community boards – functions and delegations

This document records the delegation of Council functions, responsibilities, duties, and powers to Community Boards.

The Community Boards have been established under section 49 of the Local Government Act 2002 to represent, and act as an advocate for, the interests of their community.

The delegations are expressed in general terms. The delegations shall be exercised with proper regard for the Council’s strategic direction, policies, plans, Standing Orders and its interpretation of its statutory obligations. The delegations are to be read together with the following propositions.

These delegations are based on the following principles:

· Issues relevant to a specific community should be decided as closely as possible to that community. Where an issue has city-wide implications, ie any effects of the decision cross a ward or community boundary or have consequences for the city as a whole, the matter will be decided by Council after seeking a recommendation from the relevant Community Board or (any ambiguity around the interpretation of “city-wide” will be determined by the Mayor and Chief Executive in consultation with the relevant Chair);

· Efficient decision-making should be paramount;

· Conflicts of interest should be avoided and risks minimised;

· To ensure processes are free from bias and pre-determination Community Boards should not adjudicate on issues on which they have advocated or wish to advocate to Council;

· Community Boards should proactively and constructively engage with residents on local matters that affect the community they represent and raise with Council issues raised with them by their community and advocate on behalf of their community.

These delegations:

(a) do not delegate any function, duty or power which a statute (for example section 53(3) and clause 32(1) of Schedule 7 of the Local Government Act 2002) prohibits from being delegated;

(b) are subject to and do not affect any delegation which the Council has already made or subsequently makes to any other committee, Council officer or other member of staff;

(d) are subject to any notice issued by the Council, from time to time, to a Community Board that a particular issue must be referred to Council for decision;

(e) reflect that decisions with significant financial implications should be made by Council (or a committee with delegated authority);

(f) promote centralisation of those functions where the appropriate expertise must be ensured; and

(g) reflect that all statutory and legal requirements must be met.

DELEGATIONS

Decide:

· Naming new roads and alterations to street names (in the Community Board’s area).

· Official naming of parks, reserves and sports grounds within the provisions of Council’s Naming Policy. Note [1]

· Removal and/or planting of street trees within the provisions of Council’s Operational Guide for Urban Forest Plan. Note [2]

· The granting of leases and licences in terms of Council policy to voluntary organisations for Council owned properties in their local area, for example, halls, but not including the granting of leases and licences to community houses and centres.

· The granting of rights-of-way and other easements over local purpose reserves and granting of leases or licences on local purpose reserves.

· The granting of leases and licences for new activities in terms of Council policy to community and commercial organisations over recreation reserves subject to the provisions of the Reserves Act 1977 and land managed as reserve subject to the provisions of the Local Government 2002, in their local area. (Note: renewal of existing leases and licences will be reported once a year to Council’s City Development Committee).

· The allocation of funding from the Community Engagement Fund in accordance with Council’s adopted guidelines.

· Expenditure of funds allocated by the Council to the Board from the Miscellaneous Budget to cover expenditure associated with the activities of the Board. The Chair to approve expenditure, in consultation with the Board, and forward appropriate documentation to the Committee Advisor for authorisation. Boards must not exceed their annual expenditure from the Miscellaneous Budget.

· The allocation of funding for the training and development of Community Board or members, including formal training courses, attendance at seminars or attendance at relevant conferences.

Consider and make recommendations to Council on:

· Particular issues notified from time to time by Council to the Community Board.

· Roading issues considered by the Mayor and Chief Executive to be strategic due to their significance on a city-wide basis, including links to the State Highway, or where their effects cross ward or community boundaries.

· Parks, reserves and sports ground naming for sites that have a high profile, city-wide importance due to their size and location and/or cross ward or community boundaries.

· Representatives to any Council committee, subcommittee, subordinate decision-making body, working group, or ad hoc group on which a Community Board representative is required by Council.

The setting, amending or revoking of speed limits in accordance with the Hutt City Council Bylaw 2005 Speed Limits, including the hearing of any submissions.

GENERAL FUNCTIONS

Provide their local community’s input on:

· Council’s Long Term Plan and/or Annual Plan.

· Council’s policies, programmes (including the District Roading Programme) and bylaws.

· Changes or variations to the District Plan.

· Resource management issues which it believes are relevant to its local community, through advocacy.

· The disposal or acquisition of significant assets.

· Road safety including road safety education within its area.

· Any other issues a Board believes is relevant to its local area.

· Review Local Community Plans as required.

Reports may be prepared by the Board and presented to Council Committees, along with an officer’s recommendation, for consideration.

Any submissions lodged by a Board or Committee require formal endorsement by way of resolution.

Co-ordinate with Council staff:

· Local community consultation on city-wide issues on which the Council has called for consultation.

Maintain:

· An overview of roadworks, water supply, sewerage, stormwater drainage, waste management and traffic management for its local area.

· An overview of parks, recreational facilities and community activities within its local area.

Develop:

· Community Response Plans in close consultation with the Wellington Region Emergency Management Office, emergency organisations, the community, residents’ associations, other community groups, and local businesses. The Community Response Plans will be reviewed on an annual basis.

Grant:

· Local community awards.

Promote:

· Recreational facilities and opportunities in its area with a view to ensure maximum usage.

· Arts and crafts in its area.

Appoint:

· A liaison member or, where appropriate, representatives to ad hoc bodies, which are involved in community activities within the Board’s area, on which a community representative is sought.

Endorse:

· Amendments to the Eastbourne Community Trust Deed (Eastbourne Community Board only).

EASTBOURNE

A STATEMENT OF BASIC PRINCIPLES

The Eastbourne Community Board, representing the people of Eastbourne;

Recognises that we are part of a community living in a unique environment,

Believes that we have been entrusted with the care of an environment which is a major asset of the Wellington region,

Desires to conserve and enhance this asset for the enjoyment of future generations of residents and visitors, and therefore;

Acknowledges and promotes the key characteristics of Eastbourne and the Bays as:

1. A community situated on the coast of Wellington harbour, bounded by the sea on the one side and on the other by bush-clad hills;

2. A community comprising a string of smaller communities, with residential areas of low-rise, low-density housing, interspersed with many trees;

3. A community in which the citizens care and respect each other’s differences and right to quiet enjoyment of their surroundings;

4. A community where industry and commerce have developed without detriment to the natural environment;

5. A community where the arts are valued and where participation in theatre, painting, pottery, music, gardening and sports is actively fostered and encouraged ;

6. A community concerned for the welfare of the young and the old where the elderly may retire in dignity, where families have access to facilities to raise their children in an environment which promotes safety and well-being;

7. A community which values and encourages preservation of its heritage and history.

Further:

It is our stated intent that the recognition of these principles and acceptance of the key characteristics will underlie the activities which we as a community and board undertake, and that they will provide the criteria against which, and within which, any district plans, strategic plans or developmental or organisational initiatives may be assessed.

3 7 February 2017

HUTT CITY COUNCIL

Eastbourne Community Board

Minutes of a meeting held in the East Harbour Women's Clubrooms, 145 Muritai Road, Eastbourne on

Tuesday 7 February 2017 commencing at 7.15pm

PRESENT: Mr R Ashe Mr M Gibbons Ms V Horrocks (Chair) Cr M Lulich

Ms A Sutherland Cr T Lewis Ms E Knight (Deputy Chair)

APOLOGIES: There were no apologies.

IN ATTENDANCE: Mr T Stallinger, Chief Executive

Ms K Stannard, Divisional Manager, Secretariat Services (part meeting)

Mr G Stuart, Divisional Manager, Regulatory Services (part meeting)

Mr L Dalton, Regional Manager Animal Services (part meeting)

Mr G George, Manager Trade Waste (part meeting)

Mr Z Moodie, Traffic Engineer Network Operations (part meeting)

Ms S Haniel, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

There were no apologies.

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

3. Presentations

Presentation by Ms Power, Principal, Muritai School

Ms Power introduced herself and said that she was delighted to be working at Muritai School. She added that it was a high performing school and she had an interest in STEMM (science, technology, engineering, mathematics and manufacturing) topics.

In response to a question from a member, Ms Power said that challenges for the school would include obtaining donations for student activities and funding for professional development for staff.

Presentation by Local Councillor from Greater Wellington Regional Council (GWRC)

Cr Lamason said that the Korokoro Stream walk was open again after the most recent floods. She encouraged members to visit an upcoming display in the Riverbank carpark which would be showcasing the proposal and plans of the Riverlink Project.

c)	Presentations by Residents' Associations and other Community Groups There were no presentations.

4. CONFLICT OF INTEREST DECLARATIONS

Crs Lulich and Lewis declared a conflict of interest in item 6 c), Dog Control Bylaw, Dog Trial Feedback and Recommendations, and took no part in discussion or voting on the matter.

5. Minutes

Resolved: ( Mr Gibbons/ Mr Ashe) Minute No. ECB 17101

“That the minutes of the meeting of the Eastbourne Community Board held on Tuesday, 6 December 2016, be confirmed as a true and correct record.”

6. Reports referred for Board input before being considered by standing committee or Sub Committee of Council

Proposed School Zones 40km/h Variable Speed Limits 2016/2017 (17/87)

Report No. ECB2017/1/19 by the Traffic Engineer

The Traffic Engineer Network Operations elaborated on the report.

In response to a question from a member, the Traffic Engineer Network Operations said that he would advise members when Muritai School would be assessed for 40km/h variable speed limit signs.

Resolved: ( Ms Horrocks/ Mr Ashe) Minute No. ECB 17102

“That the recommendations contained in the report, that relate to Wellesley College, be endorsed.”

Marine Parade, Eastbourne - Proposed Bollards (17/124)

Report No. ECB2017/1/25 by the Traffic Engineer

Speaking under public comment, Mr S Flynn, showed pictures of the narrow section of Marine Parade South and said that pedestrians only had 20cm clearance on each side of a car. He further said that this was an important safety issue. He thanked the Traffic Engineer Network Operations for his support and professionalism in the matter.

In response to a question from a member, Mr Flynn said that the residents took their rubbish out to the side streets via an alleyway which ran along the back of their houses. Therefore the rubbish trucks did not need access to the front of their houses.

The Traffic Engineer Network Operations elaborated on the report.

In response to questions from members, the Traffic Engineer Network Operations said that the bollards would be removable to allow sweeper trucks through. He noted the concern that the bollards should provide sufficient visibility for runners at night.

Resolved: ( Ms Horrocks/Cr Lewis) Minute No. ECB 17103

“That the recommendation contained in the report be endorsed.”

Dog Control Bylaw Dog Trial Feedback and Recommendations (17/134)

Report No. ECB2017/1/39 by the Divisional Manager, Regulatory Services

Crs Lulich and Lewis declared a conflict of interest and took no part in discussion or voting on the matter.

Speaking under public comment, Ms M Gibson said that she supported the recommendations that pertained to Days Bay beach. She further proposed that the times for dog exercising be extended to the south end of the beach.

The Chair highlighted that to include the south end of the beach would be a new proposal which had not been put forward until tonight.

Speaking under public comment, Ms S Willis said she did not support a complete dog ban on Days Bay beach on weekends and public holidays. She further said that Williams Park would get more pressure from dog owners should the proposal be adopted.

Speaking under public comment, Mr P Sprey said that he had been tracking usage of Days Bay beach over summer and there had been an increase of dog owners but fewer other users. He added that he did not support the weekend ban of dogs and that it could be a breach of human rights for those people whose working hours meant they did not have access to the dog exercise hours.

Speaking under public comment, Mr D McNaught said that dog exercise areas were also for dogs to meet other dogs and socialise. He added that people who used dog exercise areas used common sense and leashed their dogs when families were in the area. He further said he supported Ms Willis’ comments.

Speaking under public comment, Mr D Sprey appealed for people to use common sense and that if no one was using the north end of Days Bay beach, then dog users should be able to exercise their dogs.

The Divisional Manager, Regulatory Services elaborated on the report. He said that submissions had requested bans on the weekend. He added that the ban in summer between 10am and 7pm reflected the times that families used the beach. He further said that some people were dog phobic and did not like dogs around at any time.

In response to a question from a member, the Divisional Manager, Regulatory Services said that submitters had requested the restrictions because they did not want to encounter conflicts with dogs. He added that if a further change to the bylaw was required in the future then a decision would have to go through the required processes.

Members considered that in winter there were so few people on the north end of the beach that it could be an off leash area all day. They further considered that dogs could be on the beach on weekends and public holidays in line with the week day restrictions. Members further said that they agreed with the summer off leash times.

Resolved: ( Ms Horrocks/ Mr Gibbons) Minute No. ECB 17104

“That the recommendations contained in the report that relate to Eastbourne Bays, be endorsed, subject to the following amendments shown in strikethrough to recommendation (vi), that the area in Days Bay on the beach north of the wharf will be:

(vi)(a) a Dog Exercise Area between 7.00pm and 10.00am from 1 December to 31 March every year;

(vi) (b) a Dog Exercise Area at all times from 1 April to 30 November ~~(excluding weekends and public holidays between 10am and 7pm)~~;

(vi) (c) ~~a Dog Prohibition Area on all weekends and public holidays, between 10am and 7pm;~~ and

(vi) (d) a Dog Prohibition Area between 10.00am and 7.00pm from 1 December to 31 March every year.

Precedence of business

Resolved: ( Ms Horrocks/ Mr Ashe)

Minute No. ECB 17105

“That in terms of Standing Order 25.5, precedence be accorded to item 8 dealing with the adoption of Standing Orders, and item 9 dealing with Hutt City Council’s Elected Members’ Code of Conduct.”

The items are recorded in the order in which they were listed on the order paper.

Chair's Report (17/67)

Report No. ECB2017/1/21 by the Committee Advisor

The Chair elaborated on the report.

Resolved: ( Ms Horrocks/ Ms Knight) Minute No. ECB 17106

“That the Board notes the report.”

Adoption of Standing Orders (17/71)

Report No. ECB2017/1/22 by the Senior Committee Advisor

The Divisional Manager Secretariat Services elaborated on the report.

Resolved: ( Ms Horrocks/ Mr Ashe) Minute No. ECB 17107

“That the Board:

(i) receives the information contained in the report;

(ii) notes the requirement to achieve the agreement of at least 75% of members present at a meeting to adopt (and amend) the Standing Orders;

(iii) notes the inclusion of any issue, idea or matter raised in public comment, during a community board meeting, must fall within the terms of reference of that meeting (Clause 15);

(iv) notes the inclusion of the optional provision to have the choice of three different ways of dealing with motions and amendments (Clause 22); and

(v) adopts Hutt City Council’s Standing Orders, attached as Appendix 1 to the report, for use throughout the 2016-2019 triennium.”

Hutt City Council's Elected Members' Code of Conduct (17/72)

Memorandum dated 25 January 2017 by the Senior Committee Advisor

The Divisional Manager Secretariat Services elaborated on the report.

Resolved: ( Ms Horrocks/ Mr Gibbons) Minute No. ECB 17108

“That the Board agrees to adopt the Code of Conduct for Elected Members for the 2016-2019 triennium, attached as Appendix 1 to the report.”

10.

Appointments to External Organisations (17/31)

Memorandum dated 18 January 2017 by the Committee Advisor

The Chair elaborated on the memorandum.

Members expressed their thankfulness and appreciation to Mr Ian Young for all of the work that he had done on the Eastbourne and Bays Community Trust over his many years as Trustee.

Resolved: ( Ms Horrocks/ Ms Knight) Minute No. ECB 17109

“That the Board:

(i) notes that Mr Gibbons is the Board’s appointee to the Eastbourne and Bays Community Trust;

(ii) agrees that Mr Gibbons continues with the Heritage Trail, Harbourview Trail, development of the old Police cell block with the Eastbourne and Bays Community Trust;

(iii) appoints Mr Derek Wilshere as Trustee on the Eastbourne and Bays Community Trust; and

(iv) appoints Ms A Sutherland to be the Board’s representative on the ERAT (Educating Residents Around Trapping) Steering Group.”

11.

Committee Advisor's Report (17/19)

Report No. ECB2017/1/3 by the Committee Advisor

The Chair elaborated on the report.

Members noted that the Board’s request for a wayfinding map in Williams Park had been on the walkaround for a number of years without much progress. They added that they would be requesting more information about its progress on this year’s walkaround. Members further noted that an uneven footpath had caused a resident to trip and injure herself. They further said that they would ascertain the area that this had occurred.

Resolved: ( Ms Horrocks/ Mr Gibbons) Minute No. ECB 17110

“That the Board receives the report.”

12. Reports from representatives on local organisations

Eastbourne and Bays Community Trust (17/20)

Mr Gibbons said that the Trust had committed funds to the Heritage Trail and that the Historical Society would be involved in its development. He further said that the old Police cells would be moved in March this year and that he was liaising with an architect, Iwi and Council officers regarding this. He added that the Heritage Trail would start in March and he was liaising with an officer from Greater Wellington Regional Council on its development.

b)	Okiwi Trust (17/21) Ms Sutherland said that she would be in contact with the Trust.

c)	Eastern Bays Marine Drive Steering Group (17/23) Ms Horrocks said that there would be bay-by-bay consultation in due course.

d)	Eastbourne Youth Workers' Trust (17/30) Ms Knight said that there was no update.

e)	Muritai School Hall Management Committee (17/24) Ms Knight said that there was no update.

f)	Vibrant Village (17/25) Mr Gibbons said that Vibrant Village projects had been discussed in relation to the Eastbourne and Bays Community Trust update.

g)	Days Bay Wharf Steering Group (17/26) Ms Horrocks said that maintenance of the wharf would include some square platforms.

h)	Centreport's Eastbourne Liaison Group (17/27) Mr Ashe said that there were more children surfing in Eastbourne than in previous years and that southerly winds created the best surf.

i)	Eastbourne Childcare Community Group (17/28) Ms Knight said that there was no update.

j)	Community Response Group (17/29) Ms Horrocks said that Council and GNS Science would be investigating the placement of a blue tsunami line in the Eastbourne Bays, and that there would be consultation on the issue.

13. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 8.50 pm.

Ms V Horrocks

CHAIR

CONFIRMED as a true and correct record

Dated this 4th day of April 2017

MEMORANDUM 17 04 April 2017

Our Reference 17/511

TO: Chair and Members

Eastbourne Community Board

FROM: Kate Glanville

DATE: 17 March 2017

SUBJECT: 2017 Community Boards' Conference

Recommendations

That the Board/Committee:

(i) notes the Community Boards’ Conference will be held in the Methven from 11-13 May 2017 attached as Appendix 1 to the report;

(ii) notes the Training Policy for Community Boards and Community Committees’ adopted by Council at its meeting held on 14 March 2017, attached as Appendix 2 to the report;

(iii) notes that the number of members being funded through the training budget to attend the conference is limited to one per Board;

(iv) notes the estimated cost of attending the conference per representative is approximately $1,500.00; and

(v) considers attendance of a representative to the 2017 New Zealand Community Boards’ Conference.

Background

1. The biennial conference was introduced in 1997 to bring together the Community Boards of New Zealand to share practice, and to help improve the understanding and work of community boards.

2. The 2017 New Zealand Community Boards’ Conference is scheduled to be held 11-13 May 2017 in Methven. The theme of the 2017 Community Boards conference is Making 1+1=3. The conference programme is attached as Appendix 1 to the report. The conference is hosted by the New Zealand Community Boards Executive Committee, Ashburton District Council and the Methven Community Board. The official conference website is http://www.conference.co.nz/nzcbc17

3. In 2015 the 10^th Community Boards’ Conference took place in Waitangi, Bay of Islands, hosted by the New Zealand Community Boards’ Executive Committee, the Far North District Council.

4. Boards/Committees agreed that for the 2015 Community Boards’ conference the costs for attendance of Mr Foaese representing the Petone Community Board, Mr Ray representing the Eastbourne Community Board, Mr Dickson representing the Wainuiomata Community Board, Ms Mulligan representing the Central Community Committee, Ms Sutton representing the Northern Community Committee and Ms Bowmar representing the Western Community Committee would be split across the seven Community Boards/Community Committees training budgets. This was regardless of whether a particular board/committee had sent a representative. This allowed as many members to attend the conference as possible subject to budget considerations. This course of action worked out well and will occur again for the 2017 conference. However, if there are too many members wishing to attend the conference and there is insufficient budget, names will be resolved by lot.

5. The ‘Training Policy for Community Boards and Community Committees’ adopted by Council on 14 March 2017 states:

Community Boards’ Conference

‘The number of Community Board and Community Committee members being funded through the training budget to attend the biennial Community Boards’ conference is limited to one per Board/Committee.’

‘…. The maximum amount Council will pay towards the training needs and work programme of any one Hutt City Council Community Board/Committee member is $1,500 per financial year.’

6. Officers estimate that costs to attend the conference in Methven will be approximately $1,500.00. This figure includes registration, flights, accommodation and incidentals.

Appendices

No.	Title	Page
1 ⇩	New Zealand Community Boards Conference 2017	5
2 ⇩	Training Policy for Community Boards and Community Committees 2016	5

Author: Kate Glanville

Senior Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Secretariat Services

Attachment 2

Training Policy for Community Boards and Community Committees 2016

TRAINING POLICY FOR COMMUNITY BOARDS AND COMMUNITY COMMITTEES

Purpose

The purpose of ensuring that Community Boards and Community Committees have access to training is to enhance the effectiveness and efficiency of Boards and Committees in representing the interests of their specific community and supporting Council in its governance role by facilitating local input into Council’s decision-making processes.

Principles

The following principles underpin Hutt City Council’s approach to the training and development of Community Board and Community Committee members.

· Training begins with the induction of Community Board/Committee members. Newly elected or appointed members will come from a variety of backgrounds and have differing degrees of training needs when they take up their role.

· Community Board/Committee members will have ongoing training and professional development needs which should be met to ensure they are able to fulfil their roles.

· Because having inadequately trained Community Board/Committee members is potentially more costly than providing training, HCC will invest in training.

· Any training undertaken must relate to the roles and responsibilities of each individual Community Board/Committee member.

· Funding will be available for training which meet the criteria contained in this policy. Funding will not be available for any training outside of those criteria.

Policy

Community Board and Community Committee members are eligible for financial support for training and development. Such training and development may include formal training courses, attendance at seminars or attendance at relevant conferences in addition to training or information provided during induction.

It may also include attendances at an event which is relevant for obtaining an understanding of policies and initiatives taken by other local authorities relevant to this Council’s activities.

Criteria and basis for approval

The criteria and basis for any approval for financial support to be given for training and development under this policy are as follows:

· The training course is either specified in Schedule A of this policy OR relates directly to the specific Community Board/Committee member’s duties and responsibilities that are not covered in Schedule A; and

· Related to knowledge and successes including acceptance of recognition and prizes where this is relevant to the Community Board and/or Community Committee activity.

Community Boards’ Conference

The number of Community Board and Community Committee members being funded through the training budget to attend the biennial Community Boards’ conference is limited to one per Board/Committee.

Financial support

Maximum contribution

A maximum cap of $3000 per Community Board/Community Committee will be applied.

The maximum amount Council will pay towards the training needs and work programme of any one Hutt City Council Community Board/Committee member is $1500 per financial year.

There will be an overall training budget of $15,000 available to meet the training needs and work programme requirements of Hutt City Council Community Board and Community Committee members each financial year. Financial support may include the cost of attending the training courses, seminars, forums or conferences and other events and the related costs of travel and accommodation, if the training is not held in Wellington.

Approval

Any request for funding must first be made to the relevant Board or Committee for consideration and approval. When making the decision to either approve or decline the request for professional development Boards and Committees must have regard to:

· The purpose and principles of the Training Policy

· the skills make up of Board/Committee members

· the skills required; and

· the amount of assistance requested with reference to the amount of training budget available.

The Board or Committee may approve any request for funding up to $750. They must advise the Manager Secretariat Services directly of any requests and approvals. They must also make a formal decision as part of their Community Board/Committee meeting. The request must be placed on the relevant Board/Committee agenda for discussion.

Requests to attend formal training courses, seminars, forums or conferences and other events with a value over $750 are to be made by the Chair or Deputy Chair of the Board or Committee in writing to the General Counsel, for a decision with a recommendation regarding whether or not the request should be approved.

Any member attending a training course, conference, seminar or similar event will be required to provide a written report and evaluation to:

· The relevant Board/Committee in a form agreed in advance and

· The Divisional Manager Secretariat Services.

Long-term training

All requests for financial support to attend longer-term training courses are to be made in writing to the General Counsel for a decision. Additional guiding principles when making a decision in this situation are:

· what is the overall duration of the course; and

· the point of time in the triennium when the training is requested.

Financial support, if approved, is capped at 50% of total costs (and within the maximum stated above).

APPROVED TRAINING

Approval may be given by the relevant Board or Committee for attendance at any of the following courses:

Induction

· This includes Hutt City Council’s normal induction process for Elected Members.

· Chair and Deputy Chair training

LGNZ Courses – Local Government Know How

A series of two day workshops to bring new members up to speed and refresh longer serving members are held shortly after local government elections. Designed for all members, whether from district, city and regional Councils or Community Boards/Committees, the programme draws on a broad range of sector expertise and up-to-date information. Topics covered include:

· understanding the local government system

· role of members

· introduction to the Local Government Act

· decision-making

· long-term planning

· consultation

· regulation and the Resource Management Act

· funding

· putting democracy into practice - ethics, conflicts of interest and freedom of information.

This training provides knowledge about legislation and council processes to ‘get started'.

Members may also attend other LGNZ Professional Development Courses that:

· are relevant to the role they are playing as a Board or Committee member e.g. Chair, Deputy Chair, events, community development

· add to their level of experience and expertise as a Community Boards or Community Committees member and

· grow the engagement/consultation skills of members

· grow the technical/financial skill sets of members relevant to the role they play on the Board/Committee

http://www.lgnz.co.nz/home/equip/professional-development-offerings/a-z-workshop-list/

24 04 April 2017

Eastbourne Community Board

06 March 2017

File: (17/421)

Report no: ECB2017/2/6

Committee Advisor's Report

1. Purpose of Report

The primary purpose of the report is to update the Board on items of interest.

Recommendations

It is recommended that the Board:

(i) notes the updates in the report; and

(ii) appoints a member of the Board as a representative on the Keep Lower Hutt Beautiful committee.

2. Wharves Consultation

There will be a public meeting on the future of the Eastbourne Bays wharves at Muritai School Hall on Tuesday 11 April 2017 at 7.30pm.

3. Keep Lower Hutt Beautiful (KLHB)

The Chair of Keep Lower Hutt Beautiful (KLHB), Cr Sutton has asked the Board to consider appointing a member as a representative on the KLHB committee.

KLHB is made up of volunteers and operates with the support of Hutt City Council and its staff member Sandy Beath-Croft who was instrumental in the group being set up in 1991. Over the years KLHB has spearheaded Lower Hutt’s graffiti eradication service and many other anti-litter and beautification initiatives. We meet every six to eight weeks.

4. Eastbourne Community Board Walkaround

Items from the 2017 walkaround are attached as Appendix 1 to the report.

5. Council’s current consultation

Please see below a list of current proposals Council is consulting on. These can be viewed on the Council website http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

Consulting on	Closing date
Proposed Private District Plan Change 45 - 1N & 57N Mandel Mews - open for further submissions	28 March 2017
Proposed Easter Sunday Trading Policy - Pre-Consultation	3 April 2017
Proposed Annual Plan 2017 - 2018	28 April 2017
Draft Local Alcohol Policy	1 May 2017

6. 2016/2017 Budget

The Board’s Miscellaneous Administration budget for the 2016/17 financial year is $5,000.00. Expenditure to date is $2,827.14 and a breakdown is attached as Appendix 2 to the report.

7. 2016/17 Training Budget

The Board’s Training budget for the 2016/17 financial year is $3,000.00. There is no expenditure to date.

Appendices

No.	Title	Page
1 ⇩	Eastbourne Community Board Walkaround 2017	5
2 ⇩	Miscellaneous Administration Budget April 2017	5

Author: Susan Haniel

Committee Advisor

Reviewed By: Kate Glanville

Senior Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Secretariat Services

Attachment 1

Eastbourne Community Board Walkaround 2017

Eastbourne Community Board Walkaround 25 February 2017 Action Points List

	Issue	Explanation	Progress	Officer
	Point Howard
1.	Resealing Issues	All concern or noted faults need to be logged as a request via ‘Report a Problem on HCC website or by calling the HCC call centre to log the request to be looked into further. (Log RFS)*	Please log a request through the call centre or online via ‘Report a problem’ - Log an RFS* https://gissecure.huttcity.govt.nz/RAP/viewer/	Leanne Kernot – Road & Traffic Div.
2.	Chorus reinstatements badly completed after UFB installs.	As above. Any contractor UFB install queries go to Gwyn Slatter	Log an RFS* detailing actual location.	Gwyn Slatter – R&T Div.
3.	Pre-Seal repairs Smoothing needed of many severe undulations prior to sealing (pre-seal repairs)	Log RFS - with locations of concern	To log an RFS* with location	Leanne Kernot – Road & Traffic Div.
4.	“PEDESTRIANS” Signage requested (x5) to alert drivers to presence of pedestrians on roads 1/. Howard Rd at both intersections with Nikau Rd; 2/. Howard Rd above Nikau; 3/. Ngaumatau Rd, 4/. Howard Rd below Nikau Rd and 5/. Bottom of Howard Rd.	Would be open to looking at x1 sign at the start of Howard Rd if nothing already in place along the way. – Log RFS for your request.	Sam logged an RFS on your behalf. #374728	Zackary Moodie – R&T Div.
5.	White Center line in Nikau Rd? Needing to keep drivers left and slow down traffic.	Unfortunately not an option as the road in not wide enough (has to be a minimum width to do)	Completed	Zackary Moodie – R&T Div.
6.	Chorus plates - continuing problems with noise with these as most are badly placed. A lasting remedy is needed. Currently plate opposite 8 Ngaumatau Rd is loose.	Log an RFS - Any outside contractor road works/install queries go to Chris Bennett / Gwyn Slatter to refer back to the contractor concerned.	Sam logged an RFS on your behalf. #374736	Gwyn Slatter/Chris Bennett – R&T Div.
7.	Broken Yellow Lines need repainting	Scheduled every 2 years. Was last done in Winter at residents request against Council advice to wait and not lasted.	Behind schedule, due Feb looking at March 2017	Nigel Parkin – Contracts Div.
8.	Footpaths needing repairs and resealing: Nikau Rd, path to Playcenter and footpath between Nikau and Ngaumatau Rds.	Log an RFS – actual locations listing approx. house no’s if available.	Log an RFS*	Leanne Kernot – Road & Traffic Div.
9.	Footpath from Howard Rd to Bus Stop in Esplanade needs spraying as dangerous when wet. Older residents advise that the wooden ramp is too steep and slippery and request long shallow steps	Log an RFS – Lichen on footpath	Sam logged an RFS on your behalf #374737	Clayton More - Contracts Div.
10.	Road reserve driveway access 115 Marine Dr	Informed that resident responsible for maintenance for driveway vehicle access to own property. HCC agreed to repair road edge to allow better water run-off from property to access the sump.	Programmed for March 2017	John Middleton – Contracts Div.
11.	Retaining wall at Reservoir Dangerous hole at top of retaining wall adjacent Howard Rd lookout needs repairs	Log an RFS include photo would also help to determine which department is responsible to be able to action quicker.	Log an RFS* with further detail	Parks & Gardens?
12.	Pt Howard Wharf Totally support its retention as a public amenity		For Information	Craig Cottrill
13. 1	Pt Howard Beach Toilets A low budget internal refit of these facilities is all that is required to bring these facilities to an acceptable standard	Proposed work - Install a skylight in men’s & women’s sides, refit benches in the men’s side, concrete crack & damage repairs, repaint after stripping & surface repair of loose material.	Log an RFS	Craig Cottrill
14.	Civil Defence Request emergency access to Pt Howard Reservoirs in the event of an emergency.	Request a subsidy or discount for a 10,000 litre water tank at the Civil Defence Centre - Cost $2K	Emergency teams for Council have keys Log an RFS for subsidy - request Information	Geoff Stuart WREMO
15.	Drainage Seepage in road outside no.21 Howard Road	On-going for 10 years	Sam Logged an RFS on your behalf #374738	Wellington Water
16.	Noise Issue Recurring problem with 24hr scrap metal noise from Seaview. Highly invasive crashing day and night during loadouts from Macaulays & Sims Pacific Scrap metals. The current Bylaws need reviewing as they are not suited to protecting residents from this kind of noise intrusion. Request monitoring of noise immediately complaints are lodged.	Log an RFS for noise control to look into.	Sam Logged an RFS on your behalf #374739	Dean Bentley
17.	Seaview Marina – Fresh water flushing of Outboard motors – ok at idle but some users insist on revving. Request signage.	Log an RFS	Sam Logged an RFS on your behalf #374741	Parks & Gardens
18.	Sprint Car Events in Seaview - We request notification as an affected party before any more consents are granted. The noise is highly invasive.	We also request an email and mail drop notification a week prior to these events so residents can make plans to be away.	This event is a yearly event which is widely advertised well before to the day.	Noise – Dean Bentley
19.	Environmental Issues Oil can often be seen in the Seaview marina and white suds in light westerly conditions. There is a greater need for monitoring of live-a-boards and self-containment.	There is a greater need for monitoring of live-a-boards and self-containment	Sam Logged an RFS on your behalf – Hazardous Substance – Pollution - Water #374742	Trade Waste Division
20.	Howard Rd Slip The recent Pt Howard slip needs retention works to help it stabilise. Also the netting at the lower end of Howard Rd needs clearing – it is bulging out in many places with the weight of existing rockfalls.	Monitoring of this area of concern is in place when each slip occurs.	Log an RFS if slips occur are dealt with as a urgent matter	Road & Traffic Division
21.	Vegetation Cutting More severe trimming requested for greater visibility outside 8 Howard Rd, 21 Howard Rd. Less severe trimming requested at the “Hedgehog” at top of Hill. We request that this be allowed to re-vegetate naturally	Log an RFS	Sam logged an RFS on your behalf regarding 8 & 21 Howard Rd. Also logged regarding less trimming at top of hill as a request. #374743	Clayton More - Road & Traffic
22.	Rubbish Bin at lookout on Howard Rd frequently overflowing – needs emptying more regularly	Log an RFS	Log an RFS if overflowing, It is on a schedule to be emptied but difficult to monitor as weather dependant.	Road & Traffic
23.	Guy Fawkes Request Fireworks ban at Pt Howard lookout - Pro-active response to Christchurch fires. Rockets are currently able to be legally set off into the gorse which is a major hazard.	We have had small fires in the past. Propose perhaps fireworks be restricted to the beaches but certainly prohibited adjacent East Harbour Regional Park.	By-Law in place?	Craig Cottrill
24.	Marine Parade Cycle-lane Request that the cycle-lane be smoothed and re-sealed and that it be made compulsory for cyclists to use the cycle lane where present as is the law in Australia. Currently cyclists are causing unnecessary obstruction to motorists	Law change regarding cycling is a government issue not Council	Cycleways - Part of Eastern Bays Shared path discussion	Simon Cager
	Lowry Bay
25.	Marine Drive yellow lines – to prevent passing along the bay nr Cheviot Rd bus Stop	Log an RFS	Sam logged RFS on your behalf #374745	Zac Moodie – Road & Traffic Div
26.	Broadband availability in the Eastern Bays area, When will we get it?	Speed up delivery to Eastern Bays Area	This is managed by Chorus and is not a Council Initiative.	-
27.	Kaikoura Path Signs at the top and bottom of the path are looking tatty	Log an RFS	Sam Logged RFS on your behalf #374746	Craig Cottrill
28.	Weed Control along Kaikoura Path	Log an RFS	On a schedule but if weather encourages growth log a request.	Clayton More – Road & Traffic
	York Bay – Iain Bain
29.	Broken fence opposite 6 Taungata Rd	Log an RFS	Please log an RFS with more detail, if resident fencing boundaring a property, not a Council issue as Council exempt from Fencing Act	Parks & Gardens?
30.	Kaitawa Rd Culvert over bridge issue	Log an RFS	Iain to email Sam with details to be able to establish who’s responsible.	??
31.	Bus Shelters Any plans to replace with glass shelters	GWRC responsible for shelters	Ginny to refer to GWRC	GWRC
32.	York Bay Pump Station Pohutakawa tree roots protruding, need protecting from being constantly driven over.	Pump Station on Marine Drive, York Bay	Sam logged an RFS on your behalf #374747	Colin Lunn Road & Traffic
33.	Waitohu Road Query regarding broken yellow line placement	Iain to email	To log an RFS from details when emailed	Road & Traffic Div.
34.	Taungata Rd Agapanthus over footpath/road side	Vegetation overgrowth – R.H side uphill south side	Sam logged an RFS on your behalf #374748	Clayton More – Road & Traffic
	Sunshine Bay
35.	Speed Limits along the bays	Concerns as speed was reduced from Lowry to Sunshine from 70 to 50. This is needed all along the bays	Assessed several times over the years and the community as a whole do not support it, therefore cannot go ahead.	Alan Hopkinson -Road & Traffic Div
36.	Slowing traffic into the Petrol Station Speed to fast of cars into the petrol station, dangerous	Suggestion of speed humps needed to slow cars approaching and entering the station	Sam logged an RFS on your behalf #374751	Alan Hopkinson – Road & Traffic Div
37.	Sinking Seawall along the bay opposite petrol station is getting lower	Noticeably lower at this point opposite Petrol Station	Seawall / shared Path Project	John Gloag / Simon Cager – Road & Traffic Division
Days Bay
38.	Williams Park Mapfinder	Ongoing request for a wayfinder map to direct to Tennis Courts etc	New design guide now adapted, test in a different area then roll out as Williams park would not be just one sign but numerous. Definite progress	Aaron Marsh – Parks & Gardens
39.	Edge markers down Along the sea side south end of Days Bay.	Vandalised edge markers to be replaced.	Awaiting stock (stronger with more flex)	Nigel parkin – Road & Traffic
40.	Cnr Ferry Road and Marine Drive new yellow line and posts Safety / Visibility issues with cars exiting Ferry Rd at too high speed.	Suggestion for the 3 posts to be relocated closer to the edge of the road to ease the turn a little avoiding entering the opposite lane.	Passed to Contractor already to be done within the next 2 weeks.	Nigel Parkin – Road & Traffic
41.	Moana Rd Instruction sign no longer valid	Despite yellow lines on the right hand side of Moana Road there is a very old sign outside 12 Moana Road giving times of year parking is available which I have seen people pondering over & needs removing as no longer valid. I have spoken to the council over the years but it has never been removed – Log RFS	Sam logged RFS on your behalf #374788	Nigel Parkin - Road & Traffic
42.	Kotari Road Removal of yellow ‘no stopping’ lines. Were they official?	These were unofficial, painted by a resident therefore removed.	Completed	-
43.	Speed bumps Kotari Rd needed to stop cars speeding both up and down near the blind corner with Pitoitoi Road junction	Log RFS	Sam logged RFS on your behalf #374790	Alan Hopkinson – Road & Traffic
44.	Footpath on the Eastern side of Marine Drive between Kereru and Moana Roads in Days Bay Repeated annual concern about a safe and defined footpath on the Eastern side of Marine Drive between Kereru and Moana Roads in Days	BYL’s in place, Footpath / road are the same level now with repeated resurfacing over the years.	Will not be lowered until big area wide renewal is needed.	Road & Traffic
45.	Speed Humps Marine Drive	Speed bump in Marine Drive on the Eastbourne side of the pedestrian crossing opposite Cobar. There are some drivers whipping around from Eastbourne travelling far in excess of 50kph and one day someone will be severely injured by speeding vehicles. As I am writing this one vehicle has travelled south past the Gallery at a speed of probably 70kph.	Consultation process would be needed	Alan Hopkinson – Road & Traffic
46.	Williams Park Fence for advertising concerns raised about the Williams Park fence becoming a local billboard for matters not involving Days Bay.	Not approved by P&G Division	If noted then Log an RFS	Paul Duffin
47.	Illegal Parking Persistent Illegal Parking (yet again) on the southern side of the Days Bay Wharf.	Letters have been written to the Manager of Parking Services HCC but to date little obvious action appears to have been taken to ticket illegal parkers from Eastbourne – who preclude visitors to the Bay utilising the services of the commercial businesses in the Bay.	Request time limit parking. Sam logged an RFS on your behalf. #374793	Zac Moodie – Road & Traffic
48.	To stop the incessant sand flow across Marine Drive from Days Bay Beach.	Can thought be given to the construction of a small nib wall which would (a) stop the sand drift and keep that precious commodity on the beach and (b) provide welcome seating and security for families visiting the Bay.	Sam logged an RFS on your behalf. #374794	Craig Cottrill – Parks & Gardens
	Muritai Area
49.	Skate Park options observed and discussed on site.	Skate Park sites: Option 1:Immediately adjacent to the North West Corner of the Eastbourne Summer Pool. Suitable for a skate ramp. Option 2: Immediately adjacent to the Eastbourne indoor sports hall on the southern netball Court opposite San Antonio school. Suitable for a ramp, park, bowl or combination. Currently used by local kids for skateboarding on old and deteriorating equipment. Option 3: Adjacent to the North West Corner to the Cricket nets at the Eastbourne Recreation ground. Suitable for a ramp, park, bowl or combination.	All to be considered when Rob liaising with Centreport	Centreport Craig Cottrill
50. .	Footpath pot hole Resident Val Meyers had a fall on Cnr Makaro and Oroua Street	Log an RFS	Sam logged on your behalf – no need to wait can be reported as soon as happened for repairs. #374797	Sam Whittam – Road & Traffic
51.	Norfolk Pine Trees – Nikau Street Ongoing issue	Ongoing issue with protected trees that cannot be removed. Assessed with an arborist report and monitored. 80+yr old trees	Resident informed cannot be removed due to shading property, just kept trimmed and monitored.	Colin Lunn – Road & Traffic
52.	Weedspraying daisy type weeds growing on gravel beach area nice, no need to spray.	If classed as a weed will be sprayed.	Log an RFS – Any query please log an RFS with photos	Clayton More – Road & Traffic
53.	Nikau Street Street cleaning not done to the top of the street	Is on a programme, if disagree, please log an RFS at the time noticed.	Log an RFS when happens.	Clayton More – Road & Traffic

Attachment 2

Miscellaneous Administration Budget April 2017

Miscellaneous Budget - Eastbourne Community Board Expenditure 2016/2017
Item	July	August	Sept	October	Nov	Dec	January	February	March	April	May	June	Total per Item	Balance
Opening Balance														$5,000.00
Advertising	$267.84	$267.84	$267.84	$267.84	$267.84	$267.84	$267.84	$267.84					$2,142.72
Venue		$65.22		$79.20				$75.00					$219.42
Walkaround								$260.00					$260.00
Eastbournes													$0.00
Miscellaneous		$205.00											$205.00
Less Total Expenditure														$2,827.14
Closing Balance														$2,172.86

[1] This excludes sites that are considered high profile, significant on a city-wide basis due to their size and location, or where the site crosses ward or community boundaries.

[2] The Operational Guide for Urban Forest Plan is available from Council’s Parks and Gardens Division.

Virginia Horrocks (Chair)	Liz Knight (Deputy Chair)
Robert Ashe	Murray Gibbons
Anna Sutherland	Cr Michael Lulich
Cr Tui Lewis