Civic and Administration Subcommittee

A Subcommittee of the Operations and Monitoring Committee.

Fields of Activity

The Civic and Administration Subcommittee is responsible for making delegated decisions and advising the Operations and Monitoring Committee by;

· Assisting Council in the allocation of Community Grants by;

- Reviewing applications for Community Grants.

- Setting appropriate performance measures to assist in the measurement of delivery of activities funded from Grants.

- Allocation of grant funding within the budget allocation.

· Assisting Council in its general overview of procurement and tender activity by accepting tenders which exceed the Chief Executive’s delegated authority to approve, for projects previously approved by Council or a Standing Committee within the delegated authority.

· Assisting Council by reviewing and considering submissions and deciding applications for temporary closure of roads.

· Recommending to Council the appointment of trustees to Te Mata Park Trust Board.

· Recommending to Council the appointment of directors to Hastings District Holdings Limited.

· Recommending to Council the appointment of List Members to the District Licencing Committee.

Assisting Council by reviewing, considering nominations and recommending recipients of Civic Awards.

Membership

· 8 Councillors.

· 1 Heretaunga Takoto Noa: Māori Standing Committee Member appointed by Council.

· The Group Manager Planning and Regulatory Services to be a member only when the Subcommittee is recommending the appointment of List Members to The Hastings District Licencing Committee.

· The Chief Executive to be a member only when the Committee is making a decision on tendering and procurement matters.

· The Group Manager: Asset Management to be a member only when the Subcommittee is making a decision on tendering and procurement matters.

· The Transportation Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.

· The Environmental Consents Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.

· The Chair of the Te Mata Park Trust Board to be a member only when the Committee is making a decision on appointments to the Te Mata Park Trust Board.

· The Group Manager: Corporate to be a member only when the Committee is making a decision on appointments to the boards of any Council Controlled Organisations.

· Chair appointed by Council.

· Deputy Chair appointed by Council.

Quorum - a minimum of 3 members

Delegated Powers

1) Authority to exercise all Council’s powers, functions and authorities (except where prohibited by law or otherwise delegated) in relation to the allocation of grant funding within the budget allocation.

2) Authority to accept tenders for individual projects previously approved by the Council or a Standing Committee of the Council up to a value of $10,000,000.

3) Responsibility to provide oversight and direction on tendering processes in general and/or specific issues relating to a particular project.

4) All the Council’s powers and functions in respect to temporary prohibition of traffic under Section 342(1)(b) and clause 11(e) of Schedule 10 of the Local Government Act 1974.

5) Recommend to Council the appointment of Trustees to Te Mata Park Trust Board in accordance with the policy on Appointment of Trustees for Te Mata Park Trust Board, and the provisions of section 57 of the Local Government Act 2002.

6) Recommend to Council the appointment of director positions for Hastings District Holdings Limited in accordance with the Council’s Policy on Appointment and Remuneration of Directors for Council Organisations.

7) Recommend to Council the recipients of Civic Awards.

8) Recommend to Council the appointment of List Members to the Hastings District Licensing Committee in accordance with the policy on the appointment of members for the District Licensing Committee, and the provisions of Sections 192 – 194 of the Sale and Supply of Alcohol Act 2012.

Tuesday, 4 May 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic and Administration Subcommittee Meeting

Te Rārangi Take
Report to Civic and Administration Subcommittee

Nā:

From:

Lynn Burden, Transportation Officer

Te Take:

Subject:

Temporary Road Closure - Hawke's Bay Marathon - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road - 15 May 2021

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Committee in regard to the following temporary road closures as requested below. This request arises 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 roads listed below:

New Zealand Sotheby’s International Realty Hawke’s Bay Marathon (HB Marathon)

Beatson Road from Windsor Avenue to the end of Beatson Road – 5:00am – 9:00am

Crosses Road from St Georges Road to Napier Road – 8:00am – 9:00am

Karanema Drive between Napier Road and Te Mata Road – 8:00am – 9:15am

River Road (Havelock North) the final kilometre of River Road with resident access only – 8:00am – 11:00am

Haumoana Road from Beach Road to the end of Haumoana Road with resident access only – 6:00am – 2:00pm

Grove Road (Haumoana) the entire length – 6:00am – 2:00pm

Grange Road (Haumoana) the entire length with resident access only – 6:00am – 2:00pm

Clifton Road between 41 Clifton Road and 252 Clifton Road (Te Awanga Estate entrance) with resident access only – 6:00am – 3:00pm

The road closures will be on Saturday, 15 May 2021. The purpose of these proposed road closures is to hold the Hawke’s Bay Marathon.

1.2 Five submissions in opposition to the closures were received and the concerns raised have been resolved with those parties. Details are included in the Consultation – internal and/or external section of this report. Therefore, the activity can be undertaken in a safe and controlled environment, the risks associated with these closures can be minimised and safely managed to Council’s satisfaction, subject to the recommended conditions.

2.0 Recommendations and Reasons

A) That the Civic and Administration Subcommittee receive the report titled “Temporary Road Closure - Hawke's Bay Marathon - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road - 15 May 2021” dated 4/05/2021.

B) That the Civic and Administration Subcommittee approve the following temporary road closures. Five submissions in opposition to the temporary road closures have been received and resolved with those parties, in respect of this application.

1. New Zealand Sotheby’s International Realty Hawke’s Bay Marathon (HB Marathon)

Beatson Road from Windsor Avenue to the end of Beatson Road – 5:00am – 9:00am

Crosses Road from St Georges Road to Napier Road – 8:00am – 9:00am

Karanema Drive between Napier Road and Te Mata Road – 8:00am – 9:15am

River Road (Havelock North) the final kilometre of River Road with resident access only – 8:00am – 11:00am

Haumoana Road from Beach Road to the end of Haumoana Road with resident access only – 6:00am – 2:00pm

Grove Road (Haumoana) the entire length – 6:00am – 2:00pm

Grange Road (Haumoana) the entire length with resident access only – 6:00am – 2:00pm

Clifton Road between 41 Clifton Road and 252 Clifton Road (Te Awanga Estate entrance) with resident access only – 6:00am – 3:00pm

The road closures will be on Saturday, 15 May 2021.

C) That the Civic and Administration Subcommittee approve the above temporary road closures subject to the following conditions to be complied with to the satisfaction of the Group Manager: Asset Management:

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

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

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

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

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

vi. Emergency Services are contacted regarding the holding of this event with details of the dates, locations and time frames.

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

viii. 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.

ix. 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.

3.0 Background – Te Horopaki

3.1 This report covers the application by The Ironman Group to temporarily close roads so that the HB Marathon can be held. The preferred option is to allow the closure of the following roads so that the above event can be undertaken.

Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road.

3.2 The temporary road closures will be managed in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

3.3 A detailed Traffic Management Plan (TMP) is to be submitted to the Hastings District Council and the TMP will be approved for implementation, subject to the temporary road closure application being approved.

3.4 The temporary road closure checklist (Attachment 1) details the necessary items that the organiser needs to submit as part of their application for the above proposed temporary road closures

3.5 GIS maps showing the area of the temporary road closures are also attached as part of Attachment 1: (Ironman New Zealand) - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road.

3.6 At the time of writing this report there were no planned road works that will affect or impact the above temporary road closures.

4.0 Discussion – Te Matapakitanga

4.1 The above event is being undertaken by the following organisation:

The Ironman Group: Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road. This will be the first temporary closure of the above roads during the 2021 calendar year. The above roads have been chosen specifically for their suitability for holding a sporting event.

4.2 The average daily traffic count for the following roads is:

Beatson Road	50 vehicles per day
Crosses Road	4825 vehicles per day
Karanema Drive	9500 vehicles per day
River Road	215 vehicles per day
Haumoana Road	1507 vehicles per day
Grove Road	50 vehicles per day
Grange Road	710 vehicles per day
Clifton Road	2000 vehicles per day

5.0 Options – Ngā Kōwhiringa

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

5.1 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.

5.2 Temporary road closure options listed below:

· Option A: Approve the temporary road closures detailed above.

· Advantages: These events can proceed and contribute to the safe use of roads within the district for these proposed events.

· Disadvantages: Traffic will be impeded for a short period of time.

· Option B: Do not approve the temporary road closures detailed above, or only approve one, two, three, four, five, six, seven or eight of these temporary road closures.

· Advantages: Traffic will not be impeded or only traffic on specific roads will be impeded.

· Disadvantages: Depending on which roads are temporarily closed this may result in the cancellation of some or all of the proposed events.

6.0 Next steps – Te Anga Whakamua

6.1 See above for options related to these proposed temporary road closures.

Attachments:

1 ⇩	Attachment 1 - Temporary Road Closures - Checklists and Maps - Hawkes Bay Marathon - 15 May 2021	CG-16-14-00139
2 ⇩	Attachment 2 - Emails from and to - Te Awanga residents - Hawkes Bay Marathon - 15 May 2021	CG-16-14-00141
3 ⇩	Attachment 3 - Emails from and to - Haumoana 4 Square operator - Hawkes Bay Marathon - 15 May 2021	CG-16-14-00140

Summary of Considerations - He Whakarāpopoto Whakaarohanga

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 wellbeing of communities in the present and for the future.

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.”

This report contributes to the purpose of local government by primarily promoting the cultural and social wellbeing of the community.

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the appealing visitor destinaton wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

There are no known impacts for Tangata Whenua.

Sustainability - Te Toitūtanga

There are no known implications for sustainability.

Financial considerations - Ngā Whakaarohanga Ahumoni

The advertising cost for this event is being met by the event organisers: being theIronman Group

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of low significance.

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

The organisers of the above events have been in contact with affected parties/residents via resident visiting and letter drops.

The proposed temporary road closures of the HB Marathon have been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Thursday, 18 March 2021.

The closing date for submissions for was 4:00pm on Thursday, 1 April 2021.

A total of five people have sent emails with queries /comments to the Hastings District Council about the temporary road closures related to the HB Marathon. These emails have been sent by four residents of Te Awanga. The Four Square store operator in Haumoana also sent an email asking for information regarding the proposed temporary road closures associated with Haumoana.

Summary:

The four emails from Te Awanga residents broadly cover the following:

The temporary road closure process in general including the advertising, consultation process and the legal ability of the Hastings District Council to temporarily close roads.

The private driveway to be used as a detour including Land use Agreements, the surface condition and insurance issues.

Email 1: Cherry Taylor – Te Awanga resident

Comment: Query about the use of the private roadway / driveway as a detour for residents of Te Awanga (while Clifton Road is temporarily closed), also about the surface of the roadway / driveway.

Email 2: Steve Holder – Te Awanga resident

Comment: Query about the use of the private driveway as a detour for residents of Te Awanga. Also insurance concerns and the surface condition driveway. Further comments about the Temporary Road Closure process.

Email 3: Raewyn and John Owens – Te Awanga residents

Comment: Query about alternative access during the temporary road closure of Clifton Road, along with the legal ability of Hastings District Council to temporarily close roads.

Email 4: Janette Beattie – Te Awanga resident

Comment: Query about the alternative access being used as a detour including consent from the landowners. Also resident consent query.

Response to the above summarised comments:

Due to the common theme of some of the questions in the emails, a summary of the officer’s responses is included below:

Discussions have been undertaken with the organisers of the HB Marathon. The use of the private driveway as a detour route will be subject to land use agreements with the two separate landowners. At the time of writing this report verbal agreement has been reached between the Ironman Group and the two separate land owners.

Traffic management will be put in place which includes a temporary speed limit on the driveway. Manual traffic control (Stop / Go) will also be used to direct motorists using this detour. The slower speed environment has been put in place to maintain traffic flows and reduce the impact of the road surface on vehicles. The private driveway is narrower than a standard road and does not have a chip seal or asphaltic concrete surface. The above option is temporary and can be managed by the slower speed limit and traffic management provisions.

The following paraphrased statement and quote is from the email sent from the HB Marathon organisers dated Tuesday, 6 April 2021.

From an insurance perspective any incidents (including driver behaviour or external factors) on this driveway would be covered by a combination of ACC and vehicle insurance policies. The HB Marathon event organiser has advised that they “have indemnified the owner of this private road for any claims of this nature made by third parties against the owner. This is part of our role as responsible event organisers who rely on co-operation from land owners so that our events run to plan with as little detrimental impact to the community as possible.”

Email 5: Marie Walters – Haumoana (Four Square store operator)

Comment: The operator of the Four Square store in Haumoana sent an email asking for information regarding the proposed temporary road closures associated with Haumoana.

Response: Details of the temporary road closures associated with Haumoana with date and time information was supplied. The HB Marathon event organisers have also advised that they have spoken directly with the Four Square store operator about details of the marathon and temporary road closures.

Additionally, as part of the temporary road closure process the HB Marathon organisers have undertaken resident visiting and letter drops to affected residents. This is included as part of the temporary road closure process required by the Hastings District Council.

Temporary road closures and the Hastings District Council’s authority in respect of these (which are delegated to the Civic and Administration Subcommittee) are set out under section 342(1)(b) clause 11(e) of Schedule 10 of the Local Government Act 1974.

As part of this process the Council advertises proposed temporary road closures so that the public are made aware of any such applications and have the opportunity to make a submission.

If the proposed temporary road closures are approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Friday, 14 May 2021.

The emails from the four Te Awanga residents were all received prior to the 1 April 2021 closing date and officers are addressing these email comments as submissions. Responses were sent to these residents as included in Attachment 2. None of the residents indicated that they wished to speak to their respective submission.

A further email has been sent to these residents advising them of the meeting date and time and they have also been sent a link to the website so that they can view the agenda and report. Following the 4 May 2021 meeting the residents will be sent a copy of the Subcommittee’s decision.

The above emails from Emails 1 – 4 from the Te Awanga residents are included as Attachment 2. Email 5 from the Haumoana Four Square store operator is included as Attachment 3.

Risks

Opportunity: To seek temporary road closures for the purpose of holding one sporting event.

REWARD – Te Utu

RISK – Te Tūraru

Following an assessment of the risks involved in holding events of this type organisers have applied for temporary road closures to ensure the safety of competitors and the public.

Safety (public)

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

There are no implications for the Rural Community Board. They have been advised of the proposed temporary road closures.

Tuesday, 4 May 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic and Administration Subcommittee Meeting

Te Rārangi Take
Report to Civic and Administration Subcommittee

Nā:

From:

Andrea Taaffe, City Centre Activation Officer

Te Take:

Subject:

Vibrancy Fund

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Subcommittee regarding allocations of grants from the Vibrancy Fund.

1.2 The Vibrancy Fund is open to groups or individuals to apply for vibrancy events or activations in the city centre (festivals, music, murals, temporary installations).

1.3 Past recipients of this funding include Fringe In the Stings, Hastings City Business Association (ice rink), Wynn Drabble (Music in the CBD). These events have provided a positive impact to the community in the CBD.

1.4 This is the second funding round for this year, but the first time that Vibrancy Fund applications are being considered by the Civic and Administration Subcommittee.

1.5 This report concludes by recommending that the funds be allocated to those applicants assessed by the Subcommittee as having the highest merit, being of wide appeal, being accessible and deliver to the needs of the community.

2.0 Recommendations – Ngā Tūtohunga

A) That the Civic and Administration Subcommittee Meeting receive the report titled Vibrancy Fund dated 4 May 2021.

B) That the Subcommittee review the applications to the Vibrancy Fund; and

C) That the Subcommittee allocates the budget allocation of $14,861.84 to those applicants whom it considers will best assist Council to achieve its desired community outcomes.

3.0 Background – Te Horopaki

3.1 Usually the full funding year is from 1 July to 1 July, with $50,000 funding available to be split evenly over two funding rounds during that time.

3.2 The timing for the current funding round being considered at this meeting is slightly different, as it opened on 1 November 2020 and closed on Monday, 19 April 2021. As noted in 1.4 above, this is the first time that the applications will be considered by the Civic and Administration Subcommittee. Four applications were received by the closing date (Attachment 1).

3.3 The next full funding round, Round 1, will have an allocation of $25,000 that will become available on 1 July 2021 (for delivery for the six months 1 July to 31 December 2021).

3.4 Round 2 will then open 1 November 2021 (for delivery for the six months 1 January to 30 June 2022).

3.5 The remaining budget for the current year’s Vibrancy Fund is $21,742 for which current applications total $14,861.84 (as set out in the table under 4.1 below).

3.6 To be eligible for funding, groups or individuals need to show how their project fits with one or more of the priorities below (summarised from the application form):

1. Aligns with the Hastings District Council Toi-Tu Arts Strategy.

2. Supports the local creative community.

3. Promotes happy, healthy and active communities.

4.0 Discussion – Te Matapakitanga

4.1 Four applications have been received in this funding round.

App#	Applicant	Project Title	Brief Project Description	Amount requested PA
CCV008	Shane Pole	Markival	A community based market with an emphasis on sustainable recycled/ upcycled arts and crafts made by local artisans, and multi cultural performances. And workshops provided by local performers.	$1,000.00
CCV011	Shayne Jeffares	FLASH TRASH	Foto iwi would like to create a photography competition for rangatahi to submit images to be used on the top of 30 bins in the CBD. The competition will be promoted to the wider youth community, through schools and organisations, and to Foto iwi membership also featured and promoted in the Foto iwi Zine (recent successful grant from Hastings Creative Communities) and widely on social media. The project guideline will ask for images that create a visual point of difference, while providing a message with an environmental focus.	$4,736.84
CCV012	Anthony van Dorsten	Free Happy Art	The concept: Matt Ligens created this piece to spread happiness through small yet meaningful interactions between people on an everyday basis. “All our shit stinks” is one of his many mantras, CEO’s and ganators [janitors] all have their own battles. This piece seeks to spread happiness through a unique interaction between a member of the public and an artist in a small booth in the shape of a pyramid. Hastings specific role out: For this iteration of Free Happy Art, we will roll out the pyramid in central Hastings locations during busy weekday lunch times and weekend evenings. The public is encouraged to talk to the artist about what makes them happy and the artist gifts them a quick sketch or painting in return. Hastings artists: We will pay local artists to activate the booth for 2 hours at a time, delivering Free Happy Art to members of the public.	$4,125.00
CCV013	Liz Remmerswaal	Peace Poles in Hastings.	A temporary installation of Peace Poles each created by Hastings secondary students to be displayed in the Hastings Civic Square during the month of August 2021.	$5,000.00

Vibrancy Fund TOTAL AVAILABLE				$21,742.00
Vibrancy Fund TOTAL REQUESTED				$14,861.84
Vibrancy Fund BALANCE				$6,880.16

4.2 The applications are contained in Attachment 1.

4.3 Committee members can view the full application and attachments via their Smarty Grants Login. https://manage.smartygrants.com.au/

5.0 Options – Ngā Kōwhiringa

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

5.1 That the Civic and Administration Subcommittee review the applications for the Vibrancy Fund, to consider the applications against the criteria and allocate the total requested of $14,861.84.

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

5.2 That the Civic and Administration Subcommittee review the applications for the Vibrancy Fund, to consider the applications against the criteria and to not allocate the total requested of $14,861.84.

6.0 Next steps – Te Anga Whakamua

6.1 All applicants will be contacted following the meeting and advised of the outcome of the Subcommittee’s decision in regard to their application.

Attachments:

1 ⇩

Vibrancy Fund Applications

COP-01-13-1-21-2

Summary of Considerations - He Whakarāpopoto Whakaarohanga

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

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the Social wellbeing of communities in the present and for the future, by promoting services to meet recreational, arts and cultural needs.

Māori Impact Statement - Te Tauākī Kaupapa Māori

There are likely to be positive impacts for Tangata Whenua, as for the wider community.

Sustainability - Te Toitūtanga

No known impacts for sustainability.

Financial considerations - Ngā Whakaarohanga Ahumoni

These applications are to be funded from this year’s Vibrancy Fund. The current balance is $21,742.00 and only funding up to that amount can be considered.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of low significance.

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

There has been no external consultation except that the Grant round has been open and transparent inviting all community organisations to apply.

Risks

The recommendation being proposed is the best option to ensure an accountable and transparent governance process. Using the established and approved HDC Vibrancy Fund processes ensures security of applicants’ data, supports a fair review process and established monitoring and reporting process.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

There are no implications for Community Boards.

Te Rā Hui: Meeting date:	Tuesday, 4 May 2021
Te Wā: Time:	9.00am
Te Wāhi: Venue:	Landmarks Room Ground Floor Civic Administration Building Lyndon Road East Hastings
Te Hoapā: Contact:	Democracy and Governance Services P: 06 871 5000 \| E: democracy@hdc.govt.nz
Te Āpiha Matua: Responsible Officer:	General Counsel - Scott Smith

Mematanga: Membership:	Koromatua Chair: Councillor Malcolm Dixon Ngā KaiKaunihera Councillors: Damon Harvey, Eileen Lawson, Simon Nixon (Deputy Chair), Henare O’Keefe, Wendy Schollum, Geraldine Travers and Kevin Watkins Tania Eden - Heretaunga Takoto Noa Māori Standing Committee appointee Youth Council Appointees: Esta Chaplin and Satyam Saha Transportation Manager, Jag Pannu AND Environmental Consents Manager, Caleb Sutton – for Item 4 Mayor Sandra Hazlehurst (ex-officio)
Tokamatua: Quorum:	3 members
Apiha Matua Officer Responsible:	General Counsel – Scott Smith
Te Rōpū Manapori me te Kāwanatanga Democracy & Governance Services:	Christine Hilton (Extn 5633)

1.0	Apologies & Leave of Absence – Ngā Whakapāhatanga me te Wehenga ā-Hui 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.
2.0	Conflict of Interest – He Ngākau Kōnatunatu 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 Manager: Democracy and Governance (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.
3.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Civic and Administration Subcommittee Meeting held Thursday 1 April 2021. (Previously circulated)
4.0	Temporary Road Closure - Hawke's Bay Marathon - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road - 15 May 2021	9
5.0	Vibrancy Fund	33
6.0	Minor Items – Ngā Take Iti
7.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Temporary Road Closure - Hawke's Bay Marathon - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road - 15 May 2021
Attachment 1 - Temporary Road Closures - Checklists and Maps - Hawkes Bay Marathon - 15 May 2021	Attachment 1

Item 4 Temporary Road Closure - Hawke's Bay Marathon - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road - 15 May 2021
Attachment 2 - Emails from and to - Te Awanga residents - Hawkes Bay Marathon - 15 May 2021	Attachment 2

Item 4 Temporary Road Closure - Hawke's Bay Marathon - Beatson Road, Crosses Road, Karanema Drive, River Road, Haumoana Road, Grove Road, Grange Road and Clifton Road - 15 May 2021
Attachment 3 - Emails from and to - Haumoana 4 Square operator - Hawkes Bay Marathon - 15 May 2021	Attachment 3

Item 5 Vibrancy Fund
Vibrancy Fund Applications	Attachment 1