Agenda of Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

Friday 12 May 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)a largely fit for purpose as adopted by the Partner Councils in November and December 2022, however, they suggest that the Joint Committee consider 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

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

12 May 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:

Simon Bendall

Coastal Hazards Strategy Project Manager

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

12 May 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

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

12 May 2023

Subject: Timing for Strategy Notification

Reason for Report

1. This paper presents options for the Joint Committee to consider and then recommend its preferred option to the Hawke’s Bay Regional Council for the timeframe and process to finalise the Clifton to Tangoio Coastal Hazards Strategy.

Background

2. As previously reported to the Joint Committee (in the last triennium), the strategy has been tracking towards an August 2023 public notification process.

3. This timeframe was based on the following factors:

3.1. Expectations of the community and Community Assessment Panels, who made recommendations over five years ago as outlined in their 2018 report.

3.2. The subsequent work of the Technical Advisory Group (TAG) and Joint Committee to:

3.2.1. Confirm responsibility for strategy implementation between the Partner Councils; and

3.2.2. Develop the implementation details for the Panel’s recommendations, including concept designs, refined costings, adaptation thresholds, and other work.

3.3. The development of a funding model for strategy implementation.

4. TAG has previously presented the following process and programme to compile a final strategy for notification (Table 1) to the Joint Committee and HBRC.

Table 1: Proposed Strategy Development Approach – February to October 2023

Step	Process	Proposed Timing
Content Development
1	Strategy content for each section workshopped with the Joint Committee in the first instance	Feb ->
2	MTT, MAI, 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

5. The timeframe outlined in Table 1 was designed to enable HBRC to incorporate the outcomes of the strategy notification process into its 2024 Long Term Plan (LTP). This is a key process step, as it is required to introduce strategy implementation as a significant new activity for HBRC and to secure funding for commencing consenting and construction works under the strategy.

6. The most significant remaining piece of work to complete in 2023 is the funding model for strategy implementation. TAG has engaged external expertise to assist with the process, which requires significant input from councils’ financial teams and workshop time with the Joint Committee and HBRC councillors.

7. Following Cyclone Gabrielle, the February and April Joint Committee meetings were cancelled and capacity within Partner Councils has been severely constrained. As a result, an August 2023 notification for the strategy cannot be achieved.

8. This paper seeks guidance from the Joint Committee on a revised timeframe for strategy notification.

Discussion

9. With the August 2023 target not able to be achieved, TAG has sought to develop process/timing options for moving the Strategy forward into a public consultation process.

10. In determining options, the key considerations were:

10.1. That coastal communities continue to face ongoing (and in some cases urgent) coastal hazard risks and issues.

10.2. That the strategy has already taken longer than anticipated to reach this point.

10.3. That a balance is required between the need to progress the Strategy (with its long term focus) and the urgent and critical work faced by Cyclone-affected communities, tangata whenua and the Partner Councils.

10.4. The resource demands associated with the key remaining workstream (i.e. developing the strategy implementation funding model) and the capacity of councils (councillors and staff).

10.5. The complex and unique factors associated with the upcoming 2024 LTP, which will include highly uncertain cyclone recovery costs.

10.6. Alignment with other consultation processes being undertaken by councils over this period, including LTP and Annual plan consultation.

11. With these factors in mind, TAG has identified three process/timing options for strategy notification:

11.1. Option 1: Long Term Plan Alignment (April 2024)

11.2. Option 2: Standalone Consultation (August 2024)

11.3. Option 3: Annual Plan Alignment (March 2025)

12. Each option is described and assessed following.

Option 1: Long Term Plan alignment

13. Process: Strategy notification with HBRC’s next LTP.

14. When: Consultation in March/April 2024. Strategy implementation funding and transfer of assets and to come into effect from 1 July 2024.

15. Benefits: Least delay of all options. Allows funding model to be included in 2024 LTP.

16. Disadvantages: Will be very challenging to complete funding model development over this time period given limited capacity in councils. May not be the right timing to be consulting on a long term coastal-focused strategy given more urgent focus on cyclone recovery. Tying the strategy consultation to an LTP process creates a complex consultation process with a lot of information being put to the community over a short time period and risks either dominating the consultation at the expense of other topics or getting lost amongst other topics. Particularly challenging in this instance given cyclone recovery implications.

17. Key Risks: Limited engagement from community. High risk that Council does not have capacity to prepare funding model in time.

Option 2: Standalone Consultation

18. Process: Standalone strategy notification + HBRC LTP amendment.

19. When: Consultation in August/September 2024. Strategy implementation funding and transfer of assets and to come into effect from 1 July 2025.

20. Benefits: Maintains strategy consultation as a standalone process, which has been the Joint Committee’s preference. Moderate delay. Provides additional time for development of funding model for strategy implementation. Orderly process step towards strategy implementation which gives Partner Councils certainty and ability to build the asset transfer into the coming year’s annual plan development.

21. Disadvantages: Additional consultation process on top of other Council activity comes at cost in terms staff and councillor time and communication costs e.g. printing material, costs for targeted mail outs and creates consultive burden for community. Will occur too late for funding model to be included in 2024 LTP, requiring an audited LTP amendment to occur as part of strategy consultation.

22. Risks: Delay in implementing strategy creates additional pressures for at-risk communities.

Option 3: Annual Plan Alignment

23. Process: Notification with HBRC’s 2025 Annual Plan + HBRC LTP amendment.

24. When: Consultation in March/April 2025. Strategy implementation funding to come into effect from 1 July 2025, transfer of assets to take effect 1 July 2026.

25. Benefits: Creates additional space for the Council and communities to recover from Cyclone Gabrielle. Saves costs by doing a concurrent consultation with Annual Plan (assuming councils will be consulting on their Annual Plan).

26. Disadvantages: Longest delay of all options. Will occur too late for funding model to be included in 2024 LTP, requiring an audited LTP amendment to occur as part of strategy consultation. Creates uncertainty for Partner Councils when developing their annual plans as outcome of consultation unknown.

27. Risks: Delay in implementing strategy creates additional pressures for at-risk communities. Risks losing momentum on strategy development.

Recommended Option

28. TAG is acutely aware that coastal hazards issues are ongoing and will not wait for a strategy to be put in place. Recent community meetings in Te Awanga and Westshore attended by members of TAG have highlighted the level of concern within communities about these risks. In this context, delaying the strategy notification process is concerning, as it further delays strategy implementation.

29. It is TAG’s view that Option 1, while offering the least delay, also presents the highest risks that constrained capacity will prevent a comprehensive funding model from being developed and/or that the community consultation process will not be effective. On that basis, TAG recommends Option 2, as it offers the best balance of advantages and disadvantages and lowest risks.

Next Steps

30. The Joint Committee has previously directed the development of an Interim Response Plan to set out how any urgent coastal hazards issues (current or emerging) are monitored and effectively managed in the interim period before the strategy is confirmed. This work is now more urgent and needs to cover a longer period of time. TAG is actively working on this Plan.

31. Once a process / timing option is confirmed, the following key next steps are recommended:

31.1. An updated work programme is developed by TAG to set out how the revised timeframes will be met, to be presented to the next Joint Committee meeting.

31.2. Affected communities and interested parties are advised of the revised timeframes, as part of an updated communications and engagement plan

31.3. TAG reports to the Joint Committee on current, urgent costal hazards issues within the strategy area and how these will be monitored and managed in the interim period, e.g. Interim Response Plan.

Significance and Engagement Policy Assessment

32. The decision facing the Joint Committee now, to agree and recommend its preferred timing for strategy notification, has been considered against Hawke’s Bay Regional Council’s Significance and Engagement Policy, and staff consider that because the decision is consistent with the purpose of the Joint Committee it can be made without seeking feedback from interested or affected parties. Further, staff consider the three options do not vary significantly from each other and consultation on consultation would create further delay, primarily impacting interested or affected parties.

Decision Making Process

33. Council and its 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:

33.1. The decision does not significantly alter the service provision or affect a strategic asset, nor is it inconsistent with an existing policy or plan.

33.2. The decision is not significant under the criteria contained in Council’s adopted Significance and Engagement Policy.

33.3. The persons affected by this decision are all residents and ratepayers in the Clifton to Tangoio area and wider Hawke’s Bay region.

33.4. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, the Joint Committee can exercise its discretion and make a decision 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 Timing for Strategy Notification staff report.

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

3. Recommends that Hawke’s Bay Regional Council notifies the Clifton to Tangoio Coastal Hazards Strategy for consultation in August/September 2024 (option 2 in the decision paper).

Authored by:

Simon Bendall

Coastal Hazards Strategy Project Manager

Desiree Cull

Strategy & Governance 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

12 May 2023

Subject: Overview of the 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 proposal (prior to Cyclone Gabrielle) 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: https://gis.hbrc.govt.nz/hazards/.

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 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 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’, meaning 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 Hawke’s Bay Regional 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.

42. Prior to Cyclone Gabrielle, the strategy was planned for notification by HBRC in August 2023.

43. 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

44. 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 Overview of 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

12 May 2023

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 for the Coastal Hazards Strategy.

Project Dashboard

2. The following project dashboard (Table 1) is provided to summarise current project status for budget, 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.

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: May 2023

Metric	Status	Commentary
Project Budget		No known budget issues – budget on track.
Project Timeline		August 2023 target for notifying proposed strategy will not be met.
WS1: Funding / Governance		Funding model is most significant and challenging task to complete in order to produce a complete strategy - external expertise engaged to assist with development process however work has not progressed as focus has been on cyclone recovery.
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 three status changes to report for this period, all related to the effects of Cyclone Gabrielle. Critical and urgent cyclone recovery work has meant a temporary halt to strategy development. A separate paper in this agenda discusses options for moving the strategy forward.

5. Once a determination has been made on how and when to progress the strategy a revised project plan will be developed and reported on.

Decision Making Process

6. 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

12 May 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

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

Post-Cyclone Community Meetings

15. TAG wishes to bring two community meetings to the Joint Committee’s attention.

16. Both meetings were held on 26 April 2023, one in Westshore and one in Te Awanga. Members of TAG were in attendance at both, and coastal hazards was a key topic of discission.

17. At Westshore, the key discussion points were repair works post cyclone, status of consent for placement of material at Westshore and status of Clifton to Tangoio strategy.

18. At Te Awanga, the key topic of discussion and concern was the reduced beach crest following changes in erosion effects post-Cyclone Gabrielle. The community is concerned about increased vulnerability to storm events that could cause overtopping and inundation. There is a proposal to form a working group to work with councils on potential solutions including funding arrangements. TAG will keep the Joint Committee informed on progress.

Communication and Engagement Plan 2023

19. TAG is in the process of developing an updated communications and engagement plan.

20. 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

21. TAG will present the 2023 communications and engagement plan at the next committee meeting to guide engagement over the coming months. This updated plan will need to align with decision-making on strategy timeframe and process, as discussed in a separate paper in this agenda.

Decision Making Process

22. 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

Team Lead Communications

Approved by:

Chris Dolley

Group Manager Asset Management

Attachment/s

1 ⇩

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

Clifton to Tangoio Coastal Hazards Strategy Joint Committee

12 May 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 (previously Whakarire Ave Revetment)

2. Construction was scheduled to begin on 1 March 2023, with expected completion by 30 September 2023.

3. It is noted that clause 7.5 of the Coastal Hazards Memorandum of Transition (MOT) requires consultation with HBRC for any new coastal hazards assets not listed in the MOT. In accordance with this clause, a letter was sent by Napier City Council’s Chief Executive to HBRC on 9 November 2022.

4. A verbal update will be provided to the meeting.

Westshore Consent Renewal

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

6. Due to Cyclone Gabrielle and staff availability, the project has not progressed.

Haumoana 18

7. HDC has continued to engage with H18 representatives as to possible next steps, with interest still being shown by some landowners as to possible solutions, including a project considering a smaller section of the impacted coastline.

8. 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.

Te Awanga

9. Damage to the channel of the Maraetotara River at Te Awanga was caused by floodwaters from the cyclone. This damage left some properties at risk from water intrusion from high seas. A public meeting was held within the community on 26 April to discuss possible solutions and how they might be funded.

10. The Heretaunga Recovery Plan includes for consideration, a proposed action to construct a revetment to repair damage to the Maraetotara River channel in order to increase the resilience of the area to future weather events and protect homes in Wellwood Terrace and Kuku Street.

Whirinaki

11. HDC Council staff have met with representatives 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.

12. HDC has agreed to engage Tonkin & Taylor to leverage off the previous work, utilising 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. This is being done before more costly and time-consuming design or consenting works are undertaken.

13. The Cyclone Gabrielle event has caused a greater level of damage to the coastline immediately north of North Shore Road and to a section at the Esk River end of North Shore Road. The section of road near the Esk River section has required a response from the HDC Roading section and has involved the placement of limestone rock as foundation and protection works along with backfilling and reinstatement to road level. This work has been carried out as part of emergency works associated with the Cyclone. Further investigations are required to determine the next steps for the northern section.

Coastal Inundation Assessment Project Update

14. The report will be workshopped with the Joint Committee in their May meeting.

Hawke’s Bay Climate Action

15. Work on a spatial-based climate change vulnerabilities assessment is underway through the online Risk Explorer Tool.

16. A Joint Committee for Climate Action has been established with membership from all five partners councils (HDC, NCC, CHBDC and WDC) and two members from the Māori Committee and the Regional Planning Committee. The first meeting is 22 May.

17. The Purpose of the Joint Committee on Climate Action is:

17.1. 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.

17.2. 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^[1] for the communities of Hawke’s Bay.

17.3. 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.

17.4. 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

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 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.

[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.

[1] [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)