Agenda of Climate Change and Sustainability Committee

CLIMATE CHANGE & SUSTAINABILITY COMMITTEE
Membership: 8
Meeting Cycle: Meets on an eight weekly basis, as required or at the requisition of the Chair
Quorum: Half of the members
Reports to: Council

OVERVIEW:

This Committee has responsibility for oversight of Council’s environment and climate change response.

The Committee is aligned with the Environment & Sustainability Directorate.

Its areas of focus are:

§ Oversight of Council’s plan to reach Carbon Zero, including raising awareness of climate-related issues

§ Developing and implementing climate and environmental policies and plans including ecology, biodiversity and biosecurity matters

§ Waste and recycling

PURPOSE:

To develop, implement, monitor and review strategies, policies, plans and functions associated with environmental and climate change activities.

DELEGATIONS FOR THE COMMITTEE’S AREAS OF FOCUS:

• All powers necessary to perform the Committee’s responsibilities including the activities outlined below.

• Develop required strategies and policies. Recommend draft and final versions to Council for adoption where they have a city-wide or strategic focus.

• Implement, monitor and review strategies and policies.

• Oversee the implementation of major projects provided for in the LTP or Annual Plan.

• Oversee budgetary decisions provided for in the LTP or Annual Plan.

• Oversee the development and implementation of plans and functions that promote environmental wellbeing, including Council’s plan to reach Carbon Zero.

• Maintain an overview of work programmes carried out by the Council’s Environment & Sustainability Directorate.

• Address matters related to ecological protection, the protection of biodiversity, and biosecurity.

• Address matters related to climate change, including raising awareness of climate-related issues, advocating for climate change issues and actions, and championing initiatives that reduce carbon emissions.

• Recommend to Council the acquisition or disposal of assets, unless the acquisition or disposal is provided for specifically in the LTP.

• Conduct any consultation processes required on issues before the Committee.

• Approval and forwarding of submissions.

• Any other matters delegated to the Committee by Council in accordance with approved policies and bylaws.

• The committee has the powers to perform the responsibilities of another committee where it is necessary to make a decision prior to the next meeting of that other committee. When exercised, the report/minutes of the meeting require a resolution noting that the committee has performed the responsibilities of another committee and the reason/s.

• If a policy or project relates primarily to the responsibilities of the Climate Change & Sustainability Committee, but aspects require additional decisions by the Communities Committee and/or Infrastructure & Regulatory Committee, then the Climate Change & Sustainability Committee has the powers to make associated decisions on behalf of those other committees. For the avoidance of doubt, this means that matters do not need to be taken to more than one of those committees for decisions.

HUTT CITY COUNCIL

Climate Change and Sustainability Committee | Komiti Kaupapa Taiao

Meeting to be held in the Council Chambers, 2nd Floor, 30 Laings Road, Lower Hutt on

Monday 1 March 2021 commencing at 2.00pm.

ORDER PAPER

Public Business

1. OPENING FORMALITIES - Karakia Timatanga

Kia hora te marino

Kia whakapapa pounamu te moana

He huarahi mā tātou i te rangi nei

Aroha atu, aroha mai

Tātou i a tātou katoa

Hui e Tāiki e!

May peace be wide spread

May the sea be like greenstone

A pathway for us all this day

Let us show respect for each other

For one another

Bind us together!

2. APOLOGIES

3. PUBLIC COMMENT

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

4. 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.

5. Update on Council's Climate Change Work (21/160)

Report No. CCASC2021/1/36 by the Manager, Sustainability and Resilience 6

Chair’s Recommendation:

“That the recommendations contained in the report be endorsed.”

6. Update on Council's solid waste management and minimisation work (21/169)

Report No. CCASC2021/1/37 by the Manager, Sustainability and Resilience 13

Chair’s Recommendation:

“That the recommendation contained in the report be endorsed.”

7. Kerbside Rubbish and Recycling Update (21/170)

Report No. CCASC2021/1/24 by the Strategic Advisor 17

Chair’s Recommendation:

“That the recommendation contained in the report be endorsed.”

8. Submission to Climate Change Commission (21/208)

Report No. CCASC2021/1/39 by the Manager, Sustainability and Resilience 28

Chair’s Recommendation:

“That the recommendations contained in the report be endorsed.”

9. Committee Work Programme (21/194)

Report No. CCASC2021/1/38 by the Manager, Sustainability and Resilience 32

Chair’s Recommendation:

“That the recommendation contained in the report be endorsed.”

10. 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.

11. CLOSING FORMALITIES - Karakia WHAKAMUTUNGA

Whakataka te hau ki te uru

Whakataka te hau ki te tonga

Kia mākinakina ki uta

Kia mātaratara ki tai

E hī ake ana te atakura

He tio, he huka, he hau hū

Tīhei mauri ora.

Cease the winds from the west
Cease the winds from the south
Let the breeze blow over the land
Let the breeze blow over the ocean
Let the red-tipped dawn come with a sharpened air.
A touch of frost, a promise of a glorious day.

Kate Glanville

SENIOR DEMOCRACY ADVISOR

8 01 March 2021

Climate Change and Sustainability Committee

09 February 2021

File: (21/160)

Report no: CCASC2021/1/36

Update on Council's Climate Change Work

Purpose of Report

1. Officers provide a regular update on climate change work, in order to implement Council’s organisational carbon target, facilitate a reduction in city-wide emissions, and address climate change impacts.

Recommendations

That the Committee:

(1) notes the update on various climate change work streams; and

(2) notes that a lead group made up of community representatives is nearing the final stages of its work to co-create the process for engaging with the community on climate change, and that engagement on a city-wide roadmap for reducing emissions is scheduled to commence in late
March 2021.

For the reasons outlined in the report.

Electricity and natural gas use at Council facilities

Transition out of natural gas at Council facilities

2. Since the completion of business cases to decarbonise the Dowse and various aquatic facilities (which would reduce Council’s gas consumption by about 70%), officers undertook further work to estimate costs for Council to completely move out of the use of natural gas at its facilities.

3. Officers developed advice on this, and recommendations on completing the transition out of natural gas, to the LTP subcommittee on 10 February (refer report no LTPAP2021/1/17), and Council approved the inclusion of relevant funds in the draft LTP 2021-2031.

New office building at Silverstream Landfill

4. The design of the new office building at Silverstream Landfill meets the criteria defined by the Passive House Institute for the PHI Low Energy Building Standard, and certification has been achieved. This means it meets high standards for the airtightness of the building, and low heating demand.

LED street lighting

5. So far, around 4,900 streetlights (35%) have been upgraded to LED luminaires in Lower Hutt, out of a total of 14,200. A further 3,220 luminaires (23%) have been ordered and are arriving as the manufacturers are able to supply.

6. Forecast expenditure for the 2020/2021 financial year is $3 million, with 85% funded by NZTA. HCC’s 15% share ($450,000) is being funded by under-spending in other existing budgets in order to maximise the subsidy received.

7. Selecting a Central Management System (CMS) is currently on hold while we focus on spending the subsidised budget for the financial year.

8. The supply of luminaires is adversely affected by COVID-19, as some components are produced in China. Overall, there remains a risk that supply and installation rates will not be sufficient to complete the rollout of luminaires this financial year.

9. A second luminaire supplier has been contracted to improve supply, and the lighting installation contractor has been asked to engage an additional crew to increase the installation rate for the remainder of the current financial year.

Council’s vehicle fleet

10. As at 17 February 2021, Council operates 72 vehicles, including 14 EVs. This represents an EV share of 19%.

11. In the last three months, one new EV was added to Council’s fleet. In addition, we have been able to remove two conventional vehicles due to improved utilisation and efficiencies.

12. By June 2021, officers anticipate to add a further two EVs to the fleet (to replace conventional vehicles), this would bring our EV share to 22%.

Capital goods, purchased goods and services (procurement)

13. Officers are scoping and have commenced work to better understand the carbon footprint associated with various operational contracts, such as the services to maintain street lights, and the operation of Silverstream Landfill (as distinct from the emissions associated with the disposal of waste).

14. Better information would assist in benchmarking services, and also assist in clarifying expectations in any upcoming procurement processes.

Silverstream Landfill

Flare

15. The installation of a supplementary flare, to complement the existing power plant on site and to maximise gas destruction efficiency, was completed in January. The resource consent was issued by Greater Wellington Regional Council on 11 February 2021. The flare is scheduled to be fully operational in March 2021.

Silverstream emissions liability

Figure 1: Emissions from Silverstream landfill

16. Figure 1 shows Council’s liability at Silverstream landfill under the Emissions Trading Scheme (ETS), which is based on calendar years. We now have the provisional results for 2020, which shows that emissions were significantly higher than in previous years, amounting to 37,267 tCO2e.

17. This was caused by disruptions to power plant operations in the first half of 2020, and Council was briefed on the possibility of significantly higher emissions in a report to the Community and Environment Committee on 9 September 2020 (refer CEC2020/5/184).

18. With the new supplementary flare, such increase in emissions liability should be avoidable in the future.

City-wide carbon reductions and responding to climate change impacts

Development of a city-wide roadmap

19. A lead group made up of community representatives is nearing the final stages of the co-creation process for engaging with the community on climate change, with a view to informing the development of a city-wide roadmap for reducing emissions and responding to climate change impacts.

20. Initial engagement with the community is scheduled to commence in late March and run through to April/May 2021. This first phase of engagement is likely to target specific community groups to gain a broader understanding of community perspectives, attitudes towards climate change, existing initiatives, challenges and areas of opportunity to explore in partnership across a longer term horizon.

Electric Vehicle charging stations in the Eastern Bays

21. All approvals are in place for the new EV charging stations in Days Bay and Eastbourne. Council is waiting for the installation of the units by Meridian Energy. One of the stations in Days Bay will be of the 25kW DC type; that is, it can supply approximately 100km of driving range for every 40 minutes of charging.

Draft advice by Climate Change Commission

22. On 31 January 2021, New Zealand’s Climate Change Commission (the Commission) released its draft advice regarding the direction of policy necessary to put New Zealand on a pathway to quickly, significantly and permanently reduce greenhouse gas emissions. As part of this, the Commission outlines measures and actions within each sector that would deliver on proposed emissions budgets.

23. Officers have compiled a table that shows the selected Commission proposals and relevant actions by Hutt City Council (where Council has some ability to affect change) that would deliver on these, or are consistent with these.

	Selected measures and actions proposed by the Climate Change Commission	Relevant Hutt City Council actions where it has ability to affect change
Buildings	No new natural gas connections from 2025	No new gas requirement in place at Urban Plus Ltd for new developments
	New homes are built as 35% more energy efficient by 2035	HomeStar 6 requirement in place at Urban Plus Ltd for new developments
	New commercial buildings 30% more energy efficient by 2035	New office building at Silverstream Landfill meets PHI Low Energy Building Standard
	Existing natural gas phased out from 2030	Draft LTP has HCC transitioning out of natural gas at its facilities by 2030
Transport	Phase out of light internal combustion engine vehicles sometime between 2030 and 2035; half of all light vehicle travel electric by 2035 and 40% of the fleet electric by 2035.	Council has an “EV First” policy for its fleet vehicles; Council’s draft LTP includes funding for rolling out EV charging stations across Lower Hutt
	By 2030, 8%/ 15% of imported medium/heavy trucks are electric, rising to 69%/85% in 2035	Trucks for Council’s rubbish and recycling service collection to be fully electric by 2024; other Council contracts involving trucks to consider electrification as part of future procurements
	Household walking/cycling increased 25%/95% by 2030; household public transport increased 120% by 2030	Investment in share pathways, such as Eastern Bays Shared Path; investment in Riverlink will improve public transport connectivity and walking access to the Hutt City CBD
Waste	Organic waste to landfill to reduce by 23% by 2030	New optional green waste collection as part of Council’s new service from 1 July 2021; further opportunities (for example, food waste) is being investigated
Waste	Methane emissions from waste reduced by 4% by 2030	New flare operational at Silverstream Landfill supplements power plant
Forestry	Establishment of new native forest, ramping up to 25,000ha every year from 2030	HCC supported GWRC’s draft parks network plan to result in changes at Belmont Regional Park, with opportunities for cooperating on the establishment of new native forest on former farm land
Planning	Ensuring the right decision makers are involved in the process, and the right decision-making process is implemented	Formal and informal consultation with the public to address and understand their concerns and desires for development in the Hutt leading up to the District Plan review.

Compact urban form can reduce emissions by 5% by 2030 and 6% by 2050	Shifting toward more compact urban design	Plan Change 43 implementation of Comprehensive Residential Development Standard in the General Residential activity area, allowing development up to 60% site coverage
	Stronger and more deliberate relationship between urban planning, design and transport
	Policies that encourage improved fuel efficiency; zero emission vehicles; and model shifts toward walking, cycling, public transport and shorter commute distances	Minimum parking standards reviewed in accordance with the National Policy Statement on Urban Development. As of September 2020 the minimum parking standard was removed from the District Plan, to encourage the active use of public transport
	Built urban form helping create a sense of place	Minimum outdoor living space required for all new residential developments Common outdoor space in comprehensive residential developments encouraged to create a communal sense of place Proposed development principally guided by the Medium Density Design Guide to encourage design opportunities to create high quality amenity levels and address communal needs
	Density needs to be couple with quality infrastructure for walking, cycling and public transport	Higher density development encouraged near railway stations and high trip public transport areas through the District Plan
	Permitting more intensive development within established areas to allow growth up (rather than out)	Plan Change 43 implementation of Comprehensive Residential Development Standard in the General Residential and Medium Density Residential activity area Plan Change 43 - Maximum building height in the Medium Density residential activity area up to 10m and maximum site coverage increased to 60%

Co-ordinated approach to decision making across Government agencies and local councils to embed a strong relationship between, design and transport so that communities are well designed, supported by integrated, accessible transport options, including safe cycleways between home, work and education.

Investment in share pathways, such as Eastern Bays Shared Path and investment in Riverlink will improve public transport connectivity and walkability to the Hutt CBD

24. Further analysis of the Commission’s advice (and the New Zealand Government’s response to it) is required in order to identify additional actions and measures that could be taken.

25. However, it is worth noting that Council’s ability and scope to realise city-wide emission reductions is limited, and that significant reductions can only be achieved if all relevant players, including the NZ Government, each play their part. For example, a significant increase in the share of electric vehicles as envisaged by the Commission is unlikely unless the New Zealand Government takes a more hand-hands approach, such as by way of the Clean Car Standard and additional EV purchase incentives.

Climate Change Impact and Considerations

26. The matters addressed in this report have been considered in accordance with the process set out in Council’s Climate Change Considerations Guide. No impact statement has been prepared, as this report is of an administrative nature and provides an update on various climate change work streams.

Appendices

There are no appendices for this report.

Author: Jörn Scherzer

Manager, Sustainability and Resilience

Approved By: Helen Oram

Director Environment and Sustainability

16 01 March 2021

Climate Change and Sustainability Committee

17 February 2021

File: (21/169)

Report no: CCASC2021/1/37

Update on Council's solid waste management and minimisation work

Purpose of Report

1. To provide the Committee with an update on the work regarding the management of solid waste and the minimisation of waste.

Recommendation

That the Committee notes the update on various solid waste management and minimisation work streams.

Background

2. Council undertakes a range of solid waste management and minimisation activities, and this report consolidates information on their status.

3. However, the following solid waste and/or waste minimisation matters are addressed in separate reports, as follows:

a. The update on the work to implement Council’s new rubbish and recycling collection services is covered in a separate report to this committee.

b. Where a solid waste project’s main objective is to minimise greenhouse gas emissions (as opposed to minimising waste), relevant updates are provided as part of the update to this Committee on Council’s climate change work programme (for example, the new flare at the Silverstream Landfill).

c. Detailed and regular information on the ongoing development, operation and performance of the Silverstream Landfill is covered in a separate report to the Hutt Valley Services Committee. Where relevant, some information may be included in reports to both the Hutt Valley Services Committee and the Climate Change and Sustainability Committee.

Procurement of new Silverstream landfill operations contract

4. Officers are working to develop a procurement plan for the Silverstream Landfill in order to identify possible contractual approaches (ie a strategic partner versus a conventional contract) and appropriate procurement methods for the landfill operations contract, once the contract with Waste Management NZ (WMNZ) expires in July 2021. Note that a temporary extension to the current WMNZ contract will be required to allow time for the preparation of the plan and the procurement process.

5. There have been a number of changes since the last time Council undertook a procurement process regarding the landfill’s operation, including the establishment of a carbon target for Council, and the increased importance of not just achieving value for money, but achieving broader outcomes alongside operational requirements.

6. As part of this work, officers engaged Ākina Foundation to develop an impact and outcomes framework for Silverstream landfill and the wider solid waste management and resource recovery space.

7. Our work with the Ākina Foundation will help inform the outcomes we want to achieve at the landfill, which in turn will inform our procurement strategy. A workshop with Councillors has been scheduled on 7 April 2021, for officers and Ākina Foundation to present and discuss the impact and outcomes framework for Silverstream landfill.

Business case regarding changes at Silverstream transfer station

8. Council operates a transfer station, co-located at Silverstream landfill, for domestic and small commercial customers of the landfill. The transfer station was developed around 20 years ago as a basic facility, as part of the transition away from access for all customers to the active tipping area at the landfill.

9. The existing arrangements for domestic and small commercial customers of Silverstream landfill consist of a basic Refuse Transfer Station with provision for the drop off of refuse, reusable items, cardboard, steel, green waste and some hazardous waste items.

10. There are several key challenges with the current arrangements. These relate to the existing Refuse Transfer Station layout and to the limited ability to expand or improve resource recovery services. There are known health and safety issues with the current site layout and there is congestion at the site during busy periods that is exacerbated by customers dropping off reusable items, cardboard or hazardous waste immediately after the site entry.

11. While Council has approved funds in the draft LTP for making significant changes to the layout of the transfer station, in order to address many of these issues and improve upon the current level of service, this funding is still subject to community consultation and the completion of a business case. At this stage, officers aim to have the business case completed by the end of March 2021.

Business case regarding the recovery of construction and demolition waste

12. Hutt City Council is co-operating with Porirua City Council (PCC) on its work to develop a business case regarding options for the recovery of construction and demolition (C&D) waste.

13. It will be important to consider the recovery of C&D waste from a regional perspective because it will likely require a large single facility servicing the wider Wellington region, due to the economies of scale that can be achieved.

14. As at 17 February 2021, PCC is undertaking a procurement process in order to identify a suitable consultant for undertaking this work. It is intended that the business case be developed and finalised by the end of June 2021.

Wainuiomata cleanfill

15. Hutt City Council owns a Cleanfill in Wainuiomata, located alongside Wainuiomata Coast Road. Its resource consent will expire on 19 June 2022.

16. In preparation for this closure, work is under way to explore opportunities to operate a cleanfill and material recovery facility at an alternative site(s). This is includes an initial desktop site identification exercise. Officers are planning to present a discussion paper to Hutt City Council within the coming months.

Implementation of new solid waste bylaw

17. Hutt City Council’s new Solid Waste Management and Minimisation Bylaw 2021 took effect on 25 January 2021.

18. The new requirements regarding multi-unit developments (MUDs) are now in force. This means that owners and/or the managers of existing or planned multi-unit developments have to make adequate provision for the management of all waste, recycling and organic material generated within the relevant premises. In addition, if a MUD includes 10 or more units/apartments, developers must submit a MUD waste management and minimisation plan to the Council for approval, in accordance with clause 12 of HCC’s Solid Waste Management and Minimisation Bylaw 2021.

19. In order to assist with the implementation of this new requirement for MUDs, officers developed a new best-practice guide, available at http://www.huttcity.govt.nz/Services/Rubbish-and-recycling/waste-management-and-minimisation-bylaw-2021.

20. The waste minimisation and planning requirements regarding events and construction and demolition sites will not take effect until 25 January 2022, and those for licensing won’t take effect until 25 January 2023. However, work is planned during 2021 to prepare for relevant changes in-house (eg developing guidance material, reviewing plans that will need to be submitted).

21. With regard to Council’s new rubbish and recycling services commencing on 1 July 2021, Council will need to revise the controls under the new Solid Waste Management and Minimisation Bylaw 2021, as the current controls relate to the current service model (rubbish bags, crates only). Controls can be changed by simple Council resolution, and officers will prepare proposals for change, and report back to Council with recommendations before the new services commence.

Climate Change Impact and Considerations

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

23. No detailed climate impact statement has been prepared, as this report only provides an update on various work streams. Where applicable, deliverables within the different work streams (eg business cases, procurement strategy) will cover information regarding climate impacts and/or carbon emissions.

Financial Considerations

24. Where applicable, deliverables within the different work streams (eg business cases, procurement strategy) will cover relevant information, including quantifiable costs and benefits.

Appendices

There are no appendices for this report.

Author: Jörn Scherzer

Manager, Sustainability and Resilience

Author: Dave Dews

Contracts Solid Waste Manager

Approved By: Helen Oram

Director Environment and Sustainability

21 01 March 2021

Climate Change and Sustainability Committee

18 February 2021

File: (21/170)

Report no: CCASC2021/1/24

Kerbside Rubbish and Recycling Update

Introduction

1. This report provides the Committee an update on the implementation of the new kerbside rubbish and recycling services, planned to commence on
1 July 2021.

Recommendation

That the Committee notes and receives the information contained in the report.

Background

1. Council decided on 15 September 2020 to introduce a rates-funded weekly rubbish and fortnightly recycling collection services, commencing on 1 July 2021. A project team, led by Bruce Hodgins, and a project board, headed by Helen Oram, were established to implement the decision.

2. Contracts were negotiated and signed with the preferred tenderer, Waste Management Limited (WML) in early November 2020, following a comprehensive open tender process that had commenced earlier in the year.

3. A business analyst was engaged to identify and document all implementation business processes. This work was completed in December 2020. The business analyst is now working on business as usual processes that will need to be in place for 1 July2021.

4. The project team, which includes officers from across different parts of the business, has been meeting weekly to coordinate the implementation. Likewise, the project board meets weekly to monitor progress and provide guidance and resourcing as required.

5. Additional communications and marketing resources have been contracted to work on these aspects of the project, to ensure that the roll out of the new services will be widely understood and be a success. A communications and marketing plan has been developed. A summarised copy of this plan is attached as Appendix 1.Communications were ramped up in December 2020 to address issues raised on the new service through social media.

6. Fortnightly meetings are being held with WML to coordinate the logistical aspects of the implementation, including bins, vehicles, routes, multi-unit development solutions, special requirements, green waste service provision, school and pre-school recycling services, etc.

Bin Selection

7. During December 2020 and January 2021 there were a number of activities to inform ratepayers of the bin selection process. Amongst these was the “Feet on the Street” campaign which enabled officers to get out in the community, at supermarkets, hubs, pools and the Riverbank market, to encourage ratepayers to make their bin selections.

8. As at close-off of bin selection on 31 January 2021, over 65% of ratepayers had selected their bins, exceeding our target for a 50% overall response rate. A summary is attached as Appendix 2.

9. An initial bin order was made in December 2020, with the final order placed on 3 February 2021, based on the information from the selection process. Those that did not select a bin size will be provided with the default options of a 120L rubbish bin and a 240L recycling bin.

10. Contact is being made with a sample of ratepayers who did not make a selection to determine the reasons for not making a selection (for example, were they happy with the default options, didn’t know about the selection deadline? etc). This will allow us to consider what else we may need to do to ensure the roll out is as successful as possible.

11. Contact was made with Kāinga Ora and UrbanPlus to separately obtain bin selections. This was completed in December 2020. Kainga Ora has based its selections on house size (number of bedrooms) with the majority of rubbish bins being either 120L or 240L, reflecting the size of households.

12. WML has sub-contracted the production and distribution of the bins and crates to Rotaform Plastics in Auckland. The first batch of 8,000 crates has been produced. All bins and crates are scheduled to be delivered to Hutt City over the next 8 -10 weeks. We have met with Rotaform representatives to go through its plans for manufacture and delivery of the crates and bins. Attached as Appendix 3 is a copy of its roll-out plan.

13. Premises have been secured locally from 1 March 2021 for the crates and wheelie bins to be stored and then assembled for delivery to properties starting after the Easter break in early April 2021.

14. Communications are being developed to let residents know when they can expect deliveries to occur in their street/area. A coordinated campaign will occur prior to and through the roll-out period. The information booklet to be supplied to each household with the bins has been drafted and will be finalised once the new branding has been agreed. Below is an initial mock-up of the design.

Multi-Unit Developments

15. Council officers and WML representatives have visited all Multi-unit Developments (MUDs) to assess appropriate solutions for each site. At times the solution has proven to be complex and it will take until the end of February to complete, as it requires input from MUD owner representatives. The delay has not impacted bin ordering and will be completed in time for the bin roll-out.

Coast Road, Wainuiomata

16. Following discussions with WML, a decision has been made on a workable solution for servicing properties on Coast Road, Wainuiomata. Rubbish bins will be picked up weekly and recycling bins will be picked up fortnightly from individual property owner’s gates. Glass will be picked up fortnightly from a drop-off point to be created outside the closed Wainuiomata landfill. Officers have made contact with Coast Road residents to confirm bin sizes.

17. Moores Valley Road residents will receive all services and do not require special provisions.

Other Engagement Activities

18. This month we have had or plan to have meetings with Kāinga Ora and private tenancy managers to discuss the roll out of the new services and explore joint engagement/education opportunities with tenants.

19. A meeting with school principals took place on 17 February 2021, to discuss the roll out of recycling services to schools and pre-school centres.

20. Media communication on the roll out will continue through this month with newspaper and social media communications.

21. Creative agency VMLY&R has been engaged to provide the creative input to our engagement and education programme, and has developed the initial draft of the campaign material, which is currently being market tested.

Green Waste

22. Over 4,300 ratepayers have elected to take up the 4 weekly green waste service. This number is less than hoped but is sufficient to get the service underway.

23. WML has its own private weekly service that has been operating for some years. We are in discussions with WML as to how the two services, which are not in direct competition, but complementary to each other, can operate more efficiently through shared resourcing. The targeted rate for the service is not expected to change.

Business As Usual Processes

24. Workshops on the development of BAU processes for 1 July 2021 commenced in February 2021. This series of workshops is to understand the requirements for a system to manage kerbside collection. It will include the following aspects and their related processes:

a. Selection of a bin for a new build

b. Changing an existing bin selection

c. Interfacing to WML for communication of the above

d. Interfaces to the rates teams for rates setting

e. Interfaces to the debtors system to allow charges for changes to bin sizes during the year

f. Managing customer complaints and enquiries

25. For the implementation phase, bin selection was undertaken via the existing Saberonline rates portal. Saberonline may be used for the BAU kerbside processes, but at this stage we are keeping an open mind on what will be best for the long term.

Budget

26. The cost of implementing the new services (2020/21 financial year) has been reviewed and is expected to be close to $1M. A variation will be sought through the Policy, Finance and Strategy Committee to meet those costs that are not able to be met from existing budgets. At this point in time that is estimated to be $200k– $300k.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 - Communications and Engagement Plan	22
2 ⇩	Appendix 2 - Bin selection summary	25
3 ⇩	Appendix 3 - Bin Roll Out Plan	26

Author: Bruce Hodgins

Strategic Advisor

Reviewed By: Jörn Scherzer

Manager, Sustainability and Resilience

Approved By: Helen Oram

Director Environment and Sustainability

Attachment 1

Appendix 1 - Communications and Engagement Plan

communications & engagement Plan

Rubbish and Recycling

This plan has been created to support the Rubbish and Recycling implementation programme. It follows on from the initial communications of the council decision on 15.09.2020 and the Long Term Plan Amendment consultation plan – Rubbish and Recycling.

Communications approach

Stage One: Consultation – Consultation was undertaken between 16 July and 16 August, and following this, submissions were heard on 28 and 31 of August. On Tuesday 15 September Council met and agreed to upgrade the city’s kerbside rubbish and recycling services – the biggest changes in over 20 years. See appendix 2 for the plans related to these milestones.

Stage two: Rollout – Council commences work to roll out the new service. This will be accompanied by a campaign to inform ratepayers.

Stage three: Behavioural Change - will run consecutively from 2020/2021 and involves community engagement and behavioural change.

The approach will be three-fold:

§ Build awareness of the Rubbish and Recycling change implementation

Consultation has occurred at the community level; however there has been very little done to communicate the next steps.

Starting from the end of October 2020, there will be a significant campaign to inform the community of the changes and to gather the information we need from them to continue.

A key feature of the ongoing engagement will be an updated/dedicated project webpage and branding that will endure through the lifetime of this project. To be live in March 2021

The general channels used during stage two and three includes:

o An updated webpage and branding

o Campaign communications

o More “ambient” marketing, such as billboards, phantom billstickers, portable displays, buses and bus stops.

o The use of a variety of different channels including targeted advertising, social media updates, direct mail, online forms etc.

o Continued presence in the media.

Specific engagement activities and events are proposed as outlined in appendix 4.

§ Maintain the confidence of the community

We need to continually demonstrate that the outcome of this project is sound and that the changes will be hugely beneficial to our city. This will require regular communications with rate payers and residents directly affected by the changes

§ Engage the community around milestones as they are released by the project team

The staggered rollout phases (council decisions, preferred supplier selection, information gathering and the rollout of the bins) provides a good opportunity to show progress and gather responses both from the public and key stakeholders. These phases provide excellent opportunities to maintain and improve the project awareness, engagement and involvement in the community.

Between now and completion the communications plan will tell an unfolding story of progress, which will be told piece by piece at regular opportunities via a broad range of media. The project plan will be updated throughout the process to reflect the ongoing milestones and will maintain the awareness and engagement of the project, as well as maintain and create community support.

Risks and mitigation

RISKS	LIKELIHOOD	IMPACT	MITIGATION
Concerns are raised publically over the cost	Low	Low	Proactive messaging regarding the long-term return on investment. Emphasise cost is less than a couple of rubbish bags per week. Rates funded – need to spell out service charges on rates bill and to remind people that this system places their private system.
Concerns are raised publically over the consultation	Moderate	Medium	Proactive and transparent sharing of information related to the Rubbish and Recycling LTP amendment engagement process
Low levels of investment by the public (people don’t respond to messaging)	Medium	Medium	A combination of communications channels will be used to reach as many people as possible
Contentious issues, e.g. putting other bin companies and their staff out of business	High	Medium	Open, honest and clear communication with the community. Living wage, green service, economies of scale with new contractor.
Content deadlines and signoff processes	Low	High	Having a clear agreed timeline if deadlines are missed then the project is compromised.
Short timeframe for implementation	Medium	High	Defined project milestones and clear project management.

29 01 March 2021

Climate Change and Sustainability Committee

19 February 2021

File: (21/208)

Report no: CCASC2021/1/39

Submission to Climate Change Commission

Purpose of Report

1. For the Committee to consider a draft submission to the Climate Change Commissions, regarding its draft advice to the NZ Government.

Recommendations

That the Committee:

(1) agrees to the submission as shown in Appendix 1 attached to the report; and

(2) agrees that, due to the tight timeframes involved, the submission be sent by the Mayor, subject to agreement on the finalised content with the Standing Committee Chairs.

For the reason(s)

Comment

2. On 31 January 2021, New Zealand’s Climate Change Commission (the Commission) released its draft advice regarding the direction of policy necessary to put New Zealand on a pathway to quickly, significantly and permanently reduce greenhouse gas emissions.

3. Officers propose that Hutt City Council make a high level submission, as drafted in Appendix 1, to the Climate Commission regarding its draft advice.

4. As submissions need to be received by 14 March 2021, and considering that there is no Council meeting prior to this date, it is proposed that this submission be sent by the Mayor, subject to agreement on the finalised content with the committee chairs.

Appendices

No.	Title	Page
1 ⇩	Appendix 1 - Draft submission to the Climate Change Commission	30

Author: Jörn Scherzer

Manager, Sustainability and Resilience

Author: David Burt

Senior Advisor Sustainability and Resilience

Approved By: Helen Oram

Director Environment and Sustainability

Report	6 May 2021	22 July 2021	23 September 2021	25 November 2021
Climate change
Regular update on climate change work programme streams	ü	ü	ü	ü
Report on the scope, process and decision-making approach for an internal low carbon acceleration fund		ü
Report on the NZ Government’s response to the Climate Change Commission’s advice, and implications for Lower Hutt and Hutt City Council (timing subject to NZ Government timeframes)		ü
Implications for Hutt City Council of the recommendations by the Task-force on climate related financial disclosure			ü
Solid waste & waste minimisation
Regular update on solid waste management and minimisation work streams	ü	ü	ü	ü
Regular update on the implementation of Council’s new rubbish and recycling services	ü	ü	ü	ü
Revised controls for rubbish and recycling services under the Solid Waste Management and Minimisation Bylaw 2021	ü
Report on options for the replacement of Wainuiomata Cleanfill	ü
Other matters
Report on the final Whaitua Implementation Plan		ü
Report on Council’s biodiversity work		ü

Climate Change Impact and Considerations

5. The matters addressed in this report have been considered in accordance with the process set out in Council’s Climate Change Considerations Guide. No detailed climate impact statement has been prepared, as this report covers administrative matters. Climate change impacts will be covered in detail in the reports listed above.

Appendices

There are no appendices for this report.

Author: Jörn Scherzer

Manager, Sustainability and Resilience

Reviewed By: Bruce Hodgins

Strategic Advisor

Approved By: Helen Oram

Director Environment and Sustainability

Cr J Briggs (Chair)

Mayor C Barry	Cr K Brown
Cr S Edwards	Deputy Mayor T Lewis
Cr A Mitchell	Cr S Rasheed (Deputy Chair)
Cr N Shaw