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NOTICE OF SPORT AND RECREATION COMMITTEE MEETING Opotiki District

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					NOTICE OF SPORT AND RECREATION COMMITTEE MEETING

Opotiki District Council Committee Room 108 St John Street, Opotiki Wednesday, 21 November 2007 commencing at 5 pm

Opotiki District Council

OUR MISSION TA MATOU WHAINGA To develop a strong, vibrant and cohesive community Ki te whakahiato i tetahi iwi whanau kaha, kakapa, ngatahi

Opotiki District Council

OPOTIKI DISTRICT COUNCIL
I hereby give notice that a Sport and Recreation Committee meeting of the Opotiki District Council will be held on Wednesday, 21 November 2007 commencing at 5 pm in the Council Chambers, 108 St John Street, Opotiki to consider the business as set out herein

V Payne Chief Executive Chairperson: Ex-officio (Appointment to be made) His Worship the Mayor, JH Forbes Deputy Mayor SE Fisher Members: Debi Hocart Lyn Riesterer Jarrod Teddy Paul Owen Danny Paruru Sport Bay of Plenty: Committee Secretary: Quorum: John Voyle Nora Kelly 4

LOCAL AUTHORITIES (MEMBERS’ INTERESTS) ACT 1968 Councillors are reminded that if you have a pecuniary interest in any item on the agenda, then you must declare this interest and refrain from discussing or voting on this item, and are advised to withdraw from the meeting table.

Vaughan Payne CHIEF EXECUTIVE OFFICER

Opotiki District Council

OPOTIKI DISTRICT COUNCIL
SPORT AND RECREATION COMMITTEE MEETING Council Chambers, 108 St John Street, Opotiki Wednesday, 21 November 2007 commencing at 5 pm

Order Paper

File Ref. 1. 2. 3. 4. 5. 6. 7. 8. 9. APOLOGIES APPOINTMENT OF CHAIRPERSON MINUTES - SPORT AND RECREATION COMMITTEE (29 August 2007) EDUCATIONAL SMOKE-FREE OUTDOOR SPACES POLICY COMMITTEE FOCUS – NEXT THREE YEARS FLOOD LIGHTING UPDATE (Verbal) REVIEW OF COMMITTEE REPRESENTATION GENERAL BUSINESS NEXT MEETING (5 February 2008)

Pages

Nil 3.1 – 3.4 4.1 – 4. 3 5.1 – 5.21 Nil 7.1 8.1

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 3.1

Sport & Recreation Committee Minutes 29 August 2007

MINUTES OF A MEETING OF THE SPORT AND RECREATION COMMITTEE HELD IN THE OPOTIKI DISTRICT COUNCIL COMMITTEE ROOM, 108 ST JOHN STREET, OPOTIKI, ON WEDNESDAY 29 AUGUST 2007, COMMENCING AT 5 PM. Present: Councillor Adrian Gault (Chairperson) Paul Owen Lyn Riesterer Debi Hocart In Attendance: His Worship the Mayor, John Forbes Deputy Mayor, Selby Fisher Vaughan Payne (Chief Executive) Mike Houghton (Parks & Reserves Manager) Jacqueline Hayes-Kingi (Sport & Physical Activity Coordinator) Nora Kelly (Corporate Services Secretary) Public: Dorothy Wilson Maria Wood (Toi Te Ora, Public Health Services) Jenna Clarke (Toi Te Ora, Public Health Services)

APOLOGIES RESOLVED That the apologies be sustained. Paul Owen / Lyn Riesterer

Danny Paruru and John Voyle

Carried

Chairperson, Adrian Gault introduced the new Corporate Services Secretary, Nora Kelly and welcomed members of the public in attendance. 1. MINUTES: SPORT AND RECREATION COMMITTEE: 18 JULY 2007 RESOLVED 1.1 That the minutes of the Sport & Recreation Committee Meeting held on 18 July 2007 as appended be confirmed as a true and correct record. Paul Owen / Lyn Riesterer Carried 1.1 – 1.5

Matters Arising There were no matters arising from the last meeting. 4. SMOKEFREE OUTDOOR SPACES PRESENTATION – TOI TE ORA 4.1 – 4.13

Agenda item 4.1 entitled ‘Educational Smoke Free Policy’ was brought forward so that representatives from Toi Te Ora Public Health could make a power point presentation to the Committee.

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 3.2

Sport & Recreation Committee Minutes 29 August 2007

Chairperson Adrian Gault welcomed Jenna Clarke and Maria Wood from Toi Te Ora Public Health to speak at 5.12 pm. Jenna Clarke, Social Environments Health Promoter, Toi Te Ora Public Health gave a power point presentation on Smokefree Outdoor Spaces and discussed the possibility of a joint Toi Te Ora and Council initiative to make outdoor spaces in Opotiki smoke free. The goal of the initiative is to encourage positive role-modelling for children in Opotiki by de-normalising smoking in public spaces. Smoking statistics for the Bay of Plenty are the highest nationally and an initiative in Opotiki could be used as a national pilot scheme. No official evaluations have been undertaken for similar schemes elsewhere. Toi Te Ora has offered support and advice on educational policy, internal resources and time, liaison between the Cancer Society and other partner organisations, communication with key community leaders and agencies for buy-in and support, and coordination of evaluation and monitoring outcomes. Council would be responsible for the erection and maintenance of signage in public spaces. Further consideration was required to ensure that the needs of both smokers and non-smokers were carefully considered. Opotiki has a number of parks where travellers stop to have a rest from driving and to smoke.

RECOMMENDATIONS RESOLVED 4.1 4.2 4.3 That the report and presentation entitled ‘Educational Smoke Free Policy’ dated 29 August 2007 and prepared by the Parks & Reserves Manager be received. To change recommendation 4.2 to “That a ‘draft’ Educational Smoke Free Policy be prepared for presentation at the next Sport & Recreation committee meeting. That further ‘smoke free’ environments be identified and included in the list. eg Waiotahe Pipi Beds, Public Toilets. Lyn Riesterer / Paul Owen Carried

Chairperson Gault thanked Toi Te Ora for their presentation and they left the meeting at 5.50 pm. 2. BAY TRUST PAVILION – FEES AND CHARGES 2.1 – 2.10

Council was keen to promote the Bay Trust Pavilion as a hire venue and the fees and charges schedule reflected reasonable rates to encourage community use. It was suggested that fees and charges be reviewed after 12 months. Councillor Selby Fisher left the meeting at 6.20 pm.

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 3.3

Sport & Recreation Committee Minutes 29 August 2007

Council will manage the booking system and a bond will be required and determined on a case by case basis with the building being checked after each hire period. His Worship the Mayor left the meeting at 6.25 pm. Discussion arose regarding senior soccer’s inability to contribute $10,000 towards the pavilion as agreed. It was felt that under the circumstances senior soccer should be charged full price for hireage of the facilities. A suggestion was to charge $120 per session until such time as they are able to make their lump sum contribution. It was suggested that a meeting be held between representatives of senior soccer (Gwen Hay), Mike Houghton and Vaughan Payne to advise the fees and charges proposal, and to seek their feedback. Junior soccer has advised that they have their $10,000 contribution available. A memorandum of understanding will be drafted between junior soccer and Council reflecting junior soccer’s exclusive use terms. RECOMMENDATIONS RESOLVED 2.1 2.2 That the report entitled ‘Bay Trust Pavilion: Fees and Charges’ dated 29 August 2007 and prepared by the Parks & Reserves Manager be received. That the following schedule of fees and charges be approved for the use of the Bay Trust Pavilion: Group Community group (not-for-profit) Private – eg family occasion, no entry fee Commercial use Cost per session* (includes power/gas) $30 $70 $120 Plus GST $15 $25 $50 Plus GST Cost per hour

*session is defined as 7am – midday; midday - 5 pm; 5 pm - midnight. *costs for part use, for example changing rooms/showers only can be apportioned separately where necessary. 2.3 2.4 2.5 That there is a 12 month review period for fees and charges. That a Memorandum of Understanding be undertaken with Junior Soccer. That the Parks & Reserves Manager draft a hire agreement for presentation at the next meeting. Carried 3.5.5.1 3.1 – 3.2

Paul Owen / Lyn Riesterer 3. SPORT AND PHYSICAL ACTIVITY COORDINATOR

Chairperson Adrian Gault welcomed Jacqueline Hayes-Kingi, the newly appointed Sport and Physical Activity Coordinator. It was acknowledged that it had taken five years to bring this position to fruition. Jacqueline gave a brief description of her role and details on a proposal to run a children’s duathalon in conjunction with the Motu Challenge multi sport event.

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 3.4

Sport & Recreation Committee Minutes 29 August 2007

Hickey’s Sportsworld have also provided a bicycle for Jacqueline to use around town which will help to lift the sport and physical activity profile. RECOMMENDATIONS RESOLVED 3.1 That the report entitled "Sport and Physical Activity Coordinator" prepared by the Parks & Reserves Manager and dated 29 August 2007 be received. 3.2 That Sport BOP be thanked for their assistance in the development of the Pathway to Health project and preparation of the application to SPARC. Paul Owen / Debbie Hocart 5. GENERAL BUSINESS 5.1 Sports Field Flood Lights Flood light specifications have been received but require some corrections to be made. Progress has been slow due to the lack of response from retailers. 5.2 Bay Trust Pavilion Opening The Parks & Reserves Manager advised that the Bay Trust Pavilion will be completed by the end of September 2007. The opening date has been set for 29 & 30 September 2007 to coincide with the launch event of the Pathway to Health project which will involve our new sport and physical activity coordinator Jacqueline Hayes-Kingi. 5.3 Walkway Focus Group The Walkway Focus Group has been formed. Design work for bridges has commenced and landowners have been approached. There appears to be initial support for the concept from the landowners and the general public. Costs for the project are unknown until the completion of the design phase. 5.4 Events Centre Focus Group The Events Centre Focus Group has been formed with members keen to proceed the project. The Focus Group will consider synergies and then undertake consultation with the public to obtain their feedback. 4.1 – 4.3 Carried

THERE BEING NO FURTHER BUSINESS, THE MEETING CLOSED AT 7.10 PM. THE FOREGOING MINUTES ARE CERTIFIED AS BEING A TRUE AND CORRECT RECORD AT A SUBSEQUENT MEETING OF THE SPORT & RECREATION COMMITTEE TO BE HELD ON 21 NOVEMBER 2007

Adrian Gault CHAIRPERSON SPORT & RECREATION COMMITTEE

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 4.1

File Ref: 27.4.3 Educational Smoke-Free Outdoor Spaces Policy

REPORT
Date To From Subject File : : : : : 14 November 2007 Sport & Recreation Committee Meeting: 21 November 2007 Parks & Reserves Manager, Mike Houghton EDUCATIONAL SMOKE-FREE OUTDOOR SPACES POLICY 27.4.3

EXECUTIVE SUMMARY It is proposed that Council in cooperation with Toi Te Ora adopt an ‘Educational Smoke-Free Outdoor Spaces Policy’ with respect to selected parks and public spaces. The objective of the policy is to advocate and promote the benefits to the community of normalising ‘no smoking’ environments. PURPOSE Opotiki District Council will be proactive and demonstrate leadership by promoting a smoke-free lifestyle as being both desirable and the norm in Opotiki. By focusing on public outdoor spaces, the Council will send a positive message that our children and young people’s health and the environment should be protected from the effects of smoking. BACKGROUND The policy will contribute to Opotiki District Community Outcomes: “Development and protection of the natural environment.” “History and culture is treasured.” “Services and facilities meet our needs.” The policy will also contribute to Environment Bay of Plenty’s Regional Community Outcomes: “A clean and protected environment: Our natural environment is valued and preserved – enjoyed by us now and protected for future generations.” “Healthy and safe communities: Individuals and organisations work in partnership to promote healthy living and ensure safe and caring communities.” “A vibrant and fulfilling lifestyle: The Bay of Plenty is a region that people love and are proud to live in and call their own.”

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 4.2

File Ref: 27.4.3 Educational Smoke-Free Outdoor Spaces Policy

RELEVANT LEGISLATION On 3 December 2003, an amendment to the Smoke Free Environments Act 1990 was passed requiring, among other things: a) b) c) d) e) Buildings and grounds of schools and early childhood Centres to be smoke free by 1 January 2004; Licensed premises to become smoke free indoors from 10 December 2004; Other workplaces to become smoke free indoors – including offices, factories, warehouses, work canteens and smoko rooms from 10 December 2004; The display of tobacco products in retail outlets restricted and a smoking kills sign erected near the display from 10 December 2004; and Access of smoking products to those under 18 years further restricted.

The purpose of the Act is to send a clear message about the dangers of smoking and to prevent the detrimental effect of other people’s smoking on the health of people who do not wish to smoke. KEY POLICY AREAS Council-Owned Enclosed Public Spaces All Council-owned enclosed public facilities, such as public halls or pavilions, are smoke free. Appropriate signage will be clearly displayed. Council-Owned Parks, Playgrounds, Reserves, Gardens The public will be asked to refrain from smoking in Council-owned playgrounds and parks. Signage will be displayed at the entrance to parks and by the children’s play ground area asking people to refrain from smoking. Messages on the signage will focus on the positive rather than the punitive. Events held in the park will be consistently promoted as smoke free events. Council-Owned Sports Fields Information and Education The Council will provide information to the public on smoke free legislation and related health issues. The Council will work with the Bay of Plenty District Health Board and other health related agencies to ensure information relating to the new legislation and the health impacts of smoking and passive smoking are easily accessible to the community. Brochures will be on hand for distribution and officers will be available to provide helpful information to those making enquiries.

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 4.3

File Ref: 27.4.3 Educational Smoke-Free Outdoor Spaces Policy

RECOMMENDATIONS 4.1 4.2 4.3 4.4 That the report titled ‘Educational Smoke-Free Outdoor Spaces Policy’ prepared by the Parks & Reserves Manager dated 14 November 2007 be received. That Council adopt the draft ‘Educational Smoke Free Policy’. That the DHB implement public awareness programmes. That ‘smoke free’ environments be implemented by both the DHB and Council at: Upton Park Playground Volkner’s Island Reserve Skate Park Princess St Reserve John Burdett Park Waiotahe Pipi Beds Pouwhenua Waiotahi Beach Rose Garden Memorial Park Sports Fields & Sports Courts Waioeka Bridge Park Hikutaia Domain Public Toilets

Mike Houghton PARKS & RESERVES MANAGER

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.1

File Ref: 1.2.7.19 Committee Focus – Next Three Years

REPORT
Date To From Subject File : : : : : 15 November 2007 Sport & Recreation Committee Meeting: 21 November 2007 Chief Executive Officer, Vaughan Payne COMMITTEE FOCUS – NEXT THREE YEARS 1.2.7.19

PURPOSE To obtain feedback fro the Committee on what projects should be the focus over the next three years. BACKGROUND The purpose of the Committee is to: 1. 2. To promote the Opotiki Recreation Strategy (2002) and the Working Party Report and Action Plan (Feb 2002) and; To recommend to Council initiatives and priorities that contributes to the development of sport and recreation within the Opotiki District. The terms of reference for the Sport and Recreation Committee are:     Increased collaboration and cooperation between local, regional and national sporting authorities and agencies Recommendations to Council the development of sport and recreation facilities on Council property or, that utilise Council funds Recommendations to Council initiatives that encourage and support opportunities for improved participation in physical activity Support of initiatives that promote the benefits of sport and recreation within the Opotiki district.

There are a number of strategies that have underpinned the work of the Committee to date. For completeness these are outlined as follows: In 2002, the Opotiki Recreation Strategy was completed following extensive community consultation. Subsequently, a working party of Councillors, community and Sport Bay of Plenty prepared an Action Plan in February 2003 (refer Attachment 1).

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.2

File Ref: 1.2.7.19 Committee Focus – Next Three Years

In 2006 a Strategy was prepared for the Eastern Bay of Plenty to get people ‘more active – more often’. In addition to actions for the entire sub region, the Active Eastern Bay Strategy identified specific actions for the Opotiki District (refer Attachment 2). The Sports and Recreation Committee did not prioritise these matters but resolved as follows: That the priorities for the Opotiki region be categorized as follows:      Walking and cycling Youth and senior development Sports development Leadership Facilities

And, that an additional action be added to the regional strategy being:  Funding for capital works for recreational activities.

It is considered important that the Committee does identify what actions (if any) from the Active Eastern Bay of Plenty Strategy is prioritised otherwise they are unlikely to be achieved within the desired timeframes. Staff will make a presentation to the Committee at the meeting to help the Committee prioritise projects over the next three years. It should be noted that those projects which are (and are not) currently part of the Ten Year Plan (refer to Attachment 3) cannot be changed (eg de-prioritised) without special public consultation. SIGNIFICANT ASSESSMENT The proposal to review the current sport and recreation projects is not considered to be significant in terms of Council’s Policy on determining Significance. CONSULTATION The Committee makes recommendations to Council. If amendments are needed for the Ten Year Plan, this will need to occur through the special consultative procedure. RECOMMENDATIONS 5.1 5.2 That the report titled ‘Committee Focus – Next Three Years’ prepared by the Chief Executive Officer dated 15 November 2007 be received. That the following projects be adopted as the Committee’s focus over the next three years: _____________________________________________________________________________________ _____________________________________________________________________________________ Vaughan Payne CHIEF EXECUTIVE OFFICER

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.3

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.4
ATTACHMENT 2

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.5

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.6

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.7
ATTACHMENT 1

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.8

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.9

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.10

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.11

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.12

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.13

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.14

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.15

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.16

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.17

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.18

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.19

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.20

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 5.21

File Ref: 1.2.7.19 Committee Focus – Next Three Years

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 7.1

File Ref: 1.2.7.19 Review of Committee Representation

REPORT
Date To From Subject File : : : : : 15 November 2007 Sport & Recreation Committee Meeting: 21 November 2007 Chief Executive Officer, Vaughan Payne REVIEW OF COMMITTEE REPRESENTATION 1.2.7.19

EXECUTIVE SUMMARY That representation on the Sport and Recreation Committee be reviewed for the triennium period 2007 - 2010.

PURPOSE To inform the Committee of the need for Council to review the representation on the Sport and Recreation Committee. BACKGROUND Following the local government elections in October 2007 it is prudent for Council to review the representation on all Council Committees. It is important to note that Council considers that this Committee performs well. Notwithstanding, the Committee may consider that there are sport and recreation groups that are not currently represented and that there may be some current members who will not be available to remain on the Committee for the next three years.

RECOMMENDATION 7.1 That the report titled ‘Review of Committee Representation’ prepared by the Chief Executive Officer dated 15 November 2007 be received.

Vaughan Payne CHIEF EXECUTIVE OFFICER

Opotiki District Council

Sport & Recreation Committee Meeting 21 November 2007

Item 8.1

General Business

GENERAL BUSINESS
8.1 8.2 8.3 8.4 8.5 8.6

THE NEXT MEETING OF THE

SPORT & RECREATION COMMITTEE MEETING
WILL BE HELD ON 5

February 2008 PM
PM

AT THE OPOTIKI DISTRICT COUNCIL CHAMBERS, 108 ST JOHN STREET, OPOTIKI AT 5.00

THERE BEING NO FURTHER BUSINESS, THE MEETING CLOSED AT

Opotiki District Council