Notice of the ordinary meeting of the
Sports and Recreation Committee
Kōmiti Hākinakina, Papa Rēhia Hoki
Agenda
Rārangi take
Chair Cr Tim Skinner
Deputy Chair Cr Trudie Brand
Members Her Worship the Mayor Rachel Reese
Cr Yvonne Bowater
Cr
Mel Courtney
Cr
Kate Fulton
Cr
Judene Edgar
Cr Matt Lawrey
Cr Brian McGurk
Cr Gaile Noonan
Cr Rohan
O’Neill-Stevens
Cr
Pete Rainey
Cr
Rachel Sanson
Pat
Dougherty
Chief
Executive
Quorum: 7
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.
Sports and Recreation Committee – Delegations
Areas of Responsibility:
· Bylaws, within the areas of
responsibility
· Campgrounds
· Marina
· Modellers’ Pond
· Natureland
· Nelson Gondola Project and Koata Park
· Parks and Reserves, aside from
o
Saxton Field (a matter for the
Saxton Field Committee)
o
Greenmeadows Community Centre,
Stoke Memorial Hall, and Tahunanui Community Centre (matters for the Community
Services Committee)
o
Heritage Houses and their grounds
(matters for the Community Services Committee)
· Recreation and Leisure Facilities and
Services, including swimming pool facilities and Waahi Taakaro Golf Course
· Rural Fire Activities
· Sports Fields, including Trafalgar
Park and the Trafalgar Pavilion
· The Trafalgar Centre
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 and reserve
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
· Decisions in relation to the Nelson
Gondola Project and Koata Park
Sports and Recreation
Committee
19
March 2020
Page
No.
1. Apologies
1.1 Apologies
have been received from Her Worship the Mayor, and Councillors Edgar and
Sanson.
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 10
December 2019 7 - 15
Document number M6624
Recommendation
|
That the Sports and Recreation Committee
1. Confirms the minutes of the meeting
of the Sports and Recreation Committee, held on 10 December 2019, as a true
and correct record.
|
6. Chairperson's Report 16 - 17
Document number R15911
Recommendation
|
That
the Sports and Recreation Committee
1. Receives
the report Chairperson's Report (R15911).
|
7. Bay Dreams Review
2020 18 - 21
Document number R13750
Recommendation
|
That
the Sports and Recreation Committee
1. Receives
the report Bay Dreams Review 2020 (R13750);
and
2. Notes officers will enter
negotiations with Bay Dreams South Limited to host the Bay Dreams South
festival in Nelson in 2021.
|
8. Key Facilities
Review - Trafalgar Park 22
- 77
Document number R10180
Recommendation
|
That
the Sports and Recreation Committee
1. Receives
the report ‘Key Facilities Review - Trafalgar Park’ (R10180) and its attachment A2226015; and
2. Refers the content of the Key
Facilities Review – Trafalgar Park and its attachment A2226015 for
consideration in the draft Parks and Reserves Activity Management Plan
2021-31 including:
a. continue to invest in temporary
facilities provided solely for the duration of events
b. investigate demolition of the Eastern
Stand and removal of the Cycle Track
c. ensure any future bidding for major
events is a co-ordinated city-wide approach with roles and responsibilities
clearly identified and appropriately resourced
d. revisit
investment in permanent seating solutions before the end of the life of the
current temporary seating
|
9. Location for
proposed dog park 78 - 87
Document number R13714
Recommendation
|
That
the Sports and Recreation Committee
1. Receives
the report Location for proposed dog park (R13714) and its attachments (A2345917 and A2345916); and
2. Approves part of Poorman
Valley Stream Esplanade with legal description Lot 3 DP 358276 as the
location for the development of a dog park.
|
10. Sports and Recreation Quarterly
Report to 31 December 2019 88 - 117
Document number R13622
Recommendation
|
That the Sports and
Recreation Committee
1. Receives the report Sports and Recreation
Quarterly Report to 31 December 2019 (R13622)
and its attachments (A2336045 and A2335657).
|
confidential Business
11. Exclusion
of the Public
Recommendation
That the Sports
and Recreation Committee
1.
Excludes the
public from the following parts of the proceedings of this meeting.
2.
The general subject of each matter to be
considered while the public is excluded, the reason for passing this resolution
in relation to each matter and the specific grounds under section 48(1) of the
Local Government Official Information and Meetings Act 1987 for the passing of
this resolution are as follows:
|
Item
|
General subject of each matter to be
considered
|
Reason for passing this resolution in
relation to each matter
|
Particular interests protected (where
applicable)
|
|
1
|
Sports and Recreation Committee Meeting -
Confidential Minutes - 10 December 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)(b)(ii)
To protect
information where the making available of the information would be likely
unreasonably to prejudice the commercial position of the person who supplied
or who is the subject of the information
·
Section 7(2)(h)
To enable the local authority to carry out, without
prejudice or disadvantage, commercial activities
|
Sports and Recreation Committee
Minutes - 10 December 2019
Present: Councillor
T Skinner (Chairperson), Her Worship the Mayor R Reese, Councillors Y Bowater,
T Brand, M Courtney, J Edgar, K Fulton, M Lawrey, B McGurk, G Noonan, R
O'Neill-Stevens, P Rainey, and R Sanson
In
Attendance: Group Manager Community Services (R Ball), Group
Manager Strategy and Communications (N McDonald), Team Leader Governance (R
Byrne) and Governance Adviser (E-J Ruthven)
Apologies : Councillor
B McGurk (for lateness)
1. Apologies
|
Resolved SPO/2019/041
|
|
|
That the Sports and Recreation Committee
1. Receives
and accepts the apologies from Councillor McGurk for lateness.
|
|
Courtney/Sanson Carried
|
2. Confirmation of
Order of Business
The Chair advised of an
additional public forum presentation, and explained that items would be taken
in a different order to accommodate representatives from external
organisations.
3. Interests
There were no updates to the
Interests Register.
Councillor Rainey declared an
interest in item 2 of the Confidential agenda (Nelson Cycle Lift Society
– Accountability Report on Community Grant Outcomes).
Her Worship the Mayor and
Councillor Sanson subsequently declared an interest in item 8 (Review of
Potential Fire Risk of Nelson City Council Reserves).
4. Public Forum
4.1 Wakatu Group Riding for
the Disabled - Funding
|
Jo Peachey, Jane Sheard, Laverne Clark and Pam Harwood
spoke about the services provided by Wakatū Riding for the Disabled, how
riders benefitted from the group, and showed a video (A2313229).
Ms Sheard and Ms Peachey explained the difficult
financial position the group was in, and tabled a financial report (A2314656).
They requested to be considered for annual funding by Council, and answered
questions regarding other funding sources, including whether central
government funding was available.
|
|
Attachments
1 A2314656 - Wakatu
Group Riding for the Disabled - Tabled document
|
4.2 Samantha Gerard and
Brooke Strang - The Sunfolk Market
|
Samantha Gerard and Brooke Strang spoke about their
vision for a Saturday market in Tahunanui, and tabled a document
(A2314885). They noted that their proposal was now to hold a market
every second Saturday through the summer months.
Attendance: Councillor McGurk joined the meeting at
9.30a.m.
Ms Gerard and Ms Strang answered questions regarding the
proposed location, days and times of the market, and how the market would
differ from other markets in Nelson and Tahunanui.
|
|
Attachments
1 A2314885 -
Samantha Gerard and Brooke Strang - The Sunfolk Market - Tabled document
|
4.3 Tahuna Beach Camp
Incorporated Presentation
|
Stan Holland, along with David Pattinson, Jessica Bagge
and Peter Fraser gave a Power Point presentation (A2314589). Mr Holland
outlined the changes undertaken by the camp over the previous years, and
noted the positive financial position the camp was now in. He outlined the
Camp’s priorities and challenges to consider in the future.
Mr Holland, Mr Pattinson, Ms Bagge and Mr Fraser answered
questions regarding long-term residents at the campground, the size of the
campground and how the facilities were used, and development of the
camp’s strategic direction.
|
|
Attachments
1 A2314589 - Tahuna
Beach Camp Incorporated - Power Point presentation
|
5. Chairperson's
Report
Document number R13603, agenda
pages 7 - 8 refer.
The Chair tabled an additional
report (A2314683) and spoke to it.
|
Resolved SPO/2019/042
|
|
|
That
the Sports and Recreation Committee
1. Receives
the report Chairperson's Report (R13603);
and
2. Appoints the following Elected Member to a
liaison role as follows:
|
Organisation/Group
|
Liaison
|
|
Sport
Tasman (Tasman Regional Sports Trust)
|
Tim Skinner
|
|
|
Edgar/Sanson Carried
|
|
Attachments
1 A2314683 -
Chairperson's Report - Tabled document
|
6. The Tahuna Beach
Camp Inc: Update to Rules
Document number R10383, agenda
pages 40 - 58 refer.
Group Manager Community Services,
Roger Ball, presented the report, along with Business Adviser to the Tahuna
Beach Camp Incorporated (TBCI), Mr John Murray. Mr Murray explained the
proposed changes to the rules, and noted that the lease document between Council
and TBCI underpinned the rules document.
Mr Ball answered questions
regarding the committee giving consent to the rule changes, and Council’s
ability to appoint a board member to TBCI, should it desire to do so.
Mr Murray answered further
questions regarding the scope of proposed rules 2.1.4 and 2.1.5, with regards
to the potential for TBCI action in the wider Tahuna Sands and Tahunanui area,
and diversity on the TBCI Board.
Her Worship the Mayor, seconded
by Councillor Brand, moved the recommendation in the officer report:
That the Committee
1. Receives
the report The Tahuna Beach Camp Inc: Update to Rules (R10383) and its attachment (A2231800); and
2. Consents
to the alterations to the Rules of the Tahuna Beach Camp Inc. contained in
document A2231800.
Attendance: The meeting
adjourned from 10.31a.m. to 10.32a.m.
Councillor Rainey, seconded by
Councillor Courtney, moved an amendment to alter the second clause to read:
2. Consents to the alterations to the Rules of
the Tahuna Beach Camp Inc. contained in document A2231800, with the exception
of clauses 2.1.4 and 2.1.5.
Mr Murray and Mr Ball answered
further questions regarding the potential consequences for TBCI should the
amendment be passed, and the level of control that Council had over the TBCI
rules.
Committee members discussed the
amendment and a variety of views were expressed.
|
The amendment was put and a division was called:
|
For
Cr Courtney
Cr Lawrey
Cr Rainey
|
Against
Her worship the Mayor
Cr Bowater
Cr Brand
Cr Edgar
Cr Fulton
Cr McGurk
Cr Noonan
Cr O'Neill-Stevens
Cr Sanson
Cr Skinner (Chairperson)
|
Abstained/Interest
|
The amendment was lost 3 - 10.
|
The meeting returned to consider
the original motion.
|
Resolved SPO/2019/043
|
|
|
That
the Committee
1. Receives
the report The Tahuna Beach Camp Inc: Update to Rules (R10383) and its attachment (A2231800); and
2. Consents to the alterations
to the Rules of the Tahuna Beach Camp Inc. contained in document A2231800.
|
|
Her Worship the Mayor/Brand Carried
|
|
Attendance: The meeting adjourned from 11.06a.m to
11.29a.m.
|
7. Exclusion of the
Public
|
The Chair explained that the
meeting would move into confidential session to consider item 2 (Nelson Cycle
Lift Society - Accountability Report on Community Grant Outcomes) before
returning to the public agenda.
Attendance: Councillor
Rainey declared an interest in item 2 of the Confidential Agenda (Nelson
Cycle Lift Society – Accountability Report on Community Grant), and
left the meeting at 11.31a.m.
The Chair explained that Hemi Toia, of Koata Limited, and
Jo Rainey, Matt Griffin and John Rollston of Nelson Cycle Lift Society/Nelson
Adventure Park Limited, would be in attendance for Item 2 of the Confidential
agenda to answer questions and, accordingly, a procedural resolution to allow
them to stay was required.
Group Manager Community
Services, Roger Ball, explained that the title of the confidential item
should be altered to ‘Nelson Cycle Lift Society
– Accountability Report on Community Grant Outcomes and Next Steps.’
Committee members discussed whether the title should be amended in this way,
and Mr Ball answered questions regarding how the next steps of the project
linked with the accountability report for the community grant.
|
|
|
Resolved SPO/2019/044
|
|
|
|
That the Sports and Recreation Committee
1. Confirms, in accordance with sections 48(5) and 48(6) of the Local
Government Official Information and Meetings Act 1987, that Hemi Toia, Jo
Rainey, Matt Griffin and John Rollston
remain after the public has been excluded, for Item 2 of the Confidential
agenda (Nelson Cycle Lift Society – Accountability Report on Community
Grant), as they have knowledge that will assist the meeting.
|
|
|
Brand/Sanson Carried
|
|
|
Resolved SPO/2019/045
|
|
|
|
That the Sports and Recreation Committee
1. Excludes
the public from the following parts of the proceedings of this meeting.
2. The general subject of each matter
to be considered while the public is excluded, the reason for passing this
resolution in relation to each matter and the specific grounds under section
48(1) of the Local Government Official Information and Meetings Act 1987 for
the passing of this resolution are as follows:
|
|
|
Brand/Sanson
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)
|
|
2
|
Nelson Cycle Lift Society - Accountability Report on
Community Grant Outcomes and Next Steps
|
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)(b)(ii)
To protect
information where the making available of the information would be likely
unreasonably to prejudice the commercial position of the person who supplied
or who is the subject of the information
|
|
|
|
|
|
|
The
meeting went into confidential session at 11.37a.m. and resumed in public
session at 1.00p.m.
8. Review of Potential
Fire Risk of Nelson City Council Reserves
|
Document number R10442, agenda pages 59 - 91 refer.
Her Worship the Mayor Reese and Councillor Sanson declared
an interest in this item, and left the meeting at 1.00p.m.
Attendance: The meeting adjourned from 1.00p.m. until
1.08p.m.
Manager Parks and Facilities, Rosie Bartlett, and
consultant Lachie Grant from LandVision Ltd presented the report and answered
questions on regular maintenance and additional actions and communications
alerting the public to fire risks.
The consequential impact on insurance for neighbouring
properties for reserves that had been identified as having a high or
extreme fire risk was discussed. Ms Bartlett advised that while this was
outside the scope of the report, she would look into liabilities, duty of
care and the consequential impact on insurance for neighbouring properties.
|
|
Resolved SPO/2019/046
|
|
|
That the Sports and Recreation Committee
1. Receives
the report Review of Potential Fire Risk of Nelson City Council Reserves
(R10442) and its attachments (A2255860 and A2279724); and
2. Receives
the Fire Risk Reduction Action Plan outlined in the report (R10442).
|
|
Noonan/Lawrey Carried
|
9. Sports and
Recreation Committee Quarterly Report to 30 September 2019
|
Document number R12533, agenda pages 8 - 39 refer.
Manager Parks and Facilities, Rosie Bartlett, and Property
and Facilities Asset Planner, Paul Harrington, presented the report and
answered questions on the operation of the Marina account, funding for the
athletic track renewal, Modellers Pond cleaning and MBIE funding for a
proposed freedom camping hub.
Attendance: Councillors Edgar and Noonan left the
meeting from 2.00p.m. until 2.28p.m.
Attendance: Her Worship the Mayor and Councillor
Rainey left the meeting from 2.04p.m. until 2.28p.m.
|
|
Resolved SPO/2019/047
|
|
|
That the Sports and Recreation Committee
1. Receives
the report Sports and Recreation Committee Quarterly Report to 30 September
2019 (R12533) and its attachments (A2288173, A2288755, A1664423).
|
|
Fulton/Bowater Carried
|
10. Exclusion
of the Public
|
Resolved SPO/2019/048
|
|
|
That the Sports and Recreation Committee
1. Excludes the public from the
following parts of the proceedings of this meeting.
2. The
general subject of each matter to be considered while the public is excluded,
the reason for passing this resolution in relation to each matter and the specific
grounds under section 48(1) of the Local Government Official Information and
Meetings Act 1987 for the passing of this resolution are as follows:
|
|
Noonan/Sanson 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
|
Confidential Status Report Sports and Recreation
Committee
|
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)(h)
To enable the local
authority to carry out, without prejudice or disadvantage, commercial
activities
|
|
3
|
Tahunanui Saturday Market Proposal
|
Section 48(1)(a)
The public conduct of this
matter would be likely to result in disclosure of information for which good
reason exists under section 7
|
The withholding of the information is necessary:
· Section 7(2)(h)
To enable the local
authority to carry out, without prejudice or disadvantage, commercial
activities
|
The meeting went into public excluded session at 2.06p.m.
and resumed in public session at 3.10p.m.
Restatements
It was resolved while the public was
excluded:
|
3
|
CONFIDENTIAL: Tahunanui
Saturday Market Proposal
|
|
|
That
the Sports and Recreation Committee
1. Receives the report Tahunanui Saturday Market
Proposal (R13659) and its
attachments (A2296313, A2311326, A2311324).
2. Declines the proposal for The
Sunfolk Market at Tahunanui Reserve on Saturdays between 11.00 am and 3.00
pm; and
3. Offers a trial Licence to Occupy to
The Sunfolk Market at Tahunanui Reserve for the 2019-20 summer period on
Saturdays from 12.00pm up until 5.00pm at a concession rental rate of $301
(inclusive of GST and outgoings) per month; and
4. Notes that any future request by
the promoters for a new licence in 2020 would also be referred to the
Committee; and
5. Agrees that the
decision only be made publicly available; and
6. Agrees that the
report and Attachments (A2296313, A2311326, and A2311324) remain confidential
at this time.
|
There being no further business the meeting ended at 3.10p.m.
Confirmed as a correct record of proceedings:
Chairperson
Date
Item 6: Chairperson's
Report
|
|
Sports and Recreation Committee
19 March 2020
|
REPORT R15911
Chairperson's
Report
1. Recommendation
|
That the Sports and Recreation Committee
1. Receives
the report Chairperson's Report (R15911).
|
2. Chairperson’s
Report
2.1 It
has been an eventful summer with our reserves and facilities since our last
meeting in December, and a busy time for our hardworking Council staff.
Here is a brief recap to date.
2.2 A
big thank you to the community for their patience and adherence with the brief
closure of a number of our reserves in February during the fire risk period
that occurred. Council monitoring of the (BUI) Build Up Index (a measure
of the difficulty in suppressing a fire) alongside FENZ. At BUI of 60
precautions for public were communicated well, with the BUI reaching as high as
120 during closure for public safety.
2.3 The
second year of Bay Dreams at the beginning of this year went extremely
well. Further improved recycling, composting, and waste reduction was
implemented this year with great support from all. A big thank you to the
many services involved in ensuring its safe and smooth running for all. A
detailed report and review of this event follows in today’s agenda.
And what a great evening and full audience enjoyed at Trafalgar Park for the
Opera in the Park on 15th February.
2.4 On
6th January, I had the pleasure of officiating the opening of the
week long World Golf Croquet Tournament held at the Hinemoa Croquet Club
located in the city centre, hosting teams from Canada, USA, Egypt, Sweden,
Ireland, England, Australia and New Zealand.
2.5 I
attended the Weetbix Tryathlon also on your behalf on the 8th March.
1749 children took part. One of the highest participant numbers for the
population in our region in New Zealand. Big Tahuna Ocean Swim was
another big success that weekend. The softball Evergreens tournament also
held was even bigger than previous years and attracted various teams from
around the country.
2.6 Also
on Sunday 8th March was Pups on SUP’s on the Maitai River
(Waka Landing), organised informally by the SUP club. Yes, dogs and their
people Stand-Up Paddle boarding together. Quite a sight enjoyed by all.
They had a pretty big turn out so will likely become a regular
attraction.
2.7 Marsden
Park play space first stage landscaping is complete, including earthworks,
timber edges, and bases for picnic tables and benches, and natural play
area. Associated tree planting and playground equipment installed in
coming months. Paddys Knob Reserve redevelopment construction and also
Montebello Walkway construction underway.
2.8 The
Artificial Turf next stage of investigation is underway with a report due to
committee shortly.
2.9 The
Out and About Tracks Strategy review is also underway.
2.10 The
Queens Gardens Priapus fountain restoration is now complete.
2.11 New
landscape planting and seating are at the top of the Church hill steps.
2.12 Coppermine
Trail renewals along Saddle to South Branch completed. This was 50% MBIE
funded. And the Coppermine Trail Maitai pipeline slip work is now
completed, also 50% MBIE funded.
2.13 A
number of upcoming public Council events to look forward to in the coming
months. One I highly recommend and intend to attend myself is on Saturday 28th
March at Paremata Flats Reserve. It is a Nelson City Council free workshop to
demonstrate practical techniques for controlling weeds and maintaining
plantings, with ecologist and restoration expert, Zac Milner from Kaitiaki o
Ngahere.
2.14 Already
we are entering a new season with our reserves and facilities with the winter
sports codes in trainings with games to begin next month. The timely recent
rain, warm weather and grounds preparations in full swing, the
community’s sports fields are looking groomed and green.
2.15 It
is also enjoyable to see the beautiful tinge of autumn colour now emerging in
our parks and reserves. The many valleys leading out of our city centre
soon taking on a new spectacular golden colour for all to enjoy.
Author: Tim
Skinner, Chairperson - Sports and Recreation Committee
Attachments
Nil
Item 7: Bay Dreams
Review 2020
|
|
Sports and Recreation Committee
19 March 2020
|
REPORT R13750
Bay
Dreams Review 2020
1. Purpose
of Report
1.1 To
receive the review of the Bay Dreams South 2020 event and note officer
intentions regarding the 2021 event.
2. Recommendation
|
That the Sports and Recreation Committee
1. Receives
the report Bay Dreams Review 2020 (R13750);
and
2. Notes officers will enter
negotiations with Bay Dreams South Limited to host the Bay Dreams South
festival in Nelson in 2021.
|
3. Background
3.1 On
4 January 2020, Bay Dreams South delivered the 2020 Bay Dreams Festival in
Nelson to an audience of 17,500. The event included camping at Rutherford Park,
a pre and after party at the Trafalgar Centre and the main show at Trafalgar
Park. Organiser, audience, Council and media feedback suggested that the event
was successful and showcased Nelson positively.
3.2 The
existing contract with Bay Dreams South Ltd provides an annual right of renewal
for five years, with the final year under the contract in 2024. Bay Dreams
South is now seeking to confirm commitment for the 2021 Bay Dreams event. The
event was delivered in accordance with contractual agreements and Nelson City
Council will renew Bay Dreams South Ltd contract to host the event in 2021.
3.3 The
right of renewal is conditional on Council being satisfied with the levels of
delivery for the event and that no breach of the agreement has occurred.
4. Debrief
and review
4.1 Two
debriefs have taken place, one with all city stakeholders and the event
organisers, and one with Council staff and venue management.
4.2 An
event review has been completed with the outcome that all conditions as per
contract have been satisfied and no breach of the agreement has been noted.
4.3 The
venues were managed as follows:
4.3.1 Saxton
Field was not used as a camping facility due to low demand from ticket holders.
4.3.2 Rutherford
Park became the festival’s dedicated camping facility. Resource consent
was granted to increase Rutherford Park’s camping capacity from 1,500 to
2,500 campers in order to meet demand, and relieve pressure on Nelson’s
permanent camping facilities. This proved successful with 1,880 campers
utilising Rutherford Park. Nelson’s campgrounds were actively promoted by
Bay Dreams Ltd., alongside the Rutherford Park campground.
4.3.3 The
Trafalgar Centre was used for the pre and the after-parties. Numbers for the
pre-party were around 2,500, while the numbers for the after-party were well
under 1,000. As a consequence, Bay Dreams South has decided not to have an after-party
in the foreseeable future.
4.3.4 Trafalgar
Park was the main location for the festival and hosted three stages, one on the
main field, one on the backfield and a third, new stage, located amongst the
trees behind the northern embankment. 17,500 people attended this show.
4.3.5 Whakatū
Car Park again became the city centre’s festival bus terminal with
improved bus stop locations and increased quantities of facilities.
4.4 Large
shade tents and 22 water stations were supplied in response to lessons learnt
in 2019, and were very well received both by public health agencies and ticket
holders.
4.5 Waste
management and reduction was prioritised, with a joint plan developed between
Nelmac and the event organiser’s contractor, Closed Loop. This allowed for
a quick and successful clean-up of the event grounds, CBD and surrounding
streets. 66 percent of waste created at the event was diverted from landfill by
Closed Loop in partnership with local waste management, composting and
recycling companies.
4.6 Prior
to the event, Council officers and event organisers arranged three community
engagement sessions for residents and businesses affected by the event. This
community engagement enabled the event organiser to address concerns and act on
feedback directly. Attendees praised the initiative and were reassured by the
level of services and attention to community well-being displayed by the event
organisers and Council.
4.7 Only
three formal complaints were made by the public, to the Nelson City Council via
letter and the customer service number over the duration of the event. One
concerned the smell of a BBQ, one regarding public behaviour and the other was
a concern over noise levels, which were compliant throughout.
4.8 Police
and security were alerted to a few incidents of underage people faking
wristbands and gaining entry to the festival. A search and removal of the
teenagers in question was undertaken by security with the help of a parent.
Additional solutions will be worked upon by the Bay Dreams event organisers in
collaboration with Police and security staff for 2021.
4.9 Nelson
Police reported in comparison to other major events, the 17,500 ticket holders
were generally well behaved and demonstrated a level of cooperation with
security, police and medical staff that was acknowledged by all emergency
services. St John Ambulance treated 506 patients and Police reported four
arrests for drunkenness and disorderly behaviour at the festival.
4.10 Overall,
the 2020 Bay Dreams South Festival was a collaborative success between Council,
emergency services, regional agencies and festival organisers. The shared
impression was that lessons from the previous year had been taken on board, and
were included in the planning of the 2020 event contributing to a low number of
issues noted. Bay Dreams South is building a good reputation nationally as a
safe and relaxed festival. Additional lessons were identified in the de brief
and improvements for 2021 are already being planned. The event was highlighted
by partners as the best-run music festival in New Zealand.
4.11 The
Bay Dreams South festival provides significant economic return each year within
the local retail, leisure and hospitality industries and employs over 1,000
staff during the festival. Figures from the Nelson Regional Development Agency
regarding the economic impact are being provided in the next quarter. Bay
Dreams South Ltd. is increasingly choosing to employ and contract local
professionals, as its experience with this major event grows. Seventy percent
of the workforce for 2020 was sourced within the Nelson Tasman region.
4.12 Council’s
contract with Bay Dreams allows the event to host up to 25,000, subject to
negotiation and meeting all requirements. This potential capacity is
supported in principle by emergency services.
4.13 Council
expenditure has reduced compared to the inaugural festival in 2019, and remains
below our estimated spend. This is due to the learnings from 2019 and improved
processes. Expenditure in 2020 was approximately $89,800 against a budget of
$134,500. Income received from Bay Dreams was $168,500.
4.14 The
figures above do not include staff time, which consists of the following:
4.14.1 A
Council Project Manager. This is resourced from the Bay Dreams
income. While the role is focused on delivery of the Bay Dreams event it
also facilitates a range of other Council major events and projects.
4.14.2 Other
internal staff time across Council has reduced in 2020, from an estimate of
$250,000 in 2019 to $120,600 in 2020. This has been captured using
a dedicated GL code. These costs are part of existing roles rather than extra
costs that have accrued to Council.
5. Conclusion
5.1 Based
on the success of the 2020 event, officers propose to enter contract
negotiations with Bay Dreams South Ltd. to continue to host the Bay Dreams
South festival in Nelson, in 2021.
Author: Paula
Robertson, Project Manager - Major Events
Attachments
Nil
Item 8: Key Facilities
Review – Trafalgar Park
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|
Sports and Recreation Committee
19 March 2020
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REPORT R10180
Key
Facilities Review - Trafalgar Park
1. The
Purpose of Report
1.1 To
receive the report ‘Key Facilities Review – RSL July 2019’
and refer aspects of the review that relate to Trafalgar Park for consideration
in the draft Parks and Reserves Activity Management Plan 2021-31.
2. Recommendation
|
That the Sports and Recreation Committee
1. Receives
the report ‘Key Facilities Review - Trafalgar Park’ (R10180) and its attachment (A2226015); and
2. Refers the content of the Key
Facilities Review – Trafalgar Park and its attachment A2226015 for
consideration in the draft Parks and Reserves Activity Management Plan
2021-31 including:
a. continue to invest in temporary
facilities provided solely for the duration of events
b. investigate demolition of the Eastern
Stand and removal of the Cycle Track
c. ensure any future bidding for major
events is a co-ordinated city-wide approach with roles and responsibilities
clearly identified and appropriately resourced
d. revisit investment in permanent seating
solutions before the end of the life of the current temporary seating
|
3. Discussion
3.1 In
response to submitter requests on the Long Term Pan 2018-28, Council allocated
funding for a review on the status of two of Nelson’s key sporting
facilities against international standards. The purpose of this work was to
assist Council when considering future investment at these facilities,
including the likelihood of potential development resulting in city wide
economic benefits.
3.2 The
review focused on Trafalgar Park and Saxton Oval, specifically on the extent to
which these facilities currently, or could in the future, meet the requirements
to host high-level sporting events. It provides commentary on current use and
limitations, gap analysis of requirements, economic benefits from hosting
events, and an assessment of the likelihood of hosting fixtures in the future,
given what is available in New Zealand.
3.3 In
preparing the review the consultants visited each site, interviewed key
stakeholders, undertook a literature review of key information including from
other regions, and analysed relevant economic data.
3.4 This
report is to present the ‘Key Facilities Review’ and its findings
as they apply to Trafalgar Park.
3.5 The
authors conclude, in spite of a nationally competitive environment, that Nelson
is well placed as a host city due to its wider tourism offerings and supportive
Council.
Saxton Field Committee
3.6 Aspects
of the review and its findings that relate to Saxton Oval have been reported to
the Saxton Field Committee at its meeting on 12 February 2020. This Committee
has responsibility for capital development of Saxton Field and powers to
recommend to the Nelson City Council and the Tasman District Council future
capital works programmes. Matters relating to Saxton Oval are therefore outside
the area of responsibility of the Sports and Recreation Committee and not
discussed further in this report.
Trafalgar Park
3.7 In
respect of Trafalgar Park key recommendations from the review (paragraph 6.1.1
of the review) are to:
3.7.1 Continue
to invest in temporary facilities provided just for the duration of the event,
rather than permanent solutions to meet NZ Rugby (NZR) requirements for
international fixtures in the short to medium term
3.7.2 Ensure
protection of the grass surface during events like concerts through the
hire/purchase of additional matting product, enough to cover the entire playing
surface, and associated storage, or extend the requirements on event organisers
3.7.3 Combine
the investigation into demolition of the Eastern Stand and the investigation
into the future of the cycle track as one project to ensure any developments
take a ‘whole of park’ approach
3.7.4 Depending
on the results of the investigation – demolish the Eastern Stand
(officers will seek advice from FENZ (Fire Emergency New Zealand) prior to the
Activity Management Plan workshops)
3.7.5 Pending
the results of the investigation into the cycle track, erect appropriate
signage identifying the health and safety issues and possibly some temporary
coverage at specified entry points to level the pitch of the track
3.7.6 Undertake
maintenance of the Lighting Towers (completed January 2020)
3.7.7 Ensure
any future bidding for major events is a co-ordinated city-wide approach with
roles and responsibilities clearly identified at the outset and appropriately
resourced
3.7.8 Revisit
investment in permanent seating solutions before the end of the life of the
current temporary seating (This would mean inclusion in the AMP well before
2030)
Tasman Rugby Union Comment
3.8 The
draft review has been given to the Tasman Rugby Union (TRU) which has provided
the following feedback:
3.8.1 Disagree
strongly with temporary overlay – covered, permanent seating is required.
TRU advise that costs of the temporary overlay for the All Blacks v Argentina
Game 2018 were in the order of $1.2m.
3.8.2 The
Eastern Grandstand has issues with the homeless sleeping there. It is a fire
risk and should be demolished. Its replacement is the TRU’s top priority.
3.8.3 The
future of the cycle track should be considered as part of a long term development
plan for the park.
3.8.4 Disagree
with a co-ordinated city-wide approach to event bidding but support a
TRU/NRDA/NCC approach
3.8.5 The
sound system is of poor quality
3.8.6 The
lack of a dedicated drug testing room is not an issue for TRU
Nelson Regional Development Agency
Comment
3.9 The
Nelson Regional Development Agency (NRDA) was consulted in the preparation of
the review. Mark Rawson, Chief Executive, generally supports the findings
outlined, including a co-ordinated city-wide approach to event bidding. NRDA
has provided a written response to the review which considers alignment with
the Nelson City Council Events Strategy. This will be referred to in the
preparation of the Activity Management Plan.
3.10 Of
significance in the NRDA response is the comment on broadcast considerations.
NRDA advise that the worldwide appeal of and appetite for broadcasts of
national and international sports is very high and on the cusp of significant
growth. Media exposure is generally one of, if not the top, consideration in
the revenue generated from an event for the promoter. Having venues that can
provide a ‘larger city’ experience through the delivery of national
and international events that are covered in the media assist in raising the
profile of the region as a desirable place to live, work and study.
4. Funding
4.1 The
purpose of this report is to consider the recommendations of the review but not
to consider when any proposed works would be undertaken.
4.2 These
would be prioritised against other community or recreation projects,
investigated through the draft Activity Management Plan process and recommended
to the draft Long Term Plan 2021-31 for consultation.
5. Options
5.1 Council
has the following options:
|
Option 1: Receive the review
relating to Trafalgar Park and refer it for consideration in the Parks and
Reserves Activity Management Plan 2021-31 with appropriate amendments
(recommended option)
|
|
Advantages
|
· Background
information is available for consideration in the draft Activity Management
Plan 2021-31 and draft Long Term Plan
|
|
Risks and Disadvantages
|
· There
are no apparent disadvantages
|
|
Option 2: Receive the review
relating to Trafalgar Park but don’t refer it for consideration in the
Parks and Reserves Activity Management Plan
|
|
Advantages
|
· There
are no apparent advantages
|
|
Risks and Disadvantages
|
· The
Activity Management Plan 2021-31 and Long Term Plan will lack the necessary
detailed analysis to make sound decisions about investment in Trafalgar Park
|
6. Conclusion
6.1 Officers
agree with the recommendations of the ‘Key Facilities Review’ and
recommend that it be received and referred for consideration as part of the
draft Parks and Reserves Activity Management Plan 2021-31.
Author: Andrew
Petheram, Property, Parks and Facilities Asset Manager
Attachments
Attachment 1: Key Facilities Review -
RSL July 2019 - A2226015 ⇩
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Important considerations for decision making
|
|
1. Fit
with Purpose of Local Government
The recommendation helps promote the social,
economic, and cultural well being of the Nelson community through supporting
informed decision making on a key recreational facility.
An existing regional recreational facility will be
enhanced to encourage national and international events for regional economic
benefit.
|
|
2. Consistency
with Community Outcomes and Council Policy
The project is consistent with the following
community outcomes:
· Our
communities have access to a range of social, educational and recreational
facilities and activities
· Our
region is supported by an innovative and sustainable economy
This report will provide important input to the
Parks and Reserves Activity Management Plan 2021-31 which supports the Long
Term Plan of Council.
|
|
3. Risk
There is a risk that a key stakeholder (TRU) will
not support some of the analysis in the review being used to inform the AMP.
This will be mitigated by also considering TRU feedback in the AMP process.
There is a risk that some of the review’s recommendations,
particularly around the Eastern Grandstand, will lead to potentially
significant capital expenditure being proposed to the LTP with flow on
effects for debt levels. This can be mitigated by careful assessment of
affordability within the LTP development process.
|
|
4. Financial
impact
The Key Facilities Review considered economic impact
results as justification for both immediate and long term expenditure.
Decisions regarding allocating funds for the projects will be considered
through the Parks and Reserves Activity Management Plan 2021-31 and publicly
consulted through the Long Term Plan 2021-31.
|
|
5. Degree
of significance and level of engagement
Trafalgar Park is not a strategic asset. If an
ultimate decision is to proceed with a new Eastern Stand the matter would, at
that time, become of major significance because of the likely expense. This
report only recommends further investigation therefore the recommendations in
this report are of minor significance. Consultation with key stakeholders,
including the Tasman Rugby Union, was undertaken in the preparation of the
review. Further consultation will occur in the form of the Long Term Plan
2021-31 process.
|
|
6. Climate
Impact
Trafalgar Park is maintained as an artificial
environment, drained, regularly watered, dressed with fertilisers and
controlled with herbicides, insecticides and fungicides.
Sea level rise and increased flooding of the Maitai
River will have an impact on Trafalgar Park. Any future development will need
to consider adaptation of maintenance methods and infrastructure investment
given the level of uncertainty of the effects of sea level rise and increased
flooding of the Maitai River. Capital development will consider, through
business cases, mitigation to reduce emissions through design and purpose of
the build. Trafalgar Park offers a leadership opportunity to advocate for
climate related planning in future development.
|
|
7. Inclusion
of Māori in the decision making process
No engagement with Māori has been undertaken in
preparing this report.
|
|
8. Delegations
The Sports and Recreation Committee has the
following delegations to consider matters for inclusion in the Parks and
Reserves Activity Plan
Areas of Responsibility:
· Sports
Fields, including Trafalgar Park and the Trafalgar Pavilion
Powers to Decide:
· Developing,
approving, monitoring, and reviewing policies and plans, including activity
management plans and reserve management plans
|
Item 8: Key Facilities Review - Trafalgar Park: Attachment 1
Item 9: Location for
proposed dog park
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|
Sports and Recreation Committee
19 March 2020
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REPORT R13714
Location
for proposed dog park
1. Purpose
of Report
1.1 To
confirm a location for the development of a dog park.
2. Summary
2.1 Provision
for the development of a dog park was included in the Long Term Plan 2018-28,
with construction included during the 2020/21 year.
2.2 An
area of Poorman Valley Stream Esplanade Reserve opposite the Marsden Valley
Cemetery is recommended for the location of the facility.
3. Recommendation
|
That the Sports and Recreation Committee
1. Receives
the report Location for proposed dog park (R13714) and its attachments (A2345917 and A2345916); and
2. Approves part of Poorman Valley
Stream Esplanade with legal description Lot 3 DP 358276 as the location for
the development of a dog park.
|
4. Background
4.1 Following
a number of submissions to Annual Plans and Long Term Plans, funding for a
dedicated dog park was included in the Long Term Plan 2018-28, with
construction planned for the 2020/21 financial year. This will be in addition
to a number of existing areas across the city where dog exercising is permitted
either on or off lead.
4.2 In
May and June 2019 Council ran a survey on a proposed dog park which received
1,456 responses including responses from seven organisations.
4.3 86%
of respondents were dog owners and 88% of respondents said they would use a dog
park either frequently (57%) or occasionally (31%), and 75% said they would use
a dog agility area (with constructed obstacles for a dog to navigate).
4.4 This
report recommends a location for the dog park to be confirmed so that the
development can commence.
5. Discussion
Requirements for
a dog park
5.1 A
successful dog park needs a significant amount of preferably underutilised
land. The site should be close to vehicle access with a nearby water supply.
5.2 The
proposed dog park will have provision for car parking, perimeter fencing,
internal fencing to create a separate area for small dogs, agility equipment, a
double gate system at each end, mower access gates, water fountain, rubbish
bin, doggy doo bag dispensers and a dog wash down area.
5.3 Officers
have investigated a range of other dog parks around New Zealand and have spoken
to other councils regarding the operation of their dog parks. Generally dog
parks are larger than the sites available in Nelson, with the exception of the
one at Renwick, Marlborough, which is around 8,000m2. A strong theme
has been that the parks have exceeded expectations in terms of social
opportunity for people as well as dogs. Both the staff spoken to from the
Christchurch City Council and the Marlborough District Council have reported
their parks to be very popular. The Renwick Dog Park was opened in September
2019 and at the time of writing no complaints or issues had been reported.
Marsden Valley
site
5.4 The
recommended site for the development of the dog park is an area of
underutilised Poorman Valley Stream Esplanade Reserve land (approximately
10,000m2) opposite the Marsden Valley Cemetery, as shown in
Attachments 1 and 2.
5.5 This
area of reserve is well removed from residential areas, minimising nuisance
issues such as noise. It receives some limited informal use, often from dog
walkers, and the dog park would be designed in a way to allow ample room for
access around the fenced area. Access would also be available through the
fenced area as there will be gates at each end.
5.6 A
location near to Stoke aligns with the results of the 2019 survey, where more
than half of respondents (57%) indicated they lived in the Tahuna or Stoke
areas, compared to 43% from Central Nelson or Atawhai.
5.7 The
reserve land has 33kV transmission lines running along its length, on twin poles.
Discussions with Network Tasman have identified appropriate buffer distances
from the poles, and this dialogue would continue through the design and
construction process.
5.8 It
is not considered that a dog park in this would generate any environmental
issues, e.g. Poorman Valley Stream would be outside of the fenced area and a
dog washdown would only be installed if it could be designed in a way to avoid
runoff into waterways.
Land status and
Reserve Management Plan
5.9 The
reserve is subject to the Reserves Act 1977 with a purpose of Local Purpose
Esplanade Reserve.
5.10 Section
23 of the Reserves Act requires that no development should “impede the
right of the public freely to pass and repass over the reserve on foot”.
It is not considered that fencing part of this reserve will impede such access.
The reserve is wide and there will be opportunity to walk around the fenced
area, as well as through the middle given there will be gates at each end. A
number of reserves have existing fencing structures e.g. for stock management.
5.11 Reserve
management plans identify the appropriate uses of reserves. The Esplanade and
Foreshore Reserve Management Plan 2008 contains no specific policies for this
site (listed as “Marsden Valley Reserve”), and refers users to the
general objectives and policies.
5.12 The
relevant general policies in the Esplanade and Foreshore Reserves Management
Plan 2008 are discussed in the table below.
|
Issue
|
Policies
|
Dog park implications
|
|
3.14 Public access
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3.14.1 Provide public
access and recreational use opportunities in reserves where the activity is compatible
with the conservation value of the site.
|
The conservation value of the subject space is
relatively low, being an open grassed area. A dog park is therefore
considered an appropriate recreational use.
|
|
3.15 Dogs
|
3.15.1 Provide
designated areas within the esplanade reserve network for dogs to be
exercised. Using signs, clearly state if dogs should be on a leash.
|
The dog park will be a
designated area and will be well signposted, including interpretation about
responsible management.
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|
3.25 Buildings/
Structures
|
3.25.1 Consider
proposals for new buildings/structures in reserves only when it:
· Is in a high use or demand area
· Is required for operational purposes and could not be sited elsewhere
· Is compatible with the overall purposes of esplanade reserves
· The building style and appearance would not detract from the reserve
values.
|
Given the submissions
received to the Long Term Plan and Annual Plans, and the large response from
the 2019 survey, it is expected that there will be reasonably high demand for
the dog park once developed (officers consider that there are no other
suitable options available for a dog park).
The stated vision for
these reserves focuses on connectivity and environmental benefits for
waterways, and enabling access and compatible recreation, which aligns with
section 229 of the Resource Management Act 1991. In many ways this reserve is
uncharacteristic of a typical riparian esplanade. The proposed dog park
location is in an area of reserve 100m wide (esplanade reserves re usually a
maximum of around 20m) and is upstream of where Poorman Valley Stream
actually enters the reserve. The vision provides for recreational
opportunities appropriate, which in this case a dog park is considered to be.
The fence structure
should not detract from the reserve values, as it would be largely screened
from the road by the existing cottonwood and conifer trees. In addition the
site is already compromised by the presence of the 33kV electricity
transmission lines.
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|
3.28 Vehicles/ Carparks
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3.28.1 Prohibit vehicle
use in reserves except ... in designated roadways or parking areas.
|
A designated parking
area will be created as part of the development.
|
5.13 A
dog park in this location is therefore not in conflict with the Esplanade and
Foreshore Reserve Management Plan.
Other site
options considered
5.14 Around
a hectare of land is required for the establishment of a dog park. A
number of other options have been considered through the investigation process,
however officers consider the Marsden Valley site to be the most suitable
location. Other sites considered through the investigation of a preferred
location are described below.
Rutherford Park
5.15 Rutherford
Park has sufficient land area however is not considered appropriate for a range
of reasons. Pressure on car parking is already an issue and additional
activities would likely breach resource consent conditions. The reserve is
frequently used for events, sometimes with camping, which require a significant
proportion of the available area. The reserve is close to the city centre and
fencing off an area would not be supported by the Reserve Management Plan which
seeks a barrier free space and includes the vision “Rutherford Park
will provide space for cultural and other events as well as open space for
recreation. It will attract use because of its facilities for events, its high
quality landscape, its links with the Maitai River and its active transport
connections”.
Branford Park
5.16 The
flat land either side of Maitai Valley Road has high local recreation use,
including for walking, cycling, running and disc golf. Fencing the area would
create a considerable visual impact in a high traffic area. In addition
considerable future development is forecast in the vicinity which will increase
the demand for this space to function as a neighbourhood park. Branford Park
has also been used for overflow parking for events which would no longer be an
option if developed for a dog park.
Almond Tree Flat (Maitai
River)
5.17 This
site has ample land area and has been considered in the past however direct
vehicle access is no longer available due to the removal of the ford. Proximity
to the Maitai River and the impact on Maitai Valley Road in terms of increased
vehicle movements were also disincentives for using this site.
Saxton Field
5.18 Land
at Saxton Field is a shared resource for both Nelson and Tasman Councils and is
under high demand from a range of sporting codes. A dog park is not considered
appropriate and is not included in the development plan.
Fairfield Park
5.19 In
the past, Fairfield Park was considered as it was regularly used as a dog
training area, but establishing a fenced dog park within a high use
neighbourhood park in a residential area is not considered appropriate.
6. Funding
6.1 A
total of $83,334 was included in the Long Term Plan 2018/28, with construction
planned for 2020/21. An additional $75,000 capital funding is being sought
through the Annual Plan for the project and, if approved in the Annual Plan,
the total available budget would be $150,000.
6.2 Exact
costings are unable to be calculated until a location is decided upon and
detailed design undertaken. For reference however the Marlborough dog park cost
$120,000.
7. Engagement
with stakeholders
7.1 The
survey undertaken in May and June 2019 received 1,456 responses and indicated
strong support for a dog park among respondents (88% would use frequently or
occasionally). As noted in paragraph 5.6 the geographic location of respondents
would suggest a location in Stoke could be considered reasonably convenient for
many users.
7.2 Officers
have engaged with representatives from the Nelson Dog Owners Group (a Facebook
group with around 1,000 members) who have indicated initial support for the
Marsden Valley location and have agreed to provide guidance on detailed design.
In addition a dog behavioural expert has been contacted to provide advice on
design elements. These conversations are ongoing.
8. Options
|
Option 1: Progress Dog Park in
Poorman Valley Stream Esplanade
|
|
Advantages
|
· Underutilised
area of reserve
· Sufficient
available space
· Not a
typical esplanade reserve, subject area not in proximity to Poorman Valley
Stream
· Location
in Stoke convenient for majority of survey respondents
|
|
Risks and Disadvantages
|
· Loss of
an informal recreation area
· Transmission
lines will require consideration during design
|
|
Option 2: Status quo (no other
location deemed suitable)
|
|
Advantages
|
· Reserve
area left as open space
· Savings
|
|
Risks and Disadvantages
|
· Community
expectation that dog park will be developed
· Lost
opportunity to develop facility as proposed in Long Term Plan
|
9. Next
Steps
9.1 Once
a location is decided officers will arrange for a detailed design to be
developed in conjunction with representatives from the Nelson Dog Owners Group,
together with a dog behavioural expert.
9.2 Once
finalised, construction of the dog park will be undertaken in the 2020/21
financial year.
Author: Paul
Harrington, Team Leader Parks and Facilities Assets
Attachments
Attachment 1: A2345917 Map of proposed
dog park location in Marsden Valley ⇩
Attachment 2: A2345916
View westward along proposed dog park area ⇩
|
Important considerations for decision making
|
|
1. Fit
with Purpose of Local Government
A decision on the location for a dog park is an
example of local decision making.
|
|
2. Consistency
with Community Outcomes and Council Policy
A dog park is included in the Long Term Plan 2018/28
and is consistent with the following community outcome: Our communities
have access to a range of social, educational and recreational facilities and
activities.
|
|
3. Risk
The recommendation to locate the dog park in this
area is considered low risk because there would still be access past (and
through) the fenced area, and the area receives relatively low use.
The recommended location may not be most convenient
for all dog owners however there are many opportunities throughout the city
for dog exercise.
|
|
4. Financial
impact
A dog park was included in the 2018-28 Long Term
Plan, with additional funding sought through the Annual Plan. The present
decision relates only to the location, therefore there are no financial
impacts.
|
|
5. Degree
of significance and level of engagement
The proposed site is not a strategic asset and this
matter is of low significance. This matter is of some significance to those
in support of the development of a dog park because the location will affect
their travel distance. A survey has been undertaken in May/June 2019 which
indicated more than half of respondents lived in the Tahuna or Stoke areas,
which aligns well with the recommended location in Stoke.
|
|
6. Climate
Impact
The recommended location is in proximity to the
majority of survey respondents, therefore could result in fewer vehicle trips
than if it were located elsewhere. The area is not within any hazards overlay
(e.g. flooding) in the Nelson Resource Management Plan. More recent modelling
shows that the north eastern section of the reserve may be susceptible to
flooding during a Q100 event, however the proposed assets do not present
significant risk (gravel car parking, fencing).
|
|
7. Inclusion
of Māori in the decision making process
No engagement with Māori has been undertaken in
preparing this report.
|
|
8. Delegations
The Sport and Recreation Committee has the following
delegations to consider a location for a dog park.
Areas of Responsibility:
· Parks
and Reserves (aside from Saxton Field, Greenmeadows Community Centre, Stoke
Memorial Hall, Tahunanui Community Centre and Heritage Houses and
their grounds)
· Recreation
and Leisure Facilities and Services
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):
o Monitoring Council's performance
for the committee's areas of responsibility, including legislative
responsibilities and compliance requirements
o Developing, approving,
monitoring and reviewing policies and plans, including activity management
plans and reserve management plans
o Reviewing and determining
whether a bylaw or amendment, revocation or replacement of a bylaw is
appropriate
o Undertaking community
engagement, including all steps relating to Special Consultative Procedures
or other formal consultation processes
o Approving submissions to
external bodies or organisations, and on legislation and regulatory
proposals.
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Item 9: Location for proposed dog park: Attachment 1
Item 9: Location for proposed dog park: Attachment 2
Item 10: Sports and
Recreation Quarterly Report to 31 December 2019
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Sports and Recreation Committee
19 March 2020
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REPORT R13622
Sports and Recreation 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 second quarter for the activities
under its delegated authority.
2. Recommendation
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That the Sports and Recreation Committee
1. Receives the report Sports and Recreation
Quarterly Report to 31 December 2019 (R13622)
and its attachments (A2336045 and A2335657).
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3. Background
3.1 Quarterly reports on performance
are being provided to each Committee on the performance and delivery of
projects and activities within their areas of responsibility.
3.2 The financial reporting focuses on
the year to date performance (1 July 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
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 sheets are
included (Attachment 1) for the 15 projects that fall under the Sports and
Recreation 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 There are no contracts that have
gone through the tender process during Quarter Two to be included as part of
the quarterly reporting. These would have been selected if their budget was at
least $300,000 per annum and/or $2,500,000 over the life of the contract.
4. Financial
results
Profit and Loss by Activity
Notes
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· 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.
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· Unprogrammed Expenditure is reactive or unplanned in nature, for
example responding to a weather event. Budgets are included as provisions for
these expenses which are unknown.
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· The Profit and Loss reports presented above are shown by activity.
These activities include some cost centres that are reported to other
committees.
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4.1 These profit and loss reports show
a forecasted net deficit by the end of the financial year. Staff will be
working, over the next quarter, to identify areas where overspent unprogrammed
maintenance can be off-set by reducing base expenditure and programmed
maintenance and therefore reduce the forecasted deficit. Additionally, a more
thorough review of income forecasts will be made for the next quarter as it is
expected that there may be some areas where income will be higher than was
forecasted for quarter two. This will be updated and reported in the next
quarterly report.
5. STAFF
COSTS
5.1 Staff costs are overall ahead of
budget by $95,000, across Sports and Recreation, including operating staff
expenditure behind budget by $36,000 and capital staff expenditure ahead by
$123,000. Staff costs include all 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.
5.2 Individual variances in the cost
centres are noted below where significant. In each case, these variances may be
the result of actuals occurring in a different cost centre than budgeted,
timing, or cost variances (overspends or underspends).
6. YEAR
TO DATE VARIANCES BY COST CENTRE
6.1 Conservation Reserves income is
greater than budget by $51,000. Funds
from the Ministry of Business, Innovation and Employment (MBIE) for the Great
Taste Trail reinstatement is $33,000 ahead of budget and $24,000 over full year
budget. Conservation Reserves expenditure is greater
than budget by $26,000. Brook Sanctuary payments are ahead of budget
by $46,000, and Great Taste Trail reinstatement expenditure is ahead of budget
$44,000 – both due to timing. Programmed maintenance costs are behind
budget by $70,000 due to timing.
6.2 Landscape Reserves expenditure
is less than budget by $153,000. Several
items are different from budget due to timing, including Maitai Area mountain
bike trail grade 2-3 ($187,000 behind), the grant will be paid on the
completion of outcomes. Unprogrammed maintenance ($18,000 ahead), and Sir
Stanley Whitehead Fire & Reserve closures ($15,000 over budget, work
relates to on-going plant establishment after the 2019 fire).
6.3 Golf Course expenditure is greater than budget by $26,000. Commissions are
over budget by $25,000. This is due to additional invoices received from the
club which were not expected and which relate to 2018/19. Discussions have been
held with the Golf Club management to improve the process and avoid this
happening again.
6.4 Marina income is greater than budget by $21,000. This relates to increased mooring fee income. Marina
expenditure is greater than budget by $53,000. Staff
operating expenditure is ahead of budget by $16,000. Costs across the marina
are over budget including the Hardstand Management Fee ($8,000), and
unprogrammed maintenance ($17,000). These cost overruns may exacerbate as the
year continues. Programmed maintenance is ahead of budget by $7,000 due to
timing.
6.5 Brook Camp income is greater than budget by $20,000. Camp fees are
over budget across the camp site types. Brook Camp expenditure is less than budget by $54,000. Due to seasonal
demand service delivery costs are behind budget due to timing ($48,000).
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Terms used
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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.
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Capital Expenditure (including capital
staff time, excluding vested assets)
7. Commentary
on Capital Projects
7.1 There are 14 capital projects
within the Sports and Recreation Committee delegations, that are included as
part of the quarterly reporting. Six of these are over $250,000 for 2019/20 and
seven are included as they are over $1,000,000 over three years.
7.2 Modellers Pond Solution has been
selected for quarterly reporting as it has a high profile in Council’s
work programme. A separate report on this project is coming to the Committee in
April 2020.
7.3 Project status is analysed based
on three factors; quality, time and budget. Based on consideration of
these three factors the project is summarised as being on track (green), some
issues/risks (yellow), or major issues/risks (red). Projects that are within 5%
of their budget are considered to be on track in regards to the budget factor.
These projects are reported on in Attachment 1 (A2336045).
7.4 The variances shown between the
YTD Actuals and YTD Capital Budget within the above graph are explained in the
project sheets in relation to the most significant variances above.
8. Commentary
on operational projects
8.1 There is
one operational project in 2019/20 (Artificial Playing Surface Study) within
the Sports and Recreation Committee delegations which is included as part of
the quarterly reporting. The project sheet is also appended in Attachment 1
(A2336045).
9. Key
Changes to the 2020/21 Annual Plan
9.1 Since the approval of the 2018
Long Term Plan, several project budgets are projecting a change in 2020/21. The
key projects that will be requesting additional money via the 2020/21 Annual
Plan process are summarised below.
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Project
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2020/21
LTP Budget
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Proposed Annual Plan
Budget
2020/21
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Comments
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1379. Modellers Pond Solution
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47,002 (opex)
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100,000 (capex)
47,002 (opex)
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As discussed Annual Plan workshop, February.
See project sheet, attached.
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1488. Renewals: Structures
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15,667
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125,667
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As discussed Annual Plan workshop, December.
See section 10.6 of the report for details.
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1769. Marina Hardstand improvements
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20,890
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951,000
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As discussed Annual Plan workshop, February.
See project sheet, attached.
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2142. Water sports building at Marina
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0
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365,000
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As discussed Annual Plan workshop, February.
See project sheet, attached.
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2894. Poormans walkway (Main Rd - Neale Ave)
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313,344
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850,000
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As discussed Annual Plan workshop, February.
See project sheet, attached.
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2899. Tahuna Beach to Great Taste Trail (Airport link)
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0
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238,500
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As discussed Annual Plan workshop, February.
See project sheet, attached.
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2980. Saltwater Cr bridge (Haven Rd - Traf Centre)
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0
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105,000
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As discussed Annual Plan workshop, December.
See section 10.6 of the report for details.
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3152. Maitai MTB Hub
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182,784
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500,000
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As discussed Annual Plan workshop, February.
See project sheet, attached.
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10. Other
notable achievements, issues or matters of interest
General land
purchase
10.1 The Havik land purchase in Brook Valley
adjoining the Grampians Reserve has been completed. There are no immediate
plans for development. Planning for the development of this area will be
addressed in the Parks and Reserves Activity Management Plan.
Freedom
Camping Project
10.2 Council has received funding from the
Ministry of Business, Innovation and Employment (MBIE) for a range of measures
to assist with managing issues related to freedom campers. These measures
include increased monitoring and enforcement, increased waste and recycling
collection, a visitor survey to better understand issues and needs, and a
daytime hub facility. The fully staffed daytime ‘Responsible Camping
Hub’ has been established at 20/22 Halifax St (the old Z Petrol Station
site) and is open from 8 am to 6 pm. The hub provides toilets, showers, a small
kitchen area, a waste station and information on responsible camping and where
to stay in the city. Hub user numbers have increased steadily to around 150-170
people per day. The hub will operate until the end of March.
Nelson
Marina
10.3 The boat ramp trailer
car parking was completed in October 2019, allowing the area to be used for the
busy snapper season. A full seal and landscaping will be carried out in
2020/21, in a low-use period.
10.4 The Marina Hardstand
development is ongoing. Design for the area is underway and requires iwi review
of the resource consent application before the resource consent is submitted.
10.5 The marina electrical
condition assessment was completed in December 2019.
Condition
assessment of parks bridges and structures
10.6 The condition assessment of park bridges and
structures was completed in October 2019, and has informed the maintenance and
renewals programme of work on bridges in parks for 2019/20 and 2020/21. Work in
2019/20 has included work on Paddy’s knob viewing platform, which is
underway. Additional funding has been requested through the Annual Plan 2020/21
for renewal of Basin Reserve Stairs and Marsden Road Bridge. In addition,
budget has also been requested for design of the bridge between Haven Road and
the Trafalgar Centre.
Bay Dreams
10.7 Preparations leading
up to the event have gone to plan, e.g. instalment of permanent water stations,
water excess points, and vegetation works. However, there was an issue with the
irrigation on the main field prior to Bay Dreams setup (unrelated to the water
equipment instalments). This resulted in some brown patches within the main
turf. A maintenance programme commenced immediately after Bay Dreams in time
for the Crusaders match on 1 February 2020 and Opera in the Park on 16 February
2020.
Venue Hire
Fund
10.8 The Venue Hire Fund was established in the
last Annual Plan 2019/20 to assist eligible community groups in paying the
venue hire fees at Nelson City Council venues. The fund has a pool in the
current financial year of $30,000. The fund is administered by Nelson Regional
Development Agency on behalf of Council. The total allocated budget as at
end of December 2019 is $22,088 and the total remaining budget as at end of
December 2019 is $7,912. The following events have been approved for funding in
the second quarter:
· Mako v Wellington Final/ Tasman Rugby Union - $6,216 (Council
decision)Cancer Society Ball/the Cancer Society - $1,552
· Christmas for the City by Annesbrook Church - $2,964
· Dancing for a Cause by Hospice - $3,000
· Tactix Games - Netball Mainland - $1,686 – Three-year
agreement reached with Netball Mainland committing to bring at least one
premiership game per year.
10.9 There have been two declined funding
applications – one had been funded already through another fund and the
other did not meet the Venue Hire Fund criteria.
Others
10.10 Pepper Tree Park on 2 Cambria St – reserve
development has been completed with positive feedback coming from the
Community.
10.11 As in previous years, there is
an ongoing risk regarding the Reserve Development Programme which is reliant on
external factors such as time that subdivisions are released and the Reserve
ownership passed to Council, therefore this budget is difficult to determine.
10.12 The key risk for the Parks and
Facilities team relates to achieving delivery of capital programme. The market
for construction projects is proving to be very challenging with budgets not
always meeting the market price for jobs. This uncertainty leads to either
delays while additional budget is sought or the projects being deferred to
subsequent years.
10.13 Projects which rely on Iwi
consultation may require additional time while the process of consultation is
worked through. This is relevant to the Modellers Pond Solution and Marina
Hardstand, for example.
Parks and Reserves Fire Risk Procedure
10.14 Council has established a Parks
and Reserves Fire Risk Staff Operating Procedure in collaboration with Fire and
Emergency New Zealand (FENZ) and Forestry companies in order to ensure
emergency preparedness for fire risk.
10.15 Communication arrangements are
now well established with relevant Council stakeholders regarding the seasonal
fire risk. All contractors, concessionaires and
event organisers seeking to operate on reserve land during times of increased
fire risk must adhere to safety requirements prescribed by FENZ or as required
by Council as landowner.
10.16 Parks staff continue to monitor
fire risk daily and attend weekly FENZ stakeholder preparedness meetings.
11. Status
Report
11.1 Tahunanui Modellers Pond – the way
forward. A separate report will outline progress with these actions to the
Sport and Recreation Committee on 30 April 2020.
12. Key Performance
Measures
12.1 As part of the development of the Long Term
Plan 2018-28 Council approved levels of service, performance measures and
targets for each activity. There are eight performance measures that are
within the Sports and Recreation Committee’s delegations.
12.2 Final results for each measure will be
reported on through the Annual Report 2019/20, however this report includes an
indication of progress for those measures where an assessment of current
performance is available at this stage.
12.3 A number of performance measures cannot be
reported on until the end of the financial year, accordingly the scale to
report on the performance measures is as follows:
· Achieved
· On track
· Not achieved
· Not on track
· Not measured yet
13. Quarterly
Review of Key Performance Indicators
13.1 Five of the eight measures are on track, two
are noted as not on track which are the area in hectares of Neighbourhood Parks
per 1,000 residents and the patronage at the Trafalgar Centre. The target for
the Trafalgar Centre per annum is 70,000 visitors with 25,187 being achieved
for the first and second quarter combined. To make target would have required a
patronage of 35,000. The KPI for the Trafalgar Centre was set through the LTP
2018 – 28 when the Trafalgar Centre was still closed for earthquake
strengthening requirements. Therefore there was no current baseline to set the
patronage figures on. This will be reviewed through the Property and Facilities
Activity Management Plan 2021-31. The result for the area in hectares of
Neighbourhood Parks per 1,000 residents fluctuates depending on developers and
the timing of releasing any new reserves.
13.2 One measure, the resident satisfaction with
parks and recreation is not measured yet as the resident survey is undertaken
in Quarter Four.
13.3 Attachment 2 (A2335657) lists all performance
measures, their status and commentary.
14. Conclusion
14.1 The review of
performance for the second quarter of 2019/20 for the Sports and Recreation
Committee is included in this report, with project reports and performance
measure updates attached.
Author: Rosie
Bartlett, Manager Parks and Facilities
Attachments
Attachment 1: A2336045
- Project Sheets - Sports and Recreation - Quarter Two 2019-20 ⇩
Attachment 2: A2335657 - Performance Measures - Sports and
Recreation - Quarter Two 2019-20 ⇩
Item 10: Sports and
Recreation Quarterly Report to 31 December 2019: Attachment 1
Item 10: Sports and
Recreation Quarterly Report to 31 December 2019: Attachment 2
