Minutes of a meeting of the Community Services Committee
Held in the Council Chamber, Civic House, 110 Trafalgar Street, Nelson
On Thursday 18 August 2016, 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 I Barker and K Fulton, Group Manager Infrastructure (A Louverdis), Group Manager Strategy and Environment (C Barton), Group Manager Community Services (C Ward), Senior Strategic Adviser (N McDonald), Youth Councillors (A Tonks and J Allison), Manager Communications and Acting Manager Libraries and Heritage Facilities (P Shattock), Manager Administration (P Langley) and Administration Advisor (J McDougall).
There were no apologies.
2. Confirmation of Order of Business
The Chairperson advised that after the agenda had been distributed, two public forum speakers had been confirmed.
There were no updates to the Interests Register.
Councillor Noonan declared an interest with item 5 of the Public Excluded agenda, Community Investment Funding Panel Appointment.
Councillor Barker (as attendee) declared an interest in item 9 of the public agenda, Campground Review.
No other interests with items on the agenda were declared.
4.1. Steve Cross
Steve Cross suggested that the recommendation in the agenda for the Committee about the Stoke Community and Sports Facility – Tender be referred to the incoming Council following the October 2016 elections. Mr Cross spoke about budget overruns and the unavailability of the St Barnabas Church land, adjacent to the Facility. Mr Cross suggested that only up to 50 people could use the facility on Saturdays; that one major user had not yet signed the user agreement; and that a cost of $4,600 per square metre was expensive considering that the Facility did not include a sports hall.
4.2. Stuart Walker
Stuart Walker spoke about the Stoke Community and Sports Facility, noting that the items he had intended to raise had been covered by the previous speaker. Mr Walker spoke about the increase in the budget for the Facility from $5.6m to $6.1m with an additional $350,000 being sought. He also queried the professional fees of $760,000. Mr Walker suggested that the community was not getting what it wanted.
In answer to a query, Mr Walker said that he believed that although sports people were enthusiastic about the Facility, that others were not in favour of it. He also noted the issue of not being able to expand into the St Barnabas Church land.
Attendance: Her Worship the Mayor left the meeting at 9.15am.
5.1 7 July 2016
Document number M1992, agenda pages 9 - 16 refer.
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Resolved CS/2016/064 THAT the minutes of the meeting of the Community Services Committee, held on 7 July 2016, be confirmed as a true and correct record. |
6. Status Report - Community Services Committee - 18 August 2016
Document number R6433, agenda pages 17 - 20 refer.
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Resolved CS/2016/065 THAT the Status Report Community Services Committee 18 August 2016 (R6433) and its attachment (A1157454) be received. |
The Chairperson gave an Oral report, reflecting on the achievements of the Committee over the triennium and noting that it was his last meeting after nine years in the role.
The Chairperson thanked the officers he had worked with, and noted their support and dedication to the role. He also thanked Councillor Noonan for her hard work as Deputy Chair.
Attendance: Her Worship the Mayor returned to the meeting at 9.22am.
Councillors thanked the Chairperson for his contribution to the Committee.
Arts, Festivals and Events
8. 175th Commemorations and Legacy Projects
Document number R6381, agenda pages 21 - 27 refer.
Group Manager Community Services, Chris Ward presented the report.
Councillors discussed the report including querying if the legacy trail was targeted at locals or visitors; what the ongoing costs for the trail and related App were; and whether a Maori legacy trail and App would be actioned at the same time and what the cost would be.
Mr Ward noted that the concept of a Maori legacy trail would be discussed with iwi at the appropriate time.
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Resolved CS/2016/066 Receives the report 175th Commemorations and Legacy Projects (R6381); |
In answer to a query about the possibility of an artwork to mark the 175th Commemorations, Mr Ward noted that there were no artworks currently awaiting commissioning.
Councillor Lawrey, seconded by Councillor Copeland , moved a motion:
Approves the creation of a public artwork celebrating Nelson’s 175th anniversary.
The motion was put and lost.
Attendance: Councillor Ward left the meeting from 9.55am to 9.56am.
Councillors then expressed their views for and against the officer recommendation. .
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Resolved CS/2016/067 Approves the creation of a Legacy Trail and associated activities and events as outlined in report R6381 to commemorate the 175th Anniversary of Nelson in 2017. |
Attendance: the meeting adjourned for morning tea from 10.05am to 10.30am.
Recreation and Leisure
9. Stoke Community and Sport Facility - Tender Feedback
Document number R6225, agenda pages 90 - 95 refer.
Manager Capital Projects, Shane Davies, presented the report with Major Projects Engineer, Darryl Olverson, in attendance.
In answer to a query, Mr Davies said that he was having discussions with the consultant regarding the accuracy of the estimate.
In response to queries, Mr Davies noted that: vision 2060 had been considered as part of the design process; using solar power for water heating was less cost-effective than electricity; eco-friendly energy solutions were cost-effective in the long term; the building cost was $2040 per square metre; no sports hall was included in the brief as there were good facilities already at Saxton Field and the Trafalgar Centre; there had been no conversation with the Solar Power organisation; and the energy system proposed was widely used throughout New Zealand.
In response to a query from a councillor, prompted by a public forum comment, Mr Olverson noted that the limit of 50 people using the Facility on a Saturday did not include sportspeople or café users.
In response to a query, Group Manager Community Services, Mr Ward, noted that it was inaccurate to suggest that the St Barnabas Church land was not available for future growth. He said that St Barnabas Church was in the process of developing a strategic plan for property matters.
Attendance: Councillor Matheson left the meeting from 10.49am to 10.52am.
In response to a query about possible cost saving measures, Marc Barron, architect, detailed two approaches: redesigning the interior of the building; or reducing the size of the proposed building.
In response to a query regarding the St Barnabas Church land, Mr Barron said that the design of the Facility was not contingent on any other areas of land for it to work successfully.
Attendance: Councillor Lawrey left the meeting from 11.10am to 11.12am.
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Resolved CS/2016/068 Receives the report Stoke Community and Sport Facility - Tender Feedback (R6225). |
There was discussion for and against the recommendation to Council. Councillors noted that it was important that the matter was considered by the full Council as the Facility was to fulfil the needs expressed by the community and had been supported in the public consultation process.
The motion was put and a division was called.
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Councillor Copeland |
Aye |
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Councillor Lawrey |
Aye |
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Councillor Matheson |
Aye |
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Councillor Noonan |
Aye |
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Councillor Rainey |
No |
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Councillor Skinner |
No |
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Councillor Ward |
Aye |
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Her Worship the Mayor |
Aye |
The motion was passed, 6-2.
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Recommendation to Council CS/2016/069 Approves that an additional $350,000 be included in the 2016/17 financial year to complete the Stoke Community and Sport Facility project. |
Document number R6437, agenda pages 28 - 89 refer.
Group Manager Community Services, Chris Ward, presented the report.
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Resolved CS/2016/070 Receives the report Campground Review (R6437) and its attachment (A1448988); Notes that capital improvements to the Maitai Motor Camp will be considered as part of the development of the 2018-2028 Long Term Plan. |
In answer to a query, Mr Ward noted that the need for a strategic vision in relation to the campgrounds had emerged during consultation process.
Attendance: Councillor Ward left the meeting from 11.34am to 11.37am.
The importance of re-opening the Brook Valley campground was highlighted.
Attendance: Her Worship the Mayor left the meeting from 11.44am to 11.45am.
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Recommendation to Council CS/2016/071 Adopts the four key recommendations in the Campground Review (A1448988) in order to inform the Parks and Reserves Asset Management Plan and to support future lease arrangements. The recommendations are summarised as: 1. Council should identify its strategic requirements around the provision of campgrounds and prioritise these. 2. Council should encourage each campground to work with Nelson Tasman Tourism to plan for improved marketing. 3. Each Campground should review its development plans to ensure that facilities are optimised around their target markets. 4. Each lease should be reviewed prior to renewal, to ensure operators are incentivised to perform well, taking account of social and economic benefits. |
Attendance: Councillor Matheson left the meeting at 11.54am.
Document number R6103, agenda pages 95 - 98 refer.
Group Manager Community Services, Chris Ward, presented the report and updated the Committee on two items: agreement had been reached with the Salvation Army to provide emergency housing services for youth; and the Housing Trust had progressed its plans related to the Community Investment Fund allocation.
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Resolved CS/2016/072 Receives the report Emergency Housing Update (R6103) and its attachment (A1602177); |
Attendance: Councillor Lawrey left the meeting from 12.03pm to 12.05pm.
In response to a query, Mr Ward noted that if any requests for assistance were to be made to central government in regard to emergency housing, it would be important to support any request with accurate data. He noted the difficulty in documenting and gathering any such data.
Councillors expressed concern about the transfer of government responsibilities to local authorities without funding.
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Resolved CS/2016/073 Notes the allocation of funding made by the Community Investment Panel for 2016/17 and 2017/18 to provide emergency housing and youth emergency housing services; Requests that the Mayor writes to the Minister of Social Housing and the Minister of Social Development asking that Ministry of Social Development make funding available for both Emergency Housing and support services for those in Emergency Housing in Nelson. |
Attendance: Councillor Noonan left the meeting from 12.16pm to 12.19pm.
Marina
12. Nelson Marina Advisory Group
Document number R6291, agenda pages 99 - 105 refer.
Group Manager Community Services, Chris Ward, presented the report
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Resolved CS/2016/074 Receives the report Nelson Marina Advisory Group (R6291) and its attachment (A1583567). |
Attendance: Councillor Lawrey left the meeting at 12.23pm.
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Recommendation to Council CS/2016/075 Establishes the Nelson Marina Advisory Group; Approves the Terms of Reference (A1583567) for the Nelson Marina Advisory Group; Delegates responsibility for appointing members to the Nelson Marina Advisory Group to a panel consisting of the Mayor, Deputy Mayor and Chair of Community Services. |
13. Community Investment Funding Panel - 29 June 2016
Document number R6436, agenda pages 106 - 111 refer.
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Resolved CS/2016/076 THAT the minutes of a meeting of the Community Investment Funding Panel, held on 29 June 2016, be received. |
Youth Councillors Annie Tonks and Joseph Alison provided an update on Youth Council activities and noted that Jordan Lankshear had been chosen to represent the Youth Council at the opening of the Nelson garden at Huangshi, in China.
15. Nelson Youth Council - 9 June 2016
Document number M1923, agenda pages 112 - 116 refer.
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Resolved CS/2016/077 THAT the minutes of a meeting of the Nelson Youth Council, held on 9 June 2016, be received. |
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Resolved CS/2016/078 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 - 7 July 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 |
Community and Commercial Leases - Omnibus Report
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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 Investment Funding Panel Appointment
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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)(a) To protect the privacy of natural persons, including that of a deceased person |
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4 |
Campground leases
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
The meeting went into public excluded session at 12.34pm and resumed in public session at 1.53pm.
17. Re-admittance of the Public
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Resolved CS/2016/079 THAT the public be re-admitted to the meeting. |
There being no further business the meeting ended at 1.54pm.
Confirmed as a correct record of proceedings:
