Agenda of Civic Development Subcommittee Meeting

A Subcommittee of the Performance and Monitoring Committee.

Fields of Activity

The Civic Development Subcommittee is responsible for making delegated decisions and advising the Performance 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.

· Assisting Council by remaining cognisant of activities in the Community that deliver improved wellbeing and safety outcomes and advising Council how it can appropriately enable these activities.

· Providing guidance and oversight to Council Officers in the delivery of Council safety and security investments & initiatives to improve community wellbeing and sense of feeling safe and welcome.

· Providing guidance and oversight to Council Officers in the delivery of major Council civic development capital projects (projects as assigned to the Subcommittee).

· Providing comprehensive six monthly (and as required) Council civic development capital project progress reports to the Performance and Monitoring Committee.

· Providing guidance and oversight to Council Officers in the delivery of major Council and Council enabled Events.

Providing guidance and oversight to Council Officers in the active promotion of Hastings as a Visitor Destination.

Membership

· 8 Councillors.

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

· 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 Licensing Committee.

· The Chief Executive to be a member only when the Subcommittee 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 Subcommittee is making a decision on applications for temporary closure of roads.

· The Environmental Consents Manager to be a member only when the Subcommittee 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 Subcommittee is making a decision on appointments to the Te Mata Park Trust Board.

· The Chief Financial Officer to be a member only when the Subcommittee is making a decision on appointments to the boards of any Council Controlled Organisations.

· Chair appointed by Council.

· 2 Youth Council Members appointed by Council (non-voting)

Quorum

5 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, 9 February 2023

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic Development Subcommittee Meeting

Te Rārangi Take
Report to Civic Development Subcommittee

Nā:

From:

Alf Johnson, Network Controls Manager

Te Take:

Subject:

Triple Peaks Adventure Race, Te Mata Peak Road - 25 February 2023; Hastings Does Deco - 16 February 2023; and EIT Graduation Parade - 16 and 17 March 2023

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Civic Development Subcommittee 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:

Triple Peaks Adventure Race: Te Mata Peak Road from Water Tank car park to the Top of the Road. The road closure will be between 6.00am on Saturday, 25 February 2023 to 4.30pm on Saturday, 25 February 2023. The purpose of this road closure is to hold an Adventure Race.

Hastings Does Deco: Eastbourne St from Warren St to Russell Street, Karamu Road, from Heretaunga Street to Eastbourne Street. The road closure will be between 12.00pm on Thursday, 16 February 2023 to 10.00pm on Thursday, 16 February 2023.The purpose of these road closures is to hold Art Deco Celebrations.

EIT Graduation Parade: Hastings Street from Heretaunga Street East to Eastbourne Street East. The road closures will be between 12.00pm to 2.30pm on Thursday 16 March 2023 and Friday 17 March 2023. The purpose of these road closures is to hold a Graduation Parade.

1.2 Given that there are no submissions in opposition to the closures and subject to the recommended conditions the activities 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 these proposed temporary road closures, representatives visited each of the persons deemed to be affected by the proposed closures. This is an important part of each proposed temporary road closure and is undertaken by the respective applicant/s involved. Details of the consultation undertaken in regard to the above proposed temporary road closures are set out under the consultation section of this report.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receive the report titled Triple Peaks Adventure Race, Te Mata Peak Road - 25 February 2023; Hastings Does Deco - 16 February 2023; and EIT Graduation Parade - 16 and 17 March 2023 dated 9 February 2023.

B) That the Civic Development Subcommittee approve the following temporary road closures subject to no submissions or objections having been received in respect of these applications and on the basis that these events would be subject to any Covid-19 provisions in force as at the following date/s:

i. Triple Peaks Adventure Race: Te Mata Peak Road from Water Tank car park to the top of the Road. The road closure will be between 6.00am on Saturday, 25 February 2023 to 4.30pm on Saturday, 25 February 2023. The purpose of this road closure is to hold an Adventure Race.

ii. Hastings Does Deco: Eastbourne Street from Warren St to Russell Street, Karamu Road, from Heretaunga Street to Eastbourne Street. The road closures will be between 12.00pm on Thursday, 16 February 2023 to 10.00pm on Thursday, 16 February 2023. The purpose of these road closures is to hold Art Deco Celebrations.

iii. EIT Graduation Parade: Hastings Street from Heretaunga Street East to Eastbourne Street East. The road closures will be between 12.00pm to 2.30pm on Thursday 16 March 2023 and Friday 17 March 2023. The purpose of these road closures is to hold a Graduation Parade.

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 is 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 organiser/s.

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/s are 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/s have 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.

3.0 Background – Te Horopaki

3.1 This report covers the application to hold events, being:

Triple Peaks Adventure Race: Te Mata Peak Road from Water Tank Carpark to Top of the Road. The road closure will be between 6.00am on Saturday, 25 February 2023 to 4.30pm on Saturday, 25 February 2023.

Hastings Does Deco: Eastbourne St from Warren St to Russell Street, Karamu Road from Heretaunga Street to Eastbourne Street. The road closures will be between 12.00pm on Thursday, 16 February 2023 to 10.00pm on Thursday, 16 February 2023.

EIT Graduation Parade: Hastings Street from Heretaunga Street East to Eastbourne Street East. The road closure will be between 12.00pm to 2.30pm on Thursday 16 & Friday 17 March 2023.

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

3.3 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 A temporary road closure checklist, set out under the consultation section of the report, details the necessary items that the organiser/s need to submit as part of their application/s for the above proposed temporary road closures.

3.5 GIS maps showing the extent of the proposed temporary road closures are attached (Attachments 1, 2 and 3).

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

4.0 Discussion – Te Matapakitanga

4.1 Triple Peaks Adventure Race – This will be the First temporary closure of this section of Te Mata Peak Road during the 2023 calendar year. (The average daily traffic count on this road is 500 vehicles).

Hastings Does Deco – This will be the first temporary closure of this section of Eastbourne Street and Karamu Road during the 2023 calendar year. (The average daily traffic count on this road is 5,666 vehicles).

EIT Graduation Parade – this will be the First temporary closure of this section of Hastings Street during the 2023 calendar year. (The average daily traffic count on this road is 6,718 vehicles).

The above roads have been chosen specifically for their suitability for holding the respective events or services.

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 Subcommittee approve the temporary road closures detailed above, subject to conditions that will ensure public safety is maintained.

Temporary road closure options listed below:

· Option A: Approve some or all of 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 on specific roads.

· Option B: Do not approve any of the temporary road closures detailed above.

· Advantages: Traffic will not be impeded.

· Disadvantages: The proposed events may need to be cancelled.

6.0 Next steps – Te Anga Whakamua

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

Attachments:

1 ⇩	Triple Peaks Adventure Race	CG-17-14-00013
2 ⇩	Hastings Does Deco	CG-17-14-00012
3 ⇩	EIT Graduation Parade	CG-17-14-00011

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.

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

This proposal promotes the cultural and social 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 impacts for sustainability.

Financial considerations - Ngā Whakaarohanga Ahumoni

The advertising cost for these events are being met by the organiser/s of the events: Triple Peaks Adventure Race, Hastings Does Deco and the EIT Graduation Parade.

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 to date regarding the above proposed temporary road closures.

Documents received in regard to each of the applications are set out at the end of this section.

1. Triple Peaks Adventure Race

2. Hastings Does Deco

3. EIT Graduation Parade

The above proposed temporary road closure/s have been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Saturday, 26 November 2022.

The closing date for submissions was 4:00pm, Tuesday, 20 December 2022. No submissions were received.

If the road closure/s are approved, final formal public notification will be published for the Horse of the Year and the Nest Fest music concert in the Hawke’s Bay Today newspaper.

Items received: Triple Peaks Adventure Race Hastings Does Deco EIT Graduation

Temporary Road Closure application Yes Yes Yes

Traffic Management Plan Yes Yes Yes

Road Bond NA NA Yes

Resident Visiting Form NA To be provided Yes

Event Safety plan NA NA NA

Risks

Opportunity: To seek temporary road closures for the purpose of holding two cultural events.

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 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.

Te Rā Hui: Meeting date:	Thursday, 9 February 2023
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:	Rebekah Dinwoodie – Group Manager: Community Wellbeing & Services

1.0	Apologies – Ngā Whakapāhatanga 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 Development Subcommittee Meeting held Thursday 15 December 2022. (Previously circulated)
4.0	Triple Peaks Adventure Race, Te Mata Peak Road - 25 February 2023; Hastings Does Deco - 16 February 2023; and EIT Graduation Parade - 16 and 17 March 2023	9
5.0	Minor Items – Ngā Take Iti
6.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Triple Peaks Adventure Race, Te Mata Peak Road - 25 February 2023; Hastings Does Deco - 16 February 2023; and EIT Graduation - 16 and 17 March 2023
Triple Peaks Adventure Race	Attachment 1

Item 4 Triple Peaks Adventure Race, Te Mata Peak Road - 25 February 2023; Hastings Does Deco - 16 February 2023; and EIT Graduation - 16 and 17 March 2023
Hastings Does Deco	Attachment 2

Item 4 Triple Peaks Adventure Race, Te Mata Peak Road - 25 February 2023; Hastings Does Deco - 16 February 2023; and EIT Graduation - 16 and 17 March 2023
EIT Graduation 2023	Attachment 3