AGENDA
Ordinary meeting of the
Governance Committee
Thursday 5 September 2019
Commencing at 9.00a.m.
Council Chamber
Civic House
110 Trafalgar Street, Nelson
Pat
Dougherty
Chief
Executive
Membership: Councillor Ian Barker (Chairperson), Her Worship
the Mayor Rachel Reese, Councillors Luke Acland, Mel Courtney, Bill Dahlberg
(Deputy Chairperson), Gaile Noonan, Mike Rutledge, Tim Skinner, Stuart Walker,
Mr John Murray and Mr John Peters
Quorum: 6
Nelson
City Council Disclaimer
Please
note that the contents of these Council and Committee Agendas have yet to be
considered by Council and officer recommendations may be altered or changed by
the Council in the process of making the formal Council decision.
Guidelines for councillors
attending the meeting, who are not members of the Committee, as set out in
Standing Order 12.1:
·
All councillors, whether or not they are members of the
Committee, may attend Committee meetings
·
At the discretion of the Chair, councillors who are not Committee
members may speak, or ask questions about a matter.
·
Only Committee members may vote on any matter before the
Committee
It is good practice for both Committee members and
non-Committee members to declare any interests in items on the agenda.
They should withdraw from the room for discussion and voting on any of these
items.
Governance Committee
5
September 2019
Page
No.
1. Apologies
1.1 An
apology has been received from Mr John Murray
2. Confirmation
of Order of Business
3. Interests
3.1 Updates
to the Interests Register
3.2 Identify
any conflicts of interest in the agenda
4. Public
Forum
5. Confirmation
of Minutes
5.1 25 July
2019 7 - 12
Document number M4366
Recommendation
|
That the Governance Committee
1. Confirms the minutes of the meeting
of the Governance Committee, held on 25 July 2019, as a true and correct
record.
|
6. Chairperson's Report
7. Results of the 2019
Residents' Survey 13 - 84
Document number R10277
Recommendation
|
That
the Governance Committee
1. Receives
the report Results of the 2019 Residents' Survey (R10277) and its attachment (A2240101); and
2. Notes the 2019
Residents’ Survey results (A2240101) will be communicated to the public
through Our Nelson and Council’s website.
|
8. Governance Committee
Quarterly Report to 30 June 2019 85 - 102
Document number R10339
Recommendation
|
That
the Governance Committee
1. Receives
the report Governance Committee Quarterly Report to 30 June 2019
(R10339) and its attachments
(A2237662, A2237728 and A2239196).
|
Public Excluded Business
9. Exclusion of the Public
Recommendation
That the Governance
Committee
1.
Excludes the
public from the following parts of the proceedings of this meeting.
2.
The general subject of each matter to be
considered while the public is excluded, the reason for passing this resolution
in relation to each matter and the specific grounds under section 48(1) of the
Local Government Official Information and Meetings Act 1987 for the passing of
this resolution are as follows:
|
Item
|
General subject of each matter to be
considered
|
Reason for passing this resolution in
relation to each matter
|
Particular interests protected (where
applicable)
|
|
1
|
Governance Committee Meeting - Public Excluded
Minutes - 25 July 2019
|
Section 48(1)(a)
The public conduct of this matter would be likely to
result in disclosure of information for which good reason exists under
section 7.
|
The withholding of the information is necessary:
· Section 7(2)(a)
To protect the
privacy of natural persons, including that of a deceased person
· Section
7(2)(i)
To enable the
local authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
|
|
2
|
Governance Committee Public Excluded Status Report
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(h)
To enable the local
authority to carry out, without prejudice or disadvantage, commercial
activities
· Section
7(2)(i)
To enable the local authority
to carry on, without prejudice or disadvantage, negotiations (including
commercial and industrial negotiations)
|
|
3
|
Nelmac Limited Director Appointments
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(a)
To protect the privacy of
natural persons, including that of a deceased person
|
|
4
|
Nelmac Directors' Remuneration - 2019
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(i)
To enable the local
authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
|
|
5
|
Nelson Regional Development Agency - Reappointment
of Directors
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(a)
To protect the privacy of
natural persons, including that of a deceased person
|
|
6
|
The Bishop Suter Trust - Trustee Appointments and
Remuneration
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(a)
To protect the privacy of
natural persons, including that of a deceased person
· Section
7(2)(i)
To enable the local
authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
|
|
7
|
i-SITE Lease at Millers Acre
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(h)
To enable the local authority
to carry out, without prejudice or disadvantage, commercial activities
· Section
7(2)(i)
To enable the local
authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
|
Note:
·
This meeting is expected to continue beyond lunchtime.
·
Lunch will be provided.
·
Youth Councillors Ruby Heslop and Nathan Dunn will be in
attendance at this meeting.
Governance Committee Minutes - 25
July 2019
Present: Councillor
I Barker (Chairperson), Her Worship the Mayor R Reese, Councillors L Acland, M
Courtney, B Dahlberg (Deputy Chairperson), M Rutledge, T Skinner, S Walker, Mr
J Murray and Mr J Peters
In
Attendance: Group Manager Strategy and Communications (N McDonald)
and Governance Adviser (J Brandt), Youth Councillors Grier Rollinson and Leila
Challenger
Apology: Councillor
Noonan, and Councillor Rutledge for lateness
1. Apologies
|
Resolved GOV/2019/058
|
|
|
That the Governance Committee
1. Receives
and accepts an apology from Councillor Noonan and from Councillor Rutledge
for lateness.
|
|
Courtney/Dahlberg Carried
|
2. Confirmation of
Order of Business
No change to the order of
business
3. Interests
There were no updates to the
Interests Register, and no interests with items on the agenda were declared.
4. Public Forum
There was no public forum.
5. Confirmation of
Minutes
5.1 13
June 2019
Document number M4279, agenda
pages 7 - 14 refer.
|
Resolved GOV/2019/059
|
|
|
That the Governance
Committee
1. Confirms the minutes of the meeting
of the Governance Committee, held on 13 June 2019, as a true and correct
record.
|
|
Dahlberg/Walker Carried
|
6. Chairperson's Report
There was no Chairperson’s
report.
7. Nelson Regional
Development Agency - draft Statement of Intent 2019/20
Document number R10185, agenda
pages 15 - 48 refer.
Mark Tregurtha, Manager Strategy,
presented the report and answered questions about separate service contracts
Nelson City Council had with the Nelson Regional Development Agency (NRDA),
what services they were for and to what value.
NRDA Chairperson Meg Matthews and
NRDA Chief Executive Mark Rawson joined the table. They answered questions
about the need for more resources to maintain current service levels, funding
options being explored, and community expectations as expressed at the Te
Tauihu Intergenerational Strategy consultations.
Attendance: Councillor Rutledge
joined the meeting at 9.39a.m.
|
Resolved GOV/2019/060
|
|
|
That
the Governance Committee
1. Receives
the report Nelson Regional Development Agency - draft Statement of Intent
2019/20 (R10185) and its
attachments (A2220577 and A2066401).
|
|
Her Worship the Mayor/Peters Carried
|
|
Recommendation to Council GOV/2019/061
|
|
|
That the Council
1. Agrees that the Nelson
Regional Development Agency Statement of Intent 2019/20 meets Council’s
expectations and is approved as the final Statement of Intent for 2019/20.
|
|
Her Worship the Mayor/Peters Carried
|
Attendance: The Mayor left the
meeting at 9.42a.m.
8. Exclusion
of the Public
Hemi Toia, Jo Rainey and Matt
Griffin were going to be in attendance for Item 2 (Nelson Cycle Lift Socieity
and Nelvon Adventure Park Ltd – Presentation) of the Public Excluded
agenda to answer questions and, accordingly, the following resolution was
required to be passed:
|
Resolved GOV/2019/062
|
|
|
That the Governance
Committee
1. Confirms,
in accordance with sections 48(5) and 48(6) of the Local Government Official
Information and Meetings Act 1987, that Hemi Toia, Jo Rainey, and Matt
Griffin of Nelson Adventure Park Ltd remain after the public has been
excluded, for Item 2 of the Public Excluded agenda (Nelson Cycle Lift Society
and Nelson Adventure Park Ltd - Presentation), as they have knowledge that
will assist the meeting.
|
|
Skinner/Rutledge Carried
|
|
Resolved GOV/2019/063
|
|
|
That the Governance Committee
1. Excludes
the public from the following parts of the proceedings of this meeting.
2. The
general subject of each matter to be considered while the public is excluded,
the reason for passing this resolution in relation to each matter and the
specific grounds under section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution are as
follows:
|
|
Skinner/Rutledge Carried
|
|
Item
|
General subject of each matter to be
considered
|
Reason for passing this resolution in
relation to each matter
|
Particular interests protected (where
applicable)
|
|
1
|
Governance Committee Meeting - Public Excluded
Minutes - 13 June 2019
|
Section 48(1)(a)
The public conduct of this matter would be likely to
result in disclosure of information for which good reason exists under
section 7.
|
The withholding of the information is necessary:
· Section 7(2)(i)
To enable the
local authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
· Section 7(2)(a)
To protect the
privacy of natural persons, including that of a deceased person
|
|
2
|
Nelson Cycle Lift Society and Nelson Adventure Park
Ltd - Presentation
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(b)(ii)
To protect information
where the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information
|
|
3
|
Nelmac director reappointment
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(a)
To protect the privacy of
natural persons, including that of a deceased person
|
|
4
|
Nelson Regional Development Agency - Director
Remuneration - 2019
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(i)
To enable the local
authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
|
|
5
|
Strategic Property Acquisition - Stoke
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(i)
To enable the local
authority to carry on, without prejudice or disadvantage, negotiations
(including commercial and industrial negotiations)
|
The meeting went into public excluded session at 9.43a.m.,
during which time the Mayor returned, and resumed in public session at 11.16a.m.
Restatements
It was resolved while the public was
excluded:
|
1
|
PUBLIC EXCLUDED: Nelson
Cycle Lift Society and Nelson Adventure Park Ltd - Presentation
|
|
|
That the Governance Committee
1. Receives the report Nelson Cycle Lift Society and
Nelson Adventure Park Ltd - Presentation
(R10358); and
2. Agrees that Report (R10358) be
excluded from public release at
this time.
|
|
2
|
PUBLIC EXCLUDED: Nelmac
director reappointment
|
|
|
That the Governance
Committee
1. Receives the report Nelmac
director reappointment (R10263)
and its attachments (A2205856 and A284857).
|
|
3
|
PUBLIC EXCLUDED: Nelson
Regional Development Agency - Director Remuneration - 2019
|
|
|
That the Governance Committee
1. Receives the report Nelson
Regional Development Agency -
Director Remuneration - 2019 (R10021) and its attachment
(A2045559).
|
|
4
|
PUBLIC EXCLUDED: Strategic
Property Acquisition - Stoke
|
|
|
That the
Committee
1. Receives the report Strategic Property Acquisition - Stoke
(R10153) and its attachment
(A2188554).
|
There being no further business the meeting ended at 11.16a.m.
Confirmed as a correct record of proceedings:
Chairperson
Date
Item 7: Results of the
2019 Residents' Survey
|
|
Governance Committee
5 September 2019
|
REPORT R10277
Results
of the 2019 Residents' Survey
1. Purpose
of Report
1.1 To
provide the results of the 2019 Residents’ Survey.
2. Summary
2.1 The
Residents’ Survey provides a snapshot of Nelson residents’
satisfaction with services provided by Council and feedback on some
behaviours. In general, the results of the 2019 survey shows similar
trends to previous years.
3. Recommendation
|
That the Governance Committee
1. Receives
the report Results of the 2019 Residents' Survey (R10277) and its attachment (A2240101); and
2. Notes the 2019 Residents’
Survey results (A2240101) will be communicated to the public through Our
Nelson and Council’s website.
|
4. Background
4.1 Nelson
City Council has been undertaking a survey of residents’ views on a range
of services delivered by Council for many years. The survey’s purpose is
to provide Council with impartial and representative information on resident
satisfaction levels. This information is used to inform the development of
Activity Management Plans, and to report on the achievement of targets set for
levels of service. Where possible, results include a comparison to previous
years’ surveys.
4.2 This
year’s survey was undertaken by the National Research Bureau (NRB) in
June 2019 and consisted of a 10-minute survey of 402 randomly selected
residents. The majority of surveying was undertaken by telephone interview,
with a further 40 door-to-door interviews conducted with 30 people aged 16-39
years and 10 people aged 40-60 years as these age groups are increasingly
difficult to contact by phone.
4.3 The
results have a margin of error of +/-5% at the 95% confidence interval. This
means that if the survey was run 100 times, the results from 95 surveys should
be the same, or very similar to, the results from this survey. Weightings have
been applied to ensure representation is proportionate to Nelson’s 2013
census data for age and gender.
4.4 The
Residents’ Survey provides results for a number of performance measures
set in the 2018-28 Long Term Plan (LTP). These results will be included in the
Annual Report 2018-19, which is scheduled to be adopted in October.
4.5 When
the 2017/18 survey was discussed officers proposed that a new approach be
developed to ascertain residents’ satisfaction with Council
services. The reason for considering a new approach is that the
percentage of households with landlines is decreasing and new tools, to
supplement traditional survey methods, are gaining support. To balance
the reduction in households with landlines, the survey over the last two years
has included face-to-face interviews. Officers have also commenced
research on alternative methods and this will inform the method undertaken for
the 2020/21 survey.
4.6 Last
year the residents’ telephone survey was supplemented with an online
survey. This approach was not repeated this year because of concerns
about selection bias.
5. Discussion
Council
activities
5.1 The
following paragraphs summarise, by activity, respondents’ satisfaction
with, or participation in, Council services.
Transport
Travel to work
5.2 The
target for 2018/19 as set out in the LTP 2018-28 was for 20% of respondents to
travel to work by walking or cycling.
|
Target: Travel to work by
walking or cycling
|
Resident Survey result
|
|
20%
|
19%
|
5.3 Residents’
Survey results for the past five years are noted in the table below. In
summary, in 2018/19 a higher percentage of respondents travelled to work by
bicycle, foot (or bus) than in 2017/18, with the highest number of those that
walked/ran from the central Nelson area. Nelson central and Nelson north
respondents were also more likely to travel to work by bicycle.
5.4 The
main reasons for not walking or cycling to work included the distance was too
far and it takes too long, shift work, the need to transport children or gear
and the convenience offered by travelling by car. The main barriers to using
public transport include bus schedules not matching work/travel timetables or
not living/working on the bus route.
5.5 Census
data provides the only national comparison on travel to work, and Nelson has
traditionally shown a higher average for cycling/walking or running to work
than other regions. When the updated Census results become available
Council will be in a better position to understand national trends for travel
to work modes of transport.
5.6 Actions
for the bus service in 2019/20 include introduction of electronic ticketing,
which is expected to make travel by bus easier for users, and a reduction in
general fares. The public transport review is also scheduled the same year and
will be investigating the activity as a whole to inform public transport
projects for the 2021-31 LTP.
Perceptions of safety while
travelling by active modes
5.7 Although
not performance measures in the LTP 2018-28, several other questions in the
area of transport were asked to assist the Nelson Future Access Plan in its
work on future transport options and opportunities. The data will provide
insight into the perception of safety across different travel modes, and will
be used alongside the formal crash data collected by the Police when evidencing
safety problems on the transport network. The questions, which focused on how
safe respondents felt when travelling by different modes of transport and
reasons for this, are set out below.
Level of safety when
travelling by motor vehicle.
5.8 The
majority of respondents (73%) reported feeling very safe/safe day-to-day on
Nelson roads when travelling by motor vehicle. The main reasons include the
good condition of roads and their layout, signage and road marking, good
traffic flow and the courteous behaviour of other drivers. Eighteen percent of
respondents stated they felt neither safe/unsafe while 8% felt very
unsafe/unsafe.
Level of safety when walking,
cycling or using another mode of active transport
5.9 For
other modes of active transport, 49% of respondents reported feeling very
safe/safe. Twenty-three percent stated feeling very unsafe/unsafe while the
remaining 28% reported a neither/nor/don’t know level of safety.
Perceptions of safety are shown in the chart below.
5.10 The
most common reasons for having a low level of safety (very unsafe/unsafe) were
that footpaths were uneven, narrow and in poor condition, shared pathways, the
driving behaviour of motor vehicles and trucks and the volumes of traffic.
Women were more likely than men to feel unsafe.
5.11 In
respect of footpaths, Council is continuing its program of improving the
condition of footpaths. For example, in 2018/19 Council resurfaced 2.47 km of
footpaths and constructed a further 1.42 km of new footpaths, and a focus on
this activity will continue in 2019/20.
5.12 Etiquette
between users on shared pathways has been an ongoing topic for some years.
Shared safety of users forms part of Council’s ongoing road safety
programme of work. Additionally, Council’s Out and About Policy, which
includes shared path etiquette, is scheduled for review in 2019/20 and
respondent feedback from the Residents’ Survey will be considered as part
of that review.
Satisfaction
with transport
5.13 In
respect to the question on overall satisfaction with the general transport
activity, 47% of respondents were satisfied in
2018/19, up from 42% in 2017/18. Dissatisfaction had also reduced from 26% in
2017/18 to 22% in 2018/19. Overall satisfaction with the transport activity did
not have a performance measure in the LTP 2018-28 but was asked to provide
trend information on satisfaction levels given Council’s level of
investment in this area.
5.14 Very satisfied/satisfied respondents reported the good
behaviour of other drivers, satisfaction with buses (convenient, reliable, and
service provided by drivers), appreciation of cycleways, and ease of movement
around the city as reasons for high satisfaction.
5.15 Those very dissatisfied/satisfied stated traffic
congestion causing holdups, poor conditions of roads, footpaths and unsafe
cycleways, need for improvements to the bus service as among the main reasons
for dissatisfaction.
Arts
facilities and events
Suter Art Gallery
5.16 The
target as set out in the 2018-28 LTP is for 80% satisfaction of respondents who
have used the Suter Art Gallery.
|
Target: User satisfaction
|
Resident Survey result
|
|
80%
|
89%
|
5.17 Overall
66% of respondents were very satisfied/satisfied with the Suter Art Gallery.
Fifty-six percent of those surveyed have visited the Suter Art Gallery in the
last year and of those 89% were very satisfied/satisfied.
Attendance
at Events
5.18 The target for attendance at Council events is: Arts
Festival – 31%; Masked Parade – 44%; Summer Festival – 53%.
Attendance levels were not at target in 2018/19.
5.19 The benchmark for attendance at Council events was set
following initial surveying through the 2014 Residents’ Survey.
Attendance has subsequently varied in Residents’ Surveys
following, with all three measured events showing a trend decrease between 2014
and 2018/19. However, it is important to note that recorded attendance at some
events in 2018/19, for example, Tahuna Summer Sounds, showed a record number of
attendees (over 5,000 compared to when attendance was first recorded as 2,500
in 2016/17).
5.20 To
complement the Residents’ Survey data officers had planned to survey
Summer Festival attendees to better understand where they were from, given that
Nelson has high tourist numbers at that time of year. However, Bay
Dreams’ preparations did not allow this to happen. This is planned for
the 2019/20 Summer Festival programme.
5.21 Other
factors that may have influenced the results for the Nelson Arts Festival
include the timing of the All Blacks game and introduction of the ‘Lift
Off’ event held in Tasman over the final weekend of the Arts Festival.
The Readers & Writers sessions had a focus on attracting younger people and
although these audiences were not large it is expected to take some time to
develop a dedicated audience of younger people.
5.22 Two events, the Masked Parade and Arts Festival, have
since transitioned to the Nelson Festivals Trust from 1 December 2018.
Council’s contract with the Trust specifies its expectation for growth in
Arts Festival audience participation numbers and for participation and
attendance at the Masked Parade. Given these
events have transitioned to the Trust, including reporting on attendance, officers will consider whether it is appropriate to
include these measures in subsequent Residents’ Surveys.
5.23 Opera in the Park was not measured in 2018/19 as it is
a biennial event.
Recreation Opportunities and Facilities
Libraries
5.24 The
2018/19 target was for 90% user satisfaction for Nelson Libraries.
|
Target: User satisfaction
|
Resident Survey result
|
|
90%
|
89%
|
5.25 The
number of respondents who have used or visited Nelson libraries fell slightly
from 67% in 2017/18 to 62% in 2018/19. Of those who had used/visited Nelson
libraries, women were more likely to visit than men.
5.26 Satisfaction
with libraries (by users/visitors) over the last four years is noted below.
5.27 Overall,
respondents were very positive towards the library, however, a higher
percentage of respondents recorded neither/nor levels of satisfaction compared
to previous years.
5.28 Stoke
and Nightingale Memorial libraries demonstrated slightly higher levels of
satisfaction than Elma Turner. Reasons respondents were very
dissatisfied/dissatisfied include restricted opening hours (Tahuna and Elma
Turner), opposition to the library moving, noise generated from non-reading
activities and the need for more books including research books.
5.29 The
physical environment of Elma Turner has been a discussion point for some time
and is being addressed by the redevelopment of the Library. Community input on
what the library should provide (service provision) is currently underway.
Parks and reserves – overall activity
5.30 The
target for 2018/19 was 80% satisfaction with the overall activity which
included gardens, sports grounds, pools and reserves.
|
Target: Satisfaction with
overall activity
|
Resident Survey result
|
|
80%
|
81%
|
Waste and recycling
5.31 There
were two targets in the area of waste and recycling from the LTP 2018-28 and
their performance measure was to maintain or increase the % of households that
compost food and garden waste compared to previous surveys results.
|
Compost material
|
Target: To maintain or
increase % from the previous survey (2018 results)
|
Resident Survey result
|
|
Food waste
|
57%
|
60%
|
|
Garden waste
|
62%
|
61%
|
5.32 The
target for compost of food waste was achieved (+3%) while the target for
composting of garden waste was slightly under target (-1%). In combination, the
target was achieved. Additionally, the total of households composting both
their food and garden waste had increased from 48% in 2017/18 to 51% in
2018/19.
5.33 Respondents
from Stoke were less likely to compost food waste than from other areas, and
men were less likely to compost than women.
Consultation
5.34 The
target as set out in the LTP 2018-28 was for an annual improvement in the % of
residents satisfied with opportunities to provide feedback.
|
Target: Annual improvement in
results
|
Resident Survey result
|
|
36%
(2018 result)
|
44%
|
5.35 Satisfaction
with opportunities to provide feedback had increased from 36% in 2017/18 to 44%
in 2018/19.
5.36 During
the same period, the number of very dissatisfied/dissatisfied respondents had
reduced from 17% in 2017/18 to 14% in 2018/19. There was no notable difference
between areas and demographic groups of those who were very
dissatisfied/dissatisfied.
5.37 Respondents
who stated reasons for being very satisfied/satisfied noted they were aware of
the opportunities to engage, regularly received clear information, and
information was accessible and well communicated.
5.38 The
reasons for dissatisfaction with feedback opportunities in 2018/19 included not
being aware of opportunities to participate, lack of information, and a
perception that decisions can be predetermined. In response to a question on
alternative options to provide feedback, respondents asked for increased use of
digital platforms as well as more opportunities for direct (face to face)
engagement.
5.39 The
implementation plan for the recently adopted Communications Strategy, developed
to guide Council’s communications and engagement with residents, partners
and stakeholders, will seek to address the concerns raised by respondents.
6. Conclusion
6.1 The
majority of activities have maintained or improved their levels of satisfaction
or use.
6.2 The
Resident’s Survey measures performance against targets set in the LTP.
These results will be reported in the 2018/19 Annual Report.
6.3 Results
of the 2019 Residents’ Survey will be made available to the public via
the Council’s website, along with reports from the previous year’s
surveys.
Author: Gabrielle
Thorpe, Policy Adviser
Attachments
Attachment 1: A2240101
- Residents' Survey 2019 ⇩
Item 7: Results of the 2019 Residents' Survey: Attachment 1
Item 8: Governance
Committee Quarterly Report to 30 June 2019
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Governance Committee
5 September 2019
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REPORT R10339
Governance
Committee Quarterly Report to 30 June 2019
1. Purpose
of Report
1.1 To
inform the Committee of the financial and non-financial results for the fourth
quarter for the activities under its delegated authority.
2. Recommendation
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That the Governance Committee
1. Receives
the report Governance Committee Quarterly Report to 30 June 2019
(R10339) and its attachments
(A2237662, A2237728 and A2239196).
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3. Background
3.1 Quarterly
reports on performance are being provided to each committee on the performance
and delivery of projects and activities within their areas of responsibility.
3.2 The
financial reporting focuses on the year to date performance (1 July 2018 to 30
June 2019) compared with the year-to-date (YTD) approved capital and operating
budgets. This report covers the full year to 30 June 2019.
3.3 Unless
otherwise indicated, all information is against approved operating budget,
which is the 2018/19 Long Term Plan budget plus any carry forwards, plus or
minus any other additions or changes as approved by the Committee or
Council.
3.4 There
are four projects that fall under the Governance Committee that are included as
part of the quarterly reporting. These have been selected if their budget is at
least $250,000 for 2018/19, are multi-year projects with a budget over $1
million, or have been assessed to be of particular interest to the Committee.
4. Key
developments for the three months to 30 June 2019
4.1 The
Council adopted its 2019/20 Annual Plan on 27 June 2019. The Annual Plan
is available online, at Council’s Customer Service Centre and at each
library.
4.2 On
2 May 2019, the Council adopted the International Policy, as a draft to be
consulted on with iwi. The draft policy is currently out for consultation
with iwi and the Mayor and the Chair of Governance have been authorised to
approve any alterations necessary as a result of this process.
4.3 The
Te Tauihu Intergenerational Strategy (a regional economic development strategy)
has been supported by officers, including through the Programme Management
Group, Steering Committee and supporting public workshops.
4.4 There
were 65 LGOIMA requests received between 1 April 2019 and 30 June 2019.
63 were responded to within the statutory timeframes, with one overdue and one
still open.
4.5 Teams
supported the response to the Pigeon Valley fires earlier in the year, which
has had consequential impacts on other project work. See paragraph 9.1 for
an update.
5. Financial
Results
Profit
and Loss by Activity
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Notes
· Programmed
Expenditure is planned, or there is a specific programme of works. For
example, painting a building.
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· Un-programmed
Expenditure is reactive or unplanned in nature, for example responding to a
weather event. Budgets are included as provisions for these expenses which
are unknown.
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· These
tables exclude internal interest.
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Other Operating Revenue (excluding rates income)
Operating
Expenditure (excluding internal interest)
The
following commentary includes significant variances only.
5.1 Admin
& Meeting Support expenditure is greater than
budget by $187,000. The allocation of staff costs is over budget by
$157,000. More time has been coded to Earthquake Prone Building Work than
budgeted.
5.2 Council
Publicity expenditure is less than budget by
$54,000. Local Government New Zealand (LGNZ) Excellence programme
expenditure is behind budget by $19,000 as this work has now been scheduled for
April 2020 and this expenditure has been carried forward. Other costs are
under budget for the year, including Live Nelson ($10,000), print and radio
advertising ($11,000) and website support ($10,000).
5.3 Investment
Management income is greater than budget by
$1,215,000.
Port Nelson dividend income is
over budget by $450,000 for the full financial year. An unbudgeted special
dividend of $750,000 was received in September. Regular dividends received in
March and June of $2,750,000 were $300,000 under budget. This variance has
arisen due to the timing of the Port Nelson Statement of Corporate Intent not
being due before the Council’s Annual Plan is finalised.
A dividend of $375,000 was
received from Nelson Airport in the current year but had been budgeted in the
last financial year. Interest income on short term investments is ahead of
budget by $505,000, as Council holds deposits (currently $10 million) to offset
the pre-funding of debt which is maturing in 2019.
5.4 Investment
Management expenditure is less than budget by
$184,000 as interest on external loans is under budget.
5.5 Civic
House income is greater than budget by
$143,000. Internal rent recoveries are over budget by $152,000.
5.6 Civic
House expenditure is less than budget by
$88,000. Depreciation expenditure is under budget by $58,000. Asbestos
assessment testing costs are behind budget by $35,000, as there has been
insufficient staff capacity to complete all the surveys. The remainder of this
budget will be requested to be carried forward to 2019/20.
5.7 Rental
Properties expenditure is less than budget by
$54,000. The allocation of staff costs is under budget by $27,000.
Programmed maintenance is under budget by $22,000 due to delays to Anchor Building
veranda work.
5.8 Forestry
income is less than budget by $760,000. Forestry
expenditure is less than budget by $684,000.
The Brook / York Valley Forest
harvest that was scheduled in 2018/19 did not occur. Budgeted harvest income of
$361,000 was not earned, and budgeted harvest expenditure of $284,000 was not
incurred.
The Maitai Forest harvest was
also postponed, due to delays in constructing the required bridge. Budgeted
harvest income of $1,298,000 was not earned, and budgeted harvest expenditure
of $896,000 was not incurred.
The Roding Forest harvest was
completed during the year as planned. The Roding Forest yielded harvest income
that was $900,000 over budget, and harvest expenditure that was $464,000 over
budget. The high income was driven by strong log prices and good access to
domestic markets. The high costs relate to higher than budgeted
post-operational clean-up costs. Overall, the latest PF Olsen report indicates
that 63% of budgeted tonnage was achieved for the year.
In addition to the above,
unbudgeted Tantragee Hazardous tree removal costs of $47,000 were incurred in
the current year. These costs are expected to be ongoing and a budget has been
included in 2019/20.
5.9 Policy
expenditure is less than budget by $236,000. The
allocation of staff costs is under budget by $217,000.
5.10 Emergency
Response Fund income is greater than budget by
$202,000. Revenue includes an unbudgeted insurance refund for the
February 2018 storm event of $300,000, which is partially offset by decreased
internal recoveries for infrastructure insurance of $99,000, due to increased
premiums.
5.11 Civil
Defence expenditure is greater than budget by
$71,000. The allocation of staff costs is over budget due to staff time
associated with the Pigeon Valley fire.
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Terms
used
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Ahead/behind – this
indicates that the variance is due to timing, or that it is not yet known
whether the variance will continue for the full year. This should be
clarified in the commentary.
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Over/under – this
indicates that a budget has been overspent or underspent, and that it is
likely there is an actual cost saving or overrun. This should be made clear
by the commentary.
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Capital Expenditure (including capital staff costs,
excluding vested assets)
The total capital expenditure
budget for 2018/19 was $2,254.065 million. Actual expenditure was
$1,356,330 which was $897,735 less than budget. The main
variances are outlined in the project health sheets (Attachment 1).
6. Commentary
on capital projects
6.1 There
are three capital projects, within the Governance Committee delegations, that
are included as part of the quarterly reporting. All of these are over $250,000
for 2018/19.
6.2 Project
status is analysed based on three factors; quality, time and budget. From
the consideration of these three factors the project is summarised as being on
track (green), some issues/risks (yellow), or major issues/risks (red).
Projects that are within 5% of their budget are considered to be on track in
regards to the budget factor.
6.3 Of
those capital projects attached, all relate to Civic House improvements, and
are red as they are on hold.
6.4 The
Economic Development project, has a budget of $200,000 for work in the City
Centre. This project has not been included in previous quarterly
reports. No expenditure has been undertaken in the 2018/19 year and this
reflects that the City Centre Programme Lead was only recruited halfway through
the financial year and that the spending this budget needed to wait until the programme
plan was finalised. Now that this position has been filled Council
has been able to make great progress on developing stakeholder relationships
and the City Centre Programme Plan will be reported to Council 19 September
2019.
7. Commentary
on operational projects
7.1 There
is one non-capital project, within the Governance Committee delegations, that
is included as part of the quarterly reporting. This project, the 2019/20
Annual Plan, has been selected for quarterly reporting as it makes an important
contribution to Council’s work programme. Its project sheet is appended
in Attachment 1 and the project is completed.
8. Status
Reports
8.1 The
updated status report is included as Attachment 3 (A2239196). A Public Excluded
Status Report has been included in the Public Excluded Agenda.
9. Other
notable achievements, issues or matters of interest
Fire Emergency
9.1 Several
of the Strategy and Communications business units, particularly the Governance,
Administration and Communications teams, were heavily involved in the delivery
of services at the Emergency Operations Centre during the response to the
Pigeon Valley fires.
9.2 This
diversion of resources has had an ongoing impact on delivery of the
Group’s work programme for the remainder of 2019.
Climate Change
9.3 Officers
have continued to work on the existing climate change work programme.
Recruitment is underway for the Climate Change Champion position that was
approved as part of the Annual Plan process.
Election preparation
9.4 The
fourth quarter of 2018/19 included preparation for the October elections,
including the pre-election report and a communications plan.
10. Rates
Remissions
10.1 Rates
remission approvals for the 2018/19 year totalled $456,218. This is slightly
higher than the amount for 2017/18 which was $441,216. The remissions were
approved under delegated authority.
11. Workshop
Update
11.1 A
workshop on the Communications and Engagement Strategy was held on 2 April
2019.
12. Key
Performance Measures
12.1 As
part of the development of the Long Term Plan 2018-28 Council approved levels
of service, performance measures and targets for each activity. There are
ten performance measures that are within the Governance Committee’s
delegations.
12.2 Final
results for each measure will be reported on through the Annual Report 2018/19,
however this report includes an indication of progress for those measures where
an assessment of current performance is available at this stage.
12.3 As
this is the last quarter for the year, performance measures were measured as:
· Achieved
· Not achieved
12.4 Attachment
2 lists all performance measures within the Governance Committee delegations,
their status and commentary for the quarter.
13. Quarterly
Review of Key Performance Indicators
13.1 Eight
of the ten measures were achieved at the end of the year for 2018/19 and two of
the measures were not achieved. One of the two measures ‘not
achieved’ was for GDP growth. The measure was close to being achieved
with 2.4% for Nelson-Tasman compared to 2.5% for New Zealand
overall.
14. Conclusion
14.1 The
review of performance for the fourth quarter for the Governance Committee is
included in this report, with project sheets and performance measure updates
attached.
Author: Nicky
McDonald, Group Manager Strategy and Communications
Attachments
Attachment 1: A2237662 - Governance
Committee Project Sheets Quarter 4 ⇩
Attachment 2: A2237728
- Performance Measures 2018-19 - End of Year Results ⇩
Attachment 3: A2239196
- Status Report - Governance Committee - Public ⇩
Item 8: Governance Committee Quarterly Report to 30 June 2019:
Attachment 1
Item 8: Governance
Committee Quarterly Report to 30 June 2019: Attachment 2
Item 8: Governance Committee Quarterly Report to 30 June 2019:
Attachment 3
