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 broader implications, i.e. any effects of the decision cross the board boundary, the matter will be decided by Council after seeking a recommendation from the relevant Community Board. This includes any decisions that have strategic importance to the city as a whole, and those that will impact on or create consequences for other parts of the city or the city as a whole. An assessment of issues that fall into this category will be made as part of the corporate agenda process for each meeting cycle. Any uncertainties over interpretation will be referred to the Mayor and Chief Executive to determine in consultation with the relevant Standing Committee and Board 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, Residents’ Associations and local community groups on local matters that affect the community they represent, raise with Council issues raised with them by their community, and advocate on behalf of their community.

These delegations:

(a) recognise that the role of Council is to look after the affairs of the city as a whole, and the role of a Community Board is to represent the interests of its community.

(b) 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;

(c) 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 other statutory requirements that may apply to a particular delegation;

(e) 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;

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

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

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

DELEGATIONS

Engage informally with Council through:

· Council Briefings - Community Board members are invited to attend all Council Briefings unless the topic is for Council members only and outlined as such on the invitation.

· Quarterly meetings of the Community Board Chairs with the Mayor and Chief Executive to consider the effectiveness of community representation and the accompanying support mechanisms.

· Corporate Leadership Team contact, with one senior officer assigned as the contact person to attend each Community Board meeting and provide liaison with Council.

· Elected Member Support – Democratic Services hopes to establish a position that will provide seamless liaison between Council, staff and Community Boards.

· Corporate agenda process for each meeting cycle, providing information on the Council’s work programme for the year broken down by cycle.

Provide their local community’s input, through preparing reports or submissions, 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.

· The review of Local Community Plans as required.

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

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 require formal endorsement by way of resolution.

Standing Order 21.16, Community Board and Youth Council Participation in Meetings of Council and Standing Committees, makes provision for the Chair of a Community Board (or their representative as advised by the Chair prior to the meeting) to participate in discussion on any matters which are of interest to a particular ward area at meetings of the Standing Committees of Council, but there are no voting rights or rights to move or second motions. The rules of debate applicable to members of the Council apply to the Community Board representative. Notification of the intention to exercise speaking rights and identification of the relevant agenda item are to be provided to the Chair prior to the meeting. In exceptional circumstances Board representatives may be invited to participate on specific subjects at meetings of the full Council, at the discretion of the Council Chair.

Co-ordinate with Council staff:

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

Provide input to officers on:

· Roadworks, water supply, sewerage, stormwater drainage, waste management and traffic management for its local area.

· Parks and reserves and associated public facilities, 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, for review on an annual basis.

Promote:

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

· Arts and crafts in its area.

Grant:

· Local community awards.

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.

· Portfolio holders who will have responsibility for reporting back to the Board on the topics assigned.

Endorse:

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

Decide:

In the Community Board’s area:

· Naming new roads and alterations to street names.

· 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 the appropriate Council Committee).

· The allocation of funding from the Community Engagement Fund in accordance with Council’s adopted guidelines (attached as Appendix 1).

· 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 members, including formal training courses, attendance at seminars or attendance at relevant conferences.

Resource Management Hearings:

· Each Community Board may have one suitably trained member available for selection to sit on the Hearings Subcommittee for notified resource consent applications. This will require the member to hold current certification under the Making Good Decisions Training, Assessment and Certification Programme for RMA Decision-Makers. No Board member shall be eligible for selection if the Board has made a submission on the matter to be decided.

NOTE: The Ministry for the Environment advocates that Councils offer specialist RMA training in areas of law which are difficult to grasp or where mistakes are commonly made. This is to complement the Good Decision Making RMA training that they run (which is an overview and basic summary of decision making, rather than an in-depth training in specific areas of the RMA). Therefore in order to facilitate this, the RMA training run for elected members who wish to be hearings commissioners is mandatory.

Reasons for the importance of the training:

§ Hearings commissioners are kept abreast of developments in the legislation.

§ Legal and technical errors that have been made previously are avoided (many of which have resulted in Environment Court action which is costly, time consuming and often creates unrealistic expectations for the community).

§ The reputation of Council as good and fair decision makers or judges (rather than legislators) is upheld.

Consider and make recommendations to Council on:

· Particular issues notified from time to time by Council to the Community Board, including roading issues within the Community Board’s area.

· 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 Speed Limits Bylaw 2015, including the hearing of any submissions.

appendix 1 – community engagement fund

criteria

The fund is for local activities and events that directly benefit the local community.

To be eligible for funding the organisation must be a charitable trust or an incorporated society and the activity must take place within the Hutt.

Each of the city’s seven wards receive funding according to the number of residents within its boundaries. For each resident there is an allocation of 40 cents.

The ward allocations are listed below:

Ward	Amount
Eastbourne	$2,366
Petone	$6,250
Wainuiomata	$8,607
Central	$9,320
Eastern	$8,461
Northern	$7,644
Western	$6,201

Applications must support the Local Community Plan, if there is one, and also core Council business as identified in the Long Term Plan.

Decisions

Each Community Board decides the funding applications within its area. Boards are free to distribute their funding in a single large allocation or spread it over a number of smaller ones.

What can be funded

· purchase of office equipment

· food and catering costs

· community festivals

· youth group events and projects run by the elderly or citizens associations

· art projects that are not part of the core curriculum

· advertising, promotion costs

What won’t be funded

Activities that:

· promote an organisation’s religious, ethical, commercial or political views

· involve buying land or buildings or carrying out maintenance on buildings

· duplicate services that are already covered by Council or by government agencies eg, health or education providers

· have already begun or have already finished

· involve the redistribution of funds to others at the applicant’s discretion

· involve fundraising or legal costs

· involve capital investments or trust funds

· go towards prize money

· are operational costs eg, salaries, wages, rent, power

Funding rules

Successful applicants must:

· use funds only for the approved purpose and in accordance with any terms and conditions set by Council

· use funds by June 30 of the following year

· let Council’s funding officer know immediately if any difficulty or potential difficulty arises that may compromise the service or project

· lay a complaint with Police if any funds are stolen or misappropriated, and then notify Council

· allow Council to audit the use of the funds should it wish to do so

· recognise Council’s support in all publicity material, annual reports and similar publications

· complete an Accountability Report no later than six weeks after completing the project. This should outline how the funds were used and how the community benefited

· make a presentation to the funding group showing how the event met its objectives.

Council’s Community Funding Advisor is available to support and assist community groups when making applications through the Council’s online grants system.

EASTBOURNE

A STATEMENT OF BASIC PRINCIPLES

The Eastbourne Community Board, representing the people of Eastbourne;

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

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

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

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

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

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

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

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

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

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

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

Further:

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

HUTT CITY COUNCIL

Eastbourne Community Board | Poari Hapori o Ōkiwinui

Meeting to be held in the East Harbour Women's Clubrooms, 145 Muritai Road, Eastbourne on

Tuesday 16 February 2021 commencing at 7.15pm.

ORDER PAPER

Public Business

1. APOLOGIES

Mr F Vickers.

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. Mayor's Address (21/21)

4. Presentations

a) Presentation by local Councillor from Greater Wellington Regional Council (21/28)

Verbal update by Local Councillor from Greater Wellington Regional Council.

b) Presentation by Park Ranger from Greater Wellington Regional Council (21/139)

Verbal update by Ms Jo Greenman, East Harbour Regional Park Ranger.

c) Presentation by Seaview Energy Resilience Project (21/118)

Verbal update by:

· Mr Williams Woods, Strategic Planning Manager, Z;

· Mr Brent Cooper, Project Manager from Z;

· Mr Matthew Tinnelly, Z;

· Ms Belinda Mackenzie-Dodd, Stakeholder Manager, Downer and Centreport;and

· Mr Tim Haylock, Project Manager, Downer and Centreport

d) Presentation on Hutt City Climate Change Engagement (21/119)

Verbal update from Mr Brett Holland.

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 Eastbourne Community Board, 3 November 2020 13

7. Committee Advisor's report (21/20)

Report No. ECB2021/1/4 by the Democracy Advisor 25

8. Chair's Report (21/32)

Report No. ECB2021/1/5 by the Chairperson 32

9. 2021 NZ Community Board Conference (21/110)

Memorandum dated 29 January 2021 by the Senior Democracy Advisor 34

10. Board Walkaround Tour (21/165)

The Board Walkaround Tour is scheduled for Saturday, 27 February 2021.

Colin Lunn, Council’s Infrastructure Contracts Manager will be attending the Board Walkaround Tour.

11. REPORT BACK FROM REPRESENTATIVES ON LOCAL ORGANISATIONS (21/187)

Report No. ECB2021/1/18 by the Committee Advisor 48

125. Reports from representatives on local organisations

a) Okiwi Trust (21/22)

Verbal update from the Chair.

b) Eastbourne Youth Workers Trust (21/23)

Verbal update from Mr Bruce Spedding.

c) Community Emergency Response Group (21/24)

Verbal update from the Chair and Mr Bruce Spedding.

d) Eastbourne and Bays Communities Trust (21/25)

Verbal update by Mr Murray Gibbons.

e) Vibrant Village (21/26)

Verbal update by Mr Murray Gibbons.

f) MIRO (21/27)

Verbal update from Mr Franks Vickers.

136. 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.

Toi Lealofi

DEMOCRACY ADVISOR

24 16 February 2021

HUTT CITY COUNCIL

Eastbourne Community Board

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

Tuesday 3 November 2020 commencing at 7.15pm

PRESENT:	Ms V Horrocks (Chair)	Mr M Gibbons
	Ms B Moss (Deputy Chair)	Mr B Spedding
	Mr F Vickers	Deputy Mayor T Lewis

APOLOGIES: There were no apologies.

IN ATTENDANCE: Mayor C Barry (part meeting)

Ms A Welanyk, Director, Transformation and Resources

Mr K Puketapu-Dentice, Director, Economy and Development

Mr S Cager, Senior Project Engineer (part meeting)

Ms T Malki, Traffic Engineer (part meeting)

Mr T Kimbrell, Parks, Reserves and Recreation Planner

Ms H Clegg, Minute Taker

PUBLIC BUSINESS

1. APOLOGIES

There were no apologies.

The Eastbourne Awards

The Eastbourne Awards was presented by Mayor Campbell Barry.

The following recipients had been selected for the Eastbourne Awards:

· Jan Heine – for many decades of caring for Eastbourne’s beach and bush environment;

· George Tuffin – for leading the Eastbourne-Bays Community Trust for 46 years and his service to many other Eastbourne community organisations as chair, treasurer, auditor, manager and volunteer;

· Don Long – for enriching our lives by showing the fascinating and colourful history of Eastbourne; and

· Ali Carew - for many years of editing, writing, collecting and sharing the stories of New Zealand and Eastbourne, to help better understand the past and imagine better futures.

3. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

4.	Mayor's Address Mayor Barry read out his Mayoral Address attached as page 23 to the minutes.

5. Presentation by Te Atiawa

This presentation was not discussed at the meeting.

EASTERN SHARED PATHWAYS, BY the Director ECONOMY AND DEVELOPMENT

Mr Jamie Povall, Civil Engineer from Stantec was in attendance for the item.

The Director Economy and Development provided an update on the Shared Pathway project.

Mr Povall described the recent history of the project. He explained it was an important resilience project and provided a safer alternative transport path, improving amenity for the Bays, reconditioning the seawall, creating a community asset and positively responding to the effects of climate change.

The Director Economy and Development explained the pathway would vary in width from 2.5m to 3.5m and would extend for 4.4km. He advised of the relationships that Iwi and Mana Whenua had with the shoreline. He advised that the key partners of the project were Hutt City Council, Greater Wellington Regional Council, Waka Kotahi, Eastbourne and Bays communities and Taranaki Whanui. It was noted that National Institute of Water and Atmosphere Research (NIWA) scientists were also part of the project team.

In terms of environmental effects, Mr Povall explained that the pathway was located in a sensitive ecological environment which was protected through legislation of the District Plan, Regional Plan, Regional Policy Statement and National Policy Statement. He added this was balanced with the need to provide a safe, integrated walking and cycling pathway, in a comfortable and attractive environment.

The Director Economy and Development explained the identity of the pathway, giving narrative to how the harbour was formed and using the word “Tupua” (phenomenon) rather than taniwha. He added that Mana Whenua were keen to connect the story with the Petone to Ngauranga shared pathway also and that the bridge at Ngauranga would pay homage to a prominent chief. He hoped the opportunity to give identity to each of the Bays of the Eastern Harbour would be taken with both Maori and local histories.

Mr Povall advised that existing seawalls protecting the Bays 5,000 residents were vulnerable and that a variety of construction methods would be implemented to provide a continuous reflective seawall with a life span of 100 years. He noted it was predicted that the severity and frequency of storms would increase due to climate change and the proposed new seawall would help to alleviate the worst adverse effects.

Mr Povall detailed the connectivity aspects of the shared pathway as offering a critical link to all other walking and cycling paths in the region, to schools, shops and many activities within the Bays’ areas. He advised that an Economist had been engaged to assess the potential economic benefits and had reported approximately 20 additional jobs, $1.5M in additional wages and $6.6M in additional annual expenditure as a result of visitors to the area using the shared pathway. Long term benefits of additional tourism, travel savings and infrastructural and maintenance savings were also listed.

Mr Povall advised there would be 5,500m² of encroachment into the coastal environment with approximately 3,000m² of reclamation. He noted this could affect a variety of animals and vegetation and that their protection was paramount. In regard to the Little Blue Penguin and shorebirds, Mr Povall advised protection areas would be created with enhanced habitats at Whiorau Reserve, Bishops Point and Shortt Park. He added that restoration and planting would occur along with the monitoring and protection of seagrass.

In addition, Mr Povall explained the innovative design of the seawall, which would provide habitat areas for intertidal creatures which lived on the existing seawalls. He added that many beaches would be replenished with sand.

The Director Economy and Development described the funding arrangement from the Shovel Ready Government Fund ($15M), Waka Kotahi ($7.5M) and Hutt City Council ($7.5M). He added there was a dedicated and focussed project team already established to enable the project to proceed within the legislative timeframes. He further added that a Greater Wellington Regional Council resource consent hearing was scheduled for December 2020 with a decision expected in February 2021. He said it was planned that detailed design involving iwi and local communities would commence following the decision. He anticipated construction would commence in June 2021.

In response to questions from members of the public and members of the Board, Mr Povall acknowledged the risks involved with the project. He advised and that the construction was anticipated to take five years as there was a requirement to keep disruption to residents to a minimum and the penguin breeding season had to be respected.

b)	Presentation by Local Councillor from Greater Wellington Regional Council. Cr Prue Lamason was an apology for the meeting.

6. CONFLICT OF INTEREST DECLARATIONS

The Chair and Mr Gibbons declared conflict of interests in relation to Item 10 – Community Engagement Fund 2020-2021, and took no part in discussions or voting on the matter.

7. Minutes

RESOLVED: (Ms Horrocks/Mr Gibbons) Minute No. ECB 20601

“That the minutes of the meeting of the Eastbourne Community Board held on
Tuesday, 25 August 2020, be confirmed as a true and correct record.”

8. Reports referred for Board input before being considered by a subcommittee and committee of Council

Eastbourne and Days Bay - Proposed P180 Electric Vehicle Parking Restrictions (20/1144)

Report No. ECB2020/6/221 by the Traffic Engineer

Mr Sigurd Magnusson, Consultant was in attendance for this item.

Speaking under public comment, Ms Libby George supported both proposed EV station locations adding that they would be an asset and an attraction for Eastbourne. She requested that at least one of the proposed chargers be changed to a quick charger as she did not believe the three hour chargers would be fully utilised.

The Traffic Engineer elaborated on the report. He advised that the proposed Oroura Street parks would result in the loss of one on-street carpark.

Mr Sigurd Magnusson thanked the community for their valued input. He outlined the process to date, including the detailed analysis to arrive at the proposed EV charging park locations.

In response to a question from a member, Mr Magnusson advised he would discuss installing at least one fast charger for the convenience of local residents.

Ms Moss thanked the officers for a thorough report.

Resolved: (Ms Horrocks/Mr Gibbons) Minute No. ECB 20602

“That the Board:

(i) endorses the recommendations contained in the report; and

(ii) asks that officers liaise with Meridian Energy to install at least one fast charger.”

For the reason that the proposed restrictions would facilitate the installation, effective operation of the proposed EV charging stations, improve parking turnover and availability of the EV parks, benefitting both local businesses and their customers. The proposed changes have garnered support from the community, and would support Council’s Parking Policy (2017).

Williams Park Management Plan- Process and Engagement Strategy (20/1193)

Report No. ECB2020/6/222 by the Parks, Reserves and Recreation Planner

The Parks, Reserves and Recreation Planner elaborated on the report. He explained that currently Williams Park was governed by a suite of Parks and Reserves Management Plans and that it was proposed to have one specific plan for the Williams Park, given its importance to the city and region. He stressed that public consultation and engagement were extremely important in the development of the plan.

In response to a question from a member, the Parks, Reserves and Recreation Planner advised that no decisions had yet been made on any aspect of the Park’s management including the future of the Caretaker’s Cottage.

The Parks, Reserves and Recreation Planner advised pre consultation would commence shortly to garner the community’s vision for the Park. He added a draft management plan would then be created based on the feedback received and the second phase of consultation would see the draft document taken to the community for further feedback. He anticipated the public consultation phase would take approximately two to three months. He confirmed advertising of the public consultation exercises would be on the Community Board Facebook, Eastbourne Herald and Council’s website.

ReSOLVED: (Ms Horrocks/Deputy Mayor Lewis) Minute No. ECB 20603

“That the Board endorses the recommendations contained in the report.”

For the reasons outlined in the objectives in the engagement strategy and work plan.

Community Engagement Fund 2020-2021 (20/1243)

Memorandum dated 15 October 2020 by the Community Advisor Funding and Community Contracts

The Chair and Mr Gibbons declared conflicts of interest and took no part in discussions or voting on this matter.

The Chair vacated the chair. Ms Moss took the Chair for the duration of the item.

Resolved: (Deputy Mayor Lewis/Mr Spedding) Minute No. ECB 20604

“That the Board:

(i) notes that the Community Engagement Fund closed on 14 October 2020 and three applications had been received;

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

(iii) agrees that $300.00 be granted to Nourish Trust as a contribution to their Christmas hampers for Eastbourne families in need;

(iv) agrees that the remaining $2066.00 be available for the second round of the Community Engagement Fund with decisions to be made at its June 2021 meeting; and

(v) requests the recipient of the Eastbourne Community Engagement fund be invited to attend a Community Board meeting in 2021 to introduce themselves, particularly to the newly elected members and to give feedback on the use of the grant.”

10.

2021-2022 Meeting Schedules (20/1192)

Memorandum dated 5 October 2020 by the Committee Advisor.

Resolved: (Ms Horrocks/Ms Moss) Minute No. ECB 20605

“That the Board:

(i) agrees to the meeting dates for 2021 and 2022 in respect of its own meetings attached as Appendix 2 and 3 to the memorandum;

(ii) determines 7.15pm as the start time for its meetings;

(iii) determines East Harbour Women’s Clubrooms, 145 Muritai Road, Eastbourne as the venue for its meetings;

(iv) notes that the Chair will set dates for informal meetings of the Board as the need arises; and

(v) delegates authority to the Chief Executive in consultation with the Board Chair to alter the date, time or venue of a meeting, or cancel a meeting, should circumstances require this.”

11.

Committee Advisor's Report (20/1194)

Report No. ECB2020/6/103 by the Committee Advisor

The Chair tabled an amendment of the Actual Expenditure 2020/2021 Financial Year, attached as Appendix 1 to the report.

Resolved: (Ms Horrocks/Deputy Mayor Lewis) Minute No. ECB 20606

“That the Board:

(i) notes and receives the report, with an amendment to paragraph 3, second sentence: “The cost for the Council’s website does not come out of the Board’s Miscellaneous Administration Budget”;

(ii) determines there will be no catering requirements for its 2021 meetings, unless there was a special event;

(iii) determines the advertising requirements for its 2021 meetings will continue as for previous years; and

(iv) receives the Board’s updated budget expenditure, attached as page(s) to the minutes.”

12.

Chair's Report (20/1188)

Report No. ECB2020/6/104 by the Chairperson.

The Chair elaborated on the report. She said that officers were in negotiations with Wellesley School concerning the net curtain and would report back in due course. She noted officers had already advised the school that any curtain would not be installed until at least February/March 2021.

Resolved: (Ms Horrocks/Mr Gibbons) Minute No. ECB 20607

“That the report be noted and received.”

13. Reports from representatives on local organisations

a)	Okiwi Trust (20/1182) The Chair advised the Trust was operating well, with less demand for its services as people moved into retirement village homes.
b)	Eastbourne Youth Workers Trust (20/1183) Mr Spedding advised there was nothing to report.
c)	Community Emergency Response Group (20/1184) Mr Spedding advised the Community Emergency Response Group was operating well.
d)	Eastbourne and Bays Community Trust (20/1185) Mr Gibbons advised the Eastbourne and Bays Community Trust had not met since the last Community Board meeting.
e)	Vibrant Village (20/1186) Mr Gibbons advised the new Greenwood Park signage incorporated wharf timbers from the Days Bay Wharf refurbishment and would include historical photographs plus information written by Ms Ali Carew. He added the Eastbourne Historical Society would pay for the signage and Hutt City Council would install it. Ms Horrocks advised the opening of the refurbished Days Bay Wharf had been delayed until March 2021 due to restrictions of the construction phase.
f)	MIRO (20/1265) Mr Vickers advised MIRO had submitted to the Regional Parks 10 year Network Plan. He said the submission included supporting the eradication of pests (deer, pigs and goats) to allow for replacement of fauna, the replacement of some fences and the renewal of picnic facilities at Butterfly Creek. The Chair advised that works were ongoing with dune restoration.

14. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 9.14 pm.

V Horrocks

CHAIR

CONFIRMED as a true and correct record

Dated this 6th day of February 2021

November community board meetings:

Kia ora everyone,

It’s been a year since we were all elected, so I want to congratulate you on all the amazing work you’ve done so far.

To say 2020 has been a year like no other is certainly an understatement. You should all be proud of yourselves for leading your communities through some incredibly tough times this year.

I believe that Council has stepped up strong in the face of COVID-19, but the work doesn’t stop here. There will be a lot of challenges ahead, and it’s important that we all continue to ensure our communities are safe, and do our best to help those in need.

Recent business and community visits

I’ve been making an effort to visit our local businesses and community organisations to see how they are faring in the effects of COVID-19. These visits have helped paint a picture of how we will face up to the challenges in our city in the years ahead.

My message to you as community leaders is to reach out to these groups and businesses and offer a hand in any way you can. It’s absolutely vital that Council and community have a strong relationship as we progress through the wave of challenges COVID-19 presents.

Changes to rubbish and recycling

Since we last met, we have formally signed off on changes to our rubbish and recycling services. Our people made it very clear that our current recycling services were not up to scratch, and this need for change presented an opportunity to create a whole new system for our city.

Recycling and waste collection are inherently connected. Our rates funded system will result in consistency across our city, and incentivise people to maximise recycling and dispose of their waste in a responsible way.

The changes help reduce cost for the majority of residents, improves our recycling process to avoid contamination, and brings our services into the 21st century.

I want to thank everyone who took part in the extensive consultation process. It was clear that the overwhelming majority of participants support the changes we’ve adopted.

LTP

As you know, public consultation on the Long term plan begins soon. This sets out our vision for our city for the next ten years.

What is clear is that we need to find a balance between significantly investing in our infrastructure and ensuring that affordability is at the heart of any decision we make.

In particular, our three waters infrastructure needs immediate attention. We have a trifecta of issues in ageing infrastructure, significant urban growth, and historic underinvestment. We can’t afford to kick this down the road any longer - the time to invest is now.

I implore all of you here to encourage those in your communities to take part in this engagement and consultation. In the face of COVID-19, this will be one of the most important long term plans Hutt City Council has ever had to produce.

Specifics

Petone

Driftwood Scuplture Event
Tidy up of the Petone Sign
Visit to Britannia House - Wgtn City Mission

Eastbourne

Shovel ready updates
Eastbourne awards night

Wainuiomata

Progress on mall and spatial plan
Community safety meeting
Wainuiomata Spirit Awards

Conclude

[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 Recreation Division.

Virginia Horrocks (Chair)	Murray Gibbons
Belinda Moss (Deputy Chair)	Bruce Spedding
Frank Vickers
Deputy Mayor Tui Lewis

	Miscellaneous Budget	Training Budget
Balance remaining	$4,391.62	$3,000.00
- Advertising $1,697.88 - Misc $115.00 - Venue Hire $310.00		-
Balance remaining	$2,268.74	$3,000.00

No.	Title	Page
1 ⇩	Appendix 1: Meeting Schedule 2021	27
2 ⇩	Appendix 2: Interim Meeting Schedule 2022	29
3 ⇩	Appendix 3: Eastbourne Community Board Actual Expenditure 2020 21	31

No.	Title	Page
1 ⇩	Appendix 1: Chair's Report	33

No.	Title	Page
1 ⇩	Appendix 1: NZ Community Board Conference 2021 Information	36
2 ⇩	Appendix 2: Training Policy for Community Boards 2019	44