Sports and Recreation
Committee
6
March 2019
Page
No.
1. Apologies
1.1 Apologies
have been received from Her Worship the Mayor R Reese and Councillor Brian
McGurk (on Council business)
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 Bryan Heaphy - looking
for a dedicated area suitable for beginners doing off-road motorbike activities
5. Confirmation
of Minutes
5.1 20
November 2018 6 - 10
Document number M3915
Recommendation
That the
Sports and Recreation Committee
Confirms
the minutes of the meeting of the Sports and Recreation Committee, held on 20
November 2018, as a true and correct record.
5.2 13
December 2018 11 - 12
Document number M3988
Recommendation
That the
Sports and Recreation Committee
Confirms
the minutes of the meeting of the Sports and Recreation Committee, held on 13
December 2018, as a true and correct record.
6. Chairperson's Report
7. Sports and
Recreation Committee Quarterly Report to 31 December 2018 13 - 32
Document number R9934
Recommendation
That the Sports and Recreation
Committee
Receives the report Sports and
Recreation Committee Quarterly Report to 31 December 2018 (R9934) and its attachments (A2126564 and
A2126579).
Public Excluded Business
Recommendation
|
That
the Audit, Risk and Finance Subcommittee
Confirms, in
accordance with sections 48(5) and 48(6) of the Local Government Official
Information and Meetings Act 1987, that John Murray remains after the public
has been excluded, for Item#1 of the Public Excluded agenda (Campground
Governance and Tahunanui Camp), as he has knowledge that will assist the
meeting.
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Recommendation
That the Sports
and Recreation 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:
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Item
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General subject of each matter to be considered
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Reason for passing this resolution in relation to each matter
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Particular interests protected (where applicable)
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1
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Campground
Governance and Tahunanui Camp
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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
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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
|
Note:
·
Youth Councillors Emma Edwards and Zoe Jurgeleit will be in
attendance at this meeting.
Sports and Recreation Committee Minutes
- 20 November 2018
Minutes of a meeting of
the Sports and Recreation Committee
Held in the Council
Chamber, Civic House , 110 Trafalgar Street, Nelson
On Tuesday 20 November
2018, commencing at 9.03a.m.
Present: Councillor
T Skinner (Chairperson), Her Worship the Mayor R Reese, I Barker, M Courtney, K
Fulton, B McGurk and S Walker
In
Attendance: Chief Executive (P Dougherty), Group Manager Community
Services (R Ball), Governance Adviser (E Stephenson) and Youth Councillors (L
Funaki and J Mason)
Apologies: Councillor
Dahlberg for absence; Her Worship the Mayor Reese and Councillor Walker for
lateness
1. Apologies
|
Resolved SPO/2018/040
That the Sports and
Recreation Committee
Receives and
accepts the apologies from Councillor Dahlberg and from Her Worship the Mayor
Reese and Councillor Walker for lateness.
Courtney/Barker 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 21 August
2018
Document number M3690, agenda
pages 6 - 9 refer.
It was noted that Councillor
Barker was present at the 21 August 2018 meeting and that the meeting minutes
be amended to show this.
|
Resolved SPO/2018/041
That the Sports and
Recreation Committee
Confirms the
minutes of the meeting of the Sports and Recreation Committee, held on 21
August 2018, amended to show Councillor Barker as present, as a true and
correct record.
Skinner/Barker Carried
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6. Chairperson's
Report
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|
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The Chairperson tabled his report and summarised the
topics covered.
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|
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Resolved SPO/2018/042
That the Sports and
Recreation Committee
Receives the
Chairperson’s Report.
Barker/Courtney Carried
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Attachments
1 A2099290 - Sports
and Recreation Committee Chairperson's Report 20 November 2018
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7. Marsden Valley Reserve - options
to manage wild deer populations
Document number R9541, agenda
pages 10 - 27 refer.
|
Manager Parks and Facilities, Rosie Bartlett, and Team
Leader Facilities, Gary Alsop, presented the report, noting that this
decision was before the committee as a petition had previously been received
from local residents. They answered questions and discussion took place
regarding environmental and safety considerations in residential areas,
previous culls, Nelson Nature, sustainable management of the deer population
and the culling tender process.
It was noted that it would have been helpful if officers
had met with petitioners to better understand their concerns, however the
petitioners had been advised of the committee meeting in case they wished to
attend and were provided with a copy of the report.
It was also noted that the tender for the deer culling
contract would be advertised and open to suitably skilled members of the
public, however they would need to meet safety requirements.
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|
Resolved SPO/2018/043
That the Sports and Recreation
Committee
Receives the report Marsden
Valley Reserve - options to manage wild deer populations (R9541) and its attachments (A1969247 and
A2073288).
McGurk/Fulton Carried
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Recommendation to Council
SPO/2018/044
That
the Council
Confirms
that the practice of culling deer within the Marsden Valley Reserve should
continue.
McGurk/Fulton Carried
|
8. Quarterly Report to Sports and
Recreation Committee 1 July - 30 September 2018
Document number R9775, agenda
pages 28 - 49 refer.
Attendance: Her Worship the Mayor Reese entered the meeting
at 9.53a.m.
|
Manager Parks and Facilities, Rosie Bartlett noted a correction
to the agenda report - paragraph 5.16 should say Attachment 1, not Attachment
2. Ms Bartlett and Property Parks and Facilities Asset Manager, Andrew
Petheram, answered questions regarding Stoke Youth Park, the Great Taste
Trail, the Rutherford Park Playground, the Trafalgar Centre, the Marina Water
Sports Building, classification of reserves, Nelson Marina and leasing
charges for community groups.
It was requested that future quarterly reports highlight
when external funding is assumed.
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Resolved SPO/2018/045
That the Sports and Recreation
Committee
Receives the report Quarterly
Report to Sports and Recreation Committee 1 July - 30 September 2018 (R9775) and its attachments (A2077598 and
A2079885).
McGurk/Courtney Carried
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9. Haulashore Island Manuka Motu
Wharf Review
Document number R9818, agenda
pages 50 - 56 refer.
|
Manager Parks and Facilities, Rosie Bartlett and Property
and facilities Asset Planner Jock Edmondson answered questions regarding the
wharf refurbishment, maintenance, safety issues and practical use. It
was noted that the wharf needed to be included in the relevant Asset
Management Plan. Discussion took place regarding community engagement and
consideration of all the long-term options for the whole coastal environment.
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Resolved SPO/2018/046
That the Sports and Recreation
Committee
Receives the report Haulashore
Island Manuka Motu Wharf Review.
McGurk/Fulton Carried
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Recommendation to Council
SPO/2018/047
That
the Council
Approves
the Haulashore Island Manuka Motu wharf remaining closed for use by vessels,
but retained in the short term for its landscape values only; and
Considers
a full wharf refurbishment or replacement in the Long Term Plan 2021-31.
McGurk/Fulton Carried
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10. Marina Governance
Document number R9845, agenda
pages 57 - 62 refer.
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Property Parks and Facilities Asset Manager, Andrew
Petheram presented the report, noting that communication had improved greatly
and the system in place at the moment best represented the boating community.
He said that he expected the group to make its recommendations in about a
year’s time.
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Resolved SPO/2018/048
That the Sports and Recreation
Committee
Receives the report Marina
Governance (R9845).
McGurk/Barker Carried
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Recommendation to Council
SPO/2018/049
That
the Council
Confirms
the continuation of the Marina Advisory Group to advise on
matters pertaining to the management of Nelson Marina; and
Approves
the Marina Advisory Group to work through a process to advise the Sports and
Recreation Committee on future Marina management once they are in a more
informed position.
McGurk/Barker Carried
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There being no further business the meeting ended at
11.03a.m.
Confirmed as a correct record of proceedings:
Chairperson
Date
Item 7: Sports and
Recreation Committee Quarterly Report to 31 December 2018
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Sports and Recreation Committee
6 March 2019
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REPORT R9934
Sports
and Recreation Committee Quarterly Report to 31 December 2018
1. Purpose
of Report
1.1 To
inform the Committee of the financial and non-financial results for the second
quarter for the activities under its delegated authority.
1.2 To
highlight any material variations.
2. Recommendation
|
That the Sports and Recreation
Committee
Receives the report Sports and
Recreation Committee Quarterly Report to 31 December 2018 (R9934) and its attachments (A2126564, and
A2126579).
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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 year to date performance (1
July to 31 December 2018) 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 the 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 There
are eleven projects that fall under the Sports and Recreation Committee that
are included as part of the quarterly reporting. These have been selected if
their budget is at least $250,000 for 2018/19, are multi-year projects with a
budget over $1 million, or have been assessed to be of particular interest to
the Committee.
4. Key
development for the three months to 31 December 2018
4.1 General
Reserves land purchase: Subdivisions currently in progress and continuing over
the next few years include: Montebello, Marsden Park, Marsden Valley Homestead,
Solitaire Quail Rise, Bishopdale Developments, Tasman Heights, Wakapuaka
(Taylor Development), Exeter Street, Farley Street, Bayview Holdings and Toi
Toi.
4.2 Marina
Hardstand: Work to seal four bays of the hardstand has been completed.
4.3 Sea
Sports Building at Marina: The Indicative Business Case is being finalised to
identify a potential final option for consideration in the Annual Plan.
4.4 Saxton
Field Champion Drive road entrance: Construction is proceeding with completion
expected at the end of March 2019.
4.5 Saxton
Hockey Turf No.2 renewal: Work has been completed. Budget was underspent as
savings were achieved the disposal of the old turf which was donated to
community groups and schools providing saving of landfill fees. Savings were
also realised after investigations of the subsoil drainage revealed the
condition to be of good quality and no requirement to replace.
4.6 Rutherford
Park playground: Still in the preliminary investigation stage. Direction from
Council is required to determine the future of this project.
4.7 Great
Taste Trail – Tahuna Beach to Airport section: A report considering an
amended route will be presented to the Sports and Recreation Committee in April
2019.
4.8 Maitai
Mountain Bike Hub: A report will be presented to the Sports and Recreation
Committee following further investigation into the justification of
constructing a Mountain Bike Hub on the Waahi Taakaro Reserve below the Maitai
Campground.
4.9 Marina
Boat Ramp improvements: Stage one of this project was completed in the previous
quarter. Further work is programmed to begin in 2019/20.
4.10 Sportsground
Reserve Management Plan: Classification of reserves under the Reserves Act is
required before this management plan progresses. The classification approach
has been approved by Council, with the timing for the required consultation to
be confirmed in due course.
5. Financial
results
5.1 Financial
information is shown in charts below, with an explanation following.
Operating revenue
5.2 Esplanade
& Foreshore Reserve is less than Budget by
$21,000 – behind budget YTD for rent across various properties and
rates and utility recoveries. YTD utility recoveries are $16,000 behind budget
as the Yacht Club is now being rated directly and the Crop and Food building
has no tenant.
5.3 Sports
Parks is greater than budget by $120,000 –
additional revenue relates to Bay Dreams rental. This was offset with
expenditure ahead of budget $171,000.
5.4 Trafalgar
Centre is greater than budget by $51,000 –
rent revenue is ahead of budget. This was offset with event and venue hire
expenses $58,000 above budget. Discounted fees for venue hire accounted for
$19,210 less revenue.
5.5 Marina
is less than budget by $2,000 - The
resealing of the hardstand is affecting hardstand income, which is behind
budget $15,000. However overall marina income is on budget, due to mooring and
ramp fees being ahead of budget.
5.6 Brook
Camp is greater than budget by $40,000 –
site and cabin rental income is ahead of budget. This was offset with expenses
ahead of budget $104,000.
6. Operating
expenditure
6.1 Neighbourhood
Parks is less than budget by $56,000 –
staff overheads are below budget $40,000. Policy consultant’s budget is
behind budget $15,000, this work is programmed to commence shortly on a draft
City trees policy.
6.2 Park
Trees is greater than budget by $69,000 –
variance includes allocation of staff costs $11,000, and programmed property
maintenance $47,000, which is due to a high volume of works at Branford Park.
6.3 Conservation
Reserves is less than budget by $71,000 –
property maintenance costs are behind budget, however weed control and track
maintenance work is underway with physical works scheduled across the remainder
of the financial year.
6.4 Esplanade
& Foreshore Reserves is greater than budget by
$298,000 – unprogrammed maintenance costs relating to the February
2018 storm event are above budget $192,000. Staff overheads are ahead of
budget $100,000. Other programmed maintenance costs are behind budget due
to timing, with the expectation that budgets will be spent over the remainder
of the year.
6.5 Sports
Parks is greater than budget by $171,000 –
sports field maintenance and event and venue hire expenses are ahead of budget
$85,000 due to extra costs associated with the All Blacks game. General
operating expenses are also ahead of budget, including water by meter charges
and insurance. Staff overheads are ahead of budget $28,000. Sports Parks income
is ahead of budget $120,000.
6.6 Trafalgar
Centre is greater than budget by $97,000 –
event and venue hire expenses are ahead of budget $58,000. Depreciation
is ahead of budget $34,000. Trafalgar Centre rent income is ahead of budget
$51,000.
6.7 Marina
is greater than budget by $57,000 –
variance includes refuse collection costs $21,000 due to recycling waste contamination
issues, and unprogrammed lighting, water and power supply maintenance costs
$16,000. In addition, hardstand management fees and maintenance costs are ahead
of budget $18,000.
6.8 Saxton
Field is less than budget by $46,000 –
grant funding to Tasman District Council is behind budget due to the grants
being tied to the completion of work. In particular, the Champion Drive grant
is behind budget $20,000 but is anticipated to be spent this year. The Champion
carpark grant is behind budget $51,000, and it is anticipated this could be
delayed to the next financial year. The Velodrome lights grant is behind budget
$30,000. Offsetting this, staff time allocated to this activity is ahead of
budget by $32,000
6.9 Brook
Camp is greater than budget by $104,000 –
variance includes contract staff costs $82,000 and allocation of NCC staff
costs $17,000. Brook Camp income is ahead of budget $40,000.
7. Capital
expenditure
7.1 All
capital projects with a budget greater than $250K in this financial year have a
project sheet in Attachment 1 of this report.
8. Commentary
on capital projects
8.1 There
are 10 capital projects, within the Sports and Recreation Committee
delegations, that are included as part of quarterly reporting. Six of these are
over $250,000 for 2018/19, one is included as it is over $1m over three years
and three because of their high community interest.
8.2 Project
status 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.
8.3 Capital
projects are programmed for completion at different times throughout the year
and hence the year to date figures don’t necessarily coincide with
straight line ‘Actual’ expenditure.
8.4 These
project updates are appended in Attachment 1.
8.5 The
total capital operating budget for projects under the delegation of the Sports
and Recreation Committee for 2018/19 is approximately $6.38million (including
staff costs). The projected forecast for end of year spend is
approximately $5.94million.
9. Commentary
on operational projects
9.1 There
is one non-capital project (Sportsground Reserve Management Plan), within the
Sports and Recreation Committee delegations, that is included as part of the
quarterly reporting. This project has been selected for quarterly
reporting as it makes an important contribution to Council’s work
programme.
9.2 This
project update is appended in Attachment 1.
10. Other
notable achievements or issues
10.1 Staff
resourcing has been stretched with changes to the delivery of capital projects
and work programmes particularly as a result of increased involvement in events
such as the All Blacks Game and Bay Dreams concert. Contract revision for the
Open Space Maintenance contract has displaced resources from the original work
programme.
11. Key
Performance Measures
11.1 As
part of the development of the Long Term Plan 2018-28 Council approved levels
of service, performance measures and targets for each activity. There are eight
performance measures that are within the Sports and Recreation
Committee’s delegations.
11.2 Final
results for each measure will be reported on through the Annual Report 2018/19
but we have included an indication of progress for those measures that an
assessment of current performance is available at this quarterly stage.
11.3 A
number of performance measures cannot be reported on until the end of the
financial year, accordingly the scale to report on the performance measures is
as follows:
· On
track
· Not
on track
· Achieved
· Not
achieved
· Not
measured yet
11.4 Attachment
2 lists all performance measures within the Sports and Recreation Committee
delegations, their status and commentary for the quarter.
12. Quarterly Review of Performance Measures
12.1 Seven
of the eight measures were on target as at the end of the second quarter of
2018/19.
12.2 The
results of one measure, the resident satisfaction survey, cannot yet be
reported on. Some of the data comes with a time lag, however there is no
evidence to suggest these measures are not on track therefore they are shown as
on track.
Author: Rosie
Bartlett, Manager Parks and Facilities
Attachments
Attachment 1: A2126564
Quarter two project status reports ⇩
Attachment 2: A2126579
Quarter two performance measure reports ⇩
