I hereby give notice that an ordinary meeting of the Governing Body will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 21 February 2018

9.30am

Reception Lounge
Auckland Town Hall
301-305 Queen Street
Auckland

 

Tira Kāwana / Governing Body

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Mayor

Hon Phil Goff, CNZM, JP

 

Deputy Mayor

Bill Cashmore

 

Councillors

Cr Dr Cathy Casey

Cr Greg Sayers

 

Cr Ross Clow

Cr Desley Simpson, JP

 

Cr Fa’anana Efeso Collins

Cr Sharon Stewart, QSM

 

Cr Linda Cooper, JP

Cr Sir John Walker, KNZM, CBE

 

Cr Chris Darby

Cr Wayne Walker

 

Cr Alf Filipaina

Cr John Watson

 

Cr Hon Christine Fletcher, QSO

 

 

Cr Richard Hills

 

 

Cr Penny Hulse

 

 

Cr Mike Lee

 

 

Cr Daniel Newman, JP

 

 

Cr Dick Quax

 

 

(Quorum 11 members)

 

 

 

Sarndra O'Toole

Team Leader Governance Advisors

 

16 February 2018

 

Contact Telephone: (09) 890 8152

Email: sarndra.otoole@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 



Terms of Reference

 

Those powers which cannot legally be delegated:

 

(a)        the power to make a rate

(b)        the power to make a bylaw

(c)        the power to borrow money, or purchase or dispose of assets, other than in accordance with the long term plan

(d)        the power to adopt a long term plan, annual plan, or annual report

(e)        the power to appoint a chief executive

(f)        the power to adopt policies required to be adopted and consulted on under the Local Government Act 2002 in association with the long-term plan or developed for the purpose of the local governance statement

(g)        the power to adopt a remuneration and employment policy.

 

Additional responsibilities retained by the Governing Body:

 

(a)        approval of long-term plan or annual plan consultation documents, supporting information and consultation process prior to consultation

(b)        approval of a draft bylaw prior to consultation

(c)        resolutions required to be made by a local authority under the Local Electoral Act 2001, including the appointment of electoral officer

(d)        adoption of, and amendment to, the Committee Terms of Reference, Standing Orders and Code of Conduct

(e)        relationships with the Independent Māori Statutory Board, including the funding agreement and appointments to committees

(f)        approval of the Unitary Plan

(g)        overview of the implementation and refresh of the Auckland Plan through setting direction on key strategic projects (e.g. the City Rail Link and the alternative funding mechanisms for transport) and receiving regular reporting on the overall achievement of Auckland Plan priorities and performance measures.

 


Exclusion of the public – who needs to leave the meeting

 

Members of the public

 

All members of the public must leave the meeting when the public are excluded unless a resolution is passed permitting a person to remain because their knowledge will assist the meeting.

 

Those who are not members of the public

 

General principles

 

·         Access to confidential information is managed on a “need to know” basis where access to the information is required in order for a person to perform their role.

·         Those who are not members of the meeting (see list below) must leave unless it is necessary for them to remain and hear the debate in order to perform their role.

·         Those who need to be present for one confidential item can remain only for that item and must leave the room for any other confidential items.

·         In any case of doubt, the ruling of the chairperson is final.

 

Members of the meeting

 

·         The members of the meeting remain (all Governing Body members if the meeting is a Governing Body meeting; all members of the committee if the meeting is a committee meeting).

·         However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

·         All councillors have the right to attend any meeting of a committee and councillors who are not members of a committee may remain, subject to any limitations in standing orders.

 

Independent Māori Statutory Board

 

·         Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

·         Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

 

Staff

 

·         All staff supporting the meeting (administrative, senior management) remain.

·         Other staff who need to because of their role may remain.

 

Local Board members

 

·         Local Board members who need to hear the matter being discussed in order to perform their role may remain.  This will usually be if the matter affects, or is relevant to, a particular Local Board area.

 

Council Controlled Organisations

 

·         Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

 

 

 


Governing Body

21 February 2018

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Affirmation                                                                                                                      7

2          Apologies                                                                                                                        7

3          Declaration of Interest                                                                                                   7

4          Confirmation of Minutes                                                                                               7

5          Petitions                                                                                                                          7  

6          Public Input                                                                                                                    7

7          Local Board Input                                                                                                          7

8          Extraordinary Business                                                                                                7

9          Notices of Motion                                                                                                          8

10        Amendments to the Revenue and Financing Policy                                                 9

11        Approval of the draft council-controlled organisation accountability policy for consultation                                                                                                                  29

12        Adoption of consultation material: 10-year Budget 2018-2028 and Auckland Plan 2050                                                                                                                                       53  

13        Consideration of Extraordinary Items 

 

 


1          Affirmation

 

There will be no affirmation.

 

 

2          Apologies

 

At the close of the agenda no apologies had been received.

 

 

3          Declaration of Interest

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

4          Confirmation of Minutes

 

There will be no confirmation of minutes.

 

 

5          Petitions

 

There will be no petitions section.

 

 

6          Public Input

 

There will be no public input section.

 

 

7          Local Board Input

 

There will be no local board input section.

 

 

8          Extraordinary Business

 

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

 


 

 

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“Where an item is not on the agenda for a meeting,-

 

(a)        That item may be discussed at that meeting if-

 

(i)         That item is a minor matter relating to the general business of the local authority; and

 

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

 

(b)        no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

 

9          Notices of Motion

 

There were no notices of motion.

 

 


Governing Body

21 February 2018

 

 

Amendments to the Revenue and Financing Policy

 

File No.: CP2018/01363

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To recommend consultation on changes to the Revenue and Financing Policy so that the changes can be included in the Long-term Plan 2018-2028 (LTP).

Whakarāpopototanga matua / Executive summary

2.       The purpose of the Revenue and Financing Policy is to provide predictability and certainty about sources and levels of funding available to the council.  It explains the rationale for, and the process of selecting various tools to fund the operating and capital expenditures of the council. The council must identify all its sources of funding in the Revenue and Financing Policy and is required to consult on changes to it.

3.       The Long-term Plan 2018-2028 (LTP) consultation will include a number of potential changes to council’s funding mechanisms and to its activity structure. These changes will also need to be reflected in the Revenue and Financing Policy.

4.       Changes to the Revenue and Financing Policy must be consulted on separately and adopted before being included in the LTP. Consideration of feedback from consultation and adoption of the Revenue and Financing Policy will proceed along the same decision-making timeframe as the LTP.

 

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      agree that public consultation be undertaken to amend the Revenue and Financing Policy to enable the proposals consulted on in the Long-term Plan 2018-2028 to be implemented

b)      delegate authority and responsibility for agreeing any required minor editorial changes and the correction of errors in the consultation materials to the Chair of the Finance and Performance Committee, and the Group Chief Financial Officer.

 

 

Horopaki / Context

5.       The Long-term Plan 2018-2028 (LTP) consultation will include a number of potential changes to council’s funding mechanisms and to its activity structure. These changes will also need to be reflected in the Revenue and Financing Policy.

6.       Council is legally required to consult and adopt changes to the Revenue and Financing Policy separately before the LTP is adopted. The Revenue and Financing Policy is then included in the LTP. Consultation on the Revenue and Financing Policy will be undertaken alongside the LTP.


 

 

Tātaritanga me ngā tohutohu / Analysis and advice

7.       The proposal, options analysis and proposed amendments to the Revenue and Financing Policy will be made available separately from the LTP on council’s website. This will also link through to the proposals and options analysis included in the supporting information included for the LTP. A draft Revenue and Financing Policy with the proposed amendments will also be included in the supporting information of the LTP.

8.       Specific amendments to the Revenue and Financing Policy include:

·        addition of the regional fuel tax as a potential funding source for transport operating and capital expenditure

·        potential retention of the Interim Transport Levy as an interim funding mechanism for the accelerated capital programme for transport in the event that the introduction of the regional fuel tax is significantly delayed

·        rearrangement of funding sources for operating and capital expenditure for each activity to reflect the changes in the activity structure (how the services and activities council undertakes are grouped together)

·        potential addition of general rates differential categories for medium-occupancy online accommodation providers

·        potential addition of the Water Quality targeted rate to fund additional investment in improving water quality

·        potential addition of the Natural Environment targeted rate to fund additional investment in improving environmental outcomes

·        potential addition of food waste collection as a service funded from solid waste targeted rates.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

9.       Local board representatives have participated in the workshops leading up to the Mayoral Proposal and expressed their views throughout the process to develop and agree the LTP consultation options, including a specific opportunity to feedback on regional issues. Local boards will have further opportunities to express their views on the impacts of regional decisions on their local community before final decisions are made in May 2018.

Tauākī whakaaweawe Māori / Māori impact statement

10.     Most of the proposed changes to the Revenue and Financing Policy do not impact the Māori community significantly differently to the community at large. However, the changes to the waste management targeted rates are likely to have more impact on Māori communities because of the geographic location of those changes. Introduction of the food waste collection targeted rate in Papakura (initially) and user pays for refuse collection in the former Manukau City area in particular will impact on the Māori community. Both of these geographic areas have a higher proportion of Māori than the average across Auckland.

Ngā ritenga ā-pūtea / Financial implications

11.     There are no financial implications associated with the recommendations in this report.

Ngā raru tūpono / Risks

12.     If the council does not consult on the changes to the Revenue and Financing Policy then it will be unable to implement the changes proposed in the LTP consultation.

Ngā koringa ā-muri / Next steps

13.     The proposed amendments to the Revenue and Financing Policy will be consulted on alongside the LTP. Feedback will be able to be provided online via council’s website. Any feedback received on the Revenue and Financing Policy as part of LTP consultation will also be captured.  Consideration of feedback from consultation and adoption of the Revenue and Financing Policy will proceed along the same decision-making timeframe as the LTP.

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Proposal to amend the Revenue and Financing Policy

13

b

Draft Revenue and Financing Policy

15

      

Ngā kaihaina / Signatories

Authors

Aaron Matich - Principal Advisor – Financial Policy

Andrew Duncan - Manager Financial Policy

Authorisers

Ross Tucker - Acting General Manager, Financial Strategy and Planning

Matthew Walker - Acting Group Chief Financial Officer

Stephen Town - Chief Executive

 


Governing Body

21 February 2018

 

 

Proposal to amend the Revenue and Financing Policy

About the Revenue and Financing Policy

1.             The Revenue and Financing policy provides predictability and certainty about sources and levels of funding available to the council.  It explains the rationale for, and the process of selecting various tools to fund the operating and capital expenditures of the council.

What we need your feedback on

2.             Auckland Council proposes the following amendments to its Revenue and Financing policy:

·      Alignment of funding mechanisms with the new activity structure

·      Making provision for a potential Regional Fuel Tax as a funding source to fund transport capital and operating expenditure

·      Making provision for changes to the way business general rates and the accommodation provider targeted rate are charged to online accommodation providers

·      Addition of the kerbside food waste collection to be funded from the solid waste targeted rate

·      Making provision for new targeted rates to fund additional investment in:

°      an accelerated capital programme for transport

°      improving environmental outcomes

°      improving water quality.

For more information about the options relating to the proposed amendments, please see pages [links to relevant pages of the supporting information containing discussion of options relating to the above-listed amendments] of the Supporting Information for the 10-year Budget 2018-2028.

If the changes to the Revenue and Financing Policy not made then the council will be unable to implement the changes proposed in the LTP consultation.

When you can have your say

3.             Submit your feedback on the proposed Revenue and Financing policy from 28 February to 28 March 2018.

4.             Alternatively, you can have your say on the proposed Revenue and Financing policy by attending one of the Have Your Say events. Have Your Say Events constitute any opportunity where Aucklanders have the chance to have a spoken interaction with decision makers or their official delegations.

What happens next

5.             Your feedback will be analysed and reported to the Governing Body for its consideration before it adopts any amendments to the policy in May for inclusion in the final 10-year Budget.

 


Governing Body

21 February 2018

 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


Governing Body

21 February 2018

 

 

Approval of the draft council-controlled organisation accountability policy for consultation

 

File No.: CP2018/00508

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To approve the draft revised council-controlled organisation accountability policy (the policy) for consultation as part of the Long-term Plan 2018-2028, known as the 10-year Budget. 

Whakarāpopototanga matua / Executive summary

2.       Auckland Council is required to have an accountability policy for its substantive council-controlled organisations (CCOs).

3.       The development of the 10-year Budget provides an opportunity to revise and update the policy to align the expectations to the council’s current objectives and priorities.

4.       The proposed changes to the policy include:

·   adding a section on common expectations across all substantive CCOs e.g. providing value for money

·   revising the expectations for each CCO to align to the council’s current objectives and policies

·   codifying existing requirements around reporting and planning

·   clarifying the policy on strategic assets.

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      approve the draft revised council-controlled organisation accountability policy for consultation as part of the Long-term Plan 2018-2028

b)      note that the policy must be updated as part of the Long-term Plan 2018-2028.

 

Horopaki / Context

5.       Under the Local Government (Auckland Council) Act 2009, Auckland Council is required to have an accountability policy for its substantive CCOs. The policy forms a basis for accountability to the council.

6.       The policy was first adopted by the council following its establishment. During the development of the Long-term Plan 2015-2025, the council made slight amendments to the policy and added new expectations for Panuku Development Auckland.

7.       The development of the 10-year Budget provides an opportunity to revise and update the policy to align the expectations to the council’s current objectives and priorities. This is not a fundamental review of the role of CCOs, but an opportunity to align the policy with council decisions that have been made since the policy was last reviewed.  

8.       As the policy is part of the 10-year Budget, the substantive CCOs must ‘give effect to’ it. The policy is an important document which forms a basis for accountability to the council as the shareholder. It is unique to Auckland Council and is intended to be complementary to the Statement of Intent as an accountability mechanism, although more enduring as it is generally only revised every three years.  

 

 

 

9.       Under the Local Government (Auckland Council) Act 2009, the policy must include:

a)   a statement of the council’s expectations for the CCOs contributions to, and alignment with, the council’s objectives and priorities

b)   a statement of the council’s expectations for the CCOs contributions to, and alignment with, any relevant central government objectives and priorities.

c)   any additional reporting requirements

d)   any additional planning requirements

e)   a list of strategic assets and set out requirements for their management, including for major transactions.

Tātaritanga me ngā tohutohu / Analysis and advice

10.     The proposed changes are summarised in Table 1. The proposed changes include a new section on common expectations, with seven key areas with specific principles under each. These include:

·   a focus on building public trust and confidence in the council group, including meeting the public’s expectation of transparency and accountability

·   a focus on value for money, including the prudent use of money and assets, and ensuring that CCOs are informing the council of financial information so that it can manage impacts across the group

·   building a group approach, including participating proactively in efforts to achieve efficiencies and savings across the council group.

11.     In addition, there are specific expectations of each substantive CCOs.The proposed changes to the individual expectations for each substantive CCO are based on the outcomes sought through the refreshed Auckland Plan. For some CCOs, for example Auckland Transport, these have been subject to significant analysis about the strategic direction for transport in Auckland and the outcomes that the council expects from Auckland Transport.

12.     For others, such as Watercare Services Limited, a strategy is under development, for example, the ‘Auckland’s Waters’ strategy, which is currently under development by a joint working party which includes staff from council, Watercare Services Limited and Auckland Transport. For other CCOs, e.g. Regional Facilities Auckland, there is no existing strategy that directly corresponds to their business.

13.     The changes to the additional reporting and planning requirements are largely to codify and give more weight to existing practices, such as the reporting of risk to the council’s Audit and Risk Committee.

14.     The proposed changes to the strategic assets policy add principles on how strategic assets are to be managed and clarify the situations where council oversight is required, including a situation where a CCO proposes to make a decision that may not be consistent with existing policy.


 

 

Table 1 – summary of changes to the CCO accountability policy

Section

Summary of changes from previous policy 

CCO accountability policy page reference

Discussion

1 The council’s expectations of its CCOs

 

Section 90(2)(a) & (b) 

·   Introducing a section on common expectations covering:

o public trust and confidence

o value for money

o building a group approach

o outcomes for Māori

o health and safety

o managing risk

o shared governance.

1 - 4

·   This brings together and emphasises some existing principles (from sources including previous council decisions and the CCO governance manual) with new principles.

 

 

 

 

 

      

·   Updating content to reflect more current priorities for each CCO.

5 – 12

·   The proposed outcomes are aligned with the refreshed Auckland Plan.

·   Using a common structure on each, including purpose, expectations and methods.

2 Additional reporting requirements

 

Section 90(2)(c) 

·   Adding New Zealand Stock Exchange requirements.

·   Adding Audit and Risk Committee reporting expectations.

·   Anything else in Statement of Intent if required by the Finance and Performance Committee.

13

·   Bringing together and codifying existing requirements.

3 Additional planning requirements

 

Section 90(2)(d)

·   Inserting requirement for local board engagement plans.

15

·   Elevating the importance of local board engagement plans, following the outcome of the Governance Framework Review.

4 Management of strategic assets

 

Section 90(2)(e)

·   Adding QBE Stadium to ‘strategic assets’ and clarifying waterfront land definition.

·   Introducing principles for the management of strategic assets.

·   What to consider when decisions about strategic assets are being made.

·   Clarifying the situations when the council should have oversight of such decisions and a process for exceptions to this.

16

·   Creating explicit principles for the management of strategic assets, and things that need to be considered when decisions are being made.

·   Clarifying when council approval is needed for a major transaction.

·   Creating the ability to grant an exemption from council approval if the mayor, chair of the Finance and Performance Committee and the chief executive agree to that.

 

 

15.     In order to be effective, the revised policy should inform the drafting of future Statements of Intent (by CCOs) and the development of performance measures (by CCOs in conjunction with council). Staff will work with the CCOs to ensure that their strategic direction is aligned with the policy, and that the other expectations and requirements in the policy are implemented.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

16.     The governance of CCOs is a direct responsibility of the Governing Body, and therefore local board views have not been sought on this policy.

17.     The proposed content on common expectations for CCOs includes a section on Auckland’s shared governance model. The policy also requires the substantive CCOs to prepare a local board engagement plan. 

Tauākī whakaaweawe Māori / Māori impact statement

18.     The views of the Independent Māori Statutory Board were sought during the development of the policy.

19.     The policy requires substantive CCOs to implement the council’s Māori responsiveness framework, and to prepare and a Māori responsiveness plan and work with the council to monitor its performance against the plan.

Ngā ritenga ā-pūtea / Financial implications

20.     There are no financial implications arising from this decision.

Ngā raru tūpono / Risks

21.     There are no direct risks associated with this policy. However, if the CCOs (and other council staff) are not aware of the policy, there is a risk that it becomes ineffective. As such, council and CCOs staff will work together to ensure that they are aware of and giving effect to the policy.

Ngā koringa ā-muri / Next steps

22.     If the Governing Body approves the draft policy, it will form part of the ‘supporting information’ for the 10-year Budget and will be publicly consulted on during March and April 2018.

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Draft Council-Controlled Organisation Accountability Policy

33

     

Ngā kaihaina / Signatories

Author

Sarah Holdem - Principal Policy Adviser, CCO Governance & External Partnerships

Authorisers

Alastair Cameron - Manager - CCO Governance & External Partnerships

Phil Wilson - Governance Director

Stephen Town - Chief Executive

 


Governing Body

21 February 2018

 

 

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Governing Body

21 February 2018

 

 

Adoption of consultation material: 10-year Budget 2018-2028 and Auckland Plan 2050

 

File No.: CP2018/01170

 

  

 

Te take mō te pūrongo / Purpose of the report

1.       To adopt the Consultation Document and Supporting Information for the Long Term Plan 2018-2028 (LTP), referred to as the 10-Year Budget, and the Summary of information contained in the draft Auckland Plan 2050. 

Whakarāpopototanga matua / Executive summary

2.       Public consultation on the 10-year Budget and the Auckland Plan 2050 will take place concurrently from 28 February to 28 March 2018.

3.       To support the concurrent consultation for the 10-year Budget and the Auckland Plan 2050, a Combined Consultation Document has been created (Attachment C), which includes:

·    The consultation document for the LTP, in accordance with s93A-G of the Local Government Act 2002 (referred to as the 10-year Budget Consultation Document) (Parts 1, 2, 4 & 5 of Attachment C); and

·    A summary of the information contained in the draft Auckland Plan, in accordance with s 83(1)(a)(ii) of the Local Government Act 2002 (referred to as the Auckland Plan Summary) (Parts 1, 3, 4 & 5 of Attachment C).

4.       In addition to the Combined Consultation Document, the following material has been developed to support the consultation phase:

·        Supporting Information that is relied on by the content of the 10-year Budget Consultation Document (referred to as the 10-year Budget 2018-2028 Supporting Information).

·        The draft Auckland Plan 2050 and overview document – adopted by the Planning Committee in November 2017, the draft plan is being developed into a digital plan. The website will be available for the consultation phase.

·        An Auckland Plan 2050 and 10-year Budget combined feedback form.

·        Translations and accessible versions.

5.       The 10-year Budget Consultation Document and Supporting Information and the Auckland Plan Summary need to be adopted by the Governing Body before being released for public consultation on 28 February 2018.

6.       The consultation materials described above reflect:

·        Planning Committee decisions in November 2017 on the consultation topics for the Auckland Plan

·        Governing Body decisions in December 2017 on the consultation topics for the 10-year Budget 2018-2028

·        Local board decisions in December 2017 on the key local priorities for their 2018/2019 Local Board Agreement. 

7.       The 10-year Budget Consultation Document has been developed in conjunction with council’s Legal team to ensure it meets legislative requirements.  The questions on the feedback form have been developed in conjunction with the University of Auckland.

 

 

 

8.       Audit NZ have completed their audit of the 10-year Budget Consultation Document  and Supporting Information and will provide their audit opinion to the Governing Body ahead of adoption. A representative of the Office of the Auditor General will be present at the meeting.

9.       The Audit and Risk Committee have been part of the 10-year Budget process and have provided an oversight of the relevant controls, risks and risk mitigations. By way of committee resolution, they have provided assurance to the Governing Body that effective internal controls and risk management processes have been followed and that there are no significant outstanding audit issues.

10.     Key components of the approach to the concurrent consultation are:

·   approximately 25 Have Your Say (HYS) events across Auckland to provide an opportunity for “spoken (or NZ sign language) interaction” with decision makers or their delegates, supported by staff to record feedback received.  A delegation is sought below in relation to all relevant plans being consulted on concurrently that require “spoken interaction” (Auckland Plan, 10-year Budget and Waste Management and Minimisation Plan).

·   utilisation of Our Auckland to raise awareness by providing an introduction to key issues and proposals for consultation in the March edition, with local board content being tailored to each area and the feedback form also being included.

·   utilisation of written, in person, and digital feedback channels.

11.     Following consultation, briefing reports will be developed for elected members that summarise the feedback received. These will be publicly available.  In addition, a summary of the final decisions will be made available in July on council’s website, as well as at libraries, local board offices and service centres.

12.     There is also a statutory requirement for the Tūpuna Maunga Authority and Auckland Council to agree an Annual Operational Plan as part of the Long-term Plan process.  This requires the Council to consult on the Draft Tūpuna Maunga Operational Plan.  A joint meeting of the Tūpuna Maunga Authority and Council has been scheduled in May to consider submissions relating to the plan.

13.     Other relevant consultations that are taking place concurrently are:

·    Waste Management and Minimisation Plan (WMMP).

·    Regional Pest Management Plan (RPMP).

·    Revenue and Financing Policy.

14.     Following the consideration of feedback, final decisions will be made on each of the plans: 

·   Decisions for the 10-year budget (LTP) will be made on 31 May 2018 and the Governing Body will meet to adopt the final 10-year Budget (LTP) on 27 June 2018. 

·   The updated Auckland Plan will be considered by the Planning Committee on 5 June and the Governing Body will meet to adopt the final plan on 28 June 2018.

 


 

 

Ngā tūtohunga / Recommendation/s

That the Governing Body:

a)      adopt the Supporting Information for the Long-term Plan 2018-2028 (referred to as the 10-year Budget Supporting Information).

b)      adopt parts 1, 2, 4 & 5 of Attachment C as the Consultation Document for the Long-term Plan 2018-2028 (referred to as the 10-year Budget Consultation Document).

c)      adopt parts 1, 3, 4 & 5 of Attachment C as the  summary of information  contained in the draft Auckland Plan 2050 (referred to as the Auckland Plan Summary)

d)      delegate responsibility to the Mayor, Chair of Finance and Performance Committee, Chair of the Planning Committee and the Group Chief Financial Officer to approve any final edits required to the Combined Consultation Document and 10-year budget Supporting Information in order to finalise the documents for uploading online and physical distribution.

e)      note the following key features of the concurrent consultation process:

i)        public consultation will run from Wednesday, 28 February 2018 to 8pm Wednesday, 28 March 2018;

ii)       the feedback form will be distributed to all households with Our Auckland;

iii)      feedback can be provided through written, in person and digital channels;

iv)      Have Your Say and Community Feedback events will be held across the region to allow Aucklanders to provide feedback and have their views heard;

v)      briefing reports will be prepared to provide a summary of public feedback received across all channels;

vi)      the council will participate in a joint deliberations meeting with the Tūpuna Maunga Authority on their Annual Operational Plan;

vii)     a summary of the final decisions made for each plan will be prepared in July and widely communicated.

f)       delegate to the following elected members and staff the responsibility to hear from the public through “spoken (or NZ sign language) interaction” at the “Have Your Say” events for consultation on the Auckland Plan, 10-year Budget and WMMP:

i)        Mayor and Councillors;

ii)       Local Board Chairs and Local Board Members;

iii)      staff approved by the Group Chief Financial Officer.

 

 

Horopaki / Context

15.     Auckland Council undertakes a comprehensive set of planning activities.  For 2018, the two key plans that are being consulted on are:

·        The 10-year budget 2018-2028 (LTP), which sets out service levels and budgets and enables rates to be set.  The 10-year budget is statutorily required to be completed every three years (with annual budgets prepared in between) and includes local board agreements and a summary of the Tūpuna Maunga Authority Annual Operational Plan.

·        The updated Auckland Plan, which is a long-term spatial plan for Auckland that looks ahead to 2050 and considers how we will address our key challenges and manage growth and development.

 

16.     As the timing of the development of the 10-year budget and the Auckland Plan are closely aligned, it was agreed that consultation should be run concurrently.

17.     Auckland Council is also consulting on the Regional Pest Management Plan and the Waste Management and Minimisation Plan (WMMP).  Aucklanders will be able to give feedback on these plans at the Have Your Say events during the consultation period. 

18.     Consultation on the WMMP, like the Auckland Plan and 10-year Budget, requires use of the special consultative procedure and accordingly requires that Aucklanders be given an opportunity for “spoken interaction” with decision makers (or their delegates).

19.     On 5 December 2017, when adopting the draft WMMP, the Environment and Community Committee recommended that the Governing Body delegate authority for “spoken interaction” at public engagement events during the consultation period in line with any such delegation made in respect of the LTP and/or Auckland Plan refresh.  Accordingly, this report seeks a delegation for “spoken interaction” in respect of the 10-year Budget, Auckland Plan and the WMMP.

Tātaritanga me ngā tohutohu / Analysis and advice

Developing Auckland Plan 2050

20.     The draft Auckland Plan has been developed over the course of 2017 under the direction of the Planning Committee. It has been informed through two phases of engagement with our partners and stakeholders.

21.     An integrated spatial plan, it sets a 30 year direction to address the key issues facing Auckland and Aucklanders. The Auckland Plan is legislatively required to provide a basis for aligning the implementation plans, regulatory plans, and funding programmes of Auckland Council.

22.     The draft Auckland Plan contains Auckland’s Development Strategy which identifies growth areas and the infrastructure needed to support this growth. The Infrastructure Strategy (part of the 10-year Budget) identifies the investment needed to deliver the infrastructure requirements and estimates the financial impact. The Development Strategy has informed the investment proposals developed for consideration through the 10-year Budget process.

23.     The draft Auckland Plan was adopted by the Planning Committee in November 2017 and is now being developed into a digital plan.  The website will be available for the consultation phase.

Developing the 10-year Budget 2018-2028

24.     The process to develop council’s LTP began with the Mayoral Intent which was presented on the 22 August 2017.  This identified the budget priority areas as transport, housing and the environment.

25.     Following the Mayoral Intent, a series of workshops with the Finance and Performance Committee were held between July and November 2017. A nominee from each local board attended most of the workshops leading up to the Mayor’s Proposal.

26.     On 30 November 2017, the Finance and Performance Committee received the Mayoral Proposal for consultation on the LTP.  On 11 and 12 December 2017 the Finance and Performance Committee and, subsequently the Governing Body, considered this proposal and agreed the items for consultation in the 10-year Budget.


 

 

Developing local board agreements and consulting on local issues

27.     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 as part of the annual plan or long-term plan process.

28.     Local boards held workshops in November and December 2017 ahead of meetings in December 2017 to adopt their content for consultation on their 2018/2019 Local Board Agreement. Most local boards chose to include their one local initiative (called a key advocacy project) in their consultation material.  Around five key priorities for each local board for 2018/2019 are set out in the Consultation Document with an additional two pages of information per local board in the Supporting Information.

29.     HYS and Community Feedback events will be held across the region. These events allow Aucklanders to have “spoken interaction” with decision makers (or their delegates) on both local and regional issues.

Draft Tūpuna Maunga Operational Plan

30.     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 long-term plan and must be included in summary form in the long-term plan consultation documentation.

31.     The Tūpuna Maunga Authority met in November 2017 to approve the draft budget for 2018/2019 and on 11 December the Governing Body adopted the Draft Tūpuna Maunga Operational Plan. 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 4.4 of the Supporting Information.

32.     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.

Consultation material

33.     The consultation material and process should provide an effective basis for the public to participate in council’s decision-making process. 

34.     The table below summarises the material developed to support consultation on the 10-year budget and the Auckland Plan.


 

 

Table One: Material prepared to support consultation

Document

Relevant plan

Description

Combined Consultation Document

(Attachment C)

· 10-year budget

· Auckland Plan 2050

A combined document where Council seeks feedback on the key:

·   Issues and proposals relating to the Council’s LTP

·   challenges Auckland faces over the next 30 years.

Feedback form

 

· 10-year budget

· Auckland Plan 2050

A joint feedback form setting out the consultation questions for the 10-year budget and the Auckland Plan.

Translated into five languages, easy-read and NZ sign language.

Questions have been developed in conjunction with Dr Catherine Frethey-Bentham, Senior Lecturer and market research specialist, from the University of Auckland.

10-year budget Translated versions

(under development)

10-year budget

A summary of the 10-year budget information in the Consultation Document.

Translated into five languages, easy-read and a NZ sign language video.

10-year budget Supporting Information

(Attachment D)

10-year budget

Includes the relevant strategies, policies, detailed service level and budget information that is relied on by the content of the 10-year Budget consultation document.

The draft Auckland Plan 2050

Auckland Plan 2050

The draft Auckland Plan is a digital plan (website).  A print version will also be available. 

The draft plan was adopted by the Planning Committee in November 2017 to enable the website to be built (not attached).

Overview of the draft Auckland Plan 2050

Auckland Plan 2050

A 16 page summary of the draft Auckland Plan.  The overview was adopted by the Planning Committee in November 2017 (not attached).

Translated into five languages, easy-read and NZ sign language.

 

35.     All documents will be available online and hard copies will also be available in libraries, service centres, local board offices and at HYS events. 

36.     Other relevant information e.g. the Draft Tūpuna Maunga Operational Plan will also be made available online and in hard copy version as above.

37.     The five languages for translated documents are Māori, Chinese, Samoan, Korean and Tongan.  Accessible versions of all documents will also be prepared. 

38.     Staff considered the Significance and Engagement policy when identifying the key budget issues included in the Consultation Document, and worked closely with the council’s Legal team to ensure that the Consultation Document, Supporting Information and the consultation approach meet legislative requirements.

 

 

 

Audit process

39.     The 10-year Budget (LTP) Consultation Document and supporting information are statutorily required to be audited. Audit NZ have been working alongside relevant staff for some months and the audit process has now been concluded. The Office of the Auditor General (OAG) will issue their opinion before the Governing Body formally adopt the Consultation Document and supporting information. A representative of the OAG will be present at the meeting to answer any questions that may arise.

40.     In addition, the Audit and Risk Committee have taken a role in the 10-year Budget process for the first time. They have provided oversight of the relevant process controls, risks and mitigations. On 12 February 2018, following reports from staff, Audit NZ and the Office of the Auditor General,  the Committee resolved to:

a)           receive the report on the key controls and risks relating to the 10 year budget 2018-

2028 Consultation Document and Supporting Information.

b)           advise the Governing Body that effective internal control and risk management

processes have been followed during the preparation of the Consultation Document

and supporting information.

c)           advise the Governing Body that there are no significant outstanding audit issues.

d)           note that the chairperson will receive a signed back to back letter of representation

from the Chief Executive and the Acting Group Chief Financial Officer addressed to

the Mayor ahead of the Governing Body meeting on 21 February 2018.

Consultation process

41.     The Finance and Performance Committee approved the approach to receiving verbal feedback in November 2017.  This includes HYS events, regional stakeholder events, a quantitative survey and other hui and community events.

42.     To ensure that all public feedback delivered through HYS events can be incorporated into formal feedback, a delegation is sought to give the responsibility for hearing from the public through spoken interaction, to all elected members and staff, as approved by the Chief Financial Officer.

43.     Further detail on the approach to consultation and engagement is set out in Attachment A. Key features of the joint consultation process include:

·   public consultation will run from Wednesday, 28 February 2018 to 8pm Wednesday, 28 March 2018

·   feedback can be provided through written, in person and digital channels

·   HYS and Community Feedback events will be held across the region to allow Aucklanders to provide feedback and have their views heard.  The HYS event schedule is detailed in Attachment B.

·   briefing reports will be prepared to provide a summary of public feedback received across all channels and will be publicly available

·   the council will participate in a joint deliberations meeting with the Tūpuna Maunga Authority on their Annual Operational Plan

·   a summary of the final decisions made for each plan will be prepared in July and widely communicated.

 

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

44.     Local boards have been involved throughout the development of the draft Auckland Plan and the 10-year budget.

Auckland Plan

45.     Local boards were involved in, and made a significant contribution to, the refresh of the Auckland Plan in 2017.  This involvement included representation at all Planning Committee workshops, as well as considering Auckland Plan issues at local board workshops and formal business meetings. 

10-year budget

46.     Local board representatives were invited to briefings with Finance and Performance Committee between August and November 2017 which focused on key regional topics.

47.     Local boards presented their advocacy: one local initiative on 2 November 2017 to the Finance and Performance Committee.  Local board views on regional topics were presented to the joint Governing Body and Local Board Chairs meeting on 22 November 2017.

48.     Local boards held workshops and meetings in November and December 2017 to adopt their priorities and key advocacy items for 2018/2019.

49.     Content supporting the development of each local board agreement is set out in Section 2.6 of the Supporting Information.  In addition, local board key priorities for 2018/2019 are listed in Part Two of the Consultation Document.

Tauākī whakaaweawe Māori / Māori impact statement

50.     The 10-year budget and the draft Auckland Plan are of strong interest to Māori.  Early engagement has taken place, and further engagement with mana whenua and mataawaka will occur during the consultation phase.  This includes a regional Have Your Say event for mana whenua and a regional Have Your Say event for the mana whenua kaitiaki forum.

51.     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).

Ngā ritenga ā-pūtea / Financial implications

52.     The 10-year Budget (LTP) is a statutory process which must be completed every three years. The council budget provides for the resourcing to deliver this project. The Auckland Plan refresh also was included in council budgets for the 2017/2018 financial year and combining the two consultation processes has enabled both projects to be delivered within the budgets provided.

Ngā raru tūpono / Risks

53.     The 10-year Budget process delivers a LTP that enables the council to fund its ongoing operations and underpins key decisions. Not completing the 10-year Budget in accordance with statutory requirements has the potential to have a major impact on the ability to continue deliver the services and projects that Auckland needs.

54.     There are many risks at each stage of the process which are being actively managed and are being overseen by the Audit and Risk Committee.

55.     At this stage of the process the key risks are compliance and timing. The legal and audit reviews have focused on compliance. Approval of the Consultation Document and supporting information at this meeting will enable the timetable for consultation and subsequent decision-making to be met.

Ngā koringa ā-muri / Next steps

56.     Following decisions today, all consultation material 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 Wednesday 28 February 2018.

57.     The key steps for finalising the Auckland Plan and the 10-year budget are set out below.

Auckland Plan

Table Two: Key steps to finalise the Auckland Plan 2050

Phase

Timing

Public consultation

28 Feb - 28 Mar

Planning Committee workshops - To consider briefing reports on the feedback received

3, 10 and 14 May

Planning Committee workshop - To consider the final plan

28 May

Planning Committee meeting - To agree the final Auckland Plan

5 June

Governing Body meeting - To adopt the Auckland Plan

28 June

Digital Auckland Plan is updated, Overview and translations are finalised and made available to the public

 

Close the loop activity

28 July

 

10-year budget

58.     A detailed review of the budgets for the 10 years will be undertaken from February to April 2018.  This will include a review of the capital and operating budgets and take into account cost pressures, savings targets and any political resolutions with budget impacts.  It will also include an update on planning assumptions for key items such as inflation and dividend expectations.

59.     A briefing on the detailed budget following this process will be provided to combined Finance and Performance Committee and local board chairs at the 16-23 May workshops. This information, along with feedback from consultation, will inform final decision making for the 10-year Budget.

Table Three: Key steps to finalise the 10-year Budget

Phase

Timing

Public consultation

28 Feb - 28 Mar

Finance and Performance Committee briefing on consultation feedback

9 May

Finance and Performance Committee hold discussions with local boards

17 & 18 May

Finance and Performance Committee workshop decision making for the LTP

11 April

2, 16, 21, 22, 23 May

Finance and Performance Committee workshop on final decisions for the LTP

29 May

Finance and Performance Committee/Governing body make final decisions for the LTP

31 May

Audit and Risk Committee approve the process followed

TBC

Governing Body meet to adopt the final annual plan

27 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

 

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Approach to consultation and engagement

63

b

Have your say event schedule

67

c

The 10-year Budget and Auckland Plan 2050 Consultation Document (Will be circulated separately)

 

d

The 10-year Budget Supporting Information (Will be circulated separately)

 

     

Ngā kaihaina / Signatories

Authors

Tanya Stocks - Programme Director

Kylie Evans - Programme Manager

Authorisers

Ross Tucker - Acting General Manager, Financial Strategy and Planning

Matthew Walker - Acting Group Chief Financial Officer

Jim Quinn - Chief of Strategy

Stephen Town - Chief Executive

 


Governing Body

21 February 2018

 

 


 


 


Governing Body

21 February 2018