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.

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 4 February 2025. (Previously circulated)
4.0	Temporary Road Closures – Te Taiwhenua o Heretaunga Gala on 28 March 2025; Mangaroa Road, Car Race on 30 March 2025; and Annual Sikh Society Parade on 12 April 2025	9
5.0	Temporary Road Closure - Hawke's Bay A & P Society, Primary Sector Awards - Hastings Street on Thursday, 3 April 2025	19
6.0	Minor Items – Ngā Take Iti
7.0	Urgent Items – Ngā Take Whakahihiri
8.0	Recommendation to Exclude the Public from Item 9	25
9.0	Civic Honours Award Nominations 2025

Tuesday, 4 March 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 – Te Taiwhenua o Heretaunga Gala on 28 March 2025; Mangaroa Road, Car Race on 30 March 2025; and Annual Sikh Society Parade on 12 April 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 Te Taiwhenua o Heretaunga to hold a Gala on Orchard Road, between Takapu Road and End of road (cul de sac), on Friday, 28 March 2025. The road closure will be between noon and 8:00pm. The purpose of the road closure is to hold a community gala.

· Temporary Road Closure – for the HB Car Club to have a motor sport event on Mangaroa Road, from the intersection with Maraekakaho Road (RP2939 to RP 1860 (Rapid Rural 186) – Ru Collin Road on the side is also affected by this, however residents will have access to their properties when it is safe to do so, assisted by marshalling staff, on Sunday, 30 March 2025. The road closure will be between 9:00am and 5:00pm. The purpose of the road closure is for to hold a motor sport event (quarter mile sprint).

· Temporary Road Closure – for the Annual Sikh Society Parade on Eastbourne Street, from Hastings Street to Willowpark Road on Saturday, 12 April 2025. The road closure will be between 7:00am and 3:00pm. The purpose of the road closure is to hold a Sikh Society Parade.

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 – Te Taiwhenua o Heretaunga Gala on 28 March 2025; Mangaroa Road, Car Race on 30 March 2025; and Annual Sikh Society Parade on 12 April 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 Te Taiwhenua o Heretaunga to hold a Community Gala on Orchard Road, between Takapu Road and End of road (cul de sac), on Friday, 28 March 2025. The road closure will be between noon and 8:00pm.

ii. Temporary Road Closure – for the HB Car Club to have a motor sport event (quarter mile sprint) on Mangaroa Road, from the intersection with Maraekakaho Road (RP2939 to RP 1860 (Rapid Rural 186) – Ru Collin Road on the side is also affected by this, however residents will have access to their properties when it is safe to do so, assisted by marshalling staff, on Sunday, 30 March 2025. The road closure will be between 9:00am and 5:00pm.

iii. Temporary Road Closure – for the Annual Sikh Society Parade on Eastbourne Street, from Hastings Street to Willowpark Road on Saturday, 12 April 2025. The road closure will be between 7:00am and 3:00pm.

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 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 part of the report sets out the number of times each road/section of road affected by the proposed events and temporary road closures, has been closed in this calendar year and the average estimated daily traffic counts on those roads/sections of roads, being:

· The Te Taiwhenua o Heretaunga community gala on Orchard Road, between Takapu Road and End of road (cul de sac), on Friday, 28 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 1,885 vehicles).

· The HB Car Club motor sport event on Mangaroa Road, from the intersection with Maraekakaho Road (RP2939 to RP 1860 (Rapid Rural 186) on Sunday, 30 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 1,188 vehicles).

· Temporary Road Closure – for the Annual Sikh Society Parade on Eastbourne Street, from Hastings Street to Willowpark Road on Saturday, 12 April 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 3,932 vehicles).

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 applications being approved.

3.4 A temporary road closure checklist, set out under the consultation section of the report, details the necessary items that event 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, 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 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 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 Taiwhenua o Heretaunga Gala, Orchard Road	CG-17-14-00407
2 ⇩	HB Car Club Motor Sport Event, Mangaroa Rd	CG-17-14-00174
3 ⇩	Attachment for proposed road closure (Sikh Society Parade)	CG-17-14-00408

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 organisers of the events: Te Taiwhenua o Heretaunga; the HB Car Club, and the Sikh 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 proposed temporary road closures have been posted on the Council website and formal public notification were published in the Hawke’s Bay Today newspaper on Saturday, 22 February 2025 to close on Monday, 3 March 2025 at 4:00pm:

If the road closures 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: Gala Car Club Quarter Mile Sprint Annual Sikh Parade

Motoring Event

Road Closure application Yes Yes Yes

Traffic Management Plan Yes To be provided Yes

Road Bond NA NA NA

Resident Visiting Form TBA TBA Yes

Event Safety plan TBA TBA TBA

Risks

Opportunity: To seek temporary road closures for the purpose of a Gala; Car Race and an Annual Sikh Parade:

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 March 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 Closure - Hawke's Bay A & P Society, Primary Sector Awards - Hastings Street on Thursday, 3 April 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 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 noted below:

Hawke’s Bay A & P Society, Primary Sector Awards – Hastings Street (close from Heretaunga Street to Eastbourne Street) on Thursday, 3 April 2025. The road closure will start at 5:00pm on and end at 6:30pm. The purpose of the road closure is to hold an Awards Ceremony at Toitoi.

1.2 The organisers of this event are wanting to change the venue for the awards to now hold the event at Toitoi. Therefore, this applicant has given shorter notice then usual to temporarily close this section of Hastings Street.

1.3 The closing date for submissions will be Monday, 17 March 2025 which is after the meeting date of 4 March. This report has come to this meeting so that the application can be considered within the necessary timeframe to enable the event to go ahead if the Subcommittee supports this application, on the provisos as outlined in Paragraph 1.4 below.

1.4 The recommendations to temporarily close Hastings Street for this event have been based on no submissions having been received by the closing date of 17 March 2025; and on the proviso that all the necessary notification and other requirements are undertaken by the Applicant in a timely manner prior to the event, to enable the activity to 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.

1.5 As part of the notification process for the proposed temporary road closure, representatives will visit each of the persons deemed to be affected by the proposed closure and complete the visitation forms. 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.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receive the report titled Temporary Road Closure - Hawke's Bay A & P Society, Primary Sector Awards - Hastings Street on Thursday, 3 April 2025.

B) That the Civic Development Subcommittee approve the following temporary road closures on the proviso that all necessary notifications and other preparation work is undertaken by the Applicant in a timely manner prior to the event and subject to no submissions or objections having been received by 17 March 2025, following advertising in respect of the application:

i. Hawke’s Bay A & P Society, Primary Sector Awards on Hastings Street (Heretaunga Street to Eastbourne Street). The road closure will be from 5:00pm to 6:30pm on Thursday, 3 April 2025. The purpose of the road closure is to hold an Awards Ceremony at Toitoi.

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.

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 is 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 has 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 part of the report sets out the number of times the section of road affected by the proposed event and temporary road closure, has been closed in this calendar year and the average estimated daily traffic count on that section of road, being:

Hawke’s Bay A & P Society, Primary Sector Awards – Hastings Street (Heretaunga Street to Eastbourne Street). 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 6,473 vehicles).

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

3.3 The above temporary road closure will be managed in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

3.4 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.

3.5 A temporary road closure checklist, set out under the consultation section of the report, details the necessary items that the organiser needs to submit as part of their application for the above proposed temporary road closure.

3.6 A GIS map showing the extent of the proposed temporary road closure is attached (Attachment 1).

3.7 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 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 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.

5.0 Next steps – Te Anga Whakamua

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

Attachments:

1 ⇩

Primary Sector Awards Ceremony at Toitoi on 3 April 2025

CG-17-14-00413

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 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 of the event: 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

Documents to be received in regard to the applications are set out at the end of this section.

· The proposed temporary road closure will be posted on the Council website and formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 1 March 2025.

· The closing date for submissions will be at 4:00pm, Monday, 17 March 2025. If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper.

Items received: Hawke’s Bay A & P Society

Road Closure application Yes

Traffic Management Plan Yes

Road Bond N/A

Resident Visiting Form TBA

Event Safety plan TBA