Name of Project

Villages Planning Programme

Name of entering council/s

Porirua City Council
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1. Brief Description of the Project

The Village Planning Programme is a groundbreaking partnership between Porirua City

Council and its communities.

It puts communities in charge of developing a vision for their neighbourhoods and then
partnering with Council to make it happen. This vision is brought together through
community consultation and developed into Village Plans, which lay out the community's
goals and aspirations for the future of their neighbourhood.

So far, eight Porirua communities have engaged in the Village Planning process.
Their plans have been hugely diverse, reflecting the differing nature of the villages. Projects
requested have included everything from a new waterfront promenade and skatepark, to a
beach management plan and community fair.

The Village Planning Programme has revolutionised the way Council works alongside its
communities. The response from the community has been overwhelmingly positive. It is
being reflected in a noticeable increase in community pride and a deeper relationship
between Council and its communities.

"The Villages Planning Programme has allowed our communities to develop plans in their own way to reflect
the distinct identity of their suburbsThat is not something we would have got with a top-down; one-size fits all
approach," Porirua Mayor Jenny Brash.

The community of Cannons Creek celebrates the completion of village planning work.

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2. Organisations Involved

The Villages Planning Programme has encouraged Porirua City Council to rethink the way it
partners with communities and has demanded greater engagement from outside agencies
such as NZ Transport Agency, On Track, NZ Police, and Greater Wellington Regional
Council.

It has also put pressure on resident associations, Marae committees, Te Runanga O Toa
Rangatira and community organisations to achieve engagement with their communities.

So far the Porirua City Council has worked alongside community representative groups in:

Pukerua Bay
Plimmerton
Whitby
Pauatahanui
Takapuwahia
Titahi Bay
Cannons Creek
Waitangirua

The follow examples illustrate the many organisations involved in village planning:

When Plimmerton developed its Village Strategy (attached), the Plimmerton Residents
Association ran 23 street meetings involving more than 300 residents. Its main priorities
were reducing traffic speed and making Plimmerton Village and the waterfront more
pedestrian friendly. The projects that flowed out of the plan required the involvement of On
Track (KiwiRail), Land Transport New Zealand and Greater Wellington Regional Council,
with Council acting as facilitator.

Porirua Mayor Jenny Brash and Cr Tim Sheppard enjoy Plimmerton's new waterfront promenade.

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In Eastern Porirua a working group involving the Eastern Porirua Residents Association,
local retailers, Maraeroa Marae and Housing New Zealand and Council carried out
extensive community consultation, including a survey of 1200 residents.

Among the projects identified in the subsequent Eastern Porirua Map to the Future
(attached) was the development of a community park in Waitangirua.

A Community Design Group was formed by representatives from Maraeroa Marae,

Waitangirua Action Group, Waitangirua Residents Focus Group, Waitangirua Mall, Porirua
Community Guardians, Housing New Zealand Corporation, local residents, schools and
Council.
This group meets regularly to review park design and provide feedback from the community.
Construction is expected to start this year.

The process of community consultation to develop the park plan has been documented in a
20 minute DVD "Te Wairua o Waitangirua". (attached)

The area land in Waitangirua to be developed into a community designed park.

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3. Rationale for the Project and Expected Benefits

The Village Planning Programme was launched in 2004 to strengthen communities through
networking and consultation, and identify priority work both for Council and for other
agencies.

The Village Planning Programme has four over arching objectives:

1. To enable Council to set a strategic direction that promotes quality of life for city
residents and economic development across the city,
2. To enable Council to plan for and provide services that recognise and enhance
the unique characteristics of the citys geographical communities,
3. To ensure amendments to the City District Plan reflect the changing needs and
aspirations of our city.
4. To foster constructive working relationships between councillors, Council staff,
local agencies and local residents.

The expected benefits of the programme are not just the traditional measurements of project
time, quality and cost. Instead, Council is looking for results in terms of the satisfaction of all
participants with the process to implement village plans and with the resulting projects and
relationships.

4. Linkage to Councils Strategic Direction

The Village Planning Programme has been a strategic project in the 2004-14, 2006-16 and
2009-19 Long Term Plans.

It fits within Council's strategic focus of 1/ investing in infrastructure for the future and 2/
active and connected communities.

It is seen as a major mechanism for engagement of residents with Council, and provides key
information on Council levels of service in communities. The programme also helps to
identify partnerships required with other agencies to achieve community objectives.

A 2008 review of the programme found"Comments from community representatives show

that they appreciate that the programme has a strategic importance in the way the Council
relates to communities. They see it as bottom up planning, consistent with the Local
Government Acts provisions encouraging early and open community consultation and they
support other villages becoming involved."

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5. Project Planning

The Village Planning Programme has a budget of $600,000 per year in the first six years of
the 2009-19 Long Term Plan. Priorities are set through the annual plan process and budgets
allocated accordingly.

Project planning is undertaken by key staff, often with the assistance of contractors.
Councillors are increasingly part of the village planning process, which adds significant
value.

A unique feature of Villages Programme project planning is that it must take into account the
needs and availability of the community partners.

Staff have been using standard council project planning and sign off procedures, however
as the programme has grown it has become clear that new procedures are required to
encompass the approach of working with the community rather than for it.

A Project Brief for the Villages Planning Programme (attached) was developed by Brian
Hasell (who reviewed the programme in 2008).
It identifies systems for Project Identification and Prioritisation and Project Planning
and Implementation that will be adopted in the 2009/10 year.

As well, a Partnering Agreement for Implementing Village Planning Work (attached)

has been adopted to guide future working relationships with communities. The document
sets out agreed objectives, roles and responsibilities, how progress will be measured,
protocols and how conflict will be managed.

6. Project Management

Porirua City Council has established a corporate-wide, comprehensive Project Management

system and this has provided Village Planning Programme staff with standard council
procedures to follow when managing projects.

However a unique process Project Management and Review (contained within the Project
Brief for Village Projects Programme attached) has been created to handle the unique
features of the Villages Planning Programme.

It has been adopted for use in the 2009/10 year. The process involves:

Project Managers oversee a community's village planning process. They up-date

project plans and report monthly to their sponsor (a senior manager) who signs off
village plans and any major amendments to them. Project Managers meet fortnightly
with the Village Programme Manager and other key Village Programme staff and they
liaise regularly with their community.

Village Planning Programme projects are reviewed by Council's Urban Design Team.
Other specialist areas of council, such as the Traffic Design Group and Leisure and
Recreation, are consulted as required.

The Village Programme Manager reports quarterly to Council's Executive

Management Team (EMT) and to Council. Projects of significant financial or political
significance require EMT and Council approval.

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The Village Planning Programme is overseen by a Steering Committee made up of

top level managers who meet monthly to review progress and make operational
policy decisions.

Progress is communicated to stakeholders and regular community meetings are held

(see relationship/stakeholder management).

The programme is reviewed (see Evaluation Framework).

Eastern Porirua residents were closely involved in the development of the Map to the Future, which outlined
their vision for their communities.

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7. Relationship / Stakeholder Management

The Village Planning Programme is not for the faint hearted. It is demanding in terms of time
and levels of engagement for all involved.

Each village plan results from significant community consultation, usually by the residents
association, who are ongoing partners in the planning, design, implementation and review of
village project work.

Project managers and ward Councillors attend the monthly meetings of the community
organisations. Representatives of the organisations attend Council meetings and events.

Village Planning Programme Project Managers also act as facilitators, on behalf of the
communities they work with, to liaise with outside agencies.

Once a year all residents/community groups are invited to get together at a function
organised by Council.

An electronic newsletter is sent out quarterly to update village planning work, outline future
plans and provide another forum for feedback. The May newsletter was opened by 433
people and had a 61% open rate. The industry standard is 20-40%.

The newsletter links back to Porirua City Council's website and its Villages Planning
Programme section, which provides updated information about project work.
(http://www.pcc.govt.nz/pages/Home/Community/Community-Projects/Village-Planning-
Programme).

Good news stories are offered to the local media and feature in Council pages in the Kapi
Mana and Dominion Post.
"This level of community consultation is time consuming and it was not the way council was used to operating.
Council has moved light years in terms of how they consult within the parameters of the Village Planning
Programme. There is now a genuine willingness to work with us that didn't exist seven years ago and they
should be very proud of that." Helen Chipper, Plimmerton Residents Association:

Children at Natone Park Primary in Eastern Porirua share their vision for their community

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8. Innovation and Originality

To the best of our knowledge this programme is unique in New Zealand in that it is a true
community/Council partnership.

There are no templates or set formulas for the development of village plans. Council has no
way of knowing the outcome of a community's village planning process.

The programme is risky, experimental and is still evolving. There have been hiccups along
the way and one aspect of the programme is currently being audited to ensure proper
processes are in place to handle the formal dealings of Council and the community.

The innovation started with the Strategy and Planning team, led by Social and Economic
Policy Manager Moira Lawler, who began the process of village meetings that led to the
development of village plans. This work was supported by the Mayor and Council.

This work has been picked up by the Village Planning Manager and Project Managers, who
have been appointed as demand has arisen. Project Managers juggle village projects with
their baseline work, which has led to new ways of integrating Council work streams e.g. the
minor road safety programme now runs alongside whichever suburban area is the current
focus for new village work.

Along the way, council has developed tools to keep the process on track and to
communicate with community partners. This work includes the development of Partnering
Agreements that now form the backbone of working relationships with the community.

"This is absolutely new. It's ground breaking and it's scary at times. It is not controlled by the methodology or
fits within the protocols that have grown up around the way council has always treated its citizens of 'You give
us the money. We'll spend it'. This is true partnership," Moira Lawler, Council Manager Social and Economic
Policy.

PCC Councillor Henry Smith enjoys Titahi Bay's village makeover.

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9. Evaluation Framework

The Villages Planning Programme is reviewed and evaluated every year as part of the
Annual Planning Process.

It was substantially reviewed in 2008 by Brian Hasell in the lead up to the 2009 LTCCP and
for a report to Council in November 2008. This review will be used as the basis for future
annual reviews and it is likely another major review will be carried out in 2011.

The aim of the 2008 review was to give Council advice on how best to position the
programme in the next 3 years, as well as assist staff improve the processes that support
the programme.

The review (attached) concluded that the Villages Development Programme was a very
successful Council initiative, there was strong support for it to continue at similar funding
levels and the original objectives were being achieved.

It made a number of recommendations on staffing levels, project management processes

and the need to consider large budget items outside of Village projects, which have been
acted on.

10. Outcomes for Council

The Village Planning Programme has resulted in many successful outcomes for Council.

In terms of its original objectives the Programme has enabled Council to partner with
residents to set a clear strategic direction, while staying true to a community's unique
characteristics.

It has fostered good working relationships between the mayor and councillors, Council staff,
local agencies and residents.

The programme is being credited with increasing the public's perception of Porirua City
Council's processes, as gauged by the latest 2008 Quality of Life survey. Since the
programme was launched in 2004, the percentage of residents who felt they had some or a
large influence on Council decision making has grown from 55% to 68.2%.

The programme has broken down barriers; giving the community access to a council staff
member who works in their community for their community.

"The community starts to see the council as real people working with them to make things happen."
Programme Manager Ian Barlow

For individual staff involved, the programme offers the chance to work closely with the
community and opens up opportunities to think laterally about solutions to their issues.

The programme has encouraged Council to take a more holistic view of work undertaken in
the community. Council staff now liaise with Village Project Managers before starting work in
a community and this closer working relationship results in outcomes that link in with a
community's vision for its neighbourhood.

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11. Benefits to Other Parties

The benefits of the Village Planning Programme are being felt by many.

Within Porirua's communities they can be measured in terms of built structures, which are
resulting in smarter village centres, greater pedestrian safety, better parking and improved
community facilities.

Other communities have benefited in terms of organised community events or the compiling
of village histories.

In Takapuwahia the community not only focussed on its own neighbourhood, but looked
wider and set priority on restoring and developing Porirua Harbour for the benefit of all
villages.

Its plan included a Waka Ama whare, built to house Ngati Toa's ceremonial waka, a
Performing Arts Centre, which is under discussion and a walkway/cycleway along the
harbour's edge.

At the same time the benefits are being noticed in terms of increased community ownership
and pride in their neighbourhoods.

As villages undertake the extensive community consultation required to create village plans
they develop a strong network of residents keen to be involved in their community. This is
being reflected in increasing numbers of residents keen to volunteer their time to local
projects.

When Pukerua Bay set its sights on a new skatepark, a community group was set up to
fundraise to ensure it could be built to a very high standard. The local Scout group carries
out regular clean-ups of the skatepark and skaters keep the concrete surface swept clean.

In Whitby residents are keen to take responsibility for the upkeep of their walkways and in
Plimmerton hundreds of residents turned up to help paint a fence in the main street (see
photo below)

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The programme is giving residents a real sense of involvement in Council's planning and
decision making. The 2008 review found high levels of support for the programme and its
continuation.
"People feel for the first time they have a voice. This is about the involvement of people in their own destiny,
their own community." Helen Chipper of the Plimmerton Residents Association

The programme is also engaging outside agencies such as Housing New Zealand and
Capital Coast Health in the future development of neighbourhoods they operate in. Both
organisations have funded projects that have come out of the Village Planning Programme.

And the programme is giving communities a stronger voice.

In Pukerua Bay, the community identified problems associated with safety and community
severance caused by SH1 passing through their village. A community council partnership
has developed a submission to the New Zealand Transport Agency to resolve these
problems.

And when Plimmerton identified the need for a new rail underpass (pictured below), Council
became the facilitator, working with On Track (Kiwi Rail) and Greater Wellington Regional
Council to ensure its construction and opening celebration.

A new rail underpass was identified as a priority by Plimmerton residents.

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12. Results

The results of the Villages Planning Programme are many and they are varied.

Among the projects achieved are:

A new waterfront promenade
A community Christmas fair
Village centre makeovers
A community park
Improved parking and road safety
Foreshore and harbour development
A skatepark
The removal of a toilet block
A pedestrian subway
An historical trail
A beach management plan

In every case the community has set its vision and partnered with council to achieve it.

The programme has proven to be a powerful tool for engaging with Porirua's diverse
communities to find out what they feel is important and keep them involved in the
development of their neighbourhoods.

"This is an excellent process. It gives the community something back that they can see and feel and participate
in," Alan Gray, Secretary Pauatahanui Residents Association (pictured below).

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13. Supporting Material

Review of Villages Development Programme
Project Brief for Village Projects Programme
Partnership Agreement
Eastern Porirua Map to the Future
Plimmerton Village Strategy
Te Wairua o Waitangirua DVD

Contact/s for further information

PCC Manager Social and Economic Policy, Moira Lawler, 04 237-1522, mlawler@pcc.govt.nz
PCC Manager Village Programme, Ian Barlow, 04 237 1418, ibarlow@pcc.govt.nz

Signed off by:

Porirua City Council Acting Chief Executive Peter Bailey (13.7.09)

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