Agenda 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 13 May 2019, commencing at 9.00am

Members

Present:

Councillor Leonie Hapeta (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, Adrian Broad, 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) (early departure).

Councillor Tangi Utikere was not present when the meeting resumed at 10.45am. He entered the meeting at 10.46am. He was not present for clause 22.

1-19

Apologies

Moved Leonie Hapeta, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 20-19 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.

21-19

Public Comment
Ms Marilyn Bulloch made Public Comment regarding the reserve status of The Square.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the public comment be received for information.

Clause 21-19 above was carried 15 votes to 0, the voting being as follows:

For:

The meeting adjourned at 9.04am

The meeting resumed at 10.45am

When the meeting resumed Councillor Tangi Utikere was not present.

22-19

Late Item

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the supplementary item, memorandum titled ‘Intention to Grant a Lease over reserve land 51 Amberley Avenue’, dated 10 May 2019 be received.

Clause 22-19 above was carried 14 votes to 0, the voting being as follows:

For:

Councillor Tangi Utikere entered the meeting at 10.46am.

23-19

Deputation - 2019 Manawatu Walking Festival

Mr Frank Goldingham made a Deputation on how well the 2019 Manawatu Walking Festival went in March and what could be done in the future to make it a bigger event to attract more local and out of town visitors.

The Manawatu Walking Festival was now in its fifth year, and 156 people participated this year. The Festival comprised a number of different types of walks, including a sunset beach walk, tramps in Rangiwahia and the Tararuas, and this year an off-road bike ride along the Manawatu River around the city was included for the first time. The most popular events were the sunset beach and vineyard walks.

A number of organisations in the city provided assistance, including CEDA, who helped with marketing and managing social media.

Participants are charged a fee to cover costs (mainly buses); the cheapest event (Himatangi beach walk) costs $29. It was thought that if the events were free the Festival would attract greater numbers.

Moved Leonie Hapeta, seconded Grant Smith.

The COMMITTEE RESOLVED

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

Clause 23-19 above was carried 15 votes to 0, the voting being as follows:

For:

24-19

Deputation - Memorial Park Sports Trust Board

Representing Memorial Park Sports Trust Board, Ms Sandy Nimmo (Acting Chairperson) made a Deputation to talk about the Trust’s achievements to date along with how they hope to finish the total project in the near future.

It was estimated that $157,000 needed to be raised to put in big capital items in Memorial Park.

Work needed to be done in the promotion/marketing space; it was suggested a PNCC Marketing/Comms person could be loaned to the Trust for around 8 hours per week to address this.

A handrail needed to be put in place for the stairs in the grandstand, and parking needed to be addressed. It was suggested a charge could be applied to the use of parks on the lower level. More disabled parking was required, and parking officers needed to be more vigilant with respect to people parking in disabled parking spaces without the required permit, as this was a regular occurrence.

Funding priorities have been set in the park masterplan. It was noted Central Football should be represented, although historically they have not always been in agreement with the Trust.

Some sections of the Memorandum of Understanding needed to be more flexible.

Moved Leonie Hapeta, seconded Lorna Johnson.

The COMMITTEE RESOLVED

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

Clause 24-19 above was carried 15 votes to 0, the voting being as follows:

For:

25-19

Submission - Intention to grant a lease over reserve land 51 Amberley Avenue

Representing the Highbury Mixed Martial Arts Committee, Josh Kurene spoke to the submission dated 6 May 2019 and made the following additional comments:

- Highbury Mixed Martial Arts (HMMA) only became aware of the proposed lease for 51 Amberley Avenue through other community organisations, and were informed when an enquiry was made that Palmerston North Judo Club (PNJC) were in the final stages of consultation to be the new lease holder.

- Notification on PNCC website simply stated that another group had applied to take over the lease, not that anyone else could apply.

- HMMA is a non-profit organisation providing free classes and would be open to a co-location arrangement with PNJC as equipment utilised for both classes could be shared.

- Suggest PNCC consider purchasing the hall which would enable more organisations to use the facilities.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Sport and Recreation Committee hear submissions from presenter who indicated their wish to be heard in support of their submission.

Clause 25-19 above was carried 15 votes to 0, the voting being as follows:

For:

26-19

Confirmation of Minutes

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

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

Clause 26-19 above was carried 15 votes to 0, the voting being as follows:

For:

27-19

New Deed of Lease for 113 Hillcrest Drive

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

Moved Leonie Hapeta, seconded Tangi Utikere.

The COMMITTEE RECOMMENDS

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.

Clause 27-19 above was carried 13 votes to 0, with 2 abstentions, 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, Bruno Petrenas and Tangi Utikere.

Abstained:

The Mayor (Grant Smith) and Councillor Karen Naylor.

28-19

Reserves Classification Process

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

Moved Vaughan Dennison, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the Committee receives the memo of 13 May 2019 titled ‘Reserves Classification Process’, dated 17 April 2019, outlining the process for classification of parks and reserves under the Reserves Act 1977.

Clause 28-19 above was carried 15 votes to 0, the voting being as follows:

For:

29-19

Committee Work Schedule

Moved Duncan McCann, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

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

Clause 29-19 above was carried 15 votes to 0, the voting being as follows:

For:

30-19

Supplementary Item – Intention to Grant a Lease over reserve land 51 Amberley Avenue

Memorandum, dated 10 May 2019 presented by the Property Manager, Bryce Hosking.

Moved Tangi Utikere, seconded Leonie Hapeta

The COMMITTEE RESOLVED

1. That the memorandum titled ‘Additional Information – Intention to Grant a Lease over reserve land 51 Amberley Avenue’, dated 10 May 2019 be received.

Clause 30-19 above was carried 13 votes to 2, 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, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Against:

Councillors Vaughan Dennison and Lorna Johnson.

The meeting finished at 12.08pm.

Confirmed 10 June 2019

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Sport and Recreation Committee

MEETING DATE: 10 June 2019

TITLE: Bowling Club Merger Proposal

DATE: 28 May 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 instruct the Chief Executive to use the Sports Facility Investment Process to complete the preliminary feasibility assessment for the proposed bowling club merger and report back to the appropriate Committee in November 2019.

1. ISSUE

Council received an approach from the Bowling Clubs of Palmerston North regarding merger proposals at its 17 December 2018 meeting.

Council resolved:

56-18

1. That Council carry out a Property Development Assessment of land currently occupied by the Terrace End Bowling Club and report back in June 2019.

2. That Council request the Bowling Clubs prepare their merger proposal addressing code administration arrangements and future facility requirements and report back to the Council in June 2019.

The Property Development Assessment Report is attached to the agenda.

This memo provides comment on the Bowling Club merger proposal and the Sports Facility Investment process.

2. STRATEGIC FIT

The Active Community Plan

2.1 The Active Community Plan includes:

· Where we are now – Council currently supports Bowling Clubs by leasing reserve land, but memberships are declining to a level where decisions need to be made about accommodating the sport’s future.

· Where we want to be – (not bowls specific)
The city’s sport and recreation sector is strong, and leads the way in terms of innovative approaches to reversing declining participation rates and improving club sustainability.

Council decisions about investment in sport facilities are informed by a wider regional perspective as well as by local community needs.

· New ongoing actions to achieve the purpose – Facilitate sports code-led developments where there is a demonstrated community benefit.

· Specific programmes to achieve the purpose (with timeframe) – In the event of Bowling Clubs not requiring leases over Council land, assess need for other uses and convert the land to meet another sport or recreation need (by end 2022/2023).

· Actions considered but not included in this plan – Carry out needs assessment/feasibility studies on swimming pool provision and bowls.

10 Year Plan

2.2 The 10 Year Plan programme 1407 “Sportsfields - Vacated Bowling Club land conversion to other uses” allows $191,000 over the 2020/21 and 2021/22 years to address any change in use of vacated land.

Regional Sports Facilities Plan:

2.3 In August 2018 Council received the Regional Sport Facility Plan 2018 and a report on its implications for Palmerston North City Council.

2.4 The key finding for Bowls was “As demand warrants it, assess facility rationalization/optimizing opportunities (including assessment of Bowls Centre option)”

3. Sports Facility Investment Process framework:

3.1 Council endorsed the facility investment process framework within the Regional Sport Facility Plan to guide decision-making for proposed sport and recreation facilities.

3.2 The evaluation criteria recommended in the Plan are broken down into two levels:

1. Level One or Gateway Criteria – these look at the degree of alignment the facility/proposed facility has with national, regional and local plans and strategies (including alignment with the principles, criteria and recommendations of the Plan); the degree to which the projected needs are met, and the track record of the proponent organisation.

2. Level Two Criteria – the potential for operational and/or capital partnerships between stakeholders, the degree to which a (proposed) facility complements or optimises the existing or proposed network, the degree to which demand exceeds supply and the facility can meet the identified gap.

3.3 Gateway Criteria Assessment:

Principles for Gateway Criteria Assessment:

3.3.1 Sustainability: Our network of facilities and the individual facilities themselves need to be sustainable in order to maximise benefits for residents.

COMMENT: Stage One of the proposal, which includes the merger of three clubs, is a result of the current model being unsustainable. The question as to whether Stage Two, the proposed indoor green, will be sustainable will depend to some extent on the success or otherwise of Stage One and potentially on the willingness or not of further club mergers to occur.

The proposal notes the need to appoint a manager. Given the combined club still only has a limited membership it would be useful to see a combined operational budget that supports the proposed position and demonstrates its sustainability. Further information can be sought in a follow up report.

3.4 Multi Use: Where appropriate facilities should be designed to enable multiple uses.

COMMENT: The proposal notes other organisations using the facilities but does not provide any detail on those other users or any certainty about them relocating to, or continuing to operate out of, a merged club at North Street. Further information can be sought in a follow up report.

3.5 Accessibility: Our facilities should be accessible to all residents regardless of income, ages and physical ability.

COMMENT: No information is provided on bowling club membership costs and whether they are likely to change under the proposed merger. No information is provided on the demographics of the club/s and what activities and programmes they undertake with other groups. Further information can be sought in a follow up report.

3.6 Partnerships / Collaboration: Working together with partners to plan, develop and operate sport and recreation facilities will become increasingly important in order to optimise our network and maintain its sustainability.

COMMENT: The clubs are demonstrating a partnership and collaboration approach. The rationalisation of the number of clubs will optimize the resource use and sustainability of the bowling club network.

3.7 Adaptability / Functionality: It is important that our facilities be as adaptable and functional as possible as sport and recreation demands will likely change in the future.

COMMENT: The Stage One proposal will remain adaptable in that if numbers continue to decline then conversion of natural greens to other uses is relatively straightforward.

Adaptability and functionality of the indoor green in Stage Two would require further consideration.

There are limited opportunities for indoor greens to be used for alternative activities as the bowling surface is specialised.

There would be a trade-off between the adaptability of the space and cost – for example allowing a roof height that may allow for conversion to an alternative sporting code requires a greater up front and operational costs (e.g. heating). From some limited investigations into indoor greens in other towns in the past, there was limited adaptability of the facilities – though the investigation was limited and further investigations into the Stage Two indoor green would be beneficial.

3.8 Community Return on Investment: It is important that any capital investment delivers a justifiable community return (measured both socially and economically) to residents.

COMMENT: The social return is the strengthening of 3 separate clubs into a combined club. This will generate additional social connectivity.

Economically the merged club will have lower overheads compared to the three current clubs, and therefore should be more sustainable.

The requested contribution for Stage One cost/player is $496,364/150 members = $3,309 per member. Assuming an average of 300 uses per week $496,364/300= $1,654 per user week.

The ‘substantial contribution to Stage Two’ has not been defined in the proposal but it could be assumed to be at least the same again.

By way of comparison Council recently contributed:

· $500,000 towards a new hockey turf. $500,000/3007 members = $166 per member or in terms of expected uses per week $500,000/840 = $595 per user week

· $1.4 million for a new artificial pitch at Arena Manawatu for Rugby and Football. Using the average membership of the two codes $1.4million /3,157 = $443 per player or in terms of expected uses per week $1.4million/840 = $1,667 per user week.

3.9 Avoid Overprovision / Duplication: Over provision or unnecessary duplication of facilities should be avoided.

COMMENT: The proposal reduces over provision in bowling club facilities and overhead duplication.

3.10 Appropriate Maintenance: Our existing and planned sport and recreation facilities need to be appropriately maintained throughout their projected lifespan to ensure they deliver benefit.

COMMENT: No draft operational budgets are provided as part of the proposal. Further information can be sought in a follow up report.

3.11 Assessment Process:

The process has six key work stages:

1. Facility Concept Outline: A short outline which summarises the proposed project and key facts.

2. Preliminary Feasibility Assessment: A high level assessment which tests the viability of the facility concept.

3. Detailed Feasibility Assessment: A detailed assessment which examines holistically all areas of the potential facility development.

4. Memorandum of Understanding: A MoU will set out what different partners expectations are, provided they have decided to progress examining the project further.

5. Detailed Business Case: This analysis examines the financial implications of the proposed development in greater detail.

6. Negotiate Partner and Funding Agreements: Should the project be supported following the earlier analysis stages, partnership and funding agreements will need to be negotiated between the parties.

Attachment One contains the full process flow chart.

4. The bOwls proposal ASSESSMENT STAGE

4.1 The Bowls proposal contained in their deputation report provides the Stage 1: Facility Concept Outline and goes some way towards the Stage 2: Preliminary Feasibility Assessment.

4.2 Further work on the Preliminary Feasibility Assessment is needed. This would include:

· Detail on existing and potential other users of the facility (including the clubrooms) and their level of commitment.

· Information on the accessibility of bowls – membership costs, demographics and any special accessibility programmes e.g. youth bowling initiatives, schools’ programmes.

· Indicative operational budgets for the combined club including income and expenses.

· Architectural conceptual and Quantity Surveyors rough order estimates on Clubhouse upgrade requirements including demolition, upgrades, fire safety, and stormwater detention costs.

· Architectural and quantity surveyor revision of previous engineers’ rough order estimates on the indoor green proposed as Stage Two.

· The indoor green location vs the NZCT Cricket Centre including:

o building size including foundations.

o the maximum building height to avoid unacceptable shade effects.

5. NEXT STEPS

5.1 Work with Bowls to gather the missing information, as per section 4.2 and provide it to Council officers to complete the preliminary feasibility assessment.

5.2 Report back to the first appropriate meeting in November.

6. 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?		No
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: Facilitate sports code-led developments where there is a demonstrated community benefit. In the event of Bowling Clubs not requiring leases over Council land, assess need for other uses and convert the land to meet another sport or recreation need (by end 2022/2023).
Contribution to strategic direction

Attachments

Sports Facilities Investment Decision Process ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Sport and Recreation Committee

MEETING DATE: 10 June 2019

TITLE: Terrace End Bowling Club Site - Property Development Assessment

DATE: 13 May 2019

Presented By: Bryce Hosking, Property Manager, Infrastructure

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council receives the report titled ‘Terrace End Bowling Club Site – Property Development Assessment’ dated 13 May 2019, and it be considered in conjunction with the merger proposal being presented by Bowling Club representatives at the same Committee Meeting.

2. That it be noted that any proposal to dispose or develop the 17 Summerhays Street site would be subject to a consultation process under Section 138 of the Local Government Act 2002.

1. ISSUE

1.1 A deputation was presented to the Sport and Recreation Committee on 17 December 2018 by representatives of the Palmerston North based Lawn Bowling Clubs in relation to a proposed merging of most of the city’s bowling clubs to a combined and upgraded facility.

1.2 In the same Sport and Recreation Committee meeting, the above deputation was followed by the report titled ‘Bowling Clubs Merger Proposal’. The Committee made the following two recommendations:

1. That Council carry out a Property Development Assessment of land currently occupied by the Terrace End Bowling Club and report back in June 2019.

2. That Council request the Bowling Clubs prepare their merger proposal addressing code administration arrangements and future facility requirements and report back to the Council in June 2019.

1.3 This report is the direct response to recommendation 1 in Clause 1.2 above.

1.4 For clarity, this report assumes the Council-owned site at 17 Summerhays Street, currently leased to Terrace End Bowling Club, becomes vacant by the proposed merger and Council can consider development options for the site.

1.5 In response to recommendation 2 in Clause 1.2, Bowling Club representatives are presenting their merger proposal independent to this report.

1.6 Council Officers are aware that there are a several other user groups of the current bowling clubrooms. Officers are unsure of the level of consultation or engagement the Terrace End Bowling Club has had with these user groups about a potential merger and relocation.

2. property DEVELOPMENT assessment

2.1 The site at 17 Summerhays Street was purchased by Council after the bowling club lost their land to a mortgagee sale in 1937.

2.2 The site is a 7,664m² freehold site with dual access points from two 4m wide accessways off Summerhays and Ruahine Streets. The site is in an established residential area, surrounded by residential dwellings, and is fully serviced.

2.3 All buildings and structures on the site are owned by the bowling club themselves and serve as clubrooms from the club and several other user groups. There is no registered asbestos in the building.

Land Status and Zoning Considerations

2.4 The land is not a reserve under the Reserves Act 1977. However, it would still meet the definition of a park under Section 138 of the Local Government Act 2002. This means public consultation is required prior to any proposed sale, disposal or redevelopment of the site.

2.5 As half of the land is zoned recreation and the other half residential, the recreational portion would need to be rezoned to residential prior to development starting. For clarity, this would only occur if Council resolved to sell or dispose of the land, and after the public consultation in Clause 2.4 is complete.

Potential Access Development

2.6 The current accessways off Summerhays and Ruahine Streets are not wide enough to be formed into a standard road as they are only 4m wide.

2.7 Council Officers would need to explore design options that utilise the existing accessways such as a one-way lane or consider purchasing a neighbouring property to form a road corridor.

2.8 If Council’s preferred option was to try purchase a neighbouring property, Council Officers would need to undertake negotiations, and if successful, bring back to Council for consideration. There is currently no budget provision in the current 10-year plan for such a purchase.

3. development Opportunities

3.1 High-level summary of Council’s development options:

Option	Potential Revenue	Risk	Alignment with Strategies/ Plans
Sell site to private developer	$1,200,000	Low	- Housing and Future Development Plan - Housing Needs Assessment
Subdivide and sell as sections – High, Medium or Mixed Density Options	$2,400,000 – $2,500,000	Low	- Housing and Future Development Plan - Housing Needs Assessment
Council Building Housing	$7,000,000	High	- Housing and Future Development Plan - Housing Needs Assessment
Partner with a group builder/ developer	$3,500,000	Medium	- Housing and Future Development Plan - Housing Needs Assessment
Council develop as social housing	N/A	Medium	- Social Housing Plan - Housing Needs Assessment
Develop – Recreation/ community use	N/A	Low	- Active Community Plan

3.2 The costs of development would need to be scoped and costed as part of the detailed development plan for the site. Potential revenues is subject to market influences and a valuation would need to be obtained prior to selling sections.

3.3 To provide some high-level visual options for this report, 4Sight Consulting were engaged to provide some potential layouts of a subdivision. These options are in the attachment to this report. There are 3 options provided:

a) A development of smaller 350m² sections. (Refer Attachment Option A, Clause 3.4);

b) A more “traditional” subdivision comprising of 600-700m² sections. (Refer Attachment Option B);

c) A combination of the a) and b) options. (Refer Attachment Option C).

3.4 In addition to the options attached, there is also an opportunity for Council create a more intensified multi-unit housing development of say 300m² sections.

3.5 This site represents a unique opportunity for the Council to show leadership by providing a quality multi-unit housing development in location close to services and amenities that challenges the traditional housing typologies being delivered by the market.

3.6 Provision of housing is consistent with the City Development Strategy and Housing and Future Development Plan. For reference, the below extracts are particularly relevant:

· Council will pursue the opportunity to use more public land for housing, particularly the vacant Housing NZ block. Council also has a significant property portfolio that can be used to contribute to city growth and development, while also providing revenue. This could include repurposing underutilised land or identifying land where uses can be relocated to enable sustainable housing development and intensification.

· Despite considerable new house building activity, the types of housing being provided will not meet changing demographics and needs. Council needs to be much more responsive in how it provides land for housing and supports a greater choice of housing choice.

· The planning framework enables apartments in or near the city centre, including as part of a mixed-use development. Council will actively identify opportunities and reduce barriers to city centre living and brownfield development.

· Council will provide support for multi-unit developments, minor dwellings and city centre living, to reduce risks and uncertainty over design and consents. Co-creation is critical to encouraging these housing types, which are unfamiliar to the Palmerston North development community.

· Developers deliver new forms of housing, in particular brownfield developments.

· Council and Government land is used for affordable housing.

· Council is proactive in promoting affordable housing.

3.7 In summary, Council has several development options it could create on the site. The option Council pursues will ultimately be determined by Council’s appetite for risk and financial considerations, as well as the outcome of community consultation.

4. NEXT STEPS

4.1 Providing the site is vacated by the Terrace End Bowling Club either at the end of their current lease term, or if they surrendered their lease, and providing Council wish to proceed with development of the site, the next step will be to begin the public consultation process exploring options for future use of the site.

5. 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?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 1: An Innovative and Growing City
The recommendations contribute to the outcomes of the City Development Strategy
The recommendations contribute to the achievement of action/actions in the Housing and Future Development Plan The action is: To identify Council and Government land is used for affordable housing.
Contribution to strategic direction	The City Development Strategy states: Council will pursue the opportunity to use more public land for housing, particularly the vacant Housing NZ block. Council also has a significant property portfolio that can be used to contribute to city growth and development, while also providing revenue. This could include repurposing underutilised land or identifying land where uses can be relocated to enable sustainable housing development and intensification.

Attachments

17 Summerhays Street Development Options ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Sport and Recreation Committee

MEETING DATE: 10 June 2019

TITLE: Potential Lease of 51 Amberley Avenue

DATE: 17 May 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 51 Amberley Avenue, Palmerston North, to Palmerston North Judo Club Incorporated for a recreation activity.

2. The Council agree to execute a new three (3) year lease (with a right of renewal) between Palmerston North City Council and Palmerston North Judo Club Incorporated for 51 Amberley Avenue, Palmerston North.

1. ISSUE

1.1 The current lease of 51 Amberley Avenue to the Scout Association of New Zealand expires of 31 May 2019. Scouts did not wish to enter a new lease. For clarity, this was a land lease only, and the scout hall building on the site is owned by the Scout Association, not Council.

1.2 As the Scout Association does not wish to enter a new lease, they had the following options:

· Remove the building and make good the site;

· On-sell the building to another party to either enter a new ground lease or remove the building;

· Or Sell the building to Council if couldn’t sell to another party.

1.3 For clarity, as the building is not owned by Council, Council typically would not be involved in the terms of any sale of the building, including whom it was sold to.

1.4 The Scout Association of New Zealand have signed an Agreement to Transfer Ownership of Improvements to sell the building to Palmerston North Judo Club Incorporated. This agreement is conditional on the Judo Club obtaining a lease of the land at 51 Amberley Avenue from Palmerston North City Council.

1.5 The public notification process required under the Reserves Act 1977 has been followed. Notification was placed in the public notices about the intention to grant a new lease, inviting any submissions.

1.6 A single submission was received by the Highbury Mixed Martial Arts Trust on 6 May 2019, which was the last day for submissions.

1.7 This submission was presented to the Sport and Recreation Committee on 13 May. This submission asked for one of the following:

· Council issue a ground lease to the Highbury Mixed Martial Arts Trust instead of to the Judo Club;

· Council issue the lease to the Judo Club, but then assist by brokering a deal whereby the Highbury MMA can use the building for a nominal fee;

· Council attempt to purchase the building from the Scouts and lease it out to several organisations as a community and recreation facility.

· An important note was that Highbury MMA was not in a financial position to purchase the building itself.

1.8 After taking this submission into consideration, Council needs to decide how it wishes to proceed.

2. Council’s options

2.1 Council has the following options to consider:

1. Approve a land lease to the Palmerston North Judo Club Incorporated.

a. This would result in the Judo Club taking ownership of the building.

b. Council could consider attempting to broker a deal with the Judo Club to space share with Highbury MMA, but this would be their decision.

2. Approve a land lease to Highbury Mixed Martial Arts Trust.

a. Highbury MMA would then need to try secure use of the building from Scouts.

3. Attempt to purchase the building and lease it out to several organisations as a community and recreation facility.

4. Do not proceed with any of the above.

a. Scouts would need to remove the building.

3. background/ additonal information

General Considerations

3.1 As a non-profit sporting organisation, the Judo Club meets the requirements of Section 54 of the Reserves Act 1977.

3.2 Both the Scout Association of New Zealand and Palmerston North Judo Club Incorporated were advised of the process and entered into the Agreement fully aware that a public notification process required under the Reserves Act 1977, along with approval from the local authority on behalf of the Minister of Conservation to lease the land.

3.3 To inform this report, Council Officers spoke to Palmerston North Judo Club representatives to investigate the opportunity of them space sharing with Highbury Mixed Martial Arts.

3.4 The Judo Club representatives said they were “very reluctant in committing to this”. They were concerned there would be “significant timetable and usage clashes with the two clubs”.

3.5 The Scout Association of New Zealand are asking $7,500 for the purchase of the building.

Building Condition

3.6 There are several immediate building issues that need to be remedied by the purchaser of the building as it is being sold in a “as is, where is” condition:

· All the wooden window frames are rotten and need replacing;

· The building has been leaking at some stage, as a result large portions of the ceiling needs to be replaced;

· The steps at the rear door exit need to be replaced;

· There are several fire compliance issues that need to be remedied including alarms, extinguishers, and door signage;

· The doors are not secure and would probably need to be replaced.

3.7 If Council purchased this building, both the initial purchase and these works would be an additional unbudgeted expense.

Notification Requirements

3.8 The public notification process required under the Reserves Act 1977 has been followed. Section 117 of the Reserves Act 1977 states the following in respect to notifications of an intention to grant a new lease:
(1) Where this Act requires anything to be publicly notified or refers to public notification, the subject matter shall, unless this Act specifically provides otherwise, be published as follows:

(a) where the notification relates to a national reserve or proposed national reserve, or any part thereof, it shall be published—

(i) once in the Gazette; and

(ii) once in a newspaper circulating throughout the area in which the reserve or proposed reserve is situated; and

(iii) once in each of 2 daily newspapers published in the cities of Auckland, Wellington, Christchurch, and Dunedin; and

(iv) in such other newspapers (if any) as the Minister directs:

(b) where the notification relates to any other reserve or proposed reserve, it shall be published—

(i) once in a newspaper circulating in the area in which the reserve or proposed reserve is situated; and

(ii) in such other newspapers (if any) as the administering body decides:

provided that any notification under section 16(4) relating to a nature reserve or scientific reserve or a proposed nature reserve or scientific reserve shall be published in the manner specified in paragraph (a).

Proposed Ground Lease Terms

3.9 The proposed terms of a lease are:

· Lease commencement – 1 June 2019

· The lease will be for an initial term of three (3) years, with a right of renewal for a further three (3) years

· The rental will be $150 + GST and outgoings per annum.

4. Recommendations

4.1 Considering all the above, Council Officers recommend that Council opt to enter a lease with Palmerston North Judo Club Incorporated.

5. NEXT STEPS

5.1 Providing the recommendations of this report are adopted, the next step is to enter a land lease with Palmerston North Judo Club.

5.2 Council Officers will also work with Highbury Mixed Martial Arts to try find an alternative venue.

6. 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?		No
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	By leasing the land to the Judo Club, this allows for a sporting activity option to be held on a regular basis for the community.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Report

TO: Sport and Recreation Committee

MEETING DATE: 10 June 2019

TITLE: Rangitāne Park - Consultation on the proposal to extend the lease area of Menzshed Manawatu to allow extension of the building they occupy

DATE: 2 May 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 approve community consultation on the proposal to extend the lease area and term for Menzshed Manawatu on Rangitāne Park.

2. That Council note the consultation will meet requirements of Section 54 of the Reserves Act 1977 which requires the opportunity for people to object and be heard on proposed leases on reserve land.

3. That Council note the land areas affected by the proposed lease extension for the Menzshed Manawatu is described as part of Lot 94 DP 44172, part of Lot 96 DP 44172 and part of Part Section 361 Town of Palmerston North. The lease area is shown in the draft proposed amended lease contained in Appendix One of the report titled “Rangitāne Park - Request for permission to consult on the proposal to extend the lease area of Menzshed Manawatu to allow extension of the building they occupy” dated 2 May 2019.

4. That the Chairperson and Deputy Chairperson of the Sport and Recreation Committee be given delegated authority to approve minor amendments to the draft Deed of Variation of Lease.

Summary of options analysis for

Problem or Opportunity	The size and configuration of the Rangitāne Park pavilion are limiting the activities of the Menzshed Manawatu. The Menzshed have requested that Council allow them to extend and reconfigure the existing pavilion and issue the Trust with a longer-term lease, in recognition of the investment they will make in this Council owned building. This report requests permission to consult the community on views they may have on the proposal in accordance with Section 54 of the Reserves Act 1977.
OPTION 1:	Consult on the proposal to extend the lease area and term
Community Views	Community views will be sought during the consultation proposed.
Benefits	The community views will be understood to inform the decision, and any objections considered as required under the Reserves Act 1977.
Risks	No risks are identified.
Financial	Cost of public notification will be minor. Any submitters that wish to be heard can be incorporated into existing meeting schedules to avoid additional costs.
OPTION 2:	Decline the proposal to consult on the lease extension
Community Views	The Community will be declined the opportunity to have their say on the Menzshed proposal.
Benefits	No further work required.
Risks	Menzshed Manawatu will not be able to improve and expand their activities. The Council may be perceived as not supporting the activities of the Menzshed Manawatu
Financial	No further costs would be incurred.
The recommendations contribute to Goal 3: A Connected and Safe Community
The recommended option contributes to the outcomes of the Connected Community Strategy
The recommended option contributes to the achievement of action/actions in the Active Community Plan The action is: Build capacity and capability in community organisations
Contribution to strategic direction		Supporting Menzshed Manawatu to expand the Rangitāne Park Pavilion enables them to better fulfil their purpose of providing an environment where men (and women) can meet, and socialise, while doing something purposeful. The modified building will assist them to continue to support many other community groups through the gifting of items they create. The provision of a long-term lease will enable the Menzshed to secure external funding for the project, resulting in a greatly enhanced Council owned facility

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 The size and configuration of the Rangitāne Park pavilion are limiting the activities of the Menzshed Manawatu.

1.2 The Menzshed have requested that Council to allow them to extend and reconfigure the existing pavilion and issue the Trust with a longer-term lease, in recognition of the investment they will make in this Council owned building.

1.3 This report requests permission to consult the community on views they may have on the proposal in accordance with the Reserves Act Section 54 of the Reserves Act 1977.

2. Background and previous council decisions

2.1 Menzshed Manawatu have leased the pavilion on Rangitāne Park since 2011.

2.2 The Council allowed the Menzshed to modify the building slightly when they first occupied it. Openings were cut between the changing rooms, bench seats were removed, and carpet was lifted. The lighting was enhanced, and security grilles were placed over the windows.

2.3 Menzshed Manawatu invited officers to visit the shed on 6th March 2019. Despite the orderliness of the property, it was apparent that the building is bursting at the seams. There are several projects currently underway for other community groups.

2.4 Large areas of the building are taken up with storage of donated timber, partially used tins of paint, and an array of hand tools, fastenings and fittings. The storage needs are greatly restricting the space available for the men and their activities.

2.5 Council received a deputation from Menzshed Manawatu and an officer report at its 8 April 2019 Sport and Recreation Committee meeting. The Committee recommendations, resolved by full Council on 29 April 2019, were:

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.

3. The Proposal

3.1 Menzshed Manawatu have proposed extensions to the front and the side of the existing building. In total, these would extend the area of the building by 98 sq m and the lease area by approximately 138 sq m.

3.2 The total lease area proposed differs from that submitted in the deputation. After refection Menzshed are proposing adding approximately 40 sq m for a fenced off outdoor materials and trailer storage area at the northern end of the building, as shown in Figures Three and Four.

3.3 The side extension enables the creation of a new large timber store, with access from an enclosed loading bay, making the receipt and storage of large lengths of timber much easier than carrying them through the building and into an old changing room. The loading bay is fully enclosed and doubles as an area for painting.

3.4 The two smaller front of building extensions enable the creation of additional workshop space. The existing meeting, bathroom, tool and paint store rooms are unchanged by the proposal.

Figure One: Existing floorplan

Figure Two: Existing site aerial photograph

Figure Three: Proposed floor plan

Figure Four: Proposed Extend of new lease/building

3.5 The annual rent is $450 plus GST and outgoings, in line with Council’s leasing policy.

3.6 The extension to the leased area would have no effect on the lease costs. It would sit in the same category for charging.

3.7 Council typically leases its buildings for periods of 5 years, in some cases 10 years where there is sufficient reason. Menzshed are proposing a longer term, 5 years with two 5 years rights of renewals (15 years total) to satisfy potential funders that their investments will have a fair life.

3.8 At the time of writing the report, Menzshed were checking with their potential funders that the proposed 15-year lease will meet those funding expectations. If there is an alternative period proposed, as a result of those discussions, this will be conveyed to Council during the presentation of this report.

4. Land Status

4.1 The land that would be subject to the proposed new lease area intersects three parcels of land (refer Figure Four):

Title	Reserve Status	Comment
WN26D/489 – Pt Sec 361 TN of Palmerston North	Held for public work (improving and maintaining drainage).	The part of the extension to the south (Racecourse Road end) is in this area. The primary purpose is Drainage. Council stormwater engineers have been consulted and have no issues with the building extension occupying the proposed area given it leaves greater than 3 metres to the stormwater pipe location. The trees that would need to be removed are on the drainage reserve.
WN15C/477 – Lot 94 DP44172	Not currently held under the Reserves Act 1977.	Officers are undertaking preparatory work that will consider declaring this parcel to be a reserve. Most of the extension to the west (towards the path) is on this title. It affects garden beds, which are considered to currently have low aesthetic value.
Lot 96 DP 44172	Has no title but noted as recreation reserve in a recent independent property report.	A small amount of the extension to the west (towards the path) is on this title. The proposal affects a small area of the low aesthetic garden beds.

4.2 The extension towards the road is on drainage reserve, not on recreation reserve, and as such not subject the recreation reserve provisions of the Reserves Act 1977.

4.3 For the simplicity of communicating the proposal and given that the public perception and use looks and feels like a recreation reserve as the drainage infrastructure is actually in the road reserve, the entire proposal will be treated as if it were subject to the Reserves Act, in terms of gathering community views and hearing objections (if any) to inform the leasing decision.

5. Reserves Act 1977 consIDerations:

5.1 Section 17(1) of the Reserves Act 1977 defines the purpose of recreation reserves as:

“for the purpose of providing areas for the recreation and sporting activities and the physical welfare and enjoyment of the public, and for the protection of the natural environment and beauty of the countryside, with emphasis on the retention of open spaces and on outdoor recreational activities, including recreational tracks in the countryside.”

Menz Shed activates are described on their website as:

“The Menzshed is a place to get together with others to:

• Practice your skills. Learn new ones and share your knowhow with others

• Pursue hobbies, pastimes and interests or get involved in a piece of work

• Enjoy some company while working on projects that give back to the community

• Belong to a team”

http://menzshedmanawatu.org.nz/about-us/

Comment: Menzshed activities are recreation activities. They are undertaken in people’s leisure time and involving enjoying company and contributing to the community. The activities are consistent with the purpose of recreation reserves.

5.2 Section 17(2) requires:

(a) The public shall have freedom of entry and access to the reserve, with the exception of the ability to lease areas under Section 54 which covers the leasing powers.

The leasing powers include, under Section 54 (1) (b) the power to lease includes the power to “lease to any voluntary organisation part of the reserve for the erection of … other buildings and structures associated with and necessary for the use of the reserve for … other recreational activities…

provided that a lease granted by the administering body may, with the prior consent of the Minister given on the ground that he or she considers it to be in the public interest, permit the erection of buildings and structures for sports, games, or public recreation not directly associated with outdoor recreation.”

Comment: The freedom of entry to the reserve is not impacted. The lease area is only 138 sq m of a 6.5 ha reserve area. The area affected is garden beds rather than active recreation areas.

(b) Where scenic, historic, archaeological, biological, geological, or other scientific features or indigenous flora or fauna or wildlife are present on the reserve, those features or that flora or fauna or wildlife shall be managed and protected to the extent compatible with the principal or primary purpose of the reserve:

Comment: The additions to the front of the building would require the removal of most of the low garden bed alongside the path. This bed has low biological value and could easily be replaced with little impact on the character of the reserve.

The road end addition would require the removal of four cabbage trees of varying stature and an elm tree plus several flax bushes as Figure Five.

Figure Five: Vegetation effects of extension to Racecourse Road end

It will be possible for some of the flax bushes to be divided and reused onsite or at other locations.

The proposed fenced area for outdoor and trailer storage at the playground end of the building, would require the removal of a small elm and several flax bushes as per Figure Six.

The vegetation at the rear of the building, between the playground and the building, would not be impacted upon.

Rangitāne o Manawatū: would like to see like-for-like areas of gardens established to offset the loss of gardens and plants as part of the project.

Comment: There is approximately 13,000 sq m of tree canopy and plantings area in the 6.5 ha of reserve. The extension of the building is considered to have only a small impact on the flora and fauna of the overall reserve and the impacts are considered acceptable given the primary purpose is to provide for recreation which the extensions enable.

There is an opportunity to re-establish some garden area after the construction is complete, as discussed in section 5.2 (c).

Figure Six: Vegetation effects of proposed fenced outdoor/trailer store area

(c) Those qualities of the reserve which contribute to the pleasantness, harmony, and cohesion of the natural environment and to the better use and enjoyment of the reserve shall be conserved:

Rangitāne o Manawatū: would like to see like-for-like areas of gardens established to offset the loss as part of the project.

Officer Comment: The gardens and planting around the building add to the quality of the reserve in that area, softening the appearance of the building. The proposed reduction in existing gardens is 120 sq m. This area is relatively minor in the overall scheme of the park but will result in a small reduction the aesthetic appeal of the space adjacent to the building on the western northern and southern sides.

Officers will investigate a requirement for small-scale garden re-development to occur on the southern and western sides once the building has been extended. Similar consideration would be given to the south side if the trailer and outdoor storage area progresses.

(d) to the extent compatible with the principal or primary purpose of the reserve, its value as a soil, water, and forest conservation area shall be maintained.

Officer comment: There is no effect on the conservation of soil, water and forests.

There will be a small increase in stormwater runoff with around 150 – 175 sq m of additional hard surfaces. The rule of thumb requirement for stormwater detention on site due to capacity constraints in the stormwater network is that 3,000 litres of on-site detention is required for every 100 sq m of impermeable surface. Solutions to accommodate this onsite will need to be considered during the building consent stage. One option might be a rain garden which could also potentially serve the aesthetic functions discussed in 5.2 (c) above.

6. Giving effect to the Principles of the treaty of Waitangi

6.1 The Reserves Act 1977 is subject to Section 4 of the Conservation Act and requires that administering bodies under the Reserves Act 1977 give effect to the principles of the Treaty of Waitangi.

6.2 Rangitāne o Manawatū representatives have been briefed on the proposed lease extension. They advise that they support the proposal and kaupapa of the Menzshed. They would like to see replacement trees and plantings of an equivalent amenity value to those lost to the extension.

7. Description of options

7.1 Option one: Consult on the proposal to extend the lease area and term

Under Option One Council would consult with the community on the proposed lease area extension and seek views and objections to the proposal.

7.2 Option Two: Decline the proposal to extend the lease area and term

Council could choose to decline the proposal, and not proceed with consultation.

8. Analysis of options

8.1 Option One: Consult on the proposal to extend the lease area and term

8.2 This option allows Council to test the community views on the Menzshed Manawatu extension proposal. It allows for any new points or issues to be raised before a final decision is made.

8.3 Option Two: Decline the proposal to extend the lease area and term

8.4 Council may decide the proposal is not to its satisfaction and decline the proposal. This option does not enable the community to express their views on the lease extension.

9. Conclusion

9.1 The proposal is consistent with the purposes of recreation reserves with a small impact on some trees and bushes. These impacts are considered acceptable in scale and easily mitigated with a requirement to develop replacement plantings, possibly incorporated into stormwater detention requirements.

9.2 Consultation on the proposal will provide community feedback before a decision is made, fulfilling the requirements of the Reserves Act.

10. Next actions

10.1 Advertise the proposal to grant the lease and seek feedback.

10.2 Provide the opportunity for any submitters that wish to be heard to speak to Council

10.3 Consider the objections and submissions, and report back to Council for a decision.

11. Outline of community engagement process

11.1 The proposal is considered to be relatively modest and unlikely to engender strong public interest. As such the proposed consultation is:

· Meet the public notification requirements on the Reserves Act – minimum of one-month period advertised in the Manawatu Standard.

· Letters to neighbours with sight lines to the building, from 1 to 27 Racecourse Road and 1 Flemington Lane.

· Sign onsite in front of the building and another at the playground.

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?	No

Attachments

1.	Rangitane Park Pavilion Menzshed extension proposal plans ⇩
2.	Rangitane Park Pavilion Menzshed extension proposal description ⇩
3.	Rangitane Park draft Deed of Lease variation May 2019 ⇩

PALMERSTON NORTH CITY COUNCIL

Report

TO: Sport and Recreation Committee

MEETING DATE: 10 June 2019

TITLE: Ashhurst Domain - Proposal to lease area for a function venue

DATE: 20 May 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 approve community consultation on the proposal for a lease for a function venue at the Ashhurst Domain, meeting the requirements of Section 54 of the Reserves Act 1977.

2. That Council note the recreation reserve on which the lease is proposed is part of Lot 1 DP 55676, the lease area and the draft lease are contained in Attachment Six of the report titled “Ashhurst Domain – Proposal to lease area for a function venue” dated 20 May 2019.

Summary of options analysis for

Problem or Opportunity	Council has received a proposal to develop a function venue on the portion of the Ashhurst Domain formerly occupied by cafes. The proposal is not contemplated in the Ashhurst Domain Management Plan 1997 and has more extensive buildings than previous café leases on the site. A decision is required from Council on either to consult with the community on the proposal, before making a final decision, or alternatively to decline the application based on the assessments in this report. This report requests approval to consult the community on views they may have on the proposal in accordance with the Reserves Act Section 54 of the Reserves Act 1977.
OPTION 1:	Consult the community on the proposal to approve a lease for a function venue at the Ashhurst Domain.
Community Views	Community views will be sought during the consultation period.
Benefits	The community views will be understood to inform the decision, and any objections considered as required under the Reserves Act 1977.
Risks	No risks are identified.
Financial	Cost of public notification will be modest. There will be some advertising costs, some signage costs and possibly there may the need for a hearing, which will require staff and governance time.
OPTION 2:	Decline the proposal for the lease for a function venue at the Ashhurst Domain
Community Views	Community views will not be sought.
Benefits	No further work required.
Risks	The community may have some expectation there their views will be sought, so some small risk of community dissatisfaction from those that may have supported the proposal.
Financial	No further costs would be incurred.
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommended option contributes to the outcomes of the Creative and Liveable Strategy
The recommended option contributes to the achievement of action/actions in the Active Community Plan The action is: Provide and maintain city reserves, neighbourhood reserves, playgrounds, sportsfields, Arena Manawatū, aquatic facilities, walkways, shared paths, sport and recreation facilities. 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 report assesses the proposal against the Ashhurst Domain Reserve Management Plan and Reserves Act.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Council has received a proposal to develop a function venue on the portion of the Ashhurst Domain formerly occupied by cafes.

1.2 The proposal is not contemplated in the Ashhurst Domain Management Plan (the Management Plan) 1997.

1.3 Since it is not contemplated in the Management Plan the proposal needs to be assessed against the objectives and policies of the Management Plan and Reserves Act 1977.

1.4 This report carries out that assessment and requests a decision on whether to proceed to consultation or decline the proposal.

2. Background and previous council decisions

2.1 Council received a deputation to the Sport and Recreation Committee at its 11 March 2019 meeting. The Committee recommended, and Council resolved to

1-19

Ashhurst Domain - Function Venue Proposal

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.

2.2 The marked up aerial photographs of the Ashhurst Domain is provided in Attachment One: Ashhurst Domain Function Centre Site maps.

3. Strategic fit:

3.1 The Strategic fit of the proposal against Councils Draft Policy for the Use of Public Space was provided as part of the officer report on the proposal at the 11 March 2019 Sport and Recreation Committee.

3.2 A copy of the assessment is provided in Attachment Two: Draft Policy for use of Public Spaces Assessment

4. Land Status

4.1 The land that would be subject to the proposed new lease is contained in Lot 1 DP 55676

Title	Reserve Status	Comment
WN26D/246 – Lot 1 DP	Recreation Reserve	Transferred from the Ashhurst Pohangina Racing Club to the Oroua County Council in 1979 and declared to be a recreation reserve in 1981 (Gazette Notice 792816.1)

5. The proposal

5.1 The proposal is for renovation of the existing café building to a commercial kitchen, modification of the exiting toilets from 2 to 3 toilets and erection of a 26 x 12 m semi-permanent marque serviced by two 40-foot containers that are fitted out as bar and storage facilities.

5.2 Landscaping is proposed including relocation of a walking path a few metres away from the site, site definition and wayfinding from car parking areas.

5.3 The target market is described as being of four types;

- Weddings and private events on Friday and Saturday nights until midnight,

- Pop-up café/restaurant tradeA ,

- Corporate events, and

- Markets and public events.

5.4 The proposal outline from the applicant is contained in Attachment Three: Function Centre Proposal document and Attachment Four: Function Centre Concept Images.

6. Ashhurst Domain Reserve ManagemeNt Plan

6.1 The Management Plan does not contemplate or approve function centre facilities. If such a facility was included in the Management Plan, a lease could have been granted under that plan without the need for community consultation or reporting to Council. Prior consent of the Minister would not be required.

6.2 The proposal must be assessed against to the plan objectives and policies of the Management Plan as well as the Reserves Act.

6.3 The Management Plan is planned to be reviewed in 2020/21. The timing for this works in well with the review of the Te Apiti (Manawatu Gorge) Masterplan and the Manawatu Gorge road replacement.

6.4 OBJECTIVES OF THE MANAGEMENT PLAN

8.1.1 To maintain, facilitate and further promote the informal and organised outdoor recreational use of the Domain by the general public.

8.1.2 To balance the interest of present and future recreational users with that of local residents, lessees and others with vested or sectional interests in the Domain.

8.1.3 To encourage use of the Domain as an educational resource.

8.1.4 To ensure that the use of the Domain is consistent with the variety of relevant regulations to enable safe and appropriate recreational opportunities.

8.1.5 To protect and enhance the natural environment and character of the Domain.

8.1.6 To encourage the integrated management and development of the Domain.

relevant policies

oFFICER aSSESSMENT

9.2 ADMINSTRATION AND MANAGEMENT

Policy 9.1.1

To manage the Domain under the Reserves Act 1977 while recognising and giving effect to the status and the position of tangata whenua

This report and the associated processes are giving effect to the policy.

9.2 LANDSCAPE

Policy 9.2.2

To manage the landscape of the Domain in accordance with the policies shown on … - Landscape Identity Areas.

Retention Policy:

Retain and enhance the natural landscape character in any management and public use activity.

The proposed site is on the Upper River Terrace but within the River Flood Plain Landscape Identity Area falling under the retention policy.

Any management and use needs to retain and enhance the natural landscape. The existing planting is mixed exotic and native shelter belt planting.

The proposal is for a relatively light touch single story building which does not affect the landscape character beyond the lease location. It is very well screened from cemetery, playground and campground spaces and moderately from the sportsfields and pony club.

It includes landscaping stating “the site will be extensively planted and landscaped using native plants and replicating plants from around the domain.” There is limited detail in the proposal at this stage. It expected that a landscape plan would be provided prior to construction to be approved by the Parks Manager.

9.3 VEGETATION

Policy 9.3.1

To manage and maintain the vegetation within the Domain to enhance the natural character of the environment, facilitate opportunities for ecological habitats and wildlife, and for visual amenity.

The proposal requires the removal of 6 gum trees. The trees well established and of middling quality. Not as significant stature as some other gums in the wider park but 18 – 22 m tall and prominent in the space.

There is an understory of other planting that would stay in place.

The gums removal will be minor in the scheme of the overall tree and shrub cover in the esplanade domain which boasts over 14 ha of cover between the bush, wetland and boundary plantings.

The proposal includes further native plantings to enhance the site which, over time, will off-set the loss of the gums.

9.6 RECREATION

Policy 9.6.1

To maintain and encourage informal and casual unstructured recreational use of Ashhurst Domain compatible with its cultural heritage and landscape values.

There is some very low-level informal use of the space. In the past it has been used as a café space to varying levels.

Policy 9.6.3

To ensure that recreational activities do not adversely impact on the experience of the casual user and that they are compatible with the natural rural landscape of the Domain.

The walkway network within the Domain includes one that runs past the location. The proposal is to shift that walkway a few metres to northwest, (refer Figure Three) so it runs between the trees and provides a few metres separation to the function centre. This shift would not likely create any reduction in the experience of the casual user. Some loss of the views to the ranges would be lost on that part of the walkway. There are other opportunities to experience those views elsewhere on the site.

9.13 INTERPRETATION AND EDUCATION

Policy 9.13.1

To promote the Domain as a valuable cultural and natural resource.

Nothing in the current proposal adds value to the cultural resource of the Domain.

Rangitāne o Manawatū see an opportunity to add value by tailoring the design to speak to sites in adjacent and surrounding landscapes that have particular value and meaning for them. The applicant has indicated a willingness to work with Rangitāne to give effect to this.

9.14 BUILDINGS AND FACILITIES

Policy 9.14.1

To ensure that only those buildings and facilities essential for the convenience, comfort and safety of the users are sited within the Domain.

Implementation:

Assess all future proposals for additional structures and/or buildings against the following criteria:

-the need for the structure to be within the Domain;

-the need for the structure to be sited in the location identified;

-the maintenance of the park’s character;

-the contribution of the structure to the quality and experience of the park;

-the particular design and its relationship to the park character;

-the public benefit to be obtained from the structure;

-the impact on the immediate locality;

-the ability to meet the objectives and policies of this Management Plan:

8.1.1 To maintain, facilitate and further promote the informal and organised outdoor recreational use of the Domain by the general public.

8.1.2 To balance the interest of present and future recreational users with that of local residents, lessees and others with vested or sectional interests in the Domain.

8.1.3 To encourage use of the Domain as an educational resource.

8.1.4 To ensure that the use of the Domain is consistent with the variety of relevant regulations to enable safe and appropriate recreational opportunities.

8.1.5 To protect and enhance the natural environment and character of the Domain.

8.1.6 To encourage the integrated management and development of the Domain.

5. Ensure that the following is achieved in relation to all future buildings and/or structures:

-a design which is appropriate to the site and consistent with both the character of the Domain and all other existing structures and buildings;

-locations appropriate to the function of the structure.

The use of the word “essential” creates considerable emphasis.

In the case of a café operation it could be argued that convenience and comfort in terms of food and beverage provision for users. In the case of a function centre the service is creating the users in themselves – attracting people to the Domain for a specific activity rather than in and for the Domain itself.

The function venue does not need to be within the Domain, but the Domain provides an excellent venue location.

The location identified fits well other than the proximity to the camp ground – (discussed separately). Other alternatives within the Domain would require the relocation of other activities and would require more extension upfront costs such as electricity and sewage services.

The site has had cafés on it in the past, contained within historical buildings associated with the Domain. There is some opportunity in the proposed landscaping and design, to add to the historical recognition in the park in some modest way.

The experience of the Domain would be enhanced for activities and functions drawn to the Domain by the facility. For the campground there will be negative effects. Discussed separately in Section 7.7.

The park character varies, with some heavily modified environments and some native forest. The character in the location is open grassland and large exotic mature trees and views to the ranges. The former café building is run down and the remnants of a fence present poorly.

The proposed structure is a relatively light structure and well screened from other parts of the park.

The landscaping of the proposal, including higher quality terrace edge fencing and landscaping. The building in itself will not add to the character of the park.

The public benefit would accrue to the users of the function centre. It would be expected to be a popular spot for weddings and other functions – presumed to be predominately from the Ashhurst, Palmerston North and the wider Manawatu.

Some public benefit would arise from the lease income assisting in offsetting some of the operating costs of the Domain.

The impact on the immediate locality and the operations of the park are covered in Section 7.

The proposal would facilitate new forms of recreation in the Ashhurst Domain. It would allow for events and functions that require some weather protection, seating or hospitality to be held.

The consultation proposed will seek the views of the community and Domain user groups.

The proposal does not specifically support education.

The lease and various hospitality related regulations (e.g. Alcohol License) will ensure safe and appropriate operations.

Some modest enhance of the character through landscaping and possible Rangitāne design elements will support the character of the Domain. The building itself will not contribute.

The process of considering the lease and its implications is ensuring the integrated management approach. An ideal timeframe would have been for the possibility of function venues to be considered as part of the Reserve Management and Development Plan review planned for 2020/21, coordinated with the implications of the Te Apiti Masterplan and Manage Gorge Road replacement.

The character of the Domain on the upper Terrace is divided into two distinct areas. The sportsfields/pony club/grazing area and the amenity/playground/cemetery/ campground area.

The proposed site is on the margin of these two areas and north eastern corner of the amenity area.

The character is dominated by open grasslands and large mature trees and hedges with views to the ranges.

The lookout, campground amenities and shelter buildings are best described as functional, perhaps representing repurposed agricultural buildings. They range in age from 1960 to 2008.

The location is appropriate to the function.

7. Leasing powers under Reserves ACt

7.1 Section 54 (1) (d) of the Reserves Act 1977 allows for an administering body to:

grant leases or licences for the carrying on of any trade, business, or occupation on any specified site within the reserve, subject to the provisions set out in Schedule 1 relating to leases or licences of recreation reserves issued pursuant to this paragraph:

provided that the trade, business, or occupation must be necessary to enable the public to obtain the benefit and enjoyment of the reserve or for the convenience of persons using the reserve:

7.2 “Necessary” has not interpreted as requiring that all or even most visitors or users of the reserve to need/want to use the service or activity provided under the lease. Reserves often have cafes or recreation businesses on them that only some of the visitors to the reserve use. Past engagement with the Department of Conservation for example noted leases for adventure sport activity such as bungy jumping.

7.3 The proposal would attract a new set of users to the reserve, for functions and events. The location specifically seeks to use the aesthetics of the Domain looking out to the ranges and providing an attractive setting. A similar example is the Chalet at the Hokowhitu Lagoon.

7.4 The proposal notes a market for pop up café trade and public events and markets using the facility. Should these occur they would provide a wider range of benefits to the reserve than the weddings and functions. For example, if a pony club event were on, a pop-up café could operate providing benefit the pony club users. The facility might be used for wake/fellowship after a burial at the cemetery. The likely level of these types of activities and thus possible benefit is difficult to assess.

8. IMpact on the LOCality and Park operations

8.1 Aesthetics:

8.1.1 The proposed building is of a scale appropriate to the location. It is single story building.

8.1.2 The site has previously hosted a café building that was lost in a fire. The aerial photograph in Figure 1 shows the café in 2007. The size is similar that proposed for the function centre but it was a permanent building and positioned at the southern end of the site.

Figure One: Site of the original café building

8.1.3 The orientation of the proposed building means that the most common approach will see the building end on and partially screened by landscaping with a backdrop of mature trees. Figure Two gives an indicative location and extent from the walkway approach.

Figure Two: Indicative building location an extend from walkway approach

8.1.4 Two intervening treelines and old racecourse embankment meaning the building is screened from the sportsfield as per Figure Three. The removal of the 6 gums will weaken the containment but the proposed native planting proposed will improve it.

Figure Three: View from the outside the embankment in the sportsfield area.

Figure Four: Proposed path relocation

8.1.5 The walkway, next to the site, is the most affected. The proposed relocation of the walkway will ensure there is a small separation to the proposed function centre. Planting in the location of the current path will soften the building appearance.

8.1.6 Some treatment to the cladding (or screens) of the proposed container facilities should be required so that it not appear as a continuous and imposing fence/container wall, and some further fencing beside the existing toilets to exclude unauthorised access.

8.1.7 Definition of the site is required for the leased area so that the public understand the separate areas during events. This could be a combination of fencing, landscaping and use of the building forms themselves. A landscaping plan, including fencing and other treatments, is required as a clause of the draft lease, to be approved to the satisfaction of the Parks Manager.

8.1.8 Regulatory processes, such as requirements of a liquor licence would also define some of the final facility layout in terms of fencing.

8.2 Security:

8.2.1 Security of the entire Domain at night needs consideration. Should the function centre guests come and go from the proposed venue, control of park access will be important.

8.2.2 In discussion the applicant advises:

“… our staff will manage the exit of guests ensuring the gate remains closed for safety and security of campers and the venue at night. As a general rule most guests would be exiting by bus which we manage the gate exit and entry for as well.”

8.3 Cleaning and offensive litter

8.3.1 There is risk of litter and mess from the more boisterous function affecting the appearance and satisfaction with the Domain from other users. Officers suggested a lease clause requiring a clean-up of the site and any litter or mess within 100 m of the site before 9 am the day following the function.

8.3.2 The applicant response was:

“We would liquor ban the whole space outside the venue for the purposes of stopping people taking liquor bottles etc off the premises, Plus a total clean up would be completed for each event in all areas used by and surrounding the leased area, 9am the next day sounds reasonable. It’s not in our interest to have any mess anywhere.”

8.4 Vegetation:

8.4.1 Discussion on the vegetation was covered in Section 5 of this report under policy consideration 9.3 Vegetation.

8.4.2 The following figure, taken from the terrace edge, shows the shelter planting and includes the proposed gum trees to be removed. It is also the location of proposed additional native tree planting.

Figure Five: Gum trees proposed to be removed

8.5 Car parking:

8.5.1 There 18 formed car parks next to the cemetery and playground including 2 mobility parks as well as a bus stop.

8.5.2 On 25 April 2019 officers visited the site with the applicant. There was a Pony Club event on. One car was parked in the proposed function centre location. Car parking for the Pony Club event had been provided on the Pony Club leased area and drive access.

8.5.3 An aerial photo on Councils GIS service shows a pony club event on at the same time as the two sports fields closest to the function centre site were in use, the former café was possibly in operation (based on tables in the grass area).

8.5.4 The images show the pony club parking was accommodated alongside their lease areas and within adjacent paddocks.

Figure Six: Pony Club event parking – date unknown

8.5.5 There are 71 car parks and 2 bus parks provided at the sportsground main/changing rooms entrance. There are 5 playing fields close to these carparks and two within the old horse race course oval – closer to the proposed function venue. The demand for sportsfield parking on the function venue side would relate primarily to the two closest fields. Assuming an average of 2 players per car and 4 teams with 20 players/coaches spectators per team and 50% park at the changing rooms end and 50% near the function centre end, then there may be demand in the order of 20 car parks during heavy sportsfield use.

8.5.6 There were 8 cars parked next to the sports fields on the aerial photo, none in the area identified as shared parking for the function centre and 6 next to the playground/cemetery.

Figure Seven: Sportsfields in use and parking.

8.5.7 In the summer the cricket ground within the oval might have 40 players/coaches/spectators using it. Assuming an average of 2 people per car parking demand could be for 20 carparks.

8.5.8 The parking patterns and demand will be explored further with the users Domain users during the consultation period.

8.5.9 There are 33 carparks available next to the sportsfields and 17 carparks closer to the function venue site in that area of the Domain proposed for the function centre as per Figure Eight.

8.5.10 The applicant advises parking demand for the function venue will be moderated by the use of buses to many events.

Figure Eight: Parking spaces in vicinity of proposed function venue

8.5.11 In the event that there is a variety of events demanding parking e.g. summer campground full, playground use, function at function centre, sportsfield in use, pony club event on and general park users present then there is the potential for an overflow parking on to the sportsfield area, but well away from the playing field surfaces. This area is 25 m to 35m wide and more than 120 m long and could accommodate a further 80 cars with ease with potentially more with parking management.

8.5.12 Officer Comment: Parking is unlikely to be a significant issue for the park and there are alternatives and overflows available should issues arise.

8.6 Affected parties:

Affected parties would be interviewed or invited to submit during the consultation period and asked to make their views. Parties identified include:

· Sportsfield user grounds – football and cricket

· Ashhurst Pohangina Pony Club.

· Campground users (survey of users during the period and the Motorhome Association).

· Ashhurst community

· Park users

8.7 Campground:

8.7.1 Campground use:

The 1997 management plan notes “due to the limited facilities offered this user group is not large”. However, the use of the campground has grown substantially in the last 22 years. Occupancy has doubled in the last 5 years.

Figure Nine: Ashhurst Campground bed nights.

The first 4 months of the 2019 calendar year are running 26% higher the same period in 2018 which was a record year. A linear projection of the trendline sees numbers hit 5,500 nights in 3 years.

Gross income was $41,326 in 2018, up from $8,905 in 2010 and projected to hit $47,000 in 2022.

The Domain staff advise that the busy times for the campground are:

· Christmas through to the third week of January

· Waitangi Weekend where Waitangi Day falls on or close to a weekend.

· Wellington Anniversary.

· Stockcars teams’ champs.

· Easter Weekend – where Easter is earlier towards better weather.

· Labour Day weekend – though dependant on the weather.

The campground is a quiet peaceful location, following a low cost and modest amenity model. No formal surveying of visitors has been undertaken but staff caring for the Domain note regular return visitors and good feedback to them directly.

8.7.2 District Plan hours of operation:

The hours of permitted operation in the recreation zone under the District Plan are:

15.4.3.1.(e) Hours of Operation

Any activity shall not operate outside the following hours of operation:

i. Between 7:00am and 10:30pm (Monday to Thursday inclusive and Sundays).

ii. Between 7:00am and 12:00 midnight (Friday and Saturday).

The applicant would be applying to operate outside those hours for all days and times past 10:30pm. The District Plan is concerned with effects on neighbours and activities outside the site.

The effect on the campground is an effect on Council owned operations. Council needs to decide whether the effects on the campground are acceptable under this Reserves Act process. A resource consent application will cover effects on surrounding properties and activities, if any.

8.7.3 Effects on campground:

Numbers:

There would be positive effects from a function centre on the campground in terms of use, if people attending the functions chose to stay at the campground.

This is viewed with some caution given the character of the campground. It may mean people coming and going from the campground during the function, possibly adding to disturbance of other campers.

Noise:

The applicant has commissioned and provided a noise report from Marshall Day Acoustics. The report found:

Page 15 of the report addresses the Nosie effects on the campground and found:

“From Table 6 it can be seen that even with internal music noise levels of 80 dB LAeq within the venue, the likely impact for people camping in this area is predicted to be significant. Given that many camping accommodation types provide minimal sound insulation, there does not appear to be a practicable approach for addressing such an adverse noise effect.” (Emphasis added).

The full noise report can be found in Attachment 5: Assessment of Noise Effects. The effect on neighbours is something that will be considered through the resource consent process.

8.7.4 Officer Comment:

The function centre will fundamentally change the nature of the campground from a quiet “off the beaten track” experience to something more akin with might be expected in an urban or high-volume tourist campground where loud boisterous activity is more common and expected.

A small selection of campground “rules” via an internet search suggests most campground have “quiet time” rules from 10 pm or 10:30 pm onwards. The function centre will be a “significant” noise effect even compared to more urban campgrounds.

Urban campgrounds typically have a full-time manager living on site. Where “quiet time” noise breaches are occurring, or complaints arise, the onsite manager can deal with them. The Ashhurst Campground does not have a on site manager.

Officers and the applicant have discussed management measures that could be put in place to limit the effect.

After considering the campground busy times the applicant has revised their proposed hours of operation to:

Dates	Day/Evenings bookings - Events finish by 10 pm, pack out by 11 pm	Late night Bookings - Events finish by 12 midnight, pack out by 1 am
Waitangi Day (day of week dependent)		No
Waitangi weekend
Easter Weekend		No
Anzac Day		No
Queen’s Birthday Weekend		No
Labour Weekend		No
18 December to 30 December
		No
All other Fridays and Saturdays
All other Sundays through Thursdays		No

Comments from the applicant on public holidays included in the “late” hours were:

· “Unless Waitangi Day falls on the Friday or Saturday (in which case we would hold no late events) we still need to trade on the Friday and Saturday of a Waitangi weekend.”

· “Wellington anniversary weekend we need to be open” [until 12 midnight]

The campground would be affected during the January and February busy season by the hours proposed. While efforts are being made by the applicant to manage the hours to reduce the effects on the campground there will be a fundamental tension between camping – which is common function of reserves and explicitly contemplated in the Reserves Act, and the function and event venue.

There are some steps that Council could take to mitigate the expectations and effects on reputation of the campground:

· Advise prospective campers in communications (website, signage onsite) and when bookings are being made that a function is on or could be on.

9. Reserves Act 1977 consIDerations:

9.1 Section 17(1) of the Reserves Act 1977 defines the purpose of recreation reserves as:

9.2 Officer comment: The proposed function centre would provide a venue for recreation activities such as family celebrations and events, as well as community events. It would also be used for non-recreation events such as corporate functions. The proportion of community vs corporate activity has not been assessed.

9.3 A similar example would be the Chalet at the Hokowhitu Lagoon.

9.4 Testing the proposal with the community will help inform Council of the value the community may place of the proposed venue vs the impact on the reserve.

9.5 Section 17(2) requires:

(a) The public shall have freedom of entry and access to the reserve, with the exception of the ability to lease areas under Section 54 which covers the leasing powers.

9.6 Officer comment: The lease area is approximately 1,500 sq m on a reserve of 50 plus ha.

9.7 The lease area is similar to previous café leases that technically entitled those lease holders to exclude the public from the area, though in reality was there was very little if no effect on public access under the old café leases due to the nature of the business. The new proposal includes a more extensive building and would result in some minor reduction in the accessible space.

9.8 Current community access to the proposed lease area is people walking through the site, stopping to consider the views and occasionally a few parked cars. There are alternative purpose build viewing platforms at the site which provide similar views to that seen from the proposed lease area.

9.9 (b) Where scenic, historic, archaeological, biological, geological, or other scientific features or indigenous flora or fauna or wildlife are present on the reserve, those features or that flora or fauna or wildlife shall be managed and protected to the extent compatible with the principal or primary purpose of the reserve:

9.10 Officer comment: Six gum trees are proposed to be removed to accommodate the function venue. Refer Figure Four.

9.11 While the trees are not in the site proper they are close to the proposed building. Given the light weight construction proposed and the propensity of gum trees to drop large branches, the removal of the trees would be required to reduce the risk of injury and property damage.

9.12 The trees form part of a shelter belt with an understory of native trees and plantings. They are not considered significant specimens but do provide shelter, and food for birds such as Tui. The applicant proposes planting natives to improve the aesthetics and off-set the loss of the gums.

(b) Those qualities of the reserve which contribute to the pleasantness, harmony, and cohesion of the natural environment and to the better use and enjoyment of the reserve shall be conserved:

9.13 Officer Comment: The general visual aesthetics and cohesion of the natural environment is largely unaffected by the proposal – tree removal and planting noted in the preceding section.

9.14 The function centre will affect the natural environment through noise. Due to the nature of the proposed building, a lightweight marquee type facility, the effects will be more pronounced that other venues Council has experience with.

· Other Domain users will hear functions that include amplified music or speaking during the day. For example, the cemetery users, bush walkers, pony club and campground users particularly.

· Campground users will hear and have the sleep and experience affected to a greater degree at night.

(c) to the extent compatible with the principal or primary purpose of the reserve, its value as a soil, water, and forest conservation area shall be maintained.

9.15 Sensitive management of the stormwater from the marquee would be required but otherwise the effects are limited to the loss of 6 exotic gum trees. Native plantings proposed as mitigation and for aesthetic value may have as greater or great ecological value.

10. Giving effect to the Principles of the treaty of Waitangi

10.1 The Reserves Act 1977 is subject to Section 4 of the Conservation Act and requires that administering bodies under the Reserves Act 1977 give effect to the principles of the Treaty of Waitangi.

10.2 Rangitāne o Manawatū representatives have considered the proposal and a representative has visited the site with Council officers. Rangitāne have no particular concerns. They see some opportunity to use the design of the proposal and its landscaping to reference important adjacent and visible sites.

11. Planning assessment

11.1 The part of Ashhurst Domain subject to this proposal is zoned recreation in the District Plan. The proposed function venue meets the definition of a community and leisure facility (meaning land and/or buildings used for public or private recreation, entertainment, meetings or social events). Pre-application meetings between consent planning staff and the Crafted and Co, identified that the proposed function venue would trigger non-compliances with the Recreation Zone rules and a resource consent (for a discretionary activity) would be required. Prior to the applicant applying for a resource consent, approval from the Council as land owner would need to be obtained first through the leasing process required under the Reserves Act 1977, as outlined in this report.

11.2 Many of the potential effects on the environment have been considered in this report in Section 7.0. In particular there is discussion on the potential noise effects of the function venue’s operation on the users of the adjoining campground. A full Assessment of Environmental Effects (AEE) would be required as part of the resource consent application process.

12. Description of options

12.1 Option One: Consult the community on the proposal to approve a lease for a function venue at the Ashhurst Domain.

Under this option Council would seek community input as one of the forms of information to inform its decision on the proposed lease. Council must give people the opportunity to object and be heard before making a decision to grant a lease.

The draft lease is contained in Attachment Six

12.2 Option Two: Decline the proposal for the lease for a function venue at the Ashhurst Domain

If Council considers the effects of the proposal on the reserve to be too significant it can decline the proposal without having heard community views on the lease.

13. Analysis of options

13.1 Option One: Consult with the community on the proposal to approve a lease for a function venue at the Ashhurst Domain.

Consulting the community would provide a further source of information to inform the decision on whether to proceed with a lease or not. The benefits and impacts of the proposal would be expanded upon or informed by community views. The consultation process would meet the requirements of the Reserves Act, enabling the Council to issue a lease, should they decide.

13.2 Option Two: Decline the proposal for the lease for a function venue at the Ashhurst Domain

Council could choose to decline the proposal if it considers the negative effects on the reserve are too significant.

14. Conclusion

14.1 The proposal is consistent with the purposes of recreation reserves as the function centre would host and support recreation activities.

14.2 The benefits and effects of the proposal are challenging to balance. There will be a significant effect on a campground which is experiencing rapid growth in visitor nights. At present the Council does not a community view on the relative importance of each of the identified benefits and effects. It is difficult for Council to decide on whether to support the proposal or not without this information.

14.3 Consultation on the proposed lease will provide the Council with community feedback, which could be considered before a decision is made. The consultation process would also fulfil the requirements of the Reserves Act.

14.4 Once community views have been considered, if the effects of the function centre out way the benefits, it would be pertinent for Council to make the decision to decline the proposal immediately, to save time and cost for the applicant and to remove uncertainty for the community.

15. Next actions

15.1 Advertise the proposal to grant the lease and seek feedback.

15.2 Provide the opportunity for any objectors that wish to be heard to speak to Council.

15.3 Consider the objections and submissions and provide advice to Council on whether to accept, modify or decline the lease proposal.

16. Outline of community engagement process

16.1 The issue is likely to be of strong interest to the Ashhurst Community and park users. The proposed consultation is:

· Exceed the public notification period requirements of the Reserves Act – advertise in the local newspaper from 1 July until 9 August 2019.

· Survey the campground users and Motorhome Association.

· Signage at the playground, campground and on the site.

· Articles in the Ashhurst Village Voice.

· Social media posts on both PNCC side and request Ashhurst facebook page post.

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?	No

Attachments

1.	Site maps ⇩
2.	draft Policy for the use of Public Spaces Assessment ⇩
3.	Function Centre Proposal document ⇩
4.	Function Centre Concept Images ⇩
5.	Function Centre Assessment of Noise Effects ⇩
6.	draft Lease ⇩

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

1.	Submission ⇩
2.	Costings ⇩