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.

Te Rārangi Take
Order of Business

1.0	Apologies – Ngā Whakapāhatanga An apology from Heretaunga Takoto Noa Māori Standing Committee appointee: Elizabeth Waiwiri-Hunt has been received. At the close of the agenda no requests for leave of absence had been received.
2.0	Conflict of Interest – He Ngākau Kōnatunatu Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting. If a Member thinks they may have a conflict of interest, they can seek advice from the General Counsel or the Manager: Democracy and Governance (preferably before the meeting). It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.
3.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Civic Development Subcommittee Meeting held Tuesday, 3 December 2024. (Previously circulated)
4.0	Temporary Road Closures – Public Event – Te Aute Road between Havelock Road and Porter Drive on Sunday, 16 March 2025; Junior Super Sprint Triathlon 2025 - Percival Road along the Sports Park Frontage on Friday, 21 February 2025	9
5.0	Cyclone Gabrielle Transport Recovery Programme - Procurement Update Attachment 1 to this report is confidential in accordance with the Local Government Official Information and Meetings Act 1987 Section 7 (2) (h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	17
6.0	Appointments to the Te Mata Park Trust Board	35
7.0	Minor Items – Ngā Take Iti
8.0	Urgent Items – Ngā Take Whakahihiri

Tuesday, 4 February 2025

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 – Public Event – Te Aute Road between Havelock Road and Porter Drive on Sunday, 16 March 2025; Junior Super Sprint Triathlon 2025 - Percival Road along the Sports Park Frontage on Friday, 21 February 2025

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. These requests arise 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:

Temporary Road Closure – for Havelock North Blended Event on Te Aute Road, between Havelock Road and Porter Drive, on Sunday, 16 March 2025. The purpose of the road closure is to hold a Public Event which is part of Summer F.A.W.C.

Note: The affected businesses are members of the Havelock North Business Association. In the event that it is necessary to postpone this event, the back-up proposed date is Sunday, 30 March 2025. At this stage, only the date of Sunday, 16 March 2025 has been advertised and affected businesses are still to be notified. If the back-up date is to be used it would need to be advertised and affected businesses notified.

Temporary Road Closure – for Tri New Zealand Junior Super Sprint Triathlon at the Regional Sports Park with part of the event being held on Percival Road on Friday, 21 February 2025.The purpose of the road closure is to hold a Sports 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 have/will visit 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 – Public Event – Te Aute Road between Havelock Road and Porter Drive on Sunday, 16 March 2025; Junior Super Sprint Triathlon 2025 - Percival Road along the Sports Park Frontage on Friday, 21 February 2025.

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. Temporary Road Closure – for Havelock North Blended Event on Te Aute Road, between Havelock Road and Porter Drive, on Sunday 16 March 2025 (with a back-up date of Sunday, 30 March 2025, pending advertising of that back-up date if it needed to be used and notification to affected businesses). The purpose of the road closure is to hold a Public Event as part of Summer F.A.W.C.

ii. Temporary Road Closure – for Tri New Zealand Junior Super Sprint Triathlon at the Regional Sports Park, with part of the event being held on Percival Road, on Friday 21 February 2025. The purpose of the road closure is to hold a Sports Event.

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 organisers.

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 applicants 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 applicants 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:

Temporary Road Closures – for Havelock North Blended Event on Te Aute Road, between Havelock Road and Porter Drive, on Sunday, 16 March 2025. This will be the first temporary closure of this section of road during the 2025 calendar year. (The average estimated daily traffic count on this road is 8,094 vehicles).

Temporary Road Closures – for Tri New Zealand Junior Super Sprint Triathlon at the Regional Sports Park, with part of the event being held on Percival Road, on Friday, 21 February 2025. This will be the first temporary closure of this section of road during the 2025 calendar year. (The average daily traffic count on this road is 2,187 vehicles).

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 applications being approved.

3.4 A temporary road closure checklist, set out under the consultation section of the report, details the necessary items that the organisers need to submit as part of their applications for the above proposed temporary road closures.

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

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 closure/s 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 events.

· 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 events 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 ⇩	Te Aute Road - Havelock North Blended Event - Sunday, 16 March 2025	CG-17-14-00396
2 ⇩	Percival Road (sports park frontage) - Friday, 21 February 2025	CG-17-14-00397

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 event/s is being met by the organiser/s of the events: the Havelock North Business Association and Triathlon New Zealand.

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 proposed temporary road closure/s have been posted on the Council website and formal public notification were published in the Hawke’s Bay Today newspaper as follows:

Havelock North Blended Event proposed road closures were advertised on Saturday, 11 January 2025 and closed on Monday, 20 January 2025 at 4:00pm.

Tri New Zealand Junior Super Sprint Triathlon proposed road closures were advertised on Saturday, 11 January 2025 and closed on Monday, 20 January 2025 at 4:00pm.

If the road closure/s are approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on the weekend following the Subcommittee meeting.

Items received: HN Blended Super Sprint Triathlon

Event. Junior Sports Event

Road Closure application Yes Yes

Traffic Management Plan Yes Yes

Road Bond NA NA

Resident Visiting Form TBA TBA

Event Safety plan TBA Yes

Risks

Opportunity: To seek a temporary road closure/s for the purpose of a HN Blended Event and Super Sprint Junior Triathlon:

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:

Tuesday, 4 February 2025

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:

Anthony Van Rensburg, Transportation: Project Delivery Manager

Te Take:

Subject:

Cyclone Gabrielle Transport Recovery Programme - Procurement Update

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 Council at its meeting held on 12 December 2024, received the Public Excluded Agenda Item, ‘Procurement Strategy for ‘Packages of Council Road Infrastructure Repair Works in Councils Cyclone Gabrielle Transport Recovery Programme’. (This report is attached as Attachment 1 – contained in a separate Public Excluded attachment). Council resolved the Report Recommendations as presented.

1.2 This Report updates the Civic Development Subcommittee regarding procurement strategy changes that sit within the delegations of the Group Manager Assets.

1.3 In accordance with the Council Cyclone Gabrielle Recovery Procurement Strategy (October 2023) adopted by Council at its meeting on 5 December 2023, five individual packages of work are now to be procured via the established Supplier Panel. Each package of work has a budget of $300k or less.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receive the report titled Cyclone Gabrielle Transport Recovery Programme - Procurement Update dated 4 February 2025.

B) That the Subcommittee notes the following packages of work will be procured via the established Supplier Panel, in accordance with the adopted Council Cyclone Gabrielle Recovery Procurement Strategy (October 2023).

i. 118 – Heays Access

ii. 119 – Heays Gorge

iii. 104 – Waipatiki

iv. 156 – Waipunga

v. 121 – Kahika No.2 Culvert – Procure via supplier panel contract

3.0 Background – Te Horopaki

3.1 The Strategy and Recovery Committee at its meeting on 5^th December 2023, resolved to adopt the Cyclone Gabrielle Recovery Procurement Strategy (October 2023). (The Strategy is attached as Attachment 2).

3.2 The Strategy includes a ‘Suppliers Panel’ whose members are qualified suppliers (contracting firms) who may tender for particular ‘Recovery Works’ up to $5m budget.

3.3 Officers have determined the following schedule of works packages, each with a budget of $300k or less, are best procured via the Suppliers Panel.

i. 118 – Heays Access

ii. 119 – Heays Gorge

iii. 104 – Waipatiki

iv. 156 – Waipunga

v. 121 – Kahika No.2 Culvert – Procure via supplier panel contract.

4.0 Discussion – Te Matapakitanga

4.1 Procuring the ‘Schedule of Works’ in 3.3 via the Suppliers Panel will likely help achieve the Cyclone Gabrielle Recovery Procurement Strategy objectives namely, - procurement efficiency, promotion of industry capability/capacity and social procurement outcomes.

Attachments:

Council Report Procurement Strategy for Packages of Council Road Infrastructure Repair Works

Confidential in accordance with Section 7 (2) (h) of the Local Government Official Information and Meetings Act 1987

CG-17-14-00399

2 ⇩

Cyclone Gabrielle Recovery Procurement Strategy (October 2023)

CG-17-1-00962

Tuesday, 4 February 2025

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:

Louise Stettner, Manager, Democracy & Governance Services

Te Take:

Subject:

Appointments to the Te Mata Park Trust Board

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The Te Mata Park Trust Board will have two vacant trustee positions from 30 June 2025 arising from the terms of Michael Bate and Michael (Mike) Devonshire expiring. There will also be a vacancy for the Trust Board’s ‘Aspiring Trustee’ role.

1.2 Council is responsible for appointing 6 trustees (2 of these must be councillors) to the Te Mata Park Trust. Council appointed trustees are allowed to serve three (3 year) terms (maximum of 9 years). The two Councillors on the Trust are appointed for the duration of each triennium. These roles are unpaid.

1.3 While the Aspiring Trustee role does not have the legal responsibilities of being a trustee, he or she can participate fully in Trust discussions. Appointment of the Aspiring Trustee role does not need to be made via a Council resolution and can be confirmed by Te Mata Park Trust Board.

1.4 This report seeks the following decisions from the Civic Development Subcommittee; to:

· Recommend to the Council that the positions be advertised – this recommendation would go to the Council meeting on 18 February 2025 for consideration.

· confirm the proposed appointment process.

· appoint councillors (2 or 3) to form an appointments subcommittee which will also include the Chair of the Te Mata Park Trust to shortlist, interview and make recommendations to the Civic Development Subcommittee.

· Recommend to the Council (at a later date) in regard to the names of the proposed appointees to fill the vacancies on the Te Mata Park Trust Board.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receive the report titled Appointments to the Te Mata Park Trust Board dated 4 February 2025.

B) That the Civic Development Subcommittee note that there will be two vacant trustee positions on the Te Mata Park Trust Board from 30 June 2025 and a vacancy for the Aspiring Trustee role.

C) That the Civic Development Subcommittee recommend to Council, at the 18 February 2025 Council meeting, that the two upcoming vacant trustee positions and the Aspiring Trustee position on the Te Mata Park Trust be advertised.

D) That the Civic Development Subcommittee confirm the proposed appointments process as follows:

· Advertise the vacant trustee roles and the Aspiring Trustee role (subject to Council agreement)

· Appoint councillors (2 or 3), being …………..; ……… and ………. who, with the Chair of the Te Mata Park Trust Board, will form an appointments subcommittee to shortlist, interview and make recommendations back to the Civic Development Subcommittee for the latter’s consideration.

· Civic Development Subcommittee make recommendations to a later Council meeting regarding appointments to the Te Mata Park Trust Board, after considering the names put forward by the appointments subcommittee referred to in the above bullet point.

· Council makes the final appointment decisions.

3.0 Background – Te Horopaki

3.1 The Civic Development Subcommittee is responsible for recommending to Council the appointment of trustees to the Te Mata Park Trust Board, appointment of trustees is guided by the ‘Appointment of Trustees for Te Mata Park Trust Board Policy’ (Attachment 1).

3.2 Council is responsible for appointing 6 trustees (2 of these must be councillors) to the Te Mata Park Trust. Also represented on the Trust is a descendant of the Chambers family and in February 2020 a variation was made to the Te Mata Park Trust deed allowing for a trustee of mana whenua descent to be appointed by Ngāti Kahungunu Iwi Incorporated.

3.3 Hastings District Council’s Committee and Rural Community Board Register of Delegations (2022-2025) notes that membership of the Civic Development Subcommittee will include the Chair of the Te Mata Park Trust Board when the subcommittee is making a decision on appointments to Te Mata Park Trust Board.

3.4 Council appointed trustees are initially appointed to serve three (3 year) terms which may be reviewed for a further two terms (a maximum of 9 years) provided they continue to meet the needs of the Trust. The Trustee roles on the Te Mata Park Trust Board are unpaid.

3.5 The Aspiring Trustee role does not have the legal responsibilities of a being a trustee of the Board and does not have voting rights. The Aspiring Trustee does have the opportunity to participate in Trust meetings and become a full contributor to Trust discussions. Appointment of the Aspiring Trustee role does not need to be made via a Council resolution and can be confirmed by the Te Mata Park Trust Board.

3.6 The table below outlines the current council-appointed trustees:

Trustees Name	Date first appointed to the Te Mata Park Trust	Terms Completed	Current Term of Office (expiry)	Proposed reappointment term (end date)
Mr Michael Bate	30 June 2016	2	30 June 2025 This completes 3 terms
Mr Michael (Mike) Devonshire	30 June 2016	2	30 June 2025 This completes 3 terms
Mr Jonathan Hensman	25 October 2017	2	25 October 2026 At this date he would have completed 3 terms
Mr Jon Lewin	15 September 2022	Currently in his first term	15 September 2025	15 September 2031

3.7 Hastings District Council representation on the Te Mata Park Trust Board for the remainder of the 2022-2025 triennium is Cr Malcolm Dixon and Cr Te Au-Skipworth.

3.8 The trustee representing mana whenua and appointed by Ngāti Kahungunu Iwi Incorporated is Waiora Rogers. The trustee appointed by the Chambers family is Bruno Chambers.

3.9 Shannon Bray has been the Aspiring Trustee since September 2022.

3.10 Michael (Mike) Devonshire is the current Chair of the Te Mata Park Trust Board.

4.0 Discussion – Te Matapakitanga

4.1 On 30 June 2025 there will be two vacant trustee roles created due to the terms of Michael Bate and Mike Devonshire expiring.

4.2 The Te Mata Park Trust Board has indicated that the Aspiring Trustee role is only to be intended to be a short-term role. Shannon Bray has been an Aspiring Trustee since 2022, so the Trust Board consider it is timely for Mr Bray to be replaced in this role as part of the proposed appointments process.

4.3 The last appointment process for vacant trustee positions in 2022 worked well. There was a very strong response to the advertisement of the roles from applicants of a high calibre that resulted in the appointment of a very well qualified trustee that enhanced the key competency areas of the Board’s collective skills.

4.4 Considering the successful appointment process undertaken in 2022 the Trust has indicated that they would like this process repeated to fill the upcoming vacancies. In summary this process involved:

· Advertising the vacant trustee roles and the Aspiring Trustee role.

· Nominated councillors (2) and the Chair of the Te Mata Park Trust Board formed an appointments subcommittee and shortlisted, interviewed and made recommendations to the Civic Development Subcommittee.

· Civic Development subcommittee made recommendations to the Council.

· Council made the final appointment decisions.

· The Chair of the Te Mata Park Trust is invited to the relevant Civic Development and Council meetings to speak to the item.

5.0 Options – Ngā Kōwhiringa

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

5.1 To advertise the vacant trustee positions of the Te Mata Park Trust Board

Advantages

· The Te Mata Park Trust Board have asked that these vacancies be advertised.

· Provides for an open and transparent process where everyone can apply for these positions.

Disadvantages

· Advertising costs will be incurred.

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.2 To not advertise the vacant positions of the Te Mata Park Trust Board.

Advantages

· No advertising costs will be incurred (noting that these are minor).

· A quicker appointment process as no advertising time required.

Disadvantages

· The number of applicants will be more limited.

· Some community members could be disappointed that they did not have an opportunity to apply for these positions. Te Mata Park Trust Board is a very popular board despite the roles being unpaid.

6.0 Next steps – Te Anga Whakamua

6.1 The subcommittee’s recommendation to advertise (or not advertise) the upcoming trustee vacancies will be reported to the Council for their decision. Thereafter, the appointments process will proceed as outlined in this report.

Attachments:

1 ⇩

Policy on Appointment of Trustees for Te Mata Park Trust Board - Updated 2025

PMD-02-01-25-44

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

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

This proposal promotes the social, economic, environmental and cultural wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

N/A

Sustainability - Te Toitūtanga

N/A

Financial considerations - Ngā Whakaarohanga Ahumoni

Minor advertising costs.

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 Te Mata Park Trust Board has indicated a preference to advertise the vacant roles and the proposed process for appointment.

Risks

Opportunity: To fill vacant trustee roles with applicants of a high calibre that enhance the collective skills and knowledge of the Te Mata Park Trust Board.

REWARD – Te Utu

RISK – Te Tūraru

Legal compliance – ensuring the correct number of trustees in accordance with the trust deed.

Enhance the collective skills and knowledge of the Te Mata Park Trust Board

There is a risk that there will be low interest in the position and options for appointment may be limited however this would be unlikely based on previous appointment processes.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

N/A

Te Rā Hui: Meeting date:	Tuesday, 4 February 2025
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

Item 4 Temporary Road Closures – Public Event – Te Aute Road between Havelock Road and Porter Drive on Sunday, 16 March 2025; Junior Super Sprint Triathlon 2025 - Percival Road along the Sports Park Frontage on Friday, 21 February 2025
Te Aute Road - Havelock North Blended Event - Sunday, 16 March 2025	Attachment 1

Item 4 Temporary Road Closures – Public Event – Te Aute Road between Havelock Road and Porter Drive on Sunday, 16 March 2025; Junior Super Sprint Triathlon 2025 - Percival Road along the Sports Park Frontage on Friday, 21 February 2025
Percival Road (sports park frontage) - Friday, 21 February 2025	Attachment 2

Item 5 Cyclone Gabrielle Transport Recovery Programme - Procurement Update
Cyclone Gabrielle Recovery Procurement Strategy (October 2023)	Attachment 2

Item 6 Appointments to the Te Mata Park Trust Board
Policy on Appointment of Trustees for Te Mata Park Trust Board - Updated 2025	Attachment 1