Agenda of Hastings District Rural Community Board

Hastings District Rural Community Board – Terms of Reference

The Community Board is a separate entity to the Council. The role of the Community Board is set out in Section 52 of the Local Government Act 2002. The Council is authorised to delegate powers to the Community Board.

Membership (6 members)

Chair (elected by the Board)

Deputy Chair (elected by the Board

4 Elected Community Board Members

1 Mohaka Ward Councillor

1 Kahuranaki Ward Councillor

Quorum – 4 members

DELEGATED POWERS

General

1. To maintain an overview of services provided by the Council within the Community Board’s area.

2. To represent, and act as an advocate for, the interests of the community represented.

3. To consider and report on all matters referred to the Board by the Council, or any matter of interest or concern to the Community Board.

4. To communicate with community organisations and special interest groups within the community;

5. To undertake any other responsibilities that are delegated to it by the Council.

6. To appoint a member of the Community Board to organisations approved by the Council from time to time.

LONG TERM PLAN/ANNUAL PLAN/POLICY ISSUES

7. Authority to make a submission to the Long Term Plan/Annual Plan process on activities, service levels and expenditure (including capital works priorities) within the Board’s area or to make a submission in relation to any policy matter which may have an effect within the Board’s area.

ROADING AND TRAFFIC

8. Authority to exercise the Council’s powers and functions in relation to roads within the Board’s area under the following sections of the Local Government Act 1974:

· Section 335 (vehicle crossings);

· Section 344 (gates and cattle stops);

· Section 355 (overhanging trees).

9. Authority to exercise the Council’s statutory powers (including any relevant powers conferred by bylaw) over roads within the Board’s area in respect of:

(i) Road user behaviour at intersections;

(ii) Controls on stopping or overtaking

(iii) Controls on turning

(iv) Pedestrian safety,

(v) Footpath maintenance and improvements.

(vi) Accident investigation studies, lighting and other safety works

10. For the avoidance of doubt, nothing in this delegation authorises a Community Board to deal with a matter, in the exercise of delegated authority, in a manner which is conflict with any policy or decision of the Council or any standing committee of the Council in relation to the same matter.

HASTINGS DISTRICT COUNCIL

Hastings District Rural Community Board MEETING

Monday, 9 December 2019

VENUE:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

2.00pm

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 Hastings District Rural Community Board held Thursday 7 November 2019.

(Previously circulated)

4. Rural Transportation Activities Report 5

5. Bridge Projects Funding 23

6. Howard Estate Act 1978 - Advisory Board Appointment 31

7. Additional Business Items

8. Extraordinary Business Items

File Ref: 19/1179

REPORT TO: Hastings District Rural Community Board

MEETING DATE: Monday 9 December 2019

FROM: Transportation Operations Manager

Adam Jackson

SUBJECT: Rural Transportation Activities Report

1.0 PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1 The purpose of this report is to update The Rural Community Board with the Rural Transportation Programmed Project Status and Activities Report.

1.2 This report concludes by recommending that the report be received.

2.0 October 2019 Storm Event

2.1 A storm over 15th and 16th October saw over 200mm of rain fall across many parts of the district causing significant damage in some areas.

2.2 The estimate to repair the damage caused currently stands at $830,000. This estimate has been provided to NZTA and is being reviewed by them. The annual budget for large storm events is $296,000 only.

2.3 Additional local share is required to be funded from the emergency reserve fund for the works over and above this budget. The table below shows the effect of this work on the Rural Flood Emergency Event Reserve, and this report concludes with a recommendation that the Rural Community Board approve allocation of $290,000 from the reserve fund to fund this storm damage.

Activity	Total Cost	Additional Local Share Required	Emergency Event Reserve Balance
Balance (October 2019)			$1,437,761
Budgeted costs for storm event	$296,000
Costs in excess of allocated budget	$534,000	$288,360	$1,149,401.00

3.0 Low Cost – Low Risk Programme (old Minor Safety)

3.1 Council officers have finalised the projects for the 2019/20 programme which are being constructed and/or designed currently. The status of the projects are:

Item	Road	Status
Motorcycle Safety Improvements	Middle Road	Complete
Crash Reduction Study Outcomes	Waimarama Road	CRS received. Improvement opportunities to be implemented once prioritised by HDC Officers.
Crash Reduction Study Outcomes	Taihape Road	Priority 1 items being investigated for implementation and passing opportunities designs underway where CRS items coincide with these.
Pukehaumoamoa Recycle Station Entrance	Taihape Road	Design is complete. Build will commence in February 2020
High Risk Rural Road – Safety improvements	Middle Road widening	Middle Road rehabilitation project has commenced. Due date for completion is March 2020.

4.0 BRIDGE UPDATE

4.1 Construction at Avery’s (Ohurakura Road) have been completed and the bridge weight restriction can be removed now.

4.2 Ohara (Big Hill Road) strengthening works have begun with the underside of the deck and partial closure of the bridge is planned for the December/January period.

4.3 Riggirs (Maraetotara Road) will shortly be procured for construction in this financial year. Moeangiangi (Waikare Road) design has been completed and is being tendered with a funding clause.

4.4 Mangatahi Low Level (Mangatahi Road) and Taylors (Kirkowhero Road) is undergoing design, in order to be ready for tendering next financial year.

4.5 Berry (Berry Road) bridge will not be able to meet full HPMV without some management of the structure.

4.6 Site investigation and preliminary data gathering for the remaining bridge strengthening programme has been completed and the reporting of findings are underway.

4.7 Turamoe No. 2 Bridge at the end of Turamoe Road is undergoing tender preparation.

4.8 Boundary bridge maintenance contracts have been updated and are being worked through Rangitikei, Napier and Central Hawkes Bay District Councils. Rangitikei contract have been secured and minor amendments are being requested for Napier and Central Hawkes Bay District Councils.

5.0 WORKS UPDATE

5.1 Attachment 1 provides an update of Area Wide Pavement Treatment (AWPT) works across DRA2

5.2 Attachment 2 provides an update of other works across DRA2.

5.3 Attachment 3 provides the Rural Community Board with a photographic snapshot of activities undertaken between August 2019 and November 2019.

6.0 RECOMMENDATIONS - NGĀ TŪTOHUNGA

A) That the Hastings District Rural Community Board receives the report titled Rural Transportation Activities Report dated 9 December 2019.

B) That the Hastings District Rural Community Board recommend to Council that $290,000 from the Rural Flood Emergency Event Reserve be put towards funding storm damage remediation work arising from the October 2019 storm event.

Attachments:

1 ⇩	Council Governance - 2016-2020 Council, Committees & Standing Committees - RCB - Roading Report App1	CG-14-113
2 ⇩	Council Governance - 2016-2020 Council, Committees & Standing Committees - RCB - Roading Report App2	CG-14-114
3 ⇩	Council Governance - 2016-2020 Council, Committees & Standing Committees - RCB Report Dec 2019 - App3 Photos July-Nov 2019	CG-14-115

File Ref: 19/1220

REPORT TO: Hastings District Rural Community Board

MEETING DATE: Monday 9 December 2019

FROM: Bridge Engineer

Anu Ileperuma

SUBJECT: Bridge Projects Funding

1.0 EXECUTIVE SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1 The purpose of this report is to seek endorsement from the Rural Community Board and for the Community Board to recommend to Council that the bridge strengthening programme funding to be advanced from 2020/2021 to 2019/2020.

1.2 This report contributes to the purpose of local government by primarily promoting economic wellbeing and more specifically through the Council’s strategic objectives of efficient movement of goods and infrastructure supporting economic growth.

1.3 The bridge strengthening programme is already approved in the current Long Term Plan (LTP) 2018-28 and is ahead of schedule.

1.4 In order to advance Moeangiangi bridge project, funding needs to be advanced from 2020/2021 financial year to 2019/2020 financial year.

1.5 The programme’s local share is loan funded.

1.6 Officers require Council’s approval to advance the local share of the funding from next financial year to this financial year to carry out Moeangiangi project.

1.7 Key implications of advancing the funding are:

· Minimal financial impact as to complete the project, the loan will be drawn earlier but overall bridge programme budget is to remain the same.

· The weight restriction on the bridge will be removed a year earlier than programmed, allowing users to unlock benefits earlier.

2.0 RECOMMENDATIONS - NGĀ TŪTOHUNGA

A) That the Hastings District Rural Community Board receives the report titled Bridge Projects Funding.

B) That the Hastings District Rural Community Board recommend that Council approve advancement of the budgeted local share funding of $322,000 for the bridge strengthening programme from 2020/21 to 2019/20 in order to complete the Moeangiangi Bridge upgrade.

3.0 BACKGROUND – TE HOROPAKI

3.1 The bridge strengthening programme identified under capacity/restrictive bridges and routes which have high transport demand for heavy vehicles.

3.2 These would see benefit from being strengthened to allow local road users to increase their productivity by reducing transport costs.

3.3 The bridge strengthening programme was included and approved by the Council in the current Long Term Plan (LTP) 2018-28.

3.4 A business case was prepared, consulted with appropriate stakeholders and was approved by New Zealand Transport Agency (NZTA) to acquire subsidy.

3.5 Since the commencement of the project, bridges along Taihape, Kereru, Ohurakura, Napier, Pakowhai (except two bridges along these routes) and individual previously restricted bridges (Willowford, Red and Berry bridge) have been evaluated and required strengthening works have been completed.

3.6 The bridge programme is ahead of predicted schedule at the moment.

3.7 Moeangiangi project is included in the business case due to the current bridge restriction and strengthening works are programmed to be constructed next financial year.

3.8 The programme budget for this financial year cannot accommodate Moeangiangi project.

3.9 The project has been tendered subject to funding approval.

3.10 NZTA cash flow adjustment to advance funding have been applied for and approved.

4.0 DISCUSSION - TE MATAPAKITANGA

4.1 Moeangiangi Bridge has been weight restricted due to capacity issues since December 2017 and it serves a large stock farming station and stock farming land without any alternative routes available to them.

4.2 There have been few attempts to lessen the restriction on its users, at their request, to carry out their operations without the restriction having any adverse effect on their transportation needs.

4.3 The interim measures could only improve the situation slightly and a permanent solution to improve the bridge’s capacity is proposed.

4.4 The bridge strengthening programme budget for this financial year cannot accommodate the construction work required to upgrade the bridge capacity and remove the restriction.

4.5 In order to carry out the project this year, total amount of $699,000 (46%, local share of $322,000) needed to be advanced from next year’s programme to this year’s programme.

4.6 A cash flow adjustment with NZTA has been arranged and has been approved for their share of 54%.

4.7 The bridge programme’s local share is loan funded. Hence the financial implications of advancing the project are minor. Such that:

· The loan is not drawn until the project is constructed – construction to start in late January to May 2020

· Only the loan repayment is local share funded. This amounts to approximately $11,000 for the year.

5.0 OPTIONS - NGĀ KŌWHIRINGA

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 The funding is advanced from 2020/2021 financial year to 2019/2020 financial year:

Advantages

· The Moeangiangi Bridge restriction can be removed a year in advance

· Allows the users to optimise their truck movements by using high productivity motor vehicle (HPMV) trucks following the upgrade

Disadvantages

· Minor financial implication of the loan funded local share is drawn earlier in this financial year instead of next financial year

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.2 Do not advance funding from 2020/2021 financial year to 2019/2020 financial year:

Advantages

· The loan is drawn down as programmed in the next financial year

Disadvantages

· The Moeangiangi Bridge restriction is kept as is until next financial year

· Users are restricted in their movements until the upgrade works are constructed until June 2021

6.0 NEXT STEPS - TE ANGA WHAKAMUA

6.1 Once the funding advancement has been approved:

· Tender can be awarded to undertake the upgrade works

· Construction is planned to commence late January 2020 to end of April 2020

· Restriction will be removed following the completion of works

Attachments:

1 ⇩

Bridge Strengthening Programme Map with Programmed Timing as of 2019 for LTP

TR-2-3-19-54

SUMMARY OF CONSIDERATIONS - HE WHAKARĀPOPOTO WHAIWHAKAARO

The bridge strengthening programme is already approved in the current Long Term Plan (LTP) 2018-28 and is ahead of schedule.

In order to advance Moeangiangi bridge project, funding needs to be advanced from 2020/2021 financial year to 2019/2020 financial year.

The programme’s local share is loan funded.

Officers require Council’s approval to advance the local share of the funding from next financial year to this financial year to carry out Moeangiangi project.

Key implications of advancing the funding are:

- Minimal financial impact as to complete the project, the loan will be drawn earlier but overall bridge programme budget is to remain the same.

- The weight restriction on the bridge will be removed a year earlier than programmed, allowing users to unlock benefits earlier.

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural well-being of communities in the present and for the future.

This report contributes to the purpose of local government by primarily promoting economic wellbeing and more specifically through the Council’s strategic objectives of efficient movement of goods and infrastructure supporting economic growth.

Link to the Council’s Community Outcomes - E noho hāngai pū ai ki te rautaki matua

This proposal promotes the economic well-being of communities in the present and for the future through the Council’s strategic objectives of efficient movement of goods and infrastructure supporting economic growth.

Māori Impact Statement - Te Tauākī Kaupapa Māori

There are no known impacts for the Tangata Whenua.

Sustainability - Te Toitūtanga

There are no known impacts on the sustainability.

Financial considerations - Ngā Whaiwhakaaro Ahumoni

There are minor financial implications ($11,000) due to advancing drawing down on loan funded local share. However these impacts are minor and the portion of loan funded local share does not change for the overall programme.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This report has been assessed under the Council's Significance and Engagement Policy as being of no significance.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto, ā-waho

The bridge strengthening programme has been thoroughly consulted with stakeholders and community through Council initiated workshops and through the annual plan.

Furthermore, the road users of Moeangiangi bridge have been consulted regarding the project and interim measures.

Risks: Legal/ Health and Safety - Ngā Tūraru: Ngā Ture / Hauora me te Haumaru

Health and Safety risks identified in this project are:

· Traffic – working on or near live lanes: Mitigated by working in accordance with Traffic Management Plan

· Working at height – scaffolding: Mitigated by working in accordance with WorkSafe guidelines

· Working above water: Mitigated by working in accordance with WorkSafe guidelines

· Moving machinery – Crane: Mitigated by working in accordance with WorkSafe guidelines

· Weather – Mitigated by working to contractor approved Health and Safety Plan. Anticipated on-site works programme December 2019; then January 2020.

· Manual Handling: Mitigated by working in accordance with WorkSafe guidelines

· Safe Work Practices for - Hazardous material, Water Blasting, Welding and Painting: Mitigated by undertaking to industry accepted Best Practice.

Rural Community Board - Ngā Poari-ā-hapori

The bridge strengthening programme works does effect the Community board as most of the bridges within the programme are located rurally. The endorsement of the recommendation of this report is sought to Council.

File Ref: 19/1242

REPORT TO: Hastings District Rural Community Board

MEETING DATE: Monday 9 December 2019

FROM: Manager: Democracy and Governance

Jackie Evans

SUBJECT: Howard Estate Act 1978 - Advisory Board Appointment

1.0 PURPOSE AND SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA

1.1 The purpose of this report is to seek guidance from the Rural Community Board on the Council’s nomination to the Howard Estate Advisory Board.

1.2 The Public Trust is responsible for the administration of Smedley Station and Cadet Training Farm. The Howard Estate Advisory Board (established 1927) advises the Public Trust. The Board comprises of 6 members appointed by the Governor-General on the nominations of Hawke’s Bay organisations including 1 member who is appointed on the joint recommendation of the Napier City Council, Hastings District Council and the HB Chamber of Commerce.

1.3 The three term of office of the current appointee, Michelle Monteith is coming to an end in 2020. Ms Monteith has indicated a willingness to continue to represent the Urban Local Bodies and Chamber of Commerce for a further three year term.

1.4 In 2017 Ms Monteith was selected as member of the Board following a competitive interview process by selection panel comprising the Mayors of Hastings District, Napier City and Hawke’s Bay Chamber of Commerce, and has served on the Board for the past three years.

1.5 The nomination will require the support of Napier City Council and HB Chamber of Commerce.

1.6 The Rural Community Board’s recommendation will be submitted to the Council for endorsement.

2.0 OPTIONS

2.1 The Board can either:

2.1.1 nominate Ms Michelle Montheith for a further 3 year term, or

2.1.2 submit an alternative nomination for consideration.

2.0 RECOMMENDATIONS - NGĀ TŪTOHUNGA

A) That the Council/Committee receives the report titled Howard Estate Act 1978 - Advisory Board Appointment.

B) That the Board recommend to Council the re-appointment of Michelle Monteith as a member of the Howard Estate Advisory Board for the period 23 August 2020 to 23 August 2023 pursuant to Section 19 (1)(d) of the Howard Estate Act 1978.

Attachments:

1 ⇩

Howard Estate Advisory Board Appointment - Smedley Station

EXT-10-19-19-42

Hastings District Council

Lyndon Road East, Hastings

Hastings District Rural Community Board – Terms of Reference