Agenda of Te Pātaka o Rākaihautū Banks Peninsula Community Board

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

Unconfirmed

Te Pātaka o Rākaihautū

Banks Peninsula Community Board

Open Minutes

Date: Monday 7 November 2022

Time: 10.01 am

Venue: Akaroa Boardroom
78 Rue Lavaud, Akaroa

Present

Chairperson

Deputy Chairperson

Members

Reuben Davidson

Nigel Harrison

Tyrone Fields

Asif Hussain

Lyn Leslie

Cathy Lum-Webb

Howard Needham

Luana Swindells

Penelope Goldstone

Manager Community Governance, Banks Peninsula

941 5689

penelope.goldstone@ccc.govt.nz

www.ccc.govt.nz

Part A Matters Requiring a Council Decision

Part B Reports for Information

Part C Decisions Under Delegation

Karakia Tīmatanga: Tyrone Fields.

The agenda was dealt with in the following order.

1. Apologies Ngā Whakapāha

Part C

There were no apologies.

2. Declarations of Interest Ngā Whakapuaki Aronga

Part B

There were no declarations of interest recorded.

3. Confirmation of Previous Minutes Te Whakaāe o te hui o mua

Part C

Community Board Resolved BKCB/2022/00085

That the minutes of the Te Pātaka o Rākaihautū Banks Peninsula Community Board meeting held on Friday, 28 October 2022 be confirmed with the following amendments:

Item 2 – Declarations by Members:

Luana Elizabeth ~~Swindles~~ Swindells

Item 3 – Election of Chairperson:

Reuben Davidson was nominated by ~~Howard Needham~~ Nigel Harrison and seconded by Tyrone Fields.

Page 8 of the minutes in the agenda of this meeting:

Confirmed this 7^th Day of November 2022

Reuben ~~Davison~~ Davidson

Reuben Davidson/Tyrone Fields Carried

4. Public Forum Te Huinga Whānui

Part B

4.1 Former Kukupa School Site, Pigeon Bay

Peter Stapels, local resident, spoke to the Board about the former Kukupa School site in Pigeon Bay. The Council is considering the future use of the site. The preferred lessee is Purapura Whetu Trust (PWT). PWT has proposed that the site be used as a community based Kaupapa Māori health, social service centre and community hub. In Mr Stapels’ opinion the proposal is ambiguous and it is unclear how the site will be used. Mr Stapels was also concerned with the apparent lack of community engagement on the proposal.

Staff noted that at a previous meeting the Board requested that staff do further work on this proposal, including engaging with the local community, before coming back to the Board to request formal approval of the future use. The Board will receive a briefing from staff on this matter in early-2023.

The Chairperson thanked Mr Staples for his presentation.

Attachments

a Clause 4.1 – Former Kukupa School Site, Pigeon Bay – Peter Stapel’s Notes- 7 November 2022

4.2 Former Kukupa School Site, Pigeon Bay

Sarah Spencer Smith, resident, spoke about the former Kukupa School site in Pigeon Bay. The Council is considering the future use of the site, and the preferred lessee is Purapura Whetu Trust (PWT). Ms Spencer Smith questioned the apparent lack of consultation with neighbours and also noted that similar amenities offered by the proposed future use (for example, campsites, workshops, and historical learning opportunities) were already available at other locations nearby on Banks Peninsula.

Ms Spencer Smith noted that the proposal is out of character with the rural aspect of Pigeon Bay, and was concerned that it could negatively impact the safety of her neighbouring property.

The Chairperson thanked Ms Spencer Smith for her presentation.

4.3 Akaroa Civic Trust

Victoria Andrews, member of the Akaroa Civic Trust, introduced herself to the Board at the start of the new term.

Ms Andrews tabled information Britomart Monument at Greens Point, a historical site on the edge of Akaroa.

The Chairperson thanked Ms Andrews for her presentation.

Attachments

a Clause 4.3 –Britomart Monument at Greens Point – Victoria Andrews – 7 November 2022

5. Deputations by Appointment Ngā Huinga Whakaritenga

Part B

There were no deputations by appointment.

6. Presentation of Petitions Ngā Pākikitanga

Part B

There was no presentation of petitions.

7. Te Pātaka o Rākaihautū Banks Peninsula Community Board - Adoption of 2023-2025 Meeting Schedule

Community Board Resolved BKCB/2022/00086 (Original officer recommendations accepted without change)

Part C

That Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Adopt the following meeting schedule from February 2023 to September 2025

2. Adopt the following schedule of Ordinary Meetings for the Board’s 2023-2025 Board term:

Date	Time	Location
7 February 2023	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
6 March 2023	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
11 April 2023	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
8 May 2023	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
12 June 2023	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
10 July 2023	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
7 August 2023	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
11 September 2023	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
9 October 2023	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
6 November 2023	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
11 December 2023	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
12 February 2024	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
11 March 2024	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
8 April 2024	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
6 May 2024	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
10 June 2024	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
8 July 2024	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
12 August 2024	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
9 September 2024	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
7 October 2024	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
11 November 2024	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
9 December 2024	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
10 February 2025	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
10 March 2025	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
7 April 2025	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
12 May 2025	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
9 June 2025	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton
7 July 2025	10am	Akaroa Boardroom, 78 Rue Lavaud, Akaroa
11 August 2025	10am	Little River Boardroom, 4238 Christchurch Akaroa Road, Little River
8 September 2025	10am	Lyttelton Community Boardroom, 25 Canterbury Street, Lyttelton

3. That the Community Board Chairperson and the Community Governance Manager jointly be delegated the ability to amend the 2023-2025 Ordinary Meeting Schedule, as required.

4. Notes that if the meeting was to occur on a public holiday the Board meeting is to be held the next business day.

5. Notes the holding of Board briefings will take place on the fourth Monday of the month.

Tyrone Fields/Howard Needham Carried

8. Banks Peninsula 2022-23 Discretionary Response Fund - Little River Market

Community Board Resolved BKCB/2022/00087 (Original officer recommendation accepted without change)

Part C

That the Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Approves a grant of $1,800 from its 2022-23 Discretionary Response Fund to the Little River Farmers Mkt Inc towards signage and public liability insurance.

Lyn Leslie/Nigel Harrison Carried

9. Elected Members’ Information Exchange Te Whakawhiti Whakaaro o Te Kāhui Amorangi

Part B

Board members exchanged the following matters for the Board’s information:

· It was noted that an earlier request had been lodged for the flotsam and jetsam be cleared from beaches in Akaroa. This matter is ongoing.

· The Little River public toilet continues to have maintenance issues. A customer service request will be lodged.

· The Hidden Valley Trust recently held a very successful planting day.

· A section of Governors Bay Governors Bay-Teddington Road near Mopuku Peninsula needs maintenance. A customer service request will be lodged.

· There has been a community discussion about the Britomart Memorial, and it was noted that residents are interested in the relationship between the Memorial and the adjacent Takapūneke Reserve. The Board, in its last term, requested that a landscape plan for Britomat Memorial Reserve which is awaited.

· There are issues with a culvert near Duvauchelle.

· It was noted that visitor numbers to Lyttelton Harbour had increased.

· A “Keep Christchurch Beautiful” event was held recently in Lyttelton with large amounts of rubbish collected, as an offshoot of the event Project Lyttelton are looking at ways of reducing the amount of rubbish on London Street, Lyttelton.

· Residents are concerned about safety at Naval Point, including lighting. A briefing for the Board on Naval Point is planned for early-2023.

· Discussion was held on the “No Swimming” notices in some of the Lyttelton Harbour bays and the processes around the erection and taking down of the signs.

9.1 Governors Bay - Anti-Social Road Users

The Board noted a concern raised in Governors Bay about anti-social road users. The Board discussed the possible installation of speed cameras in the Governors Bay area.

That the Board discuss with New Zealand Police measures that could be implemented to reduce anti-social driving behaviour in the Whakaraupō Lyttelton Harbour basin.

Karakia Whakamutunga: Tyrone Fields.

Meeting concluded at 11.24am.

CONFIRMED THIS 12^th DAY OF DECEMBER 2022.

Reuben Davidson

Chairperson

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

9. Birdlings Flat Street Lighting
Reference / Te Tohutoro:	22/1372454
Report of / Te Pou Matua:	Andrew Cameron, PM, andrew.cameron@ccc.govt.nz
General Manager / Pouwhakarae:	Jane Davis, General Manager Infrastructure, Planning & Regulatory Services (jane.davis@ccc.govt.nz)

1. Nature of Decision or Issue and Report Origin

1.1 Staff request approval of the preferred option for street lighting at Birdlings Flat following community consultation

1.2 Representatives of the Birdlings Flat community brought the issue of street lighting at Birdlings Flat to the Te Pātaka o Rākaihautū Banks Peninsula Community Board in June 2018

1.3 The decision in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy. The level of significance was determined by considering the number of people impacted and the cost impact to rate payers.

2. Officer Recommendations / Ngā Tūtohu

That Te Pātaka o Rākaihautū Banks Peninsula Community Board recommends to Council agree to:

1. The removal of 12 of the existing 19 Street lights at Birdlings Flat as shown in Attachment G of this report.

2. The turning off of the seven retained street lights as shown on Attachment G of this report at midnight until 6am every night.

3. Reason for Report Recommendations / Ngā Take mō te Whakatau

3.1 During the engagement process there have been two strong voices from the community, those who believe all lighting should be removed to improve the ability to view the night sky, and those who believe that the lights are required to move safely around the community. It should be noted that currently three of the seven streets in Birdlings Flat are fully lit. Prior to the no street lights trial 56% of respondents to a survey desired no lights, 44% desired to retain some level of lighting, with 76% of respondents selecting an option that had no lights on their street. Results shown in Attachment C.

3.2 Post-trial survey

Having completed a trial of no street lights for six months the post trial consultation survey has 55% of people choosing no lights as their preferred option (43% when using the second preferred option weighted result, which gives 2 points for the preferred option and 1 point for the second option), and 45% requesting some level of lighting. 60% of respondents choose a preferred option that has no lights on their street.

As the number of people desiring to see all street lighting removed at Birdlings Flat is close to half this is not seen by staff as a mandate to remove all street lighting. It should be noted that when considering only those streets that are currently fully lit, two of the three streets had a small majority that favoured retaining lighting in their street.

When the results for no lighting and those for reduced lighting are combined this accounts for 82% of all respondents. This is considered to be a mandate for reducing the amount of street lights at Birdlings Flat.

3.3 Option proposed

Owing to the numbers of responders expressing a preference to retain lighting in streets that are currently fully lit, staff are recommending an amended version of Option 3 to allow for street lighting at the main intersections, with the following changes proposed:

· On Clifton Street a light to be retained mid-block to provide more uniform lighting

· No lights placed on Coats Street; as 77% of residents on this street chose no street lighting in their street as their first option and 83% for their second preferred option.

· Four, rather than three, lights to be retained on Hillview Road; to provide more uniform lighting along the length of the street.

Written responses showed that the main driver for those desiring no street lights was to improve their ability to view the night sky. As such, in addition to reducing the number of street lights it is recommended to carry out the following:

· Use 2200K (orange colour) lights; as recommended by the International Dark Sky Association

· Use back light shielding to reduce back light spill onto properties adjacent to street lights. Back light spill was raised as an objection to having street lighting by some respondents

· Switch the street lighting off between midnight and 6am when the need for street lighting is greatly reduced.

4. Alternative Options Considered / Ētahi atu Kōwhiringa

4.1 Remove all street lights:

Almost half of respondents chose a preferred option that retained some level of lighting. The majority of respondents living in two of the three streets that are currently fully lit wanted to retain some level of street lighting. As such this option was considered not to serve the community well.

4.2 Retain all lighting:

The vast majority 82% of residents did not support this option.

4.3 Retain lighting only on Poranui Beach Road:

This option does not address the feedback provided by the majority of people on two of the currently lit streets that desired to retain street lights on their street

5. Detail / Te Whakamahuki

5.1 Community Views and Preferences Ngā mariu ā-Hāpori

Public Consultation Te Tukanga Kōrerorero

5.1.1 Early engagement with the Birdlings Flat community started in June 2018 where members of the community presented their views on street lighting at Birdlings Flat to Te Pātaka o Rākaihautū Banks Peninsula Community Board. Meeting minutes Attachment A.

5.1.2 Between June 2018 and December 2021 staff:

· Shared a council report with the community covering the health, safety, and environmental concerns around LED lighting

· Held another community meeting where people could discuss any lighting issues

· Worked with community representatives to develop a plan to engage the Birdlings Flat community

5.1.3 In December 2021, all properties received a survey (Attachment B) outlining the lighting options and inviting them to a drop-in session where staff would answer questions and discuss a potential trial.

5.1.4 In February 2022, staff shared the survey results (Attachment C) with the community. The majority of those who responded wanted no streetlights, which triggered a street lighting trial.

5.1.5 No street lighting was trialled from February to May 2022. From June to August 2022, Clifton Street had three streetlights installed that met the International Dark Sky recommendation for colour. Start Work Notice Attachment D. In August 2022, when the trial ended, all the streetlights were turned back on.

5.1.6 Staff held a drop-in session on 19 July 2022 and approximately 25 people attended.

5.1.7 Fire and Emergency NZ, NZ Police and St Johns were contacted to establish the risk posed by any of the proposed lighting options. St Johns responded with, “We don’t have any real preference. Street lighting does help us locate addresses or assess patients who may be on the roadside, although the ambulances/response cars do have spotlights to enable us to light up addresses or a scene if needed.”

NZ police responded with, “I don’t have any concerns with this option really as there are no footpaths out there and it’s a semi-rural area”.

Crime statistics provided showed a reduction in crime during the trial period based upon the same period the previous year.

5.1.8 Following the lighting trials, people were able to provide feedback on four street lighting options from 13 September until 4 October 2022.

5.1.9 Consultation documents (Attachment F) were hand-delivered to 205 properties and mailed out to 86 owners of property in Bridlings Flat.

5.1.10 The consultation was also available online and an email linking to the survey was sent to 44 stakeholders, including emergency services. An email was also sent to 29 people with property or living in Birdlings Flat, who previously submitted on the proposed extension of kerbside collection service in Wairewa.

Summary of Submissions Ngā Tāpaetanga

5.1.11 We received feedback from 94 individuals, including five people who we know own property in Birdlings Flat, and 88 people who currently live in Birdlings Flat. The remaining submitter could not be traced to property in Birdlings Flat. Five submissions were received that had no contact details and were not included in the analysis. All valid submissions are available on Councils Have Your Say webpage. Further analyses Attachment H

5.1.12 During consultation people were able to select a first and second preference for street lighting and provide comments. The proposed options for street lighting were:

· Option 1: Upgrade all streetlights to LED lamps

· Option 2: Remove all streetlights

· Option 3: Keep minimal lighting at all major intersections. Upgrade lamps to LED

· Option 4: Keep minimal lighting at major intersections on Poranui Beach Road. Upgrad e lamps to LED

5.1.13 All submitters selected a first preference, 67 provided a unique second preference and 44 made comments.

5.1.14 The table below shows that the majority of submitters preferred removing all the streetlights (51). Reasons given for this included the uniqueness of Birdlings Flat and valuing the night sky (14), that streetlights shine into properties (6), and the ability to use a torch (3).

Street lighting options	First preference (%)	Second preference (%)
Remove all streetlights	51 (55)	7 (9)
Options retaining some level of street lighting
Upgrade all streetlights	17 (18)	4 (5)
Keep minimal lighting at all major intersections	14 (14)	18 (19)
Keep minimal lighting at major intersections on Poranui Beach Road	12 (13)	38 (39)
No unique second preference selected		27 (28)
Total	94 (100)	94 (100)

5.1.15 Upgrading all the streetlights was the second most preferred option (17) with some submitters suggesting if there were to be street lights that they are turned off at specific times over night (5). Other submitters stated that street lights are needed for safety (4) and the road should be lit for visitors unfamiliar with area (3).

5.1.16 The most popular second preference was minimal lighting at major intersections on Poranui Beach Road (38, 41%).

5.1.17 The table below shows the overall preferred option when first and second preference are weighted and combined. The first preference is given double weighting. A second preference was not always provided, or the first preference was repeated and therefore not included in this analysis. The results show that when taking into account submitters first and second preferred option, the support for the removal of all street lighting dips below 50%.

Options	1st preference	2nd preference	Weighted total (%)
Remove all streetlights	51	7	109 (43)
Options retaining some level of street lighting
Upgrade all streetlights	17	4	38 (14)
Minimal lighting at all major intersections	14	18	46 (18)
Minimal lighting at all major intersections on Poranui Beach Rd	12	38	62 (24)
Total	94	67

5.1.18 Throughout the consultation period, submissions were checked for opportunities to provide submitters with further information, prior to consultation closing. The table below includes the feedback staff provided through this process.

Issue/questions raised by submitter(s)	Staff response
If there is any lighting, will it be the 2200k lights?	If there are to be street lights in Birdlings Flat, they will be 2200K. This falls within the International Dark Skies Association guidelines.
If LEDs are used, colours that are animal friendly should be considered (as opposed to the very un-night-like blue/white hues).
We already voted on this topic and the conclusion was the majority did not want street lights.	There was a condition in the first survey; if the majority of people wanted no street lights, a six-month trial would commence, with a final survey at the end of the trial.

5.2 The decision affects the following wards/Community Board areas:

5.2.1 Te Pātaka o Rākaihautū Banks Peninsula Community Board

6. Policy Framework Implications Ngā Hīraunga ā- Kaupapa here

Strategic Alignment /Te Rautaki Tīaroaro

6.1 This project aligns with the strengthening of communities. This decision forms the final stage of a process designed to give a voice to a small unique community within Christchurch, allowing them to guide the forming of their environment. It has incorporated social, cultural, environmental aspects of this community and been built through collaboration and cooperation between staff and the local community.

6.2 This report supports the Council's Long Term Plan (2021 - 2031):

6.2.1 Activity: Transport

· Level of Service: 10.0.41 Reduce emissions and greenhouse gases related to transport - <=1.10 million tonnes of CO2 equivalents

Policy Consistency / Te Whai Kaupapa here

6.3 The decision is consistent with Council’s Plans and Policies. To engage with and strengthen local communities and to lower CO2 emissions by reducing energy consumption.

Impact on Mana Whenua Ngā Whai Take Mana Whenua

6.4 The decision does not involve a significant decision in relation to ancestral land or a body of water or other elements of intrinsic value, therefore this decision does not specifically impact Mana Whenua, their culture and traditions.

6.5 The decision does not involve a matter of interest to Mana Whenua and will not impact on our agreed partnership priorities with Ngā Papatipu Rūnanga

6.6 This decision makes minor changes to existing street lighting on the transport network.

Climate Change Impact Considerations / Ngā Whai Whakaaro mā te Āhuarangi

6.7 The recommendation presented in this report will reduce CO2 emissions by reducing energy consumption.

Accessibility Considerations / Ngā Whai Whakaaro mā te Hunga Hauā

6.8 The recommendation presented in this report will maintain the existing levels of accessibility at Birdlings Flat.

7. Resource Implications Ngā Hīraunga Rauemi

Capex/Opex / Ngā Utu Whakahaere

7.1 Cost to Implement - $5000

7.2 Maintenance/Ongoing costs – For the lights that will remain and upgraded to LED the running costs will be $161.1 per annum; a reduction of $987.6 per annum on the current running cost of lights at Birdlings Flat.

7.3 Funding Source – Road Lighting Renewals

8. Legal Implications Ngā Hīraunga ā-Ture

Statutory power to undertake proposals in the report / Te Manatū Whakahaere Kaupapa

8.1 Based upon The Local Government Act 1974 Section 334A(1) that “A council may do all things necessary to light with any form of energy roads, private roads, public places, and (with the consent of the owner) private ways in the district.” Council is not obligated to provide street lighting.

Other Legal Implications / Ētahi atu Hīraunga-ā-Ture

8.2 There is no legal context, issue or implication relevant to this decision

9. Risk Management Implications Ngā Hīraunga Tūraru

9.1 This decision does not impact the city’s risk management as it is making only minor alterations to the existing street lighting network.

Attachments / Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	Community presentation - Board meeting minutes	22/1415575	42
b ⇩	Information leaflet prior to drop in	21/1660359	48
c ⇩	Survey results and informing of trial	22/178697	51
d ⇩	Clifton Street 2200k street light trial start work notice	22/1416049	53
e ⇩	Post trial drop in session invite	22/1416051	54
f ⇩	Final survey consultation document	22/1416539	55
g ⇩	Proposed lighting layout	22/1473559	57
h ⇩	Submitter Analyses	22/1503793	58

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories / Ngā Kaiwaitohu

Authors

Andrew Cameron - Project Manager

Samantha Sharland - Engagement Advisor

Tessa Zant - Manager Engagement

Approved By

Oscar Larson - Team Leader Project Management

Jacob Bradbury - Manager Planning & Delivery Transport

Lynette Ellis - Head of Transport & Waste Management

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

10. 40 Usshers Road, Okuti - Reserve Land Exchange
Reference / Te Tohutoro:	22/1446913
Report of / Te Pou Matua:	Russel Wedge, Team Leader Parks Policy & Advisory, russel.wedge@ccc.govt.nz Stuart McLeod, Property Consultant, stuart.mcleod@ccc.govt.nz
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

1. Nature of Decision or Issue and Report Origin

1.1 To approve under section 15(1) of the Reserves Act 1977 the exchange of 477m2 of Okuti Esplanade Reserve for an area of 811m2 of privately owned land at 40 Usshers Road, Okuti that adjoins the reserve.

1.2 This report is a result of an application from the owner of 40 Usshers Road whose house when relocated to the site 17 years ago unintentionally encroached onto the adjoining Okuti Esplanade Reserve.

1.3 The decision in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy. The level of significance was determined by the impact on the community including the applicant, the Council’s ability to provide access to the reserve, and level of community interest.

2. Officer Recommendations / Ngā Tūtohu

That Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Pursuant to Section 15(1) of the Reserves Act 1977 approve the exchange of Council owned land being 477m² and shown as Section 2 on plan scheme plan 37956, for 811m² shown as Section 1 on said plan to be held as Local Purpose (Esplanade) Reserve; and

2. Recommends the Chief Executive, using the Council’s delegated authority from the Minister of Conservation, consents to the exchange of reserve for other land referred to (1) above, and

3. Authorises the Property Consultancy Manager, should the exchange of land be granted with the consent of the Chief Executive, to finalise documentation to implement the transaction.

3. Reason for Report Recommendations / Ngā Take mō te Whakatau

3.1 The exchange of an area of esplanade reserve for a larger privately owned area of land that adjoins the reserve, which is planted in native plants, will be of benefit to the ecosystems and biodiversity of Banks Peninsula.

3.2 The resident at 40 Usshers Road, who relocated their building in 2005 onto their property and have established a garden around their house, will be able to continue living in their current building without having to demolish the section of their house that is currently on esplanade reserve.

3.3 Public access along the esplanade reserve and the Council’s Three Waters maintenance teams will not be restricted by the proposed realignment of the esplanade boundary due to the exchange of reserve land for privately owned land.

4. Alternative Options Considered / Ētahi atu Kōwhiringa

4.1 Demolish or relocate the dwelling encroaching onto the reserve – Not recommended

4.1.1 Advantages

· The dwelling would no longer be within the esplanade reserve.

4.1.2 Disadvantages

· Council would lose the opportunity to acquire additional esplanade reserve land with ecological and biodiversity values.

· The resident would be forced out of their home while the building is removed from the reserve

· The resident would be required to fund either the relocation of the encroaching building or demolish and construct a new dwelling within their property.

4.2 Do nothing – Not recommended

4.2.1 Advantages

· No costs incurred by the Council.

4.2.2 Disadvantages

· The Council would lose the opportunity to acquire additional land to the esplanade reserve.

· The illegal encroachment of a privately owned building on public land would not be addressed or resolved.

4.3 To issue a lease or licence or sell part of the esplanade reserve to the resident – Not permitted

4.3.1 The Reserves Act 1977 does not permit the issuing of a lease, licence or sale (disposal) of part of an esplanade reserve for a private residential dwelling.

5. Detail / Te Whakamahuki

Background

5.1 In 2004 and 2005 respectively the Banks Peninsula District Council received applications to

· Subdivide the land situated at 100 Usshers Road and

· Relocate a building onto Lot 1 of the newly created Lots to be known as 40 Usshers Road.

5.2 Resource consent was granted for both the subdivision and to relocate a residence to the site of 40 Usshers Road. The subdivision resource consent for 100 Usshers Road required Lot 6 to be vested in the Council as a Local Purpose (Esplanade) Reserve. The consent also identified the location for the dwelling on Lot 1, both are illustrated below in Figure 1.

5.3 The dwelling was relocated to Lot 1 and all works were completed in compliance with the Building Consent and Code Compliance was issued.

5.4 There is no evidence the dwelling was intentionally placed on the esplanade reserve. After taking into consideration the building consent site diagram (as shown below), the onsite geographical features and vegetation on site, the exact location of the esplanade boundary could be difficult to determine and therefore the location for the placement of the building.

5.5

Figure 1: Subdivision Plan (top image) and location of private dwelling on Lot 1.

Proposed Action

5.6 To resolve the issue of the building being inadvertently placed on part of the reserve, which now has an established garden around it, an agreement to exchange reserve land for private land has been proposed. The applicant will acquire 477m² of esplanade reserve in exchange for releasing 811m² of their land to the Council, which will be held as esplanade reserve. The Council’s newly acquired land to be an esplanade reserve has bush and trees on it and adjoins the existing esplanade reserve (refer Figure 2 below).

5.7 Independent valuations were considered but given the relative remoteness of the site and surrounding land values the cost of each party obtaining independent valuations was considered uneconomic. It was therefore agreed that a token value of $2,000 inclusive of GST (if any) would be placed on each parcel. Therefore making the swap at equivalent value. This is justified when the topography and natural environmental values of each parcel are taken into account.

Figure 2: Section 2 (477m²) with part of existing house on Okuti Esplanade Reserve is to be exchanged for Section 3 (811m²) private land and added to Okuti Esplanade Reserve.

5.8 There is a minimum of 10 metres clearance between the proposed new private property boundary and the Okuti stream edge. The 10 metres is accessible for the public to walk along the reserve with the majority of the area flat and in grass. The area along the esplanade reserve is also easily accessible for the Council’s 3 Waters maintenance team. The area of land the Council is acquiring as esplanade reserve contains remnants of native bush, which will add to the ecology and biodiversity of the area.

Community Consultation

5.9 In August 2022 the Community Board was advised of the proposal to exchange reserve land located at 40 Usshers Road (attached Memo to Community Board).

5.10 A public notice was placed in The Press on 17 September 2022 notifying of the proposal to exchange local purpose esplanade reserve and advising that any person or organisation may make a submission or objection to the proposal up until 17^th October 2022. This was a requirement of section 15(2) of the Reserves Act 1977. There were no submissions or objections received.

5.11 The Banks Peninsula Governance team included the proposed land exchange in their area report, which is also available to the public and stakeholders.

5.12 The decision affects the following Community Board:

5.12.1 Te Pātaka o Rākaihautū Banks Peninsula Community Board.

6. Policy Framework Implications Ngā Hīraunga ā- Kaupapa here

Strategic Alignment /Te Rautaki Tīaroaro

6.1 This report does not impact on any of the Councils 5 strategic priorities: connected communities, climate change, and quality of drinking water, city momentum or affordable rates.

6.2 This report supports the Council's Long Term Plan (2021 - 2031):

6.2.1 Activity: Parks and Foreshore

· Level of Service: 6.8.10.1 Appropriate use and occupation of parks is facilitated - Formal approval process initiated within ten working days of receiving complete application - 95%

Policy Consistency / Te Whai Kaupapa here

6.3 The decision is consistent with Council’s Plans and Policies. It manages reputational risk, avoids climate change considerations by not requiring any new or additional site works or construction and does not have any accessibility risks for Council.

Impact on Mana Whenua Ngā Whai Take Mana Whenua

6.5 The decision does not involve a matter of interest to Mana Whenua and will not impact on our agreed partnership priorities with Ngā Papatipu Rūnanga

6.6 The subject land does not sit within an area of Ngai Tahu Cultural significance in the District Plan.

6.7 Wairewa Rūnanga were contacted directly and did not raise any concerns with the proposal.

Climate Change Impact Considerations / Ngā Whai Whakaaro mā te Āhuarangi

6.8 Although the decisions in this report have no direct impact on climate change the acquisition of a greater land area could in the future provide opportunity for mitigation measures through additional native tree and shrub plantings.

Accessibility Considerations / Ngā Whai Whakaaro mā te Hunga Hauā

6.9 There are no accessibility consideration in this report, access to and through the reserve is unchanged.

7. Resource Implications Ngā Hīraunga Rauemi

Capex/Opex / Ngā Utu Whakahaere

7.1 Cost to Implement – Staff costs are part of the Parks Unit planning operational budget.

7.2 Maintenance/Ongoing costs – no change.

7.3 Funding Source – Parks operational budget for staff costs. The applicant is to meet all other costs associated with the land exchange transaction.

8. Legal Implications Ngā Hīraunga ā-Ture

Statutory power to undertake proposals in the report / Te Manatū Whakahaere Kaupapa

8.1 Section 15 of the Reserves Act 1977 makes provision for the Minister of Conservation to authorise the exchange of reserve land in the New Zealand Gazette.

8.2 Where Councils acquire reserve land by way of subdivision as in this case and not from the Crown, the Minister has delegated her powers of exchange to local authorities.

8.3 The Council has sub delegated this authority to Community Boards. Part D – Sub Part 1 – Community Boards

Other Legal Implications / Ētahi atu Hīraunga-ā-Ture

8.4 There is no legal context, issue or implication relevant to this decision

9. Risk Management Implications Ngā Hīraunga Tūraru

9.1 The decisions in this report do not present any risk to Council; there is no additional cost, there was no public opposition, and the decision does not impact on environmental objectives.

Attachments / Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	Community Board Memorandum: Reserve Land Exchange - 40 Usshers Road, Okuti - 16 August 2022	22/595305	68
b ⇩	40 Usshers Road Reserve Land Exchange Diagram - 12 December 2022	22/1663309	70

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories / Ngā Kaiwaitohu

Authors

Stuart McLeod - Property Consultant

Russel Wedge - Team Leader Parks Policy & Advisory

Approved By

Angus Smith - Manager Property Consultancy

Kelly Hansen - Manager Parks Planning & Asset Management

Andrew Rutledge - Head of Parks

Mary Richardson - General Manager Citizens & Community

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

11. Naval Point Yacht Club Lyttelton Incorporated - Licence for Temporary Haulout Compound
Reference / Te Tohutoro:	22/1425572
Report of / Te Pou Matua:	Kathy Jarden, Team Leader Leasing Consultancy
General Manager / Pouwhakarae:	Jane Davis, General Manager Infrastructure, Planning & Regulatory Services (jane.davis@ccc.govt.nz)

1. Nature of Decision or Issue and Report Origin

1.1 The purpose of the report is to grant a five-year licence to The Naval Point Club Lyttelton Incorporated for the purpose of a temporary haulout facility at Naval Point.

1.2 The report is staff generated to seek the appropriate delegation to enter into the agreement.

1.3 The decision in this report low significance in relation to the Christchurch City Council’s Significance and Engagement Policy. The level of significance was determined by the number of people affected by the decision and previous consultation on the subject matter undertaken during the development of the The Naval Point - Tapoa Development Plan.

1.4 Previous consultation and updated comments from Ngāti Wheke are detailed in paragraphs 6.5 to 6.11 of this report.

2. Officer Recommendations / Ngā Tūtohu

That the Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Approve the granting of a five (5) year Deed of Licence to The Naval Point Club Lyttelton Incorporated over that part of land comprising approximately 4952 square metres being Lot 1, Deposited Plan 72644, Certificate of Title CB42A/442.

2. Authorise the Manager Property Consultancy to make all decisions necessary, at his sole discretion, to conclude and administer the Licence terms and conditions, including but not limited to managing the notification process under section 138 of the Local Government Act and serving any notices to vacate the land or terminate the agreement for the purposes of Council approved events or development of a suitable haulout facility in the Lyttelton Harbour area.

3. Reason for Report Recommendations / Ngā Take mō te Whakatau

3.1 The previous licence was suspended due to Council works involved with the development of Naval Point and preparations for SailGP 2022 which was subsequently cancelled and then reinstated for 2023.

3.2 Entering into a new agreement with The Naval Point Club Lyttelton Incorporated allows the Council, as Licensor, to update the agreement with current terms and conditions and ensure the future utilisation and implementation of The Naval Point - Tapoa Development Plan.

4. Alternative Options Considered / Ētahi atu Kōwhiringa

4.1 The alternative is to remove the temporary haulout facilities. This was discounted as it was made clear in consultation for The Naval Point - Tapoa Development Plan that haulout facilities are required in the Lyttelton Harbour and it may take a number of years before a commercial facility is established in an alternate location.

5. Detail / Te Whakamahuki

5.1 The Land

5.1.1 The land is situated at 16 Marina Accessway described as Lot 1, Deposited Plan 7264, Certificate of Title CB42A/442.

5.1.2 The land is held as a local park in accordance with s138 of the Local Government Act and as such any decisions for enter into leases or licences have been delegated to the Community Board.

5.2 Development Plan

5.2.1 The Naval Point - Tapoa Development Plan was approved by the Community Board on 30 November 2020.

5.2.2 Consultation on the The Naval Point - Tapoa Development Plan included strong support for a haulout facility in Lyttelton.

5.2.3 The Naval Point - Tapoa Development Plan did not include haul out operations on the Council-owned land at Naval Point and it was recognised that other locations in Lyttelton would be better suited for a commercial haul out facility on commercial land in a more suitable location.

5.2.4 Commercial discussions between third-party entities were undertaken with a proposal to develop a commercial haulout. This has not eventuated and the continued need for a haulout was seen as a temporary measure until a permanent location can be confirmed.

5.2.5 At a Staff Briefing on 30 May 2022, the Community Board supported the temporary use of the Council's land to continue providing services for Lyttelton and the wider Canterbury community.

5.3 Previous Occupancy Agreement

5.3.1 Banks Peninsula Cruising Club, now known as The Naval Point Club Lyttelton Incorporated held a monthly licence with Lyttelton Marina Limited effective 1 July 2000 for the purpose of a haulout compound.

5.3.2 Lyttelton Marina Limited went into receivership and control of the land returned to Christchurch City Council in May 2009.

5.3.3 The licence remained in place until July 2021 when it was suspended due to preparation works required for SailGP 2022.

5.3.4 The Naval Point Club Lyttelton Incorporated have now returned, on a temporary basis, to the redeveloped site and a Licence is required to formalise their occupation of the land.

5.4 The Licence

5.4.1 The Licensed Area is Area A and Area B as shown below.

5.4.2 The term of the Licence is for a maximum term of five (5) years commencing 1 May 2022.

5.4.3 The permitted use is as a haulout facility for the repair, maintenance or storage of yachts, boats or other watercraft including any associated offices and equipment.

5.4.4 The Licensor (Council) may terminate the licence for any reason by providing six (6) months' notice.

5.4.5 The Licensee acknowledges that the Licensor intends to terminate the Licence when another haulout facility is constructed or becomes available in the Lyttelton Harbour area.

5.4.6 The License also includes provisions that the Licensee, at their cost, vacates the Land in order for the Council to use it for events including but not limited to SailGP 2023 and SailGP 2025 on three months' notice.

5.4.7 The annual rent has been set at the rate for sports and community groups occupying Council reserves and parks. The annual rent is $2777.00 plus GST, reviewed annually.

5.4.8 The Naval Point Club Lyttelton Incorporated have agreed to the terms and conditions of the Licence agreement.

5.5 The decision affects the following wards/Community Board areas:

5.5.1 Banks Peninsula

6. Policy Framework Implications Ngā Hīraunga ā- Kaupapa here

Strategic Alignment /Te Rautaki Tīaroaro

6.1 The granting of the five-year licence supports the following Community Outcomes:

6.1.1 Resilient communities: Safe and healthy communities;

6.1.2 Liveable city: Sustainable suburban and rural centres

6.1.3 Healthy environment: Healthy water bodies; and

6.1.4 Prosperous economy: Great place for people, business and investment; and

6.1.5 Modern and robust city infrastructure and community facilities

6.2 The recommendation will also help achieve the Council’s Strategic Priority Accelerating the momentum the city needs and is consistent with the Christchurch Visitor and Infrastructure Strategies.

6.3 This report supports the Council's Long Term Plan (2021 - 2031):

6.3.1 Activity: Parks and Foreshore

· Level of Service: 10.8.1.1 Availability of a network of public marine structures that facilitate recreational and commercial access to the marine environment for citizens and visitors. - Customer satisfaction with the availability of marine structure facilities: 60%

Policy Consistency / Te Whai Kaupapa here

6.4 The decision is consistent with Council’s Plans and Policies, specifically Action C6 of the Lyttelton Master Plan concerning Naval Point amenity improvements and redevelopment; and Objectives 3.3.1, 3.3.9, 18.2.1 and 18.2.1.3aiii of the Christchurch District Plan regarding enabling recovery and facilitating the future enhancement of the district and provision of, and access to, high quality public open space and recreation opportunities. In respect to activities, buildings and structures within open spaces, the latter objective specifically supports the existing function of Naval Point and maintaining public access to recreational boating activities and facilities..

Impact on Mana Whenua Ngā Whai Take Mana Whenua

6.5 The decision does involve a significant decision in relation to ancestral land or a body of water or other elements of intrinsic value, therefore this decision does specifically impact Mana Whenua, their culture and traditions.

6.6 The decision involves a matter of interest to Mana Whenua and will not impact on our agreed partnership priorities with Ngā Papatipu Rūnanga.

6.7 Te Hapū o Ngāti Wheke (Rāpaki) Rūnanga holds mana whenua and are kaitiaki of Whakaraupō/Lyttelton Harbour where Naval Point-Te Nukutai o Tapoa is located. Areas of significance to Ngāti Wheke in the vicinity include Ōhinehou, Te Ana o Huikai, Tapoa and also a number of significant peaks.

6.8 Naval Point-Te Nukutai o Tapoa is located on reclaimed land within the wider landscape of Whakaraupō/Lyttelton Harbour. Ngāti Wheke have had longstanding settlement, occupation and use of the harbour which is valued for a range of traditional and contemporary uses associated with mahinga kai, tauranga waka, navigation and access.

6.9 This area is also recognised as being a part of the Whaka-Ora Healthy Harbour Plan, which sets the vision of restoring the ecological and cultural health of the harbour and is a partnership of five organisations – Environment Canterbury, Te Hapū o Ngāti Wheke, Te Rūnanga o Ngāi Tahu, Christchurch City Council and Lyttelton Port Company.

6.10 Naval Point-Te Nukutai o Tapoa and all of Whakaraupō/Lyttelton Harbour are of great cultural significance. Christchurch City Council (CCC) and Te Hapū o Ngāti Wheke have been working in partnership on the proposed future development at Naval Point-Te Nukutai o Tapoa for a number of years. In recognition of this, in 2019-20, representatives from Ngāti Wheke worked to develop a Cultural Narrative Report that identifies and explores mana whenua values, to ensure that they are reflected and respected in the draft development plan.

6.11 Ngāti Wheke recognise the importance of having a functioning haulout but note that it needs to operate in a way that ensures there are no negative impacts on the environment. (refer paragraph 6.13-6.14)

Climate Change Impact Considerations / Ngā Whai Whakaaro mā te Āhuarangi

6.12 The granting of a licence does not impact any climate change considerations.

6.13 Staff are working with leading experts and Te Hapū o Ngāti Wheke to help us understand and develop best practise ways to avoid, mitigate or manage environmental effects.

6.14 Remedial work to the site included a contaminant storage tank being put in place in which contaminants for the Licensee's activities can be discharged in a safe manner and not pollute the waterways.

Accessibility Considerations / Ngā Whai Whakaaro mā te Hunga Hauā

6.15 There are no matters affecting accessibility to the site.

7. Resource Implications Ngā Hīraunga Rauemi

Capex/Opex / Ngā Utu Whakahaere

7.1 Cost to Implement - preparation of Licence document, public advertising (approximately $700) to be covered by operational budgets.

7.2 Maintenance/Ongoing costs - to be funded by the Licensee

7.3 Funding Source - Parks operational budgets

Other / He mea anō

7.4 Not applicable

8. Legal Implications Ngā Hīraunga ā-Ture

Statutory power to undertake proposals in the report / Te Manatū Whakahaere Kaupapa

8.1 Local Government Act 2002: authority to enter into a lease pursuant to s138.

8.2 Delegations – Parks (Part D – Sub Par 1 – Community Boards)

The Council has delegated to Community Boards the responsibility, duty, power etc. “To grant leases or licences for a maximum term of 35 years to any person or body over parks, and to authorise staff to sign all required documentation.”

Other Legal Implications / Ētahi atu Hīraunga-ā-Ture

8.3 The legal consideration are:

8.3.1 Correct application of provisions pursuant to 8.1-8.2 above

8.3.2 Local Government Act 2002 - Decision Making

8.3.3 Local Government Act 2002 Act - Public Notification pursuant to s138

· Public notice of the intention to grant a Licence to The Naval Point Club Lyttelton Incorporated is required to meet the obligations of s138 of the Local Government Act 2002. The notice will be published in the Council's Public Notices website following approval of the resolution.

8.4 This report has not been reviewed and approved by the Legal Services Unit. The licence was prepared by the Legal Services team.

9. Risk Management Implications Ngā Hīraunga Tūraru

9.1 There is may be some minor reputational damage to the Community Board in not approving the staff recommendation.

Attachments / Ngā Tāpirihanga

There are no attachments to this report.

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories / Ngā Kaiwaitohu

Author

Kathy Jarden - Team Leader Leasing Consultancy

Approved By

Angus Smith - Manager Property Consultancy

Kay Holder - Manager Regional Parks

Andrew Rutledge - Head of Parks

Mary Richardson - General Manager Citizens & Community

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

13. Te Pātaka o Rākaihautū Banks Peninsula Community Board Governance Arrangements 2022-2025
Reference / Te Tohutoro:	22/1371935
Report of / Te Pou Matua:	Liz Beaven, Community Board Adviser
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

1. Purpose of the Report Te Pūtake Pūrongo

1.1 This report is staff generated to enable the Board to consider the adoption of its governance structure involving a meetings calendar through until October 2025.

1.2 The Board can review these arrangements during the Community Board’s term should it wish to do so.

1.3 The decisions in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2. Officer Recommendations Ngā Tūtohu

That the Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Establishes Te Pātaka o Rākaihautū Banks Peninsula Community Board Submissions Committee for the 2019-22 term as follows:

a. Term of Reference being to respond on behalf of the Te Pātaka o Rākaihautū Banks Peninsula Community Board to submission opportunities as they arise.

b. That all members of the Community Board to be appointed as members of the Submissions Committee, with the exception of the Banks Peninsula Councillor when the Council is the final decision maker of the matter.

c. The Committee Chairperson and Deputy Chairperson to be appointed by the Board.

d. The quorum of the Submissions Committee to be three members.

e. Where timeframes necessitate such action being required, the Submissions Committee be granted delegated authority to lodge submissions on behalf of Te Pātaka o Rākaihautū Banks Peninsula Community Board.

f. Any submissions made by the Submissions Committee to be reported to the Te Pātaka o Rākaihautū Banks Peninsula Community Board for record purposes.

That the Submissions Committee Chairperson/Community Board Chairperson and the Community Governance Manager be delegated to convene the Submissions Committee.

2. Establishes a Community Open Forum as a public participation session at the beginning of each Board briefing to enable the community to highlight matters or update the Board on the work they are doing within the Community Board Area. The public participation presentation time at a briefing to be the total of 30 minutes.

3. Committees, Subcommittees, Subordinate Decision Making Bodies and Working Parties

a. Consider the appointment of the following committee:

Ÿ Akaroa Museum Advisory Committee including adoption of the Terms of Reference dated 2 December 2019 and appointment of the following members:

- Two members of the Friends of the Akaroa Museum

- One community representative

- One member of the Te Rūnanga o Ōnuku Rūnanga

- Two Akaroa subdivision members of Te Pātaka o Rākaihautū Banks Peninsula Community Board.

· Request that staff call for expressions of interest to fill the community representative position on the Akaroa Museum Advisory Committee and present a report for the Board to consider an appointment.

c. Consider the appointment of the following subordinate decision making bodies under the Terms of Reference and Delegations dated 12 September 2022 with the following conditions:

Subordinate Decision Making Body	Conditions
Allandale Reserve Committee	That the Committee has six months from the Committee’s Triennium Election Meeting to explore their options of registering as an Incorporated Society or other legal entity.
Ataahua Reserve Committee	That the Committee has six months from the Committee’s Triennium Election Meeting to explore their options around hall bookings and people camping overnight on the grounds and report to the Board.
Awa-iti Reserve Committee	No additional conditions.
Cass Bay Reserve Committee	No additional conditions.
Diamond Harbour Reserve Committee	No additional conditions.
Duvauchelle Reserve Committee	No additional conditions.
Garden of Tane Reserve Committee	No additional conditions.
Le Bons Bay Reserve Committee	That the Committee has six months from the Committee’s Triennium Election Meeting to explore their options of registering as an Incorporated Society or other legal entity and report to the Board.
Little Akaloa Reserve Committee	That the Committee has six months from the Committee’s Triennium Election Meeting to explore their options around handling money, the non-conforming campground, and facility management, and report to the Board.
Lyttelton Recreation Ground Reserve Committee	No additional conditions.
Lyttelton Reserves Committee	That Andrew Turner be the Board appointed Chairperson of the Lyttelton Reserves Committee. The position to be reviewed six months after the Triennium Election Meeting.
Okains Bay Reserve Committee	No additional conditions.
Pigeon Bay Reserve Committee	That the Committee has six months from the Committee’s Triennium Election Meeting to explore their options of registering as an Incorporated Society or other legal entity and report to the Board.
Robinsons Bay Reserve Committee	No additional conditions.
Stanley Park Reserve Committee	No additional conditions.

d. That Clause 11.3 notes of the Banks Peninsula Reserve Committee’ Terms of Reference adopted on 12 September 2022 be amended to read:

If a community, where there has been a Reserve Management Committee operating, wishes to take financial responsibility for its camping ground or community facility, it must form a legal entity, such as an incorporated society or community trust, and submit a request to enter into a lease agreement with the Council. Any lease agreement would be subject to similar criteria as contained in these Terms of Reference. The society would need to satisfy Council staff that it is capable of operating the camping ground or community facility in an efficient and judicious manner.

e. Consider the appointment of the following subordinate decision making bodies:

Ÿ Akaroa Design Review Panel, including adoption of Terms of Reference dated 2 December 2019.

Request that staff call for expressions of interest to fill the positions on the Panel and present a report for the Board to consider appointments.

Ÿ Lyttelton Design Review Panel including adoption of Terms of Reference dated 2 December 2019.

Request that staff call for expressions of interest to fill the positions on the Panel and present a report for the Board to consider appointments.

f. Consider the re-establishment of the Head to Head Walkway Working Party, including adoption of the Terms of Reference dated 2 December 2019 and the appointment of the Working Party Chairperson.

g. Consider not to re-establish the Akaroa Issues Working Party and appoint a Board member to the Akaroa and Bays Forum to act as the Board’s representative and liaison with that group.

3. Reason for Report Recommendations Ngā Take mō te Whakatau

Appointment of Committees, Subcommittees, Subordinate Decision Making Bodies and Working Parties

3.1 Clause 30 of Schedule 7 of the Local Government Act 2002 provides that community boards may appoint committees, subcommittees or other subordinate decision making bodies and joint committees that it considers appropriate. A community board also has the power to appoint or discharge any member of a committee. Clause 32(3) of the same schedule provides for community boards to delegate powers to a committee.

3.2 Committees appointed by a community board are “subject in all things to the control of the local authority [or read community board], and must carry out all general and special directions of the local authority given in relation to the committee or other body or the affairs of the committee or other body”.

3.3 Subordinate decision making bodies may operate outside some of the provisions of the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987 (such as the need to advertise meetings). This is because they do not come within the definition of a committee or a subcommittee, but they are still a part of Council. An example of a subordinate decision making body might be a Council working party or the Urban Design Panel.

3.4 Some of the rules around appointments of committees and subcommittees are:

Ÿ The minimum number of members of a committee is three, with a quorum being two, one of whom must be an elected member, or the quorum can be a greater number, as determined by the community board.

Ÿ At least one member of a committee must be an elected member (not applicable to subcommittees).

Ÿ An employee of the local authority cannot be a member if they are acting in the course of their employment.

Ÿ The members of a committee or subcommittee may, but need not be, elected community board members.

Ÿ A community board or committee may appoint to a committee or subcommittee a person who is not a member of the community board if, in the opinion of the board, that person has the skills, attributes or knowledge that will assist the work of the committee or subcommittee.

3.5 A community board may appoint a member of a committee to be the chairperson of the committee, or if a chairperson is not appointed then the power of appointment may be exercised by the committee.

Te Pātaka o Rākaihautū Banks Peninsula Community Board Submissions Committee

3.6 This report proposes the establishment of a Submissions Committee for the primary purpose of providing the Board with the opportunity to make timely submissions during the current term.

3.7 Should the Te Pātaka o Rākaihautū Banks Peninsula Community Board decide to appoint a Submissions Committee, it is recommended that it be a formal Committee of the Board, that the membership consist of all board members excluding the Councillor when the Council are the final decision makers of the matter and that the Terms of Reference are ‘to respond on behalf of Te Pātaka o Rākaihautū Banks Peninsula Community Board to submission opportunities as they arise during the 2022-2025 term.

Public Participation at Board Briefings

3.8 The Board has discussed the establishment of public participation session at the beginning of each Board briefing to enable the local community to highlight matters or update the Board on the work they are doing within the Community Board Area. The public participation presentation time to be set aside at a briefing to be the total of 30 minutes.

3.9 The proposed open forum is in addition to the public forum to a Board’s formal meeting.

Akaroa Museum Advisory Committee

3.10 The Akaroa Museum Advisory Committee (AMAC) is a Committee of the Board as per the attached Terms of Reference (Attachment A).

3.11 The membership of the Committee consists of two members of the Friends of Akaroa Museum, one community representative, one member/representative of Te Rūnanga o Ōnuku and the two Akaroa subdivision members of Te Pātaka o Rākaihautū Banks Peninsula Community Board.

3.12 Staff are again recommending that this committee continue as previously, under the same Terms of Reference.

Reserve Committees

3.13 The Reserve Committees (RCs) are subordinate decision making bodies of the Board as per the attached Terms of Reference (Attachment B). The revised Terms of Reference were adopted at Te Pātaka o Rākaihautū Banks Peninsula Community Board’s 12 September 2022 meeting.

3.14 Twelve of the RCs were established as subcommittees of the Akaroa-Wairewa and Lyttelton‑Mt Herbert Community Boards in 2007, when they devolved from being subcommittees of the Council and the former Banks Peninsula District Council, following its merger with the City. Three of the Committees have since been appointed, one through a reserve management plan process and two after requests from the relevant community.

3.15 The RCs were reviewed by a staff Project Team which includes staff members from all of the Council Units that have a relationship with the RCs.

3.16 The review came about because of anomalies with how the RCs are operating in terms of the Reserves Act 1977 and a need for the Council to ensure that the RCs comply with that and other Acts.

Akaroa Design Review Panel

3.17 A review of the Akaroa Design and Appearance Advisory Committee was completed in 2019 with the Board adopting new Terms of Reference (Attachment C) making the Panel a subordinate decision making body and renamed the Akaroa Design Review Panel. Meetings of such a body are not required to be publicly notified.

3.18 Staff are recommending that the Board resolve to re-establish the Akaroa Design Review Panel, as per the Panel’s December 2019 Terms of Reference.

3.19 The Board may wish to consider reconfirming the 2019-22 Akaroa Design Review Panel membership as the current panel was appointed in July 2020 after a robust selection process and owing to the country’s COVID-19 restrictions have not have many meetings.

3.19.1 The current membership of the Akaroa Design Review Panel is:

· Design Professionals: Janet Reeves, William Fulton, Hugh Nicholson.

· Community Representative: Lynda Wallace.

· Te Rūnanga o Ōnuku: Debbie Tikao.

· Akaroa Civic Trust: Victoria Andrews.

Lyttelton Design Review Panel

3.20 A review of the Lyttelton Design Review Panel was completed in 2019 with the Board adopting new Terms of Reference (Attachment D) making the Panel a subordinate decision making body and renamed the Lyttelton Design Review Panel. Meetings of such a body are not required to be publicly notified.

3.21 Staff are recommending that the Board resolve to re-establish the Lyttelton Design Review Panel, as per the Panel’s December 2019 Terms of Reference.

3.22 The Board may wish to consider reconfirming the 2019-22 Lyttelton Design Review Panel membership as the current panel was appointed in July 2020 after a robust selection process and owing to the country’s COVID-19 restrictions have not have many meetings.

3.22.1 The current membership of the Lyttelton Design Review Panel is:

· Design Professionals: Jasper van der Lingen, Keri Whaitiri, Jane Rennie.

· Community Representative: Bruce Russell, Roy Montgomery.

· Te Hapū o Ngāti Wheke: Areta Wilkinson.

Head to Head Walkway Working Party

3.23 The Head to Head Walkway Working Party is a subordinate decision making body of the Board as per the attached Terms of Reference – (Attachment E).

3.24 Staff are recommending that the Working Party be re-established as per its Terms of Reference dated 2 December 2019, which incorporate suggested changes to the membership and some other minor amendments, as highlighted.

3.25 The membership of the Head to Head Working Party is:

· Banks Peninsula Councillor.

· One Board member from the Lyttelton subdivision.

· One Board member from the Mt Herbert subdivision.

· One representative from each of the following community organisations:

· Cass Bay Reserves Committee.

· Charteris Bay Residents’ Association.

· Church Bay Neighbourhood Association.

· Diamond Harbour Community Association.

· Diamond Harbour Reserves Committee.

· Governors Bay Community Association.

· Lyttelton Harbour Business Association.

· Lyttelton Information Centre.

· Rod Donal Banks Peninsula Trust.

· Te Hapū o Ngāti Wheke.

· Whaka Ora – Healthy Harbour.

3.26 The Board appoints the Chairperson of the Working Party.

Akaroa Issues Working Party

3.27 The Akaroa Issues Working Party was established as a subordinate decision making body of the Community Board. At the Board’s 29 August 2022 the Board resolved:

Recommend to the incoming Te Pātaka o Rākaihautū Banks Peninsula Community Board that it not establish an Akaroa Issues Working Party as part of its governance structure for 2022/25.

Further recommend to the incoming Community Board that it formally appoint a Board member to the Akaroa and Bays Forum to act as the Board’s representative and liaison with that group.

4. Context / Background / Te Horopaki

4.1 Clause 30, Schedule 7 of the Local Government Act 2002 inter alia, provides that community boards may appoint committees, subcommittees or other subordinate decision-making bodies and joint committees considered appropriate. Also, clause 32(3) of the same schedule provides for community boards to delegate powers to a committee.

4.2 A committee appointed by a community board is subject in all things to the control of the local authority [read community board], and must carry out all general and special directions of the community board given in relation to the committee.

4.3 The relevant requirements for appointing a committee are:

· The minimum number of members is three, with a quorum of two, one of whom must be an elected member, or the quorum can be a greater number, as determined by the community board.

· At least one member of the committee must be an elected member of the community board.

· The members of a committee may, but need not be, elected community board members.

· A community board or committee may appoint to a committee or subcommittee a person who is not a member of the community board if, in the opinion of the board, that person has the skills, attributes or knowledge that will assist the work of the committee.

· A community board may appoint a member of a committee to be the chairperson of the committee, or if a chairperson is not appointed then the power of appointment may be exercised by the committee.

4.4 This report proposes the establishment of a Submissions Committee for the primary purpose of providing the Board with the opportunity to make timely submissions during the current term.

Attachments / Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	Akaroa Museum Advisory Committee Terms of Reference - December 2019	20/391770	89
b ⇩	Akaroa Design Review Panel Terms of Reference - December 2019	21/282619	91
c ⇩	Reserve Committees Terms of Reference -September 2022	22/1263243	94
d ⇩	Lyttelton Design Review Panel Terms of Reference - December 2019	21/1160006	104
e ⇩	Head to Head Walkway Working Party Terms of Reference - December 2019	19/1426298	107

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories / Ngā Kaiwaitohu

Author

Liz Beaven - Community Board Advisor

Approved By

Penelope Goldstone - Manager Community Governance, Banks Peninsula

Matthew McLintock - Manager Community Governance Team

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

14. Te Pātaka o Rākaihautū Banks Peninsula Community Board Representation on Outside Organisations and Committees
Reference / Te Tohutoro:	22/1373494
Report of / Te Pou Matua:	Li Beaven, Community Board Adviser (liz.beaven@ccc.govt.nz)
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

1. Purpose of the Report Te Pūtake Pūrongo

1.1 The purpose of this report is for the Te Pātaka o Rākaihautū Banks Peninsula Community Board to consider the appointment of Board representation on local outside organisations for the 2022-2025 Community Board term.

1.2 This report is staff generated to provide continuity with the Board’s existing representative and liaison arrangements that maintain links with local community groups and organisations.

2. Officer Recommendations Ngā Tūtohu

That Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Appoints a member of the Community Board, or other person, to the following bodies, as the Christchurch City Council’s representative on that body, and in the case of the Orton Bradley Park Board, three members (one representing the Christchurch City Council and two Board members):

Ÿ Diamond Harbour and Districts’ Health Support Group

Ÿ Lyttelton Historical Museum Society Incorporated.

Ÿ Halswell Huritini River Rating District Committee.

Ÿ Okains Bay Maori and Colonial Museum Trust.

Ÿ Orton Bradley Park Board (3 positions).

Ÿ Summit Road Protection Authority.

2. Appoints a member of the Community Board to the following bodies as the Christchurch City Council’s representative on:

Ÿ Waitaha Primary Health.

Ÿ Banks Peninsula Pest Liaison Committee.

3. Appoints a representative on the following bodies:

Ÿ Akaroa and Bays Forum.

Ÿ Akaroa Community Health Trust.

Ÿ Banks Peninsula War Memorial Society (Chairman and the Councillor for Banks Peninsula).

Ÿ Christchurch and Banks Peninsula Biosecurity Advisory Group.

Ÿ Coastal Hazards Adaptation Programme (CHAP) Coastal Community Panel.

Ÿ Keep Christchurch Beautiful.

Ÿ Lyttelton Port Liaison Committee.

Ÿ Neighbourhood Support Canterbury.

Ÿ Stoddart Cottage Trust.

Ÿ Whaka-Ora Healthy Harbour Community Advisory Group.

Ÿ Takapuneke Co-Governance Group.

4. Appoints a liaison person to the following subordinate decision making bodies and outside organisations:

Reserve Committees

Ÿ Allandale Reserve Committee.

Ÿ Ataahua Reserve Committee.

Ÿ Awa-iti Reserve Committee.

Ÿ Cass Bay Reserve Committee.

Ÿ Diamond Harbour Reserve Committee.

Ÿ Duvauchelle Reserve Committee.

Ÿ Garden of Tane Reserve Committee.

Ÿ Le Bons Bay Reserve Committee.

Ÿ Little Akaloa Reserve Committee.

Ÿ Lyttelton Recreation Ground Reserve Committee.

Ÿ Lyttelton Reserves Committee.

Ÿ Okains Bay Reserve Committee/Ōkeina Advisory Group.

Ÿ Pigeon Bay Reserve Committee.

Ÿ Robinsons Bay Reserve Committee.

Ÿ Stanley Park Reserve Committee.

Residents’ Associations

Ÿ Akaroa Residents’ & Ratepayer’s Association.

Ÿ Cass Bay Residents’ Association.

Ÿ Charteris Bay Residents’ Association.

Ÿ Church Bay Neighbourhood Association.

Ÿ Corsair Bay Residents’ Association.

Ÿ Diamond Harbour Community Association.

Ÿ Governors Bay Community Association.

Ÿ Le Bons Bay Bach Holders’ Association.

Ÿ Lyttelton Community Association.

Ÿ Port Levy Residents’ Association.

Ÿ Purau Residents’ Association.

Ÿ Robinsons Bays Residents’ and Ratepayers’ Association.

Ÿ Takamatua Residents’ and Ratepayers’ Association.

Ÿ Tikao Bay Boating Club and Ratepayers’ Association.

Ÿ Wainui Residents’ Association.

Community Organisations

Ÿ Age Concern Canterbury.

Ÿ Akaroa District Promotions.

Ÿ Akaroa Resource Collective Trust.

Ÿ Akaroa/Wairewa Health Steering Committee.

Ÿ Banks Peninsula Conservation Trust.

Ÿ Banks Peninsula Water Management Zone Committee.

Ÿ The Gaiety Trust.

Ÿ Grubb Cottage Trust.

Ÿ Little River Community Centre Committee.

· Little River Craft Station.

Ÿ Little River Rail Trail Trust.

· Little River Railway Station Trust.

Ÿ Little River-Wairewa Community Trust.

Ÿ Lyttelton Business Association.

Ÿ Lyttelton Community House Trust.

Ÿ The Lyttelton Information and Resource Centre Trust.

Ÿ Neighbourhood Support Canterbury.

Ÿ Okuti Hall Committee.

Ÿ Pigeon Bay Community Hall Committee.

Ÿ Project Lyttelton Inc.

Ÿ Summit Road Society.

Ÿ Summit Road Advisory Committee.

· Te Mata Hapuku Birdlings Flat Community Centre Committee.

3. Reason for Report Recommendations Ngā Take mō te Whakatau

3.1 Each triennium, Community Boards have routinely appointed members to various local organisations to be a Board liaison and point of contact for those groups. This important liaison role enables two way contact and information sharing between the Board member(s) appointed and community organisations on behalf of the Board.

3.2 At the commencement of its new term, the Board has appointed a member(s) as liaison to a group that represents and/or plays a key role in local projects and issues, is included in supporting community engagement of the same, and represents a geographic area or specific sector of the community. The projects and/or issues are generally of local significance and relate back to the Council's Long Term and Annual Plans, and the Community Board Plan.

3.3 The Council has delegated to the Banks Peninsula Community Board the power to appoint a member of the Board, or in some cases another person, to some specific bodies. These are listed under sections 1 and 2 of the Officer’s Recommendations.

3.4 Te Pātaka o Rākaihautū Banks Peninsula Community Board at its 29 August 2022 meeting resolved when considering the Akaroa Issues Working Party:

2. Recommend to the incoming Te Pātaka o Rākaihautū Banks Peninsula Community Board that it not establish an Akaroa Issues Working Party as part of its governance structure for 2022-25.

3. Further recommend to the incoming Community Board that it formally appoint a Board member to the Akaroa and Bays Forum to act as the Board’s representative and liaison with that group.

4. Context / Background / Te Horopaki

4.1 For its 2019-22 Term, the Te Pātaka o Rākaihautū Banks Peninsula Community Board made the following appointments:

Appointments on behalf of Council (doesn’t have to be a Board member)
Diamond Harbour and Districts’ Health Support Group	Tori Peden
Lyttelton Historical Museum Society Incorporated	Reuben Davidson
Halswell River Rating District Committee	Pam Richardson
Okains Bay Maori and Colonial Museum Trust	Andrew Turner
Orton Bradley Park Board (3)	Howard Needham, Scott Winter and Bill Studholme.
Summit Road Protection Authority	Tori Peden
Appointments on behalf of Council (must be a Board member)
Waitaha Primary Health	Tori Peden
Banks Peninsula Pest Liaison Committee	Tyrone Fields
Appointment of a representative
Akaroa Community Health Trust	Nigel Harrison
Banks Peninsula War Memorial Society	Pam Richardson
Christchurch and Banks Peninsula Biosecurity Advisory Group	Tyrone Fields
Keep Christchurch Beautiful	Tori Peden
Lyttelton Port Liaison Committee	Tyrone Fields
Neighbourhood Support Canterbury	Tori Peden
Stoddart Cottage Trust	Scott Winter
Whaka-Ora Healthy Harbour Community Advisory Group	Tyrone Fields
Takapuneke Co-governance Group	Nigel Harrison
Appointment of a liaison person - Reserve Management Committees
Allandale Reserve Management Committee	Howard Needham
Ataahua Reserve Management Committee	Tori Peden
Awa-iti Reserve Management Committee	Tori Peden
Cass Bay Reserve Management Committee	Tyrone Fields
Diamond Harbour Reserve Management Committee	Scott Winter
Duvauchelle Reserve Management Committee	Jamie Stewart
Garden of Tane Reserve Management Committee	Nigel Harrison
Le Bons Bay Reserve Management Committee	Jamie Stewart
Little Akaloa Reserve Management Committee	Jamie Stewart
Lyttelton Recreation Ground Reserve Management Committee	Tyron Fields
Lyttelton Reserves Management Committee	Tyrone Fields and Reuben Davidson
Okains Bay Reserve Management Committee	Jamie Stewart
Pigeon Bay Reserve Management Committee	Jamie Stewart
Robinsons Bay Reserve Management Committee	Nigel Harrison
Stanley Park Reserve Management Committee	Nigel Harrison
Appointment of a liaison person – Residents’ Associations
Akaroa Residents’ & Ratepayers’ Association	Nigel Harrison
Cass Bay Residents’ Association	Tyrone Fields
Charteris Bay Residents’ Association	Howard Needham
Church Bay Neighbourhood Association	Howard Needham
Corsair Bay Residents’ Association (now in recess).	Tyrone Fields
Diamond Harbour Community Association	Scott Winter
Governors Bay Community Association	Howard Needham
Lyttelton Community Association	Reuben Davidson
Port Levy Residents’ Association	Scott Winter
Purau Residents’ Association	Scott Winter
Robinsons Bays Residents’ Association	Nigel Harrison
Takamatua Residents’ Association	Nigel Harrison
Wainui Residents’ Association	Nigel Harrison
Appointment of a liaison person – Community Groups
Age Concern Canterbury	Tori Peden
Akaroa District Promotions	Jamie Stewart
Akaroa Resource Collective Trust	Jamie Stewart and Nigel Harrison
Akaroa/Wairewa Health Advisory Group	Nigel Harrison
Banks Peninsula Conservation Trust	Andrew Turner
Banks Peninsula Water Management Zone Committee	Andrew Turner
Friends of The Gaiety (now the Gaiety Trust)	Nigel Harrison
Grubb Cottage Trust	Reuben Davidson
Little River Community Centre Committee	Tori Peden
Little River Craft Station	Tori Peden
Little River Rail Trail Trust	Tori Peden
Little River Railway Station Trust	Tori Peden
Little River-Wairewa Community Trust	Tori Peden
Lyttelton Harbour Business Association	Reuben Davidson
Lyttelton Community House Trust	Tyrone Fields
Lyttelton Information Centre (now the Lyttelton Information and Resource Centre Trust)	Andrew Turner
Okuti Hall Committee	Tori Peden
Pigeon Bay Community Hall Committee	Jamie Stewart
Project Lyttelton Inc.	Reuben Davidson
Summit Road Society	Tyrone Fields
Summit Road Advisory Committee	Tori Peden

Attachments / Ngā Tāpirihanga

There are no attachments to this report.

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories / Ngā Kaiwaitohu

Author

Liz Beaven - Community Board Advisor

Approved By

Penelope Goldstone - Manager Community Governance, Banks Peninsula

Matthew McLintock - Manager Community Governance Team

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

15. Te Pātaka o Rākaihautū Banks Peninsula Recess Committee 2022/23
Reference / Te Tohutoro:	22/1365187
Report of / Te Pou Matua:	Liz Beaven, Community Board Adviser
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

1. Purpose of the Report Te Pūtake Pūrongo

1.1 The purpose of this report is for Te Pātaka o Rākaihautū Banks Peninsula Community Board to approve delegation arrangements for the making of any required decisions (including any applications received for funding) that would otherwise be dealt with by the Board covering the period following its last meeting for the year on 12 December 2022 up until its next scheduled meeting on 7 February 2023.

1.2 The decisions in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2. Officer Recommendations Ngā Tūtohu

That the Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Appoint a Recess Committee comprising the Board Chairperson or Deputy Chairperson (or their nominees from amongst the remaining Board members) plus a minimum of any other two Board members, to be authorised to exercise the delegated powers of the Te Pātaka o Rākaihautū Banks Peninsula Community Board for the period following its ordinary meeting on 12 December 2022 up until the Board resumes its normal business from 7 February 2023.

2. Note that any such delegation exercised by the Board’s Recess Committee will be reported to the Board for record purposes.

3. Note that any meeting convened of the Recess Committee will be publically notified and the details forwarded to all Board members.

3. Reason for Report Recommendations Ngā Take mō te Whakatau

3.1 There is a recess period of approximately seven weeks between the last scheduled ordinary Community Board meeting of 2022, and the first ordinary Community Board meeting of 2023 scheduled for 7 February 2023. It is recommended, as is standard practice, that the Community Board establish a Recess Committee to deal with any urgent business during this time.

3.2 The Community Board has in recent years established a Recess Committee, comprising of the comprising the Board Chairperson or Deputy Chairperson and at least two Board members In accordance with legislation the meeting will be publically notified, all Board members advised and all able to participate in the meeting.

Attachments / Ngā Tāpirihanga

There are no attachments to this report.

In addition to the attached documents, the following background information is available:

Document Name – Location / File Link

Not applicable

Confirmation of Statutory Compliance / Te Whakatūturutanga ā-Ture

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i) sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

Signatories / Ngā Kaiwaitohu

Author

Liz Beaven - Community Board Advisor

Approved By

Penelope Goldstone - Manager Community Governance, Banks Peninsula

Matthew McLintock - Manager Community Governance Team

Te Pātaka o Rākaihautū Banks Peninsula Community Board

12 December 2022

16. Te Pātaka o Rākaihautū Banks Peninsula Community Board Area Report - December 2022
Reference Te Tohutoro:	22/878552
Report of Te Pou Matua:	Penelope Goldstone, Community Governance Manager Banks Peninsula Penelope.Goldstone@ccc.govt.nz
General Manager Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

1. Purpose of Report Te Pūtake Pūrongo

This report provides the Board with an overview on initiatives and issues current within the Community Board area.

2. Officer Recommendations Ngā Tūtohu

That Te Pātaka o Rākaihautū Banks Peninsula Community Board:

1. Receive Te Pātaka o Rākaihautū Banks Peninsula Community Board Area Report for December 2022.

3. Community Support, Governance and Partnership Activity

3.1 Community Governance Projects

Activity	Detail	Timeline
Little River Dog Exercise Area	The Little River Big Ideas Community Plan includes calls for a dedicated dog exercise area for both local residents and visitors in the township. The Little River Wairewa Community Trust has been working with Council staff to further this project and a 6 month trial will begin in the spring of 2022 on Council owned land behind the playground and car park in the village centre.	Spring 2022
Little River Community Garden	The Little River Wairewa Community Trust has been working with Council Staff to establish a community garden in Little River. A site has been located on a Council owned Estuary Reserve on Western Valley Rd and an application from the Trust is currently being processed. There are some restrictions as to where the garden will be positioned to protect adjacent waterways. A consultation process with nearby property owners will be undertaken once approval is confirmed.	Ongoing
Okuti Valley Hall maintenance	The Okuti Valley Sport and Recreation Committee have been working with Council Staff to address maintenance requirements on the Hall, including painting and deck maintenance. An agreement is being worked through whereby Council will provide materials and the use of a local contractor, while local residents provide extra labour to complete the work.	Spring 2022
Le Bons Bay Basketball ½ Court	Parks and Banks Peninsula Governance staff continue to work with the Le Bons Bay Bach Owner’s Association on finalising costings and completing an archaeological review before fundraising begins for the project.	Ongoing
Birdlings Flat ‘On the Fence’ project	A community meeting was held in July for Birdlings Flat residents to discuss creating a community art work on the fence opposite the Community Centre. The owners of the property have donated the outside of their fence for this purpose. Governance and Funding staff are working with the community to explore options to enable the project to go ahead.
Birdlings Flat Lighting Project	The trial period for turning off all street lighting in Birdlings Flat will end on August 14. During the trial several low temperature (Dark Sky approved) lights were temporarily installed in one street to allow residents to observe their effects on the surrounding night sky. A second drop-in session with Council staff was held on July 19 to ensure that residents have all necessary information before a second residents survey to decide the final outcome will be held in August. An information session with local police will be held to discuss crime prevention and personal safety as part of the project.	Ongoing
Leadership and Wellbeing Wananga Workshop	In October a successful leadership and wellbeing wananga /workshop was held at the Lyttelton Recreation Centre for local rangatahi between the ages of 13-18 years. The day consisted of various activities alongside a well-received presentation from Mental Health Advocate, Mike King. Eighteen youth participated with various guests and a team of facilitators. Feedback from the participants was that it was a fun experience, provided helpful tips and addressed how to manage times of adversity as well as what leadership looks like in the modern era. The event was sponsored by The Lyttelton Port Company who sponsor and support the youth programmes and initiatives held or based at the Centre.	Completed
Hydro-Cise Programme	A hydro-cise programme targeting older adults has received funding to go ahead this summer season at the Norman Kirk Pool, Lyttelton. The programme will be community led with support from the Council’s Recreation Advisor. This relatively new programme is being supported and funded by the Cressy Trust and will start on Monday January 9^th.	Summer season
Lyttelton Norman Kirk Pool Initiative	Project Lyttelton and the City Council’s Recreation, Sports and Events Unit have partnered to offer 135 casual swim passes to those who would most benefit. Project Lyttelton raised $400 as part of their garage sales, the Recreation, Sports and Events Unit have matched this offer. The passes will be distributed to groups such as The Medical Centre, The Community House, Lyttelton Kindergarten and The Lyttelton School. The passes can be used from November 2022 through till January 2023.	Summer season
SailGP Community Forum	A community forum was held in October to share the global events background, environmental ethos, the work underway to manage logistics and plans to involve the local community. More than 200 people attended.	March 2023
Te Nukutai o Tapoa - Naval Point Multi-Use Building Workshop	A workshop was held for the stakeholders at Naval Point to directly engage with the new appointed architects. This was a chance for the stakeholders to provide a verbal overview of what is important for a shared facility and to voice their interests. The groups were heard by the wider group to ascertain common issues and interests.	On-going
Lyttelton Recreation Centre	Statistics for the Lyttelton Recreation Centre indicate that the on-line bookings and usage of the facility has been steady. During the last few months a Halloween disco and a basketball holiday programme were added to the mix, alongside regular hirers and event bookings. Regular support and liaison continues with the partnership between The Lyttelton Recreation Centre Trust Board and the City Council.	On-going

3.2 Community Funding Summary

3.2.1 Banks Peninsula Community Funding

· The Board received a total funding pool of $198,572 through the Council's Annual Plan for the 2022/23 financial year (1 July 2022 to 30 June 2023). In addition, unallocated funding carried forward from the previous year and any unused funds returned from grant recipients has been added to this amount.

· This funding is allocated through grants for projects benefitting residents of the Banks Peninsula Ward.

· The Board has three funding schemes – Strengthening Communities, Discretionary Response and Youth Development. Each has criteria and eligibility requirements. Application forms for each are both available and submitted on-line.

3.2.2 Strengthening Communities Fund (SCF)

· This is an annually contested fund allocated to groups by the Board in August for projects beginning 1 September until 31 August the following year.

· Multi-year allocations may be granted through this fund.

· For this year, $153,171 was allocated to 19 groups across the Ward – five of these were pre-committed multi-year allocations, all of which will conclude this current year.

3.2.3 Discretionary Response Fund (DRF)

· This fund opens each year on 1 July, and is available until 30 June the following year or until expended (whichever comes first). It is for projects not eligible for SCF or which fall outside the timeframe of that fund.

· The total budget for this fund for this year is $56,406. The unallocated balance for 2022/23 is $48,106.00.

· The 2022/23 Discretionary Response Funding Summary provides an overview of the Board's allocations and is attached. (Attachment A).

3.2.4 Youth Development Fund (YDF)

· The purpose of this fund is to celebrate and support young people living in the Banks Peninsula area by providing financial assistance for their development and/or representation at events. It also provides an opportunity for the Community Board to acknowledge young people’s effort, achievement and potential excellence in the community.

· For this Board, the YDF is allocated directly from the Board's DRF, and it is not ring-fenced within that fund. The allocations are typically $150-$300 dependent on the location of the events.

· At its meeting on 17 August 2020, the previous Board established the YDF for the years 2020/21, 2021/22 and 2022/23. This fund is therefore available for allocation to applicants until 30 June 2023. The fund would need to be re-established for allocations in any subsequent years.

· Many of the applicants find out about eligibility for competitions very close to when these are to take place. At that same meeting, in an effort to speed up the decision process for applicants and reduce staff processing costs for these small grants, the previous Board also approved delegation of the decision. The relevant part of the clause:

Te Pātaka o Rākaihautū/Banks Peninsula Community Board resolved to approve delegation to the Board Chairperson (or Board Member, Howard Needham) and the Community Governance Manager Banks Peninsula to approve applications up to $500, subject to:

· Board members being informed, and given opportunity to comment, on any applications that are being considered;

· All approved and declined applications being reported to the Board via the Area Report for members’ information and public transparency.

· All YDF allocations are captured in the DRF summary (Attachment A) and include the following applications which were approved via delegation after the 12 September 2022 Board meeting (the last for the previous triennium):

Name

Event

Amount

Lucy Aotea Luxford

New Caledonian National Championships, October 2022 in Noumea New Caledonia

200.00

Abby Laird

National Secondary Schools' Basketball Tournament, Palmerston North

150.00

3.3 Participation in and Contribution to Decision Making

3.3.1 Council Engagement and Consultation.

· Have your Say – at the time of writing the report the following consultations were open within the Community Board Area and city-wide consultation:

Topic	Closing Date	Link
Safe Speed Neighbourhoods	3 January 2023	https://ccc.govt.nz/the-council/haveyoursay/show/541

· Start Work Notices – Various Start Work Notices have been sent to the Board when available. All Board area and city-wide start work notices can be found at: https://ccc.govt.nz/transport/works.

3.4 Governance Advice

3.4.1 Public Forum – The Board received the following public forums at its 15 August, 29 August and 12 September 2022 meetings:

· AquaPave Permeable Concrete.

· Strengthening Communities Together Strategy.

· Tourism and Cruise Ships – Temporary Traffic Management Plan.

· Kukupa Hostel Proposal.

· Outgoing Board and staff retirement acknowledgment.

3.4.2 Board Requests – The Board made the following requests at its 15 August, 29 August 2022 meetings:

· Refers the request raised in the (public forum) presentation to staff for investigation as to a possible suitable location in Lyttelton to test a permeable concrete kerb system.

· Note the proposed future use of the Kukupa Hostel as a community based Kaupapa Māori health, social service centre and community hub provided by Purapura Whetu Trust as the preferred lessee, and request staff to do further work on this proposal, including engaging with the local community, before coming back to the Board to request formal approval of that use.

· Receive the correspondence from Tom Dobson in relation to establishing a raised observation point overlooking Te Waihora Lake Ellesmere and forward the correspondence to Waka Kotahi (New Zealand Transport Agency) as well as Council roading staff, and to those progressing the Destination Management Plan, noting the Board’s wish that there be no ill effects on the lake from such a proposal and that the guardians of the lake be kept fully informed of any proposals.

· Request that staff provide an update on what is being done to implement the Fire and Emergency New Zealand report recommendations for the fire risk in Urumau Reserve.

· Request information on what communications have been employed to advise residents of Cressy Terrace, in Lyttelton, when the water supply to their properties would be interrupted.

· Request that staff investigate whether it is feasible to put something at the intersection of Dyers Pass Road, Governors Bay Road, and Main Road, that would act as a deterrent to future activity by anti-social drivers.

4. Advice Provided to the Community Board

4.1 Charteris Bay – Overgrown Footpath – Memorandum in reply to the Board’s 11 April 2022 requests: Request information from staff on Snap Send Solve ticket 534429 including why it has not been actioned and Request information from staff on the level of service for keeping roadsides passable, especially in the Charteris Bay to Diamond Harbour area. (Attachment B)

4.2 Decision on Further Fisheries Measures to Protect South Island Hector’s Dolphins – Memorandum advising the Board on the outcome of the Board’s December 2021 submission to the Ministry of Primary Industries. (Attachment C)

4.3 Halswell Huritini Drainage Rating District Committee – Memorandum in reply to the Board’s 21 December 2022 request: Request that staff investigate the appropriate level and location base of representation for the Christchurch City Council on the Halswell Hurutini Drainage Rating District Committee in terms of representation from Council staff, the Banks Peninsula Community Board and the Halswell-Hornby-Riccarton Community Board. (Attachment D).

4.4 Coastal Hazards Adaptation Planning Engagement – Memorandum advising the Board that the Council’s Coastal Hazards Adaptation Planning programme will be initiating community engagement in Lyttelton Harbour Whakaraupō Adaptation Area. (Attachment E)

4.5 Allandale Truck Yard Funds – Memorandum informing the Board that the Allandale Reserve Committee has requested that the Allandale Truck Yard income be transferred to the Council’s Parks Team. (Attachment F)

4.6 Environment Canterbury Bus Route 28 Review Outcome – Memorandum advising the Board on the outcomes of the Environment Canterbury Bus Route 28 Review. (Attachment G)

4.7 Reserve Road (Okuti Track) Accessibility – Memorandum in reply to the Board’s 25 July 2022 request: Refer the issues raised in the public forum regarding Reserve Road (known as Okuti Track) in Little River, to staff for information and request that staff share the information regarding access to the road with Mr Puentener. (Attachment H).

4.8 Diamond Harbour Wharf Updates – Updated Programme – Memorandum updating the Board on the Diamond Harbour Wharf Upgrade Project progress. (Attachment I).

4.9 Allandale Hall Upate – Memorandum informing the Board that fungal spores (black mould) has been detected inside Allandale Hall. (Attachment J).

4.10 Graffiti Report – the Graffiti Snapshot Report for September 2022 and October 2022 are attached. (Attachments K & L).

4.11 Customer Service Requests Report – providing an overview of the number of Customer Service Requests that have been received, including the types of requests being received and a breakdown of how they are being reported from 1 October 2022 to 31 October 2022 is attached. (Attachment M)

Attachments Ngā Tāpirihanga

No.	Title	Reference	Page
a ⇩	2022/23 Discretionary Response Funding Summary - December 2022	22/1612671	124
b ⇩	Memorandum: Charteris Bay Overgrown Footpath - 13 October 2022	22/1415910	125
c ⇩	Memorandum: Fisheries Measures to Protect South Island Hector's Dolphins - 13 October 2022	22/1418647	126
d ⇩	Memorandum: Halswell Huritini Drainage Rating District Committee - 19 October 2022	22/1450179	128
e ⇩	Memorandum: Coastal Hazards Adaptation Planning Engagement - 20 October 2022	22/1462017	130
f ⇩	Memorandum: Allandale Reserve Committee - Use of Truck Yard Funds - 21 October 2022	22/1463696	142
g ⇩	Memorandum: Environment Canterbury Bus Route 28 Review Outcome - 21 October 2022	22/1466701	144
h ⇩	Memorandum: Reserve Road (Okuti Track) Accessibility - 27 October 2022	22/1490638	148
i ⇩	Memorandum: Diamond Harbour Wharf Update - 10 November 2022	22/1571667	151
j ⇩	Memorandum: Allandale Hall Update - 10 November 2022	22/1573856	153
k ⇩	Graffiti Report - September 2022	22/1415881	155
l ⇩	Graffiti Report - October 2022	22/1586197	157
m ⇩	Customer Service Requests Report - October 2022	22/1585734	159

Signatories Ngā Kaiwaitohu

Authors

Bipul Adhikari - Support Officer

Liz Beaven - Community Board Advisor

Jane Harrison - Community Development Advisor

Philipa Hay - Community Development Advisor

Rym Lamrani - Community Development Advisor

Trisha Ventom - Community Recreation Advisor

Andrea Wild - Community Development Advisor

Approved By

Penelope Goldstone - Manager Community Governance, Banks Peninsula

Matthew McLintock - Manager Community Governance Team

John Filsell - Head of Community Support and Partnerships

Name	Subject
Pigeon Bay Reserve Committee Minutes	17 September 2022
Diamond Harbour Reserve Committee Minutes	10 October 2022
Duvauchelle Reserve Committee	15 August 2022
Duvauchelle Reserve Committee	19 September 2022
Lyttelton Recreation Ground Reserve Committee	16 May 2022

7. Reserve Committee Meeting Minutes
Reference / Te Tohutoro:	22/1472678
Report of / Te Pou Matua:	Liz Beaven, Community Board Adviser
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

8. Orton Bradley Park Board Minutes
Reference / Te Tohutoro:	22/1472878
Report of / Te Pou Matua:	Liz Beaven, Community Board Adviser
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)

Name	Subject
Orton Bradley Park Board	Minutes of the Park Board – 27 June 2022

12. Te Pātaka o Rākaihautū Banks Peninsula Community Board Community Board - Consideration of a Casting Vote
Reference / Te Tohutoro:	22/1521171
Report of / Te Pou Matua:	Liz Beaven, Community Board Advisor liz.beaven@ccc.govt.nz
General Manager / Pouwhakarae:	Mary Richardson, General Manager Citizens & Community (Mary.Richardson@ccc.govt.nz)