Agenda of Community Services Committee

N-logotype-black-wide Community Services Committee

3 November 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

5. Confirmation of Minutes

5.1 24 September 2015 8 - 18

Document number M1496

Recommendation

THAT the minutes of the meeting of the Community Services Committee, held on 24 September 2015, be confirmed as a true and correct record.

6. Status Report - Community Services Committee - 3 November 2015 19 - 21

Document number R5075

Recommendation

THAT the Status Report Community Services Committee 3 November 2015 (R5075) and its attachment (A1157454) be received.

7. Chairperson's Report

Arts, Festivals and Events

8. Heritage Activity Management Plan 2015-25 22 - 84

Document number R4449

Recommendation

THAT the report Heritage Activity Management Plan 2015-25 (R4449) and its attachments (A372602 and A1446536) be received.

Recommendation to Council

THAT the Heritage Activity Management Plan 2015-2025 (A372602), amended to reflect the Long Term Plan 2015-25, be adopted.

Recreation and Leisure

9. Parks and Reserves Asset Management Plan 2015-25 85 - 273

Document number R4643

Recommendation

THAT the report Parks and Reserves Asset Management Plan 2015-25 (R4643) and its attachment (A1225419) be received.

Recommendation to Council

THAT the Parks and Reserves Asset Management Plan 2015-25 (A1225419), amended to reflect the Long Term Plan 2015-25, be adopted.

10. Property and Facilities Asset Management Plan 2015-25 274 - 276

Document number R4278

Recommendation

THAT the report Property and Facilities Asset Management Plan 2015-25 (R4278) and its attachments (A1448982, A1448986) be received.

Recommendation to Council

THAT the Property and Facilities Asset Management Plan 2015-25 (A1448986), amended to reflect the Long Term Plan 2015-2025, be adopted.

Note: Due to its size, this Asset Management Plan has been circulated separately.

Community Development

11. Community Partnerships Activity Management Plan 2015-25 277 - 299

Document number R4447

Recommendation

THAT the report Community Partnerships Activity Management Plan 2015-25 (R4447) and its attachments (A1236577 and A1437886) be received.

Recommendation to Council

THAT the Community Partnerships Activity Management Plan 2015-2025 (A1236577), amended to reflect the Long Term Plan 2015-25, be adopted.

REPORTS FROM COMMITTEES

12. Nelson Youth Council - Update

Youth Councillors Evy Ngawhika-Elliot and Taylah Shuker will provide an update on Youth Council activities.

13. Nelson Youth Council - 18 September 2015 300 - 307

Document number M1466

Recommendation

THAT the minutes of a meeting of the Nelson Youth Council, held on 18 September 2015, be received.

Public Excluded Business

14. 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 Minutes - Public Excluded - 24 September 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). · Section 7(2)(b)(i) To protect information where the making available of the information would disclose a trade secret. · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities.
2	Status Report - Community Services Committee - 3 November 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)
3	Community Leases - Omnibus Report	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)

15. Re-admittance of the public

Recommendation

THAT the public be re-admitted to the meeting.

Note:

· Youth Councillors Evy Ngawhika-Elliott and Taylah Shucker 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 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)

1. Apologies

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.

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 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.

Attachments

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.

Attachments

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.

Attachments

1 A1431573 - Tabled Document - Nelson Community Law - Peter Riley

2 A1431581 - Tabled Document 2 - Refugee Services - Peter Riley and Thuang Thuang

5. Confirmation of Minutes

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.

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.

Ward/Lawrey Carried

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.

Resolved CS/2015/046

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

Rainey/Matheson Carried

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.

Recommendation to Council CS/2015/047

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.

Rainey/Noonan Carried

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.

Resolved CS/2015/048

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

Noonan/Ward Carried

8. Chairperson's Report

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.

Resolved CS/2015/049

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.”

Rainey/Lawrey Carried

Arts, Festivals and Events

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.

Resolved CS/2015/050

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

Rainey/Noonan Carried

Recommendation to Council CS/2015/051

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

Noonan/Matheson Carried

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.

Resolved CS/2015/052

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.

Matheson/Noonan Carried

Community Development

11. Community Investment Funding Panel Terms of Reference

Document number R4858, agenda pages 85 - 93 refer.

Manager Community Partnerships, Shanine Hermsen, presented the report.

Resolved CS/2015/053

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

Rainey/Ward Carried

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.

Recommendation to Council CS/2015/054

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.

Rainey/Ward Carried

Libraries

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 would be 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.

REPORTS FROM COMMITTEES

13. Nelson Youth Council - 1 July 2015

Document number M1315, agenda pages 115 - 120 refer.

Resolved CS/2015/055

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

Rainey/Noonan Carried

14. Nelson Youth Council - 11 August 2015

Document number M1398, agenda pages 121 - 128 refer.

Resolved CS/2015/056

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

Rainey/Noonan Carried

15. Exclusion of the Public

Resolved CS/2015/057

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

Noonan/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 - 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 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).

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)

The meeting went into public excluded session at 12.18pm and resumed in public session at 1.31pm.

16. Re-admittance of the Public

Resolved CS/2015/058

THAT the public be re-admitted to the meeting.

Rainey/Lawrey Carried

There being no further business the meeting ended at 1.31pm.

Confirmed as a correct record of proceedings:

Chairperson Date

Community Services Committee

3 November 2015

REPORT R4449

Heritage Activity Management Plan 2015-25

1. Purpose of Report

1.1 To adopt the Heritage 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 Heritage facilities.

3. Recommendation

THAT the report Heritage Activity Management Plan 2015-25 (R4449) and its attachments (A372602 and A1446536) be received.

Recommendation to Council

THAT the Heritage Activity Management Plan 2015-2025 (A372602), amended to reflect the Long Term Plan 2015-25, be adopted.

4. Background

4.1 Council resolved on 17 April 2014 as follows:

THAT the Heritage Activity Management Plan 2015-2025 (A372602) be adopted as the version that will inform the Long Term Plan 2015-2025, with the inclusion of the Anchor Foundry building and the State Advances.

5. Discussion

5.1 The Heritage Activity Management Plan 2015-2025 sets out the Councils strategic direction for Heritage activity for the next ten years. The draft plan adopted by Council on 17 April 2014 has been amended to reflect the approved Long Term Plan.

5.2 The management of Heritage facilities and activities continues to fall under several Activity Management Plans and business units. This Activity Management Plan covers the activities at Council’s Heritage Facilities, whilst management of the buildings is covered by the Community Facilities Asset Management Plan.

5.3 Creating consistency across these is important to the success of Heritage activities. From 1 July 2015 all Council-owned Heritage Houses are to be managed through the Libraries and Heritage business unit, as with Founders Heritage Park.

5.4 Earthquake strengthening work has been completed on all the Heritage Houses. The Cellar at Broadgreen House has been infilled and the building itself is not classed as earthquake prone. Chimney strengthening has been completed at Melrose House and is now being investigated for Isel.

5.5 Further work to support the development of a strategic business plan by each house along with a combined strategic action plan across all heritage properties will support a joined up approach.

6. Alignment with relevant Council policy

6.1 The Heritage 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 Heritage 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 Heritage 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 requires formal adoption.

Shanine Hermsen

Manager Community Partnerships

Attachments

Attachment 1: A372602 - Heritage Activity Management Plan 2015-25

Attachment 2: A1446532 - List of changes to the Heritage Activity Management Plan 2015-25

Minutes of a meeting of the Nelson Youth Council

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

On Friday 18 September 2015, commencing at 1.00pm

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

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

Apologies: Councillor Rainey, F Jankiewicz-McClintock and J Morgan (for attendance) and E Thomas (for lateness)

1. Apologies

The apologies were noted.

2. Confirmation of Minutes

2.1 11 August 2015

Document number M1398, agenda pages 5 - 12 refer.

Resolved YC/2015/005

THAT the minutes of the meeting of the Nelson Youth Council, held on 11 August 2015, be confirmed as a true and correct record.

Phipps/Ang Carried

3. ShakeOut

Michelle Griffiths, Emergency Management Officer, spoke about the ShakeOut exercise on 15 October. She asked for support from those present to encourage friends and family to register. She advised the region’s target was 23,000 and totals were currently at 16,000. She spoke about the prizes that could be won.

In answer to a question, Ms Griffiths explained that a school entry counted as one registration toward the target, and suggested individuals register as well.

Attendance: Councillor Lawrey joined the meeting at 1.10pm.

4. Sonic and Masked Parade

Huup Waagan, Masked Parade Co-ordinator, attended to discuss the youth event after the Arts Festival Carnivale. His comments focused on the masked parade and he introduced Sam Lovell, a student from Wellington, who was assisting with the logistics of organising the youth zone. A list of roles for which volunteers were sought was to be circulated, and Mr Waagan requested that Youth Councillors forward their names for the various roles by Friday. It was noted that Keegan Phipps, Helena George and Daniel Leaper had volunteered to give feedback on Youth Zone. It was noted that Youth Zone activities would include an acoustic band, DJ, mechanical bull, ferris wheel and merry-go-round. A youth chill-out area was planned, and a hair salon was to be located in the family zone. It was confirmed the photographer was needed between 5pm and 6.15pm.

Volunteers were confirmed for school assembly ‘pep talks’: Hannah Malpas, Keegan Phipps, Elaine Ang, Katie Shaw and Fynn Sawyer. It was suggested the message should be “come and celebrate, don’t be stupid”.

Attendance: Youth Councillor Emily Thomas joined the meeting at 1.19pm.

5. Arts Festival Project

Zoe Palmer updated the group on the workshops on 15 and 29 August and 5 September.

Axel de Maupeou attended to speak about the Collective project. He reiterated that the specifics were to be kept confidential, but the existence of the project needed promotion in order to succeed with crowd funding, which was commencing this weekend on the boosted.org.nz website. It was noted that a ‘blurb’ had been developed to counter the difficulty of developing enthusiasm without revealing the detail. Sharing the Facebook page was suggested as an efficient means of promotion.

Mr de Maupeou advised that 50 volunteers would be needed on the evening prior to the masked parade. It was noted this was the first time that NMIT and high school students had worked together on a project.

6. Nelson Youth Council Recruitment 2016

Daniel Leaper led a discussion on the recruitment process for the 2016 Youth Council. He highlighted the need to encourage participation from Maori students, and students from Garin College, whose representative was currently out of the country. He suggested that quality over quantity was important, and Rachael Large added that prospects needed to be willing to make a real commitment, rather than looking for an addition to their CVs. It was noted that current Youth Councillors who wished to reapply should email Ms Large explaining what they could offer in a second year and why they wanted to return.

Councillor Lawrey highlighted the great opportunity that Youth Council membership brought in making good contacts for later in life.

It was noted that applications closed 16 October, the first week of the new term.

7. Community Youth Volunteer Award

Hannah Malpas explained how this award was made, and asked for members interested in being a judge. Sam McIlroy (Nelson College), Katie Shaw (Nayland College), Daniel Leaper (Waimea on behalf of Garin College) and Bronte Shaw (Nelson College for Girls) were appointed.

8. Youth Emergency Services

Rhys Griffiths spoke about the meeting on 17 August 2015 which focused on formalising arrangements with training providers. He said the eventual aim was to set up a youth emergency services group, where local students undertake emergency training with the Fire Service, Landsar, Red Cross and St John, participate in a day/night exercise, followed by two months of volunteering.

Ms Large explained the process for selecting attendees, and said training would not commence until February/March 2016.

9. Heritage Week 2016 Project

Keegan Phipps updated the group on the outcome of the judging meeting on 18 August 2015. He explained that after good discussion the top 20 were identified, and he informed of individual prizes given. He said that a display would be established at The Refinery gallery. It was noted that the film camera would be awarded to the winner of a poll to be set up on Facebook. Members were asked to share the Facebook post in order to receive as many votes as possible.

Ms Large spoke about the Heritage Project’s attendee number goals. She explained how a further four Youth Councillors needed to be involved, and advised she would be asking for a survey to be completed by Bronte, Zoe, Fynn, Katie, Hannah, Helena, Lucy, Fynn and Jamie.

Ms Large explained she had a report to complete and asked for feedback to some questions:

What success do you think came out of the Heritage Project?

· Youth Councillors received good feedback for their efforts

· Some good history stories were identified and used on the back of photos

· Some students learnt new heritage facts

What could you improve on?

· Getting more people involved.

· Wider promotion, over a longer period

· Easier competition / simplifying the requirements / fewer elements

· Timing closer to Heritage week

· Better promotion of workshops

What trends, issues and/or impacts have been identified that have affected the outcomes?

· Competition being too complicated

· Competition being too close to mock examinations.

The consequence of not meeting the target of attendance was discussed. Ms Large explained that she hoped they would get close to meeting numbers. Possibilities for an opening event were discussed, as was the option of getting photography classes to attend.

Keegan Phipps was congratulated for his efforts. It was noted that the photos had attracted much interest.

Ms Large advised that residual funding would be used for picture mounting, lighting for the exhibition catalogues, and any food or arrangements for an opening event next year.

10. Creative Communities Local Funding Scheme Panel

Daniel Leaper spoke about the meeting he had attended on 20 August 2015, which considered 17 applications for funding, approved all but one, which was outside of Nelson. He advised that a total of $19,000 was available in grants.

11. Youth Employment

Fynn Sawyer advised that nearly every school was represented by its career teachers at the Career Counsellor staff group meeting on 21 August 2015. He spoke about the opportunity of presenting to staff, and their enthusiasm for youth involvement, including the possibility of youth leading some projects in and after school. They saw Youth Councillors as being an important link between Career Counsellors and students.

Mr Sawyer advised that youth were encouraged to focus on projects, rather than policies by the career staff. Ms Large suggested that policies could be tackled through other avenues, not just through the Ministry of Education.

Mr Sawyer advised that career education in schools was currently undergoing an audit, and it was recognised that quite a bit of change was required.

12. Draft Brook Plan Submission

Emily Thomas spoke about attending the hearing on 2 September 2015 with Daniel Leaper. Mr Leaper advised he had answered questions about the support of the gondola proposal, and how disturbance to Brook residents could be minimised.

Councillor Lawrey congratulated Youth Council for making a submission to the hearing. He noted how important it was to hear the opinions of Youth on such topics. He said that submitters were generally people who were angry about an issue. He acknowledged that The Brook Community Group did not represent all users or all those that lived in the area.

Councillor Noonan spoke from the public gallery and agreed that it was good to hear from Youth Council at the hearing. She said it was important to get a cross-section of opinions.

Councillor Noonan asked to also speak briefly on youth employment. She acknowledged there was always a large number of students who did not know what they intended to do when they left school. She urged those present not to worry if they did not, and advised that she was on her fourth career. She said that each career could build on your skills.

Ms Large congratulated Emily and Daniel for answering questions as well as they did. She noted that in giving considered answers to people with limited understanding of Youth Council, they had made the most of an opportunity to present their unique voice.

Councillor Lawrey highlighted the message given out at a recent workshop: “You have to develop a city that young people want to live in. You can’t make it the city you want, and expect them to like it. So you need to hear from them.”

13. Council Meetings

Community Services Meeting - Thursday 13 August 2015

Jamie Morgan’s report from the Community Services Meeting was included in the agenda.

Governance Committee Meeting - Thursday 20 August 2015

Keegan Phipps advised that the bulk of the Governance Committee meeting was held under Public Excluded.

Works and Infrastructure Meeting – Thursday 10 September 2015

Katie Shaw outlined subjects covered and described the difficulties councillors had with the very large agenda. Elaine Ang spoke about the Millers Acre toilet block item and made observations regarding the various communications styles of councillors.

Planning and Regulatory Meeting – Thursday 17 September 2015

Bronte Shaw spoke about yesterday’s meeting, and said she had found the discussion around Ship to Ship Transfer very interesting. She explained that whilst fuel transfers in the harbour could bring in $80,000 per transfer, the support of a fossil fuel industry was not in line with Nelson’s vision, Nelson 2060.

Ms Large advised the schedule for upcoming meetings and asked Youth Councillors to advise her if any conflicted with their examinations.

14. Youth Ambassador Update

Elaine Ang and Fynn Sawyer provided an update from the Huangshi, China Delegation re-signing of the Memorandum of Understanding on 8 September 2015. Elaine explained the symbolism behind the gifts exchanged.

15. Nelson Youth Council Training and Induction

Ms Large advised that the end of year training was to be held on 9-10 December 2015.

Ms Large confirmed with Youth Councillors which topics were valuable for incoming Youth Councillors. The following appointments were noted: Council structure – how the council operates (Keegan), How to hang with councillors (Keegan, Daniel and Taylah), Icebreaker (Bronte, Rhys, Elaine and Daniel). Youth Councillors asked that invitations be extended to Axel de Maupeou, the main ‘Collective’ organisers, Catherine from NMIT, Lesley McQue, Debbie Daniell-Smith, Shanine Hermsen, Chris Ward, Councillors Lawrey and Rainey, Copeland and Noonan, and Viv Rounce. Youth Councillors were keen for certificates to be presented by both Her Worship the Mayor and Ms Large.

Youth Councillors were reminded that attendance is by invitation extended to those who had met the ten-item requirement.

16. Festival for the Future

Bronte Shaw spoke about her experience at the Festival for the Future Conference on 4-6 September, and recommended Youth Councillors apply for a scholarship to attend if given the opportunity. She said that as part of her attendance she was to present on an issue she had learnt about. She spoke about environmental issues, the complexity of finding solutions, and promoted sustainability as the number one issue for councils. She asked that youth councillors try to make it a priority if returning to Youth Council next year.

In answer to a question, Ms Shaw confirmed that under sixteen year olds could attend, in the company of a parent.

Attendance: Councillor Lawrey left the meeting at 2.48pm.

17. General Business

Sugary Drinks

Mr Phipps advised that there were plans to ban sugary drinks from two schools. He encouraged representatives from Nelson College to try to achieve the same.

Nelson Library – Student Area

Mr Phipps noted he had received a reply from the library advising that the library had set up a study table for student use, and that other customer spaces would be made available.

Youth Council Video

Mr Leaper advised that he was hoping to make a video re Youth Council. He stated he had shown the previous year’s one at assembly, which had raised questions as to ‘where’s Waimea’ in the video.

Youth Council Activity Calendar

Ms Large invited those present to view the Youth Council activity calendar at the conclusion of the meeting.

Quiz Evening

Ms Large reminded participants of tonight’s quiz evening to bring a drink and drinking vessel. She explained how to access the venue, and suggested they be there from 7.00pm.

Careers NZ Book

Ms Large advised she had copies of the Careers NZ book.

Trans-Pacific Partnership Agreement

Ms Shaw expressed interest in the Trans-Pacific Partnership Agreement (TPPA) issue and queried whether councillors’ views were known. She outlined how the Agreement would limit the right for New Zealand to have its own voice, and suggested all youth councillors go and do their own research.

It was noted there was opportunity for Mr Sawyer and Mr Phipps to raise the subject at Thursday’s Community Services Committee meeting.

It was however, recognised that more information and discussion was required. The general consensus was that Youth Council was against the TPPA.

There being no further business the meeting ended at 3.07pm.

Confirmed as a correct record of proceedings:

Chairperson Date