Minutes of a meeting of the Community and Recreation Committee

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

On Thursday 10 December 2020, commencing at 10.09a.m.

 

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

In Attendance:    Chief Executive (P Dougherty), Acting Group Manager Community Services (M Preston-Thomas), Group Manager Strategy and Communications (N McDonald), Governance Adviser (E-J Ruthven) and Governance Support (P Boutle)

Apologies:          Councillor P Rainey, and Councillors M Lawrey and R Sanson (for lateness)

 

 

Opening Prayer

 

Councillor Skinner gave an opening prayer.

1.       Apologies

Resolved CAR/2020/001

 

That the Community and Recreation Committee

1.       Receives the apology from Councillor P Rainey for attendance and Councillors M Lawrey and R Sanson for lateness.

Brand/Bowater                                                                         Carried

 

2.       Confirmation of Order of Business

The Chairperson advised that the public forum presenter had withdrawn her presentation.  He added that items may be taken out of order to accommodate external presenters participating in the meeting.

3.       Interests

There were no updates to the Interests Register,

Councillor Bowater declared an interest in relation to Item 14, Request for Assistance from Nelson Giants for Trafalgar Centre Hireage, and the corresponding item on the Confidential agenda, item 1, Request for Assistance from the Nelson Giants for Trafalgar Centre Hireage – Additional Information.

4.       Public Forum

4.1      Rachel Gordon - Wellbeing Hub  

           This item was withdrawn from the agenda.

5.       Chairperson's Report

Councillor Skinner tabled a Chairperson’s Report and spoke to it.  He acknowledged the work of the previous Sport and Recreation and Community Services Committees and their Chairpersons.

Attendance:  Her Worship the Mayor joined the meeting at 10.16a.m.

Resolved CAR/2020/002

 

That the Community and Recreation Committee

1.       Receives the report Chairperson’s Report (R22539).

Bowater/Fulton                                                                         Carried

Attachments

1    A2541708 - Chairperson's Report

6.       Youth Council Update

Document number R22522, agenda pages 10 - 11 refer.

Youth Councillors Rosie Armstrong and Nathan Dunn gave an update on behalf of Nelson Youth Council, noting the performance and achievements of Youth Council over the course of 2020.

The Youth Councillors answered questions regarding planning for next year’s Youth Council activities.

 

7.       Bishop Suter Trust - Strategic Presentation

Julie Catchpole, Suter Director, and Jeff Morris, Commercial Manager, gave a PowerPoint presentation (A2541082).  Bishop Suter Trust Chairperson, Craig Potton, and Trustees Gabrielle Hervey and Jane de Feu, were present.

Ms Catchpole and Mr Morris answered questions regarding whether the Trust surveyed the community to understand its desires for Gallery and its programmes, and whether grant funding or central government funding was available for operational requirements.

The Committee expressed its thanks to the Bishop Suter Trust Board and to all volunteers at the Bishop Suter Art Gallery, for their work during 2020.

 

Attachments

1    A2541082 - Bishop Suter Trust - Power Point Presentation

 

8.       Nelson Festivals Trust Six Monthly Update

Brent Thawley, Board Chair, Nelson Festivals Trust, and Padma Naidu, Festival Director, gave a PowerPoint presentation (A2537952).

Mr Thawley and Ms Naidu answered questions regarding the festival model, how to ensure the Nelson Festival reflected the Nelson community, and the likely timeframes for the Festival leadership team to be back to full capacity.

The Committee expressed its thanks to the Trustees and Ms Naidu for their work throughout 2020, including their response to the challenges of COVID-19.

 

Attachments

1    A2537952 - Nelson Festivals Trust - Power Point Presentation

The meeting adjourned from 11.08a.m. to 11.18a.m.

 

9.       Top of the South Island Regional Sport and Active Recreation Spaces and Places Strategy

Document number R21454, agenda pages 12 - 68 refer.

Parks and Facilities Activity Planner, Nathan Mourie, presented the report, along with Brent Maru, of Sport Tasman and Brent Thawley, of Sport NZ.

Mr Mourie tabled an updated copy of the Top of the South Island Regional Sport and Active Recreation Spaces and Places Strategy (A2538798).

Mr Mourie, Mr Maru and Mr Thawley answered questions regarding:

·       The status of the Strategy in providing a stocktake of regional facilities currently available with no obligations placed on Council for any future decision-making;

·       The definition of ‘active recreation’ and how the scope of the Strategy was focused by this;

·       Examples of different sports and activities that were not included in the scope of the Strategy but which may be captured in terms of the facilities utilised for these;

·       The potential for facility-sharing for sporting facilities; and

·       The participation in sport and active recreation of various demographic or minority groups and how this linked with the provision of active recreation facilities.

Attendance:  Councillors Lawrey and Sanson joined the meeting at 11.44a.m.

Resolved CAR/2020/003

 

That the Community and Recreation Committee

1.    Receives the report Top of the South Island Regional Sport and Active Recreation Spaces and Places Strategy (R21454) and its Attachment (A2513736).

Brand/Bowater                                                                         Carried

 

Attachments

1    A2538798 - tabled document - updated copy of Regional Sport and Active Recreation Spaces and Places Strategy

10.     Sport Tasman Strategic Presentation

Nigel Muir, Sport Tasman Chief Executive, and Brent Maru, Sport Tasman, gave a PowerPoint presentation regarding Sport Tasman’s focus areas and its role in the community (A2565620).

They answered questions regarding:

·       The active recreation patterns and preferences of rangitahi/young people and how to increase active recreation in this demographic, especially with regards to teenage girls;

·       How to better understand the views of rangitahi/young people and the wider community, to ensure active recreation resources are appropriately directed; and

·       The definition of ‘active recreation’, and Sport Tasman’s wider focus on active recreation, noting that only 20% of active recreation is engaged through traditional sporting organisations.

 

Attachments

1    A2545620 - Sport Tasman - Power Point Presentation

11.     Sport Tasman - Loan Agreement

Document number R19219, agenda pages 69 - 76 refer.

Principal Parks and Facilities Activity Planner, Andrew Petheram, presented the report.  Sport Tasman Chief Executive Chief Executive, Nigel Muir, was present.

Mr Petheram answered questions regarding the wording of the officer recommendation in the agenda report.

The meeting was adjourned from 12.21p.m. to 12.30p.m.

Councillor Noonan, seconded by Councillor Fulton, moved:

That the Community and Recreation Committee

1.    Receives the report Sport Tasman - Loan Agreement (R19219); and

2.    Refers to Council the matter of cancelling Sport Tasman’s loan repayments for Sports House of $166,000.

Recommendation to Council

That the Council

1.    Approves the cancellation of Sport Tasman’s loan for Sports House of $166,000, with effect from 1 July 2021; and

2.    Agrees to charge a community rent of $5,600 per annum for consideration in the Long Term Plan 2021-31 from 1 July 2021, noting that Council has provided Sport Tasman rent relief through to 30 June 2021.

Mr Petheram, along with Mr Muir and Group Manager Corporate Services, Nikki Harrison, answered questions regarding:

·       Whether Council had other similar historical arrangements with organisations;

·       Whether Tasman District Council should be involved, given the Sports House facility was located at Saxton Field;

·       How the arrangements with Sport Tasman were treated in financial recording by both Council and Sport Tasman;

·       The arrangements as understood by both parties at the time the agreement was made; and

·       The usual arrangements Council makes with community organisations for projects relating to the building of facilities

Committee members debated the motion, and an amendment was foreshadowed.

The meeting was adjourned from 12.56p.m. to 1.01p.m.

With the agreement of the mover and seconder, the wording of the motion was altered to:

Recommendation

That the Community and Recreation Committee

1.    Receives the report Sport Tasman - Loan Agreement (R19219).

Recommendation to Council

That the Council

1.    Approves the cancellation of Sport Tasman’s future commercial lease obligations loan for Sports House of $166,000, with effect from 1 July 2021; and

2.    Agrees to charge a community rent of $5,600 per annum for consideration in the Long Term Plan 2021-31 from 1 July 2021, noting that Council has provided Sport Tasman rent relief through to 30 June 2021.

During debate, and with the agreement of the mover and seconder, the wording of clause one of the recommendation to Council was altered to:

1.    Approves the cancellation of Sport Tasman’s future commercial lease obligations loan for Sports House of $166,000, with effect from 1 July 2021, noting that a loan was never formally documented; and

Resolved CAR/2020/004

 

That the Community and Recreation Committee

1.    Receives the report Sport Tasman - Loan Agreement (R19219).

Noonan/Fulton                                                                          Carried

Recommendation to Council CAR/2020/005

 

That the Council

1.      Approves the cancellation of Sport Tasman’s future commercial lease obligations for Sports House, with effect from 1 July 2021, noting that a loan was never formally documented; and

2.      Agrees to charge a community rent of $5,600 per annum from 1 July 2021, noting that Council has provided Sport Tasman rent relief through to 30 June 2021.

Noonan/Fulton                                                                          Carried

 

12.     Community Services Quarterly Report to 30 September 2020

Document number R19236, agenda pages 77 - 97 refer.

Manager Libraries, Sarina Barron, presented the report.  She noted a correction to clause 8.6, that the draft Property and Facilities Activity Management Plan 2021-2031 had not yet been presented to Council, but would come to Council in early 2021 following workshops with the Strategic Development and Property Subcommittee.

Ms Barron, along with Acting Group Manager Community Services, Mark Preston-Thomas, answered questions regarding:

·       Trends relating to the numbers of homeless people in Nelson,

·       Progress on the ‘Use Our Loos’ programme;

·       Delays in the appointment of a business adviser to the Nelson Centre of Musical Arts; and

·       External sources of funding for the Stoke Memorial Hall.

Resolved CAR/2020/006

 

That the Community and Recreation Committee

1.    Receives the report Community Services Quarterly Report to 30 September 2020 (R19236) and its attachments (A2508503 and A2507991).

Noonan/Brand                                                                          Carried

The meeting was adjourned from 1.26p.m. to 1.56p.m.

 

13.     Natureland Wildlife Trust - Extension to Current Lease Area

Document number R21356, agenda pages 98 - 108 refer.

Leases Officer, Jules Read, presented the report, and Stephen Standley, Chair of the Natureland Wildlife Trust, joined the meeting.

Ms Read and Mr Standley answered questions regarding:

·       Whether a lease extension was required prior to a business case being developed, including whether a lease extension was required to be able to source external funding;

·       Whether there was any opportunity cost to giving a lease extension to Natureland in terms of other development that could take place at Tahunanui Reserve;

·       Natureland’s collection including exotic, as well as native animals, including consultation to take place with iwi regarding extending the collection;

·       The term of an extended lease;

·       Natureland’s obligations to maintain the land area should the lease extension be granted; and

·       Council’s abilities to impose additional conditions on Natureland in negotiating an extended lease area.

Councillor Noonan, seconded by Councillor Bowater, moved

That the Community and Recreation Committee

1.     Receives the report Natureland Wildlife Trust - Extension to Current Lease Area (R21356) and its attachments (A2340165, A2517562, A2510226); and

2.     Agrees to extend the current lease area of Natureland Wildlife Trust as indicated on attachment 1 (A2340165), noting that the annual rent shall remain at $10 plus GST.

During debate, and with the agreement of the mover and seconder, a third clause was added to the motion:

3.    Notes that the extension of the lease does not indicate a commitment to future funding support by Council for the enhancement of Natureland.

Resolved CAR/2020/007

 

That the Community and Recreation Committee

1.    Receives the report Natureland Wildlife Trust - Extension to Current Lease Area (R21356) and its attachments (A2340165, A2517562, A2510226); and

2.    Agrees to extend the current lease area of Natureland Wildlife Trust as indicated on attachment 1 (A2340165), noting that the annual rent shall remain at $10 plus GST; and

3.     Notes that the extension of the lease does not indicate a commitment to future funding support by Council for the enhancement of Natureland.

Noonan/Bowater                                                                                       Carried


A division was called:

For

Cr Skinner (Chairperson)

Her Worship the Mayor

Cr Brand

Cr Bowater

Cr Courtney

Cr Fulton

Cr Noonan

Cr O'Neill-Stevens

Against

Cr Edgar

Cr Lawrey

Cr McGurk

Cr Sanson

Apology

Cr Rainey

 

The motion was carried 8 - 4.

 

14.     Request for Assistance from the Nelson Giants for Trafalgar Centre Hireage

           Document number R21457, agenda pages 109 – 116 refer.

Councillor Bowater declared an interest in this item and the corresponding item on the confidential agenda, and left the meeting at 2.32p.m.

Mike Fitchett, Nelson Giants Head Coach, and Tony Bowater, Nelson Giants Director, joined the meeting.  Manager Parks and Facilities, Rosie Bartlett, presented the report.

Ms Bartlett answered questions regarding the economic benefit of Nelson Giants home games and the value that the Nelson Giants added to the Nelson community, the potential for the Nelson Giants to need further financial support in the future, the composition of the Nelson Giants board, and charges for additional services associated with hiring the Trafalgar Centre.

15.     Exclusion of the Public

The Chairperson noted that Mike Fitchett and Tony Bowater, of the Nelson Giants, would be in attendance for Item 1 of the Confidential agenda to answer questions and, accordingly, a procedural resolution was required to be passed.

 

Resolved CAR/2020/008

 

 

That the Community 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 Mike Fitchett and Tony Bowater remain after the public has been excluded, for Item One of the Confidential agenda (Request for Assistance from Nelson Giants for Trafalgar Centre Hireage – Additional Information), as they have knowledge relating to the Nelson Giants’ hireage of the Trafalgar Centre that will assist the meeting.

 

Brand/O'Neill-Stevens                                                               Carried

 

Resolved CAR/2020/009

 

That the Community and Recreation Committee

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

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

 

Brand/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

Request for Assistance from the Nelson Giants for Trafalgar Centre Hireage - Additional 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)(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 2.46p.m. and resumed in public session at 2.48p.m.

16.     Request for Assistance from the Nelson Giants for Trafalgar Centre Hireage (agenda item 14 continued)

Document number R21457, agenda pages 109 - 116 refer.

Resolved CAR/2020/012

 

That the Community and Recreation Committee

1.    Receives the report Request for Assistance from the Nelson Giants for Trafalgar Centre Hireage (R21457).

O'Neill-Stevens/Edgar                                                               Carried

Recommendation to Council CAR/2020/013

 

That the Council

1.    Approves unbudgeted expenditure of $25,101 to provide a reduced rate of $35,000 for the Nelson Giants’ use of Trafalgar Centre between April and July 2021.

O'Neill-Stevens/Edgar                                                               Carried

Attendance:  Councillor Bowater returned to the meeting at 2.50p.m.

 

17.     Recommendations from the Greenmeadows Hearings Panel: proposed classification of Greenmeadows

Document number R22506, agenda pages 117 - 136 refer.

Senior Policy Adviser, Michelle Joubert, presented the report.

Resolved CAR/2020/014

 

That the Community and Recreation Committee

1.    Receives the report Recommendations from the Greenmeadows Hearings Panel: proposed classification of Greenmeadows  (R22506) and its attachments (A2097295, A2140227, A2437010 and A2517526).

Noonan/McGurk                                                                        Carried

Recommendation to Council CAR/2020/015

 

That the Council

1.    Approves, in accordance with section 16(1) of the Reserves Act, the classification of part of Greenmeadows (being part of Record of Title NL114/188) as shaded orange in Attachment 1 (A2097295) as Local Purpose (Community Purposes) Reserve under s23 of the Reserves Act 1977; and

2.    Approves, in accordance with section 16(1) of the Reserves Act,  the classification of part of Greenmeadows (being part of Record of Title NL114/188) as shaded red in Attachment 1 (A2097295) as Local Purpose (Road) Reserve under s23 of the Reserves Act 1977; and

3.    Delegates to the Chief Executive authority to:

(a)    prepare and approve a survey plan that defines the land classified in accordance with this report (R22506) and the 13 December 2018 report R9565;

(b)    prepare and place notices in the New Zealand Gazette that record the classifications of the land in accordance with this report (R22506) and report R9565; and

(c)    attend to registration of the published Gazette Notices against the Records of Title for the classified land.

Noonan/McGurk                                                                        Carried

 

16.     Adoption of the Community Partnerships Activity Management Plan

Document number R18142, agenda pages 137 - 175 refer.

Acting Group Manager Community Services, Mark Preston-Thomas, presented the report.  He answered questions regarding how the following aspects were reflected in the Activity Management Plan:

·       Supporting communities of greatest need during emergencies;

·       Climate change and resiliency;

·       Health and well-being, including active recreation and mental health;

·       Equality and equal opportunities for vulnerable or minority groups in the community; and

·       Expanding the considerations around community wellbeing to emphasise the importance of nature for mental health.

Resolved CAR/2020/016

 

That the Community and Recreation Committee

1.    Receives the report Adoption of the Community Partnerships Activity Management Plan (R18142) and its attachment (A2457019); and

2.    Approves the Draft Community Partnerships Activity Management Plan 2021-31 (A2457019) as the version to inform the Long Term Plan 2021-31, with minor amendments as noted at the Community and Recreation Committee meeting of 10 December 2020; and

3.    Notes that the Draft Community Partnerships Activity Management Plan 2021-31 will be updated, and the final Activity Management Plan adopted, after the adoption of the Long Term Plan 2021-2031.

Noonan/Fulton                                                                          Carried

The meeting was adjourned from 3.18p.m. to 3.28p.m.

 

17.     Sports and Recreation Quarterly Report to 30 September 2020

Document number R20300, agenda pages 176 - 0 refer.

Manager Parks and Facilities, Rosie Bartlett, and Team Leader Parks and Facilities Activity Management, Paul Harrington, presented the report, along with Parks and Facilities Activity Planner, Jane Loughnan, Principal Parks and Facilities Asset Planner, Andrew Petheram, and Parks and Facilities Asset Analyst, Angela Broecker.

They answered questions regarding:

·       The potential for external funding sources for the Stoke Youth Park;

·       Progress on the Maitai Mountainbiking Hub;

·       The managed retreat process being followed in relation to erosion at the Tahunanui Back Beach; and

·       Timeframes for the resurfacing of the Marina hardstand.

Resolved CAR/2020/017

 

That the Community and Recreation Committee

1.    Receives the report Sports and Recreation Quarterly Report to 30 September 2020 (R20300) and its attachments (A2506440) and (A2507706).

Brand/Edgar                                                                            Carried

       

18.     Exclusion of the Public

Resolved CAR/2020/018

 

That the Community 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:

McGurk/Bowater                                                                       Carried

 

Item

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Particular interests protected (where applicable)

2

Bishop Suter Trust - Statement of Expectation 2021/22

 

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

Reappointment of Trustees to the City of Nelson Civic Trust

 

Section 48(1)(a)

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

The withholding of the information is necessary:

·   Section 7(2)(a)

     To protect the privacy of natural persons, including that of a deceased person

The meeting went into confidential session at 3.38p.m and resumed in public session at 4.07p.m.

 

Restatements

 

It was resolved while the public was excluded:

 

1

CONFIDENTIAL: Request for Assistance from the Nelson Giants for Trafalgar Centre Hireage - Additional Information

 

That the Community and Recreation Committee

2.    Agrees that Report R22504 and Attachments A2530456 and A2512241 remain confidential at this time.

 

2

CONFIDENTIAL: Bishop Suter Trust - Statement of Expectation 2021/22

 

That the Community and Recreation Committee

4.    Agrees that Report (R21343) and the decision be made publicly available once the completed Statement of Expectation is made available on the Nelson City Council website approximately 30 days after it is received by the Trust.

 

3

CONFIDENTIAL: Reappointment of Trustees to the City of Nelson Civic Trust

 

That the Community and Recreation Committee

3.    Agrees that the appointments be made public once they have been finalised.

  

There being no further business the meeting ended at 4.08p.m.

 

Confirmed as a correct record of proceedings:

 

 

                                                   Chairperson              Date