Agenda of Te Oneroa-A-Tōhē Board

Te Oneroa-A-Tōhē Board

22 March 2019

Rārangi Take O Te Poari

(Te Oneroa-A-Tōhē Board Agenda)

Meeting to be held in the Te Ahu Centre, Kaitāia

on Friday 22 March 2019, commencing at 10.00am

Recommendations contained in the agenda are NOT decisions of the meeting. Please refer to minutes for resolutions.

NGĀ MANA WHAKAHAERE

MEMBERSHIP OF THE Te Oneroa-A-Tōhē Board

Chair, Haami Piripi, Te Rūnanga o Te Rarawa

Deputy Chair, Cr Mate Radich Far North District Council	Waitai Peterei, Te Rūnanga Nui o Te Aupouri Trust	Rangitane Marsden Te Rūnanga o NgaiTakoto
Graeme Neho Te Rūnanga o Ngati Kuri	Cr Mike Finlayson Northland Regional Council	Cr Paul Dimery Northland Regional Council

KARAKIA / WHAKATAU

Item Page

1.0 WHAKAPAHĀ | apologies

Far North District Council Mayor, Carter

2.0 WHAKAPUAKANGA O MUA |declarations of conflicts of interest

3.0 Whakāe Ngā Miniti | Confirmation of Minutes

3.1 Confirmation of Minutes 3

4.0 Ngā Rīmiti | Items

4.1 Beach Management Plan - Project Plan 7

KARAKIA WHAKAMUTUNGA

Te Oneroa-A-Tōhē Board item: 4.1

22 March 2019

TITLE:	Beach Management Plan - Project Plan
ID:	A1171486
From:	Ben Lee, Strategic Policy and Planning Manager

Executive Summary / Whakarāpopototanga

At its 21 February 2019 meeting, the Te Oneroa-a-Tōhē Board (the Board) endorsed the Project Charter which set out the key project roles, responsibilities, objectives and key milestones for the development of the Beach Management Plan.

The purpose of this paper is to present the Board with the proposed project plan for the beach management plan (BMP). The project plan refines and provides the detail of what was presented in the project charter.

As part of the project of preparing the BMP, the Board is also asked to approve:

· a number of delegations (to enable timely delivery of the project)

· the draft consultation document (the most important component of the package of engagement collateral proposed).

· the request for proposal for the engagement of consultant services for the drafting of the BMP and assistance with some of the public engagement activities.

Note – the approval of funding sought is not the full cost of the project. Refer to the attached Project Plan for details.

Recommendations / Ngā mahi tūtohutia

1. That the report ‘Beach Management Plan - Project Plan’ by Ben Lee, Strategic Policy and Planning Manager on behalf of the Technical Steering Group and dated 7 March 2019, be received.

2. That Te Oneroa-a-Tōhē Board approves the draft Project Plan, including that:

a. The inclusion of the land adjacent to Te Oneroa-a-Tōhē management area in the Beach Management Plan will not be actively pursued, but Te Oneroa-a-Tōhē Board will be open to considering it should a landowner proactively wish to.

b. The scope for the content of the Beach Management Plan will be defined through the process of preparing of the Beach Management Plan.

3. That Te Oneroa-a-Tōhē Board approves the draft Request for Proposal for the engagement of services to draft the beach management plan and assistance with various public engagement activities.

4. That Te Oneroa-a-Tōhē Board delegates to members ____________ and __________ of Te Oneroa-a-Tōhē Board the approval of any minor changes to the Request for Proposal, including timeframes and deliverables. The delegation does not include amending the funding available for the engagement of services as out lined in the Request for Proposal.

5. That Te Oneroa-a-Tōhē Board approves up to $70,000 (excluding gst) being made available for the engagement of services as outlined in the Request for Proposal.

6. That Te Oneroa-a-Tōhē Board delegates to members ____________ and __________ of Te Oneroa-a-Tōhē Board the authority to decide the successful consultant(s) to provide engagement of services as outlined in the Request for Proposal.

7. That Te Oneroa-a-Tōhē Board delegates to the Chairman of Te Oneroa-a-Tōhē Board the authority to sign the contract, on behalf of Te Oneroa-a-Tōhē Board, with the consultant(s) to provide engagement of services as outlined in the Request for Proposal and for up to a maximum of $70,000 (excluding gst).

8. That Te Oneroa-a-Tōhē Board approves:

a. The draft content of the consultation document (attached) (noting that that Chairman is delegated the final approval of the consultation document on behalf of the Board in accordance with Board resolution 10).

b. The production of two consultation documents - one version with the headings only in te reo Māori and one version entirely in te reo Māori.

c. The ‘headings only in te reo Māori’ version of the consultation document to be used in the mail drop.

9. That Te Oneroa-a-Tōhē Board delegates to the Chairman of Te Oneroa-a-Tōhē Board the approval of key written public engagement material for the preparation of the beach management plan, including media releases, website and the consultation document.

10. That Te Oneroa-a-Tōhē Board approves ____________ and __________ to provide the te reo Māori translation for all written public engagement material for the preparation of the beach management plan.

11. That Te Oneroa-a-Tōhē Board delegates to the Chairman of Te Oneroa-a-Tōhē Board as the designated spokesperson on behalf of Te Oneroa-a-Tōhē Board for the preparation of the beach management plan.

12. That Te Oneroa-a-Tōhē Board approves the following for the purposes of the public engagement for the beach management plan:

a. Up to $12,000 (excluding gst) for the preparation and ongoing maintenance of a website up until the end of the project.

b. Up to $2,000 (excluding gst) for the preparation and design of the consultation document.

c. Up to $3,000 (excluding gst) for the printing and delivery of the consultation document to all mail and post boxes in Te Hiku.

d. Up to $3,000 for building hire and catering for the community drop-in events and hui.

e. Up to $3,000 for advertising (radio and print).

f. Up to $1,000 to be used for miscellaneous public engagement materials or services.

13. Te Oneroa-a-Tōhē Board delegates authority to approve expenditure, in accordance with Board resolutions 5, 7 and 11 approved by the Board to Jonathan Gibbard, Group Manager – Strategy, Governance and Engagement of the Northland Regional Council.

Considerations

1. Options

No.

Option

Advantages

Disadvantages

Endorse the recommendations

The Board begins the process of preparing the beach management plan which is one of its main purposes and a legislative requirement.

Considerable in-kind resources invested by organisations that could otherwise be put into other work.

Do not endorse the recommendations

Resources that would have otherwise be used in the project can be put into other work.

The Board does not meet its legislative requirement to prepare a beach management plan.

The Technical Steering Group recommends option 1, as it implements the Board’s requirement to prepare a beach management plan.

2. Significance and engagement

The decisions do not trigger the significance and engagement policy and therefore the Board is able to make this decision without the need to undertake further public consultation. Further iwi, hapu and wider public engagement will be required as the beach management plan is prepared.

3. Policy, risk management and legislative compliance

The decisions listed in this report comply with all policy or legislative requirements and will act to mitigate potential future project risks.

Further Considerations

Community views

Community views (beyond those represented on the Board) have not been sought in making the recommendations. The implementation of the process to develop the beach management plan will have benefits for the local community as it will address various issues the community has with the management of Te Oneroa-a-Tōhē. The design of the process to prepare the beach management plan is a decision for the Board to make. Furthermore, the proposed preparation process involves various opportunities for community views to be expressed and considered.

Māori impact statement

Māori views (beyond those represented on the Board) have not been sought in making the recommendations. The implementation of the process to develop the beach management plan will have benefits for Māori as it will address various issues Māori have with the management of Te Oneroa-a-Tōhē. The design of the process to prepare the beach management plan is a decision for the Board to make. Furthermore, the proposed preparation process involves various opportunities for Māori views to be expressed and considered.

Financial implications

The Board has budget to spend on developing a beach management plan ($216,894 as reported at the 21 February meeting). The estimated total expenditure for the proposed beach management plan preparation process is $135,000.

This does not account for in-kind contributions from iwi authority and council staff. It is estimated that the Northland Regional Council’s (NRC) in-kind contribution could be in the vicinity of 7 to 15 hours of staff time per week until the end of the project December 2020 - a total of between $66,000 and $141,000^{^[1]}. While NRC staff in-kind contribution is greater than other parties, given the lead role NRC staff are providing, when combined with other parties’ in-kind contribution it is likely that the cumulative in-kind financial contribution from respective parties is considerably greater than the financial cost to the Board to develop the BMP.

Implementation issues

These are addressed in the project plan.

Attachments/Ngā tapirihanga

Attachment 1: Project Plan ⇩