Description: COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

 

Open

 

A G E N D A

 

 

Temporary Road Closures Subcommittee MEETING

 

Hearing of Objections to application by Hawke’s Bay Car Club – use of Mangaroa Road

 

 

Meeting Date:

Thursday, 29 March 2018

Time:

8.00am

Venue:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

 

Subcommittee Members

Chair: Councillor Watkins

Deputy Chair: Councillor Lyons

Transportation Manager – Mr J Pannu

Environmental Consents Manager – Mr M Arnold

 

Officer Responsible

Group Manager: Asset Management – Mr C Thew

Committee Secretary

Mrs C Hilton (Ext 5633)

 


Temporary Road Closures Subcommittee

A subcommittee of the Works and Services Committee

 

Fields of Activity

The Road Closure Subcommittee is responsible for assisting Council by:

 

·        Reviewing, considering submissions and deciding applications for temporary closure of roads.

 

Membership

Chairman appointed by the Council (who shall be an elected member)

Deputy Chairman appointed by the Council (who shall be an elected member)

Transportation Manager

Environmental Manager Consents

 

Quorum – 2 members of whom one shall be the Chairman or the Deputy Chairman.

 

DELEGATED POWERS

 

All the Council’s powers and functions in respect to temporary prohibition of traffic under Section 342(1)(b) and clause 11(e) of Schedule 10 of the Local Government Act 1974.

 

The Subcommittee reports to the Works and Services Committee.

 


 

HASTINGS DISTRICT COUNCIL

 

Temporary Road Closures Subcommittee MEETING

 

Thursday, 29 March 2018

 

VENUE:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

8.00am

 

A G E N D A

 

 

 

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 22 March 2018.

(Previously circulated)

4.       Temporary Road Closures - Hawke's Bay Car Club - Mangaroa Road - 8 April 2018                                            5

5.       Supplementary Report - Submissions received in relation to application by HB Car Club to temporarily close Mangaroa Road, between Ru Collin Road and Maraekakaho Road on 8 April 2018                                                        13

6.       Additional Business Items

7.       Extraordinary Business Items 

 

 

     


File Ref: 18/257

 

 

REPORT TO:             Temporary Road Closures Subcommittee

MEETING DATE:       Thursday 29 March 2018

FROM:                       Transportation Operations Engineer

Tim Bateman

SUBJECT:                 Temporary Road Closures - Hawke's Bay Car Club - Mangaroa Road - 8 April 2018        

 

 

1.0     SUMMARY

1.1     (This report is essentially a duplicate of report 18/207 that was to have been addressed on 22 March 2018 and is now being addressed at this hearing on 29 March 2018 as two submissions have been received).  The two submissions have been outlined in a supplementary report included in the agenda for this meeting. 

1.2     The purpose of this report is to obtain a decision from the Committee for the temporary road closures requested by:

The Hawke’s Bay Car Club:

1.3     Mangaroa Road between Ru Collin Road and Maraekakaho Road.  The road closure will be between 9:00am and 5:00pm, Sunday, 8 April 2018.  The purpose of this road closure is to hold a motorsport event.

1.4     These requests arise from the need to inform and gain Hastings District Council (‘the Council’) approval in order to comply with the legal process to temporarily close the above roads.

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 provide for good quality local public services by allowing 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 areas while the activities are being undertaken.

1.7     This report concludes by recommending the above temporary road closures be approved, subject to conditions.

2.0     BACKGROUND

2.1     The above events are being undertaken by the following organisation:

2.2     The HBCC - Mangaroa Road between Ru Collin Road and Maraekakaho Road. This will be the first temporary closure of this road during the 2018 calendar year. Mangaroa Road has been chosen specifically for its suitability for holding this particular event. 

2.3     The temporary road closure checklist (Attachment 1) details the necessary items that the organisers need to submit as part of their application for the above proposed road closures. GIS maps showing the area of the temporary road closures is also attached – see Attachment 2: Mangaroa Road. 

2.4     At the time of writing this report there were not any planned road works that will affect or impact the above temporary road closures.

3.0     CURRENT SITUATION

3.1     The temporary road closures will be managed in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

3.2     Detailed Traffic Management Plans are to be submitted to the Hastings District Council and the Plans will be approved for implementation, subject to the temporary road closure applications being approved.

4.0     OPTIONS

4.1     Option A: Approve the temporary road closures detailed above.

4.2     Option B: Do not approve the temporary road closures detailed above.

4.3     Option C: Approve only one of the two temporary road closures detailed above.

5.0     SIGNIFICANCE AND ENGAGEMENT

5.1     The organisers of the above events has been in contact with affected parties/residents. They advise that no issues have been raised regarding the above temporary road closures.

5.2     The temporary road closure of Mangaroa Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay today newspaper on: Saturday, 10 March 2018.

5.3     The closing date for submissions was 4:00pm, Saturday, 17 March 2018. No submissions had been received at the time the original report was written.  Two submissions have since been received before the closing date for submissions.  Details of the submissions are included in the supplementary report in this agenda.

5.4     If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 24 March 2018.

5.5     The average daily traffic count for Mangaroa Road is: 800 vehicles per day.

5.6     The HBCC has been advised to contact the Cemetery Manager regarding the cemetery located in Mangaroa Road to ensure that there are no concerns in relation to the proposed temporary road closure. An alternative access to the cemetery is available via SH50A.

5.7     The HBCC is also being advised to make contact with Mangaroa Prison to ensure staff and visitors are aware of the temporary road closure and know to take an alternative route to access the prison.  

5.8     As per the requirements of schedule 10, section 11 of the Local Government Act, Emergency Services including NZ 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 have been provided in the recommendations.  

7.0     ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

7.1     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.”

8.0     PREFERRED OPTION/S AND REASONS

8.1     Option A is the preferred option. It recommends the Committee approve the temporary road closures detailed above, subject to conditions that will ensure public safety is maintained.

8.2     Given that there are no submissions in opposition to the closures and that subject to the recommended conditions the activity 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.

 

 

RECOMMENDATIONS AND REASONS

A)  That the report of the Transportation Operations Engineer titled Temporary Road Closures - Hawke's Bay Car Club - Mangaroa Road - 8 April 2018 dated 29/03/2018 be received.

B)  That the written submissions from S Fleming and Melody Dermer be accepted as submissions in regard to the application by the Hawke’s Bay Car Club noted in “A)” above.

 

C)  That, having noted the two submissions received in respect of the Hawke’s Bay Club Club temporary road closure application, from S Fleming and Melody Dermer, the Council approve the following temporary road closure.

 

Mangaroa Road between Ru Collin Road and Maraekakaho Road.  The road closure will be between 9:00am and 5:00pm, Sunday, 8 April 2018. 

 

D)  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)   These events are conducted in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

 

2)    The Traffic Management Plans including provision for appropriate signage are approved by the Traffic Management Coordinator acting under delegated authority.

 

3)    The Traffic Management Plans must be complied with including any specific conditions.

 

4)    Copies of the relevant liability insurance policies are received.

 

5)    That the cost of all advertising is met by the event organisers.

 

6)    Emergency Services are contacted regarding the holding of these events with details of the dates, locations and time frames.

 

7)    As per the Traffic Management Plan provisions - all emergency services will be accommodated and access provided through the sites as required.

 

8)    The applicant is responsible under the Health and Safety at Work Act 2015 for all health and safety risks associated with these activities and must take reasonably practicable steps to ensure the safety of all persons during these temporary road closures.

 

9)    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 Plans including any conditions attached.

 

10)  These Hawke’s Bay Car Club events shall be conducted in accordance with the requirements of the Motorsport New Zealand Motor Sport Manual, National Sporting Code and Appendices.

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 closures the organiser can undertake their event in a safe and controlled environment with all risks minimised and managed.

 

Attachments:

 

1

Hawke's Bay Car Club Mangaroa Road 8 April 2018 - Checklist

TR-8-18-9344

 

2

Hawke's Bay Car Club Mangaroa Road 8 April 2018 - Site Plan

TR-8-18-9345

 

 

 

 


Hawke's Bay Car Club Mangaroa Road 8 April 2018 - Checklist

Attachment 1

 

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Hawke's Bay Car Club Mangaroa Road 8 April 2018 - Site Plan

Attachment 2

 

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File Ref: 18/260

 

 

REPORT TO:             Temporary Road Closures Subcommittee

MEETING DATE:       Thursday 29 March 2018

FROM:                       Transportation Operations Engineer

Tim Bateman

SUBJECT:                 Supplementary Report - Submissions received in relation to application by HB Car Club to temporarily close Mangaroa Road, between Ru Collin Road and Maraekakaho Road on 8 April 2018        

 

 

1.0     SUMMARY

1.1     The purpose of this report is to obtain a decision from the SubCommittee on the proposed road closure of part of Mangaroa Road, between Ru Collin Road and Maraekakaho Road on 8 April 2018 considering two submissions that have been received objecting to the proposed closure.

1.2     This supplementary report contains details of the two submissions that have been received (Attachments 1 and 2 to this report) and this report is to be read in conjunction with the main report on this agenda.

1.3     The two submitters are:

Melody Dermer, 33 Ru Collin Road, RD4, Hastings 4174;

And

S Fleming, 33 Ru Collin Road, RD4, Hastings 4174.

 

1.4     The main objections outlined in the two submission were as follows:

·     Unnecessary noise pollution.

·     Disturbance to stock.

·     Huge inconvenience to the submitters.

·     Impeding access in and out of the road in which the submitters live, being Ru Collin Road.

·     Melody Dermer would be attending an equestrian event on the day and did not wish to wait with horses on the truck in the midst of the noise from the motorsport event awaiting for access to and from their property without delay.

·     There were a number of alternative venues in Hawke’s Bay that could be used for car racing.

1.5     Ru Collin Road is a no exit road with approximately 15 properties.

 

1.6     During the road closure of Mangaroa Road, access in and out of Ru Collin Road would be maintained at all times, albeit manned by traffic marshals, should a resident need to enter or leave the road, the marshals would ensure it is safe to do so, and would allow the movement.

 

1.7     Council Officers have contacted Donna Elder from the HB Car Club explaining that two submissions have been received.  The car club had a meeting on the evening of 20th March to discuss whether or not it wanted to proceed with the event, in light of receipt of the submissions.  The car club made the decision to proceed with the application and confirmed this via an email to Council Officers (Attachment 3).  Donna Elder advised that she would be attending the hearing.

1.8     Council Officers have made contact, via phone, with one of the submitters (S Fleming) who may attend the hearing.

1.9     The other submitter (Melody Dermer) has not provided a phone contact number and due to the short timeframe before the hearing, will be sent a letter with the hearing agenda.

1.10    This report concludes by recommending that the report be received.  More detailed recommendations are included in the other report on this agenda, which also addresses this application.

 

 

2.0     RECOMMENDATIONS AND REASONS

A)    That the report of the Transportation Operations Engineer titled Supplementary Report - Submissions received in relation to application by HB Car Club to temporarily close Mangaroa Road, between Ru Collin Road and Maraekakaho Road on 8 April 2018 dated 29/03/2018 be received.

 

 

Attachments:

 

1

Objection from Melody Dermer

TR-8-18-9352

 

2

Objection from S Fleming

TR-8-18-9353

 

3

Email from Hawke's Bay Car Club confirming its decision to continue with application to use Mangaroa Road - dated 21 March 2018

CG-14-16-00207

 

 

 

 


Objection from Melody Dermer

Attachment 1

 

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Objection from S Fleming

Attachment 2

 

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Email from Hawke's Bay Car Club confirming its decision to continue with application to use Mangaroa Road - dated 21 March 2018

Attachment 3

 

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