Agenda of Auckland Domain Committee

1 Apologies

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

2 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

3 Confirmation of Minutes

That the Auckland Domain Committee:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 30 March 2016, as a true and correct record.

4 Petitions

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

5 Public Input

Standing Order 7.7 provides for Public Input. Applications to speak must be made to the Democracy Advisor, in writing, no later than one (1) clear working day prior to the meeting and must include the subject matter. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders. A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

At the close of the agenda no requests for public input had been received.

6 Local Board Input

Standing Order 6.2 provides for Local Board Input. The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time. The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give one (1) day’s notice of their wish to speak. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

This right is in addition to the right under Standing Order 6.1 to speak to matters on the agenda.

At the close of the agenda no requests for local board input had been received.

7 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.”

8 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Auckland Domain Committee

09 June 2016

Park Managers Report

File No.: CP2016/09793

Purpose

1. To update the Auckland Domain Committee on activities associated with the management of Auckland Domain since the last report on 30 March 2016.

Executive Summary

2. Consultation on the Auckland Domain Master Plan closed in March 2016. Approximately 300 people and organisations provided feedback. The feedback was overwhelmingly positive with a range of constructive comments that will be considered by way of a workshop in May followed by a formal meeting in June/July 2016, in which staff expect the Master Plan will be adopted.

3. A new proposal for a mixed reality playground in Auckland Domain is being trialled during June and July 2016. It is a free trial that requires only a few simple and temporary signs to be installed and the use of an area by members of the public, in particular 6-11 year olds, who have an electronic device and take an interest in the game. It is intended to get kids active in the outdoors through the use of technology rather than trying to separate these activities. It aligns well with the Sport and Recreation Strategic Active Plan to get more Aucklanders more active.

4. No substantial progress has been made in respect to the parking management adjacent to the Auckland Bowling Club. Committee support for investigating alternative options (from the current unconsented arrangement) is sought.

5. Both Auckland War Memorial Museum and Auckland Transport are making progress on projects that are expected to have a largely positive impact on the Domain. A brief update on these and a range of other events, developments and maintenance activities are provided in this report.

Recommendation

That the Auckland Domain Committee:

a) agree that staff will investigate alternative arrangements for managing the car park off Symonds Street, adjacent to the Auckland Bowling Club, and present these options back to the Auckland Domain Committee for consideration.

Comments

Auckland Domain Master Plan

6. Consultation on the Auckland Domain Master Plan ran during February and March 2016. Approximately 300 people and organisations provided feedback on the master plan via email, Shape Auckland, and at the open days at the Domain and the Lantern Festival.

7. One of the questions canvassed in the online questionnaire was the level of community support for the following four major shifts:

· Consolidating car parking

· Kari Street nursery redevelopment

· Closing roads

· Creating playspace.

8. The feedback was in favour of all proposals with the idea of redeveloping the Kari Street nursery receiving the most support and least disapprovals. Ideas for the repurposing of this site have progressed and will be discussed at the Auckland Domain Committee workshop. Please note that the Kari Street nursery is the site off Grafton Road. The nursery site adjacent to and supporting the Domain Wintergardens is to be retained as it is essential to the servicing of the horticultural displays in and around Auckland Domain, including the wintergardens.

9. There was also support for providing for cyclists and pedestrians and improving the quality of the sports fields.

10. The attached PowerPoint presentation summarises the feedback and will be explained further at the committee meeting (Attachment A).

Kari Street Nursery/Active Zone

11. City Park Services are in the process of shifting out of the Kari Street Nursery. They are expected to vacate by September 2016. The wintergardens nursery glass houses are due to be replaced this coming summer. The plants and staff currently based by the wintergardens will relocate to Kari Street to facilitate this rebuild.

12. As noted above, the public feedback to the concept of returning/repurposing the Kari Street nursery site back to publicly accessible parkland has received strong public support through the Master Plan process. This is a significant opportunity. It will open up over two hectares of parkland with much of this already formed (for the purpose of nursery hardstand) into terraces that are inherently highly resilient for a range of activities. With an initial low cost investment in this hard surface, it can become multi-use and accessible for a range of recreation activity. This is a significant boost in open space in an increasingly busy CBD.

13. The Draft Annual Plan includes provisional funding for the opening up of this new open space and, in anticipation of this; staff have been developing draft concepts for this space for discussion with the committee. Initial funding is only sufficient to provide basic access and activation of this space. An extract from the initial draft Kari Street Active Zone vision document is attached showing a potential layout and use of the site (Attachment B).

14. The draft vision and staged development plan will be presented to the committee in the coming weeks and formally reported for approval at the 5 July 2016 meeting.

Mixed reality play

15. Auckland Council staff have been working with a technology company, Geo AR Games, on the concept of mixed reality play that would suit a public park setting. We are now in a position to trial the idea on a few pilot sites around Auckland. This is a no-obligation trial for two months and Auckland Domain has been identified as a suitable site. The pilot will be rolled out on a handful of sites across Auckland and on a few council parks in Wellington. Collectively this would be the first of its kind in the world.

16. For the trial council needs to provide one or more big, flat, open spaces; ideally the size of a soccer field. Council is also being asked to support the print and installation of signs to indicate the location of the virtual playground, what it is, and instructions on how to download and play. Geo AR Games are providing the sign content and have asked for council’s help to market the concept via social media, council newsletters etc.

17. The virtual playground will be linked, via the park coordinates, to a digital playground application (app). The name of this app is yet to be announced. The app will only work in the linked park or parks. If the player opens the app outside of the area, the app will prompt the player to go to the park address.

18. The trial and app will be targeted at 6-11-year-olds (who have been testing the idea and are most adept at picking up the concept). The content will contain ‘Dino Land’ and ‘Fantasy World’ game concepts that kids can switch between. The concept of getting kids off the couch and outdoors to be more active is a great fit with the Sport and Recreation Strategic Action Plan, and an innovative way to potentially connect people with parks and the outdoors without any capital asset costs. The game content can, over time, be evolved to be more educational or park specific. As an example of this, the Geo AR Games team are looking to introduce a Haast Eagle to replace one of the dinosaur characters.

19. To engage in these games a smartphone or iPad device is required. We acknowledge that many families do not have this kind of device, however though sponsorship or a hire facility, people without the appropriate technology could get access to the game in due course.

20. As the game is played with a hand held device (as opposed to glasses) kids have a relatively good awareness of their surroundings. However trials show kids are highly motivated by the games and will run with excitement in the outdoors (which is great) so Geo AR Games have installed a safety feature that detects roads/boundaries and will cause the mobile screen to dim to black displaying a big ‘STOP’ sign if a child runs near a road, boundary or other feature that might pose a risk.

21. Geo AR Games has the ability to capture metrics in the app so council will be able to understand the level of engagement. Staff will also consider having occasional headcounts during expected peak times. This is as the app will only be able to pick up the numbers using a device and won’t capture other family members or more than one person playing on one device.

22. The trial will go ahead in the area to the south of the duck pond/west of the Wintergardens Café (currently used a play area) and the area behind the Museum on top of the Watercare reservoir (a flat non-bookable site). If the trial is successful and if there is a desire to see it continue there would be an ongoing licencing cost. If the delegations report accompanying this agenda is supported then, in line with these delegations, a decision on the continuation of this game will be made by council’s Parks Manager subject to sufficient external funds been sourced.

23. The results of the trial and any progress or ideas for future provision of this concept, and any requirement for council to provide long term funding, will be reported back to the next appropriate meeting of the Auckland Domain Committee.

Auckland War Memorial Museum

24. As previously advised, the Auckland War Memorial Museum (AWMM) published its Future Museum Strategy in 2012. Aligned with the Domain Master Plan, this plan is a high-level strategic and capital investment plan that will guide a process of change at the museum over the next 20 years in order that the museum can meet the growing expectations of Aucklanders and visitors to the city.

25. The AWMM has indicated it is now moving forward with the first stages of that plan. This includes building works at the museum and renewing a number of the galleries and public spaces. This first stage spans the next eight years. Resource consent will be lodged for these works in the next few months.

26. Part of the work planned is external, to the south/east of the building, which looks to increase accessibility to the museum by improved pedestrian and public transport links. Some of this work would be within the Auckland Domain. The main elements of this work are:

a. creation of a footpath and disabled access path from Titoki Road to the museum, to the south of Maunsell Road over land currently laid to lawn and carparking. This would connect to a footpath and disabled access path on Museum’s land; and

b. creation of a transport loop to the south of Maunsell Road enabling coach and public transport drop off and pick up. This reduces current parking availability to the south of Maunsell Road. Pedestrian access from the drop off/pick up area would be via the pathways mentioned above.

27. These are broadly captured in the Auckland Domain Master Plan.

28. AWMM intends to continue to work in consultation with Auckland Council and Auckland Transport to advance these plans, and will be holding pre-resource consent application discussions with both the Council and Auckland Transport in the future.

Auckland Bowling Club

29. In October 2015 the Auckland Domain Committee authorised staff to discuss the matter of parking and a future lease with the Auckland Bowling Club (the club). At a December 2015 workshop further advice was sought from the Auckland Domain Committee on these matters. Direction was provided on a range of matters including

· term of the lease (three plus seven years)

· a requirement to partner with other users

· confirmation that the club must adopt an amended club constitution (which allowed women to become members) prior to considering a lease.

30. Staff have met with the club on a couple of occasions and exchanged a number of emails. The club have recently advised that at a special meeting on 14 May 2016, the club voted to amend the constitution to admit women members. A draft of the amended constitution has been sent to their solicitors for review. The club has agreed to provide Auckland Council with a copy of the draft constitution for review.

31. In relation to parking management and in response to a meeting between the club and staff in late 2015, the club provided a written proposal in February 2016 with an option for the ongoing management of the car parking area. However this letter did not provide the information requested by council staff. In March 2016 staff formally requested that the club provide:

· Current revenue figures and costs

· Proposed revenue figures and costs

· Value of proposed fee payable to council and how this is determined

· Income from ProCare and HRC long term parking

· Typical casual rates received.

32. Staff have been in regular contact with club regarding a response to the above request.

33. The club is continuing to receive revenue for the public car parking area. This car parking area is increasing important to the wider Auckland Domain. We recommend that staff investigate alternative arrangements for managing the car park, and present these options back to the Auckland Domain Committee.

Parnell rail station update

34. The completion of Parnell rail station will see increased access to Auckland Domain and surrounding areas. One of the key connections is between the station and Nicholls Lane (Carlaw Park). This will provide a link for rail users and Auckland University. Auckland Transport is currently preparing a design for this connection and has been working closely with council’s parks staff to limit the impact on Auckland Domain.

35. Funding for the construction of this route is being sought. Discussions have been held with the Waitemata Local Board and with Auckland Transport’s walking and cycling team to secure this funding. This has not yet been signed off.

36. We anticipate that this new connection will be built by early 2017. The opening of the rail station is being considered for the first half of 2017.

37. Auckland Transport proposes to attend the 5 July 2016 Auckland Domain Committee meeting to present a route alignment and material specification for the new footpath. We will seek landowner approval to proceed with the final development of this path and its construction in line with the dates above. Attachment C shows an indicative view of the route.

38. Part of this route is on land that is currently been transferred to Auckland Council from the Carlaw Park development. This land transfer resulted from agreements over development density of the Carlaw Park area.

Events

39. ANZAC day at Auckland Domain this year was very well attended with men, women and children of all ages arriving at the Auckland Museum as early as 4:30am on the floodlight museum forecourt for the dawn service. This year services commemorated 100 years since the first Anzac Day service.

40. The events team have commenced planning for all the 2016/2017 events including inviting applications from event organisers. This will allow council to take a more strategic approach to the programming of events in the Domain. A forecast programme of proposed events in the Domain will be available later this year.

41. The Lantern Festival debrief has been completed and planning is about to commence for the 2017 event which is intended to be held in the Auckland Domain from 9-12 February 2017. At this stage it is anticipated pack-in will commence on 2 February 2017. The event footprint is being reconsidered with some changes expected in response to learnings from this year’s event.

42. The Auckland Domain will host the athletics cross country events for the World Masters Games. The cross country course is booked on the lower sports fields and grandstand. The competition will occur on 30 April 2017.

43. The first of the quarterly reports on events will be presented at the 5 July 2016 meeting.

Volunteers

44. For the second year in a row St Peter's College have asked to do volunteer work in the Domain. This kind of approach is not uncommon and council’s parks staff always embrace the opportunity. In this case St Peter’s College will be taking up a day of their weekend to be at the Domain on Sunday 26th June 2016 for four hours from 10am - 2pm. They will bring approximately 30-40 students aged between 12-18years

45. As previously foreshadowed, the mulching of totara trees was carried out by Conservation Volunteers NZ (CVNZ) on 10 May 2016. Around nine CVNZ volunteers had a rewarding day and helped contribute to tree protection and health in Auckland Domain.

CVNZ Volunteers mulching totara trees, Auckland Domain, 10 May 2016

46. Animal pest trapping (of rodents and possums) continues until the end of June, followed by one month break. As previously reported, in order to recruit more animal pest control volunteers for the Auckland Domain a special one-off training session was carried out in November 2015 and February 2016. The new recruits are now servicing an additional two pest control lines in the park, taking the total number of lines to four. The number of regular volunteers looking after animal pest control now sits at around 10. Latest trapping results show the rat catch (65) is up from the previous year (56) and possums (38) are down from the previous year (53). It is great to have additional volunteer support to help reduce/manage the high numbers of animal pests in this magnificent park setting.

Aerial photo showing trap lines (numbering shows icons for the lines – L1, L2, L3 and L4)

WWI update

47. The WWI Centenary Memorial Working Party reconvened on the 9 May 2016 and heard from the designer Wraight Athfield. There is a programme of meetings planned between now and the local body elections that will enable the developed design to be progressed. A decision on funding from NZ Lotteries is expected soon.

Renewals and maintenance

48. The number of vehicles parking on the grass over the summer months continues to be a problem i.e. it attracts complaints, creates a potential conflict between park users and vehicles, takes up open space and compacts and/or wears the ground. Auckland Council’s compliance team has been working with parks staff to address this situation. Compliance staff have left leaflets on the windscreen of these vehicles. This has been effective with no repeat offenders. Compliance staff contacted the vehicle owners and found that all 14 cases followed up on one day this summer were from people visiting the hospital.

49. Staff are looking at natural options to block access driving onto the grass areas without the need for costly and out of keeping bollards. This includes strategic placement of attractive rocks or a larger log that can double as a seating area.

50. Auckland Transport has had regular complaints about illegal car parking in the link road between George Street and Sensory Gardens. Auckland Transport has recommend pay and display car parks in this area. As this is on Domain land, parks staff asked that they hold off on this while the Master Plan is still been reviewed, with a view to enabling other potential parking changes to be considered at the same time.

51. The Watson bequest reflection pond in Auckland Domain has undergone an extensive rebuild over the last couple of years. At the time of writing it was about to be re-opened. This was also anticipated at the last Auckland Domain Committee meeting and it was agreed that it would be appropriate to obtain some media coverage as a means of notifying users and Aucklanders in general. The media team are working on this.

52. The original pond and associated statues were tendered in 1954 and officially unveiled on 19 October 1955. They were a bequest from Alexander Richard Dickey Watson (hence the area is commonly referred to as Watson’s Bequest). Mr Watson was born in, and for many years was a resident of, Auckland. The bequest and associated sculpture commemorated the first 100 years of the history of the city of Auckland. The pond was designed by Tibor Donor, the significant Auckland City Council architect and the stonework was built by Scarborough Bros of Scarborough Terrace fame. The statue consists of three figures representing Auckland finding its strength, wisdom, and fertility. The pond was described as a free form modernist influenced pond to create a setting for the statues and includes and elaborate mosaic. The statue and pond were originally proposed for Albert Park but it was decided that the Domain was a more appropriate site. The cost of construction was £8,231 (Auckland City 1993:21).

Watsons bequest in 1964

53. The Fred Graham sculpture – Kaitiaki – is currently undergoing maintenance i.e. receiving a much needed paint. This is the first time since its installation in 2004. Auckland Council’s Arts and Culture team have contracted a specialist conservator who is working with Fred Graham and the PA Edmiston Trust to ensure the works are completed to a high standard and the colour matches the original. Subject to the weather, the job is expected to be completed in the first week of June. While the works are being carried out the sculpture is fenced off and scaffold and shrink wrap is around the structure (to manage overspray and provide optimum coating conditions).

54. The Wintergardens Temperate House has recently undergone a much needed full clean. This is always a logistically challenging job with constraints placed on cleaning by the heritage status of the building, the associated maintenance plan and sheer scale of the glass building. A new maintenance programme has been put in place to keep on top of this cleaning process more regularly in the future.

Temperate house in April 2016 during cleaning

The temperate house from afar on a lovely autumn day in May 2016 following cleaning

55. Autumn renovations of the sports fields followed the finish of summer sport on 19 March 2016. All fields were verti-drained or solid tined – techniques to help with compaction leading into the winter. Rye grass was under-sown and the fields fertilised. The cricket artificial mats were moved into the sheds over the winter and the crushed lime has been de–compacted and under-sown. Line marking and posts were in and ready for the start of the winter season.

Consideration

Local Board views and implications

56. This is largely an operational update so the views of the Waitemata Local Board have not been sought on this report however some matters have been individually discussed with the Local Board at various times.

Māori impact statement

57. This report largely reflects ‘business as usual’ operational activity and, in general, is not considered to have an impact on the significant values of the Domain to mana whenua. Some projects referenced, such as the Auckland Domain Master Plan, are the subject of separate reports and engagement with mana whenua and any potential impact on values have been/will be the subject of separate report/s.

Implementation

58. There are no particular implementation considerations other than those briefly discussed above.

Attachments

No.	Title	Page
a View	Overview of Auckland Domain Master Plan submissions	17
b View	Draft high level vision for Kari Street Active Zone	33
c View	Indicative pedestrian link between Carlaw Park and Parnell Rail Station	35

Signatories

Author	Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua
Authoriser	Mace Ward - General Manager Parks, Sports and Recreation

Auckland Domain Committee

09 June 2016

Delegations related to the Auckland Domain

File No.: CP2016/10940

Purpose

1. To seek the Auckland Domain Committee’s decision regarding which permission requests it will retain decision making for and which it will delegate, and to update the Auckland Domain Committee on delegations for alcohol bans and financial decisions.

Executive summary

2. The Auckland Domain Committee’s activities cover a significant range of Auckland Council’s business. Delegations are one tool to allow the committee to implement governance decisions effectively and efficiently.

3. The existing delegations comprise those made by the Governing Body in 2011, those made by Waitemata Local Board in 2013, the powers set out in the Auckland Domain Committee’s Terms of Reference and resolutions made more recently by the Auckland Domain Committee.

4. Reviewing and in some cases amending existing landowner approval delegations and delegation protocols to create better consistency and clarity will improve customer service and reduce staff time involved in facilitating landowner approvals, while still ensuring that the committee is involved in the more significant requests.

5. Importantly, the conferring of delegated authority means that the officer may exercise the responsibility, duty or power, but not that he or she should do so (either at all, or in a particular case). Staff will use their knowledge of the Auckland Domain, the Auckland Domain Committee and communities of interest to determine whether the delegation should be used or not.

6. The existing financial delegations which are set out in the body of the report are considered appropriate to enable the day to day operations of the Auckland Domain.

7. The Social Policy and Bylaws Team will review the delegations associated with the Auckland Council Alcohol Control Bylaw 2014 once it has remade the alcohol bans for the Auckland Domain.

Recommendation/s

That the Auckland Domain Committee:

a) confirm that it will retain decision making powers for the following requests for the use of the Auckland Domain:

i) new leases and licences, and variations to existing leases and licences, and

ii) events that are:

· ticketed and/or

· take place over multiple days (more than one day) including pack in and pack out, and/or

· require an authorised road closure.

b) delegate to the Auckland Domain Committee Chair, Deputy Chair and Independent Maori Statutory Board representative decision making powers, when an urgent decision is required for events that are:

i) ticketed and/or

ii) take place over multiple days (more than one day) including pack in and pack out, and/or

iii) require an authorised road closure.

c) agree that for the following requests the Manager Auckland Domain must consult with the Auckland Domain Committee’s Permissions Portfolio Holder and that they can then confirm the recommendation of the Manager Auckland Domain or require the matter to be referred to the committee for a decision:

i) requests for high and major impact filming (as defined in the Auckland Film Protocol; reviewed 2015),

ii) requests to undertake commercial (street) trading that haven’t previously been approved or which significantly differ from existing terms and conditions of a previously approved activity,

iii) requests for commercial activities other than events, filming and street that last for more than one day,

iv) requests for affected party approval where the side yard is infringed and the height in relation to boundary is more than ¼ of the length of the building facing the reserve and more than ½ metre above the height constraints and where the shadow cast will be significantly different from a complying building, and

v) requests for easements, noting that Section 8 of the Auckland Domain Act 1987 only permits easements to be considered for the purpose of accommodating underground public facilities.

d) nominate a member of the Auckland Domain Committee as the Auckland Domain Committee Permissions Portfolio Holder whom the Manager of the Auckland Domain will consult with on the requests outlined in Resolution c) and whom can either confirm the officer’s recommendation or require that the matter be referred to the Auckland Domain Committee for a decision.

e) confirm that council staff may make decisions in accordance with existing delegations for all other permission requests.

Comments

Delegations for landowner approval requests

8. The Parks, Sport and Recreation department receives numerous requests from the public, third parties, neighbours or departments within the Auckland Council family to use or affect land managed as a park or reserve. Permissions include the following:

· leases and licences (including new applications, renewals, or requests for a variation to existing leases/licences, to sub-lease or to undertake alterations within an existing leased area)

· permanent private infrastructure on parkland and/or access across parkland, e.g. an easement for a driveway, a request to locate private water/storm water infrastructure under a park.

· public infrastructure e.g. Auckland Transport and Environmental Services Team requests to undertake works or locate infrastructure on parkland

· affected party approvals – where the landowner is affected by adjacent developments e.g. height in relation to boundary infringement

· designations across parkland by a requiring authority

· commercial activities, such as a bike rental operator or coffee vendor

· temporary uses e.g. events, filming, commercial photo shoots, accessing a private property across a park to undertake temporary works, research on parks, temporary access for investigation work, maintenance of public utilities on parks.

9. Several of the categories above are managed by other departments in council who have created their own processes for applications; all of which include seeking landowner approval to undertake the activity on parkland. The departments involved include:

· Community Facilities for community leases/licences, commercial licences of non-service assets, affected party approvals and easements

· Panuku Development Auckland for commercial leases/licences of service assets

· ATEED (Auckland Tourism, Events and Economic Development) for filming, commercial still photography and major events on parkland

· ACE – community and civic events

10. Landowner approval for activities on the Auckland Domain is the responsibility of either the Auckland Domain Committee (ADC)^{^[1]} or staff that have been delegated decision making for specific matters either through delegations made by the Governing Body or Waitemata Local Board prior to the formation of the ADC^{^[2]} or further delegations subsequently made by the ADC.

11. In relation to permission requests for activities on or affecting the Auckland Domain, the exclusions and restrictions set out in the Local Board Delegations Protocols (which the Chief Executive and officers must comply with) mean that there is the requirement to report leases and licences to ADC for a decision and to consult with the appropriate portfolio holder on all other matters where landowner consent is required (including affected party approval and commercial operator permits). The portfolio holder can then require that the landowner consent decision be referred to ADC. This catch all requirement technically includes all events and minor activity on the Auckland Domain. Conversely the delegations of the Parks, Recreation and Sport Committee – as they apply to regional parks, are a lot more empowering with most permission activity delegated to staff.

12. In practice, staff have been exercising a mixture of both. Most smaller events have been determined by staff and for all other permission requests discretion has been used. Most non-event activity has been referred informally to the ADC or Chair and Deputy Chair rather than to a formal business meeting because of the urgency associated with these requests and the relatively minor nature of these requests.

13. In recognition of these issues, ADC in 2015 made several resolutions in relation to delegating decision making for permissions which provided greater clarification of the general requirement to consult on all landowner consent requests; including:

· Approving the Auckland Domain Events Guidelines which set out that:

o only events that meet the following thresholds need to be reported to ADC for a decision:

- be ticketed and/or

- take place over multiple days (more than one day)including pack in and pack out and/or

- require an authorised road closure

o there may be times when the lack of a meeting or sufficient timeframes will require the Manager of the Domain to work with the Chair and Deputy Chair on confirming a decision^{^[3]}

· Delegate landowner approval authority for street trading to the Chair, Christine Fletcher, Deputy Chair, Shale Chambers and an Independent Maori Statutory Board member (20150804)

· Delegate landowner approval for Auckland Tennis to the Manager Local and Sports Parks Central who must consult with the Chair and Deputy Chair who can, in turn, elect to refer the decision to the Committee if deemed appropriate (20151014; Resolution number ADC/2015/16)

14. These resolutions were made independent of each other. Staff recommend that ADC takes a more holistic approach and reviews all landowner approval requests and confirms which requests are reported to the committee as a whole and which requests it wants to retain the requirement for staff to consult a portfolio holder(s) and the ability for the portfolio holder(s) to require matters to be reported to ADC for a decision. This is likely to create more consistency in processes and better clarity for staff, ADC members, stakeholders and the public.

15. Staff consider the current requirement to report all requests for new leases and licences and variations to existing leases and licences and larger events that meet the thresholds contained in the Auckland Domain Event Guidelines to be appropriate given the level of impact of these activities.

16. Staff recommend that in order to provide better customer service while still ensuring governance oversight, the following requests need to be reported to the portfolio holder:

· Requests for high and major impact filming (as defined in the Auckland Film Protocol; reviewed 2015),

· Requests to undertake street trading that hasn’t previously been approved or which is significantly different to existing terms and conditions,

· Requests for easements, noting that Section 8 of the Auckland Domain Act 1987 only permits easements to be considered for the purpose of accommodating underground public facilities,

· Requests for commercial activities other than events, filming and street that last for one day or less, and

· Requests for affected party approval where the side yard is infringed and the height in relation to boundary is more than ¼ of the length of the building facing the reserve and more than ½ metre above the height constraints and where the shadow cast will be significantly different from a complying building,

17. Staff also recommend that to enable more efficient processing of requests, that ADC follow the local board model of nominating a single permissions portfolio holder.

18. This proposed approach recognises that other decisions will need to be made by staff in order to efficiently and effectively conduct the ADC’s business. It is important to note that none of the above overrides the common sense rule of political sensitivity, that is, any particular activity that is likely to be highly politically sensitive should be discussed with the portfolio holder.

Delegations for decisions for bylaws

19. The ADC’s Terms of Reference don’t delegate decisions on bylaws to the ADC, however, as with local boards, any bylaw decision affecting Auckland Domain will be discussed with the ADC.

20. Council’s Social Policy and Bylaw’s Team is currently focused on remaking the alcohol bans on the Auckland Domain. Once this work is complete, the unit will focus on the delegations under the Auckland Council Alcohol Control Bylaw 2014 for the Auckland Domain and will look to bring a report on this to ADC towards the end of this year.

Financial delegations

21. The ADC’s terms of reference set out that the committee has all powers of the Parks, Recreation and Sport Committee and the Waitemata Local Board necessary to perform the Committee’s responsibilities including those powers conferred on Council pursuant to the Auckland Domain Act 1987 except:

a. powers that the Governing Body cannot delegate or has retained to itself (section 2)

b. where the Committee’s responsibility is limited to making a recommendation only

c. where a matter is the responsibility of another committee or local board

d. the approval of expenditure that is not contained within approved budgets

e. the approval of expenditure of more than $2 million

f. the approval of final policy

g. deciding significant matters for which there is high public interest and which are controversial.

22. Through Governing Body and subsequent Chief Executive delegations, staff have been delegated the power to commit the council to financial transactions (or projects consisting of multiple transactions) of expenditure up to $1million relating to acquisition or disposal of property (real estate) or interests in property, goods, services, guarantees, indemnities and the disposal of assets conditional on the expenditure being budgeted for, the budget holder authorising the transaction, compliance with the relevant procedures, and the transaction being in accordance with the Long-term Plan.

23. The General Manager Parks, Sport and Recreation has delegated authority to move funds within the Auckland Domain budget if deemed necessary on the condition that the reallocation is fiscally neutral and is reported to the ADC retrospectively.

24. Furthermore, in relation to the Auckland Domain Renewals Programme 2015-2016, the ADC resolved to delegate approval for changes to the renewal programme, within the existing budget allocation, to the Parks Manager (Resolution ADC/2015/6).

Consideration

Local board views and implications

25. The Auckland Domain Committee has three representatives of the Waitemata Local Board and these representatives provide feedback to the local board on Auckland Domain matters.

Māori impact statement

26. Auckland Domain is considered of great importance to many iwi in the region and beyond. Acknowledging the significance of the park, staff will consider mana whenua’s previous input to planning projects and historic requests when assessing all permission requests and will either require applicants to consult mana whenua on any requests that may impact on mana whenua values associated with the park or seek this input directly themselves.

Implementation

27. Once agreed upon, the new delegations and delegation protocols for permission requests will be enacted immediately.

28. The conferring of delegated authority means that the officer may exercise the responsibility, duty or power, but not that he or she should do so (either at all, or in a particular case). Whether or not it is appropriate for an officer to exercise a delegated authority which they have will depend on the particular circumstances of the request. Staff will use their knowledge of the Auckland Domain, the Auckland Domain Committee and communities of interest to determine whether the delegation should be used or not.

Attachments

There are no attachments for this report.

Signatories

Author

Anna McElrea - Team Leader Parks & Open Space Specialist (Regionwide)

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Mace Ward - General Manager Parks, Sports and Recreation

Auckland Domain Committee

09 June 2016

The Auckland Domain Tree Plan

File No.: CP2016/10346

Purpose

1. To adopt the Auckland Domain Tree Plan, and to incorporate changes into the draft Auckland Domain Master Plan.

Executive summary

2. The Auckland Domain Tree Plan (ADTP) sits within The Auckland Domain Master Plan framework and focuses on the protection and enhancement of treed areas throughout this nationally significant reserve. While the Auckland Domain Master Plan is yet to be adopted, as result of the very positive feedback from submitters to tree related issues in the master plan and the positive response from the Auckland Domain Committee to the draft ADTP, the ADTP is presented now for formal consideration and adoption.

3. The Auckland Domain Master Plan called for enhanced management of the existing tree asset in addition to the planning of future planting and increasing visitor appreciation of the site. As such, the ADTP has been developed to function alongside the Auckland Domain Master Plan.

4. The vision of the ADTP is to develop a uniquely Auckland arboretum in the centre of the domain and which is encircled by large swathes of natural bush and native specimen trees. The treed landscape will reflect the history, culture and diversity of our evolving city and will attract people for respite, research and education.

5. It is proposed to utilise the existing formal landscape areas at the heart of the domain (i.e. around the winter garden, duck ponds, Watson bequest and historic gardens) as they currently are and maintain and enhance the differences going forward. However, it is recommended that the oak trees around the Pukekaroa cone and Pukekawa tuff ring are gradually removed as they become senescent and a planting plan developed in consultation with partners and key stakeholders. Such a plan could potentially highlight the hilly profile of this sacred site and incorporate native specimen trees.

6. The aim of the ADTP is to realise the full potential of what is already a nationally significant site with outstanding features and build on these to create:

· a park of international significance

· an arboretum of national renown

· a green space which, in the heart of the city, provides for the active and passive recreational needs of Aucklanders and other national and international visitors.

Recommendations

That the Auckland Domain Committee:

a) adopt the Auckland Domain Tree Plan as attached.

b) agree to incorporate the following changes into the draft Auckland Domain Master Plan, to be presented to the Auckland Domain Committee at its 5 July 2016 meeting:

i) developing an arboretum at the heart of the Auckland Domain that is complemented and surrounded by large swathes of native bush (to be added as a key proposal under Principle 7 – section 2 of Master Plan)

ii) combining two landscape zones (Grass/specimen trees/bulbs and Formal gardens) identified in section 5.5.These two zones will be reclassified as ‘Arboretum and formal gardens’

iii) replacement of the oaks (over time as they move into senescence) on the Pukekaroa cone and surrounding tuff ring with native species, where permitted and appropriate

iv) reclassifying the Pukekaroa cone and the tuff ring around the southern and south-eastern edges of the sportsfields in section 5.5 This zone will be reclassified as ‘Pukekaroa hill and tuff ring’ and refer to ‘Removal of oaks and replacement planting plan to be developed’

v) detailing the objectives that underpin the Auckland Domain Master Plan, including commitment to the development of:

a unique arboretum

a planting strategy based on the cultural and historic context of the site

an improved visitor experience by increasing visitor appreciation of the trees.

Comments

7. The Auckland Domain has a variety of geographic features, landscapes, heritage buildings and cultural elements that contribute to its magnificent whole. The trees that grow there are arguably one of the park’s greatest features and the management of this asset needs to reflect this. However, a plan to both protect and develop this asset has, until now, been lacking.

8. The draft ADTP fills this gap by providing a guiding document that identifies the principles and objectives by which all trees in the Domain will be managed. Once this plan has been formally adopted, the necessary detail behind the plan (i.e. character zones, planting plans, and maintenance schedules) can, in consultation with partners and key stakeholders, be developed.

9. The park is comprised of a combination of native and exotic vegetation planted by early Maori, European settlers and foreign guests to the country.

10. Key objectives in the plan include development of:

· a unique and recognised arboretum that both directly and indirectly educates our community and highlights the value and importance of trees particularly in the urban environment.

· a planting strategy based on the historic and cultural context of the site (i.e. one that tells the stories of the people of Auckland), that maintains and enhances the diversity of plants and that is built around character zones that have a strong focus on spatial design.

· an enhanced risk-tree management plan in order to ensure the tree stock, particularly those older and more compromised specimens, are managed safely.

· the visitor experience by increasing appreciation of the trees through storytelling, education, signage, maps, virtual tours and marketing.

11. These key objectives / principles will be used to compile a draft planting plan that will be consulted on with partners and key stakeholders. The planting plan will be informed by the development of a comprehensive database (subject to funding) that outlines the vegetation composition of the Auckland Domain and a landscape character analysis in order to identify various characteristics of the existing landscape in relation to topography, built environment and existing tree stock.

12. The ADTP aims to maintain an appropriate balance between the protection of the current collection and continued promotion of both native and exotic species.

13. Consultation on the Auckland Domain Master Plan resulted in a number of submissions being made specifically in relation to trees (as provided in attachment A. of this report). With the exception of concerns relating to the loss of trees to make way for new car park spaces, the relevant comments were overwhelmingly supportive of the tree related aspirations set out in the Auckland Domain Master Plan and which included the following principles set out in section three and section five of the document:

· promotion of environmental assets via use of native flora

· enhancement of the mauri of all things, and in particular stormwater systems/waterways

· native plantings will be promoted and supported along with the removal of weed species

· preference of plants native to the specific area to enhance that sense of place and arrival

· protection of existing native, orchard, formal gardens and specimen trees.

14. Anticipated changes made to the draft Auckland Domain Master Plan are likely to further strengthen and enhance the reference to the importance of the tree asset. We recommend that the following changes be made to the draft Auckland Domain Master Plan:

· developing an arboretum at the heart of the Auckland Domain that is complemented and surrounded by large swathes of native bush (to be added as a key proposal under Principle 7 – section 2 of Master Plan)

· combining two landscape zones (Grass/specimen trees/bulbs and Formal gardens) identified in 5.5 of the draft Auckland Domain Master Plan. These two zones will be reclassified as ‘Arboretum and formal gardens’ to reflect the intent of the above bullet point

· replacement of the oaks (over time as they move into senescence) on the Pukekaroa cone and surrounding tuff ring with native species, where permitted and appropriate

· reclassifying the Pukekaroa cone and the tuff ring around the southern and south-eastern edges of the sportsfields in 5.5 of the draft Auckland Domain Master Plan (these areas are currently identified as ‘Grass/specimen trees/bulbs’) to reflect the intent of the above bullet point. This zone will be reclassified as ‘Pukekaroa hill and tuff ring’ and refer to ‘Removal of oaks and replacement planting plan to be developed’

· detailing the objectives that underpin the ADTP (i.e. as highlighted in paragraph 9 of this report to be inserted under Principle 7) in the Auckland Domain Master Plan, including commitment to the development of:

o a unique arboretum

o a planting strategy based on the cultural and historic context of the site

o an improved visitor experience by increasing visitor appreciation of the trees.

15. The recommended approach in relation to Pukekaroa cone and its immediate surrounds is further supported by historic views (see attached article from the New Zealand Herald - 1934).

16. The ADTP was presented, in draft form, to the Auckland Domain Committee at its 2 December 2015 workshop, and the response was very positive.

17. The statutory and regulatory requirements are incorporated into the body of the ADTP.

Consideration

Local board views and implications

18. The Waitemata Local Board has not provided direct input into the ADTP however they have provided input to the Auckland Domain Master Plan. Members have generally played a hands-on role in helping to deliver initiatives in Auckland Domain including community engagement and working bees. The local board will also be invited to provide input to the implementation of the ADTP including the development of planting plans.

Māori impact statement

19. An Auckland Domain Master Plan hui with local iwi representatives discussed the plan and the opportunities it creates, promoting the development of a significantly enhanced open space in central Auckland. A number of objectives were outlined by those present which included:

· restore the park to its pre-European development by increasing native bio-diversity

· avoid deciduous tree planting near car parks and stormwater drains to reduce nutrient load generated by deciduous leaves

· identify opportunities for Mana Whenua to provide seed stock and maintain planting.

· the failure of the oaks provides the opportunity to replant with eco sourced trees which are native to the area.

20. There was also reference to ‘maintaining cultural significance’ with regard to the Auckland Domain Master Plan. While this feedback generally favoured the protection and development of native species, this was not to the exclusion of exotic species and adopting the plan as outlined is therefore considered appropriate.

21. Working with this feedback will also be a key basis on which future detailed planning is undertaken and with particular regard to the establishment of character landscape zones and planting plans. It is also critical that Auckland Council works with mana whenua in developing other ADTP outcomes, including the dissemination of ‘stories’ of the Auckland Domain’s botanical wealth and cultural history.

Implementation

22. Funding for the implementation of the ADTP objectives (e.g. arboretum database/mapping, character zone survey and blanket planting consent) will be required. This will be reported alongside other Auckland Domain Master Plan outcomes to the Auckland Domain Committee in preparation for the next long-term plan round.

Attachments

No.	Title	Page
a View	The draft Auckland Domain Tree Plan	49
b View	Tree related feedback on Auckland Domain Plan	93
c View	New Zealand Herald article - 1934	95

Signatories

Authors

David Barker - Environment and Programmes Team Leader

Simon Cook - Arboriculture Advisor

Authorisers

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Mace Ward - General Manager Parks, Sports and Recreation

[1] ADC’s terms of reference set out that the area of activity of the committee is decision-making responsibility for parks, recreation and community services and activities in Auckland Domain including those anticipated in the Auckland Domain Act 1987 which are currently exercised by the Parks, Sport and Recreation Committee or the Waitemata Local Board.

[2] In order to ensure the efficient and effective implementation of its statutory and allocated non-regulatory decision-making responsibilities, the Governing Body (in June 2011) and Waitemata Local Board (in January 2013) delegated to the Chief Executive all responsibilities, duties and power subject to exclusions, restrictions and clarifications.

[3] This superseded Resolution number ADC/2015/7 which set out that ‘ADC continue the current Local Board Delegation process for event approvals and grants delegation to the Manager of Auckland Domain who must consult with the Chair, Christine Fletcher and Deputy Chair Shale Chambers who can, in turn, elect to refer the decision to the Committee if deemed appropriate. This delegation shall apply until such time as an alternative delegation is considered alongside the development of event guidelines’

Chairperson	Hon Christine Fletcher, QSO
Deputy Chairperson	Shale Chambers, Chairperson Waitemata Local Board
Members	Cr Mike Lee
	Cr Calum Penrose
	Vernon Tava, Waitemata Local Board
	Rob Thomas, Waitemata Local Board
	Glenn Wilcox, IMSB member
	Karen Wilson, IMSB member