Agenda of Community Services Committee

N-logotype-black-wide Community Services Committee

27 November 2018

Page No.

1. Apologies

1.1 An apology has been received from Her Worship the Mayor R 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

4.1 Brent Thawley and Sarah Yarrow - Nelson Festivals Trust. An update on the Trust's strategy/visioning process.

5. Confirmation of Minutes

5.1 4 October 2018 8 - 15

Document number M3806

Recommendation

That the Community Services Committee

Confirms the minutes of the meeting of the Community Services Committee, held on 4 October 2018, as a true and correct record.

6. Chairperson's Report 16 - 18

7. Youth Council Update

8. Community Partnerships Activity Management Plan 2018 - 2028 19 - 44

Document number R9680

Recommendation

That the Community Services Committee

Receives the report Community Partnerships Activity Management Plan 2018 - 2028 and its attachment (A2012013).

Recommendation to Council

That the Council

Adopts the Community Partnerships Activity Management Plan 2018 – 2028 (A2012013) to reflect the approved Long Term Plan 2018 - 2028.

9. Community Services Committee Quarterly Report 1 July - 30 September 2018 45 - 65

Document number R9769

Recommendation

That the Community Services Committee

Receives the report Community Services Committee Quarterly Report 1 July - 30 September 2018 (R9769) and its attachments (A2080638 and A2083117).

10. Greenmeadows Centre - Progress Update (number four) 66 - 69

Document number R9770

Recommendation

That the Community Services Committee

Receives the report Greenmeadows Centre - Progress Update (number four) (R9770).

11. Community Housing 70 - 73

Document number R9815

Recommendation

That the Community Services Committee

Receives the report Community Housing (R9815); and

Refers to Council all powers of the Community Services Committee relating to the future of Nelson City Council’s community housing.

Recommendation to Council

That the Council

Considers all matters relating to the future of Nelson City Council’s community housing with a view to developing a proposal for community consultation in 2019.

Public Excluded Business

12. 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 - 4 October 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
3	Queens Gardens Toilets 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)(b)(ii) To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

Note:

· Lunch will be provided. (delete as appropriate)

· Youth Councillors Campbell Rollo and Jaid VandenBerg-Kaire will be in attendance at this meeting. (delete as appropriate)

Item 6: Chairperson’s Report

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 Nathanael 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.

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

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

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

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 3.10p.m. and resumed in public session at 3.45pm.

There being no further business the meeting ended at 3.45p.m.

Confirmed as a correct record of proceedings:

Chairperson Date

Community Services Committee

27 November 2018

Chairperson’s Report

Whanake Youth

1. I recently met with two members of Whanake Youth to discuss what they are currently doing. I asked them to write a piece for my report to update the committee and our community on what they are doing and this follows:

“Whanake Youth is a youth health and wellbeing charitable trust and means to ‘rise to the sky’. Our mission statement is “to empower rangatahi to participate and lead their journey from adolescence to adulthood with the support of community and whanau.”

We have established the Wicked Tooth Fairy, the first transport and support program for young people age 13-17 to see a dentist!

Whanake Youth also employed nine young people in the recent school holidays to consult with the community about our vision for a youth one stop shop. They surveyed over 500 people from Stoke, Nelson, Richmond and Summerset Rest Home. Since the survey was completed Whanake Youth has leased a space in Stoke Central Mall, the vision is to offer two clinic rooms for young people to access free health care, a space to access computers for housing and work options and a formal board room and ‘lounge’ for young people to meet in. Work on the fit out of the unit is being planned for now through until the end of January 2019.

Our other exciting news is that through funding from the Mental Health Foundation and other organisations, Whanake Youth and Youth Nelson have Charles and Janine Williams-International Mural Artists to work on a mural on the wall of Jack Robbins Stadium. The students at Youth Nelson are part of the creation and are part of giving back to the community as with learning more of their journey and making good decisions.”

Nelson Arts Festival

2. The 24th Nelson Arts Festival was held recently and notably the last under NCC auspices. The Festival utilised many Council operated or funded venues, including Founders Heritage Park, Nelson Theatre Royal, The Suter Theatre and Gallery and the newly reopened Nelson Centre of Musical Arts. The Festival wrapped up with a fabulous ‘Weird & Wonderful’ Masked Parade & Carnivale which saw Nelsonians out in droves enjoying the parade – won by Mahana School. Sales were down slightly due to the timing of the new Lift Off event and competition from the All Blacks for public awareness and share of ticket spend, however things bode well for the future of the festival under the new Trust.

Community Investment Panel

3. I would like to thank, through this report, Graeme Thomas, Katy Steele, Susan Hawthorne and Rachel Saunders for their reading, deliberating and granting funding through our Community Investment Fund. Their term has now come to an end and a new recruitment will soon take place. I had the pleasure, along with Cr Courtney, of hosting the panel members to a morning tea at which we debriefed on the year past and presented the panel with certificates. We have had some very grateful letters from some of the recipients to the panel and Council for funding.

Armistice 100 Celebrations

4. Nelson’s Armistice 100 Celebrations were a true community partnership with RSA, Histrionics, Nelson Provincial Museum, Arts Council Nelson and Uniquely Nelson all working directly with Nelson City Council. The events included a rededication of the Cenotaph, adding 80 new names and reuniting six pairs of brothers and a church steps street party with theatrical performances, a “Wall of Remembrance” banner display and flax poppy artwork installation. Promotion generated over six separate media stories including national coverage for Nelson. It is estimated that over 2,000 people attended these activities, with the church steps event coordinated to be an exciting launch to the Upper Trafalgar Street Summer Closure. A special thanks to the Menzshed Nelson Whakatū for constructing the railway carriage and all involved in organising and participating.

Among the Roses

5. Thanks to the Broadgreen Society who hosted its annual event Among the Roses on 18 November after a rainy day the day prior. There was the addition of a vintage car display, with the usual music food and wine. This is always a popular event on our calendar.

6. There are many events and commitments between now and our next meeting but as this is the last meeting for the calendar year I would like to wish the committee, staff who support us and the community as a whole a safe and restful Christmas. Our first meeting for 2019 is scheduled for 26 February but we will be working well before that.

Item 8: Community Partnerships Activity Management Plan 2018 - 2028

Community Services Committee

27 November 2018

REPORT R9680

Community Partnerships Activity Management Plan 2018 - 2028

1. Purpose of Report

1.1 To adopt the Community Partnerships Activity Management Plan 2018-2028.

2. Recommendation

That the Community Services Committee

Receives the report Community Partnerships Activity Management Plan 2018 - 2028 and its attachment (A2012013).

Recommendation to Council

That the Council

Adopts the Community Partnerships Activity Management Plan 2018 – 2028 (A2012013) to reflect the approved Long Term Plan 2018 - 2028.

3. Background

3.1 Activity Management Plans (AMP) are prepared and approved by Council to inform development of the Long Term Plan (LTP). A draft Community Partnerships AMP workshop was held with the Community Services Committee on 6 April 2017 to discuss levels of service, issues, confirm priorities for 2018-28 and seek direction from the Committee in relation to a draft Community Services Activity Management Plan 2018-28. The draft Community Partnerships AMP is now being presented back to the Committee for adoption following consultation on the LTP.

4. Discussion

4.1 The Community Partnerships Activity Management Plan 2018-28 sets out the background to Council's social development programme and associated issues and opportunities. The Plan includes:

· Levels of Service

· Focus areas for the activities during 2018-28

· The activity budgets for operations and project delivery.

Changes made through Long Term Plan deliberations

4.2 The following paragraphs summarise relevant resolutions made at the LTP deliberations affecting budgets in the AMP. These changes have been incorporated into the final AMP and have been highlighted in the attachment to this report (highlights will be removed prior to publishing).

4.2.1 An allocation of $4,000 per annum to support work on volunteering issues.

4.2.2 An allocation of $50,000 for one year to provide security guards and youth workers in response to antisocial behaviour outside the Stoke Library.

4.3 Since the draft version was written updates have also been made to some sections including:

· Financial summary

· Volunteering

· Anti-social behaviour of young people at the Stoke Library

· The Community Investment Fund

· New migrants and former refugees.

4.4 These changes have also been highlighted in the attached AMP.

Activity Management Plans 2021 - 31

4.5 Planning for the Activity Management Plans 2021-31 is underway. To ensure officers have a clear understanding of Council’s expectations workshops will be arranged with the Community Services Committee in 2019.

5. Options

5.1 The Community Partnerships Activity Management Plan 2018-28 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 Local Government Act 2002.
Risks and Disadvantages	· Nil
Option 2: Not Adopt
Advantages	· Nil
Risks and Disadvantages	· Not Adopting the Activity Management Plan would leave Council without a clear plan to mitigate risks and achieve levels of service.

6. Conclusion

6.1 The Community Partnerships Activity Management Plan 2018-28 has been reviewed and amended to reflect all decisions made by the Council in the adopted Long Term Plan 2018-2028.

6.2 The AMP sets out the background to Council's social development programme and identifies associated issues and opportunities. The AMP establishes levels of service, discusses focus areas for activities and sets activity budgets for programmes.

Author: Mark Preston-Thomas, Manager Community Partnerships

Attachments

Attachment 1: A2012013: 2018 - 28 Community Partnerships AMP ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

The Community Partnerships Activity Management Plan 2018 - 28 sets out how Council will deliver agreed levels of service to the community in the most cost effective way.

2. Consistency with Community Outcomes and Council Policy

The document has assisted Council in developing the LTP.

The Activity Management Plan has been developed to support the delivery of the following Council 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.

3. Risk

Adopting the Activity 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 Activity Management Plan also helps Council mitigate risks by providing a clear plan to achieve levels of service, address relevant focus areas and sets activity budgets for operations, maintenance, renewals and capital expenditure.

4. Financial impact

The Activity Management Plan reflects the decisions made by Council on the 21 June 2018 when the Long Term Plan 2018-28 was adopted and sets out budgets for both operational and capital expenditure. Funding is directly from rates.

5. Degree of significance and level of engagement

This matter is of low significance because decisions arising from the Long Term Plan were consulted on through the Long Term Plan 2018–28.

6. Inclusion of Māori in the decision making process

No engagement with Māori has been undertaken in preparing this report.

7. Delegations

The Community Services Committee has the following power to recommend:

· Asset and Activity Management Plans falling within the areas of responsibility

Item 9: Community Services Committee Quarterly Report 1 July - 30 September 2018

Community Services Committee

27 November 2018

REPORT R9769

Community Services Committee Quarterly Report 1 July - 30 September 2018

1. Purpose of Report

1.1 To inform the Community Services Committee of the progress and financial results of the activities under its delegated authority.

1.2 To highlight any material variations.

2. Recommendation

That the Community Services Committee

Receives the report Community Services Committee Quarterly Report 1 July - 30 September 2018 (R9769) and its attachments (A2080638 and A2083117).

3. Background

3.1 Quarterly reports on performance are being provided to each Committee on the performance and delivery of projects and activities within their areas of responsibility.

3.2 The financial reporting focuses on the three month performance (1 July to 30 September) compared with the year-to-date (YTD) approved capital and operating budgets.

3.3 Unless otherwise indicated, all information is against approved operating budget, which is 2018/19 Long Term Plan budget plus any carry forwards, plus or minus any other additions or changes as approved by the Committee or Council.

3.4 The contents of this report will be a work in progress, and officers welcome feedback from all Committees. In the interests of efficiency it is proposed to keep the contents of the quarterly reports standard to all Committees and avoid customisation where possible.

4. Key developments for the three months to 30 September 2018

4.1 Tahunanui Beach Lions playground toilet: the project has been allocated to a consultant for investigation.

4.2 Millers Acre toilet renewal: the project has been allocated to a consultant. Consultation is yet to begin.

4.3 Elma Turner Library redevelopment: the library management team has been working towards a vision and strategy that will inform the design process. A workshop with staff and the Community Services Committee Chair was held in September to explore ideas for a community engagement process.

4.4 Stoke Library Weather tightness: Council has agreed to $225,000 of unbudgeted expenditure for an immediate structural fix to the Stoke Library, resulting from weather tightness issues. Implications for the work programme will need to be assessed, will be discussed with the Committee Chair, and the Committee will be updated in the next quarterly report.

4.5 Marsden Cemetery new burial area – addition of drainage: the project has been allocated to a consultant.

4.6 Community Housing renewals – maintenance contract: the programme under the contract has been confirmed with Nelson Tasman Housing Trust (Oct 2018).

4.7 Greenmeadows Community Centre: is the subject of a progress report within this agenda.

4.8 Artworks programme: the Taurapa Project involves installation of the Waka Landing Site, a 7 metre metal structure on the banks of the river Maitai. Construction is finished and an official opening for Waitangi Weekend is being planned following consultation with iwi.

4.9 Queens Gardens new toilet block: is the subject of a report within this agenda.

4.10 Stoke Youth Project: a youth worker is available each weekday in and around the library. This has enabled a reduction in security guard presence (currently two days per week). Conversations are underway with other agencies for support beyond the end of project.

4.11 Nelson Arts Festival Transition: the 2018 Nelson Arts Festival is being delivered by Council in 2018 and will transition to the Nelson Festivals Trust from 1 November 2018. The Trust is undertaking strategic development work for the Festival to set its strategic direction for 2019 and future years.

5. Financial Results

Revenue

5.1 Founders Park income is slightly behind budget due to a credit issued to a lessee for incorrect power readings dating back to July 2016.

5.2 Festivals is $151k ahead of budget. This is a reflection of the timing of the devolvement of Arts Festival activities to a Community Trust structure which was assumed to be from July 2018 in the budget.

5.3 Nelson Library is behind budget in revenue across most income generating activities including extended loan charges, library fees and audio fees which reflects changes in borrower behaviours. Future budgets will be adjusted to accommodate these trends and the management team is considering new ways to generate income.

5.4 Marsden Valley Cemetery is ahead of budget in sales of ashes plots by $10k YTD and behind budget in the sale of burial plots by $3.8k

5.5 Greenmeadows anticipated income for rentals and recoveries has not occurred due to delays in opening the facility.

Operating Expenditure

5.6 Community Programmes is behind YTD budget due to phasing of actuals not aligning to budget.

5.7 Managing Heritage and Arts is behind budget with phasing of grants to Fairfield House and the Community Arts Centre not aligning to budget, and no expenditure on artworks maintenance so far this year.

5.8 Founders Park is ahead of budget in staff overheads by $36k due to one off costs associated with a staff change process.

5.9 Festivals is $99k YTD ahead of budget which reflects the Arts Festival expenses remaining within NCC instead of going through the Trust as assumed in the budget. This has been offset by the retention of revenue within NCC.

5.10 Nelson Centre of Musical Arts (previously Nelson School of Music) expenditure is ahead of YTD budget due to timing issues of the payments as grant payments are made in advance.

5.11 Theatre Royal expenditure is ahead of YTD budget due to timing issues of the payments as grant payments are made in advance.

5.12 Stoke Library is ahead of budget by $40k YTD. $27k relates to staff overhead and $8.5k to unprogrammed maintenance which reflects the current building maintenance challenges at the facility. The budget is being adjusted to better reflect cost across the three libraries in Nelson.

5.13 Crematorium is ahead of budget by $21k. This is due to increased application costs associated with the processing of applications by EIL for activities involving the medical registrar for cremations. This extra cost is offset by increased revenue earned for cremation services.

5.14 Greenmeadows Centre is behind budget in operational expenditure due to delays in opening the facility. At present this is offset by additional expenditure for legal and related fees.

5.15 Community Liaison development is ahead of budget in staff overheads YTD by $52k reflecting the allocation of time by Community Partnerships staff. This will be offset in the remainder of the 18/19 year as staff focus on other projects.

Capital Expenditure

5.16 All capital projects with a budget greater than $250k in this financial year have a project sheet in Attachment 1 of this report.

6. Commentary on projects - capital

6.1 There are nine community services projects that are included in Attachment 1 as part of the quarterly reporting. Two of these are over $250,000 for 2018/19, three are multi-year projects over $ 1 million, and the remainder are included because they are considered to be of particular interest to the committee.

6.2 Project progress is analysed based on three factors; quality, time and budget. From the consideration of these three factors the project is summarised as being on track (green), some issues/risks (yellow), or major issues/risks (red). Projects that are within 5% of their budget are considered to be on track in regards to the budget factor.

7. Commentary on projects – operational

7.1 There are three operational projects that have been included as part of the quarterly reporting. These are: Stoke Youth Project, Nelson Arts Festival Transition, and Strategy for Nelson’s Ageing Demographic. These projects have been selected for quarterly reporting as they make an important contribution to Council’s work programme. These projects have been assessed on the same factors being quality, time and budget and noted as being on track, with some issues/risks or with major issues/risks. These project updates are also included in Attachment 1.

8. Key Performance Measures

8.1 As part of the development of the Long Term Plan 2018-28 (LTP) Council approved levels of service, performance measures and targets for each activity. There are eight performance measures for the Community Services Committee. The final results for each performance measure will be reported on through the Annual Report. Preliminary results are summarised below. The scale to report on the performance measures is as follows:

· On track

· Not on track

· Achieved

· Not achieved

· Not measured yet

Quarterly Review of Performance Measures

8.2 In the graph below, five of the 14 measures were on target as at the end of the first quarter.

8.3 The results of seven measures are not known as yet but information relating to a number of these measures will be available for the quarter 2 report.

8.4 Two performance measures are not on target. These are the percentage of residents who are library members and the number of visitors to the library. Attachment two lists all performance measures, their status and commentary.

8.5 These results are attached as Attachment 2.

Author: Mark Preston-Thomas, Manager Community Partnerships

Attachments

Attachment 1: A2080638: Project Reports Q1 Quarterly Report for Community Services Committee ⇩

Attachment 2: A2083117: Performance measure summary for the Community Services Committee - Quarter One ⇩

Item 10: Greenmeadows Centre - Progress Update (number four)

Community Services Committee

27 November 2018

REPORT R9770

Greenmeadows Centre - Progress Update (number four)

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 four) (R9770).

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 fourth progress update to the Committee and is to be read in conjunction with previous reports and report R9771 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 90% complete. Overall 50% complete. Further progress is subject to completion of the additional work to the veranda canopy and completion of the first level works.

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 the first floor (refer item below).

4.4 Baseplate remedial works on first floor:

· Area to be occupied by Nelson Cricket - Work on the baseplates is 80% complete and this required the removal of the south facing window frames. The frames have been re-set. The eastern facing window frame has also been removed to allow the installation of the waterproof membrane, but this is not yet complete.

· Area to be occupied by Stoke Rugby – Work on the baseplates is 90% complete and this also required the removal of the south facing window frames. The frames have been re-set. The western facing window frames have also been removed to allow the installation of the waterproof membrane, but this is not yet complete.

4.5 The diaphragm ceilings and bracing walls strengthening in the rooms from the Main Road Stoke frontage to the function room is now complete.

4.6 The roof investigation is complete and this confirms that there are no underlying structural issues, but that there are a number of issues with respect to water tightness that need to be addressed. Work is to be co-ordinated with the sub-contractor and is yet to commence. 0% complete.

4.7 Work on addressing the greater than expected flexing of a number of the steel cantilevered veranda beams on the western side of the building are being investigated and will be strengthened as required. Work is underway. 20% complete.

4.8 The blockwork veneer along the eastern side of the building needs to be replaced as the blocks have suffered salt leaching which has discoloured the blocks and they cannot be cleaned. 0% complete.

4.9 Quality remains the main focus. A completion date is not yet known but the building will be progressively opened with most of the building likely to be opened sometime in January 2019.

Tenants

4.10 The Chair of the Community Services Committee, with the aid of a consultant are both available to work with all the tenants.

Other work

4.11 Work both inside and outside the front of the café area is complete (subject to snag list items), allowing the tenant to continue with their fit-out. A Certificate of Public Use (CPU) has been secured for the café portion of the building, but the café tenant still needs to apply for their own CPU.

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

On-site staff

4.13 W&H continues to staff the project with qualified tradesmen, although resourcing adequate numbers of carpenters is proving challenging.

Other related issues

4.14 Councillors at the previous committee meeting asked for an update as to how materials that were to be replaced or have already been replaced on site are been recycled if at all.

· Materials removed as a result of weather damage has been disposed of to landfill as they could not be re-used; and

· Other material removed, which still remain in the ownership of W&H (such as the cedar cladding), have been recycled to individuals. The final end use of the product by those individuals is unknown.

Risk

4.15 The following risks still exist:

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

· Number of personnel on site – this is by far the greatest risk that could affect the completion date.

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

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

· The extra Council staff 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 11: Community Housing

Community Services Committee

27 November 2018

REPORT R9815

Community Housing

1. Purpose of Report

1.1 To agree to refer the mandate for decisions relating the future of Council’s community housing to Council.

2. Recommendation

That the Community Services Committee

Receives the report Community Housing (R9815); and

Refers to Council all powers of the Community Services Committee relating to the future of Nelson City Council’s community housing.

Recommendation to Council

That the Council

Considers all matters relating to the future of Nelson City Council’s community housing with a view to developing a proposal for community consultation in 2019.

3. Discussion

3.1 The Community Services Committee has delegated authority to consider matters in relation to Council’s community housing.

3.2 Housing New Zealand and the Nelson Tasman Housing Trust have both expressed an interest in acquiring Council’s community housing and are currently undertaking due diligence on the portfolio.

3.3 The future of Council’s community housing is considered to be a matter of high public interest and is defined as a strategic asset in Council’s Significance and Engagement Policy. Therefore it is appropriate for the full Council to take an active role in considering any potential divestment of its community housing asset.

3.4 Referring the mandate to Council would also assist with a timely consideration of the issue and enable a special consultative procedure to be undertaken as part of public consultation on the Annual Plan. Operational matters relating to community housing would remain within the mandate of the Community Services Committee.

4. Options

4.1 The Committee can either refer this matter to Council or not. Option 1 is recommended.

Option 1: Refer the matter to Council
Advantages	· Decision making on a significant issue relating to a strategic asset would be undertaken by full Council · Provides for more streamlined decision making and would enable consultation to be carried out as part of the Annual Plan
Risks and Disadvantages	· More governance time required by full Council
Option 2: Do not refer the matter to Council
Advantages	· The Community Services Committee has delegated authority to consider matters relating to community housing
Risks and Disadvantages	· Decision making on the issue will be slower due to the need to proceed through both Committee and Council

Author: Gabrielle Thorpe, Policy Adviser

Attachments

Nil

Important considerations for decision making

1. Fit with Purpose of Local Government

Not applicable- this is an administrative matter.

2. Consistency with Community Outcomes and Council Policy

The recommendations in this report are not inconsistent with Council Policy.

3. Risk

The recommendation to refer this matter to Council does not include any risks. If Council chose not to accept the recommendation then there may be a risk that any potential divestment may be delayed.

4. Financial impact

This decision does not involve any financial impact.

5. Degree of significance and level of engagement

This matter is of low significance as it is an administrative matter and not a substantive decision and therefore no consultation has been undertaken

6. Inclusion of Māori in the decision making process

No engagement with Māori has been undertaken in preparing this report.

7. Delegations

The Community Services Committee has the following delegations to consider community housing:

Areas of Responsibility:

· Community Housing

Powers to Decide:

· To undertake community engagement other than Special Consultative Procedures for any projects or proposals falling within the areas of responsibility

· To hear and deliberate on submissions for Special Consultative Procedures, or other formal consultation requirements arising from legislation, falling within the areas of responsibility

Powers to Recommend:

· Statements of proposals for Special Consultative Procedures, or proposals for other formal legislative consultation procedures, falling within the areas of responsibility

· Final decisions on Special Consultative Procedures, or other formal consultation legislative consultation procedures, falling within the areas of responsibility

· Property transactions for any land or buildings relating to the areas of responsibility of the committee, including the acquisition, lease, sale or disposal, maintenance, management or development of any land or buildings.