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(Documents 18/257 and 18/260)
Note: In the following
narrative, the numbers in brackets are reference numbers within the Council
records system.
The Chair and members of the Subcommittee
introduced themselves and the Council Officers present. The Chair
outlined the process to be followed at this hearing.
The Chair advised that the Temporary
Road Closures Subcommittee (the Subcommittee) would jointly address the
reports under Agenda Items 4 and 5 in relation to the application by the
Hawke’s Bay Car Club to use Mangaroa Road, between Ru Collin Road and
Maraekakaho Road, for a motorsport event on 8 April 2018.
The report under Item 4 (Document
18/257) was essentially a duplicate of the report that was to have been
addressed at a meeting on 22 March 2018 but was instead forwarded to
today’s hearing when two objections to the application were
received. The report under Item 5 (Document 18/260) was a Supplementary
Report which included details of the two objections received from Sam Fleming
and Melody Dermer.
Mrs Donna Elder, Hawke’s Bay
Car Club Inc, addressed the hearing. She
had nothing to add to the details included in the application. She
advised that the Hawke’s Bay Car Club (HBCC) had used this road several
times before, but this was the first time, this year, that the club had
applied to use this road for an event.
Mrs Elder explained that the HBCC
proposed to work on a cycle of applying to use Mangaroa Road for events twice
in a year and Otene Road once in that same year. Then in alternate
years they looked to apply to use Otene Road twice and Mangaroa Road
once. In that way they hoped to minimise the impact of their events on
the residents living along those roads or in those areas.
2018 was a year in which the HBCC had
planned to hold two events in Mangaroa Road, but in light of the objections
received they may have to consider amending their planned event
programme. The motorsport event planned for 8 April 2018 was one of
three rounds planned in a quarter mile sprint series.
Mrs Elder addressed the concerns raised
by the objectors, as set out in the supplementary report under Item 5, on
Agenda page 13. She also responded to questions raised by the
Subcommittee members. The main points that were raised by Mrs Elder or
that were addressed in response to questions from the Subcommittee included:
·
She tabled a copy of the Motorsport New Zealand Rules regarding
noise (Document CG-14-16-00256) which states that vehicle noise levels for competition
vehicles shall not exceed 95dB(A).
·
The HBCC will monitor the vehicle noise levels at the event and
if any vehicles exceed this permitted level they will not be allowed to take
part in the event.
·
The quarter mile length of the proposed event
did not go right up to Ru Collin Road.
·
The length of the proposed temporary road
closure included a safety run-down area at the end of the sprint distance.
·
There would be traffic marshals at the end of
Ru Collin Road as part of the safety precautions that the HBCC would take in
regard to this proposed event.
·
Any residents needing to leave or enter Ru
Collin Road may need to wait a short time in order to ensure they could
complete that manoeuvre safely.
·
Mrs Elder offered to provide the objectors with
a contact number for them to call to help co-ordinate their entry/exit
from Ru Collin Road during the event.
·
It would assist the traffic marshals if the objectors could
give them approximately 10 minutes notice and every effort would be made to
minimise the waiting time at the Mangaroa/Ru Collin Road intersection.
·
By providing a contact number to the objectors, Mrs Elder hoped
that the time Melody Dermer would need to wait at the intersection with her
horses when leaving to attend/return from an equestrian event on 8 April
would be minimised.
·
The proposed motorsport event would not actually start until
9.00am.
·
The HBCC needed to use sealed roads for the sprint events.
·
Alternative roads to use for HBCC events were
difficult to find.
·
The HBCC had run events in HB for 70 years.
·
This was the first time there had been
objections to the use of Mangaroa Road.
·
The proposed quarter mile track would be
measured out by the HBCC.
·
A standing quarter mile track was required to
include a certain run-down area and the HBCC ensured they allowed more than
enough distance for this.
·
Often there were event cars parked up in Ru
Collin Road waiting for the end of the sprint so they could safely travel
back along Mangaroa Road.
·
It would be easier for resident vehicles to
turn right at the end of Ru Collin Road, rather than turning left and trying
to weave through all the HBCC vehicles at the event.
The email received from Sam
Fleming, one of the objectors, was then read out at the hearing (Document CG-14-16-00250) and the points that were raised in this statement
were considered by the Subcommittee, together with
the points that had been raised in the original objection – as detailed
under the report in Item 5.
The Subcommittee noted that as
neither of the two objectors were present at the hearing, they were unable to
ask questions of either party as part of this hearing process in order to
clarify any points they had made or to obtain their responses to the points
that had been addressed by Mrs Elder from the HBCC.
The Transportation
Operations Engineer, Mr T Bateman, advised that
he had nothing to add to the points that had been addressed in his agenda
reports under Items 4 and 5.
Mrs Elder was then given a Right-of-Reply as part of the hearing
process to have an opportunity to respond to points that had been raised in
the email from Sam Fleming and to respond to any further questions from the
Subcommittee.
The main points that were raised by Mrs
Elder or that were addressed in response to questions from the Subcommittee
included:
· She confirmed that this was the first proposed closure of Mangaroa
Road for a HBCC event this calendar year.
· She confirmed that the HBCC had planned to hold two events in
Mangaroa Road this year, but would be prepared to consider amending their planned
event programme as they did not wish to upset local residents.
· This event was open to the public and there could be 30 to 40
entrants.
· Following the hearing, she would provide the earlier noted HBCC
contact number to Council Officers to pass onto the objectors.
At this point Mrs Elder noted that
the HBCC was a non-profit organisation and did not have employees.
If consent was granted to this application, she asked whether it was
appropriate to include proposed Conditions 8 and 9 (on Agenda Page 8) which
referred to the Health and Safety at Work Act 2015.
The Subcommittee advised that the
Council had a responsibility to ensure that certain health and safety
measures were met in regard to activities undertaken on any part of its
roading network. At the request of the Subcommittee, Officers confirmed
they would double check these particular provisions. (Officers later
confirmed that the provisions in question were relevant and needed to be
included as part of the conditions).
Councillor
Lyons/Councillor Watkins
That the public be excluded from the deliberations of the
Temporary Road Closures Subcommittee in relation to consideration of the
application by the Hawke’s Bay Car Club to use Mangaroa Road, between
Ru Collin Road and Maraekakaho Road for a motorsport event on 8 April 2018.
The reason for passing this Resolution in relation to this matter and the
specific grounds under Section 48(2)(a) of the Local Government Official
Information and Meetings Act 1987 for the passing of this Resolution is as
follows:
That the exclusion of the public from the whole or the relevant
part of the proceedings of the meeting is necessary to enable the local
authority to deliberate in private on its decision or recommendation in:
a) Any
proceedings before a local authority where:
i) A right of appeal lies
to any Court or Tribunal against the final decision of the local authority in
those proceedings.
CARRIED
At this point the meeting continued
in Public Excluded Session in order to consider its decision
(the minutes of the Public Excluded
session are not included as part of the Open minutes relating to this
hearing)
After having deliberated in Public
Excluded Session, the Temporary Road Closures Subcommittee meeting then resumed
in Open Session, in order to confirm and publicly release its decision.
4 & 5. Temporary Road Closures -
Hawke's Bay Car Club - Mangaroa Road - 8 April 2018…Continued…
SUBSTANTIVE
DECISION
The
full wording of the decision is set out below:
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Hastings District Council