Agenda of Community Services Committee

N-logotype-black-wide Community Services Committee

29 August 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

5. Confirmation of Minutes

5.1 30 May 2019 7 - 13

Document number M4259

Recommendation

That the Community Services Committee

1. Confirms the minutes of the meeting of the Community Services Committee, held on 30 May 2019, as a true and correct record.

6. Chairperson's Report for 2016-2019 Triennium 14 - 18

Document number R10443

Recommendation

That the Community Services Committee

1. Receives the report Chairperson's Report for 2016-2019 Triennium (R10443).

7. Youth Council Update

8. Community Services Committee Quarterly Report to 30 June 2019 19 - 51

Document number R10333

Recommendation

That the Community Services Committee

1. Receives the report Community Services Committee Quarterly Report to 30 June 2019 (R10333) and its attachments (A2229252, A1157454 and A2233909).

9. Rule Change for Friends of Founders Park 52 - 58

Document number R9878

Recommendation

That the Community Services Committee

Receives the report Rule Change for Friends of Founders Park (R9878) and its attachment (A2230595); and

Notes the rule changes proposed by the Friends of Founders Park as per Report (R9878).

10. Tahunanui Lions Playground Toilets 59 - 80

Document number R10255

Recommendation

That the Community Services Committee

1. Receives the report Tahunanui Lions Playground Toilets (R10255) and its attachments (A2222047 and A2214700); and

2. Notes the income of $250,000 to be received from the Ministry of Business Innovation and Employment as a grant for the Tahunanui Lions Playground Toilet; and

3. Endorses Option 3 of the Tahunanui Lions Playground Toilets Report (R10255) as the preferred option for the Tahunanui Lions Playground Toilets.

Recommendation to Council

That the Council

1. Approves Option 3 of the Tahunanui Lions Playground Toilets Report (R10255) as the preferred option for the Tahunanui Lions Playground Toilets; and

2. Approves an increase in the net project cost of the Tahunanui Lions Playground toilet project to the Council over the three year period 2018/19 to 2020/21 by $133,700 to $650,000 and the total project cost of the project over the three year period 2018/19 to 2020/21 of $900,000.

11. Millers Acre Toilets 81 - 88

Document number R10374

Recommendation

That the Community Services Committee

1. Receives the report Millers Acre Toilets (R10374); and

2. Notes the income of $250,000 to be received from the Ministry of Business Innovation and Employment as a grant for the Millers Acre Toilets; and

3. Endorses Option 2 of the Millers Acre Toilets Report (R10374) as the preferred option for the Millers Acre Toilets.

Recommendation to Council

That the Council

1. Approves Option 2 of the Millers Acre Toilets Report (R10374) as the preferred option for the Millers Acre Toilets; and

2. Approves an increase in the net cost of the Millers Acre Toilet project over the three year period 2018/19 to 2020/21 by $50,000 to $564,500 and the total cost of the project increasing to $814,500.

Public Excluded Business

12. 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 - 30 May 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)(a) To protect the privacy of natural persons, including that of a deceased person · 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)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Community Services Committee Meeting - Public Excluded Minutes - 30 May 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)(a)

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

· 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)

Note:

· Youth Councillors Hamish Smith and Nathan Dunn will be in attendance at this meeting.

Community Services Committee Minutes - 30 May 2019

Minutes of a meeting of the Community Services Committee

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

On Thursday 30 May 2019, commencing at 9.03a.m.

Present: Councillor G Noonan (Chairperson), Councillors M Courtney (Deputy Chairperson), K Fulton, B McGurk, P Matheson and M Rutledge

In Attendance: Chief Executive (P Dougherty), Group Manager Infrastructure (A Louverdis), Group Manager Community Services (R Ball), Group Manager Corporate Services (N Harrison), Group Manager Strategy and Communications (N McDonald) and Team Leader Governance (R Byrne)

Apologies: Her Worship the Mayor Reese and Councillor M Lawrey

1. Apologies

Resolved CS/2019/029

That the Community Services Committee

1. Receives and accepts the apologies from Her Worship the Mayor Reese and Councillor M Lawrey.

Courtney/McGurk Carried

2. Confirmation of Order of Business

It was noted that agenda Item 9 would be considered as Item 6.

3. Interests

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

4. Public Forum

4.1 Krystal Liebezeit and Shannon Johnston - Annesbrook Community Trust

Krystal Liebezeit and Shannon Johnston updated the Committee on their work with the 24/7 Youth Work and Shine programmes.

Mr Johnston spoke about the 24/7 programme which had been running for ten years, with youth workers employed in three schools in Nelson. He said the programme focused on role modelling, mentorship and building positive relationships, and was very successful. In a recent parliamentary report the national programme was highlighted as a key strategy in reducing mental health problems in young people.

Ms Liebezeit spoke about the Shine Girl programme which was running in 10 schools in Nelson, eight weeks every term, for 10 girls picked by Deans or counsellors in the school. The programme focused on the girls learning their value, their strength, their worth and purpose and increasing their self-confidence. It was an interactive programme to teach girls how to look after themselves, treat themselves well and treat others well.

Ms Liebezeit and Mr Johnson answered questions on applications to the Community Investment Fund and provided background on previous applications they had put forward, which were unsuccessful.

5. Statement of Intent - Nelson Festivals Trust

Document number R9912, agenda pages 43 - 58 refer.

Manager Community Partnerships, Shanine Raggett, presented the report. Chairperson of Nelson Festivals Trust, Brent Thawley, was in attendance.

Ms Raggett answered questions on future metrics and expectations that targets should be significantly increased.

Mr Thawley answered questions on Council expectations and expressed the intention of the Trust to improve attendance for festivals and stakeholder support.

Group Manager Community Services, Roger Ball, advised that the schedule to the Nelson Festivals Trust contract would be circulated to members as additional information prior to the Council meeting on 20 June 2019, noting he felt confident that the Key Performance Indicators and objectives were appropriate.

Discussion on the item was adjourned.

6. Confirmation of Minutes

6.1 11 April 2019

Document number M4157, agenda pages 7 - 12 refer.

Resolved CS/2019/030

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.

Courtney/Fulton Carried

6.2 29 April 2019 - Extraordinary Meeting

Document number M4188, agenda pages 13 - 15 refer.

Resolved CS/2019/031

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.

Matheson/Fulton Carried

7. Chairperson's Report

There was no Chairperson’s Report.

8. Youth Council Update

Youth Councillors, Theo Wheatley and Anna Sawyer, updated the Committee on current projects and tabled their speaking notes.

Attachments

1 A2200516 Speaking Notes from Anna Sawyer and Theo Wheatley Nelson Youth Councillors Community Services Committee 30May2019

9. Community Services Committee Quarterly Report to 31 March 2019

Document number R10104, agenda pages 16 - 65 refer.

Manager Community Partnerships, Shanine Raggett, and Property Parks and Facilities Asset Manager, Andrew Petheram, presented the report and answered questions on operating expenditure, maintenance and relocation of the Welcome Cloak, the Stoke youth skate ramp, Queens Gardens toilets, Stoke Library assessment and the Elma Turner Library development.

The meeting adjourned from 10.28a.m. until 10.48 a.m. at which time Councillors Fulton and McGurk were not present.

Attendance: Councillors Fulton and McGurk returned to the meeting at 10.49a.m.

Mr Petheram answered questions on the progress on toilet upgrades and noted that there would be a report to the Committee at a future meeting providing options for the upgrades.

The Committee discussed progress on the Stoke Youth Park and the Chair asked for an update on progress for the next meeting.

Team Leader Support Services Library, Sarina Barron, answered questions on library statistics and improvement in membership following new builds (globally, 35% increase).

Resolved CS/2019/032

That the Community Services Committee

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

Rutledge/Fulton Carried

10. Statement of Intent - Nelson Festivals Trust (Item 5 continued)

Document number R9912, agenda pages 43 - 58 refer.

The Item was revisited and Councillor Rutledge moved an amended officer’s recommendation, seconded by Councillor Matheson.

The meeting adjourned from 11.24a.m. until 11.34a.m.

Councillor Fulton suggested an addition of ‘with minor amendments’ be added to the first clause of the motion. The mover and seconder agreed and this was included in the motion.

The motion was taken in parts.

Resolved CS/2019/033

That the Community Services Committee

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

Rutledge/Matheson Carried

Recommendation to Council CS/2019/034

That the Council

1. Approves the Nelson Festivals Trust draft Statement of Intent 2019/20, with minor amendments, as the final Statement of Intent for 2019/20.

Rutledge/Matheson Carried

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

The motion was put and a division was called:

For

Cr Noonan (Chairperson)

Cr Matheson

Cr Rutledge

Against

Cr Courtney

Cr Fulton

Cr McGurk

Apologies

Her Worship the Mayor Reese

Cr Lawrey

The motion was equal 3 – 3 and therefore was lost.

Rutledge/Matheson Lost

11. Fees and Charges relating to Community Services 2019/20

Document number R10060, agenda pages 59 - 66 refer.

Manager Parks and Facilities, Rosie Bartlett, presented the report and clarified all fees mentioned for Founders Park were for out of town visitors to Nelson. Ms Bartlett answered questions on charges for the toilet and showers in the Montgomery carpark.

Recommendation CS/2019/035

That the Community Services Committee

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

McGurk/Fulton Carried

Recommendation to Council CS/2019/036

That the Council

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

McGurk/Fulton Carried

12. Exclusion of the Public

Resolved CS/2019/037

That the Community Services Committee

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

Courtney/Fulton 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 - 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)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Community Services Committee Meeting - Public Excluded Minutes - 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)

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

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

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)

The meeting went into public excluded session at 11.58a.m. and resumed in public session at 2.33p.m.

There being no further business the meeting ended at 2.33p.m.

Confirmed as a correct record of proceedings:

Chairperson Date

Item 6: Chairperson's Report for 2016-2019 Triennium

Community Services Committee

29 August 2019

REPORT R10443

Chairperson's Report for 2016-2019 Triennium

1. Purpose

1.1 To provide a summary of activities overseen by the Committee in the 2016-2019 triennium.

2. Recommendation

That the Community Services Committee

1. Receives the report Chairperson's Report for 2016-2019 Triennium (R10443).

3. Discussion

3.1 It has been an absolute privilege to Chair the Community Services Committee for the past three years. I have worked with two Group Managers (Chris Ward and Roger Ball) who have both brought a different style to their role but both very easy to work with.

3.2 Thank you to the committee members and the support staff and officers who keep the wheels turning. This committee has a wide reach and comes into contact with a very large number of people in our community. The volunteers who hold our community together are phenomenal and never cease to amaze me. We are totally reliant on them.

3.3 I would like to thank Councillors for working on the following liaison appointments made at the start of the triennium:

· The Mayor - Arts Council Nelson;

· Councillors Fulton and McGurk - Community and Whanau;

· Councillor Lawrey - Positive Ageing Forum;

· Councillor McGurk - Safer Community Council (this has since been wound up and is addressed elsewhere in this Agenda);

· Councillor Acland - Youth Nelson;

· Councillor Courtney - Broadgreen Society.

3.4 Highlights in the Community Partnerships area have been:

· The RSA memorial at the RSA section of the Marsden Cemetery;

· Youth Strategy;

· The Nelson Tasman Housing Trust contract to deliver services across our Community Housing;

· Strengthening Community Governance;

· Older Adults Strategy Development;

· Community Funders Roadshow;

· Youth Events;

· Youth Leadership Forum event;

· Mayor’s ITO Graduation;

· Community Investment Fund allocations (annually);

· Community Investment Fund panel appointments – pleasure to welcome the new panel appointed in 2019, and once again thank the previous panel for their service.

Library Services

3.5 The 175th anniversary of the Nelson Library (which originally started on board the Whitby in 1841 as a group who, on arrival, formed the Nelson Literary and Scientific Institute with 700 books donated by passengers).

3.6 The Nightingale Memorial Library renovation – bringing increased amenity to a much loved community space.

3.7 Repairs to Stoke library. The first stage of Stoke Library’s weather-tightness renovations was completed in June 2019. During the closure, library services operated out of a pop-up location at Greenmeadows, providing a wonderful opportunity to not only continue service to the community, but also help activate the Greenmeadows Community Centre. There were over 1,200 visits to the pop-up during the five week closure of the library.

Heritage

3.8 175th anniversary of Nelson event.

3.9 Broadgreen House celebrated 50 years of volunteering.

3.10 Suter Art Gallery reopening.

3.11 Heritage Festival revamp.

3.12 Project on Volunteers at heritage houses.

3.13 Founders Heritage Park team with volunteers delivered annual Book Fair each year raising much valued funding for Founders Park;

3.14 Nelson Centre of Muscial Arts reopening.

Arts

3.15 We accepted sculptures from the Nelson Airport.

3.16 Set up the Nelson Arts Festival Trust, appointed Chair and initial Trustees to transfer management and operations from Council to independent Trust. Tickets on sale now!

3.17 Taurapa sculpture. Commissioned and installed next to Trafalgar Centre.

Toilets

3.18 Queen’s Garden Toilets

3.19 Millers Acre and Tahunanui Toilets - During the year, officers have met with stakeholders about the toilet upgrade projects at Millers Acre and Tahunanui and consultants have provided costings of the different options. MBIE funding is available, and both projects are due to be constructed by September 2020. We will discuss the options for these projects at today’s meeting.

Community

3.20 The Greenmeadows Community Centre was completed and opened.

3.21 Some assistance to the Tahunanui Community Centre during their transition.

3.22 Decision made to divest our community housing to a community housing provider.

Events Team

· Liam Malone civic event;

· China Week;

· WW100 Commemorations – Passchendaele;

· Opera in the Park;

· Bay Dreams;

· Greenmeadows Centre opening;

· Eelco Boswijk awards;

· Summer events;

· Arts Festival delivery and transition;

· Positive Aging Expo (annually).

Summer Events

· Lantern Celebration;

· New Year’s Eve;

· Teddy Bears’ Pic Nic;

· Movies Al Fresco;

· Buskers Festival;

· Tahuna Summer Sounds (which is a combination of two summer events and two youth events).

Youth Events

· Fright Night

· Laugh Nelson

· Rock The City

· Young and Inspired

· Off The Wall

Other Council events

· Nelson Arts Festival and Masked Parade (for the last time)

· Eelco Boswick Awards

· Greenmeadows Open Day

· Christchurch Wake

· Nelson Christmas Lunch

· Street banners

Other Council supported or funded events

· Nelson Santa Parade

· Nelson Brass Band activities

· Bay Dreams support

· ODI support

3.23 In total, we supported or delivered events that were attended by over 70,000 people each year.

Author: Gaile Noonan, Chairperson - Community Services Committee

Attachments

Nil

Item 8: Community Services Committee Quarterly Report to 30 June 2019

Community Services Committee

29 August 2019

REPORT R10333

Community Services Committee Quarterly Report to 30 June 2019

1. Purpose of Report

1.1 To inform the Committee of the financial and non-financial results for the fourth 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 30 June 2019 (R10333) and its attachments (A2229252, A1157454 and A2233909).

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 30 June 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 12 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 developments for the three months to 30 June 2019

Community Funders Roadshow

4.1 The Community Funders Roadshow event was hosted by the Community Funders Network at Greenmeadows Community Centre on 24 May. The Roadshow was targeted at community organisations as a way of providing information on upcoming funding opportunities. The programme included presentations from Nelson City Council, Tasman District Council, Department of Internal Affairs, Rata Foundation, Te Puni Kōkiri and Creative Communities. There was also a session on “Top Tips” and a panel/audience question and answer forum. Approximately 90 people attended with positive feedback received. Given the event’s success, discussion is underway to explore repeating the Roadshow next year.

Security incidents at Elma Turner Library and Broadgreen House

4.2 The Elma Turner Library has seen a significant increase in security related incidents since the beginning of July, mainly relating to intoxication, mental health and behavioural issues. Security guards have been engaged, a security review is under way and Police are working closely with the library team to mitigate this increase.

4.3 Broadgreen House has also seen a spate of security related issues during May with a group of young people lighting fires and abusing volunteers. Planned upgrades to the CCTV system, improvements with vegetation and proactive attention on those involved by Police appear to be helping resolve the issue.

4.4 These matters have also been reported through to the Audit, Risk and Finance Sub-Committee.

Flagtrax and Art Flags project

4.5 A new system to put up street flags is now in place. The Flagtrax installation was started this quarter and sees a total of 80 Flagtrax systems installed on street light poles throughout the CBD. Flagtrax allows for easy erection of street flags through an at-ground-level pulley. The system does not require a traffic management plan, resulting in reduced costs and making it possible to have flags up year round.

4.6 To capitalise on Council’s investment in Flagtrax an arts flag project is now underway. Over 40 artists from around the region will be commissioned by Arts Council Nelson to create over 80 individual arts designs for street flags. These flags will fly at all times that other promotion flags are not booked on the Flagtrax system. They will help enliven and energise the central city with a varied and rotating selection of original art pieces. The project will launch during November 2019 and arts flags will have a minimum run of 10 weeks during 2019/20.

5. Financial Results

Profit and Loss by Activity

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.

· These tables exclude internal interest.

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

o The Social activity includes the following cost centres:

§ Reported to Community Services:

· Managing Heritage And Arts

· Museum

· Suter Gallery

· Isel House

· Melrose House

· Broadgreen House

· Founders Park

· Historic Cemeteries

· Arts & Heritage Grants

· Heritage Incentives

· Festivals

· Street Decorations

· Nelson Centre of Musical Arts

· Theatre Royal

· Community Services Planning

· Nelson Library

· Stoke Library

· Nellie Nightingale Library Memorial

· Marsden Valley Cemetery

· Crematorium

· Toilets (Free)

· Toilets (Charge)

· Greenmeadows Centre

· Stoke Hall

· Community Properties

· Wakapuaka Recreation Centre

· Trafalgar St Hall

· Community Housing

· Social Indicators

· Employment Assistance

· Community Liaison: Development

· Community Liaison: Grants (Ca)

§ Reported to Sports and Recreation Committee:

· Maitai Club

· Motor Camp Tahuna

· Maitai Camp

· Brook Camp

o The Parks and Active Recreation activity includes the following cost centres:

§ Reported to Community Services Committee:

· Community Programmes

§ Reported to Sports and Recreation Committee:

· Public Gardens

· Neighbourhood Parks

· Park Trees

· Conservation Reserves

· Landscape Reserves

· Esplanade & Foreshore Reserves

· Heritage, Landscape, Local Trees

· Walkways

· Sports Parks

· Recreation Planning

· Natureland

· Trafalgar Centre

· Saxton Field Stadium

· Saxton Oval Pavilion

· Golf Course

· Pools

· Recreation Liaison

· Play Facilities

· Marina

· Saxton Field

· Regional Community Facilities

Operating Revenue (excluding rates)

Operating Expenditure (excluding internal interest)

The following commentary includes significant variances only.

5.1 Managing Heritage and Arts expenditure is less than budget by $35,000. Heritage Strategic Plan Consultant costs of $20,000 remain unspent during the financial year as the Heritage Plan work has been deferred to 2019/20. A request will be made for this budget to be carried forward to 2020/21. Artworks maintenance costs are under budget by $19,000 due to cost savings across a range of capital artworks.

5.2 Founders Park income is greater than budget by $36,000. Net Bookfair proceeds are over budget by $49,000, and shop sales are over budget by $15,000. Electricity recoveries are under budget by $37,000, due to a credit relating to incorrect power reading charged between July 2016 and July 2018 and to lower usage, which is reflected in electricity expenditure being under budget by $12,000.

5.3 Nelson Library expenditure is less than budget by $217,000. The allocation of staff costs is under budget by $111,000, as there have been staff vacancies at the library. Depreciation expenditure is under budget by $81,000.

5.4 Crematorium income is greater than budget by $78,000. The crematorium has been collecting more fees as a result of more cremations occurring than anticipated. Crematorium expenditure is greater than budget by $94,000. Costs are over budget including the property maintenance contract ($22,000), Environmental Inspections Ltd (EIL) processing fees and audit ($38,000) and fuel ($32,000).

5.5 Greenmeadows income is less than budget by $25,000. Income is under budget for the year due to the centre opening late. Greenmeadows expenditure is less than budget by $78,000. Costs are under budget for the year due to the centre opening late, including allocation of staff costs ($29,000), electricity ($25,000) and depreciation ($84,000).

5.6 Employment Assistance expenditure is less than budget by $57,000. The allocation of staff costs is under budget by $30,000. Depreciation expenditure is under budget by $14,000.

5.7 Community Liaison: Development expenditure is greater than budget by $88,000. The allocation of staff costs is over budget by $150,000. Various expenditure codes are under budget for the year, including Youth Strategy implementation ($22,000), Social Wellbeing Policy Consultants ($10,000), and Stoke Youth Services ($8,000).

Terms used

Ahead/behind – this indicates that the variance is due to timing, or that it is not yet known whether the variance will continue for the full year. This should be clarified in the commentary.

Over/under – this indicates that a budget has been overspent or underspent, and that it is likely there is an actual cost saving or overrun. This should be made clear by the commentary.

Less/greater – these header terms are used to describe the total variance to budget for a cost centre and account type.

Capital Expenditure

Capital expenditure (including capital staff time, excluding vested assets)

All capital projects with a budget greater than $250,000 in this financial year have a project sheet in Attachment 1 of this report.

Capital expenditure forecast chart

5.8 The total capital expenditure budget for Community Services in 2018/19 was $4.046 million, the forecast was $3.543 million while the actual was $4.204 million.

5.9 The most significant gaps were: the new burial area at Marsden Cemetery being completed in July of 2019/20 rather than in 2018/19 ($373,000 under budget); Elma Turner Library extension consultation commencing and continuing to 2019/20 ($139,000 under budget); Stoke Library structural improvements to the interior being less complex than originally thought and completed under budget, with the remainder being requested to be carried forward to 2019/20 to repair the box beam and exterior ($124,000 under budget); the design for the Tahunanui Lions and Millers Acre toilets was not completed in 2018/19 - the construction budgets need to be increased in order to construct the preferred options (together, the two toilet projects were approximately $65,000 under budget in 2018/19).

5.10 There is a difference in the forecast compared to the actuals relating to Greenmeadows Centre reforecasting. Council is currently seeking advice on options for recovering losses for Greenmeadows.

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. These figures exclude staff costs.

7. Commentary on Operational Projects

7.1 There are two 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/2018/094 updated comments:

The community engagement process is currently underway. Two rounds of workshops have been undertaken with Councillors, NCC focus groups, community groups and library staff. Workshop dates are currently being finalised with iwi (expected to take place September/October). (Further detail in the attached project sheet – Attachment 2.)

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

Installation of the “Goddess of Flight” near the Saxton Oval is proceeding. Potential new sites for the “Flight of Imagination” “Miyazu statue”, “Happy Travellers”’ and “Flight of Imagination”’ are under discussion.

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

A report was brought to the April meeting of the Community Services Committee. The vision statement has been updated and shared with iwi and community groups and was adopted by Council on 8 August.

8.4 The Refinery/ Community Arts Centre – CL/2018/129

Policyworks has been engaged to undertake a feasibility study with a report to go to Community Services Committee once complete.

9. Other notable achievements, issues or matters of interest

Queens Gardens Toilet Update

9.1 Construction was successfully completed on 18 July and the building is now open to the public.

Stoke Library Refurbishment

9.2 The Stoke Library reopened on 1 July 2019 following one month’s closure for refurbishment. Work has been completed within the interior and contract documents are in preparation for the exterior works which include ensuring the main beams are water tight. A pop-up library was created at Greenmeadows during the closure period and this received widespread community support.

Tahuna Beach Changing/Toilet Facilities

9.3 A report will be presented to the 29 August meeting of the Community Services Committee recommending a way forward.

Millers Acre Toilet Upgrade

9.4 A report will be presented to the 29 August meeting of the Community Services Committee recommending a way forward.

Nelson Heritage Festival

9.5 The Nelson Heritage Festival was held over the month of April 2019. 56 different events attracted an estimated 11,981 attendees. Council issued $22,485 of grant funding to event hosts in the community, who also contributed an estimated $28,550 of their own, to resource the events. One standout event was a “play in development” reading of “The Wairau Affray” by Justin Eade. Justin ensured Ngati Toa leaders and arts representatives were fully involved in the play’s script and guided these public “development” workshops. The development productions continue in Marlborough later this year leading to a finished piece to be launched in the 2020 Heritage festival.

Nelson Youth Council Picnic Table at Sunday Hole

9.6 The Nelson Youth Council identified a community need for a picnic table at the Sunday Hole in the Maitai Valley. They have been working with Parks and Facilities staff to purchase a large wooden 12 seater picnic table. It was purchased using a combination of funds that Youth Council were awarded at the Trustpower Community Awards, koha received from speaking at a community group and Youth Council project budget.

Youth Leadership Forum

9.7 The Youth Leadership Forum held on 17 May was attended by over 200 young people to help inspire them to recognise that they can bring about change and to give them the skills to work together collaboratively.

Events

9.8 Four Youth Events were successfully delivered in this quarter and included: Rock the City, Young & Inspired, Laugh Nelson and Off the Wall.

9.9 The Greenmeadows Open Day was held on 9 June. Over 500 attendees viewed the new Centre. The building architect made a presentation and the tenants provided information on their services or hosted ‘have a go’ activities. Arts Council Nelson provided the opportunity for the public to contribute to an art work through a “hands on” activity. This art work is now on display at the Centre.

9.10 The Eelco Boswijk Civic Awards were successfully delivered on 18 June 2019 with over 130 attending the awards function and five main awards presented.

9.11 The Nelson Santa Parade Trust has advised that it no longer wishes to operate the Santa Parade event. Officers are seeking to find an alternative provider and quotes have been sought from a range of event coordinators.

Older Adults Volunteering Project

9.12 This project was developed to support and encourage older adults to be more involved in their community. The project was run in partnership with Age Concern and Volunteer Nelson. As well as working with the target demographic to support and encourage more voluntary involvement, the project assisted community organisations to adjust their practices to working with an older demographic.

Founders Heritage Park Collection Storeroom

9.13 Questions were raised regarding the structural integrity of the Founders Park storeroom. Building and engineering assessments have indicated that repairs are needed to the rear wall of the Harvest Land building and removal of the mezzanine to address safety concerns. Items in the current store will need to be categorised and moved to temporary storage within the park while repairs are undertaken. To support this, decisions regarding the Collection Policy will be brought to the Committee later in the year. The current costs are being covered through existing budgets; advice on any additional cost implications will be brought forward once assessments are complete.

Founders Heritage Park Café to Close

9.14 Operators of the Founders Park Café have indicated they intend to close the café during the winter period, with a potential reopening date in October. Based on the previous closure, this is anticipated to have a significant effect on local visitor attendance during the closure period. Officers are looking at whether there are other options to encourage visitor attendance.

Arts Projects Updates

9.15 Arts projects that have progressed during the quarter include a project to install murals on Council structures or buildings, such as the skatepark and library loading dock, and the purchase of an outdoor projector for artistic and heritage displays such as Matariki. A contractor has been selected to install lighting for the Taurapa and Welcome Cloak. The Welcome Cloak will be installed at Millers Acre once maintenance on the underlying wall has been completed. The Welcome Cloak will be fixed to the wall approximately 3 metres from ground-level.

Community Investment Fund

9.16 Five new community representatives have recently been appointed to the Community Investment Panel. The community appointments are Rosalie Grant, Graeme Thomas, Hannah Johnson, Jessica Ettridge and Chris Tews. Hannah Johnson was appointed as Chairperson, by the Panel. The Group Manager Community Services, Roger Ball is also a member of the Panel. The Panel has recently met to consider grant applications for 2019/20. 77 applications totalling $289,144 were received, with a total of $71,393 available for allocation.

24/7 Youth – Community Investment Funding Background Information

9.17 At the 30 May 2019 meeting of the Community Services Committee ‘24/7 Youth’ (Annesbrook Church) presented an item in Public Forum. The Committee requested the background to their funding application to the 2018/19 Community Investment Fund (CIF) round. 24/7 Youth applied for a three year CIF agreement in 2018/19 and were carefully considered by the Panel. The application was not successful, however, with other applications proving a closer fit to the criteria. The application from 24/7 was declined by the CIF Panel on the basis of limited funds and a highly contested pool.

10. Workshop Update

10.1 There was one Committee workshop held during this period, on 18 June 2019 relating to Elma Turner Library Redevelopment (Session 1).

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 fourteen performance measures that are within the Community Services 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. The scale to report on the performance measures is as follows:

· Achieved

· Not achieved

12. Quarterly Review of Key Performance Indicators

12.1 Five of the fourteen measures were achieved at the end of 2018/19. Eight performance measures were not met. Of these, two measures were not under Council’s control (Nelson Centre for Musical Arts and Theatre Royal), one of which was very close to being achieved. One measure, public libraries customer satisfaction, was very close – 89% with a target of 90%. It is also noted that the Arts Festival is now being delivered by an independent trust. Attachment 3 (A2233909) lists all performance measures, their status and commentary.

13. Conclusion

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

Author: Mark Preston-Thomas, Team Leader Arts and Heritage

Attachments

Attachment 1: A1157454 - Status Report Community Services Committee Public - August 2019 ⇩

Attachment 2: A2229252 - Project Sheets Community Services Quarterly Report Q4 ⇩

Attachment 3: A2223309 - Performance Measures Q4 Community Services Quarterly Report ⇩

Item 10: Tahunanui Lions Playground Toilets

Community Services Committee

29 August 2019

REPORT R10255

Tahunanui Lions Playground Toilets

1. Purpose of Report

1.1 To confirm the preferred option for the toilets at Tahunanui Lions Playground.

2. Summary

2.1 Council included funding in the Long Term Plan 2018-28 for a project to improve toilet facilities at Tahunanui. Officers have prepared a business case for the project in order to determine a preferred option.

2.2 The options are presented in this report. A decision is needed to confirm the preferred option and potentially provide additional funding. The project is scheduled for construction over 2019/20 and 2020/21.

3. Recommendation

That the Community Services Committee

1. Receives the report Tahunanui Lions Playground Toilets (R10255) and its attachments (A2222047 and A2214700); and

2. Notes the income of $250,000 to be received from the Ministry of Business Innovation and Employment as a grant for the Tahunanui Lions Playground Toilet; and

3. Endorses Option 3 of the Tahunanui Lions Playground Toilets Report (R10255) as the preferred option for the Tahunanui Lions Playground Toilets.

Recommendation to Council

That the Council

1. Approves Option 3 of the Tahunanui Lions Playground Toilets Report (R10255) as the preferred option for the Tahunanui Lions Playground Toilets; and

4. Background

4.1 The Tahunanui Lions Playground Toilets upgrade was budgeted for in the Long Term Plan 2018-28 with a total budget of $516,300, spread over 2018/19 to 2020/21.

4.2 Since then, Council has received confirmation from the Ministry of Business Innovation and Employment (MBIE) that the project is eligible for $250,000 in funding from the Tourism Infrastructure Fund. Council has an agreement in place with MBIE for this funding.

4.3 This additional funding allows Council to deliver a better quality facility rather than reduce the amount Council contributes to the project.

4.4 In 2018/19, officers engaged a consultant to calculate the required number of toilets, engage with stakeholders, and to provide costings of options.

4.5 Detailed recent costing for the project has considered market price fluctuations that Nelson has seen in recent projects, including the Queens Gardens Toilets. The result is that the cost estimates for construction are now higher than originally budgeted.

4.6 Officers have used this information provided by stakeholders and the consultant to prepare a business case and now have a preferred option to recommend to the Committee. This report seeks additional funding in order to enable the preferred option to progress with design and construction.

5. Discussion

5.1 The Lions Playground Toilet at Tahunanui services the beach and playground. The following have been outlined as key issues at the facility.

· The toilet provision does not meet current demand or support future forecasted growth.

· The age of the facility makes it difficult to present it as ‘high quality’ under Council’s categories for toilets. The internal fit out is low quality with plumbing designed for durability over aesthetics.

· Council staff and elected members have been receiving regular complaints from the Tahunanui Business Association, the Tahunanui Community Centre and members of the public.

· At times during summer the public queue to use the facility.

· There is a disconnection between the playground/beach area and the associated (nearest alternative) toilet block (Bisley Toilets). Users must cross three lanes of traffic to access the Bisley Toilets. It would be preferable if there were better facilities on the beach side of the car park. The beach area and facilities at it are shown on the attached map (Attachment One A2222047).

· The accessible toilet in the Lions Playground toilet block does not meet the floor space standard for accessibility.

· The location of the existing toilet has design opportunities to create additional facilities. It may be possible to add value for playground/beach users with beach information/education, sun shelter and a meeting place for visitors by rebuilding the facility on the same site.

5.2 The toilets were built in the 1980’s by the Tahunanui Host Lions Club. The interior includes two change rooms. The male change has one urinal and one toilet and the female change has two toilets. The toilets mainly serve the eastern end of the carpark, playground and beach area. This includes users of the Abel Tasman car park such as paddle boarders and kayakers. The Bisley Toilets across the car park serve the sports field and the western end of the main car park and beach.

5.3 Based on visitor demand, the toilet supply at the main car park (including both the Lions playground and Bisley toilets) is inadequate. Using NZ Standards Public Toilets 4241:1999, the beach and playground are currently short of three to four toilets for a visitor destination with an average of 3,000+ visitors per day in peak times.

5.4 As a result, Council included this project in the Long Term Plan 2018-28, as below, with a total cost of $516,300 over the three years from 2018/19 to 2020/21, with construction expected to occur over 2019/20 and 2020/21.

5.5 Work carried out in 2018/19 has included completing a strategic business case, gathering information, engaging with the users/stakeholders on options available and design considerations, seeking early costings on these options and commencing the indicative business case process based on these costings. Work in 2018/19 cost $19,200, leaving $497,100 of the total budget remaining.

5.6 Work done has also confirmed the number of toilets required using the New Zealand Standards for Public Toilets. This was calculated to be six toilets (including one urinal).

5.7 Detailed design was planned to commence in 2018/19, however this cannot start until there is a decision on whether Council wishes to increase the budget to deliver the preferred option.

5.8 Since the project was included in the Long Term Plan, Council has entered into an agreement with MBIE through the Tourism Infrastructure Fund. MBIE will pay up to $250,000 towards Council’s costs for the project. This enables Council to deliver a better quality facility.

5.9 Options considered in the indicative business case are described in detail below.

Option 1 – Do nothing

Description

5.10 This option does not change anything at the Tahunanui Lions Playground Toilets and existing facilities would continue to be used and managed as they are currently.

5.11 There are no additional costs, however the option does not deliver benefits, consider feedback and address complaints from community, or increase the number of facilities at Tahunanui Beach. There would continue to be non-compliance with accessibility standards.

5.12 Advantages and disadvantages are discussed in the options table of this report.

Option 2 – Replace with six toilets (pre-fabricated units)

Description

5.13 This option replaces the existing facility with four unisex toilets, one accessible toilet and one urinal. This new facility would use the same site as the existing facility.

5.14 A pre-fabricated construction method would be used. Photos and examples of other toilet blocks that have been constructed using a pre-fabricated method are attached (Attachment Two, A2214700).

5.15 A pre-fabricated style toilet does not have the cost risks or uncertainty associated with a custom-designed solution. While not custom designed, this option does allow for individualised design and art on the exterior. The specifics of the exterior design would be confirmed through the detailed design. A pre-fabricated style would be an acceptable fit with a more informal beach setting (as opposed to Queens Gardens or the Cathedral toilets). Modular pre-fabricated buildings also have the added advantage of being more easily relocated in the future if required.

5.16 Advantages and disadvantages are discussed in the options table of this report.

5.17 Under this option, it is expected that design and consent would be completed by February 2020, with construction completed by September 2020. Construction would occur during the low use winter period.

5.18 During construction, users would still be able to use the Bisley toilets. Portaloos would also be provided at the beach site during the construction period.

Financials

5.19 Total project costs for this option, including construction and design costs with a 30% contingency are estimated to be $710,000.

5.20 As a result of the $250,000 to be provided from MBIE as an income line, the net cost to Council would be $460,000 ($56,300 less than what was originally budgeted).

Option 3 – Replace with six toilets and additional facilities (pre-fabricated units) (Preferred option)

Description

5.21 This option replaces the existing facility with a new facility that includes four unisex toilets, one accessible toilet and one urinal (as per option 2) and also provides additional facilities.

5.22 Additional facilities would include: three unisex change rooms separate to the toilets; one unisex family/accessible change room; three outdoor or indoor showers; shared hand basins outside the toilet areas under cover; drinking fountain with bottle filler and foot wash for sand with good drainage.

5.23 This option would deliver the increase in toilets required and meet stakeholder requests for additional facilities while still providing a toilet block that functions from an operations and maintenance perspective. The new facility would use the same site, but be slightly larger than the existing facility.

5.24 A pre-fabricated construction method would be used. Photos and examples of other toilet blocks that have been constructed using a pre-fabricated method are attached (Attachment Two, A2214700).

5.25 A pre-fabricated style toilet does not have the cost risks or uncertainty associated with a custom-designed solution. This option does allow for individualised design and art on the exterior. The specifics of the exterior design would be confirmed through the detailed design.

5.26 A pre-fabricated style would be an acceptable fit with a more informal beach setting (as opposed to Queens Gardens or the Cathedral toilets). Modular pre-fabricated buildings also have the added advantage of being able to be more easily relocated at a point in the future, if required as a result of sea level rise.

5.27 Advantages and disadvantages are discussed in the options table of this report.

5.28 Under this option it is expected that design and consent would be completed by February 2020, with construction completed by September 2020. Construction would occur during the low use winter period.

5.29 During construction, users would still be able to use the Bisley toilets. Portaloos would also be provided at the beach site during the construction period.

Financials

5.30 Total project costs for this option, including construction and design costs with a 30% contingency are estimated to be $900,000.

5.31 As a result of the $250,000 to be provided from MBIE as an income line, the net cost to Council would be $650000 ($133,700 more than originally budgeted).

5.32 Budget phasing is described below:

Description	Budget phasing (proposed)
2018/19 cost (completed already)	$19,200 (2018/19)
Base estimate (design and consultancy)	$35,000 (2019/20)
Base estimate construction (includes 30% contingency)	$ 845,000 (2020/21)
Total Income^{^[1]}	$250,000
Total Capex	$900,000
Net cost	$650,000

Option 4 – Replace with six toilets and additional facilities (custom design and built)

Description

5.33 This option replaces the existing facility with a new facility that includes four unisex toilets, one accessible toilet and one urinal (As per option 2) and also provides additional facilities (as per option 3)

5.34 Under this option, the six toilets and additional facilities would be custom designed and built, rather than the pre-fabricated construction method.

5.35 Advantages and disadvantages are discussed in the options table of this report.

5.36 Under this option, it is expected that design and consent would occur by March 2020 and construction would be completed by November 2020. Construction would occur during the low use winter period.

5.37 During construction, users would still be able to use the Bisley toilets. Portaloos would also be provided at the beach site during the construction period.

Financials

5.38 Total project costs for this option, including construction and design costs with a 30% contingency are estimated to be $1,145,000.

5.39 As a result of the $250,000 to be provided from MBIE as an income line, the net cost to Council would be $895,000 ($378,700 more than originally budgeted).

6. Options

6.1 Advantages and disadvantages are shown in the table below:

Option 1: Do nothing
Advantages	· No additional cost. · Budget could be reallocated to other projects.
Risks and Disadvantages	· Does not provide any additional benefit to the community or provide a solution to any of the issues raised. · Complaints not addressed. · Does not increase the number of facilities at Tahunanui Beach. · No MBIE grant.
Option 2: Replace existing facility with six toilets (pre-fabricated units)
Advantages	· Provides for the growing, changing community using the beach including tourists. · Increases the number of toilets at the Tahuna beach area. · Cost and time effective. · Positive feedback from cleaning contractors and users of similar pre-fabricated units installed at the Brook Mountain Bike Hub. · Decreased waste in construction and simple to construct. · Reasonable certainty with design, build and install costs and less likelihood of costs increasing than with a custom-designed option · A fully integrated modular construction means the unit can be disconnected from services and relocated if needed. · More easily relocated if required in response to sea level rise. · Where possible, the existing stainless facilities would be re-used at other toilets around the city as required. · Cheaper than the custom-designed option · Although there has been some feedback to suggest an architectural option is preferred, clever design and artistic elements can be incorporated through a pre-fabricated design. · MBIE grant for $250,000.
Risks and Disadvantages	· Does not deliver all of the additional facilities that stakeholders requested. · Pre-fabricated construction has design restriction and the building would not be a high-spec building. · A period of shutdown while the facility is being installed. · Provides none of the additional facilities currently available. · Costs may increase through detailed design process. · Local architects have shown an interest in designing the facility and this opportunity would not be provided.
Option 3: Replace existing facility with six toilets and additional facilities (pre-fabricated units) (Preferred option)
Advantages	· Provides toilets and additional facilities for the growing, changing community using the beach including tourists. · Provides for facilities in addition to toilets as requested by stakeholders. · Increases the number of toilets and facilities at the Tahuna beach area. · Cost and time effective. · Positive feedback from cleaning contractors and users of similar pre-fabricated units installed at the Brook Mountain Bike Hub. · Decreased waste in construction and simple to construct. · Reasonable certainty with design, build and install costs and less likelihood of costs increasing than with a custom-designed option. · A fully integrated modular construction means the unit can be disconnected from services and relocated if needed. · More easily relocated if required in response to sea level rise. · Where possible, the existing stainless facilities would be re-used at other toilets around the city as required. · Cheaper than the custom-designed option · Although there has been some feedback to suggest an architectural option is preferred, clever design and artistic elements can be incorporated through a pre-fabricated design. · MBIE grant for $250,000
Risks and Disadvantages	· Pre-fabricated construction has design restriction and the building would not be a high-spec building · A period of shutdown while the facility is being installed. · Costs may increase through detailed design process · Local architects have shown an interest in designing the facility and this would not provide for that opportunity · Additional net cost of $133,700 from original budget
Option 4: Replace existing facility with 6 toilets and additional facilities (custom design and built)
Advantages	· Provides toilets and additional facilities for the growing, changing community using the beach including tourists · Increases the number of toilets and facilities at the Tahuna beach area · High quality design of the building and facility · Increases the number of toilets and facilities at the Tahuna beach area · Local architects have shown an interest in designing the facility and this would provide for that opportunity · Where possible, the existing stainless facilities would be re-used at other toilets around the city as required. · MBIE grant for $250,000
Risks and Disadvantages	· A higher cost than a pre-fabricated option · More risks or difficulties in building and maintaining the building than a pre-fabricated option · A period of shutdown while the facility is being installed · Costs may increase through detailed design process. · Less able to relocate, if required in the future. · Additional net cost of $378,700 from original budget

7. Conclusion

7.1 This project is to provide improved facilities at Tahunanui Beach. The preferred option is to expand the facilities to six toilets and additional facilities, based on New Zealand Standards for Public Toilets and stakeholder feedback about additional facilities required.

7.2 Estimates for costs of construction have increased following construction inflation in the sector and there are cost increases required for the project in order to deliver the preferred option.

7.3 Council has received confirmation from MBIE that the project is eligible for $250,000 in funding from the Tourism Infrastructure Fund. Council has an agreement in place with MBIE for this funding.

7.4 To deliver the preferred option (option 3), the increase in net budget will be $133,700 as outlined in the report.

8. Next Steps

8.1 The next steps include:

8.1.1 Seeking further input from iwi and stakeholders on the design options

8.1.2 Commencing detailed design and consent

8.2 Construction is proposed to commence in July 2020 and be completed by September 2020.

8.3 The Chair and Deputy Chair will be kept informed as the project progresses and updates will be provided through the quarterly report.

Author: Jane Loughnan, Property and Facilities Asset Planner

Attachments

Attachment 1: Map of toilet locations - Tahunanui Recreation Reserve (A2222047) ⇩

Attachment 2: Examples of Pre-fabricated toilet units (A2214700) ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

This project proposes to improve local infrastructure at Tahunanui. Improved facilities will provide benefits to locals and tourists currently and in the future.

2. Consistency with Community Outcomes and Council Policy

The project is consistent with the following community outcomes:

· Our urban and rural environments are people-friendly, well planned and sustainably managed

· Our infrastructure is efficient, cost effective and meets current and future needs

· Our region is supported by an innovative and sustainable economy

3. Risk

There is a reputational risk to Council if it decides not to proceed with this project given it has been included in the Long Term Plan 2018-28.

There is a risk that the project cannot be delivered within budget. A contingency has been provided for in the cost estimates to allow for this.

4. Financial impact

This project was budgeted in the Long Term Plan 2018-28, however estimates of costs have increased. The recommended option increases the budgets for these projects in order to enable it to be delivered successfully.

5. Degree of significance and level of engagement

This matter is of low significance because there is a low level of impact on the community and a low additional financial impact. The decision confirms a decision already made in the Long Term Plan 2018-28. Therefore feedback will occur in the form of seeking input from stakeholders on the designed options before confirming the design.

6. Inclusion of Māori in the decision making process

Iwi input has been sought on the Tahunanui Lions Playground Toilet. Further input will be sought on the project before the detailed design and construction is confirmed.

7. Delegations

The Community Services Committee has the following delegations to consider toilets at Tahunanui.

Areas of Responsibility:

· Community Facilities e.g. toilets

Powers to Decide:

· Approval of specified business cases or projects referred by Council to the committee, and also included in the Annual Plan

Powers to Recommend:

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

Item 11: Millers Acre Toilets

Community Services Committee

29 August 2019

REPORT R10374

Millers Acre Toilets

1. Purpose of Report

1.1 To confirm the preferred option for the Millers Acre Toilets.

2. Summary

2.1 Council included funding in the Long Term Plan 2018-28 for a project to improve toilet facilities at Millers Acre. Officers have prepared a business case for the project in order to determine the preferred option.

2.2 The options are presented in this report. A decision is needed to confirm the preferred option and depending on the option provide additional funding in order for it to progress. The project is scheduled for construction over 2019/20 and 2020/21.

3. Recommendation

That the Community Services Committee

1. Receives the report Millers Acre Toilets (R10374); and

2. Notes the income of $250,000 to be received from the Ministry of Business Innovation and Employment as a grant for the Millers Acre Toilets; and

3. Endorses Option 2 of the Millers Acre Toilets Report (R10374) as the preferred option for the Millers Acre Toilets.

Recommendation to Council

That the Council

1. Approves Option 2 of the Millers Acre Toilets Report (R10374) as the preferred option for the Millers Acre Toilets; and

4. Background

4.1 The Millers Acre Toilet was budgeted for in the Long Term Plan 2018-28 with a total budget of $514,500, spread over 2018/19 to 2020/21.

4.2 Since then, Council has received confirmation from the Ministry of Business Innovation and Employment (MBIE) that the project is eligible for $250,000 funding from the Tourism Infrastructure Fund. Council has an agreement in place with MBIE for this funding.

4.3 This additional funding allows Council to deliver a better quality facility rather than reduce the amount Council contributes to the project.

4.4 In 2018/19, officers engaged a consultant to calculate the number of toilets required, engage with stakeholders, and to provide costings of options.

5. Discussion

5.1 The current provision of public toilets at the Millers Acre Centre is insufficient to meet current peak demand. The heavy use at peak times has led to wait times for 40% of females and 16% of males in January 2016 when there was a counter in place. This has resulted in cleaners not being able to access the facility which leads to complaints about unsanitary facilities, and overall quality and cleanliness.

5.2 The Millers Acre Centre was built in 2004. During the design process, the toilets were added as an extra facility. Hence the unpractical/odd layout and lack of capacity. Since completion issues have been consistently raised by stakeholders.

5.3 A project to add toilets to the existing building was included as a project in 2007 with $250,000 allocated, but was not completed in that year. There have been a number of deferrals since.

5.4 In 2014/15, other options were explored including: additional toilets in a standalone block located somewhere in the Millers Acre site and additional toilets incorporated into the Millers Acre building, near to the existing toilets.

5.5 Council did not agree with the standalone facility as it conflicted with the design of the tourist hub.

5.6 Most recently, Council included this project in the Long Term Plan 2018-28 with funding, as below, with a total cost of $514,500 over the three years from 2018/19 to 2020/21, with construction expected to occur over 2019/20 and 2020/21.

5.7 Work carried out in 2018/19 has included completing a strategic business case, gathering information, engaging with the users/stakeholders on options available and design considerations, seeking early costings on these options and commencing the indicative business case process based on these costings. Work in 2018/19 cost $17,500, leaving $497,000 of the total budget remaining.

5.8 Work done has also confirmed the number of toilets required using the New Zealand Standards for Public Toilets. This was calculated to be seven toilets (including one urinal).

5.9 Detailed design was planned to commence in 2018/19, however this cannot start until there is a decision on whether Council wishes to increase the budget to deliver the preferred option.

5.10 Since the project was included in the Long Term Plan, Council has entered into an agreement with MBIE through the Tourism Infrastructure Fund. MBIE will pay up to $250,000 towards Council’s costs for the project. This enables Council to deliver a better quality facility.

5.11 Options considered in the indicative business case are described below.

Option 1 – Do nothing

5.12 This option would result in the continuation of the existing provision of three pans and one urinal. Any issues with the facility would not be resolved and no additional benefits would be generated.

5.13 Budget programmed for this upgrade project would not be required and could be allocated to other projects as necessary through the exceptions, as required. MBIE funding would not be provided.

Option 2 – Expand facilities to seven toilets (Preferred option)

5.14 This option would expand the facility to seven toilets including one accessible toilet and additional space for baby change, one male urinal toilet facility and five unisex facilities. It would use internal space from the I-Site facility. The I-Site is aware of this and is supportive of using space in order to provide better toilet facilities.

5.15 Using part of the area that is currently leased as toilets would impact the leasable space at the Centre. Council would therefore need to adjust its lease with the I-Site with some potential loss of revenue of approximately $8,000 per year.

5.16 Advantages and disadvantages are discussed in the options table of this report.

5.17 Under this option it is expected that design and consent would be completed by February 2020, with construction completed by September 2020.

5.18 The Nelson Regional Development Agency (NRDA) is currently reviewing the I-Site operations and its delivery model. NRDA has reviewed this report and recommendation and is happy with the approach for these toilets.

Financials

5.19 Total project costs for this option, including construction and design costs with a 30% contingency are estimated to be $814,500.

5.20 As a result of the $250,000 to be provided from MBIE as an income line, the net cost to Council would be $564,500 ($50,000 more than originally budgeted).

5.21 Budget phasing is described below:

Description	Budget phasing (proposed)
2018/19 cost (completed already)	$17,500 (2018/19)
Base estimate (design and consultancy)	$80,000 (2019/20)
Base estimate construction (includes 30% contingency)	$717,000 (2020/21)
Income^{^[2]}	$250,000
Total Capex	$814,500
Net cost	$564,500

Suggestion to provide a new entrance to the I-Site

5.22 Any wider changes to the building, in addition to upgrading the toilets, is outside the scope of the project to improve the toilet facilities, and therefore has not been considered in detail as part of this report. However, for completeness, it is noted that during discussion on the toilet upgrade, stakeholders suggested both expanding the toilet facilities and adding a new entrance to the I-Site (ie, the same amount and type of toilets as option 2, but adding a new entrance to the I-Site).

5.23 It is anticipated that any change to Millers Acre Centre to benefit the tenants of the Centre will be raised with Council separately by the tenants as part of a review of the lease or building. Input from the building’s architect should be sought before going ahead with a change such as this. Given the toilet improvements would be in a different part of the building, there would be no direct advantages in the two projects being linked or occurring at the same time. Therefore officers propose proceeding with the toilet upgrade at this time.

6. Options

Option 1: Do nothing
Advantages	· No additional capital cost to Council for the project. · No need to alter lease with the tenants
Risks and Disadvantages	· Does not deliver any additional benefits or resolve any of the issues raised in the past in relation to this facility. · Does not provide additional toilets · Does not meet demand during peak periods. · Does not improve the facility or address dissatisfaction with the facility outside peak times. · No MBIE grant
Option 2: Expand facilities to seven toilets (preferred option)
Advantages	· Provides additional toilets, leading to reduction in average and maximum wait times during peak hours and a likely reduction in complaints about wait times · Expected to meet demand during peak periods · Likely reduction in complaints about cleanliness because cleaners would be able to access the facilities more regularly and facilities would be better designed · Improves the facilities for tourists arriving to Nelson by bus, and for tourists visiting the I-Site · MBIE grant of $250,000.
Risks and Disadvantages	· Additional capital cost for the project · Lease with tenant may need to be adjusted – a loss of revenue to Council (estimated to be around $8,000 p.a.). · Costs may increase through the detailed design process.

7. Conclusion

7.1 This project is to provide improved toilet facilities at Millers Acre. The preferred option is to expand the facilities to seven toilets, based on New Zealand Standards for Public Toilets.

7.2 Estimates for costs of construction have increased following construction inflation in the sector and there are cost increases required for the project in order to deliver the preferred option.

7.4 To deliver the preferred option (option 2) the increase in net budget will be $50,000 as outlined in the report.

8. Next Steps

8.1 The next step is to commence detailed design and consent processes.

8.2 Construction is expected to commence in July 2020 and be completed by September 2020.

8.3 The Chair and Deputy Chair will be kept informed as the project progresses and updates will be provided through the Quarterly Reports.

Author: Jane Loughnan, Property and Facilities Asset Planner

Attachments

Nil

Important considerations for decision making

1. Fit with Purpose of Local Government

This project proposes to improve local infrastructure at Millers Acre. Improved facilities will provide benefits to locals and tourists currently and in the future.

2. Consistency with Community Outcomes and Council Policy

The project is consistent with the following community outcomes:

· Our urban and rural environments are people-friendly, well planned and sustainably managed

· Our infrastructure is efficient, cost effective and meets current and future needs

· Our region is supported by an innovative and sustainable economy

3. Risk

There is a reputational risk to Council if it decides not to proceed with this project given it has been included in the Long Term Plan 2018-28.

There is a risk that the project cannot be delivered within budget. A contingency has been provided for in the cost estimates to allow for this.

4. Financial impact

This project was budgeted in the Long Term Plan 2018-28, however estimates of costs have increased. The recommended option increases the budget for this project in order to enable it to be delivered successfully.

5. Degree of significance and level of engagement

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 toilets at Millers Acre.

Areas of Responsibility:

· Community Facilities e.g. toilets

Powers to Decide:

· Approval of specified business cases or projects referred by Council to the committee, and also included in the Annual Plan

Powers to Recommend: