Agenda of Rodney Local Board Parks and Recreation Committee

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

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.

4 Confirmation of Minutes

That the Rodney Local Board Parks and Recreation Committee:

a) confirm the ordinary minutes of its meeting, held on Thursday, 20 September 2018, as a true and correct record.

5 Leave of Absence

At the close of the agenda no requests for leave of absence had been received.

6 Acknowledgements

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

7 Petitions

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

8 Deputations

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Rodney Local Board Parks and Recreation Committee. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Matakana Pony club

Te take mō te pūrongo / Purpose of the report

1. The Matakana Pony Club have requested a deputation to discuss their use of Matakana Diamond Jubilee Park.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) thank the Matakana Pony Club for their presentation.

8.2 Leigh Volunteer Library

Te take mō te pūrongo / Purpose of the report

1. The Leigh Volunteer Library have requested a deputation to discuss funding options for the library.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) thank Ms Lawton from the Leigh Volunteer Library for her presentation.

8.3 Kawau Bay Fishing Club

Te take mō te pūrongo / Purpose of the report

1. The Kawau Bay Fishing Club have request a deputation to provide an update on a proposed sun shelter in the Sunburst Reserve, Snells Beach.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) thank representatives from the Kawau Bay Fishing Club for their presentation.

Attachments

a Kawau Fishing Club sun shelter presentation........................................ 75

9 Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

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

10 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.”

Rodney Local Board Parks and Recreation Committee

15 November 2018

Matakana Diamond Jubilee Park Open Space Study

File No.: CP2018/21068

Te take mō te pūrongo / Purpose of the report

1. To present to the Rodney Local Board the completed Matakana Diamond Jubilee Park: Open Space Study and Enhancement Recommendations report dated October 2018 by Bespoke Landscape Architects Limited

2. To obtain approval from the Rodney Local Board for further investigation and design of park layout to include community open space alongside existing pony club and tennis use.

Whakarāpopototanga matua / Executive summary

3. The Matakana Diamond Jubilee Park Open Space Study and Enhancement Recommendations report has been completed and delivered to Auckland Council on 4 October 2018.

4. The Matakana Diamond Jubilee Park Open Space Study and Enhancement Recommendations report recommends a shared-space solution for Matakana Diamond Jubilee Park, between pony club, tennis club, and community open space use.

5. If a shared-space solution is to be adopted, further work is required to develop detailed designs for park layout and division of space between uses.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) receive the completed Matakana Diamond Jubilee Park: Open Space Study and Enhancement Recommendations report dated October 2018 by Bespoke Landscape Architects Limited

b) approve in principle that an area of Matakana Diamond Jubilee Park be set aside for use as a community open space

c) approve that the remaining area of Matakana Diamond Jubilee Park continue to be made available for use by Matakana Branch Pony Club and Matakana Tennis Club

d) request that staff undertake an options analysis for division of space within Matakana Diamond Jubilee Park between pony club, tennis club and community open space uses

e) note its preliminary preference for layout option two as presented on page 41 in the Matakana Diamond Jubilee Park: Open Space Study and Enhancement Recommendations report.

Horopaki / Context

6. Matakana Diamond Jubilee Park, located at 207 Matakana Valley Rd, Matakana, is 4.04ha designated as open space – sport and recreation.

7. The park accommodates a pony club, tennis club and three tennis courts.

8. Matakana Tennis Club Incorporated holds a lease of the area marked in red on Attachment A to the agenda report for 10 years commencing 18 October 2017, with one right of renewal of 10 years; final expiry 17 October 2037.

9. Matakana Branch Pony Club Incorporated has enjoyed a presence on the park for approximately 40 years. The club currently hold two distinct occupancy agreements:

· First, a footprint lease for its clubrooms marked in yellow in Attachment A together with a non-exclusive licence to occupy that area of the park outlined in blue in Attachment A to the agenda report, for five years commencing 1 August 2015, with one right of renewal for five years.

· Secondly, a non-exclusive licence to occupy approximately 3688m² adjacent to the tennis courts, marked in green on Attachment A to the agenda report, renewable annually at the sole discretion of the Rodney Local Board.

10. In the 2016-2017 Parks Sport and Recreation work programme the Rodney Local Board allocated $20,000 towards an assessment of open space needs for future use of Matakana Jubilee Park.

11. Bespoke Landscape Architects Limited was contracted to undertake a needs assessment for future use of the park.

12. During 2017 the Matakana Community Group sought community views on the future of the park. These were collated and provided to council; they suggested an appetite for increased community open space in the park.

13. Subsequently, the scope of the project expanded to include a formal council consultation on the identified options for future of the park. Community consultation ran from 6 April 2018 to 6 May 2018. A clear majority of submissions were in favour of the pony club remaining on the park. A significant number of submissions supported some provision of community open space. A summary of consultation findings can be found on pages 33-35 of the Matakana Jubilee Park Open Space Study (Open Space Study).

14. Consultation results informed the recommendations in the Open Space Study. In preparing the recommendations Bespoke Landscape Architects sought clarification from Matakana Pony Club about minimum operational requirements.

15. Bespoke Landscape Architects delivered the completed Open Space Study on 4 October 2018 (see Attachment B to the agenda report).

16. A workshop was held on 11 October 2018 to discuss the report and seek direction from the Rodney Local Board. The local board identified a preference for a sharing park between pony club and community use and, subject to further advice, a preliminary preference for layout option two as presented at page 41 in the Open Space Study. The local board requested that further detailed advice be prepared regarding the allocation of space within the park.

Tātaritanga me ngā tohutohu / Analysis and advice

17. Matakana has limited provision of community open space. Demand is expected to increase with population growth.

18. Matakana Diamond Jubilee Park currently provides pony club and tennis facilities but could accommodate more diversified community use.

19. A shared space solution could meet operational requirements of Matakana Branch Pony Club, Matakana Tennis Club, and could provide open space for informal active recreation.

20. Diversifying the recreation offering in Matakana Diamond Jubilee Park is consistent with the Rodney Local Board Plan 2017 “Outcome: parks and sports facilities that everyone can enjoy”.

21. Further investigation and design will be required to develop detailed plans for park layout and division of space between uses.

22. It is anticipated that future subdivision of adjacent properties will affect the Matakana Diamond Jubilee Park by creating a new road frontage and new esplanade reserve, which should be considered in developing detailed plans for park layout.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

23. Matakana Branch Pony Club will continue to use the park which will help to retain the rural character of the Matakana village. The area used by the pony club will be reduced, but its operational requirements can be accommodated.

24. Matakana village will gain an area of flat recreational open space, and there is potential for walking tracks and other recreational facilities to be added in future. A more diverse recreation offering at Matakana Diamond Jubilee Park will support increased activity levels within the Matakana community.

Tauākī whakaaweawe Māori / Māori impact statement

25. No māori impacts are anticipated as a result of receiving the Open Space Study, or from requesting investigation and design of park layout.

Ngā ritenga ā-pūtea / Financial implications

26. It is anticipated that some financial allocation may be required to develop detailed plans for park layout. This cost is currently unknown.

Ngā raru tūpono / Risks

27. There is a risk that subdivision of adjacent properties does not occur in a timeframe consistent with the desired development of Matakana Diamond Jubilee Park. This is self-mitigating to some extent because the subdivisions themselves will be important contributors to population growth and therefore demand for park space.

Ngā koringa ā-muri / Next steps

28. Auckland Council staff will be provided a copy of the Open Space Study and requested to undertake an options analysis for division of space within Matakana Diamond Jubilee Park between pony club, tennis club and community open space uses.

Ngā tāpirihanga / Attachments

No.	Title	Page
a	Matakana Diamond Jubilee Park current tenancies (Under Separate Cover)
b	Matakana Diamond Jubilee Park Open Space Study and Enhancement Recommendations Report October 2018 (Under Separate Cover)

Ngā kaihaina / Signatories

Author

Nick Harris - Sport & Recreation Team Lead

Authorisers

Mace Ward - General Manager Parks, Sports and Recreation

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks and Recreation Committee

15 November 2018

Options to address condition issues at Kumeu Library

File No.: CP2018/17648

Te take mō te pūrongo / Purpose of the report

1. To recommend a course of action to the Rodney Local Board to address weather tightness issues at Kumeu Library.

Whakarāpopototanga matua / Executive summary

2. Kumeu Library is a well performing community facility in the Rodney Local Board area. It rates high in customer satisfaction surveys and has increasing membership and use.

3. Investigations into community facility provision confirmed Kumeu Library is adequate to service the community and support growth in the medium term. If Kumeu Library closed, it would create a gap in services for the area.

4. Kumeu Library has suffered weather tightness defects, which have led to moisture in the walls and sub-floor.

5. Assessments of the library have identified that the condition of the building is compromised but can be remedied.

6. Staff investigated six investment options to support decision making on the future of Kumeu Library. Options were assessed against a range of criteria. Benefits, risks and trade-offs associated with each option were also considered.

7. Staff recommend progressing with investment in targeted renewals (Option B) because:

· services levels can be maintained in the medium-term at an appropriate level to demand

· enables opportunity to expand additional services into the service centre should they require less space or integrate with library services

· investment is likely to keep the building operational until the population growth creates demand for a larger multipurpose facility

· work can commence immediately with minimum disruption to library services

· it can be delivered within the board’s existing budget and additional requirements can be planned into future budgets.

8. There is currently $420,000 available in the Rodney Local Board 2018/2019 budget for Kumeu Library. Staff recommend using this budget to deliver priority renewal work to address immediate weather tightness issues with the roof and subfloor. During this period the building’s condition will be further assessed to inform additional work required, methodology for delivery, and a refined budget estimate for 2019/2020.

9. A key risk is uncertainty regarding the total renewals budget required to complete weather tightness. Staff recommend the allocation of $1 million in principle in the 2019/2020 budget to cover what may be required based on conservative estimates of worst-case scenarios.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) agree to spend the allocated $420,000 for 2018/19 to progress with targeted renewals (Option B) to address immediate weather tightness issues at Kumeu Library

b) agree in principal to allocate an additional $1million in the board’s capital renewals budget in 2019/2020 for further renewals work on Kumeu Library, subject to staff reporting back on the methodology and scope of work prior to formal approval.

Horopaki / Context

Key issue facing Kumeu Library

10. Kumeu Library was built in 1997. It is the only council owned and operated community facility in the Kumeu/Huapai area.

11. In 2004 the Library was joined to the Kumeu Service Centre through an infill extension.

12. Over the years the library building has suffered weather tightness issues associated with the roof, internal guttering and windows, which has resulted in moisture in the sub-floor and walls. The service centre is considered to be in better condition.

13. If no action is taken to address the library condition issues it is likely that this portion of the building will need to close to due health and safety. This would result in a reduction of library services to the Kumeu/Huapai area.

Kumeu library provides important services to its community

14. Kumeu is geographically isolated, which creates a level of disparity in accessibility to facilities and services. Kumeu Library plays a key role in providing a place for the community to gather and offers a range of regular services and activities to the local community, with over 700 people participating each month in programmes and activities.

15. Kumeu Library is one of the best performing libraries in the Rodney Local Board area. It is viewed positively by the community with an annual satisfaction rate of 95 per cent and is displaying annual increases in new users and registrations.

16. In 2017/2018 an investigation into community facility provision in Auckland’s north-west confirmed the contribution of the Kumeu Library and concluded that if it closed there would be a gap in service provision within the local library network.

17. Removal of this facility would reduce service levels to the community. Cost and transport is likely to act as a barrier to accessing facilities outside of the area to a significant proportion of the population that is aging and on a fixed income.

Likely future service requirements to support population growth

18. Kumeu Library is approximately 420m², which is sufficient to service the current community and support growth in the medium term.

19. Corporate property is assessing the requirement of space related to the service centre. At the moment services will continue as normal, however with the development of the Westgate Service Hub the Kumeu Service Centre offering may change. There could be opportunity to integrate services with the library and expand other services, such as local meeting space or local board offices space into this part of the building.

20. As the community grows and develops it is anticipated that local library services, along with services such as community and arts space and local meeting space will be required.

21. In October 2018, the Environment and Community Committee agreed the findings of the North-west Community Facility Provision Investigation. A key move identified in the investigation was the potential requirement for a multi-purpose community facility in Kumeu by 2036 to support population growth.

22. The committee resolved that when the population of the Kumeu area reached 10,000 people an Indicative Business Case should be conducted for the development of a multi-purpose community facility (ENV/2018/131).

Library condition is compromised but repairable

23. Between 2016 to 2018 a number of investigations were conducted to assess the condition of Kumeu Library and the work required to address identified issues.

24. Thermal imaging taken in 2018, of the walls and floors, suggested moisture in the building is in isolated locations. Readings suggest that the service centre side of the building is in better condition than the library side of the building.

25. In July 2018 remedial action was taken to reduce moisture in the library and prevent further deterioration of the building. This involved sealing the window sills and installing fans in the sub-floor.

26. Remedial action was successful in reducing moisture levels from 45 per cent to 25 per cent in the front-part of the sub-floor.

27. The current assessment of the building’s condition suggests that although it is compromised it can be remedied. However, if no action is taken the building will further deteriorate eventually making it unsafe and unfit for service.

Tātaritanga me ngā tohutohu / Analysis and advice

28. The level of work involved in resolving the the condition issues at Kumeu Library will require a significant amount of the board’s capital renewals budget. Because the investment level is so significant, staff investigated the merits of other options to deliver library services in the area.

29. The objectives of the investigation was to identify an optimal course of action that:

· provided ongoing delivery of library services

· aligned with the findings of the North-west Community Facilities Provision Investigation

· enabled future opportunities for services to support community need

· presented a good return on investment

· could be achieved and delivered in a timely manner

· resulted in minimum disruption of services.

30. Staff investigated six investment options to support decision making on the future of Kumeu Library:

a) Changing or reducing services – allowing the library to close and delivering services through other centres or service initiatives

b) Targeted renewals – remedy deficiencies of the facility for health and safety and fix damages caused by weather tightness failure (recommended)

c) Comprehensive weather tightness – complete fix to all weather tightness, drainage, external ground and structural defects

d) Demolish and erect prefabricated building – replace current facility with prefabricated building of the same size and at same location

e) Demolish and erect like for like building – replace current facility with new facility of the same size and at same location

f) Demolish and erect multipurpose facility – replace current facility with multipurpose facility to accommodate, community, library, arts and other services at same or alternative location

31. The objectives were used as criteria to assess the options. The benefits, risks and trade-offs associated with each option were also identified. A summary of the options analysis can be found in Attachment A to the agenda report.

32. Option a): changing or reducing services and option f): demolish and erect a multipurpose facility were discarded as viable options because they did not support appropriate provision levels for the area and would result in significant disruption to services.

33. The table below identifies the alignment of each remaining options to the assessment criteria. The assessment criteria were developed in consultation with subject matter experts and are intended to ensure the preferred option aligns with council policies, is evidence-based and delivers value for money.

Benefits and trade-off

34. The key benefits associated with option b): targeted renewals and option c): comprehensive weather tightness are that:

· services levels can be maintained in the medium-term at an appropriate level to demand

· enables opportunity to expand additional services into the service centre should they require less space or integrate with library services

· investment is likely to keep the building operational until the population growth creates demand for a larger multipurpose facility.

35. Targeted renewals also have the following added benefits:

· work can commence immediately with minimum disruption to library services

· it can be delivered within the board’s existing budget and additional requirements can be planned into future budgets.

36. A key trade-off associated with targeted renewals is that issues associated with weather tightness are remedied on a case-by-case basis rather than all at once. It will also require ongoing monitoring and maintenance to ensure weather tightness issues are resolved.

37. The provision of a prefabricated building (option d) or like for like facility (option e) have the benefit of providing a facility with no structural issues, and ensuring service delivery in the long-term.

38. The cost associated with these options however exceeds available budget. The trade-offs associated with these options are also significant to future provision:

· the size of a new like for like facility or prefabricated building is unlikely to support growth in the long-term

· the space would not support the delivery of additional services the community is likely to require

· services would be disrupted for a significant period during the planning and development period.

39. Option b): targeted renewals is recommended because:

· services levels can be maintained in the medium-term at an appropriate level to demand

· enables opportunity to expand additional services into the service centre should they require less space or integrate with library services

· investment is likely to keep the building operational until the population growth creates demand for a larger multipurpose facility

· work can commence immediately with minimum disruption to library services

· it can be delivered within the board’s existing budget and additional requirements can be planned into future budgets.

Decision making

40. The diagram below depicts the decision-making flow for options associated with Kumeu Library.

41. The Governing Body has decision making on the service centre and for major new investment in community facilities or significant renewals. If a decision for new investment is made the location and specifications of the facility are the decision of the local board.

42. In the situation of Kumeu Library, the local board has sufficient budget to fund the recommended option of targeted renewals and therefore can make a decision to progress with this.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

43. Throughout 2018 staff held three workshops with the Rodney Local Board to discuss options on the future of Kumeu Library.

44. The concerns and views of the board have been considered in the options development and analysis.

Tauākī whakaaweawe Māori / Māori impact statement

45. Library services provide benefit to the community as a place of information, delivery of services and activities, and local community interaction and engagement. Māori, as part of the Kumeu community will benefit from the ongoing delivery of services provided by the Kumeu library.

Ngā ritenga ā-pūtea / Financial implications

Management of the board’s renewals budget

46. It is estimated that the recommended option of targeted renewals will cost between $1 million to $1.5 million. There is sufficient funding available in the local board’s capital renewals budget over the next two financial years (2018/2019 and 2019/2020) to fund this.

47. The cost for the priority work required to address the immediate issues with the roof and sub-floor has been estimated at $500,000-$600,000 including project contingency.

48. There is currently $420,000 available in the local board’s 2018/2019 budget which would cover the bulk of this.

49. Staff recommend the provisional allocation of a further $1 million from the board’s capital renewals budget for 2019/2020 to cover the balance of priority work and to undertake further renewals work required to address weather tightness.

50. There is some uncertainty on the full cost and extent of further renewals that will be required over and above the priority works. The proposal for up to a further $1 million in 2019/2020 is based on conservative estimates of a worst-case scenario where, for instance, a full replacement of the exterior cladding is required. It is not, however, anticipated this will be needed.

51. A targeted renewals plan will be developed to fully scope and cost the extent of any additional renewals (beyond the priority works) and this will be reported back to the board for a decision prior to formal approval as part of in the local board’s 2019/2020 budget.

There are limited options for additional funding should the renewals exceed allocated budget

52. Due to the number of renewals required for facilities across the Auckland Council network, it is unlikely there will be any additional renewals budget available for 2018/19 or 2019/2020, over and above what has currently been allocated to local boards.

53. Council operates a Central Risk Fund designed to support unforeseen issues associated with the delivery of physical works that are underway. It is anticipated that the targeted renewals plan, developed to inform the 2019/20 budget allocation for Kumeu Library, along with conservative cost estimates and appropriate contingency provision will mitigate the requirement to access this fund.

Ngā raru tūpono / Risks

54. The overall key risks are time and uncertainty. This is a moderate/low risk. Until the work has been fully scoped, it is not possible to determine the exact cost of the renewal works for Kumeu Library associated with option b): targeted renewals or option c): comprehensive weather tightness. However, if a decision is not made to enable priority works to be undertaken and further requirements to be scoped and costed, these options may no longer be viable.

55. Should this occur it is likely to result in disruption to library services and potential reduction of services while remaining options are explored.

56. These risks will be mitigated through the development of a complete target renewals plan for Kumeu Library. Project contingency has been included in the estimated budget to respond to issues identified as works are delivered. It is intended that the board will consider the renewals plan and financial implications alongside budgeting for other assets in their portfolio during the development of their 2019/2020 work programme.

57. Individual risks associated with each option are identified in Attachment A to the agenda report.

Ngā koringa ā-muri / Next steps

58. The diagram below identifies how staff will progress with the recommended option.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Kumeu Library Options	21

Ngā kaihaina / Signatories

Authors

Antonia Butler - Principal Policy Analyst

Justine Haves - Manager Service and Asset Planning

Authorisers

Rob Cairns - Manager Parks and Recreation Policy

Lisa Tocker - Head of Service Strategy and Integration

Kataraina Maki - GM - Community & Social Policy

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks and Recreation Committee

15 November 2018

To classify an unclassified local purpose (utility) reserve at 31 Omaha Drive, Omaha

File No.: CP2018/21058

Te take mō te pūrongo / Purpose of the report

1. To classify a currently unclassified local purpose (utility) reserve at 31 Omaha Drive, Omaha.

Whakarāpopototanga matua / Executive summary

2. The Omaha Beach Golf Club Incorporated occupies areas of land at Omaha. The majority of the areas occupied are under the terms of a community lease to the club.

3. The term of the lease expires on 30 November 2021. The Omaha Beach Golf Club has formally applied to council for a new community lease for the areas it occupies at Omaha. The purpose of the new lease is to align with the proposed new lease of the community centre.

4. Council staff, on researching the land information required for consideration of the community lease proposal, discovered that (in addition to their respective lease areas) the Omaha Beach Golf Club occupies portions of Lot 1 DP 147396 being an unclassified local purpose (utility) reserve.

5. All statutory processes have been satisfied with respect to classifying the currently unclassified local purpose (utility) reserve at Omaha.

6. This report recommends that the Rodney Local Board, Parks and Recreation Committee exercises its delegated authority under section 16 (2A)(f) of the Reserves Act 1977 to classify Lot 1 DP 147396 as local purpose (utility) reserve.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board Parks and Recreation Committee:

a) resolve pursuant to section 16 (2A)(f) of the Reserves Act 1977 to classify Lot 1 DP 147396 as local purpose (utility) reserve (Attachment A to the agenda report).

Horopaki / Context

7. This report considers the land matters impacting on leasing and licence to occupy issues with respect to Omaha Beach Golf Club Incorporated (the club) and its occupation of areas of Omaha.

8. The Rodney Local Board, Parks and Recreation Committee is the allocated authority relating to local, recreation, sport and community facilities, including community leasing and licensing matters.

9. Local boards hold delegated authority under section 16 (2A) of the Reserves Act to classify all council-owned reserves.

Tātaritanga me ngā tohutohu / Analysis and advice

History of land title and mechanism for classification

10. Lot 1 was originally acquired by the Rodney District Council as a local purpose (utility) reserve on the deposit of DP 147396 on 15th December 1992 and pursuant to Section 306 (4) of the Local Government Act 1974.

11. Lot 1 DP 147396 comprises 1474 square metres and is contained in NA90D/371.

12. Lot 1 is currently held in fee simple by Auckland Council as an unclassified local purpose (utility) reserve and subject to the provisions of the Reserves Act 1977.

13. The Rodney Local Board holds the delegated powers under section 16 (2A)(f) of the Reserves Act to resolve to classify Lot 1 as a local purpose (utility) reserve.

14. While there is no provision under the Reserves Act requiring council to publicly notify its intention to classify any reserve in terms of section 16 (2A) of that Act, engagement with iwi is still necessary in terms of section 4 of the Conservation Act 1987.

15. A land survey is not necessary as council intends to classify the whole parcel as local purpose (utility) reserve.

Golf club’s use of land and rationale for licence to occupy

16. The classification of Lot 1 DP 147396 as a local purpose (utility) reserve would align with the club’s existing use of the land (its water irrigation system).

17. Council’s legal team recommends that subject to the classification, a non-exclusive licence, (terminable at will by council) is granted to the club over Lot 1 DP 147396 for one term of 10 years.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

18. Council staff provided a memorandum dated 4 October 2018 to the Rodney Local Board, Parks and Recreation Committee about engaging with iwi on the proposal to classify Lot 1 DP 147396.

19. The recommendations within this report support the Rodney Local Board Plan 2017 outcome of parks and sports facilities that everyone can enjoy.

Tauākī whakaaweawe Māori / Māori impact statement

20. In October 2018, engagement was undertaken with mana whenua identified as having an interest in land in the Rodney Local Board area about the proposed land classification. Engagement involved email contact containing detailed information.

21. On 8 October 2018, the Pou Kaitiaki, Manuhiri Kaitiaki Charitable Trust, council staff and a key representative for the golf club undertook a site visit, from which a Kaitiaki Report was compiled (Attachment B to the agenda report).

22. The Kaitiaki Report raised no objections to the proposed land classification.

Ngā ritenga ā-pūtea / Financial implications

23. There is no direct cost to council involved in the proposal.

Ngā raru tūpono / Risks

24. Under the Reserves Act, if the reserve is not classified according to the activities that the club is undertaking on the reserve, council cannot grant a new licence to occupy.

Ngā koringa ā-muri / Next steps

25. Subject to the Rodney Local Board, Parks and Recreation Committee resolving to classify Lot 1 DP 147396, council’s land advisory staff will finalise the necessary statutory requirements.

26. Additionally, council staff will report to the Rodney Local Board, Parks and Recreation Committee about a proposed new community licence to occupy to the club in due course.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	GIS aerial view showing Lot 1 DP 147396 outlined in aqua	39
b ⇩	Kaitiaki Report	41

Ngā kaihaina / Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Rodney Local Board Parks and Recreation Committee

15 November 2018

To classify an unclassified local purpose (esplanade) reserve at Omaha Peninsula into three separate reserve purposes

File No.: CP2018/21257

Te take mō te pūrongo / Purpose of the report

1. To classify a currently unclassified local purpose (esplanade) reserve at Omaha Peninsula into three separate reserve purposes as follows:

· recreation reserve

· local purpose (esplanade) reserve

· local purpose (foreshore protection) reserve.

Whakarāpopototanga matua / Executive summary

2. Omaha Beach Golf Club Incorporated and Omaha Tennis Club Incorporated occupy areas of land on the Omaha Peninsula. The majority of the areas occupied are under the terms of community leases to each of the clubs.

3. The Omaha Beach Golf Club lease expires on 30 November 2021. The Omaha Tennis Club lease expired on 31 January 2015 and has been holding over on a month by month basis pending the completion of the land classification. Both clubs have formally applied to council for new community leases for their respective areas.

4. Council staff, on researching the land information required for consideration of the community lease proposals, discovered that (in addition to their respective lease areas) the clubs occupy portions of Lot 2 DP 135447 being an unclassified local purpose (esplanade) reserve.

5. In July 2018, Lot 2 DP 135447 was surveyed and redefined by SO 524772 into three separate reserve purposes. Classification of Lot 2 DP 135447 (redefined by SO 524772) will legally permit the occupation by the clubs and further, ensure that the classification purposes align with the respective uses and environmental qualities of and considerations for the land.

6. All statutory processes have been satisfied with respect to classifying the currently unclassified local purpose (esplanade) reserve at Omaha Peninsula into three separate reserve purposes.

7. This report recommends that the Rodney Local Board, Parks and Recreation Committee exercises its delegated authority under section 16 (2A)(f) of the Reserves Act 1977 to classify Lot 2 DP 135447 (redefined by SO 524772) into three separate reserve purposes.

Ngā tūtohunga / Recommendation/s

That the Rodney Local Board, Parks and Recreation Committee:

a) resolve pursuant to section 16 (2A)(f) of the Reserves Act 1977 to classify Lot 2 DP 135447 redefined by SO 524772 (Attachment A to the agenda report) into three separate reserve purposes comprising:

i) section 1 SO 524772 recreation reserve (2.2659 Ha)

ii) section 2 SO 524772 local purpose (esplanade) reserve (2.0171 Ha)

iii) section 3 SO 524772 local purpose (foreshore protection) reserve (0.7132 Ha)

Horopaki / Context

8. This report considers the land matters impacting on leasing issues with respect to Omaha Beach Golf Club Incorporated and Omaha Tennis Club Incorporated occupation of portions of Omaha Peninsula.

9. The Rodney Local Board, Parks and Recreation Committee is the allocated authority relating to local, recreation, sport and community facilities, including community leasing matters.

10. Local Boards hold delegated authority under Section 16 (2A) of the Reserves Act to classify all council-owned reserves.

Tātaritanga me ngā tohutohu / Analysis and advice

History of land title and mechanism for classification

11. Lot 2 DP 135447 was originally vested in the Rodney County Council as an esplanade reserve pursuant to section 306 (4) of the Local Government Act 1974 on the deposit of DP 135447 on 2nd March 1990. subsection 16 (2A) (f) of the Reserves Act 1977 therefore applies to the reserve classification for Lot 2.

12. Lot 2 DP 135447 remains to the present day retained within its parent title NA52D/393 (Cancelled) as an unclassified esplanade reserve and subject to the provisions of the Reserves Act.

13. While there is no provision under the Reserves Act requiring council to publicly notify its intention to classify any reserve in terms of Section 16 (2A) of that Act, engagement with iwi is still necessary in terms of section 4 of the Conservation Act 1987.

14. The copy of SO 524772 redefining Lot 2 DP 135447 into sections 1, 2 and 3 was approved as to survey by Land Information New Zealand on 4 July 2018 (Attachment A to the agenda report).

Land and rationale for three different reserve purposes

15. Lot 2 DP 135447 is a 20 metre wide unclassified local purpose (esplanade) reserve comprising 5.0411 hectares adjoining the Whangateau Harbour on the western side of the Omaha Peninsula (Attachment B to the agenda report).

16. Lot 2 is a long thin reserve and extends northwards from its southern boundary adjoining Broadlands Drive all the way to the tip of the Omaha Peninsula.

17. The southern portion of Lot 2 is occupied by the golf club and part of the northern portion is occupied by the tennis club for tennis courts.

18. Esplanade reserves cannot be leased for recreational activities nor have buildings occupying them but recreation reserves can accommodate both.

19. Council proposes to classify this portion of Lot 2 extending from Broadlands Drive to the northern boundary of the encroaching tennis courts as a recreation reserve. Council can then lease the occupied portions of Lot 2 to the two respective clubs under the Reserves Act 1977 and legitimise these unauthorised occupations.

20. Extending north of the encroaching tennis courts, Lot 2 adjoins residential properties sited along Omaha Drive and Ida Way to a point adjoining Lot 196 DP 188414, the most northerly sited residential property.

21. Council is of the view that this portion of Lot 2 is providing its current role as an esplanade reserve and therefore proposes to classify this portion of Lot 2 as a local purpose (esplanade) reserve.

22. North of Lot 196 DP 188414, Lot 2 becomes covered in sand dunes and assumes a more intense conservation purpose. At this point Lot 2 adjoins the extensive North Omaha Reserve which is described as Lot 296 DP 188414 comprising 6.0550 hectares and is held in fee simple by council as an unclassified local purpose (foreshore protection) reserve. Council proposes to classify this portion of Lot 2 extending from the northern boundary of Lot 196 DP 188414 to the northern boundary of Lot 2 as a local purpose (foreshore protection) reserve.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe / Local impacts and local board views

23. Council staff from the land advisory team provided a memorandum dated 29 November 2017 to the local board about engaging with iwi on the proposal to classify Lot 2 DP 135447.

24. In response to the memorandum the local board requested that council staff advise the key representatives for Omaha Beach Golf Club Incorporated, Omaha Beach Community Incorporated and Omaha Tennis Club Incorporated on the proposal prior to council engaging with iwi. Council staff advised the key representatives accordingly and all endorsed the proposal.

25. The recommendations within this report support the Rodney Local Board Plan 2017 outcomes as follows:

· parks and sports facilities that everyone can enjoy

· our harbours, waterways and environment are cared for, protected and healthy.

Tauākī whakaaweawe Māori / Māori impact statement

26. During August, September and October 2018, engagement was undertaken with mana whenua identified as having an interest in land in the Rodney Local Board area about the proposed land classification.

27. Engagement involved:

· a presentation at the Mana Whenua Forum held at Orewa on 15 August 2018

· email contact containing detailed information and inviting iwi representatives to hui and or for a Kaitiaki site visit to comment on any spiritual, cultural or environmental impact with respect to the proposal.

28. On 8 October 2018, the Pou Kaitiaki, Manuhiri Kaitiaki Charitable Trust, council staff and a key representative for the golf club undertook a site visit, from which a Kaitiaki Report was compiled (Attachment C t the agenda report). Recommendations and conditions included in the report will help to inform conditions to be included in any future requests made by the golf and or the tennis clubs for landowner approval for works at Omaha.

Ngā ritenga ā-pūtea / Financial implications

29. The survey costs for the proposed classification were $8,625.00 including GST which was borne by the Community Facilities Department.

Ngā raru tūpono / Risks

30. If the reserve is not classified according to the activities that the clubs are undertaking on the reserve and taking into account the natural habitat, the council cannot grant leases under the Reserves Act to those clubs.

Ngā koringa ā-muri / Next steps

31. Subject to the Rodney Local Board, Parks and Recreation Committee resolving to classify Lot 2 DP 135447 redefined by SO 524772 into three separate reserve purposes, council’s land advisory staff will finalise the necessary statutory requirements.

32. Additionally, council staff will report to the Rodney Local Board, Parks and Recreation Committee about proposed new community leases to the clubs.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Title Plan	47
b ⇩	GIS Aerial View	55
c ⇩	Kaitiaki Assessment	57

Ngā kaihaina / Signatories

Author

Karen Walby - Community Lease Advisor

Authorisers

Rod Sheridan - General Manager Community Facilities

Lesley Jenkins - Relationship Manager

Chairperson	Brent Bailey
Deputy Chairperson	Allison Roe, MBE
Members	Tessa Berger
	Cameron Brewer
	Beth Houlbrooke
	Louise Johnston
	Phelan Pirrie
	Colin Smith
	Brenda Steele

Author	Robyn Joynes - Democracy Advisor - Rodney
Authoriser	Lesley Jenkins - Relationship Manager