Minutes of a meeting of the Sports and Recreation Committee

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

On Thursday 23 May 2019, commencing at 1.07p.m.

 

Present:              Councillor T Skinner (Chairperson), Her Worship the Mayor R Reese, I Barker, M Courtney, B Dahlberg (Deputy Chairperson), K Fulton, B McGurk and S Walker

In Attendance:   Councillors M Lawrey and M Rutledge, Chief Executive (P Dougherty), Group Manager Community Services (R Ball), Governance Adviser (E-J Ruthven), and Youth Councillors (R Martyn and H Smith)

 

 

The meeting was adjourned from 1.07p.m to 1.11p.m

1.       Apologies

          There were no apologies.

2.       Confirmation of Order of Business

There was no change to the order of business.

3.       Interests

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

4.       Public Forum 

There was no public forum.

5.       Confirmation of Minutes

5.1      6 March 2019

Document number M4082, agenda pages 6 - 10 refer.

 

Resolved SPO/2019/012

 

That the Sports and Recreation Committee

1.    Confirms the minutes of the meeting of the Sports and Recreation Committee, held on 6 March 2019, as a true and correct record.

McGurk/Dahlberg                                                                         Carried

6.       Chairperson's Report   

           The Chairperson gave a verbal update, through which he acknowledged members of the community for submissions to the Annual Plan 2019/20. 

           He also thanked Sports Codes for their understanding and willingness to manage the restrictions on the use of many of Council’s sports fields during drought conditions, and while sports fields were rehabilitated following the drought.

7.       Fees and Charges relating to Sports and Recreation 2019/20

Document number R10236, agenda pages 11 - 24 refer.

Manager Parks and Facilities, Rosie Bartlett, and Parks and Facilities Asset Analyst, Jane Loughnan, presented the report.

Ms Bartlett and Ms Loughnan answered questions regarding the fees and charges proposed for circus events, the distinction between commercial and community events and how this was applied, the two-year Consumer Pricing Index (CPI) increased proposed for the marina pending the outcome of a revaluation of marina assets, the Revenue and Financing Policy recovery targets for premier venues, and the use of CPI to inform fees and charges increases, rather than the Local Government Cost Index.

Discussion took place and questions were answered regarding whether the Revenue and Financing Policy’s performance targets of 90-100% cost recovery for campgrounds was appropriate in relation to the Brook Camp.  It was noted that the management of the Brook Camp would be the subject of an upcoming workshop regarding management options for campgrounds.

During discussion regarding the proposed fees and charges for Trafalgar Park, Mr Ball answered questions regarding flexibility in considering large-scale or multi-day events, with the ability to negotiate both increases and decreases in daily fees in appropriate circumstances.

Attendance:  Councillor Fulton left the meeting from 2.04p.m. to 2.11p.m.

There was a further discussion regarding the management contract held by contractors for Council’s venues, and the separate fees and charges arising as a result of this.  Committee members expressed frustration that organisations hiring Council venues often requested a reduction in hireage fees, in order to make the overall cost of hiring Council venues affordable. 

In response to questions, Chief Executive, Pat Dougherty, noted the proposal through the Annual Plan to create a Council fund to which organisations could apply for a reduction in Council venue hireage fees to ensure transparency in this area.  It was noted that a workshop regarding Council venue management options was being scheduled.

Attendance: Her Worship the Mayor left the meeting from 2.19p.m. to 2.21p.m.

Councillor Courtney, seconded by Councillor McGurk, moved the recommendations in the officer report.  Following further discussion, and with the agreement of the meeting, the wording of the recommendation to Council was amended to:

That the Council

1.       Approves the proposed fees and charges as per Attachment 1 (A2157708) of Report 10236, effective from 1 July 2019, with the exception of the fees and charges relating to the Brook Camp.

Resolved SPO/2019/013

 

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).

 

Courtney/McGurk                                                                         Carried

Resolved SPO/2019/014

 

That the Council

1.        Approves the proposed fees and charges as per Attachment 1 (A2157708) of Report 10236, effective from 1 July 2019, with the exception of the fees and charges relating to the Brook Camp.

Courtney/McGurk                                                                         Carried

 

8.       Sports and Recreation Committee Quarterly Report to 31 March 2019

Document number R10102, agenda pages 25 - 49 refer.

Manager Parks and Facilities, Rosie Bartlett, Parks and Facilities Asset Analyst, Jane Loughnan, and Property and Facilities Asset Planner, Paul Harrington, presented the report. 

Ms Bartlett explained that the reference to the Annual Residents Survey on page 36 should refer to it being carried out in the fourth quarter. It was further noted that the reference to Codgers Mountain Bike Park, on page 26, should be to Codgers Trails.

Ms Loughnan answered questions regarding the business case currently underway for the Sea Sports building at the marina, including potential years for construction, and Ms Bartlett answered questions regarding the marina hardstand project.

Attendance:  Councillor Fulton left the meeting from 2.34p.m. to 2.35p.m.

Ms Bartlett, Mr Harrington and Ms Loughnan answered further questions regarding the effect of the February fires on native plantings and subsequent replanting undertaken, the Rutherford Park playspace, and levels of service and performance indicators for the Trafalgar Centre, including event and patronage targets.

Attendance:  Councillor Walker left the meeting from 2.42p.m. to 2.43p.m. Councillor McGurk left the meeting from 2.43p.m. to 2.45p.m, and Her Worship the Mayor left the meeting at 2.46p.m.

Ms Loughnan answered further questions regarding progress on the proposed Water Sports building at the marina, and the proposed timeframe for consultation on Reserve Management Plans.

Resolved SPO/2019/015

 

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).

McGurk/Walker                                                                            Carried

       

9.       Exclusion of the Public

Resolved SPO/2019/016

 

That the Sports and Recreation 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:

Barker/Courtney                                                                          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

Sports and Recreation Committee Meeting - Public Excluded Minutes -  6 March 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)(h)

     To enable the local authority to carry out, without prejudice or disadvantage, commercial activities

2

Sports and Recreation Committee Public Excluded Status Report

 

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)(h)

     To enable the local authority to carry out, without prejudice or disadvantage, commercial activities

The meeting went into public excluded session at 2.57p.m. and resumed in public session at 3.01p.m.

Please note that, as no decisions were made in public excluded aside from the confirmation of minutes and receipt of the public excluded Status Report, the record of the public excluded part of the meeting has been included in the public minutes.

10.     Confirmation of Minutes - Public Excluded

6 March 2019

Document number M4084, public excluded agenda pages 4 – 7 refer.

Resolved SPO/2019/017

 

That the Sports and Recreation Committee

1.        Confirms the minutes of part of the meeting of the Sports and Recreation Committee, held with the public excluded on 6 March 2019, as a true and correct record.

Barker/Fulton                                                                               Carried

11.     Sports and Recreation Committee Public Excluded Status Report

Document number R10196, agenda pages 8 0 10 refer.

Resolved SPO/2019/018

 

That the Sports and Recreation Committee

1.    Receives the report Sports and Recreation Committee Public Excluded Status Report (R10196) and its attachment (A1661548); and

2.    Agrees that the report Sports and Recreation Committee Public Excluded Status Report (R10196), and Attachment (A1661548) be excluded from public release at this time.

Fulton/Barker                                                                               Carried

 

12.     Re-admittance of the Public

Resolved SPO/2019/019

 

That the Sports and Recreation Committee

1.        Re-admits the public to the meeting.

Courtney/Walker                                                                          Carried

 

There being no further business the meeting ended at 3.01pm.

Confirmed as a correct record of proceedings:

 

          

 

                                                       Chairperson                                     Date