Minutes of Clifton to Tangoio Coastal Hazards Strategy Joint Committee

1. Welcome/Apologies

The Chairman welcomed everyone present to the first Coastal Hazards Committee meeting of 2016.

Apologies for absence were received from

Lawrence Yule – HDC

Peter Paku – He Toa Takitini

Bill Dalton – NCC Alternate Member

Fenton Wilson – HBRC Alternate Member

CLI19/16

Resolution:

That apologies for absence be accepted.

White/Kerr

CARRIED

2. Conflict of Interest Declarations

There were no conflict of interest declarations.

3. Confirmation of Minutes of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee Meeting Held on 27 November 2015

CLI20/16

Resolution:

Minutes of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee held on Friday, 27 November 2015, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Jeffery/Beaven

CARRIED

4. Matters Arising from Minutes of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee Held on 27 November 2015

Councillor Beaven raised two matters from the previous minutes;

Item 6 Hazards and Risk Assessment Reports; Councillor Beaven requested an update on how cultural values had been incorporated into the risk assessment. Mr Reinen-Hamill responded by advising that information held by Councils had been relied on, and that he is awaiting some further information from the Hastings District Council. It was suggested that information collated by Tonkin & Taylor could be worked through by TAG with the help of iwi and marae groups as part of the stakeholder consultation round in April / May. This work could also be further advanced in Stage 3.

Item 7 Stakeholder Engagement Update; Councillor Beaven requested an update on the stakeholder open day to be scheduled in early 2016. Mr Bendall responded by advising an open day would be scheduled for 31 March 2016 for stakeholder groups to meet with members of the Technical Advisory Group to discuss the findings of Stage 1 and interact with the hazard mapping tool.

Councillor White requested information on where meetings would be held. Mr Bendall advised that TAG are investigating options to hold meetings in Westshore and Haumoana.

Councillor Kerr advised she had an item to be discussed under item 9 Other Matters for discussion; the Hastings District Council Annual Plan.

Endorse Final Draft T&T Reports for Consultation

Mr Bendall provided an overview of the paper and noted that the hazard and risk assessment reports were being presented as final drafts for endorsement by the Committee to allow them to proceed to stakeholder consultation. The final reports, together with a report on any feedback received from the stakeholder sessions and how this was addressed will be presented at the Joint Committee meeting on 2 May 2016, where a resolution would be sought to endorse the reports as final.

Mr Reinen-Hamill provided an update and overview of the reports. A key change was the completion of inundation mapping. Mr Reinen-Hamill also noted that he and Mr Adye attended a meeting with the Port of Napier to discuss the risk assessment, and from that meeting would provide commentary on the values for the Port, their main risk being tsunami. This information would be included into the final report.

Mr Reinen-Hamill also advised the names of the coastal units identified for risk assessment purposes were changing from letters (A to O) to a more identifiable site specific names. This was welcomed by the Committee. The reports are ‘work in progress’ but noted the findings, and outcomes had not changed.

Conversations traversed around the coastal unit names, maps and tables and the public’s interpretation of the findings. It was suggested a one-pager was created to provide a snap shot on key findings but simplified to a high level. Mr Bendall advised that TAG had received support from Mr Drew Broadley of the HBRC Comms team who could assist with the development of a one-pager document. The Committee suggested a one-pager for each part of the coast so that people could quickly locate information relevant to them. Mr Reinen-Hamill would assist with this process.

CLI21/16

Resolutions:

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee endorse the following Tonkin & Taylor reports as drafts for stakeholder consultation:

1.1. Coastal Hazard Assessment; and

1.2. Costal Risk Assessment.

Jeffery/Kerr

CARRIED

Terms of Reference

Mr Bendall provided an update on the Terms of Reference and noted that in TAG’s view, the terms as currently written were broad enough and that no changes were required to enable the Committee’s ongoing role in the development of Stages 2 and 3 of the Strategy.

Mr Adye further noted that the current terms were adequate for Stage 2 and Stage 3, when moving into Stage 4 (which is the implementation of options confirmed in Stage 3) the role of the Joint Committee would need to be reviewed.

CLI22/16

Resolution:

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and confirms the report Terms of Reference.

Scott/White

CARRIED

Project Manager Update

Mr Bendall updated the Committee on where the project is currently sitting.

Communication Update

Meetings with stakeholder groups had been scheduled for 31 March 2016. Meetings with Iwi groups would be held at a venue of their preference. During April TAG would communicate with key groups and seek feedback on the reports which would be provided back to Mr Reinen-Hamill ahead of the Committee meeting on 2 May 2016 where final reports would be adopted and made public. After 2 May TAG would hold drop in sessions for landowners and the public. Mr Bendall thanked Mr Broadley and HBRC Comms for their support in this process.

Concern was raised for those unable to attend the meetings that they wouldn’t receive the same messaging, it was suggested a copy of the summary/one-pager would be circulated to key stakeholders before the meeting.

Mr Bendall noted Mr Broadley was working to refresh the website which would include the link to the mapping tool and the FAQ document. Conversations traversed around the most efficient way to invite key groups to meetings which would be taken into consideration by TAG and the HBRC Comms team to create interest in attending the meetings.

Progress Stage 2

Mr Bendall provided an update on Stage 2 and advised that Mr Stephen Daysh and Mr Wayne Mills had been engaged and were underway developing a decision making framework and funding model. TAG held a workshop with Mr Daysh and Mr Mills on 8 March to advance this work.

Cell Extent debate

Mr Bendall noted that a key topic of interest for the Joint Committee was the number and extent of cells to be adopted for Stage 3 (cell planning). He also acknowledged that the Joint Committee had a strong interest in this, and would ultimately be asked to make a final decision.

A key challenge with this decision is that a wide range of factors need to be considered, and that such a decision can’t be made divorced from the process Mr Daysh and Mr Mills are developing in Stage 2. To that end, TAG have tasked Mr Daysh to complete some analysis on this issue and ultimately form a recommendation back to TAG, to later be presented to the Joint Committee. A range of options would be considered and assessed, from 1 cell covering the entire strategy area, through to 16 cells that match the coastal units adopted by Tonkin & Taylor in their risk assessment work.

The outcome of this work will be presented to the Joint Committee at their next meeting on 2 May 2016.

Draft Strategy Document

Mr Bendall provided a hard copy of the strategy document which included comments from the workshop on 10 February 2016. Further comments were welcomed. Once final Stage 1 documentation had been completed the strategy document would be updated to reflect its findings, and presented along with the final Stage 1 documentation (i.e. the Tonkin & Taylor hazard and risk assessment reports) for adoption at the 2 May 2016 Joint Committee meeting.

CLI23/16

Resolution:

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the Project Manager Update report.

Hopmans/Kerr

CARRIED

Update of Protection Works at Whakarire Avenue

Councillor Scott raised the issue of perception of conflict of interest given her role as Chair of the Hearings Committee. Mr Minehan advised that the update had some details that may present a potential issue.

Councillor Scott withdrew from the meeting

Mr Minehan updated the Committee on the progress to date. Napier City Council is working with HBRC on the consent process and through the issues raised by submitters. Overall there is general support, a meeting would be scheduled with submitters after Easter.

CLI24/16

Resolution:

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the verbal Update of Protection Works at Whakarire Avenue report.

Hopmans/White

CARRIED

Councillor Scott re-joined the meeting

Other Matters for Discussion

The Hastings District Council Annual Plan – Councillor Kerr

Councillor Kerr and Councillor Lyons flagged to the Committee that the Hastings District Council had passed a resolution to include a provision of $1m in their draft Annual Plan for revetment work at Clifton. Preliminary work (drawings and costs) had been carried out to inform this.

Councillor Scott raised the issue of perception of conflict of interest given her role as Chair of the Hearings Committee.

Councillor Scott withdrew from the meeting

With the resolution passed, the next step is for this proposed spending to be confirmed, following the consultation phase, into the final Annual Plan. The key concern for the Joint Committee was potential inconsistency with the ongoing work of the Joint Committee. Conversations traversed around the submission process and whether a submission from TAG or the Committee would be put forward. TAG to draft a submission seeking that the funds are not allocated to a specific work until such time as the coastal hazards strategy process had been advanced. The submissions would circulated to the Committee for feedback.

It was agreed that the proposed revetment works at Clifton would be a standing item on the each Committee agenda.

Closure:

There being no further business the Chairman declared the meeting closed at 11.20am on Thursday 10 March 2016.

Signed as a true and correct record.

DATE: ................................. CHAIRMAN: ......................................

AGREED ACTION ITEMS

Task	Meeting / Agenda Item	Actions	Resp.	Status/Comment
1	27 November 2015, item 7	Pen two letters to landowners advising hazard information on LIMs. Newly affected residents and residents already in existing hazard zone.	TAG	- On hold until May 2016.
2	10 March 2016, Item 4	Cultural values; TAG to work with iwi and marae groups to identify any additional elements at risk.	TAG	- In Progress – a letter to be drafted.
3	10 March 2016, Item 5	TAG and Mr Reinen-Hamill to develop a one-pager describing key findings of the hazard and risk assessment for each part of the coast.	TAG	- Completed.
4	10 March 2016, Item 7	Schedule meetings: · Stakeholder groups – 31 March · Iwi groups – date/s tbc · After 2 May, drop in sessions for landowners and the public.	TAG	- Completed. - In Progress. - In Progress.
5	10 March 2016, Item 7	Any further comments on the draft Strategy to Mr Bendall.	JC	- Completed.
6	10 March 2016, Item 9	TAG to draft a submission and circulate to the Committee for feedback.	TAG	- In Progress (submissions close 8 May 2016)
7	10 March 2016, Item 9	Add Clifton as a standing item on the agenda	MT	- Completed.