Meeting of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee

 

 

Date:                 Friday 28 September 2018

Time:                10.00am

Venue:

Council Chamber

Hastings District Council

207 Lyndon Road East

HASTINGS

 

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.

 

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:

Chris  Dolley

Group Manager Asset Management

 

 

Attachment/s

1

Actions from previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee

 

 

  


Actions from previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Attachment 1

 


 

 

 

 

 

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

 

Item Name

Reason not on Agenda

Reason discussion cannot be delayed

1.           

 

 

 

 

2.           

 

 

 

 

 

1.2.   Minor items for discussion

Item

Topic

Councillor / Staff

1.   

 

 

2.   

 

 

 

Annelie Roets

GOVERNANCE ADMINISTRATIVE ASSISTANT

James Palmer

CHIEF EXECUTIVE

  


 

 

 

 

 

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.

 

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.

 

Authored by:

Simon Bendall

Project Manager

 

Approved by:

Chris  Dolley

Group Manager Asset Management

 

 

Attachment/s

1

Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference

 

 

  


Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference

Attachment 1

 










 

 

 

 

 

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.

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Proposed Scope and Project Plan for Stage 4” report.

 

Authored by:                                                       Approved by:

Simon Bendall

Project Manager

Chris Dolley

Group Manager Asset Management

Attachment/s

1

Stage 4 Scope (Draft)

 

 

  


Stage 4 Scope (Draft)

Attachment 1

 







Stage 4 Scope (Draft)

Attachment 1

 

   


 

 

 

 

 

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.

 

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Funding Update” report.

 

Authored by:

Simon Bendall

Project Manager

 

Approved by:

Chris  Dolley

Group Manager Asset Management

 

 

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 

 

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Partner Council Stage 3 Decisions: Debrief” report.

 

Authored by:

Simon Bendall

Project Manager

 

Approved by:

Chris  Dolley

Group Manager Asset Management

 

 

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.   

 

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Communications Plan for Stage 4” report.

 

Authored by:

Simon Bendall

Project Manager

Drew Broadley

Community Engagement and Communications Manager

Approved by:

Chris  Dolley

Group Manager Asset Management

 

 

Attachment/s

1

Coastal Hazards Communication Plan

 

 

  


Coastal Hazards Communication Plan

Attachment 1

 




 

 

 

 

 

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.

 

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Project Manager’s Update” report.

 

Authored by:

Simon Bendall

Project Manager

 

Approved by:

Chris  Dolley

Group Manager Asset Management

 

 

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.   

 

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Current Coastal Project Update” report.

 

Authored by:

Simon Bendall

Project Manager

 

Approved by:

Chris  Dolley

Group Manager Asset Management

 

 

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)

 

Item Name

Reason not on Agenda

Reason discussion cannot be delayed

1.           

 

 

 

 

2.           

 

 

 

 

 

1.2.   Minor items (for discussion only)

Item

Topic

Councillor / Staff

1.   

 

 

2.