UNCONFIRMEDCommunity Services Committee Minutes - 30 August 2018

 

Minutes of a meeting of the Community Services Committee

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

On Thursday 30 August 2018, commencing at 9.00a.m.

 

Present:              Councillor G Noonan (Chairperson), Her Worship the Mayor R Reese, Councillors M Courtney (Deputy Chairperson), K Fulton, M Lawrey, B McGurk and P Matheson

In Attendance:   Councillors I Barker and S Walker, Chief Executive (P Dougherty), Group Manager Infrastructure (A Louverdis), Group Manager Environmental Management (C Barton), Group Manager Community Services (R Ball), Group Manager Corporate Services (N Harrison), Group Manager Strategy and Communications (N McDonald), Governance Adviser (E Stephenson) and Youth Councillors (E Edwards and M Schneider)

 

Apology:             Councillor Rutledge, Her Worship the Mayor (for early departure)

 

 

1.       Apologies

Resolved CS/2018/028

That the Community Services Committee

Receives and accepts an apology from Councillor Rutledge and an apology for early departure from Her Worship the Mayor.

Courtney/Lawrey                                                                        Carried

 

2.       Confirmation of Order of Business

The Chair noted that Item 8 – Youth Council Constitution and Update was a report of the Youth Council, not an officer report.

     

 

3.       Interests

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

4.       Public Forum

 4.1    Public Forum - Nelson Festivals Trust Board update on how the       establishment of the Trust and the transition of the arts festival operation is progressing.

 

Sarah Yarrow, accompanied by Debbie Hannan, Sarah Sharp, Caroline Marshall and Ali Boswijk, spoke on behalf of the Nelson Festivals Trust Board and provided a PowerPoint presentation.

Ms Yarrow answered questions regarding sponsors, strategy direction, transition and staffing.

 

Attachments

1    A2040222 Nelson Festivals Trust Public Forum PowerPoint presentation

5.       Confirmation of Minutes

5.1     12 July 2018

Document number M3622, agenda pages 8 - 15 refer.

Resolved CS/2018/029

That the Community Services Committee

Confirms the minutes of the meeting of the Community Services Committee, held on 12 July 2018, as a true and correct record.

Courtney/Fulton                                                                         Carried

    

 

6.       Nelson Festivals Trust - Transition and Trust Deed Update

Document number R9507, agenda pages 16 - 39 refer.

Shanine Raggett, Community Partnerships, presented the report and answered questions regarding staffing levels.

Resolved CS/2018/030

That the Community Services Committee

Receives the report Nelson Festivals Trust - Transition and Trust Deed Update (R9507) and its attachments (A2029206 and A2018096).

Lawrey/Fulton                                                                            Carried

 

Recommendation to Council CS/2018/031

That the Council

Approves the amended Nelson Festivals Trust Deed (A2029206).

Courtney/Noonan                                                                       Carried

 

7.       Chairperson's Report

Document number R9654, agenda pages 40 - 44 refer.

The Chairperson spoke to her report and discussion took place regarding youth in Stoke.

Group Manager Community Services, R Ball, responded to a question regarding antisocial behaviour around the library and advised that a report would be presented to the Committee on that issue and funding allocated for support services and security by the end of year.

It was agreed that Councillors Noonan and Fulton would provide governance interaction with officers regarding the Stoke Youth (intergenerational) Park project. Group Manager Environmental Management, Clare Barton, advised that preliminary work was underway on the project.

Further discussion took place regarding a site, the multigenerational aspect, indoor/outdoor connection, funding lines, concepts, consultation with the wider community and Youth Council involvement.

Attendance: Councillor Matheson left the meeting at 9.31a.m.

 

Resolved CS/2018/032

That the Community Services Committee

Receives the report Chairperson's Report (R9654) and its attachment (A2032665); and

Approves retrospectively the Nelson City Council submission (A2032665) to the government’s consultation on a new strategy to prepare for an ageing population.

Noonan/Courtney                                                                       Carried

Attendance: Councillor Matheson returned to the meeting at 9.34a.m.

8.       Youth Council Constitution and Update

Document number R9608, agenda pages 45 - 48 refer.

Youth Councillor Emma Edwards provided an update on the Youth Council’s activities. Ms Edwards clarified the changes that the Youth Council had made to its Terms of Reference.

Youth Councillor Max Scheider’s update included the Ol’ Lumpy Skatepark, attendance at the Top of the South Youth Forum, Youth Council involvement in the Masked Parade and the Youth Council would be making a submission to the Draft Joint Waste Management Plan to provide a youth perspective.

Further discussion took place regarding the age range for Youth Councillors, encouraging a wider range of young people to apply, absence from meetings and Youth Council being oversubscribed.

Resolved CS/2018/033

That the Community Services Committee

Receives the report Youth Council Constitution and Update (R9608) and its attachment (A1966873); and

Receives the Nelson Youth Council Terms of Reference 2018 adopted by Nelson Youth Council on 23 July 2018.

McGurk/Courtney                                                                       Carried

 

9.       Options for Reviewing Council's Positive Ageing Policy

Document number R9582, agenda pages 49 - 60 refer.

Group Manager Strategy and Communications, Nicky McDonald, answered questions and discussion took place regarding:

·         demographics and ethnicities

·         increasing diversity in older adults

·         vulnerability of minorities

·         housing and connectivity to the community

·         housing being a central issue for wellbeing in later life

·         the decline in home ownership

·         the importance of a quadruple helix approach.

The motion was moved by Her Worship the Mayor with additional clauses to appoint the Councillor Working Group members and to develop a Terms of Reference for the group.

Attendance: Her Worship the Mayor R Reese left the meeting at 10.02a.m.

Resolved CS/2018/034

That the Community Services Committee

Receives the report Options for Reviewing Council's Positive Ageing Policy
 (R9582) and its attachments (A2027424,  A2032351 and A2027348);

Agrees that staff initiate work on development of a multi-agency, multi-stakeholder strategy for an ageing population;

Agrees that a Councillor Working Group be formed to support the strategy development; and

Appoints Councillors Noonan, Matheson, Lawrey and Rutledge as members of the Councillor Working Group; and

Agrees that the Chair of the Community Services Committee and Group Manager Strategy and Communications develop and confirm Terms of Reference for the Working Group; and

Delegates selection of members for a community steering group to the Chair of Community Services with input from the Councillor Working Group.

Her Worship the Mayor/Courtney                                                Carried

 

Item 11 - Greenmeadows Centre - Progress Update (number two) was considered prior to Item 10 - Verbal Update on Stoke Library Water Tightness.

10.     Greenmeadows Centre - Progress Update (number two)

Document number R9595, agenda pages 61 - 64 refer.

Group Manager Works and Infrastructure, Alec Louverdis, advised that the roof inspection referred to in paragraph 4.4 of the agenda report was scheduled for next week. Mr Louverdis answered questions and discussion took place regarding:

·         the appointment of a Clerk of Works

·         an opening date for the Centre

·         agreements to lease and tenancy agreements

·         possible delays to other projects resulting from the resources required for Greenmeadows Centre issues

·         Centre Management

·         the reduction in the size of the café

·         changes to the reporting structure

·         focus on the external review would be after the Centre was open.

Attendance: Councillor Lawrey left the meeting from 10.18a.m. to 10.23a.m.

Resolved CS/2018/035

That the Community Services Committee

Receives the report Greenmeadows Centre - Progress Update (number two) (R9595).

Courtney/Fulton                                                                         Carried

       

11.     Verbal Update on Stoke Library Water Tightness

Jock Edmondson, Property and Facilities Asset Planner, provided a verbal update on Stoke Library water tightness issues prior to a full report to be provided at the Committee’s 18 October 2018 meeting. Mr Edmondson advised that the areas of water damage were not as bad as the original findings and that remediation options would be provided in a report to the next meeting of the Committee. He said that the first step was a short term fix, with the opportunity to consider medium and long-term options in the Annual Plan and that officers were waiting for costings.

Mr Edmondson advised that a second environmental scientist had confirmed that the mould was not harmful and that it should be possible to address within the short term fix option.

In response to questions, Mr Edmondson confirmed that there were no concerns for staff or public safety, he said that the building had been compromised but it was not as bad as had been initially thought. Mr Edmondson said that  the library would need to close for a short period while the short term fix took place, however it was not possible to indicate how long until designs had been received.

 

 

The meeting was adjourned at 10.29a.m. and reconvened at 10.50a.m.

 

12.     Exclusion of the Public

Chris Ward, Consultant, was in attendance for Item 2 of the Public Excluded agenda  Greenmeadows Centre – Progress Update to answer questions and, accordingly, the following resolution was required to be passed:

Resolved CS/2018/036

That the Community Services Committee

Confirms, in accordance with section 48(5) of the Local Government Official Information and Meetings Act 1987, Chris Ward, Consultant, remain after the public has been excluded, for Item 2  of the Public Excluded agenda - Greenmeadows Centre Progress Update, as he has knowledge that will assist the meeting; and

Notes, in accordance with section 48(6) of the Local Government Official Information and Meetings Act 1987, the knowledge that Chris Ward possesses relates to the Greenmeadows Project.

 

McGurk/Courtney                                                                    Carried

 

Resolved CS/2018/037

That the Community Services 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:

McGurk/Courtney                                                                       Carried

 

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

1

Community Services Committee Meeting - Public Excluded Minutes -  12 July 2018

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7.

The withholding of the information is necessary:

·   Section 7(2)(h)

     To enable the local authority to carry out, without prejudice or disadvantage, commercial activities

2

Greenmeadows Centre - Progress Update

 

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)(g)

     To maintain legal professional privilege

·   Section 7(2)(h)

     To enable the local authority to carry out, without prejudice or disadvantage, commercial activities

The meeting went into public excluded session at 10.51a.m. and resumed in public session at 12.13p.m. 

 

There being no further business the meeting ended at 12.13p.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                       Chairperson                                     Date