HuttCity_TeAwaKairangi_SCREEN_MEDRES

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.

21 6 July 2021

HUTT CITY COUNCIL

Eastbourne Community Board | Poari Hapori o Ōkiwinui

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

Tuesday 6 July 2021 commencing at 7.15pm

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

APOLOGIES: There were no apologies.

IN ATTENDANCE: 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.

Mayor's Address

The Chair noted Mayor Barry’s apology. She read the Mayoral Statement, attached as pages 8-9 to the minutes.

Presentation by a Councillor of Greater Wellington Regional Council (GWRC)

Cr Prue Lamason provided an update to members as follows:

The tender process was beginning for the airport bus service between Wellington Railway Station and Wellington Airport. The new service would use ‘real time’ timetable information and integrated ticketing with good regional connectivity to the service. A competition with schools was being considered to help select a name for the new service.
Consent applications for RiverLink work would be lodged on 2 August. GWRC would be retaining the right to extend the Melling Line northwards in future years. RiverLink work was scheduled to commence by late 2022.
The GWRC Long Term Plan was approved with relatively low average rates increases. Funding for biodiversity, predator free areas, regional parks and the Whaitua programme was included in the LTP. Wellington Harbour had a severe problem with sediment in the harbour that needed addressing.
A 1080 drop had recently taken place in the Akatarawa Forest Park. There was a possibility possum carcases could wash downstream in heavy rain and onto beaches which could pose a risk to dogs.

Deputy Mayor Lewis provided an update on the work of the GWRC initiated Whaitua Committee (the Committee). She highlighted the Committee had drafted a report with recommendations that would be incorporated into the National Policy Statement for Fresh Water Management. She said the Committee had been tasked with finding ways to ensure fresh water was taken in clean and returned clean to the environment without polluting waterways.

5. CONFLICT OF INTEREST DECLARATIONS

Ms Moss declared a conflict of interest in relation to Item 8, the application by the Lowry Bay Residents’ Association. She did not take part in any discussion or voting on the application.

Mr Gibbons declared a conflict of interest in relation to Item 8, the application from the Historical Society of Eastbourne. He did not take part in any discussion or voting on the application.

6. Minutes

Resolved: (Ms Horrocks/Mr Gibbons) Minute No. ECB 21301

“That the minutes of the meeting of the Eastbourne Community Board held on Tuesday, 29 June 2021, be confirmed as a true and correct record.”

Election of the Deputy Chair (21/736)

Memorandum dated 11 May 2021 by the Democracy Advisor

The election of Deputy Chair was determined by lot between Mr Spedding and Mr Vickers. Ms Moss used the toss of a coin to determine the outcome.

Mr Spedding won the toss and was appointed Deputy Chair.

Resolved: (Mr Vickers/Mr Spedding) Minute No. ECB 21302

“That the Board:

(1) notes that the Deputy Chair for the 2019-2022 triennium is selected on a rotational basis; and

(2) elects Mr Spedding to the position of Deputy Chair from 6 July 2021 until the first or second meeting of the Board in 2022.”

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

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

Ms Moss declared a conflict of interest and did not take part in any discussion or voting in regard to the application from the Lowry Bay Residents’ Association.

Mr Gibbons declared a conflict of interest and did not take part in any discussion or voting in regard to the application from the Historical Society of Eastbourne.

The Chair advised that members had considered the applications and had agreed on recommendations. She explained the reasons for the recommendations as follows:

An allocation of the full sum requested was recommended for the Historical Society of Eastbourne and the Point Howard Association as their applications fulfilled the requirements for this fund, had clear community benefits and certainty of being used, as outlined in the application.

An allocation of $300 was recommended for the Lowry Bay Residents’ Association (the Association) since it was noted the project was in its early stages and did not yet have Council approval. The Association was invited to apply for further funds the following year when more details of the project were finalised. Members noted the request was for $900 rather than the $500 listed on the Order Paper.

An allocation of $300 was recommended for the Days Bay Playcentre for storage bins and a photo printer since these items fulfilled the requirements of the fund.

The application from the Mahina Bay Residents’ Association (the Association) had not been considered since the Association had received funding from an alternative source since applying.

Resolved: (Ms Horrocks/Mr Spedding) Minute No. ECB 21303

“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) approves the application from the Lowry Bay Residents’ Association for $330 for the purchase of materials to install a nest swing with a wooden frame;

(6) approves the application from the Days Bay Playcentre for $300 for the purchase of storage bins and a photo printer;

(7) approves the application from the Point Howard Association for $583 for the purchase of building materials for the Point Howard Community Garden;

(8) approves the application from the Historical Society of Eastbourne for $853 for the purchase of specialised archive packaging materials in which to store and preserve local history items;

(9) does not consider the application from the Mahina Bay Residents’ Association for $3,765 for the purchase of an AED (defibrillator) as the Association had since received alternative funding for the project; and

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

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

Memorandum dated 8 June 2021 by the Democracy Advisor

The Chair agreed to discuss the provision of water fountains in outdoor public areas with Council officers and report back to Board members.

Resolved: (Ms Horrocks/Ms Moss) Minute No. ECB 21304

“That the Board:

(1) notes that a submission in respect of Hutt City Council’s Draft Long Term Plan 2021-31 requires the Board’s retrospective endorsement; and

(2) endorses its submission attached as Appendix 1 to the memorandum.”

10.

Democracy Advisor's Report (21/733)

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

The Chair advised she would report back on the ‘Climate Sensitive Towns and Communities’ Conference at the Board meeting in November 2021.

Resolved: (Deputy Mayor Lewis/Mr Vickers) Minute No. ECB 21305

“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.”

11.

Chair's Report (21/758)

Report No. ECB2021/3/79 by the Chair

Speaking under public comment, Ms Diane Cheyne, representing the Days Bay Residents Association (the Association), expressed appreciation for the new Days Bay wharf and was looking forward to viewing the design for its shelter. She said she was still waiting for a response on the Association’s feedback on the Williams Park Tennis Courts from Council’s Asset Manager, Parks. She expressed approval for the proposed design of Williams Park that had been presented to the Days Bay Residents Association by Council’s Parks, Reserves and Recreation Planner. She advised a person had been hit by a car on the pedestrian crossing near the Chocolate Fish cafe in Days Bay and asked for action to improve pedestrian safety at the crossing.

Mr Gibbons responded that it was possible there could be some funding for art work for the new Days Bay wharf shelter.

The Chair advised Council’s Traffic Engineer – Network Operations was working on safety improvements to the pedestrian crossing in Days Bay. She said the public information afternoon on the shared path would be held in the Muritai School Hall from 1pm – 4pm in late July.

Resolved: (Ms Horrocks/Mr Vickers) Minute No. ECB 21306

“That the report be noted and received.”

12.

Hutt City Local Alcohol Policy (21/938)

Memorandum dated 15 June 2021 by the Chair

Resolved: (Ms Moss/Mr Gibbons) Minute No. ECB 21307

“That the Board requests Council amends the Hutt City Local Alcohol Policy to introduce a cap of two off-licences in the Eastbourne area.”

13. Information Items

Maire Street Car Park Shared Path (21/940)

Memorandum dated 16 June 2021 by the Chair

Mr Vickers advised that Board members were now working with Council officers to implement a permanent shared path through the Maire Street car park.

The Chair thanked Mr Spedding for his work on the project.

Resolved: (Ms Horrocks/Mr Vickers) Minute No. ECB 21308

“That the Board notes and receives the memorandum.”

14. Reports from representatives on local organisations

Report Back from Representatives on Local Organisations (21/936)

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

Okiwi Trust

The Chair advised that the Okiwi Trust co-ordinator had resigned and a new co-ordinator was being sought. She noted the role had expanded over the past few years and a new job description was being created.

Eastbourne Youth Workers Trust

Mr Spedding reported the youth group was experiencing strong attendances of 20-30 each week.

Community Emergency Response Group

Mr Spedding reported that Council’s Emergency Management Lead would be meeting with the group this week. He noted a Wellington Region Emergency Management Office (WREMO) officer had already met with the new principal of Wellesley College.

Eastbourne and Bays Community Trust (the Trust)

Mr Gibbons reported that at the Trust’s recent AGM, the secretary had retired and added a new secretary was being sought. He said this year the Trust had received good returns from its investments and had been able to award additional scholarships.

Vibrant Village

Mr Gibbons advised plans for the historic Eastbourne police cell block (the block) were being developed. He noted that he was waiting on the support of the Historical Society of Eastbourne in order to go ahead. He asked for members’ approval in principle. He had requested financial assistance from Council to transport the block from the Menzshed to Rona Bay Wharf and provide electricity. He said the block would be gifted to Council and Council would be responsible for the building’s future maintenance. He added the Historical Society of Eastbourne would refurbish the building but might require funding from Council to do this.

Mr Gibbons advised the new East by West electric ferry service was expected to be ready to operate by the third week of August. He noted it would have capacity for 135 passengers.

Mainland Island Restoration Operation (MIRO)

Mr Vickers advised fencing for the northern part of the Pencarrow Lakes was complete. He explained this would keep cattle out of the area.

15. QUESTIONS

Mr Vickers advised that land near Burdan’s Gate might be available to be converted to a bike pump track. He noted it would require an approved plan and funding from Council. Members expressed support for the plan.

Resolved: (Ms Moss/Ms Horrocks) Minute No. ECB 21309

“That the Board supports in principle a project to convert land near Burdan’s gate to a bike pump track.”

There being no further business the Chair declared the meeting closed at 8.15 pm.

V Horrocks

CHAIR

CONFIRMED as a true and correct record

Dated this 31st day of August 2021

June 2021 Mayoral Statement

Kia ora koutou katoa,

I hope you all have been keeping safe over the past week.

Once again, the recent COVID-19 scare we’ve had in Wellington is a reminder for all of us to stay vigilant.

As local leaders we must set a good example of public health behaviour for the people who live in our city.

Please continue to encourage our residents, especially the ones in your communities, to scan QR codes, wash and sanitise hands, and maintain social distancing.

Even though things are looking positive, remember to check on your friends and family, and encourage ‘local’. These are stressful times, particularly for our small businesses, and it’s important that we all continue to support each other.

LTP

Since the last community board meeting, Council has unanimously agreed to more than double its capital investment as part of its 10 year plan.

This is a massive milestone for the people of Lower Hutt, and it will allow us to front up to some of the biggest challenges we face by getting back to basics and investing in core infrastructure

82 per cent of submitters on our draft ten year plan said that we need to significantly increase our three waters investment. That’s why we’re investing $587 million to fix, replace, and service our pipes over the next ten years.

83 per cent of submitters said that it’s vital that we take a proactive approach to transport investment in our city. We will invest $406 million to support our transport and micromobility programme.

80 per cent of submitters agreed that we should build a new $68 million Naenae Pool so that it replicates the previous facility in size and function, along with innovation and efficiency.

Community visits

I also wanted to update you on what’s been happening in the community since we last met.

Late last May, we blessed the new housing development site, Takai Here Tangata, alongside our partners Te Āti Awa, Kahungunu Whānau Services, and Urban Plus Limited.

This partnership will deliver homes to help our local whānau into housing permanency, and make a small, yet important, difference in the face of Lower Hutt’s housing crisis.

I would like to congratulate the recent Queen’s birthday honour recipients from our city. They have made an enormous contribution to our city and country, and fully deserve the recognition they received. They are:

David John Appleyard for services to education
Bruce Henry Hart for services to education
Peter Ronald Horne for services to bowls and Paralympic sport
Shirley Audrey Lanigan for services to nursing
Peter Anthony Miskimmin for services to sports governance and public service
Benita Jane Robinson for services to the community
Vanessa Ann Taylor for services to bowls and the community

And finally, nine of our local businesses have been nominated for this year's Wellington Gold Awards. We know our city has hubs of business innovation and excellence, and I’m excited to continue visiting our local businesses who drive our city’s economy.

24 31 August 2021

Eastbourne Community Board

03 August 2021

File: (21/1226)

Report no: ECB2021/4/104

Democracy Advisor's Report

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

Recommendation

That the Board receives and notes the report.

Consultation and community engagement

2. Draft Management Plan for William’s Park

Council is currently consulting on its draft Management Plan for Williams Park, Days Bay that has been developed based on feedback received earlier this year. The feedback will be used to inform the final draft of the plan. To have your say go to https://haveyoursay.huttcity.govt.nz/williams-park-management-plan.

3. 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/

4. 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.

The Beltway Cycleway has opened

5. Stage 1 of the Beltway Cycleway has opened. It extends 6.5km from the River Trail in Taita to Waterloo Railway Station. This provides a safe cycling and micro-mobility connection across a major transport route in Lower Hutt. The next stage of the cycleway will stretch to Seaview where it will connect to the Wainuiomata Hill and Eastern Bays shared paths.

Assistance with local projects and initiatives

6. Council has dedicated experts who can provide advice on ideas and initiatives for community projects and events. See http://www.huttcity.govt.nz/Your-Council/Have-your-say/proposing-a-project/ for more information.

Flood hazard mapping

7. Wellington Water Ltd is modelling the likely impacts of extreme rainfall on the urban areas of Lower Hutt. The resulting stormwater flood hazard maps will show where waterways are most likely to breach their banks, where water moves across land during flooding and areas of ponding. The maps will provide information for forward planning of stormwater and other infrastructure and will be an important resource for civil defence planning. The work is expected to be complete by the end of 2021. See http://www.gw.govt.nz/flood-hazard-modelling for more information.

Rubbish and recycling update

8. Council is now seven weeks into the new residential kerbside service. There are still a few teething problems but the number of calls and emails are settling. There has already been a marked reduction in waste to landfill with green waste now going to Composting NZ and glass going to VISY. About seven tonnes of carbon have been saved in July with five electric trucks on the road and more electric trucks to be added in the weeks ahead. Officers encourage residents to use Council’s online form here to log requests.

2021/22 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 July 2021:

Miscellaneous budget			$5,000.00
Expenditure	- Venue Hire	s $80.00
Total expenditure		$80.00
Balance remaining			$4,920.00

There has been no expenditure from the Board’s $3,000 Training Budget.

Appendices

No.	Title	Page
1 ⇩	Appendix 1: Expenditure to 31 July 2021	25

Author: Judy Randall

Democracy Advisor

Approved By: Kathryn Stannard

Head of Democratic Services

Attachment 1

Chair's report 31 August 2021

Eastbourne Community Board

Chair’s Report 31 August 2021

Shared Path Community Information Day – 21 August

This event has been postponed. Organisers and design team thank the community for the continued enthusiasm and interest in the project. The community will be kept informed and a new date chosen at a later time.

Williams Park Management Draft Plan

The Board has been actively encouraging people to make submissions on the draft plan. Members have responded to some facebook comments and in conversations with residents. 25 August to answer questions. Submissions close 24 September.

Chair’s Report from Climate conference

This conference has been postponed until 18-19 October

Community action on water station – 5 September

Eastbourne residents are to be invited to try out the community water stations at Lowry Bay and Days Bay on 5 September. Water stations have been placed around the Wellington region but not trialled to see whether they are practical. We expect Wellington Water to enable residents to “have a go” to see what would be feasible in the event of an emergency.

Local Alcohol Plan
At the ECB meeting 6 July the Board passed the following recommendation to Council:

That the Eastbourne Community Board requests Hutt City Council to amend the Hutt City Local Alcohol Plan to introduce a cap of two off-licences in the Eastbourne area.

A Council officer advised that the current LAP runs until 2024:

It is possible to do an amendment earlier than that, but there needs to be a pretty strong evidence base of above-average harm from excessive or inappropriate alcohol consumption. That the LAP hearing panel that sat in 2016 did not include Eastbourne but selected six other areas in the city for an off-licence cap suggests that evidence that Eastbourne was a problem area was missing - at least at that time.

An officer for Council also commented:

It isn't currently due for review - due by 2024 so a likely start later in 2022/early 2023. Any amendment would probably require us to look at the whole policy.

Water fountain follow up from ECB LTP submission

In the Eastbourne Community Board submission to the LTP we requested Hutt City Council set a target of 50% ( or preferably 100%) of sports fields and playgrounds have drinking fountains with water bottle refill function installed within 5 years.

After a request from the Chair on the progress of this submission, officers responded:

Parks and Recreation do not currently have funding for the roll out of water fountains across our parks and sportsgrounds network although we do support the intent. We do consider and have been working with community groups, where similar concerns have been raised, to source funding to enable these installs to occur. Funding has largely come from Community Panels, Lions and Rotary Clubs.

In regard to sportsgrounds, water fountains have been installed at Fraser Park, Hutt Recreation Ground, Memorial Park, Naenae Park, Frederick Wise Park and Te Whiti Park using this method. We also consider provision of water fountains when we plan future capital development projects.

At this stage we do not have funding for a water fountain in Eastbourne.

In response to a request from resident John Welch (see minutes of 6 July), the Chair sent the following request for information to Council:

“Last summer the Eastbourne pool season was reduced from 16 weeks to 14, which a concerned resident has pointed out resulted in a financial loss to Council as well as a loss of amenity to the community. The reason given was Covid.

The Eastbourne pool website says the pool will re-open in late November but does not indicate the length of the season. Could we have confirmation that the 16 week season will be restored, taking advantage of the often lovely weather in March.”

The response from officers follows:

As part of Council’s Long Term Plan deliberations the shortened seasons introduced at all our Summer Pools following Covid 19 have been made permanent.

We do monitor weekly attendances at all our swimming pools and these continue to show a marked decline in attendances at Summer Pools throughout February. We previously provided a reply to the concerned resident mentioned above which clearly showed reducing seasons has saved costs across our pool network.

This coming summer the Eastbourne Pool season will run for 14 weeks from Nov 27 – March 6.

Virginia Horrocks (Chair)

MEMORANDUM 30 31 August 2021

Our Reference 21/1259

TO: Chair and Members

Eastbourne Community Board

FROM: Tyler Kimbrell

DATE: 09 August 2021

SUBJECT: Williams Park Management Plan Update

Recommendation

That the Board notes and receives the memorandum.

Purpose of Memorandum

1. To give an update on the Williams Park Management Plan consultation process.

Background

2. The second consultation period began 20 July 2021 and is set to conclude 24 September 2021.

3. Feedback can be sent to WilliamsPark@huttcity.govt.nz or at haveyoursay.huttcity.govt.nz

4. The draft plan is available at all Council libraries, at the ‘have your say’ webpage, or by request to williamspark@huttcity.govt.nz.

5. Every submitter that sent feedback for the first round has been notified of the draft plan.

6. Periodic social media posts are scheduled to occur until the end of consultation.

7. Approximately 70 submissions have been received between 20 July and 9 August. It is expected that many more submissions will be received towards the end of the submission period.

8. A number of themes have been raised to date in the submissions; a few of these are outlined below.

a. Playground: A playground has not been proposed in the management plan, but the development plan has identified a ‘play area.” This is simply an identification of an area where the majority of children currently play and is a good location for informal play as it’s close to the pavilion.

b. Macrocarpa Tree: The Macrocarpa tree will not be removed; it is a notable tree as identified in the District Plan.

c. Parking: Parking has also been a subject of some discontent. The majority of submissions that mention parking have objected to an increase in parking; in both development plans parking is either reduced or kept the same. The parking behind the pavilion in both options will not be utilised by park visitors and is instead reserved for service vehicles and employees. The potential development of this area will be assessed at a later date once it is understood how the space is likely to be utilised.

d. Pedestrian Crossing: Changing the pedestrian crossing would need additional road and traffic analysis against the NZTA Pedestrian planning and design guide, this has been identified in the management plan.

e. Shifting the Vehicle Entrance: People have been concerned that Kereru Rd is not wide enough with the Macrocarpa tree to support being the entry to the park. Widening of the road at the entrance would likely occur as part of the parking redesign and removal of the caretaker’s house.

9. The development plan has not identified all potential outcomes for the park; it expressly focuses on the car parking, caretaker’s house and duck pond. In-line with identified outcomes most of the park remains ‘as is’ in that the open space is retained and potentially increased with the proposed parking realignment.

10. Once all feedback has been received and assessed a revised management plan will be presented to the Board on 2 November, for final review and feedback, before formal adoption by Council.

Appendices

There are no appendices for this report.

Author: Tyler Kimbrell

Parks, Reserves and Recreation Planner

Reviewed By: Marcus Sherwood

Head of Parks and Recreation

Approved By: Andrea Blackshaw

Director Neighbourhoods and Communities

[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	Bruce Spedding (Deputy Chair)
Frank Vickers
Deputy Mayor Tui Lewis