Agenda of Community Services Committee

N-logotype-black-wide Community Services Committee

19 October 2017

Page No.

1. Apologies

1.1 An apology has been received from Councillor Matheson

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 31 August 2017 10 - 15

Document number M2861

Recommendation

That the Committee

Confirms the minutes of the meeting of the Community Services Committee, held on 31 August 2017, as a true and correct record.

6. Status Report - Community Services Committee - 19 October 2017 16 - 17

Document number R8533

Recommendation

That the Committee

Receives the Status Report Community Services Committee 19 October 2017 (R8533) and its attachment (A1157454).

7. Chairperson's Report 18 - 19

Document number R8535

Recommendation

That the Committee

Receives the Chairperson’s Report.

8. Draft Arts Activity Management Plan 2018-28 20 - 46

Document number R7928

Recommendation

That the Committee

Receives the report Draft Arts Activity Management Plan 2018-28 (R7928) and its attachment (A1766400).

Recommendation to Council

That the Council

Approves the Draft Arts Activity Management Plan 2018-28 (A1766400) as the version to inform the Long Term Plan 2018-2028.

9. Nelson Arts Festival Governance 47 - 83

Document number R7929

Recommendation

That the Committee

Receives the report Nelson Arts Festival Governance (R7929) and its attachments (A1786221) and (A1835044).

Recommendation to Council

That the Council

Establishes a Charitable Trust, registered as the Nelson Festivals Trust, to provide governance and operations of the Nelson Arts Festival as an independent governing body; and

Implements the transition timeframe and actions outlined in this report (R7929), with transfer of operations to occur in time for the Trust to shadow the 2018 Nelson Arts Festival and to operate the Festival from 2019; and

Directs an interview panel comprising of the Chair Community Services, Deputy Chair Community Services and Her Worship the Mayor, to commence recruitment for a Chair of the Trust and recommend a preferred candidate to Council for approval; and

Notes that due to timeframe requirements, the recruitment process for the Chair will commence before formal Council approval on 9 November 2017, identifying within the application process that it is subject to Council approval; and

Directs the interview panel to assist/advise the newly appointed Chair to appoint the remaining Trust Board members.

10. Draft Youth Strategy Action Plan 84 - 99

Document number R7927

Recommendation

That the Committee

Receives the report Draft Youth Strategy Action Plan (R7927) and its attachment (A1831993); and

Approves the draft Youth Strategy Action Plan (A1831993); and

Allocates the $78,400 budgeted in the Annual Plan 2017/18 for youth activity towards the following for one year as outlined in report R7927:

· Youth Sector Leadership group and projects $58,400

· Youth Forum establishment and actions $20,000

11. CCTV Services 100 - 118

Document number R8072

Recommendation

That the Committee

Receives the report CCTV Services (R8072) and its attachments (A1847247 and A1758371); and

Notes that a new CCTV contract will be prepared for tender, including renewal of existing services and addition of new services; and

Delegates approval of the successful tender to the Chair of the Community Services Committee and the Chief Executive if the budget is exceeded.

12. Community Services Report for 1 July to 30 September 2017 119 - 125

Document number R8048

Recommendation

That the Committee

Receives the report Community Services Report for 1 July to 30 September 2017 (R8048).

13. Youth Council Update

14. Draft Heritage Activity Management Plan 2018 - 2028 126 - 162

Document number R8409

Recommendation

That the Committee

Receives the report Draft Heritage Activity Management Plan 2018 - 2028 (R8409) and its attachment (A1826798).

Recommendation to Council

That the Council

Approves the Draft Heritage Activity Management Plan 2018–2028 (A1826798) as the version to inform the Long Term Plan 2018-2028.

15. Nelson Youth Council - 15 June 2017 163 - 168

Document number M2659

Recommendation

That the Committee

Receives the confirmed minutes of a meeting of the Nelson Youth Council, held on 15 June 2017.

16. Nelson Youth Council - 6 July 2017 169 - 175

Document number M2732

Recommendation

That the Committee

Receives the confirmed minutes of a meeting of the Nelson Youth Council, held on 6 July 2017.

17. Nelson Youth Council - 14 August 2017 176 - 181

Document number M2816

Recommendation

That the Committee

Receives the unconfirmed minutes of a meeting of the Nelson Youth Council, held on 14 August 2017.

18. Nelson Youth Council - 25 September 2017 182 - 188

Document number M2929

Recommendation

That the Committee

Receives the unconfirmed minutes of a meeting of the Nelson Youth Council, held on 25 September 2017.

19. Exclusion of the Public

Recommendation

That the Committee

Excludes the public from the following parts of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Community Services Committee Meeting - Public Excluded Minutes - 31 August 2017	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
2	Status Report - Community Services Committee - Public Excluded - 19 October 2017	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	Commercial Leases - Founders Heritage Park	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)

20. Re-admittance of the public

Recommendation

That the Committee

Re-admits the public to the meeting.

Note:

· Youth Councillors Alana James and Jamie Morgan 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 31 August 2017, commencing at 9.04am

Present: Councillor G Noonan (Chairperson), Councillors M Courtney (Deputy Chairperson), M Lawrey, B McGurk, P Matheson and M Rutledge

In Attendance: Councillors I Barker, B Dahlberg, T Skinner and S Walker, Acting Chief Executive (D Hammond), Group Manager Infrastructure (A Louverdis), Senior Strategic Adviser (N McDonald), Manager Community Partnerships (S Raggett), Manager Building (M Brown), Manager Parks and Facilities (R Bartlett), Manager Communications (P Shattock), Team Leader Project Management (S Whyte), Senior Asset Analyst (D Bartkowiak), Community Partnerships Adviser (S Stiles), Leases Officer (J Read), Property and Facilities Asset Planner (J Edmondson), Administration Advisers (J McDougall and E Stephenson) and Youth Councillor Chekodi Fearnley- Fitzgerald

Apologies: Her Worship the Mayor R Reese and Councillor Fulton

1. Apologies

Resolved CS/2017/053

That the Committee

Receives and accepts the apologies from Her Worship the Mayor and Councillor Fulton.

Noonan/Courtney Carried

2. Confirmation of Order of Business

There was no change to the order of business.

3. Interests

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

4. Public Forum

There was no public forum.

5. Confirmation of Minutes

5.1 13 July 2017

Document number M2753, agenda pages 7 - 13 refer.

Resolved CS/2017/054

That the Committee

Confirms the minutes of the meeting of the Community Services Committee, held on 13 July 2017, as a true and correct record.

McGurk/Courtney Carried

6. Status Report - Community Services Committee - 31 August 2017

Document number R8257, agenda pages 14 - 16 refer.

Resolved CS/2017/055

That the Committee

Receives the Status Report Community Services Committee 31 August 2017 (R8257) and its attachment (A1157454).

Courtney/Rutledge Carried

7. Chairperson's Report

Document number R8258, agenda pages 17 - 19 refer.

The Chairperson presented the report.

Resolved CS/2017/056

That the Committee

Receives the Chairperson's Report (R8258).

Noonan/McGurk Carried

Community Development

8. Ministry of Youth Development Partnership Fund - Budget Allocation

Document number R8187, agenda pages 20 - 43 refer.

Community Partnerships Adviser, Steve Stiles, presented the report and answered questions about the application process, applicant groups and funding.

Resolved CS/2017/057

That the Committee

Receives the report Ministry of Youth Development Partnership Fund - Budget Allocation (R8187) and its attachment (A1812296); and

Approves the allocation of partnership funding of $24,000 for the application to the Ministry of Youth Development Partnership Fund for 2017/18 from existing budgeted allocations.

Rutledge/Courtney Carried

9. Draft Community Partnerships Activity Management Plan 2018-28

Document number R7926, agenda pages 44 - 69 refer.

Manager Community Partnerships, Shanine Raggett presented the report.

Resolved CS/2017/058

That the Committee

Receives the report Draft Community Partnerships Activity Management Plan 2018-28 (R7926) and its attachment (A1766398).

McGurk/Courtney Carried

Recommendation to Council CS/2017/059

That the Council

Approves the Draft Community Partnerships Activity Management Plan 2018-28 (A1766398) as the version to inform the Long Term Plan 2018-28.

McGurk/Courtney Carried

REPORTS FROM COMMITTEES

10. Draft Property and Facilities Asset Management Plan 2018-28

Document number R8251, agenda pages 70 - 103 refer.

Manager Parks and Facilities, Rosie Bartlett and Property and Facilities Asset Planner, Jock Edmondson presented the report and answered questions regarding the overall vision, categorisation, community housing, usage of facilities, and financial data for the Asset Management Plan.

Group Manager Infrastructure, Alec Louverdis, answered questions about the crematorium and the Trafalgar Centre.

Senior Strategic Adviser Nicky McDonald answered a question about community housing and the Long Term Plan.

Attendance: Councillor Lawrey left the meeting from 9.56am to 9.58am.

Resolved CS/2017/060

That the Committee

Receives the report Draft Property and Facilities Asset Management Plan 2018-28 and its attachments (A1819948 and A1654726).

Courtney/Noonan Carried

Recommendation to Council CS/2017/061

That the Council

Approves the Draft Property and Facilities Asset Management Plan 2018-28 (A1654726), as the version to inform the Long Term Plan 2018-28.

Courtney/Noonan Carried

11. Community Investment Funding Panel - 5 July 2017

Document number M2743, agenda pages 104 - 110 refer.

Resolved CS/2017/062

That the Council

Receives the unconfirmed minutes of a meeting of the Community Investment Funding Panel, held on 5 July 2017.

Noonan/Courtney Carried

12. Exclusion of the Public

Resolved CS/2017/063

That the Committee

Excludes the public from the following parts of the proceedings of this meeting.

Rutledge/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	Greenmeadows Centre: User Agreements for Stoke Rugby Football Club, Nelson Cricket Association and Stoke Seniors	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	Greenmeadows Centre - Kitchen alterations and emergency power provision This information could adversely impact negotiations with the contractor regarding the costs of the associated works.	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Greenmeadows Centre: User Agreements for Stoke Rugby Football Club, Nelson Cricket Association and Stoke Seniors

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)

Greenmeadows Centre - Kitchen alterations and emergency power provision

This information could adversely impact negotiations with the contractor regarding the costs of the associated works.

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 10.26am and resumed in public session at 11.53am.

13. Re-admittance of the Public

Resolved CS/2017/064

That the Committee

Re-admits the public to the meeting.

Rutledge/McGurk Carried

There being no further business the meeting ended at 11.54am.

Confirmed as a correct record of proceedings:

Chairperson Date

Community Services Committee

19 October 2017

REPORT R7928

Draft Arts Activity Management Plan 2018-28

1. Purpose of Report

1.1 To approve the draft Arts Activity Management Plan 2018-28.

2. Recommendation

That the Committee

Receives the report Draft Arts Activity Management Plan 2018-28 (R7928) and its attachment (A1766400).

Recommendation to Council

That the Council

Approves the Draft Arts Activity Management Plan 2018-28 (A1766400) as the version to inform the Long Term Plan 2018-2028.

3. Background

3.1 The 2018-28 Arts Activity Management Plan (AMP) sets out the plan for Arts activity and includes public art; community arts and arts services, arts events and festivals; arts facilities and venues.

3.2 Draft Asset and Activity Management Plans are prepared and approved by Council to inform development of the Long Term Plan 2018-28. Following consultation on the Long Term Plan and subsequent decisions, Asset and Activity Management Plans will be updated to align with the adopted Long Term Plan. The final updated Plans will be brought back to Council early in 2018/19 for adoption.

4. Discussion

4.1 This draft AMP will replace the current Arts Activity Management Plan 2015-25 (A1126659).

4.2 It is important to note that this is the draft version and may require updating in the coming months as different key needs and priorities are identified through Long Term Plan consultation and key decisions and the direction for Arts activity may provide for different outcomes. The AMP will be amended accordingly before the final is presented to Council for adoption.

5. Options

5.1 Council can decide to approve the draft Arts Activity Management Plan to inform the Long Term Plan 2018-28, make changes to the draft before approving, or to not approve the draft.

5.2 It is recommended that the Committee seek Council approval of the draft.

6. Conclusion

6.1 Council can decide to approve the draft Arts Activity Management Plan 2018-28 to inform the Long Term Plan, or make amendments to the draft.

Shanine Raggett

Manager Community Partnerships

Attachments

Attachment 1: A1766400 - Draft Arts Activity Management Plan 2018-28 ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

This decision allows Council to set its strategic direction for its support and contribution for Arts activity for the benefit of Nelson.

2. Consistency with Community Outcomes and Council Policy

This decision aligns with Council’s community outcomes:

· We have a strong sense of community, enhanced by activities, festivals, events and celebrations that reflect our distinct environment and people.

· There is a wide range of arts opportunities for everyone to take part in.

The outcome will also feed into Council’s Long Term Plan 2018-28

3. Risk

Approving the draft Arts Activity Management Plan 2018-28 is unlikely to result in adverse consequences. Potential risks of the activity have been identified in the draft Plan.

4. Financial impact

The draft Arts Activity Management Plan 2018-28 sets out the budget for the Long Term Plan. The recommended level of funding is currently set at similar levels to the previous Long Term Plan.

5. Degree of significance and level of engagement

This matter is of medium significance because the draft Arts Activity Management Plan 2018-28 will set the direction for the Long Term Plan. No specific engagement on the activity management plan will be undertaken as this will form part of the engagement on the Long Term Plan

6. Inclusion of Māori in the decision making process

Maori have not specifically been consulted with in regards to this report.

7. Delegations

The Community Services Committee has the responsibility for considering Arts, Culture and Heritage, and Community Festivals and Events.

The Community Services Committee has the power to make a recommendation to Council on Activity Management Plans falling within these areas of responsibility.

Community Services Committee

19 October 2017

REPORT R7929

Nelson Arts Festival Governance

1. Purpose of Report

1.1 To decide on the external governance structure for the Nelson Arts Festival, including the masked parade and readers and writers programme.

2. Summary

2.1 Council decided in the Long Term Plan 2015-25 to establish an independent governance structure for the Nelson Arts Festival and establish an external Transition Group to consider options.

2.2 The Transition Group recommendation of a Council Controlled Organisation was then consulted on with the community and the feedback from this process, as well as a further detailed analysis of risks on each option, leads to the recommendation in this report to establish an Independent Governing Body as a Charitable Trust to oversee the Nelson Arts Festival.

3. Recommendation

That the Committee

Receives the report Nelson Arts Festival Governance (R7929) and its attachments (A1786221) and (A1835044).

Recommendation to Council

That the Council

Establishes a Charitable Trust, registered as the Nelson Festivals Trust, to provide governance and operations of the Nelson Arts Festival as an independent governing body; and

Directs the interview panel to assist/advise the newly appointed Chair to appoint the remaining Trust Board members.

4. Background

4.1 The Nelson Arts Festival is the only one of its kind in New Zealand to be operated by a Council. Most Festivals of this nature are operated by Independent Trust boards.

4.2 Council first formally considered the option to move the Nelson Arts Festival to an external governance structure in 2011, following a review of Festivals by Bbrink consultants (A617920), with another report on Governance Options for the Festival by consultant Helen Gilbert in 2014 (A1252097) leading to the decision in the Long Term Plan 2015-25:

· THAT an independent governance structure be established for the Nelson Arts Festival with transfer of operations to occur in time for the new entity to be responsible for the 2017 Arts Festival;

· AND THAT Council express its preference for the Arts Festival to remain an annual event;

· AND THAT the Masked Parade and Readers and Writers Week be transferred with the Nelson Arts Festival to the independent governance structure;

· AND THAT the allocation in the draft 10 year budget for the Nelson Arts Festival, Masked Parade and Readers and Writers week be confirmed at current levels;

4.3 Since this time, Council established an external Transition Group to consider the options in more detail from a community perspective. On 18 February 2016 Council resolved:

THAT Council approve the draft Arts Festival Transition Group Terms of Reference;

AND THAT the Arts Festival Transition Group is established.

4.4 The Transition Group report was submitted to Council in January 2017 (A1700021), followed by a workshop presentation by the Transition Group Chair in March. Subsequently Council decided to seek feedback from the public on the preferred option of the Transition Group to establish a CCO and in June 2017 resolved:

That the Committee

Notes the recommendation of the Nelson Arts Festival Transition Group to establish a new Council Controlled Organisation to deliver the Nelson Arts Festival, and directs the Chief Executive to:

- Seek feedback from the community on the establishment of a Council Controlled Organisation to deliver the Nelson Arts Festival.

4.5 Feedback was received from 15 submitters and is attached for reference (A1786221). The feedback can be summarised as follows

Response	Number of responses
In favour of CCO	3
Not in favour of CCO	1
Agree on external structure but not sure which	5
In favour of IGB not CCO	4
Other comment – Council representative on external group	1
Other comment – In support of biannual Festival	1
Total	15

4.6 Following receipt of this feedback, a subsequent Council workshop was held in August 2017 to further explore risks and considerations for each option (A1810433).

5. Discussion

5.1 Two options have been considered for this decision, in addition to the status quo. These are a Council Controlled Organisation (CCO), and Independent Governing Body (IGB).

5.2 Both a CCO and IGB would be established and operated as a Charitable Trust with a Trust Board.

5.3 The main benefits of having an external structure include: independence of Council will increase the ability to attract sponsors, benefactor donations, and will mean the entity can apply for Creative NZ Kahikatea funding. Being independent of Council will lead to higher community engagement and sense of ownership of the Festival, staff would be able to focus solely on the Festival, specialist governance and strategic direction for the Festival will be able to be realised.

5.4 Of the two options, an IGB has more benefits because a CCO is more likely to still be associated with Council which may affect the likelihood of obtaining benefactor donations or sponsorship.

5.5 A CCO is the least cost effective option because of the associated administrative and statutory compliance requirements which will be required to be managed by Council as well as officer time. In addition, the audit costs of a CCO are estimated at $10,000 per annum. In the report “Governance Options for the Festival” by consultant Helen Gilbert in 2014 (A1252097), it is noted that: "CCO monitoring and reporting costs including audits may be substantial, and this option potentially has the highest compliance costs of all three options”.

5.6 Council has decided to continue to support the Festival under current budget allocations, so any increased costs such as those associated with CCO requirements will therefore lead to a reduced operational budget for the Festival.

5.7 Though a CCO or IGB have independence of Council, stringent measures of accountability can be put in place through the funding agreement between Council and the entity to ensure Council’s investment meets desired objectives. A CCO would require additional reporting in line with the Local Government Act 2002 and would prepare Statements of Intent to be approved by Council. Though a requirement that will allow for clear objectives to be met, this can also be achieved with an IGB through the funding agreement, with reporting requirements and outcomes required.

Trust Board establishment

5.8 A Trust can be established by Council. It is recommended to have six Trust Board members including a Chairperson. Through the Trust Deed, Council can establish the objectives and the rules of the Trust. This can include that any changes to the rules that the Trust wish to make in future, are subject to Council approval, and is recommended.

5.9 It is not recommended to have a Council appointee on the Trust, rather to have a Councillor Liaison role, as per Council Policy on external appointments 2015 (A1554165). A draft Trust Deed will be prepared and presented to Council for approval.

5.10 It is recommended to establish the Trust with a financial year starting April, ending March. This is in line with standard financial year timing and aligns with the timeframe for the production of the Festival.

Timeframe

5.11 The recommended timeframe to establish the Trust, appoint board members and transition functional operations to the new entity is outlined in outlined in attachment 2 (A1835044).

5.12 The proposed timeframe outlines both the key tasks to establish the structure, as well as timing for the transition of operations such as artistic direction, financial management and contracting, with a staged approach to allow for a smooth transition.

Risk analysis

5.13 The risk analysis undertaken for the Council workshop in August 2017 (A1810433) identified that each option has different levels of risk in different areas. The status quo has the most risks rated ‘high’, followed by a CCO, whilst an IGB had the lowest risk overall.

5.14 The importance of a strong governance board was discussed at the Council workshop, with the need for specific skillsets for the best outcome. There was mixed concern over the ability to source the calibre of Trustees locally, and there was some desire to provide remuneration to attract Trustees. It is recommended not to provide remunerated positions as this aligns with models around New Zealand, as well as the fact that providing Trustee remuneration would subsequently reduce the overall operational budget for the Festival.

Resourcing

5.15 Council has previously decided to continue supporting the Festival at the current budget levels. A grant would be made to the Trust to achieve its outcomes as per a funding agreement. Timing for funding is recommended as follows:

· 2017 – NCC funded and operated

· 2018 – NCC funded and part operated, part Grant to Trust for aspects of operation (transition year)

· 2019 – Grant to Trust for operation of Festival

5.16 The current (2017/18) total cost of the Festival is $943,948 ($337,632 for staff time, $606,316 for operating costs). This is offset by income of around $387,316 from ticket sales, sponsorship and other income. A further amount of $47,500 is attracted in contra sponsorship.

5.17 Under current (2017/18) budget allocations, a grant of $556,632 would be provided to the Trust to deliver the Festival. The Trust would also generate income from ticket sales, brochure advertisements, food and beverage sales, sponsorship and grant funding as well as benefactor donations.

5.18 The level of the grant provided for 2018/19 may be amended depending on which functions might be retained by Council during the transition period (e.g. financial management).

Naming the Trust

5.19 It is recommended that the new entity is named the ‘Nelson Festivals Trust’ for the purposes of establishing the entity. This name allows for the Nelson Arts Festival to be delivered under the Trust while allowing flexibility should the Trust wish to deliver other events in future.

6. Options

6.1 Council has three options to consider, the status quo, to establish a CCO or to establish an independent governing body. The discussion of this report outlines in further detail some of the considerations for each option – the recommended option is to establish an independent governing body. This option provides the most benefits, with the least risk associated to Council and will allow for a higher level of community engagement and sense of ownership of the Festival.

Option 1: Status Quo
Advantages	· Council retains full control over Festival operations
Risks and Disadvantages	· Unable to access additional funding through benefactor donations · Sponsors are less likely to want to sponsor a Council operated event · Staff are unable to focus solely on the Festival · Unable to apply to Creative NZ Kahikatea Fund · Specialist governance skills and expertise not utilised
Option 2: Council Controlled Organisation
Advantages	· Able to access additional sponsorship and benefactor donations · Able to apply to Creative NZ Kahikatea Fund · Staff would be able to focus solely on the Festival · Able to recruit and retain high quality staff and board members who might not be available to be members or employees of a local authority · Governing board members provide specialist governance and strategic direction for the Festival · Community engagement and sense of ownership of the Festival more likely
Risks and Disadvantages	· Still perceived as part of Council · Additional costs associated with a CCO · Costs of running a standalone entity may lead to reduced Festival operational budget
Option 2: Independent Governing Body
Advantages	· Completely independent of Council therefore more attractive to sponsors and donors · Less costly to operate than a CCO model · Able to access additional sponsorship and benefactor donations · Able to apply to Creative NZ Kahikatea Fund · Staff would be able to focus solely on the Festival · Able to recruit and retain high quality staff and board members who might not be available to be members or employees of a local authority · Governing board members provide specialist governance and strategic direction for the Festival · Community engagement and sense of ownership of the Festival more likely
Risks and Disadvantages	· Costs of running a standalone entity may lead to reduced Festival operational budget

7. Conclusion

7.1 Council decided to establish an external governance structure for the Nelson Arts Festival during its Long Term Plan 2015-25.

7.2 In consideration of the risks and benefits of each option, the recommended option is to establish an Independent Governing Body, as a Charitable Trust to operate the Festival, with a transition of operations and a fully effective Trust to be in place by July 2019.

Shanine Raggett

Manager Community Partnerships

Attachments

Attachment 1: A1786221 - Submission feedback on Council Controlled Organisation for the Nelson Arts Festival ⇩

Attachment 2: A1835044 - Nelson Arts Festival transition timeline ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

This decision allows Council to make a contribution to the wellbeing of the community and provide vibrancy to the City in a cost-effective way by establishing an external governance structure to oversee the Festival.

2. Consistency with Community Outcomes and Council Policy

The report aligns with Council’s Community outcome: “our communities have opportunities to explore their heritage, identity and creativity” and specifically “We have a strong sense of community, enhanced by activities, festivals, events and celebrations that reflect our distinct environment and people”.

3. Risk

Risks for the recommended option in this report have been outlined in the body of the report.

4. Financial impact

There are no costs associated with this decision as the recommendation is within existing budget allocations and Council has previously decided to allocate funding towards the external governance structure to operate the Festival within current funding allocations.

5. Degree of significance and level of engagement

The decision to establish an external governance structure for the Nelson Arts Festival was consulted on through the Long Term Plan 2015-25. The Nelson Arts Festival Transition Group consulted with a large number of relevant stakeholders. A public feedback process on establishing a CCO structure resulted in 15 submissions which are attached to this report. No further engagement on this decision is recommended.

6. Inclusion of Māori in the decision making process

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

7. Delegations

The Community Services Committee has the responsibility for considering Community Festivals and Events and has the power to make a decision on this matter.

Community Services Committee

19 October 2017

REPORT R7927

Draft Youth Strategy Action Plan

1. Purpose of Report

1.1 To approve the draft Youth Strategy Action Plan and approve funding for youth activity in 2017/18.

2. Summary

2.1 Council’s Youth Strategy was adopted in August 2017. A draft Action Plan to implement the Strategy has been developed to achieve the vision and goals of the Strategy.

3. Recommendation

That the Committee

Receives the report Draft Youth Strategy Action Plan (R7927) and its attachment (A1831993); and

Approves the draft Youth Strategy Action Plan (A1831993); and

Allocates the $78,400 budgeted in the Annual Plan 2017/18 for youth activity towards the following for one year as outlined in report R7927:

· Youth Sector Leadership group and projects $58,400

· Youth Forum establishment and actions $20,000

4. Background

4.1 In June 2016, Council decided to develop a Youth Strategy, to guide Council’s future investment and support for youth development. Council has developed and consulted on the strategy over the 2016/17 financial year and on 10 August 2017 resolved:

That the Council: Adopts the Youth Strategy (A1580206).

4.2 A subsequent Youth Strategy Action Plan has been drafted to sit alongside the Strategy to set out the activity that will be implemented (A1831993 – attachment one).

4.3 The Action Plan will be delivered through the community, with a partnership approach, driven by the Community Partnerships team. It is a medium term plan with an estimated 3-5 year lifespan, to be reviewed after 3 years, or as necessary.

4.4 The Action Plan has been developed alongside the community, allowing for thorough engagement with the community and youth sector to confirm its direction and to ensure it will meet the needs and aspirations of young people in Nelson.

5. Discussion

5.1 Council’s Youth Strategy outlines four key goals for Council’s commitment to supporting better outcomes for young people. To implement the vision of the Youth Strategy and its goals, a draft Action Plan has been developed which sets out actions and measures for each goal.

5.2 The Action Plan outlines a strategic approach to allocating Council’s resources towards youth to allow for targeted measurable outcomes to drive change rather than through a contestable fund. The opportunity for youth related services to apply for Community Investment Fund grants and agreements to meet specific needs that fall outside the Action Plan will remain.

Engagement process

5.3 Engagement on the draft Action Plan took place to:

· Confirm partners and identify stakeholders.

· Confirm the effectiveness of the activities in the draft action plan with these partners and stakeholders.

5.4 Engagement took place over a day and an evening where potential partners and stakeholders were invited to attend open sessions and provide feedback on the draft Action Plan. Over 130 organisations were invited to attend the sessions and were provided with information relating to the Youth Strategy, the draft Action Plan and an engagement pack.

5.5 Pre-engagement meetings were also conducted with 21 organisations prior to the engagement open sessions to gain further individualised feedback from those interested.

5.6 Over the course of the two engagement sessions

· 38 Individuals / Organisations attended

· 16% of these were young people

5.7 The focus of the engagement was around organisations and agencies that will help to engage the plan, with the key actions of the plan to establish a framework for a youth-led approach to deliver the outcomes.

5.8 The draft Action Plan attached with this report is the final version informed through engagement process.

Partnering for action

5.9 The work Council does to contribute to outcomes for young people identified in the Strategy cannot be achieved in isolation and will be undertaken in partnership with key stakeholders. Working with key agencies and funders will increase collaboration in the sector and allow Council to leverage its contribution.

5.10 Partners include groups such as education providers, non-government and government agencies, health service providers, Marae/Iwi/Kaupapa Maori community groups, local community centres, community organisations, and others, where alignment and partnership is possible. Precedent has already been set with this approach with the successful application process and partnership / co-creation approach that was undertaken for the recent Tō Tātou Hapori (Ministry of Youth Development LG Partnership project) application process.

Meeting Goal outcomes

5.11 The draft Youth Strategy Action Plan proposes several new initiatives to achieve the goals of the Strategy.

5.12 Goal one: positive youth development. Establishing a Youth Sector Leadership group will encourage a community led approach to building a strong youth sector. This will allow future work to be more community-led.

5.13 Goal two: The community told us that a significant barrier to accessing services, was understanding where to go. By mapping youth services, youth and their parents and guardians will be better placed to have access to the services and information specific to them.

5.14 Goal three: physical environment and services, includes improving access to transport information and ensuring local neighbourhoods provide activity for young people to have the opportunity to socialise and engage in their community.

5.15 Goal four: active youth citizenship sees the strength of Nelson’s Youth Council continue and establishing an additional Youth Forum to increase the youth voice from a wider range of young people, including those who are less likely to engage.

5.16 Part of the further engagement with the community will be to test if the Action Plan sufficiently meets the goals, and test the sector-led Youth Sector Leadership group as a mechanism to engage with the delivery and outcomes of the Action Plan, with a report back on outcomes to Council by June 2018 to provide an update and recommend any changes.

6. Resourcing

6.1 The recommendations in this report incur no additional cost to Council. Rather, it focusses current allocations to leverage as much change as possible, while engaging further with the community, especially young people, to action the plan for future years.

6.2 As partnerships in the sector increase and a clearer sector and community led vision for youth development across Nelson grows, Council funding should be flexible and responsive enough to leverage off outcomes from partner and partnership activities.

6.3 It is proposed to undertake a combination of existing as well as new initiatives as identified in the draft Youth Strategy Action Plan

6.4 Continued activity - for the 2017/18 financial year the following activity currently provided for youth (and confirmed in the Annual Plan) will be continued:

Continued activity	2017 /18 existing budget allocation	Fit with Youth Strategy Goal
Youth Events	$30,720	Goal 1, 2
Youth performance event	$30,000	Goal 1, 2
Youth Events and Masked Parade and Carnivale	$8,960	Goal 1, 2, 4
Youth Council	$11,153	Goal 1, 2, 4
Youth council events	$8,232	Goal 1, 4
Community youth volunteer awards	$512	Goal 1, 4
Youth Recreation Programme	$10,924	Goal 1, 2
Connections youth provider forum	$3,000	Goal 2
Youth Nelson	$13,384	Goal 1, 2
Youth Vans	$6,198	Goal 1, 2
Youth Development Fund	$3,273	Goal 1
Street Ambassadors	$48,000	Goal 1, 2, 3

6.5 New initiatives - The new initiatives proposed will help strengthen the youth sector and allow for direct feedback to Council on the draft Youth Strategy Action Plan.

6.6 It is recommend to allocate the current remaining budget of $78,400 to implement the Youth Strategy Action Plan. It is noted that of the $102,400 available for funding youth activity in 2017/18 that $24,000 of this has been allocated to deliver a project that directly relates to Youth Strategy outcomes through the Ministry of Youth Development Tō Tātou Hapori partnership fund. In August 2017 Council resolved:

Approves the allocation of partnership funding of $24,000 for the application to the Ministry of Youth Development Partnership Fund for 2017/18 from existing budgeted allocations.

6.7 It is proposed to allocate the remaining $78,400 budgeted for in the Annual Plan 2017/18 as follows:

New activity

Youth Sector Leadership Group and projects - $58,400

This allocation includes the development of a youth sector leadership group and to support the activities which they will be required to deliver. Each representative organisation will include a young person participating as their youth representative on this group. These activities will be linked to the activities set out in the Action Plan.

A Youth Strategy Implementation Group will be established as part of the Leadership Group – to oversee the implementation of the Youth Strategy Action Plan and ensure a partnership approach is taken.

A collective impact approach will be developed to monitor key indicators for youth wellbeing aligned with Youth Strategy goals. These will be defined and monitored by partners. This approach includes developing key data streams that would inform progress towards goals over a medium term time frame. These could include health/ mental health, education, wellbeing, justice and employment.

5 projects in current financial year will be decided by the youth sector leadership group, these will support a collective impact approach towards the goals indicated in the youth strategy. These will be based on the activities in the youth action plan.

Projects and activities that have taken place across 2017/18 will be profiled to the sector and participating young people and young leaders, through a sector led hui held on project outcomes and successes.

Activities would align with the following activity areas from the Plan:

1.2 – Youth leadership development

2.1 – Youth service mapping

2.2 – Employment pathways

2.3 – Local neighbourhood participation

2.4 – Youth expo

2.8 – Events

3.1 – Places and spaces

3.2 – Transportation

3.3 – Environmental outcomes

4.2 – Youth volunteerism

Indicative budget

General admin of sector group	3,400
Youth sector leadership group capacity development	12,000
Collective impact approach	8,000
Project funding (3-5 projects)	30,000
Outcomes Hui	5,000
Implementation group admin	1,000

Youth Forum establishment and actions - $20,000

To establish the ‘Nelson Youth for Nelson Forum’, run by and for young people.

This includes development and secretariat support and to link in with the Tō Tātou Hapori (MYD LG Partnership project) and the Youth Sector leadership group (final distribution of funds to be decided through co-construction process). There is also a component of increasing engagement via new technologies and a specific focus on development participation and engagement via new technologies in the real world.

Indicative Budget

General admin of sector group / Hui support	2,500
Co-ordination	7,000
Enabling / development of young people / participants	5,000
New Technologies / engagement	5,500

7. Options

7.1 The Committee can decide to:

-Approve the Youth Strategy Action Plan and proposed expenditure. This option is recommended.

-Amend the Youth Strategy Action Plan or proposed expenditure before approved. This option is not recommended.

Option 1: Approve the Youth Strategy Action Plan
Advantages	· Implementation of the Action Plan can begin 2017/18
Option 2: Amend the Action Plan
Advantages	· There may be new ideas Council wishes to add to the Action Plan
Risks and Disadvantages	· Delays could result in the Action Plan no longer being achievable or realistic

8. Conclusion

8.1 Council had adopted its first Youth Strategy to guide its support for youth activity and initiatives. Outcomes of the Strategy will be implemented through the Youth Strategy Action Plan.

8.2 It is recommended Council approve the draft Youth Strategy Action Plan.

Shanine Raggett

Manager Community Partnerships

Attachments

Attachment 1: A1831993 - Draft Youth Strategy Action Plan ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

Council has decided to develop a Youth Strategy to be better positioned to target the funds it has to achieve Council’s desired outcomes in a cost effective manner.

2. Consistency with Community Outcomes and Council Policy

The recommendations support the following Community Outcomes;

· Our communities are healthy, safe, inclusive and resilient

· Our communities have access to a range of social, educational and recreational facilities and activities

· Our Council provides leadership and fosters partnerships, a regional perspective, and community engagement

The recommendations support the following Nelson 2060 objectives;

· We support and encourage leaders across our community.

· We are all able to be involved in decisions.

· Everyone in our community has their essential needs met.

3. Risk

Risk has been reduced through the opportunity for the community to provide feedback on the draft Youth Strategy and the outcomes in the Action Plan align with the Strategy.

4. Financial impact

The recommends in this report do not require any additional resource to that budgeted in the 2017/18 Annual Plan.

5. Degree of significance and level of engagement

This matter is of medium significance because once approved the Youth Strategy Action Plan will implement Council’s targeted support of youth activities. There has been a high level of engagement across the youth sector throughout the development of the Strategy. Because the Action Plan directly links to the Strategy to implement the goals, it is deemed not necessary to undertake any further engagement.

6. Inclusion of Māori in the decision making process

Maori have not been specifically consulted with in writing this report.

7. Delegations

The Community Services Committee has responsibility for considering Community Development, including youth issues, and social well-being. The Community Services Committee has the power to make a decision on this matter.

Community Services Committee

19 October 2017

REPORT R8072

CCTV Services

1. Purpose of Report

1.1 To consider the current CCTV arrangements and those proposed following a review with Police.

1.2 To recommend a way forward with respect to the new CCTV requirements.

2. Recommendation

That the Committee

Receives the report CCTV Services (R8072) and its attachments (A1847247 and A1758371); and

Notes that a new CCTV contract will be prepared for tender, including renewal of existing services and addition of new services; and

Delegates approval of the successful tender to the Chair of the Community Services Committee and the Chief Executive if the budget is exceeded.

3. Background

Current Provision

3.1 Currently Council operates 16 CCTV cameras in Nelson CBD, Neale Park and Victory Square which are monitored by the Nelson Police District Command Centre for security purposes. CCTV cameras are used as one of the primary tools for identifying crime during and after an incident has occurred.

3.2 On Friday and Saturday nights a volunteer from Community Patrol monitors the cameras from 10pm - 3am.

3.3 Council provides for a contractor to maintain the CCTV facilities, which are owned by Council. The services contract has expired and is continuing on a month-by-month basis. A budget of $47,500 is provided annually for maintenance of the current CCTV facilities.

Future Provision

3.4 The positions and quality of the CCTV facilities has been reviewed in consultation with Police.

3.5 The view of Police is that the 16 existing locations need upgrading to allow for facial recognition and that ideally new installations are required at Stoke (2), Nelson CBD North (1) and Anzac Park (1). See attached letter of support from the Police (Attachment 1).

3.6 In addition a mobile camera for short-term site specific monitoring at Council sites that could also aid the Police or EIL would be beneficial.

3.7 The detailed business case is attached as Attachment 2.

Criteria for Consideration of Future CCTV Cameras

3.8 The future determined need for CCTV cameras has been considered on a case-by-case basis. Consideration includes the following criteria:

· Police statistics showing a significantly high crime rate in the area

· Support from residents and business in the area evidenced through letters of support or other documentation

· Consultation with the community to determine the need for and desirability of a camera

· Support from and capacity of the Nelson Police District Command Centre to monitor the cameras.

4. Discussion

4.1 It is assumed that CCTV will continue to be provided by NCC with monitoring by the Police.

4.2 The analysis from Police is that an additional 4 sites are required, making a total of 18 permanent sites.

4.3 A budget of $92,560 has been allocated in 2017/18 for CCTV renewal.

4.4 The estimate for an additional 4 permanent cameras ($10k) and a mobile camera ($20k) is around $30,000, bringing the total required budget to $122,520.

4.5 A budget of $47,500 is provided annually for maintenance of the CCTV facilities. This will be adequate for 2017/18 due to the timing of the procurement of new services.

4.6 Renewal and operational budgets for the 2018-28 LTP will be amended to cater for any decision arising from this report.

4.7 It is timely to re-tender the CCTV services contract and include the provision for the new CCTV cameras. The new tender will include the supply and installation of new cameras, removal of old cameras, operation of the CCTV services, and supply and management of the mobile camera with a maximum contract term of 5 years (3+1+1).

4.8 In addition to CCTV cameras, $120,000 funding is included in the LTP for new traffic cameras at traffic signal sites. These are not secure facilities, do not have data storage and are primarily used for traffic monitoring, but can be used by Police in addition to CCTV if required.

5. Options

5.1 Options considered in the detailed business case are summarised below.

5.2 Officers support going to tender and due to the time constraints and quantum of money involved recommend delegating acceptance of the tender (should the budget be exceeded) to the Chair of Community Services and the Chief Executive.

Option 1: Retain existing cameras and contractor
Advantages	· No initial cost associated with additional or upgrading cameras. · No community engagement required for new or relocated cameras.
Risks and Disadvantages	· Would not meet police standard for facial recognition · Cameras don’t cover wider area · Existing contract will need to be renegotiated, but will not have the benefits of market competition. · No additional camera sites added · No provision for a mobile camera · Risk of loss of service through failure, or camera become irreparable due to age and technology. · Risk of ongoing contract costs, outside market value because not openly tendered. · Cameras are at the end of their economic life, maintenance costs could increase with a decrease in reliability decrease.
Option 2: New Supply, install and operate Contract
Advantages	· Police standard for facial recognition and coverage · Council owns the cameras, so has more control over supply and installation, and retains these in event of default of the operation contract. · Allows for mobility to target new areas of concern · Lower operational costs
Risks and Disadvantages	· High capital costs for initial setup · Suitable locations for new camera installations can be secured · Tender prices exceed estimates so would require additional budget or reconsideration of services provided. · Public consultation for new camera locations could be contentious
Option 3: New Lease and Operate Contract
Advantages	· Less capital cost · Upgraded, new and mobile cameras are included
Risks and Disadvantages	· High capital cost for initial setup. · Given technological advances, useful life of cameras may be less than expected, could lead to early renewal. · Suitable locations for new and relocated cameras can be found. · Tender prices exceed estimates so would require additional budget or reconsideration of services provided. · Public consultation for new camera locations could be contentious

Peter Anderson

Manager Roading and Utilities

Attachments

Attachment 1: Letter of Support from Nelson Police (A1847247) ⇩

Attachment 2: Business Case for Renewal CCTV (A1758371) ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

Providing for pubic security and safety is a good fit with the purpose of Local Government.

2. Consistency with Community Outcomes and Council Policy

This project contributes to Goal 9 of Nelson 2060: Everyone in our community has their essential needs met by providing people friendly, safe public spaces by providing an unobtrusive security tool to help Police address antisocial and/or illegal activities.

3. Risk

The success of this project is very high because it has Police support. This project reduces the risk associated with accidental loss of service from the current old technology by planning for new and upgraded technology. The project has assessed the risk to security in the city, and provides CCTV cameras in new locations of current demand. The changing demands are catered for with a mobile camera.

4. Financial impact

A new tender will likely be more than the current renewals budget. The current 2017/18 operational budget of $47,500 is expected to be adequate.

There is not expected to be additional staffing resources required for the CCTV work as this is already included in staff time allocations, and the specific operation of the CCTV services will be contracted out to external providers.

5. Degree of significance and level of engagement

This matter is of low significance but does have a social benefit. General public notification will be through Our Nelson and mandatory signage at CCTV locations as required by the Police Crime-prevention-cameras-CCTV-public-places-policy.

6. Inclusion of Māori in the decision making process

Maori have not been consulted on this report.

7. Delegations

The Community Services Committee has the responsibility for community facilities, and the power to make a recommendation to Council on matters relating to this area of responsibility.

Community Services Committee

19 October 2017

REPORT R8048

Community Services Report for 1 July to 30 September 2017

1. Purpose of Report

1.1 To provide a quarterly update on activity and performance for activities within the Community Services portfolio.

2. Recommendation

That the Committee

Receives the report Community Services Report for 1 July to 30 September 2017 (R8048).

3. Background

3.1 The report provides progress reporting on activities falling within the area of responsibility of the Community Services Committee. It seeks to give some further detail on progress on annual plan projects and other matters falling under the Community Services portfolio.

4. Discussion – Libraries and Heritage Facilities

4.1 This activity area includes the three libraries, Founders Heritage Park, heritage houses (and their grounds), and associated heritage activities.

4.2 Libraries' 175th Anniversary - The Nelson Library Service celebrated its 175 years anniversary on 27 September 2017. There were speeches, cake, period performance, quiz night, and other activities throughout the day.

4.3 Adult Learners Week - This annual event encourages adult literacy. The week ran from 4 to 11 September, and included such activities as speed scrabble and a prize drawing. It concluded with a capacity audience to see NZ author Kate De Goldi. Literacy is one of the major emphases for Nelson libraries now and into the future.

4.4 Elma Turner Library Redevelopment– work continues on the business plan for a community hub. A workshop was held on 31 August which gave examples of what a hub might include. The Chair and Group Manager Community Services visited examples of community hubs and libraries in Foxton, Levin and Palmerston North on 25 September.

4.5 Nightingale Memorial Library – the upgrade has now been completed. The foyer is completely refurbished, the staffroom and entryway to the main library room are remodelled, toilets have been reconfigured, a new customer service desk has been added, and reroofing and painting has been done. There will be an official opening celebrated from 11 am to 2 pm on Sunday 15 October.

4.6 Founders Heritage Park – Founders Heritage Park - The work plan for the new budget year is in place and staff are busy getting onto the projects and tasks involved in that. Founders is gearing up for its part in the Nelson Arts Festival in October, with many events scheduled there. A new Wifi system is being installed at Founders, in time for that festival.

4.7 Heritage houses – The Broadgreen Society held its AGM on 22 September, and the Chair, the Manager Libraries and Heritage, and the Heritage Programmes Officer attended. The Programmes Officer presented a full report of all the activities that Council helped coordinate over the past year. An interesting programme followed the AGM, highlighting the unique textiles collection at Broadgreen. At Melrose House, plans are underway by the Melrose Society to install the latest in Wifi technology, to help with further attracting meetings and conferences. Other potential projects at Melrose are in discussion between the Society and Council. Isel House is being geared up for the popular annual "Isel in Bloom" event, to be held Labour Day weekend.

4.8 Heritage staffing - The new Heritage Advisor, Tom Ransom, has been meeting people across the Nelson heritage sector since his start in August. He is presently focussed on getting established in the job and on organising the Heritage Week activities for April. Working across Council heritage facilities will be a Displays and Collections staffing role, which is currently undergoing recruitment.

5. Discussion – Community Partnerships

5.1 This activity area includes Community Development, Community Investment Funding, Community Festivals and Events, Arts and Culture, and the Youth Council.

Community Development

5.2 Governance Capacity Development project underway with Council working in Partnership with the Rata Foundation, Department of Internal Affairs and Volunteer Nelson to understand further the governance needs of third sector organisations in Nelson. Research phase is currently being undertaken with a likely launch event to take place in November. This event will help governance bodies plan how they would like to translate these findings into a stronger sector.

5.3 The Age Connect project report was launched and Age Connect coalition beginning their work streams across Communications, Intergenerational, Transport, Groups and Organisations, Technology.

5.4 The Nelson Tasman Settlement Forum was engaged with by NCC regarding pre-engagement for the Long Term Plan

5.5 Consultation was carried out on the Youth Strategy and the Youth Strategy Action Plan.

Community Investment Fund

5.6 The Community Investment Fund Small Grants scheme closed 18 August – 61 applications were received covering a wide variety of activity – decision meeting in October. Total funding of $50,000 is available with grants to be up to $2500.

5.7 Community Investment Fund Agreements (large grants) were allocated by the Panel In July, a total of $73,820 was given to 13 organisations:

Name of organisation	One sentence summary	Approved
IHC New Zealand Incorporated	To work with existing organisations to increase volunteer opportunities for people in Nelson with intellectual disabilities.	$4,000
Male Room Incorporated	To provide males with guidance and support to strengthen their family and community connections.	$8,000
Neighbourhood Support Nelson	To set up and support neighbourhood support groups and foster community cohesion and resilience.	$7,000
Nelson Community Christian Night Shelter Trust	To provide temporary accommodation for people in Nelson.	$3,000
Nelson Community Foodbank Trust	Provide food parcels at no cost to people in the Nelson community facing short-term hardship, and specifically to purchase a laptop and printer and contribute to rent costs.	$6,350
Nelson Environment Centre	Kai Rescue project: to rescue food that is edible but not saleable and redistribute it to charities and community groups.	$4,995
Nelson Multicultural Council	To enhance relationships, integration and improve communication through intercultural awareness.	$6,000
New Zealand Council of Victim Support Groups Incorporated	To ensure a range of practical and emotional support services are provided to Nelson victims of crime and trauma.	$6,000
Postnatal Depression Support Network Nelson Incorporated	Confidential and professional counselling for mothers in need.	$5,500
Q-Youth	An exploration of the issues and concerns facing queer youth in our region through community drama.	$4,000
Stoke School	Positive inter-generational connections and reciprocal learning relationships	$4,600
Victory Community Centre	To deliver the Victory on the Move programme of activities.	$3,375
Volunteer Nelson	To increase volunteer recruitment and participation in volunteer activities by people over 60 years of age.	$11,000
	Total:	$73,820

Festivals and Events

5.8 Nelson Arts Festival programme launch was held on 26 July for the event which runs from 11 to 27 October.

5.9 Tickets are still on sale with some shows near sell-out. There has been particular interest in Maungatapu, Hudson & Halls and That Bloody Woman.

5.10 China Week will run from 6 to 11 November 2017. The program is just being finalised and will include business, community, arts and cultural events.

Arts Festival transition

5.11 Feedback was sought from the community on the establishment of a Council Controlled Organisation to deliver the Arts Festival.

5.12 A workshop was held on 31 August to discuss risks and opportunities with different models. A report with recommendations for structural change is scheduled for this agenda.

Youth Council

5.13 Youth Council recruitment closes 19 October for 2018.

5.14 Youth Council hosted a well-attended General Election candidates’ event 23rd August at NMIT.

6. Discussion – Community Facilities

6.1 This activity area includes Community Centres and Halls, Cemeteries and Crematorium, and Community Housing.

6.2 Greenmeadows Centre

6.3 Following the recent decision to make improved changes to the kitchen area and changes to the electrical switchboard (which will allow the Centre to accommodate a generator allowing it to be used in cases of emergencies) the completion date of Dec 2017 has been revised to February 2018.

6.4 The wet weather and current tight resources experienced nationwide by the building industry is placing pressure on the contractor to meet this revised deadline. However, officers are working very closely with the contractor to achieve the February deadline.

6.5 Cemeteries and Crematorium

6.5.1 Usage as follows:

	Human cremations	Chapel services	Pet cremations
July	34	10	19
August	37	13	61
September	37	13	36

6.5.2 Parking lines outside the chapel have been added to make parking and manoeuvring easier for visitors to the chapel and funeral directors.

6.6 Community Centres and halls

6.6.1 Bookings (hours used) per month over the last quarter were as follows:

6.6.2

	Trafalgar St Hall	Stoke Hall	Wakapuaka Hall	Trafalgar Pavilion
July	55 (94)	79 (200)	2 (2.5)	10 (98)
August	66 (132)	79 (234)	5 (6)	9 (49)
September	74 (158)	70 (169)	5 (9)	3 (17)

6.6.3 Several regular groups continue to utilise the community halls, ranging from Tai Chi, Salsa and yoga, to Stoke Seniors art group, indoor bowls, table tennis and badminton. Stoke Hall and Trafalgar Street Hall have significantly higher use than Wakapuaka Hall and Trafalgar Pavilion. The Pavilion is an excellent venue for training sessions and seminars, which is reflected by the number of hours it is used, relative to the number of bookings.

6.6.4 A recent highlight at Trafalgar Street Hall was installing three new heat pumps to replace the old ceiling hung heaters. The heat pumps have resulted in many positive comments being made about the improved experience through the winter.

6.7 Community Housing – The new contract with the Nelson Tasman Housing Trust has been finalised, and the Trust will take over the management and tenancy support functions from 1 November.

7. Options

7.1 This report is for information and there are no substantive decisions required.

Chris Ward

Group Manager Community Services

Attachments

Nil

Important considerations for decision making

1. Fit with Purpose of Local Government

This report details a number of local public services that Council provides to its community.

2. Consistency with Community Outcomes and Council Policy

Community Services activities contribute to the following community outcomes:

Our urban and rural environments are people-friendly, well planned and sustainably managed; and

Our communities are healthy, safe, inclusive and resilient; and

Our communities have opportunities to celebrate and explore their heritage, identity and creativity; and

Our communities have access to a range of social, educational and recreational facilities and activities.

3. Risk

There is no risk associated with receiving this report.

4. Financial impact

There is no financial impact associated with this report.

5. Degree of significance and level of engagement

This matter is of low significance as it is a report back on approved activities.

6. Inclusion of Māori in the decision making process

Maori have not been involved during the preparation of this report.

7. Delegations

This report has been written to cover the areas of responsibility delegated to the Community Services Committee.

Community Services Committee

19 October 2017

REPORT R8409

Draft Heritage Activity Management Plan 2018 - 2028

1. Purpose of Report

1.1 To approve the draft Heritage Activity Management Plan 2018-28.

2. Recommendation

That the Committee

Receives the report Draft Heritage Activity Management Plan 2018 - 2028 (R8409) and its attachment (A1826798).

Recommendation to Council

That the Council

Approves the Draft Heritage Activity Management Plan 2018–2028 (A1826798) as the version to inform the Long Term Plan 2018-2028.

3. Background

3.1 The 2018-28 Heritage Activity Management Plan (AMP) sets out the plan for Heritage activity and includes Founders Heritage Park, three Historic Houses, and heritage activities such as Heritage Week.

3.2 This AMP does not cover asset management of heritage buildings; that is included in the Property and Facilities Asset Management Plan (A1654726).

3.3 Draft Asset and Activity Management Plans are prepared and approved by Council to inform development of the Long Term Plan 2018-28. Following consultation on the Long Term Plan and subsequent decisions, Asset and Activity Management Plans will be updated to align with the adopted Long Term Plan. The final updated Plans will be brought back to Council early in 2018/19 for adoption.

4. Discussion

4.1 This draft AMP will replace the current Heritage Activity Management Plan 2015-2025 (A372602).

4.2 It is important to note that this is the draft version and may require updating in the coming months as different key needs and priorities are identified through Long Term Plan consultation and key decisions and the direction for Heritage activity may provide for different outcomes. The AMP will be amended accordingly before the final is presented to Council for adoption.

5. Options

5.1 Council can decide to approve the draft Heritage Activity Management Plan to inform the Long Term Plan 2018-28, make changes to the draft before approving, or to not approve the draft.

5.2 It is recommended that the Committee seek Council approval of the draft.

6. Conclusion

6.1 Council can decide to approve the draft Heritage Activity Management Plan 2018-28 to inform the Long Term Plan, or make amendments to the draft.

Jay Robinson

Manager Libraries and Heritage Facilities

Attachments

Attachment 1: A1826798 Draft 2018-28 Heritage Activity Management Plan ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

This decision allows Council to set its strategic direction for its support and contribution for Heritage activity for the benefit of Nelson.

2. Consistency with Community Outcomes and Council Policy

This decision aligns with Council’s community outcome:

· We celebrate and acknowledge our heritage and our history and how that contributes to our distinctive identity.

The outcome will also feed into Council’s Long Term Plan 2018-28.

3. Risk

Approving the draft Heritage Activity Management Plan 2018-28 is unlikely to result in adverse consequences. Potential risks of the activity have been identified in the draft Plan.

4. Financial impact

The draft Heritage Activity Management Plan 2018-28 sets out the budget for the Long Term Plan. The recommended level of funding is currently set at similar levels to the previous Long Term Plan.

5. Degree of significance and level of engagement

This matter is of medium significance because the draft Heritage Activity Management Plan 2018-28 will set the direction for the Long Term Plan. No specific engagement on the activity management plan will be undertaken as this will form part of the engagement on the Long Term Plan

6. Inclusion of Māori in the decision making process

Maori have not specifically been consulted with in regards to this report.

7. Delegations

The Community Services Committee has the responsibility for considering Arts, Culture and Heritage, and Community Festivals and Events.

The Community Services Committee has the power to make a recommendation to Council on Activity Management Plans falling within these areas of responsibility.

Minutes of a meeting of the Nelson Youth Council

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

On Thursday 15 June 2017, commencing at 1.00pm

Present: J Morgan (Chair), L Amos, L Bloomfield, S Corkery, S Cronin, E Edwards, C Fearnley-Fitzgerald, C Hagan, A Hunter, A James, L Ly, R Panting, E Rais, J Ripley, C Rollo, F Sawyer, J Stallard, L Wilkes,

In Attendance: Councillor McGurk, Councillor Acland, Councillor Noonan, Councillor Matheson, Councillor Walker, Children’s and Young Adults Librarian (N Sharpe), Community Partnerships Adviser (S Stiles), and Cadet – Community Partnerships (K McLean)

Apologies: Apologies were noted from Ben Rumsey and Annie Tonks.

1. Apologies

Apologies were noted from Ben Rumsey and Annie Tonks.

2. Confirmation of Minutes

2.1 12 May 2017

Document number M2563, agenda pages 5 - 12 refer.

Resolved YC/2017/012

That the Youth Council

Confirms the minutes of the meeting of the Nelson Youth Council, held on 12 May 2017, as a true and correct record.

Rollo/James Carried

3. Councillor Gaile Noonan

Councillor Noonan lead a discussion around mental health. She gave the Nelson Youth Council an update on an event that helped her to understand what mental health felt like and how dark that feeling was. Councillor Noonan also spoke about strategies that can help and how mental illness can be hereditary.

Youth Councillors shared their experiences around accessing services and how they would like to see things change such as online booking systems when seeking counselling services.

4. Libraries Update

Children’s and young adults Librarian, Nicki Sharpe, introduced herself and spoke about service improvements and new services at the libraries. These included:

· Faster and better Wi-Fi coverage

· Young adults area has been moved

· New youth space

· Visits from high schools

· Steam Club

· Young Adults Club at Stoke Library

· Hearthstone online game.

5. Submission on the Draft Suicide Prevention Strategy

Stuart Corkery updated the group on a decision he had made to step down from leading this project, due to deadline and time frame issues.

Samantha Cronin lead a discussion around the two sub-group meetings she had with Chris Alison and updated Councillor Acland on the strategy and Youth Councils main reason for submission.

6. Conflict of Interest

This item was passed and will be on the 14 August 2017 Youth Council agenda.

7 Youth Speak with Sport Tasman

Josephine Ripley updated the group on this project and explained the dragons den workshop. Josephine expressed interest in any ideas on how to get more people involved.

Chekodi Fearnley-Fitzgerald explained in more detail to the group about the award. She covered who won it and explained about the proposed application which took the winning prize.

The group discussed next year’s involvement in this project.

7. Active Transport

Linda Ly and Samantha Cronin, spoke to the group about the meeting they had and how Nelson City Council is looking at adopting other transport. She explained that the Stoke loop will be stopped on the 01 July 2017.

Samantha Cronin mentioned collecting opinions about how they use transport and having another workshop with the new information gathered.

Councillor Acland raised concerns if the reasoning behind youth not biking could be linked to social perception of it not being “cool”.

Youth Councillors shared their views on why more youth don’t cycle and that there needs to be more safe cycle ways. It was noted that it’s cooler for males to cycle than it is for females.

8. Environmental Project

Jenna Stallard update the group on moving forward with this project and discussed the ideas around upcycling bikes to put them around the city.

9. Skate Park Project

Campbell Rollo informed the Youth Council about his meetings with Parks and Facilities Contract Supervisor, Mitch Pownall. Campbell explained the ideas they have come up with and that they will send out an email to Youth Council members on how they are moving forward with this project.

Emma Edwards expanded in more detail about the competition they are planning on having, which will determine the design of the skate park.

10. General Election Project

Chekodi Fitzgerald-Fearnley and Reuben Panting updated the group on the progress that has been made with this project to date. Chekodi mentioned an idea around meeting booths.

11. Activate: South Island Youth Connect

Chekodi Fitzgerald-Fearnley, Jenna Stallard and Lilly-Joy Amos reported back to the Nelson Youth Council about their trip to Kaipoi and the Activate conference.

They mentioned the workshops they attended, difficult things that may come up, refugee Youth Councillors, tips on what other Youth Council do to get the most out of there Councils, team building, Treaty of Waitangi and well-being.

It was agreed by all Youth Council members that Emma, Jenna and Chekodi would compile a package of all the information they learnt at Activate and get this to all members of the Nelson Youth Council.

12. Draft City Amenity Bylaw and Youth Council Submission

Cassandra Hagan explained about their completed submission for protesting and what this bylaw entails.

Chekodi Fitzgerald-Fearnley spoke about the subgroup meeting and how effective this was. She mentioned involvement and how it would be great if everyone came and helped out.

Councillor McGurk spoke to the Youth Council about putting in a submission for freedom camping and informed the group of when submissions close and discussed how highly polarising this issue is.

13. Rockquest Award

Alana James spoke to the group about Rockquest and how she felt the process went (compared to last year), and the better results they achieved this year.

Alana mentioned that know online promotion had been done as of yet and it needed to be completed.

A discussion from Youth Council members was held around how they promote themselves at such events.

14. Council Meetings

14.1 Works and Infrastructure Committee meeting – 18 May 2017

Fynn Sawyer and Linda Ly provided an update on the Works and Infrastructure Committee meeting. Fynn mentioned that two cycle ways were discussed and the Tahunanui cycle way was approved. Fynn also spoke about good health and how cycle ways are a fun way to exercise.

14.2 Planning and Regulatory Committee meeting – 25 May 2017

Emily Rais updated the Youth Council on the Planning and Regulatory Committee meeting. She explained about what she had learnt about flooding and earthquake risks.

Emily mentioned discouraging smoking in outdoor areas and encouraging people to reach a smoke free goal by 2025.

Cassandra updated the Youth Council about a workshop she attended called Nelsons Vision, she attended this after the Planning and Regulatory Committee meeting.

14.3 Sport and Recreation Committee meeting – 30 May 2017

Josephine Ripley reported back to the Youth Council about the Sport and Recreation Committee meeting and a discussion was held around the holiday park opening and how much security was needed in the holidays.

14.4 Community Services Committee meeting – 01 June 2017

Emma Edwards updated the Youth Council on the Youth Strategy and the potential for submitting.

Alex Hunter spoke about Arts Festival and how it’s internally run with the possibility of transitioning to external arrangements.

Councillor McGurk explained why they are looking at the Arts Festival being externally run and the benefits for more community input.

15. Youth Week

Lilly-Joy explained youth week and updated the group on how they interviewed youth asking what they wanted Councillors to know and then uploading this to Facebook.

A discussion was held in regards to the large amount of views the videos received and Youth Councils thoughts on looking at doing something similar in the future.

16. General Business

Councillor Acland explained the bylaw around freedom camping and asked if Youth Councillors would want to make a submission on this. Youth Council members wanting to submit were; Chekodi, Linda, Lilly-Joy, Cassandra, Samantha, Josephine, Luke, Campbell, Jenna and Alex.

Fynn Sawyer spoke to the Youth Council about suicide prevention and ideas around a stage show with a guest speaker. Youth Council members interested in this project were; Chekodi, Emma, Jenna, Josephine, Linda, Samantha, Lilly-Joy, Cassandra, Luke, Alana, Fynn, Alex, Stuart, Liam and Campbell. Fynn will follow this up in a personal capacity.

Jenna Stallard spoke about the Youth Strategy and asked who wanted to be involved in the submission of this. Those interested were; Chekodi, Emma, Jenna, Josephine, Samantha, Lilly-Joy, Cassandra, Alana, Fynn, Jamie, Alex, Campbell and Emily.

Councillor McGurk asked if any members of the Nelson Youth Council would be interested in accompanying him to the Iron Duke Sea Scouts on 22 June 2017. Those interested were Samantha and Jenna.

Community Partnerships Adviser, Steve Stiles asked for any interest in the Festivals for the Future, held in Auckland from the 04-06 August 2017. Those interested were; Rueben, Campbell, Emma and Emily. Steve Stile also informed Youth Council of a contact sheet located on the table at the back of the room and if they could please update their details on the way out.

There being no further business and the meeting ended at 2.46pm.

Confirmed as a correct record of proceedings:

Chairperson Date

Minutes of a meeting of the Nelson Youth Council

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

On Thursday 6 July 2017, commencing at 1.02pm

Present: R Panting (Chairperson), S Corkery, S Cronin, C Fearnley-Fitzgerald, C Hagan, A Hunter, L Ly, J Morgan, E Rais, J Ripley, C Rollo, B Rumsey, F Sawyer, and J Stallard

In Attendance: Acting Chief Executive (D Hammond), Councillors B McGurk and S Walker, Asset Management Engineering Adviser (S McAuley), Community Partnerships Manager (S Raggett), Community Partnerships Adviser (S Stiles), Community Partnerships – Cadets (A Borlase and K McLean).

Apologies: Lilly-Joy Amos, Liam Bloomfield, Emma Edwards, Alana James and Annie Tonks.

1. Apologies

Apologies were noted for absence from Lilly-Joy Amos, Liam Bloomfield, Emma Edwards, Alana James and Annie Tonks.

2. Confirmation of Minutes

2.1 15 June 2017

Document number M2659, agenda pages 5 - 10 refer.

Motion[YC/2017/013]

That the Youth Council

Confirms the minutes of the meeting of the Nelson Youth Council, held on 15 June 2017, as a true and correct record.

Stallard/Rais Carried

3. Active Transport

Asset Management Engineering Adviser, Sue McAuley, attended and provided information about Council transport work and what they are wanting to achieve in the new financial year. Sue McAuley engaged the Nelson Youth Council in a discussion around what the Nelson Youth Council thought were barriers around youth not engaging in public transport and how they can change the attitude of youth.

Some feedback Nelson Youth Council gave around barriers for youth not using public transport:

· Attitude of youth

· Bus cost – a subsidised student fare would help

· Payment methods – Sue McAuley explained electronic ticketing will be available around June 2018

· Bus frequency

· Reliability of buses – Sue McAuley encouraged anyone with feedback on unreliable buses to contact her and feed any information back to her.

A discussion was held around electronic buses and Sue McAuley mentioned this is in the pipeline and a possibility in the next four years. Ms McAuley explained to the group about how retendering contracts work, while also explaining engine requirements and how often they are updated.

Councillor McGurk asked about extending current bus routes and if this was part of the review and what were the lessons learnt from the Stoke bus route. Sue McAuley explained the main lessons learnt with this bus route and invited Nelson Youth Council to a workshop being held on 16 August 2017.

Those interested in attending were; C Fearnley-Fitzgerald, J Stallard, J Ripley, C Hagan, F Sawyer, J Morgan, A Hunter, C Rollo and E Rais.

4. Engagement beyond Youth Council

Nelson Youth Councillor, Jenna Stallard lead a discussion with the group on youth engagement and how they can better engage with youth.

Miss Stallard opened the floor up for ideas to improve engagement with youth. Ideas discussed were:

· Share what is happening at Council in schools

· Encourage other cultures to apply for the Nelson Youth Council

· Facebook

· Snapchat

· Sharing information off the Nelson Youth Councils Facebook page on members personal pages for more views

· Book slots to speak at assemblys

· Utilise social media

· YouTube blogging

· Voting sub-committee.

5. Trustpower Community Awards

Nelson Youth Councillor, Alex Hunter updated the group on the Trustpower Community Awards. Miss Hunter explained how great she found the event and acknowledged the Nelson award that the Nelson Youth Council won along with the prize money of five hundred dollars.

Nelson Youth Councillor, Emily Rais acknowledged last year’s Nelson Youth Council members for their hard work contributing to the award and spoke about how great it is when people see the amount of community volunteer work the Nelson Youth Council do.

It was noted that a decision was not made on what to spend the five hundred dollars on.

6. Submission on the Draft Suicide Prevention Strategy

Nelson Youth Councillor, Samantha Cronin thanked everyone for their help on getting a very thorough submission completed on the Draft Suicide Prevention Strategy.

7. Conflict of Interest

Community Partnerships Adviser, Steve Stiles distributed two documents:

· Draft Nelson Youth Council Declaration of Interests (A1790838) and

· Draft Youth Council Interest Register Outline (A1790845).

Nelson Youth Councillor, Fynn Sawyer lead a discussion around the Draft Youth Council Interest Register and asked for feedback.

Councillor McGurk explained reference of personal decisions, political views, leaders in the community, closed minds, high thresholds, interests and public perceptions.

Councillor Walker gave an example of a situation he had recently been in where he had a conflict of interest, which resulted in him seeking legal advice and stepping down from the interest he had. In doing this he was taking himself to a common level where there was longer a conflict of interest. Councillor Walker explained involvement and how Council take steps compared to how Youth Council would.

A discussion was held around the wording of the Draft Youth Council Interests Register Outline. It was decided that the wording “should not be involved with decision making around this interest” should be changed to “where a conflict of interest is declared a Youth Councillor will be made aware and the conflict will be dealt with on a case by case basis”.

Resolved YC/2017/014

That the Nelson Youth Council

Approves Draft Youth Council Interest Register subject to the change “A Youth Councillor will be made aware and the conflict will be dealt with on a case by case basis”.

Rollo/Stallard Carried

Chairperson, Reuben Panting acknowledged Acting Chief Executive David Hammond and welcomed Mr Hammond into the Public Forum.

Attendance: The meeting was adjourned from 1.31pm to 1.36pm, during which time a meal break was given.

8. Skate Park Project

Nelson Youth Councillor, Campbell Rollo updated the group on this project and spoke about working towards a timeline. Campbell explained how the painting will be judged and that only one painting would be expected by one winner.

Campbell informed the group of a meeting coming up on 19 July 2017 at 10.30am if anyone was interested and asked if they could contact him if they wanted to attend this meeting.

9. General Election project

Nelson Youth Councillor, Chekodi Fearnley-Fitzgerald updated the group on the progress with this project and spoke in more detail around advanced voting.

10. Draft City Amenity Bylaw and Youth Council submission

Nelson Youth Councillor, Chekodi-Fearnley Fitzgerald gave an update on the Draft City Amenity Bylaw submission and explained some of the challenges of making an oral submission.

Councillor McGurk gave feedback to those involved with the submission and explained there were 319 submission, 314 that were opposed to the Bylaw. He explained that Youth Council was the only ambivalent submission and appeared to try and please everyone.

Youth Council member, Cassandra Hagan replied to Councillor McGurk explaining that young people had very different views and their submission reflected this.

Councillor Walker expressed to the group how well he felt the Nelson Youth Council members did in the difficult situation they were in.

Attendance: Ben Rumsey left the meeting at 2.25pm.

11. Environmental Project

Nelson Youth Councillor, Fynn Sawyer thanked everyone and updated the group on the big changes that have been made around upcycling bikes and how it is not the best use of Youth Council members time. Fynn explained this decision as being informed by previous projects where bikes were found dumped in the river.

Fynn Sawyer updated the group on a new project plan aimed at helping Council focus on environmental outcomes and submitting on environmental issues.

Attendance: Ben Rumsey returned to the meeting at 2.30pm.

Fynn explained Youth Councils position and how they can make a big impact and provide benefits to the community.

12. NRSBU Resource Consent Meeting Bell Island Wastewater Treatment Plant

Nelson Youth Councillor, Jenna Stallard updated the group on the Bell Island treatment plant applying for renewal. Jenna explained how this treatment plant works and in more detail about the treated water, location, Iwi, public health, risk assessments and safety. Jenna mentioned in 2018 for future Youth Council members there will be a chance to make a submission.

Councillor Walker spoke about his knowledge on the treatment plant and that he can arrange a visit for any Youth Council members interested in doing so.

13. Youth Strategy Submission

Nelson Youth Councillor, Fynn Sawyer thanked the group and gave an individual thanks to Youth Council member, Jenna Stallard. Fynn explained that the submission was delivered to Council and spoke about the Action Plan Council will be developing out of the Youth Strategy and how it is just as important to submit on the Action Plan, if not more important.

14. Freedom Camping Bylaw

Nelson Youth Councillor, Emily Rais updated the group on this project to date and asked if anyone could make the next meeting on 06 July 2017.

15. Council Meetings

15.1 Full Council meeting – 22 June 2017

Chairperson, Rueben Panting gave an overview of the main points from the Full Council meeting. These included:

· Minor changes to the progress report

· Annual Plan

· The Mayors report

· Capital expenditure.

Councillor McGurk explained the importance of this meeting and mentioned this meeting had a large impact on the community, yet the public gallery was empty.

15.2 Works and Infrastructure Committee meeting – 29 June 2017

Nelson Youth Councillor, Emily Rais summarised the Works and Infrastructure Committee meeting and went into more detail around the bike route through Tahunanui and Bolt Road.

15.3 Sport and Recreation Committee meeting – 04 July 2017

Nelson Youth Councillor, Fynn Sawyer updated the group on the Sport and Recreation Committee meeting and mentioned in more detail about the mountain bike hub at the Brook, Andrews Park and the decision to have 30 car parks there.

16. General Business

Youth Councillor, Jamie Morgan wanted to clarify recommended meetings and how many you can miss. Community Partnerships Adviser, Steve Stiles informed the group that there is currently no number however, if you miss 2 meetings without giving your apologies then Youth Council members can decide to strike off the member breaching this rule.

It was decided that missing meetings will be on the Agenda for 14 August 2017 Youth Council meeting.

It was decided Sister Cities will be on the Agenda for 14 August 2017 Youth Council meeting.

It was decided that Festivals will be on the Agenda for 14 August 2017 Youth Council meeting.

It was decided that Policy Coordinator, Jane Loughnan will be invited to provide information on the long term plan at the 14 August 2017 Youth Council meeting.

Community Partnerships Adviser, Steve Stiles made the group aware of a koha of $100.00 had been given to the Nelson Youth Council for a presentation at the Nelson Tasman Youth Workers Collective meeting.

There being no further business the meeting ended at 2.58pm.

Confirmed as a correct record of proceedings:

Chairperson Date

Minutes of a meeting of the Nelson Youth Council

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

On Monday 14 August 2017, commencing at 1.01pm

Present: C Fearnley-Fitzgerald, S Corkery, E Edwards, C Hagan, A Hunter, A James, L Ly, J Morgan, R Panting, E Rais, C Rollo, B Rumsey, J Stallard and A Tonks.

In Attendance: Councillors K Fulton, B McGurk, and S Walker, Manager Community Partnerships (S Raggett), Policy Advisor (G Thorpe), Community Partnerships Advisor (S Stiles), Programme Coordinator Festivals (C Unwin), Masked Parade and Carnival Coordinator (M Blackman), Sister Cities Coordinator (G Collingwood), New Zealand China Friendship Society representatives (B Markland and F Van Mansum), and Cadet Community Partnerships (K McLean).

Apologies: F Sawyer, S Cronin, J Ripley and L Amos.

1. Apologies

Apologies were noted for absence from Lilly-Joy Amos, Samantha Cronin, Josephine Ripley and Fynn Sawyer.

2. Confirmation of Minutes

2.1 06 July 2017

Document number M2732, agenda pages 5 – 11 refer.

Resolved YC/2017/015

That the Nelson Youth Council

Confirms the minutes of the meeting of the Nelson Youth Council, held on 06 July 2017, as a true and correct record.

Ly/Stallard Carried

Attendance: Youth Councillor, Emma Edwards joined the meeting at 1.03pm.

3. Sister Cities Co-ordinating Group

Mrs Markland introduced herself, Ferry Van Mansum and Sister Cities Coordinator Gail Collingwood.

Mrs Markland spoke about the importance of Nelson’s Chinese Sister City relationship, Chinese culture and making a contribution to world peace. Mrs Markland raised awareness of the Nelson branch of the New Zealand China Friendship Society and invited youth councillors to attend a pot luck dinner and activities on 29 September 2017 at Founders Heritage Park.

Those interested in attending were; Alex Hunter, Emily Rais, Annie Tonks, Cassandra Hagan and Alana James.

4. Festivals Team

Programme Coordinator, and Masked Parade and Carnival Coordinator, Michaela Blackman, spoke about the upcoming 2017 Arts Festival.

Programme Coordinator, Charlie Unwin distributed a document:

· 2017 Arts Festival brochure (A1820971).

Mr Unwin explained the importance of youth attendance and how youth councillors could act as ambassadors to spread the word about the 2017 Arts Festival.

Michaela Blackman spoke to the group about youth involvement around the Masked Parade. Ms Blackman mentioned advocacy and how encouraging good behaviour of those attended was important. Ms Blackman asked for feedback about activities suitable for youth.

Miss Stallard agreed to send the school volunteer groups contact details to Ms Blackman.

Councillor Fulton held a discussion around the reduced price last minute tickets available to NMIT students and if it could get extended as an initiative to all high school students. Mr Unwin agreed to look into this further.

5. Long Term Plan

Councillor Fulton explained the Long Term Plan process, including how the Annual Plan was based around the Long Term Plan and every three years the Long Term Plan was reviewed. She also spoke about Nelson 2060, a 50 year goal/plan and covered the reasoning behind this document.

Mr Stiles asked for feedback on the Youth Action Plan and asked what needed to be considered in the Long Term Plan.

Resolved YC/2017/016

That the Nelson Youth Council

Approves a sub-group for the Long Term Plan.

Stallard/Edwards Carried

6. Draft Youth Strategy Action Plan

Community Partnerships Advisor, Steve Stile tabled three documents:

· Nelson City Council Youth Strategy (A1812524) and

· Draft Youth Strategy Action Plan 2017 engagement pack (A1812517) and

· Draft Youth Strategy Action Plan (A1811121).

Mr Stiles explained to the group what the draft Youth Strategy Action Plan was and how Youth Council could be involved.

Resolved YC/2017/017

That the Council

Approves a sub-group for the draft Youth Strategy Action Plan.

Stallard/Rumsey Carried

Attachments

1 A1812524 - Youth Strategy

2 A1812517 - draft Youth Strategy Action Plan 2017 engagement pack

3 A1811525 - draft Youth Strategy Action Plan

7. Nelson Tasman Youth Workers Collective Youth Summit

Youth Councillors, Alex Hunter and Emily Rais updated the group on the Nelson Tasman Youth Workers Collective Youth Summit held on 2 August 2017. Miss Rais explained the panel and activities held around challenges, including strategies to deal with these. Both Youth Council members were in agreement with this being a really good brainstorming event.

8. Opening of the Arts Festival

Nelson Youth Councillor, Jenna Stallard explained to the group about the launch of the brochure and new programme. The four Youth Councillors that attended were in agreement that it was a really enjoyable night.

9. Blessing of the Fleet

Nelson Youth Councillors, Annie Tonks and Reuben Panting gave a summary of their involvement in the Blessing of the Fleet. They noted they met Councillor Barker and sat with dignitaries, which they both agreed was a great experience. Mr Panting also noted the great community turn-out for the event.

10. Festival for the Future

Youth Councillor, Jenna Stallard spoke about her experience at Festival for the Future, held in Auckland over three days.

Miss Stallard spoke in further detail about:

· Guest speakers

· Workshops

· Panels

· Ideas

Miss Stallard explained her biggest learning point was that “your ideas are your greatest asset”.

Miss Stallard informed the group that she had written up a report on the event in more detail and would be emailing this through to everyone.

11. Skate Park Project

Youth Councillor, Campbell Rollo updated the group on the project to run a competition to paint the old skate park at Rutherford Park. Mr Rollo felt that they were at a good stage and by the following week they would be well underway with submissions for the design for painting the skate park.

A discussion was held around publicity and the best way to start promoting this event. It was decided a video should be made and details of the event would be in the Waimea Weekly.

12. General Election Project

Youth Councillor, Chekodi Fearnley-Fitzgerald updated the group on this upcoming event, held on 23 August 2017. Miss Fearnley-Fitzgerald explained that attendance was required and spoke further about the last meeting coming up.

13. Environmental Project

This item was not discussed.

14. Freedom Camping Bylaw

Youth Councillors, Alex Hunter and Emily Rais thanked everyone on their great ideas given and explained how well they felt the verbal submission went.

Councillors Walker, Fulton and McGurk gave positive feedback regarding the Youth Council submission.

15. Council Meetings

15.1 Planning and Regulatory Committee meeting – 27 July 2017

Youth Councillors, Jamie Morgan and Ben Rumsey updated the group on key points they took away from this meeting, these were:

· Gondola progress

· Quarterly Report – huge increase indicating growth

· Building warrants of fitness

· Top of the South conservation partnership model

· National policy statement on urban growth.

Councillors Fulton and Walker gave further information about the gondola project.

15.2 Full Council meeting – 10 August 2017

Youth Councillor, Linda Ly updated the group on this meeting and went into more detail around the Modellers Pond project, Upper Trafalgar Street being closed, CE recruitment committee conversation, elected members Code of Conduct and how there generally was a lot of disagreement at the meeting.

Councillors Fulton and Walker gave further information about the Modellers Pond project, noting the issues, costs and the importance of the pond to the community.

16. General Business

Community Partnerships Advisor, Steve Stiles spoke about next year’s recruitment, and Miss Ly agreed to create the recruitment poster. Steve Stiles also asked if current members could book assembly slots around 25 September 2017.

Youth Councillors held a discussion around changing the rules on missing meetings. After a discussion it was agreed that this would be an item on the agenda for the 25 September 2017 Youth Council meeting.

Councillor Fulton encouraged youth councillors to consider having more cultural diversity in representing the Nelson Tasman Youth Council in future members to come.

There being no further business the meeting ended at 2.59 pm.

Confirmed as a correct record of proceedings:

Chairperson Date

Minutes of a meeting of the Nelson Youth Council

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

On Monday 25 September 2017, commencing at 1.01pm

Present: L Ly (Chair), Youth Councillors L Amos, S Corkery, S Cronin, E Edwards, C Fearnley-Fitzgerald, C Hagan, A Hunter, J Morgan, R Panting, E Rais, J Ripley, C Rollo, B Rumsey, F Sawyer, J Stallard and A Tonks.

In Attendance: Councillor M Rutledge, Community Partnerships Adviser (S Stiles), Team Leader Programmes and Services (S Harley), Library Assistant (L Mitchell), Funding and Community Support Age Concern (C Budge) and Cadets-Community Partnerships (K McLean and P Dunlop).

Apologies: Councillor B McGurk and A James

1. Apologies

Apologies were noted for absence from Councillor McGurk and A James.

2. Confirmation of Minutes

2.1 14 August 2017

Document number M2816, agenda pages 5 - 10 refer.

Resolved YC/2017/018

That the Nelson Youth Council

Confirms the minutes of the meeting of the Nelson Youth Council, held on 14 August 2017, as a true and correct record.

Stallard/Rais Carried

3. Libraries

Library Assistant, Lucy Mitchell, introduced herself and Team Leader Programmes and Services, Steve Harley. Ms Mitchell explained to the group about the idea of running a young adults summer challenge from December 2017 to January 2018 for 13-18 year olds. Ms Mitchell mentioned the aim is to encourage more youth in libraries and to include genres that don’t get much feedback.

Ms Mitchell explained to the Nelson Youth Council how they plan to have around twelve challenges run through Instagram by uploading pictures of completed challenges. Ms Mitchell asked the Nelson Youth Council for any feedback they had on this Library initiative.

A discussion was held around using Instagram and if participants of the programme could upload their photos to a secondary place, for those who don’t have Instagram. Nelson Youth Council member, Jenna Stallard spoke about a similar project they carried out at Nelson Girls College and the struggle they had with using social media for reading programmes, as a lot of people were embarrassed due to the stigma attached to being seen participating in a reading challenge.

4. Age Concern

Funding and Community Support, Caroline Budge, presented to the Nelson Youth Council about the AgeConnect initiative and discussed possible collaborations with Youth Council in 2018.

Ms Budge explained a survey was undertaken by older adults and the main response was loneliness. Ms Budge gave examples of why older adults become lonely and how the AgeConnect initiative was important to get younger and older generations together to learn from each other.

A discussion was held around what a great idea this was and that the Nelson Youth Council would like to put a representative forward for this project.

Those interested in being a representative in this project were; Reuben Panting, Linda Ly, Cassandra Hagan, Alex Hunter, Jenna Stallard, Samantha Cronin and Campbell Rollo.

5. Colour Craze

Youth Councillor Alex Hunter, updated the group on what the Tasman Youth Council Colour Craze was and asked if the Nelson Youth Council would like to be involved by volunteering at the event this year.

A discussion was held around individuals volunteering to promote the Nelson Youth Council to the public by wearing the Nelson Youth Council t-shirts. Ms Hunter explained no money would be spent on the Colour Craze and it would be a great way of advertising for the Nelson Youth Council.

Those interested in volunteering individually were; Emma Edwards, Chekodi Fearnley-Fitzgerald, Cassandra Hagan, Alex Hunter, Jamie Morgan, Reuben Panting, Emily Rais, Ben Rumsey, Jenna Stallard and Annie Tonks.

6. Missed Meetings

The Chair Linda Ly, led a discussion about the current rules and procedures around Youth Council members missing meetings.

It was decided not to change the constitution however, at induction emphasis will be placed around how to deal with complaints (informal and formal) and missed meetings.

7. What Now Comes To Nelson

Youth Councillor Cassandra Hagan, informed the group that What Now would be coming to Nelson on Sunday, 08 October 2017 and asked if anyone is available for volunteering at this live broadcast.

Youth Councillor Jamie Morgan, lead a discussion about What Now’s Researcher, Kate Morgan, asking for feedback from the Nelson Youth Council about a 3 minute clip of “what makes Nelson uniquely Nelson”.

Those interested in volunteering at the live broadcast were; Emily Rais, Annie Tonks, Lilly-Joy Amos, Samantha Cronin, Chekodi Fearnley-Fitzgerald, Ben Rumsey, Emma Edwards, Alex Hunter, Josephine Ripley and Campbell Rollo.

8. General Election Project

Youth Councillor Chekodi Fearnley-Fitzgerald, thanked the Nelson Youth Council and Community Partnerships Adviser, Steve Stiles for all the hard work and dedication that had been put into this project.

Miss Fearnley-Fitzgerald explained to the group how she felt the money spent on this event was worth the outcome. Miss Fearnley-Fitzgerald gave feedback about how they were promoting events in schools, commitment and replying back to emails during the organisation of upcoming events.

Community Partnerships Adviser, Steve Stiles, gave thanks to everyone in the Nelson Youth Council for all the effort that went into this event. Mr Stiles gave advice to the Youth Council about next year and how they can engage in youth watching the elections evening online.

Councillor Rutledge acknowledge those who got involved in the elections project and encouraged the Nelson Youth Council to get input and engagement from youth, whenever possible.

9. Skatepark Project

Youth Councillor Campbell Rollo, updated the group on applications received for this project and how a lot of high school students didn’t apply due to mock exams. Mr Rollo mentioned that they had nine applicants in total and two of them were in the age range required to be eligible.

Youth Councillor Emma Edwards, explained to the group that they have extended the closing date of applications and would like all Youth Council members to encourage a group from each school to enter, to make the extension worthwhile. Miss Edwards confirmed the closing date would be 30 September 2017.

10. Nelson Youth Council Recruitment

Youth Councillor Jenna Stallard, discussed the recruitment process for the 2018 Nelson Youth Council. Miss Stallard informed the group that applications were open and would close on 18 October 2017. Miss Stallard encouraged current Youth Councillors that intend to reapply, to do so by email, to Steve Stiles. Miss Stallard held a discussion around bringing possible recruits to the next Youth Council meeting to be held on 24 October 2017, and to keep in mind that this person needs to be someone you would be happy with taking your place in the Nelson Youth Council.

A group discussion was held around promoting applications for the 2018 Youth Council and the best way to get a diversity of applicants to apply.

Some ideas the Nelson Youth Council came up with were:

· Promotion in schools

· Getting involvement from the Nelson City Council Communications Team

· Promoting Youth Council at sports and church

· Presenting a video of the Nelson Youth Council at assemblies

· Promoting the Nelson Youth Council to Māori and refugee youth.

Councillor Rutledge spoke about his experience in becoming a Councillor and how he was encouraged by a long term Councillor, which gave him the confidence in himself to put his name forward. Councillor Rutledge felt that it was the current Youth Councillors collective responsibility to bring on new Youth Council members.

11. Nelson Youth Council Training and Induction

Community Partnerships Adviser, Steve Stiles, invited all Youth Council to induction on 06 and 07 December 2017 with the new Youth Councillors for 2018. Mr Stiles asked for ideas on where the induction should take place and if there was any interest in an overnight induction.

Venue ideas were:

· National Outdoor Leadership School

· A Marae

· Whenua Iti Outdoors

· Bridge Valley Adventure Centre

· Teapot Valley Christian Camp.

Youth Councillor Emily Rais, encouraged Youth Council members at induction not to cluster together and focus on making it an enjoyable time for new Youth Councillors and to branch out of their groups.

12. Community Youth Volunteer Award

Community Partnerships Adviser, Steve Stiles, explained to the group that the Community Youth Volunteer Award was an award given out at schools for youth volunteering and to encourage involvement. Mr Stiles asked the Nelson Youth Council if he could have one volunteer to be a judge for this award from each school.

Those interested were:

· Nelson Boys College – Ben Rumsey

· Nayland College – Fynn Sawyer

· Garin College – Reuben Panting

· Waimea College – Stuart Corkery

· Nelson Girls College – Cassandra Hagan, Samantha Cronin and Jenna Stallard.

13. Council Meetings

13.1 Sport and Recreation Committee meeting – 22 August 2017

Youth Councillor Emma Edwards, updated the group on the Brook Holiday Park staying open.

Councillor Rutledge mentioned the meeting was very short and they discussed the Brook Holiday Park and the decision to keep it open and increase promotion over summer.

13.2 Works and Infrastructure Committee meeting – 24 August 2017

Youth Councillor Samantha Cronin, updated the group on the Works and Infrastructure meeting, and mentioned how short this meeting was. Miss Cronin explained that New Zealand Post was wanting approval for a new mail system which involves driving on the foot path.

13.3 Community Services Committee meeting – 31 August 2017

Youth Councillor Chekodi Fearnley-Fitzgerald, reported to the wider group about the Community Services Committee meeting and mentioned that the Youth Council’s election sub-group was mentioned.

Some key points from this meeting that Miss Fearnley-Fitzgerald mentioned were; the Community Partnerships activity management plan, a debate around the insulation of housing and the approval of the Youth Strategy.

13.4 Full Council Committee meeting – 21 September 2017

Youth Councillor Jenna Stallard, updated the group on the special housing areas approved at the meeting, including Marsden Valley, Tasman Street and The Brook. Miss Stallard also mentioned the pest control plan and the public forum presentation on “out of the blue”, a big music festival that was seeking financial support.

14. General Business

· A discussion was held around the Upper Trafalgar Street being closed for four months and how Youth Council could be involved in the opening of Upper Trafalgar Street. Councillor Rutledge asked the Youth Council to think what they could do to make it a public space and what would make it an engaging space to spend time in.

· It was decided to be an item on the 24 October 2017 Youth Council meeting.

· Youth Councillor Jenna Stallard, informed the group that her Youth Council t-shirt would be travelling to Japan with her.

· Community Partnerships Adviser, Steve Stiles, spoke about Rob Mokaraka coming to Nelson in November and if the group could have a think if they are interested in this. Mr Stiles gave the group some background information about Rob Mokaraka and his struggle with mental health. Mr Stiles spoke about how Mr Mokaraka almost lost his life to this battle and now performs a one-man theatre play called Shot Bro – Confessions of a Depressed Bullet.

Mr Stiles noted that Youth Council declined to change the constitution with regards to the number of meetings missed and suggested a working group to discuss this issue further.

Those interested in being a part of the working group were; Stuart Corkery, Samantha Cronin, Emma Edwards, Chekodi Fearnley-Fitzgerald, Alex Hunter, Jamie Morgan, Reuben Panting, Emily Rais, Fynn Sawyer and Jenna Stallard.

There being no further business the meeting ended at 2.50pm.

Confirmed as a correct record of proceedings:

Chairperson Date