1 Yarrow Stadium Joint Committee agenda (29 November 2017) - Agenda MEETING AGENDA YARROW STADIUM JOINT COMMITTEE Wednesday 29 November 2017 at 3pm Council Chambers, NPDC Chairperson Cr Michael Joyce (TRC) Members: Mayor Neil Holdom (NPDC) Cr Craig Williamson (TRC) Cr Alan Melody (NPDC) 1 Yarrow Stadium Joint Committee agenda (29 November 2017) 2 This page is intentionally blank. 2 Yarrow Stadium Joint Committee agenda (29 November 2017) - Deputations ADDRESSING THE MEETING Requests for public forum and deputations need to be made at least one day prior to the meeting. The 5 Chairperson has authority to approve or decline public comments and deputations in line with the standing order requirements. PUBLIC FORUM Public Forums enable members of the public to bring matters to the attention of the committee which are not contained on the meeting agenda. The matters must relate to the meeting’s terms of reference. Speakers can speak for up to 5 minutes, with no more than two speakers on behalf of one organisation. None advised DEPUTATIONS Deputations enable a person, group or organisation to speak to the meeting on matters contained on the agenda. An individual speaker can speak for up to 10 minutes. Where there are multiple speakers for one organisation, a total time limit of 15 minutes, for the entire deputation, applies. None advised 3 Yarrow Stadium Joint Committee agenda (29 November 2017) - Previous Minutes PREVIOUS COMMITTEE MINUTES Recommendation That the minutes of the Yarrow Stadium Joint Committee (23 August 2017), and the proceedings of the said meeting, as previously circulated, be taken as read and 6 confirmed as a true and correct record. END 4 Yarrow Stadium Joint Committee agenda (29 November 2017) - Table of Contents REPORTS ITEMS FOR DECISION BY COMMITTEE 7 1 Yarrows Stadium Operations Update 2 Asset Management Report 3 Major Projects and Major Maintenance 4 Exclusion of the public from the remainder of the meeting END 5 Yarrow Stadium Joint Committee agenda (29 November 2017) - Decision - Yarrows Stadium Operations Update Item for Decision YARROW STADIUM – OPERATIONS UPDATE PURPOSE The purpose of this report is to provide an update on operations at the Yarrow Stadium. The report also confirms the strategic direction for the Yarrow Stadium Asset Management Plan review as part of both New Plymouth District Council’s and Taranaki Regional Council’s 2018/28 Long Term Plan processes. 8 RECOMMENDATION That, having considered all matters raised in the report, the report be noted. SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only, and has been assessed as being of some importance. DISCUSSION Strategic Direction In October 2015, the Yarrow Stadium Joint Committee and the two councils adopted the Yarrow Stadium Strategic Plan, Yarrow Stadium Asset Management Plan and the Yarrow Stadium Business Plan. The strategic plan set out a vision for the stadium to be: The best regional stadium in NZ with a regular programme of national and international sports and entertainment events A stadium for both major events and community events, and for Taranaki’s premier outdoor field, team sports codes A stadium loved by sports fans and the local community A stadium that delivers a quality experience for event promoters, participants and spectators, which is achieved through superior event facilities, presentation and management; and through the early adoption and smart use of technology. Seven goals were identified to meet this vision. To achieve each goal, a series of projects and operational initiatives were identified. A business plan for Yarrow Stadium was also developed which centred on diversification of events, increased usage, long-term partnerships and maintaining effective stakeholder relationships. 6 Yarrow Stadium Joint Committee agenda (29 November 2017) - Decision - Yarrows Stadium Operations Update Item for Decision The Yarrow Stadium Asset Management Plan 2015-25 (AMP) sets out a tactical plan to help manage Yarrow Stadium assets and deliver them to an agreed standard of service. The plan focuses on levels of services, demand, lifecycle asset management and the associated expenditure requirements. The AMP gives an overview of the assets within Yarrow Stadium and the plan to achieve the goals and vision set out in the Strategic Plan above. Both councils are preparing their 2018/28 Long Term Plans. As part of those processes 8 a review of the Yarrow Stadium AMP is near completion. It is not proposed to review the current strategic direction for the stadium, as this was only formally adopted in December 2015. It is proposed that the review of the AMP will be in the context of the current strategic direction for Yarrow Stadium. Venue Operations Activity has continued to grow at Yarrow Stadium over the first quarter of the 2017/18 year. The highlight of the quarter was the All Blacks V Argentina Test in September, attended by more than 22,000 spectators. The success of the Taranaki Rugby team, which reached the semi-final stage of the National Provincial Championship, also attracted healthy numbers to the stadium. Conferences, functions and expos are growing faster than anticipated and community use is still a strong feature. The new hospitality suites in the West Stand are attracting strong interest with bookings growing on a weekly basis. A number of bookings have been confirmed leading up to Christmas. An extensive promotional campaign to promote the new suites included activity on social media, direct marketing via the Taranaki Chamber of Commerce and corporate contacts built up over a number of years. Several major New Plymouth companies have used the suites for meetings, training courses and social events. Ratepayers were offered a special limited deal with discount on venue hire for private functions and several people have taken advantage of this offer. The Legends Lounge continues to be a popular choice for larger events and there are several Christmas functions and other events being held in the next quarter. Yarrow Stadium hosted the funeral of Peter Burke in October with the Legends Lounge as the main venue for the service and reception. The inclement weather during most of 2017 has not only impacted on the construction project but also presented a major challenge to the ground staff in terms of maintaining the fields to their usual high standard. 7 Yarrow Stadium Joint Committee agenda (29 November 2017) - Decision - Yarrows Stadium Operations Update Item for Decision 8 FINANCIAL AND RESOURCING IMPLICATIONS There are no financial and resourcing implications. IMPLICATIONS ASSESSMENT This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically: Council staff have delegated authority for any decisions made; Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter; 8 Yarrow Stadium Joint Committee agenda (29 November 2017) - Decision - Yarrows Stadium Operations Update Item for Decision Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses; Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan; Any decisions made are consistent with the Council's plans and policies; and No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of 8 the Council, or would transfer the ownership or control of a strategic asset to or from the Council. Report Details Prepared By: Ron Murray Manager Venues and Events Team: Venues and Events Approved By: Mike Nield Ward/Community: District Wide Date: 31 October 2017 File Reference: ECM 7565764 -------------------------------------------------------End of Report --------------------------------------------------- 9 Yarrow Stadium Joint Committee agenda (29 November 2017) - Decision - Asset Management report Item for Decision 2018-28 YARROW STADIUM DRAFT ASSET MANAGEMENT PLAN SUMMARY PURPOSE This report gives a summary overview of the draft 2018-28 Yarrow Stadium Asset Management Plan (AMP). RECOMMENDATION 9 That, having considered all matters raised in the report, the report be noted. SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only, and has been assessed as being of some importance. DISCUSSION Clause 8 of the Taranaki Stadium Management Agreement between Taranaki Stadium Trust (The Trust) and New Plymouth District Council (the Council) dated 27 June 2013 sets out the requirements for the preparation of the AMP. The Council, as manager, is required to carry out physical preparation of the AMP under the oversight of the Taranaki Yarrow Stadium Joint Committee (the Committee). A draft version of the 2018-28 AMP is included as appendix 1 and this paper summarises the contents. The key points to note are as follows: The previous approved AMP covered the period 2015-2025; The new draft AMP covers the period 2018-2028; The draft AMP comprises of seven sections: Executive Summary, Asset Description, Levels of Service, Demand, Lifecycle, Financial Forecast and Risk Management;