Agenda of Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Meeting of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Date: Tuesday 20 February 2018

Time: 10.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Agenda

Item Subject Page

1. Welcome/Notices/Apologies

2. Conflict of Interest Declarations

3. Confirmation of Minutes of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee held on 5 December 2017

4. Actions from Previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee 3

5. Call for Items of Business Not on the Agenda 7

Decision Items

6. Report of the Northern and Southern Cell Assessment Panels 9

Information or Performance Monitoring

7. Joint Committee Terms of Reference 11

8. Project Manager Update 21

9. Current Coastal Projects Update 25

10. Communications Plan 27

11. Discussion of Items Not on the Agenda 33

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

SUBJECT: Actions from Previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Reason for Report

1. In order to track items raised at previous meetings that require action, a list of outstanding items is prepared for each meeting. All action items indicate who is responsible for each, when it is expected to be completed and a brief status comment.

2. Once the items have been completed and reported to the Committee they will be removed from the list.

Decision Making Process

3. Staff have assessed the requirements of the Local Government Act 2002 in relation to this item and have concluded that, as this report is for information only, the decision making provisions do not apply.

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the “Actions from previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee Meetings” report.

Authored by:

Simon Bendall

Project Manager

Approved by:

Graeme Hansen

Group Manager
Asset Management

Attachment/s

⇩1

Agreed actions from 5 December 2017 Joint Committee meeting

Agreed actions from 5 December 2017 Joint Committee meeting

Attachment 1

Agreed actions from 5 December 2017

Task	Meeting / Agenda Item	Actions	Resp.	Status/Comment
1.	5 December 2017 Item 5	Communication Plan for next meeting 20 February 2018.	TAG	- On the 20 February 2018 agenda.
2.	5 December 2017 Item 6	Add some text to record government funding (requested by Tania Huata)	TAG	- Simon spoke to Tania – in progress.
3.	5 December 2017 Item 7	Hold additional hui with NKII/Taiwhenua/Marae to close the loop.	TAG	- Letters circulated to marae, PSGEs and Taiwhenua on 20 December 2017, no response received to date.
4.	5 December 2017 Item 8	LTPs – 3 councils having consistent commentary – TAG to develop some common narrative ASAP and run past Councils.	TAG	- Completed.
5.	5 December 2017 Other	Circulate invite for 20 February 2018 into Joint Committee member’s diaries.	TAG	- Completed.

Agreed actions from 6 June 2017 Joint Committee

Task	Meeting / Agenda Item	Actions	Resp.	Status/Comment
6.	6 June 2017 Item 8	That TAG work with MTT / MAI / HTT to confirm the appointment of a peer reviewer(s) to confirm Aramanu Ropiha’s Cultural Values Assessment Report prior to release	TAG	- Completed.
7.	6 June 2017 Item 6	That the Edge report on feedback received from Workshop 5 is circulated to the Joint Committee when available	TAG	- Completed. Circulated to the Joint Committee and Panel Members 19 October 2017.
8.	6 June 2017 Item 11	That TAG develop a proposal for the management of a contributory fund and associated decision making for discussion at the next Joint Committee meeting	TAG	- Completed, on the agenda 5 December 2017.

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

Subject: Call for Items of Business Not on the Agenda

Reason for Report

1. Standing order 9.12 states:

“A meeting may deal with an item of business that is not on the agenda where the meeting resolves to deal with that item and the Chairperson provides the following information during the public part of the meeting:

(a) the reason the item is not on the agenda; and

(b) the reason why the discussion of the item cannot be delayed until a subsequent meeting.

Items not on the agenda may be brought before the meeting through a report from either the Chief Executive or the Chairperson.

Please note that nothing in this standing order removes the requirement to meet the provisions of Part 6, LGA 2002 with regard to consultation and decision making.”

2. In addition, standing order 9.13 allows “A meeting may discuss an item that is not on the agenda only if it is a minor matter relating to the general business of the meeting and the Chairperson explains at the beginning of the public part of the meeting that the item will be discussed. However, the meeting may not make a resolution, decision or recommendation about the item, except to refer it to a subsequent meeting for further discussion.”

Recommendations

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee accepts the following “Items of Business Not on the Agenda” for discussion as Item 12:

1.1. Urgent items of Business

Item Name

Reason not on Agenda

Reason discussion cannot be delayed

1.2. Minor items for discussion

Item	Topic	Councillor / Staff
1.
2.
3.

Leeanne Hooper

GOVERNANCE MANAGER

Liz Lambert

GROUP MANAGER
EXTERNAL RELATIONS

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

Subject: Report of the Northern and Southern Cell Assessment Panels

Reason for Report

1. The purpose of this report is to introduce and present the final report of the Northern and Southern Cell Assessment Panels (“the Panels’).

Discussion

2. The Panels commenced their work in January 2017. They were tasked with assessing information on coastal hazards risks and developing informed recommendations for Joint Committee consideration in identifying actions to respond to those risks.

3. The Panels have now completed their task. This was achieved through a series of 11 facilitated workshops, complemented by field trips, special purpose workshops and public meetings. This has been a significant undertaking.

4. The attached unsigned report “Clifton to Tangoio Coastal Hazards Strategy 2120: Report of The Northern and Southern Cell Assessment Panels” dated 14 February 2018 captures the process undertaken by the Panels and presents their recommendations for the Joint Committee’s consideration. Final approval and signing of the report is intended on the 14 February 2018 project meeting. A signed copy with any substantive changes will be reported and tabled at the meeting.

5. It is noted that the report includes appendices which, for convenience and report brevity, are provided online at https://www.hbcoast.co.nz/panels.

6. Members of both Panels will be present at this meeting to talk to the Report and their recommendations, and to respond to any questions the Joint Committee may have.

7. Should the Panel Report be endorsed by the Joint Committee, a recommendation will be made back to each Partner Council to formally adopt the report and to commence Stage 4 of the Strategy.

Recommendations

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1.1. Receives the Report of the Northern and Southern Cell Assessment Panels.

1.2. Endorses the recommendations of the Northern and Southern Cell Assessment Panels as presented in their report dated 14 February 2018.

1.3. Recommends that the Napier City Council, Hastings District Council and Hawke’s Bay Regional Council endorse and adopt the recommendations of the Northern and Southern Cell Assessment Panels as presented in their report dated 14 February 2018, and commence Stage 4 (Implementation) of the Clifton to Tangoio Coastal Hazards Strategy 2120.

Authored by: Approved by:

Simon Bendall

Project Manager

Graeme Hansen

Group Manager Asset Management

Attachment/s

⇨1

Report of the Norther and Southern Cell Assessment Panels

Under Separate Cover

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

Subject: Joint Committee Terms of Reference

Reason for Report

1. The Joint Committee, and each Partner Council, has confirmed support for the ongoing role of the Joint Committee into Stage 4 (Implementation Phase) of the Clifton to Tangoio Coastal Hazards Strategy 2120.

2. With Stage 3 of the Strategy now drawing to a close, this report has been requested by the Chair of the Joint Committee to consider what, if any, changes may be required to the Terms of Reference to enable sufficient scope for Joint Committee activity in Stage 4.

Discussion

3. The confirmed Terms of Reference for the Joint Committee is attached to this report.

4. Committee members may recall that the Terms of Reference were last considered and updated by the Joint Committee at their meeting on 5 December 2016.

5. The Terms of Reference have been reviewed by members of TAG in relation to the continued Strategy governance role to be provided by the Joint Committee into Stage 4, and it is considered that the document remains relevant and fit for purpose, and that no further changes are required.

6. The key clauses considered in the context of this review are Clauses 7 and 8, which are copied below:

7. Delegated authority

The Joint Committee has the responsibility delegated by the Partner Councils for:

7.1 Guiding and providing oversight for the key components of the strategy including:

o The identification of coastal hazards extents and risks as informed by technical assessments;

o A framework for making decisions about how to respond to those risks;

o A model for determining how those responses shall be funded; and

o A plan for implementing those responses when confirmed.

7.2 Considering and recommending a draft strategy to each of the Partner Councils for public notification;

7.3 Considering comments and submissions on the draft strategy and making appropriate recommendations to the Partner Councils;

7.4 Considering and recommending a final strategy to each of the Partner Councils for approval.

8. Powers not delegated

The following powers are not delegated to the Joint Committee:

8.1 Any power that cannot be delegated in accordance with clause 32 Schedule 7 of the Local Government Act 2002.

8.2 The determination of funding for undertaking investigations, studies and/or projects to assess options for implementing the Coastal Hazards Strategy.

Recommendations

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

Authored by:

Simon Bendall

Project Manager

Approved by:

Graeme Hansen

Group Manager
Asset Management

Attachment/s

⇩1

Terms of Reference for the Clifton to Tangoio Coastal Hazards Strategy Joint Committee as on 5 Dec 2016

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

Subject: Project Manager Update

Reason for Report

1. The Project Managers report is usually given as a verbal update to the Committee and to answer any questions on general project matters. In this instance, a range of matters are presented for Joint Committee discussion, in relation to closing out Stage 3 and commencing Stage 4 of the Strategy.

Completing Stage 3

2. Should the Joint Committee adopt the report of the Northern and Southern Cell Assessment Panels, the following outlines the next opportunity to present the Joint Committee’s subsequent recommendation to each Partner Council:

2.1. Napier City Council

· Finance Committee – 20 March, 2017 (agenda paper due 6 March)

· Then to full Council – 3 April, 2017 (agenda paper due 20 March)

2.2. Hastings District Council

· Full Council – 22 March, 2017 (agenda paper due 1 March)

2.3. Hawke’s Bay Regional Council

· Full Council – 28 March, 2017 (agenda paper due 21 March)

3. A discussion with Joint Committee members regarding any support that TAG may provide through this Council reporting process would be beneficial.

4. Advice from the Joint Committee representatives from the Maungaharuru-Tangitū Trust, Mana Ahuriri Incorporated and He Toa Takitini would also be valuable, in terms of the timing, nature and any support requirements for reporting back to / seeking support from each entity for the outcome of Stage 3.

Commencing Stage 4

5. Partner Council reporting on Stage 3 will be completed by 3 April, 2017. Subject to the outcome of Stage 3 being endorsed, and to confirming timing for reporting back to and seeking support from each Tangata Whenua member of the Joint Committee, Stage 4 will be able to commence, subject to partner Council’s funding commitments and LTP processes.

6. Joint Committee members will note that funding has been identified for Stage 4 activity in the draft Long Term Plans (“LTPs”) of each Partner Council. However, this funding, once confirmed, will not be available until the new financial year, 1 July 2018.

7. In the interim, budgeted costs for Stage 3 have been exceeded, leaving insufficient funds in the current financial year to proceed with any significant work in Stage 4. This exceedance has resulted from the need for more Assessment Panel workshops being held than originally intended, and a corresponding increase in inputs from external advisors.

8. The Partner Council representatives on the TAG consider that a “pause” is necessary, and that engaging further external advice in support of Stage 4 will need to be held over until after 30 June, 2018 and the confirmation of draft LTPs.

9. In practical terms, this means limited Joint Committee and TAG activity in Stage 4 between April to June 2018.

10. At that time, technical expertise is expected to be required and engaged to, among other matters:

· Guide the refinement of the funding approach towards an agreed position between all Partner Councils;

· Commence implementation planning, particularly around the staging of physical works programmes in accordance with priority; and

· Commence refining high level design and costing information for agreed physical works programmes, as part of detailed design.

11. In the interim, TAG are expecting to be able to advance work where internal resources can be dedicated in support of it, or where external funding may be available. As an example, funding and expertise may be available through the National Science Challenges programme to support the development of triggers. There are also a range of Assessment Panel supplementary recommendations that, if adopted by the Partner Councils, could be advanced.

12. The Joint Committee and TAG meeting schedule for 2018 is intended to be programmed accordingly.

Funding Decisions

13. Since Stage 2 of the Strategy and the development of the preliminary funding model approach, some key questions have been debated by the Partner Councils which, at this stage, remain open. These include, among others matters:

13.1. The Share of Responsibilities between Councils for collecting rates in support of physical work programmes identified by the Strategy;

13.2. The Share of Responsibilities between Councils for seeking resource consents and implementing works;

13.3. The detailed functioning of the Contributory Fund, particularly how targeted rates will be applied (i.e. are rates collected from a coastal community only spent in that community); and

13.4. The public / private benefit assessment for each physical works programme, and the resulting apportionment of costs.

The purpose of raising these now is to provide a further opportunity for open discussion on these, and any other critical questions Joint Committee members may identify. This will assist TAG to refine these questions and work on recommendations to resolve them over the coming months.

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:

Graeme Hansen

Group Manager
Asset Management

Attachment/s

There are no attachments for this report.

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

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 being led by Hastings District Council.

1.4. Proposed Revetment Works at Haumoana being led by property owners.

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:

Graeme Hansen

Group Manager
Asset Management

Attachment/s

There are no attachments for this report

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

Subject: Communications Plan

Reason for Report

1. At the last meeting of the Joint Committee on 5 December 2017 it was requested that the updated Strategy Communications Plan be provided for review and discussion.

2. A particular question was posed on how the broader community would be engaged with, and information on the outcome of Stage 3 disseminated and communicated.

3. An updated version (2 February 2018) of the Communications Plan is attached for Committee Member consideration. Drew Broadley, HBRC Communications Manager, will attend the meeting to speak to the Plan and respond to any feedback.

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the report Communications Plan.

Authored by:

Simon Bendall

Project Manager

Approved by:

Graeme Hansen

Group Manager
Asset Management

Attachment/s

⇩1

Clifton to Tangoio Coastal Hazards Strategy 2120 Communications Plan

HAWKE’S BAY REGIONAL COUNCIL

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Tuesday 20 February 2018

Subject: Discussion of Items Not on the Agenda

Reason for Report

1. This document has been prepared to assist Committee Members to note the Items of Business Not on the Agenda to be discussed as determined earlier in Agenda Item 5.

1.1. Urgent items of Business (supported by tabled CE or Chairman’s report)

Item Name

Reason not on Agenda

Reason discussion cannot be delayed

1.2. Minor items (for discussion only)

Item	Topic	Councillor / Staff
1.
2.
3.