Agenda of Sport and Recreation Committee

PALMERSTON NORTH CITY COUNCIL

Sport and Recreation Committee MEETING

13 May 2019

Order of Business

NOTE: The Sport and Recreation Committee meeting coincides with the ordinary meeting of the Economic Development Committee meeting. The Committees will conduct business in the following order:

- Economic Development Committee

- Sport and Recreation Committee

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. Declarations of Interest (if any)

Members are reminded of their duty to give a general notice of any interest of items to be considered on this agenda and the need to declare these interests.

4. 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.)

5. Deputation - 2019 Manawatu Walking Festival Page 7

6. Deputation - Memorial Park Sports Trust Board Page 11

7. Submission - Intention to grant a lease over reserve land 51 Amberley Avenue Page 13

8. Confirmation of Minutes Page 17

“That the minutes of the Sport and Recreation Committee meeting of 8 April 2019 Part I Public be confirmed as a true and correct record.”

9. New Deed of Lease for 113 Hillcrest Drive Page 23

Memorandum, dated 5 April 2019 presented by the Property Manager, Bryce Hosking.

10. Reserves Classification Process Page 25

Memorandum, dated 17 April 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod.

11. Committee Work Schedule Page 29

12. 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

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, Natalya Kushnirenko and Courtney Kibby), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

[Add Council Officers], 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

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 08 April 2019, commencing at 9.00am

Members

Present:

Councillor Leonie Hapeta (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, Adrian Broad, Lew Findlay QSM, Jim Jefferies, Lorna Johnson and Bruno Petrenas.

Non Members:

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

Apologies:

The Mayor (Grant Smith) (early departure on Council Business) and Councillor Duncan McCann (late arrival).

The Mayor (Grant Smith) was not present when the meeting resumed at 11.03am. He entered the meeting again at 12.07pm after the consideration of clause 16. He was not present for clauses 13 to 16 inclusive.

Councillor Duncan McCann entered the meeting at 11.03am when the meeting resumed. He was not present for clause 12.

Councillor Vaughan Dennison entered the meeting at 11.03am when the meeting resumed. He was not present for clause 12.

12-19

Apologies

Moved Leonie Hapeta, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 12-19 above was carried 13 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, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas and Tangi Utikere.

The meeting adjourned at 9.01am

The meeting resumed at 11.03am

When the meeting resumed The Mayor (Grant Smith) was not present and Councillors Vaughan Dennison and Duncan McCann was present.

13-19

Deputation - Menzshed Manawatu

Representing Menzshed Manawatu, Messrs David Chapple, Graham Slater and David Bateman made a Deputation requesting that their current premises to be extended.

Menzshed provided a community space where men could share their experiences and skills while working on a number of projects. Whilst the various projects benefited the community it was acknowledged the social aspect of the shed provided many benefits for the members. They were open two days per week with 10-15 people attending each of those days.

The current premises limited the work that could be done and extending the building and removing some internal walls would enable larger projects to be undertaken and improve the ability to work with different materials other than just wood, as was currently the case.

It was understood that Menzshed would have to raise funds for the proposed extension but were seeking Council’s approval of the project, as the building owner, and seeking a longer term lease.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

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

Clause 13-19 above was carried 14 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

14-19

Confirmation of Minutes

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the minutes of the Sport and Recreation Committee meeting of 11 March 2019 Part I Public and Part II Confidential be confirmed as a true and correct record.

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

For:

15-19

Menzshed Manawatu request to expand the Rangitāne Park pavilion and secure a long-term lease

Memorandum, dated 24 March 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod.

Moved Leonie Hapeta, seconded Tangi Utikere.

The COMMITTEE RECOMMENDS

1. That Council approve, in principle, the proposed extensions to the Rangitāne Park pavilion.

2. That Council notes that officers will work with Menzshed Manawatu to prepare a draft lease document, for consideration by the Council.

Clause 15-19 above was carried 14 votes to 0, the voting being as follows:

For:

16-19	Sportsfields Fees and Charges Memorandum, dated 25 March 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod.
	Moved Lorna Johnson, seconded Leonie Hapeta. The COMMITTEE RECOMMENDS 1. That Council continue with its current funding model of charging sportsfield users a percentage of the costs of sportsfield provision. 2. That Council continues to levy sportsfield user fees at the current level of approximately 5% cost recovery.
	Clauses 16.1 and 16.2 above were carried 13 votes to 1, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere. Against: Councillor Vaughan Dennison.
	Moved Lorna Johnson, seconded Leonie Hapeta. 3. That Council continues the policy of not charging for sportsfields used exclusively by junior players.
	Clause 16.3 above was carried 14 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

The Mayor (Grant Smith) entered the meeting at 12.07pm

17-19

Hokowhitu Lagoon as a Sportsfield

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

Moved Duncan McCann, seconded Bruno Petrenas.

The COMMITTEE RECOMMENDS

1. That Council adopts Option 1: “Do not classify the Hokowhitu Lagoon” and “Retain the status quo”, as described in the report dated 18 March 2019 and titled “Hokowhitu Lagoon as a Sports Field”.

2. That Council directs the Chief Executive to ensure that the contribution made by user groups to the upkeep of the Hokowhitu Lagoon is made more explicit throughout all user fees and charges documentation.

Clause 17-19 above was carried 14 votes to 0, with 1 abstention, 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

18-19

Update on Equestrian Access within the Ashhurst Village

Memorandum, dated 22 March 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod.

Moved Lorna Johnson, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RECOMMENDS

1. That Council notes the actions undertaken to improve access for horse riders in Ashhurst

2. That Council incorporates the needs of horse riders into a wider planning process to identify active transport routes from the realignment of State Highway 3, through the Ashhurst village and towards the Saddle Road.

Clause 18-19 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.

19-19

Committee Work Schedule

Moved Lorna Johnson, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee receive its Work Schedule dated April 2019.

Clause 19-19 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.

The meeting finished at 12.36pm

Confirmed 13 May 2019

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Sport and Recreation Committee

MEETING DATE: 13 May 2019

TITLE: New Deed of Lease for 113 Hillcrest Drive

DATE: 5 April 2019

Presented By: Bryce Hosking, Property Manager, Infrastructure

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council as the administering body under the Reserves Act 1977, on behalf of the Minister of Conservation, approves the lease of land at 113 Hillcrest Drive, Palmerston North, to Ruahine Kindergarten Association Incorporated.

2. The Council agree to execute a new ten (10) year lease between Palmerston North City Council and Ruahine Kindergarten Association Incorporated for 113 Hillcrest Drive, Palmerston North.

1. ISSUE

1.1 The current lease of 113 Hillcrest Drive to Ruahine Kindergarten Association Incorporated expired on 28 February 2019.

1.2 As the land is a reserve under the Reserves Act 1977, a new lease requires approval from the local authority on behalf of the Minister of Conservation to lease the land.

1.3 Ruahine Kindergarten Association Incorporated has requested a new land lease of 113 Hillcrest Drive, backdated to start on 1 March 2019.

· The lease will be for a Ten (10) year term.

· The rental will be $100 + GST and outgoings per annum.

· If a new lease is entered into, the use of the site will remain the same as the existing use.

2. BACKGROUND

2.1 Ruahine Kindergarten have had a land lease on 113 Hillcrest Drive since March 2009. As it is a land lease only, Ruahine Kindergarten own all the buildings on the site.

2.2 The public notification process required under the Reserves Act 1977 has been followed and no submissions were received.

3. NEXT STEPS

3.1 A new lease will be executed between Palmerston North City Council and Ruahine Kindergarten Association Incorporated.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual		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
The recommendations contribute to Goal 3: A Connected and Safe Community
The recommendations contribute to the outcomes of the Creative and Liveable Strategy
The recommendations contribute to the achievement of action/actions in the Community Support Plan The action is: Strategic Partnerships – Maintain relationships with relevant Government agencies (at all levels), other funders, business sector, and tertiary institutions to access shared opportunities.
Contribution to strategic direction	Providing a new lease is deemed good governance and allows Council to maintain their relationship with Ruahine Kindergarten.

Attachments

NIL

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Sport and Recreation Committee

MEETING DATE: 13 May 2019

TITLE: Reserves Classification Process

DATE: 17 April 2019

Presented By: Kathy Dever-Tod, Parks and Reserves Manager, Infrastructure

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council receives the memo of 13 May 2019 titled Reserves Classification Process outlining the process for classification of parks and reserves under the Reserves Act 1977.

1. ISSUE

Council is currently in the process of aligning all parks and reserves with requirements contained in the Reserves Act 1977. This process requires the following steps:

· Auditing all existing parks and reserves to establish their current status.

· Resolving any outstanding legal issues, such as transferring reserves into PNCC ownership that remain part of an old Council (Kairanga County Council, for example).

· Engaging Rangitāne to identify any parks or reserves that they have a special interest in, prior to making any decisions on classification, etc.

· Classifying all parks and reserves in accordance with their primary purpose under the Reserves Act 1977 and in accordance with the stipulations of that Act.

· Developing Reserve Management Plans for the parks and reserves.

Council has now completed the auditing stage, and is now looking to workshop through the reserves list with Rangitāne. Once this is completed, Officers will be seeking a resolution of Council to classify parks and reserves that are currently not classified under the Reserves Act 1977 (The Act).

There are a large number of parks and reserves across the entire City to classify. This document describes the process for this work going forward, so that Council has understanding (given the scale of the work and the scale of engagement that will be required) and allows Councillors to ask any questions or raise any concerns with staff prior to seeking a resolution of Council to begin classification.

2. BACKGROUND

2.1 In 2015 a report went to Council describing the requirement to develop Reserve Management Plans, the required legislative process involved, possible plan structures, priorities and costs associated with the project.

2.2 The Reserve Management Plan (RMP) process was split into two tranches of work. These were:

· Identification of appropriate land to be identified as reserve land (including early consultation with Iwi and report to Council on classification of reserves).

· Development of RMP’s (including all legislative requirements for consultation, etc.)

2.3 In July 2018 the Sport and Recreation Committee received a report describing the work programme for the reserve development and management plans.

2.4 That report did not detail the processes nor how they would be managed, particularly in relation to meeting the community engagement aspects of the Act.

2.5 This report describes the classification process in more detail, as “next steps”. This is particularly important given the breadth of community engagement required, and how Council proposes to establish an appropriate plan for delivery.

3. NEXT STEPS

3.1 Classification is considered a large programme of work with significant breadth across the City. Officers are proposing that classification consists of the following key steps:

· Work with Rangitāne to identify reserves of cultural significance and how to best treat these reserves with regards the classification process.

· Establish a set of proposed classifications.

· Seek a resolution of Council to consult on the proposed classifications under Sections 119 and 120 of the Act, with the intention to classify all appropriate parks and reserves.

· Break the community consultation up into wards so that the process of engaging with the community will be manageable, and over an approximate eight-month period.

· Establish all appropriate communications, submissions processes, hearings processes and notifications around wards spread over the eight-month timeframe.

· Hear any submitters that wish to be heard, as per Section 119 of the Act.

· Return to Council with the overall results of community consultation, recommendations for classification, seeking a single resolution of Council to mass classify all Council reserves.

· Complete all legal and gazetting works, as per the Act.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>		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
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the outcomes of the Creative and Liveable Strategy
The recommendations contribute to the achievement of action/actions in the Active Community Plan The action is: Carry out recreation and reserves planning functions under the Reserves Act 1977 and LGA including the preparation of Reserve Management and Development Plans and Master Plans.
Contribution to strategic direction	This recommendation will allow Council to complete the first significant step in meeting its obligations to plan, care for and develop parks and reserves in accordance with the Reserves Act 1977.

Attachments

Nil

Leonie Hapeta (Chairperson)
Duncan McCann (Deputy Chairperson)
Grant Smith (The Mayor)
Brent Barrett	Jim Jefferies
Adrian Broad	Lorna Johnson
Vaughan Dennison	Bruno Petrenas
Lew Findlay QSM	Aleisha Rutherford