The community development committee meeting was held on 29 October 2015. All councillors were present.
The agenda included: (1) chairs report, (2) community development (managers) activity report, (3) reserves and facilities work plan, (4) library (manager) activity report, and (5) customer services (manager) activities report. A presentation was received from the Moutere Hills community centre. A late item was also received, relating to the appointment of a hearing panel to consider Fearons Bush lease application.
Most of the reports were information only updates, with a decision required for the appointment of councillors to the Wakefield and Mapua district health centres and hearing panel. All rather straight forward.
There were no presentations from the public forum.
While the open meeting minutes (for the 17 September 2015 meeting) were approved, I proposed the addition of the following words to the minutes of the (in committee) agenda item relating to Rainbow Ski field (which was subsequently made public by resolution). The additional words were:
In response to repeated questions regarding the estimated cost of generating subsequent reports, Mr Tregurtha advised that the estimated cost of generating a report, similar to the one before council, would be approximately $10,000 per report.
I proposed this addition because there was no reference in the in-committee minutes to the cost of reports – which was a material element in the (cost\benefit) debate about whether council should remit the outstanding loans. Usually changes to the minutes are accepted without much debate. However, in this instance they were placed on the wide screen for general discussion after returning from morning tea.
After returning from morning tea, I noticed that the words “repeatedly” and “per report” were removed from the above sentence. I noted their absence and was informed that: (1) the word “repeatedly” was not normally used, and (2) the manager disputed that it was $10,000 per report, but instead $10,000 for all subsequent reports.
My memory of the discussion, was the staff member was asked repeatedly what the cost of the report before council was, given he had suggested it would be the same cost for each of the subsequent reports. I also questioned that conclusion, because any subsequent reports would surely have leveraged off the report currently before council. However, staff remained adamant that their assessment of costs was correct.
With the chairs support, the manager asked that my proposed addition to the minutes be deferred until the next community development meeting, so that the staff member (currently on leave) could be consulted.
Golden Bay (Takaka) recreation centre
I do not usually discuss the chairs report as there is not much in them. However, I did want to take the opportunity to confirm if $400,000 of in-kind contributions were received, before the tender to construct the Golden Bay recreation centre was authorised. I had asked this question, as it did not appear to have been disclosed in any reports.
By way of brief background, the tender could not be approved until the community had secured an $800,000 contribution. At the last community development meeting, the committee had approved the receipt of a $400,000 in kind contribution (supported by written promissory notes).
The chair confirmed that a binding $400,000 in-kind contribution had been received in writing, so that the community had successfully met its total contribution of $800,000.
Councillors were invited to provide updates of interest or other matters. I raised two matters:
- New Zealand Initiative – creating regional prosperity. I advised the committee that I had attended the New Zealand Iniitiative’s launch of their report called “In the Zone: Creating a Toolbox for regional prosperity” on 19 October 2015 in Wellington (at no cost to ratepayers). The report made for interesting reading with one of the main recommendations suggesting the creation of special economic zones to promote growth in the regions. A copy of the document can be located at http://nzinitiative.org.nz/site/nzinitiative/files/In%20the%20Zone%20WEB.pdf (see also TV One’s Q&A item at www.youtube.com/watch?v=q0fQlI_gPjw).
- Trans-Tasman Golf and Croquet Test Series. I advised council that I had been invited to attend the opening of the inaugural Trans-Tasman Golf and Croquet Test Series being held in Nelson on 20 November 2015. Another national event being held in the region, that has great potential.
Community development activity report
The report provided the following highlights:
- Wakefield and Maoua health centres: The Wakefield health centre will be changing to an incorporated trust and the need for a council representative will no longer be required. Accordingly, at the time that the trust is formed Cr Bryant will no longer be a liaison representative. Cr Norris was reappointed the liaison representative for the Mapua health centre.
- Aquatic centre: For the July 2015 period, number were down from the same time last year. Total patronage was 22,900 (including 5563 visits for the gym). I asked that comparative data for the 2014 to 2012 periods also be provided in reports, so that council can be aware of any trends.
- Golden Bay recreation centre: Three design and build tenders were received. Tenders were subject to a weighted attributes scoring system. Gibbons Construction was awarded the contract subject to a few minor modifications. Construction is expected to start in February 2016.
- Community relations: Christmas events are currently being planned. A guide to summer services is being scoped. An event was held at Easby park in Richmond (near Selbourne Avenue) as part of the “in your neighbourhood” pilot programme (see http://nelsonlive.co.nz/news/2015/11/neighbourhood-event-success/). I attended this event and had the opportunity to talk with a number of residents. As well as welcome a few new residents to the Richmond community.
I noted in the chair’s report that “all three tenders that were received were of a very high standard and within budget”. Accordingly, I asked the question, whether the lowest cost option per square metre had been selected by the tenders panel, or whether other considerations were taken into account?
I was advised that the lowest cost per square metre tender had not been selected as the successful tender, and that other weighted considerations (outlined in the tender document) were also taken into consideration when selecting the successful tender. In my opinion, council should have opted for the lowest cost per square metre option, and worked with the tenderer to make minor modifications so as to improve the layout of the centre. This would not have been hard to do. And if those suggestions had increased costs, they could have fallen back on the next best priced tender.
I also asked whether any savings from the construction project would be apportioned on a contributor basis (council contributed $3.2 million and ratepayers $800,000). I was advised that any savings would be apportioned on such a basis, should they arise.
Reserves and facilities work plan
The report provided a summary of the department’s work plan for reserves. For Richmond, this included: (1) new training lights at Jubilee park, (2) updated equipment at Chelsea Avenue park, (3) investigation of new toilets at Ben Cooper park, (4) new signage at Richmond cemetery, (5) new mountain bike tracks at Dellside reserve, (6) repainting of Busch reserve toilets, (7) Saxton field projects (including Avery toilets and the velodrome). Plus an upgrade of all reserve lighting to LEDs.
I raise my concerns over the replacement of the Chelsea Avenue park equipment. In my opinion, there did not appear to be any equipment in need of replacement (see photos below). However, if there was, then I suggested that the park was adequately provided for and that any damaged equipment should be removed, rather than replaced. I also asked staff to be kept in the loop in regard to any proposed work in this area. Staff advised that an audit report had identified issues. I requested a copy of the report, amnd and at the time of writing this report, I am still waiting for a copy. In the interim I have circulated photos of the park equipment to Richmond ward councillors. In my opinion, the equipment is fine and in the words of one local mother “all it needs is a lick of paint and some oil”. I agree.
Playground equipment is not cheap. In my opinion, council is very quick to spend ratepayer funds on upgrading equipment, when it does not need replacement. Similar problems were identified with the manner in which our roads were re-sealed or upgraded. Savings have since been made in the roads team, through smarter management of assets.
I also wonder if playgrounds (and their equipment) should be consolidated. Council spends a lot of money maintaining the numerous pocket parks council has acquired over the years. Some parks are only separated by streets. For example Norm Large Park is across the road from Ben Cooper, and Chelsea Avenue Park is a mere 3 min walk from Ben Cooper. Consolidating parks would enable funds to be used in the acquisition of larger parks or retire debt. Consolidating parks would also reduce maintenance costs.
Pictures of Chelsea Avenue park equipment
Library activity report
The report provided the following highlights:
- RFID installation: A new issuing and stock management system (currently bar codes) will be completed by June 2016. The new technology will enable more efficient management of stock as well as the provision of new online services.
- Personalised service: A new service that offers one-on-one help for customers using library resources (mainly computer or online resources) has begun.
- Events: September and october events included technology workshops and school holiday programmes.
- Key statistics: visitor numbers (110,479) were 2.7% lower in September 2015, than the same time last year (mainly in Motueka). Online visits continue to increase (5,943 visits) 10.4%, than the same time last year. Issued items (52,971 items) in September increased 2.4% compared to the same time last year. Total issues for the year (162,331) increased 1.9% compared to last year. Physical audio items increased 1.3% for the July to September period. Takaka and Motueka increasing by 3.5%, and Richmond decreasing 2.2%. Ebook and e-audio items (3,744) increased 39% for the quarter (and now comprise 2% of total library issues). Active members total 23,516.
Customer services activities report
The customer services team provide phone and reception counter support. The teams work for the period 1 July 2014 to 30 June 2015 is illustrated below. This included converting a paper based system to a digital process (utilising Manymaps software for LIM reports).
Request for service and land information (1 July 2014 to 30 June 2015)
A recent review of the team structure and functions has involved a shift towards a more flexible work approach between normal customer service work and property (land information) records. This has resulted in team members from customer services team undertaking scanning work (for the records team) when they are not undertaking normal customer service duties.
Moutere Hills community centre
Council were advised that the addition of the community fitness centre (fully funded by the community) had exceeded participation expectations, with 119 active members as at 14 October 2015 (see www.mouterehills.org.nz).
Agenda and minutes
The agenda and minutes are located at www.tasman.govt.nz/council/council-meetings/standing-committees-meetings/community-services-committee-meetings/?path=/EDMS/Public/Meetings/CommunityServicesCommittee/2015/2015-10-29.