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 Tuesday, 28 February 2017 and the extraordinary minutes of its meeting, held on Wednesday, 12 April 2017, including the confidential section, 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 Governance 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.

5.1 Public Input - Parnell Community Committee

Purpose

1. Luke Nuie, Chair of the Parnell Community Committee will address the meeting to give a general update.

Recommendation/s

That the Auckland Domain Committee:

a) receive the public input presentation from the Parnell Community Committee, and thank Luke Nuie for his attendance.

5.2 Public Input - Friends of Rememberance Trust - 2018 plans

Purpose

1. David McGregor representing Friends of Remembrance Trust will address the meeting regarding the trust’s 2018 plans.

Recommendation/s

That the Auckland Domain Committee:

a) receive the public input presentation from the Friends of Remembrance Trust regarding the trust’s 2018 plans and thank David McGregor for his attendance.

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

There were no notices of motion.

Auckland Domain Committee

24 May 2017

Auckland Domain Event Approvals and Reporting from 1 July 2017 to 30 June 2018

File No.: CP2017/08275

Purpose

1. To approve in principle six events classed as ‘significant’ under the Auckland Domain Committee Guidelines.

Executive summary

2. The Auckland Domain Event Operational Guidelines state that events which are considered significant in nature are required to obtain approval from the Auckland Domain Committee.

3. Staff seek approval for the following six events:

· Oceania and New Zealand Cross Country Championships

· Passchendaele Centennial Memorial Field

· The Pink Star Walk

· The Fidelity Life Corporate Challenge

· Walking Stars

· Coca Cola Christmas in the Park.

4. Attached is a schedule of events covering the period 1 July 2017 – 30 June 2018 as required in the Auckland Domain Event Operational Guidelines. It provides a snapshot of events that have submitted an application to date (Attachment A).

5. Also attached is a summary of events held within the Auckland Domain over the 2016/2017 event season (Attachment B).

Recommendation

That the Auckland Domain Committee:

a) approve in principle the following events to take place on the Auckland Domain:

Event Name	Event Date
Oceania and New Zealand Cross Country Championships	Saturday 28 July 2017
Field of Remembrance	Saturday 30 September through Friday 20 October 2017
The Pink Star Walk	Saturday 7 October 2017
The Fidelity Life Corporate Challenge	Wednesday 22 November 2017
Walking Stars	Saturday 25 November 2017
Coca Cola Christmas in the Park	Saturday 9 December 2017

Comments

Background

6. The Auckland Domain is currently in demand for a range of events. This is due to its central location, large capacity, easy access from public transport, limited adjacent residents and good hospitality offerings.

7. To manage these demands the Auckland Domain Committee adopted the Auckland Domain Event Operational Guidelines on 30 March 2015 (ADC/2016/9).

Event Approval Delegations

8. As per the guidelines, events that require land owner approval from the Auckland Domain Committee will:

· 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.

9. Staff seek approval in principle for the following six events, which meet one or more of the criteria listed above.

· Oceania and New Zealand Cross Country Championships

· Passchendaele Centennial Memorial Field

· The Pink Star Walk

· The Fidelity Life Corporate Challenge

· Walking Stars

· Coca Cola Christmas in the Park.

10. The above listed events are annual applications. Staff have reviewed feedback from previous occurrences, and recommend that the committee approve the events in principle.

Oceania and New Zealand Cross Country Championships

11. The New Zealand Cross Country is a medium scale, alcohol free, annual event held in the Auckland Domain. Competitors travel domestically and internationally to compete.

12. The event organiser is requesting an event date of Sunday 30 July 2017 and has requested pack in starting from Saturday 29 July with the intention of being fully packed down by Sunday 30 July.

13. Attendance for the event is anticipated to reach up to 600 people on event day.

14. The following impact assessment has been conducted against criteria as listed in section 2.4 ‘Land Owner Assessment Criteria’ of the Domain Events Operational Guidelines document:

Category	Impact Assessment
Public restrictions	Medium impact · Event is free to the public as spectators, entry fee incurred for participants.
Utilises zones / expanse of area occupied	Low/medium impact · Zone 1 Sports Fields is utilised for the event however infrastructure on the space is minimal.
Duration and timing of event (including pack in and out time)	Medium impact · Pack in and out of the event is during the peak-use periods (Saturday/Sunday).
Values of area occupied	Low impact · Area being utilised is not in close proximity to a significant cultural or historic heritage site or significant trees.
Pedestrian flows	Low/medium impact · Pedestrian access will be partially restricted on the sport fields due to the running course. All pathways will remain open.
Impact on public vehicle access	Low impact · Vehicle access into and through the Domain will not be affected as there are no road closures in place.
Infrastructure involved	Low impact · Some structures (Minimal self-supporting and weighted structures) to be placed on a small area of zone 1.
Hanging objects	No impact
Event vehicle movements	Medium impact · Low number of event vehicles requiring access through grassed areas away from trees.
Access to power and water	Low impact · Access to on-site power and water supplies.
Amplified noise	Medium impact · Amplified sound will be utilised for race announcements. Noise limits must be consistent with permitted activities set out in the District Plan (Isthmus Section) or successive Auckland Unitary Plan.
Use of water features	Minimal impact

15. An outline of proposed operations for the event is included as Attachment B.

Passchendaele Centennial Memorial Field

16. The Field of Remembrance 100 years Commemoration of the Battle of Passchendaele is a medium scale, free entry, alcohol free, annual event held in the Auckland Domain.

17. The event organiser is requesting event dates of Saturday 30 September through Friday 20 October 2017 and has requested pack in starting from Saturday 30 September with the intention of being fully packed down by Friday 20 October.

18. The organiser would like to display 2,412 white crosses, representing the sacrifice made by New Zealand servicemen and women during the Battle of Passchendaele during WW1. The organiser would like to have the crosses placed in the grass area in front of the Cenotaph (just up from Domain Drive) 43.2m x 34.4m.

19. Attendance for the event is anticipated to reach up to 100 patrons each day, depending on weather. Attendance for the memorial service on 12 October could reach up to 400.

20. The following impact assessment has been conducted against criteria as listed in section 2.4 ‘Land Owner Assessment Criteria’ of the Domain Events Operational Guidelines document:

Category	Impact Assessment
Public restrictions	Minimal impact · Event is free to the public.
Utilises zones / expanse of area occupied	Significant impact · The event infrastructure is based within Zone 2 ‘Civic Events – Museum Surrounds’.
Duration and timing of event (including pack in and out time)	Minimal impact · Pack in and out of the event is during the off peak use periods, based on season and use.
Values of area occupied	Significant impact · The main event area is within Zone 2 which holds significant heritage value.
Pedestrian flows	Minimal impact · Directing of pedestrians where paths are already formed.
Impact on public vehicle access	Minimal impact · There are no road closures or parking resolutions associated to the event.
Infrastructure involved	Minimal impact · Structures are small and lightweight. Are outside the dripline of trees.
Hanging objects	No impact
Event vehicle movements	Minimal impact · Event vehicle access required for set up and pack down.
Access to power and water	Minimal impact · Access to power required.
Amplified noise	No impact · Amplified sound will not be used for the duration of the event.
Use of water features	No impact

21. An outline of proposed operations for the event is included as Attachment C.

Pink Star Walk 2017

22. The Pink Star Walk is a medium scale, ticketed for charity, alcohol free, annual event held in the Auckland Domain. This event is a fundraiser for the Breast Cancer Foundation and invites breast cancer survivors, supporters and their families to take part in the 5km, 10km or 20km charity walk.

23. The event is requesting a date of Saturday, 7 October and would typically expect an attendance of 2,000 people. The event requires one day for pack in, event execution and pack out.

24. The following impact assessment has been conducted against criteria as listed in section 2.4 ‘Land Owner Assessment Criteria’ of the Domain Events Operational Guidelines document.

Category	Impact Assessment
Public restrictions	Medium impact · Event is ticketed but a not for profit.
Utilises zones / expanse of area occupied	Low/medium impact · Event outside of identified zones or utilises a minor portion of zone 1. However the event does require a road closure which will disrupt vehicle access.
Duration and timing of event (including pack in and out time)	Medium impact · Pack in and out of the event is during the peak-use periods (Saturday), over 6 hours on one day only.
Values of area occupied	Low impact · Area being utilised is not in close proximity to a significant cultural or historic heritage site or significant trees.
Pedestrian flows	Low/medium impact · Directing of pedestrians where paths are already formed along with a small section of Zone 1 for start/finish.
Impact on public vehicle access	Significant impact · Vehicle access into and through the Domain is restricted by required road closure.
Infrastructure involved	Low/medium impact · Some structures (Minimal self-supporting and weighted structures) to be placed on a small area of zone 1.
Hanging objects	No Impact
Event vehicle movements	Medium impact · Low number of event vehicle requiring access through grassed areas away from trees.
Access to power and water	Low impact · Access to on-site power and water supplies.
Amplified noise	Medium impact · Amplified music is core to the event - announcements of finishing and marshalling. Noise limits must be consistent with permitted activities set out in the District Plan (Isthmus Section) or successive Auckland Unitary Plan.
Use of water features	Minimal impact

25. An outline of proposed operations for the event can is included as Attachment D.

The Fidelity Life Corporate Challenge – Wednesday 22 November 2017

26. The Fidelity Life Corporate Challenge is a medium scale, ticketed, alcohol free, annual event held in the Auckland Domain. The event encourages business houses and their employees to participate in a 5km walk/jog/run around the internal roads of Auckland Domain.

27. The focus is on the importance health and fitness can play in maintaining a healthier lifestyle.

28. The event is requesting a date of Wednesday, 22 November and would typically expect an attendance of 1,700 people. The event requires one day for pack in, event execution and pack out.

29. The following impact assessment has been conducted against criteria as listed in section 2.4 ‘Land Owner Assessment Criteria’ of the Domain Events Operational Guidelines document.

Category	Impact Assessment
Public restrictions	Medium impact · Event is ticketed.
Utilises zones / expanse of area occupied	Low/medium impact · Event outside of identified zones or utilises a minor portion of zone 1. However the event does require a road closure which will disrupt vehicle access.
Duration and timing of event (including pack in and out time)	Medium impact · Pack in and out of the event is mid-week (Wednesday) over 12 hours on one day only.
Values of area occupied	Low impact · Area being utilised is not in close proximity to a significant cultural or historic heritage site or significant trees.
Pedestrian flows	Low/medium impact · Directing of pedestrians where paths are already formed along with a small section of Zone 1 for start/finish.
Impact on public vehicle access	Significant impact · Vehicle access into and through the Domain is restricted by required road closure
Infrastructure involved	Low/Medium impact · Some structures (Minimal self-supporting and weighted structures) to be placed on a small area of zone 1.
Hanging objects	No impact
Event vehicle movements	Medium impact · Low number of event vehicle requiring access through grassed areas away from trees.
Access to power and water	No impact · Access to on-site power and water supplies is not requested.
Amplified noise	Medium impact · Amplified music is core to the event - announcements of finishing and marshalling approx. 5.30pm – 8.30pm. Noise limits must be consistent with permitted activities set out in the District Plan (Isthmus Section) or successive Auckland Unitary Plan.
Use of water features	Minimal impact

30. An outline of proposed operations for the event can is included as Attachment E.

Walking Stars 2017

31. Walking Stars is a medium scale, alcohol free, annual event held in the Auckland Domain. The event is a sponsored walk which raises vital funds for cancer research and relief. Cancer survivors, supporters and their families are invited to take part in the 21km half marathon route overnight.

32. The event is requesting a date of Saturday 25 November to Sunday 26 November and would typically expect an attendance of 5,000 people. The event requires two days for pack in, event execution and pack out as it takes place overnight.

33. The following impact assessment has been conducted against criteria as listed in section 2.4 ‘Land Owner Assessment Criteria’ of the Domain Events Operational Guidelines document.

Category	Impact Assessment
Public restrictions	Medium impact · Event is ticketed but a not for profit.
Utilises zones / expanse of area occupied	Low/medium impact · Event outside of identified zones or utilises a minor portion of zone 1. However the event does require a road closure which will disrupt vehicle access.
Duration and timing of event (including pack in and out time)	Medium impact · Pack in and out of the event is during the peak-use periods (Saturday/Sunday), 24 hours over two days.
Values of area occupied	Low impact · Area being utilised is not in close proximity to a significant cultural or historic heritage site or significant trees.
Pedestrian flows	Low/medium impact · Directing of pedestrians where paths are already formed along with a small section of Zone 1 for start/finish.
Impact on public vehicle access	Significant impact · Vehicle access into and through the Domain is restricted by required road closure.
Infrastructure involved	Low/medium impact · Some structures (Minimal self-supporting and weighted structures) to be placed on a small area of zone 1.
Hanging objects	No impact
Event vehicle movements	Medium impact · Low number of event vehicle requiring access through grassed areas away from trees.
Access to power and water	Low impact · Access to on-site power and water supplies.
Amplified noise	Medium impact · Amplified music is core to the event - announcements of finishing and marshaling approx. 7 – 10pm. Noise limits must be consistent with permitted activities set out in the District Plan (Isthmus Section) or successive Auckland Unitary Plan.
Use of water features	Minimal impact

34. An outline of proposed operations for the event can is included as Attachment F.

Christmas in the Park 2017

35. Coca Cola Christmas in the Park is a large scale, free entry, alcohol free, annual Christmas event held in the Auckland Domain. If approved, 2017 will be the 24^th instance of the event taking place.

36. The event organiser is requesting a date of Saturday, 9December 2017 and has requested pack in starting from Monday, 4December with the intention of being fully packed down by Monday, 11 December.

37. Attendance for the event has varied over the years and can be anywhere between 40,000 – 100,000 on site depending on weather and other events on at the same time.

38. The following impact assessment has been conducted against criteria as listed in section 2.4 ‘Land Owner Assessment Criteria’ of the Domain Events Operational Guidelines document.

Category	Impact Assessment
Public restrictions	Minimal impact · Event is free to the public.
Utilises zones / expanse of area occupied	Significant impact · The number of events taking up Zone 1 being ‘the cricket ground’ will be restricted in accordance with the Auckland Domain Act, 7days maximum for one event and up to 20 days maximum in a calendar year.
Duration and timing of event (including pack in and out time)	Significant impact · Pack in and out of the event is during the peak use periods, based on season and use.
Values of area occupied	Low impact · Area being utilised is not in close proximity to a significant cultural or historic heritage site or significant trees.
Pedestrian flows	Minimal impact · Directing of pedestrians where paths are already formed or where an approved, temporary surface is provided, such as matting or bark.
Impact on public vehicle access	Significant impact · Vehicle access into and through the Domain is restricted by required road closure.
Infrastructure involved	Medium impact · Heavily weighted structures – (size/weight) outside the dripline of trees.
Hanging objects	No impact
Event vehicle movements	Medium impact · Event vehicle access required through grassed areas away from trees.
Access to power and water	Significant impact · Access to power and water off-site.
Amplified noise	Significant impact · Amplified music is core to the event. Noise limits must be consistent with permitted activities set out in the District Plan (Isthmus Section) or successive Auckland Unitary Plan.
Use of water features	Minimal impact

39. An outline of proposed operations for the event calendar is included as Attachment G.

Auckland Domain Event Calendar

40. Annual event planning for the 2017/2018 events season has begun across the region. This annual planning process supports the strategic allocation of public open space suitable for events across Auckland.

41. Seven booking requests or applications for events taking place in Auckland Domain have been received. These cover a wide variety of scale and are included in Attachment A for your reference as required in section 2.2 of the guidelines.

42. This calendar covers 1 July 2017 – 30 June 2018 and only contains events that are either annual occurrences, or where an application or enquiry has been made to the events team. This means that applications will still be received wherever possible and therefore this calendar is subject to change.

Summary of events held within the Auckland Domain over the 2016/2017 event season

43. 26 event permits were issued by Arts, Community and Events event facilitation over the 2016/2017 event season. A calendar summary and event highlights can be found in Attachment H: “2016/2017 Event Season Review”.

Consideration

Local board views and implications

44. Events by nature often cause disruption to local residents and surrounding businesses. The Auckland Domain Event Operational Guidelines outlines the minimum level of consultation with affected stakeholders.

45. As part of the wider facilitation process, staff will seek feedback from the Waitematā Local Board on each specific event as more detailed information for each application becomes available.

Māori impact statement

46. Auckland Domain is considered of great importance to many iwi in the region. The Auckland Domain is a historic site of conflict and peace. The memorial on Pukekaroa and the displays and interpretation managed by the Auckland War Memorial Museum pay tribute to significant events for Māori and the importance of the site to mana whenua.

47. The event organiser will consult (if required) with mana whenua on each individual event as noted in the guideline.

Implementation

48. As part of the Trading and Events in Public Places Bylaw 2015, all events in public open space are required to have an event permit.

49. The facilitation process outlines the series of steps to be completed in order for an event permit to be issued. This process is designed to ensure compliance, legality and ultimately a safe and enjoyable event.

50. Stakeholder consultation and approval is obtained through the facilitation process from various internal and external parties. This process aims to ensure the operational plans for the event presents the minimum amount of risk and disruption possible to the land and local communities.

Attachments

No.	Title	Page
a ⇩	Auckland Domain Event Calendar	19
b ⇩	Event Proposal Oceania and New Zealand Cross Country Championships	21
c ⇩	Event Proposal Passchendaele Centennial Memorial Field	27
d ⇩	Event Proposal The Pink Star Walk	31
e ⇩	Event Proposal The Fidelity Life Corporate Challenge	43
f ⇩	Event Proposal Walking Stars	49
g ⇩	Event Proposal Coca Cola Christmas in the Park	61
h ⇩	2016/2017 Event Season review	69

Signatories

Author

Mikaela Kornman - Events Facilitator

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Auckland Domain Committee

24 May 2017

ATEED events report

File No.: CP2017/09200

Purpose

1. To provide an update on the World Masters Games 2017 and Lantern Festival (2017) events as requested by the Auckland Domain Committee.

2. To request landowner approval, in principle, to begin planning for the ASB Classic Summer of Tennis and Lantern Festival in 2018.

Executive summary

3. This paper provides an update on the outcomes and evaluation of the Lantern Festival 2017, delivered by ATEED in February 2017, noting considerations for the Lantern Festival 2018.

4. It includes an update on outcomes of World Masters Games 2017 Cross Country event facilitated by ATEED.

5. Via this paper, ATEED requests landowner approval, in principle, to enable detailed planning to start for two ATEED 2017/2018 events - the ASB Classic Summer of Tennis and Lantern Festival. If granted ATEED proposes to conduct detailed planning for these events with the Area Manager Operational Manager and Maintenance at Community Facilities, representing the asset owner.

Recommendation/s

That the Auckland Domain Committee:

a) note the updates covering the Lantern Festival 2017 and World Masters Games 2017 Cross Country events

b) provide landowner approval in principle for the Lantern Festival to take place on the Domain between 1 March and 4 March 2018

AND

c) delegate responsibility for detailed planning of the Lantern Festival event and necessary approvals to the Manager Operations, Operational Management and Maintenance at Community Facilities.

d) provide landowner approval in principle for the ASB Classic Summer of Tennis to utilise the Domain 1 January and 15 January 2018

AND

e) delegate responsibility for detailed planning of the ASB Classic Summer of Tennis event and necessary approvals to the Manager Operations, Operational Management and Maintenance at Community Facilities.

Comments

The Lantern Festival update

6. ATEED has conducted an evaluation of the event and captured the following data and feedback.

7. The number of people that attended the festival over the four nights was 179,410.

8. The total waste collected from the event venue was 21.78 tonnes and the diversion of waste to landfill was 14.39 ton or 66%.

9. Community Facilities staff were satisfied with the condition of the park following the event, although two issues were noted.

· Some areas of the lawn impacted by footfall, the event team worked closely with the Community Facilities team to identify these areas and remediate these using additional fertiliser.

· Some tree damage during the pack in and pack out, and some root impaction during the event. To ensure this risk is mitigated for future events, large vehicle access will be monitored and audited by ATEED during pack in and out and flag rope will be installed by mark off certain areas.

· Additional mitigations had been put in place to minimise damage to the park prior to the event. Feedback confirmed that the sports fields were well protected due to comprehensive planning and collaboration of field use by the Community Facilities and ATEED Teams.

10. Cycle access to the event was supported by the provision of a bike station at the Park Road and Football Road entrances. These stations provided approximately 100 racks. The hospital entrance station on Park Road was mostly full and the Football Road station was busy. ATEED proposes to use the same approach for the 2018 event.

11. Walking to the event was also promoted via routes from the Newmarket and Grafton train stations. ATEED proposes to promote this again in 2018 in conjunction with Auckland Transport. Increasing the walking route will be considered, however this is not currently budgeted. In preparation for the 2018 event, ATEED will work with Auckland Paths to explore replicating a walking route initiative (Pink Path) that is already used for other events.

12. As part of ATEED’s continuous improvement process, several improvements are planned for the 2018 event following a review of the parking management arrangements in surrounding streets.

a) ATEED will be working to ensure there is closer communication with the Auckland Transport parking team on enforcing the existing resident only parking scheme and the event parking resolution so that the public are not parking in resident only areas.

b) There will be a continued focus on improving public transport messaging and services, the aim is to reduce public driving to the event and instead, walking, cycling or taking public transport where possible.

c) There will be a review of the road closure times in surrounding streets to discourage event patrons from parking in residential parking areas, residents and emergency vehicles are exempt from these road closures and will have access maintained.

d) There will be engagement with the residents group on event traffic management plan and residents access and ensure that residents understand that vehicles in their area can be removed.

e) Ensure businesses inside road closure areas receive event notices well in advance and have contact with the ATEED team should there be an access requirement.

13. The event evaluation has also determined a need to reduce antisocial behavior in streets surrounding the event. These include the following steps:

a) ATEED will be working closely with the NZ Police to improve the antisocial behaviour in the surrounding streets. There will be improved staff deployment plans for both the NZ Police and security teams as well as an extension to the alcohol ban to take in more of the surrounding streets.

b) ATEED and Auckland Transport will be consulting more closely on the security measures at nearby transport stations.

c) ATEED, NZ Police and AT work together on intelligence provided by the NZ Police during event delivery to try to stop issues before they occur. For example if intelligence shows large groups of teens loading trains, the NZ Police have and will continue to put Uniformed Officers on trains to either remove the group or ensure that antisocial behavior.

14. The Night Noodle Market event delivered by Fairfax Media did not reach the target of 120,000 attendees over the four days, with actual attendance reaching 60,000. Evaluation of this component found that:

a) Fairfax Media did not reach their sales targets due to being unable to adequately service the crowds due to the size and shape of the space.

b) The site of the market looked beautiful at night, but with its different levels it was too small to accommodate the large numbers and queues became a challenge. The gravel on the site did not make maneuvering easy for the elderly, or those with prams and wheel chairs, and added to congestion problems. Fairfax Media would recommend smooth asphalt or grass for future events.

c) Wayfinding and directional signage to the market was hidden by crowds and needs to be more visible. Fairfax Media would like to revisit having the market involved for 2018 but will not use the Kari Street Commons.

World Masters Games 2017 update

15. The World Masters Games Cross Country event was held at the Domain. The event team on was site between 1pm and 8pm on Saturday 29 April until 8:00pm for pack in, and again from 6:15am on Sunday 30 April until 5:45pm when all pack out was complete. 546 athletes and approximately 500 supporters attended the event over the course of the day.

16. The event used the sports fields and grandstands and the condition of park following event was good, with no reinstatement work required.

Request for landowner approval

17. ATEED requests landowner approval, in principle, to enable detailed planning to start for two ATEED 2017/2018 events - the ASB Classic Summer of Tennis and Lantern Festival. If granted ATEED proposes to conduct detailed planning for these events with the Area Manager Operational Manager and Maintenance at Community Facilities, representing the asset owner.

ASB Classic Summer of Tennis

18. The ASB Classic Summer of Tennis is held annually and utilizes the lower portion of the Auckland Domain adjacent to the existing ASB Tennis Arena. This event is facilitated by ATEED and forms part of our baseline portfolio.

19. The request for landowner approval in principle is based on operational planning details from 2017 which remain largely unchanged for 2018.

20. The event is requesting a date of January 1 – January 15 2018 and would typically expect an attendance of 35 000 unique visitors. The event in 2017 required 20 days day/s for pack in, with no activity on the public holidays and sixteen days event execution and five days for pack out.

21. The 2018 event will include the fan zone dubbed “The Serve”, as it has done in previous years. The Serve will provide daily off court entertainment for the duration of the ASB Classic Summer of Tennis. Entertainment will include music, fashion shows, player appearances and broadcast of tennis on giant screens. The area will be restricted to patrons who have purchased a ticket to the ASB Classic and will only operate when the ASB Tennis Arena is operational. This event will be managed by Auckland Tennis.

22. The following impact assessment has been conducted against criteria as listed in section 2.4 “Land Owner Assessment Criteria” of the Domain Events Operational Guidelines document and is based on the 2017 details.

Category	Impact Assessment
Public restrictions	Significant impact · Event is ticketed but the event is aligned with the Auckland Council Events Policy 2013 and the Auckland Major Events Strategy.
Utilises zones / expanse of area occupied	Minimal impact · The event is not in zone 1. Event does not disrupt the free-flow of casual users through the majority of the Domain.
Duration and timing of event (including pack in and out time)	Minimal Impact · No use of zone 1, creates no disturbance to sports use and does not unduly impact on an area of the Domain that is heavily used for passive recreation.
Values of area occupied	Minimal Impact · Area being utilised is not in close proximity to a significant cultural or historic heritage sites or significant trees.
Pedestrian flows	Minimal Impact · Pedestrians will be directed to already existing access paths.
Impact on public vehicle access	Significant Impact · Vehicle access into and through the Domain from Stanley Street is restricted by required road closure
Infrastructure involved	Minimal/Medium Impact · Some structures (Minimal self-supporting and weighted structures) to be placed on a small area of the Domain.
Hanging objects	No Impact
Event vehicle movements	Medium Impact · Low number of event vehicles requiring access through grassed areas.
Access to power and water	Minimal Impact · Access to on-site power and water supplies is not required. Power will be provided by generators or direct from the Tennis Centre.
Amplified Noise	Medium Impact · Amplified music is core to the event for announcements of upcoming matches and results. Noise limits must be consistent with permitted activities set out in the resource consent.
Use of water features	No impact

The Lantern Festival 2018

23. The Lantern Festival is an annual four day festival to celebrate the Chinese New Year. The festival is proposed to begin on Thursday 1 March, 2018 with a lantern-only-night and end of Sunday, 4 March with a fireworks display. The Lantern Festival is delivered and facilitated by ATEED in partnership Asia NZ Foundation.

24. The request for landowner approval in principle is based on operational planning details from 2017 which remain largely unchanged for 2018.

25. The event is requesting a date of March 1 – March 4, 2018 and would typically expect an attendance of 180,000 people. The event in 2017 required seven day/s for pack in, four days event execution and two days for pack out.

26. The following impact assessment has been conducted against criteria as listed in section 2.4 “Land Owner Assessment Criteria” of the Domain Events Operational Guidelines document and is based on the 2017 details.

Category	Impact Assessment
Public restrictions	Minimal impact · Event is free to the public and/or is a not-for-profit event.
Utilises zones / expanse of area occupied	Minimal impact · Event is free to the public and/or is a not-for-profit event.
Duration and timing of event (including pack in and out time)	Medium impact · Utilises Zone 1 and Zone 2. · The use of other areas of the park can continue with no impact or minimal disturbance to the regular users. · The number of events taking up Zone 1 being ‘the cricket ground’ will be restricted in accordance with the Auckland Domain Act. · Event does not disrupt the free flow of casual users through the Domain · event will be on site for 13 days in total
Values of area occupied	Medium Impact · Area being utilised is in close proximity to a significant cultural or historic heritage site or significant trees and the event will engage heritage and arboricultural experts.
Pedestrian flows	Minimal/Medium Impact · Directing of pedestrians where paths are already formed or where an approved, temporary surface is provided, such as matting or bark.
Impact on public vehicle access	Significant Impact · Vehicle access into and through the Domain and surrounding streets is restricted by required road closure and approved traffic management plan
Infrastructure involved	Minimal/Medium Impact · Some structures (Minimal self-supporting and weighted structures and lanterns) to be placed on a small area of zone 1. Hard stand areas will be utilised as much as possible
Hanging objects	Medium Impact · The lanterns shall be attached to trees by suitably qualified arborists or under the direction and supervision of the appointed arborist in such a way that does not result in damage to any part of the tree. · Lanterns shall be attached only to trees which are determined to be suitable for the hanging of lanterns by Auckland Council’s Landscape and Arboricultural Advisor · No lantern, sign, bin or any other object shall be hung from a Scheduled Notable tree without written approval from Auckland Council’s Heritage Arborist. No lantern, sign, bin or any other object shall be nailed to any tree.
Event vehicle movements	Medium Impact · Low number of event vehicle requiring access through grassed areas away from trees. · All vehicle movements within the Domain will be restricted to the sealed roads unless approval has been provided for by the Team Leader Monitoring – Central, in consultation with Council Advisors.
Access to power and water	Minimal Impact · Access to on-site power and water supplies is required and will be supplemented by the use of generators.
Amplified Noise	Medium Impact · Amplified music is core to the event - announcements as well as several stage performances. Noise limits must be consistent with permitted activities set out in the District Plan (Isthmus Section) or successive Auckland Unitary Plan as well as the approved resource consent.
Use of water features	No impact

Consideration

Local board views and implications

27. Looking forward to the 2017/18 year, ATEED will seek feedback from the Waitemata Local Board events portfolio holder on each event as more information for each application becomes available. This is in line with the Auckland Domain Event Operational Guidelines.

Māori impact statement

28. Both the Lantern Festival and The ASB Classic Summer of Tennis consulted with iwi during the resource consent process for the Lantern Festival and The ASB Classic Summer of Tennis event resource consents, these events both have a five year consent.

Implementation

29. ATEED staff will conduct stakeholder consultation and seek approval from various council and external parties during the planning phase for both 2018 events, as it is an essential part of ATEED’s stakeholder engagement process.

30. Consultation with key stakeholders in and around the Auckland Domain aims to ensure operational plans events consider stakeholder requirements, and minimize the amount of risk and disruption to the venue and local communities.

31. Key stakeholders include the Hospital and the Auckland Museum, with discussions focused on ensuring that access requirements are fit for purpose, and consulting them on proposed operations that may affect them. Other stakeholders include the council’s Parks and Sports Fields, Solid Waste, Noise Control and Heritage Team’s, Auckland Transport, Police and Fire Service.

32. ATEED’s Major Event Operations Team will conduct all event consultation and facilitation processes and will issue event permits.

Attachments

No.	Title	Page
a ⇩	Site plan for the 2017 ASB Classic Summer of Tennis	83
b ⇩	Site plan for the 2017 Lantern Festival	85
c ⇩	World Masters Games cross country race set up 1	87
d ⇩	World Masters Games cross country race set up 2	89
e ⇩	World Masters Games cross country race set up 3	91

Signatories

Author	Rebecca Temple – Manager Event Operations (ATEED)
Authorisers	Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Auckland Domain Committee

24 May 2017

Seismic strengthening work at the Wintergardens

File No.: CP2017/06369

Purpose

1. To seek approval for the proposed seismic strengthening work of the cool house, the tropical house and adjacent boiler/potting room at the Wintergardens.

Executive summary

2. In response to the anticipated implementation of the Building (earthquake-prone buildings) Amendment Act 2016 (Act) in July 2017, the Seismic Programme (programme) has been established at Auckland Council to review the building portfolio of approximately 3500 buildings. This programme is focused on the building types identified in the Act:

· unreinforced masonry buildings

· those built prior to 1976 with at least three storeys or 12m or greater in height and/or

· buildings with falling hazard elements.

3. The focus for the programme is to identify which buildings are earthquake-prone (EQP) and therefore fall below 34% of New Building Standards as outlined within the Act and to complete detailed seismic assessments on those buildings. This work will include retrofit design solutions and costings which will be used to help inform the seismic modelling which is currently underway. The modelling will identify design solutions that can be applied across the portfolio whilst providing information crucial for informing future Long Term Plans.

4. To test the solutions provided by the structural engineering consultants a number of pilot projects have been identified. The Wintergarden glasshouses have been identified as EQP buildings and as one of those pilot projects.

5. It is anticipated that the seismic strengthening work at the Wintergardens will be completed during the 2017/18 financial year. The project team have been working with other identified key stakeholders to ensure that the project considers work taking place at Auckland Domain including the removal and renewal of Auckland Domain glasshouses; how the work will impact on the event bookings that are taken for the tropical and cool houses and ensure that this is proactively managed; and to discuss the communications that will be required for staff and visitors whilst the work is taking place.

6. There will be an impact on public access. The cool house will need to be closed for approximately four months and the tropical house will need to be closed for approximately five months. Staff will work to minimise disruption to their services and to the visitors of the Wintergardens during the construction period.

Recommendation

That the Auckland Domain Committee:

a) approve in principle the seismic strengthening work and other appropriate safety upgrades of the cool house, the tropical house and adjacent boiler/potting room at the Wintergardens and delegate approval of detailed design to the Head of Design and Investigation.

b) request that access to one half of the Wintergardens remain open to the public at all times and that clear interpretation of the project be provided on site, as well as through a variety of other communication channels, to minimise impact on the visitor experience when visiting Auckland Domain.

c) note that all works are to be in accordance with the Auckland Wintergardens Conservation Plan, or a variation thereof, and approved by a qualified heritage architect.

Comments

Background

7. In response to the Christchurch earthquake which took place in February 2011, the Building (earthquake-prone buildings) Amendment Act 2016 is proposed to be introduced on or before the 1 July 2017.

8. The Act seeks to strike a balance between protecting people from harm in an earthquake, the costs of strengthening or removing buildings and the impacts on heritage.

The Act states that:

· buildings that are assessed through an engineering assessment to be below 34% New Building Standards (NBS) will be considered to be EQP

· a whole building or part of a building can be considered to be EQP

· Auckland is identified as low risk in terms of seismic activity so Auckland Council and building owners have up to 15 years to identify all potential EQP buildings and to complete engineering assessments (based on building profiles), then owners have up to 35 years to complete any remedial work

· once notified by Council’s Building Control department, owners have 12 months to engage an engineer to undertake a seismic assessment

· once buildings are identified by an engineering assessment as EQP they will be identified through formal notices attached to the buildings to say so.

The Seismic Programme and pilot projects

9. The programme has been established to review Auckland Council’s building portfolio (approximately 3500 buildings), focussing on those building types specifically identified in the Act for low seismic risk areas, namely:

· unreinforced masonry buildings

· those built prior to 1976 with at least 3 storeys or 12m or greater in height and/or

· buildings with falling hazard elements.

10. The focus for the programme is to understand the funding needed to address the seismic risk related issues across the portfolio. It will ensure that where possible and economically viable to do so, service buildings are strengthened to a minimum of 34% NBS within the timeframes identified in the Act.

11. By identifying buildings that are potentially EQP and completing detailed seismic assessments on those buildings this information will inform seismic modelling currently underway. The modelling will identify the design solutions that can be applied across the programme whilst providing some robust data to inform future budgets for the Long-term Plan.

12. To test the retrofit design solutions that have been supplied by the structural engineering consultants and to better understand the cost and implementation methodology, some buildings have been identified as pilot projects. The learnings from these buildings including from the tropical house and cool house, will be used to inform the rest of the programme.

The cool house and tropical house (Wintergardens) seismic strengthening project

13. A detailed seismic assessment was completed on the Wintergardens’ glasshouses and the adjacent boiler and potting room by EQSTRUC consultant engineers in December 2015. The assessment concluded that the buildings are below 34% NBS and are therefore considered to be EQP. It is important to note that a building is not a dangerous building just because it has been identified as EQP.

14. To bring the buildings above 34% NBS the following work will be completed:

· The attachment of the roofing system to the structural walls of the building by using steel rods

· Bracing of the unreinforced masonry chimney in the tropical house

· Additional steel framing at roof level in the boiler/potting room.

15. Please see copies of the Conceptual Retrofit Designs attached.

Timeframe

16. Due to the complex nature of the seismic strengthening work involved, to ensure that it has minimal impact on City Park Services’ operations and to ensure that the plants are protected as much as possible, the maximum time each of the glasshouses will be closed is between four months (cool house) and five months (tropical house). The plants in the tropical house will remain in the building whilst the work takes place so the scaffolding will need to be constructed and deconstructed bay by bay to ensure that they continue to get sufficient daylight whilst the work takes place. This extra work impacts on the timelines. The project team will work with the contractors to explore ways to reduce this time wherever possible.

17. The glasshouses have been identified as EQP, so from the 1 July 2017 the details of the buildings will be entered into a national public register. They will also be identified as EQP through the use of stickers that will have to be displayed in a prominent place, under the requirements of Act. This work needs to be completed from a health and safety perspective of both staff and the public and any delays will cause a significant increase in costs.

18. The date of commencement is yet to be confirmed.

Operational aspects of project

19. The cool house building will be completely emptied by moving the plants into the adjacent courtyard space. This will allow the scaffolding platform to be temporarily installed inside the whole area of the roof space in the building. The platform will remain until the seismic retrofit construction work is completed, which will be approximately four months, and then the plants will be moved back into the building.

20. The work in the tropical house will follow the cool house. The platform will be installed bay-by-bay as the existing plants are to remain in-place whilst construction is taking place. It is planned for the scaffold platform to be moved along the building length, from one bay to the next, once the strengthening works associated with the previous bay are completed. This will allow the plants to continue to have daylight whilst the work is completed. Time will be made available on a daily basis for City Park Services’ staff to enter the building to tend to the plants. The work will take approximately five months to complete.

21. City Park Services’ staff have been involved in developing the methodology above. The events team at Auckland Council are managing bookings that have already been made or will be made for the Wintergardens (for example weddings) and will help make the public aware of the future planned works.

22. Work will take place during daylight hours and will exclude weekends and public holidays. However, if the contractor falls behind schedule they may decide to work these days to make up time.

23. The Auckland Council communications team has been involved in the project discussions and have provided examples of the signage that can be made available on site prior to, and whilst the work is taking place. The signage will be placed on the temporary fencing that will be used which is standard and necessary for building works. It is made of wire mesh and will stand at 1.8m high. The information in the signage is yet to be confirmed. Examples are shown in the attached appendix.

24. The proposed work that is to be completed at the Wintergardens has been approved by the Auckland Council heritage team through the consent process.

25. Staff will manage the dependencies of this project and the nearby glasshouse removal and renewal work to minimise impacts.

26. While the focus of this work is to ensure that the buildings meet the requirements laid out in the Act and are strengthened above 34% there is the additional consideration, in this case, of the security of glass in the event of a major event such as an earthquake. At the time of writing this report staff are investigating all opportunities to undertake work to reduce risks from glass failure as well as undertake other maintenance or renewals work at the same time as these works are going on. Funding is currently available to deal with the requirements of the Act in relation to the building integrity however the any work associated with the glass is not in scope and the associated funding is not currently available. This is the subject of ongoing investigation.

27. All works will be in accordance with the Auckland Wintergardens Conservation Plan, or a variation thereof, and approved by a qualified heritage architect.

28. The contact details for this work are as follows:

· Seismic Programme lead – Clare Thorne – clare.thorne@aucklandcouncil.govt.nz or mobile 021831456

· Wintergardens seismic strengthening project – Andrew Hollis – Andrew.hollis@aucklandcouncil.govt.nz or mobile 021897671.

Attachments

No.	Title	Page
a ⇩	Cool House and Tropical House - Conceptual Retrofit Designs	97
b ⇩	Cool House and Tropical House - Examples of signage for construction works	111

Signatories

Author

Clare Thorne – Service and Asset Planning Specialist

Authorisers

Justine Haves – Manager Service and Asset Planning

Jane Aickin - Paeurungi Te Waka Tai-ranga-whenua

Auckland Domain Committee

24 May 2017

Auckland Domain - general update

File No.: CP2017/09529

Purpose

1. To update the Auckland Domain Committee on recent activities, approve new signage and associated walkway improvements and delegate decision making on new developments in Auckland Domain.

Executive summary

2. Earlier this year Auckland Domain was awarded the Green Flag. This award was granted following an assessment of the park by two judges from New Zealand and Australia. The award recognises best practice in park management. The granting of this award comes off the back of making a lot of the improvements to assets and programmes while continuing to deliver an outstanding range of services that have always made Auckland Domain a jewel in the heart of Auckland.

3. During May two innovative new developments proposed for Auckland Domain were discussed with the community in more detail. The concept of adding more natural play around the duck ponds and providing for informal and active recreation and events in Kari Street Commons appears to be widely supported by the community. This is consistent with what was found through the Auckland Domain Master Plan process.

4. Implementation of the Auckland Domain Master Plan is also progressing with the small but important initiative to promote a new 5 km walking and running route in Auckland Domain to encourage use of lesser known trails and drive small improvements in pedestrian connectivity within the park.

5. The return of carvings to the sacred totara tree at the top of Pukekaroa is planned for June. This will be an important occasion for the kingitanga and for all Aucklanders.

6. Finally, a wide range of maintenance and renewals projects throughout Auckland Domain have been undertaking which are collectively giving the park a much needed facelift while retaining the values of the park.

Recommendation/s

That the Auckland Domain Committee:

a) note the update received on public engagement and design for natural play and Kari Street Commons development and delegate decision making on the final design to the Chair and Deputy Chair. This will enable resource consent to be lodged ahead of the next committee meeting in August.

b) approve in principle new signage to be installed in the northern bush area to provide direction to people arriving at Auckland Domain from the Parnell Rail Station.

c) approve in principle new signage to be installed throughout the central area of the park providing advice on some connected running, walking and cycling trails within Auckland Domain.

d) approve in principle the investigation into closure of part of Grafton Mews, between Lower Domain Drive and Centennial Walkway, to provide safer pedestrian and cycle connections within Auckland Domain.

e) request staff to report back on the implications and options for timing of the closure of part of Grafton Mews.

Comments

Master Plan publication

7. The Auckland Domain Master Plan was adopted in July 2016 and delegated to the Chair, Deputy Chair, Cr Lee and an IMSB Member to approve of the history section. The history section is still being resolved. In the interim the master plan will be published on Auckland Council’s website, with a holding page for the history section.

Natural Play and Kari Street Commons

8. Public consultation for Auckland Domain natural play and Kari Street Commons opened on the 22 April 2017with an open day held on site. This consultation period closed on the 13 May 2017, which was after the writing of this report.

9. An update summarising the findings of the consultation will be provided at a workshop of the Auckland Domain Committee on 24 May along with more developed concept designs.

10. The project teams have also initiated discussions with heritage, the council arborist and mana whenua who are all currently in support of the proposals. Furthermore, Tania Richmond, who has an extensive knowledge and background with Auckland Domain, has been contracted to assist with planning and consents.

11. In relation to the Kari Street Commons project discussions have also been held with Auckland Hospital who are in support of the proposed development and share a desire for connections between the hospital and Kari St Commons. They have also suggested a café or bar noting there would be quite a demand from their staff and visitors to the hospital (in addition to others).

12. Prior to consultation going live, various stakeholders were emailed to ensure maximum feedback. Recreation groups who have shown interest in the Kari Street Commons area are; Pickleball Volleyball, Futsal, Calisthenics and Frisbee golf.

13. It is recommended that delegation be given to the Chair and Deputy Chair of the Auckland Domain Committee to confirm final design to ensure project deadlines are able to be met.

Green Flag Award

14. Auckland Domain has been awarded the Green Flag. This is an international award recognising and rewarding the very best green spaces. The criteria are:

· A welcoming place

· Healthy, safe and secure

· Clean and well maintained

· Sustainability

· Conservation and heritage

· Community involvement

· Marketing

· Management

15. At the same time as awarding the Green Flag the judges made a number of recommendations many of which are being included in future work programmes.

Walking and running trails

16. There are opportunities to better articulate and promote safe walking, running and cycling routes through the Auckland Domain. Staff are currently reviewing these opportunities. The motivation for this is the increasing population density in the city centre, increased demand for safe off road running and cycle routes, safety concerns associated with using lesser used or out of the way trails and the need to think about implementation of the pedestrianisation signalled in the Auckland Domain Master Plan.

17. Initially a 5km extended running/walking trail has been mapped that connects the Sri Chinmoy Loop with the Centennial Walkway, Domain Walk and includes activation of Lovers Lane. It is recommended a range of discrete signs be installed promoting this trail while also promoting through media, social media and potentially small events.

18. Current trails, such as the Domain Walk, take users to and from Stanley Street and Lower Domain Drive but do not link with Centennial Walkway or the bush walks that take users up towards the duck ponds and Wintergardens. Creating safe access along a small portion of Grafton Mews (between Lower Domain Drive and Centennial Walkway) is considered desirable to link up these trails and create connected and safe walking and running routes within the Domain.

19. While pedestrians can use this section of Grafton Mews there is no footpath and walkers and runners have to run onto the middle of the road, outside of parked cars and negotiate cars in transit to connect tracks. Options are being investigated to overcome this obstacle. Auckland Transport’s walking and cycling team have, in the past, looked into turning this section of Grafton Mews into part of a walking and cycling link from the Grafton Gully Cycleway to the Parnell Rail Station, the idea was conceptualised but is not currently included in their programme of works. They would support any improvements for walking and cycling in this area. It is recommended that this small section of road be closed noting there are other alternatives for motorists but that this is a tricky intersection for motorists.

New Signage

20. As noted above it is recommended additional signage be installed to promote walking, running and cycle routes through Auckland Domain. It is also recommended that approval be granted for three additional plinth signs to be installed in the northern bush section of Auckland Domain to aid in welcoming and wayfinding for visitors arriving off the train. Location and design is yet to be finalised but these are likely to be placed near the tunnel, the new gated exit off Parnell Rail Station Platform and at near the entrance to Carlaw Park where users will have the option of branching off into Auckland Domain.

21. There is no funding available for new initiatives such as these however Waitematā Local Board have informally considered the opportunity to support these initiatives by way of funding these signs and provided initial support.

Stakeholder meetings

22. Auckland District Health Board - Following the February meeting of the Auckland Domain Committee the design team working on Kari Street Commons met with DHW Lab. These are a group of designers set up in the hospital grounds to look at the design of the hospital and how to better connect people into and through the hospital grounds. DHW Lab noted it was an excellent time for Auckland Council to make the connection in regards to egress/access between the hospital and Auckland Domain as they were currently focussed options to better connect the hospital grounds with Auckland Domain along the edge between the line of buildings and Domain Road (nearer to the Park Road entrance). Enhancing connections between Auckland’s biggest public health provider and the expanse of Auckland Domain with its ability to offer respite and a focus on wellbeing provided great benefit to Aucklanders using the hospital while also increasing survellience of the park and the associated sense of security this can provide. They were very supportive of connections into Kari Street Commons and Auckland Domain in general. Staff are keeping in regular contact with Mr Justin Kennedy-Good from Auckland District Health Board.

23. Auckland Holocaust Memorial Trust – at the 27 July 2016 Auckland Domain Committee staff were authorized to “engage with the Auckland Holocaust Memorial Trust to seek an appropriate location (outside the object exclusion and event zones) for a memorial in the Auckland Domain and report back to the committee”. Staff have met trust members as well as spoken and corresponded on the matter. A meeting is scheduled with the Chair of Auckland Domain Committee, members of the trust and staff on Friday 26^th May to further progress this matter.

24. Procare, Healthcare and Health Research Council – these are all not for profit companies leasing a site off Stanley Street next to the bowling club. Staff met with Procare, Healthcare and Health Research Council on 20 April 2017 and the focus of that conversation has been canvassed in the Carpark Operation and Management Agreement elsewhere on this agenda. It was good to connect with these neighbours and we noted a shared interest in Aucklanders health and wellbeing, the ability they have to connect through far reaching social media initiatives and their desire for connection with and understanding about the proposed development of Kari Street Commons. They also reported the failure of large trees on the boundary of Kari Street Commons which had opened up the view line between the two sites.

25. Peace Foundation – following a written request from the Peace Foundation to the Chair of the Auckland Domain Committee consideration was given to the installation of a plaque to accompany the tree pohutukawa tree planted in Auckland Domain on 11 November 2011. Following informal engagement with the ADC a discrete plaque has been approved and it reads “Pohutukawa for Peace planted 11/11/11 honouring those who work for peace. This plaque marks the 30^th Anniversary of the New Zealand Nuclear Free Zone. 8^th June 2017.”

Pukekaroa

26. Pukekawa is the volcano that makes up the bulk of Auckland Domain and its crater rim can be easily seen circumnavigating the sportsfields. The volcanic vent in its centre is known as Pukekaroa. Pukekaroa was the site of a pā inhabited and fought over by many different iwi throughout the early history of Tāmaki Makaurau. In 1940, as part of Auckland’s centenary celebrations, and to represent the continued peace agreement between iwi tribes a totara tree was planted in Auckland Domain. The planting was overseen by Te Puea Herangi, the great granddaughter of Te Wherowhero. Carvings were placed around the tree as well as a palisade fence.

27. In recent years both the carving and the fence had started to fall into disrepair. These have now been repaired (see the picture of the new palisades below) and it is time to return the restored carvings to their home around the sacred totara tree. The Office of the Kiingitanga would like to work with Council to include a small ceremony on the 24 June 2017 to acknowledge the return of the carvings. This will also be an opportunity to promote the significance of Pukekawa/Auckland Domain and its history to Aucklanders.


Before (including machine grade timber and broken pallisades)	After

Event Guidelines Review

28. The Auckland Domain Event Operational Guidelines were approved on 2 May 2016. These included, under clause 3.1, that “the guidelines would be reviewed after a year of operation to assess their effectiveness and make any required improvements. This will take account of general feedback from the Auckland Domain Committee, the Waitematā Local Board, the parks and event teams, permanent users of the site and the wider public”.

29. The Auckland Domain Committee recently addressed the issue of late applications that did not provide sufficient time for consideration by the events staff or the committee. The resolution of the committee to require set timeframes for applications to be reviewed should be added to the guidelines.

30. Other than this point initial discussions with staff suggest the guidelines are working well, with the following comments to be considered in the review:

· General update including the fact the Auckland Unitary Plan is now operative in part and associated plan references need to be updated.

· The District Plan section 5C relating to the Auckland War Memorial Museum surrounds is no longer in effect, but heritage staff have advised they will still give consideration to this when assessing applications in this area.

· Reference to Zone 4 – Kari St Active Event Zone should be updated now progress has been made on planning improvements and proposal to utilise this space.

· Greater clarity is required on providing longer term (up to 5 year) permits for events that are operated on an annual basis such as Christmas in the Park and now Lantern Festival.

· It has been suggested the multiple day criteria for committee approval be modified from the ‘no more than one day’ to ‘no more than 48hours’. This would allow one day events that have some pack in or out either side of the event to be assessed under delegation by staff.

· It has been suggested ‘operational’ be removed from the guidelines title.

31. Further consultation is required with internal staff, the local board, Auckland War Memorial Museum and the Auckland Domain Committee. It is anticipated that the guidelines will be amended following this consultation and that the draft will be reported to the committee at its August meeting.

Renewals

32. The nursery glasshouse upgrade project is due to start in November. This will have a major effect on the operation of the nursery however it is likely that some of this impact will coincide with the proposed seismic strengthening project which will reduce maintenance requirements on half of the wintergaren facility. Everything is being done to minimize the impact of this upgrade and ensure the wintergardens display continues uninterrupted.

33. In the meantime a number of renewal projects have been completed or are about to be completed providing a significant impact on the amenity value of Auckland Domain. Images of some of these improvements are shown below.

Operational Management and Maintenance

Parking on grass

34. Auckland Council and Auckland Transport receive a large volume of complaints regarding people parked off the roadway and on grassed areas within Auckland Domain - in particular through the summer months.

35. Auckland Council staff, in conjunction with the Auckland Transport Design Team, are investigating a report for the Traffic Control Committee that would enable a comprehensive approach to traffic management across Auckland Domain.

36. Whilst Auckland Transport has been delegated to manage the road in Auckland Domain, it has no current jurisdiction in the rest of park. There are no surveyed road reserve areas. While the logical expectation from “no parking off the roadway” signage is that people would be prevented from parking on the grass Auckland Transport does not appear to have powers beyond the formed road. We are therefore jointly seeking legal opinion on a couple of opportunities to deal with the parking on the grass/open space areas.

37. In the meantime security guards have been positioned by the sports fields on some afternoons and evenings and this has helped to reduce the parking on the grass. Parks staff also continue to ask clubs and those booking the sports fields to comply with the no-parking on grass rule and have also carried out patrols on some evenings and weekends. The conclusion of the cricket season has also reduced the number of these incidents although it still occurs along Kiosk Road.

38. This is a long standing issue that is, in part, linked to the historic use of the site (see image below from the early 1900s) and the lack of physical barriers to prevent people driving onto the field. Implementation of the Auckland Domain Master Plan, by way of closure of part of Football Road, will go a long way to restricting access by vehicles onto the grass.

$http://muse.aucklandmuseum.com/databases/images.aspx?FileName=f:\data\dbimages\pictorial\webex\f\c8786.jpg&filepathtype=unc&width=600&height=600&cmd=scaledown$

Watching Cricket at Auckland Domain, 1900s

Weather events

39. With the two large weather events in March and April the duck pond flooded over parts of Domain Drive. It also created an impressive waterfall down into the bush. See pictures below.

Maintenance

40. At the time of writing the Robbie Burns Statue was in the process of being cleaned.

41. An area of track that has widened over the years, leaving a drainage pit in the middle of the track, has been filled and made safe for pedestrians coming out of the tunnel.

42. The old green tip site is being progressively cleaned up. Old concrete, soil and mulch bunker walls are being removed and the pads left in place at this time. Green waste is being mulched or removed. The convolvulus is being sprayed back and removed.

43. Regular tree pruning and maintenance continues to be a significant part of the work being undertaken on a day to day basis at Auckland Domain.

Health and Safety

44. Two common health and safety hazards in Auckland Domain are trip hazards and wasp stings. As reported earlier in this report a number of footpath upgrades are in progress or complete that are intended to remove some of the trip hazards. This is an ongoing programme of renewals. Wasp stings over the late summer period have been high across Auckland Domain. While there have been no reports of the public being stung wasp nests have been treated when identified.

Consideration

Local board views and implications

45. This is largely an operational update so the views of the Waitemata Local Board have not been sought on this report however matters affecting the community will be discussed with the local board as required.

Māori impact statement

46. This report largely reflects ‘business as usual’ operational activity and, in general, is not considered to have an impact on the significant values to mana whenua of Auckland Domain. The two exceptions are the renewal and reinstatement of carvings and associated fencing on Pukekaroa – this is discussed earlier in the report and all other renewal projects. Renewal projects have been discussed with mana whenua and those mana whenua with an interest have provided input to design and construction works where deemed appropriate.

47. Given the significance of the site to mana whenua and Māori of Auckland engagement on any new developments is essential and this has been reported on a case by case basis as projects arise.

Implementation

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

Attachments

There are no attachments for this report.

Signatories

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

Chairperson	Cr Mike Lee
Deputy Chairperson	Pippa Coom	Chair, Waitemata Local Board
Members	IMSB Member Renata Blair
	Member Shale Chambers	Waitemata Local Board
	Cr Linda Cooper, JP
	IMSB Member Terrence Hohneck
	Cr Desley Simpson, JP
	Member Vernon Tava	Waitemata Local Board

Ex-officio	Mayor Hon Phil Goff, JP