Meeting of the
Clifton to Tangoio Coastal Hazards Strategy Joint Committee
Date: 22 February 2022
Time: 10.00am
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Venue:
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Council
Chamber
Hawke's
Bay Regional Council
159
Dalton Street
NAPIER
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Agenda
Item Title Page
1. Welcome/Notices/Apologies
2. Conflict
of Interest Declarations
3. Confirmation of Minutes of
the Clifton to Tangoio Coastal Hazards Strategy Joint Committee meeting held on
19 November 2021
4. Actions
from Previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee
Meetings 3
5. Call
for Minor Items Not on the Agenda 7
Information
or Performance Monitoring
6. Communication
and Engagement Update 9
7. Project
Manager's Update 15
8. Verbal
Current Coastal Projects Update 17
9. Coastal
Ecology Workstream 19
10. Discussion
of Minor Matters Not on the Agenda 71
Clifton to Tangoio Coastal Hazards Strategy Joint
Committee
22
February 2022
SUBJECT: Actions from
Previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee Meetings
Reason for Report
1. 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
Coastal
Hazards Strategy 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 meetings
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Actions
from previous Clifton to Tangoio Coastal Hazards Strategy Joint Committee
meetings
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Attachment 1
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Clifton to Tangoio Coastal Hazards Strategy Joint
Committee
22
February 2022
Subject: Call for Minor Items not on the Agenda
Reason for Report
1. This item provides the
means for Joint Committee members to raise minor matters they wish to bring to
the attention of the meeting.
2. Hawke’s Bay Regional
Council standing order 9.13
states:
2.1. “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
3. That the Clifton to Tangoio
Coastal Hazards Strategy Joint Committee accepts the following “Minor
Items Not on the Agenda” for discussion as Item 10.
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Leeanne
Hooper
GOVERNANCE
TEAM LEADER
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James
Palmer
CHIEF
EXECUTIVE
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Clifton to Tangoio Coastal Hazards Strategy Joint
Committee
22
February 2022
Subject: Communication and Engagement Update
Reason for Report
1. This report gives a brief
overview of communications and engagement that has happened since the last
Joint Committee meeting in November 2021. It outlines the changes to our
proposed timing for engaging with the wider community ahead of formal
consultation in May 2022 and seeks advice on the process of engaging with mana
whenua.
Executive Summary
2. Communications and
engagement for the Strategy has once again slowed due to Covid-19 postponing
our final panel workshop and limiting engagement opportunities. The timing for
the community and Council-led pre-engagement activity proposed at the November
Joint Committee meeting has changed to ensure we deliver an effective
engagement approach.
Discussion
3. A digital workshop with the
community on 8 December 2021 discussed community-led engagement and sought
feedback on a draft survey for the community and associated information sheet.
Feedback from the community was positive, and they suggested that the
engagement occur in the first quarter of 2022, rather than trying to push it
through prior to Christmas.
4. Our last planned community
workshop was held in person on 2 February 2022, focussing on community
engagement, and was the second workshop looking at the approach to developing
signals, triggers and thresholds for the adaptive pathways developed under the
Strategy. It was agreed at the workshop to combine community and council
pre-engagement which will kick off at the end of February.
5. This initial engagement
will be a digital-first warm up ahead of formal consultation and will involve a
survey (attached) that will be shared to the community through our
mailing database, on council websites and social media pages, and through the
community members.
6. The primary purpose of the
engagement and survey is to reconnect with the community (it has been some
years since any form of targeted engagement has occurred with the wider
community), inform them of our work, and gain some high-level feedback to guide
future engagement and project development.
7. A newsletter update is
scheduled to go out at the end of February and will feature the community
engagement, community workshops, and this Joint Committee meeting.
8. The Strategy continues to
track towards a wider public consultation process in the first half of 2022,
which would be seeking to confirm the role of HBRC in Strategy implementation.
9. For consultation, we will
be using social pinpoint, a map-based online consultation and engagement tool.
The tool allows us to be place-specific when sharing information with the
community and seeking feedback, e.g. going into detail about the coastal hazard
risks and proposed management solutions at Te Awanga. This is the same tool
HBRC are using for their Kotahi engagement.
10. There are no further
changes to report following our update to the Joint Committee in November on
mana whenua engagement. There has been limited uptake/responses to approaches
and information provided as part of the engagement strategy. We are mindful of many
competing priorities for mana whenua at this time, and we are seeking the
committee’s advice on any further steps that can or should be taken to
engage ahead of consultation in the middle of this year.
Next Steps
11. The key next step is
council pre-engagement.
Decision Making Process
12. 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 “Communication and
engagement update” staff report.
Authored by:
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Rebecca Ashcroft
Communications
Advisor
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Simon Bendall
Coastal
Hazards Strategy
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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HB Coast: Survey Questions
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HB
Coast: Survey Questions
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Attachment 1
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Clifton to Tangoio Coastal Hazards Strategy Joint Committee
22
February 2022
Subject: Project Manager's Update
Reason for Report
1. This report provides an
update on project-related matters including timeframes, budgets and tracking
towards milestones.
2. Subject to key project
related matters arising, this report is usually provided as a verbal update.
However, going forward the Joint Committee has requested dashboard-style
reporting on key project elements.
Project Dashboard
3. The following project
dashboard is provided to summarise current project status, and as a first test
of this approach to determine usefulness and clarity for Joint Committee
members. Further refinement to the reporting method can be made in response to
feedback.
4. The dashboard presents
project budget and timeline and all 8 active workstreams (WS). An assessment of
each project element is made on a ‘traffic light’ basis, with a
brief commentary provided to explain the rating given.
Project Dashboard Report: February 2022
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Metric
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Status
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Commentary
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Project
Budget
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On
track for 2021-2022 financial year
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Project
Timeline
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Extended
Strategy adoption / imp. timeframes
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WS1:
Funding / Governance
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2/5
Councils have approved MOT– others pending
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WS2:
LGA Consultation
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Target
May / June – many moving parts
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WS3:
Comms & Engagement
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COVID
impacts. Mana Whenua engagement low
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WS4:
Design
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Substantially
complete
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WS5:
Managed Retreat
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Sig.
delayed. Expected next JC meeting
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WS6:
Coastal Ecology
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Gap
analysis complete. Planning next steps
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WS7:
Regulatory
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Target
HBRC + NCC plans – significant work coming
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WS8:
Signals and Triggers
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3
workshops held. Now in write-up / testing
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Status:
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Key
risk
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Under
stress
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On
track
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5. The key focus and priority
for TAG at this stage is confirming the Memorandum of Transition (MOT) to
enable the commencement of the s.16 process by HBRC (WS1 & WS2). There are
many moving parts, particularly confirming support from all 5 councils in the
region. It is a major focus to complete this process within the current
triennium.
6. The only key risk (red)
rating given at this time is for Project Timeline. This is in response to the
length of time taken to progress the project from the delivery of the
Assessment Panel recommendations, to completing and notifying a proposed
Strategy as a confirmed proposal from project partners.
7. While good progress has
been made on confirming roles and responsibilities for implementation (i.e. the
MOT), this work is ongoing and is a key barrier to progressing to the substance
of implementation.
8. The draft MOT includes as
Schedule Two an indicative project timeline, key elements of which are
replicated below for reference:
“Subject
to HBRC adopting amendments to its Long-Term Plan to give effect to the
Proposal:
I. HBRC shall consult on the
proposed Clifton to Tangoio Coastal Hazards Strategy as a non-statutory policy
document and shall seek to adopt a final Strategy by 31 March 2023.
II. The Parties shall prepare and
execute the Asset Transfer Agreement by 1 July 2023.
III. The Clifton to Tangoio
Costal Hazards Strategy Joint Committee shall be disestablished on 30 June
2024.
The
Advisory Committee shall be established from 1 July 2024.
IV. The transfer of assets in
accordance with the Asset Transfer Agreement shall occur by 1 July 2024.
V. HBRC shall confirm funding
arrangement for implementing physical works under the Strategy in its 2024
– 2034 Long Term Plan.”
9. This timeline was prepared
to provide a conservative endpoint for each step, in the expectation that
matters could be completed earlier. However, concluding the Funding Review /
MOT process has taken longer than anticipated, and noting local body elections
in October 2022, this timeframe is under pressure.
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Recommendation
That
the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives the “Project
Managers Update” report.
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Authored by:
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Simon Bendall
Coastal
Hazards Strategy 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
22 February
2022
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 has expressed an interest in keeping
abreast of, namely:
1.1. Whakarire Ave Revetment
Works
1.2. Extended consent area for
sand deposition at Westshore
1.3. Haumoana 18
1.4. Whirinaki.
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 “Coastal projects
update”
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Authored by:
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Simon Bendall
Coastal
Hazards Strategy
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
22
February 2022
Subject: Coastal Ecology Workstream
Reason for Report
1. This report presents a gap
analysis undertaken as the first phase of work under the Coastal Ecology
Workstream.
Background
2. The adaptive pathways that
have been developed and recommended by the Community Assessment Panels through
the Strategy are proposed to reduce natural hazards risks for people,
communities and infrastructure along the coast.
3. Any action taken on the
coast to reduce hazards risks is also likely to intervene in natural coastal
processes, and has the potential to cause adverse environmental effects.
4. As an example, Mana Whenua
engaged in the Strategy development process have highlighted concerns about the
potential for smothering of important ecosystems from beach nourishment
activity.
5. While natural character and
environmental considerations were taken into account in the pathways
development phase, we now (through work undertaken in the Design Workstream)
have more information and detail on the potential physical works that would be
required to implement the pathways.
6. TAG seeks to ensure that
the proposed pathways have been tested from a coastal ecological perspective,
and that good baseline data is available to inform future assessments of
environmental effects and resource consenting processes.
7. The Coastal Ecology Workstream
has been established under the Strategy for this purpose.
8. With support from
HBRC’s Anna Madarasz-Smith (Team Leader Marine & Coasts), Table 1
below has been developed to set out the key steps that form the Coastal Ecology
Workstream.
Gap Analysis
9. The first task (as
identified in Table 1) is to undertake a gap analysis, to determine the current
state of knowledge about coastal ecology within the project area, and what new
information would be required to allow a robust assessment of effects for the
proposed works.
10. Dr Shane Kelly from Coast
& Catchment has been engaged to undertake this work.
11. His report is provided as Attachment
1. Dr Kelly will be in attendance at the Joint Committee meeting to speak
to his findings and respond to questions.
Table 1: Coastal
Ecology Workstream structure and key tasks
12. Dr Kelly’s report
notes that there is a significant body of existing data and knowledge about
coastal ecology in the Strategy area, however there are gaps, and for consenting
purposes site and activity specific information will be required.
13. The following potential
effects / key issues / values areas are described and the state of knowledge
and knowledge gaps for each noted:
13.1. Smothering by deposited or redistributed
sand and gravel
13.2. Accelerating the spread and
proliferation of marine pests
13.3. Sediment suspension
13.4. Burying benthic communities
beneath structure
13.5. Hardening of the shoreline
13.6. Effects caused by changes
in coastal processes
13.7. Physical disturbance of the
Coastal Marine Area (CMA) during construction
13.8. Dune planting
13.9. General effects on Ahuriri
Estuary
13.10. General effects on coastal
vegetation
13.11. General effects on birds
13.12. General effects on fish
14. The report notes that it
will also be of critical importance to evaluate the cumulative impacts of the
proposed interventions.
Next Steps
15. With the completion of the
gap analysis, TAG will now seek to commence the second phase of work
(engagement) under the Coastal Ecology Workstream.
16. This will enable a full
suite of knowledge gaps to be identified, and a monitoring programme to be
designed and implemented.
17. Some of the challenges with
engaging effectively are discussed in the Communications & Engagement paper
included in this meeting’s agenda; given these challenges, timeframes to
complete this phase are unclear at this time. Some discussions are being held
with HBRC’s Kotahi project team, as there may be synergies with the
community engagement proposed through that process. A further update on timing
and programming for this workstream will be provided at the next Joint Committee
meeting.
Recommendation
That the Clifton to Tangoio Coastal
Hazards Joint Committee receives and notes the “Coastal Ecology
Workstream” staff report.
Authored by:
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Simon Bendall
Coastal
Hazards Strategy 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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Hawke's Bay Coastal Hazards -
Ecological effects of mitigation measures: Phase 1, Gap Analysis
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Hawke's
Bay Coastal Hazards - Ecological effects of mitigation measures: Phase 1, Gap
Analysis
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Attachment 1
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Clifton to Tangoio Coastal Hazards Strategy Joint
Committee
22
February 2022
Subject: Discussion of Minor Matters not on the Agenda
Reason
for Report
1. This document
has been prepared to assist Joint Committee members note the Minor Items Not on the Agenda to be discussed as determined earlier in Agenda Item
5.
