Terms of Reference
Background
The Auckland Domain is an important
regional park and also has areas within it managed by the Waitematā Local
Board. This committee is set up jointly by the Governing Body and
Waitematā Local Board to co-ordinate decisions relating to the Domain.
Responsibilities
Decision-making responsibility for parks,
recreation and community services and activities in Auckland Domain including
those anticipated in the Auckland Domain Act 1987, which are the responsibility
of the Governing Body or the Waitematā Local Board.
Powers
All powers of
the Governing Body and Waitematā Local Board necessary to perform the
committee’s responsibilities including those powers conferred on Auckland
Council pursuant to the Auckland Domain Act 1987.
Except:
(a) powers
that the Governing Body cannot delegate or has retained to itself (section 2)
(b) where
a matter is the responsibility of another committee or local board
(c) the
approval of expenditure that is not contained within approved budgets
(d) the
approval of expenditure of more than $2 million
(e) the
approval of final policy
(f) deciding significant
matters for which there is high public interest, and which are controversial.
Code of conduct
For information relating to Auckland
Council’s elected members code of conduct, please refer to this link on
the Auckland Council website - https://www.aucklandcouncil.govt.nz/about-auckland-council/how-auckland-council-works/elected-members-remuneration-declarations-interest/Pages/elected-members-code-conduct.aspx
Exclusion of the
public – who needs to leave the meeting
Members of the public
All members of the public must leave the
meeting when the public are excluded unless a resolution is passed permitting a
person to remain because their knowledge will assist the meeting.
Those who are not members of the public
General principles
·
Access to confidential information is managed on
a “need to know” basis where access to the information is required
in order for a person to perform their role.
·
Those who are not members of the meeting (see
list below) must leave unless it is necessary for them to remain and hear the
debate in order to perform their role.
·
Those who need to be present for one
confidential item can remain only for that item and must leave the room for any
other confidential items.
·
In any case of doubt, the ruling of the
chairperson is final.
Members of the meeting
·
The members of the meeting remain (all Governing
Body members if the meeting is a Governing Body meeting; all members of the
committee if the meeting is a committee meeting).
·
However, standing orders require that a
councillor who has a pecuniary conflict of interest leave the room.
·
All councillors have the right to attend any
meeting of a committee and councillors who are not members of a committee may
remain, subject to any limitations in standing orders.
Independent Māori Statutory Board
·
Members of the Independent Māori Statutory Board who are appointed
members of the committee remain.
·
Independent Māori Statutory Board members and staff remain if this is necessary in
order for them to perform their role.
Staff
·
All staff supporting the meeting
(administrative, senior management) remain.
·
Other staff who need to because of their role
may remain.
Local Board members
·
Local Board members who need to hear the matter
being discussed in order to perform their role may remain. This will
usually be if the matter affects, or is relevant to, a particular Local Board
area.
Council Controlled Organisations
·
Representatives of a Council
Controlled Organisation can
remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.
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 Monday, 14 June 2021, including the
confidential section, as a true and correct record.
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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.
At the close of
the agenda no requests for public input had been received.
6 Local
Board Input
Standing Order
6.2 provides for Local Board Input. The Chairperson (or nominee of that
Chairperson) is entitled to speak for up to five (5) minutes during this
time. The Chairperson of the Local Board (or nominee of that Chairperson)
shall wherever practical, give one (1) day’s notice of their wish
to speak. The meeting Chairperson has the discretion to decline any
application that does not meet the requirements of Standing Orders.
This right is
in addition to the right under Standing Order 6.1 to speak to matters on the
agenda.
At the close of
the agenda no requests for local board input had been received.
7 Extraordinary
Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item
that is not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local
authority by resolution so decides; and
(b) The presiding member
explains at the meeting, at a time when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the
discussion of the item cannot be delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an
item is not on the agenda for a meeting,-
(a) That item may be discussed
at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution, decision or
recommendation may be made in respect of that item except to refer that item to
a subsequent meeting of the local authority for further discussion.”
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Auckland
Domain Committee
13 September
2021
|
|
Auckland
Domain Event Approval for Lexus Urban Polo
File No.: CP2021/13310
Te take mō te
pūrongo
Purpose of the report
1. To seek
landowner approval in principle for one new event permit application for the
Lexus Urban Polo event at Auckland Domain
Whakarāpopototanga matua
Executive summary
2. Staff
have received one event permit application requiring Auckland Domain Committee
approval.
3. The
application is for the annual Lexus Urban Polo event to be held on Saturday 12
March 2022, with a postponement date of Saturday 19 March 2022
4. As per
the Auckland Domain Event Operational Guidelines, an event permit requires
landowner approval from the Auckland Domain Committee.
5. This
will be the third year Lexus Urban Polo has been held at the Auckland Domain,
with two successful events held in 2019 and 2020.
6. The
event organiser is a professional company with a successful track record in
permitting documentation and care of the grounds post event.
Ngā tūtohunga
Recommendation/s
That the Auckland Domain
Committee:
a) approve
in principle the Lexus Urban Polo event to take place over 5 days at the
Auckland Domain.
Horopaki
Context
7. The
Auckland Domain is a high-demand site for a range of events. This is due to its
central location, large capacity, public transport networks, limited adjacent
residents and hospitality offerings.
8. To
manage these demands the Auckland Domain Committee adopted the Auckland Domain
Event Operational Guidelines on 30 March 2015 (ADC/2016/9).
9. As
per the guidelines, an event permit requires landowner approval from the
Auckland Domain Committee if the event:
· is
to be ticketed and/or;
· will
take place over multiple days (more than 48 hours), including pack in and pack
out and/or;
· requires
an authorise road closure.
10. Staff have received
an event permit application for the annual Lexus Urban Polo event, to be held
at the Auckland Domain on Saturday, 12 March 2022, including an outline of
proposed operations for the event (Attachment A).
11. The Lexus Urban
Polo event is an annual high scale, ticketed, alcohol event where attendees are
spectators to horse polo matches. It brings a fusion of sport and music events
which are held in the heart of cities around New Zealand.
12. Operationally, the
event is a fast paced, scaled-down version of polo with three players on each
team. The traditional rules of polo have been simplified so that polo newcomers
will be able to follow the action without any prior knowledge of the game. The
urban polo concept has been developed with the intention of modernising the
sport of polo and increasing accessibility for a greater range of spectators.
Music is also played simultaneously to create a party type atmosphere for
attendees.
13. The event will
include corporate marquees, general admission space, food vendors and licenced
bars. The event requires three days for pack in, one day for event delivery and
one day for pack out. The event organiser is expecting approximately 3,000
people will attend.
Tātaritanga me ngā
tohutohu
Analysis and advice
14. Table 1 shows the
impact assessment that was carried out using the criteria in section 2.4
‘Landowner Assessment Criteria’ of the Auckland Domain Events
Operational Guidelines document.
Table 1: Impact assessment Lexus Urban
Polo
|
Category
|
Impact
Assessment
|
|
Public
restrictions
|
Significant
impact
· Event
is ticketed with fencing
|
|
Utilise
zones / expanse of area
occupied
|
Significant
impact
· Event
will occupy Zone 1a and surrounding areas resulting in displacement of
sporting activities for up to five days. The event requires a road closure
which will disrupt vehicle access.
|
|
Duration
and timing of event
(including
pack in and out time
|
Significant
impact
· The
event requires three days for pack in, one day for event delivery, and one
day for pack out.
· The
event is proposed to occur during the cricket season.
|
|
Values
of area occupied
|
Significant
impact
· The
event will utilise the lower sports fields resulting in displacement of sport
for up to five days.
· Area
being utilised is near a significant cultural or historic heritage site or
significant trees. Pukekaroa is not included within the event fence line.
|
|
Pedestrian
flows
|
Medium
impact
· The
event footprint will cause some restrictions on pedestrian movements through
the area however access around the event site will be possible.
|
|
Impact
on public vehicle access
|
Medium
impact
· Vehicle
access into and through the Domain will remain open however road closures of
some internal roads will be required.
|
|
Infrastructure
involved
|
Significant
impact
· The
event requires supporting infrastructure including marquees, a stage, 750m of
fencing, food vendors and toilets on the sports fields.
|
|
Hanging
objects
|
No
impact
|
|
Event
vehicle movements
|
Medium
impact
· Event
vehicles require access through grassed areas away from trees during pack in
and pack out only.
|
|
Access
to power and water
|
Low
impact
|
|
Amplified
noise
|
Medium
impact
· Amplified
music will be in operation for the duration of the event 12.30pm –
8.30pm. Noise limits must be consistent with permitted activities set out in
Auckland Unitary Plan.
|
|
Use
of water features
|
No
impact
|
|
Impact
on sports fields
|
Medium
impact
· Based
on the two previous events held, no reinstatement was required post event as
no noticeable damage was caused by the horses or event infrastructure.
· Event
vehicles permitted during pack in and pack out only. Event vehicles are not
permitted to drive on cricket pitches or park on the fields during the event.
· The
events application currently has a tentative booking for the domain. No
conflicting sporting matches can be booked as a result.
· If
approval is given for the Lexus Urban Polo event, cricket displacement could
occur. As BAU the Sports Parks Bookings team would work with the relevant
sporting bodies to find alternative locations to accommodate the scheduled
games.
|
15. Staff recommend
that the Auckland Domain Committee approve in principle the 2022 Lexus Urban
Polo event and give, landowner approval for the Lexus Urban Polo event
scheduled to take place on the Auckland Domain for its third year.
Tauākī whakaaweawe
āhuarangi
Climate impact statement
16. The event will be managed in a way to ensure
waste management has minimal effects on climate change.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
17. The Event
Facilitation team will consult with Auckland Transport, as required by the
event facilitation process, to ensure the proposed road closures are adequate
to support the events and minimise displacement of public and
nearby residents, business and services, especially Auckland Hospital.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
18. Events
can cause disruption to residents and surrounding businesses. The Auckland
Domain Event Operational Guidelines outlines the minimum level of consultation
with affected stakeholders.
19. As part of the
wider facilitation process, staff will seek feedback from the Waitematā
Local Board, sports groups, and other stakeholders on the event, as outlined
under Next Steps and as more detailed information becomes available.
20. The impact
assessment table does demonstrate a significant impact to the public space;
however, it has been a successful event two years running and all risks have
been mitigated in previous years and we have received no complaints about any
sports displacements so have no reason not to recommend it being approved for
the third year.
21. Stakeholder
consultation and approval will be 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.
Tauākī whakaaweawe
Māori
Māori impact statement
22. The
Auckland Domain is a significant site for many iwi groups 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.
23. Staff have not currently
identified any significant impact for Māori in the event
permit request for any of the events we are seeking approval for.
24. The event organiser
will consult with Mana Whenua through the facilitation process where required.
Consultation will be conducted if a resource consent is required and/or the
utilisation of Sites of Significance.
Ngā ritenga
ā-pūtea
Financial implications
25. The
event facilitation process allows the council to recover costs for remedial
works that may be required following an event.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
26. The event
facilitation process is designed to mitigate the risk of having events in
public open space.
27. Although the
committee may approve the event, further stakeholder consultation is required
under the Trading and Events in Public Places Bylaw (2015). Event Facilitation
staff will work with stakeholders, including the Auckland Hospital, to meet the
requirements however if one or more stakeholders’ requirements cannot be
met the event may not be able to proceed.
28. The events
applications currently have tentative bookings for the domain. No conflicting
sporting matches can be booked as a result.
Ngā koringa ā-muri
Next steps
29. 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.
30. Stakeholder
consultation and approval will be obtained through the facilitation process
from various internal and external parties. The facilitation process outlines
the series of steps to be completed for an event permit to be issued. This
process is designed to ensure compliance, legality and ultimately a safe and
enjoyable event.
31. Stakeholders who
are requested to either approve the event or provide feedback may include but
is not limited to:
·
Auckland Transport (Streetscapes, Special Events
and Public Transport)
·
Auckland Council Community Facilities
·
Auckland Council Environmental Health (Noise)
·
Auckland Transport Harbour Master
·
Auckland Council Heritage
·
Auckland Council Resource Consents
·
Auckland Council Waste Solutions
·
Auckland Council Animal Management
·
Auckland Council Bylaws
·
Auckland Council Alcohol Licensing
·
Auckland Council Building Consents
·
Auckland Council Health & Safety
·
Auckland Council Street Trading
·
Civil Aviation Authority
·
Civil Defence
·
Auckland Hospital
·
NZ Police
·
Fire and Ambulance
·
Local Businesses and Residents.
32. Following receipt
of all relevant approvals required, the Event Facilitation team will issue a
permit for the event. This process will be repeated annually, no matter how
many years’ Domain Committee approval is given.
Ngā tāpirihanga
Attachments
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No.
|
Title
|
Page
|
|
a⇩
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Event Proposal: Lexus Urban Polo
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15
|
Ngā kaihaina
Signatories
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Author
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Lisa Kent - Team Leader Event Facilitation (Central)
|
|
Authorisers
|
Justine Haves - General Manager Regional Services
Planning, Investment and Partnership
Martin van Jaarsveld - Manager Community Parks &
Places
|
