Notice of the ordinary meeting of the

Sports and Recreation Committee

Kōmiti Hākinakina, Papa Rēhia Hoki

Agenda

Rārangi take

Chair                 Cr Tim Skinner

Deputy Chair   Cr Trudie Brand

Members          Her Worship the Mayor Rachel Reese

                         Cr Yvonne Bowater

                         Cr Mel Courtney

                         Cr Kate Fulton

                         Cr Judene Edgar

Cr Matt Lawrey

Cr Brian McGurk

Cr Gaile Noonan

Cr Rohan O’Neill-Stevens

                         Cr Pete Rainey

                         Cr Rachel Sanson

Pat Dougherty

Chief Executive

Quorum: 2

Nelson City Council Disclaimer

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

 

Areas of Responsibility:

·    Bylaws, within the areas of responsibility

·    Campgrounds

·    Marina

·    Modellers’ Pond

·    Natureland

·    Nelson Gondola Project and Koata Park

·    Parks and Reserves, aside from

o      Saxton Field (a matter for the Saxton Field Committee)

o      Greenmeadows Community Centre, Stoke Memorial Hall, and Tahunanui Community Centre (matters for the Community Services Committee)

o      Heritage Houses and their grounds (matters for the Community Services Committee)

·  Recreation and Leisure Facilities and Services, including swimming pool facilities and Waahi Taakaro Golf Course

·  Rural Fire Activities

·  Sports Fields, including Trafalgar Park and the Trafalgar Pavilion

·  The Trafalgar Centre

Delegations:

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

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

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

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

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

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

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

Powers to Recommend to Council:

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

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

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

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

·  Decisions regarding significant assets

·  Decisions in relation to the Nelson Gondola Project and Koata Park

 

17 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       Electrix Cheer Sport Nelson - New Gym Sports Stadium

5.       Confirmation of Minutes

5.1       6 August 2020                                                                            2 - 2

Document number M13037

Recommendation

That the Sports and Recreation Committee 1.     Confirms the minutes of the meeting of the Sports and Recreation Committee, held on 6 August 2020, as a true and correct record.

6.       Chairperson's Report  

7.       Sports and Recreation Committee Quarterly Report to 31 March 2020 and to 30 June 2020  2 - 2

Document number R16941

Recommendation

That the Sports and Recreation Committee   1.     Receives the report Sports and Recreation Committee Quarterly Report to 31 March 2020 and to 30 June 2020 (R16941) and its attachments (A2435125 and A2433454).

       

CONFIDENTIAL Business

8.       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: ·        Chris Ward, of PolicyWorks, remain after the public has been excluded, for Item 2 of the Confidential agenda (Potential Land Exchange – Maitai Valley), as he has knowledge relating to this agenda item that will assist the meeting; and ·        Hemi Toia, of Koata Ltd, remain after the public has been excluded, for Items 2 and 3 of the Confidential agenda (Potential land Exchange – Maitai Valley, and Recreational Use of Land owned by Koata Limited), as he has knowledge relating to these agenda items that will assist the meeting; and ·        Duncan Laing, of Simpson Grierson, remain after the public has been excluded, for Item 4 of the Confidential agenda (Brook Reserve – Reserve Management Plan Process), as he has knowledge relating to this agenda item 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	Sports and Recreation Committee Meeting - Public Excluded Minutes -  6 August 2020	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: ·    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
2	Potential Land Exchange – Maitai Valley	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)
3	Recreational Use of Land owned by Koata Ltd	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)(c)(i)      To protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied ·    Section 7(2)(i)      To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)
4	Brook Reserve - Reserve Management Plan Process	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: ·    Section 7(2)(g)      To maintain legal professional privilege

 

 

 

 

  

 

Minutes of a meeting of the Sports and Recreation Committee

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

On Thursday 6 August 2020, commencing at 10.04a.m.

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

In Attendance:     Chief Executive (P Dougherty), Group Manager Community Services (R Ball), Group Manager Strategy and Communications (N McDonald), Governance Adviser (E-J Ruthven), and Governance Support (K McLean)

Apologies :           Nil

 

The meeting was adjourned from 10.04a.m to 10.15a.m, during which time Councillor Fulton left the meeting. 

 

1.       Apologies

There were no apologies.

2.       Confirmation of Order of Business

The Chair noted there was a public forum presentation.  There were no other changes 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.

Attendance: Councillor Fulton returned to the meeting at 10.17a.m.

4.       Public Forum 

4.1       Tasman Rugby Union

            Chief Executive Tasman Rugby Union, Tony Lewis, spoke about the Artificial Turf Feasibility Study.  He explained that Tasman Rugby Union supported an artificial turf development, including a potential financial contribution, but noted its preference that it be located at Trafalgar Park.  Mr Lewis suggested that an artificial turf development would predominantly be utilised by community rugby and football players.

            Mr Lewis answered questions regarding the reasons for the Tasman Rugby Union’s preference for an artificial turf development at Trafalgar Park rather than elsewhere, the use of artificial turf for rugby elsewhere, and whether artificial turf could allow for diverse non-sporting community users of Trafalgar Park.

5.       Confirmation of Minutes

5.1       18 June 2020

Document number M10941, agenda pages 7 - 18 refer.

Resolved SPO/2020/027
	That the Sports and Recreation Committee 1.     Confirms the minutes of the meeting of the Sports and Recreation Committee, held on 18 June 2020, as a true and correct record.
Courtney/O'Neill-Stevens                                                                  Carried

  6.     Chairperson's Report

Document number R18182 The Chairperson’s Report was tabled (A2436185), and Councillor Skinner spoke to his report.  Councillor Skinner noted the memorial service for former Mayor Kerry Marshall, as well as the passing of and memorial service for Jock Edwards, who had been involved in numerous sporting codes in the Nelson region over many years. Group Manager Community Services, Roger Ball, answered questions regarding survey work underway with permanent residents at the Brook Camp.
Resolved SPO/2020/028
	That the Sports and Recreation Committee 1.     Receives the report Chairperson’s Report (R18182) .
Edgar/Bowater                                                                                  Carried
Attachments 1    A2436185 - Tabled document - Chairperson's Report

 

7.       Artificial Turf Feasibility Study

Document number R18174, agenda pages 19 - 135 refer.

Manager Parks and Facilities, Rosie Bartlett, and Team Leader Parks and Facilities Activity Management, Paul Harrington, presented the report.  Along with Group Manager Community Services, Roger Ball, Ms Bartlett and Mr Harrington answered questions regarding: ·    the process to be followed if Council wished to progress this project for inclusion in the draft Long Term Plan; ·    the potential environmental impact of an artificial turf development and whether it could be made carbon neutral; ·    community demand and sporting code support for an artificial turf development, including potential financial contributions from sporting codes; ·    the potential costs involved in developing an artificial turf; and ·    consideration of a Trafalgar Park location, as well as the locations identified in the study.
Resolved SPO/2020/029
	That the Sports and Recreation Committee 1.     Receives the report Artificial Turf Feasibility Study (R18174) and its attachment (A2418020).
Fulton/Courtney                                                                                Carried
The meeting was adjourned from 11.21a.m. to 11.32a.m.
Resolved SPO/2020/030
That the Sports and Recreation Committee 2.     Refers report R18174 and its attachment (A2418020) for consideration in the draft Parks and Reserves Activity Management Plan 2021-31.
Brand/Courtney                                                                                Carried
The Chair explained that the meeting would move to consider items on the confidential agenda, before returning to consider the remaining item on the open agenda.

 

8.       Exclusion of the Public

The Chair explained that Sport Tasman Chief Executive, Nigel Muir, would be in attendance for Item 2 of the Confidential agenda (Urgent Funding Request – Sport Tasman); and Tasman Rugby Union Representatives, Tony Lewis and Koren Grason, would be in attendance for Item 3 of the Confidential agenda (Urgent Funding Request – Tasman Rugby Union) to answer questions and, accordingly, the following resolution was required to be passed:
Resolved SPO/2020/031
	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: ·        Sport Tasman Chief Executive, Nigel Muir, remains after the public has been excluded, for Item 2 of the Confidential agenda (Urgent Funding Request – Sport Tasman), as he has knowledge relating to Sport Tasman’s request that will assist the meeting; and ·        Tasman Rugby Union Representatives, Tony Lewis and Koren Grason, remain after the public has been excluded, for Item 3 of the Confidential agenda (Urgent Funding Request – Tasman Rugby Union), as he has knowledge relating to Tasman Rugby Union’s request that will assist the meeting.
Noonan/Brand                                                                                  Carried
Resolved SPO/2020/032
That the Sports and Recreation Committee 1.     Excludes the public from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Brand/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 -  18 June 2020	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		Urgent Funding Request - Sport Tasman	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
3		Urgent Funding Request - Tasman Rugby Union	Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7	The withholding of the information is necessary: ·    Section 7(2)(b)(ii)      To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

The meeting went into confidential session at 11.51a.m. and resumed in public session at 1.51p.m.

9.       Aquatic Facilities Strategy

Document number R13742, agenda pages 136 - 232 refer.

Manager Parks and Facilities, Rosie Bartlett, and Parks and Facilities Activity Planner, Jane Loughnan, presented the report. Attendance:  Councillor Bowater returned to the meeting at 1.53p.m. Ms Bartlett and Ms Loughnan answered questions regarding: ·     the breadth of aquatic facilities in the region, including natural features such as the beach or rivers, as well as built pools; ·     accessing pools by members of the public, including by modes other than vehicle travel; ·     building sustainability and carbon reduction actions into current operations and any future developments, for example by including solar panels; ·     potential timeframes for actions suggested in the strategy document, including whether work at Riverside Pool should be prioritised ahead of work at Nayland Pool; ·     maintenance schedules and health and safety requirements for current pool assets; ·     natural hazard risks in relation to the pool network; ·     barriers to pool use, including accessibility issues for users with physical or mental health needs, entry costs, and cultural barriers for some populations in the region; ·     Council’s role in the pool network, including learn-to-swim, water safety and confidence building roles; and ·     heritage values associated with Riverside Pool.
Attendance:  Her Worship the Mayor left the meeting at 2.29p.m, and Councillor Rainey left the meeting at 2.31p.m. It was noted that the wider context of questions raised during the committee meeting would feed into the draft Property and facilities Activity Management Plan 2021-2031 process.
Councillor Noonan, seconded by Councillor Bowater, moved That the Sports and Recreation Committee 1.     Receives the report Aquatic Facilities Strategy (R13742) and its attachment (A2354680); and 2.     Refers the content of report R13742 and its attachment (A2354680), along with feedback provided at the Sports and Recreation Committee meeting of 6 August 2020,for consideration in the draft Property and Facilities Activity Management Plan 2021-31.
The meeting was adjourned from 2.46p.m. to 2.48p.m, during which time Councillor McGurk left the meeting. Councillor Fulton, seconded by Councillor Courtney, moved an amendment: That the Sports and Recreation Committee 1.     Receives the report Aquatic Facilities Strategy (R13742) and its attachment (A2354680); and 2.     Amends the Aquatic Facilities Strategy to reflect the feedback provided at the Sports and Recreation Committee meeting of 6 August 2020; and 3.     Refers the content of report R13742 and its attachment (A2354680), along with feedback provided at the Sports and Recreation Committee meeting of 6 August 2020,for consideration in the draft Property and Facilities Activity Management Plan 2021-31.
The amendment was put and lost, and the substantive motion was put.
Resolved SPO/2020/038
	That the Sports and Recreation Committee 1.     Receives the report Aquatic Facilities Strategy (R13742) and its attachment (A2354680); and 2.     Refers the content of report R13742 and its attachment (A2354680), along with feedback provided at the Sports and Recreation Committee meeting of 6 August 2020,for consideration in the draft Property and Facilities Activity Management Plan 2021-31.
Noonan/Bowater                                                                               Carried

      

 

 

Restatements

 

It was resolved while the public was excluded:

 

1

PUBLIC EXCLUDED: Urgent Funding Request - Sport Tasman

That the Sports and Recreation Committee 1.     Receives the report Urgent Funding Request - Sport Tasman (R18084) and its attachment (A2423730); and 2.     Approves that, as an interim response to COVID-19 financial pressures, for the financial year 2020/21 Sport Tasman shall pay an amount equivalent to a community lease for Sports House, set at $5,700; and 3.     Directs officers to report to the Sports and Recreation Committee with further advice with regards to Sport Tasman’s payment arrangements for Sports House; and 4.     Agrees that the decision only be made publicly available; and 5.     Agrees that Report (R18084) and Attachment (A2423730) remain confidential at this time.

 

2	PUBLIC EXCLUDED: Urgent Funding Request - Tasman Rugby Union
	That the Sports and Recreation Committee 1.     Receives the report Urgent Funding Request - Tasman Rugby Union (R18184) and its attachment (A2423790); and 2.     Agrees the Report (R18184) and Attachment (A2423790) remain confidential at this time.

  

 

There being no further business the meeting ended at 2.59p.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                         Chairperson                                    Date

         

 

 

Sports and Recreation Committee 17 September 2020

 

REPORT R16941

Sports and Recreation Committee Quarterly Report to 31 March 2020 and to 30 June 2020

 

Purpose of Report

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

 

2.       Recommendation

That the Sports and Recreation Committee 1.     Receives the report Sports and Recreation Committee Quarterly Report to 31 March 2020 and to 30 June 2020 (R16941) and its attachments (A2435125 and A2433454).

 

3.       Background

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

3.2       The financial reporting focuses on the year to date performance (1 July 2019 to 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 budget plus any carry forwards, plus or minus any other additions or changes as approved by the Committee or Council.

3.4       More detailed project sheets are included in Attachment 1 (A2435125) for the 13 projects that fall under the Sports and Recreation Committee. These have been selected if their budget is at least $250,000 for 2019/20, are multi-year projects with a budget over $1 million, or have been assessed to be of particular interest to the Committee.

3.5       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.

COVID-19 situation

3.6       At the time of writing, Auckland had moved to Alert Level 3 with the rest of New Zealand remaining at Alert Level 2. All Council sports and recreational facilities are operating in accordance with National Guidelines. Procedures are in place in case alert levels change.

3.7       A separate report was received by the Sports and Recreation Committee on 18 June with implications of COVID-19 on Sports and Facilities (R17015).

3.8       Due to the COVID-19 situation, the reporting of quarter three and four has been included in this report.

4.       Tenders awarded

4.1       Tenders are advised in the Quarterly Report if their budget is at least $300,000 and/or $2,500,000 and accepted via the Tenders Subcommittee. There were no tenders awarded under delegated authority in the last two quarters.

5.       Financial Results

Profit and Loss by activity

 

 

 

5.1       Brook Camp income is greater than budget by $83,000. Camp rental income of $83,000 has been claimed from Central Government and this has been recorded to reflect the use of the camp by Council during the COVID-19 lockdown. Brook Camp expenditure is less than budget by $101,000. The budget for campground compliance of $51,000 has not been used as this work has been delayed. Further investigation was required then the project was interrupted by lockdown. This work is now underway.

5.2       Conservation Reserve income is greater than budget by $75,000. The MBIE contribution to the Coppermine Trail reinstatement is over budget by $29,000 and is linked to additional costs. Conservation Reserves expenditure is greater than budget by $99,000. Coppermine Trail reinstatement costs are greater than budget by $77,000, which is partially offset by the additional MBIE income and reduced capital spend on related Great Rides projects.

5.3       Esplanade and Foreshore Reserves income is greater than budget by $152,000. Unbudgeted income of $215,000 has been received from MBIE for responsible camping initiatives, and is offset in expenditure. Rental and recovery income is under budget by $63,000. Esplanade and Foreshore Reserves expenditure is greater than budget by $40,000. Unbudgeted expenditure of $215,000 has been used for responsible camping initiatives, and is offset by MBIE income. Bridge maintenance costs are under budget by $108,000 due to works being delayed. Contract maintenance costs are under budget by $51,000 due to reduced costs during the COVID-19 lockdown. These works will be carried out in 2020/21.

5.4       Landscape Reserves expenditure is less than budget by $399,000. Grant funding to the Nelson Mountain Bike Club of $373,000 is unspent this year, and has been carried forward as confirmed through the Annual Plan 2020/21.

5.5       Marina income is less than budget by $81,000. Hardstand Travel Lift income is under budget by $81,000 due to decreased capacity during the hardstand redevelopment project and COVID-19 lockdown interruptions.

5.6       Neighbourhood Parks expenditure is less than budget by $78,000. Contract maintenance costs are under budget by $61,000 due to contract savings during the COVID-19 lockdown.

5.7       Saxton Field expenditure is greater than budget by $85,000. Council provided $60,000 towards lighting the velodrome through the Annual Plan 2019/20, which was not part of the combined budgets with Tasman District Council, and therefore could not be recovered from Tasman District Council.

5.8       Trafalgar Centre income is greater than budget by $89,000. Rental income is under budget by $48,000 due to the COVID-19 lockdown. Unbudgeted venue hire recoveries of $138,000 were received and are directly offset by venue hire expenditure. Trafalgar Centre expenditure is greater than budget by $148,000. Unbudgeted event and venue hire expenditure of $152,000 was received and is directly offset by recovery income.

6.       Status Report Update

            Campground compliance update

6.1       The campground compliance project across the three council-owned campgrounds is underway. Onsite visits took place in July to semi- permanent occupants at the campgrounds to introduce occupants to the survey and ensure the occupants understood what they could expect from the process. Drop in sessions for occupants took place in the week 29 to 31 July 2020 and onsite surveys started in the week of 5 August 2020. A report on the findings of these surveys will be provided to the Sports and Recreation Committee. A resource consent application is underway to allow semi-permanent occupants at the three Council owned campgrounds. Engagement with Iwi via Te Ohu Taiao Environment group is scheduled for September 2020.

7.       Commentary on Capital Projects

7.1       There are 11 capital projects within the Sports and Recreation Committee delegations, that are included as part of the quarterly reporting. All of these are over $250,000 for 2019/20 and seven are included as they are greater than $1,000,000 over three years.

7.2       Project status is analysed based on three factors; quality, time and budget.  Based on consideration of these three factors the project is summarised as being on track (green), some issues/risks (yellow), or major issues/risks (red). Projects that are within 5% of their budget are considered to be on track in regards to the budget factor. These projects are reported on in Attachment 1 (A2435125).

7.3       The variances shown between the YTD Actuals and YTD Capital Budget within the above graph are explained in the project sheets in relation to the most significant variances above.

Sea Sports Building

7.4       Council included funding in the Long Term Plan 2018–28 for a sea sports building at the Marina. Officers have been working with the Sea Sports Alliance Group to come up with a preferred option. A report on this subject is programmed for a future meeting of the Committee.

Athletics Track renewal

7.5       The renewal of the Athletic Track at Saxton Field was completed in December 2019 and handover completed in January 2020.

Dog Park

7.6       Provision for the development of a dog park was included in the Long Term Plan 2018–28. Construction budget is included in the 2020/21 year. A report was received by the Sports and Recreation Committee on 19 March 2020 (R13714) to determine a location, which has been confirmed as Marsden Valley. Procurement processes are underway, concept design is completed and the site works will commence once procurement is complete. The work will be completed before June 2021. 

8.       Commentary on operational projects

8.1       There are two operational projects in 2019/20 within the Sports and Recreation Committee delegation which are included as part of the quarterly reporting. These are the modeller’s pond solution and weed control. These project sheets are also included in Attachment 1 (A2435125).

8.2       A separate report on Modellers Pond Solution was presented to this Committee on 18 June 2020 (R13761).

9.       Strategy and Policy

9.1       Development of strategy and policy work, that will inform both the Parks and Reserves and Property and Facilities Activity Management Plans and provide strategic direction is described below:

            Out and About - On Tracks Strategy

9.2       A review of the Out and About - On Tracks Strategy is underway and key stakeholders have been engaged. It is expected that the reviewed Strategy will be workshopped with the Committee during 2020.

Vegetation Management Policy

9.3       A draft policy has been received by officers and is being reviewed. This aims to assist staff with decisions around actions and requests (e.g. from residents regarding removal of trees and vegetation on Council land, primarily legal road).

Saxton Field Reserve Management Plan review

9.4       A Draft Reserve Management Plan was open for public submissions during May and June 2020, with a hearing and deliberations scheduled for the first quarter of 2020/21. The Saxton Field Committee has been overseeing the process which has been led by Tasman District Council.

Regional Sport & Active Recreation Facilities Strategy for the Top of the South Island

9.5       The purpose of the Regional Facilities Strategy is to guide the future development of sports and active recreation facilities for the region with its main intentions being to:

·    Provide an inventory of existing facilities

·    Suggest the gap between current facilities and current and future needs

·    Identify possible future investment requirements for sub-regional or higher level facilities

·    Give a facility hierarchy of sport and active recreation facilities in the region

·    Provide a set of planning principles, criteria and an assessment process for prioritisation of projects

·    To suggest a prioritised list of recommendations for the possible development or rationalisation of facilities.

9.6       At the time of writing a final draft was being prepared.

Aquatic Facilities Strategy

9.7       An Aquatic Facilities Strategy has been completed and was both workshopped and reported to the Sports and Recreation Committee on 6 August.

Artificial Turf Feasibility

9.8       The Annual Plan 2019/20 included funding for a feasibility study for an artificial turf for winter sports codes. The recommendations in the feasibility study were workshopped and presented to the Sports and Recreation Committee on 6 August 2020 (R13750).

Key Facilities Review – Trafalgar Park

9.9       A report was received by the Committee on 19 March 2020 (R10180) which focused on Trafalgar Park and Saxton Oval and the venues’ requirements to host high-level sporting events.

10.     Key Performance Measures

10.1     As part of the development of the Long Term Plan 2018-28 Council approved levels of service, performance measures and targets for each activity. There are eight performance measures that are within the Sports and Recreation Committee’s delegations.

10.2     Final results for each measure will be reported on through the Annual Report 2019/20 which will be adopted by Council in October 2020. This report includes an indication of progress for those measures where an assessment of current performance is available at this stage.

10.3     Performance measures are reported for the end of the financial year, accordingly the scale to report on the performance measures is as follows:

·    Achieved

·    Not achieved

·    Not measured yet

11.     Quarterly Review of Key Performance Indicators

11.1     Six of the eight measures are achieved, two are noted as not achieved, which are the utilisation of the Trafalgar Centre facilities and area of neighbourhood parks per 1,000 residents.

11.1     The Trafalgar Centre has a target of at least 70,000 users annually. The total for the year 2019/20 was 49,885 users in total. 25,187 users was achieved for the first and second quarter of 2019/20 combined. To make target would have required a patronage of 35,000 users for the third and fourth quarter combined. The Trafalgar Centre was closed for 9 weeks over the lockdown period for COVID–19 and events have been heavily impacted due to Government restrictions.

11.2     The KPI for the Trafalgar Centre was set through the Long Term Plan 2018–28 when the Trafalgar Centre was still closed for earthquake strengthening requirements. Therefore there was no current baseline to set the patronage figures on. This will be reviewed through the Property and Facilities Activity Management Plan 2021-31.

11.3     The area of neighbourhood parks per 1,000 residents is a longer term indicator that is expected to naturally sometimes be over and sometimes under the target, based on subdivision progress. It is proposed to amend this target in the 2021/31 AMP so that a more pragmatic indication of neighbourhood park supply is provided.

11.4     Attachment 2 (A2433454) lists all performance measures, their status and commentary.  

12.     Other notable achievements, issues or matters of interest 

            Reserves closures due to extreme fire risk

12.1     Following advice from Fire and Emergency New Zealand (FENZ) a number of reserves were closed during the period of high fire risk in January and February 2020. All reserves were reopened by mid-March 2020. Officers are working with Tasman District Council’s Park Manager to review the current procedure and reassess hazard area priorities.

Fees and Charges 2020/21

12.2     The Sports and Recreation Committee received and approved the fees and charges report 2020/21 (R13715).

12.3     The Marina Advisory Group (MAG) has advised that an increase of 30 cents for the boat ramp fees is not a practical implementation and will cause frustration. Therefore, the fees will stay at $5 with the expectation that through the Marina review of fees and charges this fee will increase next year.

12.4     A 50% discount rate for community users hiring the Trafalgar Centre between July and December 2020 was implemented through the fees and charges review. Bookings that have received the 50% discount to date are Big Brothers and Big Sisters, Kapa Haka and the Annesbrook Church Christmas event.

Responsible Camping Fund

12.5     Council received funding from the Responsible Camping Fund towards a Responsible Camping Hub, additional waste and recycle bins, an increased ambassador and enforcement programme and a user survey. A report to the 18 June 2020 Sports and Recreation Committee outlined the implementation of this funding (R15857).

Nelson Marina

12.6     An allocation was provided in the Annual Plan to obtain high level advice on issues related to the marina as follows:

That the Council

Agrees to increase the budget for the Marina review from $20,000 to $50,000, funded from the Marina Account.

12.7     Officers have commenced work to obtain this advice, focusing on issues relating to (i) marina governance; (ii) marina development and spatial planning; and (iii) marina assets and services (including a revised fees and charges schedule).

12.8     Officers believe the cost of the work is likely to exceed the budget available.  This will be assessed further once tenders for this work are received, and the Committee will be updated in the next Quarterly Report. 

12.9     Tenders are expected to be called in October from suitably experienced consultants to advise on this work. Based on this input, it is planned that draft proposals will be presented to a Council workshop in March 2021 prior to recommendations to the Sports and Recreation Committee and to Council in May 2021.

Marina hardstand project

12.10   An abatement notice was received in relation to the marina hardstand compliance with resource consent conditions. Timeframes in the abatement notice require that Council seals the entire hardstand yard, starting by December 2020 and adheres to site processes that have been agreed to in the interim. The resource consent specifies a specific sealed area that is allowed to be used for contaminated work such as sanding, painting and anti-fouling. In accordance with the consent, once the area is sealed, only that area specified within the consent is able to be used for the contaminated work.

12.11   The project to seek a new consent and expand the hardstand area to better meet user needs has met some technical difficulties in discharging water to sewer and stormwater that need to be worked through. While those issues are being progressed officers are working to make the hardstand compliant with the existing consent in the meantime which will involve sealing and filtration system improvements. A consent variation will also be required to ensure that the required number of working bays can be used once the sealing is completed. A communications plan is being developed that will aid staff in informing users appropriately.

AMP workshops

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

12.13   A weed control and Glyphosate workshop was held on 18 June 2020. Further work is programmed in the Draft Parks and Reserves Activity Management Plan including a Glyphosate plan to explore potential alternative weed control methods within parks and road corridors.

Earthquake prone buildings

12.14   The Hounsell Circle bus shelter has been fenced off until further work is completed. Further assessments are required.

Paddy’s Knob

12.15   Condition Assessments were undertaken at both platforms in October 2019, resulting in strengthening work to the structure.

12.16   A landscape development project to transform the reserve from an asphalt car park into a functioning neighbourhood park space with play facilities was finalised in March 2020.

 

  Paddy’s Knob, before (January 2020) and after (May 2020) landscape development

Adopt a Spot

12.17   Adopt a Spot (AAS) is a programme where community groups, schools, businesses, and individuals agree to enhance and take care of an area of Council land. The majority of involvement to date occurs in neighbourhoods and urban esplanade reserves, with some long standing exceptions being the Marsden Valley Trapping Group, a revegetation project in Bolswell Reserve, Friends of the Maitai and Friends of Queens Gardens.

12.18   As well as undertaking a variety of activities, each group functions as proactive advocates for their local community. An agreement is developed, whereby the involvement of the AAS representatives are recorded, alongside the support Council will provide. This support ranges from assistance with planting site preparation and provision of plants, to technical advice and access to/provision of resources, such as traps and monitoring equipment. A Health and Safety Plan is also developed for each AAS.

12.19   Currently, there are 37 AAS groups operating in parks and reserves, including 12 newcomers since the Covid-19 Lockdown, 12 individuals, 24 community groups and one business.

12.20   12 of these groups are engaged solely in pest animal trapping, and the remaining 25 in a range of activities including weed control, planting and aftercare, water quality monitoring, pest animal monitoring, pest animal trapping, native wildlife monitoring, and gardening and edible plants maintenance.

12.21   In addition, there are 28 Enviro schools (Early Childhood Education through to secondary school) due to move into the AAS programme in the coming years, as well as other schools wanting to take on a Spot. This will replace the successful native tree planting programme carried out by approximately 2,500 school children for the last 35 years at key sites such as Tahunanui Beach and the Marsden Valley Reserve. By ‘adopting a spot’ in close proximity to their location, schools will be able to regularly and easily engage in a range of curriculum activities, while developing the role of kaitiakitanga of their special place. 

12.22   The AAS programme is coordinated from within the Parks team, with cooperation across relevant contract supervisors and asset planners, the Science and Environment team and contractors. 

12.23   As public awareness of the programme increases following the launching of high profile projects such as Cattle Market Reserve and Paddy’s Knob, staff anticipates further enquiries to come.

Eureka Park improvements

12.24   Improvements are underway to clear out some of the weed species, create new walking tracks and install new signage and furniture. This is expected to be completed during 2020.

Coppermine Trail renewal - Coppermine Saddle to South Branch

12.25   This work was completed early in 2020, to great reviews. Changes to alignment mean slower speeds in some areas and signage is being installed to remind all users of its shared use nature. The project was 50% funded by the Ministry of Business Innovation and Employment (MBIE)

Coppermine Trail Pipeline slip

12.26   Following considerable remediation work to stabilise a slip which occurred in October 2017, the section of Coppermine Trail between the Maitai Dam and Smiths Ford was reopened in March 2020. Ongoing monitoring is being undertaken and the trail is closed for inspections after heavy rain. Officers worked with Council’s Water team to ensure the protection of the pipeline. The project was 50% funded by MBIE.

Montebello subdivision walkway

12.27   A concrete walkway connection between Hill Tops Way and Montebello Drive was completed in the third quarter of the financial year. The walkway was constructed without steps to maximise accessibility, and designed to avoid the root systems of the mature redwoods present on site.

Atawhai reserves improvements

12.28   Investigations continued into a pump track at Corder Park, with an enhanced wetland and play area and toilet. The project is scheduled to start in 2020.

Public gardens

12.29   A landscaping project to enhance the area at the top of the church steps at Church Hill Piki Mai was completed. There was feedback from the public that the project was outstanding.

12.30   A new drinking fountain at Miyazu Gardens was installed to support the need for water at festivals and events.

Urban esplanades

12.31   Replacement and capital planting projects are underway, with a focus on the next stage of the Tahunanui dune restoration project.

12.32   Community planting was undertaken in late June 2020 at the Tahunanui dunes.

12.33   The revegetation projects on the Maitai River Esplanade started in June 2020.

 

Grazing areas/fire risk

12.34   Council acquired land on the western side of Grampians Reserve between the Braemar Eco Village and Grampian Oaks Reserve. Fencing was installed in May 2020 to enable grazing to control weeds and grass growth which will reduce fire risk near residential properties. An Adopt A Spot agreement was initiated with the residents of Braemar Eco Village during the community engagement process for this work, which will see the development of a native plant/fruit tree corridor between the new paddock and Braemar Eco Village.

12.35   Grazing has also been reintroduced on the western side of the Grampians behind Grampian Oaks Reserve and Braemar Eco Village. A stock fence was installed in August to contain sheep on the lower slopes adjoining residential properties to help reduce fire risk and assist with weed control in this area of mature exotic deciduous trees, and fruit and nut tree species.

12.36   A new grazing area has been set aside on the western side of the Bolwell Reserve. Grazing on this steep slope will reduce fire risk below the houses on Panorama Drive and help to suppress ongoing weed issues in this area.

12.37   A section of gum/wattle trees was removed below houses on Whitehead Place at Sir Stanley White Head Reserve to reduce the fire risk within this reserve.     

Venue Hire Fund

12.38   The Venue Hire Fund was established in the last Annual Plan 2019/20 to assist eligible community groups in paying the venue hire fees at Nelson City Council venues. The fund has a pool in the current financial year of $30,000. The fund is administered by Nelson Regional Development Agency on behalf of Council. The total allocated budget as at end of June 2019 is $16,062 and the total remaining budget as at end of June 2020 is $13,938. The following events were approved for funding during 2019/20:

·    Diwali – Sri Krishna Mandir - $388

·    Tactix Games - Netball Mainland - $1,686 – Three-year agreement reached with Netball Mainland committing to bring at least one premiership game per year.

·    Business Awards – Nelson Tasman Chamber of Commerce (NTCC) - $4,000

·    Scitec (kids event) – Cawthron Foundation - $2,494

·    Mako v Wellington Final/ Tasman Rugby Union - $6,216 (Council decision)

·    Christmas for the City by Annesbrook Church - $2,964

·    Cancer Society Ball/the Cancer Society - $1,552

·    Dancing for a Cause by Hospice - $3,000

12.39   There have been two declined funding applications – one had been funded already through another fund and the other did not meet the Venue Hire Fund criteria.

12.40   Commitment to events for 2020/21:

·    Tactix Netball $843

·    Cancer Society Ball $1,340

·    Dancing for a cause $3,000       

12.41   Therefore $24,817 remains available in this fund for 2020/21.

13.     Conclusion

13.1     The review of performance for the third and fourth quarter of 2019/20 for the Sports and Recreation Committee is included in this report, with project reports and performance measure updates attached.

 

Author:           Rosie Bartlett, Manager Parks and Facilities

Attachments

Attachment 1:    Quarterly Report - Sports and Recreation - Project Sheets 2019/20 (A2435125) ⇩

Attachment 2:    Quarterly Report - Sports and Recreation - End of year performance measures 2019/20 ⇩