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;

(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).

· 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 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.

· 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).

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.

19 12 June 2018

HUTT CITY COUNCIL

Eastbourne Community Board

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

Tuesday 12 June 2018 commencing at 7.15pm

PRESENT:	Mr R Ashe	Mr M Gibbons
	Ms V Horrocks (Chair)	Ms L Knight
	Cr T Lewis	Cr M Lulich
	Ms A Sutherland

APOLOGIES: There were no apologies.

IN ATTENDANCE: Mr B Kibblewhite, General Manager, Corporate Services

Mr Z Moodie, Traffic Engineer – Network Operations
(part meeting)

Ms J Randall, Committee Advisor

PUBLIC BUSINESS

1. APOLOGIES

There were no apologies.

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

Members agreed to allow Mr Henderson, Mr Redpath and Ms Clendon to speak under public comment on matters that affected the local area.

Speaking under public comment Mr M Henderson of the Days Bay Residents’ Association (DBRA) raised the following issues:

· A request for more street lighting in Days Bay and a review of existing lighting in the area. Mr Henderson agreed to send his request to the Chair to be forwarded to the relevant Council officer.

· The Days Bay Wharf Steering Group was concerned the escalating costs of the Rona Bay Wharf restoration could impact the Days Bay Wharf restoration.

The Chair said she would discuss Mr Henderson’s concerns with Council’s Divisional Manager, Parks and Gardens and request that he continue to involve the DBRA in the Days Bay wharf restoration process.

· A hand rail for elderly and disabled access on the side of the Days Bay Wharf had been damaged and Mr Henderson asked Council’s officers to review the benefits it provided before undertaking repair work. He noted that very few residents used the rail. He added that the sea might not be a safe place to enter for those who needed a hand rail. Mr Henderson requested the rail be removed in the interests of safety for all.

Members advised they would consider the perspective of the elderly and those with disabilities before recommending the hand rail’s removal. The Chair agreed to email the DBRA comments to Council’s Divisional Manager, Parks and Gardens and discuss the matter with him.

Speaking under public comment, Mr G Redpath from the Eastbourne Scout Group outlined a plan to brighten up the side of the Eastbourne Scout Hall that faced the wharf, with a youth mural. He advised the group was seeking funding for the project and would apply to the Creative Communities Fund in November. He explained the mural would be carried out by a professional artist. Members offered verbal support for the project.

Speaking under public comment, Ms K Clendon thanked the Community Board and Council for the Rates Postponement Policy about to be adopted. She said she had been working with Cr Lewis over the last two years to progress the idea and was pleased Council had recently adopted a policy which would become effective from 1 July. Cr Lewis congratulated Ms Clendon on her contribution to the Rates Postponement Policy.

3. Presentations

Presentation by Local Councillor from Greater Wellington Regional Council (18/817)

Cr Prue Lamason from Greater Wellington Regional Council (GWRC) was unable to attend the meeting and sent her apology. The Chair updated the Board on her behalf:

· Bus timetables would be changing on Sunday 17 June and train timetables would change on 15 July. There would also be changes to how snapper cards worked. GWRC staff would be on hand at transport centres to assist commuters with the changes.

· The new Te Kaeaea track, named after the New Zealand Falcon, had opened in the East Harbour Regional Park. Mr Gibbons was thanked for his work alongside GWRC to complete the track. Mr Gibbons advised there was still a 300 metre unfinished portion of the track that needed fine weather to be completed.

4. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interest declarations.

5. Minutes

Mr Ashe noted the information provided to the Board on road closures at its 3 April meeting was misleading and had led the Board to an incorrect conclusion. The information had subsequently been re-sent to the Board in order of year date. The Board had noted the trend for road closures due to storm damage was getting worse.

Resolved: (Ms Horrocks/Mr Gibbons) Minute No. ECB 18312

“That the minutes of the meeting of the Eastbourne Community Board held on Tuesday, 3 April 2018, be confirmed as a true and correct record.”

6. Reports referred for Committee input before being considered by Standing Committee of Council

Proposed School Zones 40km/h Variable Speed Limits 2017/2018 (18/968)

Report No. ECB2018/3/164 by the Traffic Engineer - Network Operations

The Traffic Engineer – Network Operations elaborated on the report. He tabled a second option (attached as Appendix 1 to the minutes) for the school zone where road signs extended past Rimu Street at one end and past Makaro Street at the other. He updated the Board on the advantages and disadvantages of each option and recommended Option 1.

In response to a question from a member, the Traffic Engineer – Network Operations said it was relatively inexpensive to relocate signs if the chosen option was not found to be effective.

Resolved: (Ms Horrocks/Ms Knight) Minute No. ECB 18302

“That the Board endorses the recommendations in the report in relation to Muritai Road outside Muritai Primary School. “

Attachments

a Proposed School Zones 40km/h Variable Speed Limits 2017/2018 - Option 2

Chair's Report (18/808)

Report No. ECB2018/3/88 by the Chair

The Chair elaborated on the report and advised the following:

· The shared path design would be available soon.

· The Representation Review Consultation was a statutory requirement for all Councils every six years. Members discussed the various benefits of Community Boards and Community Panels and the difficulty many residents would face making an informed choice without background knowledge. The Chair advised she would be checking the final consultation material to ensure Boards were accurately represented.

· There would be a public meeting on Significant Natural Areas on 18 June at The Eastbourne Sports and Services Club, from 7pm to 8.30pm. Board members would be attending the meeting.

· Council was currently consulting on how to prioritise roads identified as potential earthquake risks, with a focus on those that have high traffic or pedestrian numbers and a risk of falling masonry. Rimu Street in Eastbourne had been identified as a high risk road.

Resolved: (Ms Horrocks/Ms Knight) Minute No. ECB 18303

“That the Board notes the report.”

Representation Review - Options Consultation (18/955)

Report No. ECB2018/3/87 by the Divisional Manager, Strategy and Planning

The Chair advised she had emailed information about the Representation Review consultation to Eastbourne Residents’ Associations and could forward it to others if needed. She would try to obtain more useful documentation about the process.

Members discussed the consultation. It was suggested the Board could hold a public meeting with independent expertise to help inform the debate when the full consultation began in September. The Chair would contact other Community Boards and Panels and suggest a public meeting be held.

Resolved: (Ms Horrocks/Mr Gibbons) Minute No. ECB 18304

“That the information in the report be noted and received.”

9.	Ecology and Landscapes Consultation - Update (18/1002) Memorandum dated 6 June 2018 by the Divisional Manager District Plan
	The Chair advised that Board members would attend a public meeting on 18 June in Eastbourne where they would be updated on the consultation by Council officers.
	Resolved: (Ms Horrocks/Ms Knight) Minute No. ECB 18305 “That the Board receives and notes the memorandum.”
10.	Greater Wellington Regional Council Bus Shelter Renewal Programme (18/843) Memorandum dated 21 May 2018 by Mr M Gibbons.
	Mr Gibbons advised he had requested that Greater Wellington Regional Council (GWRC) consult with local residents before replacing bus shelters in Eastbourne since they had heritage and aesthetic value and enhanced the character of Eastbourne. He noted GWRC would need to consider the proposed shared pathway before replacing bus shelters. Mr Gibbons acknowleded that bus drivers preferred glass shelters so they could see if passengers were waiting. Members agreed the current bus shelters were local icons and part of the character of Eastbourne. It was suggested the Board request a moratorium on replacing the Tawa Street bus shelter because of its historical value. Mr Ashe agreed to write to GWRC to request the original attachments from the email to Mr Gibbons. Mr McRae, an Eastbourne Herald reporter, offered to email the Chair the photo that showed a mural placed on laminates. The Chair would circulate the photo to Board members.
	Resolved: (Ms Horrocks/Ms Knight) Minute No. ECB 18306 “That the Board notes and receives the report.”

11.

Eastbourne Community Board's Submission to Hutt City Council's Long Term Plan (18/953)

Memorandum dated 31 May 2018 by the Committee Advisor

Resolved: (Ms Horrocks/Mr Ashe) Minute No. ECB 18307

“That the Board:

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

(ii) endorses it’s submission attached as Appendix 1 to the memorandum.”

12.

Committee Advisor's Report (18/658)

Report No. ECB2018/3/16 by the Committee Advisor

The Chair advised the $200,000 budget allocation in the Long Term Plan for sea level rise planning would be used to assist with mapping and engagement. She suggested the Board could help facilitate engagement on sea level rise in the Eastbourne area. The General Manager, Corporate Services noted that the funding allocation would help progress a regional approach to sea level rise.

Speaking under public comment, Mr O Spearpoint suggested small artificial rock islands be considered to reduce the momentum of waves before they reached the road in stormy weather. The Chair said she would forward Mr Spearpoint’s idea to Council for discussion. She noted the proposed shared path would also help to protect the road.

The Chair advised the Williams Park Wayfinder map was expected to be in place within two months.

A number of the Eastbourne Walkaround issues were identified as resolved or unresolvable and it was requested items be removed from the 2018 Walkaround log as follows:

• Steve Newman – suggestion to demolish Williams Park caretaker House.

• Phil Sprey - Wellesley College parking suggestion.

• Steve Newman, Grant Stotter, Mike Henderson – Cleaning and emptying bins more often during peak summer.

• Delphine Gore - Parking outside 601-603 Marine Drive.

• John Rainey-Smith – Pitoitoi Road track resealing.

• Rick Barnes – persistent flooding at 628 Marine Drive.

Resolved: (Ms Horrocks/Mr Ashe) Minute No. ECB 18308

“That the Board receives the report.”

13. Information Item

Proposed Building Development in York Bay (18/960)

In accordance with Standing Order 10.4, the Chair accorded precedence to the item dealing with a proposed building development in York Bay. This item is recorded in the order in which it is listed on the order paper.

Resolved: (Ms Horrocks/Mr Gibbons) Minute No. ECB 18309

“That, in terms of Standing Order 10.4, precedence be accorded to items dealing with a proposed building development in York Bay.”

Speaking under public comment, Mr I Bain explained that consent had recently been granted to develop 5,000 square metres of land at the top of Gill Road in Lowry Bay into five sections. Access would be from Waitohu Road in York Bay.

He advised a moratorium on development had previously been placed on Upper Waitohu Road by the Eastbourne Borough Council when it was in existence. This decision was not transferred to Hutt City Council’s District Plan and as a result the non-notified consent application for a housing development had been unable to be challenged.

Mr Bain noted the engineer and traffic reports stated the road’s width and gradient were challenging and unfit for the weight of traffic the building development would create. Mr Bain agreed the road was not capable of supporting the development and already showed considerable slumping. He advised that trucks and ambulances had been unable to manage the Upper Waitohu Road gradient. He said residents would be lobbying for a review of the accessway’s condition. He added that Upper Waitohu Road was classified as a drainage reserve rather than a road and that some of the road was in private ownership.

Mr Bain said over 40 residents would be contacting Council to request the moratorium on development be re-instigated, the condition and suitability of the road be re-assessed, and the legal status of the road be clarified.

In response to questions from members, Mr Bain said he believed that access to the proposed development site from Gill Road would also be challenging. Mr Bain believed there would be more traffic and more damage than was estimated in the consent process as a result of the development. He said the road was already in poor condition and too narrow and steep for additional development. He added that residents had indicated they were willing to relinquish their ability to subdivide if the development moratorium on Upper Waitohu Road could be re-established.

The General Manager, Corporate Services offered to provide Mr Bain with Council officers’ contact details so he could progress his enquiries.

Members agreed that Upper Waitohu Road was difficult to navigate and that Mr Bain’s concerns were valid. They offered their support and asked Mr Bain to keep them updated.

14. Reports from representatives on local organisations

a)	Eastbourne and Bays Community Trust (18/776)
	Mr Gibbons advised that the Eastbourne and Bays Community Trust AGM would be held on 28 June. He said the Trust recently met to distribute $15,000 in grants to local community organisations.
b)	Vibrant Village (18/777)
	Mr Gibbons advised Council officers objected to the group’s chosen location for a Heritage Trail sign near the ferry terminal. He would be meeting with a Council Officer soon to negotiate a more suitable place. Mr Gibbons further advised the Eastbourne Sports and Services Club Heritage Trail signs would be erected on the next fine day. Mr Gibbons said he would ask the Council Officer for ideas as to how the area between the Eastbourne Sports and Services Club and the Community Hall could be improved to provide enough room for walkers to look at the Heritage Trail signs as well as allow cyclists to pass by. Mr Gibbons advised he had been working with Mr R Marshall, Senior Communications Officer for Greater Wellington Regional Council, to make improvements to the McKenzie Track.
c)	Okiwi Trust (18/778)
	Ms Sutherland advised the AGM would be held on 8 August and the next meeting would be 27 June. She advised the Trust had recently provided a grant for first aid kits for cars.
d)	Educating Residents Around Trapping (ERAT) Steering Group (18/779)
	Ms Sutherland advised that all three Eastbourne schools were now taking part in the trapping programme and that 1,200 pests had been caught to date.
e)	Days Bay Wharf Steering Group (18/780)
	The Chair advised there was no update.
f)	Community Response Group (18/781)
	The Chair advised the Red Cross was currently investigating whether its garage by the fire station was still useful and fit for purpose.
g)	Plastic Free Eastbourne (18/783).
	Mr Ashe advised there was no update. Speaking under public comment, Ms J Arnot from the Eastbourne Library (the library) advised the library was taking part in Plastic Free July. It had connected with the Boomarang Bag scheme to hold a sewing bee in July to create more bags. She said the library welcomed involvement in community happenings.
h)	Eastbourne Youth Workers' Trust (18/784)
	Ms Knight advised numbers of youth attending youth evenings had increased significantly. She said the Trust had also recently run a self defence course for young women. She commended the Trust for their good work.
i)	Eastbourne Childcare Community Group (18/785)
	Ms Knight advised there was no update.
j)	Keep Hutt City Beautiful (18/787)
	The Chair advised funds had been allocated to the Keep Hutt City Beautiful Committee through the Long Term Plan.

15. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 9.34 pm.

Ms V Horrocks

CHAIR

CONFIRMED as a true and correct record

Dated this 4^th day of September 2018

Attachment 1

Chair's Report

Eastbourne Community Board Chair’s Report

September 2018

Eastbourne-Bays Community Trust

The ECB thanks the Trust for the support given to a wide range of individuals and groups in Eastbourne and the Bays. We particularly appreciate the wonderful support for the Heritage Trail ( the latest addition of four display boards at the Sports and Services Club is yet another beautifully presented piece of our sporting history). I also know from family experience what the Freemason’s awards do to support young people.

Wharves

Rona wharf – this is progressing well. I have constant positive comments on the thoroughness of the construction. Every effort is being made to keep the historic character of all the wharves. At the moment council is investigating putting a coat over the carbon fibre on Rona Wharf wraps to make them look more natural. The time table for completion of this wharf is mid-December.

Day’s Bay wharf

The planned start for Day’s Bay is March after the summer holidays. The proposal is to work on each side separately – while the north side is done a cantilevered walkway on the south side will give access to the ferry which will come in on that side during this period then the walkway will be moved to the north side of the wharf while the south side is done.

Details such a jumping platforms and access for those with disabilities will be discussed with residents as we get closer to construction. The contract documents will request that the memorial seats on the wharf be stored and reinstated once the repairs are complete.

Shared Path

Things are proving rather challenging. Several further reports have been requested on the possible effects of the shared path on biodiversity (threatened species & at risk species, ie. penguins, sea grass, kelp beds pingao etc) and being able to demonstrate how they’re affected. Another issue is the loss of beach (amenity & ecology to a lesser extent). A recreation expert has been appointed to do an assessment on beach loss and the benefits of the cycleway/walkway.

The planning team had a walkover with the councils (GWRC & HCC) and DoC several weeks ago to show them the full extent of the project. The regional council is keen to have some mapping of the scheduled areas (sensitive biodiversity)

Current estimated timeline

Environmental Assessments	Mid 2018
Finalise Design	September 2018
Lodge Resource Consent Application	Late 2018
Consents approved	Early 2019
Construction start	2019

Eco-sites / SNAs

There have been several meetings between affected landowners, council and community representatives. The proposal for a cooperative working group has not received support. Many issues remain in dispute but negotiations continue.

It is unfortunate that the proposed plan Change 36, which removed existing controls on the removal of vegetation, went ahead before other forms of protection such as the SNAs / eco-sites were in place. EHEA’s court case challenging Plan Change 36 is ongoing.

Gill Rd Development

Residents of Waitohu Rd are in discussions with Hutt City over the plans for access through Waitohu Rd for this development.

Community Water Stations

Emergency community water stations are being built at Lowry and Days Bay’s with completion planned by the end of September. They will be used to source, treat and distribute water from the stream, coming into operation 8 days after any major event. Currently planning is for them to be operated by council staff who will then hand over to locals BUT this could be impractical and we are pushing for the training of locals once the stations are completed.

Heritage Trail Sign

Board member Murray Gibbons has worked with Council to complete and install a Heritage Trail sign near the Days Bay Wharf to direct visitors to the Trail. The sign is now in place and a photo is attached as Appendix 2 to the report.

Representation Review

The Board sent a written submission on Council’s Representation Review Consultation. The submission was informally agreed by Board members but since the due date for submissions was before the Board meeting it requires retrospective approval at this meeting. The submission is attached as Appendix 3 to the report.

Skate Ramp

Council has approved the final design and expects construction to begin this month. Neighbours have been invited to see the final drawings. More information along with plans and dimensions is attached as Appendix 4 to the report.

Eastbourne Fair December 9th

We have a stall booked for the Eastbourne Fair. A great opportunity to talk to residents about local issues and give out information on emergency response. Please put this in your diaries.

Attachment 3

Representation Review Submission

ecb final3

Submission on Hutt City Representation Review August 2018

The Eastbourne Community Board strongly supports retaining the current community boards in Eastbourne, Petone and Wainuiomata.

We also recommend that the extension of community boards across the city be reconsidered.

There have been flaws in the Hutt City Council Representation Review consultation process. The options presented in the Draft Proposal for Public Consultation to the Policy and Regulatory Committee on July 11^th did not reflect the views of respondents to the initial surveys, particularly the Peter Glen survey. In this survey the majority of respondents across all six wards supported community boards across the city while only 10% - 14% supported community panels for the whole city. A further important finding from this survey was that the majority of respondents would like to have the same type of second-tier representation in all areas (i.e. either community boards across the city or community panels across the city)

Given these results it is surprising that community boards across the city is the only option NOT given in the Draft Proposal document. Two of the three options propose disestablishing community boards and Option 1 proposes keeping them only for the three areas where they currently exist: Petone, Wainuiomata and Eastbourne.

The description of the role of community boards has been mistakenly narrow. For example, the consultation documents described the role of community boards as to "Represent and act as advocate for the local community on city wide issues on which the Council has called for consultation and the Long term and Annual Plan consultations." Community boards do much more than this. Despite this inadequate characterisation of the function of community boards, survey feedback from residents showed strong support for community boards where they exist and interest in extending them boards across the city.

The importance of community boards

Community Boards, established by the local Government Act 2002, were set up “to represent, and act as an advocate for, the interests of their community.” A key principle is that “issues relevant to a specific community should be decided as closely as possible to that community.”

Community Boards are democratically elected by the local community. Their first responsibility is to that community, unlike local panels that are selected by council and so lack the independence of community boards.

Community Board members know their communities in a way that is not possible for city councillors who, as ward councillors, are responsible for a much larger group than board members. Although they can advocate for their wards, their final responsibility is to the city as a whole. The best-intentioned councillors cannot be expected to go to the local meetings, have coffee with individual residents and belong to community organisations in every community in their ward. This is the role of community board members.

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.

(Local Government Act 2002)

Community Boards are a link between residents and Council, often through personal links with council officers and elected members. On a formal level community boards make submissions on behalf of their community to Council’s Long Term Plan and / or Annual Plan but most of our work is on a less formal level. Boards give officers and councillors community feedback on everything from dogs on beaches to the rebuilding of wharves.

A perfect example of community action took place one evening in Eastbourne in 2017. A contractor had been instructed to cut down a number of trees said to be a problem for a power line in a well -loved bush path linking Rona and Totara Streets. The contractor was so upset he knocked on a street resident’s door to ask whether there was some way this instruction could be altered. The resident had just moved to Eastbourne but his mother knew the board chair so she was contacted. The board chair was at the airport but directed the resident to knock on the door of board member Murray Gibbons, who lives in the same street. Murray phoned council officer Colin Lunn, who phoned the contractor to arrange a meeting on the site at 7am the next morning. At 7am several residents, Murray, Colin Lunn and the contractor met on the site and decided only one tree needed to come down and several others crowned. Everyone was happy. And at least one new resident was seriously impressed!

This is how a community should work.

Eastbourne, Petone and Wainuiomata Boards should be kept as individual boards.

These three communities are culturally distinct and very different geographically from each other and from the rest of the city; Wainuiomata and Eastbourne more so than Petone but Petone with its foreshore and historic character also has its own identity. Wainuiomata and Eastbourne are each accessed by a single road and in an emergency would be cut off and dependent on their own resources for some time. The community boards in each of these suburbs have played a critical role in working closely with Wellington Emergency Management office to develop their own Community Response plans.

Community boards are cheap! Buyers would fall over themselves for such a bargain at the supermarket – worthy of Pak n Save!

The combined salaries of the five local Eastbourne Community Board members is just under $40,000. This is less than the new base salary of $54,295 for a city councillor. We suggest this is an extraordinarily good deal for Hutt City – five people for 73% of the price of one.

Second tier representation is strongly supported by the Hutt community, with many survey respondents advocating the extension of community boards across the whole city.

Approximately 60-70% or respondents in the surveys on which the current proposal in based supported second tier representation with strong support for Community Boards. The role and value of community boards as we have outlined above leads the Eastbourne Community Board to advocate for the extension of boards across the whole city.

Too early to be making recommendation on community panels

The status and role of community panels has not been satisfactorily established. Unlike community boards, their legal standing is unclear and there is little community understanding of their role. At an information session on 9^th April for boards and panels, members of panels said they needed much clearer guidelines and support as they try to work out what they are meant to do and how they should be run. While informal groups like this may have a role to play as a conduit between council and residents, it is difficult to compare the usefulness and roles of community boards and these ad hoc panels. The former are elected, while the latter are extensions of the Hutt City Council. The panels have just completed one year of a three year trial and the trial should be allowed to complete before recommendations can be made.

Community boards across the city would give all residents equal and independent representation which will not be the case if the current proposal to have a mix of community boards and local panels is adopted.

Virginia Horrocks (Chair Eastbourne Community Board)

The ECB would like to speak to this submission.

44 04 September 2018

Eastbourne Community Board

04 July 2018

File: (18/1175)

Report no: ECB2018/4/19

Committee Advisor's Report

1. Purpose of Report

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

Recommendations

It is recommended that the Board:

(i) receives the report; and

(ii) approves reimbursement for the Chair’s attendance at the Local Government New Zealand Climate Change Symposium on 7 September 2018 at a cost of $150.00 GST inclusive, attached as Appendix 1 to the report.

2. The Chair is attending the Local Government New Zealand Climate Change Symposium 2018 on Friday 7 September and has requested reimbursement for registration costs. A programme for this event is attached as Appendix 1 to the report.

3. A Young Elected Members Hui for members under the age of 40 is being organised by Local Government New Zealand in conjunction with the New Plymouth District Council. It is scheduled for 15-17 November 2018 in New Plymouth. The programme is attached as Appendix 2 to the report. The cost of attending the Hui is $697.00 plus GST plus travel.

4. Possum Control Remutaka – Hutt

The OSPRI TBFree programme, a partnership between primary industries and central government, aims to eradicate bovine TB in New Zealand. The eradication programme in the Orongorongo area is targeting possums to minimise the risk of disease spreading through wild animal populations to farmed animals. More information about their control programme is detailed in Appendix 3 to the report.

5. Council’s current consultations

Please see below a list of current proposals Council is consulting on. These can be viewed on the Council website http://www.huttcity.govt.nz/Your-Council/Have-your-say/Consulting-on/

Consulting on	Closing date
Ecology and Landscapes
Representation Review Consultation	3 September 2018
Proposal to Close Roads	6 September 2018
Revocation of Reserve Status – Naenae Library Property	21 September 2018

6. Eastbourne Community Board Walkaround

An update of items from the 2018 Walkaround is attached as Appendix 4 to the report.

7. 2018/19 Budget

The Board’s Miscellaneous Administration budget for the 2018/19 financial year is $5,000.00. Expenditure to date is $398.28 and a breakdown is attached as Appendix 5 to the report along with the final budget breakdown for the 2017/18 financial year.

8. 2018/19 Training Budget

The Board’s Training budget for the 2018/19 financial year is $3,000.00. There has been no expenditure to date.

Appendices

No.	Title	Page
1 ⇩	Climate Change 2018 Symposium programme	47
2 ⇩	Young Elected Members Hui brochure	49
3 ⇩	Bovine TB Eradication Programme	51
4 ⇩	ECB Walkaround 2018 - Update	54
5 ⇩	Eastbourne Community Board expenditure	62

Author: Judy Randall

Committee Advisor

Approved By: Kathryn Stannard

Divisional Manager, Democratic Services

Attachment 4

ECB Walkaround 2018 - Update

Eastbourne Community Board Walkaround 10 March 2018 – Updated 6 August 2018

Key to colours:

Progress reports

Issue has been investigated/completed

Issue still under investigation

Place	Who	Issues
	ECB Officer - Samantha Whittam, Assistant Contracts Officer - 027 404 9955 Murray Gibbons - 021 236 1099

Place	Who	Issues
Point Howard – bus stop	Allison Gandy pthowardassn@gmail.com
	Allison Gandy	Roads - Pedestrian signage in Point Howard – raised in 2017 - More signs needed to ensure motorists are aware of vulnerable walkers on hill leading to forest park entrance. Notes from 2017 - 1/. Howard Rd at both intersections with Nikau Rd; 2/. Howard Rd above Nikau; 3/. Ngaumatau Rd, 4/. Howard Rd below Nikau Rd. 1 new sign installed after 2017 report. Road conditions should be adhered to, NO to additional signage as littering with signs is no benefit. Question of cost was raised, not a cost issue, more lack of benefit. COMPLETE
	Allison Gandy	Howard Rd BYL’s fading – . Logged #406682. Last carried out Feb 2017, next due on schedule for February 2019 addition Nigel has audited Howard Road for faded BYL's. BYL's are only faded on the chip seal (rather than the asphalt which is flat) from the lower Nikau Rd intersection to the lookout. I have passed the remarking to our contractor for completion in the next month (weather depending). COMPLETE
	Allison Gandy	Allison logged #406111 regarding all areas for trimming – Additional cut already happened this season, to only do more for H&S reason. COMPLETE
	Allison Gandy	15 Howard Road footpath broken up – Logged #404869 Temporary repairs to be carried out and programmed for replacement. Programmed for August 2018 .
	Allison Gandy	Resealing 23 Howard Road - required on footpath between 23 Howard and 1 Nikau Road as mostly gravel. #406001 – Work has been done here and footpath dug up, unknown timeframe for how long ago, Reinstated 21/03/2018. –Only half done. Nigel chased FH who did not complete as first stated, to return and complete all. COMPLETE 28/05/18.
	Allison Gandy	5 Howard Road - The front wall at the new build is 1m closer to the road than the previous retaining wall causing a hazard for pedestrians. Logged #406695 with Consents Div. to look into. Officers visited site 7/08 and see no reason for the complaint, comparing original plans to new build, new building actually further back than original. Passed onto Damon who will be in touch with the lady to explain where Hutt City Council are on this as we see it has made it better for pedestrians. COMPLETE.
	Allison Gandy From 2017 Ongoing	Roads - Noisy Chorus plates – raised in 2017 1. Outside 63 Howard Rd extremely noisy. Has been temporarily fixed on multiple occasions but HCC needs to insist that chorus find a lasting solution. 2. Between 7 -9 Nikau Rd clinks very loudly every time a vehicle goes over. Logged # 405793 Resident at Nikau has liaised with Chorus directly on this issue over the last 12months and best resolution is to report and tighten if comes loose, relocating the plate is not a feasible option. Currently with Chorus to check this out as it seems that the contractors providing fibre to properties are not tightening the lids sufficiently once they have completed their work. Been in touch to reiterate to do so. COMPLETE
	Allison Gandy From 2017 - No specific location/issue given, HCC requested to be logged by RA with full details. Now raised again with details needed.	The seal should be widened on the north side of Ngaumatau Road between number 2 and number 82 (Howard Road). - The width of the road can’t be extended. A large section of the land bordering the north side is private property and existing power poles and drainage would have to be shifted at major expense. COMPLETE.
	Allison Gandy	HSE - Ongoing noise pollution from Seaview – Scrap metal recyclers – McCaulays have improved since better practice has been encouraged, still in talks with SIMS. Noise control has escalated response time to any reports as immediate instead of 30 min callback. COMPLETE Seaview Street Sprints excess noise – Unhappy about no notification of events. – HCC requested to organisers to place signage advertising on Seaview Rd coming up to the event. Any ‘practice’ causing noise before or after the event is not tolerated and needs to be reported as and when happening to noise control to take action with the organisers. COMPLETE
	Allison Gandy	HSE - 200m buoy off Point Howard beach – Request for a buoy to stop jet skiers / boats coming too close to shore at speed. Logged # 406002 to Parks & Gardens Div. Is this HCC responsibility to consider?? Allison emailed advising I have forward her request onto the Wellington Harbour Master as this is under their management. COMPLETE
	Allison Gandy	Graffiti - Ongoing issue with graffiti on the Howard Rd Reservoir tank -. It is cleared when reported but as a deterrent is using it as mural canvas a possibility. – Logged # 406719 to ask the question if having the tank as a mural canvas location for HCC is an option? – With Mel Gardner (Graffiti Eradication Officer) Mel has spoken to an Eastbourne Community Board member about this and agreed to look into doing a mural here in the next financial year. Site visit 4/05/18 not a heavy traffic area for sponsors to sponsor and push as a priority site. Will remain on the list if a local artist wants a site. Update from the graffiti Eradication Officer: Funds are prioritised by community needs and we are still combating some very high profile locations with regard to vandalism in the coming years, we will not have the funds to paint a mural on the reservoir in the next financial year unfortunately. Will remain on the list if a local artist wants a site. COMPLETE
Place	Who	Issues
Lowry Bay - bus stop	David Miller dandjmiller.nz@gmail.com 027 484 4258	Speed of traffic through Lowry Bay – suggestion - a speed indicator? Or other measures to slow traffic. - No changes will be made until shared path design is done. Also looking at Traffic Counts for any warranted changes. To install ‘speed feedback’ electronic sign, 1 with the possibility of a 2^nd one. No current action. COMPLETE
Place	Who	Issues
York Bay – turnaround point, Kaitawa Road
	Susan Ewart	Parking at the turnaround point of Kaitawa Road –suggestion - some yellow lines to help guide people. – Mentioned on the day about consultation for BYL’s and no docs received by no.4. The BYL’s under consideration are for the intersection of Waitohu/Kaitawa Rd, outside no.2 and would not affect no.4 therefore no need for documents to no.4 residents. Logged # 406893 for consideration of BYL’s further up near no.4 at turnaround. – 14/08 – Currently out for consultation. In progress to be carried out…
	Susan Ewart ewartsusan@hotmail.com 04 568 4980 or 027 415 2815	Cracking and subsidence – on the top section of Waitohu Road – Logged # 406901 with photo. To investigate. - This area of pavement has had a number of bandage repairs over the years that have failed. To dig out the cracked pavement area & soft base material & replace on the 3 month programme… Due on August 2018 programme..
	Anna Sutherland anna@yorkbay.net.nz	Potential traffic issues - where a housing development is to be built on Waitohu Road and road issues with extra traffic. – No consents have been given, still at the application stage. Traffic Assessment Report and Construction Management Plan have been requested prior to any approvals and will be considered thoroughly. COMPLETE
		Blue Tsunami Lines faded – Already reported by another for Rona Street, other areas have been noticed a couple of others as well. To look at all of them next week and then organise a repaint of the faded/washed out ones. Geoff has done the audit, 15 needing repainting, a further 5 will need redoing after winter. The problem with painting now is getting 4 days drying before and 2 days after so I have given the job to Nigel Parking to arrange with the contractors. COMPLETE
Place	Who	Issues
Sunshine Bay – petrol station
	Anthony Morsinkhof amorsinkhof@gmail.com 021 0201 7524	Speed limit - Should be lowered to 50km for all of Sunshine Bay. Near accidents on a daily basis. Blind spot when turning North from petrol station. – No changes will be made until shared path design is done. No current action. COMPLETE
	Del deljon100@gmail.com	Change placement of 50Km Sign opposite petrol station - Can the 50km sign to be moved back to be seen prior to approaching the petrol station instead of after – Logged # 406923 cannot move the sign due to where speed restrictions start and finish, will look into the possibility of an advanced speed warning sign (although not standard in the Hutt) - It is likely that the posted speed limits along Marine Drive will be reassessed under the new NZTA Speed Management Guide following completion of the Eastern Bays shared path, the final design of which may affect the safe and appropriate speeds in the area. No current action. COMPLETE
Place	Who	Issues
Days Bay - Williams Park Pavilion	dbra.eastbourne@gmail.com
	Request from 2017	Williams Park - Mapfinder – from 2017 - Ongoing request for a wayfinder map to direct to Tennis Courts etc. - New design guide now adapted, test in a different area then roll out. Expected completion is in first quarter of 2018?? – Aaron Marsh
	Mike Henderson dbra.eastbourne@gmail.com on behalf of Phil Sprey & Pamela Rutherford	Kotari Road: Request for Give way sign at intersection of Kotari Rd and Ferry Road – Logged # 406929 request. Reviewed continuity line marking and tear drop island. Obvious give way, not warranted for sign as standard road rules should be obeyed. COMPLETE Wellesley School parking – Need for more BYL’s? – Logged # 406930 to consider BYL’s on one side. The Transport Section designed a solution which would have seen ‘No Stopping At All Times’ marked on the eastern side of the road. The reason for proposing that side of the road was that there is no footpath on the eastern side of the road, and that children would not have to cross the road. This proposal was sent to the properties in Kotari Road. The feedback was that the proposal was not supported by the residents, and the proposal therefore did not proceed. COMPLETE
	Grant Stotter, Hamish Morrison	Kereru Road Parking (GS) – Cars parking on BYL’s, unable to pass. – Needs to be reported when witnessed so parking enforcement can act upon. Using the RAP online system is ideal. COMPLETE Stop sign missing (GS) – request for reinstatement of the stop sign and associated white line at the Kereru Rd exit from Williams Park – Logged # 407016 request. Passed on to get installed Google 2008 shows faded yellow line across the width of the entry/exit of Williams Park at Kereru Rd and an old white 100x100mm post. There is no sign or STOP on the ground. Decide if a Stop should be installed. Stop sign and various road markings carried out in this area. COMPLETE Road Markings (MH) – No road markings on Kereru Rd exit onto Marine Drive - Consider giveway sign and/or road marking for safety.Only “no parking” markings exist and not “giveway” or centre line exist. Logged # 407017 request. Passed on to have Continuity Line installed of entrance/Tree is in middle of Kereru Rd at intersection with Marine Dr. Kereru Rd is 5m wide except just before Marine Dr & at tree. COMPLETE
	Scot Gilchrist	Macrocarpa trees continual falling branches Kereru Rd - #406267 Tree branch to be removed. We have asked an independant arborist - Arbortech to provide a report on both trees with recommendations. Macs had report carried out and deadwooding of tree and broken, dangerous branches removed. These are protected trees and cannot be removed in the future. COMPLETE
	Request from 2017	Stopping the incessant sand flow across Marine Drive from Days Bay Beach. Suggest the construction of a small nib wall which would (a) stop the sand drift and keep that precious commodity on the beach and (b) provide welcome seating and security for families visiting the Bay. - Logged # 374794 (2017) - This will be looked at as part of the Shared walkway/cycleway project. No Current Action. COMPLETE
	Mike Henderson, Robin and Scot Gilchrist, Don and Michele Long	Petanque Piste (DL) / Reserve area / Grass Tennis courts – The Petanque Piste is in need of several wheelbarrow loads of fresh crushed chalk. - Logged # 407022 request. Nothing can be done until Dews Construction have finished and the ground conditions improve… - Justin Arthur Restricted access to the reserve (MH) - Keep restricting vehicle access by way of locked gate to the reserve. Do not let it become a car park. Keep access for people and dogs. Signs (MH) - Consider “pick-up after your dog signs” & Dog bag station would be a great asset at the entrance to the reserve. Also revamp the out of date notice sign on the Moana Road end to read that the "Tennis courts are for tennis only and no other games are to be played on them"and more "dog " notices to be put up . Only one at Moana Road now as others removed (presume by public) and a number of people regularly use this as a dog exercising area Soggy patch on recreation area – Large area of grass near Volleyball court along the back hedgeline, it is very soggy in winter and summer. Could be a breeding ground for Mosquitoes. Drainage seems to be an issue. . – All above x 3 Logged # 407023 as a request for all issues raised above to be considered/looked into. - Justin Arthur responded to requestor with outcomes. COMPLETE
	Phil Sprey, Mike Henderson hendos12@gmail.com	Life Guards at the beach –I think paid life guards (by the HCC) on the beach during peak season are the way to go. There are paid life guards at the Eastbourne swimming pool. What is the difference? I’m sure in terms of numbers the beach has more volume and possibly more risk (drowning) attached. They could be based out of the changing shed but would not be responsible for the wharf jumpers and swimmers as I believe that is a separate safety issue that should be addressed as part of the wharf repair and wharf steering group. - Something for HCC to consider next summer. DBRA to discuss options. No further action from HCC. COMPLETE
	Phil Sprey	Railing on the park side of the pedestrian crossing outside Williams Park. - To stop children running across the road without thinking as they come out of the park to cross to the beach. – Logged # 407320 Quote accepted 10/05/18 to install tactiles on either side of the road..Dews. COMPLETED
	Mike Henderson (DBRA) hendos12@gmail.com	Speed humps/traffic calming at crossing on Marine Drive near Moana Rd - a number of near misses from vehicles driving straight through without stopping while pedestrians are on or trying to cross. This is while sitting at the cafes. It appears that drivers are distracted, not concentrating or looking for a parking space. A speed hump or other traffic calming device is needed – to slow down / alert the drivers – Logged # 407322 request. With Alan H Traffic Div..
Place	Issue	Explanation
Bishops Park
	Alan Collins alan.sallycollins@xtra.co.nz	Post at entrance to Bishops Park lying at 45 degrees – One of the posts at the entrance to Bishops Park is on a lean and not holding the chain barrier in place. - Logged # 405370 Issued to contractor for repair. With Downer..COMPLETE
	Nicole Smith - 027 645 022 (not available for Walkaround)	Maire Street car park to south of HW Shortt park. People having to walk/ride bikes behind parked / reversing vehicles. Currently cars park in different places not leaving a clear path for pedestrians and riders. Wants a pedestrian/cycle lane along the grass strip between the sports field and the bollards leading south to the promenade with car parking pushed back a little to accommodate it. – Logged # 404675 Plan of suggested road markings emailed to Nicole, going forward would need usual consultation process. To be carried out part of shared pathway design. No current action. COMPLETE

[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.

Virginia Horrocks (Chair)	Murray Gibbons
Robert Ashe (Deputy Chair)	Liz Knight
Cr Tui Lewis	Cr Michael Lulich
Anna Sutherland