Agenda of Sport and Recreation Committee

PALMERSTON NORTH CITY COUNCIL

Extraordinary Sport and Recreation Committee MEETING

26 August 2019

MEETING NOTICE

Pursuant to Clause 21 of Schedule 7 of the Local Government Act 2002, I hereby requisition an extraordinary meeting of the Council to be held at 1.00pm on Monday, 26 August 2019 in the Council Chamber, first floor, Civic Administration Building, 32 The Square, Palmerston North, to consider the business stated below.

CHAIRPERSON

Order of Business

1. Apologies

2. Notification of Additional Items

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

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

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

3. Declarations of Interest (if any)

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

4. Public Comment

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

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

5. Submissions - Ashhurst Function Centre Proposal 2019 Page 7

6. Confirmation of Minutes Page 53

“That the minutes of the Sport and Recreation Committee meeting of 10 June 2019 Part I Public be confirmed as a true and correct record.”

7. Ashhurst Domain Function Centre Proposal - Summary of Submissions Page 61

Memorandum, presented by Kathy Dever-Tod, Parks and Reserves Manager.

8. Rangitāne Park - Lease area increase for Menzshed Manawatu to allow a building extension Page 75

Report, presened by Kathy Dever-Tod, Parks and Reserves Manager.

9. Exclusion of Public

To be moved:

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution

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

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

Chief Executive (Heather Shotter), Chief Financial Officer (Grant Elliott), Chief Infrastructure Officer (Tom Williams), General Manager – Strategy and Planning (Sheryl Bryant), General Manager - Community (Debbie Duncan), Chief Customer and Operating Officer (Chris Dyhrberg), General Manager - Marketing and Communications (Sacha Haskell), Sandra King (Executive Officer) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Executive Leadership Team) and also from their specific role within the Council.

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

Democracy Administrators (Carly Chang, Natalya Kushnirenko, and Penny Odell), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

[Add Council Officers], because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

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

PALMERSTON NORTH CITY COUNCIL

Submission From Consultation

TO: Sport and Recreation Committee

MEETING DATE: 26 August 2019

TITLE: Submissions - Ashhurst Function Centre Proposal 2019

RECOMMENDATION(S) TO Sport and Recreation Committee

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

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

Submitters wishing to be heard in support of their submission

19.	Myles Stilwell
24.	Jo Erkens
26.	Anne Strafford

SUBMITTERS NOT WISHING TO BE HEARD IN SUPPORT OF THEIR SUBMISSION

1	Gary Tanner
2.	Emma Hopkins
3.	Carl Baker
4.	Erin Philipp
5.	Terri Standish
6.	Agnieszka Witkowski
7.	Dale Joy Rosvall
8.	Toni
9.	Clare Crawshaw
10.	Tim Gibbes
11.	Kahu Ranginui
12.	Stuart Davison
13.	New Zealand Motor Caravan Association
14.	Daniel Sproull
15.	Trevor Mulligan
16.	Graeme & Lorraine Fairless
17.	John Muirhead
18.	Bill Kirkland
20.	Garry Moar
21.	Llyonne Barber
22.	Kim Linton
23.	Margaret Fitzgerald
25.	Kev Smith
27.	Russell Geange
28.	Diane Codd
29.	Jessica
30.	Maria Vartelman
31.	Teresa Fisk
32.	Brenda Wallis

Attachments

1.	Procedure Sheet ⇩
2.	Submissions ⇩

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Sport and Recreation Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 10 June 2019, commencing at 9.02am

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, Bruno Petrenas and Aleisha Rutherford.

Non Members:

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

Apologies:

Councillor Tangi Utikere (late arrival).

Councillor Tangi Utikere was present when the meeting resumed at 11.43am. He was not present for clause 11.

Councillor Aleisha Rutherford left the meeting at 2.40pm during consideration of clause 20. She was not present for clause 20.

31-19

Apologies

Moved Leonie Hapeta, seconded Brent Barrett.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 31-19 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 Aleisha Rutherford.

The meeting adjourned at 9.03am

The meeting resumed at 11.43am

When the meeting resumed Councillor Tangi Utikere was present

32-19

Deputation - Manawatu Mountain Bike Club

Peter Wells and Shane Telfer from the Manawatu Mountain Bike Club provided a deputation to the Committee regarding the Club’s activities.

The Club had approximately 1000 members and had raised $434,000 through various funding agencies enabling the creation of 27 kilometres of trail since 2012. The club wanted to incorporate all grades of mountain bike trails into the Park and currently had three contractors engaged on various projects with further plans to upgrade current trails.

Additional facilities, such as bike washes as shelters would also enhance the experience for riders. A shuttle ran from the low part of the park to the high part to assist those riders that only wished to complete downhill trails. The number of users of the park was currently unknown but the club was working on ways to collect that data.

Connectivity was extremely important and the club were continuing to develop signage and educate regarding biodiversity. The club had also requested a workshop with Council and other users to discuss how to better manage the road and access to the Park.

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

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

Clause 32-19 above was carried 16 votes to 0, the voting being as follows:

For:

33-19

Confirmation of Minutes

Moved Leonie Hapeta, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the minutes of the Sport and Recreation Committee meeting of 13 May 2019 Part I Public be confirmed as a true and correct record.

Clause 33-19 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Aleisha Rutherford.

The meeting adjourned at 12.05pm

The meeting resumed at 1.02pm

34-19

Deputation - Palmerston North Bowling Clubs

Grant Smith and representatives from Bowling Clubs of Palmerston North made a deputation to the Committee regarding a single site for bowling clubs.

Takaro, Northern and Terrace Bowling Clubs were looking to share a single site for their Bowls Clubs, however the clubs would each maintain their individual identity. The recommended location was to be at the current Northern Bowling Club site. Two other Bowling Clubs (Hokowhitu and Palmerston North) had withdrawn their support for the proposal.

The Bowling Clubs acknowledged the need to increase participation in the sport and to look at opportunities for the site to be utilised by other organisations or groups to ensure the facility was well used.

The Bowling Clubs were looking for a significant contribution from Council for stage 1 of their proposal and believed that the proposal would not go ahead without this assistance.

Moved Leonie Hapeta, seconded Rachel Bowen.

The COMMITTEE RESOLVED

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

Clause 34-19 above was carried 16 votes to 0, the voting being as follows:

For:

35-19

Bowling Club Merger Proposal

Memorandum, dated 28 May 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod

Moved Leonie Hapeta, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RECOMMENDS

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.

Clause 35-19 above was carried 16 votes to 0, the voting being as follows:

For:

36-19

Terrace End Bowling Club Site - Property Development Assessment

Memorandum, dated 13 May 2019 presented by the Property Manager, Bryce Hosking.

Moved Susan Baty, seconded Grant Smith.

The COMMITTEE RECOMMENDS

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.

Clause 36-19 above was carried 16 votes to 0, the voting being as follows:

For:

37-19

Potential Lease of 51 Amberley Avenue

Memorandum, dated 17 May 2019 presented by the Property Manager, Bryce Hosking.

Moved Tangi Utikere, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the report titled “Potential Lease of 51 Amberley Avenue” and dated 17 May 2019 be left to lie on the table.

Clause 37-19 above was carried 14 votes to 2, the voting being as follows:

For:

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

Against:

Councillors Susan Baty and Jim Jefferies.

38-19

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

Report, dated 2 May 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod

Moved Leonie Hapeta, seconded Aleisha Rutherford.

The COMMITTEE RECOMMENDS

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.

Clause 38-19 above was carried 16 votes to 0, the voting being as follows:

For:

39-19

Ashhurst Domain - Proposal to lease area for a function venue

Report, dated 20 May 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod

Moved Leonie Hapeta, seconded Grant Smith.

The COMMITTEE RECOMMENDS

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.

Clause 39-19 above was carried 16 votes to 0, the voting being as follows:

For:

40-19	Committee Work Schedule Councillor Aleisha Rutherford left the meeting at 2.40pm
	Moved Karen Naylor, seconded Bruno Petrenas. The COMMITTEE RESOLVED 1. That a report outlining the changes to the CET Arena Masterplan be provided to the Sport and Recreation September 2019 Committee.
	Clause 40.1 above was carried 8 votes to 6, with 1 abstention, the voting being as follows: For: Councillors Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Karen Naylor and Bruno Petrenas. Against: The Mayor (Grant Smith) and Councillors Brent Barrett, Leonie Hapeta, Jim Jefferies, Lorna Johnson and Tangi Utikere. Abstained: Councillor Duncan McCann.
	Moved Leonie Hapeta, seconded Duncan McCann. 2. That the Sport and Recreation Committee receive its Work Schedule dated June 2019.
	Clause 40.2 above was carried 15 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

The public part of the meeting finished at 2.42pm

Confirmed 9 September 2019

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Sport and Recreation Committee

MEETING DATE: 26 August 2019

TITLE: Ashhurst Domain Function Centre Proposal - Summary of Submissions

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

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council note the summary of submissions received on the proposal to lease an area of the Ashhurst Domain for a function centre.

1. ISSUE

1.1 Council has received a proposal to lease a portion of the Ashhurst Domain for a function centre.

1.2 The proposal was considered at the 10 June 2019 Sport and Recreation Committee. Council decided it wished to hear community views and public consultation was undertaken from 29 June 2019 to 9 August 2019.

1.3 This memorandum summarises the submissions received.

2. BACKGROUND

2.1 Council received a deputation to the Sport and Recreation Committee on the 11 March 2019. The Committee recommended, and Council resolved:

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 Council received a report on the proposal at the 10 June 2019 Sport and Recreation Committee meeting. The Committee recommended, and Council resolved:

2-19

Ashhurst Domain - Proposal to lease area for a function venue

Report, dated 20 May 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod

Moved Leonie Hapeta, seconded Grant Smith.

The COMMITTEE RECOMMENDS

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.

3. CoNsuLTation Process

3.1 The consultation period ran from 29 June to 9 August 2019. The process included:

· A public notice published on 29 June and 3 August 2019 (exceeding requirements of the Reserves Act 1977).

· Social Media post on Councils Facebook page, the Ashhurst Library page shared to the Ashhurst Chat page. The Ashurst Library posted 4 times reaching between 460 and 1,068 people per post. The Palmerston North City Council posted 2 times reaching between 5,535 and 2,411 people.

· Signs were installed on the site and at the entrance to the campground.

· A poster in the Ashhurst Domain Office notice board.

· An information stand and submission box were set up at the Ashhurst Library.

· Information and submission forms were provided at the Customer Service Centre of the Civic Administration Building.

· The Ashhurst Domain staff provided information and submission forms to campers during the consultation period.

· Consultation information was emailed to the New Zealand Motor Caravan Association, Manawatu Cricket, Central Football and the Ashhurst-Pohangina Branch of the Manawatu Pony Club. Follow up phone calls were made. A phone call to the Manawatu Canine Centre.

· A site visit was conducted with representatives of the Ashhurst-Pohangina Branch of the Manawatu Pony Club.

· Two public drop in sessions were held at the Ashhurst Library, one on Tuesday 16 July from 4 till 6 pm and the other on Saturday 20 July from 11.30 am till 1.30 pm.

4. Summary of Submissions

4.1 Thirty-two submissions were received, eighteen opposed to the proposal, twelve in support and two were neutral.

Figure One: Proportion of submitters supporting and opposing the proposal

4.2 The submissions were fairly evenly split between Ashhurst resident and submitters with other places of residence. Numbers and proportions are shown in Figure Two.

Figure Two: Residence of submitters

4.3 Ashhurst residents and campground users were more opposed to the proposal than submitters from Palmerston North or out of town. Figure Three provides information on the submitter’s stances by place of residence.

Figure Three: Proportions by residence

4.4 The most common reasons for objections are set out in Figure Four.

Figure Four: Common reason for objection

4.5 Other points raised by one or two submitters were objections to:

· Operating hours being outside normal park hours

· Effects on walking paths

· Light pollution

· Effect on views

· Safety vs the terrace

· Sewage system capacity

· Conflict with dog walking

· Effect on cemetery

· Effect on the playground

· Effect on the sportsfield

· Existence of community facility (Village Valley Centre)

· Lack of benefit to the Ashhurst economy

4.6 A number of submitters opposed to the proposal supported the idea of a traditional/standard café in the Ashhurst Domain.

4.7 One neutral submission was focused on effects on the campground and the risk of the reduction in satisfaction and use. The other suggested longer hours were required for the business and enhancements could be made to the park.

4.8 Submissions in support included 4 submissions noting the benefits of the development of café/hospitality facilities in the domain.

4.9 Other point raised by one or two submitters supporting the proposal were:

· It was an underused area

· Event opportunities

· Business opportunities

· An asset to the domain

· Keeping wedding business local

· More visitors to Ashhurst.

4.10 Social media commentary from the Palmerston North City Council facebook page is provided in Appendix One.

5. sportsfield, pOny club and Canine Centre users

5.1 Information was sent to Manawatu Cricket, Central Football, and the Ashhurst-Pohangina branch of the Manawatu Pony Club. A Manawatu Canine Centre representative was spoken with on the phone. Follow up phone calls were made to Manawatu Cricket and Central Football.

5.2 None of these groups considered that there would be any issues of note for them. In particular the issues of parking and noise were raised with them. All the groups felt that any issues arising would be sporadic and manageable at the worst.

5.3 The Pony Club, being the closest to the proposed function centre, was met onsite. Their representatives made the following comments:

· Their large event was on Waitangi Day.

· They were not concerned about noise.

· They would be happy to manage their access route if there were events on at the same time e.g. bring horse floats on from another access.

· Their activities were mostly on Sundays.

· The trees, while attractive, were a nuisance dropping bark/leaves that the club had to clean up. There is no concern with those trees proposed to be removed.

6. NEXT STEPS

6.1 Sport and Recreation Committee hear the two submitters who have requested they be heard at a special meeting of the committee on August 16th.

6.2 Officers prepare a report for the Sport and Recreation Committee meeting of 16 September 2019, which considers the results of the consultation process, in conjunction with other information on the proposal, and recommends whether Council should proceed with the lease or not.

7. 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
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 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	The recommendation supports Council’s reserve management functions under the Reserves Act 1977. The Active Community Plan 2018 includes the aim of increased and more visible use of all of city spaces and places (Page 9 Active Community plan 2018).

Attachments

Social Media and Website statistics and comments ⇩

PALMERSTON NORTH CITY COUNCIL

Report

TO: Sport and Recreation Committee

MEETING DATE: 26 August 2019

TITLE: Rangitāne Park - Lease area increase for Menzshed Manawatu to allow a building extension

PRESENTED BY: Kathy Dever-Tod, Parks and Reserves Manager

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Sport and Recreation Committee

1. That Council approve the Deed of Variation of Lease with Menzshed Manawatu as attached in Appendix One of the report titled “Rangitāne Park – lease area increase for Menzshed Manawatu to allow a building extension” and dated 5 August 2019 and;

2. That Council, having been satisfied that the functions and purposes of the Reserves Act have been considered, that the statutory processes have been met, and being satisfied that the decision is a reasonable one, exercise the delegated authority approved by the Minister of Conservation to grant consent for the lease variation.

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 them with a longer-term lease, in recognition of the investment they will make in this Council owned building. Council consulted the community on the proposed extension, meeting the requirements of Section 54, 119 and 120 of the Reserves Act, and did not receive any submissions or objections. A decision on the proposed lease extension can now be made.
OPTION 1:	Approve the lease variation for a larger lease area and the extension of the building
Community Views	The community were consulted from Saturday 30 June to Friday 2 August 2019. No submissions or objections were received.
Benefits	The increased lease area and building space will allow Menzshed to expand their activities and provide more opportunities for community recreation and projects that support other community activities.
Risks	No risks are identified.
Financial	No further costs to Council are expected. There have been some internal council costs in creating the lease variation, the cost of public notices, setting up online communications and surveys as well as the cost of signs on site and letters to the neighbours.
OPTION 2:	Decline the lease variation for a larger lease area and the extension of the building
Community Views	The community were consulted from Saturday 30 June to Friday 2 August 2019. No submissions or objections were received.
Benefits	The small garden areas, several flax bushes and small trees would not need to be removed.
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 to Council are expected. There have been some internal Council costs in creating the lease variation, the cost of public notices, setting up online communications and surveys as well as the cost of signs on site and letters to the neighbours.
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 people can meet, and socialise and recreate, 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 them with a longer-term lease, in recognition of the investment they will make in this Council owned building.

1.3 Council has consulted the community on the proposal. No objections or submissions were received.

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 were 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.

2.6 Council received a report at the Sport and Recreation Committee meeting on 10 June 2019 detailing:

· the proposal,

· Reserves Act considerations, and

· Rangitāne o Manawatū views.

2.7 The report requested permission to consult the community on the proposed lease variation and building extension. The adopted recommendations were:

1. That Council approve community consultation on the proposal to extend the lease area and term for Menzshed Manawatu on Rangitāne Park.

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.

3. ConsuLTAtion undertaken:

3.1 Consultation on the proposal took place from 30 June 2019 to 2 August 2019 and consisted of:

· Two signs on site, one in front of the building on Racecourse Road and one at the neighbouring playground on Rangitāne Park.

· A letter drop to the properties on from 1 to 27 Racecourse Road and 1 and 15 Flemington Lane.

· A public notice in the Manawatu Standard published on 30 June 2019.

· A page on Councils website including an online survey form.

4. Description AND ANALYSIS of options

4.1 Option One: Approve the lease variation for a larger lease area and the extension of the building

A full proposal description was given in the 10 June 2019 report.

The larger lease area will require removal of some garden areas. It will allow the Menzshed to expand their activities.

There were no objections or submissions on the proposal from the community including neighbouring properties.

Menzshed are a valued and active part of the community. They provide socialisation and recreation opportunities as well as making valued contributions to other community groups through their activities.

4.2 Option Two: Decline the lease variation for a larger lease area and the extension of the building

The Menzshed would continue to operate in the pavilion in its current form under Option Two.

This would restrict their activities to current size and scope, meaning the opportunity to grow would be lost.

5. Exercising Minsiter’s delegated authority TO supervise reserves act process

5.1 In 2013 the Minister of Conservation delegated administering bodies of the Reserves Act the ability to exercise the Minster’s function in ensuring that the functions, purposes and statutory processes required by the Reserves Act 1977 have been complied with. Five primary considerations are required on order to exercise that delegated authority:

5.1.1 Checking the status of the land and power to make decisions.

Land status was covered in the 10 June 2019 report to the Sport and Recreation Committee. Two of three lots affected are reserves under the Reserves Act without official classification. Preparatory work for Reserve Management Planning will include a recommendation to formally classify them as recreation reserves. The third lot is a drainage reserve. All were derived from private ownership, not the Crown.

5.1.2 Ensuring statutory processes have been followed.

The statutory processes have been met including requirements of public notification (Section 119), and rights of objection and making submission (Section 120).

5.1.3 Functions and purposes of the Reserves Act are taken into account.

The 10 June 2019 report considered the purpose of recreation reserves and concluded that the Menzshed activities are recreation activities and are consistent with the purpose of recreation reserves.

Section 17(2) requirements were considered:

· the freedom of public access - Section 17(2)(a).

· the protection and management of flora and fauna to the extent compatible with the recreation purpose - Section 17(2)(b).

· The qualities that contribute to pleasantness and cohesion of the natural environment and enjoyment of the reserve - Section 17(2)(c)

· Soil, water and forest conservation (Section17(2)(d).

In all cases the assessment was that there were little or no effect, and where there were minor effects they were easily off-set.

5.1.4 Objections or submissions from affected parties are considered and the decisions is considered reasonable on the basis of evidence.

The consultation undertaken as per Section 3 of this report ensured the public had the opportunity to be heard.

No submissions or objections were received.

5.1.5 Tangata Whenua views sought and considered pursuant to section 4 of the Conservation Act 1987. The 10 June 2019 report noted the views of Rangitāne being wishing to see any garden losses offset elsewhere. Rangitāne were supportive of the work of Menzshed.

6. Conclusion

6.1 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.

6.2 No objections were received.

6.3 It is recommended that the lease variation and proposal to extend the building be approved.

7. Next actions

Sign off the Deed of Variation of Lease.

8. Outline of community engagement process

The engagement process was covered in Section 3: Consultation Undertaken.

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

Rangitane Park draft Deed of Lease variation May 2019 ⇩

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