Minutes of Sport and Recreation Committee

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 04 December 2017, commencing at 9.00am

Members

Present:

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

Apologies:

The Mayor (Grant Smith) and Councillors Jim Jefferies and Aleisha Rutherford (for early departure).

Councillor Vaughan Dennison was present when the meeting resumed at 10.30am He was not present for clause 34.

Councillor Tangi Utikere was not present when the meeting resumed at 10.30am and entered the meeting again at 11.07am during consideration of clause 37. He was not present for clause 35 and 36.

Councillor Aleisha Rutherford left the meeting at 11.08am during consideration of clause 37. She was present for clauses 34 to 36 inclusive.

Councillor Rachel Bowen left the meeting at 2.45pm at the conclusion of clause 43. She was not present for clauses 44 to 48 inclusive.

34-17

Apologies

Moved Leonie Hapeta, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 34-17 above was carried 13 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting adjourned at 9.01am

The meeting resumed at 10.30am

When the meeting resumed Councillor Vaughan Dennison was present and Councillor Tangi Utikere was not present.

35-17

Confirmation of Minutes

Moved Aleisha Rutherford, Rachel Bowen.

The COMMITTEE RESOLVED

1. That the minutes of the Sport and Recreation Committee meeting of 4 September 2017 Part I Public and the extraordinary Sport and Recreation Committee meeting of 13 November 2017 Part I Public be confirmed as a true and correct record.

Clause 35-17 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Vaughan Dennison.

36-17

2017 Winter Festival Review

Memorandum, dated 17 November 2017 from the Manager - Community Engagement, Ian Littleworth and the Events Coordinator, Renee Barbour.

Moved Leonie Hapeta, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the memorandum 2017 Winter Festival Review be received

Clause 36-17 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Abstained:

Councillor Duncan McCann.

37-17

Arena Master Plan

Memorandum, dated 17 November 2017 from the Manager - Venues PN, John Lynch.

Councillor Tangi Utikere entered the meeting at 11.05am

Councillor Aleisha Rutherford left the meeting at 11.07am

Moved Susan Baty, seconded Tangi Utikere.

The COMMITTEE RECOMMENDS

1. That the updated Arena Master Plan and estimates dated November 2017, noting the endorsement of option three, be received and formally adopted to inform the implementation and to direct the development of Central Energy Trust Arena through the 2018/28 Long Term Plan.

Clause 37-17 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Bruno Petrenas and Tangi Utikere.

Abstained:

Councillor Karen Naylor.

38-17

Renaming Waitoetoe Park to Ahimate Reserve

Report, dated 11 September 2017 from the Leisure Assets Planner, Jason Pilkington.

Moved Vaughan Dennison, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RECOMMENDS

1. That Council adopts the name Ahimate Reserve for the piece of reserve land held as reserve under the Reserves Act 1977 (identified as Lot 2 DP 53320 & Lot 3 DP 53320) described in Figure I of this report, formerly the site of the Old Allied Concrete Works.

2. That Council adopts the name Ahimate Reserve for the piece of reserve land held as reserve under the Reserves Act 1977 described as Lots 34 35 DP 27175 Lot 28 DP 31520 Lots 1 2 DP 31523 Lot 25 DP 32556 Lot 22 DP 41999 Lots 1 2 DP 13350 PT Lot 5 DP 40397 -Lot 22 REC RES; formerly known as Waitoetoe Park described in Figure II of this report.

3. That Council continues to recognise the sports field adjacent to Ahimate Reserve legally described as Lot 1 DP 53374 (known as Paneiri Park) as Paneiri Park.

Clause 38-17 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Abstained:

Councillor Lew Findlay QSM.

39-17

Memorial Park Reserve Development Plan

Report, dated 10 November 2017 from the Leisure Assets Planner, Jason Pilkington.

During discussion Elected Members requested that the programme of work for Memorial Park Reserve be prioritised, as it was important to understand and for the community to know what the priorities for the development were.

Moved Susan Baty, Leonie Hapeta.

The COMMITTEE RECOMMENDS

1. That Council adopts the “Memorial Park Reserve Development Plan”, attached to the 4 December 2017 Report titled “Memorial Park Reserve Development Plan” as a final.

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

3. That the budgets for the Memorial Park Reserve Development Plan be referred to the 2018-28 10 Year Plan process for consideration by Council.

4. That the programmes of work for Memorial Park be prioritised by date and reported back to the Committee on 12 March 2018.

Clause 39-17 above was carried 13 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

The meeting adjourned at 12.08pm

The meeting resumed at 1.00pm

40-17	Presentation - Rose Gardens Croquet Club Presentation from Vince Neal, Tournament Referee and Michael Hardman, Tournament Manager, World Championship Qualifying Event. The World Croquet Federation (WCF) Association Croquet World Championship Qualifying Event is to be held at the Rose Gardens Croquet Club from 30 January to 1 February 2018, with the WCF 2018 World Association Croquet Championship to be held in the Wellington region from 3-11 February 2018. With a maximum of 24 entries and their supporter base, there was concern that the toilet facilities, that consisted of one women’s and one men’s toilet, were not sufficient for the expected numbers. The remaining toilets that were in cubicles were too small for most adults to enter and therefore the Croquet Club were requesting that these be enlarged. In discussion Elected Members requested that a report be brought back to the Committee outlining the condition of the toilets at Manawaroa Park.
	Moved Leonie Hapeta, seconded Vaughan Dennison. The COMMITTEE RECOMMENDS 1. That the Sport and Recreation Committee receive the presentation for information.
	Moved Susan Baty, seconded Bruno Petrenas. 2. That a report be brought back to the Sport and Recreation Committee meeting on the condition of the Toilets at Manawaroa Park in March 2018.
	Clause 40-17 above was carried 13 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

41-17

Presentation - Manfeild

Presentation from Clint Dunstan, Project Investment Co-ordinator, PNCC and Julie Keane, Chief Executive, Manfeild.

The free ticket promotion for ratepayers to the NZ Grand Prix had received a positive response with approximately 2,500 residents taking up the offer so far. Further promotion would hopefully see that number double.

As the code to redeem the offer was specific to the rates bill it was confirmed that if residents had missed the code they would still be able to receive the offer.

The promotion had a regional approach with the aim to increase awareness of the Grand Prix and to bring it back to its former glory. There were a number of planned marketing and activations planned, with further announcements still to come.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

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

Clause 41-17 above was carried 13 votes to 0, the voting being as follows:

For:

42-17

Proposal to Lease a Section of Crewe Park to Pascal Street Community Trust

Report, dated 10 November 2017 from the Leisure Assets Planner, Jason Pilkington.

Moved Leonie Hapeta, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RECOMMENDS

1. That Council adopts the proposal to lease a section of Crewe Park (as described in Appendix I of the report titled Proposal to Lease a Section of Crewe Park to Pascal Street Community Trust) to go out for public notice in the manner required under Section 54 (1) - (2A) of the Reserves Act 1977.

Clause 42-17 above was carried 9 votes to 1, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson Duncan McCann, and Tangi Utikere.

Against:

Councillor Bruno Petrenas.

Did not vote:

Councillors Brent Barrett and Adrian Broad.

Note:

Councillor Karen Naylor declared a conflict of interest and withdrew from voting and discussion on clause 38 above.

43-17

Victoria Esplanade Masterplan Documentation

Report, dated 20 November 2017 from the Senior Planner, Jeff Baker and the Urban Designer, Dave Charnley.

Moved Lorna Johnson, seconded Brent Barrett.

The COMMITTEE RECOMMENDS

1. That the Draft Victoria Esplanade Masterplan Documentation be adopted for public consultation.

2. That the formal public engagement associated with the Victoria Esplanade Masterplan Documentation is undertaken alongside the 2018/28 Long Term Plan consultation process.

3. That the Draft Esplanade Masterplan Documentation identify the Park Road / Cook Street intersection and new access alignment (including pedestrian, cycle and car parking facilities) and pedestrianisation works (including the effects on vehicle circulation and parking) as the initial priority, noting that the final decisions will be subject to the 2018/28 Long Term Plan process and confirmation of the Masterplan.

4. That the final Esplanade Masterplan be confirmed by Council following the adoption of the 2018/28 Long Term Plan.

5. That the Chairperson and Deputy Chairperson of the Sport and Recreation Committee be authorised to make minor amendments and additions to the Victoria Esplanade Character Study prior to public consultation once feedback is received from Rangitāne.

Clause 43-17 above was carried 13 votes to 0, the voting being as follows:

For:

Councillor Rachel Bowen left the meeting at 2.45pm

44-17

Committee Work Schedule

Moved Duncan McCann, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

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

Clause 44-17 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Exclusion of Public

45-17

Recommendation to Exclude Public

Moved Leonie Hapeta, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

“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
15.	Minutes of the Sport and Recreation Committee meeting - Part II Confidential - 4 September 2017	For the reasons setout in the Sport and Recreation Committee minutes of 4 September 2017, held in public present.
16.	Artificial Football Turf - Update	Negotiations	s7(2)(i)
17.	Massey University Hockey Turf MoU	Negotiations	s7(2)(i)

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.

Chief Executive (Heather Shotter), 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 Senior Communications Advisor (Sandra Crosbie) 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.

Policy Analyst (Ann-Marie Mori), Senior Parks and Property Manager (Aaron Phillips), Parks and Property Manager (John Brenkley) and Strategy and Policy Manager (Julie Macdonald) 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.

Clause 45-17 above was carried 12 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 2.48pm

Confirmed 12 March 2018

Chairperson