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.

UNCONFIRMED MINUTES 12 2 November 2020

HUTT CITY COUNCIL

Petone Community Board

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

Monday 2 November 2020 commencing at 6.30pm

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

Mr M Henderson Mr A Voutratzis

Ms K Yung Deputy Mayor T Lewis (until 7.45pm)

APOLOGIES: Mr M Roberts

IN ATTENDANCE: Mayor C Barry (part meeting)

Ms A Blackshaw, Director of Neighbourhoods and Communities

Mr M Radu, Senior Traffic Engineer

Ms C Christensen, CBD Development Manager

Ms H Clegg, Minute Taker

PUBLIC BUSINESS

The Chair opened the meeting with a Karakia

Kia hora te marino

Kia whakapapa pounamu te moana

He huarahi ma tatou i te rangi nei

Aroha atu, aroha mai

Tatou i a tatou katoa

Hui e Taiki e!

1. APOLOGIES

RESOLVED: (Ms Hanna/Ms Yung) Minute No. PCB 20601

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

RESOLVED: (Ms Hanna/Mr Voutratzis) Minute No. PCB 20602

“That the apology received from Deputy Mayor Lewis for early departure be accepted.”

PRECEDENCE OF BUSINESS

Pursuant to Standing Order 10.4, the Chair gave precedence to the Mayor’s Address to be heard prior to Item 2: Public Comment.

The item is recorded in the order in which it is listed on the order paper.

2. PUBLIC COMMENT

Public comments are recorded under the item to which they relate.

Mayor's Address

Mayor Barry read out his Mayoral Statement attached as pages 11-12 to the minutes.

Mayor Barry thanked members for their efforts over the past year, especially in light of the COVID-19 situation.

In regards to the Long Term Plan (LTP) process, Mayor Barry thanked the Chair for participating in the planning sessions. He added that Council was looking to continue Community Board involvement in future decision making processes.

Mayor Barry advised the Integrated Transport Plan was due to be released for initial public engagement in late November 2020.

Mayor Barry congratulated the Board on the recent Driftwood Sculpture event. He advised that the ‘Welcome to Petone’ sign had been upgraded and would receive regular maintenance. He acknowledged the work of the Board in the positive outcome for Britannia House adding that the City Mission management would welcome a visit from the Board.

In response to a question from a member, Deputy Mayor Lewis explained the traffic management costs involved in maintaining flower beds for the ‘Welcome to Petone’ sign were prohibitive. She said a more permanent sign would result in less maintenance being required.

Mayor Barry wished everyone the best for the upcoming festive season.

4. Presentations

a)	Presentation by Local Councillor from Greater Wellington Regional Council (GWRC)
	There was no local councillor from Greater Wellington Regional Council present at the meeting.

b)	Presentation by Jackson Street Programme
	Mr Fisher declared a conflict of interest and took no part in discussion on the matter. Ms Karen Arraj-Fisher advised that the owner of Succession First, Mr Robert Schneider, was the new chair the Jackson Street Programme (JSP). She said one new member had been appointed to the seven member JSP Board. She gave the apologies of Mr Schneider and the JSP co-ordinator, Ms ]Hellen Swales. She further advised that Ms Swales met monthly with Council’s Head of City Growth. Ms Arraj-Fisher advised that after publicity that the Christmas events could not proceed due to financial constraints, several businesses, members of the community and Council had offered financial and volunteer assistance. She said that all planned events would now proceed. Ms Arraj-Fisher advised the Walk of Champions had recently honoured two female Petone footballers, with their plaques being funded by Pelorus Trust. Ms Arraj-Fisher confirmed that the VISA Wellington on a Plate Burger event had been very popular in Petone. She said that MarketView currently showed economic stimulus for Petone was positive with more businesses opening than closing. In regard to the murals in Petone, Ms Arraj-Fisher advised work was underway to appoint an artist to design a second mural. She said the JSP Board and building owners would make a decision on the preferred design. She added an artist in residence was currently situated in the old jail, with an exhibition of his work commencing in early November 2020.
c)	Presentation by the Wellington Tenths Trust
	An apology was received from Ms Vicki Holliwell, Operations Manager from Wellington Tenths Trust.

5. CONFLICT OF INTEREST DECLARATIONS

Ms Yung declared a conflict of interest in relation to Item 7d: Proposed Temporary Road Closure – Hutt News Petone Rotary Fair 2021, Item 8: Innovating Streets for People – Jackson Street Project and Item 11: Committee Advisor’s report in relation to the Young Elected Members’ Hui and took no part in discussion or voting on the matters.

Ms Hanna declared a conflict of interest in relation to Item 7d: Proposed Temporary Road Closure – Hutt News Petone Rotary Fair 2021 and took no part in discussion or voting on the matter.

Deputy Mayor Lewis declared a conflict of interest in relation to Item 7d: Proposed Temporary Road Closure – Hutt News Petone Rotary Fair 2021 and took no part in discussion or voting on the matter.

Mr Fisher declared a conflict of interest in relation to Item 4b: Presentation by Jackson Street Programme and Item 9: Community Engagement Fund regarding the Jackson Street Programme and took no part in discussion or voting on the matters.

Mr Voutratzis declared a conflict of interest in regard to Item 8: Innovating Streets for People – Jackson Street Project and Item 11: Committee Advisor’s Report in relation to the Young Elected Members’ Hui and took no part in discussion or voting on the matters.

6. Minutes

Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 20603

“That the minutes of the meeting of the Petone Community Board held on Monday, 24 August 2020, be confirmed as a true and correct record.”

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

Proposed P10 Time Restriction - Cuba Street, Petone (20/894)

Report No. PCB2020/6/226 by the Traffic Engineer - Network Operations

The Senior Traffic Engineer elaborated on the report.

In response to questions from members, the Senior Traffic Engineer agreed a precedent had been set for these types of requests. He said each application was assessed individually, taking into account the surrounding area.

Members noted the request had been received from a tenant who was yet to sign a lease.

Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 20604

“That the Board endorses the recommendation contained in the report subject to the tenant signing the lease by the time of the Traffic Subcommittee meeting on 10 November 2020.”

For the reason that the proposed restriction will improve parking turnover and availability on Cuba Street, benefitting both local businesses and their customers. The proposed changes support Council’s 2017 Parking Policy.

b)	Buick Street - Proposed No Stopping At All Times Restrictions (20/1139) Report No. PCB2020/6/227 by the Traffic Engineer
	The Senior Traffic Engineer elaborated on the report. He confirmed that consultation had taken place.
	Resolved: (Ms Hanna/Deputy Mayor Lewis) Minute No. PCB 20605 “That the Board endorses the recommendation contained in the report.” For the reasons that the proposed restriction would improve accessibility for local residents and promote compliance with the Land Transport (Road User) Rule 2004.
c)	Jackson Street - Proposed No Stopping At All Times Restrictions (20/1212) Report No. PCB2020/6/228 by the Senior Traffic Engineer
	The Senior Traffic Engineer elaborated on the report. He noted that Te Ara O Paetutu should read Te Ara o Paetutu. He advised there was no feedback received from the potentially affected four units (units 14-17). He said there was plenty of parking in the street and the removal of the three on-street carparks would improve traffic safety. He confirmed that this access was an exit only. In response to questions from members, the Senior Traffic Engineer confirmed the removal of the on-street carparks would improve driver visibility. He said it was best practice to remove all carparks now, rather than in a fragmented approach. He added the area of least visibility was if a car was parked on the street, directly outside of number 17. He agreed that on-street traffic safety and management issues for developments were ideally best assessed and dealt with at the time of resource consent. In response to a further question from a member, the Senior Traffic Engineer advised no further consultation would be carried out on the matter. He agreed that officers could inform the owners/tenants of units 14-17 as to the timing of the line markings being undertaken.
	Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 20606 “That the Board endorses the recommendation contained in the report.” For the reasons that the proposed restrictions would improve accessibility and safety for local residents and promote compliance with the Land Transport (Road User) Rule 2004.

Proposed Temporary Road Closures - Hutt News Petone Rotary Fair 2021 (20/1232)

Report No. PCB2020/6/229 by the Traffic Engineer - Network Operations

The Chair, Ms Yung and Deputy Mayor Lewis declared conflicts of interest and took no part in discussions or voting.

The Chair vacated the chair and Mr Fisher chaired the meeting for the duration of the item.

The Senior Traffic Engineer elaborated on the report. He highlighted all safety issues had been evaluated resulting in the requirement for a traffic management plan.

Resolved: (Mr Fisher/Mr Voutratzis) Minute No. PCB 20607

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

For the reason that the requested road closures are necessary to accommodate safety for organisers, stall holders and the general public.

Innovating Streets for People - Jackson Street Project (20/1237)

Memorandum dated 14 October 2020 by the CBD Development Manager

Mr Voutratzis and Ms Yung declared conflicts of interest and took no part in discussions or voting.

In response to questions from members, the CBD Development Manager advised the Knights Road Project stretched from Waterloo Station to the CBD. She said Council’s website contained details of each Innovating Streets Project.

Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 20608

“That the Board:

(i) notes that Ms Kaz Yung has offered to be part of the Jackson Street Project team;

(ii) notes that the Innovating Streets for People – Jackson Street Project seeks approval for Mr Alex Voutratzis to be the Board’s representative on the Reference Group for the Jackson Street Project;

(iii) agrees to appoint Mr Alex Voutratzis as its representative on the Reference Group for the Jackson Street Project; and

(iv) asks Mr Alex Voutratzis to regularly report back to the Board.”

Community Engagement Fund 2020-2021 (20/1230)

Memorandum dated 13 October 2020 by the Community Advisor Funding

Mr Fisher declared a conflict of interest in part (iv) and took no part in discussion on the matter.

Speaking under public comment, Ms Jocelyn Smith and Ms Anita Martell representing Petone Baptist Church spoke in support of the Christmas in Bethlehem application for funding.

In response to questions from members, Ms Martell advised that up to 500 children were expected for the kid’s activity. Ms Smith added that 850 people attended the main event last year and that at least similar numbers were expected for this year’s event. Ms Martell further advised that they were looking to obtain donations from other organisations.

Speaking under public comment, Mr Stewart Irwin representing the Salvation Army provided an update on the funding received last year from the Board. He explained that volunteers were constructing a playscape concept for under 5 year olds, He thanked the Board for the funds received and highlighted the generosity of the Petone community.

In response to questions from members, Mr Irwin advised it was anticipated the playground would be completed in early 2021. He said that playscape areas were designed for open-ended play and utilised natural materials. He added that the playground would generally be open to the public between 7am to 7pm, that a resource consent process had been completed and that regular health and safety checks and audits would be carried out. He invited members to the next working bee to be held on 21 November 2020.

The Chair asked members to keep in mind if the applications were for activities/events occuring as a result of the COVID-19 situation. She said any events receiving monies would be required to return them if the event was cancelled.

Members considered the applications based on the criteria. Members noted that there was $6,250 of funds available and they would not be able to fund each application in its entirety.

Deputy Mayor Lewis left the meeting at 7.45pm.

Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 20609

“That the Board:

(i) notes that the Community Engagement Fund closed on 14 October 2020 and 10 applications had been received;

(ii) notes that the applications made by Girl Guides New Zealand and Petone Community Patrol have been withdrawn;

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

(iv) approves the application from Jackson Street Programme for $1,000.00 towards costs related to the road closure for the Twilight Santa Parade on Friday 27 November 2020;

(v) approves the application from Wellington Muthamizh Sangham for $500.00 towards the purchase of food for the Tamil Community Festival (Deepavali Festival) to be held at the Indian Cultural Centre, 2 Udy Street, Petone on 7 November 2020;

(vi) approves the application from Korokoro Community Trust for $720.00 towards printing costs for the 12 page newsletter/magazine delivered to every household in Korokoro;

(vii) approves the application from Nourish Trust for $1,000 towards Christmas food hampers for families in need;

(viii) approves the application from Petone Baptist Church for $1,205.00 towards the cost of advertising, consumables and equipment hire for the Christmas in Bethlehem event on
4 December 2020;

(ix) approves the application from Keep Hutt Valley Beautiful Trust for $1,000.00 towards the cost of equipment to pick up litter and for tubs;

(x) declines the application from New Zealand Indian Fine Arts Society and asks the Society to seek assistance from Council’s Events Team;

(xi) asks that Council’s Events and Promotion team investigates purchasing suitable audio equipment for community group use;

(xii) approves the application from Grandparents Raising Grandchildren for $825.00 towards the cost of hiring Junglerama, for the Grandparents Raising Grandchildren Christmas Party to be held on Saturday 12 December 2020; and

(xiii) requests the recipients of the Petone Community Engagement Fund be invited to attend a Community Board meeting in 2021 to give feedback on the use of the grants. “

10.

2021-2022 Meeting Schedule (20/1231)

Memorandum dated 13 October 2020 by the Senior Democracy Advisor

Resolved: (Ms Hanna/Ms Yung) Minute No. PCB 20610

“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 its meetings would start at 6.30pm;

(iii) determines the venue for its meetings would be the Petone Library;

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

(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 (20/1229) Report No. PCB2020/6/106 by the Senior Democracy Advisor
	Ms Yung and Mr Voutratzis declared conflicts of interest and took no part in discussion or voting on the matter.
	Resolved: (Ms Hanna/Mr Fisher) Minute No. PCB 20611 “That the Board: (i) notes and receives the report; (ii) determines that there would be no external catering requirements for its 2021 meetings; and (iii) determines advertising requirements for its 2021 meeting continue with an advertisement in The Hutt News and on Council’s website.”
	Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 20612 “That the Board: (i) endorses the request made by Mr Alex Voutratzis and Ms Kaz Yung to attend the Young Elected Members Conference to be held in Lower Hutt on 19-21 November 2020 at a cost of approximately $550 per member; (ii) agrees to cover the registration costs related to (i) above from its 2020/2021 Training Budget; and (iii) requests that any members attending the Young Elected Members’ Hui 2020 are required to provide feedback to the Board at its first meeting in 2021.”

12.	Chairperson's Report (20/1256) Report No. PCB2020/6/107 by the Chair, Petone Community Board
	The Chair elaborated on the report. She highlighted the contribution from representatives of the Wellington Tenths Trust made to the Sculpture event. She noted the Long Term Plan process would require input from members. She advised she was fortunate to have been invited to the recent pataka unveiling at the Dowse Museum.
	Resolved: (Ms Hanna/Mr Henderson) Minute No. PCB 20613 “That the Board notes and receives the report.”
	Resolved: (Mr Fisher/Mr Voutratzis) Minute No. PCB 20614 “That the Board agrees to pay for a double site at the Petone Rotary Fair, at a cost of $240.”

13. QUESTIONS

Mr Voutratzis asked for an update on the status of a playground being constructed on the grassy knoll space near the Moera Library. The Director Neighbourhoods and Communities advised consultation would commence shortly for ideas for the playground.

The Chair closed the meeting with a whakatauki, focusing on thinking positively.

There being no further business the Chair declared the meeting closed at 8.06 pm.

P Hanna

CHAIR

CONFIRMED as a true and correct record

Dated this 15th day of February 2021

Mayoral Address: November 2020

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

25 15 February 2021

Petone Community Board

28 January 2021

File: (21/101)

Report no: PCB2021/1/11

Jackson Street, Petone - Proposed P60 Parking Restrictions

Purpose of Report

1. The purpose of this report is to gain Council’s approval for the medium term parking restriction (P60, 8 am to 6 pm, Monday to Sunday other than public holidays) outside no.195-197 Jackson Street, Petone, as shown in Appendix 1 of this report.

Recommendation

That the Traffic Subcommittee recommends that Council:

(1) receives and notes the information; and

(2) approves the application of P60 (8 am to 6 pm, Monday to Sunday other than public holidays) time limited parking restriction outside no.195-197 Jackson Street, Petone, as shown in Appendix 1 of this report; and

(3) approves the installation of additional 2 metres of No Stopping At All Times restriction outside no.195-197 Jackson Street, Petone , as shown in the Appendix 1 attached to this report;

(4) rescinds any previous resolutions pertaining to traffic controls made pursuant to any bylaw to the extent that they are in conflict with the traffic controls described in this resolution; and

(5) notes that this resolution will take effect when the traffic control devices that evidence the restrictions described in this resolution are in place.

For the reasons that the proposed restrictions would improve the level of service for nearby businesses and support Council’s Parking Policy (2017).

Background

2. Council received a request via Petone Community Board to investigate converting the existing P10 Loading Zone near no.195-197 Jackson Street to a time restricted parking space.

3. The request noted that it is unclear for whom the Loading Zone in question is and that retailers suggest a 30 minute park could be more useful for their customers.

Discussion

4. The Loading Zone came into effect in 1993 for the business at no.197, a fruit shop, and was originally designated as a Goods Vehicle Loading Zone P60 At All Times.

5. It is unclear when the P10 Loading Zone restriction came into effect.

6. Although the initial request was for a P30 time restriction, officers recommend the space be converted to a P60 parking space, to be consistent with the rest of the time restrictions along Jackson Street.

7. The proposed P60 parking restrictions would apply over the default days and hours of operation (8.00am to 6.00pm, Monday to Sunday other than public holidays).

8. The length of the space will be reduced to 6 metres from the existing 8 metres with a no stopping at all times (broken yellow line) restriction occupying the remaining 2 metres.

9. A check on NZTA’s Crash Analysis System for crashes in the past 20 years indicated one related crash in 2008 where a vehicle cut through the loading zone to get into the left turn bay and collided with a parked vehicle.

Options

10. The options are to:

a) maintain the existing level of service for short term parking availability; or

b) rescind the existing P10 Loading Zone (8 am to 6 pm, Monday to Sunday other than public holidays) restriction (originally approved as Goods Vehicle Loading Zone P60 At All Times), and improve the availability of medium term parking by approving a P60 (8 am to 6 pm, Monday to Sunday other than public holidays) time limited parking restriction, along with 2 metres of No Stopping At All Times restriction as shown in Appendix 1; or

c) approve a lesser or greater parking time limit over the parking space; or

d) approve a parking restriction over a lesser or greater extent.

11. Officers recommend option b) as this would improve short-term parking availability for customers of nearby businesses.

Climate Change Impact and Considerations

12. The matters addressed in this report have been considered in accordance with the process set out in Council’s Climate Change Considerations Guide.

13. The decision will not increase greenhouse gas emissions, and will not be affected by a changing climate. There are no opportunities in this decision to reduce emissions or build resilience.

Consultation

14. Consultation letters were delivered to seven businesses in the immediate vicinity seeking feedback on the proposed changes.

15. Consultation letters were also sent to the Jackson Street Programme for comment.

16. No responses have been received from any of the parties above.

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 2020/21 road markings budget.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Jackson Street Loading Zone to P60 - Plan	30

Author: Threesa Malki

Traffic Engineer

Reviewed By: Charles Agate

Traffic Engineer - Network Operations

Approved By: Damon Simmons

Traffic Asset Manager

29 15 February 2021

Petone Community Board

28 January 2021

File: (21/102)

Report no: PCB2021/1/12

Elizabeth Street, Petone - Proposed P15 Parking Restrictions

Purpose of Report

1. The purpose of this report is to gain Council’s approval for the installation of short term parking (P15, 7.30 am to 5.30 pm, Monday-Friday excluding Public Holidays) near Te Whare Ako – Weltec Early Learning Centre on Elizabeth Street, Petone, as shown in Appendix 1 of this report.

Recommendation

That the Traffic Subcommittee recommends that Council:

(1) receives and notes the information;

(2) approves the application of P15, 7.30 am to 5.30 pm, Monday-Friday (excluding Public Holidays), time limited parking restriction on Elizabeth Street, Petone, as attached in Appendix 1 of this report; and

(3) notes that this resolution will take effect when the traffic control devices that evidence the restrictions described in this resolution are in place.

For the reasons that the proposed restrictions would improve accessibility and parking availability for parents and caregivers accessing the kindergarten and the proposed changes would support Council’s Parking Policy (2017).

Background

2. Council received a request from Te Whare Ako – Weltec Early Learning Centre (located at no.9-11 Elizabeth Street) for P10 parking restriction to be applied over two to three parking spaces directly outside their premises.

3. The request is based on a need for parents and caregivers to be able to access short term parking close to the childcare centre during drop-off and pick-up times.

4. It was noted that the children do not attend full time, but at different times and with varying durations, and similarly they cater for children of WelTec students whose class times vary throughout the day.

5. Further concerns were expressed on the high volume of longer term vehicles parked within the street as well as the lack of parking for the proposed apartment development at no.1-3 Elizabeth Street.

6. The centre’s current hours of operation are weekdays, 7.45 am to 5.00 pm.

Discussion

7. Majority of the parking spaces (34 out of 38) on Elizabeth Street are unrestricted and the restrictions in the vicinity are;

· Four P60 parking spaces at the Jackson Street end of Elizabeth Street (default days and hours of operation, 8.00am to 6.00pm, Monday to Sunday other than public holidays)

· Three P5 (8.30am-9.30am & 2.30pm-3.30pm, Monday-Friday) parking spaces on Buick Street servicing Te Kōhanaga Reo o Whakatupuranga Kotahi on the corner of Buick and Elizabeth Streets.

· Silbery Place Public Car Park (2hr Max Parking, 9am-6pm, Monday- Friday)

8. Parking spaces are available at the back of the childcare centre in the car park near WelTec’s O Block where Te Whare Ako staff has 4 designated parks, however the rest are often occupied by WelTec students and tutors.

9. In order to be consistent with restrictions around other childcare centres around the city, and to allow parents and caregiver sufficient time to ensure kids are settled in, a P15 restriction is more suited to this location.

10. Subsequent discussion with the requesters confirmed that the slightly longer 15 minute restriction period suggested by officers is supported by the childcare centre.

11. The proposed parking restrictions would encourage parking turnover on the two currently unrestricted spaces directly outside the childcare centre, increasing accessibility for parents/caregivers and visitors during centre operation times.

12. The proposed parking changes are consistent with Council’s Parking Policy (2017), which states that in ‘Live and Play’ and ‘Work and Learn’ areas, parking for residents needs to be balanced against the needs of short-term parking for, in this case, the childcare centre.

Options

13. The options are to:

a) Maintain the existing level of service for short term parking availability; or

b) Improve the availability of short term parking by approving a P15, 7.30 am to 5.30 pm, Monday-Friday, parking restriction to apply over two on street parking spaces as shown in Appendix 1; or

c) Approve a greater or lesser time limit over some greater or lesser extent within the street.

14. Officers recommend option b) as this would improve short-term parking availability within the street, while still maintaining adequate unrestricted parking for other users.

Climate Change Impact and Considerations

15. The matters addressed in this report have been considered in accordance with the process set out in Council’s Climate Change Considerations Guide.

16. The decision will not increase greenhouse gas emissions, and will not be affected by a changing climate. There are no opportunities in this decision to reduce emissions or build resilience.

Consultation

17. Consultation letters were delivered to 12 properties in the immediate vicinity seeking feedback.

18. Three responses were received, one in support and two objecting to the proposed restriction.

19. Comments received are attached to the report as Appendix 2.

Legal Considerations

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

Financial Considerations

21. These changes can be funded from Council’s 2020/21 road markings budget.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Elizabeth Street P15 Restrictions - Plan	35
2 ⇩	Appendix 2 Elizabeth Street P15 Restrictions - Consultation Feedback Summary	36

Author: Threesa Malki

Traffic Engineer

Reviewed By: Charles Agate

Traffic Engineer - Network Operations

Approved By: Damon Simmons

Traffic Asset Manager

34 15 February 2021

Petone Community Board

28 January 2021

File: (21/103)

Report no: PCB2021/1/13

Queen Street, Petone - Proposed P90 Parking Restrictions

Purpose of Report

1. The purpose of this report is to gain Council’s approval for a medium term parking restriction (P90, 8 am to 6 pm, Monday to Sunday other than public holidays) on Queen Street outside no.284 Jackson Street, Petone, as shown in Appendix 1 of this report.

Recommendation

That the Traffic Subcommittee recommends that Council:

(1) receives and notes the information;

(2) approves the application of P90 (8 am to 6 pm, Monday to Sunday other than public holidays) time limited parking restriction over four parking spaces on Queen Street, outside no.284 Jackson Street, Petone, as shown in Appendix 1 of this report;

(3) rescinds any previous resolutions pertaining to traffic controls made pursuant to any bylaw to the extent that they are in conflict with the traffic controls described in this resolution; and

(4) notes that this resolution will take effect when the traffic control devices that evidence the restrictions described in this resolution are in place.

For the reasons that the proposed restrictions would improve the level of service for nearby businesses and support Council’s Parking Policy (2017).

Background

2. Council received a request from an employee of Insurance Market, the new tenants of no.284 Jackson Street to investigate the possibility of converting existing P15 parking spaces on Queen Street to unrestricted parks.

3. The concern expressed was that customers of businesses in the area find it increasingly difficult to park for longer periods of time.

Discussion

4. The existing P15 restrictions apply over seven parking spaces on Queen Street and came into effect as a result of the Petone Parking Review circa 2004.

5. The Parking Review Working Group recommended the side roads off Jackson Street, between Cuba Street and Victoria Street, except Elizabeth Street, have a P15 time restriction.

6. The P15 restrictions suited the previous tenant (Westpac Bank), providing a quick turnaround for banking customer’s needs.

7. Unrestricted parking as originally requested is not deemed ideal for businesses as they would likely be taken up by vehicles that require longer term/ all day parking.

8. Officers therefore recommended and consulted on a 60 minute time limit to be applicable over four parking spaces on Queen Street, leaving three parking spaces closer to Jackson Street as P15 to serve the businesses that require a shorter parking turnover.

9. Following consultation feedback, the proposal has been amended as a P90 time restriction to better serve the needs of the businesses in the immediate vicinity.

10. The proposed P90 parking restrictions would apply over the default days and hours of operation (8.00am to 6.00pm, Monday to Sunday other than public holidays) over the four parking spaces.

Options

11. The options are to:

a) maintain the existing level of service for short term parking availability; or

b) rescind the existing P15 (8 am to 6 pm, Monday to Sunday other than public holidays) restriction, and improve the availability of medium term parking by installing a P90 (8 am to 6 pm, Monday to Sunday other than public holidays) time restriction over four parking spaces as shown in Appendix 1; or

c) Install a lesser or greater parking time limit over a lesser or greater extent.

12. Officers recommend option b) as this would improve medium-term parking availability for customers of nearby businesses.

Climate Change Impact and Considerations

13. The matters addressed in this report have been considered in accordance with the process set out in Council’s Climate Change Considerations Guide.

14. The decision will not increase greenhouse gas emissions, and will not be affected by a changing climate. There are no opportunities in this decision to reduce emissions or build resilience.

Consultation

15. Consultation letters were delivered to sixteen businesses/occupants on Jackson Street seeking feedback on the proposed changes.

16. Consultation letters were also sent to the Jackson Street Programme for comment.

17. Three businesses responded in support of the restriction and one noted that the proposed changes will be beneficial to local businesses that require a longer visit from customers than the P15 allows.

18. Insurance Market management further noted that it would be more beneficial if the time was increased to 90 minutes as they often have client meetings that last between 70 to 90 minutes.

19. No objections were received.

Legal Considerations

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

Financial Considerations

21. These changes can be funded from Council’s 2020/21 road markings budget.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 Queen St P90 Restrictions - Plan	41

Author: Threesa Malki

Traffic Engineer

Reviewed By: Charles Agate

Traffic Engineer - Network Operations

Approved By: Damon Simmons

Traffic Asset Manager

The table below outlines our proposed changes:

· bold for additional wording

· ~~strikeout~~ for wording we propose removing

Comment No.	Page & Paragraph	Suggested wording changes	Rationale
1	1 heading	Explore replacing ka mua, ka muri - walking backwards into the future with “Me huri whakamuri katitiro whakamua- in order to plan for the future, we must look to the past”	We support both statements but believe that the suggested wording is more cognisant of what the policy is trying to achieve.
2	1 – para 2	As our city evolves, protection and use of the city’s historical heritage resources are fundamental to the sustainable management and enjoyment of our environment.	Adding enjoyment to reinforce that
3	1 - para 2	A balance ~~must be struck~~ is necessary between the ~~property and other~~ rights of kaitiaki and owners of heritage buildings and sites of significance, and their protection, as well as the use and appreciation of the city’s historical heritage resources.	· Removing unnecessary words. · Including “is necessary” further emphasises the importance of balance between these stakeholders and sites.
4	1 – para 3	To do this, Council ~~needs to~~ ~~clearly~~ articulates the role it can and should play and ~~also we~~ will work with ~~our~~ communities to achieve their specific aspirations.	Including “specific” places more emphasis on the unique attributes of each of the communities of Te Awa Kairangi.
5	1 – para 4	During engagement completed in early 2019 our community told us that they expect the city to have a robust and workable Heritage Policy that ~~could~~ enjoys broad community support and provide Council, and where relevant, heritage building owners, with a solid platform for future planning and decision making.	· To include “could” makes the statement tentative and undermines the intent of the strategy. · Should the reference to heritage building owners be widened to include kaitiaki and owners of sites of significance?
6	1 – para 5	~~This policy does not contain operational detail- these matters are addressed in other policies relevant to each form that heritage might take- cultural, social, economic, and environmental.~~	Unnecessary statement. Also, too vague as does not specifically outline what operational policies these are. Also, examples of operational policy are included as Appendix 1.
Comment No.	Page & Paragraph	Suggested wording changes	Rationale
7	2 – para 1	This ~~draft~~ Heritage Policy is a statement of Council’s intent to carry out its legislative responsibilities and support its community aspirations to value, protect, celebrate, restore, enhance, and conserve heritage in Te Awakairangi/Lower Hutt, in all its forms.	· Removing draft as unnecessary inclusion · Add “restore and enhance” as Council plays a role in helping to restore and enhance heritage. · Add comma after Lower Hutt
8	2 – para 2	The overriding legislation protecting heritage of national importance is the Heritage New Zealand Pouhere Taonga Act 2014.	· Adding “national importance”.
9	2 – para 5	This directive means that regional, district and city councils are obliged to identify and provide for the protection of the region’s historic heritage.	· Adding “to”
10	2 – para 6	The issue of significance for the Wellington region’s with respect to heritage is the inappropriate modification and destruction of historic heritage.	· Removing “’s”
11	2 – para 7	Explore replacing ka mua, ka muri- walking backwards into the future with “Me huri whakamuri katitiro whakamua- in order to plan for the future, we must look to the past”	We support both statements but believe that the suggested wording is more cognisant of what the policy is trying to achieve.
12	2 – para 8	Heritage buildings, sites of significance, and historical areas can help to create a sense of place for communities.	· Including “sites of significance” as they are important to include in this context. · Adding an ‘s’ to area
13	2 - para 8	The goals and objectives of ~~the draft~~ the Heritage Policy are consistent with contributing to:	Removing reference to draft.
14	2 – para 9	Replace the first bullet point: An environment that provides us with a sense of where we have been, where we are now and gives us the opportunity to shape our future.	The city is part of the environment. By starting with the environment creates a broad statement that encapsulates all of Te Awa Kairangi. The two following bullet points allow for cascading down to a more local perspective.

Comment No.	Page & Paragraph	Suggested wording changes	Rationale
15	3 – para 1	The Council’s definition and interpretation of historic heritage ~~will~~ aligns with that provided in the Resource Management Act 1991 as follows:	Strengthens the relationship between the historic heritage and RMA.
16	3 – first bullet a	a. Work with our communityies to ensure that locally significant…	Punctuation changes.
17	3- second bullet a	a. ~~Contain~~ Have a clear definition of heritage and ~~best practice~~ policy framework for the management of cultural and built heritage in Te Awakairangi/Lower Hutt	Simplify wording. It is vital that there is public consultation on this definition
18	3 – second bullet b	b. ~~Recognise~~ Mana whenua, their history, heritage and sites of significance are recognised.	Strengthen wording.
19	3 – bullet c	c. ~~Provide~~ Cclear mechanisms for identifying heritage sites and structures directly referencing pre-1900 European archaeological and Maori archaeological sites are provided.
20	3 – second to last para	The Council ~~will~~ conduct a full district wide assessment of historical heritage in Hutt City to identify places, sites and areas of historic heritage values in accordance with Policy 21 of the Regional Policy Statement for the Wellington region. This includes a review of the existing heritage items listed in the district plan and a full district wide assessment to identify any new items that meet the criteria set out under Policy 21 ~~but are not listed in the district plan~~.
21	3 – last para	The Council will undertake a full inventory of places, sites and areas of historical heritage values that meet the criteria set out under Policy 21 of the Regional Policy Statemen. Then provide opportunities for the public to suggestion additions to the inventory.	Strengthen wording.
Comment No.	Page & Paragraph	Suggested wording changes	Rationale
22	4 – opening heading	Retention, Protection, Enhancement and Conservation	Reinforce Council can and does play a role in enhancing heritage.
23	4 – first bullet 1	1. ~~Ensure that the~~ Council’s role in protecting and conserving significant historical areas….	Simplify wording.
24	4 – first bullet 2	2. ~~Ensure that the~~ Council’s role in retaining, protecting, enhancing, and conserving archaeological sites is clear	Simplify wording.
25	4 – bullet 4	Address the recognition and retention of heritage collections of significance and how these are collected, stored, and managed.	The strategy doesn’t not clearly define heritage collections as part of the definition on page 3. We recommend strengthening the relationship between these collections explicitly.
26	4 - section with this heading	City Spatial Plan/Petone 2040 The development of the city-wide spatial plan will be informed by the district wide assessment of historic heritage in Hutt City to identify places, sites and areas of heritage values in accordance with Policy 21 of the Regional Policy Statement. Strategies, like Petone 2040, play a critical role in identifying heritage and sites of significance. For example, Petone 2040 identifies patterns of heritage such as the coarse grain character of Petone’s street grid and the historical railway cottages of Moera. The work being undertaken as part of the Naenae Spatial Plan is identifying the suburb’s modernist architecture and how the plot sizes and house set-outs can help define local character. Spatial plans can help ensure the protection of these patterns under character overlays or heritage precincts in the district plan.	There is no clear relationship between Petone 2040 and the paragraphs sitting under the title. We would like to see an explicit relationship between the Heritage Policy and Petone 2040. We are concerned that the work undertaken through the Petone 2040 development could be lost as part of a broader city spatial plan. This could mean a loss or undermining of the heritage buildings, sites of significance and other heritage work that underpins Petone 2040 and the future workstreams it proposes.
Comment No.	Page & Paragraph	Suggested wording changes	Rationale
27	4 – under district plan heading	The Council will conduct a full review and re-write of historical heritage provisions in the District Plan to ensure that they adequately protect identified places, sites, and areas with significant historical heritage value.	This should come before the City Spatial Plan/Petone 2040 Heading
28	4 – under district plan heading	The Council will work in partnership with ~~the~~ mana whenua and iwi authorities….	Strengthen wording and delete the before mana whenua
29	4 – Objective 3, bullet 3	Increase and enhance public understanding of the rationale for identifying, protecting and enhancing cultural and built heritage as well as sites of significance in Te Awakairangi/Lower Hutt ~~and what is best practice.~~	· Referring to the importance of sites of significance. · Removing as unnecessary as policy should be best practice.
30	5 – first para	Further develop programmes, activities and services providing public access to heritage material and informational content ~~by sectors within Council working collaboratively~~.	· Council sectors should already be working collaboratively.
31	5 – first bullet 1	~~Establish~~ Ccollaborative working relationships between Council, ~~the~~ communityies, mana whenua, and heritage sectors to ensure a collective understanding of heritage matters.	Strengthening wording and including additional stakeholders.
32	5 - first bullet 2	Operate an ~~organisational~~ Collections Policy with criteria for the acquisition of archives and heritage collections.	Simplifying wording, a Collections Policy is technically an organisational policy.
33	5 – first bullet 3	Develop a whole-of-council comprehensive inventory of Council’s heritage collection ~~including, where appropriate and/or of sufficient value, information content.~~	Unsure of what the second half of the sentence means.
34	5 – bullet 4	Store heritage materials and artefacts to the ~~best practice~~ archival conservation standards with regards to value, public access and regulatory requirements.	Strengthen wording to include reference to archival conservation standards. Recommend making specific reference to the Information and Records Management Standard set out by the Chief Archivist.

Comment No.	Page & Paragraph	Suggested wording changes	Rationale
35	5 community celebration section para 2	We want to use heritage to improve the lives of our people by helping to increase their skills and aspirations, their sense of belonging, their enjoyment of life and the overall prosperity of the city.	These abstract concepts are too hard to qualify or quantify. Unsure how the Council could measure how a better understanding of heritage adds to a person’s skillsets or adds to the prosperity of the city. It doesn’t add to the paragraph above it.
36	5 – before second bullet list	~~We have t~~Three key actions to help us achieve this goal:	Recommend rearranging the 3 bullet points so bullet point 2 becomes 1, 3 becomes 2, and 1 becomes 3.
37	5 Under objective 4 heading	Restoring and retaining heritage buildings and sites provides economic benefits. It can also have financial impacts on the building/property owner.	Minor punctuation changes.
38	5 under actions heading	The Council provides built heritage and sites conservation incentives including:	Minor wording changes.
39	6 Bullet 1	~~Future~~ Council decisions regarding ~~concerning~~ the use of ~~all available~~ means to protect, restore and enhance ~~cultural and built~~ heritage in Te Awakairangi/Lower Hutt will be guided by this ~~the~~ ~~Heritage~~ Policy.	Simplifying wording.
40	6 Bullet 2	The Council partners with Heritage New Zealand	Minor punctuation changes.
41	6 Bullet 3	The Council ~~will~~ supports and~~/or~~ provides public education about heritage in the city…

Comment No.	Page & Paragraph	Suggested wording changes	Rationale
42	6 Actions section	See actions under objectives 1-5 The Council commits to upholding the objectives and actions of this Policy.	· There are actions the Council needs to undertake under all objectives. · Strengthens recognition by Council of the importance of all types of heritage.
43	7	Heritage Grant Fund: operate a Heritage Grant Fund to fund buildings and sites of significance conservation related worked… This fund ~~would be~~ is available for specific pieces of work… and ~~would be~~ is funded through the $150,000 Heritage Allocation.	Minor punctuation changes.
44	7	Specialist Heritage Adviser Paid Advice: the Council subsidises on a case by case basis consultant fees for conservation advice… This incentive ~~will be~~ is funded through the ~~$150,000~~ Heritage Allocation, $150,000 as at 2020/21.	Minor punctuation changes. Budgets may change over the life of the policy -this applies to all bullets where a budget is specified
45	7	Resource Consent Fee Waiver:.. Waivers are ~~will be~~ funded through the ~~$150,000~~ Heritage Allocation, $150,000 as at 2020/21.	Minor punctuation changes.
46	7	Building Consent Fee Waiver:… Waivers are ~~will be~~ funded through the ~~$150,000~~ Heritage Allocation, $150,000 as at 2020/21.	Minor punctuation changes.
47	7	Heritage Inventory:… maintain and continue to develop a heritage list that includes ~~is based on nationally and internationally recognised criteria for the inclusion of~~ buildings, objects, areas and sites of significance.	Simplifying wording.
48	7	Council Officer Free Advice: council officers to provide free advice…	Simplify wording.
49	7	Specialist Heritage Adviser List:… Council may maintain a watchdog role throughout the project ~~to maintain a fair environment and~~ to ensure the best results are achieved for the city.	Unsure of what this wording means, recommend removing as does not add to the purpose of the sentence.
50	7	Development bonuses:	We would like more information about how these could work. There are implications for the District Plan and natural justice for right to be heard as part of some resource consent notifications or processes.

61 15 February 2021

Petone Community Board

11 January 2021

File: (21/39)

Report no: PCB2021/1/2

Committee Advisor's Report

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

Recommendation

That the Board notes and receives the report.

Council’s current consultation and community engagement

2. Williams Park Management Plan – Council is creating a Management Plan for Williams Park. The first stage of feedback is to share how the park is currently used and ideas for its future.

This can be viewed on the Council website: http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

Council’s Long Term Plan 2021-2031 update

3. Below are links to the agendas for the Long Term Plan/Annual Plan Subcommittee meetings on 30 November 2020, 21 December 2020 and 10 February 2021 and related Council meetings on 21 December 2020 and 10 February 2021:

· http://infocouncil.huttcity.govt.nz/Open/2020/11/LTPAP_30112020_AGN_2857_AT.PDF

· http://infocouncil.huttcity.govt.nz/Open/2020/12/LTPAP_21122020_AGN_2864_AT.PDF

· http://infocouncil.huttcity.govt.nz/Open/2020/12/LTPAP_21122020_AGN_2864_AT_SUP.PDF

· http://infocouncil.huttcity.govt.nz/Open/2020/12/HCC_21122020_AGN_2874_AT_EXTRA.PDF

· http://infocouncil.huttcity.govt.nz/Open/2020/12/HCC_21122020_AGN_2874_AT_SUP_EXTRA.PDF

· http://infocouncil.huttcity.govt.nz/Open/2021/02/LTPAP_10022021_AGN_2879_AT.PDF

· http://infocouncil.huttcity.govt.nz/Open/2021/02/HCC_10022021_AGN_2876_AT.PDF

For further information on Council’s 10 Year Plan please click on the following link: https://haveyoursay.huttcity.govt.nz/10yearplan

2021 and 2022 meeting schedules

Attached are the 2021 and interim 2022 meeting schedules adopted by Council at its meeting held on 8 December 2020.

2020/2021 Miscellaneous Administration and Training Budgets

4. The Board is allocated $8,000 per annum, comprised of

- Miscellaneous Administration $5,000

- Training $3,000

5. The following is the Board’s expenditure as at 1 February 2021 (the miscellaneous administration budget to be separately circulated):

	Miscellaneous Administration	Training
Balance	$5,000.00	$3,000.00
Expenditure	$TBC	$956.52
Balance remaining	$TBC	$2,043.48

Appendices

No.	Title	Page
1 ⇩	Meeting Schedule 2021	70
2 ⇩	Interim Meeting Schedule 2022	73

Author: Kate Glanville

Senior Democracy Advisor

Approved By: Kathryn Stannard

Head of Democratic Services

Attachment 1

Chairperson's Report - February 2021

Petone Community Board Chairperson’s Report – February 2021

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

Tau hou hari 2021. Greetings and best wishes for 2021 to everyone 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 15 February, 30 March, 15 June, 17 August and 19 October.

a) The Petone Wharf

I have been writing about the wharf in Chair’s reports since 2017. Both Hutt City Council and the Petone Community Board did a lot of consultation on the four Hutt City wharves in 2018 and there was major support for the refurbishment of the Petone wharf. Only 2% of respondents to the HCC consultation e.g. wanted the Petone wharf to be demolished, whereas 53% thought the Rona Bay wharf should be demolished.

The then Council then decided to refurbish Rona Bay wharf first and put the Petone one on hold until 2030ish. The recent small earthquakes have illustrated how urgent some major work on the Petone wharf is and we hope that funding can be brought forward in the upcoming Long Term Plan for this. Council included Petone wharf refurbishment in its bid to central government for funding for shovel ready projects and Mayor Campbell has recently publically recognised its importance on RNZ.

While our preference has always been, alongside a lot of the community, full refurbishment we now see that agreeing to half of the head of the wharf (where there are piles in very bad repair) being removed in exchange for the funding of immediately necessary work and further refurbishment well before 2030, could be a win-win solution.

b) The Grandstand on Petone Rec

Officers suggested in a paper to the 21 December 2020 HCC meeting that the grandstand be replaced for $7.5M in 2022/23. This is another Petone heritage structure that the community board has been interested in for some years. As with the wharf, we see refurbishment as the best option and we have suggested that the money that could have been allocated for a new grandstand in the next few years be used for immediate work on the wharf and that refurbishment of the grandstand then happen as soon as feasible.

c) Long Term Plan Consultation

It is really important that we are all aware of and involved in giving Council feedback on the next Long Term Plan for 2021 – 2031. Submissions will be possible during April and up until 3^rd May. As your community board we will endeavour to share Long Term Plan information with you as much as we can.

Two dates that you pencil in already are:

Saturday 17 April when PCB members will be at the Petone Library meeting room from 11am until 4pm and people will be able to drop in for as little or as long as they want to, and

Wednesday 28 April for a public meeting 7.30 to 9.30pm at the Petone Baptist Church at 38 Buick Street.

d) Petone Rotary 30^th Fair on 20 February

Board members will be on hand at the Hutt News Petone Rotary Fair on Jackson Street on Saturday 20 February. The board site will again be near Curios and the Red Cross shop. Do call by and share your views on e.g. the future of the Petone wharf.

e) The Great Petone Beach Dig on 20 March

We are supporting Lorraine Shaab and the Petone Beach Clean Up Crew, along with Keep Hutt Valley Beautiful, to help run another successful Big Dig Day. Ticket sales will start at midday and the dig will start at 1.30pm - for tokens that are swapped for prizes. All proceeds this year will be donated to the Wellington Bird Rehab Centre as sadly, the Petone Beach Clean Up Crew are encountering more seabirds tangled in fishing line and plastic at Petone beach

f) Walk for Mental Health – 21 March

This event is being run by Eastern Hutt Rotary with support from the Wellington Tenths Trust and the Palmerston North Maori Reserve Trust – to raise money for Youthline. It starts from 10am and the walk from the entrance to the Hikoikoi Reserve to the Petone wharf and back starts at 11am.

We are going to walk as a group of board members – do come and join us and support a cause that is needed – especially in COVID times.

g) Community Engagement regarding Climate Change

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

h) Proposed Traffic Calming in Cornish Street

Traffic calming measures are proposed to reduce anti-social vehicle behaviour by ‘boy racers’ that has been having a negative effect on local businesses and Korokoro residents. Consultation is being undertaken until 19 February 2021.

https://www.facebook.com/pcbhcc/ is the link to our fb page and http://eepurl.com/cq33Zj is the link to being included in regular emails.

Kia ora

Pam Hanna

Chairperson PCB

[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.

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