UNCONFIRMEDCommunity Services Committee Minutes - 4 October 2018

Minutes of a meeting of the Community Services Committee

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

On Thursday 4 October 2018, commencing at 1.08p.m.

 

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

In Attendance:     Councillors I Barker, S Walker, Chief Executive (P Dougherty), Group Manager Infrastructure (A Louverdis), Group Manager Community Services (R Ball), Group Manager Corporate Services (N Harrison), Group Manager Strategy and Communications (N McDonald) Manager Communications Paul Shattock, and Governance Adviser (R Terry)

 

Apologies:            Her Worship the Mayor R Reese and Councillor P Matheson for early departure on Council business.

 

 

1.       Apologies

Resolved CS/2018/042

That the Community Services Committee

Receives and accepts an apology from Her Worship the Mayor R Reese and Councillor P Matheson for early departure

Courtney/McGurk                                                                  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       30 August 2018

Document number M3726, agenda pages 7 - 14 refer.

Resolved CS/2018/043

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.

McGurk/Courtney                                                                  Carried

  

6.       Chairperson's Report

Document number R9743, agenda pages 15 - 17 refer.

The Chair welcomed the new Manager Libraries, Jan Holmquist.

The Chair advised that the recent governance training had been successful and the Among the Roses Festival would be held on 18 November 2018 at Broadgreen Historic House.

The Chair tabled an e-mail update from Jenna Stallard, a previous member of the Youth Council.

Resolved CS/2018/044

That the Community Services Committee

Receives the report Chairperson's Report (R9743).

Noonan/Courtney                                                                 Carried

Attachments

1    A2079641 - E-mail update from Jenna Stallard - Youth Council

  

7.       Youth Council Update

          Youth Councillor, Uk Hlei Cinzah provided an update on behalf of the Youth Council.  He noted they would be involved in the masked parade on 26 October 2018, assisting with judging, managing and decorating the CBD. Youth Council members were currently talking to schools to promote the masked parade.

            The Youth Council was in the process of recruitment for 2019. A short video clip had been made of the main highlights and the important issues facing youth in Nelson to the Council. The video is available on the Nelson Youth Council Facebook page.

            Youth Councillor Nathaneal Rais discussed the consultation and submissions on joint waste minimisation strategy and noted they were putting together a submission for the Brook Reserve and the Gambling Policy.

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

Document number R9181, agenda pages 18 - 22 refer.

Attendance: Councillor Matheson left the meeting at 1.41p.m.

Manager Parks and Facilities, Rosie Bartlett and Property and Facilities Asset Planner, Jock Edmondson presented and answered questions regarding:

·        Priority of items in the improvements section

·        Committees to set priority tasks each year

·        Strategic property work and asset management planning and principles

·        Condition rating and assessment of facilities 

·        Review of swimming pools

·        Heritage value, activation of buildings and strategy of purchasing

It was noted that the next Property and Facilities Asset Management Plan would not include forestry, as this had been delegated to the Forestry Advisory Group.

Attendance: Councillor McGurk left the meeting at 1.58p.m. and returned to the meeting at 2.02p.m.

Attendance: Councillor Lawrey left the meeting at 2.03p.m. and returned to the meeting at 2.05pm

 

Resolved CS/2018/045

That the Community Services Committee

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

Courtney/McGurk                                                                  Carried

 

Recommendation to Council CS/2018/046

That the Council

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

Courtney/McGurk                                                                  Carried

 

9.       Greenmeadows Centre - Progress Update (number three)

Document number R9690, agenda pages 23 - 26 refer.

Group Manager Infrastructure, Alec Louverdis answered questions and discussion took place regarding:

·        Progress made, noting that resources were up to the required standard

·        Update on the work programme. Mr Louverdis noted that quality is the main focus and ensuring the work is actioned in sequence

·         A liaison officer had been appointed to provide regular updates to the tenants and be available as the main point of contact

·        Resourcing and vacancies

·        Anticipated date for completion, noting that tenant occupation will be phased

Resolved CS/2018/047

That the Community Services Committee

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

Lawrey/McGurk                                                                    Carried

 

10.     Stoke Library Weather Tightness

Document number R9531, agenda pages 28 - 146 refer.

Property Parks and Facilities Manager, Andrew Petheram and Property and Facilities Asset Planner, Jock Edmonson presented the report.

It was noted that the first priority would be the immediate repairs required for the Stoke Library.  A conceptual design approach taking account of the wider area would follow, ensuring proposed facilities and activities in Stoke were considered at the design stage.

Mr Petheram and Mr Edmonson answered questions regarding:

·        The Stoke memorial hall and other commercial activities

·        Medium and long term options for the Stoke CBD to ensure a cohesive approach

·        Priority for work to be completed, ensuring safety first

·        Further design work and estimates to be completed

Attendance: Councillor Rutledge left the meeting at 2.26p.m. and returned to the meeting at 2.30p.m.

Councillor Noonan, seconded by Councillor Courtney moved an amendment to the motion.

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 $200,000 for an immediate short term structural renewal  for the Stoke Library; and

 

Approves unbudgeted expenditure of $25,000 for design work considering the medium and long term solutions for the Stoke Library to inform the draft Annual Plan 2019/20, giving consideration to activities in the Stoke CBD.

 

The meeting was adjourned at 2.46pm and reconvened at 3.00pm.

Attendance: Councillor Lawrey returned to the meeting at 3.03pm.

The amendment was carried and became the substantive motion.

The substantive motion was put and carried.

Resolved CS/2018/048

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).

Noonan/Courtney                                                                 Carried

 

Recommendation to Council CS/2018/049

That the Council

 

Approves unbudgeted expenditure of $200,000 for an immediate short term structural renewal  for the Stoke Library; and

 

Approves unbudgeted expenditure of $25,000 for design work considering the medium and long term solutions for the Stoke Library to inform the draft Annual Plan 2019/20, giving consideration to activities in the Stoke CBD.

Noonan/Courtney                                                                 Carried

        

11.     Exclusion of the Public

 

Resolved CS/2018/050

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:

Fulton/Rutledge                                                                    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 -  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

The meeting went into public excluded session at 3.10pm and resumed in public session at 3.45pm. 

 

There being no further business the meeting ended at 3.45pm.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                         Chairperson                                    Date