Agenda of Play, Recreation & Sport Committee

Play, Recreation & Sport Committee MEETING

27 April 2022

Order of Business

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. Presentation - Manawatū Triathlon Festival Page 7

6. Confirmation of Minutes Page 9

“That the minutes of the Play, Recreation & Sport Committee meeting of 23 February 2022 Part I Public be confirmed as a true and correct record.”

7. Manawatū GymSports' Facility Concept Outline for a Proposed New Gymnastics Facility - Regional Sport Facility Plan Steering Group's Recommendation on Next Steps Page 13

Memorandum, presented by Julie Macdonald, Strategy & Policy Manager.

8. Manawatū GymSports' Regional Facility Proposal - Council Land Options Page 33

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

9. Results of the 2022 Audit of Shade Provision in Parks Page 55

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

10. Progress Report: Sport Manawatū - Six-month Report (1 July - 31 December 2021) to the Palmerston North City Council Page 65

Memorandum, presented by Julie Macdonald, Strategy & Policy Manager.

11. Committee Work Schedule Page 107

12. Exclusion of Public

To be moved:

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

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

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

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

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

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

Palmerston North City Council

Minutes of the Play, Recreation & Sport Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 23 February 2022, commencing at 1:02 pm.

Members

Present:

Councillor Billy Meehan (in the Chair), The Mayor (Grant Smith) and Councillors Leonie Hapeta, Brent Barrett, Zulfiqar Butt, Vaughan Dennison, Patrick Handcock ONZM, and Bruno Petrenas.

Non Members:

Councillors Rachel Bowen, Renee Dingwall, Lorna Johnson and Orphée Mickalad.

Apologies:

Councillors Karen Naylor and Susan Baty (late arrival on Council business), Councillors Rachel Bowen (early departure) and Aleisha Rutherford.

Councillor Rachel Bowen left the meeting at 1:44 pm during consideration of clause 2. She was not present for clauses 2 to 6 inclusive.

Councillors Karen Naylor and Susan Baty entered the meeting at 2:06 pm during consideration of clause 3. They were not present for clauses 1 and 2.

1-22

Apologies

Moved Billy Meehan, seconded Patrick Handcock ONZM.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 1-22 above was carried 13 votes to 0.

2-22

Presentation Manawatū Cricket Association

Presentation by James Lovegrove, General Manager.

Councillor Rachel Bowen left the meeting at 1.44 pm.

James Lovegrove gave an overview of Manawatū Cricket Association’s Strategic Plan: 2020-2023, he commented on the following:

- 125 years of partnership and a 10-year project to bring First Class Cricket back to Palmy

- 10 Year project: achievements

- Participation, Development, Enjoyment, Success

- The future projects

- Challenges for community sport

Moved Billy Meehan, seconded Patrick Handcock ONZM.

The COMMITTEE RESOLVED

1. That the Play, Recreation & Sport Committee receive the presentation for information.

Clause 2-22 above was carried 12 votes to 0.

3-22

Presentation - Manawatū Rugby Union community updates

Presentation by Andrea Jackson, Chief Executive and Shaun Eade, Business & Marketing Development Manager.

Councillors Karen Naylor and Susan Baty entered the meeting at 2.06 pm.

Andrea Jackson and Shaun Eade outlined the Manawatū Rugby Union’s (MRU) three strategic priorities, she highlighted:

- the importance of the 5,550 community rugby players, including coaches, referees, families, and the two performance teams, the Cyclones and Turbos

- the community connections who support the MRU and make sure our teams, players and whanau continue to strive

- on and off-field winning means the leadership in our community goes far beyond the scoreboards and results, it is all about people and their work in the community

- the Community Rugby statistics

Moved Billy Meehan, seconded Patrick Handcock ONZM.

The COMMITTEE RESOLVED

1. That the Play, Recreation & Sport Committee receive the presentation for information.

Clause 3-22 above was carried 12 votes to 0.

4-22

Presentation - Sport Manawatū updates

Presentation by Trevor Shailer, Chief Executive and Brad Cassidy, General Manager- Partnerships.

Trevor Shailer and Brad Cassady updated the Committee on the following:

- the impact of COVID 19 on local and national sport and the challenges and changes required to comply with health restrictions

- the decrease in participation and funding applications due to the impact of Covid.

- review of the Safety Plans to resume the community activities and the national events plans

- Sport Manawatū updates on staff appointments such as new board members and the increase of the staff numbers to 34; virtual event planning; and healthy active learning

Moved Billy Meehan, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the Play, Recreation & Sport Committee receive the presentation for information.

Clause 4-22 above was carried 14 votes to 0.

5-22

Confirmation of Minutes

Moved Vaughan Dennison, seconded Brent Barrett.

The COMMITTEE RESOLVED

That the minutes of the Play, Recreation & Sport Committee meeting of 20 October 2021 Part I Public be confirmed as a true and correct record.

Clause 5-22 above was carried 14 votes to 0.

6-22

Committee Work Schedule

Moved Billy Meehan, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

That the Play, Recreation & Sport Committee receive its Work Schedule dated February 2022.

Clause 6-22 above was carried 14 votes to 0.

The meeting finished at 2:30 pm.

Confirmed 27 April 2022

Chairperson

Memorandum

TO: Play, Recreation & Sport Committee

MEETING DATE: 27 April 2022

TITLE: Manawatū GymSports' Facility Concept Outline for a Proposed New Gymnastics Facility - Regional Sport Facility Plan Steering Group's Recommendation on Next Steps

Presented By: Julie Macdonald, Strategy & Policy Manager

APPROVED BY: David Murphy, Chief Planning Officer

RECOMMENDATION(S) TO COMMITTEE

1. That the Committee receive the Regional Sport Facility Plan Steering Group’s report on the assessment of the Manawatū GymSports’ Facility Concept Outline for a regional gymnastics facility in Palmerston North, presented to the Play, Recreation & Sport Committee on 27 April 2022.

1. ISSUE

1.1 Manawatū GymSports Inc. (GymSports) has finalised a Facility Concept Outline (FCO) for a proposed new regional-level gymnastics facility. The requirement to prepare an FCO is the first stage of the investment decision-making process in the Manawatū-Whanganui Regional Sport Facility Plan (the RSFP).

1.2 GymSports indicated in a presentation to the Committee in April 2021 that it would like Council’s support for its facility proposal through the provision of a land lease.

1.3 As the proposal is for a regional-level sports facility, the RSFP Steering Group has assessed the FCO using the RSFP guidance. Following this assessment, the RSFP Steering Group recommends that the proposal proceeds to the next step of the investment decision-making process - a Preliminary Feasibility Assessment.

1.4 The RSFP Steering Group’s assessment, which includes GymSports’ FCO, is attachment 1.

2. BACKGROUND

2.1 The Council endorsed the RSFP in 2018 to guide sports facility planning and to coordinate sport and recreation facility provision across the region. It provides a high-level strategic framework and takes a network-wide approach.

2.2 The RSFP includes a facility investment decision-making process which provides a mechanism to assess all potential facility projects so that decision-makers (e.g. funders and the Councils) have access to independent, detailed and accurate information. This process reinforces a ‘needs-based’ planning approach (rather than one that responds to ‘wants’).

2.3 The Council contributes an annual operational grant to Sport Manawatū to coordinate the implementation of the RSFP. This grant is included in the funding agreement between the Council and Sport Manawatū.

2.4 The RSFP Steering Group is made up of staff from the seven Councils in the region, Regional Sports Trust staff from Whanganui and Manawatū, and Sport New Zealand Ihi Aotearoa.

2.5 Sport Manawatū is the lead organisation overseeing the implementation of the RSFP. It guides proponent groups (in this case, GymSports) through the process when a proposal meets the definition of a ‘regional facility’. A regional facility is one with the ability to host inter-regional and internal regional competitions and/or serves as a regional high-performance training hub for one or more sports codes. These types of facilities service a catchment from within a 90-minute drive time.

2.6 The investment decision-making process contributes to broader decision-making processes for sports facility planning. In summary, this process involves:

1. Facility Concept Outline – this is a high-level summary of the proposed facilities’ key facts. It includes an assessment of the degree of strategic alignment with key sports facility plans, demonstration of the perceived need for the facility (outlining membership and participation numbers and facility challenges), an indicative facility cost, preferred location and proposed governance and management structures.

2. Preliminary Feasibility Assessment – this work further tests the viability of the Facility Concept Outline. This work is often referred to as a ‘needs assessment’ or ‘demand assessment’ and confirms any immediate challenges or opportunities. Part of the assessment also looks at identifying partnership funding opportunities.

3. Detailed Feasibility Assessment – a holistic examination of all areas of the proposed facility development. This requires a range of inputs from specialists in demographic analysis, sports facility planning, business planning, concept design, governance and management.

4. Business Case – an analysis of the financial implications of the proposal, such as capital and operational costs.

2.7 The feasibility stages of the process (the blue arrows) test the facility proposal in more depth using specialist and independent sports facility consultant advice. At the end of each stage of work, the RSFP Steering Group is required to assess the work against specific ‘gateway’ criteria to decide if there is merit in proceeding with the facility proposal. The purpose of applying these criteria is to ensure all sports facility proposals in the region are evaluated in a structured and consistent way using the facility investment decision-making process.

2.8 The RSFP process is needed because regional sports facilities are multi-million dollar projects involving a wide range of stakeholders. The ongoing operational and asset management costs also need to be considered alongside other investment priorities. Importantly, if a facility proponent group is seeking external funding then the evidence of a need for the facility demonstrated through the feasibility assessments provides critical supporting information for funding applications.

2.9 The RSFP Steering Group assessed the proposal against the gateway criteria outlined in the RSFP. These criteria provide the basis for a recommendation on whether the proposal should proceed to the next stage of the process (i.e. the preparation of a Preliminary Feasibility Assessment) or if further exploration of the proposal outlined in the FCO should stop.

GymSports approach to the Council

2.10 GymSports made a presentation to the April 2021 meeting of the Play, Sport and Recreation Committee outlining its achievements and current facility challenges. GymSports is working on a regional gymnastics facility project that aligns with the Gymnastics NZ National Facilities Strategy and will provide better local and regional opportunities for competitive and recreational gymsports.

2.11 In October 2021 staff gave an update to the Play, Sport and Recreation Committee on progress with an initial FCO prepared by GymSports. A subsequent recommendation was:

“That the Chief Executive report back to the Play, Recreation and Sport Committee with options of suitable Council land for Manawatū GymSports to build on.”

2.12 A report responding to the recommendation on suitable Council land options is provided separately to the Committee.

2.13 Since late 2021, Council and Sport Manawatū staff have been working with GymSports, and Gymnastics New Zealand (GNZ), to finalise the FCO to ensure the RSFP information requirements are met.

3. rsfp STEERING GROUP aSSESSMENT of the facility concept outline

3.1 The RSFP Steering Group’s assessment is attachment 1. The following criteria were applied to assess the FCO:

- Degree of alignment the facility proposal has with national, regional and local plans and strategies (including the Regional Sports Facility Plan).

- Degree to which the projected needs of the sport are met.

- Track record of the proponent organisation.

3.2 Staff have reviewed the RSFP Steering Group’s assessment of GymSports’ FCO and agree with its recommendations that the FCO should progress to the next stage of feasibility for further exploration.

4. next steps

4.1 GymSports is not requesting specific financial support from the Council at this time, to either fund future feasibility/investigative stages required by the RSFP process, or to contribute to the facility’s capital costs. GymSports has indicated that it will seek external funding for the feasibility stages of work identified in the RSFP process.

4.2 Should the GymSports’ facility proposal proceeds to the preliminary and/or detailed feasibility assessment stages, Council staff will provide advice from a number of activity areas. Staff may also be involved in a project working team for any future feasibility assessments alongside Sport Manawatū, GymSports and Gymnastics NZ (the national sports organisation). This collaborative stakeholder approach has been adopted with the feasibility work for a regional level artificial football turf and the covered bowling green.

4.3 If the proposal proceeds to the feasibility assessment stages, the findings from other sports facility planning programmes may inform the decision-making processes. These programmes are:

- The current review of the City sections of the Regional Sport Facilities Plan

- the upcoming Arena Manawatū Master Plan review

- a needs assessment for indoor sports scheduled to start in 2023/24.

4.4 Staff will continue to be involved as a member of the RSFP Steering Group. At the completion of the Preliminary Feasibility Assessment, the Steering Group will further consider the proposal’s merits and make a recommendation to the proponent group about continuing to the next stage. The Committee will receive an update on these future stages of work as necessary.

5. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual 167.2		Yes
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 achievement of action/actions in Active Communities The action is: Contribute to pre-feasibility or needs assessment work (as required by Council’s commitment to the Regional Sports Facilities Plan)
Contribution to strategic direction and to the social, economic, environmental and cultural well-being	The RSFP was endorsed by Council in 2018 and since then the investment decision-making process has guided several sports facility proposals. Applying this process consistently ensures that the Council’s strategic direction is a key consideration. Sports facilities contribute to social well-being as they provide spaces for people to be physically active.

Attachments

Manawatū-Whanganui Regional Sports Facility Plan Steering Group – Assessment of Manawatū GymSports’ Facility Concept Outline ⇩

Memorandum

TO: Play, Recreation & Sport Committee

MEETING DATE: 27 April 2022

TITLE: Manawatū GymSports' Regional Facility Proposal - Council Land Options

Presented By: Kathy Dever-Tod, Group Manager - Parks and Logistics

APPROVED BY: Sarah Sinclair, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council note the identified Council land options for the Manawatū GymSports’ Regional Facility Proposal.

2. That Council include the list of identified Council land options in any future decision-making process for the Manawatū GymSports’ Regional Facility Proposal.

1. ISSUE

1.1 Manawatū GymSports (GymSports) presented to Council in October 2021, seeking space for a facility of up to 2,500 m² with up to 70 associated carparks.

1.2 This report assesses possible Council land options, at a desktop level, and identifies the strengths and constraints of those options.

2. BACKGROUND

2.1 In October 2021 Council resolved to assess suitable land options that Council may have to accommodate the regional level facility GymSports are planning for, as follows:

“That the Chief Executive report back to the Play, Recreation and Sport Committee with options of suitable Council land for Manawatū GymSports to build on.”

2.2 This report addresses the above recommendation.

2.3 In addition to this report, the wider needs and aspirations of GymSports are contained within a separate report on the agenda of the April 2022 Play, Recreation and Sport Committee titled “Manawatū Gymsports Facility Concept Outline for a proposed new gymnastics facility - Regional Sports Facility Plan Steering group recommendation”.

3. Criteria and methodology

3.1 A working party was established to look at the criteria and assess options. The working party was made up of representatives from:

· Sport Manawatū,

· GymSports New Zealand,

· Manawatū GymSports and

· Palmerston North City Council officers.

3.2 The criteria established by the working party were:

1. Space – up to 10,000 m² depending on specific location factors

· Building - 2,500 m²,

· 75 carparks –2,750 m²

· building setbacks to sensitive adjoining uses of 10 m to 15 m and 4 m off any road frontage to minimise the risk of resource consent issues.

2. Location/accessibility – GymSports were open to options but preferred the city’s northern side and ideally in the northeastern suburbs.

3. Site – GymSports preference to have some profile and community presence so the site would ideally have some road frontage or be situated in a positive and well-frequented space.

4. Adding value – sites with other activities such as schools, playgrounds, pools or other community recreation facilities would add value to GymSports holiday programmes, their members/users’ experience and improve accessibility for schools.

3.3 A high-level desktop assessment was conducted. It was noted that options if any, and their effects on other activities, would be considered in more detail at later stages in the Regional Sports Facilities Decision Making Process.

3.4 The working party considered land currently occupied by other activities, assuming the sites were a viable option if the existing activities could potentially be relocated at a relatively low cost, or through reorganisation of an overall network of use, and the overall impact on the activity was acceptable.

4. Findings

4.1 Stormwater Portfolio - Stormwater reserves were discounted as the primary purpose of stormwater management would be impacted. No large unoccupied areas not already serving a stormwater purpose were identified.

4.2 Water Portfolio – Water properties are fully utilised for their primary purpose of water supply and no land holdings with the space required are available.

4.3 Wastewater Portfolio – The area of Totara Road wastewater/industrial land, which has a series of community leases on it, has a large area currently unoccupied. This is site is constrained by major sewer lines but could potentially accommodate a GymSports facility.

The wastewater treatment plant consent team advises it will be up to 9 months before the required footprint for the new Wastewater Treatment plant is firm enough to consider this location. No other wastewater properties were identified.

4.4 Resource Recovery Portfolio - no resource recovery or waste properties have 50,000 -10,000 m² of unoccupied land in a suitable location.

4.5 Transport Portfolio - Transport hold several properties for road improvements. These sites all have purposes such as intersection upgrades and/or are too small to accommodate a facility requiring 5,000 - 10,000 m².

4.6 Strategic Investment and Operational Properties Portfolio

4.6.1 The feasibility of relocating The Depot and developing housing is being assessed in 2022 under Programme 2040. The site is 3.4 ha including the recycling facility and community centre. The GymSports facility would require 25 to 30% of the site.

4.6.2 No other investment or operational properties were identified as having the space in a suitable location.

4.7 Arts and Culture Portfolio – No Arts and Cultural properties were identified as having a space suitable.

4.8 Parks and Reserves Portfolio

4.8.1 Neighbourhood, Historic/Cultural, Suburb and City Reserves are not suitable locations due to the primary purpose of the land, and the size and nature of the facility proposed.

4.8.2 Summerhill Reserve was discounted as it was acquired as open space as mitigation to avoid environmental court action against a subdivision.

4.8.3 Land purchased for future extensions of the Kelvin Grove Cemetery was considered. The land is unsuitable due to lack of a road frontage, requiring 300 m plus access and services provision, a poor fit with the cemetery activity and the impacts on the future capacity of the cemetery.

4.8.4 Some sports fields were identified with the potential to accommodate the GymSports facility. None were a clear and straightforward fit with the criteria.

4.8.5 All sports fields options would need careful consideration for effects on activities at the location in question and/or effects on the overall capacity of the sports fields network.

4.8.6 The assessment of the sports field needs presented to the Council in October 2020 to inform decisions on the proposed artificial turf found:

· Population growth will generate increased participation in winter sports codes and changes in approach that will encourage greater participation.

· Football and rugby union sporting codes currently must compromise their delivery as they cannot consistently access enough training venues.

· Modelling of future field requirements shows an undersupply in current and future weekday training capacity.

4.8.7 Council has planning underway that may increase the supply of sports fields through Programme 1906 – Artificial turf detailed feasibility assessment and Programme 1133 for design and construction of an artificial field^{^[1]}.

4.9 Sports fields that could be explored in more detail are:

Sports field	Location	Comment
Alexander Park	Awapuni	Not currently used as a sports field. No changing or toilet facilities. No street frontage and not preferred by GymSports.
Bill Brown Park	Takaro	Would affect training and/or playing field space.
Celaeno Park	Kelvin Grove	Requires on-site assessment and to-scale drawings to determine if affects the playing field. May conflict with other field organisation/community centre options assessment.
Colquhoun Park	Milson	Affect a training/playing field or 2 tennis courts. May conflict with softball development plans.
Coronation Park	Takaro	Would affect training and/or playing field space.
Hokowhitu Domain	Hokowhitu	Would affect a playing field space and a bowling green
Manawaroa and Ongley Parks	Awapuni	Would affect training and/or playing field space
Vautier Park	Roslyn	Tight for space (in front of Redsox or between car parking areas). Traffic and car parking assessment critical. Implications for sightlines and visibility.

4.9.1 Aerial photographs and an overview of the strengths and weaknesses of the options are shown in Attachment 1.

4.10 Arena Manawatū - The Arena Manawatū Masterplan is to be reviewed. Consideration should be given to the potential for GymSports to relocate to Arena. It is noted that the GymSports facility space requirements for a regional facility are significantly greater than previous conversations with Arena Manawatu management indicated, and the GymSports requirements do not allow for multi-sports use.

4.11 Urban Growth areas

4.11.1 Council could consider future land planning in urban growth areas.

4.11.2 The urban growth areas likely to progress in the next 2 to 5 years are Kikiwhenua, Ashhurst, Whakarongo, and Aokautere. Private plan changes at Whiskey Creek or subsets of Kakatangiata may also progress if private development progresses.

4.11.3 Purchasing new reserve land in residentially zoned greenfield areas in the order of $225 per m² or $1.58 million for 7,000 m² would be a less cost-effective option than purchasing vacant industrially zoned land at approximately $60 per m² or $420,000 for 7,000 m².

5. land owned by others

5.1 During the assessment some Ministry of Education (school) sites and private land e.g. industrial properties were discussed.

5.2 No assessment of these sites was undertaken as they were outside the scope of this report. These options would be properly considered in future stages of the Regional Sports Facilities Plan Decision Making process.

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 the Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The action is: Work with other sport and recreation providers and adjoining Councils Partner with Sport Manawatū to deliver play, active recreation and sport services to meet community outcomes sought by the Council including the co-ordination of the Regional Sports Facility Plan, Active Communities and the Sports Event Partnership Funds Contribute to pre-feasibility or needs assessment work (as required by Council’s commitment to the Regional Sports Facilities Plan)
Contribution to strategic direction and the social, economic, environmental and cultural well-being	Provision of council-owned land options supports consideration of a regional gymsports facility for the community that enjoys and benefits from that health and social connectivity the facility supports. A regional facility may attract some economic benefit as a destination for regional activities.

Attachments

GymSports site assessment summaries ⇩

Memorandum

TO: Play, Recreation & Sport Committee

MEETING DATE: 27 April 2022

TITLE: Results of the 2022 Audit of Shade Provision in Parks

Presented By: Kathy Dever-Tod, Group Manager - Parks and Logistics

APPROVED BY: Sarah Sinclair, Chief Infrastructure Officer

RECOMMENDATION(S) TO PLAY, RECREATION & SPORT COMMITTEE

1. That the Committee receive the memorandum titled ‘Results of the 2022 Audit of Shade Provision in Parks’ presented to the Play, Recreation & Sport Committee on 27 April 2022.

1. ISSUE

1.1 Council adopted a Sun Protection Policy in 2010.

1.2 One of the actions within the policy is a three-yearly shade audit of council-owned parks, gardens and recreational facilities.

1.3 This report presents the results of the 2022 audit of shade in parks.

2. BACKGROUND

2.1 The aim of the Sun Protection Policy is for the council to contribute to a reduction in the incidence of skin cancer within Palmerston North by improving shade and other sun protection measures throughout the City.

2.2 The policy outlines that by acting in three key areas the City Council will minimise the incidence of excessive and harmful patterns of Ultraviolet Radiation (UVR) exposure to residents of Palmerston North, namely.

· Council as a consent authority

· Parks, gardens and recreational facilities owned and operated by the City Council

· Promotion and education of sun protection.

2.3 Council policy is to establish shade trees in parks and reserves, especially where children’s play areas are being provided.

2.4 The shade audit is the mechanism by which the level of shade provided is assessed. Recommendations arising from shade audits are prioritised and incorporated into the triennial Asset Management Plan process.

3. pARK Shade Audit Methodology

3.1 In January 2022 parks were assessed and the level of shade was categorised as follows:

· Plenty of shade

· Some shade

· No shade

The type of shade, natural or artificial, was recorded.

3.2 Shade provision of playgrounds was assessed and recorded as follows:

· Some Shade

· No shade

3.3 Newly planted shade trees within parks were noted.

4. Shade Audit Results

4.1 The 2022 park shade audit assessed 79 neighbourhood parks and sports fields, and 47 playgrounds within these parks. The list of parks audited is contained in Attachment 1.

4.2 A summary of the shade audit results is presented in Table 1.

Shade	Number of Parks	Artificial shade	Sports fields
Plenty	30	2	4
Some shade - with new trees	32	2	8
Some shade- with no new trees	9	1	1
No shade - with new trees	5	0	0
No shade and no new trees	3	0	1
Total Parks	79	5	14

Table 1: Whole Park Shade Audit Results 2022

4.3 Of the 79 parks audited, 38% (30) were assessed as having plenty of shade. Only 3 parks were assessed as not having ‘plenty’ of shade and no newly planted shade trees:

· Bunnythorpe Recreation Grounds

· Clausen Reserve

· Dahlstrom Reserve.

4.4 5 of the parks audited have artificial shade. All parks with artificial shade also have natural shade, except Raleigh Reserve.

4.5 14 of the 79 parks audited have sports fields. All sports fields were assessed as having plenty or some shade except for the Bunnythorpe Recreation Grounds.

4.6 A summary of the playground shade audit results is presented in Table 2.

Shade	Playgrounds	New Trees Planted	No New Trees Planted
Some	31	22	9
None	16	13	3
Total Parks	47	35	11

Table 2: Playground Shade Audit Results 2022

4.7 2/3 of playgrounds audited have some shade. All playgrounds have either some shade and/or new trees planted within the park; except the following three parks:

· Raleigh Reserve (has artificial)

· Clausen Reserve

· Dahlstrom Reserve

4.8 The audit confirms that 49 parks and 16 playgrounds require tree growth and/or more trees to meet council policy of ‘establishing shade trees in parks and reserves, especially where children’s play areas are being provided’.

5. SHADE TREE PLANTING PROGRAMME

5.1 Improvements to shade provision in parks are funded through Long-Term Plan 2021-2031 Programme 1099 - Parks and Reserves – Shade Development.

5.2 Council policy is to provide natural shading options where new shade opportunities arise, as well as when replacing existing artificial shade.

5.3 The policy direction is consistent with council strategy regarding the environment. Replacing artificial shading with trees reduces reliance on materials containing fossil fuels, such as shade cloth. Trees help reduce atmospheric CO² and stormwater runoff.

5.4 Each year $10K within Programme 1099 is set aside for tree planting. Over the past three years, the funding has been used to plant new trees in several parks.

5.5 The audit results have been used to prioritise shade tree planting in parks based on the current level of shade, and prioritising parks in the following order: playgrounds, sports fields than all other parks. The objective is for all parks to have ‘plenty’ of shade.

5.6 Table 4 provides a summary of the number of parks within each tree planting priority group. Attachment 1 lists the 79 parks audited in tree planting priority order.

Priority	Shade Category	Number of Parks
1	Playgrounds NO shade and no trees planted	3
2	Sports fields NO shade and no trees planted	1
3	Other parks NO shade and no trees planted	0
4	Playgrounds NO shade (some trees planted)	13
5	Playgrounds SOME shade (no trees planted)	9
6	Playgrounds SOME shade (some trees planted)	22
7	Sports fields SOME shade (no trees planted)	1
8	Sports fields SOME shade (some trees planted)	1
9	Other parks NO shade (some trees planted)	2
10	Other parks SOME shade (no trees planted)	5
11	Other parks SOME shade (some trees planted)	6
12	Plenty of Shade	16
	Total Parks	79

Table 3: Park prioritisation for tree planting to achieve ‘Plenty of Shade’

5.7 The average cost to plant a large specimen shade tree in a park, including labour, plant and materials (fertiliser, mulch, stakes and ties), is $250. The current budget provision of $10,000 per annum enables Council to plant 40 new trees each year.

5.8 Priority 1 parks will be planted with new trees in Autumn 2022. The priority 2 park, Bunnythorpe Recreation Grounds, will be included in the 2022/23 programme, to allow time for officers to consult with the Bunnythorpe Community Centre Association on a planting programme for the wider park. Priority 4 parks will be addressed over the 2021/22 and 2022/23 financial years.

5.9 On average, it takes five years of growth before a new tree provides a noticeable level of shade in a park. Once planted, the operating budget is used to water trees over the summer months and to undertake other tasks such as staking and mulching, to optimise tree growth.

5.10 There is an ongoing need to replant young trees due to the high rate of loss, largely because of theft and vandalism. Other factors contributing to the loss of young trees include adverse weather and damage whilst undertaking other parks maintenance activities, such as mowing. Tree replacements are funded annually from Programme 1827 Local Reserve Renewals and Programme 1829 – Sports field Renewals.

5.11 On average, the minimum level of trees required to shade the playground and seating in a small neighbourhood or special character reserve, in addition to existing vegetation, is 4 trees and a larger suburb reserve or sports fields park requires an additional 14 shade trees.

5.12 Based on the 2022 audit results, 432 new shade trees are required to meet the objective of plenty of shade in parks and reserves; 180 trees in small reserves and 252 in larger reserves and sports fields. At the current level of funding in Programme 1099, it will take 10 years to complete the planting programme and a further five years of growth before all parks and reserves could be assessed as having plenty of shade.

5.13 The shade audit results will be used to inform shade tree funding options (short, medium and long term), for consideration as part of the asset management planning process.

5.14 The shade audit methodology will enable Council to cost-effectively assess the changing level of shade in parks over time, including the impacts of the shade programme.

6. NEXT STEPS

6.1 Attachment 1 used the order of priority for the planting of new shade trees in parks and reserves.

6.2 Programme 1099 was used to plant shade trees in Priority 1 and 4 parks in Autumn 2022.

7. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual		Yes
Are the decisions significant?		No
If they are significant, do they affect land or a body of water?
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 the Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The action is: to provide and maintain city reserves, local reserves and sports fields
Contribution to strategic direction and to the social, economic, environmental and cultural well-being	Shade enables park users to be active outdoors for long periods of time without undue exposure to ultraviolet radiation. The provision of shade in reserves therefore directly supports priority 5 of the Council’s Active Communities Plan, namely ‘be one of the most active communities in New Zealand’.

Attachments

Appendix 1: Parks Shade Audit Results 2022 ⇩

Memorandum

TO: Play, Recreation & Sport Committee

MEETING DATE: 27 April 2022

TITLE: Progress Report: Sport Manawatū - Six-month Report (1 July - 31 December 2021) to the Palmerston North City Council

Presented By: Julie Macdonald - Strategy & Policy Manager

APPROVED BY: David Murphy, Chief Planning Officer

RECOMMENDATION(S) TO Play, Recreation & Sport Committee

1. That the Committee receive the memorandum titled ‘Progress Report: Sport Manawatū – Six-month Report (1 July to 31 December 2021) to the Palmerston North City Council’ presented to the Play, Recreation and Sport Committee on 27 April 2022.

1. ISSUE

1.1 This memorandum updates the Council on the first six months (1 July to 30 December 2021) of the third year of the funding agreement between Sport Manawatū and the Council. Attachment 1 is Sport Manawatū’s six-month report to the Council.

2. BACKGROUND

2.1 Council has supported Sport Manawatū through an operational grant since the early 1990s.

2.2 In July 2019 a new three-year funding agreement, to the end of June 2022, was entered between Sport Manawatū and the Council. A strategic partnership plan forms part of this agreement and includes outcomes aligned to Council’s strategic direction.

2.3 The funding agreement outcomes, based on Council’s 2018 strategic direction, are:

1. Palmerston North has the most active community in New Zealand.

2. People have the skills to safely and confidently cycle, and walk, on our active transport network and system (roads, footpaths, shared paths, cycleways).

3. Everyone is encouraged to be active by playing and being active in sport and recreation facilities (places and spaces) across our City.

4. Sports and community sport events create social and participation opportunities as well as economic benefits.

These outcomes guide Sport Manawatū’s reporting to Council.

2.4 Six and twelve-month reports are required under the agreement between Sport Manawatū and the Council. The 2020/21 Annual Report, to the end of June 2021 (at the end of year two of the agreement), was presented to the Committee in October 2021.

2.5 Sport Manawatū presented a ‘sector update’ to the Committee at its February 2022 meeting, highlighting some of the key points in the six-month report.

2.6 It is noted that the six-month report includes some additional commentary and analysis from Sport Manawatū on the previous two years’ activities. This has been provided to assist with upcoming discussions on a new funding agreement (as this agreement needs to be in place before the end of this 2021/22 financial year).

3. SIX MONTH REPORT FOR 2021/22 YEAR: KEY ACTIVITIES CONTRIBUTING TO FUNDING AGREEMENT OUTCOMES

3.1 Outcome 1: Palmerston North has the most active community in NZ.

· The Covid-19 pandemic continued to disrupt the delivery of activities and events to the community (noting a national lockdown in September 2021 was within the reporting period) by Sport Manawatū and the wider sector. Sport Manawatū highlights the impact of the pandemic on its scheduled programme of work and notes the role of staff in guiding the sector through the impacts of the Alert Level System and then the Covid-19 Protection Framework (traffic lights) introduced by the Government in December 2021. One key demonstration of Sport Manawatū’s organisational responsiveness was implementing the ‘return to play’ guidelines and reviewing 22 safety plans for sports codes.

· Despite the ongoing disruptions, Sport Manawatū still held a well-attended governance workshop in November 2021 to strengthen the capability of the sector and collaborated with various codes on a holiday programme for delivery in January 2022.

· Sport Manawatū has noted that it has included in its Strategic Plan a goal of reducing inactivity rates by 2% over a four-year period. This target will help focus efforts on the areas of the community facing the greatest barriers to being physically active. Sport Manawatū has highlighted the progress with programmes in Roslyn in partnership with existing community providers, and the insights work underway in Awapuni to identify similar opportunities.

· Sport Manawatū has been an active participant in a range of Council planning and policy projects including making a submission to the draft support and funding policy.

· Sport Manawatū continued to drive the implementation of the Regional Sport Facility Plan and initiated an evaluation of the plan in late 2021. The Council contributed funds to the development of this plan. This year there is a 10-year plan programme (#1913) to review the City parts of the plan and next year the Council will contribute to an overall review of the plan. Council and Sport Manawatū staff continued to work together on sports facility proposals generated by the sporting community using the Plan’s investment decision-making process.

3.2 Outcome 2: People have the skills to safely and confidently cycle, and walk, on our active transport network and system (roads, footpaths, shared paths, cycleways).

· Sport Manawatū has noted in its report that the Bike Ready (the national cycle skill education programme) funding from Waka Kotahi was withdrawn in June 2022. This programme is now supported through Council road safety budgets. This ensures continuity of the delivery of cycle skills instruction to year five and six students and supports Council’s aim to increase active transport participation (see the Transport Plan).

· In late 2021 Sport Manawatū ran a second ‘Walk and Wheels Week’ in two primary schools and reported that one of the success factors was linking this initiative with schools that have had Bike Ready delivery.

3.3 Outcome 3: Everyone is encouraged to be active by playing and being active in sport and recreation facilities (places and spaces) across our city.

· The key activity highlighted by Sport Manawatū was the localised pop-up play initiatives in various locations around the City. These activities support actions in Sport Manawatū’s Play Action Plan and the Council’s Play Policy. Activation in different parks and reserves also raised awareness of the range of play locations in the City.

3.4 Outcome 4: Sports and community sport events create social and participation opportunities as well as economic benefits.

Sport Manawatū note the impact of the pandemic on the events supported through the Sports Event Partnership Fund. Initially, 22 events were planned to be supported through the fund, however, only one event was successfully delivered. Sport Manawatū hope that the remaining 13 approved events will take place before the end of June 2022. A number of events were cancelled and this will have a resultant impact on the economic benefits expected to be derived from these events.

4. NEXT STEPS

4.1 Discussions on a new funding agreement and partnership plan have begun. Sport Manawatū will present its next Annual Report, covering year three of the agreement with the Council, towards the latter part of 2022. Further staff commentary on progress will also be provided at that time.

5. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual 167.2		Yes
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 the Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the achievement of action/actions in Active Communities The action is: Carry out regular monitoring and reporting with Sport Manawatū
Contribution to strategic direction and to the social, economic, environmental and cultural well-being	A strong working relationship with Sport Manawatū is essential in meeting a range of strategic outcomes sought by the Council. The delivery of actions, priorities, and outcomes in the Active Community Plan requires close collaboration with Sport Manawatū who are well-positioned in the community to deliver relevant activities and services. The funding agreement and strategic partnership plan guide services and activities delivered to the community contributing to its social well-being.

Attachments

Sport Manawatū Six Month Report for July to December 2021 ⇩

[1] Subject to the outcome of the feasibility study and 50% external funding.

Billy Meehan (Chairperson)
Leonie Hapeta (Deputy Chairperson)
Grant Smith (The Mayor)
Brent Barrett	Patrick Handcock ONZM
Zulfiqar Butt	Karen Naylor
Vaughan Dennison	Bruno Petrenas
Lew Findlay QSM