Meeting of the
Clifton to Tangoio Coastal Hazards Strategy Joint Committee
Date: Friday 3 June 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/Karakia/Notices/Apologies
2. Conflict
of Interest Declarations
3. Confirmation of Minutes of
the Clifton to Tangoio Coastal Hazards Strategy Joint Committee meeting held on
8 April 2022
4. Actions
from previous Joint Committee meetings 3
5. Call
for minor items not on the Agenda 7
Information
or Performance Monitoring
6. Project
Manager's update 9
7. Current
Coastal Projects update 11
8. Mātauranga
Māori workstream scope 13
9. Discussion
of minor matters not on the Agenda 15
Decision
Items (Public Excluded)
10. Tonkin
+ Taylor Hawke's Bay Coastal Strategy Implementation approaches and indicative
costs for planned retreat 17
Clifton
To Tangoio Coastal Hazards Strategy Joint Committee
Friday 3 June
2022
Subject: Actions from previous Joint Committee meetings
Reason for Report
1. This item
tracks items raised at previous meetings that require action. A list of
outstanding items is prepared for each meeting, including 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 Joint Committee meetings staff 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 Joint
Committee meeting
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Actions from previous Joint Committee
meeting
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Attachment
1
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Clifton
To Tangoio Coastal Hazards Strategy Joint Committee
Friday 3
June 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 9:
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Leeanne
Hooper
Governance
Lead
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James
Palmer
Chief
Executive
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Clifton
To Tangoio Coastal Hazards Strategy Joint Committee
Friday 3
June 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.
Project Dashboard
2. The following project
dashboard is provided to summarise current project status for budget, timeline
and all eight 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.
3. Where a rating has changed
from the preceding report, the metric is shown in red underline with an arrow
showing the change in status.
Project Dashboard Report: May 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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Key project milestones on track
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WS1: Funding / Governance
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MOT signed
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WS2: LGA Consultation
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Working to July consultation on MOT outcome
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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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Final draft report delivered
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WS6: Coastal Ecology
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Mana whenua engagement required for 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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June community workshop, July Joint Committee
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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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4. There are no status changes
to report from the last meeting of the Joint Committee on 8 April.
5. Planning for the 2022-2023
financial year has commenced with a draft budget prepared and some revisions to
the above workstreams proposed. At the July Joint Committee meeting, the
Project Manager’s report will provide an update on this planning and
discuss key tasks for the next 12 months.
Update:
Memorandum of Transition (MOT)
6. The key focus and priority
for the Technical Advisory Group (TAG) over the past 6 months has been to
finalise the MOT.
7. With support for the MOT
now confirmed by all 5 Councils in the region, it was formally executed by
Partner Council Chief Executives on 23 May 2022.
8. A minor change to the MOT
was required prior to signing, however.
9. The approach outlined in
the MOT was for HBRC to undertake a Local Government Act (LGA) S16 process to
formalise its role as the lead agency responsible for delivering the activity
of coastal adaptation on the coastline between Clifton to Tangoio. However,
advice received from Audit NZ suggested that the planned two-stage approach of
consulting on the proposed new role for HBRC and the transfer of existing
coastal assets now but then consulting on the specifics of the larger strategy
later, may not meet the requirements of the Local Government Act.
10. Based on this advice, HBRC
now intends to undertake a non-statutory consultation under section 82A of the
LGA on the proposal outlined in the MOT. This is set to occur in July 2022.
11. HBRC will then give effect
to the proposal in accordance with S16 (including requirements to notify the
Minister of Local Government) and 93B to 93G of the LGA and the requirements of
HBRC’s Significance and Engagement Policy, and confirm funding
arrangements for implementing any physical works under the Strategy, through
its 2024-2034 Long Term Plan process.
12. This change to the approach
originally outlined in the MOT was considered necessary to satisfy LGA process
requirements, however the only real effect is to delay the formal s.16
consultation process.
13. This change to the approach
required an update to Schedule 2 to the MOT, which sets out an indicative
timeframe for implementing the proposals as set out in MOT. No other changes to
the MOT were required.
14. The Chief Executives were
satisfied that the changes were minor, and they could execute the MOT as
modified under the resolutions passed by each Council.
15. For reference, the final
signed MOT is provided as attachment 1.
Decision Making Process
16. 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 Project Manager’s
update.
Authored by: Approved
by:
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Simon Bendall
Coastal Hazards Strategy Project
Manager
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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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Signed Coastal Hazards Memorandum of
Transition
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Under Separate Cover
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Clifton
To Tangoio Coastal Hazards Strategy Joint Committee
Friday 3
June 2022
Subject: Current coastal projects update
Reason for report
1. This report provides an
opportunity for the Technical Advisory Group (TAG) to update the Joint Committee
on various coastal projects that members have expressed an interest in keeping
abreast of.
2. Whakarire Ave Revetment
Works – no update.
Haumoana
18
3. The Haumoana 18 (H18)
sea/retaining wall project has been included in the Hastings District Council
(HDC) 2022-23 annual plan and is currently out for consultation.
4. This is being progressed on
the basis of a project being promoted by the H18 residents, but with support
and facilitation from HDC. The project has proposed an 85% / 15% private/
public good share of costs, with the public good element being justified around
protection of water, power and roading assets and infrastructure.
5. Letters have been sent to
all H18 residents seeking support for the establishment of a rate funding
scheme for the project, separated into 2 specific phases, being (1) Design
& Consents and (2) Construction. Responses to these, along with any other
public submissions will be used in Council deliberations on the next steps for
the project. The residents will more formally establish themselves as an entity
to progress the Design and Consent phase, with input and guidance from HDC.
6. It is proposed by HDC the
H18 owners will retain ultimate ownership of any asset. The consultation
process will however, involve specific and focused engagement with HBRC so a
letter to that effect has been forwarded from HDC to HBRC. If successful
through the annual plan process, work is expected to commence on the first
phase in July 2022.
Whirinaki
7. Erosion at Whirinaki is
ongoing and complex.
8. No immediate actions are
proposed in the absence of a confirmed Strategy, however HDC has assisted local
residents with possible minor protection work advice for an eroding section of
coast adjacent to North Shore Road back in late 2020, early 2021.
9. The residents were provided
with HDC consents advisors’ contact details should they wish to progress
a consent application for the work. The Joint Committee visited the site late
last year to view the erosion and also discussed the situation with locals.
10. The issue still sits with
landowners and there has been no change since the last report.
Decision Making Process
11. 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 the Current
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
Friday 3
June 2022
Subject: Mātauranga Māori workstream scope
Reason for Report
1. This report presents draft
objectives for the Mātauranga Māori workstream in order to seek
feedback from Joint Committee members.
Background
2. As noted at the last Joint
Committee meeting, the Technical Advisory Group (TAG) has been discussing the
establishment of a new Mātauranga Māori workstream for the Strategy.
In broad terms, the concept is to allocate additional project resources to
facilitate more effective input from mana whenua and to seek the integration of
Mātauranga Māori into project workstreams.
3. A workstream scoping
meeting was held on 17 May, which included staff from HBRC’s Māori
Partnerships and Kotahi teams (given potential opportunities for cross-project
coordination).
4. A proposed scope for the
Mātauranga Māori workstream, including how this workstream may
interact with the Kotahi process, has yet to be developed. Due to staff illness
and other demands on staff time, a further meeting is being organised to
advance these discussions.
Discussion
5. In the interim, and to
progress matters, some draft objectives for the Mātauranga Māori
workstream have been developed for feedback from the Joint Committee. The
intent of presenting these now is to use the Joint Committee’s
discussions and feedback to refine and/or add to the objectives before
presenting the final, fully scoped workstream.
(Draft)
Objectives for the Mātauranga Māori workstream
6. Facilitate and support
effective mana whenua participation in consultation / engagement processes
undertaken for the Strategy, including pre-consultation and dedicated
engagement activities.
7. Identify and implement
opportunities to integrate Mātauranga Māori across Strategy
Workstreams.
8. Support Strategy project
management and planning by providing a Mātauranga Māori / mana whenua
participation lens.
9. Provide expertise to
support TAG and Joint Committee meetings and deliberations.
10. To add to the broad
objectives (6-9 above), a specific workstream-related task (and potentially one
of the initial tasks to advance under the Mātauranga Māori
Workstream), is support for the Coastal Ecology workstream. The following tasks
are proposed.
10.1. Compiling / synthesising
publicly-available information on cultural values / sites / mahinga kai within
the Strategy area (e.g. MACA applications, Iwi Management Plans, resource
consents processes, other information).
10.2. Working with compiled
information as a baseline, support the project team to engage with mana whenua
directly to round out information and confirm species and sites of significance
that should be monitored / protected within the Strategy area.
10.3. Support the development and
implementation of a monitoring plan.
11. Considering both the draft
scope and the specific support required in the short term for the Coastal
Ecology workstream, resourcing and capacity for the Mātauranga Māori
workstream has been discussed with HBRC staff. From this conversation, it is
clear that external resources will be required to effectively advance the
Mātauranga Māori workstream.
12. As part of preparing a
draft project budget for the next financial year (starting 1 July 2022), an
initial allocation has been made for the Mātauranga Māori workstream.
The intent is that this budget allocation can be used to engage external
expertise.
13. No specific contractor or
expert has been identified for this role at this stage.
Next Steps
14. As noted, the
Strategy’s project team is engaging with HBRC’s Kotahi team to
scope cross-project coordination, and with HBRC’s Māori Partnerships
team to develop the workstream scope further.
15. To support these
discussions, early input is sought from the Joint Committee on:
15.1. the draft objectives (6-9
above)
15.2. the process to identify and
engage external expertise to lead the Mātauranga Māori workstream.
16. A developed scope will then
be brought back to the Joint Committee for endorsement. Any further input or
involvement Joint Committee members would like in the scope development process
is welcome.
Decision Making Process
17. 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 Mātauranga Māori
Workstream Scope 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
There are no attachments for this
report.
Clifton
To Tangoio Coastal Hazards Strategy Joint Committee
3 June
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.
Clifton
To Tangoio Coastal Hazards Strategy Joint Committee
Friday 3
June 2022
Subject: Tonkin + Taylor Hawke's Bay Coastal Strategy implementation
approaches and indicative costs for Planned Retreat
That Clifton to
Tangoio Coastal Hazards Strategy Joint Committee excludes the public from this
section of the meeting, being Agenda Item 10 Tonkin + Taylor Hawke's Bay
Coastal Strategy implementation approaches and indicative costs for Planned
Retreat with the general subject of the item to be considered while the public
is excluded. The reasons for passing the resolution and the specific grounds
under Section 48 (1) of the Local Government Official Information and Meetings
Act 1987 for the passing of this resolution are:
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General subject of the item to be considered
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Reason for passing this resolution
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Grounds under section 48(1) for the passing of the resolution
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Tonkin + Taylor Hawke's
Bay Coastal Strategy Implementation approaches and indicative costs for
planned retreat
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s7(2)(d) That the public
conduct of this agenda item would be likely to result in the disclosure of
information where the withholding of the information is necessary to avoid
prejudice to measures protecting the health or safety of members of the public.
s7(2)(e) That the public
conduct of this agenda item would be likely to result in the disclosure of
information where the withholding of the information is necessary to avoid
prejudice to measures that prevent or mitigate loss to members of the public.
s7(2)(j) That the public
conduct of this agenda item would be likely to result in the disclosure of
information where the withholding of the information is necessary to prevent
the disclosure or use of official information for improper gain or improper
advantage.
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The Council is specified,
in the First Schedule to this Act, as a body to which the Act applies.
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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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