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M I N U T E S
Temporary Road Closures Subcommittee
on 8 April 2018)
Thursday, 29 March 2018
Minutes of a Meeting of the Temporary Road Closures Subcommittee held on
Thursday, 29 March 2018 at 8.05am
(Hearing of Objections to the use of Mangaroa Road by the Hawke’s Bay Car Club for a motorsport event on 8 April 2018)
Table of Contents
Item Page No.
HASTINGS DISTRICT COUNCIL
MINUTES OF A MEETING OF THE Temporary Road Closures Subcommittee HELD IN THE Landmarks Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON
Thursday, 29 March 2018 AT 8.05am
(HEARING OF OBJECTIONS TO THE USE OF MANGAROA ROAD BY THE HAWKE’S BAY CAR CLUB FOR A MOTORSPORT EVENT ON 8 APRIL 2018)
Present: Councillor Watkins (Chair)
Councillor Lyons (Deputy Chair)
Transportation Manager – Mr J Pannu
Environmental Consents Manager – Mr M Arnold
IN ATTENDANCE: Transportation Operations Engineer (Mr T Bateman)
Committee Secretary (Mrs C Hilton)
ALSO PRESENT: Hawke’s Bay Car Club Inc representative (Mrs Donna Elder) – the Applicant
An apology had been received from Sam Fleming, who was one of the objectors to this application. The Chair advised that this objector had also forwarded comments to be read at the hearing (Document CG-14-16-00250).
2. Conflicts of Interest
There were no declarations of conflicts of interest.
3. Confirmation of Minutes
That the minutes of the Temporary Road Closures Subcommittee Meeting held Thursday 22 March 2018 be confirmed as a true and correct record and be adopted.
(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.
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…
The full wording of the decision is set out below:
A) That the reports of the Transportation Operations Engineer titled “Temporary Road Closures - Hawke's Bay Car Club - Mangaroa Road - 8 April 2018” and “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” both 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 considered 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.
11) The Hawke’s Bay Car Club will provide a phone number to the objectors so that they could make contact with the motorsport event traffic marshals, in order to allow co-ordination of the event and the timing of the objectors’ entry/exit to Ru Collin Road. By giving the marshals sufficient notice of the objectors’ need for access, this would assist in facilitating such entry/exit by reducing the amount of waiting time for vehicles, particularly where animals were being transported to and from equestrian events and the like.
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.
The Temporary Road Closures Subcommittee asked that the letter sent to the Applicant and Objectors, containing the decision from this meeting, also note some of the points which had been addressed at the hearing, in response to issues raised in the objections – in regard to noise and the fact that the objectors felt the proposed would be an inconvenience to them. These points would also be included in the minutes of this hearing.
As noted in the narrative under Item 4 – Items 4 and 5 had been addressed jointly at this hearing and the full resultant decision wording was set out under Item 4 above.
6. Additional Business Items
There were no additional business items.
7. Extraordinary Business Items
The meeting closed at 8.33am