Agenda of Temporary Road Closures Subcommittee Meeting

HASTINGS DISTRICT COUNCIL

Temporary Road Closures Subcommittee MEETING

Thursday, 22 February 2018

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 8 February 2018.

(Previously circulated)

4. Temporary Road Closures - Horse of the Year 13-19 March 2018 5

5. Temporary Road Closure - Te Mata Peak Road and Te Aute Road - 10 March 2018 - Triple Peaks Challenge 13

6. Additional Business Items

7. Extraordinary Business Items

File Ref: 17/1282

REPORT TO: Temporary Road Closures Subcommittee

MEETING DATE: Thursday 22 February 2018

FROM: Transportation Officer

Simon Robson

SUBJECT: Temporary Road Closures - Horse of the Year 13-19 March 2018

1.0 SUMMARY

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

1.2 Horse of the Year Ltd – 13 – 19 March 2018 – Elwood Road between SH2 and Otene Road – being 953m of sealed road. The road closure will be from 6:00am on Tuesday, 13 March 2018, up to and including 6:00am, on Monday, 19 March 2018.

1.3 Horse of the Year Ltd – 13 - 19 March 2018 – Kenilworth Road between Caroline Rd and the end of Kenilworth Road – Outside the Showgrounds / adjacent to the railway line – being 275m of sealed road. The road closure will be from 6:00am, Tuesday, 13 March 2018 to 6:00am, Monday, 19 March 2018.

1.4 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 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 allow for the performance of a regulatory function in a way that will ensure the proposed event takes 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 activities are being undertaken.

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

2.0 BACKGROUND

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

2.2 Horse of the Year Ltd – Elwood Road - between SH2 and Otene Road. This is the first temporary closure of this section of road during this calendar year. This section of Elwood Road is being closed from 6:00am 13 March 2018 until 6:00am on 19 March 2018 to provide safe passage for pedestrians and horses as part of the Horse of the Year Show. Residents within the road closure area will be issued with passes to leave and enter their properties as needed. This temporary road closure was also undertaken last year to facilitate the operation of the Horse of the Year Show.

2.3 Horse of the Year Ltd – Elwood Road between SH2 and Otene Road – being 953m of sealed road. This is the first temporary closure of this section of road during this calendar year.

2.4 Horse of the Year Ltd – Kenilworth Rd between Caroline Road and the end of Kenilworth Road – being 275m of sealed road. This is the first temporary closure of this section of road during this calendar year.

2.5 Attached as Appendix A, Attachment 1 is the temporary Road Closure check list detailing the necessary items that the organisers need to submit as part of their applications for the proposed temporary road closures. GIS maps showing the areas of the temporary road closures are also attached as Attachments 2 and 3: being, Elwood Road and Kenilworth Road.

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 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 (TMP) will be submitted to the Hastings District Council and the TMPs 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 closure detailed above.

4.3 Option C: Approve only one, two or three of the temporary road closure detailed above.

5.0 SIGNIFICANCE AND ENGAGEMENT

5.1 Horse of the Year Ltd have been in contact with affected residents and businesses of both Elwood Road, and Kenilworth Road, and have supplied a Completed Resident Visiting form to Council.

5.2 Unfortunately the temporary road closures of Elwood Road and Kenilworth Road, were not posted on the Council website and formal public notification was not published in the Hawke’s Bay Today newspaper until: Friday, 16 February 2018 with the period for objections closing at 4:00pm, Thursday 22 February 2018.

5.3 As the public notification will not be in the newspaper until 16 February 2018, Officers will not be able to confirm by the meeting date whether any submissions have been received.

5.4 If the closures are approved, subject to no submissions having been received by 4:00pm, Thursday, 22 February 2018 then final formal public notification will be published in the Hawke’s Bay Today newspaper on Tuesday, 27 February 2018.

5.5 The traffic counts for Elwood Road and Kenilworth Road are shown in the following paragraphs:

5.6 Elwood Road between SH2 and Otene Road is 4000, with 94% Cars, 2% Light Commercial Vehicles and 4% Heavy Vehicles.

5.7 Kenilworth Road between SH2 and end of road is 450, with 97% Cars and 1% Light Commercial Vehicles, 2% Heavy Vehicles.

5.8 The following crash statistics for 2012 to 2016, Kenilworth Road, and Elwood Road which have been applied to be temporarily closed are listed below:

Kenilworth Road (whole length) 1 Injury, 3 Non-injury

Elwood Road (SH2 – Otene) 2 Injury, 4 Non-injury

(Statistics from RAMM for the previous 5 years)

5.9 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.

5.10 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 access at all times during the temporary road closures. Council has not received any submissions from MoT, NZTA or the NZ Police.

6.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

6.1 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:

“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:

6.2 By allowing the above temporary road closures the organiser can undertake their events in a safe and controlled environment with all risks minimised and managed.

7.0 PREFERRED OPTION AND REASONS

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

7.2 This option will ensure that the activities are undertaken in a safe and controlled environment. The risks associated with these closures can then be minimised and managed.

8.0 RECOMMENDATIONS AND REASONS

A) That the report of the Transportation Officer titled “Temporary Road Closures - Horse of the Year 13-19 March 2018” dated 22/02/2018 be received.

B) That, subject to no submissions having been received by 4.00pm, Thursday, 22 February 2018, the Temporary Road Closures Subcommittee approves the following temporary road closures:

1. Elwood Road between SH2 and Otene Road. The road closure will be from 8:00am, commencing on Tuesday, 13 March 2018 up to and including 6.00am, Monday, 19 March 2018.

2. Kenilworth Road. The road closure will be from 6:00am – 6:00pm, Sunday, 6.00am commencing on Tuesday 13 March up to and including 6.00am Monday 19 March 2018.

C) That, subject to no submissions having been received by 4.00pm, Thursday, 22 February 2018, the Council approve the above temporary road closure subject to the conditions to be complied with to the satisfaction of the Group Manager: Asset Management:

1. These event are conducted in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (COPTTM).

2. The supplied Traffic Management Plans containing appropriate signage are approved.

3. Separate copies of the relevant liability insurance policy are received.

4. That the cost of all advertising and signage is to be met by the event organisers.

5. Emergency Services are contacted regarding the holding of these events.

(Note): As per the Traffic Management Plan provisions – all emergency services will be accommodated and access provided through the sites as required.

With the reasons for this decision being that the objective of the decision will contribute to good quality local infrastructure by:

i) That the use of the above listed roads for this short period of time will not unreasonably impede traffic.

ii) By allowing the above road closures the organisers can undertake their events in a safe and controlled environment with all risks minimised and managed.

Attachments:

1	Horse of Year Temporary Road Closure 13 to 19 March 2018 - Checklist - addressed at meeting on 22 February 2018	CG-14-16-00191
2	Horse of the Year - Map of Elwood Road - Temporary Road Closure - addressed at 22 February 2018 meeting	CG-14-16-00192
3	Horse of the Year Temporary Road Closure - Map of Kenilworth Road - addressed at 22 February 2018 meeting	CG-14-16-00193

File Ref: 17/1342

REPORT TO: Temporary Road Closures Subcommittee

MEETING DATE: Thursday 22 February 2018

FROM: Transportation Officer

Simon Robson

SUBJECT: Temporary Road Closure - Te Mata Peak Road and Te Aute Road - 10 March 2018 - Triple Peaks Challenge

1.0 SUMMARY

1.1 The purpose of this report is to obtain a decision from the Committee on the temporary road closure requested by The Kiwi Adventure Trust – Triple Peaks Adventure Event Race – 10 March 2018. Te Mata Peak Road – from the summit down to 900m from the summit - all of which is sealed. The road closure will be from 8:30am until 4:30pm on Saturday, 10 March 2018.

1.2 There is also a request to close Te Aute Road from Havelock Road intersection to Porter Drive. The road closure will be from 5:00am until 7:00pm on Saturday, 10 March 2018.

1.3 The purpose of this report is 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 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.

1.5 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.

1.6 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 Kiwi Adventure Trust on a route through Havelock North urban area and the Havelock North rural area, with them starting and finishing on Te Aute Road in the CBD. The section of public road effected are:

2.2 Te Aute Road (CBD area) – from Havelock Road to Porter Drive. This is the first temporary closure of this road during this calendar year. It is the intended to use the grassed reserve area and the road section between Havelock Rd and Porter Drive for the start / finish for the Triple Peaks Adventure Event Race. Consultation has been held with the property owners on Te Aute Road and there are no objections. Closing this section of Te Aute Road will not affect Middle Road and the shops fronting it, as there will still be provision for traffic to flow from Joll Road to Porter Drive via Middle Road without having to exit onto Te Aute Road. Cyclists, runners and walkers will be starting the event in stages, and will be travelling this section of Te Aute Road in separate groups.

2.3 Te Mata Peak Road – from the summit to 900m down from the summit. This is the first temporary closure of this road during this calendar year. This section of Te Mata Peak Road is to be closed so that cyclists, runners and walkers can safely make their way down from Te Mata Peak. Cyclists, runners and walkers will start the event in stages and will be travelling this section of road in separate groups. All participants will be adhering to road rules on Te Mata Peak Road. No motorised vehicles will be on this section of the road during the temporary road closure.

2.4 Signage positioned at the entrance to Te Mata Peak has been requested advising motorists that the road ahead will be closed due to an event. Motorists will also be advised that the restaurant will be open for business. Road ahead closure signage also needs to be placed at the restaurant therefore allowing motorists the ability to turn around successfully near this location. Further up Te Mata Peak the road narrows and does not allow this manoeuvre above the water tanks were the road is closed from.

2.5 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. GIS maps showing the area of the temporary road closures are also attached – as Attachments 2 and 3: Triple Peaks Challenge.

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 has been 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 The Kiwi Adventure Trust has been in contact with the affected resident via email.

5.2 The affected residents have replied by email to the Kiwi Adventure Trust that they do not have an issue with the temporary road closure.

5.3 Due to the nature of this event whereby only walkers, runners and cyclists will be using the closed section of road no road bond is required.

5.4 The temporary road closure has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Saturday, 27 January 2018 for the temporary closure of Te Mata Peak Road and Te Aute Road with the period for objections/submissions of support closing at 4:00pm, Friday, 9 February 2018.

5.5 No submissions had been received by the closing date of Friday, 9 February 2018.

5.6 If the closures are approved final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 24 February 2018.

5.7 The traffic count for the first section of Te Aute Road is estimated at 6,800 between Havelock Rd and Porter Drive 98% cars and light vehicles and 2% heavy traffic. No traffic counts have been made on this section of Te Aute Road due to the hotel and shop front retail being established up to December 2016. The latest counts are for July 2009.

5.8 The following crash statistics for Te Aute Road which has been applied to be temporarily closed are listed below:

Te Aute Road (roundabout to Porter Drive) 4 Injury, 2 Non-injury

5.9 The traffic count for Te Mata Peak Road between the gates and the summit is 600 vehicles, with 92% Cars, 2% Light Commercial Vehicles, 6% Heavy Vehicles.

5.10 The following crash statistics for Te Mata Peak Road which has been applied to be temporarily closed are listed below:

Te Mata Peak Road (gates to summit) 3 Injury, 1 Non-injury

5.11 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.

5.12 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 either MoT, NZTA or the NZ Police.

6.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

6.1 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:

“(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.”

6.2 The particular section of Te Mata Peak Road that is to be temporarily closed has been previously identified as being a high risk rural road by the HDC Traffic Engineer. Engineering improvements have been to reduce crash numbers. The organiser is required to submit an Event Safety Plan and a Traffic Management Plan as part of their application. Risk is to be reasonably minimised, eliminated and isolated.

7.0 PREFERRED OPTION/S AND REASONS

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

7.2 This option will ensure that the activities can proceed and are undertaken in a safe and controlled environment. The risks associated with these closures can then be minimised and managed.

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

8.0 RECOMMENDATIONS AND REASONS

A) That the report of the Transportation Officer titled “Temporary Road Closure - Te Mata Peak Road and Te Aute Road - 10 March 2018 - Triple Peaks Challenge” dated 22/02/2018 be received.

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

The Kiwi Adventure Trust – Triple Peaks Event – 10 March 2018. Te Aute Road – from Havelock Road to Porter Drive. The road closure will be from 6:00am until 7:00pm on Saturday, 10 March 2018.

The Kiwi Adventure Trust – Triple Peaks Event – 10 March 2018. Te Mata Peak Road – from the summit to 900m down from the summit. The road closure will be from 8:30am until 4:30pm on Saturday, 10 March 2018.

C) That, there being no submissions received, the Council approve the 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 is approved.

3. A separate copy of the relevant liability insurance policy is received.

4. That the cost of all advertising is met by the event organiser.

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

With the reasons for this decision being that the objective of the decision will contribute to the performance of regulatory functions 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 organiser can undertake their event in a safe and controlled environment with all risks minimised and managed.

Attachments:

1	Triple Peaks Challenge Checklist - addressed at 22 February 2018 meeting	CG-14-16-00188
2	Map Te Aute Road - Road Closure - for Triple Peaks Challenge addressed at meeting on 22 February 2018	CG-14-16-00189
3	Map of Te Mata Peak Road Closure - Triple Peaks Challenge addressed at meeting on 22 February 2018	CG-14-16-00190

Hastings District Council

Lyndon Road East, Hastings

Temporary Road Closures Subcommittee