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 where a dispute arises that cannot be resolved at officer level. 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).

HUTT CITY COUNCIL

Wainuiomata Community Board

Meeting to be held in the Wainuiomata Community Library,

Queen Street, Wainuiomata on

Wednesday 6 September 2017 commencing at 7.00pm.

ORDER PAPER

Public Business

1. APOLOGIES

2. Special Announcement - Community Spirit Awards Presentation (17/1216)

Community Spirit Awards will be presented by Mayor WR Wallace.

3. PUBLIC COMMENT

Generally up to 30 minutes is set aside for public comment (three minutes per speaker on items appearing on the agenda). Speakers may be asked questions on the matters they raise.

4. Presentation

Presentation by Love Wainuiomata (17/1291)

A presentation will be provided by a representative from Love Wainuiomata.

5. CONFLICT OF INTEREST DECLARATIONS

6. Minutes

Meeting minutes Wainuiomata Community Board, 28 June 2017 9

Meeting minutes Wainuiomata Community Board, 25 July 2017 15

7. Committee Advisor's Report (17/1214)

Report No. WCB2017/4/113 by the Committee Advisor 18

8. Chair's Report - September 2017 (17/1215)

Report No. WCB2017/4/114 by the Chair 24

9. Report from representatives on local organisations

Keep Hutt City Beautiful (17/1325)

Report No. WCB2017/4/117 by Ms Willard, Member, Wainuiomata Community Board 26

10. QUESTIONS

With reference to section 32 of Standing Orders, before putting a question a member shall endeavour to obtain the information. Questions shall be concise and in writing and handed to the Chair prior to the commencement of the meeting.

11. EXCLUSION OF THE PUBLIC

MAYOR'S RECOMMENDATION:

12. Minutes

25 July 2017

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

(A)	(B)	(C)

General subject of the matter to be considered.	Reason for passing this resolution in relation to each matter.	Ground under section 48(1) for the passing of this resolution.


Minutes of the Wainuiomata Community Board held on 25 July 2017: Proposed New Public Street Name – 80A Wise Street, Wainuiomata	The withholding of the information is necessary to protect the privacy of natural persons. (s7(2)(a)).	That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exist.

This resolution is made in reliance on section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as specified in Column (B) above.”

Annie Doornebosch

COMMITTEE ADVISOR SECRETARIAT SERVICES

HUTT CITY COUNCIL

Wainuiomata Community Board

Minutes of a meeting held in the Wainuiomata Community Library,

Queen Street, Wainuiomata on

Wednesday 28 June 2017 commencing at 7.00pm

PRESENT: Cr J Briggs Mr R Sinnott (Chair) Mr T Stallworth Ms S Tuala-Le’afa Ms M Willard

APOLOGIES: Apologies were received from Ms J Alexander, Cr C Barry

and Mr G Tupou

IN ATTENDANCE: Ms H Goodin, Manager, Healthy Families Lower Hutt (part meeting)

Mr B Gall, Settings Coordinator (part meeting)

Ms E Adams, Healthy Communities Advisor (part meeting)

Mrs A Doornebosch, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

Resolved: (Mr Sinnott/ Mr Stallworth) Minute No. WCB 17301

“That the apologies received from Ms Alexander, Cr Barry and Mr Tupou be accepted and leave of absence be granted.”

2. PUBLIC COMMENT

There was no public comment.

3. Presentation

Presentation on Revision of Wainuiomata Community Response Plan

Ms Mischa Hill, from the Wellington Region Emergency Management Office (WREMO) provided a presentation. She noted the recent earthquakes and changes made to community response plans as a result of this. She said the format of the response plan had been developed into a guide. She noted Civil Defence Centres had been renamed as Community Emergency Hubs, and were provided as facilities for the community to gather and assist others. She highlighted staff were not available at these hubs. She said the new guide included what roles the community could provide after an event and what networks were available. She noted WREMO was working with hub facility owners regarding access arrangements.

In response to questions from members, Ms Hill said the new guides were available on WREMO’s website and at emergency hubs, and would be available shortly in Hutt City libraries. She noted hubs located within primary schools had water tanks available.

4. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

5. Minutes

Resolved: ( Mr Sinnott/ Ms Willard) Minute No. WCB 17302

“That the minutes of the meeting of the Wainuiomata Community Board held on Wednesday, 5 April 2017, be confirmed as a true and correct record.”

Report referred for board input before being considered by Standing Committee of Council

Smokefree Queen Street, Wainuiomata (17/839)

Report No. WCB2017/3/154 by the Settings Coordinator

The Settings Coordinator elaborated on the report. He said outcomes from the survey highlighted a lack of awareness of smokefree areas, and more work was needed to promote this within the community.

Ms Leah Clark, a Public Health Advisor from Regional Public Health highlighted this was the first time children had been included in such a survey. She noted most children wanted all areas to be smokefree. She advised the smokefree initiative was about promoting healthy environments and de-normalising smoking, and was supported by Kohanga Reo.

In response to questions from members, Mr Gall said this was a new initiative within communities so limited feedback was available. He said retailers in Queen Street were not consulted directly, but the matter was raised by officers at a recent Wainuiomata business event. He noted the policy was not about policing or persecuting smokers, but sending an appropriate message to raise a smokefree nation and provide links for cessation support. He said more signage and messaging was required in current smokefree areas to educate the community. He advised officers were engaging directly with local schools.

Cr Briggs noted if messaging regarding current smokefree areas was improved, there would be higher community buy-in and consideration of cultural needs.

In response to a question from a member, Ms Clark noted if the smokefree initiative in Queen Street was delayed six months, this would provide time to increase eduation and provide more community involvement.

Resolved: (Cr Briggs/ Ms Tuala-Le'afa) Minute No. WCB 17303

“That the Board:

(i)works alongside Healthy Families Lower Hutt, community organisations and members of the community to review, enhance and promote the current designated smokefree areas in Wainuiomata;

(ii) works alongside Healthy Families Lower Hutt to undertake a full review in six months time of existing smokefree areas in Wainuiomata, identifying what areas are working, what needs to be improved and learnings highlighted; and

(iii) recommends a review of the full scope of the Smokefree initiative in Wainuiomata in 6 months time to ensure the community was ready and supports further community smoke free areas.”

Wainuomata Community Board's Submission to Council's Annual Plan 2017/2018 (17/792)

Report No. WCB2017/3/90 by the Committee Advisor

The Committee Advisor elaborated on the report.

Ms Willard asked that it be recorded in the minutes that she hoped the Board would consult fully with the community on its submission to next year’s Annual Plan.

Resolved: ( Mr Sinnott/ Mr Stallworth) Minute No. WCB 17304

“That the Board retrospectively approves the Board’s submission to Council’s Annual Plan 2017-2018 attached as Appendix 1 to the report.”

Committee Advisor's Report (17/800)

Report No. WCB2017/3/91 by the Committee Advisor

The Committee Advisor elaborated on the report.

Resolved: ( Mr Sinnott/ Ms Tuala-Le'afa) Minute No. WCB 17305

“That the Board notes the report.”

Chairs Report - June 2017

The Chair elaborated on the report. He said a street naming report for 80A Wise Street, Wainuiomata had been consulted on in 2016 and then subsequently delayed. He noted consultation had been completed at that time with no response, and no advertising had been placed in the Wainuiomata News. He said officers had advised no consultation had been completed since that time. He considered further consultation should be conducted, but did not want to delay the item until the next Board meeting. He asked that an additional Wainuiomata Community Board meeting be held to consider this report.

Resolved: ( Mr Sinnott/ Ms Tuala-Le'afa) Minute No. WCB 17306

“That the Board:

(i) notes the report;

(ii) agrees to hold an additional Wainuiomata Community Board Meeting on Tuesday 18 July 2017 at 7pm in the Wainuiomata Community Library, subject to the meeting room being available, to consider a report on the Proposed Public New Street Name for 80A Wise Street, Wainuiomata; and

(iii) asks officers to distribute a memorandum to members requesting community consultation, including maps of the street to be named.”

10. Information Items

Report back on Community Board's Conference 2017 (17/900)

Report No. WCB2017/3/93 by Ms Tuala-Le’afa

Ms Tuala-Le’afa elaborated on the report.

In response to questions from members, Ms Tuala-Le’afa said she would like the Board to assist in encouraging enrolments from young people for the upcoming general election. She considered it would be beneficial to target students at secondary school level and make contact with schools in other areas of the city. Members agreed to consider this at their next informal meeting.

Resolved: ( Mr Sinnott/Cr Briggs) Minute No. WCB 17307

“That the report be noted and received.”

Functions and Delegations of Community Boards 2016-2019 (17/896)

Memorandum dated 12 June 2017 by the Committee Advisor

The Committee Advisor elaborated on the report.

Resolved: ( Mr Sinnott/ Ms Willard) Minute No. WCB 17308

“That the Board notes the updated Community Boards Functions and Delegations for the 2016-2019 triennium attached as Appendix 1 to the memorandum.”

11. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 8.10 pm.

Richard Sinnott

CHAIR

CONFIRMED as a true and correct record

Dated this 6th day of September 2017

15 25 July 2017

HUTT CITY COUNCIL

Wainuiomata Community Board

Minutes of a meeting held in the Wainuiomata Community Library,

Queen Street, Wainuiomata on

Tuesday 25 July 2017 commencing at 7pm

PRESENT: Cr C Barry (from 7.10pm) Ms J Alexander

Cr J Briggs Mr R Sinnott (Chair)

Ms S Tuala-Le’afa

Mr G Tupou (Deputy Chair) (from 7.07pm)

APOLOGIES: Apologies were received from Mr Stallworth and Ms Willard. Apologies for lateness were received from Cr Barry and Mr Tupou

IN ATTENDANCE: Mr Z Moodie, Traffic Engineer

Mrs A Doornebosch, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

Resolved: (Mr Sinnott/ Cr Briggs) Minute No. WCB 17301 (1)

“That the apologies received from Mr Stallworth and Ms Willard and the apologies for lateness from Cr Barry and Mr Tupou be accepted.”

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

3. CONFLICT OF INTEREST DECLARATIONS

Mr Sinnott declared that he was employed by Professionals, Wainuiomata who may be involved in future sales of properties at the 80A Wise Street, Wainuiomata site.

Mr Tupou joined the meeting 7.07pm.

Cr Barry joined the meeting at 7.10pm.

4. PROPOSED NEW PUBLIC STREET NAME – 80A WISE STREET, WAINUIOMATA 17/1130

Report No. WCB 2017/3/193 by the Traffic Engineer.

Speaking under public comment, Ms Leah Clark suggested Lahood Place as a possible name for the new public road at 80A Wise Street. She noted the Lahood family had a long history in Wainuiomata. She advised Mr Richard Lahood who had recently passed away, had developed and built in Wainuiomata, Saint Matthew’s School, the Bowling Club and many local shops. She said Richard Lahood was the original ranger for the Rimutaka Forest Park before it was managed by the Department of Conservation. She noted he also helped develop the original walking track in the Orongorongo Valley and built one of the first baches in the valley.

5. QUESTIONS

There were no questions.

6. EXCLUSION OF THE PUBLIC

Resolved: (Mr Sinnott/Mr Tupou) Minute No. WCB17302 (1)

“That the public be excluded from the following parts of the proceedings of this meeting, namely:

4. Proposed New Public Street Name – 80A Wise Street, Wainuiomata

(A)	(B)	(C)

General subject of the matter to be considered.	Reason for passing this resolution in relation to each matter.	Ground under section 48(1) for the passing of this resolution.


Proposed New Public Street Name – 80A Wise Street, Wainuiomata	The withholding of the information is necessary to protect the privacy of natural persons. (s7(2)(a)).	That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exist.

There being no further business the Chair declared the public part of the meeting closed at 7.20 pm and the non-public portion of the meeting closed at 7.55pm.

Mr R Sinnott

CHAIR

CONFIRMED as a true and correct record

Dated this 6th day of September 2017

18 06 September 2017

Wainuiomata Community Board

08 August 2017

File: (17/1214)

Report no: WCB2017/4/113

Committee Advisor's Report

Purpose of Report

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

Recommendation

That the Board notes the report.

Sport Wainuiomata Incorporated – Volunteer Day

2. Sport Wainuiomata are holding a volunteer day on Sunday 17 September 2017 from 4-5pm at the Wainuiomata Community Library. The purpose of this day is to provide an afternoon tea for current and new volunteers, and encourage support for upcoming events.

3. Future events include the Super Hero Fun Run scheduled for 4 November 2017 and the TriAbility Triathlon will be held on 17 March 2018. For more information, go to Sport Wainuiomata’s website: www.sportwainuiomata.com.

Community Consultations

4. Please see below a list of current proposals Council is consulting on:

Consulting on	Closing Date
Proposal to Issue Leases and Licences for Existing Premises	8 September 2017
Bell Park Review and Questionnaire	8 September 2017
Molesworth Street Reserve review and questionnaire	15 September 2017
Cemeteries Bylaw	25 September 2017
Parks and Reserves Bylaw	25 September 2017
Traffic Bylaw	25 September 2017

Consultations can be viewed on Council’s website:

http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

5. 2016/2017 Expenditure

The total expenditure from the Board’s Miscellaneous Budget for the 2016/2017 financial year was $2,431.45. The total expenditure from the Board’s training budget for the 2016/2017 financial year was $1,498.68.

A breakdown of expenditure is attached as Appendix 1 to the report.

6. 2017/2018 Expenditure

The Board’s Miscellaneous Administration Budget for the 2017/2018 financial year is $5,000, and the Training Budget is $3,000. Expenditure to date in included in Appendix 2 attached to the report.

Appendices

No.	Title	Page
1 ⇩	Wainuiomata Community Board Expenditure 2016-2017	22
2 ⇩	Wainuiomata Community Board Expenditure 2017-2018	23

Author: Annie Doornebosch

Committee Advisor

Reviewed By: Kate Glanville

Senior Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Secretariat Services

[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.

Richard Sinnott (Chair)	Gabriel Tupou (Deputy Chair)
Jodie Alexander	Terry Stallworth
Sisi Tuala-Le’afa	Margaret Willard
Cr Campbell Barry	Cr Josh Briggs