Kaiaua Coast 2120 Joint Working Party Agenda

KAIAUA COAST 2120 JOINT WORKING PARTY

AGENDA

Tuesday, 10 December 2019, 10:00am – 12.00pm

Council Chamber, Council Office, William Street, Paeroa

Order of Business Pages

1. Joint Working Party (JWP) Terms of Reference and Meeting Schedule

2. Election of Chairperson or Co-Chairpersons and Deputy Chairperson if

required

3. Kaiaua Coast 2120 Project Overview

4. Technical Advisory Group (TAG) Terms of Reference

5. Community Panel Process

6. Community Workshop Update – A community workshop was held on

30 November 2019 at Kaiaua to talk to the community about the

project. An update on this workshop will be given at the meeting.

Lunch will be provided

1 Kaiaua JWP Agenda 10.12.2019 – Document Ref:

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Information Report

To: Kaiaua Coast 2120 Joint Working Party

From: Nina Murphy, Simon Bendall

Date: Friday, 29 November 2019

File reference: Document: 2686881 Appendix A: Proposed Terms of Reference, Kaiaua Coast 2120 Joint Working Party

Portfolio holder: Mayor

Meeting date: Tuesday, 10 December 2019

Subject: Kaiaua Coast 2120 Joint Working Party Terms of Reference and Meeting Schedule

Recommendation: THAT the report be received.

THAT the JWP adopt the proposed Terms of Reference for the Kaiaua Coast 2120 Joint Working Party.

THAT the JWP adopt the proposed meeting schedule for 2020

1 Purpose

This report presents a proposed Terms of Reference for the JWP, for review and adoption by the JWP.

This report also introduces the proposed meeting schedule for JWP meetings in 2020.

2 Discussion

The Kaiaua Coast 2120 Technical Advisory Group (TAG) have developed a proposed Terms of Reference for JWP. The proposed Terms of Reference set out the status, membership, function and administration of the JWP.

It is noted that the JWP is proposed to be an informal entity, established by agreement of its members (as opposed to a formal Joint Committee established under the Local Government Act 2002). TAG consider that this structure retains greater flexibility of function, without diminishing sound project governance objectives.

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TAG have also taken the approach of proposing meeting dates for 2020. The meetings are proposed to occur quarterly, to allow regular reporting and decision making as the project advances through 2020. The proposed 2020 meeting schedule for the JWP is as follows:

• Tuesday, 18 February 2020 • Wednesday, 20 May 2020 • Wednesday, 19 August 2020 • Tuesday, 17 November 2020

All meetings are scheduled for 2 hours, between 12.30 – 2.30pm.

While HDC are willing to host all JWP in Council chambers in Paeroa, it may be beneficial for each JWP member organisation to host 1 or more JWP meetings throughout the year. Feedback on this suggestion is welcomed.

3 Conclusion

This report has provided a proposed Terms of Reference and a proposed meeting schedule for 2020 for the JWP to consider for adoption.

Nina Murphy Simon Bendall PROJECT MANAGER PROJECT ADVISOR

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Appendix A: Draft Proposed Terms of Reference, Kaiaua Coast 2120 Joint Working Party

1. Project Brief

1.1. Hauraki District Council (”HDC”) is preparing a community plan for the Kaiaua Pūkorokoro / Miranda coastal area (“Kaiaua Coast 2120”) situated on the western side of the Firth of Thames. The project has been confirmed in in the HDC Long Term Plan 2018-2028.

1.2. The project is about the Kaiaua Coast communities coming together to define their path for the future, rather than leaving it to chance. It will provide future direction, while enabling the path to respond to changing conditions. Regular reviews will ensure that the plan continues to deliver desired outcomes.

1.3. Kaiaua Coast 2120 will look at a wide range of issues around the coast, to provide for a resilient and prosperous future, with a particular focus on: i. climate change and natural hazards; ii. future development and land use; iii. economic opportunities; and iv. community infrastructure (including Wharekawa (Kaiaua) Marae, Kaiaua School, roads, utilities, reserves, businesses, ecologically significant areas and tourist attractions).

1.4. This Joint Working Party is being established to provide governance oversight for the development of Kaiaua Coast 2120.

2. Name and Status

2.1. The Joint Working Party shall be known as the Kaiaua Coast 2120 Working Party (“Working Party”).

2.2. The Working Party is an informal entity established by agreement of its members.

3. Membership

3.1. Council organisations represented on the Working Party shall be the Hauraki District Council and Waikato Regional Council (“Partner Councils”).

3.2. Iwi organisations represented on the Working Party shall be [to be confirmed] (“Tangata Whenua Appointers”).

3.3. Each Partner Council shall appoint up to three (3) Councillors to the Working Party (“Council Members”). If not appointed directly to the Working Party, the Mayor of Hauraki District Council and the Chairperson of Waikato Regional Council are ex officio Council Members.

3.4. Tangata Whenua Appointers may appoint up to four (4) representatives in total to the Working Party (“Tangata Whenua Members”).

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4. Meetings

4.1. Meetings shall generally be held in in the Hauraki District Council Chambers, with approximately 4 to 6 meetings held per year in accordance with project requirements.

4.2. The agenda and papers for each meeting shall be circulated to Working Party Members at least 5 workings days before the meeting.

4.3. Notice of meetings will be given well in advance in writing to all Working Party Members, and not later than one month prior to the meeting.

4.4. The quorum shall be 50% of the total number of confirmed Working Party members, providing that at least 1 member from each Partner Council are present.

5. Functions

5.1. The Working Party has responsibility for guiding and providing governance oversight for the development of Kaiaua Coast 2120, including: i. The identification of natural hazards extents and risks as informed by technical assessments and the development of an adaptive plan to respond to those risks;

ii. The consideration of the relevant planning provisions (primarily the Hauraki District Plan) in light of the hazards risks identified and planning responses proposed, and the subsequent recommendation of changes required to the planning provisions;

iii. The review of economic development opportunities in light of the identified hazards risks and the subsequent identification of appropriate development;

iv. Considering and recommending a draft Kaiaua Coast 2120 plan to the Partner Councils for public notification;

v. Considering comments and submissions on the draft plan and making appropriate recommendations to the Partner Councils; and

vi. Considering and recommending a final plan to each of the Partner Councils for approval.

6. Administration

6.1. The Hauraki District Council shall be responsible for administering the Working Party including preparing and circulating agendas, confirming meeting dates and venues, taking and circulating minutes and providing a point of contact for Working Party Members.

7. Remuneration

7.1. Each Partner Council shall be responsible for remunerating its representatives on the Working Party and for the cost of those members participation.

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7.2. The Hauraki District Council shall be responsible for administering the remuneration of the Tangata Whenua Members, with the cost of such remuneration shared equally by the Partner Councils and in accordance with the Waikato Regional Council’s Koha Policy and guidelines.

8. Election of Chairperson and Deputy Chairperson

8.1. On the formation of the Working Party the members shall elect a Chairperson and may elect a Deputy Chairperson.

9. Voting

9.1. Where voting is required, all Members of the Working Party have full speaking rights.

9.2. Each Member has one vote.

9.3. Best endeavours will be made to achieve decisions on a consensus basis.

9.4. The Chairperson at any meeting does not have a deliberative vote and, in the case of equality of votes, has no casting vote.

10. Review and Variation

10.1. On an annual basis, the appointed Project Advisor for Kaiaua 2120 shall undertake a review of these terms of reference to ensure they remain fit for purpose and effective. The outcome of such review and any recommendations for changes shall be reported to the Working Party.

10.2. Amendments to the Terms of Reference may only be made with the approval of all Working Party Members.

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Information Report

To: Kaiaua Coast 2120 Joint Working Party

From: Nina Murphy, Simon Bendall

Date: Wednesday, 27 November 2019

File reference: Document: 2684949 Appendix A: Map of project area Appendix B: Communication Plan

Portfolio holder: Mayor

Meeting date: Tuesday, 10 December 2019

Subject: Kaiaua Coast 2120 - Project Overview

Recommendation: THAT the report be received, and

THAT the JWP adopts the project approach as outlined in the report.

THAT the JWP adopts the project area as shown in Appendix A.

THAT the JWP considers and makes a recommendation regarding Waikato District and Auckland Councils involvement in the project

THAT the JWP adopts the community engagement plan in Appendix B.

THAT the JWP consider and make recommendations on extra project costs as they arise.

1 Purpose

This report introduces the project to the Joint Working Party (JWP), provides an update on work undertaken to date and seeks direction on certain matters including the project approach, project area, community engagement and extra project costs.

2 Background

2.1 Overview of the project Kaiaua Coast 2120 is a community planning process for the Pūkorokoro/Miranda coastal area, situated on the western side of Tikapa Moana o Hauraki | The Firth of Thames. The “Kaiaua Coast” area includes the Waharau, Whakatiwai, Kaiaua and Miranda communities (refer Appendix A for map of the area).

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It is about the Kaiaua Coast communities coming together to define their path for the future, rather than leaving it to chance.

Kaiaua Coast 2120 will look at a wide range of issues around the coast so that we can provide for a resilient and prosperous future over the next 100 years. We’ll focus on: • the effects of climate change and natural hazards • future development and land use • economic opportunities • community infrastructure (including Wharekawa (Kaiaua) Marae, Kaiaua school, roads, utilities, reserves, businesses, ecologically significant areas and tourist attractions).

Kaiaua Coast 2120 will provide future direction while enabling the path to change as conditions change and become more known. The project will use the ‘adaptive pathways’ approach outlined in the Ministry for the Environment’s 2017 coastal hazards and climate change guidance for local government.

2.2 Progress to date Hauraki District Council (HDC) included the project in its Long Term Plan 2018-2028 | Tō Mātou Mahere Roa 2018-2028, as a way of addressing a range of issues in the area in a co- ordinated way.

At the end of 2018 HDC resolved to seek to form a joint working party with the Waikato Regional Council and Iwi to govern the project and approved a budget increase for the project. This budget allowed for the appointment of Traverse Environmental Ltd; consultants with expertise in the area of adaptive planning. They were duly appointed and work on the project began.

The following areas of work are detailed below: 1 Technical staff 2 Draft project timeframes 3 Natural hazard assessment 4 Community engagement

2.2.1 Technical staff Staff from the Hauraki District Council, WRC and Waikato District Council (WDC) formed a technical advisory group (TAG) during the last quarter of 2018 to undertake the project. TAG will support the JWP to prepare the community plan.

TAG holds meetings every six weeks and to date have: • developed an overall project programme • developed a proposed process for community engagement including a community advisory panel and ways to inform people about the project • identified the hazards to be considered in Kaiaua Coast 2120, • completed a draft hazard assessment and defined the process for assessing risks • developed draft terms of reference for TAG and JWP (refer separate reports) • held a community meeting on November 20 2019 to introduce the project to the community and seek nominations for the community advisory panel (refer separate report).

2.2.2 Draft project timeframes A draft work programme has been mapped for the consideration of the JWP. The programme provides an indication of what the adaptive planning process looks like in a practical sense.

The work programme is summarised in Table 1 on the following page.

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Table 1: Kaiaua Coast 2120 work programme

2019 2020 2021 STEPS O N D J F M A M J J A S O N D J F M A

PREPARATION WORK

Where we are and what’s    ahead information stocktake Assessing natural hazard risk        Local government elections  First joint working party  meeting Set up the community advisory  panel DO THE PLANNING

What matters?   Community briefing and check in

What is happening? What the community advisory panel process matters most? What can we do           about it? What are we going to do? Wider community check in    points Draft the plan         The partners consider the draft  plan CHECKING WE’VE GOT IT

RIGHT Public consultation 

2.2.3 Natural hazard assessment Coastal inundation, coastal erosion and river flooding are considered the priority hazards to address for the Kaiaua area.

WRC commissioned Dr Terry Hume of Hume Consulting Limited to carry out an independent technical assessment of existing coastal hazard information for the community plan area.

Initial work provides an updated scientific and technical assessment of coastal processes and explores possible management options for the Kaiaua/Miranda coastline to inform community consultation and strategy. The assessment is based on previous studies, new information, a site visit, the authors experience in coastal processes and discussions with WRC staff. The technical assessment does not provide specific advice on solutions to issues at specific sites as these are expected to be the product of the plan process and community consultation.

The draft hazard assessment has been substantially completed and will shortly be peer reviewed by an independent expert. It is proposed that the completed hazard assessment be presented to the next JWP meeting (February) for their consideration. Community consultation on the hazard assessment in early 2020 is also proposed, prior to it being finalised.

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The next step for the natural hazard part of the project is to undertake a risk assessment using WRC’s newly developed Natural Hazard and Risk Assessment Framework Tool. Kaiaua Coast 2120 is being used as a case study for this tool.

TAG is also considering the use of RiskScape; a recently revised software tool developed by NIWA and GNS Science that can estimate the impacts and losses for assets exposed to natural hazards, to help make informed decisions.

2.2.4 Community engagement The project will involve working together with communities, councils, iwi and a number of special interest organisations to look at a range of issues over the next 100 years. The plan will bring in technical expertise, but local knowledge and views are also essential to the success of the strategy. Ultimately, this work will result in a jointly developed and community- led plan.

Community engagement channels are in the process of being defined and set up:

• A community engagement plan has been finalised for the consideration of the JWP (Attachment B). • Staff are cognisant of the need to keep the Kaiaua Coast communities informed of what is happening and when they can expect to be involved, while the project representation is still being established. • e-newsletter updates have been circulated to Kaiaua Coast subscribers in October and November providing an update on the project. • Discussions are ongoing with iwi regarding the project and iwi representation; HDC Mayor, Councillor and TAG attended a climate change hui at Wharekawa Marae in October. • The project has been introduced to community members at the annual Kaiaua public meeting on Labour Weekend 2019. • A community workshop was held on the 30 November to provide further details on the project and to invite public input into the project and find out what local issues and values matter (refer separate report). • A proposal for the community panel which will assist in the community-driven approach to the development of the plan has being developed, for consideration by the JWP (refer separate report). • A Social Impact Assessment is being undertaken prior to Christmas (by EnviroStrat Ltd), with the aim of providing a clearer understanding of social issues and impacts, meaningful engagement with community stakeholders and an analysis of social outcomes that would occur under specific scenarios.

3 Matters for consideration

3.1 Project approach The JWP are asked to give consideration to the proposed adaptive planning approach to preparing the community plan. This approach is outlined in the work programme referred to in Table 1 above. TAG recommends that the JWP endorse this project approach.

3.2 Project area and political representation The JWP are asked to give consideration to the project area. Refer to Appendix A for the project area recommended by TAG.

The southern boundary of the project area has been aligned to existing coastal stopbanks e.g. where the stopbanks end the project area starts. This means that all the unprotected coastal land north of Pūkorokoro Miranda is included in the project.

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The northern and western area boundary follows the HDC boundary except for at Pūkorokoro Miranda where it includes land within the Waikato District. The reason for including this land is that the effects of natural hazards will be felt on this land the same as the surrounds. Further, responses to the hazards should be applied consistently.

If this area of the Waikato District is included, the JWP are asked to consider if Waikato District Council should have representation on the JWP. Currently, staff from WDC have been included in TAG; their interest has been in terms of hazards and district planning. They have recently released a draft district plan but have not undertaken a hazard assessment on this part of the coast due to this project. TAG recommend that Waikato District Council be approached at a polictical level to discuss their involvement.

A further consideration for the JWP is the involvement of Auckland Council in the project. The same argument exists; natural hazards are not contained within juridictional boundaries. Further, Auckland Council has legacy regional parks in the area at Waharau and Whakatiwai. However, the complexities of including Auckland Council at this stage and the possible time delays involved may outweigh any benefits. At a minimum, TAG recommends that Auckland Council staff be advised of the project and invited to particpate as they think appropriate.

3.3 Community engagement TAG has prepared a Communication Plan (refer Appendix B) for the consideration of the JWP. The purpose of the plan is to guide our communication and engagement during future planning for the Kaiaua Coast area. This plan focuses on 2019/20. It recognises that many different people and groups will have an interest in this project and that to reach them all, we will need to engage in different ways.

TAG welcomes feedback and recommends that the JWP endorse the plan for use during the Kaiaua Coast 2120 project, while recognising that it is a working document that will be updated and referred to regularly to ensure all partners in the project are singing from the same song sheet and delivering consistent messages.

3.4 Project costs HDC has allocated a project budget for the consultants (Traverse Environmental Ltd) to provide adaptive planning and project management expertise for the project.

WRC are covering the costs of undertaking the natural hazard assessment and natural hazard and risk assessment through in kind staff costs and the use of consultants where necessary. WRC has also contributed toward the cost of the Social Impact Assessment and is providing staff support for this part of the project.

TAG recommends that any extra costs associated with the project be discussed and agreed by the JWP, as they arise. This may necessitate recommendations to the partner councils for budget approval where current budgets are insufficient to cover extra costs.

4 Conclusion

This report has provided a project overview and asked the Joint Working Party to consider particular matters including the project approach, project area, community engagement and extra project costs.

Nina Murphy Simon Bendall PROJECT MANAGER PROJECT ADVISOR

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Appendix A:

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Communication plan

Kaiaua Coast ‐ looking ahead

Ko te pae tata, whakamaua kia tīnā, Ko te pae tawhiti, whaia kia tata.

Secure the horizons that are close to hand and pursue the most distant horizons so that they may become close.

To grasp and monitor that which is close at hand and think towards the future.

October 2019

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Contents

1. What this plan does ...... 3 2. Setting the scene ...... 3 Where we’ve come from ...... 3 Where we’re going ...... 3 3. Our engagement approach ...... 4 What we want to achieve ...... 4 Our principles ...... 4 4. Our key audiences and stakeholders ...... 5 5. Opportunities ...... 6 6. Risks ...... 6 7. Our key messages ...... 6 8. Operational protocols ...... 7 Project spokesperson/people and media contact ...... 7 Process for communication delivery...... 7 9. General tactics ...... 8 10. Key phases – and actions required ...... 8 Appendix 1 - Kaiaua Coast 2120 Project Timeline ...... 14 Appendix 2 - IAP2 Stakeholder Mapping for Kaiaua Coast 2120 – TAG Meeting 20 May 2019 ...... 15

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1. What this plan does The purpose of this plan is to guide our communication and engagement during future planning for the Kaiaua Coast area. This plan focuses on Phase 1 of the Kaiaua Coast 2120 project.

This is a working document that will be updated and referred to regularly to ensure all partners in the project are singing from the same song sheet and delivering consistent messages. It recognises that many different people and groups will have an interest in this project and that to reach them all, we will need to engage in different ways.

2. Setting the scene Where we’ve come from When Auckland ‘Super’ City was formed in 2010, the Kaiaua Coast area became part of the Hauraki District. As well as a history of coastal and river flooding, there had been some previous conversation at times around the roles of the various councils in relation to flood protection. A proposed urban flood protection plan designed by Franklin District Council had been rejected prior to the district boundary switch, due to the proposed impact on rates.

Recent flooding events, including the storm event on 5 January 2018 which caused widespread flooding to homes and surrounding farmland, have created a new sense of urgency in the minds of both the community and the councils. There may be some impatience and frustration at a perceived lack of action since the storm event. Short term infrastructure work to address storm water issues is planned for this year, although this won’t address coastal and river hazards.

Other projects in the area include the creation of a community response plan to build resilience and preparedness, the extension of the Hauraki Rail Trail from Pūkorokoro Miranda to Kaiaua, and a review of the Council’s reserve management plans. The Hauraki District Plan (our plan for how land can be used) also needs to be updated to include the Kaiaua Coast area, which is currently still managed according to the Franklin District Plan. Understanding the potential natural hazard risks is an important first step in this work, which is likely to include rezoning of land as part of the overall strategy for how we respond to these risks in the future.

Hauraki Iwi are collectively and individually in the process of negotiating treaty settlements with the Crown; these processes have been underway for some time. Reserve land on the Kaiaua Coast, including Opita wāhi tapu (Kaiaua Boat Ramp Reserve) and Piopiotahi burial reserve at Wharekawa, are subject to individual treaty settlements. Where we’re going We have a duty of care to support our communities to keep themselves as safe as possible from natural hazards, as well as to prevent new residents from investing in areas where we know that they may be exposed to unacceptable levels of risk from natural hazards, now or in the foreseeable future.

This means we need to act quickly, while also recognising that climate change and natural hazards are complex subject areas, so it’s important we take the time to plan this work collaboratively and carefully.

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We also have a role in supporting prosperous communities. So while acknowledging that natural hazards are a concern, we also want to look at opportunities for the growth and development of our communities on the Kaiaua Coast.

We understand that the decisions we make as a result of this engagement process will affect everything from future land use to our investment in infrastructure and business development in the area. Therefore, it’s important that all projects currently planned in the area, from the district plan review to the Hauraki Rail Trail extension, are aligned with the overall strategy.

We want to ensure that the development of productive partnerships and dialogue with iwi is a priority. This project provides the opportunity to explore broadening the role of iwi as partners in future policy development and decision making, particularly in light of the upcoming settlement of the Hauraki Collective Settlement.

We’ll work together with other parties including our communities, councils, iwi, and Civil Defence to look at a range of issues over the next 100 years. We’ll bring in technical expertise, but we know local knowledge and views are also essential to the success of the strategy. Ultimately, this work will result in a jointly developed and community-led strategy that will describe how we’ll respond to natural hazard risks in the future, recognising that what we know about these risks may change 10, 20 and 100 years down the track.

The overall project timeline is attached in Appendix 1. 3. Our engagement approach What we want to achieve We want to have a conversation with technical experts and our communities so that everyone understands how the risks from natural hazards are likely to change over time in the Kaiaua Coast area and how we can prepare and respond to those risks. Our principles We are genuine • we want to have an open and transparent conversation with our Kaiaua Coast communities, iwi, wider ratepayers, technical experts, and other stakeholders. We’ll engage in ways that work • we’ll go out to our communities rather than expecting them to come to us. We’ll use local spaces (e.g. shop noticeboards) and distribution networks (e.g. school newsletters) • we’ll use everyday language that works, including te reo • we know people’s time is precious and we’ll respect this • we’ll keep our communities in the loop on progress and what’s next • we’ll use kanohi ki kanohi | face to face opportunities as much as possible and in accordance with community preferences.

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We’re in this for the long haul

• this is an ongoing and evolving conversation • we expect the first two phases of the project (phase 1 defining what matters most to our community, phase 2 defining how we’ll respond to it) will take 2 years. We want to build longer term relationships too

• this is an opportunity to build lasting relationships with our Kaiaua Coast communities, iwi, other councils, community organisations and external agencies.

We will listen

• we recognise the rights of others to speak and be treated with respect • we will quickly and specifically acknowledge enquiries, suggestions and comments • we will pay attention to what is said • we will do our best to fairly and receptively interpret what is said, without automatically trying to talk the speaker out of their viewpoint. • we will try as far as possible to understand others views, perspectives and feelings • we will give adequate consideration to requests, viewpoints and proposals. This doesn’t necessarily mean agreement or acceptance of what is said or requested. There may be good reasons a request or suggestion cannot be agreed to. However, these reasons will always be explained in our response. • we will respond in an appropriate and timely way.

We will use an “adapt as we go” approach

• we know the future is uncertain but we can’t wait until we know for sure • our approach needs to be flexible to respond to changing circumstances • this approach follows government guidance for climate change which promotes the use of adaptive planning processes. 4. Our key audiences and stakeholders • Local iwi • Kaiaua coast residents • Kaiaua coast rural residents • Kaiaua coast property owners (including holiday home owners) • Kaiaua Liaison Group • Hauraki District residents and property owners • Kaiaua Volunteer Rural Fire Brigade/Fire and Emergency NZ • Local businesses • Local community groups • Media – local, regional and national • Freedom Camping NZ • NZ Motorhome association • Waikato Civil Defence • Rural support trust • EQC • Insurance providers • External agencies – including Ministry for Primary Industries, Ministry of Social Development, MBIE, Waikato DHB (psycho-social support)

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• Waikato District Council • Wider Hauraki District Council and Waikato Regional Council staff – in particular front of house and call centre • Hauraki District Mayor & Councillors – particularly the Plains Ward councillors • Waikato Regional Council Chairperson & Councillors - – particularly the Waihou area councillors.

For a full list of identified stakeholders please refer to Appendix 2. 5. Opportunities • The Kaiaua Coast community is resilient and close-knit and has experienced recent coastal and river flooding events, so it is forefront in their minds.

• Use learnings from earlier coastal hazard work done in Hawkes Bay by Mitchell Daysh. What worked well and what could be done better?

• Build long term relationships with our Kaiaua Coast communities as well as other councils, iwi (through joint governance), and key stakeholders.

• Encouraging our communities to take ownership of the problem as well as the ultimate solutions. 6. Risks • Not another bloody plan! The community may be impatient with the amount of time it has taken to start work on a solution and is looking for action, not more conversation.

• Perception of unequal treatment between insured/uninsured as well as permanent residents/holiday home owners.

• District ratepayers resenting the amount of money being spent on Kaiaua.

• Solutions are unaffordable.

• Elections in 2019 will affect elected member representation on the joint working party.

• Another natural emergency event occurs during the planning process that will heighten community concerns that action isn’t happening fast enough and disrupt buy in to the bigger picture needs. 7. Our key messages Key messages need to be confirmed and agreed on by the project manager and spokesperson (see section 8 below). Some key messages will remain consistent throughout the project, however more specific messages will be developed for each phase and may change as the project plan progresses

• Sea level rise and changes in storm intensity caused as a result of climate change are real issues for this area.

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• The future is uncertain, but we can’t wait for that future to arrive. We need to develop a plan now that recognises that what we know now may change 10, 20 and 100 years down the track

• We have a duty of care to support our communities to keep themselves as safe as possible from natural hazards, as well as to prevent new residents from investing in areas where we know that they may be exposed to unacceptable levels of risk from natural hazards, now or in the foreseeable future.

• We’ll decide together what should happen and how much it might cost.

• The process won’t stop here. We’ll need to follow through and look at things like timing and how we will pay for it.

• Kaiaua Coast 2120 is about planning for the future so we want to look at all the issues for this area. While acknowledging that natural hazards are a concern, we also want to look at opportunities for the growth and development of our communities on the Kaiaua Coast. 8. Operational protocols Project spokesperson/people and media contact It is recommended that the Chair of the Joint Working Party be the spokesperson and media contact. They will be supported by the HDC Project Manager who will advise on programme updates, issues etc. and at times will be required to talk to the media regarding operational details.

The spokesperson will be required to:

• Respond to media queries within required timeframes. • Front community sessions and events. • Be quoted in media releases and official statements.

Process for communication delivery • Confirm key messages. • Spokesperson: Chair Joint Working Party (TBC), HDC Project Manager (Nina Murphy). • Staging communication: o Information should be shared with and agreed upon by the technical advisory group (TAG) before release. o Then it can be shared with Mayor, councillors, iwi partners and residents before the media. o NB: Residents should hear about anything that affects them directly first – not read about it in the local paper – a “no surprises” approach should be maintained with all key stakeholders. • Approval process for public information: o HDC Project Manager to sign off any outgoing communication. o Chair to sign off if quoted.

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9. General tactics • Confirm look, feel and tone of communication. Hauraki District Council brand or separate brand in conjunction with project partners (Iwi representatives, Waikato Regional Council).

• Website – build a dedicated website for the project so information is updated and maintained in one place. Administered by HDC.

• E-newsletter – HDC currently has a subscription list for Kaiaua Coast area.

• Facebook – continue to use individual council pages for high level information and conversation – consider creating a dedicated page to allow more detailed and specific two-way communication. Resource and monitoring need to be considered.

• Facebook – Ask the local fire force to share more specific community messaging on behalf of Council. This is suggested due to their established localised following (over 900 people).

• The pink dairy – as this is a local business (i.e. one of the only shops) which is frequented by locals, erect a community noticeboard where any updates can be posted. Also the service station and fish and chip shop.

• Form community panels to meet in 2020 to assist in the development of both the Kaiaua Coast 2120 community plan and the natural hazards / adaptive planning component of this work.

10. Key phases – and actions required

Preparing to launch

• Use of partner logos • Project and council brands • Website development

1. Spreading the word – project overview

Objectives:

• To raise awareness of the project again • To provide some reassurance that things are happening • To let people know what to expect (timeframes and how it will work) and manage those expectations • To let people know where they can find out more information and stay updated • To further introduce the project to Iwi and determine how best to involve them • To seek Iwi Representatives to jointly govern the project

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Action required Description Date Responsibility & MagIQ No. Direct Key to do this first. Prior to labour day Nina through communication community catch up TAG meetings with project partners E-newsletter 24 October HDC comms 2663901 Media release October (prior to HDC comms labour day meeting) Facebook post Contact the Kaiaua rural October (prior to HDC comms fire force to share (and labour day meeting) Posted 24 Oct others as identified) 2019 Website Set up (at least in basic 28 October HDC comms form) Community paper Kaiaua compass Kaiaua Compass - HDC comms Hauraki Herald Labour day meeting has been advertised KC – 2665065 in October edition with reference to Wasn’t Kaiaua Coast 2120 advertised in – out early HH. October Hauraki Herald – advertisement to run on HDC News page 10 October

Flyer Flyer about the project 25 October HDC Comms to be available for M2664327 people to take home from the Labour day meeting Direct Email stakeholder list Waiting for Nina and HDC communication subscription to e- comms with ‘external’ newsletter to be stakeholders fixed Annual Peter to give 28 October Nina, Peter and community catch presentation at HDC comms up meeting community labour day 2651648 meeting (presentation) Information hand out Hui at Wharekawa Introduce project, ask 21 October Nina, Larn, Marae for Iwi Representatives Mayor, Cr on the Joint Working Harris, Phil, Party. Seek feedback on Susan, Melissa how iwi want to 2656551 participate in the project (presentation)

Key messages:

1. Hey, we need to talk about the future of the Kaiaua Coast • Sea level rise and changes in storm intensity as a result of climate change are real issues for the Kaiaua Coast area • The future is uncertain but we can’t wait for that future to arrive

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• We need to develop a plan now that recognises that what we know might change, 10, 20, and 100 years down the track. • Kaiaua Coast 2120 is a major project that will look at a wide range of issues and how we can provide for a resilient and prosperous future over the next 100 years • While acknowledging that natural hazards are a concern, we also want to look at opportunities for the growth and development of our communities on the Kaiaua Coast, which includes Waharau, Whakatiwai, Kaiaua and Pūkorokoro-Miranda

2. We’re in this for the long haul • This is not just a five minute korero • We need to have an in-depth conversation that includes our Kaiaua Coast communities, Iwi, other councils, technical experts, community organisations, and other agencies such as Department of Conservation and local emergency services • We need to find out what matters most to you, and then work out a plan of action for how we will respond to it. • We want to ensure that the development of productive partnerships and dialogue with iwi is a priority.

3. We’ve been setting things up, now we need you • We’ve agreed on a joint governance structure • We’ve set up a council staff working group • We’ve worked out project plans and timelines • We’ve been improving our knowledge of coastal hazards in the area • Come along to our annual Kaiaua Coast community catch up to find out more • Come to our workshop in November • Later this year we’ll start calling for nominations for community brainstormers to be part of our Local Link panel that will help provide local knowledge and advice throughout the project • Stay updated through our Kaiaua Coast e-newsletter and also via our project website www??

2. Come and learn more … and tell us more

Objectives:

• To provide a kanohi ki te kanohi channel for phase 1 above • To update people about what we know about the hazards for the area and how these hazards may change in the future • To get feedback on what matters to people about their place/rohe, and what they love about living on the coast. • To start flagging the opportunity to more actively participate through the community advisory panel. • To involve iwi in the project, as determined by them

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Action required Description Date Responsibility & MagIQ no. Collate and Feedback from the After 28 Oct Paula/Peter package what flooding event Jan 2018 meeting -summary we’ve already Feedback from the heard Labour Weekend Meeting Determine Determine how it will 22 October TAG 22 Oct workshop format work, what content will Workshop - Workshop run be provided, how it will confirmed for 30 sheet 2679079 be presented, how Nov - Draft feedback will be nomination form captured, how the 2679048 workshop will be - Map 2678935 captured in digital form Livestream Provide a livestream of Test 5 Nov WRC workshop the workshop Provide “live” on 30 Nov Direct Key to do this first. TAG 5 Nov Nina and HDC communication comms with project partners E-newsletter Publicise 30 Nov Week of 29 October HDC comms workshop (after community meeting) Media release Publicise 30 Nov Week of 29 October HDC comms workshop (after community meeting) Facebook post Contact the Kaiaua rural Create event week HDC comms fire force to share (and of 29 October (after others as identified) community meeting) Reminder post week prior to workshop

Website update Publicise 30 Nov Week of 29 October HDC comms workshop. Links to E- (after community - WNTT updated newsletter, media meeting) 25 Oct release, Facebook Online feedback form (interactive map?) Community paper Kaiaua compass, November edition HDC comms Publicise 30 Nov Closes 29/30 Oct M2665738 advert workshop District paper HDC News Publicise 30 Second week of HDC comms Nov workshop – Hauraki November No advert Herald placed in Hauraki Herald – it was put in the Kaiaua Compass only.

Direct Email stakeholder list Week of 29 October Nina HDC communication Publicise 30 Nov (after community comms with ‘external’ workshop meeting) stakeholders

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Prepare posters / Publicise 30 Nov Week of 29 October HDC comms fliers for physical workshop (after community Poster distribution meeting) M2681389 Flyers M2681394 Deliver fliers to Publicise 30 Nov Week before HDC comms Kaiaua Coast workshop workshop (Mon 25 households Nov) Deliver posters to Pink Dairy 2 weeks before HDC comms key venues workshop (Mon 11 Nov) Hui To be determined from TBD TBD 1st Hui. Potentially a workshop similar to the community workshop – to update on hazards, seek feedback on values

Key messages:

• We’ve been working on improving our knowledge of hazards in the area, now we want to tell you all about it • We’ve already heard a lot about what matters to you; we haven’t lost sight of that. • We also want to hear from those who may have more to add or haven’t had a chance to share their thoughts yet. • We want to share with you involve you every step of the way. • Never fear if you can’t be there, we’ll provide other ways for you to share what’s important to you. • This is a long project and we’re just at the beginning. This workshop is just the start.

3. Keep telling us more after the meeting

Objectives:

• To continue getting feedback on what matters to people about their place/rohe, and what they love about living on the coast. • To engage those who can’t or don’t want to participate in the public meeting. • To report back on what came out of the meeting and further engagement. • To continue flagging the opportunity to more actively participate through the advisory panel. • Social impact assessment - we’ll be using experts to help capture the views of those we don’t normally hear from to give us a fuller picture of how people may be impacted by future changes such as sea level rise.

Action required Description Date Responsibility

Figure out how Ideas like capturing Run through we’ll provide for what attendees say is December people to provide important and sharing their views after that to prompt others to the meeting in turn share their views. Promotes feedback opportunity as well as

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communicating what people have already said. Direct Key to do this first. communication with project partners E-newsletter Media release Facebook post Contact the Kaiaua rural fire force to share (and others as identified) Website update Community paper Kaiaua compass District paper HDC News Direct Email stakeholder list communication with ‘external’ stakeholders

Key messages:

• We’ve already heard a lot about what matters to you; we haven’t lost sight of that. • We also want to hear from those who may have more to add or haven’t had a chance to share their thoughts yet. • We want to share with you involve you every step of the way. • Thanks for sharing your thoughts, this is what we’ve heard so far

4. Subsequent phases have not been detailed in this plan at this stage

The establishment of the community panel is an important next step, background work on planning for this is happening.

Document management

Approved by: Technical Advisory Group 5 November 2019

Joint Working Party [insert date]

Doc reference 2522393 number:

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Appendix 1 - Kaiaua Coast 2120 Project Timeline

2019 2020 2021 STEPS O N D J F M A M J J A S O N D J F M A

PREPARATION WORK

What matters?   Community briefing and check in

RIGHT Public consultation 

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Appendix 2 - IAP2 Stakeholder Mapping for Kaiaua Coast 2120 – TAG Meeting 20 May 2019 INFORM CONSULT INVOLVE COLLABORATE EMPOWER

Te Puni Kokiri MfE Kaiaua residents Community Assessment Panel WRC Crs SOLGM MoE (Kaiaua school) Absentee owners (baches) Iwi HDC Crs Dairy NZ Heritage NZ NZ Insurance Council WDC, WRC, HDC staff Real Estate Institute Living Waters Rural Support Trust MPI Hospitality Interest Group Denis Tegg LINZ Teachers Hauraki Gulf Forum NZ Sea Rise Farming Consultants NZ Fire & St Johns MBIE Simon Berry (Lawyer) Auckland Council - Regional EQC Auckland Council Park Minister for Climate Change MCDEM Ratepayers Association (Kaiaua IAG Insurance Waikato CDEM Group – Advisory Group) Resilience to Natures Hazards – GEMO Kaiaua boating club + National Science Challenge TCDC recreational fishers Work from home/ home Forest & Bird Local shops occupations Justin Johnson (pilot) NZTA Commuters Extinction Rebellion Kaiaua Compass BOP RC Miranda Shorebird Centre Transport companies All other Waikato Regional TAs Hauraki Rail Trail Trust Telecommunication LGNZ Hauraki Rail Trail businesses Power Deep South Science Challenge (incl new start up)s Network utilities Nanaia Mahuta Motorhome Association Federated Farmers Scott Simpson Eco Quest DOC Auckland Uni Destination Coromandel Fonterra Waikato Uni Landcare Research Waikato Regional Economic Development Agency Te Waka

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Information Report

To: Kaiaua Coast 2120 Joint Working Party

From: Nina Murphy, Simon Bendall

Date: Friday, 29 November 2019

File reference: Document: 2686876 Appendix A: Draft proposed Terms of Reference - Kaiaua Coast 2120 Technical Advisory Group

Portfolio holder: Mayor

Meeting date: Tuesday, 10 December 2019

Subject: Kaiaua Coast 2120 Technical Advisory Group Terms of Reference

Recommendation: THAT the report be received.

THAT the JWP adopt the proposed Terms of Reference for the Kaiaua Coast 2120 Technical Advisory Group.

1 Purpose

This report presents a proposed Terms of Reference for the Kaiaua Coast 2120 Technical Advisory Group (TAG), for review and adoption by the Kaiaua Coast 2120 Joint Working Party (JWP).

2 Discussion

TAG have been operating as a working group since December 2018, meeting approximately every 6 weeks to plan and shape the Kaiaua Coast 2120 project. Membership consists of senior council staff from Hauraki District Council and Waikato Regional Council, with Waikato District Council staff also involved.

TAG have been established as a multi-disciplinary group, with current expertise including Mātauranga Māori, resource management and planning, policy, engineering, coastal science, hazard and risk assessment and communications and engagement.

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In order to clearly define the functions and role of TAG, and to ensure that those functions and role align with JWP needs and expectations, TAG have developed a proposed Terms of Reference for JWP review, consideration and adoption.

3 Conclusion

This report has provided a proposed Terms of Reference for TAG, for the JWP to consider for adoption.

Nina Murphy Simon Bendall PROJECT MANAGER PROJECT ADVISOR

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Appendix A: Proposed Terms of Reference - Kaiaua Coast 2120 Technical Advisory Group

1. Purpose

1.1. This Terms of Reference describes the membership, role, function and administration of the Technical Advisory Group (“TAG”) formed for the Kaiaua Coast Community Plan (“Kaiaua Coast 2120”).

1.2. This document also confirms the agreed cost sharing arrangements (including in-kind costs) between the Hauraki District Council, Waikato District Council and Waikato Regional Council (“the Councils”) for the development of Kaiaua Coast 2120.

2. Project context

2.1. Kaiaua Coast 2120 is being prepared for the Pūkorokoro / Miranda coastal area, situated on the western side of the Firth of Thames (“Kaiaua Coast”). This area includes the Waharau, Whakatiwai, Kaiaua and Miranda communities.

2.2. The project has been confirmed in the Hauraki District Council’s Long Term Plan 2018-2028 | Tō Mātou Mahere Roa 2018-28.

2.3. The project is about the Kaiaua Coast communities coming together to define their path for the future, rather than leaving it to chance. It will provide future direction, while enabling the path to respond to changing conditions. Regular reviews will ensure that the plan continues to deliver desired outcomes.

2.4. Kaiaua Coast 2120 will look at a wide range of issues around the coast, to provide for a resilient and prosperous future, with a particular focus on: i. climate change and natural hazards; ii. future development and land use; iii. economic opportunities; and

iv. community infrastructure (including Wharekawa (Kaiaua) Marae, Kaiaua School, roads, utilities, reserves, businesses, ecologically significant areas and tourist attractions).

2.5. A Joint Working Party is being established to provide governance oversight for the development of Kaiaua Coast 2120, formed by elected representatives of the Hauraki District Council, [Waikato District Council TBC], Waikato Regional Council and Iwi appointees.

3. Membership

3.1. In general, TAG shall be formed by staff representatives from each Council; however, independent and/or external appointments to TAG may be made by the agreement of all Councils.

3.2. The Councils may freely appoint members to the TAG at any time.

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3.3. There shall be no upper or lower limit on the number of TAG members, except that the Councils shall seek to ensure that there are sufficient appointments to the TAG to cover the following areas of expertise: i. Matauranga Maori

ii. Resource Management and Planning

iii. Engineering

iv. Coastal Science

v. Hazard Risk Assessment/Management

vi. Communications and Engagement

4. Meetings

4.1. Meetings shall generally be held at the Hauraki District Council.

4.2. Meetings shall generally be held every 6 weeks for the duration of the project, or as may be determined by the Councils.

4.3. The agenda and papers for each meeting shall be circulated at least 5 workings days before the meeting.

4.4. The external Project Advisor appointed for Kaiaua Coast 2120 shall chair TAG meetings.

5. Functions

5.1. TAG has the responsibility for the project management, technical support and delivery of the of Kaiaua Coast 2120, including:

i. Project managing Kaiaua Coast 2120;

ii. Completing tasks and project work as directed by the Joint Working Party;

iii. Leading project engagement with the community and stakeholders;

iv. Providing technical information and support for the Joint Working Party to enable sound and informed decision making;

v. Developing, agreeing, maintaining and reporting on a Project Budget;

vi. Managing consultants engaged for the project;

vii. Facilitating information and knowledge exchange between the Councils; and

viii. Ensuring Council inputs and activities are integrated, aligned and complementary.

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5.2. The Hauraki District Council shall be responsible for administering the TAG including preparing and circulating agendas, confirming meeting dates and venues, taking and circulating minutes and providing a point of contact for TAG Members.

6. Cost sharing

6.1. Each Council shall be responsible for meeting their own costs for participating in the TAG.

6.2. The Hauraki District Council shall be responsible for meeting the costs of engaging an external project advisor for Kaiaua Coast 2120, this includes provision for undertaking vulnerability and social impact assessments, up to a maximum of $290,000 over three years.

6.3. The Waikato Regional Council shall be responsible for meeting the costs (whether in- kind staff time or external consultant costs) of preparing a natural hazard and risk assessment for the Kaiaua Coast. Where external consultant costs are required, the Waikato Regional Council will discuss sharing costs with the project partners.

6.4. As a general principle, all other costs for the development of Kaiaua Coast 2120 shall be shared equally between the Hauraki District Council and the Waikato Regional Council, where those costs have been identified and confirmed in the agreed Project Budget.

6.5. Cost sharing for any unbudgeted costs shall be determined and agreed on a case by case basis.

6.6. Cost sharing arrangements for the operation of the Joint Working Party are defined in the Working Party’s Terms of Reference.

7. Review and Variation

7.1. On an annual basis, the appointed Project Advisor for Kaiaua 2120 shall undertake a review of these terms of reference to ensure they remain fit for purpose and effective. The outcome of such review and any recommendations for changes shall be reported to the TAG.

7.2. Amendments to these Terms of Reference may only be made with the approval of TAG, however any amendments to Section 6 require the approval of the Joint Working Party.

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Information Report

To: Kaiaua Coast 2120 Joint Working Party

From: Nina Murphy, Simon Bendall

Date: Friday, 29 November 2019

File reference: Document: 2686978 Appendix A: Proposed Draft Community Advisory Panel Terms of Reference

Portfolio holder: Mayor

Meeting date: Tuesday, 10 December 2019

Subject: Community Advisory Panel – Panel formation and appointment process

Recommendation: THAT the report be received.

THAT the JWP endorse the formation of a community advisory panel for the Kaiaua Coast 2120 project, with membership of the panel as outlined in Table 1 of this report.

THAT the JWP direct the Technical Advisory Group of the Kaiaua Coast 2120 project to form the community advisory panel utilising a range of self-nomination and direct request processes in accordance with the particular panel seat as outlined in Table 2 of this report.

THAT the JWP direct the Technical Advisory Group of the Kaiaua Coast 2120 project to appoint support roles for the panel, being a chairperson/co-chairs, cultural advisor, facilitators and panel secretary.

THAT the JWP recommend to the Hauraki District Council and Waikato Regional Council that eligible community advisory panel members, as identified in Table 3 of this report, receive a meeting fee of $150 per meeting (subject to withholding tax) to recognise their time and contribution and to cover any costs associated with their attendance at meetings.

THAT the JWP endorse the draft Proposed Terms of Reference for the community advisory panel shown in Appendix A be provided at the first workshop meeting and amended as necessary, finalised and adopted by the panel.

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1 Purpose

The Technical Advisory Group (TAG) recommends that a community advisory panel be formed to assist in the development of the Kaiaua Coast 2120 community plan, including the natural hazards/adaptive planning component of this work.

This report outlines the proposed purpose of the panel, a recommended process for forming the panel and appointing panel members and recommends the appointment of support positions to assist the panel.

2 Content

2.1 Panel purpose The formation of a panel is considered a more efficient and effective way of enabling a collaborative, community-driven approach to developing the Kaiaua 2120 project than could be achieved in a more traditional public meeting / published draft / written feedback / submissions process.

In broad terms, TAG recommend that the panel will be responsible for:

• Developing a broad understanding beyond their immediate lived experience of the cultural, social, environmental and economic landscape of the Kaiaua Coast • Developing an understanding of the natural hazards that affect the Kaiaua coastline • Assisting to confirm the risks posed by those hazards • Developing and assessing options for responding to those risks • Articulating short, medium and long-term community aspirations for the Kaiaua Coast area • Engaging with the broader community (with Council assistance) to test their ideas; and • Presenting recommendations to the Kaiaua Coast 2120 Joint Working Party.

2.2 Number of panels TAG considered a range of options for forming multiple advisory panels to work on smaller areas of the coast. This would allow a more focused consideration of each community / coastal compartment. The alternative is to form a single panel, with wider membership and more members, to consider the project area as a whole.

Overall, TAG recommends that a single community advisory panel is formed. While requiring more members and an increased scope of activity, it allows a consistent consideration of the entire project area and reduced administrative burden compared with the operation of multiple panels.

2.3 Panel membership TAG have further considered panel membership, with an objective to ensure that a good cross section of the community are involved and represented while balancing the logistics and practicality of managing a panel with a large number of members.

With these considerations in mind, TAG recommend that a community advisory panel is formed with the following membership:

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Table 1: Proposed Community Advisory Panel Membership

Seat / Position Description # seats on Panel Coastal Members of the coastal settlements 3 settlements along the coast including representation of non-permanent resident landowners Rural landowners Members of rural landowners along the 3 coast and further inland Mana Whenua Representatives from local iwi/hapu 3 Network utility Representation from the network utility 1 representative service providers in the area such as power and telecommunication. Recreation Representation from groups or clubs with 1 recreational interests in the area Rural Support Representation from the Rural Support 1 Trust Trust recognising their knowledge and experience of rural issues in this area Community Representation of local community 1 Services services including police, fire, ambulance and civil defence services in the area Local business Representation of local businesses in the 1 area Department of Responsible for the New Zealand Coastal 1 Conservation Policy Statement, input on biodiversity matters TOTAL 15

2.4 Appointing the panel TAG recommend that panel members are appointed in accordance with the process outlined in Table 2.

It is noted that panel members are not being asked to act as representatives. This implies a requirement for mandate to be established through a more formalised election process. Instead, panel members are acting a reference or focus group, through which they can contribute their local and individual knowledge and ideas. It is proposed that TAG and the JWP assist panel members to report back to and seek feedback from their respective communities throughout the process.

TABLE 2: Proposed Community Advisory Panel member appointment process

Seat / Position Appointment Method Process Coastal Invite self- Hold public meetings + mail outs – settlements nominations request people self-nominate privately through website or email address – may also ‘shoulder tap’ for particular people that can assist with panel diversity / skill set

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Rural landowners Invite self- Hold public meetings + mail outs – nominations request people self-nominate privately through website or email address – may also ‘shoulder tap’ for particular people that can assist with panel diversity / skill set Mana Whenua Request nominations Write to / meet with marae to invite nominations Network utility Request volunteer Write to / meet with organisations to representative invite nomination / volunteer – coordinate between to seek agreement on appointee and reporting functions Recreation Request self- Hold public meetings + mail outs to nominations from selected groups / clubs – request people community / self-nominate privately through website established or email address – may also ‘shoulder recreational clubs tap’ for particular people that can assist with panel diversity / skill set Rural Support Request nominations Write to / meet with Rural Support Trust Trust from organisation to invite nomination Community Request volunteer Write to / meet with organisations to Services invite nomination / volunteer – coordinate between to seek agreement on appointee and reporting functions Local business Request nominations Write to / meet with businesses and request self-nomination Department of Request for Write to / meet with DOC to invite Conservation nominations from nomination organisation

2.5 Panel support roles TAG recommends that the following roles are appointed to assist the panel to function effectively.

• Chairperson/Co-chairs The Chair(s) will be responsible for maintaining a positive and productive tone at each meeting, managing proceedings to ensure they are fair, respectful and open, ensuring that protocols and agreed processes are adhered to, dealing with media enquiries, and other matters as may be identified. TAG recommend that a person or people with experience in chairing meetings be appointed to this role.

• Cultural advisor The Cultural advisor will ensure alignment with cultural protocols and provides expertise on cultural matters. TAG recommends that mana whenua guide the appointment of this position.

• Facilitators Facilitators prepare agendas and material prior to meetings, run meetings to ensure desired outcomes are achieved, facilitate debate and discussion, ensure meeting outcomes are accurately recorded and reported, compile an outcomes report for panel endorsement at the end of the process. Simon Bendall and Deborah Kissick from Traverse Environmental are proposed to fulfil this role.

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• Panel secretary A role to assist the functioning of the panel through logistics and administrative support. TAG propose this role is preferably fulfilled by a Council employee to minimise external costs.

2.6 Panel expenses/honorarium It is acknowledged that the time commitment required from community advisory panel members is significant. The proposed work programme spans most of 2020 with up to 12 workshops being held. As a result, the TAG recommends that some form of remuneration be available for participants to: • recognise the commitment associated with attending 12 workshops, plus background reading and meeting preparation, throughout 2020; • acknowledge that the subject matter is complex, highly technical and potentially controversial; • help to maintain attendance and participation rates; • provide a level playing field as some panel members will be paid attendance by respective employers e.g. DOC.

Table 3 identifies panel members who could be eligible for a meeting allowance. For those panel members who would be participating in the panel as part of their regular paid employment (e.g. Department of Conservation), payment for attendance is not recommended. Meeting fee payments for some panel members (e.g. community services) is likely to depend on the particular person selected for the panel and whether they are attending with the support of their employer or not.

TABLE 3: Proposed Community Advisory Panel Workshop

Panel seat Meeting allowance

Urban x3 

Rural x 3 

Mana whenua x3 

Network utility representative 

Recreation/Leisure ?

Rural Support Trust 

Community Services ?

Local business ?

Department of Conservation 

TOTAL 10 paid members Up to 5 members not paid

On recommendation from the Executive Leadership Team at Hauraki District Council, a meeting fee of $150 per meeting is proposed for eligible community panel members as identified in Table 3 above. This meeting fee will be subject to withholding tax.

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TAG’s preference is for Hauraki District Council and Waikato Regional Council to share these costs equally between them, however we are aware that the Waikato Regional Council Executive Leadership Team are reluctant to directly support meeting fee payments given precedent concerns. TAG welcomes direction from JWP members on this matter.

2.7 Panel Workshop Logistics TAG have considered a range of options for advisory panel meeting venue, duration and frequency.

There is a significant body of work to complete, and TAG consider that sufficient time needs to be taken to ensure that the process achieves buy in and the outcomes sought without undue time pressure.

TAG are also mindful that decisions on meeting venue and time will influence who is able to attend. Meetings held during business hours may suit Council employees and panel members who are attending as part of their regular paid employment but will likely be a barrier to business owners and working panel member attendance.

Ultimately, TAG consider that confirming logistics in terms of time/duration, location and frequency is best done in consultation with the community advisory panel once formed. In the interim, the preliminary recommendations from TAG are that 12 workshops are held:

• 2 full-day workshops o Held on a Saturday, 9am – 4pm o 1 day for a site visit / orientation along the coast o 1 day for option assessment • 10 evening workshops o Held after work hours on a weekday, 5.30pm – 8.00pm

The proposed workshop schedule is outlined in Table 4 below.

TABLE 4: Proposed Community Advisory Panel Workshop

Workshop Topic to be addressed sequence 1 Orientation Panel Orientation 2 What is Understanding Natural Hazards happening? 3 Site Visit/Hikoi (full day workshop) 4 What matters What matters? most? 5 Goal setting and stakeholders/partners 6 What can we do Natural Hazard Risk – options for response and about it? introduction to Adaptive Pathways 7 Option assessment criteria and Mock MCDA exercise 8 Finalise options for assessment, confirm option assessment criteria and weightings 9 Options evaluation (full day workshop) 10 How can we Selecting pathways and triggers/implementation implement it? 11 What are we What are we going to do? going to do? 12 Final Kaiaua Coast 2120 recommendations

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2.8 Terms of reference TAG have developed a proposed terms of reference for the community advisory panel to ensure that the role, function and expectations of the panel are clearly outlined. The draft terms of reference for the community advisory panel is attached to this paper as Appendix A.

TAG consider that the panel themselves should be responsible for reviewing and adopting a final terms of reference. This will ensure that panel members have agency in how they operate and are provided the opportunity to “sign up” to their process by adopting a final term of reference.

TAG suggest that the JWP review and, with any modifications, approve a draft terms of reference for presentation to the advisory panel once formed.

3 Conclusion

This report has provided the proposed purpose of the community panel, a recommended process for forming the panel and appointing panel members and recommends the appointment of support positions to assist the panel.

Nina Murphy Simon Bendall PROJECT MANAGER PROJECT ADVISOR

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Appendix A: Proposed Draft Terms of Reference – Kaiaua Coast 2120 Community Advisory Panel

1. Purpose

2. Project context

2.2. The project has been confirmed in the Hauraki District Council’s Long Term Plan 2018-2028 | Tō Mātou Mahere Roa 2018-28.

iv. community infrastructure (including Wharekawa (Kaiaua) Marae, Kaiaua School, roads, utilities, reserves, businesses, ecologically significant areas and tourist attractions).

3. Membership

3.1. In general, TAG shall be formed by staff representatives from each Council; however, independent and/or external appointments to TAG may be made by the agreement of all Councils.

3.2. The Councils may freely appoint members to the TAG at any time.

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ii. Resource Management and Planning

iii. Engineering

iv. Coastal Science

v. Hazard Risk Assessment/Management

vi. Communications and Engagement

4. Meetings

4.1. Meetings shall generally be held at the Hauraki District Council.

4.2. Meetings shall generally be held every 6 weeks for the duration of the project, or as may be determined by the Councils.

4.3. The agenda and papers for each meeting shall be circulated at least 5 workings days before the meeting.

4.4. The external Project Advisor appointed for Kaiaua Coast 2120 shall chair TAG meetings.

5. Functions

5.1. TAG has the responsibility for the project management, technical support and delivery of the of Kaiaua Coast 2120, including:

i. Project managing Kaiaua Coast 2120;

ii. Completing tasks and project work as directed by the Joint Working Party;

iii. Leading project engagement with the community and stakeholders;

iv. Providing technical information and support for the Joint Working Party to enable sound and informed decision making;

v. Developing, agreeing, maintaining and reporting on a Project Budget;

vi. Managing consultants engaged for the project;

vii. Facilitating information and knowledge exchange between the Councils; and

viii. Ensuring Council inputs and activities are integrated, aligned and complementary.

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6. Cost sharing

6.1. Each Council shall be responsible for meeting their own costs for participating in the TAG.

6.5. Cost sharing for any unbudgeted costs shall be determined and agreed on a case by case basis.

6.6. Cost sharing arrangements for the operation of the Joint Working Party are defined in the Working Party’s Terms of Reference.

7. Review and Variation

7.2. Amendments to these Terms of Reference may only be made with the approval of TAG, however any amendments to Section 6 require the approval of the Joint Working Party.

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