Agenda of Community Services Committee

Community Services Committee

10 September 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 Celebrate Nelson - Civic House Arts Project Update

5. Confirmation of Minutes

5.1 30 July 2020 6 - 12

Document number M12031

Recommendation

That the Community Services Committee

1. Confirms the minutes of the meeting of the Community Services Committee, held on 30 July 2020, as a true and correct record.

6. Chairperson's Report 13 - 16

Document number R20272

Recommendation

That the Community Services Committee

1. Receives the report Chairperson's Report (R20272).

7. Community Services Quarterly Report 17 - 39

Document number R18117

Recommendation

That the Community Services Committee

1. Receives the report Community Services Quarterly Report (R18117) and its attachments (A2434638 and A2434637).

8. Community Arts Centre Feasibility Study 40 - 110

Document number R13739

Recommendation

That the Community Services Committee

1. Receives the report Community Arts Centre Feasibility Study (R13739) and its attachments (A2438172, A2438181, A2438184); and

2. Refers the Community Arts Centre Feasibility Study report (R13739) and its attachment (A2438172) for consideration in the draft Arts, Heritage and Events Activity Management Plan 2021-31.

CONFIDENTIAL Business

9. Exclusion of the Public

Recommendation

That the Community Services Committee

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

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

Item	General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Particular interests protected (where applicable)
1	Community Arts Centre Feasibility Study - Supplementary Information	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

Community Arts Centre Feasibility Study - Supplementary Information

Section 48(1)(a)

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

The withholding of the information is necessary:

· Section 7(2)(i)

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

Community Services Committee Minutes - 30 July 2020

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.

Attachments

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
	Attachments 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;

	Capex	Comment
2020/21	$120,000	Existing
	$458,000	Brought forward from 2024/25
	$500,000	Potential Provincial Growth Fund (to be confirmed)
	$120,000	Unbudgeted funding
	$1.2M	Total 2020/21

and

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

Item 6: Chairperson's Report

Community Services Committee

10 September 2020

REPORT R20272

Chairperson's Report

1. Purpose of Report

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

2. Recommendation

That the Community Services Committee

1. Receives the report Chairperson's Report (R20272).

3. Background

Homelessness

3.1 We will have an update on the Whare Haumaru (Homeless Hub) project being led by The Male Room with support from the Rotary Clubs of Nelson and Council at our next committee meeting but I did ask staff for their thoughts on where things are at with homelessness right now and the news is good.

3.2 Community Partnerships Advisor Steve Stiles reports that things have changed post lockdown with fewer people drinking in public. As far as the Library goes, Steve tells me that issues with people who are homeless “have simply dropped off”.

3.3 Steve writes: “We have had a growing group of people with some real challenges whose needs have not previously been met, and since the Covid response, we have a had a community-wide response built around Housing First to make sure those needs are being properly addressed - and it’s working.”

Project C-19

3.4 Last month saw the end of Project C-19 which started in March as a collaborative project between Volunteer Nelson and Neighbourhood Support Nelson, funded by Nelson City Council. The project was one of the multiple initiatives from Council to support communities during this time of extreme Covid-19 related disruption.

3.5 C-19 Project Manager Dawn Gauthier says she was amazed how immediately Nelson’s active support networks kicked into action and told the Inspiring Communities website “The organisations were so well equipped that within days, helping hands were reaching out to those who were stretched. The proactive and empathetic approach of community organisations like Age Concern  was impressive.” 

3.6 Dawn says the goal was clear; to support the organisations working with the most vulnerable in the community. To predict which needs might arise and be most crucial, the Project C-19 team designed, built and operated a communication channel between those working on the ground and those facilitating the government’s support measurements during the pandemic. To read more about this project please take a look at the Inspiring Communities website.

https://inspiringcommunities.org.nz/ic_story/project-c-19-collaboration-across-boundaries/

Fringe Festival

3.7 Throughout Covid we’ve heard a lot of talk about people and organisations having to ‘pivot’. In fact, ‘pivot’ may well end up being a contender for 2020’s Word of the Year. Here in Nelson we’ve witnessed pivoting on a grand scale with the Council-supported Fringe Festival having to pivot like world class contortionists when Alert Level 2 arrived.

3.8 Under the leadership of the festival’s director Laura Irish, the Fringe nimbly transformed itself from a live event to a virtual one with shows filmed and put online. The list of people and organisations to thank for making this possible includes: the artists, workshop tutors, judges, the volunteers who filmed the shows, NakedEye Digital Vision for creating and hosting the Virtual Fringe platform, Brendyn Montgomery for his design work on the platform, everyone who donated goods to the festival and the other groups that alongside Council funded the festival, including Bay Landscapes & Garden Centre, the Rātā Foundation and a long list of other sponsors, including MediaWorks, Nelson Weekly, Network Tasman Trust, Creative Communities (Nelson & Tasman), a bunch of volunteers, photographers Olivia Spink and Gabriele de Bazin, NCMA, the Fringe Trust and the public, particularly those members of the public who purchased tickets to shows and then, to support the festival, turned down the opportunity to get a refund.

3.9 In fact, so generous were the public and the festival’s supporters, The Fringe Festival is in the black.

3.10 The Nelson Fringe Festival Trust applied for support from the Emergency Covid-19 Fund as it was thought the festival would not be viable if all ticket-holders asked for a refund. There was also the problem of not being able to sell merchandise or operate a bar. However, with the support of ticket-holders and the community, the Fringe was able to fund the festival without needing support from the fund.

3.11 The Festival said: “knowing this fund was available gave us the confidence we needed to go ahead, thank you!”

Appo Hocton Heritage Panel

3.12 A small ceremony was held last month to mark the unveiling of the Appo Hocton Heritage Panel in Washington Valley. Appo’s descendants, Alvin and Priscilla Schroder, first approached Nelson City Council in 2017 to have an unnamed walkway between Pioneer Crescent and Valley Heights – a trail that winds through the very area of town Appo owned multiple properties - named after him. They were successful, and the path was named Appo Hocton Way late last year.

3.13 Now, an information panel featuring a picture of Appo and an overview of his life and successes stands at the Pioneer Crescent end of Appo Hocton Way. Information for the panel was taken from the book Appo Hocton, Wong Ah Poo Hoc Ting, New Zealand’s First Chinese Immigrant - Nelson 1842-1920, by Karen Stade.

3.14 Wong Ah Poo Hoc Ting, who later became known as Appo Hocton, left China aged nine before gaining a steward job on the New Zealand-bound Thomas Harrison. The ship berthed in Nelson on 25 October 1842, where he joined other crew members and jumped ship.

3.15 Appo was hiding in the Port Hills when the ship left two weeks later. He went on to become the first Chinese man in New Zealand to become naturalised. He bought land in Washington Valley above the tideway, and build several houses, some of which are still in the Hastings Street/Washington Road area.

3.16 Priscilla Schroder told Council: “I’m really pleased there is some recognition there and people will be able to walk up there and think about what he accomplished.”

3.17 A big thank you to the Schroders for pushing for Appo to be recognised. Thanks to the staff who made it happen and thanks also to Cr Trudie Brand for representing the Council at the unveiling on August 25.

Sewing at Elma Turner Library

3.18 With funding from both the Library’s budgets and through the Friends of the Library group, Nelson Libraries have been able to purchase eight sewing machines and associated supplies. Our manager Sarina Barron reports they have set up a Junior Sewing Club where kids can learn how to sew and work towards making a couple of items such as a tote bag and pencil case.

3.19 This was super popular and the kids were loving it but, unfortunately, due to a change in Covid levels, the programme was cut short. The library is, however, looking forward to starting it again as soon as it is safe to do so. The sewing machines have not been sitting idle, though, and have been available to customers to use for their own sewing projects such as making a mask. If you are interested in making a mask, the library will supply the pattern, thread and scissors, you’ll just need to bring your own fabric and elastic.

3.20 Bookings open from 10am-1:45pm, Mon- Fri. Please book by filling out the form over on the libraries website.

3.21 Another recent initiative is YARA (Young Adults Reading Alliance) which is a collaboration between Nelson City and Tasman District Libraries. Our youth librarians have joined forces to provide the teen readers of Tasman and Nelson virtual content and connection but also fun onsite meet ups.

Author: Matt Lawrey, Chairperson

Attachments

Nil

Item 7: Community Services Quarterly Report

Community Services Committee

10 September 2020

REPORT R18117

Community Services Quarterly Report

1. Purpose of Report

1.1 To inform the Committee of the financial and non-financial results for quarters three and four for the activities under its delegated authority.

2. Recommendation

That the Community Services Committee

1. Receives the report Community Services Quarterly Report (R18117) and its attachments (A2434638 and A2434637).

3. Background

3.1 Quarterly reports are being provided to each Committee on the performance and delivery of projects and activities within their areas of responsibility.

3.2 The financial reporting focuses on the year to date performance (1 July 2019 to 30 June 2020) compared with the year-to-date (YTD) approved capital and operating budgets.

3.3 Unless otherwise indicated, all information is against approved operating budget, which is the 2019/20 Annual Plan budget plus any carry forwards, plus or minus any other additions or changes as approved by the Committee or Council.

3.4 More detailed project status reports are included (Attachment 1) for the eight projects that fall under the Community Services Committee. These have been selected if their budget is at least $250,000 for 2019/20, are multi-year projects with a budget over $1 million, or have been assessed to be of particular interest to the Committee. The attached project sheets are still in the old format and are planned to be transitioned to the new format as resources allow.

3.5 Project status is analysed based on three factors; quality, time and budget. From the consideration of these three factors the project is summarised as being on track (green), some issues/risks (orange), or major issues/risks (red). Projects that are within 5% of their budget are considered to be on track in regards to the budget factor.

4. Tenders Awarded

Tenders awarded under delegated authority in this quarter are listed below:

Tahunanui Lions Toilet Upgrade

Coman Construction

$ 797,535

5. COVID-19 Situation

5.1 A separate report on the COVID-19 implications for the activities and facilities which report to the Community Services Committee was received on 11 June 2020 (R17018).

5.2 Due to the COVID-19 situation the reporting for both the third and fourth quarter have been included in this report.

6. City for All Ages Update

6.1 During February and March, a survey was undertaken to gauge the community’s view on age-friendliness in Nelson. Over 600 responses were received and these are currently being analysed. Due to delays caused by COVID-19, the timeline for the strategy has been adjusted and it will now be completed in 2021.

7. International Relationships Policy update

7.1 The International Relationships Policy (the Policy), was adopted by Council on 2 May 2019, subject to iwi feedback. The Policy was presented to the iwi-Council Partnerships Group on 24 June 2020. Feedback given was that the Policy framework needed to be bicultural, capture the iwi-Council partnership and reflect this appropriately within the Policy.

7.2 It was recognised that the Sister Cities Protocols, that formed the original basis for the Policy, should be preserved as a separate suite of documents, as they continue to provide invaluable guidance on Sister Cities matters.

8. Cemetery Strategy

8.1 The development of the Cemetery Strategy is underway and will be reported through the Property and Facilities Activity Management Plan.

9. Community Partnerships and Social Development Updates

9.1 Homelessness: Officers are working intensively with Housing First and agency partners at a strategic level to mitigate levels of homelessness. Council has taken a decision to support the Male Room with their homeless hub project, working alongside other organisations such as Rotary. During and after the COVID-19 response officers worked with wider social sector and welfare teams to support the co-ordination of wrap-around services. Staff also continue to work with the Environmental Inspections Ltd (EIL) and Parks and Facilities teams to connect homeless individuals to appropriate social services.

9.2 Youth Strategy: A number of youth initiatives continued through the lockdown including initiatives focussing on youth into governance and neighbourhood projects. A youth leadership wānanga had to be cancelled in March but funding from this event supported a jointly funded ‘Pathways to Employment, Education and Training’ project supported by Ministry of Social Development, Ministry of Education and Tasman District Council.

9.3 Youth Council: During lockdown Nelson Youth Council received 112 responses to a transport survey to provide a youth view on the Transport Activity Management Plan. The Youth Council also received 46 youth responses to the Heritage Strategy survey. This information was unique and helpful to staff involved in creating the plan to ensure youth perspectives were captured.

9.4 Accessibility: An Accessibility Guide has been approved for Council use to support staff responsible for Council facilities to easily and quickly implement changes which enable a better experience for our community, including our ageing population. This will help ensure Council facilities are more user friendly.

9.5 Refugee and Migrants: A translation project is underway to support the former refugee and various migrant communities in the Nelson region to engage better with Nelson City Council and enable participation in both civic duties and Nelson connections/social life. The project involves translating key council and related documents into different languages – mainly Pasifika and former refugee languages.

9.6 Community Development: Officers worked in partnership with the community during the pandemic funding and supporting ‘Project C19’, which is a project of community organisations collaborating together against COVID-19. Officers supported the community through secondment to Civil Defence for the duration of the lockdown period.

Community Funding Updates

9.7 Emergency fund: A $200,000 emergency fund was established in May to provide grants to community organisations facing financial hardship or increased costs due to Covid-19. Thirty-three applications were received, and $82,220 was granted to eighteen groups. The balance of $117,780 has been carried forward to the 2020/21 year. Members of the funding panel are the Mayor, Deputy Mayor and Chair of the Community Services Committee.

9.8 Community Investment Fund: Applications for grants from the 2020/2021 Community Investment Fund opened in June, with $125,092 available to distribute. This sum includes $18,524 for community safety initiatives, received from Nelson Safer Community Council on its winding up. Applications are assessed and decided under delegation by the Community Investment Fund Panel.

Workshops

9.9 Property and Facilities Activity Management Plan workshop: The first Activity Management Plan workshop on the Parks and Reserves and Property and Facilities Activity Management Plan 2021-31 was held on 18 March 2020. The workshop discussed the activities generally, the assets involved, key issues and opportunities, and levels of service.

9.10 Stoke Hall workshop: A specific workshop was held in June as a discussion on the future of the Stoke Memorial Hall to help support a report that was taken to the Community Services Committee in July.

Founders Heritage Park Updates

9.11 Founders reopened to the public on 14 May. Visitor numbers have returned to pre-COVID-19 levels since the move to Alert Level 1. Venue bookings were slower to resume at 24% of the previous year for quarter four.

Heritage Updates

9.12 Isel House closed due to COVID-19 and has remained closed for the winter season. The house will reopen in spring. Broadgreen House also closed due to COVID-19 and reopened in June.

9.13 The Heritage Festival, due to commence in April, could not be held because of COVID-19. The Festival was redeveloped into a Virtual Festival using Facebook and YouTube, and included a number of short films and community projects held virtually.

9.14 The Miyazu Sister City Sculpture was unveiled by the Mayor. The sculpture was previously sited at Nelson airport but was recently relocated to the Elma Turner library where it sits in pride of place at the entrance. The sculpture was a gift to Nelson City Council in 1996 from its sister City Miyazu in Japan, to celebrate the then 20th anniversary of the two cities’ connection.

Arts Updates

9.15 Councils’ digital projector was used in partnership with the Nelson Provincial Museum and Nelson College to celebrate 150 years of Rugby, and was featured on TVNZ One News.

Events Updates

9.16 Opera in the Park at Trafalgar Park was delivered to approximately 6,500 people, a reduction of 1,000 compared to the previous Opera in the Park. The event was very well received and attendees’ feedback was positive. Feedback from other event organisers both locally and nationally has highlighted a reduction in numbers at events since 2018 due to an increase in competing events. In order to draw larger crowds, bigger headlining acts are needed to increase the level of uniqueness that has been its appeal up to now. In addition to this, work needs to be done to attract a larger and more diverse audience in partnering with Nelson Centre of Musical Arts, to go beyond the performance itself and add development for our community of musicians. Resourcing pressures (eg, rising costs) in relation to the Opera in the Park event are a challenge, and will need to be considered in the draft Long Term Plan process.

9.17 Four Youth Events (Laugh Nelson, Young and Inspired, Rock the City and The Good Food Fest) scheduled in April, May and June had to be cancelled due to COVID-19.

9.18 Ngā Toi Huatau – The Seasonal Arts, a collaborative arts community programme of events was initiated during lockdown and opened an opportunity to create a winter programme of events with a focus on the city centre. Parties included in the design of the programme are Te Ramaroa, the Nelson Festival Trust, Arts Council Nelson, the Nelson Fringe Festival, Nelson Centre of Musical Arts, Māori Partnerships and MakeShift Spaces with other community groups and Council teams joining in. The Matariki Celebration, part of Ngā Toi Huatau – The Seasonal Arts, was the first event to open the winter programme on Saturday 18 July.

10. Libraries Updates

10.1 The central Government has committed $58.8M to support and strengthen library services over the next two years. The funding is being managed by the National Library of New Zealand. The opportunities for Nelson Public Libraries are two-fold: waiving of some national subscription service fees for two years and funding for 1 FTE for 18 months to support the community in the post COVID-19 period. Council is applying for both of these.

10.2 The library is currently working with Nelson’s Ministry of Social Development office on ways to support local job seekers. At this stage the focus is on training opportunities, digital access and promotion of library services. Other initiatives being explored include utilising our relationships with Workbridge and Employable, increasing the availability of our Justices of the Peace, providing relevant computer classes, and the continued provision of low cost or free entertainment and resources.

10.3 The electronic bus ticketing service (Bee card) has been rolled out at Elma Turner Library and Stoke Library, along with the Customer Service Centre and other retail outlets.

10.4 The library Self-Check-Out units were replaced in June and July. The new units provide more functionality, are easier for customers and staff to use and are also more accessible for customers with adjustable height options. They also provide extensive language choices including Te Reo Maori and ‘Pirate’ for children and the young at heart.

10.5 The majority of shelving was replaced at Stoke Library at the end of June. Stoke Library was closed for 3 days to allow for this to occur. The new shelving is safer, fresher and more accessible for staff and customers.

10.6 The demolition of the buildings located at 29 Halifax (next to Elma Turner) earlier this year has resulted in exterior work being undertaken to install new cladding and flashings on the eastern wall of Elma Turner Library. This was to ensure water tightness of this wall of the library. The work has provided a pleasant backdrop to the pop up park that is being installed. This work was completed within existing capital budgets.

10.7 Library usage through the month of June took time to return to pre-COVID-19 levels. However July statistics show an increase in issuing numbers and programme attendance. Visitor numbers at Stoke have increased while at Nightingale Library they have dropped. Visitor numbers at Elma Turner Library have returned to pre-COVID-19 levels.

11. Earthquake prone buildings

11.1 The Stoke Memorial Hall, Stoke Community Hall (which is the building behind the Stoke Memorial Hall), and Refinery building were closed in March and users of the hall relocated to other facilities. Tenants at the Refinery were also relocated until the strengthening has been completed.

11.2 The Stoke Memorial Hall far wall (closest to the Stoke the Community Hall) has since been stabilised, enabling the Community Hall to be used again. A separate report to Council in July discussed the Stoke Memorial Hall and strengthening of it. The Refinery earthquake strengthening project has started with design work underway.

11.3 Also related, Council has recently decided to deconstruct the building at Mediterranean Foods. A report went to Council in June on this matter.

12. Financial Results

12.1 Profit and Loss by Activity

Notes

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

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

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

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

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

Operating Revenue (excluding rates)

Operating Expenditure (excluding internal interest)

12.2 Community Housing income is greater than budget by $463,000. These properties were originally assumed to be sold half-way through the year – income was therefore budgeted for six months but has been received for 12 months.

12.3 Community Housing expenditure is greater than budget by $382,000. As mentioned above, expenditure was budgeted for six months but has been incurred for 12 months. In addition, unbudgeted legal expenses and audit fees of $84,000 and $25,000 have been incurred respectively - these costs will capitalised. Depreciation expenditure is under budget by $73,000.

12.4 Community Liaison Grant expenditure is less than budget by $204,000. The COVID-19 Emergency Community Organisation Grant fund is underspent by $118,000. There is a variance between actual and budgeted staff costs within cost centres but overall, actual staff costs are in line with budget. Finance is currently reviewing Staff Costs to reduce the variances going forward.

12.5 Community Programmes expenditure is less than budget by $230,000. There is a variance between actual and budgeted staff costs within cost centres but overall, actual staff costs are in line with budget. Staff Costs are being reviewed to reduce the variances going forward.

12.6 Employment Assistance expenditure is less than budget by $107,000. There is a variance between actual and budgeted staff costs within cost centres but overall, actual staff costs are in line with budget. Finance is currently reviewing Staff Costs to reduce the variances going forward.

12.7 Founders Park income is less than budget by $119,000. The book fair was not held this year due to COVID-19. ($120,000 income budgeted)

12.8 Festivals expenditure is less than budget by $62,000. The Council Requested Events fund budget is underspent by $47,000 due to COVID-19.

12.9 Greenmeadows Centre expenditure is greater than budget by $131,000. Depreciation costs, internal interest expenditure and insurance are over budget by $57,000, $33,000 and $30,000 respectively. Budget was set prior to the building being completed.

12.10 Nelson Library income is less than budget by $53,000. This variance is made up of loan charges and library fees. These items were tracking under budget before COVID-19, and the variances were exacerbated during the lockdown and opening restrictions during level 2.

Terms used

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

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

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

Capital Expenditure

Capital expenditure forecast chart

13. Commentary on Capital Projects

13.1 There are eight capital projects, within the Community Services Committee delegations, that are included as part of the quarterly reporting. Four of these are over $250,000 for 2019/20 and two are included as they are over $1m over three years. The remainder are included as they are of particular interest to the Committee.

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

13.3 These project updates are appended in Attachment 1. These figures exclude staff costs. These reports do not follow the newly updated format and Council officers will be transitioning to this new format over time.

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

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

14. Status Reports

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

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

15. Key Performance Measures

15.1 As part of the development of the Long Term Plan 2018-28 (LTP) Council approved levels of service, performance measures and targets for each activity. There are fourteen performance measures that are within the Community Services Committee’s delegations. The final results for each measure will be reported on through the Annual Report. The scale to report on the performance measures is as follows:

· Achieved

· On track

· Not achieved

· Not on track

15.2 Five of the fourteen measures were achieved at the end of 2019/20. A number of measures were substantially affected by the COVID-19 lockdown with community facilities closed to the public and all public events cancelled. Tracking prior to lockdown suggests that at least three more performance measures would have reached their target including Founders Park visitor numbers, Suter gallery visitor numbers and Library digital usage. Attachment 2 (A2434637) lists all performance measures, their status and commentary.

16. Conclusion

16.1 The review of performance for the fourth quarter of 2019/20 for the Community Services Committee is included in this report, with project reports and performance measure updates attached.

Author: Sarina Barron, Manager Libraries

Attachments

Attachment 1: A2434638 Project Sheets for Community Services Committee 2019-20 ⇩

Attachment 2: A2434637 Performance Measures for Community Services Committee 2019-20 ⇩

Item 8: Community Arts Centre Feasibility Study

Community Services Committee

10 September 2020

REPORT R13739

Community Arts Centre Feasibility Study

1. Purpose of Report

1.1 To receive the Community Arts Centre Feasibility Study report and recommendations, and refer the Feasibility Study to the Arts, Heritage and Events Activity Management Plan (AMP) 2021-31 for consideration.

2. Recommendation

That the Community Services Committee

1. Receives the report Community Arts Centre Feasibility Study (R13739) and its attachments (A2438172, A2438181, A2438184); and

2. Refers the Community Arts Centre Feasibility Study report (R13739) and its attachment (A2438172) for consideration in the draft Arts, Heritage and Events Activity Management Plan 2021-31.

3. Background

3.1 The Refinery Art Space building on Halifax Street is owned by Council and has been run as a contemporary art space since 2003, supporting local emerging artists, providing a space for community art exhibitions and highlighting Nelson’s wealth of artistic talent.

3.2 The Refinery has an Earthquake-Prone Building notice under the Building Act 2004. The building is 11% of the New Building Standard (NBS) and determined to be earthquake prone. Council has until June 2032 in order to comply with the notice by strengthening the building or removing the hazard. Council has budgeted to undertake the strengthening work in 2020/21. The refinery is closed until strengthening work is undertaken and this is due to be complete by June 2021.

3.3 It is important to note that the current capacity in respect of fire regulations of the building is 42 people. The current work taking place is for seismic strengthening only, and no changes to capacity. However, costing for different options for improving the capacity and what would be required for that are being sought.

3.4 Council allocated funding for a Feasibility Study on the development of a Community Arts Centre after receiving a public submission to the Long Term Plan 2018-28. Budget was included in 2018/19 for this to occur. This aligns with the development of Rutherford Park and the concept to have the Refinery as one of the main gateways into the Park.

3.5 After the closure of the ‘Artery’ arts centre on New Street, which was then reopened as a Youth Centre, most recently known as the “New Hub”, there has been a gap in the provision of a Community Arts Centre.

3.6 This has been discussed by Council for a number of years and a suitable location has not been agreed. The submission to the Long Term Plan 2018-28 was to undertake a Feasibility Study for the extension of the existing Refinery building to expand this to incorporate a larger centre with community spaces, artist galleries and studios.

3.7 Community Art Works, based in the former Hunting and Fishing building at 81 Achilles Avenue in Wakatu Square is on a month by month lease and require a longer term option. A recent report on the building in relation to fire risk noted there has been a change of use – from Commercial to Communal non-Residential, and if it is to remain occupied, the building will require an upgrade to meet the current building code. The development of a Community Arts Centre provides an option to house this community arts organisation and potentially free up space in Wakatu Square.

3.8 This report presents the Feasibility Study (attachment one), concept designs (attachment two) and cost estimates (attachment three) prepared by Policy Works. This report also provides a summary of engagement undertaken and recommendations for next steps.

4. Discussion

Recommendations from Feasibility Study

4.1 The Community Arts Centre Feasibility Study has the following recommendations:

4.1.1 Construct a new Community Arts Centre at the rear of The Refinery building as a multi-user facility for arts/creative activities.

4.1.2 Keep the building separate from the earthquake strengthening of the existing Refinery building.

4.1.3 Council to signal that the community has a role in contributing to this project. Council to establish a Community Arts Centre Development Group to develop fundraising and have input into design and build stages.

4.1.4 Council to set the Community Arts Centre Development Group a target for fundraising and then to consider its own contribution through the 2021-31 Long Term Plan.

4.1.5 Council to provide financial support for capital costs and operating costs.

4.1.6 Council to call for Expressions of Interest from existing arts organisations for operational management of the Centre.

4.2 It is proposed in the Feasibility Study that the Centre, once developed, is managed by a community organisation, either through a new model or under an existing Trust such as Arts Council Nelson. These issues require further investigation and will be brought back to the Committee at a future meeting for consideration.

Council workshop

4.3 A Council workshop was held on 12 May 2020. Consultants from Policy Works were in attendance to present the findings of public engagement and to seek governance feedback. There was general support for the concept and location at the Refinery, and there were no objections that a Community Arts Centre should receive Council funding.

Budget

4.4 The cost to develop and construct the proposed Community Arts Centre is estimated in the Feasibility Study at over $2.1M. However officers do not believe this budget has a satisfactory contingency, suggested at 10%, given the very early stage of this estimate. A more realistic contingency of 30% suggests a high level estimate of $2.5M for the project. Opportunities for grant funding have been explored, although it is noted that post COVID-19, community demands on funding have intensified and some funders have reduced their funding distribution.

4.5 The Feasibility Study recommends that Council as landowner make a budget provision of $2 million towards construction costs in its Long Term Plan 2021-31 and that it constitutes a Community Arts Centre Development Group to make community funding applications to raise the difference ($350,000). Council will also need to consider the ongoing operational costs that would be required. This is estimated to be around $172,000 per annum.

4.6 There is currently no budget allocation for this project in the Long Term Plan 2021-31 budgets. However, based on the report and its findings, it is proposed that Officers prepare a business case and include a provision in the draft LTP for consideration. Council will need to consider this project alongside its other priorities in the draft LTP.

Alternative options

4.7 At a Council workshop on 20 August 2020, regarding the Arts, Heritage and Events AMP 2021-31, there was some interest in exploring alternative options to the Refinery and officers were asked to provide some further information in this report. Given Council’s previous decision to commission work focused on the Refinery, alternative options to the Refinery have not been reconsidered in any detail in the preparation of this report. However in light of the recent discussion and request at the workshop, some brief background information is provided in a separate report in Public Excluded.

5. Options

5.1 Option one is the recommended option.

Option 1: Refer the Community Arts Centre Feasibility Study to the AMP/LTP process as per the recommendation
Advantages	· This is in line with the previous LTP to undertake a Feasibility Study · The recommendations in the Feasibility Report can be considered as part of the AMP + LTP process · Other options for a Community Arts Centre can be considered
Risks and Disadvantages	· Nil
Option 2: Decline to refer the Community Arts Centre Feasibility Study to the AMP/LTP process
Advantages	· Nil
Risks and Disadvantages	· The Feasibility Study will not be considered as requested in the 2018-28 LTP · Other options for a Community Arts Centre will not be considered

6. Conclusion

6.1 Council has considered development of a Community Arts Centre for many years. This report considers recommendations in a Feasibility Study report for a Community Arts Centre at the Refinery. The recommendation is for Council to consider funding this project through the draft LTP 2021-31.

7. Next Steps

7.1 A high level Business Case will be developed and the project considered in the draft Arts, Heritage and Events Activity Management Plan 2021-31. This will feed into the draft LTP 2021-31.

Author: Shanine Hermsen, Team Leader Arts and Heritage

Attachments

Attachment 1: A2438172 - Community Arts Centre Feasibility Report August 2020 ⇩

Attachment 2: A2438181 - Community Arts Centre feasibility concept designs ⇩

Attachment 3: A2438184 - Community Arts Centre preliminary cost estimates ⇩

Important considerations for decision making

1. Fit with Purpose of Local Government

Consideration of the development of a Community Arts Centre allows Council to make a decision on how to provide an asset to support community and cultural wellbeing through the potential provision of a Centre for these activities.

2. Consistency with Community Outcomes and Council Policy

The recommendation in the report is consistent with the following community outcome:

· Our Communities have opportunities to celebrate and explore their heritage, identity and creativity.

· We have a strong sense of community, enhanced by the wide range of arts, cultural and sporting opportunities on offer.

3. Risk

There is a medium risk around raising expectations of an increased Council spend on a Community Arts Centre.

There is a risk that the project may not reach external funding targets and require more investment from Council.

4. Financial impact

The recommendations in this report do not require any financial commitment from Council. Financial contribution will be considered via the Long Term Plan 2021-31.

5. Degree of significance and level of engagement

Council has already engaged with key stakeholders and partners and will continue to do so if the project is supported through the Long Term Plan 2021-31.

6. Climate Impact

Current and future climate change impact has not been considered in the preparation of this report.

7. Inclusion of Māori in the decision making process

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

8. Delegations

The Community Services Committee has the following delegations to consider Founders Heritage Park matters:

Areas of responsibility:

· Arts, Culture and Heritage

· Community Development

· Heritage Facilities

· Founders Heritage Park

Delegations:

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

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

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

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

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