manawataki o Te Papa projects security design against developed council standards and guidelines for new developments.

150. The audio-visual contract for 90 Devonport Road has been awarded. We are currently working through updating the anticipated delivery programme.

151. The team is investigating opportunities to include technology in the Waterfront and Public Realm projects, including digital signage, wayfinding (from a technology perspective), digital placemaking (projections, interactive opportunities), storytelling opportunities (from technology perspective), public Wi-Fi zones, digital kiosks and other digital initiatives.

Tauranga Art Gallery

152. The Tauranga Art Gallery Trust has advised that the Board wishes to achieve a 67% NBS rating from the Art Gallery renovation. The structural design engineers are currently reviewing the geotechnical data to confirm what, if any, work is required to strengthen the foundations to achieve 67% NBS.

153. The detailed design is currently being reviewed by both the Quantity Surveyor and Contractor, to ensure that the design is within the available budget.

Baycourt

154. The scope for this upgrade, including the installation of a public lift and external walkway linking the mid-precinct terrace to the Durham Street level, roof and exterior refurbishment, and internal refurbishment, is being finalised.

The Strand Reserve

155. The contractor will take possession of the site on 30 October 2023 at which stage, The Strand carpark will be closed. A karakia to bless the commencement of site works was held on 17 October.

156. The preliminary design pack for the Waterfront Playground is due to be issued by the end of October.

A person standing in a line of people

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Strand North Seawall and Shared Pathway Karakia and sod-turning.

Te Hononga ki Te Awanui (Harbour Link) Stage 1: Boardwalk and Underpass

157. The 100% detailed design has been finalised following the completion of additional geotechnical investigation.

158. The final tender price has been reviewed by RLB and the contract will be awarded, with the contractor taking possession of the site on 13 November.

159. A backlit ceiling screen installation for the Railway Underpass will be installed once the Boardwalk has been completed.

160. Screeding of the Railway Underpass floor (to prevent the pooling of water) has been completed.

Masonic Park

161. Engagement is ongoing to coordinate physical works with nearby hospitality outlets and the Tauranga Art Gallery.

162. Initial PowerCo design for relocation of the power transformer has been received. The design team is currently working through feedback to enable PowerCo to provide a final pricing and programme.

Dive Crescent Carpark

163. Construction of the Dive Crescent southern car park commenced on 18 September, with a scheduled completion date of mid-December.

164. The demolition of the Fixation Coffee building was completed successfully, and the basketball court is temporarily being relocated to The Strand South Reserve, until a new court can be constructed next to the new Waterfront playground

165. Car park levels are currently being established, with fill being brought in and compacted. Kerb and footpath levels are being established and installation of the stormwater infrastructure is underway.


Boundary fence along railway commenced.	Dive Crescent construction in progress.

Beacon Wharf

166. Detailed design for the viewing platform is due to be completed at the end of October.

167. The first stage will be the construction of the seawall, followed by the construction of the Beacon Wharf viewing platform and associated landscaping.

Spring Street Carpark Seismic Strengthening

168. Naylor Love has applied for a Practical Completion Certificate and has mostly demobilised from the site. Beca engineers and the Project Manager have issued a defect list and this is being worked through. Full car park operations resumed the week commencing 23 October.

90 Devonport Road (Civic Administration Building fit-out)

169. Warren and Mahoney’s 100% fit-out detailed design package has been approved.

170. The main contractor hard fit-out (MCHF) pricing package has been reviewed and approved for inclusion in the base-build contract. The pricing of the fit-out sectional hard fit-out works will be completed by end of October.

171. The value engineering process for the MCHF design is underway, focusing on interconnecting stair details.


Lift opening wall on level 2.	Structural steel bracing frames and timber structure for level 3 progressing.

These timber structure beams and columns will be visible to those working in 90 Devonport Road.	Level 2 floor completed.

Elizabeth Street East/Tunks Reserve

172. Construction of the retaining wall structures is now complete and landscaping works have commenced in front of the bottom retaining wall.

173. Civil works and footpath construction is 50% complete, and construction of the new stairs is in progress.

174. Stormwater pipes and manholes have been installed on The Strand, with that section of the road resurfaced on 11 October.

A construction site near a body of water

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A construction site with a few construction materials

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The concrete pour for the bottom section of the

stairs has been completed.

Driveway concreting works on the southern side of Elizabeth St East.

Memorial Park Recreation Hub

175. Memorial Park Recreation Hub costing packages are currently being reviewed by the Project Team. Value management options will be considered to ensure that the project meets the current budget, prior to presenting the concept design reports at the Council meeting scheduled for 11 December.

160-176 Devonport Road Carpark

176. Design and tender of the temporary carpark is complete, including opportunities for cycle parking.

177. Demolition will commence in November with construction of the carpark to follow soon after. Car parks are planned to be available for use in early-2024.

Communications and engagement

178. With several more city centre projects, particularly along the waterfront, set to kick-off in the coming weeks, we’ve launched the next phase of our “It’s On” campaign – to let the community know what they can expect to see taking shape and encouraging them to head to our website for more information. This includes a wide range of media activity, radio advertisements and billboard activity across the city.

A building with people walking on a sidewalk

Description automatically generated A white text on a blue background

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An example of the It’s On campaign that continues to be rolled-out across the city.

179. Planning for what will be included on additional hoardings and signs to be erected around the city centre is also well-advanced.

180. We continue to regularly meet with stakeholders and local businesses to let them know of our upcoming plans for city centre projects and, where possible, help to reduce some of the impacts the transformation may be having on local city centre businesses.

Attachments

Nil


AGENDA Ordinary Council meeting Monday, 6 November 2023
I hereby give notice that an Ordinary meeting of Council will be held on:
Date:	Monday, 6 November 2023
Time:	9.30am
Location:	Bay of Plenty Regional Council Chambers Regional House 1 Elizabeth 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

Chairperson	Commission Chair Anne Tolley
Members	Commissioner Shadrach Rolleston Commissioner Stephen Selwood Commissioner Bill Wasley
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	As required