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Council member and meetings
Arts, Culture and Recreation Committee
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OPEN AGENDA

I hereby give notice that a meeting of the

ARTS, CULTURE AND RECREATION COMMITTEE

will be held as follows:

DATE: Wednesday, 9 April 2008
TIME: 9:30 am
VENUE: Committee Room, Level 15
  Civic Administration Building
  1 Greys Avenue
  Auckland
Janine Chisholm
DEMOCRACY ADVISOR

Members:

Cr Greg Moyle, E.D. Chairperson
Cr Toni Millar, JP Deputy Chairperson
Cr Ken Baguley
Dr Cathy Casey
Cr Bill Christian, JP
Cr Glenda Fryer

Ex Officio:

His Worship the Mayor, Hon John Banks, QSO
Deputy Mayor, David Hay, JP

  1. Top APOLOGIES

    At the close of the agenda no apologies had been received.

  2. Top CONFIRMATION OF MINUTES

    The minutes of the Arts, Culture and Recreation Committee meeting held on Wednesday, 12 March 2008 to be confirmed as a true and correct record.

  3. Top EXTRAORDINARY BUSINESS

    Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
    "An item that is not on the agenda for a meeting may be dealt with at that meeting if-
    (a) The local authority by resolution so decides; and
    (b) The presiding member explains at the meeting at a time when it is open to the public,-
      (i) The reason why the item is not on the agenda; and
      (ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting."
    Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
    "Where an item is not on the agenda for a meeting,-
    (a) That item may be discussed at that meeting if-
      (i) That item is a minor matter relating to the general business of the local authority; and
      (ii) The presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but
    (b) no resolution, decision, or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion."

  4. Top PUBLIC FORUM

    A period of time (approximately 20 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 5 minutes per item is allowed, following which there may be questions from members.

    At the close of the agenda no requests to speak had been received.

  5. Top REPORTS REQUESTED/PENDING

    Janine Chisholm  
    Democracy Advisor 2 April 2008

    Advising of reports requested/pending.

    Recommending that the Reports Requested/Pending report of the Democracy Advisor, dated 2 April 2008, be received.

    [ATTACHMENT 5] Pages 1-2

  6. Top SWIMMING POOL PLAN - REVIEW

    Ken Maplesden  
    Recreation Planner, facilities partnership 31 March 2008

    Updating the Committee on the current review of the Swimming Pool Strategy, adopted in 2001, and seeking approval for the incorporation of core functions, outcomes, goals and priority capital works into the revised Swimming Pool Plan. 

    The review is being undertaken due to the original Swimming Pool Strategy requiring updating to ensure that content is current, and that it aligns with Active Auckland and the Recreation Centre Plan, both adopted in 2007. In the seven years since the development of the Swimming Pool Strategy, many of the actions identified have been achieved with others no longer relevant due to the changing nature of Auckland city. Therefore a key part of the review is an evaluation of the current actions, and redefining and prioritising actions for the next 10-20 years.

    The review and its timings present the opportunity to combine the Recreation Centre and Swimming Pool Plans and produce one recreation facilities document. This is seen as advantageous as it will clarify the strategic direction of council across the major recreational facilities that it owns.

    Recommending that the Committee approve the outcomes, core functions, goals and capital works priorities for swimming pool provision in Auckland.

    [ATTACHMENT 6] Pages 3-8

  7. Top EVENT ATTRACTION FRAMEWORK

    Paul Dunphy  
    Manager, Event Attraction and Development 9 April 2008

    Reporting on the highly competitive process of bidding for events amongst cities worldwide, which requires event attraction organisations to have sound funding and governance structures, and recommending officers investigate a two-stage approach in developing funding and governance models that ensure Auckland has a competitive standing in the international events scene.

    In the absence of a regionalised approach to event attraction, council should take the lead role in attracting events to Auckland, the rationale for this is that the majority of the benefits flow into the Auckland central business district and the accommodation sector. Research has also shown that our ratepayers place a high value on having events within our city.

    Recommending that the Committee endorse a proactive approach to identifying and attracting international events that align with council strategy, and seek bid partnerships with cities overseas and within the Auckland region where there are clearly definable benefits to Auckland city; approve (commencing in the 2008/2009 financial year) a rollover fund of $300,000 from within the existing major events budget to enable the attraction and delivery of new one-off major international events; approve that the Chair and Deputy Chair of this Committee along with Councillor Armstrong be given delegated authority to approve or make forward commitments for event bids up to $150,000 (within baseline budget); and endorse officers investigating future funding and governance models to ensure that Auckland has a competitive standing in the international events scene.

    [ATTACHMENT 7] Pages 9-22

  8. Top HERNE BAY PONSONBY RACKETS CLUB HILLARY COMMISSION LOAN

    Ken Maplesden  
    Recreation Planner, facilities partnership 31 March 2008

    Reporting on Herne Bay Ponsonby Rackets Club Inc loan repayment options, following the expiration of Council five-year repayment holiday period for a $240,000 Hillary Commission loan with Auckland City Council. The club also has a $461,986 loan with ASB Bank Ltd (ASB), secured via an Auckland City Council loan guarantee.

    After discussions with the club, it is apparent they do not have the financial ability to start repayments of the council loan. The club has made excellent progress in the last two years, repaying approximately $125,000 towards servicing debt of the non-council loans, including full payment of two smaller debts. However, the club is unable to generate sufficient surpluses to make payments towards both council and ASB loans, and officers have taken the opportunity to examine the structure of the financial relationship between the club, council and the ASB.

    Four options were identified, with officers recommending the consolidation of the club's ASB loan and Hillary Commission loan into one council Community Loan. This option would necessitate making a variation to the existing lease (5 + 5 + 5 year lease expiring 31 October 2016) to ensure that the term of the loan and lease coincide (20 year term).

    If the Committee agrees with the officers' recommended approach regarding the Herne Bay Rackets, it will leave just one loan guarantee outstanding. This is a guarantee in respect of the Glendowie Bowling Club and Glendowie Women's Bowling Club. The guarantee was originally for an amount of $280,000 with a duration of 20 years, expiring approximately May 2013. As of February 2008, the amount outstanding under the loan totalled $15,244. As this will be the last loan guarantee remaining, officers recommend that the same approach be taken towards settling the loan guarantee and converting the loan into a Community Loan.

    Recommending the Committee recommend to the Finance and Strategy Committee that council consolidate the Herne Bay Ponsonby Rackets Club Inc current ASB Bank Ltd loan and Auckland City Council, Hillary Commission loan into one Auckland City Council Community Loan as per the terms and conditions of the Community Loans Policy, with approval of final terms and conditions relating to the loan agreement delegated to the General Manager, Finance; that the Herne Bay Ponsonby Rackets Inc be granted a 20 year lease over their current facility so as to match the timeframe of the repayment schedule for the Community Loan approved by the General Manager, Finance; that officers investigate the options to repay the outstanding loan held jointly by the Glendowie Bowling Club and Glendowie Women's Bowling Club, subrogating the current Westpac loan for a Community Loan on terms and conditions laid down in the Community Loans policy document; and that the committee note that if the two loan guarantees are successfully converted to community loans, that all loan guarantees will have been terminated.

    [ATTACHMENT 8] Pages 23-30

  9. Top PROVISION OF ADDITIONAL STREET CLEANING ORDERLIES

    Kevin Marriott  
    Manager, Street Amenity Services 28 March 2008

    Reporting on the council resolution from the 12 February 2008 Annual Plan Direction Setting meeting requesting further consideration of a proposal to extend the scale of street cleaning orderly services.  Orderly services include the collection of loose litter, emptying litter bins, removing graffiti and servicing public toilets and items of street furniture. Orderlies are currently deployed in 25 town centre locations across the city, with the greatest concentration being within Auckland CBD.

    Provisional approval is sought for eight town centres to receive a new level of orderly services, with an associated annual cost totalling $400,000 per annum. It is recommended that the town centres of Onehunga, Remuera, Glen Innes, Otahuhu and Panmure receive a supplement to their existing service, with Ellerslie, Mission Bay and St Heliers receiving the service for the first time. These areas have been selected using such factors as current state, current use and future plans for the centre. It is recommended that community boards be given the opportunity to review this report and comment upon the town centres provisionally selected to receive the enhanced service, with the final selection to be approved by this Committee in readiness for services to commence from 1 July 2008.

    Recommending that the orderly services be provisionally extended to the town centres of Otahuhu, Onehunga, Glen Innes, Panmure, Ellerslie, Remuera, Mission Bay and St Heliers pending comment from community boards, and that officers report back to this Committee on the final list of town centres to receive the enhanced street cleaning orderly services commencing 1 July 2008.

    [ATTACHMENT 9] Pages 31-36

  10. Top MAUNGAWHAU - MT EDEN PROJECT UPDATE

    1. That the Arts, Culture and Recreation Committee supports in principle the option of a small-scale café and visitor information centre located in the heritage tea kiosk building (known as Langtons).
    2. That officers investigate a public-private partnership for the development of the café and information centre that reduces cost to council of the refurbishment of the existing building
    3. That officers investigate options for replacing heavy vehicles using the summit road (e.g. shuttle buses from the tea kiosk) that can be provided on a user-pays basis.
    4. That the Arts, Culture and Recreation Committee supports commencing work on signage and track improvements from the tea kiosk to the summit.
    5. That officers report back to the August meeting of the Arts, Culture and Recreation Committee on the café and visitor information centre investigations, on options for heavy vehicle use on the summit road, and on signage and track improvements from the tea kiosk to the summit.  

    Councillor Fryer proposed the following amendments by way of replacement and addition:

    1. That officers investigate options for replacing heavy vehicles using the summit road (e.g. shuttle buses from the tea kiosk and mini vehicles for disabled or elderly people) that can be provided on a user-pays basis, and that the report include timetabled options for all cars to be removed from accessing the summit road.
    1. That the Maungawhau Advisory Group be invited to give council advice on the recommendations within the report of the Senior Open Space Planner, dated 9 April 2008.  

    A division was called for, voting on which was as follows:

    For the Amendment:

    Against the Amendment:

    Cr Dr Cathy Casey

    Cr Glenda Fryer

    Cr Ken Baguley

    Cr Bill Christian

    Cr Toni Millar

    Cr Greg Moyle

    Deputy Mayor Hay was absent.

    The amendment was declared LOST by 4 votes to 2.

    The Chairperson moved the following substantive motion:

    1. That the Arts, Culture and Recreation Committee supports in principle the option of a small-scale café and visitor information centre located in the heritage tea kiosk building (known as Langtons), on Maungawhau - Mt Eden.
    2. That officers investigate a public-private partnership for the development of the café and information centre located in the heritage tea kiosk building,  on Maungawhau - Mt Eden, that reduces cost to council of the refurbishment of the existing building.
    3. That officers investigate options for replacing heavy vehicles using the summit road on Maungawhau - Mt Eden (e.g. shuttle buses from the tea kiosk) that can be provided on a user-pays basis.
    4. That the Arts, Culture and Recreation Committee supports commencing work on signage and track improvements from the tea kiosk to the summit of Maungawhau - Mt Eden.
    5. That officers report back to the August 2008 meeting of the Arts, Culture and Recreation Committee on the café and visitor information centre investigations, on options for heavy vehicle use on the summit road, and on signage and track improvements from the tea kiosk to the summit of Maungawhau - Mt Eden.

    CARRIED

  11. Top SUPPLIER RECOMMENDATION REPORT FOR THE BELLA VISTA, HOME BAY AND CREMORNE RESERVES PHYSICAL WORKS CONTRACT

    Mark Culpan  
    Acting Capital Works Programme Manager, ACR Services 3 April 2008

    Reporting on the supplier recommendation for upgrade works (consisting mainly of landscaping and revegetation works) for three beach reserves within the Western Bays area - Bella Vista, Cremorne and Home Bay.

    Recommending the Committee recommend to the Finance and Strategy Committee that the tender of $539,426 (plus GST) submitted by John Fillmore Contracting Ltd for the upgrade of Bella Vista, Home Bay and Cremorne reserves, be accepted, and that the shortfall of $136,665 be offset against savings of $150,000 from the Talbot Reserve development project.

    [ATTACHMENT 11] Pages 47-52

  12. Top TRESPASS NOTIFICATION - THREE KINGS RESERVE

    Mike Gallagher  
    Parks Adviser - Active Recreation 25 March 2008

    Attaching a memorandum regarding a request from NZ Police to act on behalf of Auckland City in order to address issues caused by persons gathering in the Three Kings Reserve area at late hours and drinking, playing stereos and generally causing a nuisance, which is upsetting the local community. The use of the Trespass Authority would only be to assist in preventing continued disturbance to the community, and to keep the peace.

    Recommending that the memorandum from the Parks Adviser - Active Recreation, dated 25 March 2008, regarding trespass authority for Three Kings Reserve, be received.

    [ATTACHMENT 12] Pages 53-54

  13. Top EXCLUSION OF THE PUBLIC : LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

    Janine Chisholm  
    Democracy Advisor 2 April 2008
    Section 48, Local Government Official Information and Meetings Act 1987:

    The following motion is submitted for consideration:

    That the public be excluded from the following part(s) of the proceedings of this meeting.

    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:

    Item no. General subject of each matter to be considered Reason for passing this resolution in relation to each matter Particular interest(s) protected (where applicable) Ground(s) under section 48(1) for the passing of this resolution
    C1 Monte Cecilia Park - Purchase of Adjacent Land Public conduct of matter would be likely to result in disclosure of information for which good reason to withhold exists under section 7. Section 7(2)(i)

    To enable the Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

    In particular, this report deals with details on proposed land acquisitions. Public disclosure of this information would prejudice the bargaining position of Auckland City.

    		 S48(1)(a)

    The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.