AGENDA

Ordinary meeting of the

 

Community Services Committee

 

Thursday 4 October 2018

Commencing at 1.00p.m.

Council Chamber

Civic House

110 Trafalgar Street, Nelson

 

Pat Dougherty

Chief Executive

 

Membership: Councillor Gaile Noonan (Chairperson), Her Worship the Mayor Rachel Reese, Councillors Mel Courtney (Deputy Chairperson), Kate Fulton, Matt Lawrey, Brian McGurk, Paul Matheson and Mike Rutledge

Quorum: 4

 

Nelson City Council Disclaimer

Please note that the contents of these Council and Committee Agendas have yet to be considered by Council and officer recommendations may be altered or changed by the Council in the process of making the formal Council decision.

·      All councillors, whether or not they are members of the Committee, may attend Committee meetings

·      At the discretion of the Chair, councillors who are not Committee members may speak, or ask questions about a matter.

·      Only Committee members may vote on any matter before the Committee

It is good practice for both Committee members and non-Committee members to declare any interests in items on the agenda.  They should withdraw from the room for discussion and voting on any of these items.

 

4 October 2018

 

Page No.

 

1.       Apologies

1.1      Apologies have been received from Councillor McGurk and Her Worship the Mayor Reese.

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      30 August 2018                                                                          7 - 14

Document number M3726

Recommendation

That the Community Services Committee

Confirms the minutes of the meeting of the Community Services Committee, held on 30 August 2018, as a true and correct record.   

6.       Chairperson's Report                                                15 - 17

Document number R9743

Recommendation

That the Community Services Committee

Receives the report Chairperson's Report (R9743).

  

7.       Youth Council Update

8.       Adoption of Property and Facilities Asset Management Plan 2018 - 2028                                                              18 - 23

Document number R9181

Recommendation

That the Community Services Committee

Receives the report Adoption of Property and Facilities Asset Management Plan 2018 - 2028 (R9181) and its attachment (A2013479).

 

Recommendation to Council

That the Council

Adopts the Property and Facilities Asset Management Plan 2018 – 2028 (A2013479) amended to reflect the approved Long Term Plan 2018 – 2028.

 

9.       Greenmeadows Centre - Progress Update (number three) 24 - 27

Document number R9690

Recommendation

That the Community Services Committee

Receives the report Greenmeadows Centre - Progress Update (number three) (R9690).

 

10.     Stoke Library Weather Tightness                             28 - 146

Document number R9531

Recommendation

That the Community Services Committee

Receives the report Stoke Library Weather Tightness  (R9531) and its attachment ‘Weathertightness Report Stoke Library 1 August 2018’ (A2022791), and previous report R9489 (A2067838) and its attachment ‘Weathertightness Report Structural Roof Beams at Stoke Library’ (A1999139).

 

Recommendation to Council

That the Council

Approves unbudgeted expenditure of $225,000 for an immediate short term structural renewal and for design work for the Stoke Library; and

Directs officers to prepare further information on options for the medium and long term solutions for the Stoke Library, to be considered through the 2019/20 Annual Plan considerations.

       

Public Excluded Business

11.     Exclusion of the Public

Recommendation

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: 

 

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 -  30 August 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)(g)      To maintain legal professional privilege ·   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

 

 Note:(delete as appropriate)

·               Youth Councillors Nathanael Rais and Uk Hlei Cinzah 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 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

      

 

 

Item 6: Chairperson's Report

 

Community Services Committee 4 October 2018

 

REPORT R9743

Chairperson's Report

 

1.       Purpose of Report

1.1      To update the Committee on the activities of the Chairperson and matters relating to the responsibilities of the Committee.

 

 

 

2.       Recommendation

 

That the Community Services Committee Receives the report Chairperson's Report (R9743).

 

 

2.       Discussion

Institute of Directors Training

2.1      As part of the actions and activities coming out of the Strengthening Community Governance initiative, Nelson City Council is working with the Rātā Foundation and the Institute of Directors to provide three training sessions aimed at strengthening the community and not-for-profit governance sector.

2.2      These sessions cover Governance essentials; Finance and Strategy. Each session is delivered over a full day and be held at Civic House.

2.3      These training sessions are well attended by a wide range of the community sector, with representation from over 20 different Community organisations taking part.

2.4      Below is a list of organisations taking part in the next session:

·      Nelson Bays Community Law

·      Motueka Women's Support Link

·      Safeguarding Children Initiative

·      Volunteer Nelson

·      Ngāti Koata Trust

·      Golden Bay Community Arts Council

·      Victory Community Centre

·      Volunteer Nelson

·      Big Brothers Big Sisters of Nelson Tasman

·      Ministry of inspiration

·      Nelson Tasman Housing Trust

·      Light Nelson Trust

·      Tasman Environmental Trust

·      Victory Community Centre

·      Q-Youth

·      Nelson Tasman Pasifika Community Trust

·      Brook Waimarama Sanctuary Trust

·      Nelson Mountain Bike Club Incorporated

·      Volunteer Nelson

·      Nelson Tasman Youth Workers Collective

·      The Nelson Ark

·      ALS Nelson.

125 years Suffrage Celebrations

2.5      Recently there has been some activity around the 125 years celebrating suffrage. I attended a High Tea at Melrose where the Solicitor General spoke about where women have come from 125 years ago and where we are now.  Her Worship the Mayor attended Melrose and planted a camellia for the occasion.  She also attended a service at the Cathedral and the opening of the Kate Edgar Memorial at the Nelson College for Girls.

2.6      There are a number of upcoming events to watch for, in particular, Trailblazers Educating Women in Nelson showing at The Provincial Museum.

Library Manager

2.7      We welcome the arrival of our new Manager Libraries, Jan Holmquist.  Jan joins us from Denmark where he has been working in libraries for some years. We look forward to working closely with Jan as we move ahead with our exciting library projects in coming years, including redevelopment of the Elma Turner Library.   

Among the Roses 2018

2.8      Its 50 years, almost to the day, since the first annual Rose Day at Broadgreen House was held. Now called Among the Roses, Sunday 18 November will be a celebration of this milestone - an afternoon of fine wine, food and glorious roses, heritage, music and entertainment.

2.9      The Nelson Horticultural Society and Nelson Rose Society are combining on the day to bring us a bigger and better Spring Flower Show, and the National Veteran Rally of The Vintage Car Club of NZ will have over forty cars in attendance which are more than 100 years old. 

2.10    The event runs from 1pm – 5pm, Sunday 18th November at Broadgreen House, 276 Nayland Road, Stoke.

2.11    For more information and a programme coming soon, visit:

https://itson.co.nz/2018/17968-among-the-roses-2018

 

Author:          Gaile Noonan, Chairperson - Community Services Committee

Attachments

Nil 

Item 8: Adoption of Property and Facilities Asset Management Plan 2018 - 2028

 

Community Services Committee 4 October 2018

 

REPORT R9181

Adoption of Property and Facilities Asset Management Plan 2018 - 2028

 

1.       Purpose of Report

1.1      To adopt the Property and Facilities Asset Management Plan 2018-28.

 

 

2.       Recommendation

1. 

That the Community Services Committee Receives the report Adoption of Property and Facilities Asset Management Plan 2018 - 2028 (R9181) and its attachment (A2013479).

Recommendation to Council

That the Council Adopts the Property and Facilities Asset Management Plan 2018 – 2028 (A2013479) amended to reflect the approved Long Term Plan 2018 – 2028.

 

 

 

3.       Background

3.1      Asset Management Plans (AMP) are prepared and approved by Council to inform development of the Long Term Plan (LTP). Following consultation on the LTP and subsequent decisions, Asset Management Plans have been reviewed and updated.

3.2      The AMP was workshopped with the Sports and Recreation Committee (4 July 2017) and the Community Services Committee (13 July 2017) to review levels of service, discuss issues, confirm priorities for 2018-28 and seek direction from the Committee.

3.3      The draft Property and Facilities Asset Management Plan was presented to the Community Services Committee on 31 August 2017 and adopted (as a draft) by Council on 21 September 2017.

4.       Discussion

4.1      The Property and Facilities Asset Management Plan 2018-2028 (AMP) sets out the background to Council's reserves network and associated issues and opportunities. The Plan includes:

·   Levels of Service,

·   Focus areas for the activities during 2018-2028,

·   The activity budgets for operations and maintenance, renewals and capital expenditure.

          Changes made through Long Term Plan deliberations

4.2      There was one relevant resolution made at the LTP deliberations meeting that affected budgets within the AMP. This change has been incorporated into the final AMP and has been highlighted in the attachment to this report for the purposes of transparency (highlights will be removed prior to publishing).

4.2.1   Funding of $50,000 (2018/19) for Stoke Library to provide for security guards and youth workers.

          Changes made since the Draft Asset Management Plan was Prepared

4.3      The draft Asset Management Plan was presented to the Community Services Committee on 31 August 2017, and adopted by Council on 31 September 2017. At the time a number of sub activities and sections had not been finalised. Since the draft was adopted staff have made updates to the following areas:

4.3.1   Executive summary

4.3.2   Financial summary

4.3.3   Risk management

4.3.4   Future demand (growth projections)

4.3.5   Asset management maturity

4.3.6   Levels of service performance measures: (measures/targets have been completed or refined).

4.3.7   Focus areas

4.4      These changes have been highlighted in the attached AMP for the purposes of transparency (highlights will be removed prior to publishing).

 

Activity Management Plans 2021-31

4.5      Planning for future Activity Management Plans 2021-31 is underway. To ensure officers have a clear understanding of Council’s expectations and key issues a series of workshops will be arranged with the Sport and Recreation Committee over the next three years.

5.       Options

5.1      The Property and Facilities Asset Management Plan 2018-2028 supports Council in meeting its obligations under section 93 and Schedule 10 of the Local Government Act 2002 and the recommended option is for Council to adopt these plans.

 

Option 1: Adopt
Advantages	·   Supports Council to meet requirements of the Local Government Act 2002.
Risks and Disadvantages	·   Nil
Option 2: Not adopt
Advantages	·    Nil
Risks and Disadvantages	·    Not adopting the Asset Management Plan would leave Council without a clear plan to mitigate risks and achieve levels of service.

 

6.       Conclusion

6.1      The Property and Facilities Asset Management Plan 2018-2028 has been reviewed and amended to reflect all decisions made by the Council in the adopted Long Term Plan 2018-2028.

 

Author:          Jock Edmondson, Property, Parks and Facilities Asset Planner

Attachments

Attachment 1:  Property and Facilities Asset Management Plan 2018 - 2028  A2013479 (Circulated separately) ⇨

 

 

Important considerations for decision making

1.   Fit with Purpose of Local Government Asset Management Plans set out the background to Council’s property and facilities network and associated activities and assets, and will support Council in meeting its obligations under section 93 and Schedule 10 of the Local Government Act 2002.

2.   Consistency with Community Outcomes and Council Policy The Asset Management Plan has been developed to support the delivery of  the following Council Community Outcomes: ·    Our communities have access to a range of social, educational and recreational facilities and activities ·    Our region is supported by an innovative and sustainable economy The document has assisted Council in developing the LTP.

3.   Risk Adopting the Asset Management Plan is a low risk as it has been through a thorough development process and reflects all of the relevant Long Term Plan decisions. Adopting the AMP helps Council mitigate risks by providing a clear plan to establish levels of service, address relevant focus areas and set activity budgets for operations, maintenance, renewals and capital expenditure.

4.   Financial impact The Asset Management Plan reflects the decisions made by Council on the 21 June 2018 when they adopted the Long Term Plan 2018-28 and sets out  budgets for both operational and capital expenditure. Funding is both directly from rates and indirectly through borrowing.

5.   Degree of significance and level of engagement Adoption of the final Asset Management Plan is of low significance. The draft document, which was approved by Council in October 2017, is of more importance and accordingly the public were provided with the opportunity to have input into the content of the Plan through the Long Term Plan consultation process.

6.   Inclusion of Māori in the decision making process The development and approval of the Asset Management Plan is part of the Long Term Plan process. This included consultation with Māori during the development of, and the formal submission process, for the Consultation Document. A hui for iwi was held on 20 October 2017 and there was subsequent sharing of further information.

7.   Delegations The Community Services Committee has the following delegation:  6.1.3 Powers to Recommend Asset and Activity Management Plans falling within the areas of responsibility ·     Public Toilets ·     Crematorium ·     Libraries ·     Community Centres and Halls ·     Community Properties ·     Heritage Buildings ·     Cemeteries ·      Community Housing

 

 

Item 9: Greenmeadows Centre - Progress Update (number three)

 

Community Services Committee 4 October 2018

 

REPORT R9690

Greenmeadows Centre - Progress Update (number three)

 

1.       Purpose of Report

1.1      To update the Committee on progress of the Greenmeadows Centre (Centre).

 

 

2.       Recommendation

That the Community Services Committee Receives the report Greenmeadows Centre - Progress Update (number three) (R9690).

 

 

 

3.       Background

3.1      On 20 March 2018, Council approved additional funding to enable the completion of the Centre and requested regular updates be provided to this committee. This is the third progress update to the Committee and is to be read in conjunction with previous reports and report R9704 in the public excluded portion of the agenda. Detail covered previously is not repeated.

4.       Discussion

          Progress on works 

4.1      Exterior cedar cladding panelling - Replacement of the panels along the western end of the facility (Songer Street end) is 80% complete. Overall 50% complete.

4.2      Windows - All windows in the facility have either been opened up and correct air seals installed or programmed to be installed in accordance with the specifications and drawings – overall 80% complete.

4.3      Stormwater slot drain – not yet commenced. Will form part of the overall programme of works for first floor (refer item below).

4.4      Base plate remedial works on first floor – Work has commenced in the area to be occupied by Nelson Cricket, which necessitated the removal of the south facing window frame. Work in the remaining areas and removal of window framing will progressively continue. Overall 5% complete.  

4.5      Additional work undertaken since the previous report includes:

·   Replacement of wet ply along the western veranda and the installation of waterproof membrane over the ply.

·   The diaphragm ceilings and bracing walls in the rooms from the Main Road Stoke frontage to the function room (grids 1 through to 6) were not installed as per the specifications, requiring additional lateral strengthening. That strengthening work, verified by the structural engineer, is complete in the café and 90% complete in the remaining spaces. Relining of the walls and ceilings where work was required is underway with painting to follow.  

4.6      Quality remains the main focus. A completion date is not yet known but is likely to be sometime in December 2018.

Tenants

4.7      The Chair of the Community Services Committee with the aid of a consultant continues to work closely with all the tenants.

          Other work

4.8      The variation to the existing resource consent has been secured. This now allows tennis, rugby and the café to occupy the facility (subject to the CPU from Building Consents), prior to the centre being fully completed.

4.9      Work in the tennis and café area continues with the aim of ensuring that occupation can take place as soon as possible. 

Resourcing

4.10    W&H continue to resource the project with qualified tradesmen.  

Risk

4.11    The following risks still exist:

·   Lack of qualified resources – Competent resources are on site and this is being monitored by the Clerk-of-Works. 

·   Quality – A process is now in place to ensure that all remedial work is being delivered to the required standards.  

·   Reputational risk to Council – this remains the largest risk and the focus is on ensuring that the project is delivered to a high quality.

·   The extra Council resources committed to this project will see other project works delayed.

 

Author:          Alec Louverdis, Group Manager Infrastructure

Attachments

Nil

 

 

Important considerations for decision making

1.   Fit with Purpose of Local Government The new facility is important for both Nelson and Stoke and has a high profile in the local community. It will add to the well-being and vibrancy of the Stoke community and provide for good quality local infrastructure.

2.   Consistency with Community Outcomes and Council Policy The new facility meets the following Community outcome - ‘Our communities have access to a range of social, educational and recreational facilities and activities’.

3.   Risk The risks to Council include reputational damage and additional costs not able to be recovered. In addition, the extra work related to this project also increases the risk of non-delivery of other 2018/19 projects.

4.   Financial impact Additional funding has already been approved for this project.

5.   Degree of significance and level of engagement The facility has a high community interest and has a moderate significance to all residents, but will be of higher significance to the residents of Stoke.

6.   Inclusion of Māori in the decision making process No engagement with Maori has been undertaken in preparing this report.

7.   Delegations The Community Services Committee responsibilities include: “Community Centre and halls – Greenmeadows Community Centre”.

 

 

Item 10: Stoke Library Weather Tightness

 

Community Services Committee 4 October 2018

 

REPORT R9531

Stoke Library Weather Tightness

 

1.       Purpose of Report

1.1      To determine a way forward for the renewal of the Stoke Library and the associated funding.

2.       Summary

2.1      Immediate repairs are needed to the Stoke Library in order to make the building structurally safe and to ensure that the recently treated fungus, Stachybotrys has been killed. 

2.2      A decision is needed on pursuing a short term temporary fix, with further investigation on more permanent solutions to be undertaken for consideration in the Annual Plan.

 

 

3.       Recommendation

1. 

That the Community Services Committee Receives the report Stoke Library Weather Tightness  (R9531) and its attachment ‘Weathertightness Report Stoke Library 1 August 2018’ (A2022791), and previous report R9489 (A2067838) and its attachment ‘Weathertightness Report Structural Roof Beams at Stoke Library’ (A1999139).

Recommendation to Council

That the Council Approves unbudgeted expenditure of $225,000 for an immediate short term structural renewal and for design work for the Stoke Library; and Directs officers to prepare further information on options for the medium and long term solutions for the Stoke Library, to be considered through the 2019/20 Annual Plan considerations.

 

 

4.       Background

4.1      Report R9489 (Attachment 2) and its appendix ‘Weathertightness Report Structural roof beams at Stoke Library’ 21 June 2018 (Attachment 3) were presented to the Community Services Committee on 12 July 2018 where it was resolved:

That the Community Services Committee:

Receives the Stoke Library Weather Tightness Report (R9489) and its attachment ‘Weathertightness Report Structural Roof Beams at Stoke Library’ (A1999139); and

Directs officers to report back to the Community Services Committee at its next meeting on:

1.    Further details and costs relating to the weather tightness of the Stoke Library; and

2.     Options to respond to the issues discovered.

5.       Discussion

          Further consultant’s report

5.1      A further report was commissioned from building consultants Q Squared and AMK Engineers (the consultants) to determine the extent of water ingress and damage (refer to Attachment 1). An invasive investigation was undertaken on 14 July 2018 and material samples sent to the laboratory.

5.2      The consultants were asked to look at options including an immediate response to take the library safely through to the next Annual Plan process, prior to Council deciding on either a medium or a more long term fix.

5.3      The completed report was received on 1 August 2018 and further discussions were undertaken with the quantity surveyor and the engineer followed.

5.4      Scaffolding has been erected to ensure the structural safety of the building, however immediate repairs are required to be undertaken. There are three options - an immediate short term fix, a medium term solution, and a long term solution:

5.4.1   Immediate short term fix. An immediate minimal structural solution to be followed by either a medium term or long term solution. This would enable further works to be delayed until a decision was reached on the long term future of the library and funding allocated in the 2019/20 Annual Plan. 

The work would include:

·   Removal of the exterior damaged sections of the structural roof beams

·   Installation of load bearing post inside the library

·   Treatment of areas with mould

·   Replace specific cladding and flashings

·   Checking for any further damage (which remains a risk)   

5.4.2   Medium term solution. A less comprehensive solution following on from the immediate short term fix and lasting 6-10 years could be:

·   Removal of the exterior damaged sections of the structural roof beams

·   Installation of load bearing posts inside the library

·   Treatment of areas with mould

·   Further removal of linings for access to assess timber and application of a timber preservative

·   Address priority cladding issues

5.4.3   Long term solution. A full remediation for 50 year durability (NZ Building Code), also leading on from the immediate short term fix, would require:

·   Full repair of the structural roof beams

·   Removal of roof cladding; replacement of parapets and gutters; re-pitching of low pitch rooves; replacement of the skylight roof

·   Re-clad sub-standard areas of the building

·   Removal and replacement of decayed timber; liberal treatment of remaining timber

          Estimate of repair costs

5.5      The consultants, quantity surveyor Q Squared and AMK Engineers, have prepared designs for an immediate fix and have also identified the work required to make the building compliant with current standards.  Preliminary estimates covering the three options have been prepared. Allowances to cover contingencies and project management have been included.

5.6      The immediate short term fix (para 5.4.1 above) to take the library through the next Annual Plan process is estimated to cost approximately $200,000. It is recommended that Council proceed with this option.     

5.7      To undertake the medium term solution (para 5.4.2 above) that would last 6–10 years is estimated to cost approximately $350,000 depending on the priorities identified during the build process.  (This includes the $200,000 noted in para 5.6.)

5.8      To renew the damaged areas as a long term solution (para 5.4.3 above), and bring the building to a standard that could be expected to last a further 50 years is estimated to cost $570,000. (This includes the $350,000 noted in para 5.7.)

5.9      The design work for the medium and long term solutions will cost approximately $25,000 and it is recommended this be undertaken in the current financial year in order to provide advice for the next Annual Plan.  This is also unbudgeted expenditure.

5.10    The costings above include provision for contingency, which officers can speak to at the meeting.

Fungal control

5.11    The fungus, Stachybotrys was identified in the ceiling space beneath the roof beams. Advice from Biodec Ltd (IICRC Technician) is that this relatively common soft rot fungus in its current form is unlikely to cause harm to library staff or the public.

5.12    The fungus has been treated with fungicide and the area has been sealed. Cap flashings along the roof beams have been installed to reduce further leaks.

5.13    Results for air fungal testing have now been received from the laboratory in Australia. The office and main library areas have spore levels lower than or comparable to outdoor levels. The results show that the mould found in the ceiling space is unlikely to be negatively impacting the indoor air quality.

5.14    Both the medium and long term renewals options would result in the removal of any previously affected timber.

Available budget

5.15    There is no budget provision for renewal work on the Stoke Library in the 2018/19 Annual Plan. Therefore $200,000 is sought for the immediate short term fix, plus $25,000 for design work for the medium and long term options. 

 

Future of the Library

5.16    General discussions on the future development of the Stoke shopping precinct including the library have been ongoing for some time.  $2.5m is included in the Long Term Plan in 2021-25 for a possible upgrade or relocation of the Stoke Library. 

5.17    Consideration of the degree of expenditure required for this repair could influence the future of the Library. Choosing a long term more expensive repair option at this time could result in unnecessary expenditure or influence the retention of a building possibly not suitable for meeting the future needs of the Stoke community.

Closure of Library for repairs

5.18    The consultants advise that to effect an immediate short term structural solution, the library would be required to close for up to two weeks (could be less). Staff would be deployed on other library work during this time.  Timing for a closure and a communication plan are being planned.    

5.19    To undertake the necessary repairs for a medium or long term solution it is estimated that the library would need to be emptied and closed for up to three months. Nearby vacant premises could be available during this time and opportunities to provide temporary facilities in Stoke could be explored.  Cost estimates and implications of these closure options will be presented during Annual Plan discussion. 

6.       Options

 

 

7.       Conclusion

7.1         The Council has yet to determine the long term future of the Stoke Library.  Undertaking immediate structural repairs would cost in the order of $200,000 and would take the Library safely through to the Annual Plan 2019/20 considerations.  This would allow time for Council officers to prepare further information for the next Annual Plan leading to a decision on the future of the Library.  $25,000 is also sought in order to undertake design work on the medium and long term options, for presentation during Annual Plan discussions. 

Author:          Andrew Petheram, Property, Parks and Facilities Asset Manager

Attachments

Attachment 1:  A2022791 Weathertightness Report Stoke Library 1 August 2018 ⇩

Attachment 2:  A2067838 Report R9489 ⇩

Attachment 3:  A1999139 Weathertightness Report Structural Roof Beams at Stoke Library 21 June 2018 A1999139 ⇩

 

 

Important considerations for decision making

1.   Fit with Purpose of Local Government These recommendations are consistent with the purpose of Local Government by considering cost-effective solutions for providing an immediate renewal of the Stoke Library while not precluding future options.

2.   Consistency with Community Outcomes and Council Policy This recommendation supports the Community Outcome of:  ‘Our Communities have access to a range of social, educational and recreational facilities and activities’. ‘There is a wide range of recreation, education and leisure opportunities for everyone to take part in.’

3.   Risk The recommendations included in this report will minimise the risk of failure to provide a library service in Stoke and will ensure the short term provision of a structurally sound building free of fungal contaminants.

4.   Financial impact Funds for this work are not included in the current Annual Plan 2018/19. Proceeding to either a medium or long term solution is recommended to be decided through the Annual Plan process.

5.   Degree of significance and level of engagement The Stoke Library is not a strategic asset but fills a significant social and educational role in the Stoke Community. Closing the library for one week is not a significant matter but a longer term closure for a medium or long term solution will require consultation with the Community.

6.   Inclusion of Māori in the decision making process Māori have not been consulted in the preparation of this report.

7.   Delegations The Community Services Committee has the following delegations to consider the solutions for the weather tightness of the Stoke Library: Areas of Responsibility: ·    Libraries Powers to Recommend: ·    Development or review of policies and strategies relating to areas of responsibility Calls on unbudgeted funds must be recommended to Council.

 

Item 10: Stoke Library Weather Tightness: Attachment 1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Item 10: Stoke Library Weather Tightness: Attachment 2

 

 

Item 10: Stoke Library Weather Tightness: Attachment 3