Agenda of Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Meeting of the Clifton to Tangoio Coastal Hazards Committee

Date: Friday 24 July 2015

Time: 10.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Agenda

Item Subject Page

1. Welcome / Apologies

2. Draft Minutes of 15 May 2015 Meeting and Actions Arising

Decision Items

3. Appointment of Peer Reviewer 3

4. Definitions 5

Information or Performance Monitoring

5. Appointment of Alternates 7

6. Stakeholder Engagement Update 13

7. Project Manager Update 15

8. Update of Protection Works at Whakarire Avenue

9. Other matters for discussion

Clifton to Tangoio Coastal Hazards Committee

Friday 24 July 2015

Subject: Appointment of Peer Reviewer

Reason for Report

1. This report seeks endorsement for the process of engagement and selection of an independent peer reviewer for the technical work steam for the Coastal Hazards Strategy being undertaken by Tonkin & Taylor.

Discussion

2. At previous Joint Committee Meetings the importance of a robust and independent peer review of the technical work being undertaken by Tonkin & Taylor was highlighted by Committee Members and TAG were instructed to consider options to achieve this.

3. TAG considered a wide range of candidates for the role, seeking to ensure that the peer reviewer was appropriately experienced, qualified and independent.

4. Ultimately, it was considered that Professor Paul Kench from Auckland University should be approached to fulfil this role.

5. Professor Kench is highly experienced in this field, including with direct experience of the methodology proposed by Tonkin & Taylor.

6. To ensure full independence, TAG proposed that Professor Kench be engaged by the Project Manager through Environmental Management Services Limited, in preference to the contract being with one of the partner Councils.

7. Professor Kench has been approached and has confirmed his interest and availability. Contract documents are currently being prepared.

Financial and Resource Implications

8. Peer Reviewer costs are estimated at up to $12,000, which includes costs to attend the Joint Committee meeting on 18 September to provide Committee Members with an opportunity to discuss review findings directly.

Recommendations

1. That the Clifton to Tangoio Coastal Hazards Committee receives the “Appointment of Peer Reviewer” report.

2. That the Clifton to Tangoio Coastal Hazards Committee endorses the appointment of Professor Paul Kench as peer reviewer.

Simon Bendall

Project Manager

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Committee

Friday 24 July 2015

Subject: Definitions

Reason for Report

1. This report presents an updated version of definitions for two key terms – ‘Resilience’ and ‘Adaptation’ – to be adopted for the purposes of this Strategy.

Discussion

2. Resilience and Adaptation are both terms used in the Vision and Outcomes for the Clifton to Tangoio Coastal Hazards Strategy 2120, which are presented below:

Vision:

That coastal communities, businesses and critical infrastructure from Tangoio to Clifton are resilient to the effects of coastal hazards.

Outcomes:

1. Coastal hazards risks associated with the following processes occurring over the period 2016 to 2120 are assessed:

o Coastal erosion;

o Storm surge inundation;

o Tsunami;

o Climate change (including increased storm severity); and

o Sea level rise.

2. Practicable adaptation options that respond to these coastal hazards risks are identified and evaluated.

3. Key stakeholders are identified and engaged in the development of adaptation options.

4. A Strategy is developed to implement the best practicable adaptation option(s) in a coordinated and planned manner.

3. Committee members sought that these terms be defined. TAG subsequently presented proposed definitions, and were instructed to amend these to use less technical language.

4. The revised definitions are as follows:

Resilience

Our community’s ability to with cope adversity or change.

The essential characteristics of resilience are being able to:

· resist, absorb or adapt to hazards; and

· maintain or restore social and ecological structures and functions in a timely and efficient manner.

Adaptation

The process of adjustment to actual or expected climate and its effects.

Recommendations

1. That the Clifton to Tangoio Coastal Hazards Committee receives the report “Definitions”.

2. That the Clifton to Tangoio Coastal Hazards Committee adopts the revised definitions for ‘Resilience’ and ‘Adaptation’.

Simon Bendall

Project Manager

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Committee

Friday 24 July 2015

Subject: Appointment of alternates

Reason for Report

1. This report presents an update on the appointment of alternate Committee Members from each of the partner Councils.

Discussion

2. In April, Hastings District Council confirmed a resolution to appoint Councillor Cynthia Bowers as an alternate in the event that Councillor Kerr or Lyons are unable to attend a Joint Committee meeting.

3. In June, Hawke’s Bay Regional Council confirmed a resolution to appoint Council Chairman Fenton Wilson as an alternate in the event that Councillor Beaven or Scott are unable to attend a Joint Committee meeting. The report taken to Council and a relevant excerpt from the minutes of that meeting are attached to this report for information.

4. Napier City Council have advised that Mayor Bill Dalton will be an alternate member in the event that Councillor White or Jeffery are unable to attend a Joint Committee meeting.

Recommendation

1. That the Clifton to Tangoio Coastal Hazards Committee receives the “Appointment of Alternates” report.

Simon Bendall

Project Manager

Attachment/s

1	HBRC 24 June 2015 Council meeting paper
2	HBRC 24 June 2015 Council meeting excerpt from the minutes

Reason for Report

1. This report seeks agreement from Council for the appointment of alternate member to the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.

Background

2. In April 2014 the HBRC agreed to become a Partner Council of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee, and to appoint two Council members to the Committee.

3. The Terms of Reference of the Joint Committee provide that where a member cannot attend a meeting, he or she may, with the prior approval of the Partner Council which appointed them, send an alternate representative in his or her place.

Current Situation

4. The two Council appointees to the Joint Committee are Councillor Beaven and Councillor Scott, however no alternate member has have been selected, should one or other not be able to attend.

5. As only Council members may vote at the Committee meetings any absence of one or both of the appointed members may result in HBRC not having adequate input to any discussions. It is suggested that the Council make provision for this eventuality by appointing an alternate member. HBRC Chairman is however an ex-officio member of the Committee and therefore may attend any meeting.

6. The purpose of the Joint Committee is to develop a strategy which will provide a framework for assessing coastal hazards risks, and options for the management of those risks for the next 105 years from 2015 to 2120.

7. The long term vision for the strategy is that coastal communities, businesses and critical infrastructure from Tangoio to Clifton are resilient to the effects of coastal hazards.

8. While the terms of Reference indicate that best endeavours will be to achieve decisions on a consensus basis and that the Chairman will not have a casting vote, the Committee will function best when all Partner Councils have an equal voice.

Options

9. The Council has two options:

· Option 1 is to appoint an alternate to be available in the event that one of the “permanent” members is unavailable.

· Option 2 is to have the Chairman as ex-officio member, as the alternate HBRC member.

Decision Making Process

10. Council is required to make a decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements contained in Part 6 Sub Part 1 of the Act in relation to this item and have concluded the following:

10.1. The decision does not significantly alter the service provision or affect a strategic asset.

10.2. The use of the special consultative procedure is not prescribed by legislation.

10.3. The decision does not fall within the definition of Council’s policy on significance.

10.4. No persons are affected by this decision.

10.5. Options that have been considered are included in this paper.

10.6. The decision is not inconsistent with an existing policy or plan.

10.7. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, Council can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.

HBRC 24 June 2015 Council meeting excerpt from the minutes

Attachment 2

Alternate Councillor Member on the Clifton to Tangoio Coastal Hazards Strategy Joint Committee

It was suggested that the Chairman, already fully conversant with issues as ex-officio member, act as alternate. It was also suggested that it would be beneficial to have another councillor involved in the process to build the knowledge base amongst councillors.

RC10/15

Resolution

That Council:

1. Advises the Joint Committee that in the absence of Councillor Beaven or Scott, Council Chairman Fenton Wilson will act as HBRC alternate member.

Councillor Barker re-joined the meeting at 9.43am

Scott/Pipe

CARRIED

Secretarial note: although not present for discussion or debate on this item, Councillor Barker did vote upon re-joining the meeting.

Clifton to Tangoio Coastal Hazards Committee

Friday 24 July 2015

Subject: Stakeholder Engagement Update

Reason for Report

1. A Stakeholder Engagement Plan has been adopted by the Joint Committee

2. This report provides an update on the implementation of that plan.

Discussion

Website

3. The website (www.hbhazards.co.nz) continues to be updated with Committee minutes and other information.

4. 32 people have now registered their interest through the site in being informed by email of project updates, 17 of these since the last Committee meeting in May.

5. The site has received 346 total visits, with an average of 86.5 per month.

Correspondence

6. The majority of identified stakeholders received letters in May advising them of the process.

7. A hui is being arranged on 12 August to seek input from Maori. Letters of invitation have been sent out to Marae and Iwi groups.

Meetings

8. Since the last Joint Committee meeting in May, the following meetings have been held with stakeholders by members of the Joint Committee and TAG:

Stakeholder Group	Date	TAG/JC Members	Key Issues Raised
Department of Conservation - Napier	22 May 2015	Mike Adye, Gavin Ide, Gary Clode	No significant issues raised, but supportive of approach and need to address risks from natural hazards along the coast.
Department of Conservation – Head Office	19 June 2015	Mike Adye	Linking with other central government agencies regarding the New Zealand Coastal Policy Statement. Strong links with Ministry for the Environment and interest in work of Parliamentary Commissioner for the Environment.
Whakariri Avenue Residents	11 June 2015	Richard Munneke, James Minehan	A meeting was held on Thursday 11 June at 5.00pm at a resident’s house to discuss 2 alternative solutions for the proposed breakwater structure. On 29 & 30 June poles were placed along the foreshore indicating the positions and height of the two seawall options. Two residents were contacted to inform them that the poles were ready for viewing by residents. HBRC was updated on 30 June re consent process.

Recommendation

1. That the Clifton to Tangoio Coastal Hazards Committee receives the report “Stakeholder Engagement Update”.

Simon Bendall

Project Manager

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Committee

Friday 24 July 2015

Subject: Project Manager Update

Reason for Report

1. In accordance with instructions from the Joint Committee, this report is provided in place of the written report required from the Project Manager in accordance with the Terms of Reference for the Joint Committee.

2. It provides an opportunity for the Project Manager to present a verbal update to the Committee and answer any questions on general project matters including tracking against timeframes, milestone achievements and project risks.

3. The Project Manager will provide a verbal update at the meeting.

Recommendation

1. That the Clifton to Tangoio Coastal Hazards Committee receives the “Project Manager Update” report.

Simon Bendall

Project Manager

Attachment/s

There are no attachments for this report.