11 January 2021
Media: Local Democracy Reporter
Topic: Council catering costs
Enquiry
As you may be aware, I obtained information on RLC's catering spend in 2018/19 and 2019/20 with LGOIMA (as a side note I also requested this information from the regional council and Lakes DHB too).
I'm now preparing the story based on the info, summarised in this chart:
2018/19 | 2019/20 | Total | |
BOPRC | $43,796.00 | $22,072.43 | $65,868.43 |
LDHB | $3,577.16 | $5,113.96 | $8,691.12 |
RLC | $90,685.74 | $60,150.61 | $150,836.35 |
Total | $138,058.90 | $87,337.00 | |
Two year total | |||
$225,395.90 |
(please note I did not include the catering cost for citizenship ceremonies in this table).
I have some questions and some comments for right of reply for the council.
Please also advise me if there is anything incorrect Paddi in has said - and advise me of the correct information (for example - it's my understanding Cr Tapsell does not live locally).
Questions:
- What happens to left over catering food from council / committee meetings if not it is not all consumed?
- Anecdotally, can you please provide an idea of how much of the food is usually consumed and how often? (i.e. it's usually all eaten / there's regularly about half left ... whatever it may be).
- Why is Rotorua Lakes Council's catering for meetings kept in a separate room, away and not available to the public (it is available to the public at some other councils)?
- Is the council open to considering the availability of 'morning tea' style light refreshments to the public as suggested by Paddi Hodgkiss? Why / why not?
I noticed the cost of catering for full council meetings rose between 2018/19 and 2019/20. Committee meeting catering costs dropped (as did most other meetings) - can you please explain why full council catering costs rose?
See here:
Meeting | 2018/19 | 2019/20 |
Council meeting | $ 6,754.52 | $ 8,898.52 |
Operations & Monitoring Committee | $ 5,526.09 | $ 1,470.78 |
Strategy Policy & Finance Committee | $ 4,578.70 | $ 1,647.48 |
Audit & Risk Committee | $ 742.61 | $ 621.91 |
District Licensing Committee | $ 989.57 | $ 622.96 |
Lakes Community Board | $ 985.22 | $ 490.43 |
Rural Community Board | $ 1,103.48 | $ 395.65 |
Statutory Hearings | $ 192.17 | $ 142.61 |
District Plan Hearings | $ 356.09 | $ - |
Executive Team meetings | $ 183.48 | $ - |
Citizenship Ceremonies | $ 13,021.22 | $ 4,693.04 |
Other meetings | $ 69,273.83 | $ 45,860.26 |
TOTAL | $103,706.96 | $ 64,843.26 |
- Can you please also briefly describe what kinds of meetings are encompassed under "other meetings" in this chart?
- Who would decide to scale catering up or down? Would that be a council call or from the ELT? If ELT, do they think it should be scaled down as Hodgkiss suggests? If council, can Steve please answer this question?
Comments for right of reply:
Rotorua Residents and Ratepayers secretary Paddi Hodgkiss said she was "appalled" by the spending by Rotorua Lakes Council in particular.
"I can't figure out why - they live in Rotorua, they go to meetings in Rotorua and they don't bring their own lunch. I really do think that is a way of cost cutting."
It is understood most district councillors live in or near Rotorua, with the exception of Councillor Tania Tapsell, who lives in Maketu.
Hodgkiss said she had peeked at the lunches available at Rotorua Lakes Council meetings and it was in her opinion "pretty extravagant".
"Even what they have in the chamber to snack on it seems a bit over the top.
"I would really endorse the public gallery being able to have a cup of coffee and a scone - something fairly basic - to just talk with councillors. That would be an ideal way of engagement. But I don't think the public, or the councillors for that matter, should be offered a full lunch."
Response
See below in response to your enquiry re catering costs.
Regarding where Cr Tapsell resides, you would need to speak to Cr Tapsell
Questions:
Responses can be attributed to Acting CE Craig Tiriana:
[NOTE: reporter's questions are in italics]
*What happens to left over catering food from council / committee meetings if not it is not all consumed? Anecdotally, can you please provide an idea of how much of the food is usually consumed and how often? (i.e. it's usually all eaten / there's regularly about half left ... whatever it may be).
There is generally very little to nothing left as we cater for the number attending.
*Why is Rotorua Lakes Council's catering for meetings kept in a separate room, away and not available to the public (it is available to the public at some other councils)?
Catering during committee and/or Council meetings is reviewed annually and was reduced significantly in 2019, changing again as a result of COVID with no tea/coffee or food now provided during meetings, but elected members provided with refreshments and lunch in the Green Room.
Members of the public who attended committee and/or Council meetings prior to COVID did avail themselves of what was there if they wished.
*Is the council open to considering the availability of 'morning tea' style light refreshments to the public as suggested by Paddi Hodgkiss? Why / why not?
This has not been discussed but will be referred to the democracy team to be included among any other future possible changes that may be considered.
*I noticed the cost of catering for full council meetings rose between 2018/19 and 2019/20. Committee meeting catering costs dropped (as did most other meetings) - can you please explain why full council catering costs rose?
There were more meetings in the 2019/20 year than the previous year.
The 2019/20 figure includes 13 normal meetings of the full council (including 2 post-election meetings in December 2019 to approve appointments etc for the triennium), 5 post-election councillor induction meetings/workshops (through Nov to early Dec 2019) and an annual plan forum (Feb 2020).
The 2018/19 figure includes 13 normal meetings of the full council, a rates review workshop (Sept 2018) and 2 annual plan forums (Feb and March 2019).
Council's total catering spend in the 2019/20 financial year was significantly less than the year before and the total catering spend in the 2019/20 financial year for meetings of the Council (O&M, SP&F and Full Council) was nearly $5000 less in the 2019/20 year than the previous year.
*Can you please also briefly describe what kinds of meetings are encompassed under "other meetings" in this chart?
'Other meetings' includes: community engagement, meetings of steering committees and protocol and gifted reserves committees, meetings with local government, community and central Government stakeholders, hosting of ministers, elected member workshops, hosting of business, school/student, event and community groups, exhibition openings, BA5, staff training/workshops (eg Civil Defence)
*Who would decide to scale catering up or down? Would that be a council call or from the ELT? If ELT, do they think it should be scaled down as Hodgkiss suggests? If council, can Steve please answer this question?
The organisation is constantly reviewing and considering where efficiencies and/or cost reductions can be made and catering has been significantly reduced.
Hospitality and looking after visitors is part of the culture of any organisation. In any given year Rotorua Lakes Council hosts hundreds of meetings attended by thousands of people - many from outside the organisation - but not all are catered, and our organisation is mindful of the need to be prudent and ensure all spending is appropriate.
Catering is a cost of doing Council business and supporting elected members and others to perform their roles with, and on behalf of, the community.