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).

14 26 June 2019

HUTT CITY COUNCIL

Wainuiomata Community Board

Minutes of a meeting held in the Wainuiomata Library, Queen Street, Wainuiomata on

Wednesday 26 June 2019 commencing at 7.00pm


PRESENT:	Ms K Brown	Mr R Sinnott (Chair)
	Mr T Stallworth	Ms S Tuala-Le’afa
	Ms J Winterburn
	Cr C Barry (from 7.30pm )	Cr J Briggs

APOLOGIES: Apologies were received from Mr G Tupou and Cr Barry for lateness.

IN ATTENDANCE: Ms H Oram, Acting General Manager, City Transformation

Mr M Sherwood, Divisional Manager, Parks and Recreation

Ms J Randall, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

Resolved: (Mr Sinnott/Cr Briggs) Minute No. WCB 19301

“That the apology received from Mr G Tupou be accepted and leave of absence be granted and the apology for lateness received from Cr C Barry be accepted.”

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

Speaking under public comment, Ms C Fawcett advised her late father had lived in Wainuiomata since 1958 until he passed away. She explained he had been a Wainuiomata milkman for 26 years and a stalwart of the Wainuiomata Bowling Club, involved in fundraising and organising events. She requested that one of the streets in a new subdivision of Wainuiomata be named in his memory. She noted her father’s name had been on the list of approved street names for two years.

Cr Barry joined the meeting at 7.30pm.

3. Presentation

Predator Free Wainuiomata

Mr Gary James explained the goal of the Predator Free programme was to eliminate introduced predators and protect native species. He noted there were already seven Predator Free groups throughout the Lower Hutt area and he considered his proposed Predator Free Wainuiomata Group (the group) would close a gap and reduce predators locally. He anticipated the group would begin back yard trapping of predators in August with grids of 25 - 100sqm. He advised a trap box would ideally be positioned at every fourth or fifth residential house. He added the traps killed rats fast, could be modified to kill stoats and they could be made cheaply by the group. He said a Wainuiomata Natural Heritage Trust was being formed as a conduit for funding. He recognised the Board’s knowledge of local people would be helpful for activating the group and he asked for members’ assistance with this and with finding a venue for meetings.

In response to questions from members, Mr James anticipated that at least a four year programme would be required to reduce predators in Wainuiomata. He said the group would be run by volunteers and would be setting traps only in residential areas. He noted Council had agreed to provide 50 traps and further assistance was under negotiation. He acknowledged Wainuiomata High School (the school) students who had already been assisting by laying traps in the Wainuiomata hills. He said the school planned to lay more traps around its grounds. He advised the programme would not be using poison baits.

Cr Briggs suggested Mr James investigated community funding possibilities through Council’s Community Funding officer.

4. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

5. Minutes

Resolved: (Ms Winterburn/Ms Tuala-Le'afa) Minute No. WCB 19302

“That the minutes of the meeting of the Wainuiomata Community Board held on Monday, 8 April 2019, be confirmed as a true and correct record.”

Cr Briggs advised he had contacted Greater Wellington Regional Council (GWRC) to suggest allowing recreational hunters into the area of Wainuiomata that was once part of the Regional Water Board. He said GWRC had advised that professional deerstalkers currently had difficulty catching deer there and often returned with nothing. He explained GWRC did not consider that more hunters would reduce deer numbers.

Review of Urban Reserves in Wainuiomata (19/788)

Report No. WCB2019/3/123 by the Divisional Manager, Parks and Recreation

Speaking under public comment, Ms P Innes asked members to look carefully at the reference in the ‘Review of Reserves Wainuiomata’ that stated private land was impeding walkway access. She expressed concern Council was considering providing access to the public through private land.

Speaking under public comment, Mr B Voisey expressed concern with a walkway to be created down the Wainuiomata River when it was prone to flooding. He considered the flood maps on LIMS provided by Council were incorrect and did not reflect true flooding levels.

Speaking under public comment, Mr D Innes expressed concern that Council was attempting to restrict private land by creating a walkway down the Coast. He did not believe Council should be creating more recreational areas when it was not maintaining its existing reserve land. He provided the example of an entrance to the Petrie Street Reserve that had been encroached on by neighbours with no action taken by Council.

The Chair advised there would be more opportunity to lodge a submission on the matter once the consultation process began.

The Divisional Manager, Parks and Recreation elaborated on the report. He advised the driver for the review was growth in urban development and the possible intensification of Wainuiomata. He explained the report mapped out current recreational areas in Wainuiomata at a macro level using national guidelines on reserves. He said the report had a major theme of connection, providing for active off-road transport on well maintained accessways. He acknowledged the limitations and concerns including poor access to some reserves, and bush reserve connections blocked by private land. He advised Council’s Parks and Reserves Team (the Team) would be negotiating with land owners for access and encouraging more use of existing reserves by adding passive play opportunities. He added the Team would be be consulting with the community on the review, meeting with key stakeholders and engaging with youth.

In response to questions from members, the Divisional Manager, Parks and Recreation, said residents directly affected by proposals in the review would be contacted by the Team. He agreed rural residents without access to the Hutt News would be advised of the consultation via mail. He further agreed the consultation would be publicised in the Wainuiomata News and the Hutt News. He advised any public access over private land would need to be voluntarily provided by land owners. He further agreed Council staff would be available to discuss the review with residents and could provide presentations for residents.

Resolved: (Mr Sinnott/Mr Stallworth) Minute No. WCB 19303

“That the Board:

(i) notes the contents of the draft Review of Reserve Land Wainuiomata, attached as Appendix 1 to the report;

(ii) notes that when adopted this plan will guide the management, provision and development of urban reserve land in Wainuiomata;

(iii) notes the proposed consultation plan as outlined in paragraph 10;

(iv) provides feedback to officers on the draft plan; and

(v) notes that officers will report back after public consultation on proposed changes to the plan;

(vi) requests that officers be readily available to residents for consultation; and

(vii) requests that rural residents be provided with a direct mail drop to advise of the consultation process.”

For the reasons outlined in the report.

7.	Committee Advisor's Report (19/765) Report No. WCB2019/3/63 by the Committee Advisor
	In response to a question from a member, the Chair advised that the proposed Alcohol Fees Bylaw amendments were proposing an increase in fees to vendors to bring the fee in line with other areas of Council policy. In response to questions from members, the General Manager, City Transformation explained the proposed Alcohol Fees Bylaw amendments were aimed at reducing alcohol harm and creating a fairer fee user-pays structure. She noted that currently ratepayers subsidised alcohol licences. She agreed to provide information on different licences and fee structures to members. In response to questions from members, the Divisional Manager, Parks and Recreation did not consider that sports clubs made significant profit from alcohol once costs were taken into account. He added the increase in fees might encourage clubs to move away from a drinking culture. It was agreed the Board would not provide a submission on the Alcohol Fees Bylaw proposal.
	Resolved: (Mr Sinnott/Ms Tuala-Le'afa) Minute No. WCB 19304 “That the Board notes the report.”
8.	Notice of Motion - Mr G Tupou - Declaration of a Climate Emergency (19/813) Report No. WCB2019/3/125 by the Committee Advisor
	Speaking under public comment, Mr J van Lier thanked members for their leadership on the climate change issue. He expressed concern that today’s emissions would still exist in thousands of years. He advised he had worked for a number of years on climate biodiversity science and understood the serious consequences that lay ahead. He noted carbon dioxide levels and disruptive weather patterns had grown exponentially in just one century. He did not consider the word ‘emergency’ was alarmist but recognised that urgent action was needed. He stressed the importance of sending a clear message to Council since inaction would leave an accumulating debt to generations that followed. Speaking under public comment, Mr M Young observed young people had motivated the ‘declaration of climate emergency’ motions internationally. He said the Chair’s motion was an opportunity to serve young people and the community and change the way the community responded to climate change. He noted that calling climate change an emergency would provide the impetus to move from ‘business as usual’ towards allocating more priority to the issue. Speaking under public comment, Ms P Innes noted the Wainuiomata Cleanfill did not attract a waste disposal levy. She proposed that as part of the climate change emergency discussion the site be investigated to ensure it was fulfilling the criteria for a cleanfill facility. Ms Brown expressed support for the motion. She noted the motion had been driven by young people at a grass roots level and was supported by colleagues from around the country. She believed the motion could change decisions and put Council on the right side of history. She noted the word ‘emergency’ was strong but considered it created focus and intentiallity. She recognised the motion was asking Council to absorb climate change into its policy and future thinking. Cr Briggs expressed support for the motion. He believed Council needed to take responsibility for action on the issue of climate change. He said the financial impacts of taking action were secondary to the environmental impacts and young people’s voices needed to be heard. In response to a questions from a member, Cr Briggs suggested the Board should be informing Council direction on climate change rather than passively awaiting its decisions. He believed all Council decisions needed a climate change lens and this could result in some projects being rejected or carried out differently. He did not consider that budgets would be unavoidably impacted if funding decisions were spread over a longer period of time. He considered that by declaring a climate emergency, climate change could become a priority issue, release funding restraints and change Council decisions. Mr Stallworth expressed support for the motion and noted it had been driven by the community. He supported a collective response on the issue alongside other Community Boards.
	Resolved: (Mr Sinnott/Ms Tuala-Le'afa) Minute No. WCB 19305 “That the Board: (i) declares a climate emergency in recognition of the urgent need to protect the future of today’s community and those who will follow; (ii) asks that Council joins other local authorities in declaring a climate emergency; and (iii) asks that Council makes climate change an integral part of planning and decision making, including specific and ambitious goals and objectives that are regularly audited as well as climate change being a standard part of officers’ reports to elected members on all matters alongside legal and financial considerations.”

9. Information Items

	a)	Predator Free Wainuiomata (19/614) Report No. WCB2019/3/64 by the Reserves Community Ranger
		Resolved: (Mr Sinnott/Mr Stallworth) Minute No. WCB 19306 “That the Board notes and receives the report.”
	b)	Report Back from the Community Board Conference 2019 (19/694) Memorandum dated 28 May 2019 by the Committee Advisor
		Resolved: (Mr Sinnott/Ms Winterburn) Minute No. WCB 19307 “That the Board notes and receives the report from Ms S Tuala Le’afa attached as Appendix 1 to the memorandum.”
10.	Whaitua Committee Update A verbal update by Mr Tupou was deferred to the meeting to be held on 21 August 2019.

11. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 8.23 pm.

Mr R Sinnott

CHAIR

CONFIRMED as a true and correct record

Dated this 21^st day of August 2019

15 21 August 2019

Wainuiomata Community Board

01 August 2019

File: (19/1003)

Report no: WCB2019/4/79

Committee Advisor's Report

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

Recommendation

That the Board notes the report.

2. Community Consultations and Community Engagement

Please see below a list of current proposals Council is consulting on. These can be viewed on Council’s website http://www.huttcity.govt.nz/haveyoursay

Consulting on	Closing Date
Wainuiomata Reserves Review	`15 September 2019

For the latest updates on what is happening in Naenae and to leave comments, visit https://haveyoursay.huttcity.govt.nz/naenae

3. 2018/2019 Administration and Training Budget Expenditure

A breakdown of expenditure for the 2018/19 year is attached as Appendix 1 to the report.

	Miscellaneous Administration	Training
Budget	$5,0000.00	$3,000.00
Expenditure at 30 June 2019	$3,930.45	$1,761.19
BALANCE	$1,069.55	$1,238.81

4. 2019/2020 Administration and Training Budget Expenditure

The Board’s Miscellaneous Administration Budget for the 2019/2020 financial year is $5,000.00. There has been no expenditure to date.

The Board’s Training Budget for the 2019/2020 financial year is $3,000.00. There has been no expenditure to date.

Appendices

No.	Title	Page
1 ⇩	Wainuiomata Community Board expenditure to 30 June 2019	17

Author: Judy Randall

Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Democratic 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.

Gabriel Tupou (Chair)	Richard Sinnott (Deputy Chair)
Keri Brown	Terry Stallworth
Sisi Tuala-Le’afa	Jodie Winterburn
Cr C Barry	Cr J Briggs