Official Information Request - Westbrook Sport and Recreation Precinct

Sent: Friday, 3 July 2020 3:09 pm

Subject: LGOIMA request - Westbrook Sport and Recreation Precinct

I refer to your letter dated 9 June 2020 requesting information under the Local Government Official Information and Meetings Act (the 'Act') regarding the Westbrook Sport and Recreation Precinct.

You refer to the Westbrook Sport and Recreation Precinct - Taiwhanga Rotorua also previously known as the Maori Sports Precinct, Springfield Golf Club and Springfield Golf Course. Please note that the 'precinct' has never been called the 'Maori Sports Precinct'. One of the three objectives for the precinct was to be the 'Home of Māori Sport'. This may be where the confusion has occurred. The three objectives for the Westbrook Sport and Recreation Precinct are:

1. To be the local training and competition hub for outdoor field sports for Rotorua.
2. To be a Destination Park for passive and active recreation with a focus on community health and well-being.
3. To be New Zealand's Home for Māori Sport and a preferred outdoor tournament and stadium venue.

With regard bullet points 3 and 4:

• Any relevant correspondence with third parties about the above (#3)
• Any relevant reports, draft plans or maps, briefings about the above etc (#4)

To provide the information for these two bullet points will take a considerable amount of staff time to collate. This has been estimated at 16 hours of staff time. Council is entitled to charge for time in excess of one hour and, as per the Ministry of Justice charging guidelines, our normal practice is to charge $38 per half hour or part thereof. Therefore to complete this part of your request would incur a cost of $1,216 including GST. Also, because of the amount of documentation involved it would not be able to be emailed. You could receive the information in hard copy (a further charge would apply for printing - estimated at $40) or provide Council with a new USB to save the documentation onto. Please let me know by the end of the day Friday 10 July whether you wish to proceed with this part of your request and confirm whether you would like hard copies or will provide a USB. I will then arrange an invoice for you which will need to be paid before the work is commenced. If you do wish to go ahead Council will require an extension to time from the original request to prepare the information.

With regard bullet points 1, 2, 5, 6, 7, 8 I can provide the following responses:

• Details of which local residents or ratepayers were sent the letter of 5 March 2020 and a related follow-up letter dated 15 May 2020 (#1)Attached are:
• Lists of addresses
• Letters owner - occupiers
• Letters owner - not occupiers
• Map of area highlighting the properties involved

Personal details have been withheld under section 7(1)(a) of the Act 'protect the privacy of natural persons'.

• Any relevant strategic or management plans or similar (#2)Attached is the 2018 Spatial Plan - Planning for the future of Rotorua
• Details of costs incurred by the Council preparing the initial concept (#5)Attached are the costs incurred for initial concept
• Minutes of any council or committee meetings where the above was discussed (#6)The concept has not been discussed at a council or committee meeting therefore no minutes are available.A Forum with Councillors was held on 27 February 2020 to discuss the proposal, amongst other items. Forums are not minuted.
• The lease agreement between RLC and Springfield Golf Club (#7)Attached are:
• Deed of Lease - Rotorua District Council and Springfield Golf Club (Incorporated)Deed of Variation of Lease - Rotorua District Council and Springfield Golf Club Incorporated
• LIM reports for the properties encompassing the Springfield Golf Course (#8)Council does not have any LIM reports for the Springfield Golf Course. LIM reports are available for any property at a cost of $228 per LIM. LIM's can be ordered via the Council website - https://eservices.rdc.govt.nz/services/lim/lim/step1

You have the right to seek an investigation and review by the Ombudsman of this decision. Complaints can be sent by email to info@ombudsman.parliament.nz, by fax to (04) 471 2254, or by post to The Ombudsman, PO Box 10152, Wellington 6143.

Publication of responses to LGOIMA requests

Please note: Our LGOIMA responses may be published on the Rotorua Lakes Council website after they have been responded to, with requesters' personal details withheld. If you have any concerns about this please contact the Council on info@rotorualc.nz.

Regards