HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

Poari Hapori o Pito-one 

Petone Community Board

 

 

28 November 2022

 

 

 

Order Paper for the Inagural Meeting

to be held in the

Petone Library, 7 Britannia Street, Petone,

on:

 

 

 

Monday 5 December 2022 commencing at 6.00pm

 

 

 

 

Membership

 

Board Member Elect M Fisher

Board Member Elect S Freeman

Board Member Elect M Henderson

Board Member Elect S Kuresa

Board Member Elect Matt Roberts

Board Member Elect K Yung

Deputy Mayor Tui Lewis

 

 

 

 

 

 

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

 

 


HUTT CITY COUNCIL

 

Poari Hapori o Pito-one |Petone Community Board

 

Inagural Meeting

to be held in the Petone Library, 7 Britannia Street, Petone on

 Monday 5 December 2022 commencing at 6.00pm.

 

ORDER PAPER

 

Public Business

 

1.       He Mihi

Aio ki te Aorangi

Aroha ki te Aorangi

Koa ki te Aorangi

Pono ki te Aorangi

Peace to the universe

Love to the universe

Joy to the universe

Truth to the universe

Nā Rangimarie Rose Pere

2.       APOLOGIES

No apologies have been received.

2.       Mayor's Statement (22/2577)

Verbal address by Mayor Barry

3.       Statutory Declarations (22/2475)

4.       Election of Chair and Deputy Chair (22/2468)

a)           System of Voting

   Clauses 25 & 37, Schedule 7 of the Local Government Act 2002 require that           a community board must determine by resolution that a person be elected or appointed chairperson and deputy chairperson by using one of the           following systems of voting:

   System A –

(a)          requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority present and voting; and

(b)          has the following characteristics:

(i)    there is a first round of voting for all candidates; and

(ii)   if no candidate is successful in that round there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(iii)  if no candidate is successful in the second round there is a third, and if necessary subsequent, round of voting from which, each time, the candidate with the fewest votes in the previous round is excluded; and

(iv)  in any round of voting, if 2 or more candidates tie for the lowest number of votes, the person excluded from the next round is resolved by lot.

   System B –

(a)          requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b)          has the following characteristics:

(i)    there is only 1 round of voting: and

(ii)   if 2 or more candidates tie for the most votes, the tie is resolved by lot.

b)           Election of Chair

c)            Election of Deputy Chair

5.       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.

6.       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.  

7.       Statutory Briefing (22/2467)

Report No. PCB2022/5/213 by the Solicitor                                                            5

9.       Interim Community Board Delegations (22/2572)

Memorandum dated 28 November 2022 by the Democracy Advisor                   16

10.     Petone Community Board Community Engagement Fund (22/2571)

Report No. PCB2022/5/214 by the Community Advisor Funding and Community Contracts                                                                                                                                27

11.     Democracy Advisor's Report (22/2469)

Report No. PCB2022/5/15 by the Democracy Advisor                                         30


 

12.     Information Items

             School Speed Zones/Petone (22/2581)

Information to be separately circulated.

13.     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.

 

 

 

 

Katherine Davey

DEMOCRCY ADVISOR

 

 


                                                                                       6                                                  05 December 2022

A black and white sign

Description automatically generated with medium confidencePetone Community Board

03 November 2022

 

 

 

File: (22/2467)

 

 

 

 

Report no: PCB2022/5/213

 

Statutory Briefing

 

Purpose of Report

1.    The purpose of this report is to provide members with a general explanation of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987 and other laws affecting members.

Recommendations

That the Board notes the legislative provisions affecting members.

 

Background

2.    It is a requirement of clause 21 of Schedule 7 of the Local Government Act 2002 that the business to be conducted at the first meeting following a triennial general election contains a general explanation of laws affecting members.

3.    Legislation of relevance to members includes:

(a)   Local Government Act 2002;

(b)   Local Government Official Information and Meetings Act 1987;

(c)   Local Authorities (Members’ Interests) Act 1968;

(d)   Sections 99, 105 and 105A of the Crimes Act 1961;

(e)   Secret Commissions Act 1910;

(f)    Financial Markets Conduct Act 2013; and

(g)   Public Audit Act 2001.

Local Government Act 2002

4.    The Local Government Act 2002 (the Act) is the primary piece of legislation governing local authorities and how they carry out their functions.

5.    The Act contains specific provisions in relation to the functions carried out and services offered by local authorities and the powers that local authorities have.

6.    It also sets out key generally applicable provisions about decision-making and governance by local authorities. These general provisions are discussed below.

Purpose of the Act

7.    The purpose of the Act is to provide for a democratic and effective local government that recognises the diversity of New Zealand communities. The Act:

(a)   states the purpose of local government;

(b)   provides a framework and powers for local authorities to decide which activities they undertake and the manner in which they will undertake them;

(c)   promotes the accountability of local authorities to their communities; and

(d)   provides for local authorities to meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

8.    The Act also sets out principles and requirements for local authorities that are intended to facilitate participation by Māori in local authority decision­ making processes. This is to recognise and respect the Crown's responsibility to take appropriate account of the principles of the Treaty of Waitangi and to maintain and improve opportunities for Māori to contribute to local government decision­ making processes.

Purpose of Local Government

9.    Section 9 of the Act states that the purpose of local government is:

(a)  to enable democratic local decision­-making and action by, and on behalf

of, communities; and

(b)  to promote the social, economic, environmental, and cultural well-being

of communities in the present and for the future.

10.  A local authority must exercise its powers wholly or principally for the benefit of its district.

11.  In performing its role, a local authority must act in accordance with the following principles, set out in section 14:

(a)   conduct its business in an open, transparent and democratically accountable manner;

(b)   give effect to its identified priorities and desired outcomes in an efficient and effective manner;

(c)   make itself aware of, and should have regard to, the views of all of its communities; and when making a decision, take account of:

·     the diversity of the community;

·     the community's interests, within its district or region;

·     the interests of future as well as current communities; and

·     the likely impact of any decision on these interests;

(d)   provide opportunities for Māori to contribute to its decision­ making processes;

(e)   collaborate and co­operate with other local authorities and bodies as it considers appropriate to promote or achieve its priorities and desired outcomes, and make efficient use of resources;

(f)    undertake any commercial transactions in accordance with sound business practices;

(g)   ensure prudent stewardship and the efficient and effective use of its resources in the interests of its district or region; and

(h)   in taking a sustainable development approach, a local authority should take into account:

·     the social, economic, and cultural interests of people and communities;

·     the need to maintain and enhance the quality of the environment; and

·     the reasonably foreseeable needs of future generations.

Governance principles

12.  Section 39 of the Act states a local authority must act in accordance with the following principles in relation to its governance:

(a)   ensure that the role of democratic governance of the community, and the expected conduct of elected members, is clear and understood by elected members and the community;

(b)   ensure that the governance structures and processes are effective, open and transparent;

(c)   ensure that, so far as is practicable, responsibility and processes for decision­ making in relation to regulatory responsibilities are separated from responsibility and processes for decision-making for non­-regulatory responsibilities;

(d)   be a good employer; and

(e)   ensure that the relationship between elected members and management of the local authority is effective and understood.


 

Appointment of Chief Executive

13.  Section 34 of the Act requires the local authority to appoint a Chief Executive who has specific responsibilities set out in the Act. In particular the Chief Executive’s role is to implement the local authority’s decisions, the management of the local authority and the employment of staff.

Liability of Members

14.  Local authority members (and committee, community board or other subordinate decision­ making bodies of that local authority) are generally covered for any claims against them in their role as local authority members. This does not cover directors of council controlled organisations carrying out that role.

15.  The Act sets up protections for the local authority’s assets by making members liable for a loss by the local authority (i.e., when the local authority’s money is unlawfully spent, or an asset is unlawfully sold). However, there are a number of defences to this, for example, that the member did not know or did not agree to the actions or that they voted against the actions or relied on reports and/or financial data.

Community Boards

16.  Section 295 of the Act provides for the establishment and governance of community boards.

17.  A community board, is an unincorporated body, and is not a local authority or a committee of the relevant territorial authority.

18.  The role of a community board is to:

(a)   represent, and act as an advocate for, the interests of its community;

(b)   consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board;

(c)   maintain an overview of services provided by the territorial authority within the community;

(d)   prepare an annual submission to the territorial authority for expenditure within the community;

(e)   communicate with community organisations and special interest groups within the community; and

(f)    undertake any other responsibilities that are delegated to it by the territorial authority.

Planning, decision making and accountability

19.  Part 6 of the Act sets out provisions relating to planning, decision­ making, and accountability.  The key elements are:

(a)   understanding options;

(b)   community views and the principles that apply to local authorities;

(c)   the processes that allow for opportunities and the encouragement of Māori participation;

(d)   the local authority must inform itself in a way that is appropriate to the significance of the issue before making any decision on it; and

(e)   the more significant the issue the more thorough the level of analysis required.

Consultation Requirements

20.  Section 82 of the Act sets out principles of consultation and when the special consultative procedure is to be used. As noted above, the local authority must inform itself in a way that is appropriate to the significance of the issue. The Act sets out specific decisions that require the use of the special consultative procedure. These include the Long Term Plan (LTP) and the making of bylaws.

Planning

21.  Councils must produce an annual plan and an annual report. In the years a local authority is not required to produce a LTP it must produce an Annual Plan.

22.  The Annual Plan links the LTP to the annual budgeting process (including the setting of rates). The Annual Plan must include:

(a)   a proposed annual budget;

(b)   a funding impact statement for the year;

(c)   forecast financial statements for the year;

(d)   service levels and performance measures; and

(e)   details of any changes to the LTP.

23.  The Annual Report must include amongst other things:

(a)   the results of any monitoring of community outcomes done during the year (this must be done at least once every three years); and

(b)   details of the financial and non-financial performance of the local authority.

24.  The Act also sets out requirements around council financial requirements. A Council is required to maintain a balanced budget and to have in place a number of specific financial policies.

Local Government Official Information and Meetings Act 1987

25.  The Local Government Official Information and Meetings Act 1987 (LGOIMA):

(a)  makes official information held by local authorities more freely available;

(b)  provides for proper access by each person to official information relating to that person which is held by local authorities;

(c)  provides for the admission of the public to meetings of local authorities;

(d) protects official information held by local authorities and the deliberations of local authorities to the extent consistent with the public interest and the preservation of personal privacy; and

(e)  establishes procedures to achieve the above purposes.

Requests for Information

26.  The main principle of the LGOIMA is that information must be made available unless there is a good reason for withholding it.  Valid reasons for withholding information are set out in sections 6, 7, 8 and 17 of the LGOIMA, and include:

(a)   providing the information would prejudice the maintenance of the law or endanger the safety of any person;

(b)   protecting the privacy of individuals;

(c)   preventing the disclosure of a trade secret or prejudice to the commercial position of the supplier or subject of the information;

(d)   enabling the local authority to conduct its affairs without improper pressure or harassment;

(e)   providing the information requested cannot be achieved without substantial collation or research; and

(f)    the request is frivolous or vexatious or the information requested is trivial.

27.  A local authority is entitled to charge a fee for providing official information.

28.  If an applicant’s request for information is refused, they are entitled to complain to the Ombudsman and seek an investigation and review of the refusal.

Attendance of the Public at Meetings

29.  Members of the public are entitled to attend meetings of the local authority.

30.  LGOIMA sets out provisions regarding the public notification of meetings and the rights of members of the public to inspect agendas and associated reports.

31.  Local authorities are entitled to exclude the public from part or all of a meeting provided the reasons for doing so are explained.  Valid reasons for excluding the public under section 48 of LGOIMA include:

(a)   good reason for withholding information in terms of sections 6 or 7 exist (Note: Section 7(2)(f)(i) is not included);

(b)   disclosure would be contrary to another enactment;

(c)   the meeting is considering a recommendation from the Ombudsman; and

(d)   right of appeal lies to any Court or Tribunal.

32.  In addition to the provisions of LGOIMA, Council is also required by clause 27 of Schedule 7 of the Local Government Act 2002 to adopt a set of Standing Orders for the conduct of meetings. Council in 2003 adopted Standing Orders that reflect the provisions of the New Zealand Standard Model Standing Orders, customised to meet the particular requirements of Hutt City Council. Clause 16 of Schedule 7 of the Local Government Act requires that members of local authorities abide by the Standing Orders adopted. Members may be excluded from a meeting pursuant to a ruling under Standing Orders.

33.  Sections 52 and 53 of LGOIMA provide that written or oral statements on any matter before a meeting of the Council, committee or community board are privileged unless the statement is proved to be motivated by ill will. This type of privilege is known as “qualified privilege”. Qualified privilege is a protection afforded to persons acting in good faith and without any improper motive in making statements. For qualified privilege to apply, members must have a positive belief in the truth of what is said, and there should also be no suggestion of personal spite or ill will by the maker of the statement. The statutory protection of sections 52 and 53 would not necessarily extend outside a meeting.

Local Authorities (Members’ Interests) Act 1968

34.  The Local Authorities (Members’ Interests) Act 1968 (the “Members’ Interests Act”) outlines circumstances in which members may be disqualified from holding office because of their involvement in contracts and outlines circumstances when a pecuniary interest will prevent members from voting on or discussing particular issues.

Contracts

35.  The Members’ Interests Act disqualifies a person from being a member or being elected or appointed a member of a local authority or any committee of a local authority, if they are concerned or interested in contracts or subcontracts with the local authority and total payment for such contracts exceeds $25,000 in any financial year.

36.  It is an offence to act as a member while disqualified, punishable by a fine not exceeding $200.

37.  The Members’ Interests Act defines “concerned or interested in a contract” widely to include the involvement of a member or their spouse in a company that contracts or sub-contracts with the local authority.

38.  The term “contract” does not include any contract for the employment of staff by a local authority.

39.  Where a member has an interest in a contract by virtue of a shareholding in an incorporated company the Members’ Interests Act may apply.

40.  The prior approval of the Audit Office may be sought in special cases to allow payment without disqualification under a contract that would otherwise be a disqualifying contract.

41.  If a member becomes disqualified an extraordinary vacancy is created and the person is precluded from being elected or appointed to the local authority until the next triennial general election.

42.  Members are urged to take the following steps as protection:

(a)   advise the Chief Executive of any organisations with whom dealings should be restricted because of a potential conflict of interest; and

(b)   advise the management of any such organisations to keep the member informed if they are likely to become involved in dealings with the local authority.

43.  Officers will shortly be circulating a publication on the Members’ Interests Act produced by the Audit Office and forms for elected members to declare their interests. This publication also contains guidelines about situations where members may have a non-monetary interest in a matter and guidelines around avoiding situations where an allegation of bias in decision-making could arise. Such situations could cause a decision of the local authority to be called into question. It is important that members should seek legal advice where they are concerned that a potential conflict of interest of any kind may exist about a matter before the council.

Voting and discussion on matters where there is a pecuniary interest

44.  The Members’ Interests Act prohibits a member from voting or taking part in the discussion of any matter in which the member has, directly or indirectly, any pecuniary interest, other than an interest in common with the public.

45.  A member has a pecuniary interest in a matter if it would, if dealt with in a particular way, give rise to an expectation of a gain or loss of money by that member.

46.  A member who is prohibited from voting on or taking part in the discussion on any matter must, when the matter is raised, declare the pecuniary interest and abstain from the discussion. The disclosure and abstention from discussion and voting are recorded in the minutes. (Note: Hutt City Council Standing Orders also suggest that members should consider leaving the table or meeting room for the full duration of discussion on such matters.)

47.  If a member votes or speaks on a matter when having a pecuniary interest they are liable on summary conviction to a fine not exceeding $100. A conviction results in the member being granted leave of absence until the time for lodging an appeal against conviction has expired or, if an appeal is lodged, until the determination of that appeal. When the leave of absence has expired and the conviction has not been quashed or set aside, the office of the member is vacated and dealt with as an extraordinary vacancy.

48.  Only the Audit Office may institute proceedings for an offence against the Members’ Interests Act. The onus of not breaching the Act rests on the member concerned.


 

Sections 99, 105 and 105A of the Crimes Act 1961

49.  Clause 21(5)(c) of Schedule 7 of the Local Government Act requires that members be briefed on sections 99, 105 and 105A of the Crimes Act 1961. These provisions fall under Part 6 of the Crimes Act, which relates to crimes affecting the administration of law and justice.

50.  Section 99 sets out the definition of a bribe as any money, valuable consideration, office, or employment, or any benefit, whether direct or indirect.

51.  Sections 105 and 105A provide that it is an offence for any official (which includes a member of a local authority) to corruptly:

(a)   accept or obtain or agree or offer to accept or attempt to obtain, any bribe for himself or herself or any other person in respect of any act done or omitted, or to be done or omitted, by him or her in their official capacity. The penalty for this is a maximum of seven years imprisonment;

(b)   give or offer or agree to give any bribe to any person with the intent to influence any official in respect of any act or omission by that officer in their official capacity. The penalty for this is a maximum of seven years imprisonment; and

(c)   use or disclose information acquired in their official capacity, to directly or indirectly obtain an advantage or pecuniary gain, for themselves or any other person. The penalty for this is a maximum of seven years imprisonment.

Secret Commissions Act 1910

52.  The Secret Commissions Act 1910 prohibits secret commissions. The principle behind the Act is that persons holding positions of trust (ie, elected members) should not profit through holding that position. It is an offence for any agent of a principal to accept, or attempt to obtain, any gift, inducement or reward for doing or not doing any act by virtue of the office they hold. Every member of a local authority is deemed to be an agent of the local authority.

53.  The maximum penalty on indictment is a $1,000 fine or two years imprisonment for an individual or a $2,000 fine for a corporation.

 

Financial Markets Conduct Act 2013

54.  The Financial Markets Conduct Act 2013 imposes on Members the same responsibilities as company directors whenever Council offers securities (debt or equity) to the public. Members may be personally liable if investment documents such as a disclosure statement contain untrue statements and may be liable for criminal prosecution if the requirements of the Act are not met.

55.  The Act also prohibits any Member who has information about a listed company that is not generally available to the market, from trading in that company’s shares or from disclosing that information.

56.  The penalties for certain offences under this Act (false or misleading statements in disclosure documents – 10 years; or insider trading – five years) are such that if a member were convicted, that conviction would result in an ouster from office.

Public Audit Act 2001

57.  Although not mentioned in Clause 21(5)(c) of Schedule 7, it is worth noting the Public Audit Act 2001. This Act has the primary purposes of establishing the Controller and Auditor-General and the Deputy Controller and Auditor General as officers of Parliament and restating the law relating to the audit of public sector organisations and public entities (which includes local authorities). Sections 24 and 25 of the Public Audit Act set out information gathering powers relevant to elected members as members of the governing body of a public entity. Members must comply with requests from the Controller and Auditor General for documents and information or explanations about information provided.

Consultation

58.  Particular legal requirements may require members to consult with the Office of the Controllers and Auditor General.

Legal Considerations

59.  The statutory briefing information contained in this report is of a general nature only and is not exhaustive. If members have particular concerns they should seek appropriate legal advice.

60.  Breach of relevant legislation can result in serious consequences such as disqualification from office or imprisonment.

61.  The onus on complying with the relevant legislation falls with each individual member, not the Chief Executive.

Financial Considerations

62.  There are no financial considerations arising from this report. (Note: there may be financial considerations for individual members about the Members’ Interests Act and pecuniary interests).

Appendices

There are no appendices for this report.    

 

 

 

 

 

Author: Melissa Harward

Solicitor

 

 

 

 

 

 

Reviewed By: Kathryn Stannard

Head of Democratic Services

 

 

 

Approved By: Jarred Griffiths

Director Strategy and Engagement

 


MEMORANDUM                                                  1                                                  05 December 2022

 

A black and white sign

Description automatically generated with medium confidenceOur Reference          22/2572

TO:                      Chair and Members

Petone Community Board

FROM:                Katherine Davey

DATE:                28 November 2022

SUBJECT:           Interim Community Board Delegations

 

 

Recommendation

That the Board:

 

(1)   notes the interim delegations to community boards as approved by Council and attached as Appendix 2 to the report; and

 

(2)   notes that the delegations will be reviewed for consideration by Council at its meeting to be held in March 2023 in consultation with the community boards in late 2022 and early in 2023, with the objective of having amended delegations in place by the end of March 2023.

 

Purpose of Memorandum

1.    The purpose of this memorandum is to note the interim delegations to community boards for the start of the 2022-2025 triennium as approved by Council at its meeting held on 22 November 2022.

Background

2.    A report was considered by Council at its meeting held on 22 November 2022, attached as Appendix 1 to the report. Council adopted the recommendations contained in the report.

3.    Attached as Appendix 2 to the report are the adopted interim delegations and functions for Community Boards.

4.    Council will need to agree to community board delegations for the 2022 – 2025 triennium.  Ahead of agreeing on these delegations, consultation with the incoming community boards will take place up to February 2023, to have new delegations in place by March 2023.

 

Appendices

No.

Title

Page

1

Appendix 1: Report to Council 22 November 2022 - Interim community board delegations

18

2

Appendix 2: Interim delegations to community boards

21

    

 

 

 

 

 

 

Author: Katherine Davey

Democracy Advisor

 

 

 

 

 

 

Approved By: Kathryn Stannard

Head of Democratic Services

 


Attachment 1

Appendix 1: Report to Council 22 November 2022 - Interim community board delegations

 

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Attachment 2

Appendix 2: Interim delegations to community boards

 

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                                                                                       1                                                  05 December 2022

A black and white sign

Description automatically generated with medium confidencePetone Community Board

28 November 2022

 

 

 

File: (22/2571)

 

 

 

 

Report no: PCB2022/5/214

 

Petone Community Board Community Engagement Fund

 

Purpose of Report

1.       For the Petone Community Board to assess and determine the funding to be granted through Round 1 of the Petone Community Engagement Fund 2022-2023.

Recommendations

That the Board:

(1)   notes that this is the first round of funding through the Community Engagement Fund 2022-2023 for the Petone Community Board;

(2)   notes the Community Engagement Fund closed on Monday 14 November  2022 and one application was received;

(3)   determines the funding to be granted through the Community Engagement Fund 2022-2023 for the Petone Community Board;

(4)   agrees that the application received under the Community Engagement Fund is considered according to the merits of the application criteria and priorities of the fund; and

(5)   agrees that the organisation granted funding will be required to attend a meeting of the Petone Community Board once the event/activity has been completed.

 

Background

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

3.       The Petone Community Board is allocated $6,250 per annum.  This is for local activities and events that directly benefit the communities concerned.

4.       The 2022-2023 fund was advertised through Hutt City Councils’ Social Media page and to networks of the Connected Communities team who have relationships with external stakeholders/organisations across the Hutt Valley.

5.       Organisations were required to make an application through Council’s website.          

Discussion

6.       One application was received under Round 1 of the Petone Community Board Community Engagement Fund 2022-2023. 

 

7.       This application is considered eligible.

 

8.       The eligible application to be considered is as follows:

 

No

Organisation

Description

$Request

1

Petone Baptist Church

Petone Baptist Church is hosting a free Christmas event. This is an annual event that brings together families from across the region, taking place at Petone Baptish Church.

$378.28

 

 

TOTAL REQUESTED

$378.28

 

9.       The application will be scored through a matrix system and assessed by Board members. 

 

10.     Eligible Community Engagement Fund (Petone) applications presented in this round request a total of $378.28

 

Options

11.     If the Board chooses not to fully allocate the funding, no unspent funding can be carried over to the new financial year 2023-2024.

Climate Change Impact and Considerations

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

Legal Considerations

13.     There are no legal considerations to be considered.

Financial Considerations

14.     The funds need to be fully allocated by end of December 2022.

Appendices

There are no appendices for this report.    

 

 

 

 

 

Author: Tania Wilkinson

Community Advisor Funding and Community Contracts

 

 

 

 

 

 

Approved By: Melanie Laban

Head of Connected Communities

 


1

 

A black and white sign

Description automatically generated with medium confidencePetone Community Board

03 November 2022

 

 

 

File: (22/2469)

 

 

 

 

Report no: PCB2022/5/15

 

Democracy Advisor's Report

 

 

 

 

Purpose of Report

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

 

Recommendations

That the Board:

(1)          notes and receives the report;

(2)          determines the venue and start times for its 2023 meetings;

(3)          agrees to hold an ordinary Board in the Petone Library, 7 Britannia Street, Petone on Monday, 13 February 2023 commencing at 6.30pm;

(4)          notes that the full schedule of meetings for 2023 will be reported to the first Board meeting in 2023;

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

(6)          determines catering requirements for its 2023 meetings;

(7)          determines advertising requirements for its 2023 meetings;

(8)          agrees that presentations from the Jackson Street Programme and Greater Wellington Regional Council will be standard items of business on its agenda for its meetings;

(9)          notes that any requests for external appointments be considered in early 2023; and

(10)        determines whether to purchase a double stall at the Petone Rotary Fair to be held in February 2023, at a cost of $260.00.

 

Venue and Start Times for Meetings of the Board

2.    In the previous triennium the Board met at the Petone Library. The Board is asked to confirm a venue for its 2023 meetings.

3.    In the previous triennium the Board met at 6.30pm. The Board is asked to confirm the meeting time for its 2023 meetings.

2023 Meeting dates

4.    Council will consider at its meeting to be held on 20 December 2022 the meeting schedule for 2023. At this meeting the Council’s Terms of Reference will be adopted, which will include the consideration of the timing of meeting cycles. As Community Board meetings are usually held at the commencement of a meeting cycle, meeting dates for the Board in 2023 could be affected and therefore the full schedule of meetings for 2023 is deferred to be reported to the first Board meeting in 2023.

5.    The Board is asked to approve its next meeting date of Monday, 13 February 2023.

Catering

6.    In the previous triennium the Board did not have catering provided for meetings. The Board is asked to consider catering requirements for its 2023 meetings.

Advertising Meetings

7.    The Board’s meetings are advertised in the Hutt News and on Council’s website. The cost for this does not come out of the Board’s Miscellaneous Administration Budget.

8.    The Board is asked to consider advertising requirements for its 2023 meetings, for advertising in other formats, to the Hutt News.

Presentations to the Board

9.    In the previous triennium the Board received presentations from Greater Wellington Regional Council (GWRC) and the Jackson Street Programme (JSP) at each of its meetings.

 10.    The Board is asked to consider that presentations from GWRC and JSP be standard items of business on its agenda for its meetings.

External Appointments

11.  The Board will be asked to consider making appointments to local organisations requiring representation from the Board, at its first ordinary meeting in 2023.

Elected Members’ Code of Conduct

12.  The Code of Conduct will be considered at the Council meeting to be held on 20 December 2022. A report will then be considered by the Board at its first meeting in 2023. In the meantime, the current Elected Members’ Code of Conduct continues to apply to members.

   13.  The Community Board delegations and functions are covered under a separate item on the agenda for this meeting.

Standing Orders

14.  At its meeting on 22 November 2022, Council adopted amendments to Hutt City Council’s Standing Orders subject to minor editorial changes.

15.  Officers are currently making the changes and finalising the formatting of the document.  Standing Orders will be considered by the Board at its first meeting in 2023.


 

Follow up from the last Board meeting

Traffic Reports

16.  In the last triennium the Board meeting, held on 22 August 2022, the board was advised of the temporary relocation of a bus stop on Jackson Street.

17.  The Ad Hoc Configuration Review was reported on with changes to bus stops requiring approval, this is an ongoing review.

18.  The work programme for bus stop changes on Jackson Street will be considered by the Board at the first meeting in 2023.

19.  Programmed changes will go through a public consultation process and officers will work with the community to review and develop improved design options.

Submission to Plan Change 56 (New Government rules for higher and denser housing to be incorporated into our District Plan.)

20.  In the last triennium the Board, at its meeting held on 22 August 2022, the Board agreed to submit to Council on Plan Change 56.  Officers can confirm that this was submitted to Council on 19 September 2022.

Petone Wharf

 

21.  Regular updates and reports will be presented to the Board relating to the proposed rebuild of the Petone Wharf.

 

Libraries

 

22.  Regular updates on the Petone and Moera libraries will be presented to the Board.

 

Upcoming Events

23.  The Hutt Valley Motorsports Club is holding the Port Road Street Sprints on 23 January 2023. (Reserve day 24 January 2023)

24.  The Petone Rotary Fair will be held on Saturday 18 February 2023. Traditionally the Board has purchased a double stall at the Fair. A double stall costs $260.00. The Board needs to determine whether they wish to purchase a double stall for February 2023.

Council’s current consultations, community engagements and updates

 

25.  Please see below a list of current proposals Council is consulting on. These can be viewed on the Council’s website

 

http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

 

Te Ara Tupua Pathway

26.  Early work is now underway on the new Te Ara Tupua pathway between Ngā Ūranga and Pito-One. Work associated with the project on Honiana Te Puni Reserve has now begun. 

27.  Construction of the Tāwharau Pods is the first piece of work on the Reserve. These small relocatable buildings will initially be used as a project information centre and as a studio for iwi Māori artists working on Te Ara Tupua.

28.  Preliminary works at Honiana Te Puni Reserve Summer 2022/23:

·           Construction of Tāwharau Pods.

·           Start of works for a new shared building for the Wellington Rowing Association and Wellington Water Ski club on the east side.

·           Establishment of a project construction yard and site offices on the west side which will operate for approximately three years.

29.  More information is available at www.nzta.govt.nz/tearatupua

30.  The Te Ara Tupua Alliance welcomes the opportunity to present a further update to the Board next year.  

Update from Transport

City Wide Speed Management Plan

31.  The NZ Transport Agency Road to Zero outlines the central government’s vision for achieving a 40% reduction in death and serious injury crashes on the road network from the 2018 baseline level.

32.  The new Transport Rule Setting of Speed Limits 2022 was released in April this year by the Ministry of Transport and Waka Kotahi the Speed Management Guide by Waka Kotahi was developed to guide the Road Authorities to create an implementation plan related to a safer speed.

33.  Hutt City Council is currently developing a City-Wide Speed Management plan following the government’s direction and aligning with our Integrated Transport Strategy 2022 to review the speed limits across the city aiming at:

·                 Safety - Reduce the number of fatal and serious injury crashes.

·                Well-being - Enable greater access to transport modal choice (both public and active transport).

·                 Reduce emissions from transport

34.  The draft plan will be completed in early 2023 and officers will be engaging and consulting with the public in mid-2023. The implementation plan will be seeking funding through the next National Land Transport Programme (NLTP 2024-27).

Barnes Street Speed Management

35.  In dealing with the disruptions from Illegal Street Racing activities on Barnes Street in Seaview, speed cushions were installed on Barnes Street between Meachen Street and Seaview Road.

36.  These speed management devices have proven to be effective in reducing unnecessary speeding on Barnes Street. At the same time, several further improvements are recognised by officers.

·                Some of the speed cushions will be further refined to better allow for truck movements while keeping safer speed for general vehicles, and to reduce noise levels; and

·                Officers were made aware of Illegal Racing activities (burnouts/donuts) near the intersection of Barnes Street/Wareham Street. Council’s engineers have investigated several possible intervention options; however, it is proven to be challenging of finding any feasible engineering solutions.

37.  Officers will continuously work with local businesses, Seaview Business Association as well as the Police to explore if any enforcement and monitoring measures could deal with the illegal activities.

Petone Jackson Street Walking and Cycling Connection

38.  Jackson Street to The Esplanade Walking and Cycling Connectivity project is to

·     Increase theproportionof Petone residents that walk and cycle as a mode of transport.

·     Improve safety for people walking, cycling and using micromobility in Petone.

·     Enhance accessto bus stops along Jackson Street.

·     Encourage through traffic to stay on arterial roads without increasing vehicle level of service.

·     Enhance the amenity of The Esplanade and Jackson Street precincts.

39.  The concept design of the connections has been completed and the project team has been working closely with all of our key stakeholders.

40.  Council’s project team is currently trying to incorporate all feedback from stakeholders and preparing material for public consultation in early 2023. Construction is planned for Quarter three of 2023 pending consultation feedback and Council approval.

2022/2023 Miscellaneous Administration and Training Budgets

 

41.          The following is the Board’s expenditure as of 23 November 2022

 

Miscellaneous Administration

Training

Budget

$5,000.00

$3,000.00

Expenditure at  23/11/2022

$260.87

$0.00

 

BALANCE

$      4,739.13

$3,000.00

 

42.  The detailed expenditure is attached as Appendix 1 to the report.

 

Appendices

N

Title

Page

1

Petone Community Board Expenditure 2022/2023

36

    

 

 

 

 

 

 

Author: Katherine Davey

Democracy Advisor

 

 

 

 

 

 

Reviewed By: Kate Glanville

Senior Democracy Advisor

 

 

 

Approved By: Kathryn Stannard

Head of Democratic Services

 


Attachment 1

Petone Community Board Expenditure 2022/2023

 

 

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