Agenda of Sport and Recreation Committee

PALMERSTON NORTH CITY COUNCIL

Sport and Recreation Committee MEETING

4 September 2017

Order of Business

NOTE: The Planning and Strategy Committee meeting coincides with the ordinary meeting of the Sport and Recreation Committee and the extraordinary Council meeting. The format for the meeting will be as follows:

- Sport and Recreation Committee will open and adjourn immediately to following the Planning and Strategy Committee.

- Council will open and adjourn immediately to following the Sport and Recreation Committee.

- Planning and Strategy Committee will open, conducts its business and then close.

1. Apologies

2. Notification of Additional Items

Pursuant to Sections 46A(7) and 46A(7A) of the Local Government Official Information and Meetings Act 1987, to receive the Chairperson’s explanation that specified item(s), which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded, will be discussed.

Any additions in accordance with Section 46A(7) must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Any additions in accordance with Section 46A(7A) may be received or referred to a subsequent meeting for further discussion. No resolution, decision or recommendation can be made in respect of a minor item.

3. Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters.

(NOTE: If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment made or refer it to the Chief Executive, then a resolution will need to be made in accordance with clause 2 above.)

4. Presentation - Sport Manawatu - Draft Regional Sports Facilities Plan Page 7

5. Confirmation of Minutes Page 27

“That the minutes of the Sport and Recreation Committee meeting of 7 June 2017 Part I Public and the extraordinary Sport and Recreation Committee meeting of 14 August 2017 Part I Public be confirmed as a true and correct record.”

6. Sport Manawatu 12 month report for the year ended 30 June 2017 Page 37

Report, dated 14 August 2017 from the Senior Property & Parks Planner, Aaron Phillips.

7. Memorial Park Draft Development Plan Page 81

Report, dated 7 August 2017 from the Leisure Assets Planner, Jason Pilkington.

8. Waitoetoe Park Reserve Development Plan Page 149

Report, dated 7 August 2017 from the Leisure Assets Planner, Jason Pilkington.

9. Committee Work Schedule Page 209

10. Exclusion of Public

To be moved:

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
11.	Acquisition of Ashhurst School Pool	Commercial Activities	s7(2)(h)

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

Acting Chief Executive (David Wright), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson) and Communications and Marketing Manager (or their representative (name)) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Management Team) and also from their specific role within the Council.

Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice.

Governance and Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny Odell, Carly Chang and Rachel Corser), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Parks and Property Manager (John Brenkley) and Property Officer (Bryce Hosking), because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

[Add Third Parties], because of their knowledge and ability to assist the meeting in speaking to their report/s [or other matters as specified] and answering questions, noting that such person/s will be present at the meeting only for the items that relate to their respective report/s [or matters as specified].

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Sport and Recreation Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 07 June 2017, commencing at 9.04am

Members

Present:

Councillor Leonie Hapeta (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Apologies:

Councillors Vaughan Dennison (for lateness) and Lew Findlay (part of meeting).

Councillor Duncan McCann entered the meeting at 9.08am during consideration of clause 13. He was not present for clause 12.

Councillor Vaughan Dennison entered the meeting at 9.18am during consideration of clause 13. He was not present for clause 12.

Councillor Tangi Utikere left the meeting at 11.49am during consideration of clause 17. He entered the meeting again at 11.58am during consideration of clause 18. He was not present for clause 17.

Councillor Susan Baty left the meeting at 11.57am during consideration of clause 18. She entered the meeting again at 2.00pm following the adjournment. She was not present for clause 18.

Councillor Lew Findlay left the meeting at 12.54pm at the adjournment. He entered the meeting again at 2.35pm. He was present for all clauses.

12-17

Apologies

Moved Leonie Hapeta, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

13-17

Deputation - The Regional Velodrome Development Trust

A deputation was made by Whanganui Mayor Hamish McDoull and Trust Chairperson Mr Leigh Grant regarding the proposed project to put a roof on the velodrome in Whanganui.

Councillor Duncan McCann entered the meeting at 9.08am

Councillor Vaughan Dennison entered the meeting at 9.18am

The velodrome in Whanganui was the first wooden track of its kind and is widely regarded as the fastest track in Australasia. The Trust has been set up to manage the project to roof the velodrome to protect the asset not only for Whanganui, but the region as well.

With the velodrome having a roof the use of the facility would substantially increase for cycling, and opportunities for other activities. The proposal also includes the development of 200 metre international in-line speed skating track. The velodrome would also be open for use by the community, similar to how the velodrome at Cambridge operates.

The Trust emphasised that this was seen as a regional facility and that by working together as a region this project would succeed.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee receive the deputation for information.

14-17

Deputation - St Peter's College Board of Trustees

A deputation was made by St Peter’s College Principal, Mr David Olivier, Board Chairperson, Mr Robert Coulson and Ms Jaspreet Kaur regarding a proposal for a joint initiative to build a 50 metre by 25 metre covered swimming pool on St Peter’s College land.

The Board understood there were ongoing issues regarding the availability of facilities for all water sports, such as swimming and canoe polo. Also it noted that there was demand for use for treatment of sports injuries and hospital rehabilitation.

The proposal would see a 10 lane pool with a movable floor, providing for different depth levels, and 1,200 seating facility as well as changing rooms, storage facilities for sport equipment and 95 carparks on St Peter’s land. The estimated capital investment is between $29 million and $32 million, with operational costs between $450,000 and $500,000 per year.

It was acknowledged that the facility was a long term goal, however the Board were committed to the project and would be looking at significant fundraising if the project were to proceed.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee receive the deputation for information.

Councillor Rachel Bowen declared a conflict of interest and withdrew from voting and discussion on clause 14-17 above.

15-17

Confirmation of Minutes

Moved Leonie Hapeta, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the minutes of the Sport and Recreation Committee meeting of 6 March 2017 Part I Public and the extraordinary Sport and Recreation Committee meeting of 22 May 2017 Part I Public be confirmed as a true and correct record.

The Mayor (Grant Smith) and Councillors Susan Baty and Bruno Petrenas abstained from voting on the minutes of 22 May 2017.

16-17	Clearview Park Proposed Land Exchange Report, dated 4 May 2017 from the Leisure Assets Planner, Jason Pilkington. During discussion Elected Members noted the ongoing issues with the brick pathways in the area and requested that the developer be approached to investigate options for rectifying the problem.
	Moved Leonie Hapeta, seconded Duncan McCann. The COMMITTEE RECOMMENDS 1. That Palmerston North City Council, in the report Clearview Park Proposed Land Exchange on 7 June 2017 by Jason Pilkington, and as the administering body of Clearview Reserve, authorises the exchange of that part of the Clearview Reserve described in Appendix I (as part of Lot 1 DP 69185 & Lots 187 189 DP 67876) for the land described in Appendix II (as part of Lot 146 DP 372992) belonging to Fair Investments Ltd. 2. That Palmerston North City Council, in the report Clearview Park Proposed Land Exchange on 7 June 2017, by Jason Pilkington and in exercise of the powers conferred on it by delegation under the Reserves Act 1977, authorises the exchange of that part of the Clearview Reserve described in Appendix I (as part of Lot 1 DP 69185 & Lots 187 189 DP 67876) for the land described in Appendix II (as part of Lot 146 DP 372992) belonging to Fair Investments Ltd. 3. That Council note that the requirements of Section 4 of the Conservation Act 1987 have been satisfied in relation to consultation with Iwi over granting a land exchange at Clearview Reserve. 4. That Council note that the requirements of Sections 119 and 120 of the Reserves Act 1977 have been satisfied in relation to public notification prior to the resolution to enter into the land exchange at Clearview Reserve.
	Clause 16.1 to 16.4 inclusive above was carried 12 votes to 1, with 1 abstention, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Tangi Utikere. Against: Councillor Lew Findlay QSM. Abstained: Councillor Rachel Bowen.
	Moved Susan Baty, seconded Leonie Hapeta. 5. That the Chief Executive be instructed to work with the Developer to resolve the maintenance issues of the existing pathways within the Clearview sub division. Councillor Bruno Petrenas declared a conflict of interest and withdrew from voting and discussion on clause 16-17 above.

The meeting adjourned at 11.14am

The meeting resumed at 11.31am

17-17

Campbell Street Campervan Carpark Trial

Report, dated 18 May 2017 from the Leisure Assets Planner, Jason Pilkington.

Councillor Tangi Utikere left the meeting at 11.49am

Moved Leonie Hapeta, seconded Rachel Bowen.

The COMMITTEE RECOMMENDS

1. That Council continue the trial of the Campbell Street Campervan Carpark for another year to gain a better understanding of the dynamics of the site; and assess the Campbell Street Carpark within the wider context of Motorhome use in the City.

2. That Council install a security camera at the site up to the value of $8,000.

3. That Officers report back on the Campbell Street Campervan Carpark trial in June of 2018.

4. That Officers report back to Council on a wider assessment of potential motor home sites, and with recommendations, prior to a final report on the trial of the Campbell Street Campervan Carpark.

18-17

Waitoetoe Park Draft Reserve Development Plan

Report, dated 15 May 2017 from the Leisure Assets Planner, Jason Pilkington.

Councillor Susan Baty left the meeting at 11.57am

Councillor Tangi Utikere entered the meeting again at 11.58am

During discussion elected members proposed a number of minor amendments that could be approved by the Chairperson and Deputy Chairperson.

Moved Leonie Hapeta, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee adopts the “Draft Waitoetoe Park Reserve Development Plan”, attached to the 7 June 2017 Report titled “Waitoetoe Park Draft Reserve Development Plan”, to go out for a one month community consultation period in order to receive public feedback on the draft.

Moved Tangi Utikere, seconded Rachel Bowen.

2. That the Chairperson and the Deputy Chairperson of the Committee be given authority to make minor amendments to the Waitoetoe Park Draft Reserve Development Plan prior to consultation.

The meeting adjourned at 12.54pm

The meeting resumed at 2.00pm

When the meeting resumed Councillor Susan Baty was present and Councillor Lew Findlay was not present.

19-17

Memorial Park Draft Development Plan

Report, dated 17 May 2017 from the Leisure Assets Planner, Jason Pilkington.

Councillor Lew Findlay entered the meeting at 2.35pm

During discussion elected members noted that there had not been enough consideration of the memorial or remembrance aspect of the Park and other aspects should be considered prior to consultation.

Moved Grant Smith, seconded Leonie Hapeta.

The COMMITTEE RECOMMENDS

1. That the Chief Executive be instructed to investigate options for memorial/remembrance to be included in the Memorial Park Development Plan and report back to the Committee at the September 2017 meeting.

Moved Rachel Bowen, seconded Duncan McCann.

2. That disability issues are fully reflected in the design of the park before consultation.

20-17

Committee Work Schedule

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee receive its Work Schedule dated June 2017.

The meeting finished at 2.58pm

Confirmed 4 September 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Extraordinary Sport and Recreation Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 14 August 2017, commencing at 9.02am

Members

Present:

Councillor Leonie Hapeta (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

21-17

Draft Waitoetoe Park Development Plan – Hearing of Submissions

The following people appeared before the Committee and made oral statements in support of their submissions and replied to questions from elected members.

Waitoetoe Reserve Community (86)

Representing the Waitoetoe Reserve Community, Mr Don Scott and Ms Rachel Keedwell presented a PowerPoint presentation and made the following additional comments:

- There was a balance required regarding vehicle access to the park. Access would have to be well monitored and designed, and like the Esplanade, should be shut off at night.

- There should be more guidance on use within the park, for example, signs on how to use the shared spaces.

Paul Godbaz (19)

Mr Godbaz spoke to his submission and made the following additional comments:

- There were a lot of older people in the areas who owned small dogs and possibly have mobility concerns therefore car access and parking close to the dog area would be preferable.

- A fenced area for dogs was to keep smaller dogs safe, as larger dogs can harass and attack smaller dogs.

- Was not in support of any monies being spent on area for waka launch as the location shown for this was not able to be launched from.

Peter Reay (61)

Mr Reay spoke to his submission (providing a series of photographs) and made the following additional comments:

- Was concerned that the draft plan was incorrect, as one access point from Buick Crescent was not shown.

- There was currently not enough parking, but did not want the parking to extend up the service lane, however additional parking should be close to the current car park.

Ngati Hineaute Hapu Authority (84)

Representing Ngati Hineaute Hapu Authority, Mr Christopher Whaiapu spoke to the submission and made the following additional comments:

- Had concerns regarding correct naming of the Park. Naming had to be done correctly to ensure meanings etc were accurate.

- The design of the Ahimate site had to be inviting and didn’t want it to feel so sacred that you couldn’t go there, they wanted people to enjoy the practicality of what a Pa site should be.

- Confirmed that many waka had used the Manawatu River when it had been a traditional highway and there were many remnants up and down the river showing that use.

Keith Joblin (89)

Mr Joblin presented a PowerPoint presentation and made the following additional comments:

- It was important to note that the area was a floodplain and that floods moved debris around - care was needed when considering building in that area.

- Creating a Biodiversity Park would create citizen science opportunities where non-professional people could take water measurements, look at different plants and insects etc, it is a way to get individuals into natural environments.

Manawatu Mountain Bike Trails (tabled submission)

Representing Manawatu Mountain Bike Trails, Mr Pete Wells and Mr Ken Bidlake tabled their submission and made the following additional comments:

- It was believed that the plan had been influenced by those that reside close to Waitoetoe Park when in fact the area was used by large numbers from across the city.

- Under the current plan it appeared that the number of trails would be reduced and suggested that the play area could be located elsewhere allowing the trails to remain.

- Would like to be included in the process of building the trails.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the oral and written submissions on the Draft Waitoetoe Park Development Plan be received.

2. That the Committee note the Procedure for Hearing of Submissions, as described in the procedure sheet.

Clause 21-17 above was carried 15 votes to 1, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillor Lew Findlay QSM.

22-17

Conference Opportunity - Urban Development Capacity Conference

Memorandum, dated 24 July 2017 from the Committee Administrator, Penny Odell.

Moved Grant Smith, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of one elected member to attend, with expenses paid, to Urban Development Capacity Conference being held in Auckland on 25 and 26 September 2017.

2. That registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Committee Advisor, Penny Odell, by 12 noon Friday 18 August 2017.

Clause 22-17 above was carried 16 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting finished at 10.20am

Confirmed 4 September 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Report

TO: Sport and Recreation Committee

MEETING DATE: 4 September 2017

TITLE: Sport Manawatu 12 month report for the year ended 30 June 2017

DATE: 14 August 2017

AUTHOR/S: Aaron Phillips, Senior Property & Parks Planner, City Networks

RECOMMENDATION(S) TO Council

1. That the Committee receives Sport Manawatu’s 12 month report for the year ended 30 June 2017.

Summary of options analysis for

Problem or Opportunity	As part of their contract Sport Manawatu are required to provide a 6 and 12 month reports on their activities.
OPTION 1:	Council receives Sport Manawatu’s 12 month report for the year ended 30 June 2017.
Community Views	Community views have not been sought on Sport Manawatu’s 12 month report. Sport Manawatu provide examples of community feedback within their report.
Benefits	Sport Manawatu’s activities support Councils outcomes.
Risks	No risks are identified.
Financial	There are no financial implications for accepting Sport Manawatu’s 12 month report.
OPTION 2:	Council requests additional information from Sport Manawatu.
Community Views	Community views have not been sought on Sport Manawatu’s 12 month report. Sport Manawatu provide examples of community feedback within their report.
Benefits	Greater clarity for Council on the activities further information is requested on.
Risks	No risks are identified for this option.
Financial	There are no financial implications in requesting further information other than additional Council officer time preparing a further report.
Contribution of Recommended Option to Council’s Strategic Direction	Sport Manawatu’s contract outcomes were set through the Community Funding Policy 2012 and its 2015 outcomes review. The outcomes were derived from the various Council strategies written to define how the vision of “Palmerston North is recognised as a vibrant, caring, innovative, sustainable and prosperous city” and the goals of “Palmerston North is a socially sustainable city where people want to live because of its safe and easy lifestyle and its many social, cultural and recreational opportunities” and Palmerston North is an economically sustainable city which attracts, fosters and retains businesses and jobs” would be achieved through external community agencies. The outcomes, derived from the Active Recreation and Events Strategies, that Sport Manawatu are contracted to deliver are: · People are more active, more often. · The Councils (PNCC and MDC) are able to work collaboratively with Sport Manawatu to help achieve the Council’s strategic aspirations. · The sport sector is able to build its capacity and capability whilst becoming more self-sustaining. · The sport sector has access to up-to-date, specialist, relevant, information and advice. · Arena Manawatu is the City hub for indoor community sport. · Manawatu is the best place in New Zealand to ride a bike. · Palmerston North has an excellent reputation for hosting national sports events. · There is a joined-up programme of community and high-performance cycling events in the Manawatu.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 This is the first full 12 month report from Sport Manawatu under their new three year contract with PNCC. The contract is worth $461,500 (excl GST) per year of which $200,000 per year is distributed to sports events providers under the Sports Events Partnership Fund.

1.2 The contract is to deliver the following outcomes:

1. People are more active, more often.

2. The Councils (PNCC and MDC) are able to work collaboratively with Sport Manawatu to help achieve the Council’s strategic aspirations.

3. The sport sector is able to build its capacity and capability whilst becoming more self-sustaining.

4. The sport sector has access to up-to-date, specialist, relevant, information and advice.

5. Arena Manawatu is the City hub for indoor community sport.

6. Manawatu is the best place in New Zealand to ride a bike.

7. Palmerston North has an excellent reputation for hosting national sports events.

8. There is a joined-up programme of community and high-performance cycling events in the Manawatu.

1.3 This report covers their activities for the twelve months from 1 July 2016 to 30 June 2017.

2. Background and previous council decisions

2.1 Sport Manawatu provided local public services as sought by Council under the 2012 Outcomes for Community Funding which were reviewed in 2015.

2.2 The services contracted to Sport Manawatu were advertised and proposals received for a three year funding agreement based on outcomes for 2016 to 2019. The funding process took place in late 2015. Sport Manawatu were successful in securing funding for $461,500, up $16,680 or 3.7% from the $444,820 in funding awarded under the previous contract in 2012.

2.3 The contract is bulk funded, and while a general outline of example activities is agreed in the contract it is up to Sport Manawatu to allocate the resources to achieve the outcomes.

3. Description of options

3.1 Option One: Council receives Sport Manawatu’s 12 month report for the year ended 30 June 2017.

3.2 Option Two: Council requests additional information from Sport Manawatu.

4. Analysis of options

4.1 The following table considers the outcomes, and indicators of success from the Sport Manawatu Contract.

1. Outcome: People are more active, more often
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
Sports starting or increased activity campaigns.	Sport Manawatu baseline data on priority sports increases. Greater use of Council facilities – hours of community use of Arena, sports field bookings.	· Participation numbers have dropped by 2,000 across the codes, with netball, football and cricket declining significantly. On the other hand rugby, golf, and triathlon grew. Sport Manawatu may be able to offer more commentary at their presentation. The wider and longer term trends are reported through Recreation Needs Assessment and Regional Sports Facilities Plan. · Arena Manawatu Community hours of use (to be advised). · The Green Prescriptions and Whānau Triathlon continue to deliver successful. · The Sport Manawatu report emphasises work with selected ethnic communities.
2. Outcome: The Councils are able to work collaboratively with Sport Manawatu to help achieve the Council’s strategic aspirations.
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
Presentations to committees of Council as required. Prompt responses to consultation and advice requests. Regular communication of their work and issues encountered.	Council staff report proactive partnership with Sport Manawatu staff. Council staff report they are well informed of Sport Manawatu activities and issues.	· Sport Manawatu’s Chief executive met quarterly with General Managers of City Future, City Networks and City Enterprises to monitor the contractual relationship. · Sport Manawatu are participating the Active Community Plan development and City Future staff report they are very pleased with Sport Manawatu engagement. · The monthly short reports ensure Council staff, management and elected officials are up to date with Sport Manawatu work. These reports are shifted to quarterly rotation this year to reduce the reporting workload on Sport Manawatu staff. · The Regional Sports Facilities Plan work is underway and being led by Sport Manawatu. · Sport Manawatu are working with Arena Manawatu to develop Sports House.
3. Outcome: The sport sector is able to build its capacity and capability whilst becoming more self-sustaining
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
Training and information seminars. Databases and directories. Programmes and/or work with clubs and groups to improve their sustainability.	Evidence of up-skilling in the sector. The proportion of Sport Manawatu total funding coming from Council decreases. Sport Manawatu work with clubs and groups to improve sustainability where required	· Up-skilling activities reported on included various coaching development initiatives. · Ongoing advice with assessments and strategic planning support. A number of sports were identified for capability support. Basketball is the focus of a “All of basketball plan”. Rugby League and arrangements with Massey University are under development. · Volunteer development and recognition work continues well.
4. Outcome: The sport sector has access to up-to-date, specialist, relevant, information and advice
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
· Database of clubs · Database of Facilities · Website · Experienced and skilled staff available. · Pushing out SportNZ Knowledge Library	Public can access information # hits on website. # hits on facilities database # of trainings completed. Description of staff work with clubs on information provision and advice.	· Sport Manawatu office hours are 8 am to 5 pm week days. · Sport Manawatu Social media presence is acknowledged by Sport New Zealand as successful. · The newsletter was distributed to 1,300 stakeholders.
5. Outcome: Arena Manawatu is the City hub for indoor community sport.
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
Developing and supporting increased use of Central Energy Trust Arena Manawatu^{^[1]}	Arena community hours of use increase.	· 12 events at Arena received funding over the year (Funding is from Council via Sport Manawatu administering Sports Partnership Fund). · Work with futsal appears strong and a reach of 42,000 people via live streaming notd. · There is excitement at the potential of the Glory League System of cameras to support a number of codes to take their sports to their supporters and deliver extra value to their players.
6. Outcome: Palmerston North is the best place in New Zealand to ride a bike
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
Learn to cycle initiatives Cycling promotion campaigns Cycle routes are promoted Active Transport promotion Bikes in Schools	Participation in organised events or activities. Counts of cyclists through roading cyclist monitoring programme No of Schools that have cycle initiatives.	· The Active Transport Advisor remains busy. · 11 grade 2 cycle skills groups run supporting 623 people including a Red Cross Refugee support programme. · A joint calendar of cycling events is being considered through a Cycling Steering Group.
7. Outcome: Palmerston North has an excellent reputation for hosting national sports events.
Example Outputs (key tasks)	Indicators of success	Officer Comment on results
Events are secured and retained. Event support activities provide added value experiences.	Arena hosts 50% of the events. Participants report having a good time in Manawatu in post-event surveys. Number of North Island and national school events. Maintain or increase the economic benefits from events both: · Directly supported by Sport Manawatu (SPF) and · North Island or national events not supported by Sport Manawatu. · Evidence of Tikanga and Te Reo Māori are incorporated into national secondary school events.	· 25 events were supported through the Sports Events Partnership Fund with 9 of the 23 events discussed noted as being held at Arena Manawatu. · In addition to the regular secured major events high numbers of hockey and futsal players featured. · The economic impact calculated for the year was $5.5 million. · The best performing in terms of investment for economic return were Gymsports Manawatu Open, the Hockey tournaments and Cycling Secondary Cycling Champs and the Secondary School Volleyball Championships. · Several “showcase” events were also supported.

8. Outcome: There is a joined-up programme of community and high-performance cycling events in the Manawatu

Example Outputs (key tasks)

Indicators of success

Officer Comment on results

High performance cycling event supported.

Community cycling events occur.

National media coverage.

Community cycling event and activity participation numbers.

· Tour de Manawatu, NZ National Schools Cycling Championships and Gravel and tar Events are noted.

5. Financial Review:

5.1 Sport Manawatu hope to have their draft unaudited accounts to present at the Sport and Recreation Committee meeting. Assuming no issues arise then the full audited accounts will be distributed for information via the Friday Compendium when they are received later in the year.

6. OTHER:

6.1 Sport Manawatu have revised their monthly Short Reports to a quarterly report in order to reduce reporting workloads. The monthly reports were an initiative of Sport Manawatu and a change to a quarterly Short Report will still mean Council is well informed.

6.2 Council is working on a new Active Community Strategy

7. Conclusion

7.1 Sport Manawatu continue to work well in delivering on work that supports the outcomes Council seeks. Their reporting and engagement with Council remains of a high quality.

8. Next actions

8.1 Thank Sport Manawatu for their report.

9. Outline of community engagement process

9.1 This report is publically available for community comment.

Compliance and administration

Does the Committee have delegated authority to decide?	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	Yes

Attachments

Sport Manawatu 12 month report for the year ended 30 June 2017 ⇩

Aaron Phillips

Senior Property & Parks Planner

PALMERSTON NORTH CITY COUNCIL

Report

TO: Sport and Recreation Committee

MEETING DATE: 4 September 2017

TITLE: Memorial Park Draft Development Plan

DATE: 7 August 2017

AUTHOR/S: Jason Pilkington, Leisure Assets Planner, City Networks

RECOMMENDATION(S) TO Council

1. That the Sport and Recreation Committee adopts the draft Memorial Park Reserve Development Plan, attached to the 4 September 2017 report titled “Memorial Park Draft Development Plan” to go out for a one month community consultation period in order to receive public feedback on the draft.

2. That the Chairperson and Deputy Chairperson of the Committee be authorised to make minor amendments to the Memorial Park Draft Development Plan.

Summary of options analysis for

Problem or Opportunity	Palmerston North City Council, key stakeholders, park users and local residents have worked over the past eight months to develop a draft Memorial Park Reserve Development Plan. The plan is now in a draft form and is ready to go out to the public for comment.
OPTION 1:	The Committee adopts the Memorial Park Reserve Development Plan as a draft to go out to the public for comment.
Community Views	An extensive early community engagement process was recently completed in order to achieve the development of this draft.
Benefits	Council will better understand how well received the proposals in the draft plan will be prior to committing to a final plan.
Risks	The draft plan is not well received, and Council may desire a return to the early community engagement process.
Financial	$1,500 - $2,000: flyers, signage at the park, public notices and use of social media to publicise the draft.
OPTION 2:	The Committee does not adopt the draft Memorial Park Reserve Development Plan to go out for public comment.
Community Views	An extensive early community engagement process was recently completed in order to achieve the development of this draft.
Benefits	The Committee, by not adopting the draft Plan, will have reasons for doing so, and these can be addressed by Officers.
Risks	The community and Council have expended considerable time and resources to get the draft document to this point, and it would be counter-productive to that effort not to proceed further.
Financial	Council may be required to re-consult to some extent at some point on the plan, and so would have to spend approximately $5,000 to re-consult.
OPTION 3:	The Committee adopts the Memorial Park Reserve Development Plan as a draft to go out to the public for comment, with alterations adopted by the Sport and Recreation Committee.
Community Views	An extensive early community engagement process was recently completed in order to achieve the development of this draft.
Benefits	Council is able to make some changes to the draft Plan and still adopt the plan to go out for consultation contingent on the requisite alterations being made by Officers.
Risks	The changes Council make do not reflect the Stage 1 early engagement. Any changes by way of additions will probably not have been costed out to give Council a fuller picture of the impacts.
Financial	$1,500 - $2,000: flyers, signage at the park, public notices and use of social media to publicise the draft.
Contribution of Recommended Option to Council’s Strategic Direction	Recreation Strategy: to develop and build on the unique features of City Reserves.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Palmerston North City Council, key stakeholders, park users and local residents have worked over the past ten months to develop a draft Memorial Park Reserve Development Plan.

1.2 Stage 1 of the community engagement process (early Public Engagement Stage) is complete, and the plan is now in a draft form and is ready to go out to the public for Council to receive comment (Stage 2: Public Engagement on Draft Plan).

1.3 Officers plan to utilise a number of mechanisms in order to ensure a sound and extensive public comment process takes place. Council will publicise the draft plan on the PNCC website and social media platforms, signage at the park itself, Officers will hold on-site drop-in sessions, key stakeholders will receive copies and local residents will receive copies of the plan.

2. Background and previous council decisions

2.1 In June 2016 a report went to Council titled Reserve Management Plan and Development Plan Priorities. In that report the priorities for developing both reserve management and development plans were laid out and adopted. Memorial Park was identified for a Reserve Development Plan only, due to occur in the 2016/17 financial year.

2.2 In September/October of 2016 Council began Stage 1 early public engagement with the community in order to understand the community’s desires for Memorial Park. Since then Council has:

· Held an on-site workshop (with key stakeholder groups).

· Completed over 200 on-site and mail drop user surveys.

· Held a Memorial Park Fun Day with music, BBQ and water-slide activities (included in this was on-site surveying and an Ideas Big Board).

· Sent out and received submission forms/flyers to a considerable local sector of the surrounding park community asking for their feedback.

· Advertised the desire to hear peoples’ thoughts on the park through social media platforms and the PNCC Website and received comments and feedback.

· Received positive radio air-time to advertise the Memorial Park Fun Day, and the consultation process.

· Surveys and survey boxes were kept in the Library, Sport Manawatū, Hancock Community House, CCS Disability Action and Ruahine Kindergartens Association.

· Held a workshop with Councillors (March 20, 2017) on the community engagement results, next steps and to seek direction.

· In addition Council has worked with the local skating community on re-grinding the skate rink; the Fitzherbert Lions to plan boardwalks; and with local historians, the RSA and the Defence Force to develop the WWII theme for the park.

2.3 On March 20 2017 Councillors attended a workshop on Memorial Park. In that workshop Councillors assessed the Stage 1 consultation results. The consultation results identified a number of features that the public would like to see developed at Memorial Park. While there were some new features the public identified as desirable for Memorial Park, the bulk of the work identified could best be described as restoring the park to its former status, as a Memorial Park and City Reserve.

2.4 The Stage 1 Community Engagement results (attached to this report) were assessed in relation to the order of importance that the public placed on various features over the course of the consultation, and their relative costs to existing budgets. Councillors directed Officers to explore a number of features raised in the consultation that went beyond existing budgets.

2.5 The list below describes the general features identified for development and restoration/upgrade at Memorial Park. The bullet points are generally listed in order of importance as they emerged from the Stage 1 consultation process. Water features, playground upgrades and family area improvements were the clear top three priorities. Those that follow were less likely to be mentioned and may be seen as relatively equal under the top three priorities.

2.6 Those additional features were:

Water Features

· Splash Pad

· Small water slide

Playground Upgrades

· Additional playground features (to be completed this financial year).

Family Area and BBQ

· Restore and extend existing.

Duck Pond

· Improve the safety of the duck pond and keep it clean.

· More activity in the vicinity of the duck pond.

Memorial (WWII)

· Lift the status of the park as a “Memorial” Park.

General Amenity (described by consultation and Councillor direction)

· Restore old architecture (particularly the old rink Grandstand).

· Sensory garden (Councillor Work Shop March 20 2017).

· Old, tired toilets/change facilities in the sports field area that are now partially used as a janitor’s storage area.

· Gear shed for the skating groups (plus rink regrind which is now complete).

· General fencing and planting of the area to tidy it up, improve sight lines, etc.

· Tidy up the grandstand and old velodrome area.

2.7 In March 2017 The Sport and Recreation Committee received the draft Memorial Park Development Plan. In that meeting Councillors decided that the plan was not yet in the right state to go to the public for consultation. There were some key elements of the draft that Councillors requested be changed:

· That the memorial side of the plan be raised to a higher standard, and include the Workers’ Memorial.

· Officers complete more up-front work with the sporting organisations (mainly Central Football) regarding planned alterations to the sporting field features of the park, prior to public consultation.

· Be more specific regarding the work required to make the park a Gold Standard accessibility City Reserve; both in terms of retrospective work and planned work going forward.

· That the splash pad feature in the draft include an option for a more developed and expensive option, which would be subject to external funding.

· That having lights at Memorial Park to light the skating rink (subject to community fundraising) be included in the plan as a consultation point.

2.8 In addition, and arising from the views expressed at the Council meeting/workshops, Officers have also had the plan altered so that the front part of the duck pond be filled in and planted out (this is the shallow, concrete-bottomed part of the pond which gets very dirty and easily accumulates rubbish). This part of the pond would be developed in conjunction with the stormwater engineers to either create a natural wetland that will then feed water into the duck pond, or filled in and planted out.

2.9 The draft Memorial Park Development Plan is the culmination and extrapolation to date of the planning work achieved at this park as provided by the community engagement process and as directed by Council at the March Sport and Recreation Committee meeting.

3. Description of options

3.1 Option 1: the Sport and Recreation Committee adopts the Memorial Park Reserve Development Plan as a draft plan to go out to the public for comment.

3.2 Option 2: the Sport and Recreation Committee does not adopt the Memorial Park Reserve Development Plan to go out for public comment.

3.3 Option 3: The Sport and recreation Committee adopts the Memorial Park Reserve Development Plan as a draft to go out to the public for comment, with alterations adopted by the Sport and Recreation Committee.

4. Analysis of options

4.1 Option 1: the Sport and Recreation Committee adopts the Memorial Park Reserve Development Plan as a draft plan to go out to the public for comment.

4.2 The general feedback from both Councillors and the community signifies that Memorial Park is more in need of some restoration and care rather than the addition of many new features.

4.3 There were a number of aspects identified for restoration. They are:

· Restoration of the grandstand at the skating rink.

· Landscaping and upgrades to the pool and surrounding fencing.

· Landscaping and restoration of the duck pond area (in particular the plan establishes a planted “barrier” between the duck pond and the public to increase the safety of the area; and to fill in the front part of the pond for planting and a potential wetland feature).

· The WWII Memorial aspects of the park require restoration and reinvigoration (Murals, restore the Memorial Gates and the flag pole, a “Memorial Walk” featuring local heroes of WWII, installation of 20 pound WWII guns at the park, etc.).

· Remove and replace the old and tired toilet/changing rooms between the “two parks”, and provide better legibility between the sports field and the park.

· Continue the re-establishment of the landscaped park edges and replacement of the old wooden fences with new, see-through metal fencing.

· Fill in the front part of the duck pond – the shallow feeder-end where rubbish accumulates in the water; and plant it out or create an artificial wetland that feeds water to the duck pond.

· Upgrade the park to meet “gold” standards for accessibility (in line with a recent disability audit).

· Upgrade and renew the BBQ and family leisure area.

· Paint the sports field grandstand frontage and ends.

· Works to soften the concrete edges of the old velodrome (including painting club emblems on one end).

4.4 In addition to the upgrades there were a number of additional features identified for the park. They were:

· A small and simple splash-pad area next to the existing pool. The possibility of a larger splash pad (subject to external funding) has been included in this plan as a “potential future”.

· A small slide into the deep end of the existing children’s pool.

· A boardwalk and viewing platform/seating area for the duck pond area.

· A sensory garden.

· A gear shed for the skating groups to use to store their skates and nets.

4.5 Council should also note that the $117,000 of accessible playground equipment went into the park in June 2017. This will take care of much of the “increased playground equipment at the park” that the community raised during Stage 1 of the public engagement. All playground equipment installed has been designed specifically to ensure all-inclusive play equipment (not focused on separation of abilities) is installed.

4.6 There are a number of features that Council will work with other agencies on when rolling this plan out, should the draft become a final plan. They are:

· Council will work with New Zealand Defence/Linton Camp to remove and upgrade the old flagpole, build the “Memorial ‘Heroes’ Wall” and new entranceway area and to move the old flagpole to this new entranceway. They will also work with Council on all works to install new 20 pound WWII guns at the park.

· New Zealand Defence Force, Linton Army, the Library Historical and Archives unit of Council and the Palmerston North Defence Heritage Advisory Group will work with Council to develop the “Memorial ‘Heroes’ Wall”, new entranceway and the Memorial Walk through the park.

· CCS Disability Action to form a Working Party to ensure construction and detailed planning going forward meets accessibility needs.

· The Fitzherbert Lions will work with Council to build the boardwalks and viewing platform that will form part of the duck pond upgrades.

· Central Football will work with Council to paint the sports field area as per the plan, and to paint their local football emblems along the northern end of the park.

· Local Trade Unions to ensure the Workers’ Memorial garden is upgraded and revitalised, and that interpretive signage regarding the worker that lost his life in 1904 is remembered in conjunction with the Workers’ Memorial Theme – the promotion of workplace safety.

Upgrades Budget (upgrades to existing features in the park)	New Capital Required (Will require new 10 Year Plan funding)	Existing Capital Renewals (Covered under existing 10 Year Plan budgets)	External Funding/Work
Grandstand Restoration (subject to 25% Capital Renewals Programme)	$26,250	$8,750
Pool fencing and landscaping surrounds	$30,000
Duck pond landscaping for safety	$10,000	10,000
WWII – Memorial restoration (materials and some labour)	$80,000	0	Linton Army - (entrance wall, gun installation and flagpole)
Safety surfacing (Poppy Playground)		$45,000
Perimeter landscaping and fencing	0	$20,000
Upgrade the BBQ area	$10,000	7,000
Paint the sports field grandstand frontage	0	$15,000
Accessibility upgrades to “Gold Standard”	0	$15,000
Upgrade toilets in the sports field area and remove old toilets (subject to 25% Capital Renewals Programme)	$225,000	$75,000
Upgrades Totals	$381,250	$195,750
New Features (New additions to the existing park)	New Capital Required (Will require new 10 Year Plan funding)	Existing Capital Renewals (covered under existing 10 Year Plan budgets)
Splash Pad	$250,000		$250,000
Pool slide	$7,000	0
Duck pond boardwalk and seating platform (materials only)	$15,000	0	Fitzherbert Lions (installation)
Wetland/planting in shallow end of duck pond	$30,000	0	Development and installation with storm water team
Sensory garden	$6,000	0
Soften the concrete velodrome ends in sports field	$35,000 (materials only)	0	Manawatu Football and Clubs (painting)
Gear shed for skate groups	$25,000	0
New Features Totals	$368,000	0
Sub Total	$749,250	$195,750
Contingency (20% of sub-total)	$149,850	$39,150
Project Management and Design (12% of sub-total)	$96,700	$23,490
Totals	$995,800	$258,390	250,000
Existing Capital New (2015/25 10 Year Plan)	$108,000	n/a	n/a
Total New Funding suggested for 2018-2028 10 Year Plan	$887,800	n/a	n/a

4.7 The Memorial Park Capital New Programme 93 currently has $108,000 for capital works over the next two financial years (2017/18 – 2018/19 years).

4.8 The splash pad and new toilets would be specific projects and require a total funding amount for the year in which they were built. The remainder (less the splash pad and new toilet) is $303,800. Therefore Council could look to continue the existing capital budget at Memorial Park for an additional 8 years, with two years respectively seeing an additional $250,000 and $225,000 for significant projects (splash pad and toilet replacements).

2017/18	2018/19	2019/20	2020/21	2021/22	2022/23	2023/24	2024/25	2025/26	2026/27
$52,000	$307,000	$51,400	$51,400	$51,400	$277,000	$51,400	$51,400	$51,400	$51,400

4.9 The above budget would see the splash pad completed in the 2018/19 financial year, while the toilet build would be timed to occur after the planned Central Football refurbishment of the sports field changing rooms (in the Ten Year Plan for 2020/21). The suggested budget in the table above will be referred to the 2018/28 10 Year Plan for Council to consider.

4.10 Option 2: Sport and Recreation Committee does not adopt the draft Memorial Park Reserve Development Plan to go out for public comment.

4.11 Officers will re-work the draft Memorial Park Development Plan and report back to Council.

4.12 Option 3: The Committee adopts the Memorial Park Reserve Development Plan as a draft to go out to the public for comment, with alterations adopted by the Sport and Recreation Committee.

4.13 The analysis of Option 1 holds for option 3. However, any alterations will have an impact on the budget, and additions to the draft Plan will likely have to be costed off at a later date and go up for consideration to the 2018-28 10 Year Plan.

5. Conclusion

5.1 There has been extensive and successful Stage 1 early community engagement to get the draft Memorial Park Development Plan up and running.

5.2 Implementation of the draft Memorial Park Development Plan will require additional Ten Year Plan funding. This could be achieved by extending the existing capital budget by eight years (2019/20-2022/23), and by providing additional funding for the two larger scale projects (splash pad and new toilets).

5.3 The draft plan is currently in a condition to test it with the community.

6. Next actions

6.1 Should Option 1 be adopted:

6.2 Flyers, signage and engagement on the draft Memorial Park Development Plan for 6 weeks. September/October 2017.

6.3 Make any final adjustments to the draft related to the community consultation. October 2017.

6.4 Develop a final Memorial Park Development Plan and report to Council. December 2017.

7. Outline of community engagement process

7.1 In September/October of 2016 Council began Stage 1 Community Engagement in order to understand the City’s desires for Memorial Park. Since then Council has:

· Held an on-site workshop (with key stakeholder groups).

· Completed over 100 on-site user surveys.

· Held a Memorial Park Fun Day with music, BBQ and water-slide activities (included in this was surveying and an Ideas Big Board and surveying).

· Sent out and received submission forms/flyers to a considerable local sector of the surrounding park community asking for their feedback.

· Advertised the desire to hear peoples’ thoughts on the park through social media platforms and the PNCC Website and received comments and feedback.

· Surveys and survey boxes were kept in the Library, Sport Manawatū, Hancock Community House, CCS Disability Action and Ruahine Kindergartens Association.

· Held a workshop with Councillors (March 20, 2017) on the community engagement results, next steps and to seek direction.

· In addition Council has worked with the local skating community on re-grinding the skate rink; and with local historians, the RSA and the Defence Force to develop the WWII theme for the park.

· Council will ensure that the extensive community engagement utilised during stage 1 will be maintained during the 4 week consultation period on the draft Memorial Park Development Plan.

· Officers will report back to the Sport and Recreation Committee in September 2017 with a final report and recommendations, based on the results of Stage 2 Community Engagement.

Compliance and administration

N/A

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	Yes
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	No
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

1.	Memorial Park Community Engagement Results ⇩
2.	Draft Memorial Park Development Plan ⇩

Jason Pilkington

Leisure Assets Planner

PALMERSTON NORTH CITY COUNCIL

Report

TO: Sport and Recreation Committee

MEETING DATE: 4 September 2017

TITLE: Waitoetoe Park Reserve Development Plan

DATE: 7 August 2017

AUTHOR/S: Jason Pilkington, Leisure Assets Planner, City Networks

RECOMMENDATION(S) TO Council

1. That the Sport and Recreation Committee adopts the “Waitoetoe Park Reserve Development Plan”, attached to the 4 September Report titled “Waitoetoe Park Reserve Development Plan” as a final.

2. That the Council direct the Chief Executive Officer to complete the process required for renaming the park from Waitoetoe Park to Ahimate Park.

3. That the Chairperson and Deputy Chairperson of the Committee be authorised to make minor amendments to the Waitoetoe Park Reserve Development Plan.

Summary of options analysis for

Problem or Opportunity	Palmerston North City Council, key stakeholders, park users and local residents have worked over the past twelve months to develop a Waitoetoe Park Reserve Development Plan. The plan is now in a solid final form.
OPTION 1:	The Sport and Recreation Committee adopts the Waiteotoe Park Reserve Development Plan.
Community Views	An extensive (Stage 1 & Stage 2) community engagement process was recently completed to assist the development of this plan. This engagement is attached as part of this report.
Benefits	A plan in place to guide development at this park; the plan is high level so that we can better work with stakeholders, Horizons Regional Council and within the context of upcoming design work in the Manawatū River Framework Implementation.
Risks	Resource consent from Horizons is not attainable for some features due to flood factors; design for flood plain and loss of wilderness feel due to over-development.
Financial	No additional financial inputs are required for this plan (financial covered by Programmes 568 - Maxwells Line Development, 752 – Manawatū Riverside Framework Implementation and 1100 Waitoetoe Dog Socialisation.
Option 2:	The Sport and Recreation Committee adopts the Waitoetoe Park Reserve Development, with alterations adopted by the Committee.
Community Views	An extensive (Stage 1 & Stage 2) community engagement process was recently completed to assist the development of this Plan. This engagement is attached as part of this report.
Benefits	Council is able to make some changes to the Waitoetoe Park Reserve Development Plan and still adopt the plan as a final contingent on the requisite alterations being made by Officers.
Risks	The changes Council make do not reflect the Stage 1 & Stage 2 engagement results. Any changes by way of additions will probably not have been costed out to give Council a fuller picture of the impacts.
Financial	Financial implications are the same as Option 1, and must also include relevant changes made by Council.
OPTION 3:	The Sport and Recreation Committee does not adopt the Waitoetoe Park Reserve Development Plan.
Community Views	An extensive (Stage 1 & Stage 2) community engagement process was recently completed to assist the development of this plan. This engagement is attached as part of this report.
Benefits	The Committee, by not adopting the Plan, will have reasons for doing so, and these can be addressed under Option 3.
Risks	The community and Council have expended considerable time and resources to get the document to this point, and it would be counter-productive to that effort not to proceed further.
Financial	Council would likely be required to consult again at some point on the plan, and so would have to spend approximately $7,000 to re-consult.
Contribution of Recommended Option to Council’s Strategic Direction	Active Recreation Strategy - to ensure Council engages with the public when formulating recreation options. Manawatū River Framework – to create and foster a sense of local ownership along the Manawatū River.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Palmerston North City Council, key stakeholders, park users and local residents have worked over the past ten months to develop a Waitoetoe Park Reserve Development Plan.

1.2 Stage 1 and Stage 2 of the community engagement process (early Public Engagement Stage and comments on the Draft Plan Stage) are complete, and were successful. Stage 2 included a hearings process.

1.3 Submissions, hearings and all results from the consultation process have been analysed, assessed and the relevant and appropriate changes have been made to develop the final plan, as attached.

2. Background and previous council decisions

2.1 Council purchased the old Allied Concrete Works land in the 2013/14 financial year. As part of that purchase Council directed Officers to consult with the community on possible uses for the land. The Allied Concrete Works was previously also the site of gravel extraction pits, and the area (in blue in the aerial photo below) has been an industrial site for more than 30 years.

2.2 Waitoetoe Park is situated within the wider Manawatū River corridor. In February 2016 the Manawatū River Framework was adopted by Council. The key focus of this document is to encourage more people to be active along the Manawatū River environment (particularly in the urban environment) and to create a distinctive sense of place and ownership around the urban Manawatū River catchment. The Rural West section of that document contains a number of actions and directions related to the development of Waitoetoe Park. The key actions related to this draft document are:

· Restoration planting

· Improve wayfinding to and around Waitoetoe Park

· Prepare a Reserve Development Plan for Waitoetoe Park (building on natural amenity values and evolving as a natural play space)

· Transformation of the old Allied Concrete Works site into parkland

In addition to the specific actions related directly to Waitoetoe Park in the Manawatū River Framework there are a number of generic river corridor opportunities that the plan identifies for the urban river corridor that are particularly relevant to this draft plan. They are:

· Expression of Rangitāne and Maori Culture

· Create a sense of ownership

· Creation of natural play spaces

· Opportunities for dog areas along the river corridor

· Mountain-biking/cycling areas along the river corridor

2.3 In October of 2016 Council began Stage 1 of the community engagement phase of the Development Plan: Early Public Engagement with the community in order to understand local desires for Waitoetoe Park more concretely.

2.4 In the 2016/17 Annual Budget $40,000 was set aside to negotiate the purchase of the “Dunne Block”, which is a piece of land that sits adjacent to Waitoetoe Park, and is also in the flood plain. Council has been unsuccessful in the purchase of this land, and in recent submissions on this plan the Dunne Family Trust have signalled that they would like to work with Council more closely regarding the development of their block of land.

2.5 Waitoetoe Park is also a site of cultural significance to Rangitāne O Manawatū. The park area was home to the Paneiri People, and a prominent Rangitāne Pā site: Ahimate Pā. During the Stage 1 early community engagement phase of consultation, Council approached Rangitāne as Manawhenua regarding their aspirations for this site. Rangitāne worked with Council to identify the following:

· Name change from Waitoetoe Park to Ahimate Park, in order to better reflect the historical name of the area.

· Rebuild an aesthetic and educational representation of the Pā site through appropriate physical and aesthetic works.

· Develop a Waharoa (entranceway) that invites people into this park.

· Ensure that inappropriate activities are kept at a distance from the Pā site proper.

2.6 In June of 2017 Council adopted the draft Waitoeote Park Reserve Development Plan to go out for community consultation. Council then began Stage 2 (Consultation on the draft Plan) of the community engagement process.

2.7 On August 14 2017 Council heard a number of submissions. The submissions were generally very positive regarding the plan, but there were a number of concerns raised. These concerns generally mirrored the essence of concerns raised in the submissions.

2.8 The total budget available to Waitoetoe Park is $634,000. The 2015/25 Ten Year Plan budget for Waitoetoe Park Reserve Development is spread amongst a number of Programmes. They are:

· Programme 568 - 207 Maxwells Line - Land Development ($257,000, to be considered by Council was brought forward from 2019/20 to 2018/19 during the next Ten Year Plan, as per direction at the March 20 Councillor Workshop).

· Programme 1100 – Waitoetoe Dog Socialisation Area ($99,000 allocated as a new programme during the 2017/18 Annual Plan).

· Programme 572 - Manawatū Riverside - Framework Implementation ($278,000 in 2017/18 financial year to be spent primarily in the Rural West zone where Waitoetoe Park is located).

· Programme 1326 – Panieri Park – Purchase of adjacent land (2017/18 Annual Budget). This $40,000 budget was established to purchase the “Dunne Block”.

3. Description of options

3.1 Option 1: The Sport and Recreation Committee adopts the Waiteotoe Park Reserve Development Plan.

3.2 Option 2: The Sport and Recreation Committee adopts the Waitoetoe Park Reserve Development, with alterations adopted by the Committee.

3.3 Option 3: The Sport and Recreation Committee does not adopt the Waitoetoe Park Reserve Development Plan.

4. Analysis of options

4.1 Option 1: The Sport and Recreation Committee adopts the Waiteotoe Park Reserve Development Plan.

4.2 There were a number of areas that were identified for development during Stage 1 Consultation (Early Community Engagement) in the plan. They were:

· Bio-diversity and planting/restoration planting

· Car parking and river access

· Trails and track development

· Cultural recognition and uplifting of Rangitāne O Manawaū at the site (park entranceway, Ahimāte Pā Site area development and interpretive signage and wayfinding, name change of the park from Waitoetoe Park to Ahimate Park to better reflect the heritage values of the Ahimate Pa site).

· Natural play development.

· Mountain biking trail and skills area development.

· Dog walking trail and socialisation area.

· Waka Launch site – access for Horizons Regional Council.

· Crime prevention (CPTED).

· Wetlands development and boardwalks.

· Waka area (still to be negotiated with Rangitāne, as they may want waka stored and publicised at a different location).

4.3 The budget for each activity breakdown in the draft is in the table below. The line items in green are proposed additions to fund changes to the Plan and are in relation to proposed alterations that emerged from the Stage 2 consultation.

Activity	Cost
Bio-Diversity/Planting and Wetlands Development	$35,000
Dog socialisation and play	$99,000
Mountain biking (skills and trail development)	$40,000
Natural Play	$54,000
Car parking and river access	$117,000
Cultural and iconic recognition of the site	$60,000
Paths and trails, landscaping and signage and project management	$107,443
Amenity (better seating, shade, etc.)	$25,000
Flood and bank erosion measures – PNCC portion	$45,000
Contingency (at 20%)	$97,634
Total	$680,077

4.4 The Waitoetoe Park Reserve Development Plan as priced currently sits within the budgets allocated across a number of programmes (as in Table 4.3).

4.5 It should be noted that the budgets also take into account a higher-than-usual active and practical community interest in this park. For instance, while budgets for mountain-biking and bio-diversity might appear low, allowance has been made for materials and less for project management, labour, etc. A key aim of the Plan is to encourage and grow the community development activities at this park through the Development Plan. Therefore the budget for those features has been adjusted (and areas for development that the community are equipped to pick up, such as track development and planting, etc.), in an effort to ensure the community development aspects of this park are encouraged.

4.6 During the Stage 2 Consultation process (consultation on the draft Waitoetoe Park Reserve Development Plan) there were a number of positive remarks and some concerns from submitters. It should be noted that there were 111 submissions and 54 responses to drop-in sessions. These submissions showed a degree of differentiation, but tended to coagulate around specific themes. For ease of analysis I have used these generic themes. Positive remarks were:

· People liked the draft Plan’s focus on wilderness and taking a “light touch” approach to the development

· The mountain bikes trails.

· Dog agility and trails.

· Many simply stated that the plan was well done.

· Some people liked the additional access to the beach area from the new car parking area.

· Cultural inclusion of Rangitāne in the plan.

· Natural play.

4.7 The concerns were:

· Over development of the area resulting in potential loss of the key wilderness value for the park. Over development includes – car parking in the centre of the park, too much of an activity focus for the plan (trails and tracks), and also the more extreme but less-stated “leave it alone” response.

· Loss of existing mountain bike trails (to the natural play area and bank erosion).

· Require a small, fully fenced dog area.

· Concern that the non-dog oriented areas will become dog-on-leash areas.

· Concern for loss of features due to flooding.

4.8 Changes made to the draft plan as a result of the Stage 2 Consultation. Council officers have analysed and assessed the total consultation results from the submissions, hearings, drop-in sessions, social media platforms and discussions with key stakeholders. Changes proposed in the final Plan are:

· The Working Party will remain in play, and their status formalised with Council, so that we ensure the key wilderness and light touch approach to development (particularly of the car park) does not detract from the wilderness and remote features of the park. It should be noted, as in the picture below (from August 2017), the planned development for the car parking area is likely to result in a greater wilderness-styled amenity than currently exists on the old industrial site.

· The dog trail and natural play area have been moved so that no existing mountain bike trails are lost.

· An “alternative route” has been included in the plan to signal that the existing mountain bike trail along the shared path will not be lost due to bank re-alignment.

· A small, fully fenced dog area has been included and located in an area next to the new car park (this area remained dry and well-draining during both of this year’s flood events, as can be seen in the distance in the flood photo below, from July 2017).

· The palisade fences have been removed along the shared path area given that water flow during flood events can be fast in this area.

· An additional $25,000 has been added to the budget for additional amenity features.

· There are no plans to alter existing dog-off-leash areas. The shared path running along the bottom of what was the old Allied Concrete Works is currently dog-on-leash (though many people do not know this). Officers have suggested this change to dog-off-leash (during the Dog Control Policy review which is currently under review) now that there is no longer an industrial site here.

· Council will work closely with Horizons Regional Council to neutralise the bank erosion along the shared pathway and to ensure all design is flood designed. It should be noted that this will require innovation and experimentation – and that Officers are up to the task. An additional $45,000 has been added to the plan to account for flood design and bank erosion works.

· The roadway to the new car parking and river access area will be utilised to manage overflow parking that is currently occurring on the sports fields on Saturday mornings. The photo below shows the extent of cars parking on yellow lines, and dangerously out onto Tip Road when the existing carpark fills up.

· The natural play area will not be confined to the area identified on the draft, but will be dispersed throughout the park.

· Council will work closely with the Dunne Family Trust to ascertain how this block fits within the overall plan for this area.

4.9 Conclusion: The draft Waitoetoe Reserve Development was generally very well received, and the public have shown a degree of excitement that innovative and fun activities as identified in the Manawatū River Framework are beginning to take form. Many people love this park as it is, and were generally satisfied that the plan has strongly committed to maintaining the wilderness and light touch approach to development.

4.10 There have been some concerns with regards over-development, loss of mountain bike trails, loss of existing off-leash status of the park and lack of amenity (bins, etc.). Officers have, in the final Waitoetoe Park Reserve Development Plan, addressed these issues and concerns in the best and most open manner possible, in order to find solid middle ground that none-the-less does not risk diluting the intent and values inherent in this plan.

4.11 Option 2: The Sport and Recreation Committee adopts the Waitoetoe Park Reserve Development Plan, with alterations adopted by the Committee.

4.12 The analysis of Option 1 holds for Option 3. However, any alterations will have an impact on the budget, and additions to the Plan will likely have to be costed off at a later date and go up for consideration to the 2018-28 10 Year Plan.

4.13 Option 3: The Sport and Recreation Committee does not adopt the Waitoetoe Park Reserve Development Plan.

4.14 Officers will seek direction from Council as to how to proceed with the Waitoetoe Park Reserve Development Plan process.

4.15 This option would require Council to provide direction on the unsatisfactory aspects of the plan. Officers would then work on a redevelopment of the Plan and report back to Council in December 2017 or March 2018 (depending on the changes required) to the next Sport and Recreation Committee (depending on the amount of work required to adjust the existing draft).

5. Conclusion

5.1 There has been extensive and successful Stage 1 early community engagement to get the draft Waitoetoe Park Development Plan up and running.

5.2 There has been extensive and successful Stage 2 draft plan community engagement to develop the final Waitoetoe Park Reserve Development Plan.

5.3 The bulk of concerns that emerged from the Stage 2 community engagement process will be met within the altered final Waitoetoe Park Reserve Development Plan, and can be worked through with the Working Party.

5.4 The Waitoetoe Park Reserve Development Plan sits comfortably within existing budgets.

5.5 The Waitoetoe Park Reserve Development Plan is now in a state to be adopted as a final.

6. Next actions

6.1 Subject to adoption of option 1: formalise agreements with the Working Party.

6.2 Enter into the name change process (change the name of the park from Waitoetoe Park to Ahimate Park), as per the Reserves Act 1977 and Council Reserves Naming Policy procedures.

6.3 Enter into negotiations with the Dunne Family Trust.

6.4 Begin detailed design work for construction – dog agility, car parking, trails, cultural features, amenity features, flood protection measures, planting plans, etc.

7. Outline of community engagement process

7.1 Community engagement so far:

7.2 In October of 2016 Council began Stage 1 of the community engagement phase of the Development Plan: Early Public Engagement with the community in order to understand local desires for Waitoetoe Park more concretely. Since then Council has:

· Held four Focus Groups (with local stakeholder groups).

· Completed over 200 on-site user surveys.

· Held a Community Picnic Day with music, BBQ and water-slide activities (included in this was on-site surveying and an Ideas Big Board).

· Sent out and received submission forms/flyers to a considerable local sector of the Awapuni Community asking for their feedback.

· Advertised the desire to hear peoples’ thoughts on the park through social media platforms and the PNCC Website.

· Held an Awapuni Library meeting to discuss the park.

· Surveys and survey boxes were kept in the Awapuni Library, Sport Manawatu and the Hancock Community House.

· Held a workshop with Councillors (March 20, 2017) on the community engagement results, next steps and to seek direction.

· Established a Working Party comprised of key local stakeholders to engage with our Landscape Architect (Shannon Bray) in order to formalise the results of the community engagement into the draft planning document (draft Waitoetoe Park Reserve Development Plan).

7.3 In June of 2017 Council adopted the draft Waitoeote Park Reserve Development Plan to go out for community consultation. Council then began Stage 2 (Consultation on the draft Plan) of the community engagement process. During Stage 2 community engagement Council:

· Held seven drop-in sessions at Waitoetoe Park (available to answer any questions on the draft plan on site), and achieved a total of 54 responses.

· Put two large signs up at the park describing the basic plan, where to find a full version and how to make a submission on the draft.

· 1000 household leaflet drop with booklets describing the plan, where to locate the full version and how to make a submission. The booklet contained a self-addressed submission form.

· Promotion of engagement process on social media – making submissions, the drop-ins, where to find full draft plans and taking comments.

· Submission forms, full plans and booklets available at the Central Library, Awapuni Library and the PNCC Customer Service Centre.

· Promotion of the draft Plan and submissions process achieved via local newspaper advertising.

· Provided online submissions process for the first time (achieved a total of 111 submissions)

· Held a hearings process on August 14 2017.

Compliance and administration

n/a

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual Part II of the Delegations Manual/Terms of reference for Sport and Recreation Committee Item II.	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

1.	Waitoetoe Park Reserve Development Plan ⇩
2.	Draft Waitoetoe Park Reserve Development Plan Community Engagement Results ⇩

Jason Pilkington

Leisure Assets Planner

[1] Changes sought of Arena Manawatu in the ARS are increased casual use, disadvantaged groups use, sport and community use, net income and that “The [Arena] business planning moves from being a well-used facility-for-hire to a very popular facility that develops sport and active recreation at all levels.”

Leonie Hapeta (Chairperson)
Duncan McCann (Deputy Chairperson)
Grant Smith (The Mayor)
Brent Barrett	Jim Jefferies
Susan Baty	Lorna Johnson
Rachel Bowen	Karen Naylor
Adrian Broad	Bruno Petrenas
Gabrielle Bundy-Cooke	Aleisha Rutherford
Vaughan Dennison	Tangi Utikere
Lew Findlay QSM