15 August 2025
File Ref: IRC-8782
Brook
[FYI request #31651 email]
Tēnā koe Brook
Thank you for your email dated 19 July 2025 to Te Kaunihera o Pōneke | Wellington City
Council (the Council) requesting the following information:
Your request has been considered under the Local Government Official Information and
Meetings Act 1987 (LGOIMA).
1. Please provide a link to the video recording of the 22 November 2018 City Strategy
Committee meeting, if it exists.
2. If the video is unavailable, please provide any records showing whether it was not
recorded, has been lost, or has been withheld — and the reason why.
The Council does not hold a video recording of the 22 November 2018 City Strategy
Committee Meeting. This part of your request has been refused under section 17(e) that
the document al eged to contain the information requested does not exist or, despite
reasonable efforts to locate it, cannot be found.
Prior to the 2019 triennium only the Council Meetings were recorded. When the Council
moved to Tahiwi (113 the terrace) in 2019, we then started recording all Council and
Committee meetings. I have raised the website error with Democracy team as this
causes confusion to the public.
3. Please confirm who was present and how each council or voted on the motions
relating to Hawkins Hill Road.
In 2018 votes were noted in a spreadsheet, below are the Elected Members Present at the
meeting and how they voted on Hawkins Hil Road.
Council or
4.1 Hawkins Hill Right of 4.1 Hawkins Hill
4.1 Hawkins Hill
Way (Cr Foster
Right of Way (Cr
Right of Way (final -
Amendment – all clauses Foster Amendment all changes)
except 5)
Clause 5)
Mayor Lester*
3
3
3
Cr Calvert
1
2
1
Cr Calvi-Freeman
1
1
1
Cr Dawson
1
1
1
Cr Day
1
1
1
Cr Fitzsimons
1
1
1
Cr Foster
1
1
1
Cr Free
1
1
1
Cr Gilberd
1
1
1
Cr Lee
1
1
1
Cr Marsh
1
1
1
Cr Pannett
1
1
1
Cr Sparrow
1
1
1
Cr Woolf
1
1
1
Cr Young
1
1
1
Total Voted Yes
14
13
14
Total Voted no
0
1
0
Note:
Key:
*The City Strategy Committee accepted
1 – Voted yes
apologies for Mayor Lester for absence
2 – Voted no
between 10.30 to 11am when voting took
3 – Absent from vote
place.
4. Please confirm whether my interpretation of the agenda and minutes is accurate.
(Agenda – 22 November 2018 City Strategy Committee and Minutes – 22 November
2018 City Strategy Committee).
Please note the attachments to the minutes were not included, these have now been
uploaded to the website. - Minute Item Attachments of City Strategy Committee - 22
November 2018.
As I understand it:
a) The following councillors were present: Diane Calvert, Chris Calvi-Freeman, Brian
Dawson, Jill Day, Fleur Fitzsimons, Andy Foster, Sarah Free, Peter Gilberd, David
Lee, Simon Marsh, Iona Pannett, and Malcolm Sparrow. Council or Woolf was
recorded as an apology.
The below Elected Members were present at the meeting for the Hawkins Hil Right of Way
(RoW) item:
• Before the meeting Mayor Lester provided an apology to the committee between
10.30 – 11am.
• The meeting had reconvened at 10.42am with the below elected members present
at 10.42am.
o Cr Calvert, Cr Calvi-Freeman, Cr Dawson, Cr Day, Cr Fitzsimons, Cr Foster, Cr
Free, Cr Gilberd, Cr Lee, Cr Marsh, Cr Pannett, Cr Sparrow.
• Cr Woolf arrived at 10.43am.
• Cr Young arrived at 10.45am.
• Cr Woolf left the meeting at 11.06am and returned at 11.10am.
• Cr Woolf left at 11.15am returned at 11.20am.
• Mayor Lester returned at 11.27am.
b) The meeting outcomes recorded in the minutes included motions and directions
that appear to go beyond the published officer recommendations in the agenda.
These include:
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i. A new motion stating that there was “no intent for Hawkins Hill right of way
to be made a public road”
Cr Foster requested an amendment to add clause 3 for the Committee to note there is no
intention for Hawkins Hil right of way to be made public road. This was seconded by Cr
Dawson.
ii. A direction for officers to explore renaming the accessways as “Hawkins Hill
Way” and “Southernthread Way”
Cr Foster requested an amendment to add clause 4 for the committee to direct officers to
explore changing the legal names of these rights of way to Hawkins Hil Way and
Southernthread Way. This was seconded by Cr Dawson.
iii. An additional statement referring to the Tonkin and Taylor report and the
2012 Code of Practice, noting existing pressure on the road and
recommending against further subdivision due to safety concerns
Cr Foster requested an amendment to add clause 5 for the Committee to note and advise
Council’s Resource Consent team that the Tonkin and Taylor report says the road is already
under pressure, and that the code of Practice 2012 recommends no more than 12 dwel ings
to be serviced by a right of way, and that any further subdivisions wil increase pressure on
the road and associated safety concerns. This was seconded by Cr Dawson.
c) To clarify the origin and handling of these outcomes, I request any existing records
that identify:
i. Which elected member(s) proposed or introduced each of the above additions
Council Foster requested an amendment to Clause 2d, 3, 4, 5. This was seconded by
Council or Dawson.
Cr Gilbert moved with Cr Woolf seconding the substantive motion clauses 2-5.
ii. Any officer comments, reports, or notes (whether verbal or written) discussing
or responding to those additions during the meeting.
The Council searched for records of comments, reports or notes (verbal/written or
recol ected) discussing or responding to the additions during the meeting. No records could
be found; this part of your request has been refused under section 17(e) of the LGOIMA that
the al eged documents to contain the information requested does not exist or despite
reasonable efforts to locate it cannot be found.
d) Finally, please advise whether there are any contemporaneous records — such as
staff briefings, post-meeting summaries, or internal correspondence — that provide
context for how these additional motions and directions were documented and
actioned.
Officers’ notes:
Officer at the meeting recorded votes in a spreadsheet, see below screenshots.
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Recommendation 1 - The Council City Strategy committee of 6 December 2018 approves the
minutes of the City Strategy Committee Meeting held on 22 November 2018, as having been
circulated, read and confirmed as an accurate record of that meeting. This was moved by Cr
Pannett and seconded by Cr Gilberd.
Recommendation 2a - Was addressed in mediation with landowners as part of the RoW. An
agreement could not be reached with all parties (completed December 2020). See attached
letter sent to residents. (Item 1).
Recommendation 2b - New Tonkin Taylor Hawkins Hil RoW Design Report September 2020
finalised the detail design and estimated costs. (Item 2).
Recommendation 2c - Has been considered as part of the 2021/31 Long term plan. 1.37m
approved June 2021) to deliver improvements and maintenance on the RoW (Screenshot
below).
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Recommendation 2d - The gates were reimplemented (Completed December 2019).
Recommendation 2e – RoW has been finalised and registered (Completed 2023).
Recommendation 2f - Residents crossing reserve land at Wrights Hil Reserve has been
closed off. Residents wil need to use Long Gul y as an alternative access to South Karori
Road (completed July 2023).
Recommendation 3 - Council ors voted and carried recommendation to confirm that the
Council will not make Hawkins Hill RoW a public road at the City Strategy Committee
Meeting dated 22 November 2018. (Completed November 2018).
Recommendation 4 - The road was not formalised as such the names were not changed.
(Completed).
Recommendation 5 – Resource team have noted the recommendation from the meeting no
further action required. (Completed November 2018)
Below are the documents that fal in scope of your request and my decision to release the
documents:
Item
Document Name
Decision
1
Letter to Hawkins Hil ROW
Holders
Release
Hawkins Hil ROW Project 2021
Release with redactions under
2
T&T Design Report Client Issue
section7(2)(a) to protect privacy of
Sep 2020
natural persons.
As per section 7(1) of the LGOIMA, I do not consider that in the circumstances of this
response, the withholding of this information is outweighed by the other considerations
which render it desirable to in the public interest to make the information available.
Please note, we may proactively release our response to your request with your personal
information removed.
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You have the right, by way of complaint under section 27(3) of the LGOIMA, to request an
investigation and review of the Council’s decision by the Ombudsman. Information about
how to make a complaint is available at
www.ombudsman.parliament.nz or freephone 0800
802 602.
If you require further information, please contac
t official[email address].
Nāku noa, nā
Asha Harry
Official Information & Privacy
Wel ington City Council
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