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

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.

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.

Tuesday, 3 September 2024

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:

Cat Hancock, Network Controls Manager

Te Take:

Subject:

Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024

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 closures 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 roads listed below:

Motor Sport Event – Otene Road. The road closure will be from 9:00am to 5:00pm on Sunday, 8 September 2024. The purpose of the road closure is to hold a Motor Sport Event.

Blossom Parade and Festival – Saturday 21 September 2024: The purpose of the road closure is to hold a Public Event.

Set up area closures from 6:00am to 5:00pm on Parade Day include Lyndon Road East – Railway Road to Hastings Street and Karamu Road South – Southampton Street to Lyndon Road and Warren Street – just south of the Library to Lyndon Road and Post Parade from 12:00pm to 5:00pm at Eastbourne Street Russell Street to Warren Street.

The Festival Area closure 6:30am to 9:00pm including Heretaunga Street East from Russell Street to Hastings Street and side roads Karamu Road from Queen Street to Eastbourne Street and Warren Street from Queen Street to Eastbourne Street.

Parade Route closure from 12:00pm to 3:00pm – Eastbourne Street from King Street to Hastings Street and Russell Street from Eastbourne Street to Queen Street and Queen Street from King Street to Warren Street including King Street and Market Street from Queen Street to Eastbourne Street.

Hawke’s Bay Racing Club Annual Spring Carnival – Prospect Road. The road closure will be from 6:00am to 7:00pm on Saturday, 12 October 2024. The purpose of the road closure is to provide drop-offs to the event.

Annual A&P Show event - Elwood Road. The road closure will be from 7:00am to 6:00pm on Friday, 25 October 2024. The purpose of the road closure is to provide pedestrian access to the public event.

Glenross Road - closure from outside Rapid Rural 336 to the end of the road - date changed to Saturday, 9 November 2024 from 8:00am to 6:00pm. (Formerly approved at 2 July 2024 meeting when event was on 11 August 2024). The purpose of the road closure for the HB Car Club to hold a Motor Sport Event.

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 the closures can then be minimised and safely managed to Council’s satisfaction.

1.3 As part of the notification process for the 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 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 Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 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 the applications:

i. Motor Sport Event – Otene Road. The road closure will be from 9:00am to 5:00pm on Sunday, 8 September 2024. The purpose of the road closure is to hold a Motor Sport Event.

ii. Blossom Parade and Festival – The road closures will be from 6:00am to 10:00pm to set up and hold a Parade and Festival on Saturday 21 September 2024. The purpose of the road closure is to hold a Public Event.

iii. Hawke’s Bay Racing Club Annual Spring Carnival – Prospect Road. The road closure will be from 6:00am to 7:00pm on Saturday, 12 October 2024. The purpose of the road closure is to provide drop-off area to the event.

iv. Annual A&P Show event - Elwood Road. The road closure will be from 7:00am to 6:00pm on Friday, 25 October 2024. The purpose of the road closure is to provide pedestrian access to the public event.

v. Glenross Road - closure from outside Rapid Rural 336 to the end of the road on Sunday, 9 November 2024 from 8:00am to 6:00pm.

Subject to the following conditions to be complied with to the satisfaction of the Group Manager: Asset Management:

i. The events are to be 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 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 and Discussion – Te Matapakitanga

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

Motor Sport Event – Otene Road. The road closure will be from 9:00am to 5:00pm on Sunday,
8 September 2024. This will be the first temporary closure of these sections of road during the 2024 calendar year. (The average daily traffic count on this road is 819 vehicles).

Blossom Parade and Festival – The road closures will be from 6:00am to 10:00pm set-up, Parade and Festival on Saturday 21 September 2024.

Blossom Parade and Festival – Below in italics are noted the number of times these sections of road have been temporarily closed during the 2024 calendar year. (The average daily traffic count on this road is also noted and set out in brackets).

Lyndon Road East – Railway Road to Hastings Street – First. (3,111 vm/d)

Karamu Road South – Southampton Street to Lyndon Road - First. (974 vm/d)

Warren Street – just south of the Library to Lyndon Road – First. (1,306 vm/d)

Eastbourne Street from Russell Street to Warren Street - Second. (5,741 vm/d)

Heretaunga Street East from Russell Street to Hastings Street - Second. (13,272 vm/d)

Karamu Road from Queen Street to Eastbourne Street - First. (7,367 vm/d)

Warren Street from Queen Street to Eastbourne Street - First. (2,004 vm/d)

Eastbourne Street from King Street to Hastings Street - First. (30,724 vm/d)

Russell Street from Eastbourne Street to Queen Street – First. (5,649 vm/d)

Queen Street from King Street to Warren Street – Generally First closure of this road, but one block (Russell to Market) had been closed once previously. (22,952 vm/d)

King Street from Queen Street to Eastbourne Street – First. (4,408 vm/d)

Market Street from Queen Street to Eastbourne Street – Generally First closure of this road, but one block (Heretaunga Street to Eastbourne Street) had been closed once previously. (7,818 vm/d)

Hawke’s Bay Racing Club Annual Spring Carnival – Prospect Road. The road closure will be from 6:00am to 7:00pm on Saturday, 12 October 2024. This will be the first temporary closure of this road during the 2024 calendar year. (The average daily traffic count on this road is 653 vehicles).

Annual A&P Show event - Elwood Road. The road closure will be from 7:00am to 6:00pm on Friday, 25 October 2024. This will be the first temporary closure of this road during the 2024 calendar year. (The average daily traffic count on this road is 3,375 vehicles).

Glenross Road - closure from outside Rapid Rural 336 to the end of the road - date changed to Saturday, 9 November 2024 from 8:00am to 6:00pm. (Formerly approved at 2 July 2024 meeting when event date was on 11 August 2024). This will be the first temporary closure of this sections of road during the 2024 calendar year. (The average daily traffic count on this road is 12 vehicles).

Notification and all other associated work ahead of this event was completed prior to consent being granted for the earlier event date, and all affected parties would be notified of the change of date, by the event organisers.

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 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 closures.

3.5 GIS maps showing the extent of the proposed temporary road closures are attached (Attachments 1, 2, 3, 4 and 5).

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 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

4.1 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 the temporary road closures 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 specific roads.

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

· Advantages: Traffic will not be impeded.

· Disadvantages: The proposed event/s may need to be cancelled.

5.0 Next steps – Te Anga Whakamua

5.1 See above for options related to the proposed temporary road closures.

Attachments:

1 ⇩	Otene Road TMD	CG-17-14-00124
2 ⇩	Blossom Parade TMD (3) 15	CG-17-14-00318
3 ⇩	Hawke's Bay Racing Club	CG-17-14-00319
4 ⇩	Elwood Road - Hawke's Bay A & P Show	CG-17-14-00320
5 ⇩	Glenross Road - Rapid 336 to end of road	CG-17-14-00286

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

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 is being met by the organiser/s of the events: the Hawke’s Bay Car Club; Creative Hawke’s Bay; the Hawke’s Bay Racing Club; and the Hawke’s Bay A & P Society.

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 proposed 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 the applications are set out at the end of this section.

Each of the proposed temporary road closures (excluding Glenross Road) have been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Wednesday, 7 August 2024.

The closing date for submissions for each of these events was Thursday, 22 August 2024 at 8:00am. No submissions were received.

If the road closures are approved, final formal public notification will be published in the Hawke’s Bay Today newspaper.

Motor Sport Event – Glenross Road.

The above proposed temporary road closure was previously posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Friday, 21 June 2024.

The closing date for submissions was 4:00pm, Thursday, 27 June 2024. No submissions were received.

If the road closures are approved, final formal public notification will be published in the Hawke’s Bay Today newspaper.

Items received: Motor Sport Blossom HB Racing A&P Show Motor Sport

Event. Parade Event Event Event.

(Otene Road) Event (Prospect Pl.) (Elwood Rd) (Glenross Road)

Various (date change)

Road Closure application Yes Yes Yes Yes Yes

Traffic Management Plan Yes Yes Yes Yes TBA

Road Bond Yes NA NA NA NA

Resident Visiting Form Yes TBA TBA TBA TBA

Event Safety plan Yes TBA TBA TBA TBA

Risks

Opportunity: To seek temporary road closures for the purpose of a motor sports event and ANZAC Day:

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:

Te Rā Hui: Meeting date:	Tuesday, 3 September 2024
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:	Group Manager: Community Wellbeing & Services - Rebekah Dinwoodie

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 meetings held Wednesday, 19 June 2024 and Tuesday, 2 July 2024. (Previously circulated)
4.0	Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024	9
5.0	Minor Items – Ngā Take Iti
6.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024
Otene Road TMD	Attachment 1

Item 4 Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024
Blossom Parade TMD (3) 15	Attachment 2

Item 4 Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024
Hawke's Bay Racing Club	Attachment 3

Item 4 Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024
Elwood Road - Hawke's Bay A & P Show	Attachment 4

Item 4 Temporary Road Closures – Motor Sport Event – Otene Road on Sunday 8 September 2024; Blossom Parade and Festival on Saturday 21 September 2024; Spring Carnival – Hawke's Bay Racing Club on Saturday 12 October 2024; Hawkes Bay A&P Show - Elwood Road on Friday 25 October 2024; and Change of date for previously approved event Glenross Road - now Saturday 9 November 2024
Glenross Road - Rapid 336 to end of road	Attachment 5