community boards – functions and delegations

This document records the delegation of Council functions, responsibilities, duties, and powers to Community Boards.

The Community Boards have been established under section 49 of the Local Government Act 2002 to represent, and act as an advocate for, the interests of their community.

The delegations are expressed in general terms. The delegations shall be exercised with proper regard for the Council’s strategic direction, policies, plans, Standing Orders and its interpretation of its statutory obligations. The delegations are to be read together with the following propositions.

These delegations are based on the following principles:

· Issues relevant to a specific community should be decided as closely as possible to that community. Where an issue has broader implications, i.e. any effects of the decision cross the board boundary, the matter will be decided by Council after seeking a recommendation from the relevant Community Board. This includes any decisions that have strategic importance to the city as a whole, and those that will impact on or create consequences for other parts of the city or the city as a whole. An assessment of issues that fall into this category will be made as part of the corporate agenda process for each meeting cycle. Any uncertainties over interpretation will be referred to the Mayor and Chief Executive to determine in consultation with the relevant Standing Committee and Board Chair;

· Efficient decision-making should be paramount;

· Conflicts of interest should be avoided and risks minimised;

· To ensure processes are free from bias and pre-determination Community Boards should not adjudicate on issues on which they have advocated or wish to advocate to Council;

· Community Boards should proactively and constructively engage with residents, Residents’ Associations and local community groups on local matters that affect the community they represent, raise with Council issues raised with them by their community, and advocate on behalf of their community.

These delegations:

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

(b) do not delegate any function, duty or power which a statute (for example section 53(3) and clause 32(1) of Schedule 7 of the Local Government Act 2002) prohibits from being delegated;

(c) are subject to and do not affect any delegation which the Council has already made or subsequently makes to any other committee, Council officer or other member of staff;

(d) are subject to any other statutory requirements that may apply to a particular delegation;

(e) are subject to any notice issued by the Council, from time to time, to a Community Board that a particular issue must be referred to Council for decision;

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

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

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

DELEGATIONS

Engage informally with Council through:

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

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

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

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

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

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

· Council’s Long Term Plan and/or Annual Plan.

· Council’s policies, programmes (including the District Roading Programme) and bylaws.

· Changes or variations to the District Plan.

· Resource management issues which it believes are relevant to its local community, through advocacy.

· The disposal or acquisition of significant assets.

· Road safety including road safety education within its area.

· The review of Local Community Plans as required.

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

Reports may be prepared by the Board and presented to Council Committees, along with an officer’s recommendation, for consideration.

Any submissions lodged by a Board require formal endorsement by way of resolution.

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

Co-ordinate with Council staff:

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

Provide input to officers on:

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

· Parks and reserves and associated public facilities, recreational facilities and community activities within its local area.

Develop:

· Community Response Plans in close consultation with the Wellington Region Emergency Management Office, emergency organisations, the community, residents’ associations, other community groups, and local businesses, for review on an annual basis.

Promote:

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

· Arts and crafts in its area.

Grant:

· Local community awards.

Appoint:

· A liaison member or, where appropriate, representatives to ad hoc bodies, which are involved in community activities within the Board’s area, on which a community representative is sought.

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

Endorse:

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

Decide:

In the Community Board’s area:

· Naming new roads and alterations to street names.

· Official naming of parks, reserves and sports grounds within the provisions of Council’s Naming Policy. Note [1]

· Removal and/or planting of street trees within the provisions of Council’s Operational Guide for Urban Forest Plan where a dispute arises that cannot be resolved at officer level. Note [2]

· The granting of leases and licences in terms of Council policy to voluntary organisations for Council owned properties in their local area, for example, halls, but not including the granting of leases and licences to community houses and centres.

· The granting of rights-of-way and other easements over local purpose reserves and granting of leases or licences on local purpose reserves.

· The granting of leases and licences for new activities in terms of Council policy to community and commercial organisations over recreation reserves subject to the provisions of the Reserves Act 1977 and land managed as reserve subject to the provisions of the Local Government 2002, in their local area. (Note: renewal of existing leases and licences will be reported once a year to the appropriate Council Committee).

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

· Expenditure of funds allocated by the Council to the Board from the Miscellaneous Budget to cover expenditure associated with the activities of the Board. The Chair to approve expenditure, in consultation with the Board, and forward appropriate documentation to the Committee Advisor for authorisation. Boards must not exceed their annual expenditure from the Miscellaneous Budget.

· The allocation of funding for the training and development of Community Board members, including formal training courses, attendance at seminars or attendance at relevant conferences.

Resource Management Hearings:

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

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

Reasons for the importance of the training:

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

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

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

Consider and make recommendations to Council on:

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

· Roading issues considered by the Mayor and Chief Executive to be strategic due to their significance on a city-wide basis, including links to the State Highway, or where their effects cross ward or community boundaries.

· Parks, reserves and sports ground naming for sites that have a high profile, city-wide importance due to their size and location and/or cross ward or community boundaries.

· Representatives to any Council committee, subcommittee, subordinate decision-making body, working group, or ad hoc group on which a Community Board representative is required by Council.

· The setting, amending or revoking of speed limits in accordance with the Hutt City Council Speed Limits Bylaw 2015, including the hearing of any submissions.

appendix 1 – community engagement fund

criteria

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

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

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

The ward allocations are listed below:

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

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

Decisions

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

What can be funded

· purchase of office equipment

· food and catering costs

· community festivals

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

· art projects that are not part of the core curriculum

· advertising, promotion costs

What won’t be funded

Activities that:

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

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

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

· have already begun or have already finished

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

· involve fundraising or legal costs

· involve capital investments or trust funds

· go towards prize money

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

Funding rules

Successful applicants must:

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

· use funds by June 30 of the following year

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

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

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

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

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

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

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

EASTBOURNE

A STATEMENT OF BASIC PRINCIPLES

The Eastbourne Community Board, representing the people of Eastbourne;

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

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

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

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

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

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

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

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

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

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

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

Further:

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

HUTT CITY COUNCIL

Poari Hapori o Ōkiwinui | Eastbourne Community Board

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

Tuesday 6 July 2021 commencing at 7.15pm.

ORDER PAPER

Public Business

1. APOLOGIES

No apologies have been received.

2. PUBLIC COMMENT

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

3. Mayor's Address (21/914)

Verbal address by Mayor Barry

4. Presentation by a Councillor of Greater Wellington Regional Council (21/751)

Verbal presentation by Cr Prue Lamason

5. CONFLICT OF INTEREST DECLARATIONS

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

6. Minutes

Meeting minutes Eastbourne Community Board, 13 April 2021 12

7. Election of the Deputy Chair (21/736)

Memorandum dated 11 May 2021 by the Democracy Advisor 18

8. Community Engagement Fund Round Two - 2020-2021 (21/876)

Memorandum dated 4 June 2021 by the Community Advisor Funding and Community Contracts 19

9. Submission to Hutt City Council's Draft Long Term Plan 2021-2031 (21/892)

Memorandum dated 8 June 2021 by the Democracy Advisor 22

10. Democracy Advisor's Report (21/733)

Report No. ECB2021/3/78 by the Democracy Advisor 25

11. Chair's Report (21/758)

Report No. ECB2021/3/79 by the Chair 29

12. Hutt City Local Alcohol Policy (21/938)

Memorandum dated 15 June 2021 by the Chair 31

13. Information Item

Maire Street Car Park Shared Path (21/940)

Memorandum dated 16 June 2021 by the Chair 33

14. Report BACK from representatives on local organisations (21/936)

Report No. ECB2021/3/85 by the Democracy Advisor 37

15. QUESTIONS

With reference to section 32 of Standing Orders, before putting a question a member shall endeavour to obtain the information. Questions shall be concise and in writing and handed to the Chair prior to the commencement of the meeting.

Judy Randall

DEMOCRACY ADVISOR

HUTT CITY COUNCIL

Poari Hapori o Ōkiwinui | Eastbourne Community Board

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

Tuesday 13 April 2021 commencing at 7.15pm

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

APOLOGIES: There were no apologies.

IN ATTENDANCE: Ms H Oram, Director Environment and Sustainability
Ms J Randall, Democracy Advisor

PUBLIC BUSINESS

1. APOLOGIES

There were no apologies.

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

3.	Mayor's Address The Chair noted Mayor Barry’s apology and read the Mayoral Statement, attached as pages 5-6 of the minutes.

4. Presentations

Presentation on the Greater Wellington Regional Council Long Term Plan

Cr Ken Laban, a representative of Greater Wellington Regional Council (GWRC) elaborated on the GWRC Long Term Plan. He expressed support for the new environmental focus of GWRC and plans to encourage more use of public transport. He added that the use of buses should be encouraged rather than the use of Park n’ Ride car parks.

The Chair said she would request statistics from Council officers on movements to the number of vehicles travelling from Wainuiomata and Eastbourne.

Presentation on Climate Change Co-design Project

The Director Environment and Sustainability provided a verbal update on the project. She explained Council was using a co-design approach to help the city adapt to climate change impacts and a transition to Carbon Zero that involved working with communities to design solutions. She said the lead group had been drawn from a range of demographics across the community to engage with their communities and further inform the plan. She highlighted that a framework for a Council-wide carbon reduction plan was expected by the end of June 2021 and a city-wide carbon reduction plan would be complete by the end of 2021.

The Chair agreed the Board would encourage local residents to support the adaptation and transition objectives of the project.

Presentation on Council's proposed Long Term Plan 2021-31

Deputy Mayor Tui Lewis provided a verbal update and presentation on key messages and priorities of Council’s Long Term Plan (LTP). She explained the plan focussed on major challenges including the impacts of COVID-19, ageing infrastructure, population growth, housing and climate change whilst maintaining financial sustainability

The Chair agreed the Board would promote the upcoming LTP and District Plan local drop-in sessions.

In response to a question from a member, the Director Environment and Sustainability explained engagement on the District Plan was taking place at the same time as the Long Term Plan due to statutory timeframes.

5. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

6. Minutes

Resolved: (Ms Horrocks/Mr Spedding) Minute No. ECB 21201

“That the minutes of the meeting of the Eastbourne Community Board held on Tuesday, 16 February 2021, be confirmed as a true and correct record.”

Committee Advisor's report (21/404)

Report No. ECB2021/2/41 by the Democracy Advisor

The Chair advised she would apply to use some of the Board’s surplus budget to create a permanent shared pathway on Maire Street as discussed by the Board in 2020. She further advised she had emailed those who had now received responses to their Eastbourne Walkaround requests to ask if their request could be removed from the list.

The Board noted the report.

Chair's Report (21/419)

Report No. ECB2021/2/45 by the Chair

Speaking under public comment, Mr Derek Wilshere advised applications for funding from the Eastbourne and Bays Community Trust were currently open and decisions on the distribution of funds would be announced on 20 May 2021. He noted the Mahina Bay Residents Association (the Association) would be eligible to apply for a defibrillator for their area.

The Deputy Chair agreed to advise the Association that applications were open.

Resolved: (Ms Horrocks/Deputy Mayor Lewis) Minute No. ECB 21202

That the report be noted and received.

9. Information Item

Report Back: Coastal Restoration Conference 10-12 March 2021 (21/482)

Memorandum dated 23 March 2021 by the Democracy Advisor

Mr Vickers elaborated on the memorandum. He advised coastal expert Mr Jim Dahm would be returning to provide advice on the shaping of the dunes. Mr Dahm would also consult with Council officers about the matter.

The Board noted the memorandum.

10. Reports back from representatives on local organisations (21/415)

Report No. ECB2021/2/46 by the Democracy Advisor

Okiwi Trust
The Chair noted that life stories of residents who had used the services of the Okiwi Trust were a new feature in the Eastbourne Herald.

Eastbourne Youth Workers Trust
Mr Spedding agreed to find out if the Eastbourne Youth Workers Trust was still operating as a Trust. He agreed to report back to the Board at the meeting in June.

Community Emergency Response Group (the Group)
Mr Spedding said there was still active interest in the Group but more volunteers were needed to operate radios. He noted that central government was redesigning the emergency radio network so the Group was able to continue with its current network for now.

Eastbourne and Bays Community Trust (the Trust)
Mr Gibbons advised the Trust would be announcing the distribution of grants on 20 May. He agreed to report back to the Board on recipients at the meeting in June.

Vibrant Village
Mr Gibbons advised the opening of Greenwood Park went well. A number of local people attended and a letterbox drop invited neighbouring properties. He further advised planning for the opening of the Days Bay Wharf was well underway. He noted charging stations for electric vehicles were due to be installed near the wharf in April. He added that Vibrant Village were promoting the need for a shelter on the wharf to replace the one that had been removed.

MIRO
Mr Vickers expressed appreciation for the work done by Sally Bain for MIRO and announced she was stepping down as project manager. Sally was thanked for her dedication and hard work.

11. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 8.52 pm.

V Horrocks

CHAIR

CONFIRMED as a true and correct record

Dated this 6th day of July 2021

Mayoral Address to Community Boards - April 2021

Kia ora,

I hope you all enjoyed a well-deserved break Easter break earlier this month.

Since the last community board meeting, Council has released our draft ten year plan for public consultation, so our community is able to have their say on what is being planned for the decade ahead.

A significant part of our 10 year plan is about addressing our city’s growth. We know that this has, and continues to place, an enormous amount of pressure on our ageing infrastructure. We simply cannot afford to underinvest in critical three water and transport infrastructure, and that is why we are proposing to front up to this challenge and make a significant investment.

The proposed plan is about getting the basics right. By investing in our core infrastructure, like water pipes, transport connects, and the rebuild of Naenae Pool, we can make sure that we are building the foundations for our future to ensure all of our people are able to thrive.

As part of the 10 year plan consultation, we have significantly ramped up our engagement efforts. During the consultation period (up until 6 May 2021) we will host face to face meetings, community meetings, pop-in sessions at popular areas in the Hutt, online virtual public meetings, and a range of social media engagement.

This is one of the boldest and most ambitious plans in our city’s history, so we must make sure our communities are engaged with what we’re proposing. With that comes the responsibility on all of us to get the message out loud and clear.

Outside of our 10 year plan, there has been a range of other things happening at Council and across our city. Very briefly, these include:

● Starting consultation on upgrading Wainuiomata’s streetscape, to properly capitalise on the Mall redevelopment there

● Resource consent being granted for the Eastern Bays Shared Pathway, allowing us to continue to progress this important project for our city

● We’ve kicked off the development of our city’s integrated transport strategy, which is about getting a plan together to ensure all parts of our transport network are working well together

● Supporting New Zealand’s COVID-19 vaccination roll-out by supporting the Hutt Valley DHB to administer vaccinations at the Walter Nash Centre

On a personal note, I also want to comment that it was a real honour to be at last week’s citizenship ceremony to welcome new residents to the best city in New Zealand. This was the first citizenship ceremony we have held in Lower Hutt in over a year, due to COVID-19 and associated gathering restrictions.

We have one of the most diverse cities in Aotearoa, and our new citizens will only further add to the diversity and vibrancy of our community. It was a privilege to welcome everyone , and I know that the people of Lower Hutt will join me in celebrating this significant milestone in their lives.

As always, please do not hesitate to get in touch if you would like to discuss any of the work that Council is doing, or major issues in my city. My priority is to engage with all of our people and all of our communities, and I am always available to chat. Please contact me by email: Campbell.Barry@huttcity.govt.nz, or via my social media channels.

Naku noa, na

Campbell Barry

Mayor of Lower Hutt

MEMORANDUM 27 06 July 2021

Our Reference 21/876

TO: Chair and Members

Eastbourne Community Board

FROM: Debbie Hunter

DATE: 04 June 2021

SUBJECT: Community Engagement Fund Round Two - 2020-2021

Recommendation

That the Board:

(1) notes that the Community Engagement Fund closed on 1 June 2021 and
10 applications were received;

(2) notes that four applications did not meet the criteria of the fund and/or the requests were ineligible and one organisation has agreed for their application to be considered in the next round of community engagement fund 2021-2022;

(3) notes that $300 was allocated in the first round of funding and there is $2,066 available to be allocated in this round;

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

(5) determines the funding to be granted through the Community Engagement Fund 2021-2022; and

(6) requests the recipients of the Eastbourne Community Engagement Fund attend a future Community Board meeting once their project has been completed.

Purpose of Memorandum

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

Background

Community Engagement Fund

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

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

4. The fund was advertised through elected members, as well as also through Council’s online grants system.

5. This time organisations were able to make applications through Council’s website.

6. A total of 10 applications were received. Four applications did not meet the criteria of the fund and/or the requests were ineligible and one application is to be carried over to the next round of funding.

7. The eligible applications to be considered are as follows:

	Organisations	Event/Activity	Project Cost	Request
1	Lowry Bay Residents Association	Purchase of materials to install a nest swing with wooden frame	$20,000	$500
2	Days Bay Playcentre	Purchase of office supplies, photo printer, stationery, shelving for the office	$465	$465
3	Mahina Bay Residents Association	Purchase an AED (defibrillator) from Wellington Free Ambulance to be housed on site in Mahina Bay	$3,765	$3,765
4	Point Howard Association	Purchase of building materials for the Point Howard Community Garden (for water tap at the garden and to build a raised bed for berry plants and bushes)	$583	$583
5	Historical Society of Eastbourne Inc	Purchase specialised archive packaging materials in which to store and preserve their large collection of local history items.	$853	$853
		Total Eligible Requests		$6,166

Does not meet the criteria of the Fund and/or request is ineligible:

6	East Harbour Kindergarten
7	Muritai School
8	Sing Eastbourne
9	Rona Bay Lawn Tennis Club Inc

Next Financial Year – because the event is to be held in July 2022

10	Eastbourne Scout Group

8. Applications six-nine have been contacted and advised accordingly and advice has been offered regarding other potential funding possibilities within Council as well as external funders.

9. The Board has $2,066 available to be allocated in Round 2 of the Community Engagement Fund. Any unspent funds are not allowed to be carried over to the new financial year.

10. Eligible Community Engagement Fund applications presented in this round request a total of $6,166.

Appendices

There are no appendices for this Memorandum.

Author: Debbie Hunter

Community Advisor Funding and Community Contracts

Approved By: Melanie Laban

Head of Community Projects and Relationships

Eastbourne Community Board

Submission Long Term Plan 2021-2031

The Eastbourne Community Board supports the key priorities of the 2021-2031. Of particular importance to this community is the proposed investment in water infra- structure and the recognition of the seriousness of the threat of climate change to our community.

Infrastructure strategy – we support Option I and the key priorities set out in the LTP document. We see the reduction in water consumption and support the introduction of both water meters and rain water tanks in new builds as key parts of this strategy.

We support all proposals to reduce carbon emissions. The Eastbourne community has said clearly in the 2014 Community Survey that this and the Eastern Shared path are the top concerns for the Eastbourne and Bays. The issue has become even more urgent in the years since this survey.

Petone wharf- we recognise the wharf’s heritage value to the area, its potential value as part of Great Harbour Way network and any possible future role in ferry transport/ cycling etc

Naenae Pool – this is an amenity rather than infrastructure, but we recognize its important to Naenae and its popularity within the whole Wellington and Wairarapa region, including kids from Eastbourne.

Transport – support option 1

Specifically the cross valley link and cycling and micromobility programme. We support improved connections in the cycle link and the extension of the cycle network.

Environment

We support the goal of achieving carbon zero by 2050 and the proposed plans to achieve this as part of the actions necessary to achieve the goal.

Waste – if there’s any budget left from the change of bin proposal use we would like to see it put towards improving green waste options rather than decreasing the price of current services.

Riverlink – we support it in particular for its future role in reducing dependence on cars and promoting active transport

Libraries

The Eastbourne Community Board asks Hutt City to continue to recognize the important role of Eastbourne library and other Hutt City libraries as essential community assets. The Eastbourne library plays an important role as a place that makes books available to all residents both physically and online. It is also a community hub for meetings, children’s activities, adult education through such activities as senior net, sharing history and promoting local issues.

We support the funding allocation to libraries and would like to be sure it is not reduced as a proportion of council budget.

Water fountains with bottle refill function

A supply of drinking water in outdoor public areas is increasingly being seen as

(i) A public health issue due to the need to reduce the consumption of sugary drinks by re-normalizing water as the drink of choice

(ii) An environmental issue - as drinking fountains with a bottle re-fill function are a key tool in reducing the number of single use plastic bottles

We urge Hutt City to set a target of 50% ( 100% would be even better)of sports fields and playgrounds to have drinking fountains with bottle refill function installed within 5 years.

Very local cycling/walking/shared paths

Unsurprisingly, we are delighted with the consent given for the Eastern Shared Path and Council’s continued commitment to the project.

We would like to signal several smaller scale projects that will complete the vision of the Great Harbour Way.

Shared Pathway Maire St – a survey of the trial of a shared pathway at the end of Maire St from the cricket ground to the esplanade has shown widespread support for this to become permanent. We appreciate officers’ support for this small scale but important project. This area would also be much safer if the two power poles in the parking area could be removed. There have been several accidents involving these poles in the last year. We support council officer’s investigation into moving this forward and would like funds to be made available for this to be done.

Williams Park Management Plan and the continuation of Eastern Shared Path through Days Bay. Council is currently consulting on the development of Williams Park over the next 10 years. Any plans for Williams Park must take into account future needs of the continuation of the Eastern Shared Path through Days Bay. The linking of the Shared Path north and south of Days Bay by needs urgent planning.

Plan for continuation of Eastern Shared Path from Windy Point to Burden’s Gate

The vision of the Great Harbour Way, now so much closer with the funding approved for Petone to Ngauranga, has always included a pathway from Windy Point Eastbourne through Burden’s Gate and round the coast to link with the Wainui Coast Rd.

It is important that this path is planned now to ensure that any projects by any departments of council do not intrude on areas that might be part of this future path.

Prepared by Virginia Horrocks ( Chair) for the Eastbourne Community Board

Eastbourne Community Board

08 June 2021

File: (21/733)

Report no: ECB2021/3/78

Democracy Advisor's Report

1. The purpose of the report is to update the Board on items of interest and to seek approval for the Chair to attend an upcoming conference.

Recommendations

That the Board:

(1) receives and notes the report;

(2) retrospectively approves expenditure of $1,953.85 inclusive of GST from the Board’s training budget for the Chair to attend the ‘Climate Change Towns and Communities’ conference; and

(3) notes that the Chair will provide a post-event report at its next meeting in November 2021.

Climate Change and community engagement conference:

2. The Chair is seeking retrospective approval from the Board to attend a Climate Change and Community Engagement conference to be held in Wellington 23-24 August 2021. Members were informally consulted prior to the registration fee of $1,953.85 being paid. The conference programme can be viewed at: https://www.conferenz.co.nz/events/climate-sensitive-towns-communities

Consultation and community engagement:

3. Draft Management Plan for William’s Park

Council is currently creating a draft management plan for Williams Park, Days Bay based on feedback received earlier this year. Once the plan is complete in July 2021, residents will be asked for further feedback on the plan. See https://haveyoursay.huttcity.govt.nz/williams-park-management-plan for more information.

4. Online feedback wanted

Council is looking for residents to join an online panel to get public feedback on a range of issues and policies affecting Lower Hutt: http://www.huttcity.govt.nz/Your-Council/Have-your-say/hutt-city-views/

5. District Plan Review

Council is still keen to receive your ideas, concerns and suggestions on the District Plan as it is reviewed. Go to: https://haveyoursay.huttcity.govt.nz/district-plan-review to have your say.

Council’s Long Term Plan 2021-2031

6. The Long Term Plan 2021-31 engagement period has concluded. Council received over 900 pieces of feedback including from social media, letters, emails and on post-it notes at community meetings. This year saw a significant increase in feedback from rangatahi due to changes to Council’s modes of engagement. On 9 June 2021 Council met to agree final decisions. On 30 June 2021 Council will consider the Long Term Plan and set the rates. A summary of the engagement feedback received can be viewed here: http://iportal.huttcity.govt.nz/Record/ReadOnly?Tab=31&Uri=5906875

Taonga Tuku Iho - Heritage Policy

7. Council’s Policy, Finance and Strategy Committee considered the revised draft Heritage Policy on 27 April 2021. The Policy was approved by Council on 1 June 2021. The Taonga tuku iho – Heritage Policy is available publicly.

Les Dalton Dog Park has opened

8. A new dog park in Wainuiomata opened on 15 May 2021 just off Waiu Street. Council agreed in April to name the park after Les Dalton, who was the manager of Animal Services and worked in animal control for 44 years. The park is fenced, and contains natural spaces and walkways, with a small beach by the stream for dogs to swim in, and a dog wash area near the entrance. There is also an area for smaller dogs.

2020/21 Administration and Training Budget

9. A breakdown of expenditure is attached as Appendix 1 to the report. The Board is allocated $8,000.00 per annum, comprised of:

- Miscellaneous Administration $5,000

- Training $3,000

10. The following is the Board’s expenditure to 31 May 2021:

Miscellaneous budget			$5,000.00
Expenditure	- Advertising - Venue Hire - Greenwood Park opening - Annual Walkaround - ANZAC commemorations	$2,829.69 $390.00 $132.20 $380.60 $150.00
Total expenditure		$3,882.49
Balance remaining			$1,117.51

There has been no expenditure from the Board’s $3,000 Training Budget. The cost of the Climate Change and Community Engagement conference will come from the Board’s training budget in June 2021.

Appendices

No.	Title	Page
1 ⇩	Eastbourne Community Board expenditure to May 2021	28

Author: Judy Randall

Democracy Advisor

Reviewed By: Kate Glanville

Senior Democracy Advisor

Approved By: Kathryn Stannard

Head of Democratic Services

Our Reference 21/940

TO: Chair and Members

Eastbourne Community Board

FROM: Virginia Horrocks

DATE: 16 June 2021

SUBJECT: Maire Street Car Park Shared Path

Recommendation

That the Board notes and receives the memorandum.

Purpose of Memorandum

1. The purpose of the memorandum is to present the results of a local survey on the Maire Street car park shared path trial.

Background

2. In mid-2020 the Eastbourne Community Board (ECB) was given permission to use unspent administration funds (around $3000) on a community project, with the proviso it was spent, or at least committed, by the end of the financial year (June 2020). A variety of projects were considered but the viable options were quickly narrowed down based on the cost and deadline. A trial shared path along the waterfront side of the Maire Street car park (south of Shortt Park) as shown in Appendix 1 to the memorandum was identified as the most viable option and Council agreed to action this.

3. Support for a path was raised by various users of the area, but others, especially some local residents, raised various concerns. The ECB undertook to complete a survey of users of the area following the trial and this was carried out recently. The results are summarised here. The full survey results will also be made available (no personal details were collected).

Who we surveyed

4. A total of 142 people were interviewed. About 80% identified as local (from the Eastern Bays) and the remainder were from outside the bays area. Ages were fairly equally split between over 65, 45-65, and under 45. Around 85% identified as walkers, 36% as cyclists and 24% as drivers (some selected more than one option). Cyclists were probably under represented as they were more difficult to intercept.

Results

5. Satisfaction with the shared path trial showed around 80% satisfied, 10% unsatisfied and 10% undecided. When asked if the pathway should be retained this increased to nearly 90% in favour and 10% opposed. Around 24% felt there were changes necessary to improve the pathway and these are summarised below.

Forms response chart. Question title: 1a. Satisfaction with shared path?. Number of responses: 142 responses.

Forms response chart. Question title: 2a. Retain shared path?. Number of responses: 142 responses.

Comments

Criticism ranged from the pathway being unnecessary, impact on parking and adjacent residents, path too wide and ugly (green). Most of the favourable comments were that it works well for walkers and cyclists, is a continuation of walkway, its width is good, and overwhelmingly its safer (especially for children). It is seen by some as a natural continuation of the current esplanade walkway and the recently approved shared path around the bays.

Suggestions

7. The predominant change suggested by many is the inclusion of bollards or some other physical barrier such as curbs and/or planting. Other changes suggested included improved access to Shortt Park, reducing the width somewhat (fairly balanced against those wanting the width retained) and marked car parking spaces (like supermarkets).

Conclusions

8. The retention of a shared path along the waterfront is well supported and should be retained. Safety is probably the main concern, with the inclusion of physical separation from cars as the main request. Better connection with the park and the esplanade is also highlighted. The impact on safe car parking is also a concern, with reduced turning areas creating issues for drivers and local residents.

Next steps

9. The ECB will take the results of the survey back to Council and ask them to consider how to implement a permanent shared path along the current route. They will be specifically requested to consider how to integrate the path with Shortt Park, probably by branching the current park path near the swings and across to the new path section. They will also be asked to consider how to add a physical barrier to increase safety and make the path more obvious, keeping in mind any visual impact. There does seem to be scope to move the path closer to the shoreline, freeing up more parking space while retaining the current popular width. Council will also be asked to consider ways to satisfy the local residents’ safety and access concerns regarding the parking area. The power poles that have featured in various vehicle accidents mark the boundary between Maire Street and Council reserve which the car parking occupies. Removal of these poles could resolve many concerns.

A copy of the survey, the results summary and individual reports (spreadsheet) are available on request from ECB.

Appendices

No.	Title	Page
1 ⇩	Maire Street carpark shared path - Appendix 1	36

Author: Virginia Horrocks

Chair

[1] This excludes sites that are considered high profile, significant on a city-wide basis due to their size and location, or where the site crosses ward or community boundaries.

[2] The Operational Guide for Urban Forest Plan is available from Council’s Parks and Recreation Division.

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