AGENDA
Ordinary meeting of the
Community Services Committee
Thursday 7 July 2016
Commencing at 9.00am
Council Chamber
Civic House
110 Trafalgar Street, Nelson
Membership: Councillor Pete Rainey (Chairperson), Her Worship the Mayor Rachel Reese, Councillors Ruth Copeland, Matt Lawrey, Paul Matheson, Gaile Noonan (Deputy Chairperson), Tim Skinner and Mike Ward
Guidelines for councillors attending the meeting, who are not members of the Committee, as set out in Standing Orders:
· All councillors, whether or not they are members of the Committee, may attend Committee meetings (SO 2.12.2)
· At the discretion of the Chair, councillors who are not Committee members may speak, or ask questions about a matter.
· Only Committee members may vote on any matter before the Committee (SO 3.14.1)
It is good practice for both Committee members and non-Committee members to declare any interests in items on the agenda. They should withdraw from the room for discussion and voting on any of these items.
Community Services Committee
7 July 2016
Nil
2. Confirmation of Order of Business
3.1 Updates to the Interests Register
3.2 Identify any conflicts of interest in the agenda
Document number M1907
Recommendation
THAT the minutes of the meeting of the Community Services Committee, held on 26 May 2016, be confirmed as a true and correct record.
6. Status Report - Community Services Committee - 7 July 2016 16 - 19
Document number R6141
Recommendation
THAT the Status Report Community Services Committee 7 July 2016 (R6141) and its attachment (A1157454) be received.
Arts, Festivals and Events
8. Arts Fund - Approval of Waka Landing Site Concept 20 - 23
Document number R5322
Recommendation
THAT the report Arts Fund - Approval of Waka Landing Site Concept (R5322) be received;
AND THAT the ‘Taurapa’ concept for artwork at the waka landing site is approved for further development;
AND THAT the artwork is commissioned subject to successful resource and building consent applications and approval of the budget and final concept plans by Council’s Art Selection Panel.
Recreation and Leisure
9. Bishopdale Easement for Purposes of Electricity Supply 24 - 29
Document number R6072
Recommendation
Receive the report Bishopdale Easement for Purposes of Electricity Supply (R6072) and its attachment (A1564516).
Recommendation to Council
Grants the easement in gross, in favour of Network Tasman Limited, shown as area “A” and “B” on Title Plan LT 499221;
That the easement be consented to under section 48(1) (d) of the Reserves Act 1977, acting pursuant to a delegation from the Minister of Conservation;
Meets all legal costs associated with the easement.
10. Management of Waahi Taakaro Golf Course 30 - 57
Document number R4513
Recommendation
THAT the report Management of Waahi Taakaro Golf Course (R4513) and its attachment (A1487496) be received;
AND THAT it be noted that consultation will be carried out on the proposed fee and concession structure outlined in report R4513 and its attachment (A1487496);
AND THAT it be noted for budgeting purposes that the user recovery charges for the Waahi Taakaro Golf Course will be set at 50-60% of operating costs.
Recommendation to Council
AND THAT the Memorandum of Understanding between Council and the Waahi Taakaro Golf Club (A1487496) be approved in principle for signing, subject to confirmation of the fee and concession structure.
Youth Councillors Jordan Lankshear and Mamata Dahal will provide an update on Youth Council activities.
12. Nelson Youth Council - 13 May 2016 58 - 62
Document number M1885
Recommendation
THAT the minutes of a meeting of the Nelson Youth Council, held on 13 May 2016, be received.
Public Excluded Business
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:
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Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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1 |
Community Services Committee Meeting - Public Excluded Minutes - 26 May 2016 |
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 - 7 July 2016
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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 Leases - Bowls Tahunanui
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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) |
14. Re-admittance of the public
Recommendation
THAT the public be re-admitted to the meeting.
Note:
· Youth Councillors Jordan Lankshear and Mamata Dahal 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 26 May 2016, commencing at 9.03am
Present: Councillor P Rainey (Chairperson), Her Worship the Mayor R Reese, Councillors M Lawrey, P Matheson, G Noonan (Deputy Chairperson), T Skinner and M Ward
In Attendance: Councillors I Barker, K Fulton and B McGurk, Chief Executive (C Hadley), Group Manager Community Services (C Ward), Manager Communications (P Shattock), Manager Administration (P Langley), Administration Adviser (S Burgess), and Youth Councillors (K Phipps and A James)
1. Apologies
There were no apologies.
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 Friends of the Glen
Bernard Downey, Merin Burdon, Bob Burdon and Nicole Gooley spoke to the Committee about the history of the Glen Playground land and the development of the Playground. They thanked Council and its officers for the support and funding for the Playground. A PowerPoint presentation was given (A1555358) which showed photos of the Playground’s development.
Mr Downey and Ms Gooley raised concerns about ditch drainage at The Glen, and provided detail of overflows onto properties.
On behalf of Council, the Chairperson thanked the Glen Playgroup and Friends of the Glen for their efforts regarding the Glen Playground.
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Attachments 1 A1555358 - Friends of the Glen - Glen Playground Presentation |
4.2 Nelson Multicultural Council
Barbara Bedeschi and Soheil Ighani gave a PowerPoint presentation (A1554792) and provided a handout (A1554788) on the Nelson Multicultural Council (NMC).
Ms Bedeschi spoke about the purpose and history of the NMC and the challenges it faced with the recent reduction in funding and staff. She emphasised the NMC’s function of being a gateway organisation for migrants and refugees when they move to Nelson.
Ms Bedeschi said the NMC wished to start dialogue with Council to discuss collaboration, joint initiatives, connections and long term planning, for the benefit of both the community and Council. She spoke about the dream to create a migrant hub for ideas, business, leadership and diversity.
In response to questions, Ms Bedeschi advised that the NMC had enough funding to pay their coordinator for a further six months, and would likely be closed in eight months if further funding could not be arranged. She said the NMC would need $145,000 per annum to provide an appropriate level of service.
In response to further questions Ms Bedeschi explained the welcome centre on Bridge Street had been moved to the second storey to save money. She said the NMC needed skilled people to join its Board, as well as funding for analysis of the situation with regards to migrants and refugees.
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Attachments 1 A1554788 - Nelson Multicultural Council Handout 2 A1554792 - Nelson Multicultural Council PowerPoint |
5. Confirmation of Minutes
5.1 14 April 2016
Document number M1830, agenda pages 8 - 14 refer.
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Resolved CS/2016/024 THAT the minutes of the meeting of the Community Services Committee, held on 14 April 2016, be confirmed as a true and correct record. Ward/Matheson Carried |
6. Status Report - Community Services Committee - 26 May 2016
Document number R5933, agenda pages 15 - 18 refer.
In response to a question, Group Manager Community Services, Chris Ward, provided further detail on the progress of the successful Arts Fund concepts.
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Resolved CS/2016/027 THAT the Status Report Community Services Committee 26 May 2016 (R5933) and its attachment (A1157454) be received. Skinner/Noonan Carried |
7. Chairperson's Report
The Chairperson gave an update on meetings regarding the draft Marina Strategy, highlighting that some common feedback had been received. He also spoke about continued work with the BMX Club at Saxton Field.
The Chairperson advised that the Youth and Community Facilities Trust had ceased operations, and thanked the Trust on behalf of Council for its work in the community.
Recreation and Leisure
8. Stoke Community and Sports Facility - Fees and Charges
Document number R5724, agenda pages 19 - 25 refer.
Manager Operations and Asset Management, Peter Anderson, and Major Projects Engineer, Darryl Olverson, presented the report. An update to the Community Centre Hire fees was tabled (A1556888).
It was noted that the heading in the main hall fees table ‘Meeting Non-Commercial/Cultural’ would be adjusted for greater clarity.
In response to a question, Group Manager Community Services, Chris Ward, advised that the proposed fees were similar to those charged by other facilities which were well used.
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Resolved CS/2016/028 THAT the report Stoke Community and Sports Facility - Fees and Charges (R5724) and its attachment (A1546950) be received; Lawrey/Ward Carried Resolved CS/2016/029 AND THAT the amended Stoke Community and Sports Facility Fees and Charges as per Attachment 1 (A1546950) of Report R5724 be approved for 2016/17. Matheson/Ward Carried |
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Attachments 1 A1556888 - Stoke Community and Sports Facility Updated Main Hall fees |
Community Development
9. Funding Reallocation for Youth Activities in 2016/17
Document number R5897, agenda pages 26 - 29 refer.
Manager Community Partnerships, Shanine Hermsen, presented the report.
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Resolved CS/2016/030 THAT the report Funding Reallocation for Youth Activities in 2016/17(R5897) be received. Rainey/Lawrey Carried |
In response to questions, Ms Hermsen explained that Council funding for the Youth and Community Facilities Trust (YCT) had previously been for youth recreation activities and the manager’s salary. She added the YCT also received community investment funding and provided a range of other services.
Concerns were raised about gaps in service that may result from the YCT ceasing operations.
In response to a question, Group Manager Community Services, Chris Ward, advised that emergency housing was primarily an issue for central government. He added that the YCT had focussed on wraparound support for youth with emergency housing needs.
In response to a question, Ms Hermsen advised that a Youth Strategy would enable Council to go into more detail about planning for youth, as opposed to the high-level vision information in Council’s Social Wellbeing Policy.
Councillor Ward, seconded by Councillor Noonan, moved a motion:
THAT the $100,000 allocated to the Youth and Community Facilities Trust in the 2016/17 draft Annual Plan be reallocated to youth activities for 2016/17 only, in alignment with Community Investment Fund processes;
AND THAT the funding be allocated in line with the Youth section of Council’s Social Wellbeing Policy 2011 and the Community Assistance Policy 2015 with consideration given to resulting gaps in the services provided by Youth and Community Facilities Trust;
AND THAT Council engages with stakeholders in the youth sector to develop a Youth Strategy to guide future Council support for youth development and activities.
The Committee discussed the motion, with some concerned the reference to gaps in services provided by the YCT would limit the allocation of funding.
Attendance: The meeting adjourned from 10.19am to 10.24am.
The efforts of the trustees of the YCT and the Chairperson of the Community Services Committee were acknowledged.
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Recommendation to Council CS/2016/031 THAT the $100,000 allocated to the Youth and Community Facilities Trust in the 2016/17 draft Annual Plan be reallocated to youth activities for 2016/17 only, in alignment with Community Investment Fund processes; AND THAT the funding be allocated in line with the Youth section of Council’s Social Wellbeing Policy 2011 and the Community Assistance Policy 2015 with consideration given to resulting gaps in the services provided by Youth and Community Facilities Trust; AND THAT Council engages with stakeholders in the youth sector to develop a Youth Strategy to guide future Council support for youth development and activities. Ward/Noonan Carried |
REports from Committees
10. Nelson Youth Council Update
Document number R5931, agenda pages 30 - 40 refer.
Nelson Youth Councillors, Alana James and Keegan Phipps, spoke about the recent Rockquest event, initiatives in youth employment, the youth councillors’ plan of action, and how the Nelson Youth Council was shown as a model example of a youth council at the recent Aotearoa Youth Declaration conference.
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11. Youth Council Minutes - 22 March 2016 |
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Resolved CS/2016/032 THAT the minutes of a meeting of the Nelson Youth Council, held on 22 March 2016, be received. Rainey/Lawrey Carried |
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12. Youth Council Minutes - 13 April 2016 |
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Resolved CS/2016/033 THAT the minutes of a meeting of the Nelson Youth Council, held on 13 April 2016, be received. Rainey/Skinner Carried |
Attendance: Councillor Ward left the meeting at 10.33am.
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13. Community Investment Funding Panel - 15 April 2016 |
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Resolved CS/2016/034 THAT the unconfirmed minutes of a meeting of the Community Investment Funding Panel, held on 15 April 2016, be received. Rainey/Ward Carried |
14. Exclusion of the Public
Attendance: Councillor Ward returned to the meeting at 10.37am.
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Resolved CS/2016/035 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: Noonan/Matheson Carried |
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Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
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1 |
Community Services Committee Meeting - Public Excluded Minutes - 14 April 2016 |
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)(a) To protect the privacy of natural persons, including that of a deceased person. |
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2 |
Status Report - Community Services Committee - 26 May 2016
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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 |
Stoke Community and Sports Facility - User Agreements
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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 |
Community lease - Get Moving, Saxton Field
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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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5 |
Community lease - Tahunanui Community Centre
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
The meeting went into public excluded session at 10.37am and resumed in public session at 12.01pm, during which time Her Worship the Mayor left the meeting.
15. Re-admittance of the Public
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Resolved CS/2016/036 THAT the public be re-admitted to the meeting. Rainey/Skinner Carried |
There being no further business the meeting ended at 12.01pm.
Confirmed as a correct record of proceedings:
Chairperson
Date
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Community Services Committee 7 July 2016 |
REPORT R6141
Status Report - Community Services Committee - 7 July 2016
1. Purpose of Report
1.1 To provide an update on the status of actions requested and pending.
2. Recommendation
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THAT the Status Report Community Services Committee 7 July 2016 (R6141) and its attachment (A1157454) be received. |
Shailey Burgess
Administration Adviser
Attachments
Attachment 1: A1157454 - Status Report - Community Services Committee
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Community Services Committee 7 July 2016 |
REPORT R5322
Arts Fund - Approval of Waka Landing Site Concept
1. Purpose of Report
1.1 To approve the artwork concept for further development and commission from the Arts Fund for the waka landing site.
2. Delegations
2.1 The Community Services Committee has delegated responsibility for the Arts Strategy and Arts Policy from which the Arts Fund arises, and the power to approve projects within this area of responsibility.
3. Recommendation
4. Background
4.1 On 7 August 2014 Council resolved:
AND THAT the Mayor and Chair of Community Services Committee approve a shortlist of sites, to be developed in consultation with Arts Council Nelson, that the Arts Fund can be applied to in 2014/15;
AND THAT the nature of the projects be reported back to the Community Services Committee for approval before the artworks are finally commissioned;
AND THAT Council’s Arts Selection Panel be involved in any selection of artworks that is required.
5. Discussion
The site
5.1 The waka landing site is an artwork location site previously approved by the Mayor and Chair Community Services Committee.
5.2 The location is on the bank of the Maitai River near the Trafalgar Centre. It is a site both of significance to Maori and a prominent location for public art. The artwork would be visible by pedestrians on the bridge over the Maitai on State Highway 6.
Concept selection process
5.3 Due to the waka landing site location being significant to Maori, the Arts Selection Panel ensured that a specific Brief be prepared for this site and circulated to Iwi before going out for requests for proposals from Artists.
5.4 There were 23 proposals received and the Arts Selection Panel assessed these using criteria based on strategies and objectives from Council’s Arts Policy which included the following:
- The relationship to Nelson’s sense of place;
- Reflection of Iwi values and fit with existing and planned land use;
- The artistic merit of the proposal;
- To ensure work is suitable as public art and its appeal and meaning are accessible to the general public;
- The relevance to the site;
- Regard for natural values and manmade features within the environment chosen;
- Health and Safety considerations;
- The feasibility of the proposal to be completed within time and budget.
5.5 Six of the proposals were shortlisted and presented to Iwi for feedback. The results of this process determined that the preferred artwork proposal by Iwi was ‘Taurapa’ .
5.6 The Arts Selection Panel, having considered feedback from Iwi and having assessed the proposals against the criteria above, recommend that Council approves the ‘Taurapa’ proposal for further development.
Final concept development
5.7 The next step is for the artist to develop the final concept and obtain resource and building consents and submit a final budget to construct and install the artwork.
5.8 The artist would also take on Iwi and Council guidance with all aspects of the project to meet cultural and practical needs including health and safety and maintenance of the artwork.
The concept
5.9 The concept of ‘Taurapa’ represents the stern post of a Waka. The proposal and design aspects behind the concept will be available at the Community Services Committee meeting on 7 July 2016.
5.10 The footprint of the artwork does not interfere with the use of the land for waka landing at the site.
6. Options
6.1 Council could decide not to approve the ‘Taurapa’ concept but this is not recommended, given that the concept has support from Iwi. This would also delay the process of having a new artwork installed at the waka landing site.
6.2 The recommendation is for Council to approve the ‘Taurapa’ concept so that the process for the development and installation of the artwork can commence. This would be subject to approval of relevant resource and building consents. Council has allocated $75,000 per annum in the Long Term Plan to fund public artworks and sufficient funding is available to complete this artwork from the fund, subject to Arts Selection Panel approval of the final budget.
7. Alignment with relevant Council policy
7.1 The recommendations in this report are consistent with Council’s Arts Strategy and Arts Policy and are in accordance with the Community Services Committee resolution to approve the nature of projects before artworks are commissioned.
8. Assessment of Significance against the Council’s Significance and Engagement Policy
8.1 This is a decision of low significance in terms of Council’s Significance and Engagement Policy.
9. Consultation
9.1 Due to the significance of the site, Iwi have had significant input into the selection of the recommended artwork proposal.
10. Inclusion of Māori in the decision making process
10.1 Iwi have been involved in the process of the selection of the artwork for the waka landing site including input into the project Brief. Iwi will be consulted again through the resource consent process in regards to the final concept designs.
11. Conclusion
11.1 The Mayor and Chair of Community Services have approved the waka landing site for the installation of public artwork.
11.2 The Arts Selection Panel recommend approval of the ‘Taurapa’ proposal for further development.
11.3 It is recommended that the ‘Taurapa’ concept be approved by Council so that the next steps can be taken to develop and install the artwork.
Shanine Hermsen
Manager Community Partnerships
Attachments
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Community Services Committee 7 July 2016 |
REPORT R6072
Bishopdale Easement for Purposes of Electricity Supply
1. Purpose of Report
1.1 To approve an easement for electrical purposes over, a Council administered recreation reserve, Bishopdale Reserve.
2. Summary
2.1 Council is currently undertaking the York Stream upgrade of sewer and stormwater pipes in the vicinity of Bishopdale Reserve.
2.2 Network Tasman Limited have existing infrastructure located through the reserve which is affected by and to be relocated as a result of the project.
2.3 An easement is required to record and protect the relocated infrastructure.
3. Recommendation
It is recommended that the Committee
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Receive the report Bishopdale Easement for Purposes of Electricity Supply (R6072) and its attachment (A1564516). |
It is recommended that Council
4. Discussion
Requirement for easement
4.1 Network Tasman Limited have existing infrastructure and cables located through the reserve which help support electricity supply to the surrounding community.
4.2 The existing cables have been removed and relocated to enable Council’s upgrade of sewer and stormwater pipes as part of the York Stream project. The alternative location of the cables was agreed between Network Tasman and Council’s project manager, with input from Council’s parks team and the cables have been moved.
4.3 The replacement cables are located underground and are in substitution for cables already located through the reserve. The recreation reserve is not likely to be materially altered or permanently damaged and the rights of the public in respect of the reserve are not likely to be permanently affected.
4.4 As the cables and infrastructure have been relocated as a result of Council works it is proposed that Council meet all costs associated with relocating the infrastructure. Council’s solicitors have provided a fee estimate of $1,100 plus GST and disbursements to review the easement documentation and tend to registration.
Legislation
4.5 As the Network Tasman infrastructure is located on Council administered reserve land, an easement is required to formalise its occupation of the land. Easements on reserve land require consent from Council under section 48(1)(d) by passing a formal Council resolution.
4.6 The Reserves Act 1977 confers on Council the ability to grant an easement if it is for one of the specified purposes in section 48(1) of the Reserves Act 1977. Council, as the administering body, may grant an easement for the purpose of an electrical installation or work. For this reason a formal Council resolution for the electricity easement is required.
4.7 Where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected then public notice is not required under the Reserves Act 1977.
5. Options
5.1 The options are either to grant the easement (preferred option) or to not grant the easement. Granting the easement enables Council to formalise the access to Network Tasman across the Bishopdale Reserve.
6. Conclusion
6.1 Approval of an easement in gross to Network Tasman to convey electricity, telecommunications and computer media located on the edge of Bishopdale Reserve enables Council to formalise access to Network Tasman and ensures security of electricity supply for the suburb of Bishopdale.
Nikki Harrison
Group Manager Corporate Services
Attachments
Attachment 1: LT 499221 showing easement to be granted - A1564546
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Important considerations for decision making |
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1. Fit with Purpose of Local Government Fits with the purpose of Local Government by providing good quality local infrastructure. |
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2. Consistency with Community Outcomes and Council Policy Electricity infrastructure is essential to the economic (and social) wellbeing of the Nelson community. The costs of securing the easement will be met by Council. The recommendation fits with Goal Six of Nelson 2060 (we move from using fossil fuels to renewable energy sources) in that it facilitates greater reliance on electricity in future (for example, recharging electric cars and bikes). The recommendation also fits with Goal Seven – our economy thrives and contributes to a vibrant and sustainable Nelson. |
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3. Risk Very likely the granting of the easement will achieve the goal it is aimed at achieving. Low risk of adverse consequences. |
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4. Financial impact Cost of legal fees to Council are estimated to be $1,100 plus GST and disbursements. |
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5. Degree of significance and level of engagement This matter is of low significance because it does not materially affect or impact the public or Councils use of the Recreation Reserve. No consultation or public notification is required under section 48(2) of the Reserves Act because this easement proposal meets the criteria of sections 48(3)(a) and 48(3)(b) of the Reserves Act: • Section 48(3)(a) the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and • Section 48(3)(b) the rights of the public in respect of the reserve are not likely to be permanently affected. |
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6. Inclusion of Māori in the decision making process No consultation with Māori has taken place. |
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7. Delegations The Community Services Committee has the responsibility for considering the provision and operation of recreation and leisure facilities and services, including reserves, parks, sports fields, swimming pool facilities and motor camps. |
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Community Services Committee 7 July 2016 |
REPORT R4513
Management of Waahi Taakaro Golf Course
1. Purpose of Report
1.1 To consider changes to the management and charging structure for Waahi Taakaro Golf Course.
2. Delegations
2.1 The Community Services Committee has responsibility for the provision and operation of recreation and leisure facilities and services, including reserves, parks, sports fields, swimming pool facilities and motor camps. Setting of Fees and Charges is delegated to Council Officers.
3. Recommendation
Recommendation to Council
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AND THAT the Memorandum of Understanding between Council and the Waahi Taakaro Golf Club (A1487496) be approved in principle for signing, subject to confirmation of the fee and concession structure. |
4. Background
4.1 The Waahi Taakaro Golf course is a 9 hole course located in the Maitai Valley covering 30.67 hectares of donated recreation reserve land. The course is maintained by Council with day to day management being provided by a contractor. The Waahi Taakaro Golf Club (‘the Club’) operates out of a clubhouse that it owns on land leased from Council.
4.2 Officers have been working through a number of long running issues with the Club. A working group consisting of officers from the Club and from Council has been meeting to progress solutions to these issues, with support from Councillor Noonan.
4.3 The key issues are as follows:
· Management and setting of green fees and course levies
· Financial performance
· Communication between Council, Council’s contractor and the Club
· Club usage rights
· Course marketing
· Course maintenance
4.4 As officers worked through these issues with the Club, it became apparent that having a written agreement would be beneficial for both parties. As a result a draft Memorandum of Understanding (MoU) to clarify responsibilities around the golf course has been prepared (attachment 1).
5. Discussion
Management and setting of green fees and course levies
5.1 There are four different ways players can pay to play on the course.
5.1.1 Green fees are one off payments that are paid to play one round by non-members. These currently are charged at $18 for nine holes and $23 for eighteen holes. Juniors pay $7.
5.1.2 Concession tickets for non-members allow unlimited golf for non-club members for a 3, 6 or 12 month period. These cost $138, $230 and $345 respectively. Assuming one round of golf is played a week, the per round costs are $10.61, $8.84 and $6.63. However, players can play more often than that.
5.1.3 Golf club members pay green access fees as part of their membership dues. 9-hole members pay $207 and 18 hole members pay $276 per annum. Again, assuming one round of golf is played per week, the per round costs are $3.98 and $5.31 for 9 and 18 holes. These figures do not include club membership fees of around $110 which are retained by the club.
5.1.4 The entire course can be hired, for private functions. This costs between $690 (half day, partial closure) to $2760 (Saturday or Sunday, full day closure).
5.2 Council currently employs a Contractor who is responsible for collecting green fees from casual players and for selling concession cards, and taking bookings for half or full day closure. The Contractor gains a performance bonus for meeting income targets.
5.3 The Club is responsible for collecting club dues which include annual access fees. In addition to allowing access to the course for a 12 month period, club members also have exclusive use of the course on Saturday mornings between April and October (inclusive). The club also has the right to 3 days exclusive use of the course for club tournaments.
5.4 Historically, the club has not been invoiced for the fees it collects on behalf of Council until the end of the club year (31 March). This includes funds that it has collected since 1 April the previous year. This brings some risk to Council, in that an incorporated society is effectively acting as a banker to Council for a sum in excess of $40,000, for a period in excess of 12 months.
5.5 These arrangements also have a perverse effect in that they effectively create artificial competition between the Contractor and the Club. It is in the Contractor’s financial interests to sell as many concessions as he can, in order to meet his performance bonus targets. The Club perceives this as dis-incentivising players to become club members.
5.6 Officers consider that the best way to resolve these issues is to:
5.6.1 Remove the 3, 6 and 12 month concession tickets for non-club members, and replace them with 10 and 20 round passes for those green fee players who play occasionally and do not wish to become club members;
5.6.2 Require all club members to pay their course access fees through the Contractor at the course.
5.7 These changes would effectively resolve the competition issue, and also ensure monies are paid in to Council bank accounts in a timely way.
5.8 Some concession holders may not appreciate this change. They might feel that they are being ‘forced’ to join the Club in order to gain unlimited access to the Course. This scenario is no different to the situation at many courses around New Zealand.
5.9 Officers believe there are real community benefits from having a Club on site with a strong membership, and that if people wish to play regularly, they should be encouraged to join the Club.
5.10 The provision of a 10 or 20 round pass would still give a discounted option to those players who did not wish to join the club. This arrangement is similar to that at Rawhiti Golf Club, which is owned by Christchurch City Council.
5.11 The draft MOU also allows for the club to be consulted early if Council is considering changing the fees.
5.12 Feedback will be sought from affected concession holders and from club members on these changes.
Financial performance
5.13 The Club has raised concerns about the level of income and expenditure that Council budgets against the Golf Course activities. It thinks that income targets have been set at unrealistic levels, which can lead to big jumps in the fees that they pay.
5.14 In previous years, Council has set its budgets based on a user pays charge rate of 80% for the golf course. This level of recovery has not been achieved in recent years (see table below). Falling income from course usage has resulted in the cost per user needing to be significantly increased in order to meet the user pays rate. Such increases are likely to further decrease course usage.
5.15 Table One: User income, total expenditure and proportion of total expenditure that is user funded at Waahi Taakaro Golf Course.
|
|
User Income |
Total Expenditure |
% user funded |
|
2011/12 |
$147,747 |
$335,467 |
45% |
|
2012/13 |
$156,544 |
$240,143 |
65% |
|
2013/14 |
$155,371 |
$229,278 |
68% |
|
2014/15 |
$142,074 |
$253,392 |
56% |
5.16 It is recommended that the user pays model be amended to move towards a more sustainable basis. This requires more people playing the course, but the recovery rate being less than it currently is, in order that realistic budgets can be set. It also requires adequate marketing of the course to take place. Finally, it requires the club to be working with Council (and any of its contractors) to increase course usage.
5.17 It is recommended that the targeted recovery rate from users be set at 50-60%. This is in line with Wellington’s public course at Berhampore. This level acknowledges that there is a balance between public good and private benefit from having access to a golf course.
Communication between Council, Council’s Contractor and the Club
5.18 There has been a level of discord between the Club and Council’s Contractor for some time. Partly this is due to there being a lack of clarity over roles and responsibilities. All agree that this relationship needs to be worked on. The draft MOU allows for an annual meeting of the Club with staff and Councillors. The changes in the fees and charges should also make a difference, in that it removes a perception of there being competition between the Club and the Contractor.
Course Marketing
5.19 Both Council and the Club desire to see increased usage of the Course and the MOU makes it clear that the responsibility for marketing the course sits with Council, whilst the responsibility for marketing and promoting the Club sits with the Club. Both parties will work together to identify marketing opportunities.
Course Maintenance
5.20 Course maintenance is the responsibility of Council, but for the sake of transparency it was felt helpful to include the maintenance standards contained within the maintenance contract as an appendix to the MOU.
Other matters
5.21 The Club is willing to develop its clubhouse as a hub for other activities and, in particular, mountain biking. Work is underway on a mountain bike strategy and officers will continue to engage with the Club on this concept.
6. Options
6.1 Council can choose to either approve the MOU as drafted, request that changes be made to the MOU or decide that it does not want to enter into an MOU with the Golf Club.
6.2 It is recommended that the MOU as drafted is approved as it clearly sets out the nature of the relationship between Council, Club and management of the Course.
6.3 The proposed changes to the fees and charges will affect a small number of people and it is proposed that some targeted consultation is carried out before confirming those changes.
7. Alignment with relevant Council policy
7.1 Setting fees and charges is not inconsistent with previous Council decisions. Council’s Memorandum of Understanding Policy 2007 allows for new MOU’s:
‘Where there have been problems in an ongoing relationship with another party or parties that are likely to be resolved through the increased clarity of expectations’.
8. Assessment of Significance against the Council’s Significance and Engagement Policy
8.1 This is of very low significance, affecting only a small number of people who play golf. It is proposed to consult with those affected.
9. Consultation
9.1 The draft MOU has been developed in consultation with Waahi Taakaro Golf Club. Further consultation is proposed on the changes to the fee structure.
10. Inclusion of Māori in the decision making process
10.1 Maori have not been involved in this decision process.
11. Conclusion
11.1 A number of issues have been raised by the Golf Club over a period of time. It is recommended that the draft MOU be approved, which sets the basis for the relationship in the future. In the meantime it is proposed that further consultation be carried out on the fee changes.
Chris Ward
Group Manager Community Services
Attachments
Attachment 1: A1487496 - Draft MoU Waahi Taakaro Golf Club
Minutes of a meeting of the Nelson Youth Council
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Friday 13 May 2016, commencing at 1.01pm
Present: J Lankshear (Chairperson), J Alison, E Ang, C Collins, M Dahal, E Edwards, H Goldthorpe, A James, S Kuo, D Leaper, I Lorandi, S McIlroy, K Phipps, B Rumsey, F Sawyer, T Shuker, A Tonks and L Wilkes.
In Attendance: Councillor M Lawrey, Social Wellbeping Adviser (R Large), Community Services Cadet (G Thawley) and Administration Adviser (J McDougall)
Apologies: J Stallard, Councillor Rainey
1. Apologies
The apologies were noted.
2. Confirmation of Minutes
2.1 13 April 2016
Document number M1826, agenda pages 4 - 8 refer.
|
Resolved YC/2016/009 THAT the minutes of the meeting of the Nelson Youth Council, held on 13 April 2016, be confirmed as a true and correct record. Kuo/Phipps Carried |
3. Sonic and Masked Parade
Team Leader Festivals, Axel de Maupeou, advised that Sally Wood and Paul McConachie had been appointed in April as youth coordinators and said that they would be assisting with planning for the Masked Parade (21 October 2016).
4. Rockquest Award
Jordan Lankshear led a brief discussion about current actions for the Youth Council Rockquest Award for 2016. It was noted that the heats were on Saturday 14 May with the final on Friday 20 May. Taylor Shuker advised that four youth councillors from the Tasman District Council would be joining the Nelson Youth Council for the finals. Taylah Shuker further advised that Tasman Youth Council were not able to contribute financially to Rockquest as their funds were already committed to another event.
It was noted that: Nelson Youth Council’s award was for Crowd Participation and would be a $200 Rockshop voucher; Keegan Phipps and Alana James would be presenting at the heats; and Alana James and Taylah Shuker would be presenting at the Rockquest finals.
5. Tasman Youth Council
Taylah Shuker advised that the Tasman Youth Council were supporting the Colour Run (Sunday 19 June from 12noon to 4pm at Saxton Field) which was being coordinated by the Tasman District Council. Taylah Shuker advised that the Colour Run celebrated cultural diversity, had a youth focus and noted that any funds raised would go to assist the multicultural community.
Youth Councillors agreed that the Nelson Youth Council would support the Colour Run.
Taylah Shuker said she would forward the health and safety plan to Rachael Large for information.
6. Heritage Week Exhibition
Keegan Phipps thanked everyone for their support for the exhibition, including the exhibition opening on 13 April 2016. Keegan Phipps said he had received good feedback about the Youth Council from the Mayor and from staff at the Refinery.
Councillor Lawrey congratulated the Youth Council on the event. He said that the turnout was fantastic and that it was a great achievement in getting so many people to attend.
Joseph Alison and Luke Wilkes agreed to find out if the Victory Community Centre and the Salvation Army were interested in a donation from the Youth Council of 100 tumblers (glasses) which were surplus to requirements following the exhibition opening.
Youth Councillors undertook to send Rachael Large suggestions about what to do with 70 spare copies of “picturing the prow”, the exhibition catalogue.
7. ANZAC Day
Fynn
Sawyer and Keegan Phipps reported on the Anzac Day event on 25 April 2016. Fynn
Sawyer said that it was an amazing experience and wished to note thanks to
Councillor Barker who had invited the Youth Council.
8. Youth Employment
Keegan Phipps reported on the Youth Employment sub-group meeting on 26 April 2016. Keegan advised that the sub-group had decided to do a survey/audit of four schools on their current provision of careers education.
He said that a sub-group meeting would be held at 3.30pm on Thursday 19 May to distribute copies of the guidelines and gain volunteers to run the audit at their school. He added that the guidelines were for guidance and could be adapted for each school.
Keegan Phipps
advised that there were four questions in the survey/audit:
1. What’s working currently in careers education?
2. What’s not working?
3. What could be improved?
4. What new things do we need?
Keegan Phipps noted that the survey/audit would look at careers teachers’ current programmes and any way they could be improved.
Fynn Sawyer noted that the letter about careers education had been emailed to the Minister, with a hard copy being posted on Saturday 14 May 2016.
9. #Activate: South Island Youth Connect
Taylah Shuker, Emma Edwards and Keegan Phipps provided an update from the youth conference on 27 April 2016 in Christchurch.
Emma Edwards spoke about the key points in the workshop that she attended.
Taylah Shuker advised that she had been inspired by the workshop she attended on social media, which indicated the need for postings 3 or 4 times a week to keep people engaged with Youth Council via Facebook. Taylah Shuker agreed to coordinate the people who volunteered to assist with increased postings on Facebook.
Keegan Phipps agreed to send to everyone a social media policy that he had drafted.
Keegan Phipps spoke about activities by other youth councils in the South Island. Keegan Phipps noted that the Christchurch Youth Council was impressed by Nelson Youth Council’s Heritage Week exhibition and wanted to find out what Christchurch young people thought their heritage was.
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Resolved YC/2016/010 THAT the $20 Warehouse voucher be awarded to the person with the most engagement on the Nelson Youth Council Facebook page. Leaper/Shuker Carried |
10. Sister City New Zealand Conference
Isabella Lorandi, Joseph Alison and Taylah Shuker provided feedback from the Sister City New Zealand Conference held in Nelson on 30 April 2016.
Youth councillors agreed that Sister City relationships were still useful even though technology and cheap air travel made connections with other countries much easier than when the Sister City concept was set up.
Attendance: Councillor Lawrey left the meeting at 2.05pm.
11. Council Meetings
11.1 Community Services Committee meeting – 14 April 2016
Daniel Leaper and Emma Edwards provided a report from the meeting.
11.2 Governance Committee meeting and Planning and Regulatory Committee meeting – 21 April 2016
Carys Collins and Taylah Shuker provided a report on items from the meeting including:
· approval of free entry to the Suter Art Gallery;
before considering further, the committee would like feedback on the trials in Dunedin and Wellington of ‘warrants of fitness’ for rental housing;
the committee supported the submission to the Tasman District Council which opposed the proposal for a supermarket opposite Garin College, due to concerns about traffic.
11.3 Council meeting – 5 May 2016
Fynn Sawyer and Alana James provided a report from the meeting including items about the Nelson Southern Link Investigation and funding for the Suter Art Gallery.
11.4 Works and Infrastructure Committee meeting – 10 May 2016
Ben Rumsey and
Mamata Dahal provided a report from the meeting including an item about the
reduction in the speed limit to 60km/hour near Saxton Field.
12. General Business
12.1 Members completed a survey form from the Ministry of Youth Development (A1556168) for Rachael Large to send to the Ministry.
12.2 It was suggested that the Youth Council Facebook page could have bite-sized news items about Council matters, to make Council matters more understandable.
12.3 Fynn Sawyer noted that there may be an opportunity for the Nelson Youth Council to be promoted through Radio FreshFM which is run by one of the teachers at Nayland College.
Rachael Large drew youth councillors’ attention to the following matters:
· The Chief Executive would be presenting at the next Youth Council meeting and youth councillors were asked to think about any questions they might want to ask.
· A position was available as youth representative on the Arts Council. Fynn Sawyer and Elaine Ang expressed interest in the position.
· The Mayor had asked if youth councillors would like to take part in the annual Blessing of the Fleet on Saturday 16 July 2016 at about noon. Rachael Large said she would contact those who had volunteered.
· The Election 101 session would follow the next Youth Council meeting on 9 June 2016.
There being no further business the meeting ended at 2.51pm.
Confirmed as a correct record of proceedings:
