Minutes of Community and Recreation Committee

Minutes of a meeting of the Community and Recreation Committee

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

On Thursday 4 March 2021, commencing at 9.09a.m.

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

In Attendance: Group Manager Community Services (A White), Governance Adviser (J Brandt) and Governance Support (P Boutle)

Apology: Councillor P Rainey

1. Apologies

Resolved CAR/2021/001

That the Community and Recreation Committee

1. Receives and accepts an apology from Councillor P Rainey.

Courtney/Lawrey Carried

2. Confirmation of Order of Business

It was noted that due to COVID-19 alert level 2 being in place, Youth Councillors were unable to attend and therefore there would be no Youth Council update.

3. Interests

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

4. Public Forum

There was no public forum.

5. Confirmation of Minutes

5.1 10 December 2020

Document number M15340, agenda pages 8 - 22 refer.

Recommendation

That the Community and Recreation Committee

1. Confirms the minutes of the meeting of the Community and Recreation Committee, held on 10 December 2020, as a true and correct record.

O'Neill-Stevens/Fulton

6. Chairperson's Report

There was no Chairperson’s Report.

7. Youth Council Update

There was no Youth Council update.

8 Nelson Centre of Musical Arts - Strategic Presentation

Jan Trayes, Chair, Alex Davidson, Trustee, Alistair Kerr, Trustee, and James Donaldson, Director, of the Nelson Centre of Musical Arts (NCMA) gave a presentation.

Ms Trayes tabled a supporting document (A2586407). She noted that both NCMA and the community had embraced online learning, teaching, and performing in response to COVID-19 restrictions. Mr Davidson gave a verbal update on NCMA’s financials. He noted the use of a 5-pillar approach and the introduction of monthly dashboard reporting.

NCMA representatives answered questions about maximising the use of the facility to increase revenue, the appointment of a business manager, and plans to complete the Collingwood Street frontage area.

Attachments

1 A2586407 - Nelson Centre of Musical Art - Performance Dashboard Jan-Dec2020

9. Community Investment Fund Update

Document number R19245, agenda pages 23 - 43 refer.

Manager Community Partnerships, Mark Preston-Thomas, presented the report and noted minor proposed changes to the recommendation wording. He answered questions about proposed changes and timings in relation to Activity Management Plans and the Long Term Plan. He answered questions about the reasons for changes to the Terms of Reference, the composition of the panel and continuity across terms.

Discussion was had about the proposed terms of reference and the resolution wording was amended to reflect the Committee’s additional requirements for panel appointment processes and improved wording around the Community Investment Fund priorities.

The meeting adjourned from 10.57a.m. until 11.34a.m.

Resolved CAR/2021/002

That the Community and Recreation Committee

1. Receives the report Community Investment Fund Update (R19245) and its attachments (A2570591 and A2570711); and

2. Approves the Community Investment Fund priorities to improve the wellbeing in Nelson ‘communities of greatest need’ focusing on reducing social isolation, reducing housing vulnerability, improving access to work and learning opportunities, and reducing the impact of poverty; and

3. Approves the amended membership, recruitment processes, funding allocations and Terms of Reference for the Community Investment Funding Panel (A2570591) subject to the Terms of Reference being further amended to

• include involvement of the Chair and Deputy Chairs of the Community and Recreation Committee in the appointment and assessment process, and

• phase the timing of panel member appointments to ensure continuity across terms and simplify the reappointment process; and

4. Delegates any further minor amendments of the Terms of Reference to be approved by the Chair of Community and Recreation Committee; and

5. Notes the funding allocation decisions made by the Community Investment Funding Panel for the 2020/21 financial year (A2570711).

Noonan/Bowater Carried

10. Stoke Youth Park - Location and progression to detailed design and construction

Document number R21389, agenda pages 44 - 89 refer.

Parks and Facilities Activities Planner, Nathan Mourie, presented the report. He answered questions about the proposed number of car parks, the use of the memorial hall kitchen/dining room, the proposed bus stop outside the facility, potential risks posed by cricket club activity, and funding to cover future needs.

Members expressed different opinions as to the adequacy of proposed car park numbers, actual need, and pedestrian safety at the Stoke Youth Park. An additional clause was added to the resolution requesting officers to report back on the matter.

A division was called.

Resolved CAR/2021/003

That the Community and Recreation Committee

1. Receives the report Stoke Youth Park - Location and progression to detailed design and construction (R21389) and its attachments A2566264, A2468368 and A2542711; and

2. Approves the location for the Stoke Youth Park adjacent to the Stoke Memorial Hall shown as Area A and some replacement car parking as Area B in the Stoke Youth Park Business Case Attachment 2 (A2468368), and

3. Agrees to proceed to detailed design for the Stoke Youth Park and report back to the Community and Recreation Committee; and

4. Approves that the Stoke Youth Park project begins construction in the 2020/21 financial year.

5. Requests officers to engage with the transport team to ensure carparking and safety concerns are addressed and reported back to the Community and Recreation Committee.

Brand/Lawrey Carried

The substantive motion was put and a division was called:

For

Skinner (Chairperson)

Cr Reese

Cr Brand

Cr Bowater

Cr Courtney

Cr Edgar

Cr Fulton

Cr Lawrey

Cr McGurk

Cr Noonan

Cr O'Neill-Stevens

Cr Sanson

Against

Nil

Abstained/Interest

Nil

The substantive motion was carried unanimously.

The meeting was adjourned from 1.08p.m. until 2.03p.m. during which time Councillors Lawrey, Fulton and Sanson left the meeting.

11. Bay Dreams 2021 Review

Document number R22566, agenda pages 90 - 96 refer.

Manager Community Partnerships, Mark Preston-Thomas, and Team Leader Festivals, Axel de Maupeou, presented the report. Mr de Maupeou answered questions about the project manager position, waste diversion, donation of tents, venue size, and on-site drug testing.

Attendance: Councillor Fulton returned to the meeting at 2.04p.m., followed by Councillor Sanson at 2.05p.m.

Resolved CAR/2021/004

That the Community and Recreation Committee

1. Receives the report Bay Dreams 2021 Review (R22566); and

2. Notes Bay Dreams South Ltd will enter contract negotiations to continue to host Bay Dreams South Festival in Nelson 2022.

Bowater/Fulton Carried

12. Community and Recreation Fees and Charges 2021/22 and removal of Rates Remission for Cemeteries

Document number R21445, agenda pages 97 - 123 refer.

Manager Parks and Facilities, Rosie Bartlett, presented the report. She noted a proposed addition to the resolution wording to include the date the new fees and charges would become effective. She further noted a correction to item 8.1 where the word ‘no’ had mistakenly been added to the sentence reading ‘no rates relief for cemeteries’.

Attendance: Councillor Lawrey returned to the meeting at 2.22p.m.

Ms Bartlett answered questions about the technicalities of purchasing a cemetery plot, responsibilities, maintenance, associated rates and revenue shortfall.

Discussion was had about the impact the shortfall and rates remission was having on ratepayers. It was noted that a phased approach of increasing fees over three years would pose a prolonged burden on ratepayers through ongoing subsidies. A third clause was added to the resolution to reflect the committee’s preference for a 23% increase to cemeteries fees and charges with effect from 1 July 2021.

The meeting was adjourned from 2.57 to 3.00p.m. during which time Councillor McGurk left the meeting.

Extension of Meeting Time
Resolved CAR/2021/005
	*That the Community and Recreation Committee* 1. *Extends the meeting time beyond six hours, pursuant to Standing Order 4.2.*
Bowater/Courtney Carried

Attendance: Her Worship the Mayor left the meeting at 3.16p.m.

Resolved CAR/2021/006
	*That the Community and Recreation Committee* 1. *Receives the report Community and Recreation Fees and Charges 2021/22 and removal of Rates Remission for Cemeteries (R21445) and its attachments (A2562009, A2565812 and A2571622); and*
Sanson/Courtney Carried
Resolved CAR/2021/007
	*That the Community and Recreation Committee* 2. *Approves the proposed changes to the Community and Recreation fees and charges in Attachment 1 (A2562009) effective from 1 July 2021, excluding the cemetery fees and charges; and*
Courtney/Sanson Carried
Resolved CAR/2021/008
	*That the Community and Recreation Committee* 3. Approves a 23% increase in Year 1 of the Long Term Plan for cemeteries fees and charges, as per attachment 2 (A2565812), effective from 1 July 2021, to bring them in line with the Revenue and Finance Policy.
Edgar/Skinner Carried
Councillor Noonan requested that her vote against clause 3 of the resolution be recorded in the minutes.
Recommendation to Council CAR/2021/009
	*That the Council* *1. Agrees to consult on the removal of the Rates Remission Policy for cemeteries; and* 2. Agrees the cemeteries remission changes to be consulted on within the Consultation Document to the Long Term Plan 2021-31.
Edgar/Skinner Carried

13. Community and Recreation Quarterly Report to 31 December 2020

Document number R21486, agenda pages 124 - 168 refer.

The meeting was adjourned from 3.25p.m. to 3.32p.m. during which time Her Worship the Mayor returned.

Manager Parks and Facilities, Rosie Bartlett, and Manager Libraries, Sarina Barron, presented the report. Ms Bartlett noted that the project sheet about the Mountainbike Hub on agenda page 153 was out of date but that the words in report were correct.

Attendance: Councillor McGurk returned to the meeting at 3.33p.m.

Manager Community Partnerships, Mr Preston-Thomas answered questions about homelessness, Melrose House, public art works, the ‘Use our Loos’ project, Wakapuaka cemetery maintenance responsibilities, ‘Adopt a Plot’, heritage trails seating, the Modellers Pond, the Millers Acre toilet upgrade, and timeframes for remedial works on council owned earthquake prone buildings.

The Chairperson invited Councillor Noonan to give a progress update on project Whare Haumaru in her function as President of Rotary.

Resolved CAR/2021/010

That the Community and Recreation Committee

1. Receives the report Community and Recreation Quarterly Report to 31 December 2020 (R21486) and the attachments project sheets (A2558791), and performance indicators (A2563220).

Brand/Noonan Carried

14. Exclusion of the Public

Resolved CAR/2021/011

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:

Noonan/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)
1	Community and Recreation Committee Meeting - Confidential Minutes - 10 December 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)(b)(ii) To protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) · Section 7(2)(a) To protect the privacy of natural persons, including that of a deceased person
2	Supplementary advice on community and recreation fees and charges 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)(g) To maintain legal professional privilege
3	Nelson Festivals Trust - Reappointment of Trustees	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 4.32p.m., at which time Councillors Edgar and Noonan left the meeting. The meeting resumed in public session at 4.51p.m.

Restatements

It was resolved while the public was excluded:

CONFIDENTIAL: Supplementary advice on community and recreation fees and charges 2021/22

That the Community and Recreation Committee

2. Agrees that Report (R22660) remains confidential at this time.

CONFIDENTIAL: Nelson Festivals Trust - Reappointment of Trustees

That the Community and Recreation Committee

3. Agrees that the decisions only be made publicly available, once the trustees have confirmed their acceptance; and

4. Agrees that Report (R22654) remains confidential at this time and notes that attachment (A2448350), the Nelson Festivals Trust’s Deed of Trust, is publicly available through the Companies Office Website.

There being no further business the meeting ended at 4.52p.m.

Confirmed as a correct record of proceedings:

Chairperson Date