Meeting of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee

 

 

Date:                        17 February 2023

Time:                       10.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

 

Agenda

 

Item          Title                                                                                                                                                                         Page

 

1.             Welcome/ Karakia/ Apologies

2.             Conflict of interest declarations

Decision Items

3.             Clifton to Tangoio Coastal Strategy Joint Committee Terms of Reference                                     3

4.             Appointment of Clifton to Tangoio Coastal Hazards Strategy Joint Committee members     13

5.             Election of Deputy Chair                                                                                                                                 15

Information or Performance Monitoring

6.             Clifton to Tangoio Coastal Hazards Strategy                                                                                            17

7.             Communication and engagement update                                                                                                27

8.             Current coastal projects update                                                                                                                   35

9.             Project Manager's update including 2023 work programme                                                            37

10.          Follow-up actions status update                                                                                                                  41

 

 


 

 

 

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

17 February 2023

 

Subject: Clifton to Tangoio Coastal Strategy Joint Committee Terms of Reference

 

Reason for Report

1.      This agenda item provides an opportunity for the Joint Committee to confirm its Terms of Reference and to consider proposed amendments.

Officers’ Recommendations

2.      Council officers consider that the Terms of Reference (TOR) is largely fit for purpose as adopted by the partner councils in November and December 2022, however suggests that the Joint Committee considers the additional amendments proposed by the Technical Advisory Group (TAG) on the version attached and agrees to recommend the further amended TOR to the partner councils for adoption.

Background /Discussion

3.      The Joint Committee has operated under a Terms of Reference that has remained largely unchanged since the Committee was first established in 2014.

4.      Perhaps the most significant change to the original Terms of Reference was to increase Partner Council membership (from 2 to 3 members each) while the focus of the Joint Committee was on funding and Council role and responsibility matters in recent years.

5.      In 2022, following a funding review process, the signing of a Memorandum of Transition between the Partner Councils and a public consultation process, Hawke’s Bay Regional Council (HBRC) has agreed in principle to lead Strategy implementation.

6.      This outcome prompted HBRC to propose a change to the Terms of Reference to seek that the Chair of the Joint Committee is appointed by HBRC. This change has been discussed and agreed by all Partner Councils. It is noted that the Joint Committee has been chaired by an HBRC councillor since its inception. 

7.      On review by the Technical Advisory Group (TAG), further changes to the Terms of Reference are proposed to update the document to better reflect developments in Strategy implementation arrangements and Strategy content. 

8.      The Terms of Reference are attached to this paper, with all proposed changes shown as tracked. The change at clause 12.1 (red text) has been adopted by all partner councils (appointment of Chair). All other changes (blue text) are proposed by TAG.

9.      It is noted that any changes to the Terms of Reference require agreement by all Joint Committee members, as set out in clause 15.2. 

10.    Any further amendments agreed to by the Joint Committee today will be provided to each Partner Council for adoption in accordance with the Local Government Act processes that apply to Joint Committees.


 

Financial and Resource Implications

11.    There are no financial or resource implications from the proposed changes to the Terms of Reference.

Decision Making Process

12.    Councils and their committees are required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:

12.1.     Councils are required to (LGA sch.7 cl.19(1)) hold the meetings that are necessary for the good governance of their district or region

12.2.     Councils may appoint (LGA sch.7 cl. 30(1)(a)) the committees, subcommittees, and other subordinate decision-making bodies that they consider appropriate, including joint committees

12.3.     Given the provisions above, the Joint Committee can exercise its discretion and make these decisions without consulting with the community or others having an interest in the decision.

 

Recommendations

That the Clifton to Tangoio Coastal Strategy Joint Committee:

1.      Receives and considers the Clifton to Tangoio Coastal Strategy Joint Committee Terms of Reference staff report.

2.      Agrees that the decisions to be made are not significant under the criteria contained in Hawke’s Bay Regional Council’s adopted Significance and Engagement Policy, and that the Joint Committee can exercise its discretion and make decisions on this issue without conferring with the community, in the form of recommendations to the partner councils for confirmation.

3.      Accepts the Terms of Reference (attached) including amendments agreed today.

4.      Recommends the Terms of Reference agreed today to each of the Partner Councils for adoption.

 

Authored by:

Leeanne Hooper

Team Leader Governance

Simon Bendall

Coastal Hazards Strategy Project Manager

Approved by:

Chris Dolley

Group Manager Asset Management

 

 

Attachment/s

1

2023 proposed Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference

 

 

  


2023 proposed Clifton to Tangoio Coastal Hazards Strategy Joint Committee Terms of Reference

Attachment 1

 

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Clifton to Tangoio Coastal Hazards Strategy Joint Committee

17 February 2023

Subject: Appointment of Clifton to Tangoio Coastal Hazards Strategy Joint Committee members

 

Reason for Report

1.      This item provides the means for the Joint Committee to confirm its membership as resolved by participating organisations.

Background /Discussion

2.      Following the 2022 Local Body Elections, the Clifton to Tangoio Coastal Hazards Strategy Joint Committee (Joint Committee) was re-established by resolution of each Partner Council.

3.      The current Terms of Reference provides for the appointment of three (3) Tangata Whenua members and nine (9) Partner Council members with alternates.

4.      Tangata Whenua members of the Joint Committee as advised by the Post Settlement Governance Entities are:

4.1.       Maungaharuru-Tangitū Trust: Tania Hopmans

4.2.       Mana Ahuriri Trust: Evelyn Ratima

4.3.       Heretaunga-Tamatea Settlement Trust: Gilvrey Mohi

5.      Partner Councils members of the Joint Committee as advised by each Council are:

5.1.       Hawke’s Bay Regional Council:  Councillors Jerf van Beek (Chair), Charles Lambert and Xan Harding, with Councillor Sophie Siers as alternate.

5.2.       Hastings District Council: Councillors Alwyn Corban, Ann Redstone, and Malcolm Dixon, with Councillor Tania Kerr as alternate.

5.3.       Napier City Council: Councillors Nigel Simpson, Hayley Browne, and Keith Price, with Councillor Annette Brosnan as alternate.

Financial and Resource Implications

6.      The Joint Committee is administered by the Hawke’s Bay Regional Council, with operational costs shared equally between all Partner Councils.

7.      Operational costs are minimal and are provided for within the allocated project budget.

Decision Making Process

8.      Councils and their committees are required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:

8.1.       Councils are required to (LGA sch.7 cl.19(1)) hold the meetings that are necessary for the good governance of their district or region

8.2.       Councils may appoint (LGA sch.7 cl. 30(1)(a)) the committees, subcommittees, and other subordinate decision-making bodies that they consider appropriate, including joint committees

8.3.       Given the provisions above, the Joint Committee can exercise its discretion and make these decisions without consulting with the community or others having an interest in the decision.

 

Recommendations

The Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

1.      Receives and considers the Appointment of Clifton to Tangoio Coastal Hazards Strategy Joint Committee members staff report.

2.      Agrees that the decisions to be made are not significant under the criteria contained in Hawke’s Bay Regional Council’s adopted Significance and Engagement Policy, and that the Joint Committee can exercise its discretion and make decisions on this issue without conferring with the community or persons likely to have an interest in the decision.

3.      Confirms the appointment of the following as members of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.

3.1.       Tania Hopmans representing Maungaharuru-Tangitū Trust

3.2.       Councillors Alwyn Corban, Ann Redstone, and Malcolm Dixon, with councillor Tania Kerr as alternate representing Hastings District Council

3.3.       Evelyn Ratima representing Mana Ahuriri Trust

3.4.       Councillors Nigel Simpson, Hayley Browne, and Keith Price, with councillor Annette Brosnan as alternate representing Napier City Council

3.5.       Gilvrey Mohi representing Heretaunga Tamatea Settlement Trust

3.6.       Councillors Jerf van Beek (Chair), Charles Lambert and Xan Harding, with councillor Sophie Siers as alternate representing Hawke’s Bay Regional Council.

 

Authored by:

Leeanne Hooper

Team Leader Governance

 

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

17 February 2023

 

Subject: Election of Deputy Chair

 

Reason for Report

1.      This item provides the means for the Clifton to Tangoio Coastal Hazards Strategy Joint Committee to elect up to two Deputy Chairpersons.

Background /Discussion

2.      The Terms of Reference for the Joint Committee provide that up to two Deputy Chairpersons may be elected. The Deputy Chairpersons may be any member of the Joint Committee.

3.      As a newly re-established committee following the 2022 Local Elections, the roles of Deputy Chairpersons are currently vacant.

Process to be followed

4.      The process to be followed for this election is:

4.1.       The Chair of the joint committee will call for nominations

4.2.       When there are no further nominations made, if there are more than two nominees a ‘vote’ will be carried out and the two nominees with the most votes will be declared elected by resolution

4.3.       if there are only two nominees, those two nominees will be declared elected Deputy Chairpersons by resolution.

Decision Making Process

5.      Councils and committees (including Joint Committees) are required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:

5.1.       Councils are required to (LGA sch.7 cl.19(1)) hold the meetings that are necessary for the good governance of its region

5.2.       Councils may appoint (LGA sch.7 cl. 30(1)(a)) the committees, subcommittees, and other subordinate decision-making bodies that it considers appropriate, including joint committees

5.3.       Given the provisions above, the Joint Committee can exercise its discretion and make these decisions without consulting directly with the community or others having an interest in the decision.

 

Recommendations

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee:

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

2.      Agrees that the decisions to be made are not significant under the criteria contained in Hawke’s Bay Regional Council’s adopted Significance and Engagement Policy, and that the Joint Committee can exercise its discretion and make decisions on this issue without conferring with the community or persons likely to have an interest in the decision.

3.      ______ nominates ___________, seconded by __________

4.      ______ nominates ___________, seconded by __________

5.      ______ nominates ___________, seconded by __________

Either

6.      There being no further nominations  _____ and ___ are declared elected Deputy Chairs of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.

Mover/Seconder

CARRIED

Or

7.      There being no further nominations a vote was called, the results of which were

7.1.       ___ votes for ___

7.2.       ___ votes for ___

7.3.       ___ votes for ___

7.4.       ___ votes for ___

and

8.      As the result of voting ___________ and ___________ are declared elected Deputy Chairs of the Clifton to Tangoio Coastal Hazards Strategy Joint Committee.

Mover/Seconder

CARRIED

Authored by:

Leeanne Hooper

Team Leader Governance

 

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

17 February 2023

 

Subject: Clifton to Tangoio Coastal Hazards Strategy

 

Reason for Report

1.      This agenda item provides a summary and update on the Clifton to Tangoio Coastal Hazards Strategy (Strategy), for the benefit of new and returning members of the Joint Committee.

Executive Summary

2.      The Strategy is now in Stage 4 of a four-stage development process that began in late 2014.

3.      It is a coordinated approach to identifying and responding to the coastal hazards of erosion and inundation, and the influence of sea level rise, over the next 100 years.

4.      In 2018 a report was prepared by Community Assessment Panels, recommending adaptive pathways for 9 priority units within the Strategy area.

5.      Since then, the Joint Committee and Partner Councils (Napier City Council, Hastings District Council and Hawke’s Bay Regional Council) have been working on a response to the recommendations of the 2018 report, including:

5.1.       Developing more detailed designs and costings for the short term works proposed under each of the recommended pathways.

5.2.       Developing thresholds to determine when pathways need to be implemented to avoid intolerable coastal hazards effects.

5.3.       Defining what a managed retreat response might look like in Hawke’s Bay, how it might be done, and how much it might cost.

5.4.       Developing an agreed position as between the Partner Councils for who will lead Strategy implementation, including the funding of works under the Strategy.

6.      The Strategy development process is now in the final stages, with the current proposal to notify a proposed Strategy document for public review and comment in August 2023.

7.      Funding for Strategy implementation would then be confirmed in the Hawke’s Bay Regional Council’s (HBRC) Long Term plan from 1 July 2024.

Background: Strategy Development

8.      The Strategy represents a coordinated approach to identifying and responding to coastal hazards and the influence of sea level rise over the next 100 years. It provides a platform for long-term planning and decision making.

9.      The Strategy:

9.1.       Covers the coastal area between Clifton to Tangoio;

9.2.       Seeks to develop a planned response to coastal hazards out to the year 2120;

9.3.       Assesses and plans response to the following coastal hazards;

9.3.1.       Coastal erosion (storm cut, trends, effects of sea level rise)

9.3.2.       Coastal inundation (storm surge, set-up, run-up, overtopping and sea level rise)

9.4.       Incorporates climate change as an overriding influence.

10.    The vision of the Strategy is:

10.1.     That coastal communities, businesses and critical infrastructure from Tangoio to Clifton are resilient to the effects of coastal hazards.”

11.    The Strategy is being developed in 4 stages, as outlined in Figure 1 and described in the following sections.

Figure 1: Strategy Development Stages

Background: Stages 1, 2 and 3

12.    Stage 1 (Define the Problem) commenced in late 2014. Fundamental to Stage 1 was the identification of the extent of coastal erosion and coastal inundation hazards out to 2120, and the risks these present. This work resulted in two reports being produced: Coastal Hazards Assessment[1] and Coastal Risk Assessment[2]. The coastal hazard assessment work was independently peer reviewed by Professor Paul Kench of Auckland University.

13.    A mapping tool was also developed to show the newly mapped hazard extents. This information is available online through the Hawke’s Bay Hazard Information Portal at: http://www.hbemergency.govt.nz/hazards/portal.

14.    Stage 2 (Framework for Decisions) began in 2016 and included the development of a decision-making framework for the 100-year Strategy, based on a community decision-making model and utilising a range of decision-making tools including Multi-Criteria Decision Analysis (“MCDA”), Dynamic Adaptive Planning Pathways (DAPP) and Real Options Analysis (ROA).

15.    The decision-making framework was guided by the Ministry for the Environment (MfE) document “Coastal hazards and climate change: Guidance for local government” released in December 2017. The Strategy was the first in New Zealand to implement this guidance material. Figure 2 represents the process recommended by the guidance. While the Strategy process is described differently (i.e. 4 stages, rather than 10 steps, because the guidance was released part way through Strategy development), the principles outlined in the guidance have been followed, particularly in the use of DAPP.

Figure 2: Ten Step Decision Cycle, from “Coastal hazards and climate change: Guidance for local government”, Ministry for the Environment 2017

16.    Also during Stage 2, a funding model think-piece report was prepared. The preliminary funding model identified options for how planned responses to coastal hazards risks identified in the Strategy might be paid for. The report covers public / private benefits, the sharing of costs between Councils, and mechanisms for securing funds, including the proposed establishment of a Coastal Contributory Fund.

17.    Stage 3 (Develop Responses) commenced in 2017 and involved the implementation of the decision-making framework developed in Stage 2.

18.    Two Assessment Panels were formed to drive the community-led process (Table 1, Table 2).

19.    Figure 3 shows the areas each Assessment Panel considered as part of their process and how the coastline was broken down into individual units for assessment. Importantly, the area of interest for each Panel crossed territorial authority boundaries.

20.    The Assessment Panels worked through a structured decision-making assessment process completed through a series of 11 workshops during 2017 and 2018 (Figure 4).

Table 1: Northern Assessment Cell Evaluation Panel Structure

Panel Members

Observer Participants

Support Roles

Tangata Whenua (3)

HBRC Councillor (1)

Independent Chair (1)

Whirinaki Community (3)

NCC Councillor (1)

Kaitiaki o te Roopu (1)

Bayview Community (2)

HDC Councillor (1)

Facilitator (1)

Westshore Community (2)

Maungaharuru-Tangitū Trust (1)

Assistant Facilitator (1)

Ahuriri / Pandora Community (2)

Mana Ahuriri Incorporated (1)

Technical Advisory Group (6)

Recreational Interests (1)

 

Panel Secretary (1)

Port of Napier (1)

 

Living at the Edge (2)

Ahuriri / Pandora Businesses (1)

 

 

NZTA / Lifelines (1)

 

 

Department of Conservation (1)

 

 

Regional representative (1)

 

 

 

Total Voting (18)

 

 

 

Table 2: Southern Assessment Cell Evaluation Panel Structure

Panel Members

Observer Participants

Support Roles

Tangata Whenua (3)

HBRC Councillor (1)

Independent Chair (1)

Clifton/Te Awanga Community (3)

NCC Councillor (1)

Kaumatua (1)

Haumoana Community (3)

HDC Councillor (1)

Facilitator (1)

East Clive Community (4)

Mana Ahuriri Incorporated (1)

Assistant Facilitator (1)

Marine Parade Community (1)

He Toa Takitini (1)

Technical Advisory Group (6)

Recreational Interests (1)

Port of Napier (1)

Technical Advisory Group (3)

Awatoto Businesses (1)

 

Panel Secretary (1)

Napier CBD Businesses (1)

 

Living at the Edge (2)

NZTA / Lifelines (1)

 

 

Department of Conservation (1)

 

 

Regional representative (1)

 

 

Total Voting (20)

 

 

 

Figure 3: Coastal Units and Assessment Panel Area of Enquiry

Figure 4: Assessment Panel Process

21.    Applying a modified Dynamic Adaptive Planning Pathways or DAPP process, the panels developed 100-year pathways for 9 priority units along the coast. Each pathway is built from a combination of short term (approx. 0 – 20 years), medium term (approx. 20 – 50 years) and long term (approx. 50 – 100 years) hazard response actions.

22.    Six potential pathways were developed for each priority unit. The pathways were designed to represent the spectrum of possible responses, from no or low intervention, to soft engineering (e.g. beach re-nourishment), hard engineering (e.g. sea walls) and retreat responses. The pathways were then assessed using MCDA to determine an order of preference in terms of each pathway’s performance against defined criteria.

23.    Capital construction and maintenance costs for each pathway were then introduced, and by considering each pathway against is non-cost (i.e. MDCA) and cost assessments, the Panels confirmed a recommended pathway for each of the 9 priority units.

24.    The Panels produced a report “Clifton to Tangoio Coastal Hazards Strategy 2120 Report of the Northern and Southern Cell Assessment Panels” dated 14 February 2018 that captured their process and final recommendations.

25.    The Joint Committee, and subsequently each Partner Council, confirmed its receipt of the report and agreed to proceed to Stage 4 of Strategy development based on its recommendations.

26.    The final recommended pathways from the Panels are presented in Table 3 and Table 4. These pathways were later refined through further community engagement in 2021 and 2022 with updates to the pathways shown as blue underline text.

Table 3: Recommend Pathways: Northern Cell Assessment Panel

Unit

Preferred Pathway

Short Term

(0-20 yrs)

Medium Term

(20 – 50 yrs)

Long Term

(50 – 100 yrs)

Whirinaki (B)

Pathway 4

Status quo/ Renourishment

Renourishment + Control Structures

Sea wall

Bayview (C)

Pathway 3

Status Quo/ Renourishment

Renourishment + Control Structures

Renourishment + Control Structures

Westshore (D)

Pathway 3

Renourishment

Renourishment + Control Structures

Renourishment + Control Structures

Ahuriri (E1)

Pathway 6

Status quo

Sea wall

Sea wall

Pandora (E2)

Pathway 3

Status quo

Storm Surge Barrier

Storm Surge Barrier

 

Table 4: Recommend Pathways: Southern Cell Assessment Panel

Unit

Preferred Pathway

Short Term

(0-20 yrs)

Medium Term

(20 – 50 yrs)

Long Term

(50 – 100 yrs)

East Clive (J)

Pathway 1

Status Quo

Renourishment + Control Structures

Retreat the Line / Managed Retreat

Haumoana (K1)

Pathway 2

Renourishment + Control Structures

Renourishment + Control Structures

Managed Retreat

Te Awanga (K2)

Pathway 3

Renourishment + Control Structures

Renourishment + Control Structures

Renourishment + Control Structures

Clifton (L)

Pathway 5

Status quo

Sea wall

Managed Retreat

 

27.    An important concept is that each pathway is ‘adaptive’; the timeframe of each action (short, medium and long) can be brought forward or delayed, depending on the actual effects of coastal hazards and climate change over time. If sea level rises more than expected or at a faster rate, actions can be implemented earlier in response; if less or slower, actions can be delayed. If necessary, the actions themselves can also be reviewed or changed.

28.    The Strategy will also be reviewed every 10 years, to ensure that the pathways remain fit for purpose as new information becomes available over time.

29.    Note the use of the generic term, “Control Structures” in the recommended pathways refers to structures that are designed to hold the beach in situ and/or build up beach sediment. These structures are usually groynes, but may also include offshore breakwaters and constructed reefs.

Background: Stages 4

30.    The Strategy is now in Stage 4 (Implementation Planning and Response), which commenced in 2019.

31.    Stage 4 is being advanced through 8 interrelated workstreams, designed to build further detail around the Assessment Panel recommendations in order to develop a proposed Strategy of Council for public notification and comment.

Figure 5: Stage 4 Workstreams

32.    A significant focus in Stage 4 has been confirmation of Strategy implementation arrangements between the Partner Councils (Workstream 1).

33.    The challenge was that the Strategy development process has been jointly and equally funded by Partner Councils since its inception. However, the Strategy now needs to shift from development to implementation, and significant capital and operational expenditure is required to implement the pathways as recommended by the Community Panels. Work under the Design Workstream to refine concept designs and costing suggests an approximate capital cost of $15m and annual operating costs of $3m to implement the first (short term) step of all pathways.

34.    The Partner Councils needed to agree how these funds would be raised, and who would lead the consenting, construction and maintenance requirements. Uncertainties in current legislation about the respective roles of each Council (i.e. the role of regional councils relative to territorial authorities) in the funding and implementation of works under the Strategy has contributed to the issue.

35.    To facilitate an outcome, the Joint Committee engaged Raynor Asher QC to lead a Funding Review. Mr Asher was tasked with answering the following question:

35.1.     Which Council or Councils should lead and fund the implementation of coastal hazard mitigation projects (including design, consenting, construction and maintenance cost) under the Strategy?

36.    In undertaking his review, Mr Asher engaged with the Joint Committee, staff and councillors from each Partner Council, considered material developed to date under the Strategy, reviewed relevant historical information, legislation and case law, and has been assisted with local legal advice.

37.    Mr Asher completed his review and presents his findings in the report “Review and Recommendations for the Clifton to Tangoio Coastal Hazards Strategy Joint Committee” dated 6 May 2021. His primary recommendation was that HBRC should lead Strategy implementation.

38.    The Joint Committee and Partner Councils accepted his recommendations, and the Partner Councils subsequently entered into a Memorandum of Transition (MOT) which was signed by the Chief Executives of all three councils on 23 May 2022.

39.    The purpose of the MOT is to provide a mechanism for the Partner Councils to confirm the agreed arrangements for implementing the Strategy and the associated transfer of assets recommended by the Funding Review, and to provide the means for achieving HBRC’s Long Term Plan process without objection from territorial authorities under s.16 of the Local Government Act.

40.    HBRC subsequently ran a public consultation process in July 2022 to seek any feedback on its proposal to lead Strategy implementation as set out in the MOT. Following that process HBRC resolved that it would lead Strategy implementation, subject to confirming this change in its Long Term Plan.

Current Work

41.    The Strategy is now in a compilation phase, where work undertaken by the Community Panels, TAG, the Joint Committee and Partner Councils is being compiled into a proposed Strategy, currently proposed for notification by HBRC in August 2023.

42.    The key remaining task is the development of a funding model for implementation – that is, determining the relative contributions to Strategy implementation from rate payers and any other contributors.

Decision Making Process

43.    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 Clifton to Tangoio Coastal Hazards Strategy staff report.

 

Authored by:

Simon Bendall

Coastal Hazards Strategy 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

17 February 2023

 

Subject: Communication and engagement update

 

Reason for Report

1.      This report provides a brief overview of communications and engagement that has happened since September 2022, and planned future communications and engagement.

Discussion

2.      In recent years the focus for the Joint Committee has been largely internal, while matters such as Strategy implementation arrangements as between the Partner Councils were resolved. This contrasts with the highly collaborative and community-led phases through 2017 and 2018 while the Community Assessment Panels developed their recommendations. 

3.      While there has been ongoing engagement through 2020, 2021 and 2022, interaction with the wider community has generally been limited over this time. Communication and engagement activities have included:

3.1.       A series of workshops was held with a community reference group formed by former Community Assessment Panel members and others

3.2.       A Mana Whenua Engagement Strategy was confirmed through the Joint Committee and implemented, although actual engagement outcomes were limited

3.3.       Strategy newsletters were published (generally quarterly) to provide updates on progress, and

3.4.       The project website was updated.

4.      Through 2022, Strategy implementation arrangements were confirmed, allowing final Strategy development tasks to progress. It is now planned to release a proposed Strategy for public comment in August 2023.

5.      The Technical Advisory Group (TAG) under direction from the Joint Committee has sought to reconnect with the wider community in the lead up to Strategy notification.

Community Drop-in Sessions

6.      Since the last Joint Committee meeting in September 2022, two community drop-in sessions have been held.

7.      The first drop-in session had a northern priority unit focus (Pandora, Ahuriri, Westshore, Bay View and Whirinaki) and was held on 6 December 2022 between 4pm-7pm at the Westshore Surf Life Saving Club.

8.      The second session focused on southern priority units (East Clive, Haumoana, Te Awanga, and Clifton) and was held on 7 February 2023 between 4pm-7pm at the Haumoana Hall.

9.      The drop-in sessions were advertised online including through Facebook, and in a letterbox drop of pamphlets to more than 3,000 properties within the coastal area.

10.    At the drop-in sessions, a series of posters were on display with an overview of the Strategy and the current situation in each of the relevant areas including thresholds and preferred pathways.

11.    Both sessions were well attended with good 1:1 discussions between TAG, Joint Committee members and attendees. As a general comment, the sessions were well attended, and community attendees were interested, engaged and generally positive.

12.    The Westshore session had 67 recorded attendees including panel members, councillors and the Hawke’s Bay Today, who produced a video and story Local Focus: Effects of climate change on the Hawke’s Bay coastline in 100 years.

13.    The Haumoana session had 50 attendees including panel members and councillors.

14.    Feedback was gathered at each drop-in session, which has been summarised in Attachment 1.

Drop-in Session at Haumoana Hall, 7 February 2023

A picture containing text, floor, indoor, ceiling

Description automatically generated

Drop-in Session at Westshore Surf Life Saving Club, 6 December 2022

Communication and Engagement Plan 2023

15.    TAG is developing an updated communications and engagement plan for this year, ahead of planned Strategy consultation in August.

16.    Key objectives include effective engagement with tangata whenua, coastal and inland ratepayers, Councils (senior staff and Councillors) and other key stakeholders. Early work in the development of the updated communications and engagement plan will include an updated stakeholder mapping exercise.

Next Steps

17.    TAG will present the 2023 communications and engagement plan at the next committee meeting in March to guide engagement through until Strategy notification.

Decision Making Process

18.    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.

 

Authored by:

Simon Bendall

Coastal Hazards Strategy Project Manager

Jenny Keown

Communications Advisor

Approved by:

Chris Dolley

Group Manager Asset Management

 

 

Attachment/s

1

Feedback from the Northern and Southern Panel community drop-in sessions

 

 

  


Feedback from the Northern and Southern Panel community drop-in sessions

Attachment 1

 

PDF Creator

PDF Creator

PDF Creator


 

 

 

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

17 February 2023

 

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.

Rangatira Revetment

2.      Rangatira Revetment (previously Whakarire Ave Revetment): construction to begin on 1 March 2023, fencing in place approximately two weeks out, expected completion by 30 September 2023.

3.      Letter sent by NCC CE to HBRC CE on 9 November 2022 notifying HBRC of the project as per clause 7.5 of the Coastal Hazards Memorandum of Transition.

Westshore Consent Renewal

4.      Staff member leading this work has been on extended leave. Not progressed in their absence. 

5.      This work package is to secure a new consent for the renourishment of Westshore Beach that expires in 2027.

Haumoana 18

6.      HDC has continued to engage with H18 representatives as to possible next steps.

7.      HDC is considering the challenges posed by empty sections and the exposure to Clifton Road and infrastructure assets from sea events and inundation risks and how this may be further considered. We have also sought some initial advice as to access to private property with a desire for a more complete solution to coastal protection in this area, as opposed to the individual property approach. 

Whirinaki

8.      HDC Council staff have met with representative of the North Shore Road area from both the southern and northern section to further consider interim protection / hold the line approaches for this area, building on the earlier work and advice provided for a soft engineering approach.

9.      HDC has agreed to engage Tonkin & Taylor to leverage off the previous work, utilizing recently completed inundation and wave overtopping modelling work to model different scale storm events to test the success or otherwise of the proposed bank reinstatement and planting proposals, before furthermore costly and time-consuming design or consenting works are undertaken. We are hoping to have the interim work completed by the end of February.


 

Coastal Inundation Assessment Project Update

10.    The draft Tonkin & Taylor report is being finalised by the peer reviewer and will undergo a legal review.

11.    The proposal is to bring the final draft report to the Joint Committee at their March meeting. 

Hawke’s Bay Climate Change Engagement

12.    Terms of reference for a Joint Committee on Climate Action have been adopted by HBRC subject to approval of all five partner councils (HDC, NCC, CHBDC and WDC). Over the following weeks they will be presented for adoption by each partner Council with the first Joint Committee planned for April.

13.    The Purpose of the Joint Committee

13.1.     Climate mitigation and adaptation is core business for councils.  It spans multiple council workstreams such as urban planning, land-use and resource management, transport, flood protection, coastal hazards and emergency management.

13.2.     Without duplicating effort, the purpose of the Joint Committee is to support a coordinated and collaborative response to address the complex challenge of Climate-Resilient Development[3] for the communities of Hawke’s Bay.

13.3.     The focus of the Joint Committee will be promoting action to mitigate climate change (emissions reductions and offsetting) and adapt to the changing regional climate.

13.4.     The Joint Committee aims to support communities and industries to become resilient to the effects of climate change and to thrive within boundaries of our natural environment.

Decision Making Process

14.    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 the Current coastal projects update.

 

Authored by:

Simon Bendall

Coastal Hazards Strategy 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

17 February 2023

 

Subject: Project Manager's update including 2023 work programme

 

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 (Table 1) 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.

Table 1: Project Dashboard Report: February 2023

Metric

Status

Commentary

Project Budget

 

 

No known budget issues – budget on track.

Project Timeline

 

 

 

Tight timeframe to August 2023 target for notifying proposed Strategy.

WS1: Funding / Governance

 

Development of Asset Transfer Agreement needs to commence shortly. Funding model is most significant and challenging task to complete to meet August 2023 target - external expertise engaged to assist with development process.    

WS2: LGA Consultation

 

July 2022 LGA consultation process successfully completed. Focus now on August 2023 process.

WS3: Comms & Engagement

 

 

Mana Whenua engagement low.

WS4: Design

 

 

Substantially complete.

WS5: Mātauranga Māori

 

 

Workstream scope confirmed. External contractor engaged to provide expertise and capacity.

WS6: Coastal Ecology

 

 

Monitoring plan in development. Mana Whenua engagement sought.

WS7: Regulatory

 

 

Strategy content in development.

WS8: Signals and Triggers

 

 

Thresholds completed. Triggers / signals underway.

 

 

 

 

 

 

 

 

 

Status:

On Track

 

Under Stress

 

Key Risk

 

 

4.      There are two status changes to report for this period, both related to the key risk associated with the development of a funding model (under Workstream 1). This is the topic of a dedicated workshop with the Joint Committee following this meeting.


 

Strategy Development Process and Project Timeline

5.      TAG has previously workshopped the key matters that will need to be included in the Strategy document with the Joint Committee. Table 2 presents these key matters in a draft Strategy outline, with a status update provided on the content for each section. 

6.      Through work already completed, most Strategy content has been developed and is ready to be written up. The key remaining element that requires significant focus is the development of the funding model.

7.      It is noted that Table 2 was also workshopped with Hawke’s Bay Regional Council councillors (HBRC) in January 2023, as part of a discussion on their particular role in confirming and notifying  the proposed Strategy.

8.      HBRC requested that additional sections be added to the Strategy outline; a section assessing the proposed Strategy against the New Zealand Coastal Policy Statement and Hawke’s Bay Coastal Environment Plan, and a section specifically in relation to Tangata Whenua interests and values. These have been added (shown as blue text) to Table 2.

Table 2: Clifton to Tangoio Coastal Hazards Strategy – draft document outline

Section

Content

Content Status

1.   Introduction

Reason for the Strategy, problem definition

Ready for write up

2.   Strategy Development Process

Outline process, Community Panel report, etc.

Ready for write up

3.   Tangata Whenua

Discuss Tangata Whenua involvement in Strategy development, Cultural Values Assessment, Mātauranga Māori workstream, Tangata Whenua aspirations and expectations relevant to coastal hazards and the responses to those hazards.

Previous work (e.g. CVA, Panel outputs) can be cited. Updating, refinement and development underway through the Mātauranga Māori workstream, however this work will continue through and beyond Strategy notification. TAG to seek advice and propose to JC how this section will be developed and confirmed.

4.   Proposed Responses (Short Term)

For each priority unit, outline the Councils preferred option and alternative option(s) for the short term / first action of each pathway

Ready for write up (based on Panel recommendations and Design Workstream outcomes)

5.   Proposed Medium- and Long-Term Responses

For each priority unit, outline the Councils preferred option and any alternatives for the medium- and long-term actions of each pathway

Ready for write up (based on Panel recommendations)

6.   Adaptation Thresholds

Present proposed adaptation thresholds. Discuss signals and triggers approach. 

Thresholds ready for write up

Signals and triggers in development

7.   Funding Principles

Set out proposed funding principles based on LGA requirements

Set out a proposed Funding Model for Strategy implementation that gives effect to principles

Define financial impact from Strategy implementation for short term actions at neighbourhood scale (not individual property scale)

Not started (other than very early work undertaken by TAG in 2017-2018 and high-level modelling earlier this year)

Significant work required

8.   Regulatory Framework

Set out the requirements for the local regulatory framework that will need to be in place to support and complement physical works undertaken through the Strategy – e.g., addressing moral hazards, enabling Strategy implementation, etc

Assess the proposed Strategy against the provisions of the New Zealand Coastal Policy Statement and Coastal Environment Plan.

Regulatory Workstream outputs being refined to develop content

9.   Strategy Implementation 

Describe implementation model for the Strategy (role of HBRC, Advisory Committee, etc)

Ready for write up

10. Strategy Monitoring and Review

Describe strategy monitoring and review process

Conceptual, but largely defined (e.g. 10 year review cycle)

Requires workshopping and finalising

 

9.      The following process and timeframe for completing Strategy content and adopting a final Strategy has been workshopped with the Joint Committee and HBRC, and is reproduced here for reference.

Proposed Strategy Development Approach and Timeframe

Step

Process

Proposed  Timing

Content Development

1

Strategy content for each section workshopped with the Joint Committee in the first instance

Feb ->

2

MTT, MAT, HTST, NCC & HDC can request dedicated workshops on specific content at any stage. Presumption that Joint Committee participation is otherwise sufficient

Feb ->

3

Final workshop on content for each section held with HBRC

Feb ->

Strategy Adoption 

4

Content compiled into final draft Strategy document by TAG

May

5

HBRC hold preliminary workshop on full Strategy document

May

6

Endorsement for Strategy sought from Joint Committee, then NCC & HDC

June/July

7

HBRC adopt final Strategy document for notification

August

8

HBRC hold hearings

Sept.

9

HBRC adopt final Strategy

October

 

Decision Making Process

10.    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:

Simon Bendall

Coastal Hazards Strategy 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

17 February 2023

 

Subject: Follow-up actions status

 

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.

 

Recommendation

That the Clifton to Tangoio Coastal Hazards Strategy Joint Committee receives and notes the Follow-up actions status staff report.

 

Authored by:

Simon Bendall

Coastal Hazards Strategy Project Manager

 

Approved by:

Chris Dolley

Group Manager Asset Management

 

 

Attachment/s

1

Follow-up actions status update

 

 

  


Follow-up actions status update

Attachment 1

 

 



[1]           Tonkin & Taylor, 2016. Clifton to Tangoio Coastal Hazards Strategy 2120 - Coastal Hazard Assessment.

[2]           Tonkin & Taylor, 2016. Hawke Bay Coastal Strategy - Coastal Risk Assessment.

[3] [1] Climate Resilient Development is a framework developed in the Intergovernmental Panel on Climate Change 6th report – Impacts, Adaptation and Vulnerability. It combines strategies to adapt to climate change with actions to reduce greenhouse gas emissions to support sustainable development for everyone. (FAQ 6: What is Climate Resilient Development ?   ipcc.ch)