Agenda of Hearings Committee meeting - Wednesday, 15 May 2024

Public Hearings Meeting Agenda

15 May 2024

5.1 Hearing and Deliberations - Long Term Plan and Rates Remission and Postponement Policies

1. Purpose

To provide Council with the feedback received on the Rates, Remission and Postponement Policies and the Consultation Document for the Long-Term Plan 2024-34 and advise on the process for finalising the Long-Term Plan (LTP).

2. Significance

The matters for decision in this report are considered to be of significance under the Significance and Engagement Policy and consultation with the community was undertaken on both of these matters.

3. Hearings Process

The purpose of the hearing is to hear presentations in support of written submissions. Each submitter who indicated they wish to speak to their submission has been allocated ten minutes, which includes the presentation and the opportunity for elected members to ask questions of clarification.

Once all submitters have been heard, Council will consider all submissions including from those who did not present and identify changes to Rates Remission and Postponement Policy and the draft Long-Term Plan.

In accordance with the consultation principles in the Local Government Act, in order to participate in decision-making, it is important that Councillors accept the views presented with an open mind and that they are present for the full hearing and deliberations.

If councillors have a close association with a submitter they must carefully consider if this gives rise to a conflict of interest. If it does, then a conflict of interest must be declared, and the member should then not participate in the decision-making on points raised by those submitters.

The LTP Hearings Process is in Attachment 1. The schedule of those who are speaking to their submissions at the Hearing is in Attachment 2.

4. consultation on the rates remission and postponement policies

Eight members of the public provided a submission on the Rates Remission and Postponement Policies. No submitters identified they wished to be heard.

The submissions received are in Attachment 3.

Seven out of 8 submitters identified they agreed with the changes to the Remission of Rates on Land Protected for Natural, Historical, or Cultural Conservation Purposes, and one did not provide a response.

Of the 8 submitters, three submitters identified they agreed with the changes to the Remission of rates on new subdivisions, and three submitters did not. Two respondents did not provide a response.

Six out of 8 submitters agreed with the changes to Remission of rates for natural disasters.

Five submitters agreed with the changes to the Remission of rates on Māori Freehold Land, one did not, and two did not provide a response.

5. consultation on the DRAFT Long-term Plan 2024-34

The Consultation Document for the Long-Term Plan 2024-34 was adopted by Council on 27 March 2024 and released for public consultation on 5 April. The submission period closed on 5 May.

The Consultation Document and supporting documents outlined the activities the Council proposed to undertake over the ten-year period, and how those activities are to be funded.

Two proposed projects were specifically consulted on:

· Transportation – the need to invest more funding into our roading network.

· Wastewater plant upgrades.

6. community engagement process

A range of engagement opportunities were undertaken to promote the LTP consultation document:

Website

During the consultation period LTP content received over 1,000 page views across our news and consultation [Have Your Say section], from 340 unique users.

Social media

Facebook was the most popular of our channels. Content on the LTP received 19,400 impressions across the month.

Consultation Document

The Consultation Document was delivered to all properties receiving the Wairarapa Midweek in the week commencing 8 April.

Pop up in the Events Centre

A pop-up stand in the Carterton Events Centre gave people the opportunity to submit as they visited Council facilities and gave passers-by further information about the consultation.

Elected representatives

In addition to network opportunities, the following engagement activities were undertaken by councillors:

· Attending the commuter time trains at Carterton Station on two occasions.

· Attending the Friday Food Trucks in Carrington Park, the Colour Run, and being available at the Courthouse and the Events Centre foyer to promote the consultation and answer questions.

7. Summary of submissionS on the LONG-TERM Plan

Submissions closed on 5 May. In total 156 submissions were received, of which 32 people asked to speak to their submission.

Of the two consultation items, the following table sets out the preferences of submitters for the two consultation items and options presented. Many submitters provided reasons for their preferred options.

Outside of the two consultation items 48 submitters (37%) made no response to the two consultation items and provided feedback on other topics.

Investing more funding in the roading network

Option

Number of submitters in support

% of submitters in support

Usable, safe roads, with all emergency reinstatements, Low Cost, Low Risk projects, pavement rehabilitation to 1% of the network, and an increased focus on road maintenance, grading and culvert clearing.

24.3%

Usable, safe roads that are fit for purpose, with pavement rehabilitation to 1% of the network, an increased focus on road maintenance, grading and culvert clearing, with some activities reduced.

Council’s preferred option

42.9%

Wastewater plant equipment upgrade

	Option		Number of submitters in support	% of submitters in support
1	Undertake all three wastewater components to meet best practice requirements, ensure network reliability, and meet compliance.		38	24.3%
2	Minimum required upgrades to meet compliance and ensure network reliability. This means an upgrade of the existing primary sedimentation tank as opposed to a new one, and no funding for foul air treatment.	Council’s preferred option	55	35.2%
3	Do nothing (status quo)		9	5.7%

Noting that 37% of respondents did not vote on the two consultation items, overall, there was strong support for the Council’s preferred options.

A summary of the submissions received is in Attachments 4 and 5.

8. Process to adopt the LONG-TERM Plan

Once the oral submissions have been heard, the Council will deliberate on the feedback received on the two consultation items, including discussions with the public not recorded in this report. Council will then make decisions on any changes to the draft Long-Term Plan. The decisions will be recorded as minutes to this meeting. Final amendments will be made to the current draft Long-Term Plan and will be subject to a review by Audit New Zealand.

The final Long-Term Plan, audit report and rates resolutions will comprise the final proposed Long-Term Plan report which will be considered for adoption by Council at its scheduled meeting on 26 June 2024.

Letters will be sent to all submitters following adoption of the plan.

9. CONSIDERATIONS

9.1 Climate change

The topic of climate change was discussed by several submitters.

9.2 Tāngata whenua

Tāngata whenua have been engaged during the consultation process.

9.3 Financial impact

Further changes to the Long-Term Plan and budgets will be made as a result of deliberations and Council decisions.

9.4 Community Engagement requirements

Consultation was undertaken on the Rates remission and postponement policies and the draft Long-Term Plan in accordance with the Special Consultative Procedure in Section 83 of the Local Government Act 2002.

9.5 Risks

The risk register was maintained during the LTP process.

9.6 Wellbeings

The LTP relates to all the community wellbeing outcomes.

10. Recommendation

That the Committee:

1. Receives the report.

2. Hears the submitters.

3. Considers each submission and other feedback received on the Long-Term Plan Consultation Document 2024-34.

4. Considers the submissions and other feedback received on the Rates Remissions and Postponement Policies.

5. Agrees any changes to the draft Long-Term Plan, following consideration of the submissions and all other feedback received on the Consultation Document and supporting information.

6. Instructs the Chief Executive to reflect the agreed changes in an updated draft Long Term Pan for consideration at the 26 June 2024 Council meeting.

7. Notes the redrafted Long-Term Plan will be considered by Audit New Zealand ahead of the Council’s meeting on 26 June 2024.

File Number: 390394

Author: Karon Ashforth, Corporate Services Manager

Attachments: 1. LTP Hearing Procedure ⇩

2. Schedule of Oral Submitters ⇩

3. Submissions - Rates remission and postponement policies ⇩

4. LTP Submission 2024-34 ALL ⇩

5. Long Submissions ⇩


AGENDA Public Hearings Meeting
Date:	Wednesday, 15 May 2024
Time:	9:00 am
Location:	Carterton Events Centre 50 Holloway St Carterton
Cr R Cherry-Campbell (Chair) Cr B Deller (Deputy Chair) Cr S Laurence Mayor R Mark Deputy Mayor D Williams	Cr S Cretney Cr S Gallon Cr L Newman Cr G Ayling M Fox – Hurunui-o-Rangi Marae