I hereby give notice that an extraordinary meeting of the Finance and Performance Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 12 February 2020

10.00am

Reception Lounge
Auckland Town Hall
301-305 Queen Street
Auckland

 

Kōmiti ā Pūtea, ā Mahi Hoki /
Finance and Performance Committee

 

OPEN AGENDA

 

 

 MEMBERSHIP

 

Chairperson

Cr Desley Simpson, JP

 

Deputy Chairperson

Cr Shane Henderson

 

Members

Cr Josephine Bartley

Mayor Hon Phil Goff, CNZM, JP

 

IMSB Member Renata Blair

Cr Richard Hills

 

Cr Dr Cathy Casey

Cr Tracy Mulholland

 

Deputy Mayor Cr Bill Cashmore

Cr Daniel Newman, JP

 

Cr Fa’anana Efeso Collins

Cr Greg Sayers

 

Cr Pippa Coom

Cr Sharon Stewart, QSM

 

Cr Linda Cooper, JP

IMSB Chair David Taipari

 

Cr Angela Dalton

Cr Wayne Walker

 

Cr Chris Darby

Cr John Watson

 

Cr Alf Filipaina

Cr Paul Young

 

Cr Christine Fletcher, QSO

 

 

(Quorum 11 members)

 

 

 

Sandra Gordon

Kaitohutohu Mana Whakahaere Matua /
Senior Governance Advisor

 

4 February 2020

 

Contact Telephone: (09) 890 8150

Email: sandra.gordon@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 


 


 

Terms of Reference

 

Responsibilities

 

The purpose of the committee is to:

 

a)    advise and support the mayor on the development of the Long-term Plan (LTP) and Annual Plan (AP)

b)    monitor the overall financial management and performance of the council parent organisation and Auckland Council group

c)    make financial decisions required outside of the annual budgeting processes.

 

The committee will establish an annual work programme outlining key focus areas in line with its key responsibilities, which include:

 

·         advising and supporting the mayor on the development of the LTP and AP for consideration by the Governing Body including:

o   local board agreements

o   financial policy related to the LTP and AP

o   setting of rates

o   preparation of the consultation documentation and supporting information, and the consultation process, for the LTP and AP

·         monitoring the operational and capital expenditure of the council parent organisation and Auckland Council Group, and inquiring into any material discrepancies from planned expenditure

·         approving the financial policy of the council parent organisation

·         establishing and managing a structured approach to the approval of non-budgeted expenditure (including grants, loans or guarantees) that reinforces value for money and an expectation of tight expenditure control

·         approve the council insurance strategy and annual insurance placement for Council

·         performance measures and monitoring

·         write-offs

·         acquisition of property in accordance with the LTP

·         disposals in accordance with the LTP

·         recommending the Annual Report to the Governing Body

·         funding for achieving improved outcomes for Māori.

 

Powers

 

(i)         All powers necessary to perform the committee’s responsibilities, including:

(a)        approval of a submission to an external body

(b)        establishment of working parties or steering groups.

(ii)        The committee has the powers to perform the responsibilities of another committee, where it is necessary to make a decision prior to the next meeting of that other committee.

(iii)       If a decision is a budgetary or financial decision that relates primarily to the Finance and Performance Committee responsibilities, the Finance and Performance Committee has the powers to make associated decisions on matters that would otherwise be decided by other committees. For the avoidance of doubt, this means that matters do not need to be taken to multiple committees for decisions.

(iii)       The committee does not have:

(a)        the power to establish subcommittees

(b)        powers that the Governing Body cannot delegate or has retained to itself (section 2)

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.

 

 

 


Finance and Performance Committee

12 February 2020

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Apologies                                                                                                                        9

2          Declaration of Interest                                                                                                   9

3          Petitions                                                                                                                          9  

4          Public Input                                                                                                                    9

5          Local Board Input                                                                                                          9

6          Extraordinary Business                                                                                                9

7          Adoption of consultation material: Annual Budget 2020/2021                              11

8          Amendments to the Revenue and Financing Policy                                               15

9          Annual Budget 2020/2021 communication and engagement approach               35  

10        Consideration of Extraordinary Items 

 

 


 

1          Apologies

 

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

 

 

2          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.

 

3          Petitions

 

There will be no petitions section.

 

 

4          Public Input

 

There will be no public input section.

 

 

5          Local Board Input

 

There will be no local board input section.

 

 

6          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.”


Finance and Performance Committee

12 February 2020

 

Adoption of consultation material: Annual Budget 2020/2021

File No.: CP2020/00422

 

  

Te take mō te pūrongo

Purpose of the report

1.       To recommend for adoption the Consultation Document and Supporting Information for the Annual Budget 2020/2021. 

Whakarāpopototanga matua

Executive summary

2.       We refer to Auckland Council’s annual plan as the Annual Budget and its long-term plan as the 10-year Budget.

3.       The process to develop council’s Annual Budget began with the Mayor’s direction setting which was distributed on 4 November 2019.

4.       Local boards held workshops and meetings in December 2019 to adopt their local consultation content.

5.       Consultation items were agreed by the Governing Body on 10 December 2019.

6.       The Tūpuna Maunga Authority Operational Plan must be prepared and adopted concurrently with the council’s Annual Budget and a summary of the draft Operational Plan must be included in the Annual Budget consultation documentation. The Draft Tūpuna Maunga Authority Operational Plan and summary will be considered for approval by the Tūpuna Maunga Authority at its hui on 10 February 2020 and will then be presented to the Governing Body for approval on 12 February 2020.

 

Ngā tūtohunga

Recommendation/s

That the Finance and Performance Committee:

a)      agree to recommend to the Governing Body to adopt the Supporting Information for the Annual Budget 2020/2021.

b)      agree to recommend to the Governing Body to adopt the Consultation Document for the Annual Budget 2020/2021.

c)      agree to recommend to the Governing Body to delegate responsibility to the Chair of Finance and Performance Committee, and the Group Chief Financial Officer to approve any final edits required to the Consultation Document and Supporting Information in order to finalise the documents for uploading online and physical distribution.

Horopaki

Context

7.       All councils are required by legislation to adopt an annual plan (also known as the annual budget) every year (except once every three years when the long-term plan acts as the annual plan). We refer to Auckland Council’s annual plan as the Annual Budget and its long-term plan as the 10-year Budget.

8.       Annual Budget 2020/2021 budgets, priorities and funding envelopes have been set in the third year of the current 10-year budget. Any significant or material changes to the budget or service levels from that set out in the 10-year budget require consultation.

9.       Auckland Council is also required to include local board agreements and a summary of the Tῡpuna Maunga Authority Operational Plan in its Annual Budget. The proposed content of local board agreements and a summary of the draft Tῡpuna Maunga Authority Operational Plan must be included in Annual Budget consultation material.

Tātaritanga me ngā tohutohu

Analysis and advice

Developing the Annual Budget

10.     The process to develop council’s Annual Budget began with the Mayor’s direction setting which was distributed 4 November 2019. 

11.     Following the Mayor’s direction setting memo, the Finance and Performance Committee met in November and December 2019 and a nominee from each local board attended these workshops.

12.     On 4 December 2019, the Finance and Performance Committee received the Mayoral Proposal for consultation on the Annual Budget. On 10 December 2019 the Finance and Performance Committee and the Governing Body considered this proposal and agreed items for consultation in the Annual Budget 2020/2021.

13.     The Annual Budget 2020/2021 Consultation Document and Annual Budget 2020/2021 Supporting Information were workshopped by the Finance and Performance Committee on 5 February 2020 and will be circulated to members prior to the meeting.

Developing local board agreements and consulting on local issues

14.     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 Budget or 10-year budget process.

Developing the Draft Tῡpuna Maunga Operational Plan 2020/2021

15.     Each year the council and the Tūpuna Maunga Authority must agree a Tpuna Maunga Authority Operational Plan to provide a framework in which the council, under direction of the Tpuna Maunga Authority, will carry out its functions for the routine management of the maunga and administered lands for that financial year.  The Tūpuna Maunga Authority Operational Plan must be prepared and adopted concurrently with the council’s Annual Budget and must be included in summary form in the Annual Budget consultation material.

16.     The draft Tūpuna Maunga Authority Operational Plan and summary will be considered for approval by the Tūpuna Maunga Authority at its hui on 10 February 2020 and will then be presented to the Governing Body for approval on 12 February 2020. Content relating to the draft plan is referred to in the Consultation Document and the summary of the draft plan forms Section Three of the Supporting Information.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17.     Climate impact considerations regarding the consultation materials and engagement approach have been considered in the Annual Budget 2020/2021 communication and engagement approach report on this agenda.

18.     The items for consultation in this Annual Budget were previously agreed by the Finance and Performance Committee and the Governing Body on 10 December 2019.  Climate impact considerations regarding the key consultation items were considered at that time.

 

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19.     The Annual Budget is an Auckland Council Group document and will include budgets at a consolidated group level.

20.     Consultation items and updates to budgets to reflect decisions and new information may include items from across the group.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

21.     Local board representatives were invited to briefings with the Finance and Performance Committee between November and December 2019 which focused on key regional topics.

22.     Local boards held workshops and meetings in November and December 2019 to adopt their local consultation content.

23.     Content supporting the development of each local board agreement is set out in Section Two of the Supporting Information.  In addition, local board key priorities for 2020/2021 are listed in Part One of the Consultation Document.

Tauākī whakaaweawe Māori

Māori impact statement

24.     Targeted engagement with mana whenua and mataawaka is being planned for the consultation period. More information regarding this is contained in the separate Annual Budget 2020/2021 communication and engagement approach report to be considered by the Finance and Performance Committee at its meeting on 12 February 2020.

Ngā ritenga ā-pūtea

Financial implications

25.     The Annual Budget is a statutory process which must be completed annually. The council budget provides for the resourcing to deliver this project.  The budget approved for the consultation has been shared with the CCO review engagement to create financial and resource efficiencies.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

26.     Annual budgets enable rates to be set for the following financial year. Not completing the Annual Budget 2020/2021 in accordance with statutory requirements has the potential to impact on the council’s ability to continue to deliver the services and projects that Auckland needs.

27.     At this stage of the process the key risks are compliance and timing. The legal team have reviewed the consultation material for legislative 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

19.     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 21 February 2020.


 

 

20.     The key steps for finalising the Annual Budget are:

Annual Budget 2020/2021

2020

Public consultation period

21 Feb – 22 Mar

Finance and Performance workshop – receive public consultation feedback including Tῡpuna Maunga Authority joint deliberations

29 Apr

Finance and Performance workshop – budget discussions

6 May

Finance and Performance workshop – Local boards invited to provide feedback on regional issues and advocate on local issues

13 May

Finance and Performance workshop – Mayor’s Proposal workshop

20 May

Finance and Performance/Governing Body meetings - Mayor’s Proposal and decision-making meeting

27 May

Local boards - adopt local board agreements

16 - 18 Jun

Governing Body workshop – adoption of final Annual Budget 2020/2021

17 Jun

Governing Body meeting – adoption of final Annual Budget 2020/2021

23 Jun

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Annual Budget 2020/2021 Consultation Document (Under Separate Cover)

 

b

Annual Budget 2020/2021 Supporting Information (Under Separate Cover)

 

      

Ngā kaihaina

Signatories

Author

Kylie Thompson - Programme Manager

Authorisers

Ross Tucker - General Manager, Financial Strategy and Planning

Matthew Walker - Group Chief Financial Officer

 


Finance and Performance Committee

12 February 2020

 

Amendments to the Revenue and Financing Policy

File No.: CP2020/00571

 

  

Te take mō te pūrongo

Purpose of the report

1.       To recommend adoption for consultation the proposed amendments to the Revenue and Financing Policy to provide for the proposed changes to the swimming pool fencing inspection targeted rate.

Whakarāpopototanga matua

Executive summary

2.       The Governing Body agreed to consult on introducing a swimming pool fencing inspection targeted rate. To implement these changes requires consultation on amendments to the:

·        Funding Impact Statement (FIS) to include the new targeted rate

·        Revenue and Financing Policy to amend services funded or part funded by targeted rates to provide for a targeted rate to pay for swimming pool fencing inspection services and the maintenance of the register of swimming pool inspections.

3.       The Annual Budget 2020/2021 consultation material includes the proposed changes to the FIS.

4.       Changes to the Revenue and Financing Policy must be consulted on and adopted separately as this policy is not included in the Annual Budget.

5.       Consideration of feedback from consultation and adoption of the Revenue and Financing Policy will proceed along the same decision-making timeframe as the Annual Budget 2020/2021.

Ngā tūtohunga

Recommendation/s

That the Finance and Performance Committee:

a)      agree to recommend that the Governing Body adopt the attached materials for consultation on amendments to the Revenue and Financing Policy.

b)      agree to recommend to the Governing Body that delegated authority and responsibility for agreeing any required minor editorial changes and the correction of minor errors to the Chair of the Finance and Performance Committee and the Group Chief Financial Officer.

Horopaki

Context

6.       On 10 December 2019 the Governing Body agreed to consult on introducing the swimming pool fencing inspection targeted rate in the Annual Budget 2020/2021. The proposed targeted rate would fund:

·        the provision of a pool fence and barrier inspection once every three years

·        administrative services associated with maintaining the register of pool fence and barrier inspections.

Tātaritanga me ngā tohutohu

Analysis and advice

7.       To implement these changes requires amendments to the:

·        Funding Impact Statement (FIS) to include the new targeted rate

·        Revenue and Financing Policy to amend the list of services funded or part funded by targeted rates to provide for a targeted rate to pay for swimming pool fencing inspection services and the maintenance of the register of swimming pool inspections.

8.       The Annual Budget 2020/2021 consultation materials include the proposed changes to the FIS.

9.       Changes to the Revenue and Financing Policy must be consulted on and adopted separately as this policy is not included in the Annual Budget.

10.     The proposal, options analysis and proposed amendments to the Revenue and Financing Policy will be made available separately from the Annual Budget on the council’s website.

11.     A draft of the Revenue and Financing Policy with the proposed amendments will also be included in the supporting information of the Annual Budget.

12.     Feedback will be able to be provided online via council’s website. Any feedback received on the Revenue and Financing Policy as part of Annual Budget 2020/2021 consultation will also be captured.

Tauākī whakaaweawe āhuarangi

Climate impact statement

13.     Recommendations in this report have a neutral climate impact as they relate to the allocation of charges rather than decisions on activities to be undertaken.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

14.     There are no council group impacts associated with the recommendations in this report.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

15.     Local board representatives have participated in the workshops leading up to the adoption of the consultation material for the Annual Budget 2020/2021 and expressed their views on the 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 2020.

Tauākī whakaaweawe Māori

Māori impact statement

16.     The proposed changes to charges for swimming pool fence inspections do not impact the Māori community differently to the community at large.

Ngā ritenga ā-pūtea

Financial implications

17.     There will be one off implementation costs of $40,000 to make the administrative changes to the billing process. These are more than offset by the estimated annual savings of $74,000 through improved revenue recovery and lower administration costs.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

18.     If the council does not consult on the changes to the Revenue and Financing Policy, then it will be unable to implement the proposed changes to swimming pool fencing inspection charges.

Ngā koringa ā-muri

Next steps

19.     The proposed amendments to the Revenue and Financing Policy will be consulted on alongside the Annual Budget 2020/2021.

20.     Consideration of feedback from consultation and adoption of the amendments to the Revenue and Financing Policy will follow the same decision-making timeframe as the Annual Budget 2020/2021.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Proposal to amend the Revenue and Financing Policy

19

b

Draft Revenue and Financing Policy

21

     

Ngā kaihaina

Signatories

Authors

Aaron Matich - Principal Advisor – Financial Policy

Andrew Duncan - Manager Financial Policy

Authorisers

Ross Tucker - General Manager, Financial Strategy and Planning

Matthew Walker - Group Chief Financial Officer

 


Finance and Performance Committee

12 February 2020

 


Finance and Performance Committee

12 February 2020

 

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Finance and Performance Committee

12 February 2020

 

Annual Budget 2020/2021 communication and engagement approach

File No.: CP2020/00276

 

  

Te take mō te pūrongo

Purpose of the report

1.       To endorse the proposed engagement approach for the Annual Budget 2020/2021 and note the alignment with the Council-Controlled Organisations (CCO) Review engagement.

Whakarāpopototanga matua

Executive summary

2.       As a part of the Annual Budget process, the council consults the public to get feedback on significant or material proposals. 

3.       Council has also asked the Independent Panel appointed for the CCO Review to provide a mechanism for the community to provide input into the review in early 2020.

4.       This report recommends that public consultation on the Annual Budget 2020/2021 runs from 21 February 2020 to 22 March 2020 in conjunction with the CCO Review engagement. A combined approach will adhere to best practice, ensure we meet our statutory obligations and reduce the need for additional resources.

5.       A range of events will be held across the region enabling Aucklanders to have their say on the combined engagement in ways that suit them.  Targeted engagement will take place for the various groups specifically affected by specific proposals in addition to general engagement on other topics.

6.       This engagement with Aucklanders will inform and lead to higher quality decisions. 

7.       Following on from the consultation period, the decisions made will be communicated widely to all submitters and stakeholder groups involved in the process.

 

Ngā tūtohunga

Recommendation/s

That the Finance and Performance Committee:

a)      agree to recommend to the Governing Body to endorse the recommended engagement approach for the Annual Budget 2020/2021, noting:

i)          public consultation will run from 21 February 2020 to 22 March 2020

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

iii)         the consultation will align with engagement on the Council-Controlled Organisations Review and Draft Tῡpuna Maunga o Tāmaki Makaurau Operational Plan

iv)        regional and local reports will be prepared to provide a summary of public feedback received across all channels

v)         a summary of the final decisions made will be prepared in June and widely communicated.

b)       agree to recommend to the Governing Body to delegate to the following elected members and staff the power and responsibility to hear from the public through “spoken interaction/NZ sign language interaction” at the Have Your Say events for consultation on the annual plan:

i)          Councillors

ii)         Local board chairs and local board members

iii)         Tier two and tier three staff and any additional staff approved by the Group Chief Financial Officer

 

c)       note that the Council-Controlled Organisations Review Independent Panel will report back to Governing Body on the key issues, community and stakeholder feedback in May 2020.

Horopaki

Context

Engagement at Auckland Council

8.       The Council views engagement as a genuine dialogue with Auckland’s communities to help us make better decisions.  High quality engagement with Aucklanders will allow us to make robust decisions that benefit communities and produce plans that are fit for purpose.

9.       We are also statutorily required to engage with communities on decision making through the Local Government Act 2002 and other statutes.  Our engagement practices must meet any applicable obligations.

Significance and Engagement Policy

10.     Auckland Council’s Significance and Engagement Policy was adopted on 1 December 2014 as required under the Local Government Act 2002.  The recommended approach is consistent with this policy.  Through the CCO Accountability Policy CCOs are expected to include customers and communities in decision-making where appropriate, using the principles in the Significance and Engagement Policy.

11.     The policy specifies how and when communities can expect to be engaged with about decisions and enables council and our communities to understand the significance that council places on certain issues.

Annual Budget

12.     Once every three years, councils are required to adopt a long-term plan (referred to by council as the 10-year Budget), and in the intervening years an annual plan (referred to by council as the Annual Budget).  In 2018 the Council adopted the 10-year Budget 2018-2028 and this year will adopt an Annual Budget 2020/2021.

13.     Each year our budget enables rates to be set for the year and includes a Local Board Agreement for each of our 21 local boards.  As part of this process, council consults the public to get feedback on significant or material proposals.  This feedback is then considered before final decisions on the Annual Budget are made by the Governing Body.

Council Controlled Organisation Review

14.     In December 2019 Auckland Council’s Governing Body appointed an independent panel to conduct a review on how well the CCOs are working.  The five CCOs under review are:

·      Auckland Tourism, Events and Economic Development (ATEED)

·      Auckland Transport (AT)

·      Panuku Development Auckland Council

·      Regional Facilities Auckland (RFA)

·      Watercare.


 

15.     The objectives of the review are to ensure:

·     an effective and efficient model of service delivery

·     sufficient level of political oversight, public transparency and accountability in CCO decision making.

16.     In the review terms of reference, approved by the Governing Body on 26 November 2019 (GB/2019/127), the independent panel have been asked to provide an opportunity for community input to the review in early 2020.

Best practice for engagement

17.     Auckland Council follows the International Association of Public Participation (IAP2) approach, which is the most widely recognised international body for public participation.  The wording and format of the feedback questions have also been peer reviewed by experts at the University of Auckland to ensure they meet best practice.  

Tātaritanga me ngā tohutohu

Analysis and advice

18.     The options for managing the Annual Budget 2020/2021 consultation and the CCO Review public engagement are:

·    The Annual Budget 2020/2021 and the CCO Review have separate events (around 90 would be necessary). This option would not involve partnering with community organisations to reach diverse communities.

·    Combining Annual Budget 2020/2021 consultation and the CCO Review public engagement and partnering with community organisations to reach diverse communities
(around 47 events would be necessary).

19.     Consideration of options:

Option

Combined approach

Community partners

Online engagement

Translations

Key considerations

Option 1
Standard Engagement
(80 events)

·   Minimum success reaching diverse communities

·   Ineffective use of personal and physical resources (would double the amount of staff hours)

Option 2 (recommended)
Combined with CCO review and partnering with community organisations to reach diverse communities
(47 events)

·   Ability to reach diverse communities more effectively

·   Will gain feedback from a broader and more representative range of Aucklanders to make decisions on

·   Build on the relationships and trust we have built with Aucklanders

·   Offer a ‘one stop shop’ to community to give feedback

·   Efficient use of staff and physical resources

A combined approach

20.     It is recommended that the Annual Budget 2020/2021 consultation and the CCO Review public engagement are conducted simultaneously. This approach will adhere to best practice, ensure we meet our statutory obligations and reduce the need for additional resources. This will allow cost savings for council, as resources (e.g. staff time, venues, community partner time, and physical resources) can be shared across both projects.

21.     Consolidating resources across the Annual Budget 2020/2021 and CCO Review will result in a streamlined approach by:

·    Reduced confusion for public by providing a single experience

·    Reducing resources required to deliver for two regional consultations of this scale

·    Shared website destination

·    Shared events 

·    Shared marketing and communication activity

·    Shared budget

·    Shared staff training and event attendance.

22.     Running engagement concurrently has been done successfully in the past, such as in 2019, when the Annual Budget 2019/2020 consultation was run efficiently with the Water Strategy Discussion Document consultation.

23.     The combined engagement would run from 21 February to 22 March 2020.

Have Your Say events

24.     Have Your Say events will be held across Auckland.  Local boards will host most of these and have decided (in conjunction with councillors) the number of events and format (round table, drop-in session or traditional hearing style) that they believe best suits their community.  These events provide an opportunity for the community to provide their views and have their say on local and regional issues.

25.     Local boards will seek feedback specifically on their local board agreements, however understanding local views on regional issues is also a priority.

26.     Where local boards have decided not to hold events in their area, the Citizen and Customer Engagement team will hold alternative events in order for people to have the opportunity to have spoken interaction on the consultation topics.

27.     In addition to local events, a range of regional level events will be held to cater to diverse communities such as Kumeu Show, Pasifika Festival and Auckland Conversations.

28.     The CCO Review may also hold a limited number of additional events.

29.     People who attend events will, where practical, be asked to provide their demographic information.  This will not be compulsory but should give an indication of those who have had spoken interaction as part of the consultation in addition to those who provide written feedback by hard copy and online.

Targeted communication:

30.     Letters or emails will be sent to customers affected by the proposed changes in the targeted rates to highlight the opportunity to give feedback.

Digital Activity

31.     The consultation will also be promoted via Council’s official digital channels:

·    Auckland Council and the 21 local board Facebook pages

·    OurAuckland online (one article each week over the course of the consultation period)

·    Auckland Council LinkedIn

·    Auckland Council Twitter.

Communications: Media Channels

32.     There are a range of media channels which will be used to promote the consultation:

·        The February print edition of ‘Our Auckland’ includes an alert to let people know that the combined consultation is going to take place.

·        Have Your Say adverts placed in community papers and leading ethnic press titles on (or around) Thursday 20 February and Thursday 12 March 2020.

·        400-word advertorial on how to Have Your Say, why it is important and this year’s proposals to appear in all community papers on Thursday 24 February.

·        Promotional graphic to appear on Neighbourly.

Engaging with diverse communities

33.     Auckland is home to communities of many different cultures and backgrounds and Auckland Council is committed to supporting and including voices from diverse communities across Auckland.

34.     Through partnerships with a number of community partners, targeted events and forums will be held to cater to the different demographic groups and communities who will use their expertise, relationships and networks to lead engagement with their communities.

Consultation documentation and translations

35.     In order to support Aucklanders to be able to provide feedback in a way that suits them best, all information will be provided online and in hard copy. Hard copies will be available at all libraries, service centres and local board offices as well as at the events.

36.     To enable a wide reach across Auckland’s diverse communities, a high-level summary and the feedback form will be translated into New Zealand Sign Language, Te Reo Māori, Samoan, Tongan, Korean and simplified Chinese.

37.     All consultation material will also be available online at www.akhaveyoursay.nz which takes users through to the Have Your Say section of the Auckland Council website.  People will be able to read through all the reference information before providing their feedback in an online form.

Gathering feedback

38.     Feedback will be gathered in a number of ways:

·    Written feedback received through feedback forms (online and hard copy) and emails

·    Letters, etc. and proforma submissions

·    Spoken interaction (verbal feedback) from events

·    Social media comments which are in scope of the engagement, although people will be encouraged to go to the online form to make a formal submission.

Processing Feedback

39.     All Annual Budget feedback will be analysed and collated into a report for decision makers to consider prior to making decisions on the final plan.

40.     The CCO Review submissions will be collated and reported back to the independent panel to inform their analysis. Community and stakeholder feedback will form part of the independent panel’s report back to the Governing Body on the key issues in May 2020.

Tauākī whakaaweawe āhuarangi

Climate impact statement

41.     Digital feedback will be encouraged where possible which will reduce the need for printed materials and waste produced from this process.  This also reduces the need to travel to a specific location as people can give feedback from any location.  By combining the two engagements, this would further reduce the impact on the environment as there would be shared resources for events and a reduced need to travel by staff and by the public as it will be at a single location.  Absolute minimum amounts of documents will be printed (reordering will be possible), and reference copies of the larger documents available, to minimise wastage, and encourage online participation whilst maintaining the opportunity for people to have their say on paper.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

42.     Subject matter experts (SMEs) from across the council will work to analyse the feedback received in order to produce a summary of feedback report for the Annual Budget for political consideration prior to final decisions being made.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

43.     The role of local boards in the public consultation process is an integral part of the approach. If the recommendations of this report are approved, a range of locally held Have Your Say events (detailed on the council website) will be held across the region to collect feedback on regional and local issues to inform the Annual Budget 2020/2021 consultation and CCO Review engagement.

Tauākī whakaaweawe Māori

Māori impact statement

44.     Auckland Council has obligations under Te Tiriti o Waitangi and the Significance and Engagement Policy to take special consideration when engaging with Māori to enable Māori participation in council decision making to promote Māori well-being.

45.     Engagement with Māori on the Annual Budget 2020-2021 and CCO review will run in conjunction with early engagement for the development of Local Board Plans 2021-2023. The joined-up process is recommended to allow mana whenua and mataawaka, Māori communities to participate in feedback on issues of highest priority to them during this busy period.

46.     The process will also provide a lead-in to engagement on the 10-year budget 2021-2031, which will begin later in the year.

47.     The engagement programme includes:

·        Mana whenua meeting with the Governing Body and Independent Māori Statutory Board on 18 March 2020: opportunity to discuss priorities and feedback on the Annual Budget 2020/2021 and CCO review.

·        Targeted Māori community engagement through partners, covering our high population areas and regionwide, supporting feedback through online and hard copy submission forms.

·        Live discussions and Q&A with elected members and SMEs through Radio Waatea, with a focus on high population areas in the West and South and including the opportunity for audience and online feedback direct to decision-makers.

·        Māori-focused social media campaign.

Ngā ritenga ā-pūtea

Financial implications

48.     The overall engagement budget for the recommended combined consultation is $194,200.

49.     This amount has been provided for in the Finance group budget.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

Risk

Mitigation

Confusion around the combined approach

Clear and simple information explaining the position and what will be done with the information i.e. what decisions it will be used to inform 

Possible protest action at some Have Your Say events regarding trees on the maunga

Extra information and support for local boards staff supporting Have Your Say events that have maunga in their board area

Ngā koringa ā-muri

Next steps

50.     Consultation will take place from 21 February 2020 until 22 March 2020.

51.     Following consultation, all Annual Budget feedback will be analysed and collated into regional and local briefing reports to provide summaries of public feedback received across all channels. A summary of the final decisions made will be prepared in June and widely communicated with all submitters following adoption in June 2020.

52.     The CCO Review submissions will be collated and reported back to the independent panel to inform their analysis. Community and stakeholder feedback will form part of the independent panel’s report back to the Governing Body on the key issues in May 2020.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.    

Ngā kaihaina

Signatories

Author

Wendy Filip, Principal Citizen and Customer Engagement Specialist

Authorisers

Kenneth Aiolupotea - Head of Citizen Insights & Engagement

Phil Wilson - Governance Director

Matthew Walker - Group Chief Financial Officer