Agenda of Community Services Committee

N-logotype-black-wide Community Services Committee

24 September 2015

Page No.

1. Apologies

Nil

2. Confirmation of Order of Business

3. Interests

3.1 Updates to the Interests Register

3.2 Identify any conflicts of interest in the agenda

4. Public Forum

4.1 Mary Gavin, Broadgreen Society - Broadgreen House 9 - 10

Document number R4865

4.2 National Council of Women - Broadgreen Historic House

Gail Collingwood of the National Council of Women – Nelson Branch will speak about Broadgreen Historic House.

4.3 Hans Dukker - Location of the Stoke Community Centre 11 - 20

Document number R4820

5. Confirmation of Minutes

5.1 13 August 2015 21 - 27

Document number M1402

Recommendation

THAT the minutes of the meeting of the Community Services Committee, held on 13 August 2015, be confirmed as a true and correct record.

6. Status Report - Community Services Committee - 24 September 28 - 31

Document number R4876

Recommendation

THAT the Status Report Community Services Committee 24 September 2015 (R4876) and its attachment (A1157454) be received.

7. Chairperson's Report

Arts, Festivals and Events

8. Arts Activity Management Plan 2015-25 32 - 82

Document number R4448

Recommendation

THAT the report Arts Activity Management Plan 2015-25 (R4448) and its attachments (A1126659 and A1428219) be received.

Recommendation to Council

THAT the Arts Activity Management Plan 2015-2025 (A1126659), amended to reflect the Long Term Plan 2015-25, be adopted.

Recreation and Leisure

9. Rutherford Park community groups relocation 83 - 84

Document number R4880

Recommendation

THAT the report Rutherford Park community groups relocation (R4880) be received;

AND THAT the Community Services Committee agree to refer to Council for a decision the relocation of community groups from Rutherford Park.

Community Development

10. Community Investment Funding Panel Terms of Reference 85 - 93

Document number R4858

Recommendation

THAT the report Community Investment Funding Panel Terms of Reference (R4858) and its attachments (A1381696, A1426782 & A1427107) be received.

Recommendation to Council

THAT the Community Investment Funding Panel Terms of Reference (A1381696) are adopted and four community representatives are appointed to the membership of the Panel from September 2015 to June 2017 to incorporate the 2015/16 and 2016/17 financial years;

AND THAT the delegations register is updated in accordance with document A1426782 to incorporate the Community Investment Funding Panel and amend the name of the fund and delegated role of the Community Services Committee;

AND THAT the Community Assistance Policy is amended to reflect the changes in membership of the Community Investment Funding Panel as proposed in document A1427107.

Libraries

11. Broadgreen House - Change Proposal 94 - 114

Document number R4770

Recommendation

THAT the report Broadgreen House - Change Proposal (R4770) and its attachments (A1368342 and A1374924) be received.

Recommendation to Council

THAT Broadgreen House operate over winter with reduced opening hours of 11am-3pm and return to full opening hours, 10.30am-4.30pm, from 1 October to 31 May;

AND THAT Broadgreen Society take responsibility for providing volunteer guides necessary to enable Broadgreen House to remain open over winter;

AND THAT commencing 1 November 2015 all revenue from house entrance fees and souvenir sales now be retained by Council and used to fund heritage promotions, exhibitions and other activities;

AND THAT staff negotiate a new Areas of Financial Responsibility agreement with Broadgreen Society to reflect Council decisions.

REPORTS FROM COMMITTEES

12. Nelson Youth Council - Update

Youth Councillors Fynn Sawyer and Keegan Phipps will provide an update on Youth Council activities.

13. Nelson Youth Council - 1 July 2015 115 - 120

Document number M1315

Recommendation

THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 1 July 2015, be received.

14. Nelson Youth Council - 11 August 2015 121 - 128

Document number M1398

Recommendation

THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 11 August 2015, be received.

Public Excluded Business

15. Exclusion of the Public

Recommendation

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:

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Community Services Committee Meeting - Public Excluded - 13 August 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)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).
2	Status Report - Community Services Committee - 24 September	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)
3	Community Housing Management Contract	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)
4	Saxton Oval Electricity Upgrade	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)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Community Services Committee Meeting - Public Excluded - 13 August 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)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Status Report - Community Services Committee - 24 September

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)

Community Housing Management Contract

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)

Saxton Oval Electricity Upgrade

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)(h)

To enable the local authority to carry out, without prejudice or disadvantage, commercial activities

· Section 7(2)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

16. Re-admittance of the public

Recommendation

THAT the public be re-admitted to the meeting.

Note:

· Youth Councillors Fynn Sawyer and Keegan Phipps will be in attendance at this meeting. (delete as appropriate)

Minutes of a meeting of the Community Services Committee

Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson

On Thursday 13 August 2015, commencing at 9.02am

Present: Councillors P Rainey (Chairperson), M Lawrey, P Matheson, G Noonan (Deputy Chairperson), T Skinner and M Ward

In Attendance: Councillors L Acland, I Barker and B McGurk, Chief Executive (C Hadley), Group Manager Infrastructure (A Louverdis), Group Manager Community Services (C Ward), Senior Strategic Adviser (N McDonald), Manager Communications (P Shattock), Administration Adviser (S McLean), and Nelson Youth Councillor (J Morgan)

Apologies: Her Worship the Mayor R Reese and Councillor R Copeland

1. Apologies

Resolved CS/2015/028

THAT apologies be received and accepted from Her Worship the Mayor and Councillor Copeland.

Ward/Matheson Carried

2. Confirmation of Order of Business

There was no change to the order of business.

3. Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

4. Public Forum

4.1 Steve Thomas – Marina Strategy

Mr Thomas congratulated Council on the move to put a Marina Strategy in place. He highlighted that the strategy development consultation should include marina businesses.

Mr Thomas said a marina business group could be established in the near future.

In response to a question, Mr Thomas summarised the issues he believed should be considered in the Marina Strategy, namely land use, adhoc development, industry on marina frontage, linking the city to the sea and focussing on cruising yachts.

5. Confirmation of Minutes

5.1 2 July 2015

Document number M1318, agenda pages 8 - 19 refer.

Resolved CS/2015/029

THAT the minutes of the meeting of the Community Services Committee, held on 2 July 2015, be confirmed as a true and correct record.

Rainey/Lawrey Carried

6. Status Report - Community Services Committee - 13 August 2015

Document number R4678, agenda pages 20 - 23 refer.

In response to a question, Arts and Heritage Adviser, Debbie Daniell-Smith, advised that the proposed artworks to be commissioned from the Arts Fund would be presented to a committee comprising of iwi members and representatives from the Nelson Provincial Museum and Suter Art Gallery on 3 September 2015.

In response to further questions, Ms Daniell-Smith advised the artists were responsible for organising resource and building consents, and the artworks were due to be in place before June 2016.

Resolved CS/2015/030

THAT the Status Report Community Services Committee 13 August 2015 (R4678) and its attachment (A1157454) be received.

Rainey/Noonan Carried

7. Chairperson's Report

There was no Chairperson’s Report.

8. Outline Business Cases for Selected 2015/16 Projects

Document number R4357, agenda pages 24 - 32 refer.

Manager Asset Management, Kevin Patterson, presented the report.

Mr Patterson highlighted that, depending on the value of the tender, the final estimated project costs for the Rutherford Playground may be reported to either the Group Manager Infrastructure or the Committee.

In response to questions, Group Manager Community Services, Chris Ward, said the hardstand area would be assessed as part of the Marina Strategy.

In response to questions, Mr Louverdis confirmed that contract continuity and integration between projects at Rutherford Park and Trafalgar Park was a priority and officers would assess this to ensure a cost effective solution. Mr Patterson advised that the Rutherford Park costs listed in the business case did not show funding allocated for 2016/17 or 2018/19 due to resource consent timing.

Concern was raised about the inability to use certain grassed areas for wet-weather parking at Trafalgar Park.

There was discussion on the Rutherford Playground project and the target age range for users of the playground. In response to a suggestion, Mr Louverdis advised that holding a councillor workshop on the matter would cause delays in the project.

Resolved CS/2015/031

THAT the report Outline Business Cases for Selected 2015/16 Projects (R4357) and its attachments (A1306172 and A1328462) be received and that the risks therein be noted.

Rainey/Skinner Carried

Attendance: The meeting adjourned for morning tea from 10.07am to 10.21am.

The Chairperson advised that a councillor workshop would be held on 27 August regarding crematorium services.

Cemeteries and Crematoria

9. RSA WWI Commemoration - Marsden Valley Cemetery

Document number R4334, agenda pages 33 - 39 refer.

Group Manager Community Services, Chris Ward, presented the report.

Resolved CS/2015/032

THAT the report RSA WWI Commemoration - Marsden Valley Cemetery (R4334) and its attachments (A1376891 and A1376895) be received;

Rainey/Noonan Carried

In response to a question, Mr Ward said he believed the Nelson Returned and Services’ Association (RSA) was capable of raising the additional funding required. He highlighted that the RSA had modified its aspirations, resulting in a more achievable budget for the sculpture.

Concern was raised that a precedent may be set for Council providing funding for a project before the organisation had sourced any funding. Mr Ward emphasised that this project had been planned for a long time.

Resolved CS/2015/033

AND THAT approval be given to the Nelson Returned and Services’ Association to erect a sculpture of a World War I soldier in the RSA section of the Marsden Valley Cemetery;

AND THAT $20,000 be granted to the Nelson Returned and Services’ Association as a full and final contribution towards construction and installation of the sculpture;

AND THAT the sculpture remains the property of the Returned and Services’ Association.

Noonan/Matheson Carried

10. Nelson Marina Strategy: Terms of Reference

Document number R4641, agenda pages 40 - 46 refer.

The Chief Executive, Clare Hadley, presented the report. She tabled corrected Nelson Marina Strategy Terms of Reference (A1381707) and explained the changes that had been made.

Resolved CS/2015/034

THAT the report Nelson Marina Strategy: Terms of Reference (R4641) and its attachment (A1381707) be received;

Rainey/Ward Carried

Attachments

1 A1381707 - Tabled Document - Marina Strategy - Terms of Reference

In response to a question about wider strategy for the area, Mrs Hadley advised that strategic planning was underway in terms of three precincts; Haven Road, Marina-Akersten Street and the CBD.

It was noted that part 3.3 of the corrected Terms of Reference adequately covered marine-related business owners.

Attendance: Councillor Ward left the meeting at 10.39am.

In response to a question, Mrs Hadley advised the Marina Strategy would not undergo a full community-wide consultation, and would follow the consultation approach outlined in the Terms of Reference. She highlighted that proposals in the Strategy would be included in future planning documents.

Resolved CS/2015/035

AND THAT the Nelson Marina Strategy: Terms of Reference (A1381707) be approved.

Rainey/Noonan Carried

Attendance: Councillor Ward returned to the meeting at 10.44am.

11. Nelson Youth Council Update

Nelson Youth Councillor Jamie Morgan summarised activities the Nelson Youth Council had been working on. These included helping to organise the Arts Festival and Masked Parade, Heritage Week photography workshops, installing a second postcard mural in Tahunanui, attending a Youth Council Top of the South Forum, a trip for three youth councillors to Wellington to learn from the Wellington Youth Council, assisting with the upcoming Shakeout exercise, looking into youth employment, and looking into study space in the library.

Mr Morgan advised that recruitment for next years’ youth councillors would begin on 14 September 2015.

Attendance: Councillor Noonan left the meeting at 10.50am.

12. Nelson Youth Council - 9 February 2015

Document number M1388, agenda pages 47 - 51 refer.

Resolved CS/2015/036

THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 9 February 2015, be received.

Rainey/Ward Carried

13. Nelson Youth Council - 10 March 2015

Document number M1387, agenda pages 52 - 56 refer.

Resolved CS/2015/037

THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 10 March 2015, be received.

Rainey/Ward Carried

14. Nelson Youth Council - 23 April 2015

Document number M1211, agenda pages 57 - 61 refer.

Resolved CS/2015/038

THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 23 April 2015, be received.

Rainey/Ward Carried

15. Nelson Youth Council - 4 June 2015

Document number M1247, agenda pages 62 - 68 refer.

Resolved CS/2015/039

THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 4 June 2015, be received.

Rainey/Ward Carried

Attendance: Councillor Noonan returned to the meeting at 10.52am.

16. Exclusion of the Public

Resolved CS/2015/040

THAT the public be excluded from the following parts of the proceedings of this meeting.

Rainey/Lawrey Carried

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Community Services Committee Meeting Minutes - Public Excluded - 2 July 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)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).
2	Status Report - Community Services Committee - 13 August 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)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Community Services Committee Meeting Minutes - Public Excluded - 2 July 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)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Status Report - Community Services Committee - 13 August 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)(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 10.53am and resumed in public session at 11.05am.

17. Re-admittance of the Public

Resolved CS/2015/041

THAT the public be re-admitted to the meeting.

Rainey/Ward Carried

There being no further business the meeting ended at 11.05am.

Confirmed as a correct record of proceedings:

Chairperson Date

Community Services Committee

24 September 2015

REPORT R4448

Arts Activity Management Plan 2015-25

1. Purpose of Report

1.1 To adopt the Arts Activity Management Plan 2015-2025.

2. Delegations

2.1 The Community Services Committee has delegated responsibility to review and make recommendations to Council on Activity Management Plans falling within its areas of responsibility which includes Arts Strategy.

3. Recommendation

THAT the report Arts Activity Management Plan 2015-25 (R4448) and its attachments (A1126659 and A1428219) be received.

Recommendation to Council

THAT the Arts Activity Management Plan 2015-2025 (A1126659), amended to reflect the Long Term Plan 2015-25, be adopted.

4. Background

4.1 Council resolved on 20 November 2014 as follows:

THAT the Draft Arts Activity Management Plan 2015-2025 (A1126659) be approved as the version that will inform the Long Term Plan 2015-2025.

5. Discussion

5.1 The Arts Activity Management Plan 2015-2025 sets out the Councils strategic direction for Arts activity for the next ten years. The draft plan adopted by Council November 2014 has been amended to reflect the approved Long Term Plan.

5.2 The key amendments to the plan include a change in the governance structure for the Nelson Arts Festival, including the Masked Parade and Readers and Writers Festival. This will see the Festival operated by the new entity from 2017; Council’s support of the Light Nelson event is shown through a commitment of $150,000 over two years for the event to develop, using the funding to leverage further support; Additional support for events includes a ‘relax’ of the criteria of the Events Fund to allow community events to be supported in 2015/16; Council also endorses the bid by Te Tau Ihu o Te Waka a Maui Maori Culture Council to host the Te Matatini Kapa Haka Competitions in Nelson in 2025; and Council continues to support the Refinery community art space, which is being managed by Arts Council Nelson who have been allocated $30,000 in each of 2015/16 and 2016/17.

6. Alignment with relevant Council policy

6.1 The Arts Activity Management Plan 2015-2025 supports Council’s purpose under section 10 (1(b)) of the Local Government Act 2002.

6.2 Nelson 2060 has been taken into account in the preparation of this plan.

7. Assessment of Significance against the Council’s Significance and Engagement Policy

7.1 This is not a significant decision in terms of the Council’s Significance and Engagement Policy.

8. Consultation

8.1 Decisions arising from the draft Arts Activity Management Plan which were considered to be significant were consulted through the Long Term Plan 2015-25.

9. Inclusion of Māori in the decision making process

9.1 Consultation with Māori was via the Long Term Plan.

10. Conclusion

10.1 The Arts Activity Management Plan 2015-2025 has been reviewed and amended to reflect all decisions made by the Council as reflected in the adopted Long Term Plan 2015-2025.

10.2 This revised Activity Management Plan is being presented for adoption.

Shanine Hermsen

Manager Community Partnerships

Attachments

Attachment 1: A1126659 - Draft Arts Activity Management Plan 2015-25

Attachment 2: A1428219 - Table of changes to Arts Activity Management Plan

Community Services Committee

24 September 2015

REPORT R4880

Rutherford Park community groups relocation

1. Purpose of Report

1.1 To approve referral to full Council of the relocation of community groups from Rutherford Park.

2. Delegations

2.1 The Community Services Committee has delegated authority to consider matters in relation to community groups.

2.2 In accordance with the Local Government Act 2002 Schedule 7 Clause 32, once a local authority has delegated to a committee that committee needs to resolve to refer the matter to Council for it to be considered.

3. Recommendation

THAT the report Rutherford Park community groups relocation (R4880) be received;

AND THAT the Community Services Committee agree to refer to Council for a decision the relocation of community groups from Rutherford Park.

4. Background

4.1 The Trafalgar Centre is due to re-open in March 2016. Work on site has commenced.

4.2 In addition to the structural strengthening to the main and southern sections, the proposed work includes the upgrade of the northern part of the Centre and the integration into the wider Rutherford Park.

4.3 Council has approved funding for this project and has signalled its intention for these pieces of work to proceed as one continuous package.

4.4 The integration of the Rutherford Park works includes road works to the Centre and this in turn directly affects a number of existing groups in the area - the Highland Pipe Band, The Small-bore Rifle Club and Community Arts.

4.5 Council has previously resolved that these organisations will need to relocate. Officers are continuing discussions and negotiations with a view to bringing a report back to Council on how these organisations are to be relocated and accommodated in the long-term.

5. Discussion

5.1 Due to the urgency of the issue at hand it is proposed to refer the follow-up report to the 15 October 2015 Council meeting rather than wait for the November Community Services Committee.

5.2 This will allow officers to expedite relocation of the three groups, so that demolition can occur and tie-in with the other planned works.

6. Options

6.1 The Committee can either decide to hear this matter, which will delay the programme, or agree to refer it to the full Council for a decision which will allow a greater chance of success of the project.

7. Alignment with relevant Council policy

7.1 The relocation of the community groups from Rutherford Park is consistent with the Rutherford and Trafalgar Parks Development Plan, with previous Council decisions and is not inconsistent with any policies or Asset Management plans adopted by Council.

8. Assessment of Significance against the Council’s Significance and Engagement Policy

8.1 This is not a significant decision in terms of Council’s Significance and Engagement Policy.

9. Consultation

9.1 Consultation has not been carried out on this specific issue.

10. Inclusion of Māori in the decision making process

10.1 Consultation has not been carried out with Māori on this specific matter.

11. Conclusion

11.1 Due to the urgency of the issue of relocating three groups from Rutherford Park, officers propose that this matter be referred to the 15 October 2015 Council meeting rather than wait for the next Community Services Committee on 3 November 2015.

Rylee Pettersson

Community Leases Officer

Attachments

Nil

Community Services Committee

24 September 2015

REPORT R4858

Community Investment Funding Panel Terms of Reference

1. Purpose of Report

1.1 To adopt the Community Investment Funding Panel Terms of Reference and update the Community Assistance Policy and delegations register accordingly.

2. Delegations

2.1 The Community Services Committee has the powers to decide Community Assistance Grants.

3. Recommendation

THAT the report Community Investment Funding Panel Terms of Reference (R4858) and its attachments (A1381696, A1426782 & A1427107) be received.

Recommendation to Council

AND THAT the Community Assistance Policy is amended to reflect the changes in membership of the Community Investment Funding Panel as proposed in document A1427107.

4. Background

4.1 During the Long Term Plan 2015-25 deliberations Council resolved:

THAT Council recognise its role in community assistance is in setting the purpose, process and a financial contribution;

THAT an annual allocation of $300,000 be approved in the Long Term Plan 2015-25 for Community Assistance, noting the need to meet existing commitments to ongoing agreements;

AND THAT of the $300,000 allocation a maximum sum of $50,000 be set aside as funding for small scale projects.

4.2 The Community Investment Funding Implementation (A1367556) outlines that final funding decisions will be made by the Community Investment Funding panel.

5. Discussion

Community Investment Funding Panel membership

5.1 As outlined in the Community Investment Funding Implementation Plan (A1367556), final funding decisions on Community Investment Funding will be made by the Community Investment Funding Panel.

5.2 The membership of this Panel is outlined in the Community Assistance Policy which was adopted by Council in July 2015. Currently, the Policy states that the membership of the panel comprises two community representatives and the Group Manager Community Services. Since the Policy was adopted there have been changes which require the number of community representatives to be amended.

5.3 Nominations for community representatives were called for in August 2015. Nominations were accepted from anyone in the community who wished to put forward a nominee.

5.4 Officers attended the Community and Whanau meeting on 12 August to present the new Community Assistance Policy and funding process. Feedback was positive, although it was generally felt that the number of community representatives on the panel was too low.

5.5 The Chair and Deputy Chair of the Community Services Committee, along with the Group Manager Community Services met to assess the nominations and decide on the membership of the panel. The nominations were assessed based on the nominee’s knowledge of the local community, experience of financial and/or management systems, commitment to act with honesty and integrity, ability to recognise and manage conflicts of interest, previous committee experience.

5.6 It was recommended that four representatives should be selected, rather than two as originally suggested. This was due to the fact that nominations were of a very high calibre, and the feedback from the community was that two representatives did not reflect a wide enough cross section of the community.

5.7 Officers recommend that the Community Assistance Policy is amended to reflect this change to the number of community representatives on the Community Investment Funding Panel.

Terms of Reference

5.8 The Terms of Reference for the Panel (A1381696) reflect the proposed change to the membership of four community representatives, and sets out the purpose, responsibilities and other duties of the Panel. To formalise the establishment of this Panel, Council must adopt these Terms of Reference.

5.9 The length of appointment for membership of the Funding Panel is two (financial) years. This is to allow for consistency to the membership and the involvement with this area of responsibility.

5.10 Officers recommend that the Terms of Reference are adopted, along with relevant changes to the Community Assistance Policy in regards to the number of community representatives on the panel.

Delegations register

5.11 To reflect these changes and to formalise the delegation of decisions around Community Investment Funding, the Community Investment Funding Panel’s duties, responsibilities and powers need to be included in the delegations register.

5.12 The delegations register also needs to be updated to reflect the change to the name of the fund, from Community Assistance Grants, to Community Investment Funding. Attachment two (A1426782) shows the proposed changes to the delegations register.

6. Options

6.1 Council can amend or approve the Terms of Reference as attached. The consequential changes to the delegation register are needed to reflect where decision making takes place.

7. Alignment with relevant Council policy

7.1 This report aligns with Council’s Community Assistance Policy and Long Term Plan decisions.

8. Assessment of Significance against the Council’s Significance and Engagement Policy

8.1 This is not a significant decision in terms of Council’s Significance and Engagement Policy

9. Consultation

9.1 No specific consultation has taken place in terms of this report.

10. Inclusion of Māori in the decision making process

10.1 Maori have not been specifically consulted in relation to this report.

11. Conclusion

11.1 Following the adoption of the Community Assistance Policy in July 2015, the Terms of Reference for the Community Investment Funding Panel have been drafted and need to be adopted by Council. This will also require changes to the Community Assistance Policy to reflect the number of community representatives in the membership of the Community Investment Funding Panel. Council’s delegations register also needs to be updated accordingly.

Shanine Hermsen

Manager Community Partnerships

Attachments

Attachment 1: A1381696 - Community Investment Funding Panel Terms of Reference

Attachment 2: A1426782 - Proposed changes to the delegations register

Attachment 3: A1427107 - Proposed changes to the Community Assistance Policy

Amendment to Councils delegations register

24 September 2015

The following changes or additions are required to the delegations register (A1183061) in regards to Community Investment Funding and the role of the Community Investment Funding Panel:

Community Services Committee

Areas of Responsibility:

§ Arts and culture grants

§ Arts Strategy

§ Community Investment Funding

§ Festivals and Events, including related policies

§ Community Development, including related policies

§ The provision and operation of recreation and leisure facilities and services, including reserves, parks, sports fields, swimming pool facilities and motor camps

§ The provision and operation of cemeteries and crematoria

§ The provision and operation of libraries

§ The provision and operation of community housing

§ Heritage facilities

§ The provision and operation of the Marina and Marina activities

§ Youth Council

Powers to Decide:

§ ~~Community Assistance Grants~~

§ Approval of projects within the areas of responsibility of this committee, and included in Council’s Annual Plan/Long Term Plan

§ The approval of tenders for new capital and renewal projects, within the areas of responsibility of this committee, and included in Council’s Annual Plan/Long Term Plan

§ To hear and deliberate on submissions for Special Consultative Procedures falling within the areas of responsibility

§ Lodge and present submissions to external bodies on policies and legislation relevant to the areas of responsibility

Powers to Recommend:

§ To approve statements of proposals for Special Consultative Procedures falling within the areas of responsibility

§ Final decisions on Special Consultative Procedures falling within the areas of responsibility

§ Asset and Activity Management Plans falling within the areas of responsibility

§ Development or review of policies and strategies relating to areas of responsibility

§ Any other matters within the areas of responsibility noted above

Community Investment Funding Panel

Areas of Responsibility:

· The Funding Panel will consider applications for Community Investment Funding and allocate appropriate levels of funding against the criteria set out in the Nelson City Council Community Assistance Policy and the contribution of the project to the vision and objectives of the Fund.

Powers to Decide:

· The allocation of Community Investment Funding.

Powers to Recommend:

· None.

Community Services Committee

24 September 2015

REPORT R4770

Broadgreen House - Change Proposal

1. Purpose of Report

1.1 To consider recommendations for changes to the levels of service at Broadgreen House.

2. Delegations

2.1 Community Service Committee has delegated responsibility for heritage facilities with the power to recommend policies, strategies or any other matters related to those responsibilities.

3. Recommendation

THAT the report Broadgreen House - Change Proposal (R4770) and its attachments (A1368342 and A1374924) be received.

Recommendation to Council

THAT Broadgreen House operate over winter with reduced opening hours of 11am-3pm and return to full opening hours, 10.30am-4.30pm, from 1 October to 31 May;

AND THAT Broadgreen Society take responsibility for providing volunteer guides necessary to enable Broadgreen House to remain open over winter;

AND THAT staff negotiate a new Areas of Financial Responsibility agreement with Broadgreen Society to reflect Council decisions.

4. Background

4.1 Broadgreen House and the onsite collections are owned by Nelson City Council and are managed by Council staff. Broadgreen Society contributes to the operations of the House and owns the adjacent Broadgreen Centre building which is on leased council land.

4.2 Changes to staffing, governance and management practices across the Council’s heritage houses were noted as actions in both the adopted 2012-2022 and draft 2015-2025 Heritage Activity Management Plans (AMP).

4.3 In late 2014 Council staff commenced work on making the relevant changes at Broadgreen House in line with the adopted and draft Heritage AMPs. This work was flagged with the Broadgreen Society. In early April 2015 a draft Change Proposal was provided to the Society. After their initial feedback a revised final proposal was sent to the Society.

4.4 In July 2015 this report was withdrawn from the Community Services Committee meeting agenda to allow time for further consultation with Broadgreen Society.

4.5 Further consultation was undertaken which resulted in agreement with Broadgreen Society on proposed opening times for Broadgreen House. This addressed the most significant concern they raised from the Change Proposal.

4.6 The original feedback from the Society on the Change Proposal has been included as an attachment.

5. Discussion

2012-2022 Heritage Activity Management Plan

5.1 The adopted 2012-2022 Heritage AMP identified a number of actions required to ensure that operations are cost effective and provide the best value for ratepayer contribution.

5.2       These actions were reiterated in the draft 2015-2025 Heritage AMP.

In particular:

5.73     Explore the alignment of governance and management practices across heritage assets to make better use of Council resources and money, and to achieve better community outcomes for the houses

5.74     Continue work identified in the previous Heritage Activity Management Plan to reallocate Council officer time across heritage assets to maximise expertise and knowledge

5.76     Continue the work of the Heritage Promotion Group to promote these heritage assets and take a collaborative approach to marketing and promotion where possible

5.79     As part of the business plan process, identify strategies to increase visitors to heritage assets

The recommendations in this report are in line with the actions from the adopted 2012 plan and the draft 2015 plan.

5.3 The following table summarises income and expenditure across all Council heritage houses. Expenditure for Isel and Melrose Houses covers insurance, regular minor property maintenance and specific larger building projects. Broadgreen House expenditure includes insurance, security, electricity, phones, water, cleaning, property maintenance and staffing.

5.4 The different funding regime for Broadgreen House is the result of an agreement signed between Council and Broadgreen Society in 1995. This agreement covers maintenance and operations of the House, and Council staffing that work onsite.

The following figures exclude interest and depreciation costs.

5.5 The following table summarises the cost to rates for Broadgreen House relative to the number of visitors. The increased visitor numbers in 2014/15 is due mainly to the work undertaken by two summer students in promoting the house and arranging visits from local schools and rest homes.

	2012/13	2013/14	2014/15
Cost to rates	$168,134	$138,643	$111,374 (closed April-July 2015 for cellar repair work)
Visitor numbers	2,535 House only	2,103 House only	3,035 House only
Ratio of cost per visitor	$66.32	$65.92	$36.69

5.6 The most significant component of the Broadgreen House cost to rates derives from Council staffing. The adopted 2012 and draft 2015 Heritage AMP has recommended that staffing expertise and knowledge is maximised across all heritage assets which will also distribute the cost to ratepayers more evenly.

Broadgreen House Change Proposal

5.7 The following discussion points need to be read in conjunction with the initial Change Proposal (Attachment One) as more detailed supporting information is provided in the proposal.

5.8 The purpose of the initial Change Proposal is to ensure the continued viability of Broadgreen House by increasing the visibility and profile of the house and continuing to position the house as an important heritage facility.

5.9 Broadgreen House is open every day except Good Friday and Christmas Day. In 2014 – 2015 House visits over winter (June-Sept) averaged 85 visitors per month compared to 429 per month over summer (November to April).

5.10 It was originally proposed that opening times change to a model of an open summer season (October to June) and a closed winter season (June to October). Broadgreen Society expressed significant concern over the proposed winter closure. After discussion with the Society it is now recommended that Broadgreen Society provide volunteer guides to allow the house to remain open over the winter (1 June- 30 Sept) with reduced opening hours of 11am-3pm. This has been trialled since early August 2015 and works effectively. Should volunteers be unable to act as guides then the house will remain closed.

5.11 This provides Council staff with the capacity to undertake work across the other heritage facilities and to prepare a range of exhibitions and programmes to maximise usage during the summer months. The capacity to work across all facilities means that there will be greater synergies in heritage promotion, access to staff expertise, exhibitions and events.

5.12 Responsibility for the house, visitors and volunteers using the house ultimately sits with Council. There are a number of risks to Council with Society volunteers guiding in the house on their own for extended periods and without the support of a Council staff member. These risks have been mitigated by the Broadgreen Society double teaming with volunteers when Council staff are not available.

5.13 Annual revenue of approximately $8-12,000 is derived from house entrance fees, sales and events, and is currently retained by the Society. The Change Proposal recommends that revenue from the house entry fees and souvenir sales ($8-$10,000) reverts to Council and contributes to the costs of heritage facilities promotions, delivering exhibitions and various summer events. Other revenue would remain with the Society to help fund some of their activities and expenses.

5.14 An agreement over areas of financial responsibility between Broadgreen Society and Nelson City Council was originally negotiated in 1995. As a result of this proposal this agreement would need to be renegotiated in line with approved recommendations.

5.15 The initial Change Proposal did include recommendations regarding the current vacant staff position and reporting structure. The intention with having Broadgreen House now come under the management of Founders Heritage Park is to build on the synergies between all Council heritage facilities. It should be noted that the proposal’s staffing recommendation for a Heritage Registrar or similar position to work not only at Broadgreen House but across all heritage facilities is in line with achieving 5.74 of the draft Heritage AMP.

5.74 Continue work identified in the previous Heritage Activity Management Plan to reallocate Council officer time across heritage assets to maximise expertise and knowledge

5.16 Council has received some feedback from the community on the initial changes proposed. This has been prompted by the Broadgreen Society. Officers believe that the concerns raised in the feedback have been addressed in the change proposal and the recommendations.

6. Options

6.1 Status quo is maintained including a staff member recruited to fill the same role as previous. This would not be in line with actions required from the draft Heritage AMP.

6.2 Accept the full recommendations as outlined in Change Proposal. This does not have the support of Broadgreen Society.

6.3 Broadgreen House remains open but with varying hours over winter and Broadgreen Society volunteers taking responsibility for opening the House and providing guiding services during the winter months. This would allow visitors to continue to enjoy the House over winter. This is the preferred option.

6.4 Other recommendations from the change proposal are accepted. This would achieve a number of the actions from the draft Heritage AMP and allow the expertise and knowledge to be maximised across all heritage assets or distribute the cost to ratepayers more evenly. This is a preferred option.

7. Alignment with relevant Council policy

7.1 The recommendations in this report are consistent with the actions required in the 2015-2025 Draft Heritage Activity Management Plan.

7.2 The changes to levels of service will require funding to be allocated for promotions, running exhibitions and events but this would be covered with the entrance fees reverting back to Council.

8. Assessment of Significance against the Council’s Significance and Engagement Policy

8.1 This matter is not significant in terms of Council’s Significance and Engagement Policy 2014.

9. Consultation

9.1 Consultation was undertaken with the Broadgreen Society as the main impacted party. Their feedback has been included as an attachment.

9.2 No wider public consultation was undertaken.

10. Inclusion of Māori in the decision making process

10.1 Maori have not been consulted in regards to this report

11. Conclusion

11.1 A change to levels of service for Broadgreen House has been proposed. The purpose of the proposal is to ensure the continued viability of Broadgreen House and address action points from the draft Heritage AMP.

11.2 Opening times would change to a model of an open summer season and a reduced opening over winter which will be facilitated by Broadgreen Society. The change to winter services gives staff the capacity to undertake work across the other heritage facilities and would also distribute the cost to ratepayers more evenly across the heritage assets.

11.3 Revenue from house entrance fees would revert back Council to assist with funding heritage facilities promotion, exhibitions and events.

Ian Littleworth

Manager Libraries

Attachments

Attachment 1: Broadgreen House - Initial Change Proposal (A1368342)

Attachment 2: Broadgreen Society - Response to Change Proposal (A1374924)

Report from Broadgreen Society to Community Services Committee 2 July 2015

The Broadgreen Society represents a group of volunteers whose key commitment is to the preservation of Broadgreen Historic House and its contents and to facilitating the enjoyment of the House by all interested people. Volunteers have taken great pleasure in providing a first class experience for their visitors since the House opened to the public 60 years ago.

However, the Society is concerned that the current restructuring proposals for the operation of Broadgreen Historic House are driven by a priority to reassign the staffing allocation and do not sufficiently protect the present and future welfare of this unique Nelson treasure.

We request that the Community Services Committee considers the following very important factors:

A. Risk : 3 very substantial risks are incurred by closing the House for 4 months during the winter:

(i) There is a risk to the security and preservation of Broadgreen Historic House and contents. It is a Category 1 Heritage NZ building and is protected by the RMA and the NRMP where it has a A1 I/S listing which covers the building, interior and surrounds. We have been advised that daily ventilation is essential for a cob construction which means that the House must remain unlocked daily for the activation of dehumidifying and some heating processes. Furthermore the security of the House is easily breached through the wooden verandahs and conservatory and, despite the alarm system, significant damage could be done before it was detected.

(ii) Winter closure presents a risk to our tourism profile because any uncertainty around availability/opening hours leads to confusion and missed visitor opportunities. While recognising that Nelson usually experiences a quiet winter tourism season, low numbers should not penalise those who chose to visit out of season. Verbal and online feedback consistently shows that Broadgreen Historic House is highly appreciated by domestic and overseas visitors. During the recent closure for repairs we were aware that there were many disappointed tourists turned away, including a party of 20 students and people who had travelled from Northland and Geraldine specifically to visit Broadgreen Historic House. The proposed closure time covers the Winter Festivals, the Arts Festival and 2 school holidays. At a time when NCC is engaged in extensive consultation about revitalising Stoke, it is surely a retrograde step to close one of its key local attractions for over a third of the year.

(iii) There is a risk to the retention of community and volunteers’ goodwill. Broadgreen Society is very disappointed that the volunteers’ offer to staff the House across winter with NCC staff in attendance part of one day per week was rejected, even though there has been no cost analysis of the closure proposal. Experience shows that it is hard to retain and regenerate interest in a volunteer commitment after a lengthy break. It is particularly sad that we are making this report to you in National Volunteers Week. The Society has been successful in accessing grants from various community funding agencies to provide adiitonal features to enhance the visitors’ experiences and comfort. In our applications we have been confident in affirming that the House is accessible to all and can be visited for 363 days of the year. We consider that winter closure would compromise us in meeting our responsibilities to these funders and would jeopardise the success of future community partnerships. What rationale can be given to funders to explain why NCC has now restricted public access to the House by 40% annually?.

B . Legal agreements between the Broadgreen Society and Nelson City Council.

Under the restructuring proposals, some aspects of the 1995 agreement will need to be renegotiated to reflect the proposed changes in responsibilities. However another relevant agreement postdates this - the Deed of Lease for the Broadgreen Centre Building signed on 9 September 1999. The Centre currently provides accommodation for NCC staff and specialised storage for the textile collection. The lease expires in 2019.

We have been advised by those who drew up the original Lease that the current restructuring proposals suggest that Clause E of the Lease agreement is not well understood. We are further advised that until this is clarified the Society should not enter into any further renegotiations of existing agreements.

Clause E refers to ‘the Society being satisfied that its objectives are faithfully pursued by NCC’ and is based on Clause A ( b) which expresses the expectation that Broadgreen Historic House would be open for public enjoyment. We believe that winter closure negates this expectation.

C. Scope of the new staff position.

The proposed focus of the new staffing position, a Heritage Facilities Registrar, ignores some essential administrative and marketing tasks required to support heritage tourism at Broadgreen Historic House. The Broadgreen collection is static and is already very fully and repeatedly documented. There is very little room or rationale for new acquisitions and we are advised that most of the currently stored textile collection is unfit for the scope of the Broadgreen display collection.

The new part-time position requires an authoritative knowledge of Broadgreen Historic House and its collections and the ability to effectively market these to the domestic and overseas tourist market along with the skills to engage with visiting groups and individuals and to effectively liaise with a large number of volunteers. The Broadgreen Society volunteers have been fulfilling most of these tasks in the 6 months since the retirement of the previous Curator. It is additionally disappointing that the re-opening of the House to tourists after the cellar strengthening project has been further delayed by the unavailability of specialist NCC curators to restore the displays and artefacts.

We trust you will give serious consideration to these factors and look forward to attending the public forum of the Community Services Committee on 2 July 2015.

Mary Gavin

Broadgreen Society Chair

contact via:

marygavin58@gmail.com

Minutes of a meeting of the Nelson Youth Council

Held in Council Chamber, Civic House, 110 Trafalgar Street, Nelson

On Wednesday 1 July 2015, commencing at 12.45pm

Present: K Phipps (Chairperson), D Leaper, Z Palmer, L Field, H Malpas, E Thomas, B Shaw, E Ang, K Shaw, T Shuker, E Ngawhika-Elliott, F Jankiewicz-McClintock, J Morgan, S McIlroy, J Lankshear, F Sawyer, R Griffith, R McManus and H George

In Attendance: Councillors M Lawrey and P Rainey, Social Wellbeing Adviser (R Large), Cadet – Community Services (J Clementson), and Administration Adviser (S McLean)

Apologies: Lucy Field for early departure, and Councillors M Lawrey and P Rainey for lateness

1. Apologies

Apologies from Lucy Field for early departure, and Councillors Lawrey and Rainey for lateness, were noted.

2. Confirmation of Minutes

2.1 4 June 2015

Document number M1247, agenda pages 4 - 10 refer.

Resolved YC/2015/003

THAT the minutes of the meeting of the Nelson Youth Council, held on 4 June 2015, be confirmed as a true and correct record.

Phipps/McIlroy Carried

3. Youth and Community Facility Trust

Jenna Baxter, The Truck Co-ordinator, joined the meeting to discuss the Youth and Community Facility Trust.

Ms Baxter spoke about Nelson Underage events and asked for suggestions of bands that youth would be interested in. She asked about ticket pricing, and it was agreed that youth would spend $15-30 on a ticket to see a good band.

Ms Baxter spoke about continuing to come to Nelson Youth Council meetings to give event updates, as well as sending information on gigs to the Youth Council Facebook page. She asked to attend Youth Council meetings to obtain feedback for the monthly Board report, it was agreed this could be done twice a year as well as emailing the report to youth councillors for feedback on a more regular basis.

In response to a question, Ms Baxter advised that the Trust was a charity organisation.

4. Heritage Week 2016 project

Rachael Large encouraged youth councillors to get 30 people to sign up to the Heritage Week 2016 photography competition. She encouraged youth councillors to attend the workshops to provide assistance, and confirmed that Youth Council t-shirts would need to be worn.

Keegan Phipps advised the top 20 photos would be displayed at the Refinery. He tabled a promotion document on the photo competition (A1377212).

There was discussion on the content of the photography workshops. It was clarified that the workshops were for anyone wanting to develop their photography skills, even if they didn’t want to enter into the competition.

Mr Phipps encouraged youth councillors to promote the event through their schools, and highlighted that future funding would be at risk if attendance numbers were low.

Ms Large congratulated Mr Phipps, Helena George and Elaine Ang for their efforts in working on and promoting this event.

5. Sonic and Masked Parade

Huup Waagan, Masked Parade Co-ordinator, joined the meeting to discuss the youth event after the Arts Festival Carnivale 2015. He tabled a document with further information (A1383712).

Mr Waagan detailed the different elements of the carnival and masked parade and advised the focus was on the inner CBD. He said that planning teams would be set up for different areas such as artistry and the youth-friendly zone.

Mr Waagan encouraged youth councillors to get involved in conceptualisation and management of the youth event. He confirmed the date of the event was 16 October 2015.

6. Discussion with the Mayor

Her Worship the Mayor Rachel Reese joined the meeting.

She congratulated Mr Phipps on his involvement at the 25 June Planning and Regulatory Meeting, and encouraged all youth councillors to speak up at meetings.

Her Worship the Mayor summarised several upcoming events that youth councillors were attending with her.

7. Nelson 2060

Mary Curnow, Environmental Programmes Officer, joined the meeting and provided information about Nelson 2060.

She asked for suggestions about how youth councillors envisaged Nelson looking in 2060. Ideas put forward were: zero carbon emissions, vibrant, community events, resources for population growth, focus on walking/biking, preserved natural environment, good public transport, less of a gap in socioeconomic status, fluoridated water, a gondola and a focus on sporting.

Ms Curnow had youth councillors read out the ten Nelson 2060 goals. She emphasised it was a strategy for the whole community.

In response to a question, Ms Curnow detailed the work Council was doing in this area such as increasing cycle lanes, reducing building material waste and the Love Food Hate Waste campaign.

Ms Large provided detail about community assistance and how groups now had to identify how their work fit within Nelson 2060.

In response to a question, Ms Curnow advised that Nelson 2060 did not include Tasman. She offered to have a workshop with youth councillors on Nelson 2060 and it was agreed this would be beneficial.

8. Youth Employment

Fynn Sawyer updated the Youth Council on the meeting with Lesley McQue, Economic Development Agency (EDA), on 17 June 2015 and the next steps for this project.

Mr Sawyer said the meeting had focused on youth employment in Nelson. He added that data would be collated for career offices across schools and given to Ms McQue so she could present this to the EDA.

Mr Phipps spoke about the youth employment subgroup and suggested it link up with the Regional Economic Development Strategy. He said the subgroup would be working to determine a direction moving forward.

9. Nelson 175 Anniversary

Daniel Leaper spoke about a recent Community Services Committee meeting, where youth councillors had been asked to think about events for the Nelson 175 Anniversary in 2017.

There was support for a carnival with music and food stalls. It was suggested this could be linked to the masked parade theme that year, and that Spud Monday be combined with these celebrations.

It was agreed that ideas would be collated and provided to the next Community Services Committee meeting.

10. Top of the South Forum

Hannah Malpas provided detail on the Top of the South Forum set for 17 July in Blenheim. Those who were interested in attending were: Keegan, Sam, Jamie, Jordan, Emily, Daniel, Zoe, Taylah, Elaine and Hannah.

11. Council Meet and Greet

Fynn Jankiewicz-McClintock spoke about his experience at the Council meet and greet event on 11 June 2015.

Mr Phipps said he had spoken to Councillor Matheson about youth employment, who will be getting in touch with the subgroup.

Attendance: Youth Councillor Lucy Field left the meeting at 1.47pm.

12. Arts Festival

Zoe Palmer provided an update on the Arts Festival subgroup meeting on 11 June 2015. She spoke about trialling the creation of hanging books. Emily Thomas said assistance from other youth councillors would be needed when this event took place.

13. Trustpower Community Award

Daniel Leaper provided an update on the Trustpower Community Awards night on 29 June 2015 at the Seifried Winery.

Ms Large advised that she had sat out of a judging round due to her interest in Nelson Youth Council. She said the winner of the Arts and Culture category had been the Celtic Pipe Band, with the runner up being the Sukita project.

14. Council Meetings

Document number R4474, agenda pages 11 - 12 refer.

14.1 Council Meeting – 11 June 2015

Bronte Shaw spoke about the 11 June Council meeting. She commended the Mayor’s chairperson skills, and highlighted the interesting interaction between councillors and the Hon. Dr Nick Smith.

Ms Shaw spoke about the draft Brook Sanctuary Reserve Management Plan and suggested that the Youth Council make a submission. It was agreed that Fynn S, Fynn J, Ryan, Emily, Keegan and Jordan would assist with writing a submission and presenting this to the next Youth Council meeting.

Councillors Lawrey and Rainey provided further detail on the draft Brook Sanctuary Reserve Management Plan and the intentions behind the two different visions. Youth councillors supported vision 1, which included aspects of tourism.

Concern was raised that the Youth Council feedback on the Long Term Plan 2015-25 had supported aspects of biodiversity, and vision 1 in the draft Plan may risk that.

In response to questions, Councillor Lawrey suggested that the Brook Sanctuary would benefit from the income from increased visitor numbers.

Ms Large advised the deadline for the Youth Council submission was 4August 2015 so it could be presented for approval at the next meeting.

Ms Shaw spoke about the Modeller’s Pond item at the Council meeting.

14.2 Planning and Regulatory Committee Meeting 25 June 2015

Helena George spoke about the items on sandwich boards and dogs that were discussed at the Planning and Regulatory meeting on 25 June 2015.

Mr Phipps summarised the presentation given by Carolyn Hughes and Andrew Goldsworthy on the Nelson Environment Centre.

15. General Business

Ms Large emphasised that youth councillors need to make her aware if they couldn’t attend a Council or Committee meeting at least a week in advance of the meeting date.

Ms Large displayed the Tahunanui Postcards and suggested the Youth Council could write their own media release. Mr Leaper agreed to do this.

Ms Large thanked the youth councillors who attended the induction meeting, commending them on the ideas they had generated.

Ms Shaw advised she was successful with a scholarship to Festival for the Future. As a scholarship requirement she is required to do a presentation to a group, hence she would appreciate an item regarding a presentation to the Festival for the 18 September Youth Council agenda.

Comments were made on sugary drinks, it was highlighted that Dr Beaglehole was doing audits on schools and was writing a submission to the Ministry of Health.

Mr Phipps spoke about the need to address any concerns about individual youth councillor behaviour in an appropriate manner. He emphasised that high standards needed to be held when participating in and representing Youth Council, and congratulated those who did as much as they could.

Ms Large reiterated that youth councillors were responsible for their standards and behaviours, and encouraged them to act appropriately in their roles.

There being no further business the meeting ended at 2.33pm.

Confirmed as a correct record of proceedings:

Chairperson Date

Minutes of a meeting of the Nelson Youth Council

Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson

On Tuesday 11 August 2015, commencing at 1.00pm

Present: T Shuker (Chairperson), E Ang, L Field, H George, R Griffiths, F Jankiewicz-McClintock, J Lankshear, D Leaper, S McIlroy, H Malpas, J Morgan, Z Palmer, K Phipps, F Sawyer, K Shaw, and E Thomas.

In Attendance: Social Wellbeing Adviser (R Large), Cadet – Community Services (J Clementson) and Administration Adviser (J Young).

Apologies: E Ngawhika-Elliott, Bronte Shaw, Councillors Lawrey and Rainey.

1. Apologies

Apologies from Evy Ngawhika-Elliott, Bronte Shaw, Councillors Lawrey and Rainey were noted.

2. Confirmation of Minutes

2.1 1 July 2015

Document number M1315, agenda pages 5 - 10 refer.

Resolved YC/2015/003

THAT the minutes of the meeting of the Nelson Youth Council, held on 1 July 2015, be confirmed as a true and correct record.

Phipps/Griffiths Carried

3. ShakeOut

Social Wellbeing Adviser, Rachael Large, spoke about the upcoming ShakeOut exercise in Emergency Management Officer, Michelle Griffiths’ absence. It was clarified the Civil Defence exercise planned for 15 October was to take place throughout New Zealand. The aim was noted to get individuals to register online for participation in the exercise, raising awareness and qualifying for a competition. Ms Large sought volunteers to help promote the ShakeOut in their schools. It was understood that Ms Griffiths would be visiting schools to seek their support.

Ms Large advised she would email the names of interested parties (Keegan Phipps, Hannah Malpas, Katie Shaw, Taylah Shuker, Jamie Morgan and Daniel Leaper) to Manager, Emergency Management, Roger Ball and Ms Griffiths at which time more information could be supplied.

4. Draft Brook Plan Submission

Document number R4628, agenda pages 11 - 11 refer.

The Youth Council Draft Brook Plan submission (A1393364) was tabled. Emily Thomas outlined Youth Council’s support for Vision 1. The opinion was expressed that Youth Council would like to speak to their submission and those available, once the day/time is given, will attend.

Ms Large asked Youth Councillors to consider the impact of this view, in the event Council was faced with several vocal submitters in opposition. She explained that any request to speak must be included in their submission, and that if timing could not be arranged to suit, they could make their apologies.

Resolved YC/2015/004

THAT the Nelson Youth Council submission (A1393364) to the Brook Plan be approved.

Lankshear/Phipps Carried

Attachments

1 A1393364 Tabled Document - Nelson Youth Council Submission

5. Heritage Week 2016 Project

Keegan Phipps encouraged further participation from students in the photography competition. He advised that a judging meeting would be held on Tuesday 18 August. He suggested the judging panel seek the opinions of their friends on the photos. It was noted that a Facebook poll could not restrict voting by competitors. Youth Council were asked not to reveal the names of the photographers, if known, as impartiality was important.

Taylah Shuker explained the topics covered in the photography workshops Youth Council ran, which included technical aspects, Photoshop, the development of ideas and the linking of photos to those ideas.

Potential approaches to the production of a Youth Council film were discussed. Options suggested included a Heritage-based film and a Youth Council promotional film. Ms Large reminded Youth Council that there was potential to have a film run on a continuous loop at the Public Library, if a heritage topic was chosen. There was concern that a serious heritage-themed film may be uninteresting. Sam McIlroy offered the use of equipment and software for film production. It was suggested that if a film was required for the promotion of Youth Council, the example produced by Jacqui Liang was suitable. Ms Large ascertained that there was insufficient interest in making a heritage-themed film and advised she would advise Debbie Daniell-Smith.

6. Youth Employment

Fynn Sawyer summarised the topics covered by the guest speaker at the recent Mayor’s Taskforce for Jobs workshop. He noted his comment that schools were mostly geared toward sending students on to university despite only 30% of students following that direction. He outlined features of the Swiss system, where teenage/young adult unemployment figures were very low. He noted that Switzerland schools also offer a wide variety of apprenticeships.

Fynn Sawyer noted his intention to speak to his school about encouraging employer relationships with schools.

7. Top of the South Forum

It was noted that Nelson Youth Council had dominated the numbers at the Top of the South Forum, with only one attendee each from Kaikoura, Marlborough and Tasman Youth Councils. The different systems of Youth Council funding were discussed, the varying focus between policy and community-style councils were noted.

Mr Leaper spoke about Marlborough Youth Council’s interactive style of website. Ms Large explained that Youth Council had previously had its own website, but had experienced difficulties maintaining it.

Suggestions for next year’s Top of the South Forum were discussed. Councillors said they had enjoyed and got a lot out of the presentation and personal development aspects of this year’s forum, but agreed a team bonding focus would be beneficial, particularly if held earlier in the year. There was support for Lake Rotoiti as a location and a provisional date of the second to last Friday of the first term. It was noted that participation from the other regions needed further encouragement.

8. Nelson Public Libraries

Elaine acknowledged a presentation that Keegan and Taylor made to the library management team expressing the youth desire to have a dedicated study room with materials.

The difficulties in achieving a study room at the Nelson Library were explained. Ms Large gave very positive feedback from Library personnel on the Youth Council presentation.

9. Arts Festival

Zoe Palmer sought support for an experimental campaign on the ‘Boosted’ crowd-funding platform, to raise money for a public art installation directed at Youth. She explained that Youth Council could support this by sharing through their social media followers. She noted the details were confidential at present, but would be revealed gradually over five weeks by video release, ending on October 13. There was support for placing a link on the Youth Council Facebook page.

Ms Palmer advised there would be a workshop this Saturday, 10am–2pm at Nelson Marlborough Institute of Technology (NMIT). Elaine Ang, Jordan Lankshear, Daniel Leaper and Taylah Shuker volunteered to assist. Ms Large advised she would email their names to Axel de Maupeou.

10. Active Transport and Recreation Meetings

An outline by Keegan Phipps of the community meetings held on 21 July and 22 July was given. Sam McIlroy advised the Active Recreation meeting had discussed back country and forest tracks, with the main focus being on mountain biking. He said of particular interest were the conflicts between users, and how these were resolved.

Fynn Sawyer summarised the Active Transport meeting. He noted that an Automobile Association representative was in attendance, but almost all others present were representing cycling interests. There was strong support for safe cycling and walking systems within Nelson, he said. There was favour for fewer vehicles within the Central Business District.

11. Nelson Youth Council Recruitment 2016

Ms Large led a discussion around a suitable Youth Council recruitment schedule. The group concluded that 14 September would be an appropriate opening date. A further discussion would be had by Youth Council to promote applications. It was noted that Youth Councillors could raise the issue now when addressing their assemblies on other matters. Ms Large noted that many past prospects had been shoulder-tapped, and she asked Youth Councillors to think beyond their immediate friends.

12. Wellington Youth Council Workshop – 22 July 2015

Mr Leaper spoke about Wellington Youth Council’s induction process, and how applicants are now shortlisted for interview due to the high numbers. He explained that they appeared quite focused on improving skills in the preparation and presenting of submissions. He particularly liked the idea of their parent/family evening, when families get the chance to discover what Youth Council was doing.

Ms Palmer spoke about the presentation by Careers New Zealand representative, Keith Marshall, and detailed tips for getting a job:

· Education – try to take all opportunities .

· Volunteer in areas of interest.

· Prepare a compelling CV that makes a good impression, using the tools on the Careers New Zealand website.

· Reliability - turn up, on time, every day, even if just volunteering.

· Attitude is everything; you can learn everything else.

· Attend all presentations, learn who people are – network.

· Know yourself – know what you like, what your work ethics are.

· Promote tools on the Careers New Zealand website.

· Ignore stereotypes around minimum wage roles.

· Ask for references, don’t sell yourself short.

In response to a question from Ms Palmer about the Youth Council youth employment group, Mr Marshall recommended that Youth Council run CV classes and raise awareness of the resources on the website.

Helena George advised that Wellington Youth Council met fortnightly to discuss main items, then broke into smaller working groups for discussions, often at cafes. They were also setting up a Youth Council alumni. She added that Youth Councillors were paid $30 per meeting to cover transport costs. They were active on social media, posted their minutes and used instagram, she added. Meetings were open to student journalists and others, she said, but they did not attend City Council meetings.

Ms Palmer noted that Wellington Youth Council used the dropbox system, rather than open email, for communication. She advised that a schedule of topics and activities was drafted at the beginning of each year, covering the whole year ahead. It was thought that they were policy-focused, and did not seem to get involved in projects.

Mr Leaper explained that two Wellington Youth Councillors were delegated to post twice a week on the Facebook site. Ms George noted that this quality of posting encouraged viewers to keep Youth Council on their feed.

Mr Leaper commented that Wellington Youth Council held performance-based interviews for new applicants. Ms Large clarified that new applicants joined Wellington Youth Council mid-year, and induction followed this.

Mr Phipps invited Youth Councillors to submit ideas for Youth Council Facebook and other social media.

13. Community Services Committee Meeting - 2 July 2015

Document number R4637, agenda pages 12 - 13 refer.

Fynn Jankiewicz-McClintock spoke about views that arose for and against the inclusion of a cafe at the Stoke Community Centre at the recent Community Services Committee Meeting.

14. Governance Committee Meeting - 9 July 2015

Document number R4638, agenda pages 14 - 15 refer.

Emily Thomas spoke about the Governance Meeting she attended, and the discussions about the Brook forest felling and the Brook Sanctuary fence erection. She noted that councillors and the Mayor thought the conflicting schedules should have been foreseen. It had highlighted a gap in communication and planning, she said.

15. Planning and Regulatory Meeting - 6 August 2015

Daniel Leaper summarised issues raised at the Planning and Regulatory Committee meeting, including heat pump noise concerns raised through public forum, the approval of the Local Approved Products Report, and air quality monitoring findings.

Mr Sawyer noted the meeting covered many topics, and he had found interesting public opinions posted on the heat pump issue on the Stuff website. He spoke about the discussion surrounding the sale of psychoactive substances, and noted that wording was changed after a decision was made to include distance of sellers from tertiary institutions in the policy.

Ms Large provided a reminder of upcoming meeting dates and attendees.

16. Youth Ambassador Update

Rhys Griffiths attended the Huangshi meeting on 17 July. He explained that he had found the translation process resulted in the meeting being disjointed and hard to follow. He noted that the Mayor of Huangshi was coming to Nelson’s China Week celebrations and then to the re-signing of the City Sister agreement.

Rhys Griffiths noted that he and Jordan Lankshear had attended the Blessing of the Fleet, a service to remember those who lost lives at sea and a blessing of the boats. They had enjoyed the readings, choirs and school performances, and noted it was a unique first-time Nelson experience.

17. General Business

Keegan Phipps noted that he was to meet with Clare Leyland of Tasman Youth Council and asked if anyone else wished to join him. Mr Leaper tentatively accepted.

Mr Phipps advised that he had attended the Arts Festival, where he spoke to some Press members, which may result in a photo in The Leader.

Mr Phipps congratulated Taylah Shuker for her capable chairing of the meeting.

Jamie Morgan said he had been approached by a health group in the community, to assist promoting the health benefits of drinking water. He asked whether the remaining Youth Council water bottles could be gifted to this cause. It was thought that the Stoke School was the wrong target, and they could be put to better use, possibly to Youth Council applicants.

It was noted the Snap Chat account was not currently being used.

Ms Large reminded Youth Councillors to be respectful of speakers by being attentive during meetings.

Ms Large advised that two Youth Councillors were invited to attend the re-signing of the Sister Cities Agreement on Tuesday 8 September, 9.30am-11am, in Council Chambers. Rhys Griffiths, Elaine Ang, Zoe Palmer, Taylah Shuker, Fynn Jankiewicz-McClintock and Lucy Field expressed an interest.

Ms Large noted that Rhys Griffiths had been asked to attend the Youth Emergency Services working group meeting.

Ms Large spoke about the area set aside for youth at the top of Trafalgar Street, in the Arts Festival, and working with Huup Waagan to provide advice. Helena George, Zoe Palmer, Jordan Lankshear, Emily Thomas, Lucy Field, Taylah Shuker, Keegan Phipps, Daniel Leaper, Katie Shaw and Fynn Sawyer expressed an interest in being involved.

In answer to a question, it was confirmed that only those with a specific role at the Masked Parade on 16 October would be attending as official Youth Council representatives, and others could take part in the parade if they wished.

Ms Large asked what interest there was in the upcoming Nelson City Council staff quiz night. Ms Palmer offered to coordinate the teams and advise Ms Large with final names. Ms Large advised the quiz night would be held at the Trafalgar Pavilion, with entry by Trailways, in Trafalgar Street.

Youth Council received a camera, gifted by Scooter Palmer, to use as a prize in conjunction with the Heritage Week 2016 project.

Ms Large asked Youth Councillors to check carefully the ‘End of Year’ letter when she circulated it, as this would record Youth Councillors’ involvement.

There being no further business the meeting ended at 3.03pm.

Confirmed as a correct record of proceedings:

Chairperson Date