Minutes of Civic Development Subcommittee Meeting

Tuesday, 7 May 2024

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic Development Subcommittee Meeting

Ngā Miniti
Minutes

Kua Tae ā-tinana:
Present:

Chair: Councillor Malcolm Dixon

Ngā KaiKaunihera

Councillors: Michael Fowler, Damon Harvey, Henry Heke, Kellie Jessup, Wendy Schollum and Kevin Watkins

Transportation Manager, Jag Pannu AND

Environmental Consents Manager, Caleb Sutton – Subcommittee members for Item 4

Heretaunga Takoto Noa Māori Standing Committee appointee: Elizabeth Waiwiri-Hunt

Youth Council appointee: Taylor Bevan

Kei Konei:
Also present:

Group Manager: Community Wellbeing & Services – Rebekah Dinwoodie

Community Grants and Partnerships Advisor – Kev Carter

Manager, Arts & Culture - Megan Peacock-Coyle

Community Strategies Manager - Emma Morgan

Network Controls Manager – Alf Johnson

Democracy & Governance Advisor - Christine Hilton

1. Apologies – Ngā Whakapāhatanga

Councillor Schollum/Councillor Heke

That Apologies for Absence from Mayor Sandra Hazlehurst and Youth Council appointee: Sophie Webber be accepted.

CARRIED

2. Conflicts of Interest - He Ngākau Kōnatunatu

Councillors Damon Harvey and Henry Heke both declared a conflict of interest in regard to Item 6 “Funding - Sport Hawke’s Bay”.

3. Confirmation of Minutes - Te Whakamana i Ngā Miniti

The minutes from the previous meeting, on Tuesday, 2 April (Multi-Grants), were still to be completed, so there were no minutes to be confirmed.

Temporary Road Closures - Military Parade - 7 June 2024; Motorsport Event, Gimblett Road - 9 June 2024; School Opening - 1 June 2024; HB Marathon - 18 May 2024

(Document 24/153) (Updated copy of Attachment 1, on Agenda Page 15 circulated at meeting)

The Network Controls Manager, Alf Johnson, spoke to the agenda report and responded to questions from the Subcommittee members. He noted that a hard copy of Attachment 1, on Page 15 of the agenda had been circulated prior to the meeting (CG-17-14-00236); with a further copy of that page circulated at the meeting (CG-17-14-00235) showing that the full length of Gimblett Road would be affected by the proposed road closure for the motorsport event on 9 June 2024.

It was also noted that the Military Parade addressed in this report had been postponed from 7 June 2024 until 2025, so this particular proposed road closure did not need to be addressed at today’s meeting.

The meeting noted that this would be the last meeting that Alf Johnson would attend before he left the council. The members thanked Alf for the work he had undertaken and wished him well for the future.

Councillor Harvey/Councillor Jessup

A) That the Civic Development Subcommittee receive the report titled Temporary Road Closures - Military Parade - 7 June 2024; Motorsport Event, Gimblett Road - 9 June 2024; School Opening - 1 June 2024; HB Marathon - 18 May 2024, dated 7 May 2024.

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:

i. Motor Sport Event: Gimblett Road from Maraekakaho Road to end of Road. The road closure will be between 9.00am to 5.00pm on Sunday, 9 June 2024. The purpose of this road closure is to hold a Motor Sport Event.

ii. School Opening: Bennett Road from Otene Road to Panapa Road. The road closure will be between 1.00am to 6.00pm on Saturday, 1 June 2024. The purpose of this road closure is a school opening.

iii. HB Marathon: Haumoana & Beach Roads from Parkhill Road to East Road on the odd number house side. The road closure will be between 7.00am to 4.00pm on Saturday 18 May 2024. The purpose of this road closure is for a marathon.

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.

CARRIED

5.	Funding - Connect Community Trust
	(Document 24/104) The Group Manager: Community Wellbeing & Services, Rebekah Dinwoodie, spoke to the agenda report on behalf of the Manager Community Development, Kirstin Thompson, supported by the Community Grants and Partnerships Advisor, Kev Carter. Rebekah backgrounded the report and responded to a number of questions from the subcommittee members. Officers were asked to clarify the current situation and what was proposed in the report. Extensive discussion took place regarding the most appropriate mechanism by which to fund the Connect Community Trust. The most appropriate options and timing needed to achieve the integration of this funding into the Multi-year community grants scheme were also discussed, together with the financial effects of each of these options. The subcommittee then considered the report recommendations. It was clarified that the reference to “carpark”, in Recommendation “C’ of the report, referred to an overall carparking area rather than an individual carpark space. The subcommittee, as a whole, did not support Recommendation “C” and it was not included in the subsequent Motion addressed under this item. While some members did not support Recommendation “B”, Recommendations A” and “B” were Moved, Seconded and voted on together and were supported by the majority of the subcommittee. Additional wording was then discussed, becoming a new Part “C”, as shown in the separate resolution in these minutes.
	Councillor Heke/Councillor Schollum A) That the Civic Development Subcommittee receive the report titled Funding - Connect Community Trust dated 7 May 2024. B) That the Subcommittee agree to add the Connect Community Trust contract to the multi-year community grants scheme to the value of $55,388.13 per year, noting that this contract is due to end in June 2026. CARRIED
	Councillor Dixon/Councillor Heke C) That, this project be subject to monitoring under the Multi-year Community Grants Scheme, effective immediately. CARRIED

Funding - Sport Hawke’s Bay

Document 24/105)

As noted earlier in the minutes, Councillors Harvey and Heke had both declared a conflict of interest and took no part in the discussion or voting in regard to this item.

Councillor Dixon noted that he had not been involved with Sport Hawke’s Bay for the past three years and did not feel he had a Conflict of Interest in regard to this item.

The Community Strategies Manager, Emma Morgan, and the Community Grants and Partnerships Advisor, Kev Carter, spoke to the agenda report and responded to questions from the Subcommittee members.

Councillor Fowler/Councillor Schollum

A) That the Civic Development Subcommittee receive the report titled Funding - Sport Hawke’s Bay dated 7 May 2024.

B) That the Subcommittee approves Multi-year Strategic Community Partnership funding of up to $70,000 per annum for 2024 – 2027, with specific deliverables to be agreed to between Sport Hawke’s Bay and Hastings District Council Officers.

CARRIED

7. Minor Items - Ngā Take Iti

There were no additional business items.

8. Urgent Items - Ngā Take Whakahihiri

There were no extraordinary business items.

The meeting closed at 9.37am

Confirmed:

Chairman:

Date: