MINUTES OF A meeting of the Roadsafe Governance Group

Unconfirmed

Date:                          Friday 18 February 2011

Time:                          9.00am

Venue:

CEO Office Hawke’s Bay Regional Council Dalton Street

Present:                     A J Dick – Chairman

C  Wallace – Police

                                    L  Probert – Territorial Authority

                                    J Roil – Territorial Authority

                                    T Kerr – Territorial Authority

                                    T Kingston – Territorial Authority

In Attendance:          C Gilbertson – Governance and Public Transport Manager

L Anderson – Regional Manager RoadSafe Hawke’s Bay

M Drury – Committee Secretary

1. WELCOME/APOLOGIES/NOTICES

Chairman Dick welcomed everyone to the first meeting of the triennium for the  RoadSafe Hawke’s Bay Governance Group.

          Chairman Dick advised that Councillor John Roil was the alternate member for the Hastings District Council.

          An apology was received from Councillor Furlong.

Wallace/Roil

          CARRIED

2. CONFLICT OF INTEREST DECLARATIONS

There were no conflict of interests declared.

3.	Action Items
	There were no outstanding action items this month

4.	Financial Report
	Mrs Gilbertson advised that following discussions at previous meetings on the layout  of the financial overview, amendments had been made which  now provided the Group with a high level snapshot view of the financial situation for the RoadSafe project. She sought clarification from the Group that the new approach was acceptable. Chairman Dick requested that the budget include projects and how much was spent in each priority area and this format be implemented for the 2011/12 budget. Mrs Gilbertson updated the Group on the financial report from 1 July 2010 to 31 December 2010 and noted that although the expenditure was slightly higher than 50% for this time of the year this had been offset by funding from other agencies.  Mrs Gilbertson also noted that following a decision made by the Governance Group in 2010, only one community provider had received funding from RoadSafe Hawke’s Bay.  The Group discussed the Driveway Runover Project which to date had been very successful. In response to a question regarding the funding process for the 2011/11 year, Mrs Gilbertson reminded the Group of the difficulties experienced last year in relation to funding and advised that a conservative amount had already been included in the 2011/12 proposed budget which would be go through Council’s Annual Plan process.
	Resolutions: That the RoadSafe Governance Group: 1.    Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided. 2.    Receive the financial position report as at 31 December 2010 and note the progress report for the Driveway Runover Project. Probert/Wallace CARRIED

5.	Draft Terms of Reference
	Mrs Gilbertson advised that the Terms of Reference for the RoadSafe Governance Group had not been updated since March 2008 and as this was the first meeting of the new triennium, it was appropriate to consider them. The Group discussed the Terms of Reference and amendments were noted. Mrs Gilbertson confirmed that a RoadSafe HB Strategic Plan was in place and a meeting of all RoadSafe staff was planned for March when the Plan would be reviewed.  The Strategic Plan would be distributed to all members following the March meeting. Following a suggestion from Councillor Kingston, it was agreed that the Terms of Reference would be reviewed at least once during the triennium.
	Resolutions: That the Roadsafe Governance Group : 1.    Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided. 2.    Consider and adopt the proposed Terms of Reference  following amendment for the RoadSafe Governance Group. Kingston/Probert CARRIED

6.	Minutes from RoadSafe Meetings held on 30 March 2010 and 23 April 2010
	The Minutes of the RoadSafe meetings held on 30 March 2010 and 23 April 2010 were noted by the Group.
	Resolution: 1.    That the minutes from the meetings held on 30 March 2010 and 23 April 2010 be noted. Kingston/Wallace CARRIED

7.	Co-ordinator Reports
	Mrs Anderson updated the Group on the achievements of the RoadSafe co-ordinators from September 2010 to February 2011. Responding to a question Mrs Anderson explained that all projects RoadSafe is involved in have a co-ordinated approach and it was very rare to undertake an independent project. Mrs Anderson also described the issues that would have a key focus placed on them in the near future particularly the Youth Alcohol Expo to be held from 9-13 May 2011.  The Group noted that all HB schools have confirmed that year 11 representatives from their school will attend the expo making a total attendance of 1600 students.  Support had also been confirmed by 16 stakeholders in the region. The Group also discussed the  Motorcycle Safety Day to be held on Sunday, 20 February where participants would be able to achieve their basic Certification in Motorcycle Safety following ongoing training activities.  The Group agreed this was an important focus in the community particularly in light of the increase in motorcycle deaths over the last 3-4 years. Inspector Wallace complimented Mrs Anderson  on the outstanding work achieved by the RoadSafe team over the last few months.  Inspector Wallace drew particular attention to the RoadSafe display at the Wairoa A&P Show and the public interest it had received. He noted the display won the Best Display Award at the show. Inspector Wallace also acknowledged the assistance given  to police activities by RoadSafe over the Christmas season.
	Resolution: That the RoadSafe Governance Group receives and notes the Co-ordinator Reports. Kingston/Wallace CARRIED

10.	General Business
	There were no items of General Business.

Closure:

There being no further business the Chairman declared the meeting closed at 10.15am on Friday 18 February 2011..

Signed as a true and correct record.

DATE: ................................................               CHAIRMAN: ...............................................