1                                        19 November 2020

HUTT CITY COUNCIL

 

Community and Environment Committee

 

Minutes of a meeting held in the Council Chambers, 2nd Floor, 30 Laings Road,
Lower Hutt
on

 Thursday 19 November 2020 commencing at 2.00pm

 

 

 

PRESENT:

Deputy Mayor T Lewis (Chair)

Mayor C Barry (from 2.10pm)

 

Cr D Bassett

Cr D Hislop

 

Cr K Brown

Cr A Mitchell

 

Cr S Edwards

Cr N Shaw

 

Cr S Rasheed

Cr L Sutton

 

APOLOGIES:                  Cr J Briggs and Cr B Dyer

 

NON ATTENDANCE:  Cr C Milne

 

IN ATTENDANCE:       Ms A Blackshaw, Director Neighbourhoods and Communities

Ms H Oram, Director Environment and Sustainability

Ms A Welanyk, Director Transformation and Resources

Mr K Puketapu-Dentice, Director Economy and Development 

Mr M Sherwood, Head of Parks and Recreation

Mr A Marsh, Asset Manager Parks

Mr J Scherzer, Sustainability and Resilience Manager

Ms J Lawson, Asset Manager Reserves

Ms C Allan, Neighbourhood Precinct Place Maker

Mr T Kimbrell, Parks, Reserves and Recreation Planner

Ms D Hunter, Acting Democracy Advisor

 

 

 

PUBLIC BUSINESS

 

 

 

1.       APOLOGIES 

Resolved:     (Deputy Mayor Lewis/Cr Mitchell)                     Minute No. CEC 20601

“That the apologies received from Crs Briggs and Dyer be accepted and the apology received from Mayor Barry for lateness be accepted.”


It was noted that both Crs Briggs and Dyer were attending the Young Elected Members Conference that was being held at the Events Centre, Lower Hutt.

 

 

2.       PUBLIC COMMENT

Comments are recorded under the item to which they relate.     

3.       CONFLICT OF INTEREST DECLARATIONS     

          Cr Shaw declared a conflict of interest in relation to item 5 – Fraser Park Sportsville and took no part in discussion or voting on the matter.

          Cr Hislop declared a conflict of interest in relation to item 5 – Fraser Park Sportsville and took no part in discussion or voting on the matter.

          Cr Bassett declared a conflict of interest in relation to item 8 – Creating a Plan for Community Funding and took no part in discussion or voting on the matter.

          PRECEDENCE OF BUSINESS:

          Pursuant to Standing Order 10.4, the Chair accorded precedence to item 5 – Fraser Park Sportsville.

         

          The item is recorded in the order in which it is listed on the order paper.


 

 

4.       Recommendation to Council - 8 December 2020

 

Enabling Investments through Income from Carbon Credits (20/1258)

 

The Manager, Sustainability and Resilience elaborated on the report.

In response to questions from members, the Manager, Sustainability and Resilience, confirmed that Belmont Regional Park was partially owned by Council.  Some parts were owned by Greater Wellington Regional Council and some parts were in private ownership.  He said it was managed by Greater Wellington Regional Council.  He noted that the initial assessment by Carbon Forest Services Ltd in early 2019 had not included certain areas within the city, such as sportsfields.         

 

RECOMMENDED:(Deputy Mayor Lewis/Cr Edwards)Minute No. CEC 20602

“That the Committee recommends that Council:

(i)    notes that sequestering carbon in forests on Council-owned land can provide a new funding source for making the transition to zero carbon and/or improving biodiversity;

(ii)   agrees that any funds associated with the carbon credits earned by Council will go to projects that produce the largest carbon reduction benefits and/or biodiversity improvements, with funding decisions made by Council or a relevant committee (Option 3 contained in the report);

(iii)  notes that in order to enable decision making by Council, officers could set up an internal low carbon acceleration investment fund to identify worthy projects;

(iv)  agrees that officers develop the formal scope, process and decision-making approach for an internal low carbon acceleration fund, and report back to Council for agreement in 2021; and

(v)   agrees that at least 2,000 emission units (or 20% of total units earned, whichever is higher) be held in reserve, in order to account for future liabilities associated with risks, such as fires.”

 

 5.      Recommendation to Long Term Plan/Annual Plan Subcommittee – 30 November 2020

 

Fraser Park Sportsville (20/1300)

Report No. CEC2020/6/275 by the Head of Parks and Recreation

 

Crs Hislop and  Shaw declared conflicts of interest.  

Speaking under public comment, Mr Colin Stone, Chair of Fraser Park Sportsville (FPS) commented on the numerous challenges faced by FPS in the operation of the Ricoh Sports Centre (RSC).  He said this had impacted on the ability to deliver on the original business case.   He noted that every facility brings its own set of circumstances and challenges and one size operating model does not fit all.  He stated that the facility engaged well with the community, working with member clubs and stakeholder agencies to win regional and national events.  He added that the facility was a contributor to the wider community wellbeing through participation, engagement in physical activity and social capital.  He thanked Council for its guidance and establishing a working group that had worked well together with a strong sense of “we are all in this together”.  He requested that Council continue to support FPS to ensure it can fulfil the huge potential that RSC has to serve the local and wider community.

Mayor Barry joined the meeting at 2.10pm.

Speaking under public comment, Ms Polly Martin, speaking on behalf of Avalon Rugby Club (‘the club’) acknowledged mana whenua.  In regard to the working group, Ms Martin stated that the club was grateful for the opportunity to participate in the process.  She noted that the club understood and endorsed the intent of the current funding request.  She asked Council to give the current proposal a chance to succeed and to see whether or not it would have long term sustainability.      

Speaking under public comment, Ms Sumati Govind, Treasurer of Avalon Rugby Football Club (the club) advised that the club agreed in principle and supported the proposed operating model.  She said the model needed sufficient time to establish and review whether it was viable and sustainable.  She commented that the club and players were situated in the middle of suburbs that were at the lowest end of the deprivation index.  She further commented that the club no longer had any clubrooms, grounds or gym facilities to call their own.

In response to a question from a member regarding previous concerns raised by the Avalon Rugby Club, Ms Govind advised the club was committed to making it work.   She added the club did have a representative on the working group.

Speaking under public comment, Mr David Gillespie, President of Taita Cricket Club (‘the club’) confirmed the club had always supported Council’s vision for a sports hub at Fraser Park.  He stated the first year had been very challenging for all parties involved.  He said the club, with the new FPS Board members, the new management team and the support provided by Council officers, could see a way forward.  He noted that the establishment of the working group was instrumental in putting the clubs on the same page and they were now working well together.  He commented that one of Council’s visions was in terms of participation.  He stated that the club believed this was the right way forward and if it was not, the club would be left homeless.    

 

The Director Neighbourhoods and Communities elaborated on the report.

In response to a question from a member, the Director Neighbourhoods and Communities advised that the rent received as revenue from FPS contributed to a long term maintenance fund.  She said the Hutt City Community Facilities Trust would be responsible for any long term asset replacement and would liaise with Council. 

Cr Shaw, a member of the working group, thanked everyone who that had been involved in working on the FPS model. 

 

RECOMMENDED: (Deputy Mayor Lewis/Cr Brown)      Minute No. CEC 20602

“That the Committee recommends that the Long Term Plan/Annual Plan Subcommittee:

(i)      notes and receives the report;

(ii)     notes the report from the Working Group attached as Appendix 1 to the report;

(iii)    notes that, on balance, officers support the option put forward by the Fraser Park Sportsville Board (FPS) of entering a new agreement for three years with increased funding allocations;

(iv)    notes the request for funding from FPS attached as Appendix 3 to the report;

(v)     agrees to an increase of $134,814 in the funding grant payable to FPS in the current financial year 2020/21 (making the total for the year $234,814);

(vi)    agrees funding for FPS over the next three years of:

(a)        2021/22 - $201,388;

(b)        2022/23 - $156,154; and

(c)        2023/24 - $124,147

(vii)   agrees that any funding request for 2024/25 and beyond is reviewed in 2023;

(viii)  agrees to forgive the current debt of $75,309.11 owed to Council by FPS;

(ix)    agrees to a possible additional payment to FPS of up to $57,402 (reduced by any end of year surplus), to enable payment of outstanding debts to other parties;

(x)     notes that funding recommendations in the report are supported by Hutt City Community Facilities Trust (CFT);

(xi)    notes that additionally CFT is proposing to forgive $45K outstanding from the FPS founding member clubs fundraising contribution to the facility build; and

(xii)   agrees that officers work with FPS and CFT on a formal funding agreement which incorporates clauses on improved governance, outcomes and financial reporting requirements and regular review periods including an annual review of financial grants.”

For the reasons that the proposed option provides the best opportunity to achieve the strategic intent of the Ricoh Sports Centre, the centre is still in a settling in period and has been faced with numerous challenges during this time, and the centre has shown improved operating performance over recent months.

 

6.

Update on Council's Climate Change Work (20/1249)

Report No. CEC2020/6/278 by the Manager, Sustainability and Resilience

 

The Manager, Sustainability and Resilience elaborated on the report.

 

Resolved: (Deputy Mayor Lewis/Cr Mitchell)                   Minute No. CEC 20603

“That the Committee:

(i)    notes the update on various climate change work streams;

(ii)   notes that officers have developed businesses cases for emission reduction projects that can be considered by Council during the development of the next Long Term Plan 2021-31, and that these business cases were endorsed by Council’s Climate Change Working Group;

(iii)  endorses the business cases (attached as Appendices 1-3 to the report) for consideration by the Long Term Plan/Annual Plan Subcommittee; and

(iv)  notes that a lead group made up of community representatives has commenced its work to co-design the process for engaging with the community on climate change, with a view to develop city-wide pathways for reducing emissions and responding to climate change impacts.”

For the reasons as outlined in this report.

 

7.

Naenae Spatial Plan (20/1427)

Report No. CEC2020/6/276 by the Director Economy and Development

 

The Director Economy and Development elaborated on the report.

In response to questions from members, the Director Economy and Development advised that Greater Wellington Regional Council (GWRC) was the asset owner of the Naenae Subway and it was their responsibility to upgrade, maintain and enhance the access to the subway.  He was aware that GWRC needed to engage with the community prior to undertaking work on the subway and that Council would be involved in discussions.

Members thanked Cr Mitchell and officers of the Spatial Plan Team for the work they have undertaken in terms of engaging with the community to inform the Naenae Town Centre Spatial Plan.

 

Resolved: (Deputy Mayor Lewis/Cr Mitchell)                   Minute No. CEC 20604

“That the Committee:

(i)    notes that consultation on the Naenae Town Centre Spatial Plan concludes on 18 November 2020;

(ii)   notes that once engagement has been finalised and feedback analysed, officers will prepare a report seeking endorsement at the December Council meeting to progress specific features as part of the next stage of work, which will better inform where and how the $9M could prioritised and spent; and

(iii)  notes that the current preference of options being promoted by community and the expert consultant team for the Naenae Town Centre Spatial Plan include:

(a)   Rātā to Vogel Streets extension – service lane for supermarket (with auto bollards);

(b)   shared space extension of Hillary Court (including disability, parent parks for supermarket and pool);

(c)   supermarket on site of the former pool;

(d)   retail on Everest Avenue, anchored by supermarket and pool;

(e)   community facilities centred to activate the heart of Hillary Court;

(f)    retention of current library;

(g)   expanded square/plaza between library and the old Post Office; and

(h)   potential overbridge to the Railway Station and Oxford Terrace.”

 

8.

Creating a Plan for Community Funding (20/1320)

Report No. CEC2020/6/279 by the Principal Policy Advisor

 

The Director Neighbourhoods and Communities elaborated on the report.

Cr Bassett declared a conflict of interest and took no part in discussion or voting on the matter.

In response to a question from a member, the Director Neighbourhoods and Communities advised that phase 2 of the community consultation would be with existing community groups that receive funding and other groups across the city.

 

Resolved: (Deputy Mayor Lewis/Cr Mitchell)                   Minute No. CEC 20605

“That the Committee:

(i)    notes and receives the report;

(ii)   notes the work undertaken to date; and

(iii)  agrees to the proposed approach and timetable, with a report to Council on the proposed Community Funding Plan in April 2021.”

For the reason that in early 2020, officers completed phase 1 of re-configuring Council’s community funding plan. Phase 2 is to create a community funding plan to support Council’s strategic direction in the longer-term.

 

9.

Williams Park Management Plan - Process and Engagement Strategy (20/1423)

Report No. CEC2020/6/280 by the Parks, Reserves and Recreation Planner

 

The Team Leader Parks elaborated on the report.

In response to a question from a member, the Team Leader Parks confirmed that the Tennis Courts would still be available for use by the community.   

 

Resolved:   (Deputy Mayor Lewis/Cr Hislop)                Minute No. CEC 20606

“That the Committee:

(i)    notes and provides feedback on the engagement strategy and work plan; and

(ii)   recommends that the planning process for the Williams Park Management Plan begin.”

For the reasons outlined in the objectives in the engagement strategy and work plan.

 

10.

Application for a lease and licence to occupy for Honiana Te Puni Reserve as a part of the Te Ara Tupua Project (20/1431)

Report No. CEC2020/6/290 by the Reserves Asset Manager

 

The Reserves Asset Manager elaborated on the report.

In response to questions from members, the Reserves Asset Manager confirmed the project was scheduled to commence in 2021 with a series of preliminary work taking place.  She confirmed that public access would be limited.  However public use of the Eastern end of Honiana Te Puni would continue to be available.    

 

Resolved: (Deputy Mayor Lewis/Cr Edwards)                 Minute No. CEC 20607

“That the Committee:

(i)      notes that these leases and licences contribute to a regionally important transport project, which would be severely impacted without approval;

(ii)     notes that the request is generally consistent with Council policy;

(iii)    agrees to issue a licence to occupy to Waka Kotahi for the area outlined in Appendix 1 attached to the report, for the duration of the construction of the shared pathway (approximately three years) and agrees to exclude the public from the area for the same period; and

(iv)    agrees to issue a lease for the area attached as Appendix 2 to the report to Wellington Rowing Association.”

For the reason that the land is required temporarily to enable a major infrastructure project to proceed.

 

11.

Parks and Gardens - Work Programme Update (20/1354)

Report No. CEC2020/6/282 by the Team Leader Parks

 

The Team Leader Parks elaborated on the report.

In response to a question from a member regarding communications, the Director Neighbourhoods and Communities advised that as the development progressed through the different stages, officers would ensure that updated information was made available on Council’s website.  She agreed to provide ongoing updates to members.

 

Resolved: (Deputy Mayor Lewis/Cr Mitchell)                   Minute No. CEC 20608

“That the Committee:

(i)    notes the Parks and Gardens Division’s 2020/21 work programme;

(ii)   notes the current Reserves maintenance contracts, which includes the Cemeteries and Trees contracts is currently being reviewed for tender;

(iii)  notes that the Parks Asset Management Plan is currently being updated as part of the Long Term Plan (LTP) 2021/31 process, and a summary will be considered at the Long Term Plan/Annual Plan Subcommittee in November 2020; and

(iv)  notes that there is pressure on the current funding provision in the LTP for parks asset renewals and that in November officers will provide options on how this will be managed in the future, including reviewing asset life cycles, reducing levels of service, culling assets, increasing funding or a combination of the these options.”

For the reason that it informs elected officials on the Parks Activity generally, and provides additional context to issues of funding.

 

12.

Director's Report - Neighbourhoods and Communities Group (20/1269)

Report No. CEC2020/6/281 by the Head of Community Projects and Relationships

 

The Director Neighbourhoods and Communities elaborated on the report.

 

Resolved: (Deputy Mayor Lewis/Cr Brown)                     Minute No. CEC 20609

“That the Committee notes and receives the report.”

 

 

 

 

13.     Information Items

a)

Cross Valley Transport Connections (CVTC) Update (20/1470)

Memorandum dated 11 November 2020 by the Head of Transport

 

The Head of Transport elaborated on the report.

 

Resolved: (Deputy Mayor Lewis/Cr Shaw)             Minute No. CEC 20610

“That the Committee notes and receives the information.”

b)

Community and Environment Committee Work Programme (20/1421)

Report No. CEC2020/6/123 by the Senior Democracy Advisor

 

Resolved: (Deputy Mayor Lewis/Cr Mitchell)         Minute No. CEC 20611

“That the work programme be noted and received.”

14.     QUESTIONS   

            There were no questions.

 

There being no further business the Chair declared the meeting closed at 3.43pm.

 

 

 

 

 

Deputy Mayor T Lewis

CHAIR

 

 

 

 

 

 

CONFIRMED as a true and correct record

Dated this 8th day of December 2020