Agenda of Temporary Road Closures Subcommittee Meeting

HASTINGS DISTRICT COUNCIL

Temporary Road Closures Subcommittee MEETING

Thursday, 26 October 2017

VENUE:

Green Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

8.45am

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 12 October 2017.

(Previously circulated)

4. Temporary Road Closures - Hastings Street South - 9-12 November 2017 5

5. Temporary Road Closures - Moteo Pa Road - 11 November 2017, Waikoau Road 12 November 2017 and Otene Road - 11 November 2017 15

6. Additional Business Items

7. Extraordinary Business Items

File Ref: 17/1081

REPORT TO: Temporary Road Closures Subcommittee

MEETING DATE: Thursday 26 October 2017

FROM: Transportation Officer

Simon Robson

SUBJECT: Temporary Road Closures - Hastings Street South - 9-12 November 2017

1.0 SUMMARY

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

1.2 The Hawke’s Bay Wine Auction Trust - Hastings Street South between Eastbourne Street East and Heretaunga Street East – from 8:00am, Thursday, 9 November until 6:00pm, Sunday, 12 November 2017. The purpose of this temporary road closure is to hold a wine auction.

1.3 This request arises 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 road.

1.4 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.

1.5 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.

1.6 This report concludes by recommending that the above temporary road closure be approved.

2.0 BACKGROUND

2.1 The above event is being held by the Hawke’s Bay Wine Auction Trust who seek to close Hastings Street South between Eastbourne Street East and Heretaunga Street East from 8:00am, Thursday, 9 November until 6:00pm, Sunday, 12 November 2017. There has been no other 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 Wine Auction Trust can hold their annual wine auction to raise funds for Cranford Hospice. Hastings Street South has been chosen for its suitability for holding the above event.

2.3 Due to the quadrant type layout of the adjoining streets detour routes have not been put in place. This has worked successfully in previous years during temporary road closures of Hastings Street. Hastings Street between Eastbourne Street and Heretaunga Street was previously closed for a four day period and did not result in traffic being impeded unreasonably. The footpath along the eastern side of Hastings Street will remain open to allow continuous pedestrian access.

2.4 An additional condition will also be added into the Traffic Management Plan requiring the organisers to keep the footpath noted above open continuously for pedestrians.

2.5 The temporary road closure checklist (Attachment 1) details the necessary items that the organiser needs 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: Hastings Street South.

2.6 At the time of writing this report there will not be any road works that will affect or impact the above temporary road closure. There is renovation occurring at the Hastings Opera House adjacent to the road closure by Gemco Construction. Discussions with Gemco Construction management, Hawke’s Bay Wine Auction, and Hastings District Council Officers have agreed that the renovation / earthquake strengthening occurring will not be effected by this road closure.

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 is to be submitted to the Hastings District Council and the Plan 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 Organisers of the wine auction have 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 Hastings Street South has been posted on the Council website and formal public notification was been published in the Hawke’s Bay Today newspaper on Monday, 31 July 2017.

5.3 The closing date for submissions was 4:00pm, Monday, 14 August 2017. No submissions was received.

5.4 If the road closure is approved, final formal notification will be published in the Hawke’s Bay Today newspaper on, Saturday, 4 November 2017.

5.5 The average daily traffic count for Hastings Street South (between Eastbourne Street East and Heretaunga Street East) is: 5647

5.6 The Council will not accept any liability for damage of any kind caused to any person, vehicle, property or business that occurs within or outside the road corridor arising from the closure of the road corridor and any activities within it.

5.7 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 closure. Council has not received any submissions from the 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.”

7.2 While the closure is for four days, it will not cause significant disruption to traffic as there are alternative routes available for local traffic to use. In addition, as no submissions have been received, Council can be confident that local businesses and residents are comfortable with the closure.

8.0 PREFERRED OPTION/S AND REASONS

8.1 Option A is the preferred option. It recommends the Committee approve the temporary road closure detailed above.

8.2 Given that there are no submissions in opposition to the closure 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 and will not be likely to impede traffic unreasonably.

9.0 RECOMMENDATIONS AND REASONS

A) That the report of the Transportation Officer titled “Temporary Road Closures - Hastings Street South - 9-12 November 2017” dated 26/10/2017 be received.

B) That, there being no submissions received objecting to the road closure, the Council approve the following temporary road closure:

The Hawke’s Bay Wine Auction Trust - Hastings Street South between Eastbourne Street East and Heretaunga Street East – from 8:00am, Thursday, 9 November until 6:00pm, Sunday, 12 November 2017.

C) That, there being no objections received, the Council approve the following 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 supplied Traffic Management Plan, containing appropriate signage be approved.

3. The footpath along the eastern side of Hastings Street will remain open to allow continuous pedestrian access.

4. The Event Holder shall have in place approved Public Liability Insurance for the period of the event. A copy of the relevant Public Liability Insurance policy shall be supplied to the Council prior to the event taking place.

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

6. Emergency Services are contacted regarding the holding of this event.

(Note): As per the Traffic management Plan provisions - all emergency services will be accommodated and access provided through the site as required.

7. The Council will not accept any liability for damage of any kind, caused to any person, vehicles, property or business that occurs within or outside the road corridor arising from the closure of the road corridor and any activities within it.

8. (i) The applicants are 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.

(ii) And, the applicants have 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 plans.

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.

iii) The temporary road closure takes into account the special character of the Hawke’s Bay Opera House Precinct and direct links to the Hawke’s Bay Opera House Plaza.

Attachments:

1	Checklist - Temporary Road Closure - Hastings Street South - 10 - 13 October 2016	CG-14-16-00156
2	Map - Temporary Road Closure - Hastings Street South - 10 - 13 November 2016	CG-14-16-00155

File Ref: 17/1091

REPORT TO: Temporary Road Closures Subcommittee

MEETING DATE: Thursday 26 October 2017

FROM: Transportation Officer

Simon Robson

Transportation Operations Engineer

Tim Bateman

SUBJECT: Temporary Road Closures - Moteo Pa Road - 11 November 2017, Waikoau Road 12 November 2017 and Otene Road - 11 November 2017

1.0 SUMMARY

1.1 The purpose of this report is to obtain a decision from the Committee on the proposed following temporary road closures:

1.2 The Hawke’s Bay Car Club:

1.3 Moteo Pa Road, Puketitiri, from Rapid Number 265 to the Blind End – 9:00am to 5:00pm on Sunday, 11 November 2017. The purpose of the above temporary road closure is to hold a motorsport event.

1.4 Waikoau Road, Tutira from Rapid Number 43 to the intersection with Mokamoka Road – 9:00am to 5:00pm on Sunday, 12 November 2017. The purpose of the above temporary road closure is to hold a motorsport event.

1.5 Otene Road, from the intersection of Ruahapia Road to the intersection of Bennett Road – 9:00am to 5:00pm on Sunday, 19 November 2017. The purpose of the above temporary road closure is to hold a motorsport event.

1.6 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.

1.7 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.

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.

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

2.0 BACKGROUND

2.1 The above events are being held by the following organisations:

2.2 The Hawke’s Bay Car Club (HBCC) Moteo Pa Road, Puketitiri, from Rapid Number 265 to the Blind End. This is the first temporary road closure of this road during the 2017 calendar year. Motes Pa Road has been chosen specifically for its suitability for holding this particular event.

2.3 The HBCC - Waikoau Road, Tutira from Rapid Number 43 to the intersection with Mokamoka Road. This is the first temporary road closure of this road during the 2017 calendar year. Waikoau Road has been chosen specifically for its suitability for holding this particular event.

2.4 The HBCC - Otene Road, from the intersection of Ruahapia Road to the intersection of Bennett Road. This is the first second road closure of this road during the 2017 calendar year. Otene Road has been chosen specifically for its suitability for holding this particular event.

2.5 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: Moteo Pa Road, Waikoau Road and Otene Road.

2.6 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, two, or three of the temporary road closures detailed above.

5.0 SIGNIFICANCE AND ENGAGEMENT

5.1 Organisers of the above events have been in contact with affected parties/residents. No issues have been raised regarding the above temporary road closures.

5.2 The temporary road closure of Moteo Pa Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on: Thursday 5 October 2017

5.3 The closing date for submissions was 4:00pm, Thursday 19 October 2017. No submissions were received.

5.4 If the road closures are approved final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 4 November 2017.

5.5 The traffic count for Moteo Pa Road is: 52 (average daily traffic)

5.6 From an engineering assessment any potential damage to any road surfaces or street furniture is covered by a $10,000 bond. The sections of road being used are checked prior to and after the temporary road closures.

5.7 The temporary road closure of Waikoau Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on: Thursday 5 October 2017

5.8 The closing date for submissions was 4:00pm, Thursday 19 October 2017. No submissions were received.

5.9 If the road closures are approved final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 4 November 2017.

5.10 The traffic count for Waikoau Road is: 45 (average daily traffic)

5.11 From an engineering assessment any potential damage to any road surfaces or street furniture is covered by a $10,000 bond. The sections of road being used are checked prior to and after the temporary road closures.

5.12 The temporary road closure of Otene Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on: Thursday 5 October 2017

5.13 The closing date for submissions was 4:00pm, Thursday 19 October 2017. This report has been prepared on the basis that no submissions were received.

5.14 If the road closures are approved final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 4 November 2017.

5.15 The traffic count for Otene Road is: 472 (average daily traffic)

5.16 From an engineering assessment any potential damage to any road surfaces or street furniture is covered by a $10,000 bond. The sections of road being used are checked prior to and after the temporary road closures.

5.17 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

6.2 The Council will not accept any liability for damage of any kind caused to any person, vehicles, property or business that occurs within or outside the road corridor arising from the closure of the road corridor and any activities within it.

7.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

7.1 The above temporary road closures will be undertaken in accordance with The Local Government Act 1974 Schedule 10, section 11 and section 11(e) which states:

“(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.

9.0 RECOMMENDATIONS AND REASONS

A) That the report of the Transportation Officer titled “Temporary Road Closures - Moteo Pa Road - 11 November 2017, Waikoau Road 12 November 2017 and Otene Road - 11 November 2017” dated 26/10/2017 be received.

B) That, there being no submissions received, the Council approve the temporary road closure of Moteo Pa Road, Puketitiri, from Rapid Number 265 to the Blind End. The closure will be between 9:00am and 5:00pm on Sunday, 11 November 2017

C) That, there being no submissions received, the Council approve the temporary road closure of Waikoau Road, Tutira from Rapid Number 43 to the intersection with Mokamoka Road. The closure will be between 9:00am and 5:00pm on Sunday, 12 November 2017

D) That, there being no submissions received, the Council approve the temporary road closure of Otene Road, from the intersection of Ruahapia Road to the intersection of Bennett Road. The closure will be between 9:00am and 5:00pm on Sunday, 19 November 2017

E) The Council approve the above temporary road closures 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.

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.

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	Checklist - Temporary Road Closures - Tangoio Settlement Road - 15 October 2016 and Havelock North CBD - 29 October 2016	CG-14-16-00159
2	Map - Temporary Road Closure - Hawke's Bay Car Club	CG-14-16-00158

Hastings District Council

Lyndon Road East, Hastings

Temporary Road Closures Subcommittee