Minutes of Clifton to Tangoio Coastal Hazards Strategy Joint Committee

1. Welcome/Apologies/Notices

The Interim Chair, Chris Dolley, welcomed everyone to the first Joint Committee meeting of this triennium and Tania Huata opened with a karakia.

The Interim Chair advised that he will act is that capacity until a new Chair has been elected in accordance with the Terms of Reference.

Resolution

CLI123/20 That the apologies for absence from Cr Rick Barker, Cr Hayley Browne and Tania Hopmans be accepted.

Kerr/Redstone

CARRIED

2. Conflict of Interest Declarations

There were no Conflict of Interest Declarations.

Confirmation of Clifton to Tangoio Coastal Hazards Strategy Joint Committee Member Appointments

The item was taken as read, and noted that two councils (HBRC and HDC) are still to appoint alternates and advise those appointments prior to the next meeting.

CLI124/20

Resolutions

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1. Receives and notes the Confirmation of Clifton to Tangoio Coastal Hazards Strategy Joint Committee Member Appointments staff report.

2. Confirms the appointments of the following as members of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

2.1. Representatives of Hawke’s Bay Regional Council – Councillors Rick Barker, Hinewai Ormsby and Jerf van Beek

2.2. Representatives of Hastings District Council – Councillors Tania Kerr, Ann Redstone and Malcolm Dixon

2.3. Representatives of Napier City Council – Councillors Annette Brosnan, Hayley Browne, Keith Price and Nigel Simpson (alternate)

2.4. Representative of Heretaunga Tamatea Settlement Trust – Peter Paku

2.5. Representative of Mana Ahuriri Inc – Tania Huata

2.6. Representative of Maungaharuru-Tangitū Trust – Tania Hopmans.

Redstone/van Beek

CARRIED

Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference

The Interim Chair reported that, other than some minor clarifications and updates, the Terms of Reference remained substantially unchanged from origin 2014 verion.

· TAG raised potential benefits of appointing an independent chair to help navigate complex matters, particularly in relation to funding

· The Committee requested that TAG provide guidance on a process to recruit and select an independent chair, including remuneration

· More work to be done identifying the role and skills required for an independent chair to be appointed

· An overview of the roles and responsibilities of the Technical Advisory Group (TAG) was provided in response to a query

· The committee agreed to elect a Chair from amongst members, but reserve the right to appoint an independent facilitator to help navigate complex issues as required

· TAG was tasked with presenting options, a potential appointment process, and skills requirements for an independent chair/facilitator to the next Joint Committee meeting.

CLI125/20

Resolutions

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1. Receives and considers the Joint Committee Terms of Reference staff report

2. Agrees that the decisions to be made are not significant under the criteria contained in Councils’ adopted Significance and Engagement policies, and that the Joint Committee can exercise its discretion and make decisions on this issue without conferring with the community.

3. Recommends the agreed Terms of Reference as proposed to the Maungaharuru-Tangitū Trust, Hastings District Council, Mana Ahuriri Inc, Napier City Council, Hawke’s Bay Regional Council and Heretaunga Tamatea Settlement Trust for adoption.

4. Agrees that options for the appointment of an independent chair or Facilitator will be explored and reported to the 1 May 2020 Joint Committee meeting for consideration.

Kerr/van Beek

CARRIED

Election of Chair and Deputy Chair

The Interim Chair noted that the Terms of Reference stipulates that a Chair and two Deputy Chairs are to be elected. Discussions traversed:

· HBRC Cr Jerf van Beek advised that he was asked by the previous Chair, Peter Beaven to stand for nomination, following which there was a discussion of Jerf’s background, expertise and experience, particularly resolving complex issues

· Cr Malcolm Dixon nominated Cr Jerf van Beek, seconded by Cr Annette Brosnan

· Cr Ann Redstone nominated the Deputy Mayors from Hastings District and Napier City councils, being Tania Kerr and Annette Brosnan respectively, as Deputy Chairs, seconded by Cr Jerf van Beek.

· There being no further nominations all nominees were elected unopposed, being Jerf van Beek as Chair, and Tania Kerr and Annette Brosnan as Deputy Chairs.

CLI126/20

Resolutions

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1. Receives and considers the Election of Chair and Deputy Chair staff report

3. Elects Councillor Jerf van Beek as the Chair of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.

Dixon/Brosnan

CARRIED

4. Elects Hastings District Council Deputy Mayor Tania Kerr and Napier City Council Deputy Mayor Annette Brosnan as the Deputy Chairpersons of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.

Redstone/van Beek

CARRIED

Chris Dolley stepped down from the Chair and Cr Jerf van Beek assumed the Chair at 10.38am

Coastal Hazards Strategy

Chris Dolley and Simon Bendall presented a high level overview of the Strategy process to date. Discussions traversed:

· The Strategy is now in Stage 4 (Implementation Planning and Response) of a four-stage development process which began in 2014

· The vision for the Strategy is that Communities and businesses are resilient to the effects of coastal hazards

· Hazards in scope are inundation and coastal erosion

· Stage 1 (Defining the Problem) was the identification of the extent of coastal erosion and coastal inundation hazards out to 2120 and the risks these present

· Stage 2 (Framework and Decision) included the development of a decision-making framework for the 100-year Strategy, based on a community decision-making model – guided in part by the Ministry for the Environment’s guidance for local government

· An initial funding model including the proposed establishment of a Coastal Contributory Fund was developed

· Stage 3 (Develop Response) commenced in 2017 and involves the implementation of the decision-making framework developed in Stage 2

· The Northern and Southern Assessment panels considered 16 coastal units, and of those 9 were prioritised for assessment.

· Six potential pathways were developed for each priority unit

· The Assessment panels developed a 100-year pathway and each pathway is built from a combination of short, medium and long term hazard response actions

· Capital construction and maintenance costs for each pathway were introduced

· Each pathway is adaptive and each timeline (short, medium and long term hazard response) can be brought forward or delayed, depending on environmental influences like sea level rise

· The Strategy will be reviewed every 10 years to ensure that the pathways remain fit for purpose

· Challenges around funding matters, particularly on questions of responsibility and accountability for establishing a Coastal Contributory Fund remain unresolved

· A comprehensive update on the various work streams is provided in the agenda item

· Consensus reached that a contributory fund should be created, but different views on how this should work (Lead Agency, Governance, Asset (debt) ownership)

· Suggested pathway forward will be to increase base project funding, work towards a decision on contributory fund and funding model, public consultation and introduction of a new Rate

· A one page summary of discussions will be provided to each partner council following each Joint Committee meeting, with the relevant Council’s TAG member present to answer any technical questions

· Explanation of potential Coastal Contributory fund models and the associated rules and regulations to be provided to next Joint Committee meeting

· The previous draft Funding Deed will be distributed to members

· Proposed to have a Coastal Hazards briefing workshop with all elected representatives from all partner Councils (preferably early March).

CLI127/20

Resolution

That the Clifton to Tangoio Coastal Hazard Joint Committee receives and notes the “Coastal Hazards Strategy” staff report.

Kerr/Brosnan

CARRIED

Communication and Engagement Plan

Rebecca Ashcroft-Cullen, Communications Advisor, provided an overview of the planned communications activities for 2020 for the Clifton to Tangoio Coastal Hazards Strategy. Discussions traversed:

· The comms plan provides an outline of the target audience, key messages and an activity plan for the year including councillor engagement opportunities

· The aim of the plan is to inform and engage the community, Iwi, councillors and other stakeholders

· One of the mechanism for this is a quarterly newsletter as first published in December 2019

· Proposed to have a one pager for information/media release on key points of discussions and highlights of the Strategy’s development.

CLI128/20

Resolutions

1. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Communication and Engagement Plan” report.

2. That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee endorses the Communications Plan for 2020.

Brosnan/Redstone

CARRIED

Actions Update

The item was taken as read

CLI129/20

Resolution

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the “Actions Update” staff report.

Kerr/Brosnan

CARRIED

Tania Huata closed the meeting with a karakia.

Closure:

There being no further business the declared the meeting closed at 12.21pm on Tuesday, 4 February 2020.

Signed as a true and correct record.

DATE: ................................................ CHAIR: ...............................................