Agenda of Te Oneroa-A-Tōhē Board

Te Oneroa-A-Tōhē Board item: 4.1

24 May 2019

TITLE:	Beach Management Plan - communication and consultation progress report
ID:	A1192176
From:	Rachel Ropiha, Kaiarahi - Kaupapa Māori; Auriole Ruka, Maori Relationship Manager and Ben Lee, Strategic Policy and Planning Manager on behalf of the Te Oneroa-a-Tōhē, Technical Steering Group

Executive Summary / Whakarāpopototanga

The purpose of this report is to update Te Oneroa-a-Tōhē Board on the development of consultation material and details of the community engagement process. Direction is sought from the board on various engagement matters.

Recommendations

1. That the report ‘Beach Management Plan - communication and consultation progress report’ by Rachel Ropiha, Kaiarahi - Kaupapa Māori; Auriole Ruka, Maori Relationship Manager and Ben Lee, Strategic Policy and Planning Manager on behalf of Te Oneroa-a-Tōhē, Technical Steering Group and dated 14 May 2019, be received.

2. That the following people will be responsible for communication with their respective iwi constituents for the development of the Beach Management Plan:

a. For Te Aupouri: ___________

b. For Ngāti Kuri: ___________

c. For Te Rarawa: ___________

3. That Te Oneroa-a-Tōhē Board approve the Technical Steering Group to invite experts and agencies to give presentations to Te Oneroa-a-Tōhē Board on key issues impacting Te Oneroa-a-Tōhē.

Report/Rīpota

Brand proposal

At the February meeting of Te Oneroa-a-Tōhē Board (the Board), the Board approved funding to develop a draft branding proposal. A series of logo options were presented to the March meeting of the Board where a preferred logo was endorsed. At the same meeting, further funding was approved for the development and maintenance of a dedicated Board website and the design of the consultation document for the first round of consultation.

Since the March meeting the Technical Steering Group (TSG) has secured the rights to the logo and engaged Level (a Whangārei based design and marketing firm) to develop the various communication material for Board, including:

- Development of brand story

o Logo refinement

o Brand guidelines, including colours, fonts, logo specifications and photography brief

o Marketing collateral, such as banners, brochures and advertising when required

o Letterhead and powerpoint template

- Website for Te Oneroa-a-Tōhē Board

o Develop website framework and structure

o Content Loading

o Day to day management of the website (change/upload content)

- Consultation document

o Design layout of using Board branding and imagery supplied.

Examples of communication material will be presented to the May 24 meeting.

Community engagement and communication

Engaging key iwi contacts

On 25 April 2019, the Board chair sent an email proposing that iwi members of the Board should work with key people and/or groups within iwi before the start of the initial public engagement. It is understood the purpose of these discussions is to:

· Brief them on the process (including the marae hui) and seek their views

· Seek their direction and perspective on the marae hui to provide a platform for productive discussions on the day

The TSG wanted to check what progress the iwi members of the Board have made with these discussions.

Correspondence with iwi constituents – initial public engagement

Confirmation from the Board is sought for who will be responsible for undertaking correspondence with iwi constituents for the development of the Beach Management Plan.

It is understood there is agreement that any direct correspondence with iwi constituents (e.g. offer to meet 1-on-1, invite to hui or direct mail out of consultation document) is to come from the iwi. To best manage this process and correspondence, it is recommended that each iwi confirm a person who will be responsible for communications with iwi constituents within each iwi.

Presentations from experts and key agencies

The TSG suggest it would be useful for the Board to start getting information about some of the known key issues facing Te Oneroa-a-Tōhē (for example, impacts on toheroa and mussel spat collection). This will aid the Board when it comes to making decisions about the content of the beach management plan and how issues are managed. A useful way for this to happen, which the Board may want to consider, is to ask experts and key agencies to give presentations to the Board. These presentations could occur before and during the initial public engagement phase. The TSG would be happy to organise some key speakers. Board members may also wish to suggest particular people or agencies.

Hui, public events and public drop-in sessions

The project plan to develop the Beach Management Plan (BMP) approved at the March 2019 Board meeting included a series of hui, public drop-in sessions and attendance at key public events as part of the initial public engagement phase. The following is the proposed calendar for the hui and public drop-in session. These events will be advertised in the consultation document, in media releases and interviews etc.

The public engagement phase is 10 weeks long. Dates have not been included as it will depend on the start date. Guidance is sought from the Board on a preferred venue for the public drop-in session for Ahipara and Pukenui - two options are suggested for each.

Week	Event	Location	Venue	Day	Time	Attendees (minimum)
Week One	Public event	Kaitāia	Kaitāia Markets	Sat	8 – 10am	1 or 2 Board members 1 or 2 TSG members
Week Two	-	-	-	-	-
Week Three	Public drop-in session	Ahipara	Ahipara School? Kaitāia Golf Club?	Wed	4 – 6pm	Board members – 1 x council, 1 x iwi 2 TSG members
Week Four	Public drop-in session	Kaitāia	Te Ahu Centre	Wed	4 – 6pm	Board members – 1 x council, 1 x iwi 2 TSG members
Week Five	Public drop-in session	Pukenui	Araiawa (Raio) Hall? Houhora Big Game & Sports Fishing Club?	Wed 10	4 – 6pm	Board members – 1 x council, 1 x iwi 2 TSG members
Week Five	Hui	Ahipara	Roma Marae	Sat	10am – 2pm	All Board members Consultant(?) 2 TSG members
Week Six	-	-	-	-	-
Week Seven	Hui	Ngataki	Wairoa Marae	Sat	10am – 2pm	All Board members Consultant(?) 2 TSG members
Week Eight	Public event	Kaitāia	Kaitāia Markets	Sat	8 – 10am	1 or 2 Board members 1 or 2 TSG members
Week Nine	Hui	Te Kao	Pōtahi Marae	Sat	10am – 2pm	All Board members Consultant(?) 2 x TSG members
Week Ten	-	-	-	-	-

Considerations

1. Options

No.

Option

Advantages

Disadvantages

Endorse the recommendations

Confirming processes will help minimise risk or delays to the production of the Beach Management Plan

Nil

Decline recommendations

Nil

The board will be making decisions on technical matters. Not having the necessary background information to make such decisions may leave the Board open to challenges.

Without clear and consistent processes in place for engaging Te Hiku o Te Ika Iwi may lead to confused messaging and delays in the project plan to develop the beach management plan.

The TSG recommended option is one.

2. Significance and engagement

These decisions do not trigger the council significance and engagement policies and therefore the Board is able to make this decision without the need to undertake further public consultation. Further iwi, hapū 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 the legislation to establish the Te Oneroa-a-Tōhē Board as well as the Boards Terms of Reference and Standing Orders. They will also act to mitigate potential future project risks.

Further considerations

4. 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.

5. 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.

6. Financial implications

7. There are no budgetary issues associated with this decision. Implementation issues

While implementation issues are addressed in the overall Beach Management Project Plan and further in this paper. There remains a risk to the project if we are unable to identify key iwi support personnel.

Attachments/Ngā tapirihanga

Nil

Authorised by Group Manager

Name:	Jonathan Gibbard
Title:	Group Manager - Strategy, Governance and Engagement
Date:	17 May 2019

Deputy Chair, Cr Mate Radich Far North District Council	John Witana, 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
Hon John Carter QSO Far North District Council Mayor

Item No.	Item Issue	Reasons/Grounds
5.1	Beach Management Plan	The withholding of which is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(b)(ii) and free and frank expression of opinions by or between members or officers or employees of any local authority s7(2)(f)(i).ss

TITLE:	Confirmation of Minutes
ID:	A1194051
From:	Rachael King, Strategy, Policy and Planning Team Administrator

TITLE:	Financial Report
ID:	A1193182
From:	Rachel Ropiha, Kaiarahi - Kaupapa Māori