Agenda of Strategy & Finance Committee

Extraordinary Strategy & Finance Committee MEETING

1 August 2023

MEETING NOTICE

Pursuant to Clause 22 of Schedule 7 of the Local Government Act 2002, I hereby requisition an extraordinary meeting of the Council to be held at 9.00am on Tuesday, 1 August 2023 in the Council Chamber, first floor, Civic Administration Building, 32 The Square, Palmerston North, to consider the business stated below.

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MAYOR

Order of Business

1. Karakia Timatanga

2. Apologies

3. 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.

4. 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.

5. 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.)

6. Hearing of Submissions - Interim Speed Management Plan 2023 (School Speed Limits) Page 7

7. Summary of Submissions - Interim Speed Management Plan (School Speed Limits) Page 11

Memorandum, presented by Peter Ridge, Senior Policy Analyst.

8. Hearing of Submissions: Waterloo Park Land Exchange Proposal Page 63

9. Summary of Submissions - Waterloo Park Land Exchange Proposal Page 127

Memorandum, presented by Aaron Phillips, Activity Manager - Parks.

10. Vautier Park - Proposal to continue supporting Netball Manawatū Centre Incorporated by notifying the public of the intention to grant community occupancy via a lease of Council land Page 133

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

11. 309 Main Street - Proposal to continue supporting Senior Citizens Association Palmerston North by notifying the intention to grant community occupancy via a lease of Council land Page 155

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

12. 16 Featherston Street - Proposal to grant a lease to Takaro Sports Incorporated Page 183

Report, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

13. 117 Vogel Street - Proposal to grant a lease on Council land to Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo) Page 187

Memorandum, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

14. 21 Guildford Street, Ashhurst - Proposal to grant a lease to Ashhurst Community Trust Page 191

Memorandum, presented by Bryce Hosking, Group Manager - Property and Resource Recovery.

15. Committee Work Schedule Page 209

16. Karakia Whakamutunga

17. 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].

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: Summary of Submissions - Interim Speed Management Plan (School Speed Limits)

Presented By: Peter Ridge, Senior Policy Analyst

APPROVED BY: David Murphy, Chief Planning Officer

RECOMMENDATION TO Strategy & Finance Committee

1. That the Committee receive the memorandum titled ‘Summary of Submissions – Interim Speed Management Plan (School Speed Limits)’ presented to the Strategy & Finance Committee on 1 August 2023.

1. ISSUE

The Council received 378 submissions on the draft interim Speed Management Plan (School Speed Limits). Seventeen submitters indicated they wish to make an oral submission.

This memorandum provides an initial summary of the key issues raised in the written submissions. A full analysis of the written and oral submissions will be provided to the Committee in September.

2. BACKGROUND

On 5 April 2023, the Council approved the draft interim Speed Management Plan (School Speed Limits) for public consultation. The written submission period was open from 1 May until 2 June. The Council received 378 written submissions during this time. The submissions are included in the agenda.

The consultation webpage provided an interactive map showing the locations of the schools where speed limit changes were being proposed, with the ability to click through to see the details of those proposed changes. The form gave submitters the opportunity to indicate if they supported, opposed or were not sure about that proposal, as well as to make specific comments on that part of the proposal. Across the 378 submissions received, 471 comments were made on specific school areas. Submitters also had the opportunity to make general comments about the proposals at the end of the submission form.

3. Summary of Submissions

Table 1 provides a breakdown of the ‘raw’ number of submitters in support or opposed to the specific proposals for each school or area, as indicated by their response on the online form. The green shading indicates where the number of submitters that supported the proposal exceeded the number who opposed. The red shading indicates where the number of submitters who opposed the proposal exceeded the number in support.

Table 1: Number of submissions supporting or opposing each proposed school speed limit change

School	Total	Support	Opposed	Not sure
Aokautere School	26	18	6	2
Ashhurst School	11	2	8	1
Awapuni School	14	4	6	4
Bunnythorpe School	9	6	3	0
Carncot Independent School	10	6	3	1
Central Normal School/Queen Elizabeth College/Palmerston North Boys’ High School Cluster	32	17	13	2
Cloverlea School	27	13	10	4
College St Normal School	19	10	9	0
Cornerstone Christian School	9	2	5	2
Freyberg High School	12	5	6	1
Kairanga School	3	3	0	0
Longburn Adventist College	4	2	1	1
Longburn School	10	10	0	0
Mana Tamariki	2	1	0	1
Manawatū Community High School - Manawatū Kura a Iwi	8	7	1	0
Manakura	1	1	0	0
Monrad/Takaro School/Our Lady of Lourdes School Cluster	9	4	5	0
OneSchool Global - Palmerston North Campus	12	4	8	0
Palmerston North Adventist Christian School	2	2	0	0
Palmerston North Girls' High School	15	9	6	0
Palmerston North Intermediate Normal School	19	10	9	0
Parkland School	10	6	2	2
Riverdale School/Awatapu College/West End School Cluster	41	24	16	1
Roslyn School	9	6	2	1
Ross Intermediate	16	8	7	1
Russell Street School	14	8	4	2
St James School/Hokowhitu School/Winchester School Cluster	39	21	14	4
St Peters College/Milson School Cluster	38	21	17	0
Te Kura Kaupapa Māori o Manawatū	2	1	1	0
Te Kura o Wairau	4	4	0	0
Terrace End School	15	9	4	2
Turitea School	16	15	1	0
Whakarongo School	3	2	1	0

In addition to the submissions made using the online form, a further ten ‘freeform’ submissions were made which expressed general support or opposition to the proposed speed limit changes. Of those ten, eight were generally in support, while two were generally opposed to the proposed speed limit changes.

A full analysis of the specific points of support or opposition will be completed for the next report to the Committee.

Engagement

Throughout the consultation period the proposal was widely promoted through Council’s communication channels. In addition to the consultation page on the Council website, the consultation document was made available at the Council’s Customer Service Centre and at each of its libraries. It was also directly provided to identified key stakeholders. Schools were provided with an information pack that included details of the proposal and information that they could share with school families to encourage engagement and participation in the consultation process.

The consultation process was promoted with a mixture of print and radio adverting, and ‘organic’ and promoted posts on social media platforms. Drop-in sessions were organised at four schools throughout the consultation period, with a fifth session hosted at the central library.

Social media promotion included three organic posts, and one paid advertised post. Screenshots of the comments and replies are included in Attachment 1. One comment has been redacted because it was related to a housing matter rather than the speed management plan and included personally identifiable information. Table 2 shows the key statistics for each post:

Table 2: Social media engagement

	Impressions^{^[1]}	Reach^{^[2]}	Engagement^{^[3]}
Post #1 1 May 2023	119,446	34,640	9,241
Post #2 7 May 2023	12,743	12,030	1,292
Post #3 31 May 2023	5,753	5,448	655
Post #4 (paid) 1 May 2023	109,187	30,323	n/a

A screenshot of a social media post

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Figure 1: Post #1 1 May 2023. NB: this post was also turned into a paid ad (Post #4)

Figure 2: Post #2 7 May 2023

Figure 3: Post #3 31 May 2023

4. NEXT STEPS

Officers will provide analysis of all the issues raised in the written and oral submissions and provide advice and recommendations to the Committee in September.

5. Compliance and administration

Does the Committee have delegated authority to decide?		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?		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 achievement of action/actions in Transport The action is: progressively review speed limits throughout the City on a staged basis.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	This report is part of the process of consulting on the proposal to reduce speed limits around schools in our city. The reduction of speed limits around schools contributes to the improvement of safety on our transport network. Speed is a significant factor in the survivability of both drivers and pedestrians in the event of a collision. Slower speeds around schools therefore contributes to improved safety outcomes for our community.

Attachments

Social Media Comments on the draft Interim Speed Management Plan (School Speed Limits) ⇩

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: Summary of Submissions - Waterloo Park Land Exchange Proposal

Presented By: Aaron Phillips, Activity Manager - Parks

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That the Committee receive the memorandum titled ‘Summary of Submissions – Waterloo Park Land Exchange Proposal’ presented to the Strategy & Finance Committee on 1 August 2023.

1. BAckground and ISSUE

1.1 Council is in the process of considering rezoning industrial land in the Roxburgh Crescent area to residential use.

1.2 Part of Waterloo Park is a strip of land 11m wide and 120m long that acts as a buffer between the existing industrial activities in Roxburgh Crescent and residential housing in Tilbury Avenue.

1.3 Council received a report on a proposal to exchange this reserve strip for land within the Roxburgh Crescent rezoning area at the Strategy & Finance Committee meeting of 22 March 2023.

1.4 Council resolution 19-23 was:

1. That Council agree to consult the community, in accordance with Section 15 of the Reserves Act 1977, on the proposal to exchange 1,300m² of Waterloo Park, being part of Part Lot 44 DP 22620 held in title WN8C/884, for new reserve land in the Roxburgh Crescent area if the rezoning of that area is approved.

2. That Council note that the land is Crown derived and such final approval of the exchange is subject to the approval of the Department of Conservation.

1.5 This report provides a summary of the submissions received to the proposed land exchange to accompany the hearing of submissions.

1.6 A further report will be prepared for a subsequent meeting to consider the matters raised in the submissions, and any further matters identified through the hearings, and seek a Council decision on the proposal.

2. Summary of submissons

2.1 39 submissions, including 1 petition, were received.

2.2 The breakdown of overall position of the 39 submissions is shown in Figure 1.

Figure 1: Overall submission position breakdown

2.3 218 people^{^[4]} signed the petition opposing the exchange. The petition was headed with the statements:

“We request that the Palmerston North City Council decline the proposed land exchange of part of Waterloo Park Reserve.

We believe that the retention of the existing green-space reserve area enables the opportunity to develop it as part of an accessible ‘orchard’ – style community food production zone, which would provide place-making area and a new pedestrian route in the neighbourhood.”

2.4 Some people made an independent submission and signed the petition^{^[5]}.

2.5 Submissions in support of the proposal were, in the main, general comments, with one stating the view that the current reserve strip only benefited a few neighbours, and two submissions noting support for the improved river access that would result from the exchange.

2.6 Two submissions suggested Council both retained the existing reserve and develop an enhanced river entrance in the plan change area.

2.7 One submission was categorised as neutral, posing a few questions but not indicating support or opposition.

2.8 The table below summarises reasons given by those in opposing the proposal in categories:

Matters raised in opposition	# times
Want community garden/park where is	18
Privacy/3 story buildings next to existing houses/housing buffer	11
Loss of reserve/green space	9
Climate change mitigation	5
Create new path connection through	5
Exchange area will be for car parking	4
Loss of birdlife in existing trees	4
Loss of trees	4
Retain as stormwater soak protection for Tilbury Avenue areas	4
Supports developer/new area	4
Green space for small sections in new housing area	3
New reserve will be used for car parking	3
Flooding effects of more housing	1
Housing traffic effects	1
Potential contamination	1
Upgrade Ruahine entrance instead	1

Table 1: Matters raised in submissions

3. maTTERS TO BE ADDRESSED IN the FINAL REPORT

3.1 Council Officers have noted the following questions in submissions that will be addressed or clarified in the final report:

3.1.1 Relating to the proposed new reserve area within the rezoning:

· Will it be covered by the Reserves Act?

· Would new reserve area be used for parking?

· Will the river access carparking become a resident’s carpark area if no carparks provided on residential sites?

· What would it cost to develop?

· Would developer pay for decontamination?

· What would access to river be like with or without the exchange?

3.1.2 Relating to the existing reserve area:

· Is it contaminated?

· What would the existing reserve cost to develop (as per submission 38’s proposal)?

3.1.3 Other/Plan change matters:

· How would the proposed exchange affect stormwater discharge for existing Tilbury Avenue properties?

· Reserve purpose - local reserve vs. citywide and ability to exchange as per submission 30?

· Why is no reserve required to be provided by developer?

4. Social media feedback

4.1 There were 80 comments on Council’s Facebook post:

· 11 were Council Officers answering questions or providing direction to make a submission.

· 13 were from submitter number 30, who also organised the petition. Those views are well documented.

· 9 were people tagging others or offered no opinion.

4.2 Of the remainder, comments included:

· A preference for spending on other projects.

· Concern the aim was to financially benefit the private land developer.

· Debate about the merit of rezoning the industrial land.

· A suggestion that Council does not listen to the community.

5. Consultation summary

5.1 Community consultation ran from 11 April to 17 May 2023 and included:

· A letter drop to the properties within 500m walking distance

· Public Notice published on 11 April 2023 with a correction^{^[6]} published 15 April 2023

· Media advisory sent out at the start of the consultation period

· Signs on site on top of the stop-bank, at the Ayr Place/Scout Hall carpark and at the reserve strip area entrance

· Website information published from 12 April 2023

· Social Media posts – reach 20,846 with 3,294 post engagements

6. NEXT STEPS

6.1 Consider matters raised in the hearings and submissions to bring a deliberations report to the Committee meeting of 20 September 2023.

7. Compliance and administration

Does the Committee have delegated authority to decide?		Yes
Are the decisions significant?		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: Administer the Reserves Act.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	This report summarises submissions in order to assist Council in its decision making.

Attachments

Nil

REPORT

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: Vautier Park - Proposal to continue supporting Netball Manawatū Centre Incorporated by notifying the public of the intention to grant community occupancy via a lease of Council land

PRESENTED BY: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council continues to support Netball Manawatū Centre Incorporated by notifying the public of its intention to grant community occupancy of Council land at Vautier Park, Palmerston North in accordance with the Support and Funding Policy 2022 and Section 54 of the Reserves Act 1977.

2. That Council notes the land affected by the community occupancy of Netball Manawatū Centre Incorporated is described as Part Section 248 TN of Palmerston North WN16B/1168.

Summary of options analysis for

Problem or Opportunity	Netball Manawatū has requested support from Council by granting community occupancy through a new lease agreement. This report seeks Council’s approval to commence the public notification process for the preferred option (Option 1) in accordance with the Support and Funding Policy and Section 54 of the Reserves Act 1977.
OPTION 1: (preferred option)	Notify the public of Council’s intention to continue supporting Netball Manawatū by granting occupancy via a lease under the Reserves Act 1977 of the existing site being part of Vautier Park.
Community Views	Community views will be sought during the public notification period.
Benefits	· The community views, along with any objections received as required under the Reserves Act 1977, will be considered to inform the decision. · Council can continue supporting and developing the relationship with Netball Manawatū. This enables Netball Manawatū to continue their activities.
Risks	No risks are identified.
Financial	· The costs of public notification will be minor. · Council will receive the annual rent of $600 plus GST.
OPTION 2:	Do not notify the public of the preferred option (intention to support through a lease) that would effectively end Netball Manawatū’s occupancy of Council land.
Community Views	Community views to inform the Council’s decision on the club’s proposed occupancy will not be sought.
Benefits	· Should the lease end, and the club be requested to vacate the premises, Council will explore options for the continued use of the land prior to potentially seeking alternative community occupancy options. This process is a requirement under the Support and Funding Policy and gives the opportunity to investigate alternative use of reserve land when a leasing arrangement ends. · Under the current lease, at the expiration of the lease Council has the option to purchase the club’s buildings and improvements within three months of the date of expiration at a price agreed between both parties.
Risks	· Council may be perceived as not supporting the sport and recreation activities of Netball Manawatū. · If Council wish to proceed with this option, Netball Manawatū will be required to vacate the land and, unless agreed otherwise, remove all assets, and return the land to its original state.
Financial	· Council would no longer receive the existing annual rent of $600 plus GST. · Council staff time would be required to assist with the process of the removal of improvements.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Netball Manawatū has been occupying Council land at Vautier Park since 2013. Their lease expires on 30 June 2023 and Netball Manawatū now requests a new lease so they can continue to occupy the site.

1.2 Under the Council’s Support and Funding Policy if a for-purpose organisation requests a new lease for the occupancy of Council land at the end of their agreed term, the proposal is to be publicly advertised to seek feedback from the public.

1.3 In addition, as the leased land is recreation reserve land, any new lease is also subject to the requirements of the Reserves Act 1977 which also requires public notification of Council’s intention to grant a new lease.

1.4 This report seeks Council’s approval to commence the public notification process in accordance with the Support and Funding Policy and Section 54 of the Reserves Act 1977, noting that this is the first step in the process and only seeks approval for consultation. Consultation feedback and the final decision to lease to Netball Manawatū will be brought to the Strategy & Finance Committee in a subsequent report.

2. Background and previous council decisions

2.1 Netball Manawatū Centre Incorporated was formed in 2008. Since that time Netball Manawatū has played an active role in the community. Netball Manawatū provides several services to the Palmerston North Community including netball competitions, school holiday programmes and development opportunities.

2.2 Vautier Park opened in 1964, however Netball Manawatū has only held a building and land lease since 2013. Netball Manawatū owns the upper level of the Vautier Pavilion with the lower being owned by the Council. The current lease with Council is for the lower floor area of the building and for the airspace above it (where the upper floor is).

2.3 Netball Manawatū has over time made significant investments to improve its facilities and operations, as noted in Netball Manawatū Financial Statement for 2022 with the total value of its assets being $289,964.

2.4 Netball Manawatū works in partnership with other sporting groups in the community, making their facilities available for other for-purpose groups to utilise.

2.5 In addition to the Lease Agreement, Netball Manawatū has an annual Service Level Agreement for the use of courts and changing facilities for netball during the winter season.

2.6 Netball Manawatū manage and facilitate netball schedules including all training bookings and weekly game schedules, and act as a representative for all affiliated clubs. In line with Council’s Fees and Charges Policy, Netball Manawatu pays $9,231 for the use of 16 courts and associated changing facilities for the winter season.

3. the proposal

3.1 The proposed lease area is part of Council’s property at Vautier Park, comprising of 140m² of the lower floor area and approximately 336m² of airspace in which the upper floor area is located.

3.2 If the land and building lease is granted the annual rent is proposed to be $600 plus GST. This is consistent with the rental framework in Council’s Support and Funding Policy 2022.

3.3 The proposed term would be five (5) years, with a right of renewal for a further five (5) years.

3.4 If a new lease is commenced, the use of the site would remain the same.

Figure 1: Proposed Leased area

4. Assessment of proposal under the support and funding policy

4.1 The Support and Funding Policy provides a framework for how Council will deliver support and funding to groups, organisations, and individuals to achieve the vision of the city. One form of support within the policy is to enable for-purpose groups to occupy Council-owned property at community rental rates.

4.2 All for-purpose groups expressing an interest in occupying Council-owned property, either for a new occupancy or renewal of an existing occupancy, must make an application. The application is then assessed by Council Officers to ensure that firstly they meet the policy’s eligibility criteria before proceeding any further.

4.3 The application from Netball Manawatu is attached to the report as Appendix 1.

4.4 Further assessment considerations are outlined in the policy. In broad terms, the assessment covers three main areas:

a) The Policy for the Use of Public Space – guidelines relevant to the application.

b) Reserves Act 1977 – including consideration of the values and purpose of the reserve and the impacts on the public use of the reserve.

c) Impact on the locality and park operations.

A copy of the assessment is attached as Appendix 2.

4.5 In summary, following the assessment against the policy, Council Officers conclude that Netball Manawatū meets all criteria required.

5. leasing powers under reserves act

5.1 In addition to the Support and Funding Policy requirements, as the land is a reserve held under the Reserves Act 1977, the leasing provisions also apply.

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

‘lease to any voluntary organisation part of the reserve for the erection of stands, pavilions, gymnasiums, and, subject to sections 44 and 45, other buildings and structures associated with and necessary for the use of the reserve for outdoor sports, games, or other recreational activities, … which lease shall be subject to the further provisions set out in Schedule 1 relating to leases of recreation reserves issued pursuant to this paragraph:

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.’

5.3 ‘Necessary’ is not interpreted as requiring that all or even most visitors or users of the reserve need/want to use the service or activity provided under the lease. Reserves often have activities on them that only some of the visitors to the reserve use. The balance of the reserve, Takaro Park, is available for general use by the community.

5.4 The proposal would see the continued use of part of the reserve by Netball Manawatū. The lease does not alter the current user experience or change the existing capacity for other activities

6. land status

6.1 A summary of the land status information is:

Title	Reserve Status
Part Section 248 TN of Palmerston North WN16B/1168	Recreation reserve

7. Giving effect to the principles of the treaty of waitangi

7.1 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.

7.2 Rangitāne o Manawatū representatives have considered the proposal. Rangitāne are comfortable with this proposal and happy for it to proceed.

8. Description and analysis of options

Notify the public of Council’s intention to continue supporting Netball Manawatū by granting occupancy via a lease under the Reserves Act 1977 of the existing site being part of Vautier Park.

8.1 This is the preferred option.

8.2 Council will seek feedback on continuing to support Netball Manawatū through the process outlined in the Support and Funding Policy.

8.3 Council must give people the opportunity to submit on the proposal, and be heard, before deciding to grant a lease as per sections 119 and 120 of the Reserves Act 1977.

8.4 After considering feedback, Council can then decide to enter a formal lease with the Club.

8.5 Netball Manawatū contribute to the community and show strong alignment with Council’s strategic direction. The Club adds to Council’s priority to ensure the use of all community recreation facilities is optimised.

Do not notify the public of the preferred option (intention to support through a lease) that would effectively end Netball Manawatū’s occupancy of Council land.

8.6 The impact of this option would mean that the opportunity to seek community feedback on Netball Manawatū’s continued occupancy of the site would not occur.

8.7 In turn, this would mean that the lease would cease, and Council would follow the process outlined in the Support and Funding Policy to determine the future use of the land (refer 5.5.1(b)). The first step in this process is to carry out a strategic options review.

8.8 The implication of this option on the Club would mean that they would not be able to continue leasing the site. Under the lease provisions, a decision would then need to be made regarding the improvements owned by Netball Manawatū.

8.9 This option poses the risk that Council will be perceived as not supporting the activities of Netball Manawatū that have occupied the site since 2013.

9. Conclusion

9.1 The proposal is consistent with the requirements of the Support and Funding Policy. Continued occupancy will allow Netball Manawatū to offer recreational activities to the community.

9.2 Public notification on the continuing support will provide opportunities for submissions and objections to be made before a decision is made fulfilling the requirements of the Support and Funding Policy 2022 and section 54 of The Reserves Act 1977.

9.3 It is recommended the Committee proceed with Option 1. Netball Manawatū’s activities contribute to outcomes to achieve Goal 3 of Council’s strategic direction.

10. Next actions

10.1 Public notification of the intention to grant the lease, seeking submissions and objections.

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 provide advice to Council on whether to accept, modify or decline the lease proposal.

11. Outline of community engagement process

11.1 The proposed consultation process meets the public notification requirements of the Support and Funding Policy 2022 and the Reserves Act that requires a minimum of one month period advertised in the Manawatū Standard, Dominion Post and on the Council website.

Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual Agree for notification, accept, or decline any lease agreement entered by Council under the Support and Funding Policy or that relate to a lease of a Reserve.		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: Administer the Reserves Act 1977.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding Policy which supports community groups to deliver benefits contributing to the cultural, economic, environmental, and social wellbeing of the city.

Attachments

1.	Application - Netball Manawatū ⇩
2.	Assessment of lease proposal - Netball Manawatū ⇩

report

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: 309 Main Street - Proposal to continue supporting Senior Citizens Association Palmerston North by notifying the intention to grant community occupancy via a lease of Council land

PRESENTED BY: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council continue to support Senior Citizens Association Palmerston North Incorporated by notifying the public of its intention to grant community occupancy of Council land, via a lease at 309 Main Street, Palmerston North, in accordance with the Support and Funding Policy 2022.

2. That the Committee note the land affected by the community occupancy lease to Senior Citizens Association Palmerston North Incorporated is described as Lot 2 DP 40465.

Summary of options analysis for

Problem or Opportunity	The Senior Citizens Association has requested further support from Council by granting community occupancy through a new lease agreement. This report seeks Council’s approval to commence the public notification process for the preferred option (Option 1) in accordance with the Support and Funding Policy 2022.
OPTION 1: (preferred option)	Notify the public of Council’s intention to continue supporting Senior Citizens Association by granting occupancy via a lease under the Support and Funding Policy 2022 of the existing site at 309 Main Street.
Community Views	Community views will be sought during the public notification period.
Benefits	· The community views, along with any objections received will be considered to inform the decision. · Council can continue supporting and developing the relationship with Senior Citizens Association. This enables the Senior Citizens Association to continue their activities.
Risks	No risks are identified.
Financial	· The cost of public notification will be minor. · Providing the Council eventually entered into a new lease, Council will continue to receive the annual rent of $150 plus GST. · Note that in addition to the lease subject to this report, the Senior Citizens also lease the Council-owned carpark at the rear of the building. Council would continue to receive the annual rent of this carpar`k of $700.00 plus GST.
OPTION 2:	Do not notify the public of the preferred option (intention to support through a lease) that would effectively end the Senior Citizens Association’s occupancy of Council land.
Community Views	Community views to inform the Council’s decision on the club’s proposed occupancy will not be sought.
Benefits	· Should the lease end, and the Association is requested to vacate the premise, Council will explore options for the continued use of the land prior to potentially seeking alternative community occupancy options. This process is a requirement under the Support and Funding Policy and gives the opportunity to investigate alternative use of land when a leasing arrangement ends. · Under the current lease, at the expiration of the lease Council has the option to purchase Senior Citizens Association buildings and improvements within three months of the date of expiration at a price agreed between both parties.
Risks	· Council may be perceived as not supporting the Senior Citizens Association. · If Council wish to proceed with this option, the club will be required to vacate the land and, unless agreed otherwise, remove all assets, and return the land to its original state.
Financial	· Council would no longer receive the annual rent of $150.00 plus GST and very likely the $700.00 plus GST annual rent for the rear carpark. · Council staff time would be required to assist with the process of requiring the removal of their improvements.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 The Senior Citizens Association has been occupying Council land at 309 Main Street, Palmerston North since 2004. Their lease expires on 30 September 2023. The Association now requests a new lease so they can continue to occupy the site.

1.3 This report seeks Council’s approval to commence the public notification process in accordance with the Support and Funding Policy, noting that this is the first step in the process and only seeks approval for consultation and consultation feedback. The final decision to lease to the Association will be brought to the Strategy & Finance Committee in a subsequent report.

2. Background and previous council decisions

2.1 The Senior Citizens Association have occupied the site since 2004 and provide members of the Palmerston North community with a welcoming environment to enhance lives with social activities including, but not limited to, concerts, games, dance, and quiz events. These activities benefit the mental and physical wellbeing of their users.

2.2 The Senior Citizens Association work in partnership with other groups in the community, making their facilities available for other for-purpose groups to utilise.

2.3 The Senior Citizens Association own all improvements and buildings on the site; Council only lease the land.

2.4 The Association has over time developed the area and has invested a significant amount to improve its facilities, as noted in the annual Financial Statement for 2022, with the total value of its fixed assets now being $256,150.

3. the proposal

3.1 The proposed land only lease area is approximately 959m² and situated at 309 Main Street, Palmerston North as outlined in red shown in Figure 1 below.

3.2 If the lease is granted, the proposed annual rent is $150 plus GST. This is consistent with the rental framework in Council’s Support and Funding Policy 2022.

3.3 The proposed term would be five (5) years, with a Right of Renewal for a further five (5) years.

3.4 If a new lease is commenced, the use of the site will remain the same.

Figure 1: Proposed lease area

4. ASSESSMENT OF PROPOSAL UNDER THE SUPPORT AND FUNDING POLICY

4.3 The application from the Senior Citizens Association is attached to the report as Appendix 1.

4.4 Further assessment considerations are outlined in the policy. In broad terms, the assessment covers three main areas:

a) The Policy for the Use of Public Space – guidelines relevant to the application.

b) Reserves Act 1977 – including consideration of the values and purpose of the reserve and the impacts on the public use of the reserve. This is not a consideration of this application as the land does not have reserve status.

c) Impact on the locality and park operations.

A copy of the assessment is attached as Appendix 2.

4.5 In summary, following the assessment against the policy, Council Officers conclude that the Senior Citizens Association meets all criteria required.

5. land status

5.1 A summary of the land status information is:

Title	Reserve Status	Zoning
Lot 2 DP 40465	No reserve status	Inner business

6. description and analysis of options

OPTION 1: Notify the public of Council’s intention to continue supporting Senior Citizens Association by granting occupancy via a lease under the Support and Funding Policy 2022 of the existing site at 309 Main Street.

6.1 This is the preferred option.

6.2 Council will seek feedback on continuing to support the Senior Citizens Association through the process outlined in the Support and Funding Policy.

6.3 Council must give people the opportunity to submit on the proposal, and be heard, before deciding to grant a lease as per the Support and Funding Policy.

6.4 After considering feedback, Council can then decide to enter a formal lease with Senior Citizens Association.

6.5 The Association contribute to the community and show strong alignment with Council’s strategic direction. The Association supports Council’s priority to build and maintain relations with local communities of identity, interest and place to understand and support their strengths and aspirations.

OPTION 2: Do not notify the public of the preferred option (intention to support through a lease) that would effectively end the Senior Citizens Association’s occupancy of Council land.

6.6 The impact of this option would mean that the opportunity to seek community feedback on the Senior Citizens Association’s continued occupancy of the site would not occur.

6.7 In turn, this would mean that the lease would cease, and Council would follow the process outlined in the Support and Funding Policy to determine the future use of the land (refer 5.5.1(b)). The first step in this process is to carry out a strategic options review.

6.8 The implication of this option on the Club would mean that they would not be able to continue leasing the site. Under the lease provisions, a decision would then need to be made regarding the improvements owned by the Association.

6.9 This option poses the risk that Council will be perceived as not supporting the activities of the Senior Citizens Association despite having occupied the site since 2004.

7. Conclusion

7.1 The proposal is consistent with the requirements of the Support and Funding Policy. Continued occupancy will allow the Senior Citizens Association to continue their activities in the community.

7.2 Public notification on the continuing support will provide opportunities for submissions and objections to be made before a decision is made, fulfilling the requirements of the Support and Funding Policy 2022.

7.3 It is recommended the Committee proceed with Option 1. The Association’s activities contribute to outcomes to achieve Goal 3 of Council’s strategic direction.

8. Next actions

8.1 Public notification of the intention to grant the lease, seeking submissions and objections.

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

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

9. Outline of community engagement process

9.1 The proposed consultation process meets the public notification requirements of the Support and Funding Policy 2022 and the Reserves Act that requires a minimum of a one month period advertised in the Manawatū Standard, Dominion Post and on the Council website.

Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual Agree for notification, accept, or decline any lease agreement entered by Council under the Support and Funding Policy or that relate to a lease of a Reserve.		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 3: A Connected and Safe Community
The recommendations contribute to the achievement of action/actions in Connected Communities The action is: Build and maintain relationships with local communities of identity, interest, and place to understand and support their strengths and aspirations.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding Policy which supports community groups to deliver benefits contributing to the cultural, economic, environmental, and social wellbeing in the city.

Attachments

1.	Application - Senior Citizens Association ⇩
2.	Assessment of lease proposal 2023 ⇩

REPORT

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: 16 Featherston Street - Proposal to grant a lease to Takaro Sports Incorporated

PRESENTED BY: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council grant a lease of the land at 16 Featherston Street (part of Takaro Park), Palmerston North described as Lots 1 – 12 inclusive and Lots 14 and 15 DP 2938 to Takaro Sports Incorporated, in accordance with Council’s Support and Funding Policy and Section 54 of the Reserves Act 1977.

1. issue

1.1 The Takaro Sports Club has been operating at 16 Featherston Street, Palmerston North since 1950.

1.2 The formal land lease with the Takaro Sports Club expired in 31 March 2019 and they have been operating on a month-by-month lease ever since. The Takaro Sports Club own their building and all improvements; Council only lease the land to them.

1.3 The Takaro Sports Club requested a new lease to continue operating. As the land leased is reserve land, the lease request is subject to the requirements of the Reserves Act 1997 in addition to Council’s Support and Funding Policy 2022. These requirements included public notification of Council’s intention to grant a new lease on the reserve.

1.4 The public notification process is now complete with no submissions received.

1.5 This report seeks approval to grant a new lease to the Takaro Sports Club in accordance with Section 54 of the Reserves Act 1977 and Council’s Support and Funding Policy.

2. Background

2.1 A report to Council on 22 March 2023 assessed the proposal and as a result Council resolved:

1. That Council continues to support Takaro Sports Club Incorporated by notifying the public of its intention to grant community occupancy of Council land at 16 Featherston Street (part Takaro Park), Palmerston North, in accordance with the Support and Funding Policy 2022 and Section 54 of the Reserves Act 1977.

2. That Council notes the land affected by the community occupancy of Takaro Sports Club is described as Lots 1-12 inclusive and Lots 14 and 15 DP 2938.

2.2 Consultation was completed in June 2023. No submissions were received.

2.3 If entered the proposed lease will commence on 1 April 2023 and will be for a term of five (5) years with one right of renewal of a further five (5) years.

2.4 The proposed annual rent is $500 plus GST. This is consistent with the rental framework in Council’s Support and Funding Policy 2022.

3. Reserves act consultation and consideration of OBJECTIONS

3.1 Council has consulted the community on the proposal to lease as required by Section 54 of the Reserves Act 1977.

3.2 Public notice, as required by Sections 54(2) and 119 of the Reserves Act 1977, was published in May in the Manawatu Standard, The Dominion Post and Council’s website.

3.3 No submissions were received and there were no requests to be heard. As such the requirements of Section 120 of the Reserves Act have been met.

4. Conclusion

4.1 Council have been supporting the Takaro Sports Club through leasing land to the Club since 1950.

4.2 Given there were no objections to the new lease proposal, and both the requirements of the Reserves Act and the Support and Funding Policy have been met, it is recommended that Council continue to support them and proceed with granting a new lease to the Takaro Sports Club.

5. Next actions

5.1 A new Lease is executed between Palmerston North City Council and the Takaro Sports Club Incorporated.

Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual Agree for notification, accept, or decline any lease agreement entered by Council under the Support and Funding Policy or that relate to a lease of a Reserve.		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: Council supports a variety of clubs and organisations through consistent and transparent lease arrangements at parks and reserves and community centres.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding policy, which seeks to support community groups to deliver benefits contributing to the cultural, economic, environmental, and social wellbeing of the city.

Attachments

Nil

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: 117 Vogel Street - Proposal to grant a lease on Council land to Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo)

Presented By: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council grant a lease of the land at 117 Vogel Street, Palmerston North, being described as Lot DP 78520 to Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo) in accordance with Council’s Support and Funding Policy.

1. ISSUE

1.1 Te Kohanga Reo National Trust Board has been operating at 117 Vogel Street, Palmerston North since 1999.

1.2 The formal land lease with the Trust expired on 31 May 2023. The Trust own their building and improvements, Council only lease the land to them.

1.3 The Trust requested a new lease so it can continue to operate. The lease request is subject to Council’s Support and Funding Policy 2022. This included public notification of Council’s intention to grant a new lease under the Support and Funding Policy.

1.4 The public notification process is now complete with no submissions received.

1.5 This report seeks approval to grant a new lease to the Trust in accordance with Council’s Support and Funding Policy.

2. BACKGROUND

2.1 A report to the Strategy and Finance Committee on 22 March 2023 assessed the proposal and as a result the Committee resolved:

1. That the Committee continue to support Te Kohanga Reo National Trust Board, by notifying the public of its intention to grant community occupancy of Council land, via a lease at 117 Vogel Street, Palmerston North, in accordance with the Support and Funding Policy 2022.

2. The Committee note the land affected by the community occupancy lease to Te Kohanga Reo National Trust Board is described as Lot 1 DP 78520.

2.2 Consultation was completed in June 2023. No submissions were received.

2.3 If entered the propped lease will commence on 1 June 2023 and will be for a term of five (5) years with one right of renewal of a further five (5) years.

2.4 The proposed annual rent is to be $150 plus GST. This is consistent with the rental framework in Council’s Support and Funding Policy 2022.

3. Conclusion

3.1 Council have been supporting the Trust through leasing to them since 1999.

3.2 Given there were no objections to the new lease proposal, and the requirements of the Support and Funding Policy have been met, it is recommended that Council continue to support them and proceed with granting a new lease to Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo).

4. NEXT STEPS

4.1 A new lease is executed between Palmerston North City Council and Te Kohanga Reo National Trust Board (Te Awhina Kohanga Reo).

5. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual Agree for notification, accept, or decline any lease agreement entered by Council under the Support and Funding Policy or that relate to a lease of a Reserve.		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 3: A Connected and Safe Community
The recommendations contribute to the achievement of action/actions in Connected Communities The action is: Support and strengthen Maori community networks and agencies as they work to address issues of opportunity and concern.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding Policy which supports community groups to deliver benefits contributing to the cultural, economic, environmental and social wellbeing of the city.

Attachments

Nil

Memorandum

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: 21 Guildford Street, Ashhurst - Proposal to grant a lease to Ashhurst Community Trust

Presented By: Bryce Hosking, Group Manager - Property and Resource Recovery

APPROVED BY: Chris Dyhrberg, Chief Infrastructure Officer

RECOMMENDATION(S) TO Strategy & Finance Committee

1. That Council grant a lease of the land at 21 Guildford Street (part of Ashhurst Village Valley Centre), Ashhurst being described as part of Sections 339 and 340, DP 152 to Ashhurst Community Trust, in accordance with the Council’s Support and Funding Policy 2022.

1. ISSUE

1.1 The Ashhurst Community Trust has been operating at 21 Guildford Street Ashhurst since 2014.

1.2 Their current lease is for the land only and expires in March 2024. The leased land is 456m² and has two buildings on the site, both owned by the Trust.

1.3 The Trust proposes to create ‘The Woodshed’ which will provide opportunities for members of the community to take part in joinery and fabrication projects that support and create connections within the community.

1.4 This will see them expand the area they lease from Council to 936m², remove one of their buildings, and replace it with a new building and improvements (an old schoolhouse). Figure 1 below shows the proposed site plan for the new lease.

1.5 To support this new initiative, the Trust requested a new lease now rather than waiting for the current one to expire.

A blueprint of a house

Description automatically generated

Figure 1: Detailed plan proposed by Ashhurst Community Trust

1.6 As the Trust is a for-purpose group and is receiving community rental rates the new lease is subject to the process outlined in the Support and Funding Policy 2022. This included public consultation of Council’s intention to grant a new lease for Council’s land and buildings.

1.7 The public notification process is now complete, and this report now seeks approval to grant a lease to Ashhurst Community Trust in accordance with Council’s Support and Funding Policy.

2. BACKGROUND

2.1 A report to Council on 22 March 2023 assessed the proposal and as a result Council resolved:

a) That the Committee supports Ashhurst Community Trust’s proposal by notifying the public of its intention to grant community occupancy of Council land at 21 Guildford Street (part of Ashhurst Village Valley Centre), Ashhurst, in accordance with the Support and Funding Policy 2022.

b) The Committee notes that the land affected by the Ashhurst Community Trust community occupancy is described as part of Sections 339 and 34, DP 152.

3. Consultation overview

3.1 Consultation took place from 29 May 2023 to 30 June 2023. The consultation consisted of:

· Public notice in Manawatu Standard

· Online advertisement on the Council website

· A social media post on the Ashhurst Community Facebook group

· Posters being provided to the Ashhurst Library

· Letter drop to neighbours in the nearby vicinity`

· Public notice in the Village Valley Voice; and

· A billboard onsite.

4. SUMMARY OF SUBMISSIONS

4.1 Ten (10) submission were received during the consultation period. Please refer to Appendix 1 for the full submissions.

4.2 Whilst none of the submissions were opposed to the proposal, two (2) of the submissions did raise concerns around fencing and carparking. These matters are considered minor and Officers are confident they can be worked through as part of finalising the lease. The concerns raised are summarised in the table below:

Concern Raised	Officer Comment
The existing classroom has been neglected over the years; the submitter has requested that some efforts to repair parts of the building are to be addressed.	The Ashhurst Community Trust has advised that it intends to repair the classroom in addition to its developments. The Lease agreement will include provisions for the tenant to repair all maintenance concerns with the standard of the buildings and improvements.
That a new 1.8m fence be built around the surrounding area.	The concerns raised are not directly related to ‘The Woodshed’ activities but to the Village Valley Centre area. As the fence is not within the leased area, any decision to erect a fence can be considered separately to the lease and will be subject to the Fencing Act 1978.
The impacts on car parking within the area.	Ashhurst Community Trust have included additional car parking with their proposal. Officers consider that there is sufficient car parking available in the immediate area around the leased site.
Car parking protruding over boundary affecting the ability of FENZ to operate effectively.	The consideration of a fence around the Village Valley site will resolve this concern.

4.3 In addition to the formal submissions below is a summary of the response to the social media post:

· The Facebook post was posted in the Ashhurst private group which consists of roughly 5,000 members. There were forty-six (46) ‘like’ reactions and twenty-six (26) comments.

· Comments were focused on positive feedback and in support of the proposal. Some comments related to alternative uses were inconsistent with Council’s Support and Funding Policy Criteria.

5. new lease

5.1 The proposed Deed of Lease will commence contemporaneously with the Deed of Surrender of lease being signed. The new lease will have a 5-year term with one right of renewal of a further five (5) years.

5.2 The annual rent for the proposed lease will be $100 + GST.

6. Conclusion

6.1 Council has been supporting the Ashhurst Community Trust by leasing the land at 21 Guildford Street to them since 2014.

6.2 Whilst none of the submissions were opposed to the proposal, two (2) of the submissions did raise concerns around fencing and carparking. These matters are considered minor and Officers are confident they can be worked through as part of finalising the lease.

6.3 Given there were no objections to the new lease proposal it is recommended that Council continue to support them and proceed with granting a new lease to Ashhurst Community Trust.

7. NEXT STEPS

7.1 A new lease is executed between Council and Ashhurst Community Trust for the expanded lease area.

8. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from the Delegations Manual Agree for notification, accept, or decline any lease agreement entered by Council under the Support and Funding Policy or that relates to a lease of a Reserve.		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: Council supports a variety of clubs and organisations through consistent and transparent lease arrangements at parks and reserves and community centres.
Contribution to strategic direction and to social, economic, environmental, and cultural well-being	The recommendation is in line with Council’s Support and Funding Policy which supports community groups to deliver benefits contributing to the cultural, economic, environmental and the social wellbeing of the city.

Attachments

Submissions ⇩

Committee Work Schedule

TO: Strategy & Finance Committee

MEETING DATE: 1 August 2023

TITLE: Committee Work Schedule

RECOMMENDATION TO Strategy & Finance Committee

1. That the Strategy & Finance Committee receive its Work Schedule dated August 2023.

COMMITTEE WORK SCHEDULE – AUGUST 2023
Item No.	Estimated Report Date	Subject	Officer Responsible	Current Position	Date of Instruction/ Clause number
1.	~~1 August 2023~~	~~Part Waterloo Park - Proposal to exchange land – Hearing of submissions~~	~~Chief Infrastructure Officer~~		~~22 March 2023~~ ~~Clause 19~~
2.	~~1 August 2023~~	~~Draft Interim Speed Management Plan - Hearing of submissions~~	~~Chief Planning Officer~~		~~Council 5 April 2023~~ ~~Clause 46~~
3.	~~2 August~~ September 2023	Information relating to the description, timing and quantum of the infrastructure work programmes to enable growth in Aokautere	Chief Infrastructure Officer Chief Planning Officer	Work in progress; being addressed as part of 24/34 LTP and preparation for hearing on Plan Change G Aokautere	9 March 2022 Clause 11.4
4.	September 2023	Waka Kotahi Recreation Pathways Fund Associated with Te Ahu a Turanga Highway - report on the outcome of the funding application, including any financial implications for consideration as part of the draft 2023/24 Annual Budget process	Chief Infrastructure Officer	Deferred to September as application is being worked through with Waka Kotahi	27 April 2022 Clause 30
5.	September 2023	Quarterly Performance & Financial Report (quarter 4 ending 30 June 2023)	Chief Financial Officer	Present to Council	Terms of Reference
6.	September 2023	Treasury Report (Quarter 4)	Chief Financial Officer	Present to Council	Treasury Policy
7.	~~September~~ November 2023	Treasury Policy Review	Chief Financial Officer	In line with LTP	Treasury Policy
8.	September 2023	Part Waterloo Park - Proposal to exchange land - deliberations report	Chief Infrastructure Officer		Terms of Reference
9.	September 2023	Draft Interim Speed Management Plan - deliberations report	Chief Planning Officer		Council 5 April 2023 Clause 46
10.	September 2023	Draft Water Supply Bylaw - deliberations report	Chief Planning Officer
11.	~~2 August~~ 15 November 2023	Rates review	Chief Financial Officer	Workshop on 9 August	Terms of Reference
12.	November 2023	Amendment of Palmerston North Animals and Bees Bylaw 2018	Chief Planning Officer		22 March 2023 Clause 9
13.	November 2023	Quarterly Performance & Financial Report (quarter 1 ending 30 September 2023)	Chief Financial Officer		Terms of Reference
14.	November 2023	Treasury Report (Quarter 1)	Chief Financial Officer		Treasury Policy
15.	November 2023	Vegetation Framework to include a Tree Policy focused on Council administered streets and public spaces	Chief Planning Officer		Committee of Council 9 June 2021 Clause 31.8
16.	August 2024	Draft Waste Management and Minimisation Bylaw – Approval for Consultation	Chief Planning Officer		11 August 2021 Clause 21

Attachments

NIL

[1] This refers to the number of times the post was viewed. A single person may view the post multiple times.

[2] This refers to the number of people who saw the post at least once.

[3] This refers to the number of times people engaged with the post. This is a combination of views, reactions, comments, shares and clicks.

[4] One line included two names with one signature. One submission noted it represented the views of people at several addresses.

[5] A thorough audit has not been conducted but could be for final reporting if Council considered it would be material to its final decision.

[6] Ayr Place was referenced in the original public notice, corrected to Tilbury Avenue.

Vaughan Dennison (Chair)
Karen Naylor (Deputy Chair)
Grant Smith (The Mayor)
Mark Arnott	Lorna Johnson
Brent Barrett	Orphée Mickalad
Lew Findlay (QSM)	William Wood
Patrick Handcock (ONZM)	Kaydee Zabelin
Leonie Hapeta

Submission No.	Submitter	Page No. (in separate document)
342	Chris Teo-Sherrell	389
329	David Lane	374
320	Anne Strawbridge	361
127	Troy Duckworth, Turitea School	145
36	Alex Turner-Steele	50
373	Rosalie Heckler	435
241	James Irwin	265
62	Alan Leipst	77

Submission No.	Submitter	Page No.
36	Shelly Windley-Lewis	117
30	Rosemary Watson	98
39	Rosemary Watson, ‘Retain the Reserve’ Petition	121
16	Beth Lew	81
15	Linda and Rowan Bell	80
28	Jacqueline Carr	95
31	Adelia Sadler	111
7	Morgan Weaver	72

1.	Submissions_Part 1 (attached separately)
2.	Submissions_Part 2 (attached separately)
3.	Procedure Sheet ⇩