3 March 2023
Media: Local Democracy Reporter
Topic: Community boards' exclusion from annual plan workshops
Enquiry
I was speaking with the chairs of the community boards who have expressed concern over being excluded from the workshops to shape the draft annual plan.
I had a couple of questions and some comment for response if someone is able to help please and thanks! Putting in some info about the plan and the process too. CC'ing in Tom in case the mayor would like to add any comment.
- When is the draft annual plan needing to be completed? Put out for consultation?
- Why were the community boards not included in the workshops for the plan this year?
- How was this decision made?
- How many workshops are there ahead of consultation? (for councillors and staff)
The board chairs worry their communities will not be heard if they are not involved in workshops in shaping the plan.
They have been given a single workshop but do not believe this is enough given the councillors will not be present.
Ben Hollier said it had valuable input it had to offer which was important for the rural communities it represented.
Phill Thomass considered input to key council plans a basic function of the boards.
He said under both the Local Government Act and council’s delegations the community boards must have input before decisions are made.
“It makes council obligated to take on to listen to us and to take on board our concerns before they make their decisions.”
He felt the single workshop, with no councillors present, did not tick that box .
Beyond this, he said community desire to be involved in these key council plans was behind the forming of the board in 2006.
He said he had not been told why the boards were not invited to the workshops but said he felt the decision came from councillors, not staff. He said he believed there were some councillors who did not see the value in community boards. Thomass felt some were misinformed.
His worry was that rural communities’ issues and worries would go unheard and unresolved, and feels the boards are in the dark on counsellors’ thoughts or directions to staff on what to work on.
He felt by the time they had their own workshop there would not be enough time to ask for changes before it went out for consultation.
“It’s a real backwards step for our communities.”
Response
Response and information provided by Mayor Tapsell:
When is the draft annual plan needing to be completed? Put out for consultation?
Consultation on a draft Annual Plan will occur during April and May. The 2023/24 Annual Plan needs to be adopted by the end of June. It will take effect on 1 July which is the start of the council’s financial year.
Why were the community boards not included in the workshops for the plan this year? How was this decision made?
Setting the Annual Plan for the district is the role of the Mayor and Councillors. We recognise the important advocacy role that our community boards play in representing the wider district. So although it's not required through the Local Government Act, we had already extended an opportunity for Lakes and Rural Community Boards to provide their feedback for the areas they represent through a forum.
How many workshops are there ahead of consultation? (for councillors and staff)
One Annual Plan Forum has been held for Councillors to review the operations, spending, and direction of the organisation with two more scheduled. From these a draft Annual Plan consultation document will be formed and then presented for approval at the 5th of April Council meeting as a proposed way forward for the wider community to consider, and give feedback on, before a final decision is made.
Additional comments:
This Annual Plan will be important for setting a new direction forward for Rotorua. We’re looking forward to hearing back from the Rotorua community and taking on their feedback before a final decision is made.
Not for comment, but for your information:
This may be helpful in explaining the different role that community boards have, compared to Council: Community boards | Ko Tātou LGNZ
Phill’s comment is not correct regarding the local government act and an obligation for them to be included in forums/workshops. The role of community boards with Annual Plans is to make submissions, which we will encourage, once consultation is open on the proposed plan: Local Government Act 2002 No 84 (as at 01 February 2023), Public Act 52 Role of community boards – New Zealand Legislation