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.

Thursday, 30 September 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 - Ōtene Road - 3 October 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 road listed below:

The Hawke’s Bay Car Club (HBCC)

· Ōtene Road between Elwood Road and Ruahapia Road. The road closure will be between 9:00am and 5:00pm, Sunday, 3 October 2021. The purpose of this road closure is hold a motorsport event.

1.2 Given that there are no submissions in opposition to the closure 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.

1.3 As part of the notification process for this proposed temporary road closure, HBCC representatives visited each of the persons deemed to be affected by the proposed closure. This is an important part of each proposed temporary road closure and is undertaken by the respective applicant involved. In this case there was a shorter duration allowed for receipt of submissions due to reasons outlined in the Consultation section of this report.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic and Administration Subcommittee receive the report titled Temporary Road Closures - Ōtene Road - 3 October 2021 dated 30 September 2021

B) That the Civic and Administration Subcommittee approve the following temporary road closure as no submissions have been received in respect of this application:

1. The Hawke’s Bay Car Club: Ōtene Road between Elwood Road and Ruahapia Road. The road closure will be between 9:00am and 5:00pm, Sunday, 3 October 2021.

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 is 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 date, location and time frame.

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

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. The Hawke’s Bay Car Club event 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 application by the HBCC to hold a sporting event being:

· Ōtene Road between Elwood Road and Ruahapia Road

3.2 The temporary road closure 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 organisers needs to submit as part of their application for the above proposed temporary road closure.

3.5 A GIS map showing the area of the temporary road closure is also attached as part of Attachment 1: being Ōtene 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 closure.

4.0 Discussion – Te Matapakitanga

4.1 The above event is being undertaken by:

· HBCC – Ōtene Road. This will be the first temporary closure of these roads 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 Ōtene Road is: 660 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 closure detailed above, subject to conditions that will ensure public safety is maintained.

Temporary road closure options listed below:

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

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

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

· Option B: Do not approve the temporary road closure detailed above.

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

· Disadvantages: Depending on which road is temporarily closed this may result in the cancellation of the proposed event.

6.0 Next steps – Te Anga Whakamua

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

Attachments:

1 ⇩

Temporary Road Closure – Checklist and Map - Ōtene Road - 3 October 2021

CG-16-14-00234

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 closure.

1. Ōtene Road

The proposed temporary road closure of Ōtene Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper Friday, 17 September on 2021.

The closing date for submissions for Ōtene Road was Monday, 20 September 4:00pm, 2021. No submissions were received.

The short duration for submissions was due to an advertising oversight as it was mistakenly thought that this temporary road closure had already been advertised for submissions. The late advertisement and shortened time period for submissions was put in place so this temporary road closure could be considered by the Civic and Administration Subcommittee at its meeting on 30 September meeting. Additionally, the HBCC undertook Resident Visiting (subject to Level 2 Covid-19 conditions) to inform affected residents of the reduced submission period and gather any feedback from residents.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 2 October 2021.

Risks

Opportunity: To seek a temporary road closure for the purpose of holding one sporting event (motorsport event).

REWARD – Te Utu

RISK – Te Tūraru

Following an assessment of the risks involved in holding an event of this type organisers have applied for a temporary road closure 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 closure.

Te Rā Hui: Meeting date:	Thursday, 30 September 2021
Te Wā: Time:	8.45am
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
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 – Ngā Whakapāhatanga An apology has been received from Youth Council Appointee - Esta Chaplin. 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 5 August 2021. (Previously circulated)
4.0	Temporary Road Closures - Ōtene Road - 3 October 2021	9
5.0	Minor Items – Ngā Take Iti
6.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Temporary Road Closures - Ōtene Road - 3 October 2021
Temporary Road Closure – Checklist and Map - Ōtene Road - 3 October 2021	Attachment 1