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, 1 June 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 Closures - Gimblett Road - 20 June, Rally Hawke's Bay - 24 July 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:

The Hawke’s Bay Car Club (HBCC) - being two separate events:

· Gimblett Road the entire length. The road closure will be between 9:00am – 5:00pm, Sunday, 20 June 2021. The purpose of this road closure is hold a motorsport event.

· Rally Hawke’s Bay:

Waitara Road - from number 1015 to the intersection with Pohokura Road

Pohokura Road - from the intersection with Waitara Road to the intersection with Matahoura Road

Matahoura Road - from the intersection with Pohokura Road to number 607

The above roads will be closed from 6:30am until 11:00am, Saturday, 24 July 2021

Darkys Spur Road - from the intersection with Holts Forest Road to the intersection with Waipunga Road

Waipunga Road - from the intersection with Darkys Spur to the start of the seal outside number 536

The above roads will be closed from 2:00pm until 6:30pm, Saturday, 24 July 2021. The purpose of the above road closures is to hold a motorsport event.

1.2 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 these closures can then be minimised and safely managed to Council’s satisfaction.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic and Administration Subcommittee Meeting receive the report of the Transportation Officer titled Temporary Road Closures - Gimblett Road - 20 June, Rally Hawke's Bay - 24 July 2021 dated 1 June 2021

B) That the Civic and Administration Subcommittee approve the following temporary road closures as no submissions have been received in respect of these applications (both lodged by the Hawke’s Bay Car Club):

1. Gimblett Road the entire length. The road closure will be between 9:00am – 5:00pm, Sunday, 20 June 2021.

2. Rally Hawke’s Bay:

Waitara Road - from number 1015 to the intersection with Pohokura Road

Pohokura Road - from the intersection with Waitara Road to the intersection with Matahoura Road

Matahoura Road - from the intersection with Pohokura Road to number 607

The above roads will be closed from 6:30am until 11:00am, Saturday, 24 July 2021

Darkys Spur Road - from the intersection with Holts Forest Road to the intersection with Waipunga Road

Waipunga Road - from the intersection with Darkys Spur to the start of the seal outside number 536

The above roads will be closed from 2:00pm until 6:30pm, Saturday, 24 July 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. These events are conducted in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

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

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

iv. Copies of the relevant liability insurance policies are received.

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

vi. Emergency Services are contacted regarding the holding of these events 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 Plans including any conditions attached.

x. 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.

3.0 Background – Te Horopaki

3.1 This report covers the applications by the Hawke’s Bay Car Club to temporarily close the following roads so that two separate motorsport events can be undertaken.

· Gimblett Road

· Rally Hawke’s Bay covering the following roads: Waitara Road, Pohokura Road, Matahoura Road, Darkys Spur Road and Waipunga 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 Detailed Traffic Management Plans (TMP) are to be submitted to the Hastings District Council and the TMPs will be approved for implementation, subject to the temporary road closure applications being approved.

3.4 The temporary road closure checklist (Attachment 1) details the necessary items that the organisers needs to submit as part of their applications 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: Gimblett Road, Waitara Road, Pohokura Road, Matahoura Road, Darkys Spur Road and Waipunga 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 two events are being undertaken by the HBCC:

· Gimblett Road. This will be the first temporary closure of this road during the 2021 calendar year. The above road has been chosen specifically for its suitability for holding a sporting event.

- The average daily traffic count for Gimblett Road is: 20 vehicles per day.

· Rally Hawke’s Bay: Waitara Road, Pohokura Road, Matahoura Road, Darkys Spur Road and Waipunga 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.

- The average daily traffic counts for the above roads are listed below:

Waitara Road	160
Pohokura Road	80
Matahoura Road	250
Darkys Spur Road	31
Waipunga Road	42

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 or six 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 ⇩

Temporary Road Closures - Checklists and Maps - Gimblett Rd - 20 June 2021 and Rally Hawkes Bay - 24 July 2021

CG-16-14-00194

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 destination 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 these events is being met by the event organisers: being the HBCC.

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. They advise that no issues have been raised regarding the above proposed temporary road closures.

The temporary road closure of Gimblett Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Saturday, 27 March 2021.

The closing date for submissions for Gimblett Road was 4:00pm, Monday, 12 April 2021. No submissions were received.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 19 June 2021.

The temporary road closures of the roads related to the Rally Hawke’s Bay being: Waitara Road, Pohokura Road, Matahoura Road, Darkys Spur Road and Waipunga Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Saturday, 24 April i2021.

The closing date for submissions for the roads related to the Rally Hawke’s Bay was 4:00pm, Monday, 10 May 2021. No submissions were received.

If the road closures are approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Friday, 23 July 2021.

Risks

Opportunity: To seek temporary road closures for the purpose of holding two sporting events (two separate motorsport events) and four cultural events (a lamp lighting event held over four evenings and three separate military commemorative services).

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, 1 June 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 - additional application for 2020/21 funding round

1.0 Purpose and summary - Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Civic and Administration Subcommittee regarding the allocation of an additional grant being requested from the 2020/21 Vibrancy Fund balance. The 2020/21 funding round allocations were considered by the Subcommittee at its meeting on 4 May 2021.

1.2 The additional application fits within the criteria of the Vibrancy Fund as the fund aims to provide artistic and creative elements for our community and to attract visitors to experience our city centre. The application has also created an opportunity to use a local artist (Brandon Blair) to design and deliver the work.

1.3 The building owner/applicant, Simon Dunn, wishes to engage Brandon to paint a mural at 113 Queen Street East, Hastings. The applicant has requested to take advantage of an opportunity that has arisen which will assist to reduce the cost of his project (scaffolding in-situ that can be used for the project). The reduced project cost could be covered by the remaining balance currently in the Vibrancy Fund.

1.4 Applications for the next (2021/22) funding round are not due to be considered until later in June. Due to the circumstances involved, it is recommended that the applicant be given the opportunity to take advantage of the existing scaffolding, which he has permission to use.

1.5 The initial amount applied for had included an amount for scaffolding. Officers have spoken with Mr Dunn and have been advised that if the artist is able to use the existing scaffolding, the amount being requested could be reduced.

1.6 An amount of $7,000.00 could be covered by the 2020/21 Vibrancy Fund balance and officers recommend that this amount be granted to the applicant for the proposed mural.

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

1.8 As in Paragraph 1.6 above, if the amount the applicant is seeking to undertake this project is reduced then it could be covered by the balance currently in the 2020/21 Vibrancy Fund. (Note: The project cost in the smarty grants system will reflect the initial amount requested for the project, not the recommended total of $7,000.00).

1.9 All colours proposed to be used by the applicant in the mural meet the BS5252 (British Standard Colour Range) and therefore a resource consent is not required for this work.

2.0 Recommendations – Ngā Tūtohunga

A) That the Civic and Administration Subcommittee receive the report titled Vibrancy Fund - additional application for 2020/21 funding round dated 1 June 2021.

B) That the Subcommittee approve the application CVF2103(2) from Simon Dunn to undertake a mural at 113 Queen Street East, Hastings and the amount of $7,000.00 be allocated from the 2020/21 funding round for that project.

Attachments:

Application-CVF2103(2) - Simon Dunn for mural at 113 Queen St East, Hastings

Confidential in accordance with Section 7 (2) (h) of the Local Government Official Information and Meetings Act 1987

PRJ17-140-0139

Under Separate Cover

Colours for Queen St mural figure

Confidential in accordance with Section 7 (2) (h) of the Local Government Official Information and Meetings Act 1987

PRJ17-140-0140

Under Separate Cover

Tuesday, 1 June 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:

Kevin Carter, Community Grants and Partnerships Advisor

Te Take:

Subject:

2021 Single Year Community Grants

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Subcommittee on the 2021 round of allocations of grants from the Single Year Community Grant Scheme.

1.2 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 delivering the needs of the community.

1.3 Each application has also been assessed by relevant council officers prior to the assessment meeting to assist the subcommittee in making allocations. All applications are eligible and fit within the scope of the grant.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic and Administration Subcommittee Meeting receive the report of the Community Grants and Partnerships Advisor titled 2021 Single Year Community Grants dated 1 June 2021

B) That the Subcommittee review the applications to the 2021 Single Year Community Grants funding round; and

C) That the Subcommittee allocates the 2021 budget allocation of $245,000.00 to those applications whom it considers will best assist Council to achieve its desired Community Outcomes.

3.0 Background – Te Horopaki

3.1 The annual single year community grants round invites local community groups and organisations to apply to Council for an opportunity to work together to meet the current and future needs of our community.

3.2 Applications are invited from organisations delivering projects or services that address the following needs:

· Uplifting our community’s wellbeing by providing access to help and advice.

· Fostering a sense of pride within our district and across our diverse communities.

· Promoting happy, healthy and active communities.

3.3 Successful organisations are provided with a funding agreement and if required, assigned a Council officer (relationship manager) to work with them to achieve agreed outcomes for the grant awarded.

3.4 Grants are for one year only and available from 1 July 2021.

3.5 Applications opened on 22March and closed on 7May.

3.6 There are 48 applications to this year’s annual contestable funding round. This is a decrease from 2020 and 2019 where there were 57 and 68 applications received respectively. This may be due to the changes in priority areas and the availability of other grants such as the Multi Year Community Partnership Grants, community events grants and waste minimisation grants.

3.7 The committee members have been supplied with the applications for review, a summary of applications is in Attachment 1.

3.8 As with previous years applicants had been given the opportunity to present to the committee. (This was not an option in 2020 due to covid19 restrictions) 26 applicants will present to the committee in the morning on 1 July.

3.9 The value of requests is $502,666.29 (down from $662,008.80 and 2020 $1,153,067 in 2019), and the contestable grants budget for 2021/2022 is $245,000.00 meaning the budget allocation is oversubscribed by $257,666.29.

3.10 The full applications are confidential and contained in the additional Confidential Report

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

3.12 In February 2021 the committee allocated 17 three year Multi Year Community Partnership Grants to the following groups, this may have resulted in slightly lower applications.

*Arts Inc Heretaunga was awarded a one year contract pending an approved long term plan

4.0 Discussion – Te Matapakitanga

4.1 The objective of the Single Year Community Grants are for the development and delivery of community services or projects.

4.2 Evidence of planning and budgets are required as part of the application. Organisations are able to apply for up to $20,000 per year.

4.3 To be eligible for funding groups need to show how their project fits with one or more of the priorities below

· Uplifting our community’s wellbeing by providing access to help and advice.

· Fostering a sense of pride within our district and across our diverse communities.

· Promoting happy, healthy and active communities.

4.4 48 application have been received, The Subcommittee members have been supplied with the full applications via the Smarty Grants online platform, a summary of the applications can be found in Attachment 1.

5.0 Options – Ngā Kōwhiringa

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

5.1 This is for the Community Grants Subcommittee to review the applications for the 2021 contestable funding round, consider the officer comments and applicant presentations against the criteria and allocate the whole of the grant funding within the 2021 budget allocation of $245,000.00.

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

5.2 This is for the Community Grants Subcommittee to review the applications for the 2020 contestable funding round, consider the officer comments and applicant presentations against the criteria, and not allocate the whole of the grant funding within the 2020 budget allocation of $245,000.00.

6.0 Next steps – Te Anga Whakamua

6.1 Successful organisations are provided with a Funding Agreement and, if required assigned a Council officer (relationship manager) to work with them to achieve agreed outcomes for the grant awarded.

6.2 Grants are for one year only and available from 1 July 2021.

Attachments:

1 ⇨

2021 Single Year Community Grants Brief Project Description

CG-16-14-00195

Under Separate Cover

2021 Single Year Community Grants Full Applications

Confidential in accordance with Section 7 (2) (h) of the Local Government Official Information and Meetings Act 1987

COP-01-9-6-21-27

Under Separate Cover

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 decision contributes to the purpose of local government by primarily promoting social wellbeing and more specifically through the Council’s strategic objective of Council working with others to reduce levels of social disadvantage and income gaps in our community.

Māori Impact Statement - Te Tauākī Kaupapa Māori

No known impacts for Tangata Whenua

Sustainability - Te Toitūtanga

No known impacts for sustainability

Financial considerations - Ngā Whakaarohanga Ahumoni

There is an annual allocated budget for Community Grants of $245,000

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

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 Community Grants 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, 1 June 2021
Te Wā: Time:	9.00am
Te Wāhi: Venue:	Council Chamber 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 An apology from Tania Eden has 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 Tuesday 18 May 2021. (Previously circulated)
4.0	Temporary Road Closures - Gimblett Road - 20 June, Rally Hawke's Bay - 24 July 2021	9
5.0	Vibrancy Fund - additional application for 2020/21 funding round	23
6.0	2021 Single Year Community Grants	25
7.0	Minor Items – Ngā Take Iti
8.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Temporary Road Closures - Gimblett Road - 20 June, Rally Hawke's Bay - 24 July 2021
Temporary Road Closures - Checklists and Maps - Gimblett Rd - 20 June 2021 and Rally Hawkes Bay - 24 July 2021	Attachment 1