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23. 7. 97
PARKS AND RECREATION COMMITTEE
9 JULY 1997
A meeting of the Parks and Recreation
Committee
was held on Wednesday 9 July 1997 at 4.00 pm
PRESENT: Councillor Gordon Freeman (Chairman),
Councillors Carole Anderton, Graham Berry, David Buist, Graham Condon, David Cox, Ishwar Ganda and Gail Sheriff.
IN ATTENDANCE: Councillor Ron Wright.
The Committee reports that:
PART A - MATTERS REQUIRING A COUNCIL DECISION
1. WORLD DISABLED SWIMMING CHAMPIONSHIPS RR 5598
| Officer responsible | Author |
| Leisure and Community Services Manager | Lyall Matchett & Alistair Graham |
| Corporate Plan Output: Special Events Page 8.4.7. |
The purpose of this report is to seek endorsement of the action taken in making a joint bid with Parafed Canterbury to host the next World Disabled Swimming Championships in Christchurch in October 1998.
This proposal has been proceeded with as a staff initiative, in consultation with the Mayor, due to the short period available to respond to the International Paralympic Committee. This bid now requires the endorsement of the Council and support for a contribution to the hosting of the event by the Christchurch City Council.
After negotiation by Leisure and Community Services Unit Staff and the Mayor, the Hillary Commission have agreed to provide $50,000 core funding for this event, and are prepared to underwrite the event by a further $50,000 conditional on the following:
1. The Christchurch City Council having overall management responsibility for the event, and the commission being represented on any event management committee.
2. Parafed NZ supporting the event and ensuring international requirements for hosting the event are able to be met.
3. Confirmation that the international body has awarded the event to Christchurch and is happy QEII is suitable to host the Championships.
4. The contribution to underwrite the Championships being matched by the Christchurch City Council.
International Organisations are now identifying the need for the host organisation to have some underwriting facilities before allocating events. This has been evident recently with the Pacific Alliance Gymnastics and MacRobertson Croquet Shield which have been won by Christchurch for the year 2000. While these funds may not be used, it is necessary for funding to be identified or provided in the event of a loss-making situation.
The bidding process for the World Disabled Swimming Championships has required the preparation of a detailed budget for the event, which is to be held at QEII pool over a period of 10 days. It is likely to attract some 600 competitors and 100 support crew. This is a major international event for Christchurch and will attract considerable international media attention and interest from competitors as a training venue for the 2000 Sydney Olympics.
The Leisure and Community Services Unit is confident it can put together a strong organisational team that will secure the necessary finance and make the World Disabled Swimming Championships a typical Christchurch success.
The funding issues associated with the proposed bid will be dealt with as part of the draft plan process. Accordingly, the Committee decided that a submission be made to the Annual Plan Working Party seeking funding of $50,000 for the event in the 1997/98 financial year, and an agreement to underwrite the event for a further $50,000 in accordance with the conditions of the Hillary Commission.
The Committee also decided that a method of, and conditions for, underwriting events such as the World Disabled Swimming Championships, Pacific Alliance Gymnastics Championships be prepared for consideration by the Committee.
Recommendation:
1. That the action of the Leisure and Community Services Manager and the Mayor in making a joint bid with Parafed Canterbury to host the 1998 World Disabled Swimming Championships in Christchurch be endorsed.
2. That, if the bid for the World Disabled Swimming Championships is successful, the Christchurch City Council be responsible for overall management of the event.
2. APPLICATION FOR VENDING MACHINE LICENCE COCO COLA AMATIL NEW ZEALAND RR 5600
| Officer responsible | Author |
| Parks Manager | Chris Freeman, Management Planning Officer, Bill Morgan, Property Services Officer |
| Corporate Plan Output: Consents and Applications |
The purpose of this report is to consider an application by Coco Cola Amatil NZ Ltd (CCA) to establish 20 drink vending machines in selected city parks.
BACKGROUND
The application seeks to establish vending machines on 20 sites within the 650 parks administered by the Council.
Total Service Vending (TSV) is promoted as a quick, efficient, reliable service to supply drinks in parks, already proven in thousands of commercial sites in the city. CCA promotes itself as the only vendor operator in Australasia who can operate this level of equipment, technology, security and service.
THE APPLICATION
Investigations and negotiations with CCA over their application have resulted in the following issues being identified:
Vandalism
CCA are confident that "Harvest Technology" and "Total Vending Technology" will ensure vending machines will not be vandalised easily and if they are they will be quickly fixed. The vending machines have steel doors, are all monitored and have a paging system to a fast response security company. 24 hours a day, 7 days a week.
Drink range
Parks vendor sites will have customised drink range from 14 brands. Nine out of these 14 drinks will be sold in any one park site and range from bottled Evian water, to pump, Powerade ranges to carbonated soft drinks as required by the customers at a park.
Visual effects - Park landscaping
CCA acknowledge the importance of park landscape requirements and have agreed to develop sites individually. All site works will be at CCA's costs and include:
- A customised vendor Facia Panel unique to Council park sites (to be designed)
- A "Parks Info" lock up notice board on the side of the vendor (to be used by the Parks Unit and Community Groups). This is estimated to save the Council $600-$1100 depending on the type of any alternative noticeboard.
- A rubbish bin to be located or relocated from nearby to cater for litter.
- Seating, planting and paving will also be incorporated as required by a site design plan.
Vendor Site Selection
Thirty vending sites have been selected initially based on the locations in parks having toilets and changing rooms (116 sites). These 116 sites were then reduced to 30 by selecting high visitor number parks e.g. Hagley BBQ/Tennis Courts area, Bottle Lake Forest etc.
While only 20 sites have been applied for, 30 sites will allow 10 to be dropped where opposition, technical difficulties etc preclude the establishment of a vendor following site design and licence advertising procedures.
Hagley Park, Netball toilets
Hagley Park, Blenheim Road
Hagley Park, Deans Avenue, Kilmarnock
Hagley Park, Toilets/BBQ area
Botanic Gardens, Staff Headquarters
Woodham Park toilets
Elmwood Park toilets
Burnside Playground
Bishopdale Park skate area
Jellie Park toilets
Groynes tearooms/toilets
Bottle Lake Forest toilets
Thompson Park, BBQ picnic area
New Brighton playground/changing rooms
South Brighton surf club
South New Brighton Park toilet
Victoria Park information centre
Scott Park picnic area, Bowling club wall
McCormacks Bay toilets
Barnett Park, toilet/storeroom
Scarborough Park toilets
Taylors Mistake
Hansen Park
Waltham Park - in the vicinity of the skateboard bowl
Woolston Park
Porritt Park
St Albans Park
Bexley Reserve
Denton Park
Ferrymead Reserve
Hoon Hay Park - in the vicinity of the skateboard bowl
Property Unit Comments
The provision of soft-drink vending machines within parks is an authorised activity, in most open space and Conservation-zoned Parks (only rural zoned parks e.g. Bottle Lake require a resource consent). To comply with the advertising requirements of the Reserves Act 1997, however, it will be necessary to advertise proposed licences for public submission and comment.
As some of the Parks are subject to the Reserves Act 1997, and others are subject to the Local Government Act 1974, the licences will have to comply with the respective Acts. It is considered that all proposed licence sites should be advertised for comment irrespective of any legal requirement.
Section 231 of the Local Government Act 1974 confers authority upon the Council to lease any land or building or other real or personal property vested in the Corporation of the District in accordance with the Public Bodies Leases Act 1969. Section 8(6) of the Public Bodies Leases Act 1969 provides "nothing in this Section shall prevent a leasing authority from leasing any land by private contract for a tenancy at will or for any term not exceeding five years or for a term determinable at any time by the Leasing Authority by six months' notice or any shorter notice". This provision obviates the need to call tenders for the applications, and as such, it is proposed that in granting any licence, the term would be restricted to five years.
With respect to those Parks subject to the Reserves Act 1977, Section 54(1)(d) confers leasing powers in respect of Recreation Reserves whereby the Council can grant leases or licences for the carrying on of any trade, business or occupation on any specified site within the reserve provided that the trade business or occupation is necessary to enable the public to obtain the benefit and enjoyment of the reserve or for the convenience of persons using the reserve. The consent of the Minister will be required to any licence granted under this section.
In view of the above, it is recommended that any licence granted for the facility be limited to a term of five years with no right of renewal. At the end of this period, the company would have to reapply for new licences over the vending sites. This would, of course, give the Council the opportunity to review the operation at this time as well as affording it the opportunity to renegotiate the rental. With respect to the rent, the company after negotiation has offered a sum of 10% of the gross sales which it is believed is quite generous. In addition, capital estimated to average $1,000 per vending site is to be made to landscape the areas around the machines. Four site plans have been prepared to indicate the type of site landscaping proposed i.e. seats, paving, litter bins, vendor and parks information boards. See Plan and sketches in Coco Cola Application. In view of the high capital outlay in establishing the sites, together with the cost of the vending machines, the company is seeking a rent holiday for the first 12 month period following establishment of the operation within the respective reserves, and given that it is to make an average capital contribution of $1,000 per site, this request is seen as reasonable.
I understand all the machines are computerised which will overcome any difficulties in terms of auditing the gross return from each reserve, and that on request, a tape of the total sales can be produced to substantiate the rental payable to the Council. In addition to the rental the company will be required to meet all power costs incurred with the establishment and running of the machines, as well as maintaining them to a standard satisfactory to the Council.
The proposal is a first for New Zealand, although it is understood similar operations exist within Adelaide, South Australia on many of the Parks and Reserves within the city. It is difficult therefore to gauge the success of the operation or the likely returns. However, a rental based on turnover will ensure that a fair return will be struck and that the Council's share will increase should there be any price increases in the product range.
CONCLUSION
CCA's vending technology and their commitment to uniquely design vending machines for parks sites means drinks can be provided for parks users at selected sites, cheaply and effectively.
Accordingly, it is recommended that 30 sites be approved subject to the following conditions.
1. The applicant being required to obtain notified resource consents (rural zones only) pursuant to Section 93 of the Resource Management Act 1991, if required.
2. Licences being issued pursuant to Section 54(1)(d) of the Reserves Act 1977 subject to the Minister of Conservation's consent or where applicable, licences be granted pursuant to Section 231 of the Local Government Act 1974 in accordance with Section 8(6) of the Public Bodies Leases Act 1969.
3. All proposed licence sites being advertised for public submission and comment and being subject to a hearing if required.
4. The licences being for finite terms of five years.
5. The rent being fixed at 10% of gross turnover.
6. A rent holiday being granted for the first 12 month period following the establishment of the facility subject to the company contributing at least an average $1,000 per site for the establishment costs, eg seats, paving etc.
7. The landscape plans for all vendor placements being approved by the Parks Manager and the site being developed at no cost to the Council.
8. The company being responsible for the maintenance of the facility together with meeting all power establishment and running costs.
9. The facility being designed and maintained to a standard satisfactory to the Parks Manager.
10. The Council retaining the right to terminate the licence by three months' notice in writing.
Mr Martin Eagle and Mr David Westell of Coco Cola Amatil NZ Ltd addressed the Committee in support of the application and gave assurances that before any machines are installed:
In response to a suggestion that the concession be tendered the deputation advised that the company was the only organisation which had developed the technology to operate secure vandal-proof outdoor vending machines.
The Parks Manager gave an undertaking to report back to the Committee on the outcome of the public consultation process referred to in condition 3 above.
Recommendation: That CCA's application for 20 drink vending locations in Parks be approved subject to 1-10 above conditions.
(Note: Councillor Berry requested that his vote against the foregoing recommendation be recorded.)
3. MACFARLANE PARK KINDERGARTEN - STORESHED RR 5538
| Officer responsible | Author |
| Parks Manager | Rod Whearty, Area Parks Officer |
| Annual Plan Output: Consents and Applications |
The purpose of this report is to submit an application from the Macfarlane Park Kindergarten to construct a storeshed within their leased area on Macfarlane Park. The application has been referred to the Shirley/Papanui Community Board.
BACKGROUND
The Macfarlane Park Kindergarten has applied to the Parks Unit for permission to construct an equipment storage facility within its leased area on Macfarlane Park. The kindergarten recently placed a 6 metre long shipping container on its site for storage purposes but was advised by the Parks Unit that this did not meet the Parks Unit's standards for buildings or structures and that it would have to be removed.
The current application (see tabled plan) provides for a 6m x 2.4m concrete block storage shed which is more in keeping with the Park Unit's standards for the design and appearance of buildings on reserves.
LEASE CONSIDERATIONS
The kindergarten's current lease was issued in 1962 under the provisions of the Reserves and Domains Act 1953 for 21 years with a right of renewal for a further 21 years. The current lease is valid until 2004.
Reserves held under the former Act automatically came under the provisions of the Reserves Act 1977 when it became operative.
Council approval is required prior to carrying out any building or construction under Clause 3 of the kindergarten's existing lease agreement:
The Association will submit plans and specifications of the proposed building or any alterations or additions to an existing building and will obtain the consent in writing of the Council to such plans and specifications before building operations are commenced, and shall not erect on the said land any buildings or make any alterations or additions to an existing building other than those so approved by the Council.
CITY PLAN REQUIREMENTS
Macfarlane Park is currently zoned Open Space 2 in the Proposed City Plan. However a small portion of the park which includes the area occupied by the kindergarten has been mistakenly zoned Living 1. This anomaly has been identified and the Council has lodged a submission to the Proposed City Plan seeking to rezone this section of the park. However, until this submission to the Plan is approved then the building will be assessed under the rules covering the Living 1 Zone.
In terms of those rules the proposed building meets all the required standards and is unlikely to require a resource consent although it will require a building consent.
SUMMARY
The Parks Unit is supportive of the current proposal and recommends that the kindergarten's application be approved.
The property consultants handling the project advise that the construction is being funded by the Canterbury/Westland Free Kindergarten Association.
The new storage shed will be more in keeping with other buildings within the leased area and a vast improvement to the visual amenity of the reserve currently offered by the shipping container.
The above application was considered by the Shirley/Papanui Community Board at its meeting on 2 July 1997. The Board referred the proposal to the Parks and Recreation Committee with the recommendation that the application be approved subject to the conditions recommended by the Parks Manager.
Recommendation: That the Macfarlane Park Kindergarten's application to construct a storage shed within its leased area on Macfarlane Park be approved subject to the following conditions:
1. A building consent be obtained.
2. Design and exterior colour being to the Park Manager's satisfaction.
3. Any landscaping required by the Parks Manager being installed at the kindergarten's cost.
4. The area around the construction being returned to a clean and tidy condition to the satisfaction of the Parks Manager. The contractor undertaking the construction to pay a $2,000 bond to ensure the area is returned to the same condition prior to the work commencing.
5. Permission to undertake the proposed development to lapse if the construction is not completed within two years of Council approval being granted to commence the development.
6. All costs associated with the application and resulting development being the kindergarten's responsibility and all contractors involved in the development are to carry out construction in accordance with the Health and Safety in Employment Act 1992.
4. RAWHITI PARK CAMPING GROUND RR 5487
| Officer responsible | Author |
| Parks Manager | Chris Freeman, Management Planning Officer, Dean Aldridge, Technical Officer |
| Corporate Plan Output: Leases/City Plans Consents and Applications |
The purpose of this report is to recommend that proposals be called for the commercial development and operation of the Rawhiti Park camping ground. This is needed to ensure that this area of Rawhiti Park can be developed either as a camp or as a picnic area. The report has been referred to the Burwood/Pegasus Community Board.
Between late 1995 and early 1997 several reports were presented to the Council requesting permission to grant a lease over the Rawhiti camp site for the purpose of running a commercial camping ground. For various reasons these all failed or were withdrawn by the applicant.
Throughout this process, some elected representatives expressed concern at the exclusivity of the procedure and advocated that the lease of the camp site be publicly tendered as it was in August 1992. At that time 11 documents were uplifted but no registrations of interest received. Consequently the Council instructed officers to continue to pursue the matter. The Parks Unit believes there is an opportunity for a camp site to be run as a commercial venture at Rawhiti Park, in line with the 1989 Peat Marwick Management Consultants' report and the historical desire for a camp site at New Brighton. The Parks Unit therefore proposes to call proposals to run a commercial camp site at Rawhiti Park.
The New Brighton area currently has one motor camp at South Brighton Park. While historically New Brighton was a popular holiday venture, little accommodation exists today. It is hoped that developments such as the New Brighton Pier and the Foreshore Enhancement Programme will reinstate this area as a popular recreational/holiday venue. Rawhiti Park is a large metropolitan park incorporating a wide range of recreational features. It is also adjacent to the New Brighton central business district and is therefore well located for holiday accommodation.
A particular weakness in the promotion of Christchurch has been the lack of emphasis of its beach areas. With the development of the New Brighton Pier and foreshore enhancements a new tourist market could be opened up, benefiting the local business communities and sporting groups. The proposal to call for proposals provides an opportunity for private investors and staff management to set up a commercial motor camp providing a return on Council's initial investment and historical desire for a camp without involving any additional capital investment and risk by the Council.
The Parks Unit therefore requests approval to call proposals for the commercial operation of the Rawhiti Park camping ground.
The above matter was discussed by the Burwood/Pegasus Community Board at its 30 June 1997 meeting. The Board felt that it would be pertinent to revisit the management plan, as the current camping ground is no longer appropriate for family users. It may be that the area could be better utilised if an alternative activity was placed in this area. It was therefore resolved:
"That the Board request the Parks and Recreation Committee to review the Rawhiti Park Management Plan before proceeding with any future commercial developments in the Rawhiti Park area."
With regard to the Community Board's request, the Committee considered that the review of the management plan could be undertaken concurrently with the above process.
Recommendation: That the Council resolve to advertise the opportunity and call proposals for the commercial development and operation of the camping ground area in Rawhiti Park.
(Note: Councillor Sheriff requested that her vote against the foregoing recommendation be recorded.)
5. REQUEST FOR RECOGNITION OF CENTENNIAL FOR THE DECLARATION OF PHILIPPINE INDEPENDENCE RR 5591
| Officer responsible | Author |
| Parks Manager | Richard Holland, Parks Policy and Quality Control Manager |
| Corporate Plan Output: Consents p.9.4.0 |
The purpose of this report is to consider a request from the Philippine Ambassador to New Zealand for Christchurch to mark in some appropriate way the major project centennial for the declaration of Philippine Independence in 1998.
The Philippine Government is undertaking a major world wide project to have some form of memorial erected in honour of the celebration of the centennial of the declaration of Philippine Independence in 1998.
An aim is to have streets or memorials named in honour of the Philippines, the Filipian people, its history and culture and will form part of the Philippine heritage trail world wide.
To enable New Zealand, and in particular Christchurch City, to consider the event, the Mayor has received a request from the Philippine Ambassador for some form of memorial.
Suggestions include a street named, a marker or shrine erected, or a tree planted in honour of the Philippines. The Ambassador has suggested a street be named in honour of the national hero Dr Jose P Rizal.
It has been customary to plant a tree in Christchurch to commemorate significant events in the life of the city. These events may include visits by Royalty, Heads of State and other dignitaries, commemoration of international, national and local events. Many anniversaries of community organisations at local and national level have been worked over the years.
The criteria for commemorating civic type events has therefore been broad ranging.
Consideration should therefore be given to this request and it is considered that a tree could be planted with an appropriate plaque to commemorate the event.
Recommendation: That the request for a memorial be supported and that a tree be planted in an appropriate central park location along with a memorial plaque.
PART B - REPORTS FOR INFORMATION
6. DEPUTATIONS BY APPOINTMENT
6.1 APPLICATION FOR VENDING MACHINE LICENCE
Mr Martin Eagle and Mr David Westell of Coca Cola Amatil NZ Ltd addressed the Committee in support of their company's application to install 20 drink vending machines in selected city parks.
6.2 SUMNER CROQUET CLUB
Mr John Robb, Club Captain, Sumner Croquet Club, addressed the Committee in support of the proposal to purchase of part of the Church Property Trustees' property in Wakefield Avenue, currently occupied by the Croquet Club.
6.3 DEVELOPMENT OF JET SPRINT TRACK AND FACILITY
Mr Peter Caughey of Southern JetSprint Promotions outlined a proposal for the establishment of a jetsprint course on privately owned property at McLeans Island, for the purpose of hosting the 1998 World JetSprint Championships.
The deputation sought assistance from Council staff in advising on the procedure to be followed for obtaining of the necessary consents to enable the proposal to proceed.
The Committee requested the Leisure and Community Services Unit to liaise with the promoters of the proposal with a view to providing support and guidance as required.
7. ITEMS RECEIVED
The Committee received the following reports:
7.1 Ruapuna Park - Meeting with Canterbury Car Club RR 2910
The Committee received the minutes of the meeting of the Ruapuna Park Sub-Committee.
7.2 Ruapuna Park - Work Programme RR 5585
The Parks Manager submitted a summary of recent work implemented at Ruapuna Park, together with details of future work programmed for the park.
8. ITEM DEFERRED
8.1 Property Purchase - Sumner Croquet Club Site RR 5503
The Committee deferred consideration of a report from the Parks Manager recommending that the Council purchase the land occupied by the Sumner Croquet Club from the Anglican Church.
The Committee appointed a sub-committee comprising the Chairman, Councillors Anderton, Cox and Sheriff to investigate the proposal and report back to the Committee.
PART C - REPORT ON DELEGATED DECISIONS
TAKEN BY THE COMMITTEE
9. RESOLUTION TO EXCLUDE THE PUBLIC
The Committee resolved that the draft resolution to exclude the public set out on page 20 of the agenda be adopted.
CONSIDERED THIS 23RD DAY OF JULY 1997
MAYOR