Minutes of a meeting of the Community Services Committee

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

On Thursday 30 July 2020, commencing at 10.08a.m.


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

In Attendance:     Group Manager Community Services (R Ball), Group Manager Strategy and Communications (N McDonald), Team Leader Governance (R Byrne), Governance Adviser (J Brandt) and Youth Councillors S Wenink Smith and R Sapkota

Apologies :           Nil



1.       Apologies

There were no apologies.

2.       Confirmation of Order of Business

As both public forum presentations were in relation to Item 8 (Providing a Homeless Hub at the Male Room), the Chairperson subsequently moved agenda item 8 to follow public forum.

3.       Interests

Councillors Noonan, Brand and Courtney declared an interest in Item 8 (Providing a Homeless Hub at the Male Room).

4.       Public Forum 

4.1       Rotary Clubs of Nelson -  Support for the Homeless Hub

Nelson Rotary Board Member, John Hambleton, supported by Gaile Noonan, Nelson Rotary President, tabled a supporting document (A2432696), noting a correction to page 2 where square meterage of the second hand school room building should read 66m2, not 78m2. He spoke on behalf of the four Rotary Clubs of Nelson, outlining the details of Rotary’s commitment in principle for the Homeless Hub.

Mr Hambleton spoke about the comprehensive support package Rotary was envisaging to provide, noting substantial financial contributions of up to $20,000 subject to a District grant application, and many in-kind contributions.

Mr Hambleton answered questions about the envisaged timeframe for the project, and linkages to other community groups.

The Committee expressed their thanks to Rotary.



1    A2432696 - Rotary Club Nelson - Report on Project Whare Haumaru 30Jul2020



4.2       Male Room – Homeless Hub

Phil Chapman, of the Male Room, supported by Tipene, spoke about what the Homeless Hub meant for future users of the hub, noting that having a place to have a shower, do the washing, be warm and feel safe were invaluable.

Mr Chapman and Tipene answered questions about services provided for the homeless in Nelson during the COVID-19 lockdown and what had changed in the time following lockdown.

Mr Chapman answered questions about the community support for the project, including connections to the Menz Shed.


5.       Providing a Homeless Hub at the Male Room (agenda item 8)

Document number R18120, agenda pages 19 - 28 refer.

Attendance: Councillors Noonan, Brand and Courtney left the meeting at 10.39a.m., as they had previously declared an interest in this item. They took no part in discussion or voting on the matter.

Manager Community Partnerships, Mark Preston-Thomas and Community Partnerships Adviser, Scott Tambisari presented the report.

Mr Preston-Thomas noted that new information from the Rotary Clubs of Nelson had come to light in regard to supporting the project, which had resulted in changes to the officer recommendations.

He further noted an update to report section 5.20, namely that the Ministry of Housing and Urban Development (MHUD) had been acquainted with the project proposal and was supportive of option 1 of (in the options table of the report) and was currently considering funding options.

The Rotary Clubs of Nelson had spoken of their commitment in principle during Public Forum.

Her Worship the Mayor noted she was providing a contribution from the Mayoral fund to be used for fees for consenting processes relating to the project up to the value of $3,500. This was contingent on partner or community funding and/or in-kind contributions taking place.

The officer recommendation was amended as it was agreed that clause 4 was not needed and that clause 3 should include in-kind contributions.


Resolved CS/2020/019


That the Community Services Committee

1.     Receives the report Providing a Homeless Hub at the Male Room (R18120); and

2.     Approves funding of up to $30,000 from existing Community Partnerships budgets for hub facilities at the Male Room; and

3.     Agrees that a Council contribution to build costs is contingent on partner or community funding and/or in-kind contributions to cover the residual costs.


Lawrey/Her Worship the Mayor                                                         Carried


Attendance: Councillors Noonan, Brand and Courtney returned to the meeting at 11.06a.m.

6.       Confirmation of Minutes (agenda item 5)

6.1       11 June 2020

Document number M10929, agenda pages 7 - 13 refer.

A correction to the minutes relating to agenda item 8 (Chairperson’s Report) was noted, replacing paragraph 3 of the report with the following:


Discussion took place about the portacom unit that was being considered for future use as a hub for homeless people. It was noted that if the portacom was used for people who are homeless, replacement of the unit needed to be considered and that the delegation for this matter sat with the Sports and Recreation Committee.


Resolved CS/2020/020


That the Community Services Committee

1.     Confirms the amended minutes of the meeting of the Community Services Committee, held on 11 June 2020, as a true and correct record.

Courtney/Brand                                                                                Carried

6.2       9 July 2020 - Extraordinary Meeting

Document number M11993, agenda pages 14 - 16 refer.

Resolved CS/2020/021


That the Community Services Committee

1.     Confirms the minutes of the extraordinary meeting of the Community Services Committee, held on 9 July 2020, as a true and correct record.

Lawrey/Sanson                                                                                 Carried


7.       Chairperson's Report (agenda item 6)

Document number R18185, agenda pages 17 - 18 refer.

Councillor Lawrey spoke to his report, highlighting recent activities at Founders Heritage Park and from the Ngā Toi Huatau programme. Councillors Noonan and Bowater spoke about the ‘Italians in the Wood’ information board unveiling and celebration.

Councillor Lawrey further shared information from the Nellie Nightingale annual Startlight stories event and library activities as part of Virtual NZ Music Month.


Resolved CS/2020/022


That the Community Services Committee

1.     Receives the report Chairperson's Report (R18185).


Fulton/McGurk                                                                                  Carried



1    A2435156 - Library Event photo 30Jul2020


8.       Youth Council Update (agenda item 7)

Youth Councillors Wenink Smith and Sapkota gave an update on recent Youth Council activities such as submissions made to the following consultations: the Annual Plan (Public Transport, Active Transport, and Speed Limits), the Nelson Future Access Study, and the Heritage Strategy. Other highlights noted were the Top of the South Forum, the replacement of stone benches along the Maitai and Beecard promotion for NBus.

The meeting was adjourned from 11.21a.m. to 11.36a.m.

9.       Stoke Memorial Hall Strengthening

Document number R17000, agenda pages 29 - 61 refer.

Parks and Facilities Activity Planner, Jane Loughnan presented the report and answered questions about potential future user groups of the hall, their requirements and what information had been sought in this regard. It was noted that if the hall had additional features such as acoustic treatment, more users may be attracted to the hall.

Ms Loughnan and consultant Chris Milne answered questions about the seismic assessments undertaken, the differences between the loadings (Importance Level 2 and Importance Level 3), their relation to the earthquake rating, common thresholds for community halls, the asbestos estimate and funding opportunities through other organisations.

Attendance: Councillor Skinner left the meeting at 12.03p.m.

Discussion took place as to whether option 2 (report R17000) was sufficient to future proof the hall for maximum use noting there may be elements from option 3 (report R17000) that would be beneficial to incorporate into the upgrade. Questions were raised about upcoming scheduled maintenance and renewal that may be incorporated. The officer’s recommendation was amended to allow for future consideration of the level of upgrades, and for information be brought back to a future Committee meeting.

Attendance: Councillor Lawrey left the meeting from 12.14p.m. to 12.17p.m during which time Councillor Bowater assumed the Chair.

The meeting was adjourned from 12.34p.m. to 12.59p.m.

Resolved CS/2020/023


That the Community Services Committee

1.     Receives the report Stoke Memorial Hall Strengthening  (R17000) and its attachment (A2383503); and

2.     Approves commencement of design for seismic strengthening the Stoke Memorial Hall to  67% of the New Building Standard (Importance Level 3); and

3.     Notes that an application to the Provincial Growth Fund for $500,000 has been sought for the work for strengthening the Stoke Memorial Hall; and

4.     Requests officers to provide additional information for hall improvements from option 3 (of report R17000) to a future Community Services Committee meeting.

O'Neill-Stevens/Sanson                                                                     Carried

Recommendation to Council CS/2020/024


That the Council

1.     Approves the total allocation of $1.2M in 2020/21 in capital expenditure for seismic strengthening the Stoke Memorial Hall to 67% of the New Building Standard (Importance Level 3), with the project to commence in 2020/21, subject to the success of the Provincial Growth Fund application, as set out in the table below;







Brought forward from 2024/25


Potential Provincial Growth Fund (to be confirmed)


Unbudgeted funding


Total 2020/21


2.     Agrees that, if the Provincial Growth Fund application for strengthening the Stoke Memorial Hall is unsuccessful, Council will still proceed with the design work for the project, with physical works timing to be confirmed in the Long Term Plan 2021-31.


O'Neill-Stevens/Sanson                                                                     Carried




There being no further business the meeting ended at 1.05p.m.


Confirmed as a correct record of proceedings:




                                                         Chairperson                                    Date