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.
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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
a)
A minimum of 3 members - for Subcommittee
meetings where the agenda items only address proposed temporary road closure
applications (when there are no submitters).
b)
A minimum of 5 members for all other meetings of
the Subcommittee.
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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.
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Hastings
District Council: Civic Development Subcommittee Meeting
Te Rārangi Take
Report to Civic Development Subcommittee
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Nā:
From:
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Alf Johnson, Network
Controls Manager
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Te Take:
Subject:
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Temporary Road Closures
- Building Opening Ceremony - 22 July 2023
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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 closure 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:
Building
Opening Ceremony: Hastings Street from Heretaunga Street to Eastbourne
Street. The road closure will be between 9.00am to 2.00pm on Saturday, 22 July
2023. The purpose of this event is to hold a Building Opening Ceremony.
1.2 Given
that there are no submissions in opposition to the closure and subject to the
recommended conditions the activities can proceed and be undertaken in a safe
and controlled environment. The risks associated with this closure can then be
minimised and safely managed to Council’s satisfaction.
1.3 As
part of the notification process for the proposed temporary road closure,
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. Details
of the consultation undertaken in regard to the above proposed temporary road
closure are set out under the consultation section of this report.
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2.0 Recommendations -
Ngā Tūtohunga
A) That the Civic
Development Subcommittee receive the
report titled Temporary Road Closures - Building Opening Ceremony - 22 July
2023 dated 4 July 2023.
B) That the
Civic Development Subcommittee approve the following temporary road
closure subject to no submissions or objections having been received in
respect of this applications:
i. Building
Opening Ceremony: Hastings Street from Heretaunga Street to Eastbourne
Street. The road closure will be between 9.00am to 2.00pm on Saturday, 22 July
2023. The purpose of this road closure is to hold a Building Opening
Ceremony.
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.
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3.0 Background – Te Horopaki
3.1 This
report covers the application to hold an event, being:
Building
Opening Ceremony: Hastings Street from Heretaunga Street to Eastbourne
Street. The road closure will be between 9.00am to 2.00pm on Saturday, 22 July
2023.
3.2 The
above temporary road closure 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 application being approved.
3.4 A
temporary road closure checklist, set out under the consultation section of the
report, details the necessary items that the organizer/s need to submit as part
of their application/s for the above proposed temporary road closure.
3.5 GIS maps
and details showing the extent of the proposed temporary road closure are
attached (Attachment 1).
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 closure.
4.0 Discussion – Te Matapakitanga
Building Opening Ceremony – 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 6718
vehicles).
The above road has been chosen
specifically for their suitability for holding the respective event.
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 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:
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 the temporary road closure detailed above.
· Advantages:
Traffic will not be impeded.
· Disadvantages:
The proposed event may need to be cancelled.
6.0 Next steps – Te Anga Whakamua
6.1 See above for options
related to this proposed temporary road closure.
Attachments:
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1⇩
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Attachment for Proposed Temporary Road Closure application
- Church opening TMD - to be addressed at Civic Development Subcommittee
meeting on 4 July 2023
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CG-17-14-00095
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Summary of
Considerations - He Whakarāpopoto Whakaarohanga
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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.
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Māori
Impact Statement -
Te Tauākī Kaupapa Māori
There are no known impacts for Tangata
Whenua.
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Sustainability
- Te
Toitūtanga
There are no known impacts for
sustainability.
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Financial
considerations -
Ngā Whakaarohanga Ahumoni
The advertising cost for these events
are being met by the organiser/s of the events: Building owners.
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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.
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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. Building
Opening Ceremony
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 Friday,
23 June 2023.
The closing date for submissions was
4:00pm, Monday, 3 July 2023. No submissions have been received at the time of
writing this report.
If the road closure/s are approved, final
formal public notification will be published for the Building Opening
Ceremony in the Hawke’s Bay Today newspaper.
Items received:
Building
Opening Ceremony
Temporary Road Closure
application
Yes
Traffic Management
Plan
Yes
Road
Bond
NA
Resident Visiting
Form
Yes
Event Safety
plan
NA
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Risks
Opportunity: To seek temporary road
closures for the purpose of holding a cultural event and a sports event.
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REWARD
– Te Utu
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RISK
– Te Tūraru
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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.
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Safety (public)
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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.
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