HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

POARI HAPORI O ŌKIWINUI
Eastbourne Community Board Meeting

 

 

27 September 2022

 

 

 

Pursuant to a requisition dated 21 September 2022 bythe Chair of the Eastbourne Community Board an extraordinary meeting of Council will be held
via Zoom on:

 

 

 

Thursday 29 September 2022 commencing at 2.00pm

 

Members of the public wishing to speak to an item on the agenda are asked to contact democraticservicesteam@huttcity.govt.nz

 

 

Membership

 

Virginia Horrocks (Chair)

Murray Gibbons

Belinda Moss

Bruce Spedding

Frank Vickers (Deputy Chair)

 

Deputy Mayor Tui Lewis

 

 

 

 

For the dates and times of Council Meetings please visit www.huttcity.govt.nz

 

Have your say

You can speak under public comment to items on the agenda to the Mayor and Councillors at this meeting. Please let us know by noon the working day before the meeting. You can do this by emailing DemocraticServicesTeam@huttcity.govt.nz or calling the Democratic Services Team on 04 570 6666 | 0800 HUTT CITY

 

 


 

 

 


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 city-wide implications, ie any effects of the decision cross a ward or community boundary or have consequences for the city as a whole, the matter will be decided by Council after seeking a recommendation from the relevant Community Board or (any ambiguity around the interpretation of “city-wide” will be determined by the Mayor and Chief Executive in consultation with the relevant 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 on local matters that affect the community they represent and raise with Council issues raised with them by their community and advocate on behalf of their community.

These delegations:

(a)         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;

(b)         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;

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

(d)         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;

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

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

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


DELEGATIONS

Decide:

·              Naming new roads and alterations to street names (in the Community Board’s area) within the provisions of Council’s Kaupapa Here Tapanga - Naming Policy 2022-2027.

·              Official naming of parks, reserves and sports grounds within the provisions of Council’s Kaupapa Here Tapanga - Naming Policy 2022-2027. Note 1

·              Removal and/or planting of street trees within the provisions of Council’s Operational Guide for Urban Forest Plan. 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 Council’s City Development Committee).

·              The allocation of funding from the Community Engagement Fund in accordance with Council’s adopted guidelines.

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

CONSIDER AND MAKE RECOMMENDATIONS TO COUNCIL ON:

·              Particular issues notified from time to time by Council to the Community Board.

·              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.

 

 


 

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 Gardens Division.


·              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 Bylaw 2005 Speed Limits, including the hearing of any submissions.

 

 

GENERAL FUNCTIONS

Provide their local community’s input 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.

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

·              Review Local Community Plans as required.

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 or Committee require formal endorsement by way of resolution.

Co-ordinate with Council staff:

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

Maintain:

·              An overview of roadworks, water supply, sewerage, stormwater drainage, waste management and traffic management for its local area.

·              An overview of parks, 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. The Community Response Plans will be reviewed on an annual basis.

Grant:

·              Local community awards.

·               

Promote:

·              Recreational facilities and opportunities in its area with a view to ensure maximum usage.Arts and crafts in its area.

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.

Endorse:

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


 

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.

 

    


                         1                                                       29 September 2022

HUTT CITY COUNCIL

 

Poari Hapori o Ōkiwinui

Eastbourne Community Board

 

Extraordinary meeting to be held via Zoom on

 Thursday 29 September 2022 commencing at 2.00pm.

 

ORDER PAPER

 

Public Business

1.       Opening formalities - Karakia Timatanga (22/2344)

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.

2.       APOLOGIES

No apologies have been received.

3.       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.

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.       Wellington Diocesan School for Boys Trust  - Licence to Occupy Reserve Land (22/2326)

Report No. ECB2022/4/197 by the Technical Officer Parks                                  10         

6.       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.

 

 

7.       Closing formalities - Karakia Whakamutunga (22/2345)

Unuhia!

Unuhia!

Unuhia i te uru-tapu-nui

Kia wātea, kia māmā

Te ngākau, te tinana, te wairua i te ara takatū

Koia rā e Rongo whakairihia ake ki runga

Kia wātea, kia wātea!

Ae rā, kua wātea!

Hau, pai mārire.

Release us from the supreme sacredness of our tasks

To be clear and free
in heart, body and soul in our continuing journey

Oh Rongo, raise these words up high

so that we be cleansed and be free,

Yes indeed, we are free!

Good and peaceful

 

 

 

 

 

 

Judy Randall

DEMOCRACY ADVISOR

 

 

 


                                                                                       1                                                29 September 2022

A black and white sign

Description automatically generated with medium confidenceExtraordinary Eastbourne Community Board Meeting

21 September 2022

 

 

 

File: (22/2326)

 

 

 

Report no: ECB2022/4/197

 

Wellington Diocesan School for Boys Trust  - Licence to Occupy Reserve Land

 

Purpose of Report

1.    The purpose of this report is to seek approval from the Board to issue the Wellington Diocesan School for Boys Trust Board with a new Licence to Occupy Reserves Land in an area of approximately 1500m2 for ten years. Issuing a new licence will enable the three tennis courts to be used by the school. The Board would cover the cost of replacing the artificial surface.

Recommendations

That the Board:

(1)     notes that the existing licence for three courts has expired and the Wellington Diocesan School for Boys Trust Board has asked Council to issue a new licence for three courts to enable the school to invest in a new artificial surface and provide their students with a fenced, flexible outdoor hard surface;

(2)     notes the proposal is consistent with Council’s Williams Park Management Plan, specifically the objective to provide high-quality service and facilities;

(3)     notes the proposal is consistent with Council’s Policy on Private Use of Public Land;

(4)     notes that in accordance with section 119 of Reserves Act 1977 Council has publicly notified its intention to issue a new licence to The Wellington Diocesan School for Boys Trust Board and notes that no submissions objecting to the proposed licence were received; and

(5)     agrees to the issuing of a new Licence to Occupy Reserve Land for three artificial turf courts to The Wellington Diocesan School for Boys Trust Board for a term of ten (10) years, with two (2) rights of renewal for a further five (5) years each for the proposed licence area of approximately 1500m2 as illustrated in Appendix 1 to the report.

For the reasons that the proposed licence benefits both the school and the community in that it provides the school and the community with 3 quality artificial turf courts, without requiring the Council to fund the replacement of the new artificial turf surface; this use aligns with the Williams Park Reserve Management Plan, which was publicly consulted on and  Council’s Policy on Private Use of Public Land.

 

Background

2.    The Wellington Diocesan School for Boys Trust Board (the School Board) requested that Council renew its existing Licence to Occupy Reserve Land, as the previous one was due to expire (and now has expired).  The leased areas covers three tennis courts (approximately 1500m2.)

3.    The School Board has held a licence with Council since 2003. The term was for nine years, with one right of renewal for a further nine years.

4.    The School Board is proposing to invest significantly in the upgrade of the courts at Williams Park. The proposal will essentially involve the resurfacing of the three synthetic (artificial) turf courts. 

5.    The proposed refurbishment will improve and broaden the function of the three courts while still making the area available for public use.  Currently, the public has access to three asphalt courts and three artificial turf courts which are marked for tennis use near the school.

Discussion
The School Board has a licence to use three courts at Williams Park during school hours.  This licence recently expired and is being managed on a month-by-month basis.  The school has requested a new licence.

6.    The School Board has a licence to use three courts at Williams Park during school hours.  This licence recently expired and is being managed on a month-by-month basis.  The school has requested a new licence.

7.    The proposal is to issue the  School Board with a new lease on similar terms as the previous one. In summary, the conditions would be:

a.       The school has priority use during school hours, 8:00 am to 3.30 pm and the school may agree to book the court out for others to use during this time at no charge.

b.       Public may use the courts before 8:00 am and after 3.30 pm during school terms and all-day weekends, school holidays and public holidays.

c.       The licence fee will be set in accordance with Council’s Public Use of Private Land Policy.

d.      Fencing, minor maintenance and repairs is a responsibility shared by Council and the school.

e.       The portable nets are provided by the school and will be maintained or replaced by the school at their discretion and expense.

f.       Simple signage will be installed on the exterior fence to set out when public and school use can occur.

g.       The school and their invitees will be responsible for presenting the courts tidily. This includes collecting rubbish, leaf litter and detritus.

h.      Apart from the artificial turf, the school is unable to improve the licence area or change or add features without prior approval from the Parks and Reserves team at Council.

8.    Although Williams Park does not have status under the Reserve Act 1977, the Council's position is that the site will be managed in accordance with the Reserve Act 1977. Consequently, a Reserve Management Plan was adopted in 2021.

9.    The Reserve Management Plan signals that Williams Park’s purpose is to provide for “open space and outdoor recreation values especially suitable for recreation and sporting activities, the physical welfare and enjoyment of the public and the protection of the natural environment and beauty of the countryside, including recreation tracks in the countryside.”

10.  The Reserve Management Plan sets out a community vision for Williams Park: “to preserve the character of the park and to enhance those amenities that will continue to promote Williams Park as a regional destination.”

11.  One of the objectives in the Reserve Management Plan is “To provide high-quality services and facilities.”

12.  The proposed refurbishment will improve and broaden the function of the courts while making the area available for public use.  Currently, the public has access to three asphalt courts and three artificial turf courts, which are marked for tennis use, at the north-east end of Williams Park.

13.  There are four publicly available grass courts at the south end of Williams Park near the intersection of Marine Drive and Moana Road. In total, there are ten tennis courts available at Williams Park.

14.  The proposal to issue a licence for three courts is beneficial to the community because three good-quality artificial turf courts will be available for public use outside school hours, with the school covering the cost of renewing the artificial surface.

Options

15. The Board could agree to the proposal and proceed with issuing The School Board a new Licence to Occupy Reserve Land. This is supported by officers given there is no impact on the park and is consistent with Council’s Williams Park Management Plan and the Policy on Private Use of Public Land. Additionally the school plans to upgrade the courts to a higher service level than Council would currently provide.

 

16. Alternatively, the Board could reject the proposal. The school would need to remove the old artificial turf. Council would then need to take on the responsibility for the repair and renewal of the three courts. The surface would be returned to asphalt.

Climate Change Impact and Considerations

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

18.  Council has a target of being carbon neutral by the year 2050.  Parks and Reserves contribute to the net zero goal by providing and maintaining open space where development is limited or prohibited, managing flora that provides carbon sequestration, managing foreshores and esplanades to provide buffers for sea-level rise, and encouraging people to experience nature and educate themselves on the importance of ecosystem services. The team also contributes by implementing sustainable, eco-friendly practices in the management of assets and contracts. This proposal does not significantly impact our ability to achieve this goal. This lease renewal has no significant impact on Council’s strategic goal relating to climate change.

Consultation

19. In accordance with the Reserves Act 1977 Council has publicly notified its intention to issue a new licence to the School Board. A copy of the public notice posted in the Hutt News and Eastbourne Herald is attached to the report as Appendix 2 to the report, with seven (7) submissions received. No submitters objected to this proposal.

20. A copy of this report has been provided to the Eastbourne Community Board, Days Bay Residents’ Association and The Wellington Diocesan School for Boys Trust Board.

Legal Considerations

21.  The proposal to issue this licence falls within the authority of this Board.

22.  The process of notifying Council’s intention to consider issuing a new licence meets the requirements of the Reserves Act 1977.

Financial Considerations

23.     The school is investigating three artificial turf products.  The cost of supplying and installing the new surface will be between approximately $90,000 to $120,000.  The school would be responsible for this expense. 

24.     The artificial surface will require ongoing maintenance.  The cost of this would be covered by Council and the cost of this would be approximately $7,000.00 annually.  There is sufficient budget in the Sportsgrounds Operational Budget to cover this.

25.     If the licence area is not issued to the School Board, Council would still need to cover the cost of the ongoing maintenance of the asphalt surface of the courts, supply of nets and line marking. Council would also need to cover the cost of repairing and renewing the courts as the asphalt wears. Until the artificial turf fabric is removed, officers will not be able to assess the underlying asphalt surface.

26.     The licence fee will be approximately $31.26 per annum. This is consistent with the reserves rental formula.

Other Considerations

27.     The proposal is consistent with Council’s Williams Park Management Plan and the Policy on Private Use of Public Land.  The proposed use of the licence area for artificial turf surface courts is consistent with the principles set out in both documents.

Appendices

No.

Title

Page

1

Appendix 1: Proposed licence area

15

2

Appendix 2: Public notice

16

     

 

 

 

 

 

Author: Justin Arthur

Technical Officer Parks

 

 

 

 

 

 

Reviewed By: Kelly Crandle

Head of Parks and Reserves

 

 

 

Approved By: Andrea Blackshaw

Director Neighbourhoods and Communities

 


Attachment 1

Appendix 1: Proposed licence area

 

 

Map

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Attachment 2

Appendix 2: Public notice

 

Text, letter

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