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AGENDA

Ordinary meeting of the

 

Community Services Committee

 

Thursday 30 May 2019

Commencing at 9.00a.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.


Guidelines for councillors attending the meeting, who are not members of the Committee, as set out in Standing Order 12.1:

·      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.

 


N-logotype-black-wideCommunity Services Committee

30 May 2019

 

 

Page No.

 

1.       Apologies

Nil

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      Krystal Liebezeit - 24-7 Youth Work - Introduction about the organisation and talk about what it does

5.       Confirmation of Minutes

5.1      11 April 2019                                                                              7 - 12

Document number M4157

Recommendation

That the Community Services Committee

1.    Confirms the minutes of the meeting of the Community Services Committee, held on 11 April 2019, as a true and correct record.

5.2      Extraordinary Meeting - 29 April 2019                                       13 - 15

Document number M4188

Recommendation

That the Community Services Committee

1.    Confirms the minutes of the extraordinary meeting of the Community Services Committee, held on 29 April 2019, as a true and correct record.

  

6.       Chairperson's Report 

7.       Youth Council Update

8.       Community Services Committee Quarterly Report to 31 March 2019                                                                         16 - 42

Document number R10104

Recommendation

That the Community Services Committee

1.   Receives the report Community Services Committee Quarterly Report to 31 March 2019 (R10104) and its attachments (A2174460, A2044411).

 

 

9.       Statement of Intent - Nelson Festivals Trust             43 - 58

Document number R9912

Recommendation

That the Community Services Committee

1.   Receives the report Statement of Intent - Nelson Festivals Trust (R9912) and its attachments (A2181533, A2177664 and A2177654).

 

 

Recommendation to Council

That the Council

1.   Approves the Nelson Festivals Trust draft Statement of Intent 2019/20 as the final Statement of Intent for 2019/20; and

2.   Requests the Trust to include more specific metrics in the subsequent Statement of Intent 2020/21.

 

 

10.     Fees and Charges relating to Community Services 2019/20 59 - 66

Document number R10060

Recommendation

That the Community Services Committee

1.    Receives the report Fees and Charges relating to Community Services 2019/20 (R10060) and its attachment (A2157289).

 

 

Recommendation to Council

That the Council

1.    Approves the proposed fees and charges as per attachment (A2157289) of Report (R10060) effective from 1 July 2019.

 

Public Excluded Business

11.     Exclusion of the Public

Recommendation

That the Community Services Committee

1.        Excludes the public from the following parts of the proceedings of this meeting.

2.        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 -  11 April 2019

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)(i)

     To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

2

Community Investment Funding Panel Appointments

 

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)(a)

     To protect the privacy of natural persons, including that of a deceased person

3

Pet Cremations Activity Review

 

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

4

Founders Park - property purchase

Purchase information

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)(i)

     To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

 

Note:

·               This meeting is expected to continue beyond lunchtime.

·               Lunch will be provided.

·               Youth Councillors Theo Wheatley and Anna Sawyer will be in attendance at this meeting.

  


Community Services Committee Minutes - 11 April 2019

 

 

Minutes of a meeting of the Community Services Committee

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

On Thursday 11 April 2019, commencing at 9.02a.m.

 

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

In Attendance:   Councillors I Barker, T Skinner and S Walker, Group Manager Infrastructure (A Louverdis), Group Manager Corporate Services (N Harrison), Group Manager Community Services (R Ball), and Governance Adviser (J Brandt) and Youth Councillors E Edwards and H Goulter

 

Apology:             Mayor R Reese for lateness

 

1        Apologies

An apology for lateness was received from Her Worship the Mayor.

Resolved CS/2019/020

 

That the Community Services Committee

1.    Receives and accepts an apology for lateness from Her Worship the Mayor.

Courtney/Fulton                                                                   Carried

2.       Confirmation of Order of Business

There was no change to the order of business.

3.       Public Forum

3.1      Nelson Jazz Club - update and future plans

 

Mike Murphy and Robin Smith of the Nelson Jazz Club tabled a report (A2176829) and updated the Committee on the club’s activities, noting that the jazz festival was in its 29th year and continued to be very successful.

 

Attachments

1    A2176829 - Nelson Jazz Club report

3.2      Nelson Centre of Musical Arts - update on operating activity and financial forecasts

 

Roger Taylor and James Donaldson gave a presentation (A2175029) and tabled a handout (A2175009).

Attendance: Her Worship the Mayor joined the meeting at 9.19a.m.

Mr Donaldson gave an overview of the operating activity of the last 12 months. Mr Taylor presented the projections for 2018/19, noting a predicted cash loss due to running costs being significantly higher than anticipated. Mr Taylor noted that the Centre was planning to make a submission to the Nelson City Council Annual Plan to request additional funding.

 

Attachments

1 A2175029 - Powerpoint Nelson Centre of Musical Arts

2 A2175009 - Handout Nelson Centre of Musical Arts

3.3      Nelson Arts Festival Trust - provide an update on progress since November 2018

 

Trust members Brent Thawley, Ali Boswijk, Sarah Yarrow and Debbie Hannan attended.

Mr Thawley gave a presentation (A2173768) noting progress made, and advised that a strategy document was nearing completion.

Mr Thawley answered questions regarding the Trust’s approach to risk management and future funding.

 

Attachments

1         A2173768 - Powerpoint Nelson Arts Festival Trust

4.       Interests (agenda item 3)

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

5.       Confirmation of Minutes

5.1      26 February 2019

Document number M4064, agenda pages 7 - 16 refer.

Resolved CS/2019/021

 

That the Community Services Committee

1.    Confirms the minutes of the meeting of the Community Services Committee, held on 26 February 2019, as a true and correct record.

Courtney/McGurk                                                               Carried

  

6.       Chairperson's Report

Document number R10126, agenda pages 17 - 19 refer.

The Chairperson noted a framed certificate of thanks that was received from Big Brothers Big Sisters to formally thank Council for their support.

Resolved CS/2019/022

 

That the Community Services Committee

1.    Receives the report Chairperson's Report (R10126).

Noonan/Courtney                                                               Carried

  

7.       Youth Council Update

           Youth Councillor Edwards noted that the Youth Council was working on its Annual Plan submission, and that workshops were being held to get to know the young people in the region.

           Youth Councillor Goulter highlighted three projects Youth Council had been involved with, namely the Wellbeing Hui, the Nelson Ideas Festival and project “Maitai table”.

8        Chairperson's Report (agenda item 6 revisited)

The meeting returned to the Chairperson’s report. The Chairperson asked the Property Parks and Facilities Asset Manager, Andrew Petheram, Acting Manager Libraries, Mark Preston-Thomas and Team Leader Support Services, Sarina Barron to update the Committee on the current status of the Stoke Library remediation project. They explained that the library would need to be closed for a period for investigations. Alternative access to library activities and costings were being investigated, e.g. for temporary pop-up library options and the possibility of providing transport to the Nightingale Library Memorial.

 

9.       Founders Heritage Park Strategic Focus Areas and Timeline

Document number R9842, agenda pages 20 - 38 refer.

Attendance: Councillor Matheson left the meeting from 10.38a.m. to 10.40am.

The meeting was adjourned from 10.49a.m. to 11.05a.m.

Team Leader Arts and Heritage, Mark Preston-Thomas answered questions about the attachments, noting that these were originally produced to support a workshop.

The Committee discussed the 10-year-vision document for Founders Heritage Park, noting the importance to have an updated version approved by Council to inform the way forward.

The meeting was adjourned from 11.20a.m. to 11.21a.m.

The resolution wording was amended to allow sufficient time to bring an updated vision document back to Council, and for Council to approve this document.

Resolved CS/2019/023

 

That the Community Services Committee

1.  Receives the report Founders Heritage Park Strategic Focus Areas and Timeline (R9842) and its attachments (A2032195 and A2032198); and

2.  Agrees that the five focus areas of the Founders Heritage Park plan will be enhancing the visitor experience, building Iwi partnerships, heritage protection and sector integration, venue development and financial sustainability; and

3. Requests officers to update the 10-year vision statement (attachment A2032198) to reflect the five focus areas noted in clause 2 for approval by Council, noting that this is unlikely to be available for the 2 May 2019 Council meeting; and

4.  Notes the proposed timeline for a draft plan to be reported to the Community Services Committee in December 2019; and

5.   Notes that landfill gas levels are being monitored and remediation measures applied where needed.

Fulton/Courtney                                                                   Carried

Recommendation to Council CS/2019/024

 

That the Council

1.    Approves the proposed five focus areas of the Founders Heritage Park plan as enhancing the visitor experience, building Iwi partnerships, heritage protection and sector integration, venue development and financial sustainability; and

2.    Approves the updated 10-year vision statement (AXXXXXX) for Founders Heritage Park.

Fulton/Courtney                                                                   Carried

 

10.     Greenmeadows Centre - Progress Update (Number Six)

Document number R10063, agenda pages 39 - 41 refer.

Group Manager Community Services, Roger Ball answered questions regarding a marketing strategy for the venue, noting that this was part of Council’s venue marketing strategy.

Attendance: Councillor Rutledge left the meeting from 11.33a.m. to 11.38a.m.

Recommendation CS/2019/025

 

That the Community Services Committee

1.      Receives the report Greenmeadows Centre - Progress Update (Number Six) (R10063).

Courtney/Fulton                                                                   Carried

       

11.     Exclusion of the Public

Resolved CS/2019/026

 

That the Community Services Committee

1.    Excludes the public from the following parts of the proceedings of this meeting.

2.    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:

Rutledge/Matheson                                                               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 -  26 February 2019

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)(i)

     To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

The meeting went into public excluded session at 11.40a.m. and resumed in public session at 11.59a.m.

 

There being no further business the meeting ended at 11.59a.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                       Chairperson                                     Date

        


Community Services Committee Minutes - 29 April 2019

 

 

Minutes of an extraordinary meeting of the Community Services Committee

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

On Monday 29 April 2019, commencing at 9.00a.m.

 

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

In Attendance:   Councillors I Barker, T Skinner, S Walker, Acting Chief Executive (N Harrison), Group Manager Environmental Management (C Barton), Group Manager Strategy and Communications (N McDonald) and Governance Adviser (J Brandt)

 

Apology:             Councillor McGurk

 

 

1.       Apologies

Resolved CS/2019/027

 

That the Community Services Committee

1.    Receives and accepts an apology from Councillor McGurk.

Lawrey/Courtney                                                                          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.       Stoke Library Remediation

Document number R10160, agenda pages 5 - 15 refer.

Group Manager Environmental Management, Clare Barton, answered questions about resource consent conditions for the Greenmeadows Community Centre and the application process required for any amendments to consent conditions.

Acting Manager Libraries, Mark Preston-Thomas, Property Parks and Facilities Asset Manager, Andrew Petheram, and Team Leader Programmes and Services, Steve Harley, answered questions regarding the report.

Discussion took place regarding possible effects of the temporary closure of the Stoke Library, noting significant numbers of visitors would be affected.

Different scenarios regarding the closure were discussed, in particular regarding expectations around the length of closure. Officers noted that the extent of repairs needed would be known within days of the building investigation commencing, at which stage consideration would then be given to the duration the library would be closed for repairs. It was noted that it was still possible that works could be carried out within the existing budget.

Further discussion took place regarding options for the provision of library and other Council services during the closure, and different venue options. It was agreed that further information was needed, and that the best option could only be determined once this information was obtained and the duration of the temporary closure was known.

The meeting was adjourned from 9.48a.m. until 9.52a.m.

There was agreement that due to the discussions held there was no need to request unbudgeted operational expenditure at this stage. The resolution wording was amended accordingly. It was however noted that a Committee decision to request additional unbudgeted funding might be required in the future, pending the outcome of the investigation.

Resolved CS/2019/028

 

That the Community Services Committee

1.    Receives the report Stoke Library Remediation (R10160).

Courtney/Noonan                                                               Carried

 

 

There being no further business the meeting ended at 9.54a.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                       Chairperson                                     Date   

 


 

Item 8: Community Services Committee Quarterly Report to 31 March 2019

 

Community Services Committee

30 May 2019

 

 

REPORT R10104

Community Services Committee Quarterly Report to 31 March 2019

     

 

1.       Purpose of Report

1.1      To inform the Committee of the financial and non-financial results for the third quarter for the activities under its delegated authority.

 

 

 

2.       Recommendation

That the Community Services Committee

1.   Receives the report Community Services Committee Quarterly Report to 31 March 2019 (R10104) and its attachments (A2174460, A2044411).

 

 

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 2018 to 31 March 2019) 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 14 projects that fall under the Community Services 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 March 2019

4.1      Stoke Youth Facility. A workshop was held on 29 March to discuss options related to the decision of the Committee to prepare targeted options for consultation. Progressing relocatable skate elements in or adjacent to the Stoke Hall car park was discussed. These could be set up as an introduction to consultation with youth.  Engaging with Whanake Youth regarding use of the Stoke Seniors Hall was discussed as were future opportunities on the Marsden Recreation Ground. A report will be brought to the Committee recommending a way forward.

4.2      The Bay Dreams event was held on 4 January at Trafalgar Park. The success of the event has resulted in negotiations aimed at hosting the event in Nelson again, with discussions underway for a longer term arrangement (subject to various conditions being met). A report for the Committee is planned for 11 July.

4.3      Iwi engagement for arts and heritage. Planning is underway to establish a forum to engage with Iwi on arts and heritage projects (Te Ohu Toi Ahurea). Until this is underway, projects are on hold which creates a risk that there may be an underspend in these areas. The first meeting is scheduled for 9 May.

5.       Financial Results

Profit and Loss by Activity

Social

YTD
Actuals

YTD
Operating
Budget
2018/19

YTD
Variance

Total Operating Budget 2018/19

Total Annual Plan Budget 2018/19

Latest forecast

 

  ‘000s

‘000s

‘000s

‘000s

‘000s

‘000s

Income

 

 

 

Rates Income

(9,768)

(9,768)

0

(13,023)

(13,023)

(13,023)

Other Income

(2,381)

(2,241)

(140)

(2,892)

(2,499)

(2,577)

Total Income

(12,149)

(12,009)

(140)

(15,915)

(15,522)

(15,600)

 

Expenses

 

 

 

Staff Operating Expenditure

3,811

3,855

(44)

5,140

5,142

5,123

Base  Expenditure

4,225

3,913

312

5,113

5,132

5,160

Unprogrammed Expenses

385

231

154

307

307

491

Programmed Expenses

2,350

2,693

(343)

3,248

2,665

2,809

Finance Expenses

782

795

(13)

1,060

1,060

1,060

Depreciation

904

1,013

(109)

1,351

1,351

1,238

Total Expenses

12,457

12,500

(43)

16,219

15,657

15,881

 

 

 

 

 

 

 

(Surplus)/Deficit

308

491

(183)

304

135

281

 

Parks and Active Recreation

YTD
Actuals

YTD
Operating
Budget
2018/19

YTD
Variance

Total Operating Budget 2018/19

Total
Annual
Plan
Budget
2018/19

Latest forecast

Income

 

 

 

 

Rates Income

(9,482)

(9,482)

0

(12,643)

(12,643)

(12,643)

Other Income

(2,872)

(2,756)

(116)

(4,577)

(4,517)

(4,740)

Total Income

(12,354)

(12,238)

(116)

(17,220)

(17,160)

(17,383)

 

Expenses

 

 

 

 

Staff Operating Expenditure

1,206

997

209

1,330

1,330

1,330

Base  Expenditure

4,694

4,245

449

5,570

5,513

5,387

Unprogrammed Expenses

1,073

606

467

746

646

1,261

Programmed Expenses

2,705

3,378

(673)

4,390

4,116

4,450

Finance Expenses

2,042

2,077

(35)

2,770

2,770

2,770

Depreciation

2,518

2,387

131

3,183

3,183

3,384

Total Expenses

14,238

13,690

548

17,989

17,558

18,582

 

 

 

 

 

(Surplus)/Deficit

1,884

1,452

432

769

398

1,199

 

 

 

 

 

 

 

Notes

·      Base Expenditure is expenditure that happens year after year, for example yearly contracts or operating expenses.

·      Programmed Expenditure is planned, or there is a specific programme of works. For example, painting a building.

·      Unprogrammed Expenditure is reactive or unplanned in nature, for example responding to a weather event. Budgets are included as provisions for these expenses which are unknown.

·      The Profit and Loss reports presented above are shown by activity. These activities include some cost centres that are reported to other committees.

 


 

Other Operating Revenue

     


 

Operating Expenditure

          

5.1      Managing Heritage and Arts expenditure is less than budget by $113,000. The Heritage Activities Programme is behind budget $33,000 as major expenditure relating to the April heritage festival is yet to be invoiced. Artworks maintenance expenditure is behind budget $26,000 with a potential full year underspend of up to $15,000 possible depending on the final costs of relocating the Welcome Cloak. The heritage strategic plan consultancy costs are behind budget as it is intended to now deliver this work in the 2019/20 financial year.

5.2      Festivals expenditure is greater than budget by $129,000. Expenditure is ahead of budget due to the timing of the payment to the festivals trust having been made for the full financial year, along with additional staff costs as a result of the community partnerships restructure.

5.3      Nelson Library expenditure is less than budget by $143,000. The allocation of staff costs is behind budget $40,000, which reflects vacancies within the library being filled by temporary staff. Depreciation expenditure is behind budget $58,000. The costs of providing APNK Services (Aotearoa People's Network Kaharoa) are behind budget $13,000 with further expenditure dependent on the National Library. Providing Electronic / Digital Resources expenditure is behind budget $14,000 due to timing. Programmed Building Maintenance expenditure is behind budget $14,000 with very little spend to date. This budget may remain unspent at the end of the year. 

5.4      Greenmeadows Centre expenditure is less than budget by $73,000. All revenue and costs relating to the operating of the centre are behind budget due to the late opening. Legal expenses of $42,000 and valuation fees of $15,000 have been recorded against nil budget.

5.5      Community Liaison Development expenditure is tracking on budget overall. The allocation of staff costs is ahead of budget $108,000, reflecting more staff time being coded to this activity than budgeted. Youth Strategy Implementation costs are behind budget $71,000, due to timing, with the expectation that this budget will be spent during the financial year.


 

Capital expenditure

 

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 capital projects

6.1    There are ten capital projects, within the Community Services Committee delegations, that are included as part of the quarterly reporting. Four of these are over $250,000 for 2018/19 and two are included as they are over $1m over three years.

6.2    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.

6.3    These project updates are appended in Attachment 1.

7.       Commentary on operational projects

7.1      There are four non-capital projects, within the Community Services Committee delegations, that are included as part of the quarterly reporting.  These projects have been selected for quarterly reporting as they make an important contribution to Council’s work programme. Their project sheets are appended in Attachment 1.

8.       Status Reports

8.1      Elma Turner Library - Council Resolution: LTP Deliberations - CL/2017/094 updated comments:

A consultant has been contracted to undertake a community engagement process with a view to a broad understanding of the needs of the Nelson Community in regard to the proposed Elma Turner Library Redevelopment. Once that process has been completed, a Strategic Business Case will then be prepared.

8.2      Airport Sculpture Gifts - CS/2018/022 updated comments:

Consulting with iwi regarding the proposed placement of the Goddess of Flight near the Saxton Oval. New sites to be scoped for the “Flight of Imagination” due to the planned location for the Civic Trust artwork now also being installed on the Maitai Walkway. Indoor locations being scoped for the Miyazu Statue, as placing it outdoors near the Miyazu Gardens was considered too risky.

8.3      Stoke Community Youth Facility - CS/2019/023 – updated comments:

A Community Services workshop was held on 29 March 2019 to discuss potential targeted options for pre-consultation.

8.4      Founders Heritage Park Strategic Focus Areas and Timeline - CS/2019/023 updated comments:

Report brought to the April meeting of the Community Services Committee and discussed – vision statement to be updated and brought to Council mid-year.

8.5      Queens Gardens Toilet Update – CL/2018/314

Work began onsite 21 April 2019. Further information outlined in attachment one.

8.6      The Refinery/ Community Arts Centre – CL2018/095

Feasibility study process is currently underway, a report will go to Community Services once complete.

 

9.       Other notable achievements, issues or matters of interest 

Positive Ageing Expo

9.1      The Positive Ageing Expo was held on Friday 22 March. The expo showcased 80+ stallholders, seminars, demonstrations and a chance to have a go at a range of activities and games as well as getting quick health checks. This is the eleventh year the event was held, it is a collaboration with Tasman District Council, Nelson City Council, Positive Aging Forum, Age Concern and Ministry of Social Development.

Community Investment Fund Panel

9.2      Nominations were sought for the Community Investment Funding panel with seven received. Four representatives will be selected, following a community voting process, to make funding allocations for 2019/20 to 2021/22 funding rounds.

Methane gas at Founders Heritage Park

9.3      As a result of routine testing, high levels of methane were detected in the Energy Centre at Founders Heritage Park in March, initially closing the venue until an investigation into the cause was completed. As a result of the investigation measures have been taken to reseal the area where methane was escaping. This worked to some extent, however further methane was detected after regular testing. Bitumen paint was then used to re-seal the area. This has significantly improved the situation and there are no longer elevated readings in the Energy Centre.

9.4      Quarterly expert testing continues to take place. In addition, weekly monitoring of the venue along with additional monitoring the day before venue bookings is undertaken by staff.

9.5      If there are elevated readings, a mitigation plan to reduce emissions or potential closure of that venue to be implemented. The public will not be permitted to access any venue where there are elevated levels of methane.

Greenmeadows Centre – Café Fit Out

9.6      At the last Committee meeting, the Chair asked for some information on the background to the café fit out at Greenmeadows Community Centre. 

9.7      The Garden Window Cafe has been operating from the Greenmeadows Centre since 7 January 2019.  The original proposal stated that the café would have a similar theme to the Kiosk at Isel House, with an emphasis on greenery and natural features.  The filled planter boxes that delineate the outside area to the café fit with this proposal as does the lighting and interior décor.  Chandeliers were part of the original proposal as were the wooden tables and the metal chairs. 

9.8      There is a clause in the Lease that relates to exterior and interior work, and the operator is expected to gain written approval from Council before making any major changes to the leased area.

9.9      Officers have met regularly with the café operator since the opening of the café.  She has advised they are building up a solid customer base and, with all the anchor tenants now being in situ at the building, this should improve further.  The café operator advised that, although the first couple of months of operation were challenging, things now seem to be more settled and financially the business is looking more stable.

Fire Emergency

9.10    In general Community Partnerships and Libraries were able to continue their levels of service during the recent fire emergency. A small number of staff worked in the Emergency Operations Centre (EOC). Founders Heritage Park was evacuated due to the proximity to a fire on Walter’s Bluff. The biggest impact was the absence of the Group Manager Community Services for three weeks due to involvement at the EOC.  This has delayed progress on some workstreams.

Workshop Update

9.11    There was one Committee workshop held during this period, on 29 March relating to the Stoke Youth facility.

10.     Key Performance Measures

10.1    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 fourteen performance measures that are within the Community Services Committee’s delegations.

10.2    Final results for each measure will be reported on through the Annual Report 2018/19, however this report includes an indication of progress for those measures where an assessment of current performance is available at this stage.

10.3    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

10.4    Attachment 2 lists all performance measures within the Community Services Committee delegations, their status and commentary for the quarter.

11.     Quarterly Review of Key Performance Indicators

11.1    Four of the fourteen measures were on target as at the end of the third quarter of 2018/19.

11.2    Three performance measures are not on target. Attachment 2 (A2044411) lists all performance measures, their status and commentary.

11.3    The results of seven measures cannot be reported on yet. Some of this data comes with a time lag, while data on five measures has not been provided for quarter three, but it is expected this will be available for future quarterly reports.

12.     Conclusion

12.1      The review of performance for the third quarter for the Community Services Committee is included in this report, with project reports and performance measure updates attached.

 

 

Author:          Shanine Raggett, Manager Community Partnerships

Attachments

Attachment 1:  A2194460 - Community Services - Quarterly Report - Project sheets - Quarter Three - March 2019

Attachment 2:  A2196066 - Community Services - Quarter 3 performance report

   


Item 8: Community Services Committee Quarterly Report to 31 March 2019: Attachment 1

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Item 8: Community Services Committee Quarterly Report to 31 March 2019: Attachment 2

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Community Services Committee

30 May 2019

 

 

REPORT R9912

Statement of Intent - Nelson Festivals Trust

     

 

1.       Purpose of Report

1.1      To seek approval of the Nelson Festivals Trust draft Statement of Intent for 2019/20.

2.       Summary

2.1      The Nelson Festivals Trust took over operation of the Nelson Arts Festival from December 2018 and will deliver its first Festival in 2019.

2.2      As part of the funding agreement with the Nelson Festivals Trust, a Statement of Intent (SOI) is to be presented to Council for approval.

2.3      This report seeks approval of the draft SOI for 2019/20 and agreement to request the development of more specific metrics for 2020/21.

 

 

3.       Recommendation

That the Community Services Committee

1.    Receives the report Statement of Intent - Nelson Festivals Trust (R9912) and its attachments (A2181533, A2177664 and A2177654).

Recommendation to Council

That the Council

1.   Approves the Nelson Festivals Trust draft Statement of Intent 2019/20 as the final Statement of Intent for 2019/20; and

2.    Requests the Trust to include more specific metrics in the subsequent Statement of Intent 2020/21.

 

 

 

4.       Background

4.1      The Nelson Festivals Trust was established as an independent entity in 2018 to operate the Nelson Arts Festival from 2019 onwards. The 2019 Festival will be the first Festival being presented by the Trust and is also the 25th Nelson Arts Festival.

4.2      Under the Local Government Act, Council Controlled Organisations (CCOs) are required to deliver a SOI. For the Trust, this is not a legislative requirement as they are an independent entity and not a CCO. However, as part of the delivery contract with the Trust, they are required to submit a draft SOI. The SOI is to be presented to Council for approval for the following financial year. This aligns with the requirements of a CCO, to allow Council oversight on the direction and delivery of the Trust’s outcomes.

4.3      The Trust took over operations of the Festival from December 2018 and has been undertaking work to establish its operations and strategic direction.

4.4      Officers have received a copy of the Board Charter and Policies which outlines the Trust’s governance process, terms of reference and policies in a comprehensive document. This, alongside the work undertaken by the Trust to date, provides confidence in the direction and leadership of the Trust, and delivery of the Nelson Arts Festival.

5.       Discussion

5.1      The Nelson Festivals Trust SOI allows the Trust to present to Council its intended direction for the Festival in the following financial year and for Council to approve this.

5.2      Once approved by Council, the SOI will form the basis for the report back to Council on the Trust’s outcomes. The Trust will provide reporting on the progress on the objectives in the SOI to Council as follows: 

·    Half yearly written report for the period ending 31 December

·    Annual written report by 31 July for the previous financial year including a financial report

          Draft Statement of Intent

5.3      The draft SOI outlines the Trust’s intentions. In summary, the key priorities for 2019 are:

·    Developing the strategic direction for the Trust

·    Deliver a successful Nelson Arts Festival

·    Deliver the Masked Parade as a flagship event

·    Develop partnerships that sustain the Festival

5.4      The SOI outlines the strategic performance measures for the Trust. The first year of operations will allow the Trust to establish a baseline for its targets and measures around the following:

·    The Festival – Excellence, Diverse & Accessible, Visible, Reach

·    Strong and well resourced – Governance, Team, Operational excellence, Funding

·    Festival opening - Flagship event, Inclusive, Schools, Heritage

·    Engagement & partnerships – Audience, Education, Supporters, Treaty partnership, Nelson City Council, Tasman and Marlborough

5.5      More detail is outlined in the Statement of Intent in Attachment 1 (A2181533).

5.6      In reviewing the draft SOI officers raised with the Trust a preference for more specific metrics and targets.  This was discussed with the Trust, which acknowledged the need to agree on more detailed performance measures. The Trust responded that it will be confirming baseline data in this year’s Arts Festival and that they are currently developing metrics to underpin the new strategy, and will provide these to Council.  The Trust notes that, in the meantime, the funding agreement with Council does contain specific performance measures that provide for accountability until the new strategy measures are agreed. 

5.7      Officers are comfortable with this approach and recommend that, in approving the SOI, the Council provides feedback to say that it would like to see more specific metrics for the next SOI in 2020/21.

          Options

5.8      The Committee can decide to approve the draft Statement of Intent, or request changes be made before it is approved. If the Committee does wish to request changes then the amended SOI would be presented at the July meeting of the Committee. This would be challenging for the Trust as it coincides with intensive planning for the Festival programme but could be mitigated by ongoing discussion with officers. A third option is to provide feedback or suggestions but not require the Trust to present a new draft SOI for approval.  Option 3 is recommended.

 

Option 1: Approve the draft Statement of Intent

Advantages

·   Provides the Nelson Festivals Trust clear direction for the 2019 Festival

·   A further report will not be required

Risks and Disadvantages

·   The Committee may not feel that the SOI adequately reflects Council’s expectations

Option 2: Request changes to the draft Statement of Intent

Advantages

·    The Trust will have an opportunity to make changes to the draft SOI to reflect the Committee’s feedback

Risks and Disadvantages

·    The draft SOI will need to come back to Committee in a future report

·    The timing of reporting back to the Committee in July will not align with the Festival programming as the programme is mostly finalised by this time

Option 3: Approve the draft SOI and provide feedback (Recommended)

Advantages

·    Provides the Nelson Festivals Trust clear direction for the 2019 Festival

·    Allows the Committee to provide feedback to the Trust on its intentions

Risks and Disadvantages

·   The feedback from the Committee may or may not be implemented

·   A further report will not be required

 

6.       Conclusion

6.1      This report seeks Council approval for the Nelson Festivals Trust draft Statement of Intent for 2019/20, together with agreement to request the development of more specific metrics for 2020/21.

 

Author:          Shanine Raggett, Manager Community Partnerships

Attachments

Attachment 1:  A2181533 - Nelson Festivals Trust - Statement of Intent 2019

Attachment 2:  A2177664 - SOI budget Nelson Festivals Trust

Attachment 3:  A2177654 - Nelson Festivals Trust - Strategic Plan - 2019

  

 

Important considerations for decision making

1.   Fit with Purpose of Local Government

The preparation of a draft Statement of Intent is a requirement in the agreement between Council and the Nelson Festivals Trust and supports a more cost-effective delivery of the festival through increased opportunities for other funding partners to share the cost and allowing greater community ownership of the Festival.

2.   Consistency with Community Outcomes and Council Policy

The Nelson Festivals Trust aligns with the Community Outcome of ‘Our communities have opportunities to celebrate and explore their heritage, identity and creativity’ and ‘Our communities have access to a range of social, educational and recreational facilities and activities’.

3.   Risk

The recommendations in this report are low risk as they align with Council’s previous decision to establish an external governance structure for the Nelson Arts Festival; align with the requirements of the contract for service with the Trust, and provide Council the opportunity to have oversight on the direction and delivery of the Trust’s outcomes. There is a risk that feedback not part of the approved SOI will not be implemented.

4.   Financial impact

The recommendations in this report will have no impact on budget allocations.

5.   Degree of significance and level of engagement

This matter is of low significance because of previous consultation with the community and the Trust was engaged with, and therefore no further consultation is proposed.

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 Events and Festivals.

Areas of Responsibility:

·      Community Festivals and Events

Powers to Recommend:

·      Any matters within the responsibility of Community Festivals and Events

Powers to Decide: n/a

 

 


Item 9: Statement of Intent - Nelson Festivals Trust: Attachment 1

NELSON FESTIVALS TRUST

Statement of Intent 2019 - 2022

 

Nelson Festivals Trust

87 Atawhai Drive, Nelson 7010

PO Box 597, Nelson 7040

 

Abbreviations used in the document:

Nelson Festivals Trust (the Trust)

Nelson Arts Festival (the Festival)

Nelson City Council (NCC)

Council’s Long-Term Plan (LTP)

 

1.   Nelson Festivals Trust Statement of Intent 2019-2022

 

This Statement of Intent sets out the strategic objectives that the Nelson Festivals Trust intends to achieve for the period 1 July 2019 to 30 June 2022.

 

The purpose of this Statement of Intent is to promote public accountability and it is intended as a base against which performance can be assessed.

 

Organisational Description

Following 24 successful years of development and support, in 2018 the Nelson City Council moved the Nelson Arts Festival into a community-based, autonomous organisation to enable it to grow and flourish.

 

The Nelson Festivals Trust is incorporated under the Charitable Trusts Act 1957, and is a not-for-profit entity established to deliver the Nelson Arts Festival, an annual pan-arts festival previously delivered by Nelson City Council.

 

The Nelson Festivals Trust is registered with the Charities Commission and has applied for charitable status with the Inland Revenue Department.

 

2.   Nature and Scope of Activities

 

The activities of the Trust are:

·    To manage the Nelson Arts Festival for the benefit of the residents of the Nelson Tasman region.

·    To develop and maintain partnerships for the mutual benefit of the Festival, the community and all allied sponsors and organisations.

 

The Festival

Present the annual Nelson Arts Festival for no less than 10 days duration.

·    A quality, professional and sustainable arts festival that entertains, educates and inspires our community, promotes and supports our region, promotes the creation and appreciation of all forms of performing, literary and visual arts, and engages with our wider audience.

·    The Festival programme will:

Include ticketed theatre, dance, music, literary and performing arts events.

Present performances by national and international artists to provide the local community with the opportunity to experience high calibre performances from outside the region that would otherwise be inaccessible.

Include free community and family-friendly events, exhibitions, community arts projects and music.

Showcase local talent with participants in concerts, performances and visual arts activities.

Provide opportunities for school aged children to participate and observe arts events to build future arts audiences.

Include development opportunities for local practitioners and stories.

Offer discounted tickets to students to encourage participation in the arts.

 

Participants & Audiences

·    Maintain and grow audience participation numbers from current levels (8,000 tickets allocated, 5,000 attendees at free community events).

·    Utilise Council owned and supported venues such as the Theatre Royal, Founders Heritage Park, Trafalgar Centre, Nelson Centre of Musical Arts, Suter Theatre, Nelson Provincial Museum, other Council parks and facilities where possible.

·    Attract audiences from Nelson and Tasman as the main focus, whilst also attracting visitors from outside the region.

·    Grow the reach of the Festival by taking shows to the wider Te Tau Ihu region.

 

Mask Parade & Carnivale

·    Deliver the iconic Nelson Mask Parade & Carnivale event with a minimum of 3,000 participants in the parade and 20,000 attendees, providing the event is not impacted by such things as bad weather.

·    Present an event that celebrates mask making and costumes in the community and which transforms the CBD with a family-friendly event for all ages.

·    Grow audience participation and diversity of participants.

·    Engage with key stakeholders to deliver an extraordinary event, such as schools, NCC, Youth Council, sponsors, Uniquely Nelson, Arts Council Nelson, and media partners.

·    Engage with youth (via Youth Council, youth groups, colleges and tertiary providers).

·    Engage with local performers to provide performances throughout the Carnivale and youth zones.

 

Partners

·      Recognise and acknowledge NCC as the key investor in the Festival wherever possible and practicable.

·    Provide opportunities for Mayoral (or delegated official) attendance and presentation of speeches at opening events and key high profile events such as the Mask Parade.

·    Include messaging from the NCC Mayor and Council representatives in the Festival brochure and in messaging where possible.

 

Sponsorship & Funding

·    Apply for funding for the 2019 Festival to Creative New Zealand, Rata Foundation and gaming Trusts, with funding secured to at least the same value as previous Festivals.

CNZ funding for the 2019 Festival already received.

·    Aim to reach a total amount of income from ticket sales, funding and sponsorship to match a minimum of 50% of Council’s contribution annually, with the Trust seeking to increase funding levels through stakeholder relationships and private sponsorships.

·    Attract sponsorship and other funding for the 2019 Festival to at least the same value as previous Festivals.

·    Establish a programme to obtain benefactor funding and tax-deductible donations to the Festival by 1 Dec 2019, and actively promote for the 2020 and future Festivals.

 

Values

The following principles underpin decision making and set the standard for performance and interactions with the Trust’s communities of interest.

·    Manaakitanga: We respect and care for our artists, audiences, staff and volunteers.

·    Inclusive: We recognise our region’s distinctive cultural and social diversity and work to ensure arts opportunities for all.

·    Quality: We deliver arts experiences of exceptional quality that inspire.

·    Partnership: We work with others and build lasting relationships to achieve more together.

·    Mana Toi: We champion the role of the arts and the contribution artists make to our lives.

 

Key Priorities for 2019

 

Strategic Direction

·    Undertake strategic development work in order to inform the delivery of future Festivals.

This process has been completed. See Attached Strategic Plan.

·    The Trust’s strategy is reflected in the delivery of the Festival and reviewed at least 3 yearly, with input from key stakeholders and the community.

 

Deliver a successful Nelson Arts Festival

·    Deliver a programme of high-quality performances and events by local, national and international artists and writers that will appeal to a wide variety of audiences.

·    Build capability – people, funding streams and processes – to ensure operational sustainability and programme innovation.

·    Work in partnership with NCC and other partners, funders and supporters to realise objectives.

·    Encourage learning and development by providing learning experiences outside the classroom [LEOTC] for schools from pre-school to secondary, as well as home-school groups.

·    Increase Festival visibility in the CBD.

 

Mask Parade & Carnivale

·    Highlight and celebrate the Mask Parade & Carnivale as the flagship, opening event of the Festival.

·    Optimise attendance at and engagement with the Parade and Carnivale.

 

Develop partnerships that sustain the Festival

·    Develop partnerships that contribute to the delivery of the Festival programme, in particular with funders, sponsors, venues and businesses.

·    Contribute to the fulfilment of the Nelson Tasman Regional Arts Strategy and Arts Policy by providing leadership in the area of performing arts in the Nelson Tasman region.

 

Alignment with Nelson City Council Community Outcomes

 

Our communities are healthy, safe, inclusive and resilient

The Festival provides opportunities for our communities to connect in creative, fun and meaningful activities that celebrate our diversity.

 

Our communities have opportunities to celebrate and explore their heritage, identity and creativity

The Festival encourages communities of Te Tau Ihu to enjoy the telling of our stories and learning about our history and heritage.

 

Our communities have access to a range of social, educational and recreational facilities and activities

The Festival presents works that entertain, enthral and educate in many varied spaces.

 

Our region is supported by an innovative and sustainable economy

The Festival adds to the vibrancy of the economy through employment, performance opportunities and promotion of Te Tau Ihu as a creative and ‘happening’ place to visit - and live, work and play in.

 

 

3.   Objectives, Performance Measures and Targets

 

 

Governance

·    Complete the transfer from NCC governance and establish a robust organisation for the delivery of the annual Festival.

·    Ensure the Festival is well managed and operates within agreed plans.

Reports, plans and budgets meet set deadlines.

The Risk Management Plan is reviewed annually, and mitigation strategies identified are implemented.

·    Be a good employer by maintaining good employer policies and practices.

Report on observance of policies, health and safety, turnover and related statistics.

 

Audience experience

·    Provide a programme of events which enhance appreciation and enjoyment of performing, literary and visual arts.

·    Provide a programme which includes multiple art forms, including but not limited to theatre, music, dance, community events, writers’ talks and visual arts.

Programme is launched publicly in August for all to see.

·    Offer learning opportunities through workshops, performances for school groups in theatres, as well as performances in schools.

·    Ticket sales achieve a minimum of 60% of tickets available for sale overall.

 

Partnerships

·    Strengthen the Trust’s and Festival’s relationship with Iwi.

·    Actively engage in collaborative partnerships that support and encourage community engagement and participation in the Festival, including the education, business, community and arts sectors.

·    Partner with other organisations and initiatives to promote Nelson Tasman

NCC, TDC and Marlborough District Council

Sponsors

Funders

Local businesses

Nelson Regional Development Agency

·    Develop a base of patrons and ambassadors who will support and advocate for the Festival

 

Survey

·    An annual survey is undertaken with Festival participants to assess the satisfaction level with the standard and range of events provided and venues used.

 

Strategic Performance Measures

The Board is currently developing performance measures for its new strategy. To give the Council an indication of how we intend to develop the measures and baselines, we will use the framework below.

 

THE FESTIVAL

Excellence

A programme of exceptional quality arts experiences

Diverse & Accessible

Inclusive of all people across age, culture and circumstances

Visible

The Festival is unmissable in Nelson’s city centre and reaches across Te Tau Ihu

Reach

Embrace innovative new ideas for existing and new locations, places and venues

 

STRONG AND WELL RESOURCED

Governance

The Board demonstrates strong, values based leadership

Team

Build and sustain a skilled team of staff and volunteers

Operational excellence

A well run, professional, high performing organisation

Funding

Underpinned by strong funding, sponsorship and patronage

 

FESTIVAL OPENING

Flagship event

Strengthen the Mask Parade & Carnivale as the Festival’s unique opening events

Inclusive

Attract wide community participation

Schools

Support the ongoing involvement of all schools and secure place in curriculum

Heritage

Celebrate the rich history/whakapapa, in particular its connection with WOW

 

ENGAGEMENT & PARTNERSHIPS

Audience

Excite and inspire new and existing audiences

Education

Build and foster opportunities for collaboration

Supporters

Strengthen and grow partnerships with sponsors, funders and patrons

Treaty partnership

Work with mana whenua to explore treaty partnership opportunities

Nelson City Council

Recognise and respect the Festival’s long standing relationship with Nelson City Council

Tasman and Marlborough

Explore new opportunities for involving Tasman and Marlborough District Councils

 

4.   Operating Framework

 

Background

The history of the Festival goes back to the early days of WOW. With increasing numbers of people attending WOW, it was decided to run an arts festival alongside WOW to provide additional activities, events and performances for audiences to enjoy.

 

When WOW relocated to Wellington, the Nelson Arts Festival came into its own, as a stand-alone event, providing enriching experiences to the community with both free, community and ticketed events.

 

2019 is the 25th Nelson Arts Festival.

 

Governance, stakeholders and staffing

 

Nelson Festivals Trust was established as a charitable trust by NCC in 2018 after extensive consultation with the community. The purpose of the Trust is to govern and deliver the annual Nelson Arts Festival.

 

The Trust has a contract with NCC until June 2022 to deliver the Festival. This contract can be extended for three years. 

 

The Trust has no less than 6 and no more than 7 board members, two of whom represent NCC.

 

Staff: Two full-time contractors work for the Trust. They manage a team of approximately 50 contractors whose roles vary in length from two weeks to six months, as well as approximately 65 volunteers.

 

5.   Operating Environment

Resources

The Festival’s main income streams are grants from NCC, Creative New Zealand, Rata Foundation and other organisation such as Mainland Foundation and Pub Charity, ticket sales and sponsorship.

 

6.   Accountability

Meetings with NCC Representative

Bi-annual meetings are to be held with the Council Representative with the purpose to provide an update on progress. The meetings shall be minuted and minutes recorded.

 

Half Yearly

Provide NCC with a six-month report covering objectives outlined in this Statement of Intent, commentary on activities, financial position and other information that Trustees consider useful to enable an informed assessment of the Trust’s performance during the relevant period.

 

Annually

An annual report is to be provided to NCC by the end of July each year for the previous financial year, including a financial report. The report should detail progress against the objectives set in this statement of intent, and any other matters that Trustees and NCC agree shall be disclosed as appropriate.

 

Health & Safety

Submit the Festival’s health and safety plan to Council by 1 September annually.

 

Council Plans

Provide information to Council as required for its Annual Plan, Long Term Plan and Annual Report.

 

7.   Prospective Financial Statements

Introduction

This, the Trust’s first Statement of Intent, covers the period 1 July 2019 to 30 June 2020.

 

The budget is based on previous years’ operations and assumptions of future events that the Trust may reasonably expect to occur at the time of writing.

 

Significant Assumptions

·    Support of the Nelson Arts Festival is included in NCC’s 2015-2025 LTP and will remain unchallenged.

·    Revenue from ticket sales can be adversely affected by external events such as other major events being on sale and/or occurring during the Festival sales period, eg. All Blacks game, Adam Chamber Music Festival and elections.

·    Participation and support can be adversely affected by weather and natural disasters.

 

APPENDICES

·    Budget

·    Strategic Document


Item 9: Statement of Intent - Nelson Festivals Trust: Attachment 2

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Item 9: Statement of Intent - Nelson Festivals Trust: Attachment 3

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Item 10: Fees and Charges relating to Community Services 2019/20

 

Community Services Committee

30 May 2019

 

 

REPORT R10060

Fees and Charges relating to Community Services 2019/20

     

 

1.       Purpose of Report

1.1      To advise and seek approval for fees and charges which relate to Community Services for the 2019/20 financial year.

 

 

2.       Recommendation

That the Community Services Committee

1.    Receives the report Fees and Charges relating to Community Services 2019/20 (R10060) and its attachment (A2157289).

Recommendation to Council

That the Council

1.    Approves the proposed fees and charges as per attachment (A2157289) of Report (R10060) effective from 1 July 2019.

 

 

 

3.       Background

3.1      Fees and Charges are reviewed annually and adjusted in line with the Consumer Price Index (CPI), or adjusted to achieve the targets set out in the Revenue and Financing Policy.

3.2      Officers currently have delegations to set fees and charges. For increases over CPI officers are of the view that approval via a recommendation from the relevant committee to Council is appropriate. 

3.3      All fees are GST inclusive unless they state otherwise.

4.       Discussion

4.1      Fees and Charges relating to delegations of the Community Services committee are:

·    Social

Libraries

Cemeteries and Crematoriums

Community Properties

§ Founders Heritage Park

§ Broadgreen House and Isel House

§ Public toilets (Montgomery Square Superloo)

Halls

§ Stoke Hall

§ Wakapuaka Hall

§ Trafalgar Street Hall

§ Greenmeadows

4.2      Fees and charges for the Crematorium are being reported separately.

4.3      This report divides the discussion of fees and charges into three categories:

·    No fee increase

·    CPI adjustments

·    Increase above CPI or changes to fees.  The focus of this report and Attachment 1 (A2157289) will be on this category.

4.4      No fee increase

4.4.1   There is no fee increase proposed for the Montgomery Square Superloo as the current fee is $.20 and a CPI increase would be impractical for customers.

4.5      CPI adjustments

4.5.1   CPI adjustments are calculated from the annual change in CPI to December 2018 which was 1.9%. CPI has been applied to all fees unless this adjustment results in a greater recovery than what is required in the Revenue and Finance policy or the adjusted amount makes change impractical for customers.

4.5.2   CPI adjustments will apply to:

·   Broadgreen and Isel

·   Libraries

·   Cemeteries

·   Halls; Stoke Hall, Wakapuaka Hall Trafalgar Street Hall, Greenmeadows Centre

·   Founders Heritage Park (expect for the visitor entrance fee, as discussed below)

4.6      Proposed changes above CPI

4.6.1   Proposed fees and charges above CPI for community facilities are listed in the Attachment 1 (A2157289).  Subject to approval by Committee, all users will be given 30 days’ notice of the proposed changes prior to implementation on 1 July 2019.  The main changes are summarised below.

Founders Park

4.6.2   Visitor entrance fee is proposed to increase from $7.00 to $10.00 to keep the fee in line with heritage villages around the country and other local facilities.

4.6.3   Under 16 year olds currently free is proposed to change to children over 5 years being $5.00.

4.6.4   In addition, new fees are proposed to be introduced as follows:

·   Families $25.00

·   Students (over 16) and seniors $7.00.

Libraries

4.6.5   The overdue charge is proposed to increase from 30 cents to 50 cents.

4.6.6   Note that young adult’s items will be exempt from overdue charges from 2019/20. Children’s items are already exempt from overdue charges.

4.6.7   This increase will offset some of the lost revenue from introducing renewals and reminder notices which will make it easier for customers to return items on time, avoiding overdue charges altogether.


 

 

5.          Options

Option 1: Approve the proposed changes to the fees and charges (Recommended)

Advantages

·   An increase in users’ fees for Parks and Facilities will ensure that the Revenue and Finance policy is met.

·   Less cost charged to rates

Risks and Disadvantages

·   Users may view an increase in fees across some facilities or services as unaffordable.

Option 2: Accept the status quo and not approve changes to fees and charges

Advantages

·    Reduce administration for Council staff and contractor staff to implement changes to fee structure.

·    Users may not need to find additional funds to cover fee increases.

Risks and Disadvantages

·    Reduced revenue and inconsistencies between actual recovers and Revenue and Finance policy guidelines.

·    More costs charged to rates.

 

6.       Conclusion

6.1      This report proposes some increases to fees and charges which can be justified by CPI adjustment and some additional increases to meet the Revenue and Finance Policy or changes for practical implementation of fees and charges.

7.       Next Steps

7.1      Once approved facility managers will be communicated with regarding any changes to the fees for use. Staff will update the Council website and relevant booking forms to reflect the changes. The Finance department will alter fees and charges in their systems.

Author:          Rosie Bartlett, Manager Parks and Facilities

Attachments

Attachment 1:  A2157289 Community Fees and Charges 2019/20 proposed changes beyond CPI

 

Important considerations for decision making

1.   Fit with Purpose of Local Government

Annual review of fees and charges enables Council to meet the current and future needs of communities for good-quality local infrastructure, local public services, in a way that is most cost-effective for households and businesses.

2.   Consistency with Community Outcomes and Council Policy

Approving amended fees and charges enables Council to carry out activities that are aligned with the community outcome “our infrastructure is efficient, cost effective and meets current and future needs”.

3.   Risk

Fees and charges are reviewed annually and either adjusted in line with the Consumer Price Index or adjusted to reflect any changes in process and/or costs incurred to Council. If proposed changes are not approved the income generated from fees and charges may not cover actual costs incurred and result in a financial shortfall.  There is some risk that the community may object to the changed rate or charge which may have reputational consequences. With controls such as direct communication to users as outlined in paragraph 7.1 the level of risk in adopting the proposed fees and charges is considered minor. Council also has the ability to revisit fees and charges at any time, and they will be reconsidered in twelve months’ time.

4.   Financial impact

An estimate for fees and charges income based on past trends and the Revenue and Finance Policy is included in Council’s Long Term Plan.

5.   Degree of significance and level of engagement

This matter is of low significance because the Revenue and Finance Policy which provides guidelines for fees and charges has been set through the Long Term Plan. Therefore the no engagement, feedback or consultation will occur on this proposed report.

6.   Inclusion of Māori in the decision making process

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

7.   Delegations

The Community and Services Committee areas of responsibility:

·    Community Centres and Halls (Note: Greenmeadows Community Centre, Stoke Memorial Hall, and Tahunanui Community Centre are matters for the Community Services Committee)

·    Cemeteries and Crematorium

·    Libraries

·    Heritage Houses and their grounds

·    Founders Heritage House

Powers to Recommend:

Any other matters within the areas of responsibility noted above.

Powers to Decide: n/a

Currently officers have delegated authority to set fees and charges. For increases over CPI, officers are of the view that approval by Council is appropriate.

 

 


Item 10: Fees and Charges relating to Community Services 2019/20: Attachment 1

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