2015-03-03 Planning & Organisation Agenda

PLANNING & ORGANISATION COMMITTEE MEETING AGENDA                                     3 MARCH 2015


            -     a lease of five to ten years.
      b)    Trust land
            -     a Trustee Permit as per the Land Act 1994 of up to three years; or
            -     a Trustee Lease as per the Land Act 1994 of five to ten years.
Community groups will need to provide an appropriate justification as to why a lease is
preferred over a permit arrangement. Longer term leases and other tenure arrangements
may be considered in exceptional circumstances e.g. where the applicant proposes to make
significant contributions, capital improvements and/or developments at the proposed site.
    Land and Infrastructure Renewal and Maintenance Expenses – all new tenure
      arrangements will specify the tenure holder as solely responsible for the costs of
      maintaining, repairing and replacing improvements and grounds maintenance within
      the tenured area.
    Land and Infrastructure Operating Expenses - all new tenure arrangements will specify
      the tenure holder as solely responsible for all charges in relation to the tenured area
      including, but not limited to:
      a)    Utility charges;
      b)    Telephone / communications;
      c)    Trade waste and pump outs; and
      d)    Council issued rates, levies and charges.
    Insurance - all new tenure arrangements will specify the tenure holder as solely
      responsible for acquiring public liability insurance and adequate building, contents
      insurance and all other insurances as required.
    Tenure Establishment Costs - costs associated for the establishment of tenure will
      usually be borne by the applicant. These include lease preparation, survey fees and
      document registration.
    Rental amounts – Nominal rent will be charged for community organisations on trust
      land or Council freehold land.
Maintenance
There are approximately 70-80 clubhouse buildings / major structures in the community
leased portfolio. Additional infrastructure (such as field lighting poles) is also located at many
of the sites. It is proposed that Council implement an annual inspection program of these
buildings / structures and field lighting poles on Council owned or controlled land in a tenure
arrangement with Council.
The proposed inspection program will result in the production of annual renewal and
maintenance forecasts for each building / structure to comply with asset management
obligations. The proposed inspection program will be an additional resourcing responsibility
for Property and Facilities and delivery of the program will require consideration as part of
the 2015/16 budget process.
An annual inspection program undertaken by Council will generate an asset renewal and
maintenance plan which will be the community organisation’s responsibility to implement
(with Council oversight).
Previous Council Consideration
SCRC Council Resolution (OM09/366) that Council:
(a)   Note the report titled “Interim Policy for Tenure Arrangements for the Community Use
      of Council Owned or Managed Land and Infrastructure”;


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