Sports and Recreation Committee
Minutes - 6 March 2019
Present: Councillor
T Skinner (Chairperson), Her Worship the Mayor R Reese, Councillors I Barker, M
Courtney, B Dahlberg (Deputy Chairperson), K Fulton and S Walker
In
Attendance: Councillor G Noonan, Chief Executive (P Dougherty),
Group Manager Community Services (R Ball), Governance Adviser (J Brandt) and
Youth Councillors E Edwards and T Wheatley
Apology: Councillor
McGurk (on Council business)
1. Apologies
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Resolved SPO/2019/001
That the Sports and
Recreation Committee
Receives and
accepts the apology from Councillor McGurk (on Council business).
Courtney/Walker Carried
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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.
4. Public Forum
4.1 Bryan Heaphy and Will
Furniss
Mr
Heaphy asked Council for support in his search for areas that could be used by
youth to ride their off-road motorcycles, as this had become increasingly
difficult due to urban sprawl. He noted the ideal size for such an area would
be 10 to 20 acres of land, to allow for noise.
5. Confirmation of
Minutes
5.1 20
November 2018
Document number M3915, agenda
pages 6 - 10 refer.
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Resolved SPO/2019/002
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.
Courtney/Walker Carried
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5.2 13
December 2018
Document number M3988, agenda
pages 11 - 12 refer.
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Resolved SPO/2019/003
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.
Barker/Courtney Carried
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6 Chairperson's
report
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The Chairperson tabled his
report (A2150869) and emphasised the ongoing fire risk and need to preserve
water in face of the current drought.
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Resolved SPO/2019/004
That the Sports and
Recreation Committee
Receives the
Chairperson’s report.
Courtney/Barker Carried
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Attachments
1 A2150869 -
Chairperson's Report - tabled document
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7. Sports and
Recreation Committee Quarterly Report to 31 December 2018
Document number R9934, agenda
pages 13 - 32 refer.
Manager Parks and Facilities,
Rosie Bartlett and Parks and Facilities Asset Planner, Paul Harrington noted
changes to the Rutherford Park Play Space project on agenda page 27, which may
have its funding reallocated to a city centre park, and changes to the Great
Taste Trail report mentioned on agenda page 28, which would be going to the
Works and Infrastructure Committee for consideration, not the Sports and
Recreation Committee.
Officers answered questions about
capital expenditure for neighbourhood parks and Saxton Field, the Trafalgar
Centre fee structure, costs relating to the Bay Dreams event, progress on the
Sea Sports building at the marina and waste reduction for events being held at
Trafalgar Centre and Trafalgar Park.
It was noted that future
quarterly reports would see further improvements to information presented e.g.
through the provision of the overall financial position as well as a summary
for each activity.
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Resolved SPO/2019/005
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).
Dahlberg/Barker Carried
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8. Exclusion
of the Public
John Murray was to be in
attendance for Item 1 of the Public Excluded agenda (Campground Governance and
Tahunanui Camp) to answer questions and, accordingly, the following resolution
was required to be passed:
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Resolved SPO/2019/006
That
the Sports and Recreation Committee
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.
Barker/Dahlberg Carried
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Resolved SPO/2019/007
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:
Walker/Barker Carried
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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
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The meeting went into public excluded session at 11.08a.m.
and resumed in public session at 12.26p.m.
There being no further business the meeting ended at 12.26p.m.
Confirmed as a correct record of proceedings:
Chairperson
Date
Item 7: Fees and
Charges relating to Sports and Recreation 2019/20
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Sports and Recreation Committee
23 May 2019
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REPORT R10236
Fees
and Charges relating to Sports and Recreation 2019/20
1. Purpose
of Report
1.1 To
advise and seek approval for fees and charges which relate to Parks and
Recreation for the 2019/20 financial year.
2. Recommendation
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That the Sports and Recreation Committee
1. Receives
the report Fees and Charges relating to Sports and Recreation 2019/20 (R10236) and its attachment (A2157708).
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Recommendation to Council
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That the
Council
1. Approves the proposed fees and
charges as per Attachment 1 (A2157708) of Report 10236, effective from 1 July
2019.
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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. This report relates only to those fees and charges that
fall within the Committee’s delegations.
3.2 Council
officers have delegated authority 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.
4. Discussion
4.1 Fees
and charges relating to delegations of the Sport and Recreation Committee are:
· Parks and Active Recreation
o Premier Parks and Facilities
§ Trafalgar Centre
§ Trafalgar Park
§ Saxton Oval
§ Saxton Oval Pavilion
§ Trafalgar Park Pavilion
o Sports Parks
§ Concessions
§ Saxton Stadium
§ Saxton Pavilion
o Recreation
§ Waahi Taakaro Golf Club
§ Swimming Pools
o Neighbourhood Parks and Recreation
o Marina
o Brook Camp
4.2 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 (A2157708)
will be on this category.
No Fee Increase
4.3 There
is no fee increase proposed for activities which are currently above the recovery
range for the Revenue and Financing Policy. These are:
· Saxton
Oval Pavilion
· Waahi
Taakaro Golf.
4.4 There
is no specific additional increase proposed for General Sports Field allocation
as this is charged as a percentage of maintenance costs and therefore will
increase as a proportion of the cost.
4.5 There
is no fee increase proposed for activities which currently have no charge.
These are:
· Hunting
Permits
· Camping
at Haulashore and Oyster Island.
CPI Adjustments
4.6 CPI
adjustments are calculated from the annual change in CPI to December 2018 which
was 1.9%.
4.7 CPI
adjustments will apply to:
· Premier
Parks and Facilities: Trafalgar Centre, Trafalgar Park, Trafalgar Park Pavilion
and Saxton Oval
· Sports
Parks: General sports fields and parks commercial and community charges, Saxton
Pavilion, Saxton Stadium
· Neighbourhood
parks and reserves: commercial concessions including bee hives, use of resource
consent for amplified sound and key deposit
·
Swimming pools
· Commercial
Races/Events
Proposed Changes above CPI or Changes to Fees
4.8 Proposed
fees and charges above CPI or changes to charges for community facilities and
parks are listed in Attachment 1 (A2157708). Subject to approval by the
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 in the sections below.
Marina
4.8.1 In
order to fund current and future developments at the marina, fees will need to
increase to at least cover increases in CPI. The Marina Advisory Group is
working on a model which incorporates depreciation of the marina assets to be
covered by the fees and charges. Once this exercise is complete the proposed
changes will be reported to the Committee.
4.8.2 In
the meantime, a CPI adjustment will be put in place. This was recommended by
the Marina Advisory Group as an interim measure. As no increase was made for
marina fees in 2018/19, the 2019/20 proposed fees have been increased by CPI
for two years. 2.01% for 2018/19 and 1.9% for 2019/20. A total of 3.91%.
Trafalgar Park, Saxton Oval
and General Sportsfields and Parks
4.8.3 Currently,
the commercial charges are $5,500 per event day for Trafalgar Park and Saxton
Oval and $1,052 per event day for other sports fields and parks. It is proposed
to increase the base fee by CPI.
4.8.4 In
addition, for major events such as Bay Dreams greater flexibility is needed in
the charging model so that venue hire can be set by negotiation. It is proposed
to include the option that “for significant events, venue hire will be
negotiated based on the scale of the event, set up and pack down days
etc.”
4.8.5 Significant
events are events where there is Council staff time required to be spent on the
event, or where the event has an impact on Council’s assets that needs to
be considered as part of the hire agreement.
Circus
4.8.6 Currently
the circus is charged $232 per day plus power. As the circus is a commercial
operation, it is proposed to instead treat the circus as a commercial operation
and use the same charges as discussed above ($1,052/day).
Brook camp
4.8.7 The
Brook Camp does not meet the recovery rate set in the Revenue and Financing
Policy. The Policy target is for 90-100% of the income at the camp to come from
users. In 2017/18, the recovery rate at the Brook Camp was only 41% from users.
4.8.8 Despite
income from users at the camp being higher than budgeted for the year to date
for 2018/19, costs have also increased. It is expected that the recovery rate
for 2018/19 will still not meet the targeted amount.
4.8.9 Based
on the budgeted expenditure in 2019/20 at the Brook Camp, income from fees
would need to increase by 136% from the 2018/19 income in order for the camp to
meet the 90-100% target.
4.8.10 It
is not considered reasonable to increase the fees by 136% in one year, and
instead the proposed change is to increase fees by 20% for 2019/20 which will
start to increase the income received and bring the activity closer to the
recovery target. The fee increase would need to be re-assessed each year. Since
Council has been operating the camp the fees have not been increased.
4.8.11 An
additional change is to increase the charge for showers from $0.50 to $1.00.
Grazing licences
4.8.12 Grazing
Licences are charged based on a market valuation. The proposed change is to
include the option to allow the charge to be waived where the grazing services
support fire prevention measures.
5. Options
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Option 1: Approve the proposed
changes to the fees and charges (Recommended)
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Advantages
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· An
increase in users’ fees for Parks and Facilities will ensure that the
Revenue and Finance policy is met.
· Lower
charges to rates
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Risks and Disadvantages
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· Users
may view an increase in fees across some facilities as unaffordable.
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Option 2: Accept the status
quo and not approve changes to fees and charges
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Advantages
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· 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.
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Risks and Disadvantages
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· Reduced
revenue and inconsistencies between actual recovers and Revenue and Finance
policy guidelines.
· More
costs charged to rates.
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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 more practical implementation of fees and charges.
7. Next
Steps
7.1 Once
fees and charges are approved, facility managers and sport users will be
communicated with regarding changes to the fees for use. Staff will update the
Council website and relevant booking forms to reflect the changes.
Council’s Finance business unit will alter fees and charges in their
systems.
Author: Rosie
Bartlett, Manager Parks and Facilities
Attachments
Attachment 1: A2157708
- Community Fees and Charges 2019/20: Proposed Changes Beyond CPI ⇩
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Important considerations for decision making
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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.
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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”.
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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
changes 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 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.
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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.
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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 no engagement, feedback or
consultation is proposed for this report.
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6. Inclusion
of Māori in the decision making process
No engagement with Māori has been undertaken in
preparing this report.
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7. Delegations
The Sports and Recreation Committee has the
following delegations:
Areas of Responsibility:
· Recreation
and Leisure Facilities and Services
· Parks
and Reserves
· Note:
Saxton Field is a matter for the Saxton Field Committee
· Note:
Greenmeadows Community Centre, Stoke Memorial Hall, and Tahunanui Community
Centre are matters for the Community Services Committee
· Note:
Heritage Houses and their grounds are matters for the Community Services
Committee
· Note:
All powers relating to the Brook Waimarama Sanctuary Trust applications for
further funding from the provision set aside in the Annual Plan 2017/18 are
referred to Council
· The
Trafalgar Centre
· Modellers’
Pond
· Sports
Fields
· Swimming
Pool Facilities
· Campgrounds
· Marina
· All
land and 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
Powers to Recommend:
· Any
other matters within the areas of responsibility noted above.
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.
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Item 8: Sports and
Recreation Committee Quarterly Report to 31 March 2019
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Sports and Recreation Committee
23 May 2019
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REPORT R10102
Sports
and Recreation 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
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That the Sports and Recreation Committee
1. Receives
the report Sports and Recreation Committee Quarterly Report to 31 March 2019
(R10102) and its attachments
(A2173517 and A2175406)
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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 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 11 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
developments for the three months to 31 March 2019
4.1 General
Reserves land purchases: There are no further land purchases expected to be
completed in the current financial year.
4.2 Sea
Sports Building at the Marina: A business case is being revised to confirm the
benefits and costs of the concept designs received from the Sea Sports Group.
4.3 Saxton
Field Champion Drive road entrance: Construction has been completed.
Landscaping is underway and expected to be completed in May. Stage II will be
designed in 2019/20 and constructed in 2020/21.
4.4 Great
Taste Trail – Tahuna Beach to Parkers Road section: Following approval at
the Works and Infrastructure Committee meeting in April for the route along
Beach Road design plans have been prepared to enable construction to begin in
June 2019.
4.5 Maitai
Mountain Bike Hub: Preliminary design concepts are underway prior to
discussions with key stakeholders. Information will be presented to the Sports
and Recreation Committee together with a recommended way forward.
4.6 Grampians
Reserve new walking track: This new zigzag track up the front face of the
Grampians is nearing completion. It will provide a lower gradient option for
walkers from Collingwood Street into the reserve, with views over the City and
Tasman Bay. Seating will be added to allow full enjoyment of the vista.
4.7 Brook
Recreation Hub: This project is nearing completion on Andrews Farm. The
development aims to reduce parking and traffic congestion on Brook Street at
the entrance to the Dun Mountain Trail and Codgers Mountain Bike Park, and
provide facilities for recreation users and events. Funding of $135,000 was
received from the Ministry of Business Innovation and Employment Tourism
Infrastructure Fund. At the time of writing signage and access improvements
were yet to be developed.
4.8 Marina Hardstand: Four hardstand maintenance bays have been
completed in the Marina at a cost of $164,000. Further bays will be
completed in 2019 along with an extension to the capacity of the drainage
filtration system. This may result in additional costs which will be
compensated for by deferring other work.
5. Financial
Results
Profit
and Loss by Activity
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Parks
and Active Recreation
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YTD
Actuals
|
YTD
Operating
Budget
2018/19
|
YTD
Variance
|
Total
Operating Budget 2018/19
|
Total
Annual
Plan
Budget
2018/19
|
Latest
forecast
|
|
Income
|
|
|
|
|
|
|
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Rates
Income
|
(9,482)
|
(9,482)
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0
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(12,643)
|
(12,643)
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(12,643)
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Other
Income
|
(2,872)
|
(2,756)
|
(116)
|
(4,577)
|
(4,517)
|
(4,740)
|
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Total
Income
|
(12,354)
|
(12,238)
|
(116)
|
(17,220)
|
(17,160)
|
(17,383)
|
|
|
|
|
|
|
|
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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
|
|
Social
|
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
|
(9,768)
|
(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
|
|
· Base Expenditure is
expenditure that happens year after year, for example yearly contracts or
operating expenses.
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· Programmed
Expenditure is planned, or there is a specific programme of works. For
example, painting a building.
|
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· 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.
|
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· The
Profit and Loss reports presented above are shown by activity. These activities
include some cost centres that are reported to other committees.
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Operating
revenue (excluding rates income)
Operating expenditure
5.1 Neighbourhood Parks expenditure is less than budget
by $68,000. The allocation of staff costs
is $34,000 behind budget. Programmed property maintenance costs are $41,000
behind budget, with works scheduled to be completed by Nelmac over the
remainder of the year.
5.2 Park
Trees expenditure is greater than budget by
$72,000. Programmed maintenance
expenditure is $42,000 ahead of budget, due to the high volume of works at
Branford Park. Programmed maintenance is currently forecast to be $30,000 ahead
of budget at year end with a possible underspend in the unprogrammed tree
maintenance budget of $10,000. There is currently underspend in the Heritage
Tree budget which is anticipated to offset the park tree over expenditure.
5.3 Conservation
Reserves expenditure is less than budget by
$170,000. Property maintenance contract and programmed costs are
behind budget by $92,000, however with weed control work underway it is
anticipated this budget will be spent. The budget for Great Taste Trail
reinstatements along the Maitai Pipeline is behind by $92,000. Work has been
delayed due to reserve closures following the fire risk, however these works
are now on track to be completed in May.
5.4 Landscape
Reserves expenditure is less than budget by
$61,000. Maitai Area Mountain Bike Trail Grade 2-3 expenditure is
behind budget by $170,000 with no spend to date. Funding will be provided to
the Mountain Bike Club on completion of specific outcomes. The Club has advised
works will start in April/May, however there is a risk that some works will not
be completed during the financial year, and the budget is currently forecast to
be underspent by $70,000 for the full year. The Retired Forestry Block
Conversion Programme expenditure is behind budget by $24,000, as a contractor
is now delivering these works, and a full year underspend of $33,000 is
forecast. Property maintenance contract and programmed costs are ahead of
budget by $70,000 due to additional fire prevention work required and a
decision to graze the Grampians, which was made after a weed control programme
had been approved with contractors.
5.5 Esplanade
& Foreshore Reserves expenditure is greater
than budget by $284,000. The allocation of staff costs is $128,000
ahead of budget, including $73,000 relating to the Modellers Pond. The February
2018 Storm Event expenditure is $183,000 against no budget, with an additional
$86,000 scheduled to be spent during the financial year. This expenditure is
funded by the Emergency Reserve.
5.6 Sports
Parks income is greater than budget by $130,000. Bay
Dreams rental income of $120,000 has been received against a nil budget. Trafalgar
Park event and venue hire recoveries of $54,000 have been recorded against nil
budgets, and are offset by event and venue hire expenses of $56,000.
Sportsground charges income is behind budget by $52,000. Nelson Cricket was
originally invoiced for $27,000, however this invoice has been credited and
will be invoiced again in May. In addition, the sportsground was not able to be
used during the Bay Dreams event.
5.7 Sports
Parks expenditure is greater than budget by
$251,000. Sportsfield maintenance costs are ahead of budget by
$64,000 due to extra costs associated with the All Blacks game, Bay Dreams, and
the drought. Contract maintenance costs are ahead of budget by $30,000.
Programmed property maintenance costs are ahead of budget by $42,000. The
allocation of staff costs is ahead of budget by $38,000.
5.8 Trafalgar
Centre income is greater than budget by $70,000. Event
and venue hire recoveries of $109,000 have been recorded against a nil budget,
and are offset by event and venue hire expenses of $121,000. The difference
between these two amounts is due to timing of invoices / bills not matching,
and to discounts given. Rental income is behind budget $39,000, due to reduced
fees being charged of $29,000, as well as rentals being less than anticipated.
5.9 Trafalgar
Centre expenditure is greater than budget by
$183,000. Allocation of staff
costs is $39,000 behind budget. Property maintenance contract costs are ahead
of budget $27,000 due to the budget being set too low. This budget is currently
forecast to be overspent by $38,000 for the full year. Depreciation is ahead of
budget by $55,000.
5.10 Marina
expenditure is greater than budget by $87,000. Refuse collection is ahead of budget by $34,000
due to the increased costs of ineffective recycling waste. These costs are
currently forecast to be ahead of budget by $41,000 for the full year. The
hardstand management fee is ahead of budget by $23,000 due to more boats
needing to be moved around as a result of sealing the hardstand. Unprogrammed
maintenance costs are ahead of budget by $21,000 due to increased lighting,
water and power supply maintenance costs.
5.11 Saxton
Field expenditure is less than budget by $53,000. Champion
Drive Carpark (Grant to TDC) costs are behind budget by $76,000 with no spend
to date. This work will be undertaken as part of the Stage 2 Link Road, which
is scheduled for design in the next financial year with construction in
2020/21. Velodrome Lights Grant costs are behind budget by $45,000. This is a
grant to Tasman District Council, which is co-ordinating the work, and expected
to be completed by 30 June 2019. Staff costs are ahead of budget by $66,000,
with $52,000 allocated to Champion Drive costs.
5.12 Motor
Camp Tahuna income is greater than budget by
$61,000. Camp rentals are ahead of budget by $52,000 due to the
2017/18 wash-up being greater than budgeted. Motor Camp Tahuna expenditure is greater than budget by $30,000. Professional
advice costs of $32,000 have been incurred against a nil budget. Half of these
costs for the first quarter have been on-charged.
5.13 Brook
Camp income is greater than budget by $73,000. Site
rental fees are ahead of budget by $74,000. Brook Camp expenditure is greater than budget by $195,000. Unprogrammed
Service Delivery costs of $144,000 have been incurred against a nil budget, due
to staff services currently being contracted to Nelmac. Cleaning costs are
ahead of budget by $21,000 and security costs are ahead of budget by $19,000,
associated with increased patronage.
Capital expenditure (including capital staff costs)
5.14 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 10 capital projects, within the Sports and Recreation Committee
delegations, that are included as part of the quarterly reporting. Four of
these are over $250,000 for 2018/19 and four 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. These projects are reported on in Attachment 1.
7. Commentary
on operational projects
7.1 There
is one non-capital project (Reserve Management Plans) within the Sports and
Recreation Committee delegations which 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. The project
sheet is also appended in Attachment 1.
8. Status
Reports
8.1 There
are no outstanding actions for the Sports and Recreation Committee.
9. Other
notable achievements, issues or matters of interest
9.1 The
drought conditions put additional pressure on the Parks and Facilities Team and
on park assets. Irrigation was restricted to critical assets such as cricket
blocks, Trafalgar Park, Saxton Number One football field and fields already
under renovation (Neale Park and Trafalgar Park Number Two). These assets would
have cost considerable amounts to bring back to playable standards if allowed
to deteriorate through loss of irrigation. Hanging baskets were removed six
weeks early. Annual plantings were removed as they would not have survived when
not irrigated.
9.2 Meetings
were held with sports codes to explain potential ground conditions and
scheduling of the winter renovations against code draws. Sports codes were
understanding of the position Council was in and proactively looked for
solutions themselves such as rescheduling games. There is a recognition that
fields have suffered from the drought and subsequent delayed renovation
programme. This may have a lasting impact on ground conditions throughout the
season.
9.3 Scheduled
maintenance and capital and renewal works in closed reserves was put on hold.
In some areas this included weed control and track maintenance works. Staff
spent time coordinating with contractors to recycle water from line flushing
activities.
9.4 There
was a high level of service requests received from the public as maintenance
levels slipped and irrigation programmes were questioned. The Parks team
handled 257 service requests in February and 459 in March.
9.5 An
additional expense of $19,500 was incurred for watering street and park trees.
Replacement planting will extend over the winter months and is anticipated to
cost in the order of $50,000 to be funded from existing budgets for renewal
plantings.
9.6 The
additional work has put pressure on work programmes for both contractors and
staff.
Fire
Emergency
9.7 Although
the Parks and Facilities team members were not directly involved in the fire
response, considerable additional work was required in the various parks as a
result of the fire and ongoing risks. Staff worked closely with the Principal
Rural Fire Officer in making assessments on which parks and reserves needed to
be closed to the public. The reasons for closure were based on safety to
reserve users, threats to adjacent properties and reducing the risk of needing
to divert resources away from the current fire emergency. The Grampians were
closed on 28 January, and other back country reserves were closed on 6 February
with the exception of Codgers and Botanical Hill/Sir Stanley Whitehead. On the
morning of Friday 8 February all conservation and landscape reserves were
closed, with the fire on Sir Stanley Whitehead Reserve breaking out that
afternoon. Reserves were reopened in March after safety checks were carried
out. The following tracks and reserves were closed to the Public.
CONSERVATION RESERVES
• Maitai Water
Reserve
• Roding Water
Reserve
• Marsden Valley
Reserve
• Venner Reserve
• Brook Conservation
Reserve, including Eureka Park
• Titoki Reserve
LANDSCAPE RESERVES
• Grampians Reserve
• Tantragee Reserve,
including all of Codgers Mountain Bike Area
• Botanical Hill,
including all tracks to the Centre of New Zealand
• Atmore Reserve
• Hanby Park
• Highview Reserve
• Pipers Reserve
• Sir Stanley
Whitehead Park
• Tasman Heights
Reserve
• Bolwell Reserve
• Stoke Reservoir
Reserve (behind the Nelson Christian College)
OTHER CLOSURES
• The Dun Mountain
Trail
•
Maitai walkway from Sunday Hole
9.8 The
process of closure included regular contact with contractors informing them of
their access and permitted activities within the reserves. This included
signage at entry and exit points of reserves and tracks and patrolling high
profile areas such as the Centre of New Zealand, the Grampians walkways and
Codgers Mountain Bike Park. Contractors were asked to patrol closed reserves in
the weekend to educate the public on closures and ensure signage and closure
structures remained in place. Three significant events were either
postponed, offered alternative locations or cancelled due to extreme fire risk.
These were the Tahuna Roots Festival, the Mountain Bike Enduro and the Copper
Mine Mountain Bike event. Concessionaire and user groups such as volunteers
operating in these reserves were communicated with regularly. Contact with
forestry companies was an important factor with consideration of public access within
forestry areas to ensure consistent messages over adjoining Council and
forestry land. Regular liaison with Council’s GIS team was undertaken to
ensure website information was up to date. Regular updates to the public were
provided via the communications team.
10. Workshop
Update
10.1 There
were no workshops with the Sport and Recreation Committee over this quarter.
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,
however this report includes an indication of progress for those measures where
an assessment of current performance is available at this 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 Key Performance Indicators
12.1 Five
of the eight measures were on track as at the end of the third quarter of 2018/19,
with one already achieved.
12.2 One
performance measure is not on target. The estimated patronage target for
the Trafalgar Centre was predicted at 60,000. With a total of 42,831 by
the end March it is not anticipated that the target will be met. Estimating
patronage is a difficult exercise with some smaller events not attracting high
patronage numbers (eg, weddings and private functions), as opposed to larger
music events like Bay Dreams that attract a large number of patrons through the
door.
12.3 Attachment
2 lists all performance measures, their status and commentary.
12.4 The
results of one measure cannot be reported on yet. This is the result from the
Annual Residents’ Survey, which will be carried out within the
quarter.
13. Conclusion
13.1 The
review of performance of the third quarter for the Sport and Recreation
committee is included in this report, with project reports and performance
measure updates attached.
Author: Rosie
Bartlett, Manager Parks and Facilities
Attachments
Attachment 1: A2173517 Project Sheets
for Sports and Recreation Committee - Quarter Three ⇩
Attachment 2: A2175406
Performance Measures for Sports and Recreation Committee - Quarter Three ⇩
Sports and Recreation Committee
