MINUTES OF A MEETING OF THE ARTS, CULTURE AND RECREATION COMMITTEE HELD ON WEDNESDAY, 7 SEPTEMBER 2005 AT 9:34AM

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1. APOLOGIES

   That the apologies received from Councillors Fryer and Storer (both absent on Council business) be accepted.

   CARRIED

2. CONFIRMATION OF MINUTES

   That the minutes of the Arts, Culture and Recreation Committee meeting held on Wednesday, 3 August 2005 be confirmed as a true and correct record.

   CARRIED

3. EXTRAORDINARY BUSINESS

   There was no extraordinary business.

4. PUBLIC FORUM

   There were no requests to speak in public forum.

5. REPORTS REQUESTED/PENDING

   That the reports requested/pending report of the Committee Services Manager dated 7 September 2005 be received and amended as follows:

   Row	Date Requested	Target Date	Report Title	Reason for Changing Target Date
   4	25 September 05	March 06	Renewal of lease, The Scout Association of New Zealand (St Barnabas Scouts) Inc.	Double up, row 4 deleted, and noting target date as March 2006 in row 8.
   Row	Date Requested	Target Date	Report Title	Reason for Changing Target Date
   6	TBA	October 2005	Purewa Cemetery	Target date entered
   7	September 2005	October 2005	Pasifika Festival Advisory Board Review	To enable the reviewer time to complete this process.
   10	TBA	November 2005	Maritime Museums involvement with Waterfront Festival	Report will be an update on the Harbour festival and include involvement of Maritime Museum.
   11	TBA	October 2005	Open Space Strategy	Update on programme

   CARRIED

6. DRAFT CBD PUBLIC ARTWORK DEVELOPMENT PLAN

   A. That the Arts, Culture and Recreation Committee approve the CBD Artwork Development Plan, noting that the waterfront and the Arena pedestrian access bridge will be added to the lists of site development opportunities.

   B. That the CBD Artwork Development Plan be implemented as part of the CBD Streetscapes upgrade programme.

   C. That the Asset Management Plan and maintenance programme for public artwork be reported back to the Committee for the Annual Plan Process.

   D. That policy booklets be sent to the appropriate stakeholders to alert them to the policy direction the city is following and acknowledging their contribution to public artwork in the city.

   E. That the committee notes that the policy document highlights the city's role as a facilitator for public art through groups such as the Sculpture Trust.

   CARRIED

7. SOUTH TOWN HALL ARTS PRECINCT

   That the vision and core components of the Cultural Demand Study be endorsed pending Councils decision on recommendations from the Outside the Square Working Party initiative.

   CARRIED

8. COMMUNITY LOANS POLICY (2005)

   That it be a recommendation to the Finance and Corporate Business Committee and Council:

   A. That the Community Loans Policy (2005) be adopted, effective 1 July 2005 with the following amendment to section 1.7:

   (i) That the wording for Community Boards be altered to read the following and inserted into all categories of loans - Opportunity for the local Community Board or Boards to provide feedback on proposals.

   CARRIED

   The Chairman moved:

   That item 10 be taken at this point.

   CARRIED

9. REVIEW OF FACILITY PARTNERSHIP POLICY (2005)

   A. That the Committee approve the revised Facility Partnership Policy (September 2005), effective from 7 September 2005, noting changes from the previous policy in regard to:

   (i) registration with the new Charities Commission;

   (ii) project monitoring and reporting undertaken on behalf of the ASB Trusts also;

   (iii) explicitly noting Council takes no responsibility for long-term asset replacement; and

   (iv) formatting adjustments to the policy designed to make it a more user-friendly, comprehendible information source for users.

   B. That the Child and Family Policy be added to the list under 2.1 of the policy, and that the word 'elderly' be replaced with 'older persons'.

   CARRIED

10. GRANT OF LEASE, WINSTONE PARK TENNIS CLUB INC., HAROLD LONG RESERVE

    A. That the report of the Team Leader, Recreation and Community Leases, dated 1 August 2005, be received.

    B. That the Arts, Culture and Recreation Committee approves:

    (i) the granting of a lease to the Winstone Park Tennis Club Inc. for the two bowling greens, the carpark, and the mens' and womens' bowling pavilions at Harold Long Reserve, Mt Roskill for an initial term of five years, commencing 8 September 2005 and expiring on 7 September 2010, subject to a redevelopment clause permitting any future development plans associated with the establishment of a multi-sports complex and the integration of Fearon Park and Harold Long Reserve. It is intended that the Winstone Park Tennis Club Inc.'s clubroom facilities be accommodated within the multi-sports complex and that the future of the former bowling club pavilions and two bowling greens be considered within a landscape design for the integration of the two reserves.

    (ii) that if the establishment of a multi-sport complex is still being considered at the expiry of the initial term of five years i.e. 7 September 2010, a further term of five years be granted from 8 September 2010 to 7 September 2015, subject to any future development plans.

    (iii) that subject to a decision not to proceed with the establishment of a multi-sports complex, the Winstone Park Tennis Club Inc. be granted a further two terms of five years each, commencing from 8 September 2010 and finally expiring on 7 September 2020, with the potential to redevelop the site, including the pavilions and the two bowling greens.

    C. That the Winstone Park Tennis Club Inc. pay $500 per annum rental from 8 September 2005 as per the terms and conditions of the Community and Recreation Lease Policy plus all outgoings, including land rates, power, building and grounds maintenance and graffiti removal.

    D. That the lease include a clause requiring the Winstone Park Tennis Club Inc. to provide an annual report and a set of current audited accounts annually to Auckland City Council.

    E. That the Winstone Park Tennis Club Inc. be permitted to sub-let the women's bowling pavilion, subject to all terms and conditions of the head-lease with Auckland City Council, including the redevelopment clause permitting any future development plans associated with the establishment of a multi-sports complex and the integration of Fearon Park and Harold Long Reserve. Any proposed sub-lessee must sign a declaration that should redevelopment occur, that their continued use of the womens' bowling pavilion is not guaranteed and that neither Auckland City Council nor Winstone Park Tennis Club Inc. are responsible for providing alternative accommodation if this is not readily available.

    CARRIED

11. BERM MOWING ISSUES

    The Chairman moved:

    That no change be made by the Committee to the current frequency of berm mowing service delivery and funding at this stage, noting that work is being continued on the Streetscapes Plan which will address some of the issues surrounding berm mowing.

    Councillor Casey moved the following amendment:

    That it be a recommendation to the Annual Plan Direction Setting meeting that the berm mowing service level be increased from 12 cuts per year to 15 cuts per year.

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

    For the Amendment:	Against the Amendment:
    Dr Cathy Casey Cr Bill Christian Cr Richard Northey	Cr Toni Millar Cr Scott Milne Cr Penny Sefuiva Cr Vern Walsh

    Cr Glenda Fryer, Cr Linda Leighton and Cr Faye Storer were absent.

    The amendment was declared LOST by 4 votes to 3.

    The Chairman put the following substantive motion:

    That no change be made by the Committee to the current frequency of berm mowing service delivery and funding at this stage, noting that work is being continued on the Streetscapes Plan which will address some of the issues surrounding berm mowing.

    CARRIED

12. ANNUAL REPORT ON WEED CONTRACT IN BUSH AND NATURAL AREAS (WCBNA)

    A. That the committee notes the progress of the Weed Control in Bush and Natural Areas (WCBNA) contract and programme, including:

    (i) the addition of 3 new parks and reserves following the 2004/2005 budget increase;

    (ii) 82% of the area managed reaching the final stage of restoration;

    (iii) a 98% reduction in chemical usage since 2001; and

    (iv) a significant decline in weed density (up to 94% with some species)

    B. That this information be referred to authorities such as Transit NZ and the Auckland Regional Council for consideration during their budget rounds and that staff initiate discussion around shared contracting.

    CARRIED

    Secretarial note:

    Officers were requested to investigate the use of fully biodegradable, organic mulch and weed matting.

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

    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	Ground(s) under section 48(1) for the passing of this resolution
    C1.	Open Space Aquisition	Good Reason to withhold exists under section 7	Section 48(1)(a)
    C2	Auckland Philharmonia - Recovery Plan And Review	Good Reason to withhold exists under section 7	Section 48(1)(a)

    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 relevant part of the proceedings of the meeting in public are as follows:

    Item No.	Reason to withhold information under section 7
    C1.	To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.	[Section 7(2)(b)(ii)]
    C1.	To enable the Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	[Section 7(2)(i)]
    C2.	To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.	[Section 7(2)(b)(ii)]

    CARRIED

    There being no further business the Chairman declared the meeting closed at 11.06am.