A report and appendices from the Strategic Projects Manager was presented for the first workshop for the Long Term Council Community Plan 2009-19. The report identified key areas that need improvement on from the 2006-16 LTCCP. The report listed the purpose of the workshop which was to discuss and review the programme for the up and coming 2009-19 LTCCP, brief Council on requirements from Local Government Acts and Audit NZ, seek guidance from Councillors on directions to take and update Council on the work currently in progress.

The workshop systematically worked through the report and attached appendices. The workshop was also supported with a brief introductory powerpoint presentation from the Manager.

1. Auditor General’s Expectations

A newsletter from the Controller and Auditor General (Project Update #2) was presented to Council detailing the high level expectations and approach that Audit with be taking with assessing the 2009-19 LTCCP’s. Specific themes and module include -

• Asset and activity management
• Levels of service
• Linkages of information and consistency with other plans and policies
• Assumption both General and Financial
• Generally accepted accounting practice (GAAP)
• Performance framework
• Decision making and consultation practices
• Document presentation
• Financial prudence
• Summary Statement of Proposal which informatively reflects the 2009-10 LTCCP

Audit will also be placing emphasis on how Councils have implemented the principle of taking a sustainable development approach as they are required to do under the Act.

It is expected that the Strategic Planning team will have a realistic project plan with defined deliverables on defined dates which integrates the financial and non-financial planning processes by mid June 2008. Council staff will be working with the Controller Audit General Office to ensure that we meet their criteria.

2. Councillor LTCCP Advisory Group

It was recommended that Council establish an Advisory Group for the development of the 2009-10 LTCCP.

RESOLVED

THAT Council will establish an Advisory Group for the development of the 2009-19 LTCCP

AND THAT Councillors Mary Carmine, Bruce Gordon and Julie Bubb be appointed to the Advisory Group with the Mayor, J T Tregidga, being an ex-officio member

AND THAT the Advisory Group meet and report back to Council as required.

3. Summary timetable of Proposed Council Workshop

A summary timetable of the proposed Council Workshops was presented. The Councillors and the Mayor discussed the time of day that the Workshops are to be held. It will be expected that the Workshops are to be scheduled to start by 9.30am (unless otherwise advised) and continue through to 12.30pm.

Councillors will be provided an up-to-date workshop schedule and timetable by the end of May 2008.

4. Sustainability Theme - Importance

The requirements and definition of the sustainability as stipulated in the Local Government Act, 2002 was explained.

Appendix 3 ‘Sustainability Theme- Importance’ produced by Katy Carpenter gave an example of incorporating a sustainability theme within the proposed 2009-19 LTCCP. The four well-beings are to be balanced with the sustainability theme throughout the LTCCP though each wellbeing will be affected differently. Councillors Harry Shepherd, Mary Carmine and Bruce Gordon complimented Katy’s work and thought the layout gave a good focus on specific key areas with supportive photos giving good visual examples of achieving sustainability projects. The format was easy to read, well laid out and informative for the community.

5. Levels of Service Review

A report and Appendix 4 – Levels of Service working paper produced by Garry Towler with assistance from Willem van Blerk recommended an approach to the service level review process. It was explained that that leading up to the 2009-19 LTCCP Audit Office expects the Service of Levels Review to take place and to involve a public consultation process with the results being a key input into Councils discussion on the Levels of Service Review.

The process is at present in a development phase focusing on Levels of Service. It is proposed that Garry Towler will consult with the community to see if they are happy with the current levels of service and find out what the community expectations are for changes or improvements to these services.

Key stakeholders will also be targeted for discussions groups and a District tour was suggested to focusing on specific council activities and their levels of service. Cr Harry Shepherd and the Mayor agreed that this approach would produce a more positive feedback than a public meeting. Cr Mary Carmine proposed that a personal invitation to focus groups would reflect a more positive and effective way of getting useful information. Cr Paul Milner would like members of the Youth Forum to be included into the district tours.

Garry Towler will collate the community’s and key stakeholder’s feedback and produce a report to Councillors for them to make a decision on the Levels of Service review for the 2009-19 LTCCP.

RESOLVED

THAT the service Level Review process (as amended) be adopted as an appropriate approach for the Service Level Review for the 2009-19 LTCCP.

6. Asset Management Plan

Council was advised that the Asset Management Plans are a high priority and are in the process of further improvement to ensure that the asset and financial information will be sound and support the 2009-19 LTCCP. Audit Office has made it clear that this will be one of their key areas of work.

Councillors were made aware that the draft Asset Management Plans will be proposed for review during October and November 2008. The final plans will be placed before Council shortly after July, 2009 when the 2009-19 LTCCP has been adopted so all plans and both processes will fully align.

7. Policy Reviews

It was reported to Council the LGA 2002 requires that significant policies are to be reviewed as part of each LTCCP. Rex Leonhart and his team are working on the financial reviews are present. A schedule of review dates for the policies was available for viewing in the report.

The Mayor suggested he would like to spend some time on the Rating Policy review and possibly later on the water related policies.

Councillors signalled that they wish to be included in the Rating and Impact Statement review and propose that a monthly payment rating scheme for ratepayers be included in the discussions.

8. Activity Review

Direction was sought as to whether the activity review could be undertaken by the proposed Councillor Advisory Group in conjunction with staff with the intention that the Advisory Group would prepare a full report with recommendations to Council.

RESOLVED

THAT the LTCCP Advisory Group works with staff to prepare a report to Council with recommendations relating to: -

• Groups of Activities review
• Activity review
• Sustainability and Community well-being statements

AND THAT the report be programmed for consideration in July, 2008.

9. Assumptions

As a requirement of the Audit Office it was indicated that the Assumptions within the 2006-16 LTCCP needed reviewing to ensure that they will be in line with today’s environment, at a local, regional and national level.

It was advised that further work is to be done by council staff with the Assumptions which are also to include assumptions for climate change. A draft paper will be presented to Council for consideration and contribution in July 2008. A workshop is programmed on this topic on 16 July, 2008.

10. Positive/negative effects

Working papers were given to Council to show how staff have been work shopping and developing the positive and negative effects for council activities and community well-beings. Councillors are happy for staff to continue developing these for a future workshop.

11. Financial estimates

Audit Office requires evidence that Council has had a debate on the Capital Works projects in relation to the four well-beings.

Councillors were advised that a series of workshop dates will be required to consider estimates at a Ward level. These estimates will need to be considered in October 2008 as does the drainage estimates.

Council budget consideration for the LTCCP is scheduled to be a two-day workshop held 19^th & 20th November, 2008.

12. Assessment of Water and Sanitary Services

Councillors were advised that the information contained in the Assessment of Water and Sanitary Services which was adopted 30 June 2005 is still current. It was suggested that there has been little change since the document was adopted and that a full review of the assessment would occur before the 2012-22 LTCCP.

RESOLVED

THAT due to the documents currency the Assessment of Water and Sanitary Services not be carried out until after the LTCCP has been developed, but before the work commences on the 2012-22 LTCCP. This would mean the review would occur 2009/10.

13. Waste Management Plan

It was advised that the current Waste Management Plan, 2002 was in need of a review, but this has been delayed in part by a shortage of resources and because there was a need to complete the statutory baselines for waste management matters. The District Engineer is currently looking at reviewing this document during the next 12 months. It was recommended that the summary of the current Waste Management Plan be included with the 2009-19 LTCCP.

RESOLVED

THAT a summary of the current Waste Management Plan be included with the 2009-19 LTCCP.

14. Community Plans

It was suggested that the levels of service review public consultation was to feed into the community planning process for the Community Plans. This would reduce consultation fatigue for the community and the consultation process is to be led by Councillors and Gary Towler of the strategic planning team.

It is planned to get the Community Plans adopted by the end of the 2009 calendar year.

RESOLVED

THAT following the Service Level Review process an options paper on approaches to developing Community Plans be prepared for consideration by the LTCCP sub-committee

AND THAT the Councillor Advisory Group make recommendations to Council on community planning processes and priorities following the completion of the Service Level Review process.

15. Consultation

It was suggested that a programme on consultation be presented to Council for consideration at a June 2008 workshop.

Cr Harry Shepherd questioned whether the Waihi Mining issues would be included in the proposed LTCCP. It was explained that this issue is related to the District Plan and would be in direct conflict with Council’s obligation with legislative requirements if put in the LTCCP.

Cr Mike Hayden suggested bringing together all the social type policies together under one umbrella of a Social Development Policy. The Mayor suggested putting this idea forward to next years agenda.

16. Summary Statement of Proposal

There is a need to ensure that the 2009-19 Summary Statement of Proposal is a sound and useful document for the community, reflecting the key contents of the 2009-19 LTCCP. The Audit Office has advised that a number of summaries reviewed from the previous 2006-16 LTCCP did not reflect the key strategic debates of Councils.

Further consideration of this summary will be sought from Councillors at a workshop later in the year.

17. Community Outcome Indicators

It was suggested the following the levels of services review the community outcome indicators be addressed and presented to Council for input at an October Council meeting.

The report and monitoring on Community Outcomes is due in 2009.

18. Other

Councillors were briefed that there is a large amount of other information that must be incorporated into the 2009-19 LTCCP. These include a design and theme for the LTCCP based on sustainability and incorporation of other legislative requirements beside the Local Government Act such as the Land Transport Act.

19. Tour of neighbouring Councils

The Mayor proposed a three day tour for Councillors of neighbouring Councils. Councillors discussed the possibility of going to Tauranga, Opotiki and Kawerau to view how they run their activities such as libraries, swimming pools, refuse and recycling. Also of interest, was how other Councils interact and engage consultation with Iwi and Youth.

It was suggested that the dates, destination and itinerary for the tour be considered at the next Council meeting.