Agenda of Sports and Recreation Committee

Sports and Recreation Committee Minutes - 19 March 2020

N-logotype-black-wide Sports and Recreation Committee

18 June 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 Federated Mountain Clubs - Closures of Public Reserves due to Fire Risks

4.2 Tahuna Beach Camp Inc. Presentation

4.3 Nelson Society of Modellers - Tahunanui Modellers' Pond

5. Confirmation of Minutes

5.1 19 March 2020 8 - 14

Document number M7784

Recommendation

That the Sports and Recreation Committee

1. Confirms the minutes of the meeting of the Sports and Recreation Committee, held on 19 March 2020, as a true and correct record.

6. COVID-19 Implications for Parks and Facilities 15 - 20

Document number R17015

Recommendation

That the Sports and Recreation Committee

1. Receives the report COVID-19 Implications for Parks and Facilities (R17015)

7. Fees and Charges relating to Sports and Recreation 2020/21 21 - 32

Document number R13715

Recommendation

That the Sports and Recreation Committee

1. Receives the report Fees and Charges relating to Sports and Recreation 2020/21 (R13715) and its attachment (A2353864); and

2. Notes for Sport and Recreation fees and charges there are either fee reductions, nil increases or CPI increases for activities of Report 13715 from 1 July 2020; and

3. Approves a 50% discounted rate for community users hiring the Trafalgar Centre between July and December 2020; and

4. Approves the changes to fees and charges as per Attachment 1 (A2353864) of Report 13715, effective from 1 July 2020.

8. Update on Tourism Infrastructure Fund and Responsible Camping Fund 33 - 86

Document number R15857

Recommendation

That the Sports and Recreation Committee

1. Receives the report Update on Tourism Infrastructure Fund and Responsible Camping Fund (R15857) and its attachment (A2380705); and

2. Notes that officers propose applying to the 2020 round of the Responsible Camping Fund, seeking funding for the 2020/21 summer for:

a. an expanded ambassador programme; and

b. increased waste and recycling facilities at freedom camping sites; and

c. a visitor survey; and

3. Notes that no funding will be sought to establish a daytime hub facility over the 2020/21 summer; and

4. Notes that no further funding will be sought from the 2020 round of the Tourism Infrastructure Fund.

9. Tahunanui Modellers Pond - Alternative Option Following Iwi Engagement 87 - 115

Document number R13761

Recommendation

That the Sports and Recreation Committee

1. Receives the report Tahunanui Modellers Pond - Alternative Option Following Iwi Engagement (R13761) and its attachments A2390988 and A2376841; and

2. Approves the alternative option, identified as Option 7, to progress to preliminary design; and

3. Confirms not to proceed with Option 2; and

4. Notes that the decision not to proceed with Option 2 will require alteration of Council Resolution # CL/2019/150 made on 8 August 2019; and

5. Requests Council officers to bring a report back to the Sports and Recreation committee following preliminary design of Option 7.

Recommendation to Council

That the Council

1. Alters, in accordance with Standing Order 22.6, the following parts of Council resolution # CL/2019/150 made on 8 August 2019:

3. Approves ~~progressing Option 2 (with minor updates) of Report R10038 and~~ any alternative option iwi consider appropriate to preliminary design at an additional unbudgeted cost of $80,000; and

4. Requests Council officers bring a report back to the Sports and Recreation Committee detailing the findings from ~~updated design for Option 2, of Report 10038 and~~ any alternative option iwi consider appropriate before proceeding to public consultation.

CONFIDENTIAL Business

10. Exclusion of the Public

Recommendation

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 John Murray, Business Advisor to Tahuna Beach Camp, remain after the public has been excluded, for Item 3 of the Public Excluded agenda - Tahuna Beach Camp Inc. - Next Steps, as he has knowledge relating to the matter that will assist the meeting.

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	Nelson Golf Club - Lease for Cycling and Pedestrian Access	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)
2	Poorman Valley Stream Shared Path Construction - Main Road Stoke to Neale Avenue	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 · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)
3	Tahuna Beach Camp Inc. - 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)(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)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Nelson Golf Club - Lease for Cycling and Pedestrian Access

Section 48(1)(a)

The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7

The withholding of the information is necessary:

· Section 7(2)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Poorman Valley Stream Shared Path Construction - Main Road Stoke to Neale Avenue

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

· Section 7(2)(i)

To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Tahuna Beach Camp Inc. - 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)(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)

Minutes of a meeting of the Sports and Recreation Committee

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

On Thursday 19 March 2020, commencing at 10.05a.m.

Present: Councillor T Skinner (Chairperson), Councillors Y Bowater, T Brand, M Courtney, M Lawrey, B McGurk, G Noonan, R O'Neill-Stevens, and P Rainey

Councillors K Fulton (via audio-visual link) and G Noonan (via audio-visual link for part of the meeting)

In Attendance: Group Manager Community Services (R Ball), and Governance Adviser (E-J Ruthven)

Apologies: Her Worship the Mayor R Reese, and Councillors J Edgar and R Sanson

1. Apologies

Resolved SPO/2020/001

That the Sports and Recreation Committee

1. Receives and accepts the apologies from Her Worship the Mayor and Councillors Edgar and Sanson.

Courtney/O'Neill-Stevens Carried

2. Confirmation of Order of Business

There was no change to the order of business.

3. Interests

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

4. Public Forum

There was no public forum.

5. Confirmation of Minutes

5.1 10 December 2019

Document number M6624, agenda pages 7 - 15 refer.

Resolved SPO/2020/002

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.

McGurk/Brand Carried

6. Chairperson's Report

Document number R15911, agenda pages 16 - 17 refer.

Councillor Skinner presented the Chairperson’s Report.

Resolved SPO/2020/003

That the Sports and Recreation Committee

1. Receives the report Chairperson's Report (R15911).

Brand/Bowater Carried

7. Bay Dreams Review 2020

Document number R13750, agenda pages 18 - 21 refer.

Project Manager – Major Events, Paula Robertson, presented the report. She answered questions regarding:

· Bay Dreams South’s reaction to complaints from and engagement with residents during and after the event;

· Waste reduction techniques, including repurposing leftover tents and camping equipment and further steps that could be considered for future events;

· The likely economic benefit to the city;

· The direct and indirect costs of holding the event and maximising Council’s revenue for future events;

· Management of alcohol intake at the event;

· Vaping during the event, including steps to ensure vaping products were not offered at future events;

· Numbers and types of injuries treated by paramedics;

· The potential for substance testing at future events; and

· Steps taken to ensure noise limits were met during the event.

Resolved SPO/2020/004

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.

Rainey/Bowater Carried

8. Key Facilities Review - Trafalgar Park

Document number R10180, agenda pages 22 - 77 refer.

Principal Parks and Facilities Activity Planner, Andrew Petheram, presented the report. He answered questions regarding the potential demolition of the Eastern Stand, and the potential for consideration of Council-owned temporary staging as part of the temporary facilities that could be provided for events.

Councillor Courtney, seconded by Councillor O’Neill-Stevens, moved the recommendation in the officer report, with the inclusion of the words “including staging” in clause 2(a).

Resolved SPO/2020/005

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 review 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, including staging, 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.

Courtney/O'Neill-Stevens Carried

9. Location for proposed dog park

Document number R13714, agenda pages 78 - 87 refer.

Team Leader Parks and Facilities Activity Management, Paul Harrington, presented the report. He answered questions regarding the proposed size of, and likely ongoing maintenance costs for, the dog park, the Reserves Act status of the land proposed to be used for the dog park, the location of car parking, and the likely timeframes for the project to be completed.

Resolved SPO/2020/006

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.

Brand/Rainey Carried

10. Sports and Recreation Quarterly Report to 31 December 2019

Document number R13622, agenda pages 88 - 117 refer.

Attendance: The meeting adjourned from 11.13a.m. to 11.24a.m, during which time Councillor Courtney left the meeting, and Councillor Noonan ended her audio-visual connection to the meeting.

Manager Parks and Facilities, Rosie Bartlett, presented the report. She noted that the reference to ‘Great Taste Trail’ in paragraph 6.1 should be corrected to state ‘Coppermine Trail’.

Group Manager Community Services, Roger Ball, answered questions regarding the marina operating as a closed account, and Ms Bartlett answered questions regarding geotechnical issues related to the Montebello Village Walkway project.

Attendance: Councillor Noonan joined the meeting in person at 11.28a.m.

Resolved SPO/2020/007

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).

McGurk/Brand Carried

11. Exclusion of the Public

Resolved SPO/2020/008

That the Sports and Recreation Committee

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

Rainey/O'Neill-Stevens Carried

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Sports and Recreation Committee Meeting - Public Excluded Minutes - 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

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Sports and Recreation Committee Meeting - Public Excluded 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

The meeting went into confidential session at 11.30a.m. and resumed in public session at 11.32a.m.

The only business transacted in confidential session was to confirm the minutes of 10 December 2019. In accordance with the Local Government Official Information and Meetings Act 1987, no reason for withholding this decision from the public exists, therefore this decision has been recorded in the open minutes.

12. Confirmation of Confidential Minutes - 10 December 2019

Resolved SPO/2020/009

That the Sports and Recreation Committee

1. Confirms the minutes of part of the meeting of the Sports and Recreation Committee, held with the public excluded on 10 December 2019, as a true and correct record.

O'Neill-Stevens/Brand Carried

13. Re-admittance of the Public

Resolved SPO/2020/010

That the Sports and Recreation Committee

1. Re-admits the public to the meeting.

McGurk/Bowater Carried

There being no further business the meeting ended at 11.32a.m.

Confirmed as a correct record of proceedings:

Chairperson Date

Item 6: COVID-19 Implications for Parks and Facilities

Sports and Recreation Committee

18 June 2020

REPORT R17015

COVID-19 Implications for Parks and Facilities

1. Purpose of Report

1.1 To advise the Committee on the effects the COVID – 19 lockdown has had on activities within the Sports and Recreation Committee’s delegation.

2. Recommendation

That the Sports and Recreation Committee

1. Receives the report COVID-19 Implications for Parks and Facilities (R17015).

3. Background

3.1 COVID-19 has had a major impact on Council’s public facilities and the communities ability to utilise Parks and Facilities in Nelson.

3.2 Income from Parks and Facilities will be reduced and targets won’t be met. Revised financial projections have been included in the Annual Plan.

3.3 Closed facilities at Level 4 included:

3.3.1 Playgrounds which had signs installed and were taped off.

3.3.2 Exercise equipment which had signs installed and were taped off.

3.3.3 Skate parks which had signs installed and were taped off.

3.3.4 Tennis courts (Tahunanui) which had signs installed and were taped off.

3.3.5 Drinking fountains with water turned off and signs installed.

3.3.6 Riverside and Nayland swimming pools.

3.3.7 Trafalgar Centre and community halls.

3.3.8 Trails for mountain biking, with signs installed advising closure.

3.3.9 The marina was closed to public with restricted access to berth holders.

3.3.10 The marina hardstand.

3.3.11 The Brook Valley Holiday Park and Maitai Valley Motor Camp were closed to arrivals, with new guests diverted to Tahuna Beach Holiday Park. Protocols were implemented at the Brook Camp to keep existing campers, residents and the camp manager safe.

3.3.12 Wharves and jetties.

3.3.13 Carparks within parks closed for vehicle access while pedestrian access remained open.

3.3.14 Community BBQs.

3.3.15 Freedom camping sites were closed and signs installed with a Police advisory suggesting alternative accommodation sites.

3.3.16 Volunteer programmes in or on Council facilities were suspended.

3.3.17 The Waahi Taakaro Golf Club was closed. Essential maintenance was permitted on 28 April and on 1 May the course reopened for play with rules in place for contact tracing, physical distancing and cashless payments.

3.3.18 No hunting was permitted on Council land.

3.4 Parks and Facilities that remained open at Level 4 included:

3.4.1 Marina access was restricted to berth holders.

3.4.2 Parks with messaging regarding social distancing.

3.4.3 Trails for walking.

3.4.4 Premier sports grounds, Waahi Taakaro Golf Course, Saxton Oval and Trafalgar Park were permitted essential maintenance functions from 28 April.

Contractors at Level 4

3.5 All non-essential works stopped and many contractors worked from home.

3.6 NELMAC had a small crew of essential workers checking parks daily, carrying out vermin control, collecting fly-tipping, managing fire hazards, emptying bins and undertaking essential COVID-19 tasks such as erecting signage. The marina office continued operation with staff working from home.

3.7 Venues contractors for the Trafalgar Centre and community halls (Community Leisure Management - CLM), and the Saxton Field facilities (Sport Tasman) also worked from home cancelling bookings and updating users. Contractors also worked on plans for permitted activities under the various levels.

3.8 Some contracts required variations to alter the lump sum payments of the contract. These included:

3.8.1 NELMAC for the Open Space Maintenance, Marina and Hardstand, and Road Side Vegetation Management.

3.8.2 Sport Tasman for Saxton Field venue management.

3.8.3 CLM for venue management and swimming pools.

3.8.4 Waahi Taakaro Golf Club for the management of the Golf Course.

3.8.5 Staff worked closely with these contractors to ensure positive communication occurred. Negotiated payment changes reflected the percentage services from lump sum portions of the contract that continued to be delivered during the shutdown.

3.9 All community and sporting clubs were contacted by staff to understand their specific challenges. Clubs with employees applied for government funding but many run by volunteers were unable to access this assistance. All groups expressed some uncertainty and concerns going forward. Some clubs requested funding discussions with Council for reduced fees as a result of lockdown financial pressures.

3.10 Throughout all levels staff communicated regularly with Tasman District Council Parks and Facilities staff to support consistent approaches to closures and community messaging.

3.11 Facilities made available to Civil Defence Emergency Management (CDEM) included:

3.11.1 Cabins at the Brook Valley Holiday Park to provide accommodation for the homeless.

3.11.2 Neale Park car park, changing sheds and toilets were requisitioned by CDEM to allow for parked caravans to provide homeless accommodation. Wrap around social support and security services were provided at these sites. These services were funded by CDEM.

3.11.3 The Trafalgar Park Pavilion to provide facilities for the Foodbank to prepare meals, including a Council contractor for cleaning of the facility.

Changes at Level 3

3.12 All Council tracks were opened to mountain biking. A discrete area of Ngati Koata Land was also reopened around Fireball Skid, to allow access to nearby Council trails. Signage was installed to reinforce 2 metre distancing and the need to ride cautiously on familiar trails.

3.13 Park gates were re-opened including associated carparks.

3.14 Community Halls and other facilities scheduled maintenance and the capital programme resumed, for example painting the exterior of Riverside Pool.

3.15 Volunteer trapping groups were permitted to be working on Council land with a COVID-19 risk management plan.

3.16 The marina hardstand reopened with safety protocols.

3.17 The marina remained open with office staff working from home.

3.18 Contract supervision resumed with a focus on supporting good COVID-19 controls and a need to prioritise work scheduling.

Contractors at Level 3

3.19 Limited maintenance of parks and facilities was permitted under COVID-19 protocols. NELMAC developed a schedule of works with prioritised areas for work during alert level 3 included prioritising work on sports parks (especially premier), CBD area, premier public gardens and then catching up on eight weeks of maintenance. The CBD flower baskets were watered throughout the lockdown and have been left in place six weeks longer than planned to provide colour in the CBD.

3.20 Riverside pool, and venue contractors for the Trafalgar Centre, Community Halls and Saxton Venues, continued to work on their COVID-19 operating procedures. Work involved setting up protocols for reopening including marking out distancing in changing sheds, developing tracing apps, re-scheduling bookings and communicating with customers and members.

3.21 Contract variations were issued to contractors reflecting the amount of lump sum payment relating to the amount of work being undertaken at level 3.

Changes at Level two

3.22 Parks and Facilities were permitted to reopen and operate at level 2 with protocols in place based on Government guidelines. Staff worked with contractors to ensure appropriate COVID-19 operating procedures for individual facilities were in place prior to re-opening the facilities. These activities and facilities with delegation to the Sport and Recreation committee include:

3.22.1 Trafalgar Centre.

3.22.2 Saxton Facilities.

3.22.3 Riverside pool.

3.22.4 Freedom camping sites with contact tracing in place.

3.22.5 Game hunting permitted.

3.22.6 Playgrounds, exercise equipment, skate park and public sports facilities reopened with signage about hygiene measures.

3.22.7 Sport fields with Government COVID-19 guidelines for sporting activities.

3.22.8 Camping grounds reopened to new visitors excluding the Brook Valley Holiday Camp.

3.22.9 Public BBQs, jetties and boat ramps.

3.23 Staff continue to work with contractors and community organisations to implement changes to restrictions as government guidelines on activities and facilities evolve.

3.24 Contract variations were sent to contractors with changes to reflect the delivery of the contract.

Impact on sport fields

3.25 There was concern that a gap in maintenance for premier parks would have a long-term effect on the turf. NELMAC inspected playing fields and have resumed maintenance and renovations. Staff will consider the extent of any damage once soil tests have been completed.

3.26 Saxton Oval’s clay cricket block was under renewal in the lead up to the lockdown and was put on hold. The Christchurch company undertaking this work will now need to return to finish off and sow the seed. This presents some risk with winter frosts but is expected to be completed by late October. Outfield renovations can then commence, which will take approximately 10 weeks to complete. These delays are not expected to impact on the cricket season.

3.27 Saxton football fields have had minimal impact from the lockdown and are expected to return to standard within two to four weeks.

3.28 The Trafalgar Park turf has been assessed. The lockdown came at a crucial time for the surface, as this was prime timing for growing ryegrass and therefore the ideal window for renovations was missed. Grass on the back field was long and required a sand top dress and a weed spray. The fields will be ready for the rugby season.

3.29 The croquet lawns experienced some fungal infection but there is no concern regarding their ability to recover. As with Trafalgar Park the ideal renovation window was missed however remedial work is underway. The club is now playing with safety protocols in place.

3.30 The Waahi Taakaro Golf Course greens had very long grass which has now been mowed and the greens have been affected by dollar spot fungi and worms. Remediation activities are under way and the golf course is now open to play with safety protocols as maintenance continues.

3.31 All the other soil fields are in good condition and have benefitted from a period of no play.

3.32 Staff have been in contact with sports codes regarding their requirements for surfaces and plans for resuming play and training. Sport codes manage changing facilities on their associated fields and have been required to provide protocols for use and cleaning of these facilities.

4. Conclusion

4.1 Parks and facilities have been significantly impacted by the COVID-19 lockdown restrictions. Staff and contractors have been incredibly busy closing and then progressively re-opening facilities during the lockdown period.

4.2 Staff have worked closely with contractors, community organisations and Council’s communications team to implement the restrictions and ensure the community understood the messaging. As facilities reopen to the public strict protocols will be in place to ensure public health and safety and that COVID-19 restrictions are met.

Author: Rosie Bartlett, Manager Parks and Facilities

Attachments

Nil

Item 7: Fees and Charges relating to Sports and Recreation 2020/21

Sports and Recreation Committee

18 June 2020

REPORT R13715

Fees and Charges relating to Sports and Recreation 2020/21

1. Purpose of Report

1.1 To provide information on the annual assessment of fees and charges for Sports and Recreation facilities and seek approval for changes to fees and charges for the 2020/21 financial year.

2. Recommendation

That the Sports and Recreation Committee

1. Receives the report Fees and Charges relating to Sports and Recreation 2020/21 (R13715) and its attachment (A2353864); and

2. Notes for Sport and Recreation fees and charges there are either fee reductions, nil increases or CPI increases for activities of Report 13715 from 1 July 2020; and

3. Approves a 50% discounted rate for community users hiring the Trafalgar Centre between July and December 2020; and

4. Approves the changes to fees and charges as per Attachment 1 (A2353864) of Report 13715, effective from 1 July 2020.

3. Background

3.1 Fees and Charges are reviewed annually and adjusted in line with the Consumer Price Index (CPI) or adjusted to achieve the targets set out in the Revenue and Financing Policy. CPI is used for calculating the percentage increase to fees and charges. CPI is used as it is updated more regularly than the Local Government Consumer Price Index (LGCPI), with CPI last updated in December 2019 while LGCPI was last updated in October 2019. The indices do not differ greatly from each other in other respects.

3.2 Council officers have delegated authority to set fees and charges. For increases over CPI, officers are of the view that approval via a decision from the relevant committee is appropriate. Any proposed changes above CPI or new proposed fees are reported and shown in Attachment 1 (A2353864).

3.3 All users will be given a minimum 30 days’ notice of the proposed changes prior to implementation.

4. Discussion

4.1 Fees and charges relating to delegations of the Sports and Recreation Committee are:

· Parks and Active Recreation

· Premier Parks and Facilities

o Trafalgar Centre

o Trafalgar Park

o Trafalgar Park Pavilion

o Saxton Oval

o Saxton Oval Pavilion

· Sports Parks

o Concessions

o Commercial races and events

o Circus

o Saxton Stadium

o Saxton Pavilion (Netball Pavilion)

· Neighbourhood Parks and Recreation

o Playgrounds

o Walkways

o Cycleways Planning

· Recreation

o Waahi Taakaro Golf Club

o Swimming Pools

· Marina

· Motor Camps

4.2 This report divides the discussion of fees and charges into three categories:

· No fee increase

· CPI adjustments

· Increase above CPI or changes to fees. The focus of this report and Attachment 1 (A2353864) will be on this category.

Fees Reduction at the Trafalgar Centre

4.3 The Trafalgar Centre is in low demand between July and December 2020 due to COVID-19 gathering and travel restrictions. There are 13 events booked, comprising nine commercial events with hire fees of $42,600 and four community events with hire fees of $15,283. There is potential for this number to reduce as organisers reconsider viability closer to their dates. This compares with 34 events during July to December period in 2019.

4.4 The Saxton Field facilities are also under pressure as winter community sports resume in a compressed season. Affordable access to the Trafalgar Centre by sports groups will reduce this pressure.

4.5 To maximise use of the venue and support community groups it is proposed to reduce the community rate by 50% between July and December. To avoid the risk of community users blocking future commercial bookings, bookings at the reduced rate would only be accepted one month in advance. Invoices would show the standard community rate with the discount applied to reinforce this was a ‘discount.’ A revised marketing plan will promote the venue and reduced rates.

4.6 Community group bookings are defined as, ‘Cultural/community events, sporting activities, generally for events open to the public free of charge.’

4.7 It is not recommended to discount commercial hire as commercial users with current bookings may request the discount resulting in a revenue loss of $21,300 plus any future bookings revenue. Proposed discounted rates are listed in Attachment 1 (A2353864).

No Fee Increase

4.8 There is no fee increase proposed for activities which are currently above the recovery range for the Revenue and Financing Policy. These are:

· Premier Parks and Facilities:

o Policy recovery from users 10-20%

o 2018/19 recovery from users 25%

· Sports Parks:

o Commercial Races/Events (a flat rate of $3 per participant is collected for commercial races and events, this fee will be reviewed through the 2021-2031 Long Term Plan)

4.9 There is no fee increase proposed for activities which currently have no charge. These are:

· Hunting Permits

· Camping at Haulashore and Oyster Island

· Grazing License where there is greater benefit to Council (such as fire risk reduction)

CPI Adjustments

4.10 CPI adjustments are calculated from the annual change in CPI to December 2019 which was 1.9%.

4.10.1 CPI adjustments will apply to:

· Sports Parks

o Policy recovery from users 0-20%

o 2018/19 recovery from users 12%

o Excluding Commercial Events

· Neighbourhood parks and reserves

o Policy recovery from users 0-10%

o 2018/19 recovery from users 1%

· Recreation

o Policy recovery from users 10-21%

o Total recreation recovery from users 21%

· Marina

o Policy recovery from users 100%

o 2018/19 recovery from users 100%

There is funding in the Annual Plan to undertake an independent review of the fees and charges for the marina. This will be used to inform the Long Term Plan consequently a CPI increase is proposed for the 2020/21 year.

· Motor Camps

o Policy recovery from users 90-100%

o 2018/19 recovery from users 84%

The Revenue and Financing Policy groups the three Council owned campgrounds into one activity. The individual recoveries are:

Tahuna Holiday Park is 138%

Maitai Valley Motor Camp is 60%

Brook Valley Holiday Park is 42%

4.10.2 Both the Maitai Valley Motor Camp and Tahuna Holiday Park are managed under a lease agreement and the fees and charges are managed via the lease agreement. However, the recovery from these two camps has an influence on the Brook Valley Holiday Park fees, as the overall activity of campground is a shared recovery.

4.10.3 Despite income from users at the Brook Valley Holiday Park being higher for the 2018/19 year costs have also increased. It is expected that the recovery rate for 2019/20 will still not meet the targeted amount. Since 2011, when Council has been operating the camp, the fees have only been increased once during 2019/2020.

4.10.4 Officers are working on an alternative management proposal for the Brook Valley Holiday Park with the expectation that expenses will in time reduce.

4.10.5 A separate process working on campground compliance is also underway. This will be reported via the Quarterly Report.

4.10.6 Until the management review is completed, it is recommended to increase the fees by CPI only with a review of all fees conducted as part of the management options process.

Proposed Changes above CPI or Proposed Changes to Fees

4.11 Proposed fees and charges above CPI or changes to charges for Parks and Recreation are listed in Attachment 1 (A2353864). These changes are summarised in the sections below.

New charges at Sportsground charges

4.11.1 Circus: The fees for the Circus were changed from $232 (community hire rate) to the commercial hire rate of $1072 for 2019/20 due to the toll on the grounds. However, feedback from potential hirers has been that this rate is expensive compared with other sites. Two potential circuses did not confirm their bookings last year as they considered fees too high, so by reducing the fees there should be increase in income. The new charge is $550 per event day in 2020/21 and the venue hire will be negotiated based on the scale of the event, set up and pack down days for events greater than seven days.

4.11.2 The Nelson Mountain Bike Club (NMTBC) has not traditionally been charged for use of tracks or events. The NMTBC has events reoccurring weekly and annually therefore it is proposed to include the NMTBC into the Sports Parks’ charges:

· The General Sports Field allocation charge of 10% of programmed maintenance cost is not recommended to be charged as the NMTBC undertakes considerable voluntary maintenance of the tracks.

· Major mountain bike events, that require an area that is not on a sports surface, will be charged $50 per event day as per the General Sport Field and Parks community charge, such as the Aorere Enduro, Mammoth Enduro and Enduro World Series.

4.11.3 A proposed fee of $3 per competitor for NMTBC races/events was not supported by the club due to the community benefits of mountain biking and the club’s involvement in track maintenance. Therefore officers will discuss this option to charge the NMTBC for events to LTP workshops.

5. COVID-19 situation

5.1 The financial impact of the COVID-19 emergency on community groups is yet to be fully understood, and increases to fees and charges may adversely affect some groups more than in previous years. The recovery rates are based on 2018/19 income, which is anticipated to be less for 2019/20 due to a loss of income resulting from the emergency. Therefore recovery for the 2020/21 year is expected to be lower, particularly for venues, community halls and the Trafalgar Centre.

5.2 The expected additional income with the proposed fees and charges increases is approximately $63,700. If no changes were made fees and charges the additional cost to rates would be $63,700. The table below itemises these changes.

Area	Potential additional income with proposed fees based on 2018/19 income	Other factors potentially impacting income for 2020/21
Sports Parks	$6,400	Less sporting events depending on COVID-19 Alert Levels
Marina	$38,800	This is a closed account so has no impact on rates.
Brook Camp	$5,000	Future income will be impacted by COVID-19
Neighbourhood reserves	$4,800	Bookings of Neighbourhood Reserves may be impacted by the COVID -19 restrictions on events.
Recreation	$730	The Golf Club may struggle to maintain membership particularly of older members
New Fees	$8,000	Circus income; while it is proposed to reduce the fees, two potential circuses did not carry through with their bookings last year as they considered fees too high, therefore this fee reduction should see an increase in income. (approximately 2 circus visit for one week) Mountain Biking will likely see an increase of $200

5.3 The organisational focus has been on achieving a zero rates rise to assist all of the community. This is balanced against the user pays model, in which an increase in fees and charges is required, so that those people that choose to use the relevant services are contributing their fair share to the cost of that activity.

6. Options

Option 1: Approve the proposed changes to the fees and charges (Recommended)

Advantages

· An increase in users fees will allow a greater opportunity to achieve recovery targets

· Reduced impact on rates

· A fees reduction for the Trafalgar Centre will support community and generate additional income opportunities

· A fees reduction for the Circus will attract bookings

· A sharper fee increase in future years can be avoided

Risks and Disadvantages

· Users may view an increase in fees across some facilities as unaffordable especially given the impact of COVID-19

Option 2: Accept the status quo and do not approve changes to fees and charges (not recommended)

Advantages

· Reduced administration for Council and contractor staff to implement changes to fee structure

· Users may not need to find additional funds to cover fee increases

· No additional fee charges to groups or individuals who are financially disadvantaged as a result of COVID-19.

Risks and Disadvantages

· Reduced revenue and inconsistencies between actual recoveries and the Revenue and Finance Policy guidelines

· More costs charged to rates

· Does not allow increased opportunities for the Trafalgar Centre and circus.

7. Conclusion

7.1 This report proposes nil increases, CPI increases and a reduction of a circus fee. To fully utilise the Trafalgar Centre fees should be reduced for community users for the remainder of 2020.

7.2 The COVID-19 emergency has created extra financial pressures for individuals and community groups that may affect their ability to absorb fee increases for the 2020/21 financial year, which needs to be considered against the zero rates rise and user pay contributions to activities.

8. Next Steps

8.1 Facility managers will be communicated with regarding any changes to the fees for use. Staff will update the Council website and relevant booking forms to reflect the changes. The finance department will alter fees and charges in its systems.

Author: Rosie Bartlett, Manager Parks and Facilities

Attachments

Attachment 1: A2353864: Sports and Recreation - Proposed Changes to Fees and Charges - 2020/21 ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

The recommendations in this report support community social and economic wellbeing by promoting the use of sports and recreation facilities through an equitable balance of user pays and community funding.

2. Consistency with Community Outcomes and Council Policy

Approving amended fees and charges enables Council to carry out activities that are aligned with the community outcome “our infrastructure is efficient, cost effective and meets current and future needs”.

3. Risk

Fees and charges are reviewed annually and either adjusted in line with the Consumer Price Index or adjusted to reflect any changes in process and/or costs incurred to Council. If proposed changes are not approved, the income generated from fees and charges may not cover actual costs incurred and result in a financial shortfall.

There is some risk that the community may object to the changed rate or charge which may have reputational consequences. These risks are considered to be higher this year with the impacts of COVID-19. If fees are not increased there will be a greater reliance on rate funding for the Sports and Recreation activities. With mitigations such as direct communication to users and incremental CPI increases the level of risk in adopting the proposed fees and charges is considered minor. Council also has the ability to revisit fees and charges at any time, and they will be reconsidered in twelve months’ time.

4. Financial impact

An estimate for fees and charges income based on past trends and the Revenue and Finance Policy is included in Council’s Long Term Plan.

5. Degree of significance and level of engagement

This matter is of low significance because the Revenue and Finance Policy which provides guidelines for fees and charges has been set through the Long Term Plan. Therefore no engagement is proposed for this report.

6. Inclusion of Māori in the decision making process

No engagement with Māori has been undertaken in preparing this report.

7. Delegations

The Sports and Recreation Committee has the following delegations:

Areas of Responsibility:

· Recreation and Leisure Facilities and Services

· Parks and Reserves

· Note: Saxton Field is a matter for the Saxton Field Committee

· Note: Greenmeadows Community Centre, Stoke Memorial Hall, and Tahunanui Community Centre are matters for the Community Services Committee

· Note: Heritage Houses and their grounds are matters for the Community Services Committee

· Note: All powers relating to the Brook Waimarama Sanctuary Trust applications for further funding from the provision set aside in the Annual Plan 2017/18 are referred to Council

· The Trafalgar Centre

· Modellers’ Pond

· Sports Fields

· Swimming Pool Facilities

· Campgrounds

· Marina

· All land and buildings relating to the areas of responsibility of the committee, including the acquisition, lease, sale or disposal, maintenance, management or development of any land or buildings

Powers to Recommend:

· Any other matters within the areas of responsibility noted above.

Currently officers have delegated authority to set fees and charges. For increases over CPI, officers are of the view that approval by Committee is appropriate.

Item 8: Update on Tourism Infrastructure Fund and Responsible Camping Fund

Sports and Recreation Committee

18 June 2020

REPORT R15857

Update on Tourism Infrastructure Fund and Responsible Camping Fund

1. Purpose of Report

1.1 To update the Committee on recent activity relating to Ministry of Business, Innovation and Employment (MBIE) funding and forthcoming MBIE funding rounds.

2. Recommendation

That the Sports and Recreation Committee

1. Receives the report Update on Tourism Infrastructure Fund and Responsible Camping Fund (R15857) and its attachment (A2380705); and

2. Notes that officers propose applying to the 2020 round of the Responsible Camping Fund, seeking funding for the 2020/21 summer for:

a. an expanded ambassador programme; and

b. increased waste and recycling facilities at freedom camping sites; and

c. a visitor survey; and

3. Notes that no funding will be sought to establish a daytime hub facility over the 2020/21 summer; and

4. Notes that no further funding will be sought from the 2020 round of the Tourism Infrastructure Fund.

3. Background

3.1 The Ministry of Business, Innovation and Employment (MBIE) administers contestable funding opportunities, including the Tourism Infrastructure Fund (TIF) and the Responsible Camping Fund (RCF).

3.2 Council has been successful in receiving TIF funding towards several projects (some of which are yet to commence) and also received RCF funding for the 2019/20 summer to assist with freedom camping activity.

3.3 Given that visitor numbers are expected to be much lower this coming summer due to COVID-19, it is possible that the next RCF funding round won’t occur. However, officers are updating the Committee on applications that will be made if the round does occur.

Tourism Infrastructure Fund (TIF)

3.4 The TIF provides contestable capital funding towards local tourism-related infrastructure where tourism growth is placing pressure on, or potential growth is constrained by existing infrastructure, and the local community is unable to respond in a timely way without assistance.

3.5 Funding sought cannot already be in the Long Term Plan and projects need to be for new facilities or enhancements, as opposed to like-for-like renewals. It is generally expected that Council will fund at least 50% of a project.

3.6 Council has been successful in receiving funding from the TIF towards a number of projects, including $135,000 towards the Codgers Recreation Hub (completed), $250,000 towards the Millers Acre Toilets (detailed design currently being completed), $250,000 towards the Tahunanui Lions Toilets (tender process completed and should be awarded shortly) and $500,000 towards the Maitai Recreation Hub (currently working with key stakeholders).

Responsible Camping Fund (RCF)

3.7 In response to pressures facing Local Government in managing increasing numbers of freedom campers in New Zealand, the RCF aims to enable short term practical solutions, pilot new methods to address issues caused by freedom camping, maintain or increase positive social licence and reduce negative environmental impacts of unmanaged freedom camping.

3.8 Eligible initiatives must provide or enhance a tourism facility that is nationally significant, demonstrate clear public benefits that could not otherwise be realised, and not be a commercial venture or compete directly with an existing commercial venture.

3.9 The 2020/21 Responsible Camping Fund was originally scheduled to be open for applications during June 2020, however at time of writing (10 June 2020), it is unclear whether this timeframe will remain due to COVID-19. There is also uncertainty around whether the RCF will be offered this year given the expected drop in visitor numbers due to COVID-19. This report was scheduled to be presented in May so that the Committee could provide guidance on what initiatives were to be applied for, however the May meeting was cancelled.

3.10 In 2019 funding was sought towards five initiatives for the 2019/20 summer, with the primary objective being to reduce the impact that freedom campers were having on public recreation/day use facilities and campgrounds in the city, such as washing in public toilets, disposal of rubbish, and unauthorised use of showers and other facilities in commercial campgrounds.

3.11 Council was successful in receiving a grant of up to $256,878 towards four initiatives (a proposed locally made video on responsible camping was not funded). This amount included a project management component to reduce the operational impact on staff. The funding was received for the following initiatives.

· Extension of ambassador programme ($11,500).

· Additional waste management and recycling ($48,748).

· User survey ($26,630).

· Temporary staffed daytime hub - toilet, washroom and waste station ($170,000).

Extension of ambassador programme

3.12 This funding enabled a variation to Council’s existing contract with Environmental Inspections LTD, to allow for increased personnel on patrols and for patrols to cover an extended season.

3.13 Due to savings from the delayed opening of the daytime hub, MBIE endorsed further funding being directed to this initiative, before patrols ceased in March due to COVID-19.

3.14 Feedback from Environmental Inspections Ltd was that the additional funding was beneficial because officers could cover a greater proportion of freedom camping sites each patrol.

Additional waste management

3.15 The funding for waste management provided 15 additional waste bins and 14 additional recycling bins at key freedom camping sites across the city.

User survey

3.16 Over the summer of 2019/20 recreation consultants Xyst Ltd surveyed campers who utilised eight Nelson City Council freedom camping sites. The aim was to improve the Council's understanding of campers in Nelson City, and questions related to visitor demographics, their mode of transport or accommodation, economic and experiential information. 193 face to face interviews were completed and the final report is provided as Attachment 1.

3.17 The results from the survey provide some useful insights into the region’s visitors, despite having to stop early due to COVID-19. The following bullets summarise some of these findings:

· From the 193 campers surveyed, four distinct types of campers were identified (the characteristics of each group are expanded on in the report):

o Working holiday tourers (51%);

o Short term international visitors (36%);

o Local campers (10%);

o Short stay holiday makers (3%).

· 93% were international visitors, predominantly from Europe and the UK with over half from Germany and France and 68% under the age of 30.

· Almost half were travelling in New Zealand for six months or more.

· 80% of total nights were spent at free camping sites.

· 87% used camping apps to find the free campsite they were at.

· Almost 90% of vehicles had a current self-containment certificate however 77% had not used these facilities on this trip (only 12% of portable toilets in modified vans had been used). Shower facilities were far less common than toilets and dishwashing facilities in vehicles.

· 92% felt the Nelson free camping locations were as expected or better.

· 64% didn’t identify as having a total budget for their trip, on average there was $10 or less per day spent on accommodation over the previous five days and 70% did not spend on events/activities over the previous five days.

· 63% intended their next destination to be within the Nelson/Tasman region

Temporary daytime hub

3.18 Funding was made available for Council to establish a daytime service hub for visitors including toilets, showers, a rubbish and recycling station and a small lunch room.

3.19 The hub site required power, telecommunications for wifi (although in this case wifi was not offered), water supply, wastewater service, sufficient parking and needed to be located away from residential areas.

3.20 These requirements made finding a location difficult and over 20 sites were assessed before the closed Z service station in Halifax Street was identified as suitable. Following negotiations with the owner a licence to occupy was obtained and the hub was open from 7 January 2020 through until 19 February 2020 between 8am and 6pm daily.

3.21 Contracted staff were present at the site full time and in addition to overseeing cleaning and day to day management of the facility provided information to visitors about local businesses, attractions and accommodation options.

3.22 During the time the hub was open (7 January to 18 March) over 2,500 vehicles passed though the hub (an average of more than 35 per day) and over 4,500 people (an average of around 65 per day). The maximum number in one day was 56 vehicles and 135 people. A number of homeless people also frequented the facility, generally in the morning to use the toilets, charge phones and utilise the indoor space.

Figure 1 Halifax St Responsible Camping Hub, January 2020

Measuring the success of the temporary daytime hub

3.23 For the travelling visitor to Nelson, the hub was undoubtedly a welcome facility. Feedback on the Campermate app was generally very positive, with some noting that this was the best service of its kind in the country. On site staff also reported numerous favourable comments which were recorded in the log books.

3.24 It is difficult however to measure the overall success of the hub, as there are broader aspects to consider than the visitor experience alone. Additionally, it is not easy to determine to what degree a particular initiative (e.g. the hub or additional bins) contributed to any particular variable such as reduced service requests.

Service requests

3.25 A comparison of service requests between January/February 2019 and January/February 2020, when the hub was open, was undertaken to assess the numbers received relating to freedom camping, rubbish bins (e.g. overflowing bins) and campers washing dishes in public places. This is intended to give a broad indication of the number of requests received in relation to issues created by freedom campers, however it should be noted that not all of these service requests will relate to freedom camping, and it is often unclear which initiative a particular service request may be most relevant to. For example a drop in service requests relating to overflowing bins could be attributable to either the waste facilities provided at the hub or the increased bins placed at freedom camping sites.

3.26 Figure 2 shows the number of service requests for the above topics during the last two summers over the period when the Halifax Street hub was open.

Figure 2 Service requests relating to freedom camping

3.27 During the time the hub was open a decline was observed in the number of service requests relating to washing dishes in public and overflowing bins, but these numbers are low and as noted it is not clear which of the initiatives these declines can be attributed to if any. In the case of overflowing bins it is noted that a similar reduction was observed over the entire period the additional bins were in place at freedom camping sites, therefore it is more likely that this reduction is a result of those bins being in place.

3.28 The number of service requests relating to freedom camping generally was significantly lower (less than half) which is encouraging, however most of these are reports of specific vehicles in breach of the Freedom Camping Bylaw rather than relating to the daytime activities at the hub. It is possible that this reduction is a result of information being provided at the hub and the extended ambassador programme however this cannot be confirmed.

3.29 The hub itself drew a number of service requests, generally negative comments questioning the Council’s support for freedom camping generally, but also from neighbouring businesses when the mobile toilet was being emptied which created odour issues. This was unable to be resolved and the mobile toilet was eventually removed.

Feedback from campgrounds

3.30 The Brook Valley Holiday Park Manager reported noticing a drop in the number of campers staying during the period the hub was open. She expected some would be due to a general downturn in tourism but considered the introduction of the hub exacerbated this. A decline in numbers was observed compared to last year which also affected margins on other income including internet vouchers and shower tokens.

3.31 It was also noted that campground patronage was likely to be discouraged by the availability of power outlets at the hub for charging. Often people would plan to stay a night at the campground so they could charge devices and appliances, and once they arrived would opt to stay longer having experienced the beautiful setting and amenities on offer.

3.32 Figure 3 and Figure 4 show examples of the drop in monthly takings compared to the previous year e.g. January saw a drop of over $5,000 despite a 20% increase in fees.

Figure 3 Brook Motor Camp comparison of campsite fee takings, Jan/Feb 2019 and 2020. Note fee increase in 2020.

Figure 4 Brook Motor Camp – number of shower tokens sold: comparison Jan/Feb 2019 and 2020

3.33 Similarly the Tahunanui Holiday Park reported a drop in patronage when comparing the same period (7 January - 18 March) over the two years. Bookings dropped from 1,010 in the 2019 summer to 953 in 2020, and guest nights dropped from 7,644 to 7,528.

3.34 It was hoped that the hub would prompt a reduction in unauthorised campground shower use however staff were unable to confirm if this had occurred.

Hub management issues

3.35 Finding a location for the hub required considerable staff time, including responding to public reaction and concerns.

3.36 Multiple issues required managing during the time the hub was operating. These included issues with the facilities (odour, problems with shower doors, hot water and other equipment) and issues with user behaviour. For a time a group of locals who had begun frequenting the facility created difficulties which included abusing members of staff. These issues were generally alcohol-related and required a security guard for a week.

2020 funding rounds

Tourism Infrastructure Fund

3.37 Officers have assessed upcoming projects against the criteria for the TIF, and consider that there are no further funding opportunities applicable to the 2020 round. Accordingly officers do not propose applying for further funding this year, noting that three future projects have already been granted funding and are yet to be initiated.

Responsible Camping Fund

3.38 Given the global impacts of COVID-19, there is, at the time of writing, some uncertainty as to whether the Responsible Camping Fund will proceed for 2020/21 summer, and if so whether the criteria and amount available will remain the same.

3.39 Should the funding round proceed (currently scheduled for June 2020), officers propose applying for the same initiatives as were granted funding for the 2019/20 summer, with the exception of the responsible camping hub. This would include additional waste and recycle bins located at freedom camping sites, expanded ambassador/enforcement programme, and a visitor survey. Funding would also be sought for project management and administration support through a responsible camping fund coordinator. The reasons for excluding an application for a daytime hub are:

· Uncertainty as to whether a suitable location for a hub would be found, and high workload for staff and elected members involved in investigation and consultation.

· The process of identifying a potential site generates a high level of opposition from local residents.

· A risk of public opposition to Council overtly supporting freedom camping.

· Potential detrimental impact to local campgrounds including lost revenue.

· Likelihood of a considerable reduction of international visitor numbers post COVID-19, meaning many of the issues a hub would seek to resolve may not be present.

4. Conclusion

4.1 Over recent years funding has been granted to Council through the Ministry of Business, Innovation and Tourism’s Responsible Camping Fund and Tourism Infrastructure Fund.

4.2 Officers consider that there are no further funding opportunities applicable to the 2020 round of the Tourism Infrastructure Fund, noting that three of the already-funded projects are yet to be completed.

4.3 A repeat of last year’s funding will be sought through the Responsible Camping Fund, with the exception of the daytime responsible camping hub.

4.4 It is uncertain whether a suitable venue for a future hub could be found and it is unclear whether the responsible camping hub has provided tangible benefits to the community, although it undoubtedly provided a welcome function to freedom campers visiting the city.

4.5 It is possible that the amenities offered at the hub played a part in the reduced numbers and income seen at the Brook and Tahunanui campgrounds.

4.6 Freedom camper numbers are likely to be significantly lower given the impacts of COVID-19. At the time of writing it is uncertain whether the Fund would proceed for 2020/21 summer, and if so in what form.

Author: Paul Harrington, Team Leader Parks and Facilities Assets

Attachments

Attachment 1: A2380705 - Nelson City Council Freedom Camping Research Report - Survey 2019-20 ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

This report relates to funding that is available to Council from Central Government, which would help support the economic, environmental and social wellbeing of the community by contributing to projects and reducing the impacts of freedom camping activity.

2. Consistency with Community Outcomes and Council Policy

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

The funding relates to the sustainable management of our urban environment.

3. Risk

There is some reputational risk associated with decisions relating to freedom camping generally. Potential for public health risk from COVID-19 given RCF funding relates to international travellers e.g. contractors undertaking the survey, however this would be managed through health and safety plans.

4. Financial impact

This report relates to Central Government funding so there is no impact on Council funding. Different options will result in different levels of workload for staff and elected members.

5. Degree of significance and level of engagement

There may be some public interest in a report relating to freedom camping initiatives, however this matter is of low significance because the funding sought is for temporary measures only and therefore no new engagement has been undertaken.

6. Climate Impact

Report relates to funding for temporary measures only.

7. Inclusion of Māori in the decision making process

No engagement with Māori has been undertaken in preparing this report.

8. Delegations

The majority of freedom camping sites (with the exception of the city carparks), potential freedom camping hub locations and possible projects for the Tourism Infrastructure Fund are on reserve land.

The Sports and Recreation Committee has the following delegations to consider funding in relation to freedom camping funding.

Areas of Responsibility:

· 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) Delegations

Item 9: Tahunanui Modellers Pond - Alternative Option Following Iwi Engagement

Sports and Recreation Committee

18 June 2020

REPORT R13761

Tahunanui Modellers Pond - Alternative Option Following Iwi Engagement

1. Purpose of Report

1.1 To recommend to proceed to preliminary design on the Tahunanui Modellers Pond alternative option generally considered appropriate by iwi.

2. Summary

2.1 An alternative design for the area currently occupied by the Tahunanui Modellers Pond has been prepared following engagement with iwi of Te Tau Ihu.

2.2 The existing pond is proposed for infilling and shaped to create a family friendly grassed picnic area surrounded with native trees and shrubs including picnic tables, barbeques and shade, complementing the model train network which could be further extended in future for children.

2.3 The design recognises environmental considerations and expands on the original vegetation of the site and the adjacent estuary margin typical of the wider Waimea Estuary area.

2.4 Cultural interpretation and artwork would be guided by iwi through the design process and form an integral part of the overall design.

2.5 A filtration system is proposed for installation prior to stormwater entering the Centennial Road pump station with further cleansing provided through a wetland of native reeds and rushes before discharge to the back beach estuary.

3. Recommendation

That the Sports and Recreation Committee

1. Receives the report Tahunanui Modellers Pond - Alternative Option Following Iwi Engagement (R13761) and its attachments A2390988 and A2376841; and

2. Approves the alternative option, identified as Option 7, to progress to preliminary design; and

3. Confirms not to proceed with Option 2; and

4. Notes that the decision not to proceed with Option 2 will require alteration of Council Resolution # CL/2019/150 made on 8 August 2019; and

5. Requests Council officers to bring a report back to the Sports and Recreation committee following preliminary design of Option 7.

Recommendation to Council

That the Council

1. Alters, in accordance with Standing Order 22.6, the following parts of Council resolution # CL/2019/150 made on 8 August 2019:

3. Approves ~~progressing Option 2 (with minor updates) of Report R10038 and~~ any alternative option iwi consider appropriate to preliminary design at an additional unbudgeted cost of $80,000; and

4. Background

4.1 The Tahunanui Modellers Pond has experienced weed and algae issues since the addition of copper sulphate was stopped in the early 2000s. Since then the Council has been working on a variety of solutions to resolve this issue, but these investigations have been complex, protracted and expensive.

4.2 A Working Party comprising members from the Tahunanui Modellers Society, Tahunanui Business Association and Council elected members was established to work with staff in developing a solution.

4.3 The terms of reference for the working party included:

‘The purpose of the Group is to maintain a high level oversight over the Modellers upgrade project as it moves through key stage milestones to collaboratively deliver the Council approved upgrade option.’

4.4 A potential solution using ‘Diatomix’, a diatom fertiliser, was trialled, and followed by an extension, however this was not considered a viable option in the long term.

Council Meeting of 8 August

4.5 At the Council Meeting of 8 August 2019 the Council received a report to review the outcome of the Diatomix trial and considered six options on how best to proceed with resolving the historic weed and algae issue at the pond. The options presented by Council officers are summarised as follows:

· Option 1 - Return to estuarine environment;

· Option 2 - Full upgrade of the pond with a concrete base and circulation system;

· Option 3 - Fill the majority of the pond and landscape to provide a shared community space, including a model boat pond;

· Option 4 - Fill the majority of the pond and landscape to provide a shared community space, but not including a model boat pond;

· Option 5 - Continue with the use of Diatomix and incorporate a new ruppia weed management system;

· Option 6 – Do minimum.

4.6 The Council resolved:

That the Council

1. Receives the report Tahunanui Modellers Pond Trial - Way Forward (R10038) and its attachments (A2223677, A2223678, A2223679 and A2230776); and

2. Notes that officers do not support continuing with using Diatomix; and

3. Approves progressing Option 2 (with minor updates) of Report R10038 and any alternative option iwi consider appropriate to preliminary design at an additional unbudgeted cost of $80,000; and

4. Requests Council officers bring a report back to the Sports and Recreation Committee detailing the findings from updated design for Option 2, of Report 10038 and any alternative option iwi consider appropriate before proceeding to public consultation.

4.7 A photograph of the existing pond taken under good conditions reflects what Option 2 could look like if regularly maintained. (Attachment 1)

Nelson City Council and Iwi Managers Forum

4.8 Following the resolution of Council of 8 August 2019 a report was presented to the Nelson City Council and Iwi Managers Forum on 19 November 2019.

4.9 Council officers presented all six options including a ‘do minimum’ option and asked whether an alternative option should be considered. Members of the Working Party were in attendance at the meeting and gave a presentation on why they preferred Option 2 and then answered questions relating to Option 2 which is a full upgrade of the existing pond with a concrete base and improved circulation.

4.10 It was agreed that Council officers would provide iwi with further information if required

Further Iwi consultation

4.11 The Parks and Facilities Asset Manager and Kaihautū engaged with Tiakina, Ngati Toa, and Ngati Tama together with Te Ātiawa.

4.12 Only one iwi, Ngati Toa, supported Option 2. Ngati Toa advised that provided there were no contaminated discharges into the Tahunanui Estuary then Ngati Toa would support Option 2 however they did not want to impose their views onto the local community.

4.13 Discussion around potential opportunities and agreed with iwi included-

4.13.1 A wetland/estuarine planting along the shoreline margin with the back beach estuary. This would consist of native reeds and rushes, trees and shrubs and would filter any runoff from the land before it enters the estuary. It would serve as a natural filter for runoff entering the estuary and provide a protected habitat for estuarine shore life.

4.13.2 Above this wetland the remainder of the previous pond area would be infilled and shaped to create a family friendly grassed picnic area surrounded with native trees and shrubs and include picnic tables, barbeques, drinking water and shade.

4.13.3 The model train network could be further extended for children.

4.13.4 The stormwater flow from Centennial Road should be filtered closer to the pump station with further cleansing through the natural estuarine planting before discharge to the back beach estuary.

4.13.5 Inclusion of cultural interpretation and artwork. This would be guided by iwi through the design process and form an integral part of the overall design, not an ‘add on’.

4.13.6 The impacts of sea level rise and the eastward migration of the Waimea Channel were discussed. It was felt that the Tahuna Beach Reserve is an ever changing environment and that major structures should not be built with the expectation that they could not be threatened in the future.

4.13.7 Ngati Tama and Te Ātiawa felt that the design could accommodate a small pond but built according to environmental principles.

4.14 The values expressed by iwi generally aligned with Options 3 or 4. Option 3 includes a small pond and Option 4 is a variation which allows for a small pond to be planned and built in future.

4.15 To avoid confusion this new option is described as Option 7 while the full upgrade of the existing pond with a concrete base and improved circulation remains as Option 2.

5. Discussion

Alternative option

5.1 The proposed concept landscape design (Attachment 2) was prepared by Canopy Landscape Architecture in an attempt to address the matters of concern to iwi.

5.2 The associated engineering works were prepared by Stantec. A representative from Stantec will be present at the meeting to explain and answer questions relating to primary stormwater filtration, stormwater discharge and other technical matters.

5.3 The following matters are addressed in the concept design:

Landform

5.4 The proposed design attempts to capture the natural landform typical to the upper reaches of the Tahunanui Estuary, or ‘Back Beach’, as it is commonly known. Although the Tahunanui Reserve is a relatively young formation arising from the realignment of the Waimea Channel around 1850, the ground form would have quickly built up aided by windblown dunes and tidal deposits. The shape and contours of this proposed design attempts to reflect that natural landform which is further defined by clusters of native coastal vegetation to provide sheltered areas for picnics and recreation.

Primary stormwater filtration

5.5 Primary stormwater treatment will be installed upstream from the Centennial Park pump station to remove gross pollutants and suspended solids from each of the two stormwater mains conveying stormwater from the upper reaches of the catchment.

Stormwater discharge

5.6 The existing stormwater outlet discharge structure in the existing pond is to be retained with a small water stilling basin around it, discharging cleansed stormwater to the estuary.

5.7 Consultant Stantec will be present at the meeting to present and explain the technical details that relate to the primary filtration at the pump station and stormwater discharge to the estuary.

Estuarine planting

5.8 A feature of the design includes the reinstatement of the original native vegetation, reeds and rushes, along the estuarine margin. Apart from its aesthetic appeal linking to the surrounding estuary edge its primary function is to filter and further cleanse any stormwater as it leaves the site and before it enters the back beach estuary.

5.9 The proposed planting recognises the Waimea Inlet Action Plan by ‘promoting ecologically sustainable uses of the Inlet and its environs’ and ‘increasing and enhancing the estuary margin in the Waimea Inlet’.

5.10 Plant species are drawn from the Waimea Inlet planting list, included within the Waimea Inlet Management Strategy, which includes a range of plant species native to the numerous small islands and coastline of the Waimea Estuary. Tahunanui Beach forms part of that inlet.

5.11 An enhanced environment will eventually re-establish as a natural estuarine habitat.

Model trains

5.12 The theme of the new park space will be built around the existing model train layout. The Nelson Society of Modellers formed in 1958 and the trains have been a feature of the reserve since the early 1960s when the Society established their first track system. Those who have grown up in Nelson remember fondly the numerous birthdays and weekend picnics spent at the beach riding the trains with family and friends. This design aims to continue that theme with opportunities to extend and build on that activity.

Picnic areas

5.13 Family picnic areas will be defined by sweeps of native planting, appropriate to the Tahunanui coastal area. They will include picnic tables, benches, water fountains and barbeques. Windy conditions often make beach picnics unpleasant. A sheltered picnic area will create pleasant environments during these times.

Cultural expression

5.14 Iwi will be invited to co-ordinate artworks and interpretation that tell the stories of Tahunanui.

5.15 A simple performance space will be provided for children’s activities, story-telling, music and dance.

Future small pond provision

5.16 Two iwi, Ngati Tama and Te Ātiawa, felt that out of respect for the Society of Modellers, a small pond could be included in the design but built according to environmental principles.

5.17 To avoid the weed and algal issues currently experienced with the existing pond and to ensure the health and safety of pond users, officers believe it would require filtration and full water treatment. The estimated cost of a pond of approximately 400m2 would be in the order of $400 - $450,000.

5.18 The Modellers Pond Working Party advise that they prefer a pond of at least 1,000m2. On this basis officers feel that a small pond is a low priority at this time and recommend that this decision be deferred for future consideration.

6. Options

6.1 There are two options to consider, noted as options 2 and 7:

Option 2: Full upgrade of the pond with a concrete base

Advantages

· The pond remains and able to be used for model boats

· No new stormwater treatment facility required

· Alternative uses for the pond can be explored assuming the water quality is satisfactory for recreational purposes (kayaking, pedal boats, paddle boards etc.)

· Contaminated material is contained.

· Resource consent is approved – minor variation required.

· Protection against storm-driven debris provided

· Supported by the Modellers Society and Working Party

· Moderate capex and opex cost.

Risks and Disadvantages

· Risk of increased opex cost if the frequency for pond flushing and manual cleanouts increases to stop algae and weed growing.

· Ongoing maintenance required to regularly clean out the base to stop sediment build up

· The pond is susceptible to flood inundation and climate change.

· The asset life for Centennial pump station will be reduced due to increase in salt water entering the pump station.

· A large concrete structure is likely to cause removal problems in future if the Waimea Channel migrates through this area

· Not supported by the majority of iwi or staff

Financial

Capex Cost Range

· $2.43m

· A 20% contingency has been applied due to medium confidence in the estimate.

Opex Cost

· Depreciation $60k p.a. over 40 years

· O&M Cost - $60k p.a. excluding interest costs

· Total Opex $120k p.a.

Programme/Budget Phasing

Year	Stage
19/20	Consultation
20/21	Finalisation of detailed design and amendments to resource consents
21/22	Construction

Option 7: Fill the pond and landscape to provide a shared park space with model trains and picnic areas, resolve stormwater requirements, not including a model boat pond at this stage.

Advantages

· Issues with algae and weed are removed

· Enables the Modellers Society to extend their rail tracks into this area.

· Protection against storm-driven debris provided

· Significantly less concrete construction

· A sheltered family friendly grassed picnic area surrounded with native trees and shrubs and including picnic tables, barbeques, drinking water and shade

· A more natural environmentally successful space

· Native wetland fringe along estuary foreshore

· Stormwater flow from Centennial Road to be filtered above the pump station with final cleansing through the natural estuarine planting before discharge to the back beach.

· An opportunity to contain any potentially contaminated material within the site

· An opportunity to add a small pond in future

· Supported by the majority of iwi and staff

Risks and Disadvantages

· A resource consent will be required

· No model boat pond at this stage

· Filled in area could be susceptible to flood inundation and climate change

· Not supported by the Modellers Society

Financial

Capex Cost Range - overall

· The total capex cost range is $1.25m to $3.75m with the medium cost of $2.5m. The range will reduce as further design details are undertaken.

· A 20% contingency has been included as a percentage of the physical works direct costs applied to preliminary and general, design, professional fees, consenting and contract management

· The uncertainty in this estimate is ±50% which reflects the uncertainty between the concept and the finished product

Opex Cost

· Depreciation $15k p.a. over 40 years

· O&M Cost - $30k p.a. including stormwater activities but excluding interest costs

· Total Opex $45k p.a.

Programme/Budget phasing

Year	Stage
19/20	Iwi consultation/ Concept design
20/21	Preliminary design/ Detail design/ Consent
21/22	Construction

7. Consent

7.1 Under normal circumstances the existing stormwater discharged from Centennial Park pump station via Modellers Pond to the coastal marine area is an occasional overflow only. The original design (Montgomery Watson, 1998) estimated that this would be less than 3% by volume of the annual stormwater flow directed via the Centennial Park pump station directly to the Back Beach.

The treatment of ‘first flush’ discharges from the Centennial Park pump station also has the potential to improve the stormwater discharge quality of the main flow of stormwater and discharge point at Parkers

Cove.

7.2 Consenting Assessment

7.2.1 Regional rule for stormwater discharge

A Discharge Permit RM075499 was granted to Council on 19 February 2009 for a ‘blanket’ consent to discharge stormwater from Council’s district wide reticulated stormwater system to various rivers, streams and creeks within the Nelson region. Discharge of stormwater to the coastal marine area is currently permitted subject to meeting standards (a) to (c) in rule CMr.44.

CMr.44.1 The discharge of storm water or land drainage water into coastal water from any motorway, road, street, roof, yard, paved surface, breakwater, jetty, wharf, boat shed or any other structure is permitted if:

a) the discharge, after reasonable mixing, does not cause:

i) the production of conspicuous oil or grease, film, scum, or foam, or floatable or suspended material, and

ii) any conspicuous change in colour or visual clarity, and

iii) any objectionable odour, and

iv) any significant adverse effects on aquatic life, and

b) after reasonable mixing the classification standards (contained in Schedule CMs) for the receiving water are complied with, and there is no reduction in water quality, and

c) all practicable measures, (e.g. oil separation, screening, filtering or settlement devices), are taken at source to ensure that the quantity of contaminants entering storm water and drainage water is minor.

7.2.2 Application to this project

By replacing the Modellers Pond with a grassed recreational area (Option 7) the overflow from Centennial Park pump station becomes part of the stormwater network. Provided the discharge can meet the standards in rule CMr.44, it is considered a permitted activity and therefore no consent is required.

The infilling of the pond and the construction of a new overflow channel will either require a new consent or variation to the existing consents.

Any development of a new structure is likely to be consented given that Option 2 which involves the development of a concrete pond structure in the same area has already been granted consent. The proposed channel has also been designed to limit the amount of concrete needed and to reflect the surrounding environment and planting.

8. Finance

8.1 The Council meeting on 8 August 2019 resolved to provide $80,000 in the current financial year 2019/20 to take Option 2 and any alternative design considered appropriate to iwi to preliminary design.

8.2 A further $100,000 is included in the draft Annual Plan 2020/21 for preliminary design, detailed design and consent.

8.3 No further funds are provided for construction at this time. It was expected that this figure be submitted for inclusion in the 2021-31 Long Term Plan.

9. Modellers Pond Working Party

9.1 The Modellers Pond Working Party advises that their preference remains as Option 2. Should the Committee resolve to progress Option 7 to preliminary design they ask that a representative of the Modellers Society be consulted to advise on open space requirements to accommodate events involving traction engines and similar machinery. They would also be available to advise on locations for future track extensions. They expressed disappointment at a reduction in informal parking.

9.2 The Working Party has provided valuable assistance to the project, particularly during the Diatomix trial, and it is recommended that they be asked to continue in the role to provide guidance on the relationship between the proposed picnic areas and the model train layout during the next phase of the project.

10. Conclusion

10.1 Option 2, the full upgrade of the pond with a concrete base is not supported by officers nor the majority of iwi. The potential number of users of a new pond is uncertain. Other recreation facilities proposed for future investigation on Tahunanui Beach Reserve, including surf lifesaving, would appear to support greater numbers of participants and are a higher priority for youth. Ongoing maintenance will be required to regularly clean out the base to prevent sediment build-up. Contaminants from stormwater are likely to continue to be discharged into the estuary

10.2 Option 7, based on the engagement with iwi, is environmentally preferable and includes stormwater from the Tahunanui catchment being filtered and cleansed before discharging to the estuary. Sheltered picnic areas in support of the model train network are expected to result in increased use of the area. This option is a variation of Options 3 and 4 and is preferred by staff.

10.3 Given that Option 7 is environmentally more appropriate to the natural character of the Tahunanui Beach Reserve, meets the preferences of the majority of iwi and is likely to result in greater use, particularly from children, officers recommend that further work on Option 2 no longer proceeds and that only Option 7 progresses to preliminary design.

Alteration of previous resolution

10.4 Should the Committee choose to proceed with this report’s recommendation and only take Option 7 to preliminary design then it is necessary to alter the previous resolution of Council of 8 August 2019 to remove the references to Option 2. The Nelson City Council Standing Order 22.6 ‘Revocation or alteration by recommendation applies’.

11. Next Steps

11.1 Proceed to preliminary design for Option 7, the option which generally meets the preferences of the majority of iwi.

Author: Andrew Petheram, Property, Parks and Facilities Asset Manager

Attachments

Attachment 1: A2390988 - Modellers Pond - Image of Existing Pond Following Cleaning. Similar to Option 2 if regularly maintained ⇩

Attachment 2: A2376841 - Modellers Pond - Concept Landscape Design for Alternative Option Following Iwi Engagement - Apr2020 ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

This recommendation meets the purpose of local government by enabling democratic local decision-making and action by, and on behalf of, communities including iwi. It promotes the social, economic, environmental, and cultural well-being of communities in the present and for the future.

Tahuna Beach also serves a regional function with benefits to the wider community and visitors.

2. Consistency with Community Outcomes and Council Policy

The recommendation is in alignment with all three of the following Community Outcomes:

‘Our communities have access to a range of social, educational and recreational facilities and activities’

‘Our unique natural environment is healthy and protected’

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

3. Risk

There is a long term risk (thirty years) that this area will be overtaken by a combination of the eastern migration of the Waimea Channel and sea level rise. The proposed expenditure is considered justified by the expected usage over that period of time.

4. Financial impact

$80,000 is included in the Annual Plan 2019/20 which is adequate to continue to detailed design for this option.

5. Degree of significance and level of engagement

This matter is of low significance for the wider community but of high significance for the users of the pond.

This project has been consulted widely, including with iwi. Further consultation will be undertaken through the Long Term Plan 2021-31 prior to construction.

6. Climate Impact

Sea level rise will eventually result in flooding of this site. Consideration was given to raising the site level however it was felt that taking such measures would be out of step with the surrounding reserve and should be left at this time and treat the reserve as a whole in future.

7. Inclusion of Māori in the decision making process

All iwi of Te Tau Ihu have been consulted in the preparation of this report.

8. Delegations

The Sports and Recreation Committee has the following delegations to consider the redevelopment of the Modellers Pond

Areas of Responsibility:

· Parks and Reserves

Delegations:

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