HASTINGS DISTRICT COUNCIL
Temporary Road Closures
Subcommittee MEETING
Thursday, 20 June 2019
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VENUE:
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Green Room
Ground Floor
Civic Administration Building
Lyndon Road East
Hastings
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TIME:
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8.45am
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A G E N D A
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1. Apologies
At the close of the agenda no apologies
had been received.
Leave of Absence had previously
been granted to Councillor Watkins
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 9 May 2019.
(Previously circulated)
4. Temporary Road
Closures - Glenross Road - 22 June 2019, Waikoau Road - 23 June 2019, Otene
Road - 30 June 2019 - Hawke's Bay Car Club 5
5. Additional
Business Items
6. Extraordinary
Business Items
REPORT TO: Temporary
Road Closures Subcommittee
MEETING DATE: Thursday 20
June 2019
FROM: Transportation Officer
Lynn
Burden
SUBJECT: Temporary
Road Closures - Glenross Road - 22 June 2019, Waikoau Road - 23 June 2019,
Otene Road - 30 June 2019 - Hawke's Bay Car Club
1.0 SUMMARY
1.1 The
purpose of this report is to obtain a decision from the Committee for the
temporary road closures requested by:
The Hawke’s
Bay Car Club (HBCC) to hold a series of motorsport
events:
1.2 Glenross
Road - from outside Rapid Number 336 to the end of
the road. Access to Rapid Numbers 382, 384 and 386 will be retained. The road
closure will be between 9:00am to 5:00pm, Saturday, 22 June 2019.
1.3 Waikoau
Road - from outside Rapid Number 43 to the
intersection with Mokamoka Road. The road closure will be between 9:00am and
5:00pm, Sunday, 23 June 2019.
1.4 Otene
Road - between Ruahapia Road and Elwood Road. The
road closure will be between 9:00am and 5:00pm, Sunday, 30 June 2019.
1.5 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.
1.6 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.
1.7 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 the above temporary road closures be approved,
subject to conditions.
2.0 BACKGROUND
2.1 The
above events are being undertaken by the following organisation:
2.2 The
HBCC - Glenross Road, Waikoau Road and Otene Road. This will be the first temporary closure
of the above roads during the 2019 calendar year. The above roads have all been chosen specifically for their suitability for holding
motorsport events.
2.3 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 are also attached – as part of Attachment
1: Glenross Road, Waikoau Road and Otene Road.
2.4 At
the time of writing this report there were no planned road works that will
affect or impact the above temporary road closures. Additionally, traffic that
would once have used Ruahapia Road and Otene Road is now travelling along the
recently opened Te Ara Kahikatea (Whakatu Arterial) route.
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 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. The HBCC has been requested to make contact with
the forestry harvesting companies operating out of Glenross Road to advise them
of this event and manage any potential issues.
5.2 The
temporary road closures of Glenross Road, Waikoau Road and Otene Road
has been posted on the Council website and formal public notification was published
in the Hawke’s Bay today newspaper on: Thursday, 9 May 2019 (Glenross
Road and Waikoau Road) and Friday, 24 May 2019 (Otene Road)
5.3 The
closing date for submissions for: Glenross Road and Waikoau Road was
4:00pm, Thursday, 23 May 2019. No submissions were
received. The closing date for submissions for Otene
Road was 4:00pm, Friday, 7June 2019. No submissions
were received.
5.4 The
average daily traffic count for Glenross Road is: 36 vehicles per
day, Waikoau Road is: 83 vehicles per day and Otene Road
is: 530 vehicles per day
5.5 If
the road closures are approved, final formal public notification will be
published in the Hawke’s Bay Today newspaper on Friday, 21 June 2019.
5.6 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
emergency services, MoT or NZTA.
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 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 activity can proceed and be undertaken in a safe
and controlled environment, the risks associated with this closures can then be
minimised and safely managed to Council’s satisfaction.
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9.0 RECOMMENDATIONS
AND REASONS
A) That
the report of the Transportation Officer titled “Temporary
Road Closures - Glenross Road - 22 June 2019, Waikoau Road - 23 June 2019,
Otene Road - 30 June 2019 - Hawke's Bay Car Club” dated 20/06/2019
be received.
B) That, there being no submissions received in respect of the
Hawke’s Bay Car Clubs temporary road closure applications, the Council approve
the following temporary road closures:
· Glenross Road - from outside Rapid Number 336 to the end of the road. Access to
Rapid Numbers 382, 384 and 386 will be retained. The road closure will be
between 9:00am to 5:00pm, Saturday, 22 June 2019.
· Waikoau Road - from outside Rapid Number 43 to the intersection with Mokamoka
Road. The road closure will be between 9:00am and 5:00pm, Sunday, 23 June
2019.
· Otene Road - between Ruahapia Road and Elwood Road. The road closure will be
between 9:00am and 5:00pm, Sunday, 30 June 2019.
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. 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 this activity 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.
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.
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Attachments:
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1
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Temporary Road Closures - Checklist and Maps -
Motorsport events - Glenross Road - 22 June 2019, Waikoau Road - 23 June 2019
and Otene Road - 30 June 2019
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CG-14-16-00327
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Hastings District
Council
