Notice of the ordinary meeting of the

 

Community Services Committee

Kōmiti Ratonga Hapori

Date:		Thursday 12 March 2020
Time:		2.00p.m.
Location:		Council Chamber, Civic House
			110 Trafalgar Street
			Nelson

Agenda

Rārangi take

 

Chair                Cr Matt Lawrey

Deputy Chair   Cr Yvonne Bowater

Members         Her Worship the Mayor Rachel Reese

                         Cr Trudie Brand

                         Cr Mel Courtney

                         Cr Kate Fulton

                         Cr Judene Edgar

Cr Brian McGurk

Cr Gaile Noonan

                         Cr Rohan O’Neill-Stevens

Cr Pete Rainey

                         Cr Rachel Sanson

                         Cr Tim Skinner

Pat Dougherty

Quorum: 7                                                                               Chief Executive

 

Nelson City Council Disclaimer

Please note that the contents of these Council and Committee Agendas have yet to be considered by Council and officer recommendations may be altered or changed by the Council in the process of making the formal Council decision.

 

Community Services Committee - Delegations

 

Areas of Responsibility:

·    Arts, Culture and Heritage

·    Bylaws, within the areas of responsibility

·    Cemeteries and Crematorium

·    Community Centres and Halls, including Greenmeadows Community Centre, Stoke Memorial Hall and Tahunanui Community Centre

·    Community Development, including youth issues, ageing issues and social well-being

·    Community Festivals and Events

·    Community Facilities, including public toilets

·    Founders Heritage Park

·    Heritage Facilities

·    Heritage Houses and their grounds

·    Libraries

·    Sister City relationships

·    Youth Council

 

Delegations:

The committee has all of the responsibilities, powers, functions and duties of Council in relation to governance matters within its areas of responsibility, except where they have been retained by Council, or have been referred to other committees, subcommittees or subordinate decision-making bodies. 

The exercise of Council’s responsibilities, powers, functions and duties in relation to governance matters includes (but is not limited to):

·    Monitoring Council’s performance for the committee’s areas of responsibility, including legislative responsibilities and compliance requirements

·    Developing, approving, monitoring and reviewing policies and plans, including activity management plans

·    Reviewing and determining whether a bylaw or amendment, revocation or replacement of a bylaw is appropriate

·    Undertaking community engagement, including all steps relating to Special Consultative Procedures or other formal consultation processes

·    Approving submissions to external bodies or organisations, and on legislation and regulatory proposals

 

Powers to Recommend to Council:

In the following situations the committee may consider matters within the areas of responsibility but make recommendations to Council only (in accordance with sections 5.1.3 - 5.1.5 of the Delegations Register):

·    Matters that, under the Local Government Act 2002, the operation of law or other legislation, Council is unable to delegate

·    The purchase or disposal of land or property relating to the areas of responsibility, other than in accordance with the Long Term Plan or Annual Plan

·    Unbudgeted expenditure relating to the areas of responsibility, not included in the Long Term Plan or Annual Plan

·    Decisions regarding significant assets

 


N-logotype-black-wideCommunity Services Committee

12 March 2020

 

 

Page No.

 

1.       Apologies

Nil

2.       Confirmation of Order of Business

3.       Interests

3.1      Updates to the Interests Register

3.2      Identify any conflicts of interest in the agenda

4.       Public Forum

4.1      Health Action Trust - Community Action on Youth and Drugs (CAYAD)

4.2      Nelson Youth Choir - Update on Choir's Plans

4.3      Male Room Incorporated - Male Room's plans for homeless men

5.       Confirmation of Minutes

5.1      28 November 2019                                                                      7 - 11

Document number M6584

Recommendation

That the Community Services Committee

1.    Confirms the minutes of the meeting of the Community Services Committee, held on 28 November 2019, as a true and correct record.

    


 

6.       Chairperson's Report                                                12 - 17

Document number R15879

Recommendation

That the Community Services Committee

1.    Receives the report Chairperson's Report.

 

 

7.       Youth Council Update

 

8.       Heritage Strategy update and Councillor Liaison appointments                                                                                18 - 23

Document number R13748

Recommendation

That the Community Services Committee

1.    Receives the report Heritage Strategy update and Councillor Liaison appointments (R13748); and

2.    Appoints the following two Councillors as Liaison appointments to provide input into the Heritage Strategy development:

·    Councillor Matt Lawrey;

·   Councillor Mel Courtney.

 

 

 

9.       Update on Council-owned earthquake-prone buildings

This report was not available at the time of printing and will be provided in a supplementary agenda.


 

 

10.     Community Services Quarterly Report to 31 December 2019 24 - 54

Document number R13634

Recommendation

That the Community Services Committee

1.    Receives the report Community Services Quarterly Report to 31 December 2019 (R13634) and its attachments (A2325485 A2044411 and A2330725).

 

       

CONFIDENTIAL Business

11.     Exclusion of the Public

Recommendation

That the Community Services Committee

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

2.        The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: 

 

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

1

Chairperson's 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)(g)

     To maintain legal professional privilege

·   Section 7(2)(h)

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

·   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 Sophie Hampson and Anna Sawyer will be in attendance at this meeting. (delete as appropriate)

 

 

  


Community Services Committee Minutes - 28 November 2019

 

 

Minutes of a meeting of the Community Services Committee

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

On Thursday 28 November 2019, commencing at 2.06p.m.

 

Present:              Councillor M Lawrey (Chairperson), Her Worship the Mayor R Reese, Councillors Y Bowater (Deputy Chairperson), T Brand, M Courtney, J Edgar, K Fulton, B McGurk, G Noonan, R O'Neill-Stevens, P Rainey, R Sanson and T Skinner

In Attendance:   Group Manager Community Services (R Ball), Governance Adviser (J Brandt) and Youth Councillors N Frizzell and H Potts

Apologies :          Nil

 

 

1.       Apologies

There were no apologies.

2.       Confirmation of Order of Business

It was noted that the meeting would be adjourned after the Sister Cities Coordinator report (agenda item 5), and reconvene following the Environment Committee meeting. It was also noted that there would be a verbal update from Youth Councillors following the Chairperson’s report.

3.       Public Forum (agenda item 4)

 

3.1      Young Parents' School - Housing and Work and Income Assistance  

           Attendance: Councillor Noonan joined the meeting at 2.13p.m.

           A group from the Young Parents’ School, T R Te Kawa, G Campbell, C Fleming-Ngatuere, M Samuela and M Taylor-Bowman, supported by social worker R Browning, spoke about the significant challenges they were facing in regards to accessing safe and affordable homes for their families. The main issues noted were lack of available, suitable housing, unaffordability of rents, and issues with transport. The group had written to Hon Phil Twyford, the Minister for Urban Development and Transport, and asked Council for its support.                                                                

4.       Sister Cities Coordinator Report (agenda item 5)

Document number R13606, agenda pages 6 - 8 refer.

Sister Cities Coordinator, Gail Collingwood, presented the report, with support from Bill Findlater from the Chinese Friendship Society Nelson Branch.

Wording changes to the International Relationships Policy were discussed and it was noted that the Policy would be looked at again.

Attendance: Councillor Fulton left the meeting at 2.49p.m.

Resolved CS/2019/058

 

That the Community Services Committee

1.    Receives the report Sister Cities Coordinator Report (R13606).

 

Noonan/Brand                                                                              Carried

 

The meeting was adjourned from 2.52p.m. to 3.03pm. during which time Councillor Fulton returned to the meeting.

The meeting was adjourned from 3.04p.m. to 4.25p.m. in order to conclude the Environment Committee meeting. During this time Her Worship the Mayor and Councillors Courtney, Rainey and Noonan left the meeting.

5.       Interests (agenda item 3)

 

Councillor Brand declared an interest for item 8: Options for 2020/21 Community Investment Fund and Additional Funding from Nelson Tasman Safer Community Council.

6.       Chairperson's Report

Document number R13602, agenda pages 9 - 10 refer.

The Chairperson presented his report and invited the Youth Councillors present to provide an update.

Youth Councillors Frizzell and Potts tabled the Youth Council 2019 Key Performance Indicators (A2318980) and highlighted achievements, such as the Annual Plan submission, the youth leadership forum and the creation of a Youth Council Instagram account.


 

 

Resolved CS/2019/059

 

That the Community Services Committee

1.    Receives the report Chairperson's Report (R13602); and

2.    Appoints Elected Members to a liaison role as follows:

Organisation/Group

Liaison

 

Arts Council Nelson Incorporated

 

Rohan O’Neill-Stevens 

Community and Whanau

Rohan O’Neill-Stevens

Pete Rainey

Heritage Houses

Mel Courtney

Working Group for the Strategy on Nelson’s Ageing Demographic

Yvonne Bowater

Trudie Brand

Matt Lawrey

Gaile Noonan

 

 

 

Edgar/Bowater                                                                             Carried

Attachments

1    A2318980 - Youth Council Update

 

7.       Community Services Quarterly Report to 30 September 2019

Document number R12541, agenda pages 11 - 38 refer.

Manager Community Partnerships, Mark Preston-Thomas, presented the report and answered questions about the airport sculptures and the Arts Selection Panel.

Resolved CS/2019/060

 

That the Community Services Committee

1.    Receives the report Community Services Quarterly Report to 30 September 2019 (R12541) and its attachments (A2282423, A2044411 and A1157454).

 

McGurk/Bowater                                                                          Carried

 

8.       Options for 2020/21 Community Investment Fund and Additional Funding from Nelson Tasman Safer Community Council

Document number R11471, agenda pages 39 - 54 refer.

Attendance: Councillor Brand declared an interest and left the meeting at 4.46p.m.

Manager Community Partnerships, Mark Preston-Thomas, presented the report. The Nelson Tasman Safer Community Council grant was discussed and the officer’s recommendation was amended to reflect the requirement to accept the grant prior to the other decisions being made.

Resolved CS/2019/061

 

That the Community Services Committee

1.    Receives the report Options for 2020/21 Community Investment Fund and Additional Funding from Nelson Tasman Safer Community Council (R11471) and its attachments (A2197848 and A1854528); and

2.    Accepts the grant of $18,524.74 from the Nelson Safer Community Council to be added to the Community Investment Fund for allocation in 2020/21; and

3.    Agrees not to offer new Community Investment Fund Agreement applications for 2020/21; and

4.    Agrees that the residual Community Investment Funding 2020/21 (up to $56,568) be combined with the existing Small Grant pool of $50,000 for 2020/21; and

5.    Agrees that the Community Small Grant Fund approvals be increased from $2,500 to $5,000 maximum for 2020/21 except for Community Art Works and Women’s Refuge who may apply for up to $10,000 each.

Lawrey/Fulton                                                                              Carried

 

Attendance: Councillor Brand returned to the meeting at 5.02p.m. and Councillor Bowater left the meeting at 5.03p.m.

 

9.       Library security - request for unbudgeted expenditure

Document number R11473, agenda pages 55 - 64 refer.

Manager Libraries, Sarina Barron, presented the report and answered questions.

The recommendation to council was amended, as ‘community safety services’ better reflected the intent of the envisaged service.

Resolved CS/2019/062

 

That the Community Services Committee

1.    Receives the report Library security - request for unbudgeted expenditure  (R11473) and its attachment (A2283819).

 

Fulton/Brand                                                                                Carried

Recommendation to Council CS/2019/063

 

That the Council

1.    Approves unbudgeted expenditure of up to $33,000 for community safety services within libraries.

Fulton/Brand                                                                                Carried

       

 

There being no further business the meeting ended at 5.15p.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                       Chairperson                                     Date

       

 


 

Item 6: Chairperson's Report

 

Community Services Committee

12 March 2020

 

 

REPORT R15879

Chairperson's Report

     

 

1.       Purpose of Report

1.1      To update the Committee on areas that fall within the Committee’s responsibilities.

 

 

 

2.       Recommendation

 

That the Community Services Committee

1.    Receives the report Chairperson's Report.

 

 

2. Background

2.1      Homelessness

2.1.1   The number of people living locally without adequate shelter appears to be increasing, resulting in more enquiries to Council about people living in parks, reserves, under existing shelter and in cars and vans. Council continues to work with local social agencies to help meet the welfare needs of this group.

2.1.2   In terms of community response to homelessness, good news has arrived in the form of the Nelson Housing First service which is a partnership programme spearheaded by the Salvation Army. Housing First is about putting people who have experienced chronic homelessness into appropriate housing so that underlying issues can be addressed through a wrap-around service. This service is funded to deliver 50 places over the next two years.

2.1.3   Housing First was launched late last year with an event in Pioneer Park attended by members of our community who are homeless along with MPs and officials from government agencies and charities. As Community Services chair, I represented Council at the launch and I have to say it was an impressive coming together of people from literally all walks of life that bode well for the future of the programme.  


 

2.1.4   Talking to fellow attendees of the Housing First launch, it was drawn to my attention that some of our homeless citizens, who are sleeping in their cars, live in fear of being fined under our freedom camping rules. This has led to conversations between staff and our contractors, Environmental Inspection Services Ltd, to try to ensure that people who are genuinely homeless are not ticketed. EIL will also continue to work with social agencies to provide homeless people with support.

2.1.5   Council has also been doing its bit by welcoming members of our community who are homeless to the Responsible Camping Hub on Halifax St. The feedback we’ve received on how this has been very positive and, as you may be aware, staff have successfully negotiated for hub to remain open until the end of this month.

2.1.6   Of course, publicity around the launch of the Hub over summer did lead many to rightfully ask: if we can do this for tourists, why can’t we do it for members of our own community who are homeless?

2.1.7   As you will have already heard from Philip Chapman in Public Forum, The Male Room is working on a plan to develop such a hub and Council has already indicated that we will do what we can to help smooth the process in terms of helping with any consents that may be required.

2.1.8   Alongside The Male Room, a number of other charities and not-for-profit groups are also providing food, accommodation and social support for people living without adequate shelter.  The Ministry for Social Development has increased its provision in this area too providing more staff support for people in emergency and transitional support with the aim of ensuring that instances of homelessness are brief, rare and non-recurring.

2.1.9   One grassroots movement that I would like to draw your attention to (and heap praise upon) is ‘Giving Aroha in ANZAC Park’ which sees volunteers preparing and serving hearty dinners to members of our community who are homeless. Spearheaded by Jackie Galland and Fiona McConnochie, it's been going since June last year and over the last couple of weeks over 70 people have been fed. Alongside the volunteers, supporters include Nelson Environment Centre's Kai Rescue Programme, Kāinga Ora (formerly Housing NZ), the Māori Wardens and Riverside Community.

2.1.10 In addition to providing people with a slap-up meal, Jackie and Fiona also distribute donated toiletries.


 

2.1.11 I’ve visited on a couple of occasions and the vibe is chilled, friendly, appreciative and respectful. Cr Skinner has also paid a visit and Jackie and Fiona would like all councillors to know that they are welcome to swing by and see what’s going on any Sunday from 5pm – donations of food and time welcome.

2.1.12 It should be noted that, despite these positive developments, the numbers of homeless appears to still be increasing. In response to this the Government last month announced a $300 million funding package for emergency housing.  Staff will be doing their best to see that some of that extra funding is directed to Nelson.

2.2      Earthquake-prone buildings

2.2.1   As you will be aware, Council’s Senior Leadership Team has decided to close Stoke Memorial Hall on 29 March and The Refinery. The former Stoke Seniors building behind the Memorial Hall is also unable to be used while we assess the implications of its proximity to the hall.

2.2.2   A decision has also been made to demolish the Mediterranean Food Warehouse in Halifax St and to fence off the Hounsel Circle bus shelter in Tahunanui.

2.2.3   Obviously these decisions will affect users of these facilities and cause disruption in other possibly unforeseen ways. I have no doubt, however, that staff are working hard to try to accommodate the people and events affected by these decisions. With regards to Stoke, however, I would like to stress that things would be considerably more challenging were it not for the fact that we now have Greenmeadows up and running.

2.2.4   On a personal note, I will be pleased to see the Mediterranean Food Warehouse building coming down. It has long posed a risk to safety and its demolition, as opposed to strengthening, was inevitable given our plans to redevelop the library. Not only that but its removal will create a new view shaft to the Maitai which I like to think will stimulate thought and discussion about the future of this special part of our city. By demolishing that building we will, in a small way, be helping to meet one of this Council’s three priorities for the term. The space it creates may also present opportunities for Tactical Urban Initiatives (TUIs) given its proximity to what will soon be our new pocket park.

2.3      A City for All Ages - Community Survey launch and ‘Use Our Loos’

2.3.1   Last month this chamber was the scene of a packed launch of our City for All Ages - Community Survey featuring an informative and thought-provoking presentation by Co-Director for Active Ageing at AUT Professor Stephen Neville.


 

2.3.2   Currently 20 per cent of people in Nelson are over 65 years of age, with that figure expected to rise to a third by 2043. The survey is open until March 25 and the information we get from it will inform our Community Steering Group on what’s needed to improve Nelson’s age friendliness.

2.3.3   One issue that came up in the group session at the launch was the difficulty some older people face when it comes to accessing loos and the barrier it presents to them coming into town. As all of us on Council know, building public toilets is an eye-wateringly expensive business and at the launch a particularly onto it staff member brought up a community toilets project in the UK that I think we should explore doing here.

2.3.4   It’s called ‘Use Our Loos’ and it’s a campaign that asks community-minded businesses to make their toilets available to members of the public in exchange for stickers or signage identifying them as part of the scheme, promotional publicity, increased customers and free cleaning products provided by a sponsor.

2.3.5   If the committee is supportive of this idea, I’d like to ask staff to have a look at it, to get an idea of the demand that exists in Nelson and have some initial discussions with businesses and Uniquely Nelson.

 

 


 

2.4      Heritage

2.4.1   It may surprise you to know that there are over 3000 objects in the Broadgreen Textile and Costume Collection, a collection which has been identified as of national significance.

2.4.2   It includes objects which date from 1700s through to the mid-20th century with many outstanding examples of 19th century fashion. Now, with both NCC and community support, it has an improved museum-standard storage solution to help conserve and protect it.

2.4.3   The project, completed at the end of last month and with a great deal of planning, involved a host of experts and volunteers from around New Zealand. As well as council Heritage and Collection’s Officer Mahina Marshall and other NCC staff, Dr Stella Lange, from Otago Polytechnic, Jessie Bray-Sharpin, Museum Masters student from Victoria University Museums Studies Program, Karen Richards, Broadgreen textile volunteer and Nelson Provincial Museum staff got involved, as did a raft of other volunteers.

2.4.4   The project, dubbed the Textile and Costume Preservation Project will have multiple outcomes –

2.4.5           1.     Increased store room capacity through the installation                of  Hydestor museum standard shelving (including a                mobile unit).

2.4.6           2.     Overflowing storage boxes repacked more                    appropriately and safely for long term conservation.

2.4.7           3.     An inventory taken of current items in the collection.

2.4.8           4.     An insurance appraisal undertaken with a Fine Arts and       Museum consultant to value the collection and             subsequently also insure it adequately.

2.4.9   The project cost was $24,000 and generous community contributions by the Broadgreen Society ($4,500) and Nelson Embroiderers Guild ($2,000) helped to fund the project.

2.5      Youth

2.5.1   Late last year a number of Councillors and members of staff met with representatives from a several social services and Whanake Youth who run a drop-in centre for young people in Stoke and have in the past worked with Council to reduce the impact of youth-related issues around the Stoke library.


 

2.5.2   Whanake Youth are keen to do more for young people in Stoke and were talking to Council staff about the possibility of moving to what was formerly known as the Stoke Senior Rooms behind Stoke Memorial Hall. With the hall soon to be closed that plan is on hold but staff are determined not to lose any momentum and are looking for other ways to help Whanake Youth do more in Stoke.

2.5.3   I’m also pleased to report that wheels are quietly turning when it comes to finally making progress on getting a skatepark-youthpark in Stoke. It’s very early days but, following a meeting with staff, myself and Sport and Recreation Committee Chair Cr Skinner, I can confirm that staff will be looking to get a rough concept of an idea to councillors for consideration at a workshop prior to us signing off the Annual Plan.

2.6      Arts

2.6.1   Community Services Deputy Chair Yvonne Bowater and I had a recent catch-up with Nelson Festivals Trust Chair Brent Thawley. Brent told us the trust is aiming for more events for both younger and older people and the plan is for the festival to connect more with groups not traditionally involved in the festival. Ideas included getting performances out of theatre spaces and into places where people are already congregating, new partnerships and increased central city visibility through the creation of a festival hub in town. The festival is also looking to connect with mana whenua and putting more energy into securing new sponsorship and funding.

 

 

Author:          Matt Lawrey, Chairperson

Attachments

Nil  


 

Item 8: Heritage Strategy update and Councillor Liaison appointments

 

Community Services Committee

12 March 2020

 

 

REPORT R13748

Heritage Strategy update and Councillor Liaison appointments

     

 

Purpose of Report

1.1      To update the Committee on the Whakatū Nelson Heritage Strategy milestones and timeframe, and to appoint two Councillor Liaison roles to provide input to the Strategy development.

2.       Summary

2.1      The development of a Heritage Strategy for Whakatū Nelson is now in progress; objectives and key milestones are outlined in this report.

2.2      It is recommended to appoint two Councillor Liaison roles to provide input to the strategy at key stages and communicate back to Council on progress.

 

 

3.       Recommendation

 

That the Community Services Committee

1.    Receives the report Heritage Strategy update and Councillor Liaison appointments (R13748); and

2.    Appoints the following two Councillors as Liaison appointments to provide input into the Heritage Strategy development:

·    Councillor Matt Lawrey;

·    Councillor Mel Courtney.

 

 

 

 

4.       Background

4.1      Council has allocated resource ($20,000) to develop a Heritage Strategy for Whakatū Nelson in its Heritage Activity Management Plan 2018-28.

4.2      Council’s current Heritage Strategy was written in 2006 and is due for an update.  There is a strong sector and community drive to develop an integrated Heritage Strategy for Whakatū Nelson.

4.3      This report provides an update on key milestones and requests approval of Councillor Liaison roles to provide input to the Strategy.

5.       Discussion

5.1      Development of the Whakatū Nelson Heritage Strategy is now underway. Business Lab has been appointed to undertake community engagement and draft the Strategy.

5.2      The Strategy will help make Whakatū Nelson an even better place by developing a clear heritage vision and direction, to allow our communities the opportunities to celebrate and explore our history and heritage, and how that contributes to our identity.

5.3      A Heritage Strategy for Whakatū Nelson will provide direction for Council in its decision making and provide an action plan for implementation of heritage activity in partnership with iwi, the local community and the heritage sector.

Objectives

5.4      The key objectives of the Strategy are to:

·    Gain an understanding of the current needs of the heritage sector in Whakatū Nelson.

·    Gain an understanding of what the community values around Heritage, why they value it, and how they wish to see it protected, promoted and celebrated.

·    Include relevant Council portfolios, work programmes and objectives into the strategy and engage with internal stakeholders.

·    Develop an integrated Strategy with a collective vision for heritage for the future which provides guidance for the protection and promotion of heritage in Whakatū Nelson.

·    Create a Council-agreed prioritised approach for what needs will be met, priorities for Council funding, and mechanisms for effective delivery through partnership.

·    Develop an agreed shared vision and values which will identify, promote and celebrate Te Tau Ihu iwi mana whenua and tangata whenua history.

·    Provide Council with a framework for working in partnership with iwi, Heritage New Zealand Pouhere Taonga (HNZ), stakeholders, listed building owners and the community to retain and promote our heritage.

·    Provide a comprehensive strategic direction to inform Council in the decisions it takes and priorities it places around heritage.

·    Develop an action plan to achieve the objectives of the Strategy.

          Key milestones

5.5      The key milestones and indicative timeframes are outlined below. Engagement with iwi as partners is the first key step.

5.6      Once the initial workshop with iwi has taken place, pre engagement with the community will be undertaken before a draft Strategy is presented to Council for approval. The Strategy will then go out for public consultation, after which Council will adopt the final Strategy.

Key milestone

How will this be delivered

Timeframe

Stakeholder engagement

Workshop with iwi - input sought on future iwi involvement with Strategy development.

Pre-engagement:

·      Establish working group incl iwi representatives

·      Council workshop (10 June 2020)

·      Focus group meetings with key stakeholders

·      Electronic feedback platform

 

March 2020

April-July

Develop draft Strategy

Content development

Council officers and working group review and provide feedback into the draft Strategy.

Aug/Sep 2020

October 2020

Input into Long Term Plan budgets

Indicative Strategy implementation budgets included in Council’s LTP.

October/Nov 2020

Draft Strategy presented to Council

Report to Council with draft Strategy for approval for consultation

November 2020

Public consultation on draft Strategy

Submissions received and considered

December to February 2021

Final Strategy delivered

Final Strategy including feedback from submissions is delivered. Report prepared for Council for adoption of the Strategy.

April 2021

Strategy adopted by Council

Final Strategy including Action Plan adopted by Council

May 2021

LTP Budgets confirmed

Council confirms LTP budgets for Strategy implementation

June 2021

Implementation

Strategy implementation begins

July 2021

         

          Iwi Engagement

5.7      Initial engagement with iwi is the first key milestone as this is considered to be a significant strategy for iwi, who Council wish to work in partnership with from the outset.

5.8      There is a workshop scheduled for 30 March 2020 to discuss the Heritage Strategy. The invited attendees are members of the Te Ohu Toi Ahurea forum which is made up of iwi cultural managers or delegated representatives.

5.9      On advice from Council’s Kaihautū, the workshop is being facilitated by Whaea Jane de Feu and is being held at Whakatū Marae. 

5.10    This workshop will identify iwi involvement in the development of the Strategy. Progress will be reported to the Iwi-Partnership Group in May 2020. For example, it is possible that there will be 1-3 iwi representatives on the working group.

5.11    The workshop will also allow for initial conversations on what iwi would like to see in the Strategy and what this would look like.

          Councillor Liaison appointments

5.12    It is recommended that two Councillors are appointed in a liaison role to provide input to the Strategy throughout its development. This will ensure early elected member input to and engagement with the development of the Strategy.

5.13    Councillor Liaison roles are appointed to provide input from the governance perspective and to communicate back to the Committee as the Strategy progresses. It is proposed that the appointees will be invited to attend public feedback sessions, provide feedback to the draft Strategy and be ambassadors for the Strategy.

          The Working Group

5.14    A working group to develop the Strategy will be appointed after the iwi workshop and will include 8-12 operational members. The group will include representatives from iwi (decided at iwi workshop), the community and Council officers. There will be working group meetings at key points during the Strategy development to provide operational project guidance.


 

 

6.       Options

6.1      Option one below is the recommended option as this allows for dedicated Councillor involvement in the development of the Strategy. Option two would result in more Councillor time, which is already in high demand. This option is not recommended.

 

Option 1: Appoint two Councillor Liaison roles

Advantages

·   Allows for Council input into Strategy development without requiring the entire Council to be involved

·   Provides an opportunity to communicate to Council on the Strategy as it progresses

·   Provides Council representatives for the Strategy

Risks and Disadvantages

·   Those not appointed may not feel as included in the Strategy development

Option 2: Do not appoint Councillor Liaison roles and invite all Councillors to input

Advantages

·    All Councillors have the same opportunity to input

Risks and Disadvantages

·    No dedicated Councillor input into Strategy

·    More Committee time is taken during the Strategy development to provide input and feedback.

7.       Conclusion

7.1      The development of the Whakatū Nelson Heritage Strategy is now underway. This report provides an update on the key milestones and seeks Council approval to appoint two Councillor Liaison roles to input into the Strategy development. 

 

Author:          Shanine Hermsen, Team Leader Arts and Heritage

Attachments

Nil

 

Important considerations for decision making

1.  Fit with Purpose of Local Government

The development of a Whakatū Nelson Heritage Strategy fits with the purpose of Local Government as it will deliver outcomes to our local area and contribute to the social and cultural well-being of our community. Appointing two Councillor Liaison roles will allow for open communication and input from Council into the Strategy development.

2.  Consistency with Community Outcomes and Council Policy

This report aligns with the Heritage Activity Management Plan 2018-28. It supports the Council Community Outcome “Our communities have opportunities to celebrate and explore their heritage, identity and creativity”.

3.  Risk

It is likely that the recommendation in the report will achieve the desired outcome and is deemed low risk.

4.  Financial impact

There are no financial implications with the recommendations in this report. The development of Heritage Strategy has already been budgeted for.

5.  Degree of significance and level of engagement

This matter is of low significance because the report recommendations to appoint Councillor Liaison roles is of low impact or likelihood to lead to adverse consequences. No engagement on these appointments will take place. Engagement for the Heritage Strategy itself will be through focus groups, workshops, online submissions and other opportunities.

6.  Climate Impact

This has not been considered in preparation of this report.

7.  Inclusion of Māori in the decision making process

No engagement with Māori has been undertaken in preparing this report. Iwi will be consulted as part of preparing the Strategy.

8.  Delegations

The Community Services Committee has the following delegations to consider the development of a Heritage Strategy

Areas of Responsibility:

·      Arts, Culture and Heritage

Delegations:

·        Developing, approving, monitoring and reviewing policies and plans, including activity management plans

 

 


 

Item 10: Community Services Quarterly Report to 31 December 2019

 

Community Services Committee

12 March 2020

 

 

REPORT R13634

Community Services Quarterly Report to 31 December 2019

     

 

1.       Purpose of Report

1.1      To inform the Committee of the financial and non-financial results for the 2019 second quarter for the activities under its delegated authority.

 

 

2.       Recommendation

 

That the Community Services Committee

1.    Receives the report Community Services Quarterly Report to 31 December 2019 (R13634) and its attachments (A2325485 A2044411 and A2330725).

 

 

 

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 2019 to 31 December 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 2019/20 Annual Plan budget plus any carry forwards, plus or minus any other additions or changes as approved by the Committee or Council. 

3.4      More detailed project status reports are included (attachments) for the eight that fall under the Community Services Committee. These have been selected if their budget is at least $250,000 for 2019/20, are multi-year projects with a budget over $1 million, or have been assessed to be of particular interest to the Committee.

3.5      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 (orange), 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.

4.       Tenders Awarded

4.1      There are no accepted tenders that have gone through a request for proposal during quarter two that are included as part of the quarterly reporting. Tenders have been selected if their budget is at least $300,000 for the quarter two and/or $2,500,000 and accepted via the Tenders Subcommittee.

5.       Key developments for the three months to 31 December 2019

City For All Ages project

5.1      Council is facilitating the preparation of a strategy for Nelson’s ageing demographic. The strategy development is being led by a Community Steering Group.

5.2      The project is progressing well and is within budget.  During the period, the Steering Group met with representatives of relevant Nelson-based agencies including Nelson Marlborough District Health Board, Nelson Bays Primary Health, Department of Internal Affairs, Ministry of Social Development, Department of Corrections, Accident Compensation Corporation and Kāinga Ora to discuss the project and related work being undertaken by each agency. 

5.3      Focus group meetings were held with newcomers to Nelson, Māori and Pasifika as part of research for the Strategy that is being supported by a grant of $12,600 by the Office for Seniors. 

5.4      A new City For All Ages website has been developed and was trialled over the period. It will be launched on 24 February, along with a community survey on how age-friendly Nelson is.

Community Partnerships and Social Development Updates

5.5      Homelessness: Agencies report an increase in the number of homeless living in and around Nelson in garages, cars or parks and reserves. Housing First, which provides supported housing to 50 chronically homeless people for a two year period, had its official launch in December 2019, and has employed its first paid worker with other appointments to follow.

5.6      Housing: There has been an increase in households signing onto the public housing register which was 178 households in September 2019. Nelson is also facing rapid rent increases, with the average cost of Trade Me rental properties increasing by approximately 13% over the same period last year. Council continues to work with Central Government and other agencies through the Nelson Housing Forum in response to these issues.

5.7      Youth Strategy: The Nelson City Council Youth Strategy is delivering a suite of programmes covering Youth in Governance, Leadership Development and Community Engagement. This work is supported by the Nelson Youth Sector Leadership Group – a community-led advisory group set up specifically to support Council delivery under the Youth Strategy.

5.8      Youth Council: The Nelson Youth Council recruitment closed in October with 63 applications - the largest ever received. The 2019 and 2020 Youth Councillors attended induction where previous Youth Council members led sessions passing on experience to new members.  There are six members returning for a second year along with 13 new members joining.

Community Investment Fund Updates

5.9      A member of the investment fund panel has resigned from the panel after starting new employment. At this stage a quorum remains and advice will be prepared regarding the recruitment of a new panel member.

Founders Park Updates

5.10    Founders Park Events: Founders Heritage Park had a busy event season, hosting five major events during the quarter; the Nelson Arts Festival, Day of the Dead, Fright Night, NZ Cider Festival and The Great Christmas Market. 

5.11    Admission Price Increase: The admission price increase in September has not deterred visitors with the park seeing an increase in paying visitors of 19% compared with the 2018 period.  Admission income has increased by 47% from $12k to $19k compared to the same quarter in 2018.

5.12    Founders Park Maintenance: Work undertaken in quarter two included repairing rot and repainting the exterior of the Maritime Building.  Elevated methane levels were detected in a storm water manhole near the railway tracks in the park with investigations by the Solid Waste Team finding that the methane was isolated to this manhole.  The manhole is currently venting and access restricted with site safe fencing whilst a permanent vent system is scoped.

5.13    Nelson Railway Society: The Society met with officers to discuss resource consent conditions requirements to run their newly restored steam train at Founders Park.  A consenting process would be costly for the Society with no guarantee of success.  The Society has informed officers that at this stage it is unlikely they will apply for consent and are considering building a static display for the train.

Heritage Updates

5.14    Heritage Festival: Submissions for Heritage Festival community programme events closed at the end of December 2019. Thirty five applications for 54 events were received for the April programme with $25,000 of funding to be allocated to event organisers as part of a match funding approach.

5.15    Isel House: A successful ‘Bloom’ event was held at the house with over 4,000 people visiting and enjoying the star of the show, Rudd Kleinpaste. Isel House has also launched a new display on one of Nelson’s earliest environmental advocates, “James Marsden: The Quiet Environmentalist.”

5.16    Broadgreen House: A new exhibition at Broadgreen has been launched; “A Passage to Nelson: Unpacking the Past” supported by NMIT Maritime Institute’s Captain Phil Pinniger. Broadgreen also continued their popular summer activities programme involving decoration making, paper making, sand dough tiles, family quizzes, outdoor games and “Who stole the Pie?”

5.17    Heritage Sector Workshop: Founders Heritage Park hosted a museums sector “Collection Rationalisation” workshop run in collaboration with National Services Te Paerangi (Te Papa) and the Nelson Provincial Museum.

Arts Updates

5.18    The Refinery: A feasibility study is near completion for developing a Community Arts Centre at the Refinery. Stakeholder engagement has been undertaken and the next step is a Council workshop on 5 March where the findings will be presented. The final feasibility report will be presented at the April 2020 Committee meeting. The Refinery is an Earthquake Prone building that achieves 11% of the New Building Standard (Importance Level 2) and design is budgeted in 2019/20, with strengthening budgeted in 2020/21. A peer review of the seismic assessment is also in progress, with strengthening design to commence once this is completed during 2020/21. This design will utilise the feasibility study and future use of the building.

5.19    Murals: Three murals were installed during the quarter, the Elma Turner Library, the Neale Park pump station and the Tahunanui pump station.  The photo below is of the ‘Tui’ mural at Neale Park Pumpstation.

 

 

5.20    Arts Flags: This project attracted huge interest with 529 entries received, of which 80 flags were selected by iwi and the arts selection panel for production.  The youngest and oldest submitters were five years and 92 years old respectively. The flags will be launched in mid-February once the Christmas flags are removed.

5.21    Sympathetic Resonance: Council supported the Suter with its current exhibition, highlighting the experiences of Nelson’s LGBTQI+ community via a series of light art displays using the Council projector promoting safe spaces and welcoming organisations. Sites included Civic House, Nelson Hospital and NMIT. The photos below show light displays at the Police Station and Civic House.


 

Events Updates

5.22    Santa Parade: The new provider, EBTAC Ltd, delivered this event to an estimated audience of 10,000 – 15,000, with favourable public feedback. Delivery for the 2020 – 2023 events will be tendered in mid-2020.

5.23    New Year’s Eve: A family friendly event was delivered to approximately 4,500 people with a strong line-up of local and national artists at the top of Trafalgar Street. Feedback on the event has been very positive.

5.24    The Teddy Bears’ Picnic and Stoke Christmas events: These were cancelled due to wet weather.

5.25    Christmas lunch: Despite reduced ticket sales of 70 compared to 92 in 2018, the event received positive feedback from participants. An earlier date in December and change of location to the Trafalgar Centre are anticipated to increase numbers for 2020.

5.26    Mako celebration: The successful ITM championship win by the Mako was celebrated with the Tasman Rugby Union through a parade, displays and presentation of the “Keys to the City” to the team.

5.27    Fright Night: Fright Night was the first of the series of seven youth events held across the city. A strong event at Founders Heritage Park involved 49 performers and crew and 602 attendees compared with 350 in 2018.

5.28    Lantern Celebration: 133 performers, and an estimated 2,100 attendees enjoyed the lantern festival in December at the Botanics. This event has grown in popularity over the years, with audiences two years ago estimated at 1500.

5.29    Nelson Arts Festival: A record audience of 85,000 people enjoyed over 80 events for the first year of delivery by the Nelson Festivals Trust. 77% of tickets were sold against the target of 60%. A report will be brought to the Committee in April relating to the festival and the Trust will attend to provide an activity update.

5.30    A continuing challenge for the events portfolio is the increasing popularity of Council supported events and maintaining quality, which in turn is placing pressure on the resources available. This has been a challenge for ‘Opera in the Park’ as well as some of the smaller events.

Libraries Updates

5.31    Health and Safety: The library safety officer began his role in November. This is on a six month fixed term trial position. During this quarter there were still a number of security incidents occurring (predominantly with youth), however the safety officer role has provided reassurance and support for staff and has been well received by the Public Service Association (PSA).

5.32    Vulnerable Customers: In collaboration with the Community Partnerships team, a community resources flyer was produced. This resource provides more vulnerable customers with information on where to get basic assistance.

5.33    Library Usage: Library management is currently reviewing the content, programmes and services of Nelson Public Libraries. This is in response to the dropping door count. It is anticipated that operational changes will occur as a result of this with the aim of increasing library usage.

5.34    Stoke Library: The structural repair works on Stoke Library began in November. There have been some concerns with noise affecting customers and staff which have been addressed. This work is running to schedule and is due for completion in mid-February.

5.35    College Engagement: In November, all Year 9 students from Nelson College for Girls visited Elma Turner Library. The students were shown the resources and space available to them. There is a plan to continue and replicate this partnership with the remaining Nelson High Schools this year.

5.36    Events and Programmes: Key events and programmes in the past quarter included a well-attended talk by international author Liz Nugent, the creation of a Lego robotics club and mindfulness sessions for children. In December the Summer Reading Programme was launched with a Santa’s Grotto event at Stoke and Elma Turner Libraries. Nellie Nightingale Library Memorial has launched a summer story-time session and fun beach games for patrons to enjoy.

6.       Financial Results

Profit and Loss by Activity

Notes

·      The “Total Operating Budget” differs from the “Total Annual Plan Budget” in that it includes carry forwards and reallocations made after the final approval of the Annual Plan.

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

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

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

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

 


 

 

    Operating Revenue (excluding rates)

Operating Expenditure (excluding internal interest)

 

6.1      Staff costs are overall ahead of budget by $173,000 across Community Services, including operating staff expenditure ahead of budget by $110,000 and capital staff expenditure ahead by $63,000. Staff costs include expenditure relating directly to the employment of staff, as well as some overheads which are allocated to cost centres on the same basis as staff time. Individual variances in the cost centres for staff costs may be the result of actuals occurring in a different cost centre than budgeted, timing, or cost variances (overspends or underspends).

6.2      Community Programmes expenditure is less than budget by $24,000 with Youth Events being delivered later in the year and community programmes moving from the design to delivery phase.

6.3      Community Housing expenditure is greater than budget by $100,000. Legal expenses ($74,000) and audit fees ($25,000) have been incurred against nil budgets. These will be capitalised if divestment occurs. Rates expenditure is ahead of budget by $75,000. Un-programmed building maintenance is behind budget $27,000. Depreciation is under budget by $86,000. These variances relate to the anticipated timing of the divestment of Community Housing and associated budget allocations.

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

 

 

 

 

 

 

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 (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

 

          Commentary on Capital Projects

6.4      There are eight 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 2019/20 and two are included as they are over $1m over three years. The remainder are included as they are of particular interest to the Committee.

6.5      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.

6.6      The Elma Turner Library Redevelopment expenditure forecast for the 2019/20 financial year has been significantly reduced. This is due to the ongoing discussions aimed at preparing a business case for Council as the next step.

6.7      These project updates are appended in Attachment 1. These figures exclude staff costs.

Project Delays to 19/20 Capital Delivery Programme and Key Changes to the 2020/21 Annual Plan

6.8      The following are changes to 2019/20 capital delivery programme, and key changes being made through the draft Annual Plan 2020/21:

Project

2020/21 LTP budget

2020/21 Draft Annual Plan budget

Comment

Tahunanui Lions Toilet upgrade

$313,300

$875,000

Approved by Community Services in 2019

Note, $30K additional being sought through Annual Plan

Refer project sheet attachment.

Growth: Millers Acre Toilet

$208,900

$717,000

Approved by Community Services in 2019

Refer project sheet and concept design attachment.

Stoke Hall remediation

$0

$120,000

As discussed at Annual Plan workshop

Stoke Youth Park

$501,352

$250,000

As discussed at Annual Plan workshop

See project sheet attached

Elma Turner Library Extension/Relocation

$2,506,752

$225,000

 

Greenmeadows

$0

$35,000

Acoustic panels, as discussed at Annual Plan workshop December

          Commentary on Operational Projects

6.9      There is a detailed project report for one operational project included in the attachments; The Community Partnerships Fund. This project has been selected for quarterly reporting as it has been assessed to be of particular interest to the Committee.

6.10    This operational project is assessed on the same factors – quality, time and budget and noted as being on track, with some issues/risks or with major issues/risks. These project updates are appended in attachment one.

7.       Key Performance Measures

7.1      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.

7.2      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

·        On track

·        Not achieved

·        Not on track

·        Not measured yet

          Quarterly Review of Key Performance Indicators

7.3      Six of the fourteen measures are on track during quarter two. Four measures are not on track and four measures have not yet been measured. Attachment 2 (A204111) lists all performance measures, their status and commentary.

8.       Status Reports

8.1      Airport Sculptures: All of the art sculptures donated by Nelson Airport are now installed or disposed of due to condition with the exception of the Daryl Frost fencing and “Happy Travellers” sculpture that are having suitable locations scoped.

8.2      Community Investment Fund (CIF): The Nelson Safer Community Council grant has been received and will be allocated as part of the 2020 funding round.

9.       Conclusion

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

 

Author:          Mark Preston-Thomas, Manager Community Partnerships

Attachments

Attachment 1:  A2325485 Project Sheets Community Services Quarterly Report Q2 Oct-Dec 2019

Attachment 2:  A2044411 Performance Measures Community Services Quarterly Report Q2 Oct - Dec 2019

Attachment 3:  A2330725 Scoping of Millers Acre Toilet design

 

 


Item 10: Community Services Quarterly Report to 31 December 2019: Attachment 1

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


Item 10: Community Services Quarterly Report to 31 December 2019: Attachment 2

PDF Creator


 

PDF Creator


Item 10: Community Services Quarterly Report to 31 December 2019: Attachment 3

PDF Creator


 

PDF Creator