Kaupapataka
Agenda
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Te Rā Hui:
Meeting date:
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Tuesday, 7 November 2023
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Te Wā:
Time:
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9.00am
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Te Wāhi:
Venue:
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Council Chamber
Ground Floor
Civic Administration
Building
Lyndon Road East
Hastings
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Te Hoapā:
Contact:
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Democracy
and Governance Services
P: 06 871 5000
| E: democracy@hdc.govt.nz
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Te Āpiha Matua:
Responsible Officer:
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Group Manager: Community Wellbeing & Services - Rebekah
Dinwoodie
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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
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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Kaupapataka
Agenda
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Mematanga:
Membership:
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Koromatua
Chair: Councillor Malcolm Dixon
Ngā KaiKaunihera
Councillors: Michael Fowler, Damon Harvey, Henry
Heke, Kellie Jessup, Renata Nepe, Wendy Schollum and Kevin Watkins
Mayor Sandra Hazlehurst
Transportation Manager, Jag Pannu AND
Environmental Consents Manager, Caleb Sutton – for
Item 4
Heretaunga Takoto Noa Māori
Standing Committee appointee: Elizabeth Waiwiri-Hunt
Two Youth Council appointees: Esta Chaplin and Nikki
Mnyanyi
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Tokamatua:
Quorum:
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3 members - for meetings where the
agenda items only address proposed temporary road closure applications (if no
submitters).
5 members - for all other meetings
of the Subcommittee.
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Apiha Matua
Officer Responsible:
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Rebekah Dinwoodie – Group
Manager: Community Wellbeing & Services
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Te Rōpū Manapori me te Kāwanatanga
Democracy & Governance Services:
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Christine Hilton (Extn 5633)
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Te Rārangi Take
Order of Business
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1.0
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Apologies
– Ngā
Whakapāhatanga
An apology
from Councillor Harvey has been received.
At the
close of the agenda no requests for leave of absence had been received.
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2.0
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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.
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3.0
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Confirmation
of Minutes –
Te Whakamana i Ngā Miniti
Minutes of the
Civic Development Subcommittee Meeting held Tuesday 3 October 2023.
(Previously circulated)
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4.0
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Temporary
Road Closure - Hawke's Bay Car Club: Te Onepu Road on Sunday, 12 November
2023
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9
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5.0
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Change
of funding entity - Budget First Incorporated to Birthright Hawke’s Bay
Incorporated
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17
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6.0
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Policy
for Freedom of the District
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21
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7.0
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Change
of Wording to the Charter Granting Freedom of the District to the Queen
Alexandra's Mounted Rifles Regiment
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51
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8.0
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Minor Items
– Ngā Take
Iti
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9.0
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Urgent
Items –
Ngā Take Whakahihiri
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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 Closure -
Hawke's Bay Car Club: Te Onepu Road on Sunday, 12 November 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 regarding the following temporary road closure as
requested below. This request arises from the need to inform and gain the
approval of Hastings District Council (“the Council”) in order to
comply with the legal process to temporarily close the road listed below:
Hawke’s
Bay Car Club: Te Onepu Road from Rapid # 135 to Rapid # 456. The road
closure will be between 9.00am to 5.30pm on Sunday, 12 November 2023.The
purpose of the road closure is to hold a Car Sprint Event.
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 the 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 Closure - Hawke's Bay Car Club: Te Onepu Road on
Sunday, 12 November 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 the application:
i. Hawke’s
Bay Car Club: Te Onepu Road from Rapid # 135 to Rapid # 456. The road
closure will be between 9.00am to 5.30pm on Sunday, 12 November 2023.
The purpose of this road closure is to hold a Car Sprint Event.
Subject to the
following conditions to be complied with to the satisfaction of the Group
Manager: Asset Management:
i. The
event is 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 the
temporary road closure.
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:
Hawke’s
Bay Car Club: Te Onepu Road from Rapid # 135 to Rapid # 456. The road
closure will be between 9.00am to 5.30pm on Sunday, 12 November 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 organiser/s need to submit as part
of their application for the above proposed temporary road closure.
3.5 GIS maps
showing the extent of the proposed temporary road closure 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 closure.
4.0 Discussion – Te Matapakitanga
Hawke’s Bay Car Club –
Te Onepu Road – This will be the first temporary closure of this
section of Te Onepu Road during the 2023 calendar year. (The average daily
traffic count on this road is 159 vehicles).
The above roadsbeen 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
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:
The event can proceed and contribute to the safe use of roading within the
district for the proposed event.
· Disadvantages:
Traffic will be impeded for a short period of time on a specific road.
· 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 the proposed temporary road closure.
Attachments:
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1⇩
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Te Onepu 2
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CG-17-14-00132
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2⇩
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Te Onepu 1
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CG-17-14-00133
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3⇩
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Te Onepu 3
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CG-17-14-00134
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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: Hawke’s Bay Car
Club.
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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. Hawke’s
Bay Car Club – Te Onepu Motor Sprint
The above proposed temporary road closure has been posted on the Council website and formal public
notification was published in the Hawke’s Bay Today newspaper on Wednesday,
20 September 2023 and Monday, 21 September 2023.
The closing date for submissions was
4:00pm, Friday, 29 September 2023. No submissions were received.
If the road closis are approved, final
formal public notification will be published for the Hawke’s Bay Car
Club – Motor Sprint Event in the Hawke’s Bay Today newspaper.
Items received:
Hawke’s Bay Car Club.
Temporary Road Closure
application
Yes
Traffic Management
Plan
Yes
Road
Bond
Yes
Resident Visiting Form
Yes
Event Safety
plan
Yes
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Risks
Opportunity: To seek temporary road
closure for the purpose of holding a sporting 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
closure.
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Item 4 Temporary
Road Closure - Hawke's Bay Car Club: Te Onepu Road on Sunday, 12 November
2023
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Te Onepu 2
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Attachment 1
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Item 4 Temporary Road
Closure - Hawke's Bay Car Club: Te Onepu Road on Sunday, 12 November 2023
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Te Onepu 1
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Attachment 2
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Item 4 Temporary Road
Closure - Hawke's Bay Car Club: Te Onepu Road on Sunday, 12 November 2023
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Te Onepu 3
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Attachment 3
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Te
Hui o Te Kaunihera ā-Rohe o Heretaunga
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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Kevin Carter, Community
Lead - Recovery
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Te Take:
Subject:
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Change of funding entity
- Budget First Incorporated to Birthright Hawke’s Bay Incorporated
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1.0 Executive Summary – Te Kaupapa Me Te
Whakarāpopototanga
1.1 This
report concludes by recommending that that Civic Development Subcommittee
agrees to transfer the current funding arrangement with Budget First incorporated
to Birthright Hawke’s Bay incorporated to support programmes that aim to
build financial capability in the Hastings community.
1.2 Officers
are confident that Birthright Hawke’s Bay incorporated can continue to
grow and develop the programmes as per the original agreement.
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2.0 Recommendations - Ngā Tūtohunga
A) That
the Civic Development Subcommittee receive the report titled Change of
funding entity - Budget First Incorporated to Birthright Hawke’s Bay
Incorporated dated 7 November 2023.
B) That
the Subcommittee approve the funding to support Building Financial Capability
in Hastings Community being transferred from Budget First Incorporated to Birthright Hawke’s Bay
Incorporated for the 2023/2024 financial year.
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3.0 Background – Te Horopaki
3.1 At
the Civic and Administration meeting on 25 February 2021 the Civic and
Administration Committee approved a Multiyear Community Partnership Grant with
Budget First Inc for $15,000 per year for three years to cover operational
costs and to support programmes that aim to build financial capability in the
Hastings community.
3.2 On
13 July 2023 at a Special General Meeting members of Budget First Incorporated
approved the winding up of Budget First incorporated and moving all Contracts
over to Birthright Hawke’s Bay incorporated – excerpt of minutes
of that meeting is set out below.
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From
the Budget First Incorporated Special General Meeting- Minutes, Thursday 13th
July 2023
Held
at Craigs Investment Partners. Level 1, 15 Joll Road, Havelock North at
5.15pm
Present:
Paul Tait (Chairman), Lisa Pohatu, Michelle Middelberg, Victoria Wilson and
Hannah Fisher
-Vote on the winding up of BudgetFirst Incorporated All
agreed.
-Vote
on the gifting of Surplus Assets as outlined in proposal document to be
gifted to Birthright. All agreed.
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3.3 Birthright
Hawke’s Bay Incorporated has agreed to the current terms and conditions
of the funding agreement including all reporting requirements.
4.0 Discussion – Te Matapakitanga
4.1 Officers
are confident that Birth Right Hawke’s Bay incorporated will continue to
grow and develop the programmes in a positive way in line with the original
proposal.
4.2 2023
is the final year of the current three-year multiyear agreement. The agreement ends
on 30 June 2024.
5.0 Options – Ngā Kōwhiringa
Option One - Recommended Option -
Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga
5.1 That
the committee agrees to transfer the current funding contract to Birth Right
Hawke’s Bay Incorporated.
Option Two – Status Quo - Te Kōwhiringa Tuarua – Te
Āhuatanga o nāianei
5.2 That
the committee does not agree to transfer the current funding contract to Birth
Right Hawke’s Bay Incorporated and reallocates the funding.
6.0 Next steps – Te Anga Whakamua
6.1 If
the Committee agrees to the transfer, a new funding agreement will be developed
and managed in line with the Hastings District Council’s Contestable
Funding Framework.
Attachments:
There are no attachments for this report.
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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 social
wellbeing of communities in the present and for the future.
|
|
Māori
Impact Statement -
Te Tauākī Kaupapa Māori
NA
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Sustainability
- Te
Toitūtanga
NA
|
|
Financial
considerations -
Ngā Whakaarohanga Ahumoni
This funding is already approved and budgeted for
|
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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
NA
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Risks
NA
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Rural
Community Board –
Te Poari Tuawhenua-ā-Hapori
NA
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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:
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Charles Ropitini,
Principal Advisor: Relationships, Responsiveness & Heritage
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Te Take:
Subject:
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Policy for Freedom of
the District
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1.0 Executive Summary – Te Kaupapa Me Te
Whakarāpopototanga
1.1 The
purpose of this report is to recommend to Council the adoption of a policy to effectively
coordinate the administration of the Council’s granting and exercising of
Freedom of the District of Heretaunga Hastings in the two forms of:
· Charters
Granting Freedom of Entry (FoE) bestowing rights to military units, ships,
and establishments who have long standing and significant links to the
Heretaunga Hastings community and/or District of Heretaunga Hastings in
accordance with military law and tradition, and;
· Keys
to the District bestowing rights to the above-mentioned military entities,
or to other individuals or groups from Heretaunga Hastings that have made a
profound contribution in their field of endeavour, or to individuals or groups
from elsewhere that have made a profound contribution to Heretaunga Hastings.
1.2 As
knowledge of Charter Parades and civic ceremonial protocols become rare, it is
important for Council to have policies and procedures to appropriately guide
these significant Civic events.
1.3 At
a Ceremonial Parade on 7th September 1958, Hastings formally adopted
the Royal New Zealand Armoured Corps (R.N.Z.A.C.) entitling them to receive the
Freedom of the City. In recognition of the special relationship between
the City of Hastings and the R.N.Z.A.C., in August 1959 the Regimental Guidon
of the 9th Wellington East Coast Mounted Rifles (9th
W.E.C.M.R.) was placed in the Hastings City Council Chambers for public display
and safekeeping.
1.4 In
2003 the New Zealand Army undertook a significant reorganisation which also
resulted in a directive from the Chief of Army for the 9th
Wellington East Coast Mounted Rifles Regimental Guidon to be formally laid up
and kept in the preserve of the Hastings District Council.
1.5 A
policy is required for the ongoing care, maintenance, and remembrance of the
Guidon and its significance to Hawke’s Bay:
· Policy
for the Custodianship of the 9th Wellington East Coast Mounted
Rifles Regimental Guidon to ensure Council uphold active kaitiakitanga custodianship
of the Guidon as a significant gift from the Royal New Zealand Armoured Corps
to the District of Heretaunga Hastings.
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2.0 Recommendations - Ngā Tūtohunga
A) That
the Civic Development Subcommittee receive the report titled Policy for
Freedom of the District dated 7 November 2023
B) That
the Subcommittee approve and recommend to Council the adoption
of the following policies:
i. Policy
for Granting Freedom of the District of Heretaunga Hastings
ii. Policy for
the Custodianship of the 9th Wellington East Coast Mounted Rifles
Regimental Guidon.
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3.0 Background – Te Horopaki
3.1 The
tradition of Granting Keys dates back to medieval times, when many cities were
enclosed with walled fortifications. The key symbolised the political
relationship between cities or a ruler of the land on which the city was located
allowing a visiting hero or dignitary freedom to enter and leave the city at
will.
3.2 Charters
Granting Freedom of Entry are an ancient honour bestowed to a military unit
with historic ties to the area governed by an authority. The Charter
bestows upon military units the right to parade through the streets of the
District on ceremonial occasion, and to be present at official functions and
ceremonies.
3.3 In
accordance with military law and tradition this gives the unit the right to
march through the streets with swords drawn, bayonets fixed, and drums beating,
bands playing, and colours flying. The unit may carry out this privilege
without a police escort.
3.4 Military
Units that hold a current Charter for the Freedom of Entry are:
· Queen
Alexandra’s Mounted Rifles Regiment, R.N.Z.A.C.
· No.11
(District of Hastings) Squadron, Air Training Corps, N.Z. Cadet Forces
3.5 The
historical relationship with the Queen Alexandra’s Mounted Rifles stems
from the 9th Wellington East Coast Mounted Rifles Regiment raised on
17th March 1911 as one of 12 regionally based mounted rifles
regiments. Sir Andrew Russell was the units first Commanding Officer.
3.6 On
1st April 1956 the unit was renamed the 4th Armoured
Regiment (Wellington East Coast) R.N.Z.A.C. with its headquarters based in
Hastings.
3.7 On
being granted Freedom of the City of Hastings on 7th September 1958
the unit name was adjusted to 4th Armoured Regiment (Wellington East
Coast – City of Hastings Own) R.N.Z.A.C.
3.8 Through
successive reorganisations of the New Zealand Army, the relationship with the
R.N.Z.A.C. has been maintained by the Mayor on behalf of the people of
Heretaunga Hastings.
3.9 Exercising
Freedom of Entry is in the form of a Charter Parade, which in the past has been
a regular annual occurrence. In recent times Charter Parades have become
rare events, and knowledge around the structure, ceremonial protocol, and
organisation of Charter Parades now requires policy and procedural guidance to
moving forward.
4.0 Discussion – Te Matapakitanga
4.1 Policy
for Charters Granting Freedom of Entry and for Granting Keys to the District:
· Freedom
of Entry is granted to military units, ships, and establishments who have long
standing and significant links to the District of Heretaunga Hastings.
· Granting
Keys to the District is the highest Civic Honour bestowed by the Mayor to
non-military groups and/or individual from Heretaunga Hastings that have made a
profound contribution to Heretaunga Hastings.
· The
granting of Freedom of Entry and Keys to the District is a joint decision by
Council and the Heretaunga Takoto Noa Kōmiti by recommendation of the
Mayor. The granting of Freedom of the District has no legal bearing, however is
a significant decision of the District and requires the partnership of the
Heretaunga Takoto Noa Kōmiti.
4.2 Policy
for the Custodianship of the 9th Wellington East Coast Mounted
Rifles Regimental Guidon:
· The
policy ensures public access to the Guidon for ongoing remembrance.
· The
policy makes clear to the public that the military tradition of retired
Regimental Colours means the Guidon is laid up in perpetuity, is not to be
removed, will not be conserved to museum standards, and is to decay in its
permanent encasement.
· The
policy outlines the steps Council will take to maintain the memory of the
Guidon through active remembrance of the World War One battles and campaigns
honoured on the Guidon.
5.0 Options – Ngā Kōwhiringa
Option One - Recommended Option -
Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga
5.1 Option
One: is the preferred option. It recommends the Subcommittee approve the
policy and recommend its adoption to Council:
· Advantages:
Council have a clear set of policies and procedures to carry out Civic
ceremonial protocols to a standard expected when working with the New Zealand
Defence Force.
· Disadvantages:
Charter Parades and Civic Ceremony in the public realm has an impact to traffic
on specified roads for a short period of time.
Option Two – Status Quo - Te Kōwhiringa Tuarua – Te
Āhuatanga o nāianei
5.2 Option
Two: Do not approve the policies
· Advantages:
Council have a clear set of policies and procedures to carry out Civic ceremonial
protocols to a standard expected when working with the New Zealand Defence
Force.
· Disadvantages:
Charter Parades and Civic Ceremony in the public realm has an impact to traffic
on specified roads for a short period of time.
6.0 Next steps – Te Anga Whakamua
6.1 The
report and recommendation will also require resolution from the Heretaunga
Takoto Noa Kōmiti.
Attachments:
|
1⇩
|
Draft Policy for Freedom of the District
|
CTA-05-23-310
|
|
|
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.
In the context of the Freedom of the District and
maintaining historical relationships, the Local Government Act 2002 Section
41A in part states:
· The role of the Mayor is to provide leadership to
the people in the District.
In the context of this policy the leadership is the
carrying out of civic and ceremonial duties on behalf of the people in the
District while maintaining custodianship of historic relationships
significant to the District.
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, inclusive
of upholding and promoting the heritage of the District.
|
|
Māori
Impact Statement -
Te Tauākī Kaupapa Māori
Granting Freedom of the District, is a
decision that should be made jointly with Heretaunga Mana Whenua through the
Heretaunga Takoto Noa Kōmiti. Charters Granting Freedom of Entry
are bestowed to military units, who, as well as having Freedom of Entry to
the District, also gives permission for Freedom of Entry to Mana Whenua areas
of interest and therefore joint decision making is important.
Local Government Act 2002 Section 4: The Treaty of
Waitangi in part:
· To maintain and improve
opportunities for Māori to contribute to local government
decision-making processes.
|
|
Sustainability
- Te
Toitūtanga
There are no known impacts for Sustainability.
|
|
Financial
considerations -
Ngā Whakaarohanga Ahumoni
There are financial considerations
for ceremonies associated Freedom of the District:
· Hospitality
and Gift Exchange
· Traffic
Management Plans for Road Closures
· Advertising
· Event
Management
|
|
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
Consultation and input has been gained
from:
· Royal New
Zealand Returned and Services Association National Headquarters
· Clubs Hastings
· Queen
Alexandra’s Mounted Rifles
|
|
Risks
Opportunity: To uphold the historic and
enduring relationships held between Council, the New Zealand Defence Force,
and high profile, high contributing groups and/or individuals who have
excelled in their field of expertise for the betterment of the District:
|
REWARD – Te Utu
|
RISK – Te Tūraru
|
|
Council maintain a positive reputation for delivering
effective and meaningful ceremonial civic events that uphold the integrity
of Heretaunga Hastings in the eyes of the community.
|
Reputational risk for not being able to maintain the
expectations demanded of civic ceremonial protocols alongside military law
and traditions.
|
|
|
Rural
Community Board –
Te Poari Tuawhenua-ā-Hapori
There are no implications for the Rural
Community Board.
|
|
Item 6 Policy
for Freedom of the District
|
|
Draft
Policy for Freedom of the District
|
Attachment 1
|
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:
|
Charles Ropitini,
Principal Advisor: Relationships, Responsiveness & Heritage
|
|
Te Take:
Subject:
|
Change of Wording to the
Charter Granting Freedom of the District to the Queen Alexandra's Mounted
Rifles Regiment
|
1.0 Executive Summary – Te Kaupapa Me Te
Whakarāpopototanga
1.1 A
renewal of the Charter granting Freedom of the District to the Queen
Alexandra’s Mounted Rifles Regiment in March 2024.
1.2 In
preparation for Charter Ceremony the wording of the Charter needs to be changed
to reflect the current unit title of the Queen Alexandra’s Mounted Rifles
Regiment, and to change the signatories to the current Mayor, Chief Executive,
and Kaumātua.
1.3 A
change in wording to the Charter requires a resolution of Council.
1.4 Following
approval of the changed wording, the document will be translated to Te Reo
Māori.
|
2.0 Recommendations - Ngā Tūtohunga
A) That
the Civic Development Subcommittee receive the report titled Change of
Wording to the Charter Granting Freedom of the District to the Queen
Alexandra's Mounted Rifles Regiment dated 7 November 2023.
B) That
the Subcommittee approve and recommend to Council the adoption
of the renewed wording to the Charter (as set out in 23/382).
|
3.0 Background – Te Horopaki
3.1 Charters
Granting Freedom of Entry are an ancient honour bestowed to a military unit
with historic ties to the area governed by an authority. The Charter
bestows upon military units the right to parade through the streets of the
District on ceremonial occasion, and to be present at official functions and
ceremonies.
3.2 Military
Units that hold a current Charter for the Freedom of Entry are:
· Queen
Alexandra’s Mounted Rifles Regiment, R.N.Z.A.C.
· No.11
(District of Hastings) Squadron, Air Training Corps, N.Z. Cadet Forces
3.3 The
historical relationship with the Queen Alexandra’s Mounted Rifles stems
from the 9th Wellington East Coast Mounted Rifles Regiment raised on
17th March 1911 as one of 12 regionally based mounted rifles
regiments. Sir Andrew Russell was the units first Commanding Officer.
3.4 Unit
name changes require a change in wording to the Charter document to remain
current as the New Zealand Army reorganises and reshapes over time.
3.5 As
this will be the first opportunity for the Charter to be renewed under Mayor
Sandra Hazelhurst, there is a need to change the signatories of the Charter to
the current Mayor, Chief Executive, and Kaumātua.
4.0 Discussion – Te Matapakitanga
4.1 Change
of unit title from ‘Queen Alexandra’s Squadron’ to
‘Queen Alexandra’s Mounted Rifles Regiment.’
4.2 Change
from ‘His Worship The Mayor’ to ‘Her
Worship The Mayor.’
4.3 Change
to include ‘in which so many of their sons and daughters
have been proud to serve.’ This is in acknowledgement of the fact
that since the current Charter was signed there are now females enlisted to the
Regiment.
4.4 Change
in signatories to the current Mayor, Chief Executive, and Kaumātua.
5.0 Options – Ngā Kōwhiringa
Option One - Recommended Option -
Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga
5.1 Option
One: is the preferred option. It recommends the Subcommittee approve the
change in wording and recommend its adoption to Council.
Option Two – Status Quo - Te Kōwhiringa Tuarua – Te
Āhuatanga o nāianei
5.2 Option
Two: Do not approve the change in wording.
6.0 Next steps – Te Anga Whakamua
6.1 The
approved change in wording will be translated to Te Reo Māori and both the
Te Reo Māori and English versions will approved by resolution of the
Heretaunga Takoto Noa Kōmiti and Council.
6.2 Following
the approval of Heretaunga Takoto Noa Kōmiti and Council, the Charter will
then be formally designed to reflect the status of the document, and will be
prepared for the Charter Ceremony in March 2024 with five copies produced:
· One copy is to be
framed for the Council to display publicly.
· One copy is to be
framed for the Commanding Officer of the unit.
· One copy is to be
produced for a ceremonial scroll used during the Charter Parade.
· One copy is for
the archival records of Council.
· One copy is for
the archival records of the unit.
Attachments:
|
1⇩
|
Change of Wording to the Charter Granting Freedom of the
District to the Queen Alexandras Mounted Rifles
|
23/382
|
|
|
2⇩
|
Original Charter Documents
|
23/383
|
|
|
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, inclusive of
upholding and promoting the heritage of the District.
|
|
Māori
Impact Statement -
Te Tauākī Kaupapa Māori
Change of wording to te Charter requires
the input of the Heretaunga Mana Whenua through the Heretaunga Takoto Noa
Kōmiti. Charters Granting Freedom of Entry are bestowed to
military units, who, as well as having Freedom of Entry to the District, also
gives permission for Freedom of Entry to Mana Whenua areas of interest and
therefore joint decision making is important.
Local Government Act 2002 Section 4: The Treaty of
Waitangi in part:
· To maintain and improve opportunities
for Māori to contribute to local government decision-making processes.
|
|
Sustainability
- Te
Toitūtanga
There are no known impacts for
Sustainability.
|
|
Financial
considerations -
Ngā Whakaarohanga Ahumoni
The financial considerations are in
the production and framing of the Charter document only, with two documents
being formally framed, and one being produced as a ceremonial scroll.
|
|
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
Consultation and input has been gained
from:
· Queen Alexandra’s
Mounted Rifles
|
|
Risks
Opportunity: To uphold the historic and
enduring relationships held between Council, the New Zealand Defence Force,
and high profile, high contributing groups and/or individuals who have
excelled in their field of expertise for the betterment of the District:
|
REWARD – Te Utu
|
RISK – Te Tūraru
|
|
Council maintain a positive reputation for delivering
effective and meaningful ceremonial civic events that uphold the integrity
of Heretaunga Hastings in the eyes of the community.
|
Reputational risk for not being able to maintain the
expectations demanded of civic ceremonial protocols alongside military law
and traditions.
|
|
|
Rural
Community Board –
Te Poari Tuawhenua-ā-Hapori
There are no implications for the Rural Community
Board.
|
|
Item 7 Change
of Wording to the Charter Granting Freedom of the District to the Queen
Alexandra's Mounted Rifles Regiment
|
|
Change of
Wording to the Charter Granting Freedom of the District to the Queen
Alexandras Mounted Rifles
|
Attachment 1
|
|
Item 7 Change
of Wording to the Charter Granting Freedom of the District to the Queen
Alexandra's Mounted Rifles Regiment
|
|
Original
Charter Documents
|
Attachment 2
|
