Agenda of Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Meeting of the

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Date: Tuesday 28 February 2017

Time: 10.00am

Venue:

Napier City Council

Main Committee Room

231 Hastings Street

NAPIER

Agenda

Item Subject Page

1. Welcome and Apologies

2. Conflict of Interest Declarations

3. Confirmation of Minutes of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee held on 5 December 2016

Decision Items

4. Confirm the remuneration of panel members 3

5. Stage Two: Decision Making Framework 5

Information or Performance Monitoring

6. Stage One: Peer Review Update 43

7. Stage Two: Funding Model Refresher 47

8. Stage Three: Progress Report 49

9. MOU: TAG and Living at the Edge 53

10. Project Manager Update 61

11. Current Coastal Projects Update 63

12. Other Matters for discussion

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: Confirm the remuneration of panel members

Reason for Report

1. The approved Terms of Reference for the Assessment Cell Evaluation Panels provide for an honorarium to be paid to full voting members of the panels, where they are not employees attending on behalf of their employer.

2. The relevant section of the Terms of Reference is reproduced below:

2.1. 6.1 (c) - Unless a Panel member is otherwise remunerated for their attendance at panel meetings (i.e. because they are attending as an employee of the organisation they are there to represent), or opts out, all full voting members shall receive an honorarium per meeting attended. The value of the honorarium (and any subsequent adjustments as may be required) shall be determined by the Joint Committee. No additional reimbursement shall be given for mileage or travel to attend workshops.

3. This report seeks approval from the Joint Committee for an honorarium to the value of $120 to be issued to panel members in accordance with the provisions of the approved Terms of Reference.

Financial and Resource Implications

4. The Technical Advisory Group have factored this honorarium in to the overall project budget. An allocation for $120 per full voting member with an assumed 100% attendance rate is provided for.

Recommendations

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1. Receives and notes the Confirm the Remuneration of Panel Members report.

2. Approves an honorarium to the value of $120 per meeting attended to be issued to full voting members, in accordance with and subject to the provisions of the approved Terms of Reference for the Assessment Cell Evaluation Panels.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: Stage Two: Decision Making Framework

Reason for Report

1. This report presents a final Stage 2 Decision Making Framework prepared by Stephen Daysh from Mitchell Daysh.

Discussion

2. Attachment 1 has been prepared as part of Stage Two work, as a proposed process to turn what we now know about coastal hazards risks (as confirmed in Stage 1) into actionable responses.

3. The report has been held in draft since the August 2016 Joint Committee meeting and has undergone some refinements over that time, principally to incorporate:

3.1. Feedback from the Joint Committee;

3.2. Input from the Living at the Edge research team; and

3.3. Vulnerability Assessment, Adaptive Pathways Planning and Real Options Analysis methodologies, to align with Ministry for Environment (“MfE”) national guidance on coastal hazards and climate change responses.

4. It is noted that the delayed MfE national guidance document has not, at the time of writing this report, been made publicly available. However, the Technical Advisory Group (“TAG”) have been working with key contributors to the guidance (from Living at the Edge) and MfE to ensure that the proposed decision-making framework has a high degree of consistency.

5. On that basis, TAG consider that the Stage 2 Decision Making Framework report should now be finalised.

Recommendations

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1. Receives and notes the Stage Two: Decision Making Framework report.

2. Adopts the Stage Two Report: Decision Making Framework as final.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

⇩1

Stage 2 Report - Decision Making Framework

Stage 2 Report - Decision Making Framework

Attachment 1

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: Stage One: Peer Review Update

Reason for Report

1. This report provides an update to the Committee following the receipt of a final peer review of the inundation assessment conducted by Tonkin & Taylor in Stage One.

Background

2. At its meeting on 2 May 2016 the Joint Committee adopted as final the two reports prepared by Tonkin & Taylor, and in doing so confirmed the outcome of Stage One of the Clifton to Tangoio Coastal Hazards Strategy 2120.

3. In support of this decision, the Joint Committee were presented with feedback from key stakeholders, and the outcome of a peer review by Professor Paul Kench from Auckland University.

4. Professor Kench was engaged to peer review the complete hazard assessment work undertaken by Tonkin & Taylor. However, given a delay in confirming the final inundation assessment, Professor Kench was only able to review the coastal erosion component.

5. At that time, the inundation component had been extensively reviewed with in-house expertise at the Hawke’s Bay Regional Council, and on that basis it was not considered necessary to delay the confirmation of Stage One.

6. TAG considered it prudent however to ‘back-fill’ this step. Doing so ensures there can be no claim that the hazard assessment work has not been fully independently peer reviewed, and, were any matters raised, these could be addressed before the Assessment Panels completed their process and recommendations.

7. To that end, Professor Kench was engaged to peer-review the inundation component. Unfortunately, given the availability of Professor Kench to undertake this work, TAG was not able to present the outcome of this review in 2016 as hoped. This work has now been completed however, and his peer review findings are attached to this report. Attachment 1.

8. In summary, Professor Kench found no technical deficiencies with the inundation assessment.

Recommendations

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the Stage One Peer Review Update report, and reconfirms their adoption of all Stage One reports.

2. That the Tangoio Coastal Hazards Strategy Joint Committee recommends the peer reviewed Stage One reports be presented to the Napier City Council, Hastings District Council and Hawkes Bay Regional Council for their respective adoption.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

⇩1

Peer Review: Coastal Hazard Inundation Assessment

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: Stage Two: Funding Model Refresher

Reason for Report

1. At the last meeting of the Joint Committee in December 2016, the Committee requested a refresher on the funding model developed by Wayne Mills from Maven Consulting Limited in Stage 2 of the Clifton to Tangoio Coastal Hazards Strategy 2120.

2. The funding model concepts proposed by Mr Mills in Stage 2 are currently being further developed as part of Stage 3 work by a cross-council sub-working group of the Technical Advisory Group.

3. In addition discussions are being held at a national level regarding the potential for other stakeholders to become involved in the concept. A meeting involving a range of stakeholders is programmed for 24 February.

4. An update on this work will be provided in the following agenda item.

5. Mr Mills will attend this Joint Committee meeting to speak to this paper and run through a PowerPoint presentation on the funding model concepts he developed.

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the Funding Model; Refresher Plus Progress Update report.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: Stage Three: Progress Report

Reason for Report

1. This report provides an update to the Joint Committee on progress made in the various work streams that form Stage 3 of the Clifton to Tangoio Coastal Hazards Strategy 2120.

Assessment Panels

2. Throughout November and December 2016, the Technical Advisory Group (“TAG”) worked to confirm nominations and appointments to the Southern and Northern Assessment Cell Evaluation Panels.

3. The level of interest and commitment shown by the community to this process has been positive, and two panels have been formed with good representation.

4. As Joint Committee members will be aware, the panel process was officially launched on 31 January 2017 with a workshop and social event for panel members from both the Southern and Northern Panels. All Councillors from each of the Partner Councils were also invited, with good levels of attendance.

5. Since this time, the Southern Panel has held it’s second (presentation of technical information) and third (site visit) workshops, while the Northern Panel has held its second workshop and has workshop 3 (site visit) on 2 March, 2017.

6. For reference, Attachment 1 is the flow chart outlining the full progression of workshops.

7. At each workshop, the Living at the Edge research team have been handing out evaluation surveys to all voting members on both panels. The surveys are designed to assess the level of understanding, engagement and general disposition of panel members towards the process as we work through the 10 workshop programme. While TAG have not yet received a summary of data collected from Workshops 1, 2 and 3, Edge have indicated a positive trend in responses to date.

8. Overall, the level of engagement, questions and interactions at each workshop held to date has been good, and TAG are comfortable that the process has started well.

Social Return on Investment (SROI) / Social Impact Assessment

9. Wayne Mills from Maven Consultants has been engaged to undertake SROI / Social Impact assessment in the priority coastal units of Clifton, Haumoana, Te Awanga, Clive / East Clive and Westshore.

10. This work will be used primarily to assist the Assessment Panels to undertake an informed consideration of social impacts as part of the option evaluation process.

11. Mr Mills has completed interviews in the Clifton, Haumoana, Te Awanga areas, as well as a follow up meeting to confirm his findings with interviewees. This work is outlined in a draft report ‘Cape Coast Area Coastal Hazards Social Impact Assessment & Valuation” which is Attachment 2, to this item. This draft report is currently being reviewed by TAG and Living at the Edge, and is being provided to the Joint Committee for information purposes at this stage.

12. Mr Mills has also conducted interviews in the Clive / East Clive area, and is currently writing up his findings. Interviews for Westshore are scheduled to take place in March, 2017.

13. Mr Mills will be in attendance at this meeting to speak to his process and findings to date and answer any questions.

Funding Model Development

14. At the Joint Committee meeting on 19 August 2016, the Committee endorsed the report ‘Stage Two – Development of Funding Model and Guideline, 19 August 2016’.

15. The Joint Committee also sought that a working paper be developed to put further detail around the development of a Coastal Response Contributory Fund (CRCF), which was a recommended mechanism in that report. The working paper would cover matters including (but not limited to) governance, objectives, ring-fencing of funding, and future scope of operation.

16. TAG have formed a cross-council sub-working group involving key Council staff to focus on this task, with the assistance of Mr Wayne Mills.

17. To date, in addition to a range of internal meetings and workshops, external meetings have been held with Treasury, Ministry for the Environment and EQC, while the legal aspects relating to establishing a Council Owned Corporation to govern the CRCF are being investigated.

18. The next key step is a meeting in Wellington involving a broad range of stakeholders, which is programmed for 24 February, 2017. A verbal update on the basis for this meeting and its outcomes will be provided by Mike Adye, HBRC at this Joint Committee meeting.

19. TAG were planning to have a working paper developed for presentation to this February meeting of the Joint Committee, however through these ongoing internal and external discussions there are still a range of matters requiring resolution before the working paper can be presented.

20. TAG are continuing to work on this matter and note there is a time-critical component given its importance to the assessment panel process; panel members require confidence that the solutions they ultimately recommend have a realistic pathway forward to implementation.

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the Stage Three Progress report.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

⇩1	Workshop Flow Chart
⇨2	Cape Coast Area Coastal Hazards Social Impact Assessment & Valuation		Under Separate Cover

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: MOU: TAG and Living at the Edge

Reason for Report

1. To update the Joint Committee on the development of a Memorandum of Understanding between the Living at the Edge research team and the Technical Advisory Group.

Background

2. At the last meeting of the Joint Committee in December 2016 an update was provided regarding ongoing work with the Living at the Edge research team (“Edge”).

3. In summary:

3.1. Central Government are funding 11 National Science Challenges that are cross-disciplinary programmes designed to tackle New Zealand’s biggest science-based challenges.

3.2. Living at the Edge (“Edge”) is a project within one of these 11 challenges, (Resilience to Nature’s Challenges).

3.3. Edge are made up of academics and professionals from Auckland University, Massey University, Victoria University, Lincoln University, NIWA and GNS Science.

3.4. Edge have selected this Hawke’s Bay project to focus their research efforts on, and are now working with the Technical Advisory Group (“TAG”) as a “critical friend” to the strategy development process.

3.5. An integrated workplan has been developed between Edge and TAG which seeks to guide and coordinate activities, avoid duplication, and reduce the risk of consultation fatigue and confusion in coastal communities where both TAG and Edge are working.

4. Recently, TAG felt it prudent to better define principles for working together with Edge, and this resulted in the development of a Memorandum of Understanding (“MoU”).

5. While still in draft at the time of writing this paper, the MoU has been through several iterations and TAG are expecting to be able to present a final, signed version for the Joint Committee’s information at the meeting on 28 February.

The current draft version of the MoU, Attachment 1, for reference.

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the MOU; TAG and Living at the Edge report.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

⇩1

Draft Memoradum of Understanding

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

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

Recommendation

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

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 28 February 2017

Subject: Current Coastal Projects Update

Reason for the Report

1. This report provides an opportunity for the Technical Advisory Group (“TAG”) to provide an update on various coastal projects the Joint Committee have expressed an interest in keeping abreast of, namely:

1.1. Whakarire Ave Revetment Works

1.2. Port of Napier Capital Works Programme.

1.3. Proposed Revetment Works at Clifton

1.4. Haumoana Wall

2. TAG members will provide a verbal update on each of these projects at the meeting.

Recommendation:

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the verbal Current Coastal Projects Update report.

Authored by:

Simon Bendall

Project Manager

Approved by:

Mike Adye

Group Manager Asset Management

Attachment/s

There are no attachments for this report.