Meeting of the Clifton to Tangoio Coastal Hazards
Strategy Joint Committee
Date: Friday 28 September 2018
Time: 10.00am
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Venue:
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Council Chamber
Hastings District Council
207 Lyndon Road East
HASTINGS
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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 20 February 2018
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. Joint Committee
Membership and Delegations 9
7. Proposed Scope and
Project Plan for Stage 4 21
Information or Performance Monitoring
8. Funding Update 31
9. Partner Council
Stage 3 Decisions: Debrief 33
10. Communications Plan for Stage
4 37
11. Project Manager's Update 43
12. Current Coastal Projects
Update 45
13. Discussion of Items Not on the
Agenda 47
Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 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.
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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.
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Authored by:
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Simon Bendall
Project Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
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⇩1
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Actions from
previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee
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Actions
from previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee
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Attachment 1
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Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 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 13:
1.1. Urgent items of Business
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Item
Name
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Reason not on Agenda
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Reason discussion cannot be delayed
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1.
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2.
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1.2. Minor items for discussion
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Item
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Topic
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Councillor
/ Staff
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1.
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2.
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Annelie Roets
GOVERNANCE ADMINISTRATIVE ASSISTANT
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James Palmer
CHIEF EXECUTIVE
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Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Joint Committee
Membership and Delegations
Reason
for Report
1. As the Strategy
has evolved through each stage of development, the Technical Advisory Group
(“TAG”) periodically review the Terms of Reference for the Joint
Committee to check that it remains relevant and optimised.
2. In developing
the detail of activity and project work required for Stage 4, TAG have
identified two recommended changes to the Terms of Reference.
3. This report
presents these recommendations for Joint Committee consideration.
Discussion
4. The recommended
changes to the Terms of Reference are shown as tracked in the attached
document.
5. The first
suggested change in Section 3 of the Terms of Reference is to increase the
number of Partner Council appointees to the Joint Committee from two per
Council to three.
6. Increasing the
number of Councillors on the Joint Committee is considered to be desirable at
this stage of Strategy development given that much of the work in Stage 4 has
direct implications for Council expenditure. For example, in Stage 4 the Joint
Committee will be asked to consider and form recommendations on:
6.1. The share of
responsibilities for funding, consenting, construction and maintenance between
the Partner Councils;
6.2. Detailed
concept plans and costs for each of the recommended pathways; and
6.3. The public /
private apportionment of costs for each works programme.
7. Increased
Councillor participation in the Joint Committee will assist with the
development and delivery of recommendations to each Partner Council.
8. It is noted
that, prior to submitting this paper, this suggested change has been discussed
with all Joint Committee member organisations.
9. The second
suggested change is the addition of a new Section 7.5. This change provides an
explicit role for the Joint Committee to engage in various public processes
that may have implications for Strategy implementation.
10. In the past, this role has
not been clearly defined, and has been variously taken up by TAG, individual
Partner Councils, or the Joint Committee itself. Some examples of submissions
that have been lodged by various entities involved in the Strategy include:
10.1. Joint Committee
Submission on the Hastings District Council Annual Plan (2016);
10.2. Southern Cell Assessment
Panel submission on the Hastings District Council Draft Cape Coast Reserves
Management Plan (2017); and
10.3. Napier City Council
submission on the notified resource consent application by the Port of Napier
(2018).
11. A submission from the
Joint Committee may not always be appropriate, however the change to the Terms
of Reference is intended to convey that the Joint Committee has this function
and may, at its discretion, become involved in such processes to advocate for
the outcomes sought by the Strategy.
12. Practically, given the
Joint Committee only meets three or four times per year, it is suggested that
any such opportunities to enter a submission are highlighted to the Chair.
Where the Chair directs TAG to draft a submission, any such submission would be
circulated electronically for Joint Committee approval prior to lodging.
13. No other changes to the
Terms of Reference are considered necessary at this stage to enable the Joint
Committee to effectively govern Stage 4 of Strategy development.
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Recommendations
That the Clifton to Tangoio Coastal
Hazards Strategy Joint Committee:
1. Receives the report “Joint Committee Membership and
Delegations”;
2. Approve the updated Terms of Reference for the Clifton to Tangoio
Coastal Hazards Strategy Joint Committee dated 28 September 2018; and
3. Recommends the updated Terms of Reference
for the Clifton to Tangoio Coastal Hazards Strategy Joint Committee dated 28
September 2018 to the Hastings District Council,
Napier City Council and Hawke’s Bay Regional Council for adoption.
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Authored by:
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Simon Bendall
Project Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
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⇩1
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Clifton to
Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference
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Clifton
to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference
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Attachment 1
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Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Proposed Scope and
Project Plan for Stage 4
Reason
for Report
1. This report
presents a proposed scope of works and project plan for Stage 4
(Implementation) of the Strategy for discussion and input from the Joint
Committee.
Discussion
2. This proposed
scope of works and project plan have been developed by TAG to guide activities
in Stage 4.
3. The approach is
structured around the requirement to consult on the detail of implementation
with all affected ratepayers, prior to commencing any physical works
programmes. To achieve this, activity has been structured into 3 distinct
phases:
3.1. Phase 1:
Pathway Concept Development, Testing and Planning;
3.2. Phase 2:
Community Consultation and Approvals; and
3.3. Phase 3:
Pathway Implementation Projects (multiple).
4. A preliminary
version of this document was developed for the Hastings District Council at
their request to assist their decision-making process on the outcome of Stage
3. This preliminary version was provided to Joint Committee members by email on
29 June 2018.
5. Since June, TAG
have further refined this scope, and developed an associated project plan to
provide an indication of the potential timeframes associated with Stage 4
tasks. The project plan includes key Joint Committee and Partner Council
decision points and other relevant events.
6. The timeframes
provided in the project plan are indicative; however, TAG consider them to be
realistic given the amount of work involved and the resources available.
7. This scope of
works and associated timeframe for delivery will be workshopped with Joint
Committee members, with a view to developing a final scope of works and project
plan for approval at the December Joint Committee meeting.
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Recommendation
That the Clifton to Tangoio Coastal Hazards Strategy Joint
Committee receives the “Proposed Scope and Project Plan for Stage 4”
report.
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Authored by: Approved
by:
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Simon Bendall
Project Manager
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Chris Dolley
Group
Manager Asset Management
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Attachment/s
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Stage
4 Scope (Draft)
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Attachment 1
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Stage
4 Scope (Draft)
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Attachment 1
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Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Funding Update
Reason
for Report
1. In Stage 4 of Strategy development, TAG have established five
interrelated work streams to advance project work.
2. The funding work stream, led by Trudy Kilkolly from the
Hawke’s Bay Regional Council, continues the work of the TAG funding
subgroup established last year.
3. Key tasks for the funding work stream include developing recommended
funding policies and structures (including the proposed contributory fund) and
developing the Local Government Act s101(3) analysis required to support any
new rates collection for Strategy implementation.
4. The purpose of this paper is to provide a placeholder for an update
report from the funding work stream. A PowerPoint presentation will be given at
the Joint Committee meeting by Brent Chamberlain from the Hastings District
Council and Caroline Thomson from the Napier City Council.
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Recommendation
That the Clifton to Tangoio Coastal
Hazards Strategy Joint Committee receives the “Funding
Update” report.
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Authored by:
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Simon Bendall
Project Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
There are no
attachments for this report.
Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Partner Council Stage 3
Decisions: Debrief
Reason for Report
1. In March, April
and June of this year, the Hawke’s Bay Regional Council, Napier City
Council and Hastings District Council (respectively) passed resolutions
confirming the outcome of Stage 3 (the Assessment Panel Recommendations) for
the purposes of commencing work under Stage 4 of the Strategy.
2. In passing
these resolutions, each Council took a different approach to considering the
Joint Committee’s recommendations. This report presents the original
recommendation from the Joint Committee and the subsequent resolutions of each
Partner Council, and provides an opportunity to discuss matters raised.
3. TAG members
from each Partner Council will be present at the Joint Committee meeting to
speak to each resolution and respond to any questions.
Resolution of the
Clifton to Tangoio Coastal Hazards Strategy Joint Committee, 20 February
2018
4. That the
Clifton to Tangoio Coastal Hazards Strategy Joint Committee:
4.1. Receives the Report of the
Northern and Southern Cell Assessment Panels.
4.2. Endorses the recommendations of
the Northern and Southern Cell Assessment Panels as presented in their report
dated 14 February 2018.
4.3. 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.
4.4. Hopmans abstained.
4.5. Hazlehurst/Jeffery CARRIED
Resolution of the
Hawke’s Bay Regional Council, 28 March 2018
5. That the
Hawke’s Bay Regional Council:
5.1. Receives the report of the
Project Manager titled “Report and Recommendations from the Clifton to
Tangoio Coastal Hazards Strategy Joint Committee” dated 28 March
2018.
5.2. Receives the final report of
the Northern and Southern Cell Assessment Panels dated 14 February 2018.
5.3. Endorses and adopts the report
and recommendations of the Northern and Southern Cell assessment panels as
presented in their final report dated 14 February 2018.
5.4. Agrees to commence Stage 4
(Implementation) in accordance with the Partner Council LTP provisions of
$100,000 per year for the next 10 years which includes maintaining the Joint
Committee, commencing the planning phase of design and budget refinement,
defining cost sharing and funding options and preparing for implementation, as
recommended by the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.
5.5. Agrees that the decisions to be
made are not significant under the criteria contained in Council’s
adopted Significance and Engagement Policy, and that Council can exercise its
discretion and make decisions on this issue without conferring directly with
the community and persons likely to be affected by or to have an interest in
the decision.
5.6. Bailey/Graham CARRIED
Resolution of the
Napier City Council, 9 April 2018
6. That the Napier
City Council:
6.1. Receive the draft minutes of
the Clifton to Tangoio Coastal Joint Committee 20 February 2018.
6.2. Endorse the Report of the
Northern and Southern Cell Assessment Panels and adopt the recommendations of
this report.
6.3. Agree to commence Stage 4
(Implementation) of the Clifton to Tangoio Coastal Hazards Strategy 2120.
6.4. Consider any funding
implications during the Long Term Plan process.
6.5. Hold workshops to enable
Council to further understand the Panel’s recommendations.
6.6. Dallimore/Hague CARRIED
Resolutions of the Hastings
District Council, 22 March and 28 June 2018
7. Hastings
District Council meeting 22 March 2018
7.1. That the report of the
Principal Advisor: District Development titled “Recommendations of the
Clifton to Tangoio Coastal Hazards Strategy Joint Committee February
2018” dated 22/03/2018 be received.
7.2. That the Council receive the
report of the Northern and Southern Cell Assessment Panels, and agree to
consider the recommendations contained therein.
7.3. That workshops be held to
enable Council to consider the Panel recommendations and that following those
workshops the recommendations and an officer report be reported back to Council
by the end of June 2018.
7.4. That the Council agree to
commence work on issues to be contained in Stage 4 of the Implementation
Strategy, including issues of funding.
7.5. With the reason for this
decision being that the objective of the decision will contribute to meeting
the current and future needs of communities for good quality local
infrastructure and regulatory functions for the management of coastal hazards
in the study area in a way that is most cost-effective for households and
business by considering a long term adaptive pathway approach for each of the
coastal areas at risk from climate change and sea level rise over the next 100
years.
7.6. Lyons/Kerr CARRIED
7.7. Councillor Heaps recorded his
vote against the motion
8. Hastings
District Council meeting 28 June 2018
8.1. That the report of the
Principal Advisor: District Development titled “Clifton to Tangoio Coastal
Hazard Strategy Assessment Panel report and Stage 4 Scope” dated
28/06/2018 be received.
8.2. That Council endorse the
Panel’s recommendations in principle for the purposes of further
development substantially in accordance with the Draft Stage 4 Scope
(STR-14-07-18-541) attached to the report in (A) above, and wider public
consultation.
8.3. That the Draft Stage 4 Scope
(STR-14-07-18-541) attached to the report in (A) above be endorsed for
consideration and approval by the Clifton to Tangoio Coastal Strategy Hazards
Joint Committee.
8.4. With the reason for this
decision being that the objective of the decision will contribute to meeting
the current and future needs of communities for good quality local
infrastructure and regulatory functions for the management of coastal hazards
in the study area in a way that is most cost-effective for households and
business by considering a long term adaptive pathway approach for each of the
coastal areas at risk from climate change and sea level rise over the next 100
years.
8.5. Hazlehurst/Heaps CARRIED
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Recommendation
That the Clifton to Tangoio Coastal
Hazards Strategy Joint Committee receives the “Partner Council
Stage 3 Decisions: Debrief” report.
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Authored by:
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Simon Bendall
Project Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
There are no
attachments for this report.
Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Communications Plan for
Stage 4
Reason
for Report
1. This report is to update the Joint Committee on communication
actions for Stage 4 of the Coastal Hazards Strategy. The Plan has been
developed based on the project activity mapped out in the preliminary project
plan prepared by TAG.
2. The next 6-12 months in particular are a lower profile period of the
project, before a shift to broader community engagement ahead of public
consultation – timetabled for 2020.
3. A budget of $10,000 over 2018-19 supports ‘light’
communication activities. This covers quarterly public newsletters, social
media and minor video promotion. A heavier budget will be appropriate to
generate awareness ahead of public consultation planned in 2019-20.
4. To keep up with the progress of the Coastal Hazards strategy, future
project updates will be disseminated back to all of the region’s
Councillors (HDC, NCC and HBRC) via email. The TAG also recommends that a brief
report is presented back to each partner Council by Joint Committee
representatives after each of the quarterly meetings and would like to discuss
this proposal with the Joint Committee.
5. An updated version (17 September 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.
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Recommendation
That the Clifton to Tangoio Coastal
Hazards Strategy Joint Committee receives the “Communications
Plan for Stage 4” report.
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Authored by:
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Simon Bendall
Project Manager
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Drew Broadley
Community Engagement and Communications
Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
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⇩1
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Coastal
Hazards Communication Plan
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Coastal
Hazards Communication Plan
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Attachment 1
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Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Project Manager's
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.
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Recommendation
That the Clifton to Tangoio Coastal
Hazards Strategy Joint Committee receives the “Project
Manager’s Update” report.
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Authored by:
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Simon Bendall
Project Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
There are no
attachments for this report.
Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 2018
Subject: Current Coastal
Projects Update
Reason
for 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.
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Recommendation
That the Clifton to Tangoio Coastal
Hazards Strategy Joint Committee receives the “Current Coastal
Project Update” report.
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Authored by:
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Simon Bendall
Project Manager
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Approved by:
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Chris
Dolley
Group Manager Asset Management
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Attachment/s
There are no
attachments for this report.
Clifton
to Tangoio Coastal Hazards Strategy Joint Committee
Friday 28 September 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)
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Item
Name
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Reason not on Agenda
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Reason discussion cannot be delayed
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1.
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2.
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1.2. Minor items (for discussion only)
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Item
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Topic
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Councillor
/ Staff
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1.
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2.
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