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:

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

10 5 November 2018

HUTT CITY COUNCIL

Petone Community Board

Minutes of a meeting held in the Petone Library Meeting Room, 7 Britannia Street, Petone on

Monday 5 November 2018 commencing at 6.30pm

PRESENT: Ms P Hanna (Chair) Mr M Branch

Mr B Dyer Mr M Fisher (Deputy Chair)

Ms K Yung Cr T Lewis

Cr M Lulich

APOLOGIES: There was an apology received from Mr Foaese.

IN ATTENDANCE: Mr D Simmons, Traffic Asset Manager (part meeting)

Mr D Wood, Traffic Engineer (part meeting)

Ms D Male, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 18501

“That the apology received from Mr Foaese be accepted and leave of absence be granted.”

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

3. Presentations

Presentation by Local Councillor from Greater Wellington Regional Council (GWRC) (18/1626)

Cr Prue Lamason from Greater Wellington Regional Council (GWRC) advised the following:

· Wellington Water Ltd had advised that water restrictions were in place from the beginning to the end of daylight savings time. This was the usual restrictions of alternate days usage and no unsupervised irrigation systems.

· The survey results in relation to regional parks showed there were more than 1.7M visits to the parks in the last year, which was an increase from 2017. The most common reason for not visiting was not having the time to visit. There was a reduction in the reason of the weather.

· An additional bridge at Baring Head was being built due to flooding issues. It was scheduled to be completed prior to the busy holiday period.

· A new track would soon be opened in Eastbourne. Also a new barrier had been installed at Burdens Gate for easier bike access.

In response to questions from members, Cr Lamason advised that she would report to GWRC officers about dogs off leads in Belmont Regional Park in Korokoro between Cornish Street and the dam. She added that any further bus strikes had been called off.

Presentation by Jackson Street Programme (18/1628)

Ms Leonie Dobbs, Chair of the Jackson Street Programme (JSP) provide a detailed update on the upcoming Christmas Parade and festivities planned for Jackson Street. She highlighted the following:

· Briefings were taking place for the different parties involved in the parade, incorporating health and safety issues. This would include the 75-100 marshalls, as over 25k people had attended the event the previous year.

· The grotto was being built together as a winter wonderland. The snowdome would also be provided again this year.

· Leaflets were circulated to members detailing the information, dates and times of the parade, grotto openings and treasure hunts.

· JSP gave apologies as it was not available to attend the P2040 meeting scheduled for the day following the meeting.

In response to a question from a member, Ms Dobbs advised that JSP had spoken to police about the legality of car window cleaners operating along Jackson Street. She said that there were a number of legitimate window cleaners who cleaned shop windows. She added that Council’s Safe City officers were also looking out for any issues with window cleaners.

4. CONFLICT OF INTEREST DECLARATIONS

Ms K Yung declared a conflict of interest with regard to Item 6, Community Engagement Fund 2018-2019 in relation to Moera Community House and took no part in discussion or voting on the matter. She also declared a conflict of interest with regard to Item 7a) Randwick Road – Proposed No Stopping At All Times Restrictions and took no part in voting on the matter.

5. Minutes

Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 18502

“That the minutes of the meeting of the Petone Community Board held on Monday, 3 September 2018, be confirmed as a true and correct record.”

Community Engagement Fund 2018-2019 (18/1705)

Memorandum dated 24 October 2018 by the Community Advisor - Funding and Community Contracts

Ms Yung declared an interest in the item in relation to Moera Commuity House and took no part in discussion or voting on the matter.

Speaking under public comment, Ms J Smith representing Petone Baptist Church summarised some of the costs for the event. These included $644 for advertising, $1,000 for equipment and consumables, an amount for carpet cleaning, animal hire and $200 for testing and tagging of electical equipment. She asked if the Board could support the $200 as it was an important item which was a requirement for health and safety reasons and must be completed annually. She circulated leaflets to members on the event, which would run from 30 November to 2 December 2018.

In response to questions from members, Ms Smith advised that the previous year around 1,000 people had attended the event. She noted that Mitre 10 had supported the event in the past allowing them to borrow plants for the events. She added that they had not applied for any other funding as they felt the Community Engagement fund was the most appropriate as it was Petone based.

The Chair elaborated on the memorandum.

Members discussed and agreed to add on the additional $200 for the Petone Baptist Church Christmas in Bethlehem event for testing and tagging of electrical equipment. Members noted this left a remaining amount of $1,503 for distribution in a second round of funding in 2019.

Resolved: (Ms Hanna/Mr Dyer) Minute No. PCB 18503

“That the Board:

(i) notes that the Community Engagement Fund closed on 18 October 2018 and three applications had been received;

(ii) agrees that the applications were considered according to the merits of the application criteria and priorities of the fund;

(iii) agrees to the recommended allocations for the Petone Community Engagement Fund 2018/2019, as attached as Appendix 1 to the report as follows:

(a) Moera Community House for $1,000.00 for the Community Christmas Party, towards the cost of hiring equipment/activities and the purchase of consumables, advertising and photographer;

(b) Petone CAB for $1,447.00 for a promotion gazebo, towards the cost of a 3x3m gazebo plus sign writing; and

(c) Petone Baptist Church for $2,300.00 for the Christmas in Bethlehem event, towards the cost of advertising, equipment hire and consumables, electrical tagging;

(iv) agrees that any funds unallocated will be used in a second round of funding in 2019. The opening and closing dates of the fund is proposed as follows; and

Open Fund	Close Fund	Decisions Due
4 February 2019	4 March 2019	8 April 2019

(v) agrees that the organisations granted funding will be required to attend a meeting of the Board once the project has been completed.”

7. Reports referred for BOARD input before being considered by SUBCommittee of Council

a)	Randwick Road - Proposed No Stopping At All Times Restrictions (18/1707) Report No. PCB2018/5/295 by the Assistant Traffic Engineer
	Ms Yung declared an interest in the item and took no part in voting on the matter. The Traffic Asset Manager elaborated on the report. In response to questions from members, the Traffic Asset Manager advised that leaving one park outside No. 148 would still restrict access to the driveway if a larger vehicle was parked. He considered it would not solve the issue that had been raised. He added that there were no time restrictions on that side of the road, if L and T bars were installed to mark car parks. He noted that a park could potentially still be lost, once the parks had been measured out for the markings.
	The Traffic Asset Manager further added that few issues were raised in the area, so the area had not been reviewed as a whole. He considered this was a solution to an issue raised for one property.
	Resolved: (Ms Hanna/Cr Lewis) Minute No. PCB 18504 “That the Petone Community Board endorses the recommendation contained within the officer’s report.”

b)	Bolton Street - Proposed No Stopping At All Times Restrictions (18/1708) Report No. PCB2018/5/296 by the Traffic Engineer – Network Operations
	Speaking under public comment, Mr A Buxton explained that he and his partner, Ms Jones, had only ramps in place to access parking on their property driveway. He noted they often had people parking over and blocking the driveway, even when his car was parked on the property. He said that he worked evenings and a tow truck had been called four or five times to remove vehicles blocking his car in. He added that they had not requested broken yellow lines over the driveways, as residents often parked over their own driveways. He said that he had heard from Council’s Parking Wardens that they did not ticket residents’ cars parked over their own driveways. He suggested that a residents’ parking scheme could be considered. Speaking under public comment, Ms D Jones advised that she had put in the original request for restrictions. She added that she was also a shift worker, but that her concern was for her partner’s health. She would need to drive her partner’s car off the property to drive him to hospital when necessary, as her own car was often parked too far away. In response to a question from a member, Ms Jones advised that she had only requested that parks be marked with L and T bars in the original request, not broken yellow lines. In response to a question from a member, Mr Buxton advised that in total it could take up to an hour for Council’s Parking Warden to come out and for the tow truck to arrive to remove vehicles. Speaking under public comment, Ms B Anderson said that she had lived in the street for 13 years and her property had a driveway with a ‘determined’ access. She added that Weltec students would often park over the edge of her driveway, making it difficult to drive her car off the driveway. She wanted additional space to enable her to easily access her driveway. She added that she supported option c. in the officer’s report for L and T bar markings. She considered that broken yellow lines may also help to stop people parking over the edge of her driveway. In response to a question from a member, Ms Anderson advised that she did not notice any particular time of the day being worse or busier than other times.
	The Traffic Engineer elaborated on the report. He advised that further consultation feedback had been received following the publication of the Board’s agenda. He highlighted that 12 responses were returned, four (33%) in favour, seven (58%) against the proposal and one neutral (8%). He added that five responses had been received after the consultation had closed. The Traffic Asset Manager added that the original request did not request no stopping at all times, broken yellow lines. He acknowledged that Council’s Parking Wardens did exercise discretion on a licence plate check, or if the car was known to be a residents. He said that L and T bars alone may not solve the parking issues in the street. He added that residents’ parking schemes may be considered in the future, but would not be to reserve parks for residents. It could enable residents to park longer in time restricted parks. In response to questions from members, the Traffic Asset Manager advised that it was possible to install broken yellow lines only over the driveways of the residents who requested them. He said that broken yellow lines reminded people of the legal restrictions to not park over driveways. He added that it was preferred to have consistency in an area. Members did not support the recommendation contained within the officer’s report, but supported option c. Members also supported No Stopping At All Times yellow lines on the corners of Bolton Street and Adelaide Street. This was shown on a plan tabled at the meeting and attached at page 11 to the minutes.
	Resolved: (Ms Hanna/Cr Lulich) Minute No. PCB 18505 “That the Petone Community Board: (i) does not endorse the recommendation contained within the officer’s report; (ii) supports the installation of the proposed Parking Bays (L and T bar markings) as shown attached as Appendix 1 to the report; and (iii) supports the installation of No Stopping At All Times and markings on the corners of Bolton Street and Adelaide Street as shown attached as page 11 to the minutes.”

8.	Proposed New Private Street Name: Subdivision of 39 Korokoro Road (18/818) Report No. PCB2018/4/213 by the Traffic Engineer - Network Operations
	The Traffic Asset Manager elaborated on the report. A replacement page to the report was tabled at the meeting, as attached as page 12 to the minutes.
	Members discussed working on suggesting additional names to add the list and also sharing the history of the new street names. This would be done both through Facebook and temporary signs for the first few months when the street name was installed.
	Resolved: (Ms Hanna/Mr Dyer) Minute No. PCB 18506 “That the Board approves the name for the new private road 39 Korokoro Road, Korokoro as shown attached as Appendix 1 to the report, as Highfield Place.”
	For the reason an approved street name and road type are required to allow the subdivision to proceed to completion.

9.	2019 Meeting Schedule (18/1667) Memorandum dated 17 October 2018 by the Divisional Manager, Democratic Services
	The Chair elaborated on the memorandum. She suggested a recommendation to Council in relation to the meeting schedule being for the statutory parts of Council and for elected members. She further suggested that Council’s Community Services Committee meetings should be held at venues capable of live streaming the meetings.
	Resolved: (Ms Hanna/Cr Lewis) Minute No. PCB 18507 “That the Board: (i) agrees to the meeting dates for 2019 in respect of its own meetings attached as Appendix 2 to the memorandum; (ii) determines the start time for its meetings will be 6.30pm; (iii) determines the venue for its meetings will be Petone Library; (iv) notes that the Chair will set dates for informal meetings of the Board as the need arises; and (v) delegates authority to the Chief Executive in consultation with the Board Chair to alter the date, time or venue of a meeting, or cancel a meeting, should circumstances require this.”
	RECOMMENDATION: (Ms Hanna/Ms Yung) Minute No. PCB 18508 “That the Board recommends that Council: (i) considers that Council created panels should not be part of the discussion paper/report that is about the statutory parts of Council and the meeting schedule for elected members; and (ii) requests that all Community Services Committee meetings are live streamed.”

10.	Committee Advisor's Report (18/1629) Report No. PCB2018/5/20 by the Committee Advisor
	The Committee Advisor elaborated on the report.
	Members discussed advertising Board meetings via Facebook and wished to review the engagement reach of Facebook advertising. Mr Dyer agreed to provide the information to members. The Chair drew members attention to the consultation for the Proposed District Plan Change 52: Alignment of the District Plan with the New Zealand Heritage List. She asked members to check that Petone heritage sites were on both lists, or to consider a submission on the District Plan change.
	The motion was taken in parts and carried on the voices.
	Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 18509 “That the Board receives and notes the report.”
	Resolved: (Ms Hanna/Mr Branch) Minute No. PCB 18510 “That the Board: (i) determines the catering requirements for its 2019 meetings will be tea and coffee; and (ii) determines advertising requirements for its 2019 meetings will be the Hutt News, Council website and Petone Community Board Facebook page and will review setting a budget for meetings promoted through Facebook, based on potential engagement rate reach.”
	Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 18511 “That the Board agrees to purchase two stalls at the Petone Rotary Fair to be held on Saturday 16 February 2019 at a cost of approximately $240.”
	Resolved: (Ms Hanna/Cr Lulich) Minute No. PCB 18512 “That the Board approves retrospectively the payment of $150 from the Board’s training budget for Ms Karen Yung’s attendance at the LGNZ Climate Change Symposium on 7 September 2018.”

11.	Review of the Code of Conduct (18/1692) Memorandum dated 23 October 2018 by the Divisional Manager, Democratic Services
	The Chair elaborated on the memorandum. She added that she had reviewed the Local Government New Zealand (LGNZ) guidance for Codes of Conduct and the LGNZ model Code of Conduct. In response to a question from a member, the Committee Advisor advised that if the Board did not agree to be bound by the updated version of the Code of Conduct (the Code), the Board would continue to be bound by the previous version adopted by the Board at the beginning of the triennium. Members fully discussed whether to continue to be bound by the current version or the new version of the Code. The views of members in favour of adopting the updated version of the Code included: consistency with Council; happy for the Mayor to review
	complaints raised under the Code; and reducing costs paid on independent advice when not required. The views of members against adopting the updated version of the Code included: increased independence of reviewing complaints raised under the Code; wanting the best process for communities; and a preference for the originally adopted Code.
	Resolved: (Mr Fisher/Mr Dyer) Minute No. PCB 18513 “That the Board: (i) notes the amendments to the Code of Conduct for Elected Members, attached as Appendix 1 to this report; and (ii) agrees to be bound by the Code of Conduct for Elected Members, with all necessary modifications to make it applicable to community board members.”

12.

Chairperson's Report (18/1630)

Report No. PCB2018/5/137 by the Chair, Petone Community Board

The Chair elaborated on the report. She drew the members attention to the Community Christmas barbeque on 24 November 2018, to follow the emergency hub exercise. She advised that sea level rises would be considered by Council’s Policy and Regulatory Committee within the Carbon Targets report.

The Chair highlighted that a Child and Young Persons Wellbeing Strategy was being worked on by the Department of the Prime Minister and Cabinet (DPMC). The DPMC wanted to hear from children, young people and families, community sector groups and local government. Engagement options were as follows:

https://dpmc.govt.nz/our-programmes/child-and-youth-wellbeing-strategy

cws.subscribe@dpmc.govt.nz

Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 18514

“That the Board notes and receives the report.”

13. QUESTIONS

There were no questions.

The members finished the meeting with a whakatauki.

There being no further business the Chair declared the meeting closed at 8.28pm.

Ms P Hanna

CHAIR

CONFIRMED as a true and correct record

Dated this 18^th day of February 2019

Bolton Street – Proposed No Stopping At All Time Restrictions

Proposed New Private Street Name: Subdivision of 39 Korokoro Road

21 18 February 2019

Petone Community Board

14 January 2019

File: (19/157)

Report no: PCB2019/1/9

Gracefield Road - Proposed No Stopping At All Times Restrictions

Purpose of Report

1. The purpose of this report is to seek Council’s approval for the installation of No Stopping At All Times Restrictions at the intersection of Gracefield Road and Seaview Road, and the relocation of the northern No Parking sign, as shown attached as Appendix 1 to the report.

Recommendations

That the Traffic Subcommittee recommends that Council:

(i) approves the installation of No Stopping At All Times Restrictions at the intersection of Gracefield Road and Seaview Road, as shown attached as Appendix 1 to the report; and

(ii) approves the relocation of the existing No Parking sign, as shown attached as Appendix 1 to the report.

For the reasons, the proposed restrictions:

- would improve safety within the street for the benefit of all road users;

- would promote compliance with the Land Transport (Road User) Rule 2004; and

- are supported by all the local residents who responded to the consultation documents.

Background

2. Council received a request from a local business to improve road safety at the intersection of Gracefield Road and Seaview Road by installing No Stopping At All Times Restrictions.

3. The concern expressed is that cars parked too close to the intersection restrict sight distance and reduce the space available for vehicle manoeuvring.

4. Gracefield Road is a busy Primary Collector Road which provides access to the Wainuiomata Hill Road and the Gracefield commercial/industrial area.

5. There are a relatively high number of vehicle manoeuvres from off road parking areas and industrial/commercial activity, which adds to the complexity of the driving task for motorists.

6. A water pumping station and service area is located immediately southeast of the intersection at 73 Seaview Road. Parking in front of the pumping station is prohibited to allow 24 hour service access.

7. Parking demand is relatively high in the area due to employee parking at the nearby industrial activity.

Discussion

8. The proposal involves the installation of No Stopping At All Times Restrictions (broken yellow lines) on the south eastern corner of the intersection, and also opposite the intersection on Seaview Road.

9. The proposed restriction from Gracefield Road into Seaview Road would prevent vehicles parking in the vicinity of the throat island and corner, and ensure that sight distance and manoeuvring space is maintained for vehicles exiting Gracefield Road.

10. The proposed restriction would extend past the water pumping station to prevent vehicles parking between the pump station and the corner, and reinforce the existing No Parking restriction at the pump station service area.

11. An existing No Parking sign outside the pumping station would be relocated further north to prevent vehicles from parking behind the proposed broken yellow lines.

12. Vehicles parked on the carriageway and berm opposite the intersection on Seaview Road restrict the manoeuvring space available on Seaview Road and increase the risk of vehicle conflict.

13. Vehicles parked in this area also damage the road seal edge, increasing maintenance costs.

14. The proposed No Stopping At All Times Restrictions in this area would tie into the existing restriction to the north and ensure the intersection is free of obstruction by parked vehicles.

15. The installation of No Stopping At All Times Restrictions, as proposed, would improve road safety and ensure the full carriageway width is available for motorists, reducing the risk for vehicle conflict.

16. The proposed restrictions would promote compliance with the Land Transport (Road User) Rule 2004, which states that “A driver or person in charge of a vehicle must not stop, stand or park the vehicle on any part of a roadway so close to any corner, bend, rise, dip, traffic island, or intersection as to obstruct other traffic or any view of the roadway to the driver of a vehicle approaching that corner, bend, rise, dip, traffic island or intersection unless the stopping, standing or parking is authorised by signs or markings maintained by the road controlling authority.”

17. The two businesses immediately adjacent to the intersection were consulted and approve of the proposed measures.

Options

18. The options are:

a. to leave the area as it is and accept the current level of service for road safety; or

b. improve the road safety level of service by installing No Stopping At All Times Restrictions as shown in Appendix 1 to prevent parked vehicles obstructing sight distance and manoeuvring space; or

c. to install No Stopping At All Times Restrictions over some greater or lesser extent to improve road safety.

19. Officers recommend Option b as it provides a good balance between road safety amenity and the retention of existing parking.

Consultation

20. Consultation documents were delivered to two directly affected businesses at Nºs 74 Seaview Road and 240 Gracefield Road.

21. Both questionnaires were returned in favour of the proposal.

22. The Petone Community Board will consider the recommendation at its meeting on 18 February 2019 and the resolution will be tabled at the Traffic Subcommittee meeting on 25 February 2019.

Legal Considerations

23. These restrictions are made pursuant to the provisions of the Hutt City Council Traffic Bylaw 2017.

Financial Considerations

24. These changes can be funded from Council’s 2018/2019 road markings budget.

Other Considerations

25. In making this recommendation, officers have given careful consideration to the purpose of local government in section 10 of the Local Government Act 2002. Officers believe that this recommendation falls within the purpose of local government in that it improves sight distance and safety for the benefit of all road users. It does this in a way that is cost-effective because it utilises standard road markings.

Appendices

No.	Title	Page
1 ⇩	Gracefield Road - Proposed No Stopping At All Times Restrictions	25

Author: Victor Fraga

Assistant Traffic Engineer

Reviewed By: Zackary Moodie

Traffic Engineer - Network Operations

Approved By: Damon Simmons

Traffic Asset Manager

28 18 February 2019

Petone Community Board

07 January 2019

File: (19/22)

Report no: PCB2019/1/1

Committee Advisor's Report

Purpose of Report

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

Recommendations

That the Board:

(i) receives and notes the report; and

(ii) determines advertising requirements, via Facebook, for its 2019 meetings.

Follow up from last Board meeting

Traffic Reports

2. At its meeting on 5 November 2018, the Board considered the following traffic reports:

· Randwick Road – Proposed No Stopping At All Times Restrictions, the Board endorsed the recommendation contained in the report; and

· Bolton Street – Proposed No Stopping At All Times Restrictions, the Board did not endorse the recommendation contained in the report. The Board supported the installation of the proposed parking bays (L and T bar markings) and the installation of No Stopping At All Times and markings on the corners of Bolton Street and Adelaide Street.

3. At its meeting on 11 December 2018, Council resolved to approve the recommendation contained in the report for Randwick Road. For Bolton Street, Council resolved to approve the recommendations from the Board.

2019 Meeting Schedule

4. At its meeting on 5 November 2018, the Board considered the 2019 Meeting Schedule and made recommendations to Council, as the minutes extract below.

RECOMMENDATION: (Ms Hanna/Ms Yung) Minute No. PCB 18508

“That the Board recommends that Council:

(i) considers that Council created panels should not be part of the discussion paper/report that is about the statutory parts of Council and the meeting schedule for elected members; and

(ii) requests that all Community Services Committee meetings are live streamed.”

5. At its meeting on 11 December 2018, Council resolved to note the recommendations from the Petone Community Board and also adopted the schedule of meetings.

Advertising Meetings

6. At its meeting on 5 November 2018, the Board determined the advertising requirements for its 2019 meetings would be the Hutt News, Council website and Petone Community Board Facebook page. The Board also wanted to review setting a budget for meetings promoted through Facebook, based on potential engagement reach.

7. Facebook reach was circulated to Board members in November 2018, as below.

Event Type	Advertising cost	Reach	Impressions	RSVPs to Event
Coffee chat	$15.04	301	733	5
WREMO public meeting	$13.00	563	1,176	11
Coffee chat	$29.78	933	2,489	9
Public meeting	$15.00	710	1,422	12
Public meeting	$7.06	261	664	2

8. The Board needs to determine a budget for promoting meetings via its Facebook page.

Council’s current consultation

9. 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/

Ecology and Landscapes Consultation
Heritage Policy Review
Naenae Park Upgrade	15 February 2019
Barton Grove Reserve Improvements	22 February 2019

2018/2019 Miscellaneous Administration and Training Budgets

10. The following is the Board’s expenditure as at 25 January 2019

	Miscellaneous Administration	Training
Budget	$5,0000.00	$3,000.00
Expenditure at 25.01.2019	$1,322.68	$827.43
BALANCE	$3,677.32	$2,172.57

11. A spreadsheet detailing expenditure is attached as Appendix 1 to the report.

Appendices

No.	Title	Page
1 ⇩	Petone Community Board Actual Expenditure 2018 2019	29

Author: Donna Male

Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Democratic Services

MEMORANDUM 32 18 February 2019

Our Reference 19/149

TO: Chair and Members

Petone Community Board

FROM: Judy Randall

DATE: 29 January 2019

SUBJECT: New Zealand Community Boards Conference 2019

Recommendations

That the Board:

(i) notes the New Zealand Community Boards Conference to be held in New Plymouth from 11-13 April 2019 attached as Appendix 1 to the report;

(ii) notes the estimated cost of attending the conference per Board member is approximately $1,500.00;

(iii) notes that the Training Policy for Community Boards and Community Committees (the Policy) adopted by Council at its meeting held on 14 March 2017 limited the number of Community Board/Community Committee members to attend the biennial Community Boards conference to one per Board/Committee;

(iv) notes that at a recent Councillors Planning session, Councillors asked officers to review the relevant section of the Policy (see part (ii) above) and report back to the next relevant Committee for consideration and recommending to Council;

(v) agrees that one board member attends the 2019 New Zealand Community Board Conference; and

(vi) agrees, in principal, that an additional board member attends the 2019 New Zealand Community Board Conference subject to Council adopting the revised Policy allowing more than one board member to attend if within the overall Boards training budgets and any expenditure beyond budget be personally funded.

Background – Community Board Conference

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

2. The 2019 New Zealand Community Board Conference is scheduled to be held 11-13 April 2019 in New Plymouth. The theme of the 2019 Community Board conference is Community Boards in a Time of Change. The conference programme is attached as Appendix 1 to the report. The official conference website is http://www.nzcbc2019.co.nz/nzcbc19

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

Background – Training Policy for Community Boards and Community Committees (the Policy)

4. At its meeting dated 14 March 2017 Council resolved the following:

Resolved: (Cr Cousins/Cr Briggs) Minute No. C 17101(3)

“That Council approves the revised Training Policy for Community Boards and Community Committees (should Community Committees be established), attached as Appendix 1 to Report No PRC2017/1/51.”

5. The Policy, adopted by Council on 14 March 2017, states:

Community Boards’ Conference

‘The number of Community Board/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/Community Committee member is $1,500 per financial year.’

6. Council resolved at its meeting held on 23 May 2017 to establish four Community Panels with different delegations, guidelines and criteria than that of the Community Boards. Council did not establish Community Committees for the 2016-2019 triennium.

Request from the Chair of the Petone Community Board

7. On 11 January 2019 the Chief Executive received a letter from the Chair of the Petone Community Board asking him to consider allowing two Board members to attend the 2019 conference for the following reasons:

a) Better cover involvement in the workshops/sessions available concurrently.

b) Raise the networking and thinking and learnings by 1 X 1 = 3 because of the sharing, support and discussion opportunities two people provide each other compared to one person attending by themselves.

c) Much better enable follow-up action as well as feedback after such a conference.

8. The Chair of the Petone Community Board highlighted particular sessions that were of interest to the Board:

· Encouraging Youth and Talent.

· Engaging with the Maori community.

· Active aging.

· The address from the Minister for Local Government.

· Thinking about Education to Employment.

· LGNZ Update from the Chair.

· LGNZ Localism project update from CEO.

· Entering in one or both of the Engaging Communities and Leadership Best Practice Award.

9. As the Chief Executive was unable to approve the request as it conflicted with a Council decision, the request was raised at the recent Councillors Planning Session.

10. Councillors asked officers to review the relevant section of the Policy that limited the number of Community Board/Community Committee members being funded through the training budget to attend the biennial Community Boards’ conference to one per Board/Committee and report back to the Policy and Regulatory Committee for its consideration at its meeting to be held on 4 March 2019 with a recommendation to Council.

11. The outcome of Council’s decision will be known on 26 March 2019 and will be circulated to the Chairs of the Boards.

Appendices

No.	Title	Page
1 ⇩	Community Board Conference Programme 11-13 April 2019	33

Author: Judy Randall

Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Democratic Services

Attachment 1

Chairperson’s Report – Petone Community Board - February 2019

Petone Community Board Chairperson’s Report – February 2019

Tena koutou katoa Talofa lava Malo e lelei Neih Hou Namaste

Greetings to everyone who lives in our board area of Korokoro, Petone, Seaview, Moera, Waiwhetu South, Woburn South and Gracefield – called Petone for short.

a) Petone Library Site

We have held initial consultation on 9 and 10 February and at the Petone Rotary Fair on 16^th February, and there will be another round on 9 and 10 March – in the Petone Library meeting room – when you can drop in to share your views about some possible proposals. The time slots will be 10am to midday on the Saturday and between 1pm and 4pm on the Sunday. The link shared here is for a related stuff article:

https://www.stuff.co.nz/life-style/homed/houses/110212812/petone-libraray-could-be-knocked-down-and-rebuilt-with-apartments-above-it

We believe a lot of consultation needs to happen before any decisions are made. Mayor Ray Wallace publically said back in August 2018 at the Petone Community House AGM that there would be genuine consultation – so here’s to that actually happening and for all 4 - 5 options being consulted on, and not just the one that resource consent was applied for before Christmas.

b) Hutt City Council Heritage Policy Review

Hopefully a lot of Petoneites managed to get to the daytime January sessions or the one at the Dowse on Sunday 10 February. The feedback from the board is as attached.

c) Future of Petone Wharf

$8M has been allocated in 2033/34 for work on refurbishing the wharf. Council has agreed that some funding needs to be brought forward to ensure that the wharf is able to be kept open until the full refurbishment is done. The little blue shed is still to be reassembled and put back up – with rotten boards replaced.

d) Petone 2040

A working group of the P2040 lead Councillor, the JSP Chair, the PCB Chair plus the JSP Coordinator, with support from the HCC Urban Design Manager, has been established to get a pilot project of work on some Jackson Street buildings off the ground, to illustrate to other building owners and businesses what can be achieved to better hero the buildings themselves. A section of the street has been decided on and building owners are being talked with – in preparation for some refurbishment work to be undertaken very soon. There is increasing feedback coming in from members of the local community wanting a halt put to the demolition of existing houses and their replacements changing the character of older parts of Petone. The P2040 recommendation of a character overlay for some parts of Petone needs to be activated sooner rather than later.

e) The Grandstand on Petone Rec

There is no new information on anything to do with the grandstand. In the meantime it would be a good idea to have an information board recognising the remnant of The Rise that the playground area is built on - something that officers see as feasible.

f) Hutt Valley and Wellington Whaitua Committee

The Hutt Valley-Wellington Whaitua Committee is a group of local people tasked with researching and recommending tailored solutions for water issues in the catchment.

Councillor Tui Lewis is the HCC representative on this committee and we look forward to hearing more about and being able to be involved in this process as possible.

g) Esplanade Matters

We have asked officers to look at having lighting installed on the rear of the Settlers Museum and any other building on the Esplanade without lighting on the seaward side. Then there is the fact of rubbish and the placement and upkeep of rubbish bins. Cr Lulich has talked with officers about the cost of an additional rubbish collection run on summer weekends and officers have also been looking at the feasibility of trialling bins that signal when they need emptying. We will ask officers to come back to us on these matters.

h) Climate change, environmental sustainability

We have asked in the past for an increased focus on resilient infrastructure and will do so again. The management of stormwater is particularly important in our board area. The HCC contracts for household rubbish and recycling collections are coming up for negotiation again so we would welcome community input and suggestions for improvements. Michelle Stronach-Marsh is setting an amazing personal example on the curse of rubbish - see her Plogging in Petone Facebook page – and the Petone Beach Clean Up Crew also do amazing work.

i) East Jackson Street update

The Te Mome Stream pathway should be completed shortly with full-length access opened up. There has been a meeting to try and look at possibilities for community engagement/connectedness in the future.

j) A Together, Stronger campaign is being run by GWRC from February 14 to March 13 with a focus on the Community Emergency Management Hubs initiative run be WREMO and supplying useful information about what these hubs are. We will share this information.

https://www.facebook.com/pcbhcc/ is the link to our Facebook page and sign up for our emails via http://eepurl.com/cq33Zj.

Kia ora

Pam Hanna

Chairperson

[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.

Pam Hanna (Chair)	Mike Fisher (Deputy Chair)
Mason Branch	Brady Dyer
Peter Foaese	Karen Yung
Cr Tui Lewis	Cr Michael Lulich