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 11 March 2019, commencing at 9.00am

Members

Present:

Councillor Leonie Hapeta (in the Chair) and Councillors Brent Barrett, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann and Bruno Petrenas.

Non Members:

Councillors Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Karen Naylor and Tangi Utikere.

Apologies:

The Mayor (Grant Smith) (late arrival on Council Business) and Councillor Adrian Broad (late arrival on Council Business).

Councillor Adrian Broad entered the meeting at 9.09am during consideration of clause 2. He was not present for clause 1.

The Mayor (Grant Smith) entered the meeting at 9.35am during consideration of clause 4. He left the meeting during the adjournment at 10.37am and entered the meeting again at 11.00am at the conclusion of clause 6. He was not present for clauses 1 to 3 inclusive and clause 6.

1-19

Apologies

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 1-19 above was carried 13 votes to 0, the voting being as follows:

For:

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

2-19	Public Comment
	Public Comment was received from Darren Mason, Chief Executive Officer and John McGifford, Projects Manager of Central Football regarding the selection process for an artificial football turf. Councillor Adrian Broad entered the meeting at 9.09am
	Moved Leonie Hapeta, seconded Duncan McCann. The COMMITTEE RESOLVED 1. That the Public Comment be received.
	Clause 2-19 above was carried 13 votes to 0, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere. Abstained: Councillor Adrian Broad.

3-19

Deputation - Glasshouse Events

Kelly Melody from Glasshouse Events made a Deputation proposing to build a semi-permanent wedding and events venue at Ashhurst Domain.

The café site at the Ashhurst Domain has had various businesses located there but was not currently used and very run down. The proposal was to put a commercial kitchen at the site and to build a semi-permanent marquee that would accommodate up to 200 people and could be used as a multi-functional site, including hosting weddings and market type events.

Approximately one year ago Ms Melody approached Council to ascertain what was required to make sure the site would be compliant and to gain a consent for this type of operation. There were a number of issues that would need to be considered and therefore Ms Melody needed to know if the Council would be supportive of the proposal before any additional work was done.

The Ashhurst Domain provided a great backdrop for the type of events under consideration and Ms Melody wished to add to the natural space and make its benefits more widely known. There had been a lot of informal discussion with the community which had been positive but Ms Melody was aware that there was a formal process to be followed to allow the proposal to go ahead.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

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

Clause 3-19 above was carried 14 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Abstained:

The Mayor (Grant Smith).

4-19

Ashhurst Domain - Function Venue Proposal

Memorandum, dated 18 February 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod.

During discussion Elected Members noted that there were a number of factors that would need to be considered for the proposal including the impact of noise, increased carparking and consultation with affected parties. Progressing to the assessment stage would be a rigorous process and would ensure all issues were considered.

The Mayor Grant Smith entered the meeting at 9.35am

Moved Grant Smith, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RECOMMENDS

1. That Council agree to progress to the assessment stage under the Reserves and Resource Management Acts for Ashhurst Domain function venue proposal.

Clause 4-19 above was carried 15 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 and Tangi Utikere.

5-19

Palmerston North City Council Co-Management Committee Establishment

Report, dated 22 February 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod and the Principal Maori Advisor, Todd Taiepa.

Moved Grant Smith, seconded Leonie Hapeta.

The COMMITTEE RECOMMENDS

1. That the Council adopt the Kawenata in Relation to Te Motu o Poutoa, as attached to the report titled Palmerston North City Council Co-Management Committee Establishment and dated 22 February 2019, as the foundational partnership document that underpins the relationship and describes the arrangements for establishing a co-management Committee.

2. That the Chairperson and Deputy Chairperson be given delegated authority to make minor amendments to the Kawenata.

Clause 5-19 above was carried 15 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.37am

The meeting resumed at 10.59am

When the meeting resumed The Mayor (Grant Smith) was not present.

6-19

Confirmation of Minutes

Moved Lew Findlay QSM, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the minutes of the extraordinary Sport and Recreation Committee meeting of 17 December 2018 Part I Public be confirmed as a true and correct record.

Clause 6-19 above was carried 14 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) entered the meeting at 11.00am

7-19

Reporting on contracted outcomes through 'Sport Manawatū six month report (1 July to 31 December 2018) to Palmerston North City Council'

Memorandum, dated 18 February 2019 presented by the Strategy and Policy Manager, Julie Macdonald.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Committee receive the memorandum dated 18 February 2019 and titled “Reporting on contracted outcomes through ‘Sport Manawatū’s six-month report (1 July to 31 December 2018) to Palmerston North City Council’ including (attachment 1) and commentary (attachment 2).

Clause 7-19 above was carried 15 votes to 0, the voting being as follows:

For:

8-19

Committee Work Schedule

Moved Leonie Hapeta, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee receive its Work Schedule dated March 2019 and that the item “Ashhurst Pool Update” be removed from the Schedule.

Clause 8-19 above was carried 15 votes to 0, the voting being as follows:

For:

Exclusion of Public

9-19

Recommendation to Exclude Public

Moved Leonie Hapeta, seconded Lorna Johnson.

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
12.	Minutes of the extraordinary Sport and Recreation Committee meeting - Part II Confidential - 17 December 2018	For the reasons set out in the extraordinary Sport and Recreation Committee minutes of 17 December 2018, held in public present.
13.	Artificial Football Turf - site recommendation	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), Chief Infrastructure Officer (Tom Williams), General Manager – Strategy and Planning (Sheryl Bryant),General Manager - Community (Debbie Duncan), Chief Customer and Operating Officer (Chris Dyhrberg), General Manager - Marketing and Communications (Sacha Haskell), Sandra King (Executive Officer) 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 Executive Leadership 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.

Committee Administrators (Penny Odell, Rachel Corser and Courtney Kibby), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Parks and Reserves Manager (Kathy Dever-Tod), Strategy and Policy Manager (Julie Macdonald), Senior Parks and Property Planner (Aaron Phillips) and Policy Analyst (Ann-Marie Mori) 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 9-19 above was carried 15 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 12.00pm

Confirmed 8 April 2019

Chairperson