Agenda of Sustainable Napier Committee

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 1

Agenda Items

1. Pettigrew Green Arena expansion: Location of car-parking

Type of Report:	Operational and Procedural
Legal Reference:	Enter Legal Reference
Document ID:	1263766
Reporting Officer/s & Unit:	Glenn Lucas, Manager Sport & Recreation

1.1 Purpose of Report

The purpose of this report is to provide information to inform inter-council decisions around the preferred location of the car-parking for the Pettigrew Green Arena expansion.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Note the assessment of the three options for siting the car-parking, and endorse the removal of the hybrid option from consideration.

b. Consider the two remaining options (Riverside Park Reserve and over the stopbank) and develop a preferred position

c. Note the Eastern Institute of Technology (EIT) conditions for provision of EIT land required for the project to proceed

d. Resolve to commence discussions with Hawke’s Bay Regional Council (and EIT) to provide direction to Pettigrew Green Arena

1.2 Background Summary

The Regional Indoor Sport and Events Centre Trust (RISEC) is the charitable trust that operates the Pettigrew Green Arena in Taradale. Since the decision not to proceed with the Multi-Use Sports Facility in 2018, the trust have been developing options to progress its own facility expansion through providing additional indoor courts. A business case, feasibility study and proposal have been completed.

Construction of the existing facility was the result of a joint project between Napier City Council, Hastings District Council, Hawke’s Bay Regional Council and Eastern Institute of Technology (EIT).

The facility is situated on council reserve land (Riverside Reserve). The reserve is broken into two parts with separate designations under the Reserves Act 1977. The area of the reserve in which the existing facility is located is designated as a local purpose community holding reserve, where the rear of the reserve that is currently green space, playground and dog agility area is a recreational reserve. The local purpose community holding reserve designation enables more commercial activity with the leased office space, gym and food provider within the facility.

The proposed extension is to construct a new building at the rear of the existing Pettigrew Green Arena (PGA). It is proposed to include a wooden floor that can accommodate six full size futsal courts.

The site plan for the expanded facility (attached) shows the new 5 futsal court facility sited at the rear of the existing facility and over the current carpark. In addition to replacing the carpark that is planned to be built over, there is a need to create car parking capacity to cater for the additional visitors to the expanded facility.

The new facility will be available for use by a large number of sporting codes, so the floor space will be able to be configured for the following sports:

· Basketball

· Futsal

· Volleyball

· Netball

· Badminton

· Indoor bowls

The new facility is estimated to cost in the region of $14 million (definitive budget still to be completed), with one third of the funding to be sought from corporate sponsorship, philanthropic trusts, government funding and public donations.

Construction of the proposed facility is to take approximately one year, and the project will have the ability to be scaled back if the funding targets are not achieved.

The need for the expanded facility has been driven by a number of documents and reports that have indicated a high level of unmet demand for indoor court space in Hawke’s Bay driven by structured indoor sports.

These documents and reports have consistently indicated a need of between two and six additional courts across Hawke’s Bay. Given the age of these reports and for some the dependence on the National Facilities Strategy for Indoor Sports (2013), these court demand projections do not account for the rapid growth of primarily basketball, but also futsal and volleyball, and the larger than projected growth in the population of Hawke’s Bay.

To support RISEC with its expansion project, in April 2020 NCC approved the formation of an Indoor Sports Working Group comprising NCC councillors and officers, PGA, Sport HB and EIT representatives.

In August 2020 Government announced that the PGA expansion project has been granted $6.4 million from the Government's COVID Response and Recovery Fund. This investment combined with $4.1 million from NCC and approximately $2 million of existing RISEC funding will comprise the bulk of the project’s construction budget. The primary driver for the national government investment is to stimulate economic activity for the local economy. This impetus creates a haste to get the building underway.

The funding agreement with the Provincial Development Unit for the PGA expansion has a construction commencement date of 26 March 2021. There are considerable milestones, including completing the tender, awarding the contract and getting resource consent, to be completed between now and then to enable construction to commence by this date.

Pettigrew Green Arena has an existing arrangement with the Eastern Institute of Technology in which PGA parking can be used by EIT students during weekdays, with PGA having access to EIT parking for events when overflow car parking is required.

The council reserve is bordered by the EIT Student Village to the north, and Hawke’s Bay Regional Council land to the south (the stop bank, cycle paths and riverbank land). To enable the land required to construct the expanded facility and provide a service access lane around the facility a small portion of EIT land is required. EIT have undertaken to provide this land under certain conditions.

These site constraints and different landowners pose a challenge to locating car parking in a way that best services the need of the facility and EIT.

There are three options for the locating of the car parking:

· Option 1 is locating the car–parking on the NCC-owned Riverside Reserve to the east of the proposed extension

· Option 2 is locating the car parking over the stopbank on HRBC owned land

· Option 3 is a hybrid of the two options – part located in the NCC reserve and part across the stopbank on HBRC land.

To inform subsequent discussions between NCC and HBRC, this paper includes an assessment of these three options against key success criteria.

Criteria

In order to develop a rounded assessment of the three options a criteria including the following aspects was developed:

· Strategic fit – the impact that the options have on the strategic intent of NCC and HBRC

· Site efficiency – how effectively the positioning of the car-park services the Pettigrew Green Arena

· Whole of life costs – the capital and operating costs of each option

· Existing utility – what community utility value will be given up for each option to construct a car-park

· Environmental/ecological impact – the impact of each option on the natural environment

· Risks – the risk levels associated with each option

· Acoustics – the acoustic impact on neighbouring residents

· Visual impact – Mitigating the car-park aesthetics and blending into its surroundings

· Future-proofing – the impact of the options on potential future PGA expansion

The criteria and ratings has been developed and agreed between officers from Napier City Council and Hawke’s Bay Regional Council.

Limitations

The technical assessment of options is a high-level officer assessment to inform council decisions as to the way forward. It provides a qualitative assessment to assess the three options using relevant criteria to identify the positive and negative aspects and separate the options. The assessment is not intended to make the decision, but to inform deliberations between Councils to provide direction to PGA/RISEC.

Every criteria has been given equal weighting. It is possible that Council considers that some criteria should be given increased or decreased weightings and this should be considered during deliberations.

Assessment results

Three options assessed against this criteria, with the intention of providing an objective and relative option comparison to assist with the decision making of NCC and HBRC.

The following rating scale was used to assess the options and help to differentiate based on the criteria:

· 1 – Little to no impact

· 3 – Medium impact

· 5 – Significant impact

Summary of options

Option 1: Riverside Park Reserve

Pros

· Better car-parking security and accessibility

· No need to have traffic cross the bike path

· Leaves the pump track where it is

· Car park not constructed in flood zone – reducing risks and operating costs

Cons

· Closer to neighbouring residences meaning potential for noise and disturbances from car park users to be more significant

· Is further from EIT for students, potentially meaning students will choose to park on the road rather than the designated car park

· Will remove green space used by the community

· Will require the relocation of infrastructure including public toilets, dog-agility park and playground.

Option 2: Over the stopbank

Pros

· Closer proximity for EIT students

· Advantages to managing noise, disturbances and visual impact

· Better supports future facility developments

Cons

· Increased risks due to flooding from a 1 in 5 year flood event

· Increased operational costs from clean up and renewals caused by potential flood damage

· May require relocation of the pump track

Option 3: Hybrid option

Pros

· No advantages over the 2 other options

Cons

· Higher capital costs from cross the stopbank twice

· Greater disruption to cycle path from the two crossings

The technical assessment scoring of the three options is as follows:

Option	Technical score	Ranking
1 – Riverside Park Reserve (NCC land)	46	1
2 – Over the Stopbank (HBRC land)	50	2
3 – Hybrid options (both NCC and HBRC land)	52	3

The technical assessment identifies the Riverside Park Reserve as marginally more favourable, however this review provides little in the way of separation and therefore does not identify a clear preference.

While the stopbank option (option 2) is the best situation for servicing the arena itself, as well as better servicing EIT students, it carries a greater risk of flooding, potentially causing loss or damage to parked vehicles, damage to the car park itself and increased operational costs through clean up after flood events.

Pettigrew Green Arena has undertaken to be responsible for asset renewal costs, operational costs and risks should the car park be situated over the stopbank, so these potential costs will not be borne by HBRC or NCC.

The complete technical assessment of options included in the attached documents.

Mitigation through design

The risk to the asset that is presented by the 1 in 5 year flood event can be mitigated by design, engineering and construction methods. Plantings, choice of materials and engineering to help to manage the flow of flood waters in a flood event are all considerations for detailed design should the stopbank option be advanced.

It may also be possible to use the presence of the car park to provide improved access for people to the river and open up other recreational opportunities.

EIT conditions of land provision

As mentioned previously, the project requires that EIT provide a small section of its land to the north of the proposed site to enable vehicle access around the facility. EIT has identified 2 conditions for the provision of approx. 300m2 of land. Most significant of these conditions is that the car-parking is ‘in close proximity to the EIT campus’. The reasons provided are:

· The original resource consent for PGA included provision of suitable car-parking for EIT.

· The view that students will not use the riverside reserve car-park due to the additional distance from the campus, which in turn will create further issues on Gloucester Road and other nearby streets.

Should EIT withhold provision of their land, this would be a ‘show-stopper’ for the construction of the expanded PGA facility if it is reliant on the riverside reserve carpark option.

Summary

Technically the 2 options are comparable with the assessment providing little separation. The EIT conditions of land provision is a significant issue that puts the entire project at risk, therefore practically eliminates the option on the Riverside Park Reserve.

The recommendations of this report are to:

· Based on the technical assessment remove the hybrid option from consideration and advance the Riverside Park Reserve and over the stopbank options.

· Consider the pros and cons of the two remaining options (Riverside Park Reserve and over the stopbank) and the EIT conditions of land provision and develop a position.

· Discuss and agree a position with Hawkes Bay Regional Council (and EIT)

· Provide direction to Pettigrew Green Arena as to the location of the car park.

1.3 Issues

· The firm preference for location from EIT, and the potential impact on the future of the project

· HBRC have scheduled work during this financial year to reinforce (widen) the stopbank. Though this work does not at a high level impact the determination of a preferred option, the amended dimensions and the construction period itself will need to be considered through design and construction.

1.4 Significance and Engagement

Community engagement is to be considered through the resource consent process and through the intended Spatial and Connectivity Plan

1.5 Implications

Financial

Delays with this decision may result in the project not meeting key deadlines for Government and result in the return of the committed investment.

Social & Policy

N/A

Risk

The conditions specified by EIT for provision of the land. The inability to use this land will severely impact the chance that the project will proceed as designed.

1.6 Options

The options available to Council are as follows:

a. Consider the assessment and options and with HBRC develop a clear direction for the car-parking location and provide to PGA/RISEC.

b. Council identify a clear preference for carpark location and indicate that preference to HBRC

1.7 Development of Preferred Option

Governance and officers to work with council representatives to discuss and agree the preferred car-parking location option with HBRC/NCC Councillors and then provide direction to PGA/RISEC.

1.8 Attachments

a PGA Expansion: Car-parking options assessment (Under Separate Cover) ⇨

b PGA Extension site plans showing car-parking options (Under Separate Cover) ⇨

c Email: EIT Conditions of Land Provision ⇩

d PDU Funding Agreement (extracts): PGA expansion ⇩

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 2

2. Report on NCC's Drinking Water Supply Implementation Audit

Type of Report:	Operational
Legal Reference:	Drinking Water Standards 2005/18 and Health Act
Document ID:	1261446
Reporting Officer/s & Unit:	Catherine Bayly, Manager Asset Strategy Anze Lencek, Water Quality Lead

2.1 Purpose of Report

To inform the Council on the outcome of Council’s recent Water Supply Implementation Audit undertaken during 22^nd to 24^th September 2020 by the Hawkes Bay District Health Board’s Drinking Water Assessor (DWA). Following the audit an audit report was compiled called ‘Final Report on Implementation of a Drinking-water Supply’s Water Safety Plan’. This report outlines the process undertaken, its outcomes and NCC’s actions to be taken in order to close the report out.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Endorse:

i. The Final Report on Implementation of a Drinking-water Supply’s Water Safety Plan Report

2.2 Background Summary

Napier’s current Water Safety Plan (WSP) was approved on the 8^th November 2018 and needs to be resubmitted for adequacy assessment and re-approval before 8 November 2023 or upon a major change to Napier water supply, whichever comes first.

Drinking Water Assessors (DWAs) are undertaking regular audits of the implementation of Council’s WSP on at least an annual frequency. The most recent audit, which was also the foundation for their report, (Attachment 1 – Final Report on Implementation of a Drinking Water Supply’s Water Safety Plan) was held at NCC offices and various water supply assets between 22 and 24 September 2020.

The objective of DWA’s Implementation audits is to asses if the information provided in the WSP aligns with their observations during the audit, that it is being implemented effectively and in a timely manner and that all identified requirements and procedures are being followed. The Implementation audit included interviews with the majority of the Asset Strategy personnel involved in the delivery of the water supply, IT staff, the Depot Water Team and in-field inspections of our water assets (bores, booster pump stations, reservoirs, air valves and sampling locations).

The DWA has had a focus this year on reviewing performance against the six principles of drinking water, which underpin the delivery of an effective, safe water supply. These principles are:

1. A high standard of care must be embraced

2. Protection of source water is of paramount importance

3. Maintain multiple barriers against contamination

4. Change precedes contamination

5. Suppliers must own the safety of drinking water

6. Apply a preventive risk management approach

In particular, the DWA has highlighted Principle Five as having key importance – “Suppliers must own the safety of drinking water” which largely encompasses the idea that all parts of the organisation, particularly those at a senior level, are responsible for the safe delivery of the water supply. Some recommendations have been made around this principle. The following comment is of particular importance and is being addressed:

“There was a noticeable lack of ‘up-down’ communication during 2017-2019 in relation to dirty water. Not to say the communication lines were not there and operating, however there is a lack of evidence that clear communication occurred in an upwards direction (from the Three Waters Team to the Councillors and Chief Executive Officer (CEO)) and also clear directive on decisions from the owners of the supply back down to the Three Waters Team.”

The DWA has also had a focus on ensuring that some of the history of the supply has been captured within this report to assist the new regulator, Taumata Arowai, to understand the journey that Napier City Council is on.

2.3 Issues

The Implementation report’s findings usually fall within three categories:

- Non-conformances; these relate to DWA findings where requirements of the approved WSP were not met or where the on-site visits have identified critical inadequacies in the approved WSP.

- Recommendations; are suggestions where the DWA believes improvement could be made relating to good practice.

- Non-compliances; relate to findings where a water supplier fails to comply with the Health Act and/or Drinking Water Standards for New Zealand 2005/18 (DWSNZ).

There have not been any Non-compliances as part of this year’s audit, however the DWA’s Implementation report identified three recommendations, one non-conformance, and an overall observation:

- Recommendation 1: suggesting lack of resources may also include lack of tools to enable staff to complete their tasking efficiently and effectively.

- Recommendation 2: address the key SOP (Standard Operating Procedures) for the management of chlorine monitoring, reservoir checks and data trending etc. to reduce risk of overlooking early signs of a possible event occurring.

- Recommendation 3: ensure WSP’s linked documents are reviewed and exercised on a regular basis to ensure they remain fit for purpose. In addition considerations should be made in the review outcome as to training needs for all of Council who work with the plan.

- Observation: The DWAs believe all of the above recommendations and the one non-conformance were potentially tied to a common factor: the lack of human resources, however there is a lack of evidence to demonstrate that this is the case.

- Non-conformance: NCC did not follow their own Critical Control Point (CCP) corrective actions and did not complete forms as the Standard Operating Procedure (SOP) instructed. A CCP is an activity, step or procedure where controls can be applied and a drinking-water safety hazard can be prevented, eliminated or reduced to acceptable levels (below critical levels). The non-conformance was the turbidity result at C1 bore on 12 December 2019, obtained during scheduled bores’ sampling run and being over the threshold limit, which should trigger an immediate response of corrective actions including shutdown, flushing of the bore and turbidity re-testing. The DWA believed there was no risk to public health at the time based on supporting evidence.

Commendations:

During the time of the audit, the following commendations were made by the DWA:

- Commendation around the Communications and Engagement strategy and the wide range of media communications.

- Commendation around the latest initiative to provide a quarterly memo to the CEO, Mayor and Councillors. This supports Principle 5.

- Commendation on the keeping of records by the operations team and keeping the assets in a clean and well-maintained condition.

- Commendation around the on-going monitoring and reporting of bore water characteristic sampling.

- Commendation is given to NCC for their proactive approach and commitment to continuous improvement. However, the gains NCC have made over recent years should be improved upon and not lost.

Post Audit Actions:

Following the audit, NCC agreed to hold and complete an inquiry into the non-conformance identified and any recommendations from the inquiry will be implemented by 15 December 2020. At this stage it seems the SOP process in place was not robust enough to deal with the particular circumstances that event and led to a corrective action slipping through the system.

Although the general outcome of the Implementation audit was mainly positive, DWAs’ observation on possible lack of human resources and tools available as an underlying common factor for the issues raised, should be looked into and current numbers and structure reviewed by senior management. The DIA’s Three Water’s funding, which is soon to be approved, will assist in the interim to address some of the resourcing shortfall and will provide a focus on system and process improvement.

The current actions that are underway to address the outcomes of the audit report include:

- Undertaking an inquiry into the non-conformance addressed by the auditor

- Elevating the Water Safety Plan programme of works into the planning module of Sycle by the middle of December and linking with capital projects in the projects module where appropriate so that there is greater oversight of the work.

- Review of SOPs to be planned.

- Review of staff training on SOPs to be planned.

- An initial review of key systems, processes and tools to support the Activity.

- Implementation of new monitoring and reporting software to assist staff.

- An assessment of the team structure and resource requirements is underway.

- Additional temporary staff are being taken on to assist over the next 16 months.

2.4 Significance and Engagement

N/A

2.5 Implications

Financial

N/A

Social & Policy

N/A

Risk

a) There have not been any risks identified to compromise current Napier’s full compliance with the Health Act and DWSNZ.

b) An inquiry and arising corrective actions from that will close out the one non-conformance identified in the DWA report. The risk of not completing this task before 15 December 2020 is low.

c) The under-resourcing supposition raised by DWA is to be investigated and addressed. Fixed term employees and a review of how 3 waters roles and responsibilities are allocated will assist with managing the risk to the delivery of the water supply.

2.6 Options

The options available to Council are as follows:

a. To endorse this report Final Report on Implementation of a Drinking Water Supply’s Water Safety Plan

2.7 Development of Preferred Option

N/A

2.8 Attachments

a Final Report on Implementation of a Drinking Water Supply's Water Safety Plan ⇩

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 3

3. Lease of Reserve - Pelega O Matua Fanau Charitable Trust

Type of Report:	Legal
Legal Reference:	Reserves Act 1977
Document ID:	1136255
Reporting Officer/s & Unit:	Bryan Faulknor, Manager Property Jenny Martin, Property and Facilities Officer

3.1 Purpose of Report

To seek Council approval for a ground lease with Pelega O Matua Fanau Charitable Trust for the land occupied by the Early Childhood Education Centre on the Riverbend Road Reserve.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Recommend that Council enter into a ground lease, pursuant to Section 73(3) of the Reserves Act 1977, with Pelega O Matua Fanau Charitable Trust for the land occupied by the Early Childhood Education Centre on the Riverbend Road Reserve between Riverbend Road and Latham Street for a term of ten years with a five year right of renewal.

3.2 Background Summary

The property at 40 Riverbend Road is owned by the Congregational Christian Church of Samoa in New Zealand. In 1998 a building consent application was lodged with Council to construct a Manse and in 1999 one to construct a Childcare Centre. Both applications showed the buildings on Church land.

The Manse was built on the site but was located incorrectly compared with the plans supplied with the application. It was built on Church land but further to the rear of the site. The application for the Childcare Centre showed the Manse where it was supposed to be and not where it actually was. On the basis of where the Manse was supposed to be, there was adequate room for the Childcare Centre on Church land, but because the Manse was located incorrectly the only land left in the area was Council Reserve. The resource consent (Planning) for the Childcare Centre was issued in September 1998 and the Childcare Centre building application was made in July 1999. A site visit at this time would have shown that the Manse was not correctly placed on the site and therefore, that the site plan for the Childcare Centre was in error. Code compliance certificates were issued for both buildings on 23 February 2000. The Childcare Centre is entirely constructed on Council Reserve.

Council officers have been trying to rectify this error since approximately 2003 with suggestions ranging from moving the Childcare Centre from the Reserve, issuing a Licence to Occupy to a Deed of Lease of the Reserve.

Until very recently, it was understood that the Church owned the Childcare Centre building, however, the Pelega O Matua Fanau Charitable Trust has forwarded paperwork to Council’s solicitor showing that they received a grant from the Ministry of Education to build the Childcare Centre and a grant from the Eastern & Central Trust for the playground. Council solicitors have therefore confirmed that the Trust has ownership for the building.

The building ownership may prove to be problematic for the Trust as access to the Childcare Centre is only over Church land. The Childcare Centre is essentially landlocked. Council officer’s and our solicitor have provided the Trust with a draft lease document to consider but have advised them that they must negotiate with the Church elders for access as this is not a Council matter.

The proposed lease area to the Trust is shown on the attached aerial plan outlined in orange.

The Church land is also shown on the attached plan outlined in red.

Council officers also had health and safety concerns as the Childcare Centre backs onto an open Council drain. We have therefore, had the fences inspected as if they were swimming pool fences and have included additional fencing clauses in the draft lease.

The proposal is to charge an annual rental in line with other community groups on Reserve land. In this case, as with Plunket and kindergartens, we are offering a 67% community service obligation discount. We understand from our solicitor that the Centre can pay the proposed rental of $739.27 plus GST from the commencement date of 1 October but would prefer not to pay any rental.

Under Section 73(3) of the Reserves Act Council can, and does, enter into ground leases with community groups to occupy areas on Reserve land. In granting these leases, Council is acting under delegated authority from the Minister of Conservation under the Instrument of Delegation for Territorial Authorities dated 12 June 2013.

3.3 Significance and Engagement

Once a resolution has been confirmed, then pursuant to Section 119 of the Act, notification must be published in the local newspaper with a one month objection period.

3.4 Implications

Financial

There are no financial implications to Council. As mentioned above the Centre would prefer not to pay any rental. For consistency and fairness to other groups, a rental with 67% discount should prevail.

Social & Policy

The Childcare Centre is a small group of approximately 20 children operated by Samoan pre-school teachers. The children are totally immersed in the language and culture during their time in care.

Risk

There is little risk to Council in granting a lease to the Trust as it has been operating for 20 years on its present site.

3.5 Options

The options available to Council are as follows:

a. To enter into a ground lease, pursuant to Section 73(3) of the Reserves Act 1977, with Pelega O Matua Fanau Charitable Trust for the land occupied by the Early Childhood Education Centre on the Riverbend Road Reserve between Riverbend Road and Latham Street for a term of ten years with a five year right of renewal.

b. To not enter into a ground lease with Pelega O Matua Fanau Charitable Trust for the land on the Riverbend Road Reserve.

3.6 Development of Preferred Option

Option (a) is the preferred option as it gives Council a control on this activity on its Reserve where at present there is none.

3.7 Attachments

a Pelega O Matua Fanau Charitable Trust lease area ⇩

b Adjacent Samoan Church area ⇩

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 4

4. Projects Update

Type of Report:	Information
Legal Reference:	N/A
Document ID:	1263466
Reporting Officer/s & Unit:	James Mear, Manager Design and Projects

4.1 Purpose of Report

To provide Council with information on Capital Programme Delivery.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Note that this report is for information purposes only.

4.1 Background Summary

The successful delivery of projects is an important part of Council Success.

Council projects and programmes of work consist of multiple phases and often span multiple years, starting with the development of strategies and often concluding with construction works. A large portion of projects are not initially capital funded projects however such work may eventually lead to capital projects.

The successful delivery of projects has an important part to play to enable democratic local decision-making which intern promote social, economic, environmental, and cultural well-beings for the Napier community now and for the future.

NCC has implemented an enterprise workflow system called Sycle, used in parallel with financial reporting and document management, to report on project management requirements. Sycle connects community outcomes, strategic goals, strategies and actions with projects; and is also used to manage individual and organisational performance metrics, and strategic and operational risks. Council are seeking to integrate the functionality of Sycle with the Long Term Plan cycle to improve the way in which needs/problems are identified and considered in line with the Long Term Plan and Annual plan processes.

Council’s Project Management Framework has been developed within Sycle to provide for the management and reporting of Council Projects. This initiative is still in development phase, with training of council officers on both the project management framework and its use within Sycle required to enable Council wide use of Sycle.

Further uptake and use of Sycle will improve the quality of information within Sycle and the ability to report on project delivery.

This report is the first iteration of a Project Delivery Progress Report and will be improved over time.

This report gives effect to the Chief Executive Key Performance Indicator (KPI) set under Financial Prudence. Currently defined as a multiyear Initial Target for Capital Expenditure.

• Individual capital projects over $750K will be achieved within +/-5%

• Any changes outside of +/-5% will be brought to Council for re-approval along with consequent effects

• The total capital budget achieved within +/-5%

In addition, this report is a first step towards achieving the following Chief Executive Key Performance Indicator (KPI):

“A work programme reporting tool is presented to Council that allows priorities to be seen, regular tracking of progress and updates across all key projects and across all Council operations. To be progressively introduced with a view to being completely in place and reporting to Council by 31 January 2021.“

Summary Information:

4.2 Issues

Project Based reporting is new to Council and Project Management discipline will take time to develop.

4.3 Significance and Engagement

Capital Programme Delivery reporting to the Maori Consultative Committee is planned to start in 2021.

4.4 Implications

Financial

Project Financial Performance are not intended to be reported on through this report.

Social & Policy

n/a

Risk

Project Risks are not intended to be reported on through this report.

4.5 Attachments

a Capital Programme Status Summary ⇩

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 5

5. Annual Environmental Report Submission to HBRC - Discharge of Stormwater to Ahuriri Estuary (Westshore Tidal Gates)

Type of Report:	Information
Legal Reference:	Resource Management Act 1991
Document ID:	1264429
Reporting Officer/s & Unit:	Cameron Burton, Manager Environmental Solutions

5.1 Purpose of Report

This paper is to inform the Sustainable Napier Committee that the 2019-2020 annual report for the Westshore Tidal Gates stormwater and drainage water discharge to the Ahuriri Estuary, as required by Resource Consent, has been provided to Hawkes Bay Regional Council.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Note the annual report for the discharge of stormwater from the Westshore Tidal Gates has been submitted to the Hawkes Bay Regional Council.

5.2 Background Summary

Napier City Council jointly hold a Resource Consent (expired, but continuing to operate under Section 124 of the RMA until a new consent is either granted or declined) with Hawkes Bay Regional Council to discharge stormwater and drainage water from part of the Napier City urban area and surrounding rural land via the Westshore Tidal Gates.

Condition 16 requires all records collected in accordance with this consent to be provided to HBRC by 30 June each year. The annual report is submitted in line with both Condition 16, and Condition 17 which requires:

· a four yearly report summarising monitoring undertaken,

· comment on compliance with conditions,

· assessment of effects of the discharge on water quality,

· benthic ecology of the Ahuriri Estuary, and

· the adequacy of the monitoring programme.

The 2019-2020 annual report was submitted to HBRC on 30 June 2020.

5.3 Issues

The required monitoring, as per the Resource Consent, was met for the 2019-2020 reporting period.

Emerging issues include that zinc appears to be increasing in sediments in the receiving environment downstream of the Georges/Plantation/County Stream catchment. Zinc and copper have been found at high concentrations in water quality samples during wet weather monitoring events. Nutrients (nitrogen and phosphorous) concentrations were also very high over the reporting period and found during both wet and dry weather flows.

In NCC’s opinion, the conditions in the present consent (now expired but continuing under Section 124 of RMA) do not adequately capture the required information to characterise the water quality of both stormwater and dry weather flows flowing into the Ahuriri Estuary via the Westshore Tidal Gates. A new consent, anticipated in the 2020-2021 year, has been drafted to enable a more comprehensive monitoring programme and facilitate improvements to the Napier’s urban water quality. Current monitoring activities met the requirements of both the expired consent and the proposed consent.

The report provided to HBRC provides what is essential a self-assessment of NCC’s compliance with the conditions prescribed in the resource consent and considers the level of compliance. NCC’s report documents the outcome of this self-assessment, being that all the conditions have been met for the reporting period.

A Compliance Monitoring Report detailing the level of compliance achieved by NCC for the 2019-2020 monitoring period has not yet been received from HBRC.

NCC has been working with HBRC to progress a new iteration of the Resource Consent to discharge stormwater and drainage water via the Westshore Tidal Gates to the Ahuriri Estuary, and in a format that should provide the required information to adequately characterise the discharge and enable informed decisions to be made around water quality.

5.4 Significance and Engagement

N/A

5.5 Implications

Financial

Any non-compliance with a Resource Consent issued by the Regional Authority may lead to enforcement action by that Authority. This may take the form of infringement offence, abatement notice to cease or take action, or prosecution.

Social & Policy

N/A.

Risk

The report provided to HBRC is a self-assessment undertaken by NCC as to the level of compliance with resource consent conditions. HBRC will consider the evidence provided with the report and make their own assessment as to whether NCC have complied with the conditions of consent. In this regard, there is a risk that HBRC’s assessment concludes that non-compliance with the Resource Consent has occurred which may then result in enforcement action.

5.6 Options

The options available to Council are as follows:

a. Note the 2019-2020 annual report for the discharge of stormwater and drainage water from the Napier City urban and surrounding rural land to the Westshore Tidal Gates has been submitted to HBRC, and that this report demonstrates full compliance with consent conditions.

5.7 Development of Preferred Option

N/A

5.8 Attachments

a Westshore Tidal Gates 19.20 Annual Report (Under Separate Cover) ⇨

b Appendix J - Service Requests Redacted (Under Separate Cover) ⇨

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 6

6. Annual Environmental Report Submission to HBRC Discharge of Wastewater into Hawke Bay

Type of Report:	Information
Legal Reference:	Resource Management Act 1991
Document ID:	1264438
Reporting Officer/s & Unit:	Cameron Burton, Manager Environmental Solutions

6.1 Purpose of Report

This paper is to inform the Sustainable Napier Committee the 2019-2020 annual report for the discharge of wastewater into Hawke Bay has been submitted to Hawkes Bay Regional Council.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Note the 2019-2020 annual report for the discharge of wastewater into Hawke Bay has been submitted to the Hawkes Bay Regional Council.

6.2 Background Summary

Napier City Council hold resource consent to discharge domestic and industrial wastewater into Hawke Bay via an ocean outfall structure. Condition 35 of this consent requires an annual report to be provided before 1 September each year. This report provides a summary of monitoring undertaken, a critical analysis of the monitoring information, comment on any non-compliances, details of any works undertaken or proposed and any recommendations regarding alterations or additions to the monitoring programme.

The 2019-2020 annual report was submitted to HBRC on 31 August 2020.

The annual report will be used by HBRC to help inform the Compliance Monitoring Report they compile documenting the level of compliance achieved by NCC during the monitoring period for this Resource Consent.

6.3 Issues

Issues identified in the annual report include high Total Suspended Solids (TSS) concentrations above the consented limits. Monitoring data suggests the high concentrations are originating from the Awatoto Industries.

Two leaks in the outfall pipeline are also identified as issues and resulting in non-compliance with the resource consent. To date, monitoring data shows the effects are localised of the immediate vicinity of the leaks.

6.4 Significance and Engagement

Continued high TSS concentrations may result in further non-compliance with the Resource Consent. This may lead to action taken by HBRC. NCC have to date, been engaging with the Awatoto Industries, reinforcing the issues and emphasising the need for Industry to comply with trade waste consent standards.

Outfall pipeline leaks are outside of the scope of the Resource Consent. However, repair work on the outfall is commencing as of 20 September 2020.

6.5 Implications

Financial

Continued non-compliance with the resource consent could result in enforcement action being taken by HBRC, resulting in potential fines or prosecution.

Continued leaks in the outfall pipeline may lead to additional cost incurred in additional maintenance and repair work.

Social & Policy

N/A

Risk

N/A

6.6 Options

The options available to Council are as follows:

a. Note the 2019-2020 annual report has been submitted to the Hawkes Bay Regional Council.

6.7 Development of Preferred Option

N/A

6.8 Attachments

a Wastewater Outfall Annual Report 2019.20 (Under Separate Cover) ⇨

b Appendices combined (Under Separate Cover) ⇨

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 7

7. Annual Environmental Report Submission to HBRC - Discharge into Ahuriri Estuary (Thames & Tyne Waterways)

Type of Report:	Information
Legal Reference:	Resource Management Act 1991
Document ID:	1264439
Reporting Officer/s & Unit:	Cameron Burton, Manager Environmental Solutions

7.1 Purpose of Report

The purpose of this paper is to summarise to the Sustainable Napier Committee the 2019-2020 annual report for the discharge of the Thames & Tyne Waterways in the Pandora Industrial Area into Ahuriri Estuary.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Note the 2019-2020 annual report for the discharge of the Thames & Tyne urban waterways into Ahuriri Estuary has been submitted to the Hawkes Bay Regional Council on July 31, 2020.

7.2 Background Summary

Napier City Council (NCC) holds a revised Resource Consent (September 2015) to discharge untreated stormwater from the combined Thames and Tyne Stormwater Streams into the lower Ahuriri Estuary (DP110266W). The Thames and Tyne waterways are well-mixed tidally driven streams. Servicing the Pandora Industrial area and the western Mataruahou catchment, the perpendicular two waterways discharge into the central Ahuriri Estuary via the south walkway footbridge.

Condition 21 of Thames-Tyne resource consent requires an annual report to be provided by 31 July each year. This report provides a summary of monitoring undertaken, a critical analysis of the monitoring information, comment on any non-compliances, details of any works undertaken or proposed and any recommendations regarding alterations or additions to the monitoring programme.

The 2019-2020 annual report was submitted to HBRC on 31 July 2020.

A Compliance Monitoring Report for the 2019-2020 monitoring period has not been received from HBRC.

7.3 Issues

Issues identified in the annual report include the list of pollution events attended to/discovered by NCC Environmental Solutions Team officers. Where pollution is able to be directly attributed to an individual or industry without reasonable doubt, NCC Environmental Solutions Team members have been/are liaising with responsible parties, and working through the in-house enforcement procedure.

Issues regarding quality of the discharge include:

o High levels of zinc after rainfall in excess of guidelines for species protection;

o Elevated microbiological levels after rainfall (though common across estuary);

o Limited knowledge on state of sediment quality in the Thames & Tyne waterways. This is being addressed in an extensive sediment sampling program under the Ahuriri Estuary & Coastal Edge Masterplan in late 2020.

7.4 Significance and Engagement

Pollution events and continued elevated zinc and microbiological levels after rainfall may result in non-compliance with the Resource Consent. This may lead to enforcement action taken by HBRC against NCC and/or individual businesses. NCC have to date, been engaging with every industry in the Pandora Industrial zone, reinforcing the issues and emphasising the need for Industry to comply with the Napier City Stormwater Bylaw 2020, and the New Zealand Resource Management Act overall.

NCC Environmental Solutions Team additionally run an annual city-wide education campaign highlighting the importance of protection of our waterways and prevention of contaminant mobilisation by rainfall. The Thames-Tyne resource consent provided the legislative basis for this, but the success of the 2019 campaign prompted an annual recurrence.

7.5 Implications

Financial

Continued non-compliance with the resource consent could result in enforcement action being taken by HBRC, resulting in potential fines or prosecution (up to $600,000 per event)

Social & Policy

N/A

Risk

Non-compliance with Resource Consent conditions may lead to enforcement action taken by HBRC against NCC. It could also lead to reputational risk and potential adverse environmental effects if discharge standards are breached. Public perception of the waterways is that they are degraded, and that their discharge proximal to the Pandora Pond is poor.

7.6 Options

The options available to Council are as follows:

a. Note the 2019-2020 annual report for the Thames-Tyne discharge has been submitted to the Hawkes Bay Regional Council.

7.7 Development of Preferred Option

N/A

7.8 Attachments

a Thames-Tyne 2019.20 Annual Report (Under Separate Cover) ⇨

b App D - Additional service requests redacted (Under Separate Cover) ⇨

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 8

8. Taradale Bridge Club Park Island Proposal

Type of Report:	Legal and Operational
Legal Reference:	Reserves Act 1977
Document ID:	1258820
Reporting Officer/s & Unit:	Debra Stewart, Team Leader Parks, Reserves, Sportsgrounds

8.1 Purpose of Report

The purpose of the report is to provide an update on the Taradale Bridge Club plans to locate their facility at Park Island and seek support from Council to allow them to proceed with their proposal to locate their facility at Park Island near the Central Football building rather than as part of shared facility in the Northern Sports Hub.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Approve that the Taradale Bridge Club be allowed to locate their new facility adjacent to the building occupied by Central Football, subject to detailed design being approved by Council Officers, an appropriate lease being entered into and all necessary building and resource consents being obtained by the Taradale Bridge Club.

b. Agree that Officers work with the Taradale Bridge Club to finalise the proposal and the details of this proposal be reported back to Council when the lease is reported for approval the lease.

8.2 Background Summary

At the Extraordinary Meeting of Council on 21 May 2020 Council resolved the following –

a. Approve in principle the Taradale Bridge Club locating at the Park Island Northern Sports Hub. This approval is given subject to the Taradale Bridge Club in conjunction with Council Officers working through stakeholder engagement, detailed design and confirming the Club has sufficient funds to meet the full cost of the development.

b. Facilitate the Taradale Bridge Club and other interested clubs to work together in order to consider how they could possibly share the facility

c. Direct Officers to bring to Council options and costings to bring funding forward to progress this project.

8.3 Issues

The Taradale Bridge Club has actively been working through the options available to them for their new clubrooms since the resolution of the Extraordinary Meeting of Council on 21 May 2020 requesting they explore the Park Island Northern Sports Hub site in conjunction with Officers and other stakeholders. A summary of their investigations is included in Attachment A – Taradale Bridge Club Building of New Clubrooms.

Discussion with Napier Pirates and other clubs

Officer’s preference was for the Taradale Bridge Club to work with Napier Pirates to develop a facility in the Park Island Northern Sports Hub at Park Island. Napier Pirates have made significant progress towards the development of their facility however they are sometime away (2- 3 years) progressing their building. Challenges have been identified in discussions between Napier Pirates and the Taradale Bridge Club around the compatibility of bridge and “sports” as well as potential conflicts around the shared use of facilities i.e. both parties wanting to use facilities at the same time particularly parking but also internal facilities such as kitchen and lounges, different user age groups, and general incompatibility between the groups.

These types of potential/perceived conflicts are not uncommon when recreational groups are asked to consider working together to improve their financial position by sharing capital, operational and renewal costs. There is a reluctance from both parties to pursue a shared facility further.

Taradale Bridge Club have also engaged in discussions with a range of other groups as detailed in Attachment A.

The Park Island Masterplan specifically tags the Northern Sports Hub to Napier Pirates and they are still actively pursuing and planning for this to be their new home.

Taradale Bridge are now asking that Council allow them to locate in the area adjacent to the building which Council own and Central Football occupy (near the hockey turfs) in the Southern Sports Hub.

Figure 1 – Preferred location for Taradale Bridge Club

Consistency with the Park Island Masterplan and District Plan Requirements

The Park Island Master Plan Southern Sports Hub does not contemplate further buildings in this area and the Bridge Club have been advised of this both recently and when this site was originally identified by them as an option as part of their earlier due diligence/site assessment exercise. Additional buildings in this area are therefore not permitted as part of Plan Change 11.

The District Plan permits recreational activities and also permits new buildings as long as they are identified in the Park Island Masterplan. There is no new building identified in the Park Island Masterplan where the Bridge Club would like to locate and it would fall into a “discretionary activity” status. This means a Resource Consent would be required and the proposal would need to comply with all remaining terms, standards and rules including bulk and location, parking, and signage etc. These matters would need to be considered as part of any consent application and detailed in the design of the building and proposal.

The Taradale Bridge Club could locate where they have indicated although building and resource consents would be required. Car parking requirements would be identified through the consent processes along with servicing requirements. It should be noted that the carpark will require forming in accordance with Council’s Code of Practice – use of the existing gravel pad as a carpark will not be adequate and would likely be inconsistent with any conditions of Resource Consent.

8.4 Significance and Engagement

This matter is not considered to trigger the Significance and Engagement Policy. The future of Park Island has already been consulted on via the Park Island Master Plan and Plan Change 11. Further consultation, if required, will be triggered via the Resource Consent processes.

8.5 Implications

Financial

The Taradale Bridge Club has $500K available for this project. The project has not yet been fully scoped and must be fully costed prior to any final approvals being given. The Taradale Bridge Club have not requested any funding from Council for this project.

There may be an expectation that Council make a financial contribution towards some part of the project for example car parking where this could be considered to have community use outside of the Bridge Club use.

Council does not have funding committed to this project.

Social & Policy

n/a

Risk

n/a

8.6 Options

The options available to Council are as follows:

a. Council not approve the application by the Taradale Bridge Club to locate in the Southern Sports Hub.

b. Council ask that the Bridge Club have further discussions with Napier Pirates with the hope of getting both organisations established in the Northern Sports Hub.

c. Council approve in principle the application by the Taradale Bridge Club to establish their home in the Southern Sports Hub.

8.7 Development of Preferred Option

Option C is the preferred option. Whilst a building in this location is not shown in the Park Island Masterplan and therefore is strictly speaking not provided for in the District Plan, there is nothing else proposed in the area preferred by the Taradale Bridge Club.

The activity is permitted in the District Plan but a Resource Consent would be required for the building and consideration would be given to parking, signage, bulk and location. In addition in Park Island the combined maximum floor space must not exceed 4000m2 gross floor area.

8.8 Attachments

a Taradale Bridge Club Building of New Clubrooms ⇩

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 9

9. Rotary Club of Ahuriri 50th Anniversary Project, Spriggs Park

Type of Report:	Procedural
Legal Reference:	N/A
Document ID:	1259362
Reporting Officer/s & Unit:	Debra Stewart, Team Leader Parks, Reserves, Sportsgrounds

9.1 Purpose of Report

The purpose of this report is to seek approval from Council to allow the Rotary Club of Ahuriri to proceed with the development of a “sit and stay” area at Spriggs Park in Ahuriri.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Approve the proposal by the Rotary Club of Ahuriri to develop a “sit and stay” area at Spriggs Park which will include seating, shade, hard surface and an electric barbeque.

9.2 Background Summary

The Rotary Club of Ahuriri have approached Council Officers with a proposal to develop a “sit and stay” area at Spriggs to celebrate their 50^th Anniversary.

The proposal includes a range of park furniture including a barbeque area which includes two picnic tables, a shade sail, a double electric barbeque, appropriate hardstand and planting areas in accordance with the attached concept plan which is shown below in Figure 1. Whilst the Rotary Club are very keen to see acknowledgement of their contribution to this project on site details of signage has not yet been confirmed and will be finalised once details of the proposal are worked through.

The Rotary Club have been liaising with Council Officers for some time on this matter and have worked through a variety of options. The concept plan is considered to meet the objectives of the Rotary Club and Council Officers expectations.

Figure 1 – “Sit and stay” area Spriggs Park concept plan

9.3 Issues

There is significant recreational activity in the Spriggs Park area which is only a short walk from Ahuriri centre. It is a hub of activity with people gathering at the playground, using the walkways and the toilet block.

Council Officers have received feedback from our community in relation to Spriggs Park and they have identified shade as being particularly important. They have also requested barbeques.

Council currently provides barbeques at Marine Parade and Anderson Park and these are very popular with family groups. The barbeques are not able to be booked and they utilised on a “first come, first served” basis.

Once operational the responsibility for maintenance of the area would be Councils.

Specific consultation on the proposal has not been undertaken however the Rotary Club of Ahuriri have undertaken to talk to residents and businesses in the area about their project.

9.4 Significance and Engagement

This proposal is not considered to trigger the Significance and Engagement Policy. There is no legislative requirement to undertake consultation on this proposal. However, the Rotary Club of Ahuriri have agreed to undertake consultation with key stakeholders (local business and residents) in this area as part of their project and this approach is supported by Council Officers.

The Parks, Reserves and Sportsground Annual Parks User Survey findings support the development of this project with shade, seating and barbeques identified by some of the respondents as items they would like to see more of.

9.5 Implications

Financial

The Rotary Club of Ahuriri have undertaken a cost estimate. The total cost of the project is estimated to be $60 500.00. The Rotary Club would like a contribution from Council in the order of $23 000.00 to cover the cost of concrete, a connection to the power supply, and project management fees. However, the Rotary Club will contribute the full cost if Council is not in a position to make a contribution.

There is no funding set aside for this project within existing reserves budgets.

Social & Policy

Spriggs Park is classified Recreation Reserve subject to the provisions of the Reserves Act 1977 and the Rotary proposal is considered to be consistent with this classification and will contribute to the use and enjoyment of the reserve.

It is included in the Reserve Management Plan for Recreation Reserves 2000, Individual Management Plans for Foreshore Reserves, Section13.6. The following states the most relevant policies and objectives from the Management Plan and the proposal by the Rotary Club of Ahuriri is considered to be consistent with these.

OBJECTIVE

To manage the reserve subject to the objectives of the Overall Management Plan for foreshore reserves and the General Objectives for all reserves as appropriate.

POLICIES

(ii) Proposals for future works and development are to be made with due consideration given to the objectives and policies set out in the Management Plans.

5.16 Park Furniture

OBJECTIVE

To provide sufficient seats, picnic tables, litter receptacles, signs and other furniture of a design appropriate to the reserve and to facilitate public use and enjoyment of the outdoor recreational environment.

15.16.1 Policy (General Objectives and Policies Applicable to all Reserves)

(i) Seating and picnic tables shall be placed in pleasant settings with regard for orientation to the sun, shelter form the wind and views of the reserve. Care shall be taken to avoid any visual distraction from the “natural” environment

(ii) All furniture shall be of a design functionally and visually appropriate to their surroundings

The Reserve Management Plan is due for review however given the proposal is consistent with the existing Reserve Management Plan it is considered appropriate.

Risk

n/a

9.6 Options

The options available to Council are as follows:

a. Not approve the Rotary Club of Ahuriri’s sit and stay proposal

b. Approve the Rotary Club of Ahuriri’s sit and stay proposal

9.7 Development of Preferred Option

Option B is the preferred option. The proposal by the Rotary Club of Ahuriri is considered to satisfy a community need in this area and will improve the overall amenity of Spriggs Park by providing additional opportunity for enjoying the coastal environment.

The proposal is consistent with the Objectives and Policies in the Management Plan for Recreation Reserves, 2000.

There will be ongoing maintenance costs associated with servicing the barbeques but these can be addressed within existing budgets.

9.8 Attachments

Nil

Sustainable Napier Committee - 03 December 2020 - Open Agenda Item 10

10. Rotary Club of Taradale 60th Anniversay Project, Taradale Park

Type of Report:	Procedural
Legal Reference:	Reserves Act 1977
Document ID:	1261403
Reporting Officer/s & Unit:	Debra Stewart, Team Leader Parks, Reserves, Sportsgrounds

10.1 Purpose of Report

The purpose of this report is to seek approval from Council to allow the Rotary Club of Taradale to proceed with the installation of seats and a shade sail at Taradale Park as part of their 60^th Anniversary celebrations.

Officer’s Recommendation

The Sustainable Napier Committee:

a. Approve the proposal by the Rotary Club of Taradale to proceed with the installation of seats and tables, cycle racks and a shade sail at Taradale Park.

10.2 Background Summary

The Rotary Club of Taradale celebrated its 60th year in 2019 and has been looking for a community project to benefit the Taradale community. The Rotary Club would like to improve the facilities at Taradale Park by installing shade, additional seating/picnic tables, and cycle racks in accordance with the concept included in Figure 1.

Figure 1 – Proposed location of shade, tables and seats, and cycle racks at Taradale Park

10.3 Issues

Taradale Park is a very popular location for both summer and winter sports and is a popular destination/stopping point for cyclists as well as informal recreation.

The proposal does not negatively impact on any of the existing users and is considered to add to the amenity of the reserve.

10.4 Significance and Engagement

This proposal is not considered to trigger the Significance and Engagement Policy. The Reserves Act does not require Council to consult on this project specifically. The Rotary Club of Taradale have agreed to undertake consultation with key stakeholders (local business and residents) in this area as part of their project and this approach is supported by Council Officers.

The Parks, Reserves and Sportsground Annual Parks User Survey findings support the development of this project with shade and seating being identified by some of the respondents as items they would like to see more of.

10.5 Implications

Financial

The Taradale Rotary Club have undertaken preliminary cost estimates for the project and this includes a shade sail structure, cycle racks, picnic tables and seats. The total cost of the project is estimated to be $22,500.

Social & Policy

Taradale Park is classified Recreation Reserve subject to the provisions of the Reserves Act 1977 and the proposal is considered to be consistent with this classification.

Taradale Park is included in the Reserve Management Plan for Recreation Reserves 2000, Individual Management Plans for Sportsgrounds Reserves Section 7.11. The following states the most relevant policies and objectives from the Management Plan and the proposal by the Rotary Club of Taradale is considered to be consistent with these.

OBJECTIVE

To manage the park as a suburban sportsground, a restricted use sportsground and a neighbourhood reserve as defined by the present use areas and subject to the objectives of the overall Management Plans for sportsgrounds and neighbourhood reserves and the general objectives for all reserves.

OBJECTIVE (General Objectives and Policies Applicable to all Reserves)

15.16.1 Policy

(ii) All furniture shall be of a design functionally and visually appropriate to their surroundings

The Reserve Management Plan is due for review but given the proposal is consistent with the existing Reserve Management Plan this proposal is considered appropriate.

Risk

n/a

10.6 Options

The options available to Council are as follows:

a. Not approve the Rotary Club of Taradale 60^th Anniversary Project

b. Approve the Rotary Club of Taradale 60^th Anniversary Project

10.7 Development of Preferred Option

Option B is the preferred option. The proposal by the Rotary Club of Taradale is considered to satisfy a community need in this area and will improve the overall amenity of Taradale Park by providing additional opportunity to enjoy Taradale Park.

The proposal is consistent with the Objectives and Policies in the Management Plan for Recreation Reserves, 2000 and no further consenting is required.

10.8 Attachments

Nil

Sustainable Napier Committee - 03 December 2020 - Open Agenda

Sustainable Napier Committee

Open Minutes

Meeting Date:

Thursday 22 October 2020

Time:

10am – 10.56am

10.47 – 10.48am

Venue

Large Exhibition Hall

Napier War Memorial Centre
Marine Parade
Napier

Present

Mayor Wise, Councillor Price (In the Chair), Deputy Mayor Brosnan, Councillors Boag, Browne, Chrystal, Crown, Mawson, McGrath, Simpson, Tapine, and Wright

In Attendance

Acting Chief Executive, Director Corporate Services, Director Community Services, Director Infrastructure Services, Director City Services, Director City Strategy, Manager Communications and Marketing

Pacific Surf Lifesurfing Club representative – item 1

Senior Māori Advisor

MTG Director

Manager Property

Manager Regulatory Solutions

Manager Asset Strategy

3 Waters Programme Manager

Administration

Governance Team

Karakia

The Senior Māori Advisor opened the day’s proceedings with a

Apologies

Councillors Boag / Brosnan

That the apology from Councillor Taylor be accepted, and also an apology from Councillor Simpson for lateness.

Carried

Conflicts of interest

Nil

Public forum

Nil

Announcements by the Mayor

The Mayor acknowledged the time invested in the public meetings on the Revenue and Finance Policy, and those residents who have provided feedback and thoughts on the proposed Policy changes. Submissions are currently open on the proposed Policy and forms can be accessed online or from the Council service centres.

Announcements by the Chairperson

Nil

Minor Matters

Nil

Announcements by the management

Capital Programme Update

The Director Infrastructure Services provided a presentation updating the meeting on the capital programme (see Appendix One). It is intended that this type of update be included as a report to this Committee moving forward.

In response to questions from councillors it was clarified that:

· The quoted cost of the Marewa shops project came in above the original cost estimate and further work is required to assess the difference.

· The Marewa shop toilets are under the mandate of Council’s insurer who have reviewed the damage and allocated an construction company for the work.

· Some cleaning and investigation work was undertaken for the Pandora Industrial Wastewater Main which was successful to the extent it was able to be completed; however the work takes a very long time and capacity within the Depot Team was and would be overly stretched. Due to the complex chemistry of the blockage material there will be work required to treat the wastewater liquor. Consideration will be given to where the costs for this work should sit, whether Council or dischargers. The next report brought through to Council will provide more detail on this matter including cost and resource demands for the work.

· The draft schedule currently sees the Tamatea and Parklands DMA work being complete after Christmas. The team are re-looking at options that could help shorten that time frame.

· A draft report in relation to the chlorine-free review has been received and is in the peer review process. The reviewer (GHD working with an international team of experts) has raised some good points which need to be worked through.

ACTION The stormwater wetlands work will be included in the report moving forward, along with planting urban drains and the chlorine-free review.

Councillor Simpson joined the meeting at 10.19am.

Confirmation of minutes

Councillors Simpson / Brosnan

That the Minutes of the meeting held on 10 September 2020 were taken as a true and accurate record of the meeting.

Carried

Agenda Items

1. Lease of Reserve - Pacific Surf Lifesaving Club Incorporated

Type of Report:	Operational
Legal Reference:	Reserves Act 1977
Document ID:	965852
Reporting Officer/s & Unit:	Bryan Faulknor, Manager Property Jenny Martin, Property and Facilities Officer

1.1 Purpose of Report

To obtain Council approval for a ground lease renewal and lease variation for the Pacific Surf Lifesaving Club Incorporated relating to their Clubrooms on Marine Parade. The lease variation relates to a request to carry out a cafe type operation.

At the Meeting

A representative of the Pacific Surf Lifesaving Club spoke to their request to initiate a café- type operation in the Club, as a variation to their lease agreement which they are also seeking further renewal of their lease. The intention is to use existing staff to run the café function to provide training and employment opportunities. It is hoped that the increased social options will help address some of the less social activity that has been noticed in the area recently.

In response to questions from councillors it was clarified that:

· The hall room can be hired out, and it is used by community sports and dance groups. It is also used as a polling station and may be used for a meeting room on occasion.

· The Pacific Surf Lifesaving Club lease is for the grounds only, the Club own their own building. The rent is calculated based on what would be paid for a standard residential property with discounting applied in recognition of the community nature of the business.

· A cycle hire business also operates from the property following authorisation of the sublease by Council in 2010.

· While there are some infrastructure assets that

· The Clubrooms are in a liquor ban area, and while they could apply for the appropriate permits the risk was considered too high for the Club based on the inability to fully control the behaviour of those hiring the rooms and ensuring no litter in the beach environment.

The innovation of the Club was recognised in thinking about ways to upskill and provide employment for members.

It was requested that when discussing matters of accessibility the term “accessible” be used rather than “disabled”.

Committee's recommendation

Councillor Brosnan / Mayor Wise

The Sustainable Napier Committee:

Recommend Council approve:

i. A lease renewal, pursuant to Section 54(1)(d) of the Reserves Act, for a further ten years from 1 November 2020 for the Pacific Surf Lifesaving Club Incorporated for their Clubrooms on Marine Parade.

ii. A variation to the lease, pursuant to Section 114 of the Reserves Act, to allow the Pacific Surf Lifesaving Club to sell coffee and other non-alcoholic beverages, ice creams and similar products, and finger food and snacks from its clubrooms.

iii. That the variation is subject to the club obtaining all necessary consents, approvals or permits which may be required.

Carried

2. Lease of Reserve - Central Football Federation

Type of Report:	Legal
Legal Reference:	Reserves Act 1977
Document ID:	1247410
Reporting Officer/s & Unit:	Bryan Faulknor, Manager Property Jenny Martin, Property and Facilities Officer

2.1 Purpose of Report

To obtain Council approval to enter into a new lease with the Central Football Federation for the land and building occupied at Park Island under Section 54(1)(b) of the Reserves Act 1977 for a term of five years with two, two year rights of renewal.

At the Meeting

The Manager Property spoke to the report, noting that in this instance Council owns both the land and the building.

In response to questions from councillors it was clarified that:

· The Taradale Bridge Club’s preference to be in this area would not have any effect on this lease.

Committee's recommendation

Councillors Mawson / Simpson

The Sustainable Napier Committee:

a. Recommend Council agree to enter into a new lease with the Central Football Federation for the land and building occupied at Park Island under Section 54(1)(b) of the Reserves Act 1977 for a term of five years with two, two year rights of renewal.

Carried

The meeting was adjourned at 10.56am so that the open agenda of the Future Napier Committee could be taken.

The meeting reconvened at 11.47am

PUBLIC EXCLUDED ITEMS

Councillors Crown / Browne

That the public be excluded from the following parts of the proceedings of this meeting, namely:

1. Museum Collection Storage Facility

Carried

The general subject of each matter to be considered while the public was excluded, the reasons 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 were 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) to the passing of this resolution.

1. Museum Collection Storage Facility

7(2)(b)(ii) 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

7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities

7(2)(i) Enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

The meeting moved into Committee at 11.48am

Approved and adopted as a true and accurate record of the meeting.

Chairperson .............................................................................................................................

Date of approval ......................................................................................................................

Appendix One

Committee Members	Mayor Wise, Councillor Price (In the Chair), Deputy Mayor Brosnan, Councillors Boag, Browne, Chrystal, Crown, Mawson, McGrath, Simpson, Tapine, Taylor and Wright
Officers Responsible	Director Infrastructure Services, Director City Strategy
Administration	Governance Team
	Next Sustainable Napier Committee Meeting Thursday 11 February 2021