Minutes of a meeting of the Community Services Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 2 July 2015, commencing at 9.03am
Present: Councillor P Rainey (Chairperson), Her Worship the Mayor R Reese, Councillors R Copeland, M Lawrey, P Matheson, G Noonan (Deputy Chairperson), T Skinner and M Ward
In Attendance: Councillor I Barker, Group Manager Community Services (C Ward), Manager Communications (P Shattock), Manager Capital Projects (S Davies), Senior Strategic Adviser (N McDonald), Manager Administration (P Langley), Administration Adviser (G Brown), and Youth Councillors (R Griffith and F Jankiewicz-McClintock)
Apologies: Her Worship the Mayor R Reese and Councillor M Lawrey for lateness
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Resolved CS/2015/009 THAT apologies be received and accepted from Her Worship the Mayor and Councillor Lawrey for lateness. |
2. Confirmation of Order of Business
The Chairperson advised that item 12 on the public agenda, Broadgreen House – change to levels of service, had been removed from the meeting.
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Resolved CS/2015/010 THAT the item Broadgreen House – change to levels of service be adjourned to the next Community Services Meeting on 13 August 2015. |
There were no updates to the Interests Register and no conflicts with items on the agenda were declared.
4.1 Steve Cross
Steve Cross spoke about the agenda item Fees and Charges – Community Facilities.
Mr Cross said he had concerns about the crematorium fees being subsidised by ratepayers. He said he believed it was a private benefit and should be funded 100% by users.
He raised a concern in relation to crematorium charging inconsistencies between pets and humans.
Attendance: Councillor Lawrey joined the meeting at 9.12am.
In response to a question, Mr Cross said both his concerns around low fees and Council being involved in a commercial business were equally important.
4.2 Hilary Mitchell, Broadgreen House Restructuring Proposal
Hilary Mitchell spoke about the Broadgreen House restructuring proposal.
Attendance: Councillor Skinner joined the meeting at 9.16am.
Ms Mitchell spoke to document (A1377005), which was distributed with the agenda.
In response to a question, Ms Mitchell said the current operating model for Broadgreen House was working well, and volunteers were happy to be there. She added that Trip Adviser illustrated that visitors enjoyed their visit.
In response to questions, Ms Mitchell said she was open to ideas to make Broadgreen House appeal to a wider audience, but believed this could not happen if it was closed for a number of months. She added that heritage tours would be beneficial.
Attendance: Her Worship the Mayor joined the meeting at 9.27am.
5.1 22 May 2015
Document number M1230, agenda pages 10 - 16 refer.
In response to a question, Her Worship the Mayor clarified that if Councillors wished a specific comment to be recorded in the minutes, then this needed to be highlighted to the minute taker on the day.
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Resolved CS/2015/011 THAT the minutes of the meeting of the Community Services Committee, held on 22 May 2015, be confirmed as a true and correct record. |
6. Status Report - Community Services Committee - 2 July 2015
Document number R4457, agenda pages 17 - 19 refer.
In response to a question, Group Manager Community Services, Chris Ward advised that the Arts Selection Panel selected two artists for the item Arts Fund - Approval of Concepts and negotiations were still underway.
Attendance: Councillor Copeland left the meeting from 9.38am to 9.40am.
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Resolved CS/2015/012 THAT the Status Report Community Services Committee 2 July 2015 (R4457) and its attachment (A1157454) be received. |
There was no Chairperson’s Report.
Recreation and Leisure
8. Fees and charges – Community Facilities
Document number R4122, agenda pages 20 - 41 refer.
Acting Manager Operations, Marg Parfitt, and Facility Manager Founders Heritage Park, Maria Anderson, presented the report.
Ms Parfitt advised there was a minor correction on page 40 of the agenda relating to Broadgreen House charges. She said it should read “Adult Entrance Fee’ $4 and ‘Senior Citizen Entry Fee’ $3.
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Resolved CS/2015/013 THAT the report Fees and charges – Community Facilities (R4122) and its attachment (A1362379) be received. |
In response to a question, Ms Parfitt advised that she was not familiar with crematorium operations therefore could not comment on the charging structure for pet and human cremations.
In response to a further question, Ms Parfitt said that even though the CPI increase of 0.8% was small, it was more palatable for operators to have smaller increases rather than an accumulative charge.
In response to a question, Ms Anderson clarified that the Energy Centre off peak hire included a cleaning component of approximately $800.
It was highlighted on page 22 that under ‘Circus and other similar events that need to stay on site overnight’ for the 2015-2016 hire it should read ‘$201.50 plus GST per day (plus power where used).’
In response to a question, Ms Parfitt said the only significant change in charges was in relation to beehives on Council land which was a commercial activity. It was queried whether the charging was relative to the market.
A query was also raised in relation to the category Commercial Races/Events and the rationale behind the charging.
The item was adjourned until this information was provided.
9. Reserve Management Plan: Sports Ground Reserves
Document number R4195, agenda pages 42 - 46 refer.
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Resolved CS/2015/014 THAT the report Reserve Management Plan: Sports Ground Reserves (R4195) be received. |
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Recommendation to Council CS/2015/015 THAT a Reserve Management Plan for the Sports Ground Reserves is developed under The Reserves Act 1977 for the provision of areas for recreation and sporting activities, and the physical welfare and enjoyment of the public. |
Attendance: The meeting adjourned from 10.01am until 10.08am.
10. Stoke Community and Sports Facility
Document number R4167, agenda pages 47 - 89 refer.
Major Projects Engineer, Darryl Olverson, and Manager Capital Projects, Shane Davies, presented the report.
The following documents illustrating concept designs were tabled (A1380158) and (A1380122)
The Chairperson advised that the recommendations in the officer’s report would be taken in parts.
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Resolved CS/2015/016 THAT the report Stoke Community and Sports Facility (R4167) and its attachments A1362093, A1325549, A1360375, a1351796, a1360960 and a1372406 be received; |
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Resolved CS/2015/017 AND THAT it be noted that a report detailing options for the management of the facility is still to be undertaken and will be reported back to a future Community Services Committee; |
In response to a question, Mr Olverson clarified that the Stoke Urban Design Panel would be considering traffic measures and would be reviewing the report on 23 July 2015.
Attendance: The meeting adjourned from 10.24am until 10.26am.
In response to a question, Mr Davies clarified that the original scope by user groups did not include a cafe.
In response to a question, Mr Olverson said that a cafe could be added in the future as there were services close by. However, Mr Olverson advised that adding a cafe at a later date would incur substantial additional costs.
Mr Olverson advised the feedback from user groups was that additional community space was needed.
It was discussed that a cafe would attract a different crowd and provide a meeting place where events at the facility could be promoted. Mr Olverson added that a real estate agent had advised there would be no issues letting the cafe.
In response to a question, Mr Olverson advised the plaza would be approximately 150m2 smaller if the cafe was added.
In response to a further question, Mr Olverson said with or without a cafe the aesthetics of the building would remain similar, without the cafe the entrance to the building would be slightly different.
Mr Olverson said there was space for families to have birthday parties and events.
Councillor Lawrey, seconded by Councillor Ward, moved the following recommendation to council in the officer’s report
THAT the Concept design with cafe (attachment A1362093) to construct the new Stoke Community and Sports Facility at the Greenmeadows site be approved to allow detailed design to commence and resource/building consents to be secured;
There was a discussion relating to adding items on the list on page 51 of the agenda. The items highlighted were acoustic folding doors and the environmental options.
Attendance: Councillor Copeland left the meeting at 10.54am.
With the agreement of the mover and seconder the additional items were added to the recommendation
THAT the Concept design with cafe (attachment A1362093) to construct the new Stoke Community and Sports Facility at the Greenmeadows site be approved to allow detailed design to commence and resource/building consents to be secured with the inclusion of:
· Acoustic folding doors
· Environmental options
As detailed in report R4167;
Concern was raised that a cafe was not suitable for this type of facility and that Council should not be supporting competition for other local businesses. It was also highlighted that the cafe was not consulted on.
There was some support for a cafe to be included as it would make welcome a diverse range of people. Other successful community hubs were referred to and it was said there would be an expectation for a cafe. It was mentioned that it would be positive for other businesses bringing more foot traffic.
It was raised that resource consents were of a concern and capital budgets as the Long Term Plan 2015-25 had just been signed and now Council was looking for additional funding.
Attendance: The meeting adjourned from 11.15am until 11.16am.
A division was called.
Attendance: The meeting adjourned from 11.19am until 11.25am.
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Councillor Copeland |
Apology |
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Councillor Lawrey |
Aye |
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Councillor Matheson |
No |
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Councillor Noonan |
No |
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Councillor Rainey |
Aye |
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Councillor Skinner |
No |
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Councillor Ward |
Aye |
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Her Worship the Mayor |
No |
The motion was lost, 4-3.
Her Worship the Mayor moved the following motion, seconded by Councillor Ward
THAT the Concept design (with additional space) to construct the new Stoke Community and Sports Facility at the Greenmeadows site be approved to allow detailed design to commence and resource/building consents to be secured with the inclusion of:
· Acoustic folding doors
· Environmental options
As detailed in report R4167
It was discussed that it would be beneficial to obtain feedback from the Urban Design Panel with regards to the concept design.
There was general support for the motion and it was noted that a cafe could still be considered at a later date.
A division was called
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Councillor Copeland |
Apology |
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Councillor Lawrey |
Aye |
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Councillor Matheson |
Aye |
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Councillor Noonan |
Aye |
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Councillor Rainey |
Aye |
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Councillor Skinner |
Aye |
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Councillor Ward |
Aye |
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Her Worship the Mayor |
Aye |
The motion was passed, 7-0
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Recommendation to Council CS/2015/018 THAT the Concept design (with additional space) (A1380158) to construct the new Stoke Community and Sports Facility at the Greenmeadows site be approved to allow detailed design to commence and resource/building consents to be secured with the inclusion of: · Acoustic folding doors · Environmental options As detailed in report R4167; |
Attendance: The meeting adjourned from 11.38am until 11.39am.
Group Manager Community Services, Chris Ward clarified that an additional space would incur the same costs as a cafe.
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Recommendation to Council CS/2015/020 THAT the budget to complete the Stoke Community and Sports Facility at Greenmeadows is increased to $6.14 million (over two financial years). |
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1 A1380122 - Concept Design Issue Cafe Removed 29JUN2015 2 A1380158 - Concept Design Issue Extra Community Rooms in Lieu of Cafe 29JUN2015 |
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In response to question, Acting Manager Operations, Marg Parfitt, advised that under the Commercial Races/Events category the Weet-bix Tryathlon was excluded from charges. However, she said the Dun Mountain Run incurred charges, therefore there was an element of discretion.
In relation to the category ‘Circus and other similar events that need to stay on site overnight’ category, she advised that the charges could add up to a significant amount. She said she was unaware of the charging rationale but confirmed no changes to fees would be incurred in this area.
Attendance: The meeting adjourned from 11.43am until 11.44am.
In response to a question, Ms Parfitt said the hire charges only applied to sports grounds and reserves which were not covered elsewhere.
There was concern raised about a requirement for an entry level definition, and that assets must be left in the same state as before they were used.
In response to a question, Ms Parfitt clarified that Council only approved traffic management plans for events, it was up to the organiser to provide these.
Group Manager Community Services, Chris Ward, advised that the categories shown on page 22 of the agenda would be reviewed and that fees could be set any time, with one months notice required.
It was highlighted that the current fee for beehives was not in line with the Department of Conservation charges.
It was suggested that Council should be encouraging bee keepers.
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Resolved CS/2015/021 THAT the proposed charges be approved effective 3 August 2015; AND THAT it be noted that the charging regime for the Golf course will be brought to a future Community Services Committee meeting; AND THAT it be noted that the charging regime for the Trafalgar Centre, Trafalgar Park, and Saxton Oval will be brought to a future Community Services Committee meeting; AND THAT negotiations be carried out with beehive operators on the charging regime and brought back to a future Community Services Committee meeting. |
Attendance: Councillor Barker left the meeting at 12.04pm.
Attendance: The meeting adjourned from 12.07pm until 12.13pm. During this time Councillor Matheson left the meeting.
Community Development
12. Community Assistance Policy Review
Document number R4116, agenda pages 90 - 102 refer.
Social Development Adviser, Nicola Mercer, presented the report.
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Resolved CS/2015/022 THAT the report Community Assistance Policy Review (R4116) and its attachments (A1366133 & A1367556) be received. |
In response to a question, Ms Mercer said that staff were enthusiastic with the new approach.
In response to a question, Group Manager Community Services, Chris Ward advised that a number of general conversations had been had with community groups and the feedback had been positive.
In response to a further question, Mr Ward said that position descriptions were being drafted for appointments of external people to the Community Investment Funding Panel and there would then be a call for nominations.
It was discussed that the Policy needed to emphasise a social development focus in its purpose and this should be highlighted in the third bullet point under 6.7 of the Policy.
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Recommendation to Council CS/2015/023 THAT the amended Community Assistance Policy (A1366133) be adopted; AND THAT the Community Investment Funding Implementation Plan (A1367556) be adopted. |
11. Nelson Youth Council Update
Youth Councillors Rhys Griffith and Fynn Jankiewicz-McClintock provided an update on Youth Council activities.
Mr Griffith informed councillors that recent Youth Council activities included heritage week, a photography competition, working with the arts festival, quiz during youth week, Tahunanui postcard, and considering ideas for Nelson’s 175th anniversary.
Attendance: Councillor Matheson returned to the meeting at 12.27pm.
Mr Jankiewicz-McClintock advised that youth councillors were recently given information on Nelson 2060.
12. Nelson Youth Council - 15 May 2015
Document number M1223
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Resolved CS/2015/024 THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 15 May 2015, be received. |
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Resolved CS/2015/025 THAT the public be excluded from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: |
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Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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1 |
Community Services Committee Meeting - Public Excluded - 22 May 2015 |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(j) To prevent the disclosure or use of official information for improper gain or improper advantage. · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). |
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2 |
Status Report - Community Services Committee - 2 July 2015
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
The meeting went into public excluded session at 12.29pm and resumed in public session at 12.42pm.
14. Re-admittance of the Public
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Resolved CS/2015/026 THAT the public be re-admitted to the meeting. |
There being no further business the meeting ended at 12.42pm.
Confirmed as a correct record of proceedings:
Chairperson
Date