HASTINGS DISTRICT COUNCIL
Temporary Road Closures Subcommittee MEETING
Thursday, 28 September 2017
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VENUE:
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Green Room
Ground Floor
Civic Administration Building
Lyndon Road East
Hastings
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TIME:
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8.45am
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A G E N D A
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1. Apologies
At the close of the agenda no
apologies had been received.
At the close of the agenda no
requests for leave of absence had been received.
2. Conflict
of Interest
Members need to be vigilant to
stand aside from decision-making when a conflict arises between their role as a
Member of the Council and any private or other external interest they might
have. This note is provided as a reminder to Members to scan the agenda
and assess their own private interests and identify where they may have a
pecuniary or other conflict of interest, or where there may be perceptions of
conflict of interest.
If a Member feels they do
have a conflict of interest, they should publicly declare that at the start of
the relevant item of business and withdraw from participating in the meeting.
If a Member thinks they may have a conflict of interest, they can seek
advice from the Chief Executive or Executive Advisor/Manager: Office of the
Chief Executive (preferably before the meeting).
It is noted that while Members can
seek advice and discuss these matters, the final decision as to whether a
conflict exists rests with the member.
3. Confirmation
of Minutes
Minutes of the
Temporary Road Closures Subcommittee Meeting held Thursday 14 September 2017.
(Previously circulated)
4. Temporary road
closure - Prospect Road - 7 October 2017 5
5. Additional
Business Items
6. Extraordinary
Business Items
REPORT TO: Temporary
Road Closures Subcommittee
MEETING DATE: Thursday 28
September 2017
FROM: Transportation Officer
Lynn
Burden
SUBJECT: Temporary
road closure - Prospect Road - 7 October 2017
1.0 SUMMARY
1.1 The
purpose of this report is to obtain a decision from the Committee on the following
temporary proposed temporary road closure requested by:
1.2 The
Hawke’s Bay Racing Club - Prospect Road between Royston Hospital and King Street South. The road closure
will be between 6:00am and 7:00pm, Saturday, 7 October 2017. The purpose of this
road closure is to hold the annual horse racing Spring Carnival.
1.3 The
closure of this section of Prospect Road is to provide
a safe area for pedestrians to cross the road and access / exit the race
course.
1.4 This
request arises from the need to inform and gain Hastings District Council
(‘the Council’) approval in order to comply with legal process to
temporarily close the above road.
1.5 The Council is required to give effect to the purpose of local
government as prescribed by Section 10 of the Local Government Act 2002. That
purpose is to meet the current and future needs of communities for good quality
local infrastructure, local public services, and performance of regulatory
functions in a way that is most cost–effective for households and businesses.
Good quality means infrastructure, services and performance that are efficient
and effective and appropriate to present and anticipated future circumstances.
1.6 The
objective of this decision relevant to the purpose of Local Government is to
allow for the proposed events to take place in a controlled environment with
the temporary road closure provisions providing safety measures for residents
and road users in the particular area while the activity is being undertaken.
1.7 This
report concludes by recommending the above temporary road closure be approved,
subject to conditions.
2.0 BACKGROUND
2.1 The
above event is being undertaken by the Hawke’s Bay Racing Club (HBRC)
requiring the temporary road closure of Prospect Road between
Royston Hospital and King Street South. This will be the first temporary road closure of this section of road this calendar year.
2.2 The purpose of the above temporary road closure is so that the
Hawke’s Bay Racing club can ensure the safe passage of patrons to and
from the racecourse.
2.3 The
temporary closure check list (Attachment 1) details the necessary items
that the organiser need to submit as part of their application for the above
proposed road closure. A GIS map showing the area of the temporary road
closure is also attached – as Attachment 2: Prospect Road.
3.0 CURRENT
SITUATION
3.1 The
temporary road closure will be managed in accordance with the New Zealand
Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).
3.2 A
detailed Traffic Management Plan (TMP) has been submitted to the Hastings
District Council and the TMP will be approved for implementation subject to the
temporary road closure application being approved.
4.0 OPTIONS
4.1 Option
A: Approve the temporary road closure detailed above.
4.2 Option
B: Do not approve the temporary road closure detailed above.
5.0 SIGNIFICANCE
AND ENGAGEMENT
5.1 The
organiser of the above event has been in contact with affected
parties/residents. No issues have been raised regarding the above
temporary road closure.
5.2 The
temporary road closure of Prospect Road has been posted on the Council website
and formal public notification was published in the Hawke’s Bay Today
newspaper on: Saturday, 29 July 2017.
5.3 The
closing date for submissions was 4:00pm, Monday, 14 August 2017. No submissions
were received.
5.4 If
the temporary road closure is approved final formal public notification will be
published in the Hawke’s Bay today newspaper on Saturday, 30 September
2017.
5.5 The
traffic count for Prospect Road is 570 vehicles per day.
5.6
As per the requirements of schedule 10, section 11, Emergency Services
including Police, St John Ambulance, Ministry of Transport (MoT), New Zealand
Transport Agency (NZTA) and the Fire Service have been informed and will be
allowed emergency access at all times during the temporary road closures.
Council has not received any submissions from MoT, NZTA or the NZ Police.
6.0 HEALTH
AND SAFETY
6.1 As
per the requirements of the Health and Safety at Work Act 2015, the applicant
is required to include a Health and Safety Plan with their temporary road
closure application. Additionally, conditions drawing the applicant’s
attention to their obligations, including compliance with the Health and Safety
Plan, have been provided in the recommendations.
7.0 ALCOHOL
7.1 Council’s
Consolidated Bylaw - Chapter 4, states that Prospect Road is prohibited for the
consumption, bringing into, or possession of alcohol within the ban area on the
first Saturday in October between 7.00am and 11.00pm, therefore a liquor ban is
in operation.
8.0 ASSESSMENT
OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)
8.1 The
above temporary road closure will be undertaken in accordance with The Local
Government Act 1974 Schedule 10, section 11 and section 11(e) which states:
“11. The council may, subject to such conditions as it thinks
fit (including the imposition of a reasonable bond), and after consultation
with the Police and the Ministry of Transport, close any road or part of a road
to all traffic or any specified type of traffic (including pedestrian
traffic).”
“(e) For a period or periods not exceeding in the
aggregate 31 days in any year for any exhibition, fair, show, market, concert,
film-making, race or other sporting event, or public function:
Provided that no
road may be closed for any purpose specified in paragraph (e) of this clause if
that closure would, in the opinion of the council, be likely to impede traffic
unreasonably.”
9.0 PREFERRED
OPTION/S AND REASONS
9.1 Option
A is the preferred option. It recommends the Committee approve the
temporary road closure detailed above, subject to conditions that will ensure
public safety is maintained.
9.2 Given
that there are no submissions in opposition to the closure and that subject to
the recommended conditions the activities can proceed and be undertaken in a
safe and controlled environment, the risks associated with this closure can
then be minimised and safely managed to Council’s satisfaction.
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10.0 RECOMMENDATIONS AND REASONS
A) That
the report of the Transportation Officer titled “Temporary
road closure - Prospect Road - 7 October 2017” dated 28/09/2017
be received.
B) That,
there being no submissions received, the Council approve the temporary road
closure of Prospect Road between Royston
Hospital and King Street South. The road closure will be between 6:00am and
7:00pm, Saturday, 7 October 2017.
C) The
Council approve the above temporary road closure subject to the following
conditions to be complied with to the satisfaction of the Group Manager:
Asset Management:
1. This event is conducted in accordance with
the New Zealand Transport Agency Code of Practice Temporary Traffic
Management (CoPTTM).
2. The Traffic Management Plan including
provision for appropriate signage are approved by the Traffic Management
Coordinator acting under delegated authority.
3. The Traffic Management Plan must be complied
with including any specific conditions.
4. A copy of the relevant liability insurance
policy is received.
5. That the cost of all advertising is met by
the event organisers.
6. Emergency Services are contacted regarding
the holding of this event with details of the date, location and time frame.
7. As per the Traffic Management Plan provisions
- all emergency services will be accommodated and access provided through the
site as required.
8. (i) The
applicant is responsible under the Health and Safety at Work Act 2015 for all
health and safety risks associated with this activity and must take
reasonably practicable steps to ensure the safety of all persons during this
temporary road closure.
(ii) And, the applicant has in place at all times,
appropriate Health and Safety measures (to prevent harm to any persons),
including (but not limited to) any measures provided for in the submitted
Health and Safety Plan including any conditions attached in the plan.
With the reasons for this decision
being that the objective of the decision will contribute to the good quality
local infrastructure by:
i) That
the use of the above listed street/roads for these short periods of time will
not unreasonably impede traffic.
ii) Allowing
the above temporary road closure the organisers can undertake their event in
a safe and controlled environment with all risks minimised and managed.
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Attachments:
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1
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Checklist - Temporary Road Closure - Prospect Road -
7 October 2017
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CG-14-16-00138
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2
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Map - Temporary Road Closure - Prospect Road - 7
October 2017
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CG-14-16-00139
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Hastings District
Council
