|
Governing Body
09 February
2017
|
|
Annual Plan
2017/2018 - Adoption of consultation material and approval of consultation
approach
File No.: CP2017/00848
Purpose
1. To adopt the Supporting Information, Consultation Document, the Draft Tūpuna Maunga Operational Plan and
approve the consultation approach for the Annual Plan 2017/2018.
Executive
summary
2. For
the 2017/2018 financial year, the council must prepare and adopt a Consultation
Document which sets out any proposed significant or material differences to
year three of its current ten-year budget. The council must also adopt
the associated Supporting Information before it adopts the Consultation
Document.
3. On
15 December 2016, the Governing Body agreed the consultation topics for the
Annual Plan 2017/2018. During November and December 2016, local boards
also met to adopt their consultation content that covers key local proposals
and advocacy areas. Public consultation will run from Monday, 27 February
2017 to Monday, 27 March 2017.
4. Following
the decisions made by the Governing Body and local boards, staff have developed
a Consultation Document and Supporting Information that will provide the basis
for consultation with the community. These documents have been developed
in conjunction with council’s Legal team to ensure that they meet
legislative requirements. The questions on the feedback form have been
developed in conjunction with the University of Auckland.
5. The
council has flexibility in how it undertakes consultation, in particular in how
the council can collect feedback and hear the views of Aucklanders.
Following feedback received from elected members at the Finance and Performance
workshop on 6 December 2016, staff have developed an approach to consultation
with the following key components:
· 22
Have Your Say (HYS) events across Auckland to provide an opportunity for spoken
interaction with decision makers, supported by staff to record feedback received
· utilisation
of Our Auckland to raise awareness by providing a summary of the key issues and
proposals for consultation in the March edition, with local board content being
tailored to each area
· utilisation
of written, in person, and digital feedback channels
· in
July a summary of the final decisions made will be developed and made available
on ShapeAuckland, as well as at libraries, local board offices and service
centres
6. Legislation
also requires the Tūpuna Maunga Authority and Auckland Council to agree an
Annual Operational Plan as part of the Annual Plan Process. This requires
the council to consult on the Draft Tūpuna Maunga Operational Plan.
A joint meeting of the Tūpuna Maunga Authority and the council has been
scheduled in April to consider submissions relating to the plan.
7. The next steps to finalise the Annual Plan are set out at the end of
this report. Final decisions will be made on 1 June 2017 and the
Governing Body will meet to adopt the Annual Plan 2017/2018 on 29 June 2017.
|
Recommendation/s
That the Governing Body:
a) adopt
the Supporting Information for the Annual Plan 2017/2018.
b) adopt
the Consultation Document for the Annual Plan 2017/2018.
c) adopt
the Draft Tūpuna Maunga Operational Plan 2017/2018.
d) delegate
responsibility to the Mayor, the Chair of Finance and Performance Committee
and the Group Chief Financial Officer to approve any final edits required to
the Consultation Document, Supporting Information, and Draft Tūpuna Maunga Operational Plan in
order to finalise the documents for printing and distribution.
e) approve
the public consultation approach for the Annual Plan noting that:
i) public
consultation will run from Monday, 27 February 2017 to Monday, 27 March 2017
ii) feedback
can be provided through written, in person and digital channels
iii) Have
Your Say events will be held across the region to allow Aucklanders to
provide feedback and have their views heard
iv) regional
and local briefing reports will be prepared to provide a summary of public feedback
received across all channels
v) the
council will participate in a joint deliberations meeting with the
Tūpuna Maunga Authority on their Annual Operational Plan
vi) a
summary of the final decisions made will be prepared in July and widely
communicated.
|
Comments
Background
8. All
councils are required by legislation to adopt an annual plan every year, except
once every three years when the long-term plan (LTP) acts as the annual
plan. These plans set out the service levels and budgets for the coming
year as well as being used to set rates.
9. The
starting point budgets, priorities and funding envelopes for the Annual Plan
2017/2018 have been set in the third year of the current LTP. Any
significant or material changes to the budget or service levels from the LTP
require consultation.
10. Auckland Council is also required to agree local board agreements
and the Tūpuna Maunga Authority Annual Operational Plan each year as part
of its annual plan process. Content relating to each local board
agreement and a summary of the draft Tūpuna Maunga Authority Annual
Operational Plan must also be included in the annual plan consultation
material.
Developing
the Annual Plan 2017/2018
11. The
process to develop council’s Annual Plan 2017/2018 began with a budget and
process briefing to the Finance and Performance Committee in November
2016. A budget and process workshop was also held with local board chairs
at a Finance and Performance workshop in late November 2016.
12. On
30 November 2016, the Finance and Performance Committee received the Mayoral
Proposal for consultation on the Annual Plan 2017/2018. On 15 December
2016, the Governing Body considered this proposal and agreed the items for
consultation in the Annual Plan 2017/2018.
13. The
Mayoral Proposal asked for staff to work with the accommodation sector on the
design of the proposed accommodation provider targeted rate. Staff worked
with sector representatives through a Steering Group chaired by Councillor
Desley Simpson, Deputy Chair of the Finance and Performance Committee.
Input from the industry has been included in analysis of the targeted rate and
alternative options set out in the Supporting Information and informed the
preparation of the Consultation Document.
14. Four
Business Associations have requested potential changes to the Business
Improvement District (BID) targeted rates for their areas. These include
the creation of one new BID and the extension of three existing BIDs. All
proposed changes are at the request of the relevant BIDs and require over 51
per cent of support of the members at their Annual General Meetings.
Developing local board
agreements and consulting on local issues
15. Each
year a local board agreement is developed for each local board that sets out
priorities, budgets and intended levels of service for local activities, and
the capital and operating expenditure required to fund these activities.
Local board agreements are agreed between the local board and the Governing
Body and must be made as part of the annual plan or long-term plan process.
16. Local
boards held both workshops and meetings in November 2016, ahead of meetings in
December 2016, to adopt their content for consultation. This includes a
one-page summary that will be distributed to all households via Our Auckland in
late February. Key priorities for each local board for 2017/2018 are also
set out in the Consultation Document.
17. Have
Your Say events will be held across the region allowing Aucklanders to have
their views on local and regional issues heard by decision makers.
Draft Tūpuna Maunga
Operational Plan
18. Each
year a Tūpuna Maunga Operational Plan is developed to provide a framework
in which the council will carry out its functions for the routine management of
the maunga and administered lands for that financial year. The
Tūpuna Maunga Operational Plan must be prepared and adopted concurrently
with the council’s annual plan and must be included in summary form in
the annual plan consultation documentation.
19. The
Tūpuna Maunga Authority met in November 2016 to approve the budget for
2017/2018, which is consistent with year three of the LTP. The Draft
Tūpuna Maunga Operational Plan has been prepared and has been adopted by
the Tūpuna Maunga Authority. Content relating to the Draft Tūpuna
Maunga Operational Plan has been referred to in the Consultation Document and
the summary of the plan is in section 3.8 of the Supporting Information.
20. An
event to receive spoken feedback on the Draft Tūpuna Maunga Operational
Plan will be scheduled during the consultation period. This event will be
attended by Tūpuna Maunga Authority members.
21. The
Draft Tūpuna Maunga Operational Plan is
attached to this report.
Consultation documentation and
supporting information
22. The
purpose of the consultation material and process is to provide an effective
basis for the public to participate in council decision-making processes.
As a result, the council is required to develop a consultation document and a
set of supporting material that provide the basis for consultation with the
community.
23. Following
the decisions made by the Governing Body and local boards, staff have developed
the following documents:
· Consultation
Document – sets out the potential changes that the council is seeking
feedback on to inform the final annual plan
· Supporting
Information – includes the detailed information relied on by the content
of the Consultation Document.
24. Staff
have considered the Significance and Engagement policy to assist with
identifying the issues included in the Consultation Document. Staff have
also worked closely with the council’s Legal team to ensure that the
Consultation Document, Supporting Information and the consultation approach
meet legislative requirements.
25. A
feedback form will be included in the Consultation Document and the
householders summary (March edition of Our Auckland). The questions on
the feedback form have been developed in conjunction with Dr Catherine
Frethey-Bentham, Senior Lecturer and market research specialist, from the
University of Auckland.
26. The
Supporting Information and Consultation Document will be distributed to
Governing Body members ahead of the meeting on 9 February 2017 and will also be
tabled at that meeting.
Approach
to consultation and engagement
27. There
are four key phases to the consultation and engagement process:
· Phase
One: Pre-consultation
· Phase
Two: Consultation, analysis and reporting
· Phase
Three: Adoption
· Phase
Four: Closing the loop
28. Each
of these four phases is discussed below.
Phase One: Pre-consultation
29. The
ShapeAuckland website will act as the engagement hub for the Annual Plan
2017/2018 and will house the Consultation Document, Supporting Information,
local information and an online feedback form. Communications activities
will raise awareness of the Annual Plan 2017/2018 and also point people to
ShapeAuckland for more information.
30. Key
elements of the communications campaign include:
· a
household summary, including a feedback form will be included in the March
edition of Our Auckland (as it is cost effective, allows tailored messaging to
local board areas, and utilises an existing channel for communicating with
residents)
· advertising
the Annual Plan 2017/2018 consultation, the opportunity to get involved and the
events (print and online) between 27 February and 27 March 2017
· Shape
Auckland – ongoing updates, events pages, social media, Annual Plan
2017/2018 key issues for consultation video
· proactive
media engagement
· update
via the Peoples panel database, Shape Auckland database, Local board channels
and contacts with specific groups
31. The
key things we are doing differently this time are:
· targeting
organisations with good networks (such as the Korean Society; Chinese New
Settlers Trust; Future Dragons; Shanti Niwas)
· advertising
in ethnic media using translated adverts
· using
UpSouth – The Southern Initiative project to engage with young people in
South Auckland
· using
different types of events – (Music in the Parks; Pasifika; Kumeu A&P
Show), not just to raise awareness, but for gathering feedback/HYS purposes too
· using
our own facilities – events at libraries, leisure centres and markets -
targeting foreign speaking book clubs and we’ve never been at leisure
centres before
· targeting
certain communities – events areas with high populations of certain
diverse groups
· working
with Community Empowerment Unit and their Strategic Brokers to use their
networks
· using
the Auckland Conversations that are happening to promote the Annual Budget
· attending
English for speakers of other languages (ESOL) classes
· segmenting
the People’s Panel to reach audiences we don’t usually hear from
· using
the library bus at events – drawing attention and giving people another
reason to come and talk to us
Phase Two: Consultation,
analysis and reporting
32. The
household summary (included in the March edition of Our Auckland) will be
delivered to Auckland households on the weekend of 25-26 February, which is the
beginning of the consultation period.
33. The
household summary will include a feedback form and a local insert setting out
the priorities for the relevant area. It will also encourage Aucklanders
to go online to read the Consultation Document and Supporting Information or to
complete an online feedback form. The summary (of regional content) as
well as the feedback form will also be available in the following languages
online and in hard copy: Māori, Chinese, Samoan, Korean, Tongan and accessible versions.
34. The
feedback form is expected to be the primary mechanism Aucklanders use to
provide their feedback on the annual plan. Feedback forms will be
attached to the household summary and included within the Consultation
Document. They will also be available online, in libraries, service
centres and local board offices. Feedback forms can be submitted via
freepost, email or completed online.
35. Public
feedback will also be collected at Have Your Say events scheduled from 27
February 2017. The primary purpose of these events is for council staff
and elected members to listen to the views of Aucklanders. Staff will
ensure public feedback is accurately recorded. Have Your Say events were
a successful avenue for raising awareness and gaining on feedback during
consultation on the LTP and the Annual Budget 2016/2017. Some events will
target certain communities.
36. 22
HYS events are planned across the region, made up of the following events:
· 17
events across the region – these events will take a couple of formats:
round-table forum style or drop-in stands at existing community events and/or
libraries
· five
events will be tailored to meet the needs of specific audiences. These
include:
o one
event tailored for key stakeholders
o one
event tailored for Mana Whenua
o three
hui with Māori.
37. In
addition, one event (not classified as HYS) will be held to focus on the
Tūpuna Maunga Authority draft operational plan. This will be
attended by Tūpuna Maunga Authority members including the Councillors on
the Tūpuna Maunga Authority board.
38. A
further 10 existing events (e.g. Music in the Parks) will be attended not only
to raise awareness, but also to collect feedback.
39. A
range of options are available for the structure and format of the HYS
events. This flexibility will enable events to be tailored to account for
logistical variations in the number of Aucklanders who attend, what they would
like to talk about, and the number and mix of elected members available.
At events, where possible, we will capture people’s contact details.
40. Additional
events may be set up by some local boards to support more tailored engagement
on local issues in local board agreements. These will be supported by the
Local Board Services department and will tend to focus on continuing ongoing
engagement within the local community on local priorities. Public
feedback may be recorded at these events.
41. Shape
Auckland will be the digital hub for the Annual Plan 2017/2018 communications
and engagement campaign. There are a variety of ways in which digital and
social media channels will be used to support the communications campaign.
42. Public
feedback will be collected and processed from all channels:
· written
feedback received through feedback forms, emails, letters , etc. and proformas
will be processed through the Feedback Management System
· feedback
from Have Your Say Events will be collected by trained note-takers and
processed through the Feedback Management System
· feedback
from other community events will also be collected by note takers and processed
through the Feedback Management System
· feedback
received from digital/social media will be collected and analysed by the social
media team within Communications and Engagement.
43. Feedback
from all channels will be analysed by a senior staff member responsible for a
particular regional theme or local board. Briefing reports will be
developed providing a summary of the feedback received across each channel
through consultation. Feedback received on topics that are not related to
the annual plan will be forwarded to the appropriate department for follow-up
action.
Phase Three: Adoption
44. Local
board briefings will form part of the local board workshops/meetings between 26
April -9 May 2017. Regional briefings will take place on 26 April 2017.
45. The
Finance and Performance Committee will meet on 1 June 2017 to make final
decisions for the annual plan. The Governing Body will meet to adopt the
final annual plan on 29 June 2017 and strike the rates.
Phase Four: Closing the loop
46. The
council has to make sure that people who provided views have access to a clear
description of the Annual Plan 2017/2018 decisions, with explanatory material. We plan to provide this
information on the Shape Auckland and council websites and then communicate
this by:
· emailing
people who have participated in the process
· OurAuckland
and council digital and social channels
· media
release
· print
and online advertising
47. Following
consultation, an event to close the loop with key stakeholders, Māori
groups and mana whenua will be determined given the level of interest.
Next
steps
48. Once
adopted, the Consultation Document and Supporting Information will be finalised
for print and distributed to libraries, service centres, local board offices
and made available online in time for the start of the consultation process on
Monday 27 February 2017.
49. The
summary document, including local board content, will also be finalised,
printed and included in the March edition of Our Auckland. Online content
for ShapeAuckland will be prepared to provide the digital engagement hub for
the Annual Plan 2017/2018.
50. Translations
of a two page summary of regional issues and feedback form will be prepared in
Māori, Chinese, Samoan,
Korean, Tongan and accessible versions. The translated summaries will be
available online, at relevant HYS events, libraries, service centres and local
board offices and will also be actively distributed via council networks.
Annual
budget review
51. Staff
will be undertaking their standard annual review process across all council
budgets for the 2017/2018 year in February – March 2016. This will
include a review of cost pressures, progress against savings targets and any
changes to the capital programme. It will also include an update on
planning assumptions for key items such as inflation and dividend expectations.
52. A
briefing on the budget following this review will be provided to combined
Finance and Performance Committee and local board chairs on 6 April 2017 ahead
of final decision making for the annual plan.
Table One: Finalising the annual plan following today
|
Phase
|
Timing
|
|
Governing Body meets to adopt consultation document
and supporting material
|
9 February
|
|
Public
consultation
|
27 Feb - 27 Mar
|
|
Budget review
briefing
|
6 April
|
|
Finance and
Performance Committee briefing on consultation feedback
|
26 April
|
|
Finance and
Performance Committee hold discussions with local boards
|
12 & 13
April
|
|
Finance and
Performance Committee workshop decision making for annual plan
|
10, 11, 17, 31
May
|
|
Finance and
Performance Committee make final decisions for the annual plan
|
1 June
|
|
Governing Body
meet to adopt the final annual plan
|
29 June
|
|
Documentation
will be published and made available to the public and information on the
decisions made will be shared with people who participated in the
consultation process.
|
July
|
Consideration
Local
board views and implications
53. Local
board chairs were provided with a financial briefing on the Finance and
Performance Committee 22 November 2016.
54. Local
boards held workshops and meetings in November and December 2016 to discuss
their budgets and priorities for 2017/2018.
55. Local
board chairs further discussed the annual budget and advocacy process with
Councillor Ross Clow, Chair of the Finance and Performance Committee on 12
December 2016.
56. Content
supporting the development of each local board agreement is set out in Section
2.6 of the Supporting Information. In addition, key priorities for
2017/2018 are listed in Part Two of the Consultation Document and will be sent
to all households in a brief summary that will be included in the March edition
of Our Auckland.
Māori
impact statement
57. Engagement
will take place with mana whenua and mataawaka during the consultation phase.
58. A
feedback event will be held focusing on Tūpuna Maunga Authority draft
operational plan (attended by Tūpuna Maunga Authority members including
Councillors on the Tūpuna Maunga Authority board).
Implementation
59. Decisions to adopt the Supporting Information, Consultation
Document, and Consultation and Engagement approach are required at this
meeting. This is to enable sufficient time for staff to finalise the
necessary consultation materials in time for the start of public consultation
on 27 February 2017.
Attachments
|
No.
|
Title
|
Page
|
|
a⇩ 
|
Tūpuna Maunga o Tāmaki Makaurau Authority
Draft Operational Plan 17/18
|
15
|
Signatories
|
Authors
|
Kylie Evans - Senior Project Manager
Ross Tucker - Manager Financial Planning and Strategy
|
|
Authorisers
|
Matthew Walker - GM Financial Strategy and Planning
Sue Tindal - Group Chief Financial Officer
Stephen Town - Chief Executive
|
