Minutes of a meeting of the Community Services Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 24 September 2015, commencing at 9.04am
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: Councillors B McGurk and I Barker, Group Manager Infrastructure (A Louverdis), Group Manager Community Services (C Ward), Group Manager Corporate Services (N Harrison), Manager Libraries (I Littleworth), Manager Communications (P Shattock), Manager Administration (P Langley), Administration Adviser (G Brown), and Youth Councillors (F Sawyer and K Phipps)
There were no apologies.
2. Confirmation of Order of Business
The Chairperson advised the Committee there would be an additional public forum and a late item, which was item 7, Chairperson’s Report, on the agenda.
He advised that item 11, Broadgreen House Change Proposal would be taken as item 6.
There were no updates to the Interests Register, and no interests with items on the agenda were declared.
4.1 Mary Gavin, Broadgreen Society - Broadgreen House
Mary Gavin, from the Broadgreen Society, spoke about Broadgreen House.
Ms Gavin spoke about the Annual General Meeting and the long service of some of the volunteers. A Broadgreen Historic House leaflet was tabled (A1434501).
Ms Gavin referred to item 11 on the agenda, Broadgreen House – Change Proposal. She advised the Broadgreen Society had concerns regarding house entrance fees and souvenir sales being retained by Council and that the 1 November start date was unlikely.
In response to a question, Ms Gavin said the operating budget for the Broadgreen Society was approximately $20,000.
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1 A1434490 - Mary Gavin Broadgreen Society Presentation 2 A1434501 - Tabled Document - Mary Gavin Broadgreen Historic House Leaflet |
4.2 National Council of Women - Broadgreen Historic House
Gail Collingwood of the National Council of Women – Nelson Branch spoke about Broadgreen Historic House.
Ms Collingwood spoke to a tabled document (A1432957).
In response to a question, Ms Collingwood said the reason she believed Broadgreen Historic House was only attracting eight visitors a day was due to lack of promotion and marketing.
In response to a further question, Ms Collingwood said Broadgreen Historic House was once part of school programmes however, due to health and safety, school field trips were now low in numbers.
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1 A1432957 - Tabled Document - Gail Collingwood's Presentation |
4.3 Hans Dukker - Location of the Stoke Community Centre
Document number R4820, agenda pages 11 - 20 refer.
In response to a question, Mr Dukker said that he was involved in the Spotlight on Stoke and Stoke Urban Design consultations.
In response to a further question, Mr Dukker said the estimations included in his public forum documentation were his own and he believed the funds already spent on the Stoke Community Centre should be written off.
Mr Dukker confirmed that he believed the Stoke Community Centre should be constructed on the current cricket pitch.
4.4 Nelson Bays Community Law – Refugee Services
Peter Riley, of Nelson Bays Community Law, was joined by Thuang Thuang head of Nelson Refugee forum.
Mr Riley spoke to tabled documents (A1431573 and A1431581).
In response to a question, it was advised that only an acknowledgement had been received from the Chief Executive Officer and Chairperson at the Red Cross in relation to the letter sent to them regarding the concerns of Refugee Services.
In response to a further question, Mr Riley said the support contract with Red Cross was for a period of six months which was not realistic.
Mr Riley advised the number of refugees coming to Nelson was approximately 90 per year and was likely to increase.
In response to a question, Mr Riley said there were currently eight people working at Refugee Services and that rent was approximately $25,000 per annum.
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1 A1431573 - Tabled Document - Nelson Community Law - Peter Riley 2 A1431581 - Tabled Document 2 - Refugee Services - Peter Riley and Thuang Thuang |
5.1 13 August 2015
Document number M1402, agenda pages 21 - 27 refer.
Attendance: Her Worship the Mayor left the meeting at 10.25am and returned to the meeting at 10.27am. Councillor Matheson left the meeting at 10.26am.
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Resolved CS/2015/042 THAT the minutes of the meeting of the Community Services Committee, held on 13 August 2015, be confirmed as a true and correct record. |
Attendance: The meeting adjourned for morning tea at 10.28am until 10.45am. During this time Councillor Matheson returned to the meeting.
6. Broadgreen House - Change Proposal
Document number R4770, agenda pages 94 - 114 refer.
Manager Libraries, Ian Littleworth, presented the report.
In response to a question, Mr Littleworth advised the Committee that officers were currently working on processes relating to 1 November 2015 when revenue from house entrance fees and souvenir sales would be retained by Council.
Attendance: Councillor Matheson left the meeting at 10.47am.
In response to a question, Mr Littleworth said that Broadgreen House had between 35 and 40 volunteers which was a comfortable number for staffing.
Attendance: Councillor Matheson returned to the meeting at 10.50am.
In response to a further question, Mr Littleworth said the expenditure illustrated on page 96 of the report was predominantly for two curators, one from the Broadgreen Society and the other from Founders Park, totalling approximately $70,000.
Mr Littleworth informed the Committee that there was no intention in dropping the levels of service for Broadgreen House and that Council would be focussing on promotions and organising activities across all heritage facilities.
It was discussed that renegotiations were required in relation to the new Areas of Financial Responsibility agreement and that the date specified in clause 3 of the Officer’s report was not flexible in relation to the renegotiations.
Attendance: The meeting adjourned from 11.12am until 11.17am.
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Resolved CS/2015/043 THAT the report Broadgreen House - Change Proposal (R4770) and its attachments (A1368342 and A1374924) be received. |
It was discussed that the heritage culture in Nelson needed to be strengthened and it was vital for Council to work closely with the Broadgreen Society.
It was highlighted that Council needed to think of new ways to connect with the community and get more people through the door at Broadgreen House.
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Recommendation to Council CS/2015/044 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 Council agrees in principle that all revenue from house entrance fees and souvenir sales 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. |
7. Status Report - Community Services Committee - 24 September
Document number R4876, agenda pages 28 - 31 refer.
In response to a question, Group Manager Community Services, Chris Ward advised he would circulate the Arts Fund concepts to Councillors.
Attendance: Her Worship the Mayor left the meeting at 11.29am and returned at 11.31am.
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Resolved CS/2015/045 THAT the Status Report Community Services Committee 24 September 2015 (R4876) and its attachment (A1157454) be received. |
Document number R4896, late items agenda pages 3 - 4 refer.
The Chairperson informed the Committee of the late item, Chairperson’s Report, and advised that the following resolution needed to be passed for the item to be considered:
Resolved
THAT the item regarding Chairperson's Report be considered at this meeting as a major item not on the agenda, pursuant to Section 46A(7)(a) of the Local Government Official Information and Meetings Act 1987, to enable a timely decision to be made.
Rainey/Ward Carried
In response to a question about the Rutherford Park Playground, Group Manager Infrastructure, Alec Louverdis advised the Workshop to be held 1 December would be reviewing three concepts for design which would range in budget.
It was discussed that the recommendation needed to be flexible but still provide enough information to designers to be able to proceed with a concept.
Point of Order: Her Worship the Mayor raised a point of order in accordance with standing order 3.13.4(c). The Chairperson accepted the point of order, noting that discussions regarding budgets were irrelevant as this content was not being considered today.
Attendance: Councillor Copeland left the meeting at 11.46am.
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Resolved CS/2015/046 THAT the Chairperson's Report (R4896) be received; AND THAT Option 2 of the Outline Business Case for Rutherford Playground project 2294 be amended to read: “Creating a playground which is capable of attracting and actively engaging a wide age group primarily focussed on the 5-13 years age group.” |
9. Arts Activity Management Plan 2015-25
Document number R4448, agenda pages 32 - 82 refer.
Attendance: Councillor Copeland returned to the meeting at 11.47am.
Manager Community Partnerships, Shanine Hermsen, presented the report.
In response to a question, Group Manager Community Services, Chris Ward advised Washington Valley Artwork referenced on page 40 of the agenda was dependent on community fundraising.
Point of Order: Her Worship the Mayor raised a point of order in accordance with standing order 3.13.4(c). The Chairperson accepted the point of order, noting that discussions regarding budgets were irrelevant as this content was not being considered today.
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Resolved CS/2015/047 THAT the report Arts Activity Management Plan 2015-25 (R4448) and its attachments (A1126659 and A1428219) be received. |
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Recommendation to Council CS/2015/048 THAT the Arts Activity Management Plan 2015-2025 (A1126659), amended to reflect the Long Term Plan 2015-25, be adopted. |
Attendance: Councillor Lawrey left the meeting at 11.59am.
Recreation and Leisure
10. Rutherford Park community groups relocation
Document number R4880, agenda pages 83 - 84 refer.
Group Manager Infrastructure, Alec Louverdis, presented the report.
Attendance: Her Worship the Mayor left the meeting at 11.58am.
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Resolved CS/2015/049 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. |
11. Community Investment Funding Panel Terms of Reference
Document number R4858, agenda pages 85 - 93 refer.
Manager Community Partnerships, Shanine Hermsen, presented the report.
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Resolved CS/2015/050 THAT the report Community Investment Funding Panel Terms of Reference (R4858) and its attachments (A1381696, A1426782 & A1427107) be received. |
Attendance: Her Worship the Mayor and Councillor Lawrey returned to the meeting at 12.01pm.
In response to a question, Ms Hermsen said the panel was taken from expressions of interest.
It was discussed the outcome would be a good example of collaboration with staff, Council and the community.
Attendance: Councillor Copeland left the meeting at 12.06pm.
It was noted that it would be beneficial for the panel to provide feedback to Councillors.
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Recommendation to Council CS/2015/051 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. |
12. Nelson Youth Council - Update
Youth Councillors Fynn Sawyer and Keegan Phipps provided an update on Youth Council activities.
Mr Phipps informed the Committee that Youth Council had been involved in heritage week where photographs would be displayed at the Refinery Gallery. He added that recruitment had opened for the 2016 Youth Council and that it closed on 16 October.
Mr Phipps advised that Youth Council was currently working with Council officer Axel de Maupeou on a collective arts project with Nelson Marlborough Institute of Technology.
Attendance: Councillor Copeland returned to the meeting at 12.11pm.
Mr Phipps spoke about a potential study area in the future at Elma Turner Library which would be considered in future developments.
He advised the Committee that at the Youth Council meeting the Trans-Pacific Partnership Agreement was discussed. He added that Hon Dr Nick Smith may wbe attending the last Youth Council meeting for the year.
Mr Sawyer informed the Committee that 20 youth were involved in different workshops relating to emergency services and had the opportunity to extend their time at a chosen service.
13. Nelson Youth Council - 1 July 2015
Document number M1315, agenda pages 115 - 120 refer.
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Resolved CS/2015/052 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
Document number M1398, agenda pages 121 - 128 refer.
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Resolved CS/2015/053 THAT the confirmed minutes of a meeting of the Nelson Youth Council, held on 11 August 2015, be received. |
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Resolved CS/2015/054 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 Minutes - 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). |
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2 |
Status Report - Community Services Committee - 24 September
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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) |
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3 |
Community Housing Management Contract
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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) |
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4 |
Saxton Oval Electricity Upgrade
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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)(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) |
The meeting went into public excluded session at 12.18pm and resumed in public session at 1.31pm.
16. Re-admittance of the Public
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Resolved CS/2015/055 THAT the public be re-admitted to the meeting. |
There being no further business the meeting ended at 1.31pm.
Confirmed as a correct record of proceedings:
Chairperson
Date