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).

HUTT CITY COUNCIL

Petone Community Board

Meeting to be held in the Petone Library, 7 Britannia Street, Petone on

Monday 17 February 2020 commencing at 6.30pm.

ORDER PAPER

Public Business

1. APOLOGIES

2. PUBLIC COMMENT

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

3. Welcome from the Chief Executive, Hutt City Council (20/70)

4. Presentations

a) Draft Annual Plan 2020/21 and Long Term Plan Amendment (20/95)

Report No. PCB2020/2/24 by the Head of Democratic Services 9

b) Presentation by Local Councillor from Greater Wellington Regional Council (GWRC) (20/23)

Verbal presentation by Local Councillor from Greater Wellington Regional Council

c) Presentation by Jackson Street Programme (20/24)

Verbal presentation by Ms Leonie Dobbs, Chair

5. CONFLICT OF INTEREST DECLARATIONS

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

6. Minutes

Meeting minutes Petone Community Board, 18 November 2019 29

7. Reports referred for Board input before being considered by COMMITTEE/Subcommittee of Council

a) Unlicensed Public Use of Council Land - Encroachments (20/43)

Memorandum dated 28 January 2020 by the Principal Policy Advisor 35

b) Waione Street - Proposed P120 Parking Restrictions (20/52)

Report No. PCB2020/2/6 by the Traffic Engineer 48

c) Sydney Street - Proposed No Stopping At All Times Restrictions (20/53)

Report No. PCB2020/2/7 by the Traffic Engineer 52

8. UPDATE ON PLANNED COMMUNITY ENGAGEMENT WORK REGARDING CLIMATE CHANGE (20/79)

Report No. PCB2020/2/37 by the Manager, Sustainability and Resilience 56

9. Community Engagement Fund 2019-2020 (20/1)

Memorandum dated 6 January 2020 by the Community Advisor - Funding and Community Contracts 58

10. Committee Advisor's Report (20/26)

Report No. PCB2020/2/1 by the Committee Advisor 60

11. Schedule of Meetings for 2020 (20/20)

Report No. PCB2020/2/8 by the Committee Advisor 63

12. Appointments to External Organisations (20/25)

Report No. PCB2020/2/9 by the Committee Advisor 71

13. Petone Community Board's Submission to Local Government New Zealand - Localism (20/19)

Report No. PCB2020/2/10 by the Committee Advisor 72

14. Chairperson's Report (20/27)

Report No. PCB2020/2/11 by the Chair, Petone Community Board 77

15. 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.

Donna Male

COMMITTEE ADVISOR

34 18 November 2019

HUTT CITY COUNCIL

Petone Community Board

Minutes of the Inaugural Meeting held in the Petone Library, 7 Britannia Street,

Petone on

Monday 18 November 2019 commencing at 6.30pm

PRESENT: Ms P Hanna (Chair) Mr M Fisher (Deputy Chair)

Mr M Henderson Mr M Roberts

Ms K Yung

Deputy Mayor T Lewis

APOLOGIES: There were no apologies.

IN ATTENDANCE: Mayor C Barry

Mr L Allott, Chief Information Officer

Ms D Male, Committee Advisor

Mrs H Clegg, Minute Taker

PUBLIC BUSINESS

1. APOLOGIES

There were no apologies.

Statutory DECLARATIONS (19/1316)

Mayor Barry opened the meeting, welcoming all, including Councillors and Cr van Lier from Greater Wellington Region Council. He briefly outlined the challenges facing Petone and the city and explained that the current delegations to the Community Board were interim, as Council was reviewing how communities could be better empowered for the future.

Mr M Fisher, Ms P Hanna, Mr M Henderson, Mr M Roberts, Ms Karen Yung and Deputy Mayor T Lewis made their statutory declarations required by Clause 14, Schedule 7 of the Local Government Act 2002, which were witnessed by Mayor Barry.

Statutory Briefing (19/1317)

Report No. PCB2019/1(2)/222 by the Acting General Counsel

Mayor Barry elaborated on the report, highlighting matters of particular relevance to members in respect of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, the Local Authorities (Members’ Interests) Act, sections 99, 105 and 105A of the Crimes Act 1961, the Secret Commissions Act 1910, the Financial Markets Conduct Act 2013 and the Public Audit Act 2001.

Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 191(2)01

“That the Board notes the legislative provisions affecting members.”

4.	Election of Chair and Deputy Chair (19/1322) a) System of Voting
	Resolved: (Deputy Mayor Lewis/Mr Henderson) Minute No. PCB 191(2)02 “That System B contained in Clause 25, Schedule 7 of the Local Government Act 2002 be adopted as the system of voting for the election of the Chair and Deputy Chair, requiring the persons elected to receive the votes of a majority of the members present and voting.”
	b) Election of Chair
	Mayor Barry called for nominations for the Chair of the Petone Community Board. Mr Henderson nominated Ms Hanna for the position of Chair and Ms Yung seconded the motion. Mayor Barry called for any other nominations and as there were none he put the motion.
	Resolved: (Mr Henderson/Ms Yung) Minute No. PCB 191(2)03 “That Ms Pam Hanna be elected as Chair of the Petone Community Board.”
	c) Election of Deputy Chair
	Ms Hanna assumed the Chair for the remainder of the meeting. The Chair thanked members for their confidence in her and welcomed members to the Board. She advised that the new triennium was like a new sunrise and a new day. She further advised a by-election for a new member would be held shortly, with polling day on 18 February 2020. The Chair called for nominations for the Deputy Chair of the Petone Community Board. The Chair nominated Mr Mike Fisher for the position of Deputy Chair and Mr Henderson seconded the motion. The Chair called for any other nominations and as there were none she put the motion.
	Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 191(2)04 “That Mr Mike Fisher be elected Deputy Chair of the Petone Community Board.”

Presentation to Mr Michael Lulich (19/1331)

The Chair presented a small gift to Mr Lulich, acknowledging the work that he had done for the past 15 years as a Community Board member and Councillor. Mr Lulich thanked all and expressed his honour at serving the community for a number of years. He wished the Community Board all the best for the future.

6. PUBLIC COMMENT

Speaking under public comment, Mrs R Mansell welcomed all to the meeting, and gave her congratulations to the members. She asked that all members continue to listen to the community and work hard.

7. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

Interim Community Board Delegations (19/1339)

Report No. PCB2019/1(2)/101 by the Committee Advisor

The Chair elaborated on the report.

Resolved: (Ms Hanna/Mr Roberts) Minute No. PCB 191(2)05

“That the Board notes the interim delegations to Community Boards as approved by Council.”

9.	Committee Advisor's Report (19/1325) Report No. PCB2019/1(2)/11 by the Committee Advisor
	The Chair elaborated on the report. Members discussed each part of the recommendation. Members considered that the meeting venue be flexible for meetings with a specific subject matter related to a part of the Board’s area. In response to a question from a member, the Committee Advisor advised that delaying the February Board meeting to wait for the results of the By-election may not be possible when considered with the timing of the other meetings in the meeting cycle. She said that the declaration of the final election results could take over a week following the polling day of 18 February. Mayor Barry added that delaying the first 2020 meeting date may hinder the Board’s ability to make a submission to Council’s Annual Plan process.
	Members noted that the Board will update its communication/advertising protocols. In response to a question from a member, the Committee Advisor advised that Cr van Lier from Greater Wellington Regional Council and the Jackson Street Programme representatives were happy to present at the Board’s meetings. The Chair commented that purchasing a stall at the Petone Rotary Fair had proved advantageous in the past. Ms Yung commented that it was a great way to connect and engage with the community. She asked that partnerships with other community groups continue to be investigated. The motion was taken in parts.
	Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 191(2)06 “That the Board: (i) determines the Petone Library to be the venue for its 2020 meetings, unless there is an agenda item specific to a particular part of the Petone area; and (ii) determines that the start times for its 2020 meetings will be 6.30pm.”
	Resolved: (Ms Yung/Ms Hanna) Minute No. PCB 191(2)07 “That the Board: (i) approves the next Board meeting date of 17 February 2020; (ii) notes that the full schedule of meetings for 2020 will be reported to the first Board meeting in 2020; (iii) notes that the Chair will set dates for informal meetings of the Board as the need arises; and (iv) 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.”
	Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 191(2)08 “That the Board determines there be no catering for its 2020 meetings.”
	Resolved: (Ms Hanna/Deputy Mayor Lewis) Minute No. PCB 191(2)09 “That the Board determines advertisements requirements for its 2020 meeting will be the Hutt News, Council website and allocates $150.00 per financial year to advertise meetings on the Petone Community Board’s Facebook page.”
	Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 191(2)10 “That the Board agrees that presentations from the Jackson Street Programme and Greater Wellington Regional Council will be standard items of business on its agenda for its meetings.”
	Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 191(2)11 “That the Board agrees to purchase a double stall at the Petone Rotary Fair to be held in February 2020, at a cost of $240.00. “
	Resolved: (Ms Hanna/Deputy Mayor Lewis) Minute No. PCB 191(2)12 “That the Board: (i) notes and receives the report; and (ii) notes that any external appointments will be considered in early 2020.”

10.

Petone Community Board's Submission to Greater Wellington Regional Council - Eastern Bays Shared Path (19/1332)

Report No. PCB2019/1(2)/102 by the Committee Advisor

The Chair elaborated on the report. She added that the submission would require her signature as Chair of the Board. She advised representatives from the Board would speak to its submission.

Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 191(2)13

“That the Board:

(i) notes that a submission in respect of the Eastern Bays Shared Path requires the Board’s endorsement; and

(ii) endorses the submission attached as Appendix 1 to the report.”

11.

Update on Proposed New Private Street Name – Subdivision of 429 Jackson Street, Petone (19/1335)

Report No. PCB2019/1(2)/103 by the Committee Advisor

The Chair elaborated on the report.

Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 191(2)14

“That the Board:

(i) notes and receives the report;

(ii) notes at its meeting held on 19 August 2019 it approved a new private street name for the subdivision of 429 Jackson Street, Petone;

(iii) agrees to revoke the resolution relating to Report No. PCB2019/4/157 and Minute No. PCB 19404, attached as Appendix 1 to the report;

(iv) notes the reason for the revocation of the decision is that Land Information New Zealand did not accept the Board’s proposed street name and suggested variations on the name which were supported by the Board and Iwi representatives; and

(v) notes that Council, at its meeting held on 17 September 2019, approved the new private street name for the subdivision of 429 Jackson Street, Petone of Te Ara o Paetutu that the Board informally supported following its meeting held on 19 August 2019.”

12. QUESTIONS

There were no questions.

The Chair asked that it be recorded in the minutes that the Board was awaiting feedback related to the previous Board’s motion on a moratorium on water bottling.

The Chair advised that the by-election dates had been finalised and were available on Council’s website.

The Chair closed the meeting with a Whakatauki:

“He waka eke noa: We are all in this together.”

There being no further business the Chair declared the meeting closed at 7.07pm.

Ms P Hanna

CHAIR

CONFIRMED as a true and correct record

Dated this 17th day of February 2020

MEMORANDUM 35 17 February 2020

Our Reference 20/43

TO: Chair and Members

Petone Community Board

FROM: Graham Sewell

DATE: 28 January 2020

SUBJECT: Unlicensed Public Use of Council Land - Encroachments

Recommendation

That the Board:

(i) considers the attached draft report “Unlicensed Public Use of Council Land – Encroachments”; and

(ii) provides comments and feedback that will be forwarded to Council’s Policy, Finance and Strategy Committee meeting to be held on 3 March 2020.

Purpose of Memorandum

1. To seek comments and feedback from the Board on the attached draft report that can then be forwarded to the Policy, Finance and Strategy Committee for consideration at its meeting to be held on 3 March 2020.

Background

2. Attached as Appendix 1 is a draft report that will be considered by the Policy, Finance and Strategy Committee.

3. To assist the Policy, Finance and Strategy Committee the attached draft report has been placed on the agenda of the February meetings of the Petone, Eastbourne and Wainuiomata Community Boards. The reason for doing so is to seek any comments or feedback from the Boards on the report.

4. Any comments and feedback from the Boards will then be added to the attached report to enable it to be considered by the Policy, Finance and Strategy Committee.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Draft Policy, Finance and Strategy Committee Report - Unlicensed Public Use of Council Land - Encroachments	37
2 ⇩	Appendix 2 Appendix to Draft Policy, Finance and Strategy Committee Report	44

Author: Graham Sewell

Principal Policy Advisor

Approved By: Wendy Moore

Head of Strategy and Planning

Background

2. At a Council workshop held in November 2018 officers were asked to complete further work to:

(a) complete the current work identifying unlicensed encroachment areas;

(b) review the scale of the project and develop some options for Council to consider; and

3. Once this work had been completed, the matter was to be reported back to Council.

Discussion

4. The purpose of this report is to:

· Provide information on the current situation with unlicensed public use of Council land (encroachments).

· Update Council regarding progress made in identifying existing unlicensed encroachments and development of an approach to categorise these for the purpose of licensing.

· Seek Council approval of the suggested approach for categorising and licensing encroachments.

5. Currently only one in seven encroachments are licensed. This results in an inequitable situation where some people are licensed and paying but the majority are not. Also, not all encroachments are of equal size whether licensed or unlicensed. Issues can also arise when people use Council land without permission.

6. The approach proposed focuses on ensuring that all encroachments are licensed and paying the current licensing fee unless they are excluded by the criteria discussed in this report.

Current encroachment types:

7. There are four encroachment types:

a) Pavement Licences – allows a business to use a portion of the pavement outside their premises to set up tables and chairs for their customers to use while dining eg, outside Buzz Café on High Street. Currently seven Pavement Licences have been issued however officers have identified 42 unlicensed pavement encroachments. The current licence fee is $57.50pa.

b) Garage encroachment licences – allows a property owner to build a garage either totally on road reserve or use a portion of road reserve and a portion of their property. Currently, there are 211 licensed garage encroachments and 116 unlicensed garage encroachments. The current licence fees are: Single garage $128pa. and Double garage $256pa.

c) Garden encroachment licences - allows a property owner to develop and maintain a garden along the frontage of their property or within the streetscape. Such gardens can encroach on road reserve. Currently there are 21 licensed garden encroachments and 1241 unlicensed garden encroachments. The current licence fee is $115.00pa.

d) Drainage Reserve Licences - historically drainage reserves were created to assist with drainage in designated portions of land. They usually run along the back of adjoining properties. Currently 19 Drainage Reserves are licensed with a further 25 being unlicensed. The current licence fee is $57.50pa.

Not all encroachments are equal

8. Not all encroachments are equal and because of this they shouldn’t be dealt with using a “one size fits all” approach. While there are currently four types of encroachment licences, each type can vary in size from very small (under 10sq.m) to quite large (over 150sq.m) and because of this require different approaches depending on the nature and size of the encroachment.

9. Gardens are the biggest category of encroachment. Because of the wide variation in size officers worked on developing an approach that could assist with the licensing or otherwise of the current 1241 garden encroachments.

“Size” criteria test

10. Garden encroachments vary widely in size from very small to quite large. Officers are of the view that the cost of getting very small encroachments licensed and then administering the annual licence fee for them is greater than the benefits to both the encroachment user and Council in terms of resources. Officers recommend the following first step approach when considering whether or not to licence a garden encroachment.

(a) Remove all garden encroachments 0-10sq.m from consideration. These encroachments have two key characteristics:

i. straight fences on angled/corner sections; and

ii. edges/bush/agapanthus that have grown outwards into road reserve.

(b) The Transport Division has requested all ‘garden encroachments’, including the 0-10sq.m group, are noted on the relevant Council property file. This is important for future reference in case such portions of land are needed for roading purposes. Legal advice was sought to determine what action should be taken. See paragraphs 24-25 “Legal Considerations” below.

(c) In light of (b) above the 0-10sq.m group would have their encroachment noted on their property file but not issued with a licence or required to pay the current Garden fee of $115.00pa.

11. There are 1241 garden encroachments and 564 encroachments are 0-10sq.m in size.

“Function” criteria test

12. The second step in assessing whether or not a garden encroachment should be licensed is to consider its function, that is, what is the land being used for.

13. Key questions would be:

(a) What is the land actually being used for?

(b) Is it part of a resident’s property? Eg, is it fenced off? If ‘Yes’ is it not accessible for public use?

14. Of the 1241 garden encroachments 130 encroachments would be excluded from being licensed by the ‘function’ criteria. As with the “size criteria” any encroachment would be noted on the relevant property file but not issued with a licence or required to pay the current Garden fee of $115.00pa.

Balance of garden encroachments

15. The balance of 547 garden encroachments would be licensed, pay the current licence fee of $115.00 and have the encroachment noted on the relevant Council property file.

Suggested approach to licensing all other encroachments

16. The remaining encroachments – pavement, garages and drainage - should be licensed. However, this is a significant project that cannot be undertaken all at once and a staggered approach will be needed. Officers suggest the following approach.

(a) Pavement Licences – This should be the first category of encroachment licence addressed. The numbers are lower and it will enable piloting of the overall approach. A lot of the processes involved in issuing a pavement licence are comparable to the process for licensing other types of encroachments. Given the lower number of encroachments to be processed, using the issuing of pavement licences as a ‘pilot’ will allow greater levels of agility ie, officers can respond quickly to any perceived or real problems when they occur and develop solutions with licensees. This will help ensure the process is fit for purpose.

With these licences, staff will approach those businesses providing outdoor pavement facilities to talk with them and assist them to get a licence. The current licence fee is $57.50 p.a.

(b) Garage Licences – based on the outcome of the first step pilot, the next step will be the licensing of garage encroachments.

Because garages are a physical structure on Council land and would need to be removed if Council needed the land for roading purposes, they are categorised as private use of public land. Those not currently licensed should be, and required to pay the current licence fees as follows: Single garage $128pa. and Double garage $256pa.

(c) Garden Licences – The number of licences to be issued and the approach to take will be guided by what option(s) Council adopts.

(d) Drainage Reserve Licences - no permanent structures are permitted on a drainage reserve and they are often used by adjoining residents as an extension of their residential sections for parking vehicles on or storing other property.

17. It is important that these strips of land are maintained and that Wellington Water Limited can access them if needed. Because of this drainage reserve encroachments are quite different to other types of encroachment. It is difficult if not impossible to use them for anything other than activities that can be stopped immediately and the land cleared. On the other hand, it could create problems if all drainage reserve land is not maintained.

18. Given this situation officers recommend that Council consider the following approach:

(a) charging the current licence fee;

(b) having the encroachment noted on the relevant Council property file; and

Review

19. The current fees were set 15 years ago and have not been reviewed during that time. Once all encroachment holders are licensed further advice on different approaches to setting fees will be developed for Council.

Options

20. The options and approach outlined in this report have been prepared once the scale and complexity of the encroachments had been established.

21. The approach now recommended to Council is to initially focus on ensuring all encroachments are licensed and paying the current licensing fee unless they are excluded by the criteria outlined above.

Consultation

22. This matter will be considered by the Eastbourne, Petone and Wainuiomata Community Boards at their February meetings. Any comments and feedback will be reported to the Policy, Finance and Strategy Committee.

23. A Communications Plan has been developed to socialise the issues with the public via editorial/advertorial content developed to address the key issues. Central to this will be a focus on the key issue of fairness/equity – we currently have a minority of ratepayers using public land for their own benefit being subsidised by the majority of ratepayers and those who pay their licence fee annually. This content has been published in Hutt News and on Hutt at Heart, supported by social media to maximise coverage. A press release after the March Council meeting is being planned explaining what has been decided and how Council will be managing the project. Also development of FAQ material which will focus on explaining the issue via a “question/answer” format. Information about this matter will also be put on the Council website.

Legal Considerations

24. Legal advice was sought regarding the noting of all encroachments on the relevant property file record. The advice is that all encroachments should be noted on the relevant Council property file as this will ensure that Council can access the land for roading purposes if required.

25. Taking this approach will also ensure any encroachments are noted on Land Information Memorandum (LIM) reports, which will be beneficial with respect to future property sales. There is no need to have an encroachment recorded on the relevant Certificate of Title. All property owners that have an encroachment will need to be notified that Council intends to take this approach.

Financial Considerations

26. Once all encroachments are correctly licensed projected revenue using the current level of fees would be as follows:

	Current revenue	New Revenue without using size and function criteria to exclude	New Revenue using size and function criteria to exclude
Gardens	$2,415	$142,715	$62,905
Street Pavements	$402.50	$2,587.50	$2,587.50
Garages	$27,008 (*but will be more as some are double garages)	$41,856 *	$41,856
TOTAL REVENUE	$29,825.50	$187,158.50	$107,348

27. There are also currently 19 Drainage Licences with a licence fee of $57.50pa. = $1,092.50pa. Currently 25 Drainage areas not licensed = $1,437.50. The resulting increase in revenue from $29,825.50 to $187,157.50 = $157,333. This ‘New Revenue’ is based on getting everyone licensed based on the current licence fee.

50 17 February 2020

Petone Community Board

06 January 2020

File: (20/52)

Report no: PCB2020/2/6

Waione Street - Proposed P120 Parking Restrictions

Purpose of Report

1. The purpose of this report is to seek Council’s approval for the installation of P120 parking restrictions on Waione Street, as shown attached as Appendix 1 to the report.

Recommendations

That the Traffic Subcommittee recommends that Council approves the installation of P120 parking restrictions on Waione Street, as shown attached as Appendix 1 to the report.

For the reasons the proposed restrictions:

- would improve parking availability on the street for the benefit of the local businesses and their customers;

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

- support Council’s Parking Policy 2017; and

- are supported by the property owner and the immediately affected businesses.

Background

2. Council received a request from a local business to improve short-term parking availability on Waione Street by installing P120 parking restrictions over currently unrestricted parking spaces outside their premises at 22 Waione Street.

3. Waione Street is an Arterial Road in a highly industrial area in Petone.

4. The concern expressed is that residents across the road park on the unrestricted spaces all day, reducing the parking availability for customers.

5. There are three businesses currently operating from 22 Waione Street.

6. Council installed P30 parking restrictions in front of Ripe Coffee Company in 2007 to improve short-term parking availability.

Discussion

7. The proposed P120 time restrictions and extended P30 parking restrictions would discourage long term parking and promote a higher turnover of parking spaces on Waione Street and improve the availability of short-term car parks for local business customers.

8. The installation of the proposed white road marking would more clearly demark the on-street parking spaces, discouraging uneven parking of vehicles on the street from reducing the number of available car parks.

9. The proposal is in keeping with Council’s Parking Policy 2017, which places a high priority in ‘Shop and Trade’ areas, where short-term parking for shoppers takes precedence in order to contribute to the performance of businesses in the area.

10. The proposed restrictions would promote compliance with the Land Transport (Road User) Rule 2004.

11. The proposal is supported by the property owner and the immediately affected businesses; Safeworx and Ripe Coffee Company.

Options

12. The options are:

(a) to leave the area as it is without any restrictions and accept the current level of service for parking availability; or

(b) improve the parking availability level of service by installing P120 parking restrictions and extending the existing P30 parking restrictions to allow customers find parking during the week; or

13. Officers recommend option (b) as it is expected to increase the likelihood of finding short-term parking in the street, further encouraging customer turnover and consequently the growth of local businesses.

Consultation

14. A petition was sent to the occupants of 22 Waione Street who are directly affected by the proposed changes.

15. Three signatures (100%) were received (from the property owner, Safeworx, and Ripe Coffee Company) in support of the changes.

16. The Petone Community Board will consider the recommendation at its meeting on 17 February 2020 and the resolution will be tabled at the Traffic Subcommittee meeting on 25 February 2020.

Legal Considerations

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

Financial Considerations

18. These changes can be funded from Council’s 2019/2020 road markings budget.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Waione Street P120 Restrictions G36.2019	51

Author: Threesa Malki

Traffic Engineer

Reviewed By: Marian Radu

Senior Traffic Engineer

Approved By: John Gloag

Head of Transport

54 17 February 2020

Petone Community Board

06 January 2020

File: (20/53)

Report no: PCB2020/2/7

Sydney Street - 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 on Sydney Street, as shown attached as Appendix 1 to the report.

Recommendations

That the Traffic Subcommittee recommends that Council approves the installation of No Stopping At All Times Restrictions on Sydney Street, as shown attached as Appendix 1 to the report.

For the reasons the proposed restrictions:

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

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

- support Council’s Parking Policy 2017.

Background

2. Council received a request from the business at 73 Sydney Street to extend the existing No Stopping At All Times Restrictions in front of 75 Sydney Street.

3. The concern expressed is that vehicles parked after the Broken Yellow Lines and in front of the existing utility pole close to the northern end of 73 Sydney Street obstruct access to the company carparks and prevent vehicles from exiting the premises safely.

4. Further concerns were expressed on calling Council Parking Services each time a vehicle is parked at this location, which is frequent.

5. The space between the existing restrictions and the vehicle access of no.73 is 4m.

6. Council installed the existing No Stopping At All Times restrictions from the northern corner of Sydney Street to the then new parking area of number 75 in 2010.

Discussion

7. The existing 4m space between numbers 73 and 75 Sydney Street is not sufficient for a vehicle to be parked without obstructing access to number 73 Sydney Street.

8. Parking at this location is illegal under the Land Transport (Road User) Rule 2004 as a vehicle parked alongside any part of a kerb crossing provided for a driveway or within 1m of the prolongation of the side of a driveway must be regarded as obstructing entry or exit.

9. The proposal involves the extension of existing No Stopping At All Times Restrictions 4m southwest towards 73 Sydney Street preventing vehicles being parked illegally and reducing accessibility.

Options

10. The options are:

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

(b) to improve the road safety level by installing No Stopping At All Times Restrictions as shown in Appendix 1 to prevent parked vehicles obstructing access.

11. Officer recommends option (b) as it expected to improve accessibility into the carpark of number 73 and prevent vehicles from being illegally parked resulting in frequent complaints and infringement notices.

Consultation

12. This report seeks to meet compliance with the Land Transport (Road User) Rule 2004 by installing the associated road markings; therefore there has been no direct consultation.

13. The Petone Community Board will consider the recommendation at its meeting on 17 February 2020 and the resolution will be tabled at the Traffic Subcommittee meeting on 25 February 2020.

Legal Considerations

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

Financial Considerations

15. These changes can be funded from Council’s 2019/2020 road markings budget.

Appendices

No.	Title	Page
1 ⇩	Appendix 1: Sydney Street No Stopping At All Times Restrictions - G49.2019	55

Author: Threesa Malki

Traffic Engineer

Reviewed By: Marian Radu

Senior Traffic Engineer

Approved By: John Gloag

Head of Transport

57 17 February 2020

Petone Community Board

03 February 2020

File: (20/79)

Report no: PCB2020/2/37

UPDATE ON PLANNED COMMUNITY ENGAGEMENT WORK REGARDING CLIMATE CHANGE

Purpose of Report

1. The purpose of this report is to update the Board on planned community engagement work regarding climate change.

Recommendations

That the Board receives and notes the contents of the report.

Background

2. Work has begun on a project to engage with the Lower Hutt community regarding climate change.

3. Within the scope of the project are two closely linked pieces of work; the development of a city-wide zero carbon reduction plan or pathway, and the development of adaptation strategies for those parts of Lower Hutt forecasted to be at risk to sea level rise and other climate change-related effects (for further background, refer to two previous Council Committee papers: PRC2019/4/164[3] and PRC2019/3/152[4]).

4. The necessary engagement with our Lower Hutt communities around the impacts of climate change will generate a broad spectrum of opinions and value sets from a wide range of interest groups.

5. A co-design approach is currently preferred because it offers advantages over the traditional consultation-based engagement process in the depth and richness of the process by which it engages and works with Council’s partners and stakeholders, an important consideration for this work.

6. The co-design methodology is focused on real engagement and working with communities and partners to co-design the process as well as the solutions to challenges, rather than working in relative isolation and presenting findings for community feedback.

Work under way

7. Creative HQ Ltd has been engaged to undertake the first phase of this work, which involves an assessment of whether or not (i) the co-design framework appears to be viable in terms of the work to be undertaken, and (ii) the two work-streams (mitigation vs adaptation) can be run co-jointly or need to be run as separate (albeit closely linked) pieces of work.

8. This involves identifying and meeting with our mana whenua partners and key stakeholders in the community to test their interest in the co-design process and their potential participation in a Lead Group. This step is key to the success of the project as this Lead Group is expected, in Phase 2, to guide and shape the work and thereby give us the greatest chance of community buy-in, acceptance and thus success.

9. Further phases of the project are as follows:

a. Phase 2 – Engagement design and preparation

b. Phase 3 – Engagement with the community

c. Phase 4 – Creation of the pathway to achieve outcomes

Next steps

10. Subject to the engagement with mana whenua partners on this issue developing satisfactorily for both parties, officers will report to Council on the outcomes of Phase 1, and request approval to proceed with Phases 2-4.

11. Overall and if the work proceeds as currently planned, Phase 4 could be completed by the end of December 2020.

Appendices

There are no appendices for this report.

Author: Jörn Scherzer

Manager, Sustainability and Resilience

Approved By: Helen Oram

Acting General Manager, City Transformation

MEMORANDUM 59 17 February 2020

Our Reference 20/1

TO: Chair and Members

Petone Community Board

FROM: Debbie Hunter

DATE: 06 January 2020

SUBJECT: Community Engagement Fund 2019-2020

Recommendation

That the Board:

(i) notes that the Community Engagement Fund closed on 14 November 2019 and four applications had been received;

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

(iii) agrees retrospectively to Petone Baptist Church being granted $1,800 towards hireage of equipment, advertising, printing costs associated with the Christmas In Bethlehem 2019 event;

(iv) agrees retrospectively to Moera Community House being granted $1,860 towards consumables and hireage of equipment for the 2019 Moera Village Christmas Festival;

(v) agrees retrospectively to Petone CAB being granted $589 towards purchase of a data projector

(vi) agrees retrospectively to Salvation Army New Zealand (Petone branch) being granted $2,000 towards the development of the Petone Playscape; and

(vii) requests the recipients of the Petone Community Engagement fund be invited to attend a Community Board meeting in 2020 to introduce themselves, particularly to the newly elected members and to feedback on the use of the grants.

Purpose of Memorandum

1. For the Board to assess the eligible Community Engagement Fund applications.

Background

Community Engagement Fund

2. Hutt City Council agreed through the 2016/2017 Annual Plan to contribute $48,850 for the Community Board/Community Committee Community Engagement Fund.

3. This is for local activities and events that directly benefit the communities concerned.

4. Four applications were received under the Petone Community Board Community Engagement Fund. They are as follows:

No.	Organisation	Description	$Request
1	Petone Baptist Church	Towards hireage of equipment for the Christmas in Bethlehem 2016 event on 1-3 December 2016	3,683.00
2	Moera Community House	Towards consumables and hireage of equipment for the 2019 Moera Village Christmas Festival event 14 December 2019.	2,255.00
3	Petone CAB	Purchase of data projector.	589.00
4	Salvation Army New Zealand	Towards the development of the Petone Playscape.	2,000.00
			$8,527.00

5. The Board has $6,250.00 to be allocated.

6. Eligible Community Engagement Fund applications presented in this round request a total of $8,527.00.

7. The applications needed to be considered prior to 27 November 2019.

8. Applications were considered at an informal meeting of the Board. This informal meeting was attended by one Ward Councillor, as well as newly elected members of the Board. The Board has allocated $6,249. There will not be a second round of funding.

Appendices

There are no appendices for this report.

Author: Debbie Hunter

Community Advisor - Funding and Community Contracts

Approved By: Mike Mercer

Head of Community Hubs

61 17 February 2020

Petone Community Board

16 January 2020

File: (20/26)

Report no: PCB2020/2/1

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 notes and receives the report.

Update on Moera Library

2. Work on extending the footprint of the Moera Library is commencing in February, with an initial meeting booked to confirm the scope with spatial design consultants.

3. Once the scope is confirmed (within budget limit of <$150k), the appropriate procurement process will be undertaken and the building consent application will be submitted. Council is on track to complete this project in the current financial year.

Council’s current consultation and community engagement

4. Current proposals Council is consulting on can be viewed on the Council website http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

5. Public engagement on Council’s Annual Plan and Long Term Plan amendment is scheduled to be open from 6 April to 3 May 2020. If the Board wishes to provide feedback to this process, this can be considered and agreed to at the Board’s next meeting to be held in April 2020.

6. Council’s Long Term Plan/Annual Plan Subcommittee will then meet on 13 – 14 May 2020 to consider feedback from the public consultation.

7. Council will make its final decisions on the Annual Plan and Long Term Plan amendment at its meeting to be held on 10 June 2020. It will meet again on 30 June 2020 to adopt the final Annual Plan and Long Term Plan amendment and set the rates.

2019/2020 Miscellaneous Administration and Training Budgets

8. The following is the Board’s expenditure as at 27 January 2020.

	Miscellaneous Administration	Training
Budget	$5,0000.00	$3,000.00
Expenditure at 27.01.2020	$520.64	$0.00
BALANCE	$4,479.36	$3,000.00

9. The detailed expenditure is attached as Appendix 1 to the report.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Petone Community Board Actual Expenditure 2019 2020	62

Author: Donna Male

Committee Advisor

Approved By: Kathryn Stannard

Head of Democratic Services

63 17 February 2020

Petone Community Board

15 January 2020

File: (20/20)

Report no: PCB2020/2/8

Schedule of Meetings for 2020

Recommendation

That the Board:

(i) approves the meeting dates for 2020 in respect of its own meetings, attached as Appendix 2 to the report;

(ii) notes that the Chair will set the dates for informal get-togethers of the Board as the need arises; and

(iii) 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.

1. The report considered by Council at its meeting held on 10 December 2019 is attached as Appendix 1.

2. Council adopted the recommendations contained in the report, with one adjustment of the meeting cycle 2 meeting date of the Community and Environment Committee to Wednesday 4 March 2020, to avoid a clash.

3. The update schedule of meetings for 2020 is attached as Appendix 2.

Appendices

No.	Title	Page
1 ⇩	Schedule of Meetings for 2020 Hutt City Council Report - 10 December 2020	65
2 ⇩	Meeting Schedule 2020 Final	69

Author: Donna Male

Committee Advisor

Approved By: Kathryn Stannard

Head of Democratic Services

73 17 February 2020

Petone Community Board

15 January 2020

File: (20/19)

Report no: PCB2020/2/10

Petone Community Board's Submission to Local Government New Zealand - Localism

Recommendation

That the Board:

(i) notes that a submission to Local Government New Zealand in respect of Localism requires the Board’s retrospective endorsement; and

(ii) endorses the submission attached as Appendix 1 to the report.

Background

1. Local Government New Zealand (LGNZ) is preparing a localism manifesto to promote during the build up to the 2020 Parliamentary elections. LGNZ is making a case for localising power and decision making to councils and communities.

2. A discussion document (Reinvigorating local democracy: The case for localising power and decision-making to councils and communities) was designed and all submissions to this will be considered and insights taken into account as LGNZ prepare its localism manifesto in 2020. Copies of submissions will be made available on the localism page of the LGNZ website.

3. Further information is available at https://localism.nz/

4. Submissions closed on 15 December 2019.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Petone Community Board Submission on Localism	74

Author: Donna Male

Committee Advisor

Approved By: Kathryn Stannard

Head of Democratic Services

Attachment 1

Appendix 1 Petone Community Board Submission on Localism

Petone Community Board Feedback to LGNZ on Revitalising local democracy: The case for localising power and decision-making to councils and communities

In theory we support the concept of localism with the aim of people and communities having a greater say about the nature of local public services and how they are delivered. Four critical elements as outlined in the discussion paper would need to be included:

• Collaborative partnerships between central and local government that bring together the capacity and resources of the centre with the place-based knowledge and connections of communities:

• A legislative framework that enables and incentivises local governments, where there is both capability and local support, to take on additional roles and responsibilities to improve the well-being and quality of life of their citizens;

• A “place based” approach to local decision-making that includes councils and government agencies along with the local organisations that are essential for communities to flourish, such as those representing business, Iwi/Māori and communities (such as community boards);

• The adoption of new and innovative mechanisms through which people can participate in making decisions about their towns, cities and communities.

We also agree that the solution to declining interest in democracy is not less democracy, but more, and that the solution to disillusionment in our democratic systems is to begin empowering people by providing them with a real ability to have a greater say about policies and programmes that impact their community.

This would involve a mix of:

Devolution – where practical decisions about services that benefit local communities would be made at the level of government as close to those communities as possible and with the active participation of those communities in the decision-making process.

A suitable funding model – Councils’ reliance on property taxes to pay for public services like amenities and infrastructure is not sustainable. Recent pressures on some councils, such as population growth and visitors, highlights the need for different funding models.

Local well-being – central government’s commitment to inter- generational well-being is welcome but raises the question of how local well-being should be defined. Communities need to be actively involved in co-designing and co-producing services to ensure they meet identified priorities.

Deepening democracy – this requires the active engagement and participation of citizens and communities so that feelings of disempowerment and marginalization are addressed and local government becomes truly responsive to local needs and preferences – through e.g. devolution to a community board.

As stated in the discussion document: Central government taxes automatically grow when the economy grows – this is not the case for local authority rates. Should a local or regional economy grow (or be about to grow)^{^[5]} significantly council revenues remain unchanged, even though the demand for local public infrastructure increases. To meet the additional (or planned) demand rates continually need to be increased at the next annual plan and budget.

One solution would be to introduce a local tax, as happens in a number of countries whereby citizens pay taxes to their municipality as well as to central or federal government. Alternatively, a share of the GST spent in their districts or cities could be retained or returned to councils.

The Government is changing the way in which it sets budget priorities, shifting from a narrow focus on economic growth to a more holistic approach based on inter-generational well-being. This is to be supported and aligns well with local government’s focus on the well-being of their communities. However communities’ needs and their perceptions of well-being will not always be the same and understanding those differences will be a challenge for national decision-makers when determining priorities and budget allocations. Local government, with its ability to take holistic and place-based approaches is ideally positioned to assist governments better understand and prioritise local investment in well-being.

The evidence suggests the quality of decision-making is improved where government actions more closely match the wishes of their citizens. In this way, empowerment can revive civic society and drive improvements. There are numerous systems that can be used to achieve greater community engagement in council decision-making, including community-led planning and citizen juries etc.

To build trust in local decision-making councils will need to show that they have listened to communities and put community feedback into practice. For localism to be effective councils will need to make use of a wider range of engagement tools than currently used. How, when, and to what degree those tools are applied should be at the discretion of their communities, and councils must be held accountable for how they have used them. One way of doing this would be through some form of external assessment.

LGNZ’s localism agenda is designed to deepen democracy in two ways. The first is by making local government more relevant and enabling people to have more influence on council decision-making. The second is by providing opportunities for people to be directly involved in making decisions about their own neighbourhoods and communities.

Overall, we support moves towards a wider distribution of power and increased protection against what can end up being a small group of decision makers at council level. We also believe that real engagement can lead to people feeling more valued and empowered – resulting in increased participation and collaboration plus the building of local knowledge and experience in what could be called place and identity making.

Attachment 1

Appendix 1 Chairperson's Report February 2020

Petone Community Board Chairperson’s Report – February 2020

Tena koutou katoa Talofa lava Malo e lelei Neih Hou Namaste Al-salamu alaykum

Greetings and best wishes for 2020 to all of our community and welcome to what is sure to be a busy and productive year in our community board area of Korokoro, Petone, Seaview, Moera, Waiwhetu South, Woburn South and Gracefield – called Petone for short. Anyone is welcome to come and speak for up to three minutes at the start of any of our board meetings which this year are on 17 February, 20 April, 22 June, 24 August and 2 November.

Te torino haere whakamua whakamuri

The past and the present are in the same spiral

At the beginning of the last triennium the February 2017 Chair’s report included:

a) Concern about the Petone Wharf being closed

So it is good that the wharf has been open again for most of the time since then. However, we still need the little blue shed brought back as it is an integral part of this heritage site, and then there is the refurbishment of the wharf still to be secured.

b) Emergency Management

In 2017 four board members were thanked for helping get responses to a Tsunami response survey organised by GNS Science and Massey. We are continuing to work closely with WREMO and all the associated agencies and Matt Roberts is likely to be our key board member in this space.

c) Petone 2040

Back in 2017 there had been work done on a draft vision for the future of Petone called P2040 and we encouraged people to come to planned consultation sessions.

Petone 2040 has since e.g. undertaken a major submission on HCC’s Plan Change 43 and the need for a character overlay to protect parts of Petone and Moera that have heritage housing such as the railway cottages in Moera.

There has also been streetscape design exercise re Jackson Street undertaken and more recently a pilot project of getting painting and some upgrading done on the three buildings that you see from the Britannia Street lights intersection. There has been a big change to these particular buildings and the key thing is that these ideas are an example for all Jackson Street building owners and something that the Jackson Street Programme can advertise and make use of with their building owner members. This triennium will see a lot more work on the Petone 2040 front.

d) Water Matters

In 2017 the Board was making a submission on The Health (Fluoridation of Drinking Water) Amendment Bill asking that Petone’s water remained unfluoridated. Since then we have had the security and quality of our aquifer supply dented, chlorine added, and also a solar treatment device that means that unchlorinated water is still available at the Buick Street fountain area.

For the people who have been asking - there is a planting plan for this year for that part of Buick Street. There will also be some strategically placed landscaping rocks to reduce the incidence of people driving up the kerb and into the garden which is apparently a main reason for the garden becoming bare. The Wellington Water interactive display in front of the fountain is in place for the summer and will be removed around the end of February.

Water in general is of huge importance over the next three to ten years with work being done on the Petone Collector Main and a lot of work on the underground pipes that carry our three waters - drinking, waste and stormwater – needed with the age of our Petone infrastructure. And we need to be engaging with The Tenths Trust about this.

e) Communication Working Group

In 2016/2017 we set up a working group to investigate advertising and communication. Appendix 1 to this report is a slightly revamped version of the protocols we agreed to in February 2017.

f) Traffic Lights

In February 2017 we had been following up on the effects of the traffic lights at the Petone Avenue intersection of Hutt Road that were an agreed condition of the development of the then new Kmart. Some adjustments were, and are, made to the different phases of those lights that the community has had to live with.

g) Petone Sign by SH2 Overbridge

Board members were keen to have the entrance to Petone better signposted and members of the public had been in touch about the drab looking sign. A painting of the letters of PETONE was done but the drabness of the sign is still an issue for members of the community.

2020 Matters to Date

i) Petone ANZAC Day Flagpole Service

This year is likely to see KiwiRail funding the cost of the sound system for the service at the Petone Railway Station and we are hopeful that this will be the start of a long-term partnership. Thank you to Mike Fisher for working on this and the Garden of Remembrance service as well.

Recently attending the 90^th birthday celebrations of the Hutt Railway Workshops brought home to me the importance of the railway workshops as a major employer for Petone from 1876 until now as well as the importance of what the ANZAC Memorial Flagstaff at the railway station represents.

ii) Our Libraries

As stated in our Committee Advisor’s report there is very good news about Moera Library going to be physically extended this financial year. With Ignite Sport going to move out of the upstairs part of Petone Library to the ex Stop Out soccer space on Bell Park it is timely for there to be a major review of the possible use of all the space at Petone Library and we look forward to knowing when that will happen. It is also good to see Salvation Army Youth workers at the Petone Library four afternoons a week – Monday, Tuesday, Wednesday and Friday – from 3 - 5pm.

iii) Ideal Cups

JSP and five cafes are launching the Ideal Cups/cupcycling scheme on Jackson Street on 28^th February – good to see this happening

iv) Bike the Hutt Festival

There is a Hutt Festival of Cycling about to start. This is a 10 day festival that aims to celebrate the Hutt Valley as a cycling destination, and to promote the excellent clubs, cycle pathways, trails and people that make up our cycling community. There are around twenty events – more information on the HCC website.

v) Hutt Multicultural Council Treaty of Waitangi Quiz

Congratulations to the Multicultural Council for holding such a good event on Saturday 8 February – one that can hopefully be held again next year and with a full team of community board members involved.

vi) Water Bottling

It is the GWRC that gives consents for extraction for water bottling. The Upper Hutt Mayor has written to GWRC supporting a moratorium on all consents and we are hopeful that Mayor Barry is going to do the same. There are ongoing discussions and our community seems clear that (as we said in our notice of motion) with an increasing population, water restrictions in place each summer already, and climate change that will result in increased drought periods plus sea level rise reducing the short-term sustainable yield, we run the risk of depleting the crucial aquifer resource and/or salt water contaminating the aquifer and making it unusable for up to two years. Such results are not socially, environmentally, economically or culturally acceptable to our community.

vii) The blessing of Te Paetutu development

The fruition of Taranaki Whanui, Port Nicholson Trust, The Wellington Company and Te Tumu Kainga working together to create 56 terraced, two storey new houses was blessed on the early morning of 30 January. Fourteen of the 56 houses have been bought by iwi members and a portion of money from all sales in the development will go to iwi members.

Even the manu seemed to approve when Kara Puketapu Dentice was speaking. He acknowledged Deputy Mayor Tui Lewis for championing that Paetutu be the street name and the Petone Community Board for agreeing to the first street name in Lower Hutt to be fully in te reo - and possibly in NZ. It is Te Ara o Paetutu (the pathway of Paetutu). There was a pa or a kainga/food storage site in this exact area so it was really important to see this acknowledged in the name lodged at Land Information New Zealand.

viii) Board Members Tour of the board area

We are planning an annual mini bus tour on the morning of Saturday 28 March. Please let us know of any places or matters in particular you would like us to see or find out more about. We are asking officers for reports on our community infrastructure such as public toilets, seating on Te Mome Stream path and at the Memorial Gardens and rubbish bins.

ix) A community survey

We are developing a hard copy and online survey about what people see as the most important issues in the Petone Board area that will gauge community thinking on matters that could/should come up in the 2021 HCC Long Term Plan.

x) A Portfolio approach to board members responsibilities

We are planning a portfolio approach with each board member being the key contact person, provider of information etc to clusters of our communities such as education organisations, cultural organisations, service clubs/providers and so on.

xi) By-Election

We will finalise the bus tour and the portfolios when we have our sixth board member on board. We are looking forward to working with whoever is elected.

xii) Presentation by local Councillor for Greater Wellington Regional Council at our board meetings

We welcome Cr Josh van Lier as our new GWRC representative. We also thank Cr Prue Lamason for all the times she has made verbal presentations to us.

xiii) Petone Rotary Fair Day

Board members will be on hand at the Hutt News Petone Rotary Fair on Saturday 15 February. The board site will be near Curios and House of Knives and members of Wellington Whaitua are sharing the site with us. Whaitua te Whanganui-a-Tara Committee is a group of local people from Hutt Valley and Wellington assigned with developing a programme to improve the quality of our streams, rivers and harbour. Karen Yung is our key board member on Fair day. Do call by and share your views on water matters or anything else that you would like to talk about. Thank you to Petone Rotary members, and other volunteers such as a team of Maori wardens, for giving of their time on the day.

xiv) Annual Plan and Long Term Plan Amendments

Some major consultation is going to be undertaken by our Council from 6 April until 3 May on, for example, options to do with recycling and rubbish collections and rating options. We have the Petone Library meeting room booked for a drop in session day on Saturday 18 April from 10am to 3pm and for an evening public meeting on Wednesday 22 April 7 – 9pm. There will also be online and other opportunities for you to share your thinking and give important feedback. You can also of course contact and talk with any of us in whatever way you choose to do so – our contact details are on the HCC website under Your Council. Our emails are all e.g. pam.hanna@huttcity.govt.nz

xv) Community Engagement Regarding Climate Change

There is work happening on a co-design approach to a city wide engagement process re a reduction in carbon emissions and the development of adaption strategies for places vulnerable to sea level rise and other climate change effects such as major weather events. All board members will need to work to involve all of our community/people in what is a very important matter for us in the Petone area.

https://www.facebook.com/pcbhcc/ is the link to our Facebook page and sign up for what will be a regular newsletter from the Chair on behalf of board members as well as some email notices etc via http://eepurl.com/cq33Zj

Kia ora

Pam Hanna

Chairperson PCB

Appendix 1

Updated PCB Advertising/Communication Protocols and Actions

The PCB Facebook page will continue to be about core Community Board business and HCC shared information re matters pertaining to our Community Board area. So it will mainly be about upcoming Board meetings, results of our meetings, notice of any community meeting we might be holding and suchlike.

We will also still share posts about any community events such as school galas or the Xmas parade. We will also build an email list and use Mail Chimp as another form of communication via a Chair’s newsletter on behalf of the board and email notices. The link to this is http://eepurl.com/cq33Zj

It is very important that it is always the Board as a whole that is advertised - not individual board members. After our formal meetings we will again endeavour to video the Chair and a rotating member of the Board with the video being posted on the Board Facebook page.

We have purchased a flag plus a sandwich board. It would be good to have a physical community noticeboard or two and posters for street notice boards and for the Libraries. We will work with JSP re the possibility of sharing a new noticeboard on the fence between the old and new Petone Police Stations. We will also look at funding posters for the Moera and Petone Libraries to display.

A Petone Community Board logo – We will use the one currently on our Facebook page until the little blue shed is returned to the wharf when we will be able to update the logo.

[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.

[3] “Development of a City-Wide Zero Carbon Plan”, pp 30 - 54 Policy and Regulatory Committee Meeting on 2 September 2019

[4] “Update on the Work to Adapt to Climate Change Impacts”, pp 45 – 54, Policy and Regulatory Committee meeting on 15 July 2019

[5] We believe that infrastructure such as the three waters and footpaths etc need to be in place before major developments or increases in housing etc are undertaken

Pam Hanna (Chair)	Mike Fisher (Deputy Chair)
Mike Henderson	Matt Roberts
Karen Yung
Deputy Mayor Tui Lewis