Agenda of Temporary Road Closures Subcommittee Meeting

HASTINGS DISTRICT COUNCIL

Temporary Road Closures Subcommittee MEETING

Thursday, 20 September 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 General Counsel or the Democratic Support Manager (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 6 September 2018.

(Previously circulated)

4. Temporary Road Closures - Annual A&P Show - Elwood Road - Friday 19 October 2018 and Tour of the Bay Fun Ride - Romanes Drive - Sunday 21 October 2018 5

5. Temporary Road Closure - Prospect Road - Saturday 6 October 2018 15

6. Additional Business Items

7. Extraordinary Business Items

File Ref: 18/771

REPORT TO: Temporary Road Closures Subcommittee

MEETING DATE: Thursday 20 September 2018

FROM: Transportation Operations Engineer

Tim Bateman

SUBJECT: Temporary Road Closures - Annual A&P Show - Elwood Road - Friday 19 October 2018 and Tour of the Bay Fun Ride - Romanes Drive - Sunday 21 October 2018

1.0 SUMMARY

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

1.2 The Hawke’s Bay A & P Society – Elwood Road between Karamu Road and Otene Road. The road closure will be from 7:00am until 6:00pm, Friday, 19 October 2018. The purpose of this road closure is to ensure public safety across Elwood Road during the Hawke’s Bay A&P Show ‘People’s Day’.

The Annual Hawke’s Bay Tour - (formerly Tour of the Bay Fun Ride) Romanes Drive between Napier Road and Brookvale Road. The road closure will be from 6:00am until 4:00pm, Sunday, 21 October 2018. The purpose of the above road closure is to provide a safe finish area for cyclists participating in the annual Hawke’s Bay Tour (cycling events).

1.3 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.

1.4 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 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 the above temporary road closures be approved, subject to conditions.

2.0 BACKGROUND

2.1 The above events are being undertaken by:

2.2 The Hawke’s Bay A & P Society require the temporary road closure of Elwood Road between Karamu Road and Otene Road. This will be the second temporary closure of this road during the 2018 calendar year. The closure of Elwood Road is to ensure public safety for show patrons crossing the road during the Hawke’s Bay A&P Show ‘People’s Day’.

2.3 The Annual Hawke’s Bay Tour - (formerly Tour of the Bay Fun Ride) Romanes Drive between Napier Road and Brookvale Road. The road closure will be from 6:00am until 4:00pm, Sunday, 21 October 2018. The purpose of the above road closure is to provide a safe finish area for cyclists participating in the annual Hawke’s Bay Tour (cycling events).

2.4 The temporary closure check list (Attachment 1) details the necessary items that the organisers need to submit as part of their applications for the above proposed road closures. GIS maps showing the area of the temporary road closures are also attached – as Attachment 2: Elwood Road and Romanes Drive.

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) have been 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 closures detailed above.

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

5.0 SIGNIFICANCE AND ENGAGEMENT

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

Elwood Road – Hawke’s Bay Annual A&P Show Day:

5.2 The temporary road closure of Elwood Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on: Wednesday, 29 August 2018.

5.3 The closing date for submissions was 4:00pm, Friday, 7 September 2018. No submissions were received.

5.4 If the road closure is approved final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 22 September 2018.

5.5 The average daily traffic count for Elwood Road is 4,000 vehicles per day.

Romanes Drive – Tour of the Bay Fun Ride:

5.6 The temporary road closure of Romanes Drive has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on: Wednesday, 29 August 2018.

5.7 The closing date for submissions was 4:00pm, Friday, 7 September 2018. No submissions were received.

5.8 If the road closure is approved final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 22 September 2018.

5.9 The average daily traffic count for Romanes Drive is 3,400 vehicles per day.

5.10 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 closure. 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, including compliance with the Health and Safety Plan, have been provided in the recommendations.

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:

“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 activities 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 Operations Engineer titled “Temporary Road Closures - Annual A&P Show - Elwood Road - Friday 19 October 2018 and Tour of the Bay Fun Ride - Romanes Drive - Sunday 21 October 2018” dated 20/09/2018 be received.

B) That, there being no submissions received, the Council approve the temporary road closures of:

Elwood Road between Karamu Road and and Otene Road. The road closure will be from 7:00am until 6:00pm, Friday, 19 October 2018.

Romanes Drive from Napier Road to Brookvale Road. The road closure will be between 6:00am and 4:00pm, Sunday, 21 October 2018.

C) 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.

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 these events with details of the date, 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. (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 organisers can undertake their events in a safe and controlled environment with all risks minimised and managed.

Attachments:

1	Checklist Annual A&P Show Elwood Road 19 October 2018	TR-8-18-9494
2	Overview Plan Map Annual A&P Show Elwood Road 19 October 2018	TR-8-18-9495
3	Checklist Tour of the Bay Fun Ride Romanes Drive 21 October 2018	TR-8-18-9496
4	Overview Plan Map Tour of the Bay Fun Ride Romanes Drive 21 October 2018	TR-8-18-9497

File Ref: 18/822

REPORT TO: Temporary Road Closures Subcommittee

MEETING DATE: Thursday 20 September 2018

FROM: Transportation Operations Engineer

Tim Bateman

SUBJECT: Temporary Road Closure - Prospect Road - Saturday 6 October 2018

1.0 SUMMARY

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

1.2 The Hawke’s Bay Racing Club - Prospect Road between Royston Hospital and King Street South. The road closure will be between 6:00am and 7:00pm, Saturday, 6 October 2018. The purpose of this road closure is to hold the annual horse racing Spring Carnival.

1.3 The closure of this section of Prospect Road is to provide a safe area for pedestrians to cross the road and access / exit the race course.

1.4 This request arises from the need to inform and gain Hastings District Council (‘the Council’) approval in order to comply with legal process to temporarily close the above road.

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 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.

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

2.0 BACKGROUND

2.1 The above event is being undertaken by the Hawke’s Bay Racing Club (HBRC) requiring the temporary road closure of Prospect Road between Royston Hospital and King Street South. This will be the first temporary 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 Racing club can ensure the safe passage of patrons to and from the racecourse.

2.3 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. A GIS map showing the area of the temporary road closure is also attached – as Attachment 2: Prospect Road.

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 (TMP) has been submitted to the Hastings District Council and the TMP 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 organiser of the above event has 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 Prospect Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on: Saturday, 25 August 2018.

5.3 The closing date for submissions was 4:00pm, Wednesday, 12 September 2018. No submissions were received.

5.4 If the temporary road closure is approved final formal public notification will be published in the Hawke’s Bay today newspaper on Saturday, 22 September 2018.

5.5 The traffic count for Prospect Road is 625 vehicles per day.

5.6 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 MoT, NZTA or the NZ Police.

6.0 HEALTH AND SAFETY

7.0 ALCOHOL

7.1 Council’s Consolidated Bylaw - Chapter 4, states that Prospect Road is prohibited for the consumption, bringing into, or possession of alcohol within the ban area on the first Saturday in October between 7.00am and 11.00pm, therefore a liquor ban is in operation.

8.0 ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

8.1 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.”

9.0 PREFERRED OPTION/S AND REASONS

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

9.2 Given that there are no submissions in opposition to the closure and that subject to the recommended conditions the activities 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.

10.0 RECOMMENDATIONS AND REASONS

A) That the report of the Transportation Operations Engineer titled “Temporary Road Closure - Prospect Road - Saturday 6 October 2018” dated 20/09/2018 be received.

B) That, there being no submissions received, the Council approve the temporary road closure of Prospect Road between Royston Hospital and King Street South. The road closure will be between 6:00am and 7:00pm, Saturday, 6 October 2018.

C) 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. This event is conducted in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

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

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

4. A copy of the relevant liability insurance policy is received.

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

6. Emergency Services are contacted regarding the holding of this event with details of the date, location and time frame.

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

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

(ii) And, 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 Plan including any conditions attached in the plan.

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

Attachments:

1	Checklist HBRC Spring Carnival Prospect Rd 6 October 2018	TR-8-18-9492
2	Overview Plan Map HBRC Spring Carnival Prospect Rd 6 October 2018	TR-8-18-9493

Hastings District Council

Lyndon Road East, Hastings

Temporary Road Closures Subcommittee