13 June 2017 MEMORANDUM FOR: ................................................... Property and Community Services Committee NOTICE IS HEREBY GIVEN that there will be a meeting of the Property and Community Services Committee at: 1.00pm on Tuesday, 20 June 2017 in the Council Chamber, Municipal Office Building, 101 Guyton Street, Whanganui. Business The following items of business will be considered:- No Item Page Refs 1. Apologies…………………………………………………………………………………….... 3 2. Declarations of Interest...................................................................... 3 3. Minutes of Previous Meeting………………………………………………………… 3 4. Actions Arising from Previous Minutes………………………………………… 3 5. Operations Group Activity Report...................................................... 4 A1 – A6 6. Property Group Activity Report.......................................................... 91 7. St Johns Hill Walkways........................................................................ 103 B1 – B3 8. Waste Minimisation Working Party Report........................................ 132 C 9. Waste Management and Minimisation Plan 2015............................. 140 D Confidential 10. Actions Arising from Previous Minutes – Confidential....................... 149 Kym Fell Chief Executive Page 2 Property and Community Services Committee – Terms of Reference • To monitor acquisition or sale or lease of properties owned by the Council or any endowment properties. • To discuss and make recommendations to Council on: o Cultural facilities, activity and events. o Parks, sporting and recreational activities and facilities. o Waste minimisation activity. o Emergency Management (Civil Defence) matters. o Customer service related matters. • To monitor the progress and implementation of key strategic projects including: o Town Centre Regeneration. o Castlecliff Rejuvenation. o Sarjeant Gallery Redevelopment. Items of business not on the agenda which cannot be delayed Items not on the agenda may be brought before the meeting through a report from either the chief executive or the Chairperson. The meeting must resolve to deal with the item and the Chairperson must explain at the meeting, when it is open to the public, the reason why the item is on the agenda and the reason why the discussion of the item cannot be delayed until a subsequent meeting. Refer to Standing Order 9.11 Note: nothing in this standing order removes the requirement to meet the provisions of Part 6, LGA with regard to consultation and decision-making. Discussion of minor matters not on the agenda A meeting may discuss an item that is not on the agenda only if it is a minor matter relating to the general business of the meeting and the Chairperson explains at the beginning of the public part of the meeting that the item will be discussed. However, the meeting may not make a resolution, decision or recommendation about the item, except to refer it to a subsequent meeting for further discussion. Refer to Standing Order 9.12 Property and Community Services Committee 20 June 2017 Page 3 Property and Community Services Committee Membership Cr Helen Craig (Chair), Cr Josh Chandulal-Mackay (Deputy Chair), Mayor Hamish McDouall, Crs Charlie Anderson, Philippa Baker-Hogan, David Bennett, Murray Cleveland, Jenny Duncan, Kate Joblin, Hadleigh Reid, Alan Taylor, Rob Vinsen, Graeme Young, and Ms Sandra Falkner. 1. Apologies 2. Declarations of Interest 3. Minutes of Previous Meeting The minutes of the Property and Community Services Committee meeting held 28 March 2017 were tabled at Whanganui District Council’s meeting on 2 May 2017. The minutes were received, and the reports and recommendations were adopted by the Council. Recommendation to Property and Community Services Committee 3.1 THAT the minutes of the Property and Community Services Committee meeting held 28 March 2017 are confirmed. References – Agenda Attachments Minutes − 28 March 2017 (provided separately) 4. Actions Arising from Previous Minutes Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the recommended decision is not significant. Recommendation to Property and Community Services Committee 4.1 THAT the information is noted. No Item Resolution Action % Completed 1 Property and THAT it is recommended to Council Stuart Hylton 50 Community Services that all events receiving Council Discussions started with Committee meeting funding or requiring a licence to Customer Services to include 14 February 2017 use a public place, be required to this provision in Licence to 6. Waste submit and operate an approved Occupy applications. Waste Management and waste minimisation plan for the Plan application form devised. Minimisation Working event. Party Report. Property and Community Services Committee 20 June 2017 Page 4 2 7. Animal Welfare THAT a further report is awaited on Rosemary Fletcher 50 Centre Update. the suitability of Airport Road. Update report to be completed September 2017. 3 8. Report on Dog THAT the Dog Control Policy and Jo Meiklejohn 100 Control Policy and Practices report 2015/16 is Complete. Practices under adopted and sent to the Secretary Section 10A Dog of Local Government. Control Act 1996, for 2015/16 year. 4 Late Item: Future of THAT the District Library Business Pete Gray 100 District Library Board is disestablished and the Library Business Board Business Board Library Business Unit activity disestablished. Library brought in-house. operation will be fully in- house from 1 July 2017. 5. Operations Group Activity Report Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the recommended decision is not significant. Recommendation to Property and Community Services Committee 5.1 THAT the information is noted. Bryan Nicholson, Chief Operating Officer, reports: Executive Summary The purpose of this report is to provide the Committee with an update on the District Library, Whanganui Regional Museum, Sarjeant Gallery, NZ Glassworks, Whanganui Venues & Events, Arts Facilitation, Emergency Management, Safer Whanganui and Health & Safety, which form the Operations Group, for the period 1 January 2017 to 30 April 2017. Progress Update District Library This was a (relatively) quiet quarter for the Library, with staff bedding into their new roles following a major restructure in December 2016. Frontline Services Manager, Nicholas Keene arrived from Auckland with his family in February. Nick was previously Community Library Manager at Ranui Library. Preparatory work for the introduction of Radio Frequency ID (RFID) tagging and the move to a new Integrated Library Management System (ILMS) has been underway through the period to the end of May. RFID will enable customer self-checkout and return and speedier transactions by staff; and the new ILMS will deliver improved functionality at a significantly reduced cost. A full report will follow once the systems are in place. The new system will go live on 22 June 2017, with RFID going live in September. Property and Community Services Committee 20 June 2017 Page 5 A Children’s Day event was held in Queens Park on Sunday 5 March 2017. The Library stepped in after SKIP lost funding to help community partners, including Nga Tai O Te Awa, organise the family fun day. The event was attended by more than 1,000 people. The move of the heritage collection into the climate-controlled storage is complete. The mobile shelving (enabling more items to be stored in a smaller area) and the climate control system were entirely funded by a grant from the Lottery Grants Board Environment & Heritage Committee. Heritage Librarian Lynley Fowler celebrated fifty years’ service with Whanganui District Library on 6 February 2017. The District Library activity dashboard for January to April 2017 is attached. (Ref A1) Whanganui Regional Museum The main Museum buildings closed to the public from September 2016, but the Museum continues to provide a high level of access and has made major advances in its collection management and conservation while working on the overhaul of its storage, work and exhibition facilities. The seismic project is on schedule and being carried out with a high degree of co- operation among staff of the Council, the Museum and the contractors, W&W Construction. At the same time, the Museum secured funding for additional work from the Lottery Grants Board, the Minister for the Arts, Culture and Heritage, Te Puni Kōkiri and bequests totalling more than $900,000. Work on the Museum’s upgrade project is already underway and will continue into 2018. The Museum has yet to set a reopening date, but it is expected to be in the third quarter of 2018. The Museum’s temporary site at 62 Ridgway Street has kept the Museum active and accessible to the community while enabling the continuation of a range of key activities, most importantly, the Ministry of Education’s Learning Experiences Outside the Classroom programme. Overall, over 32,000 people used the Museum across a variety of sites in the first nine months of the year, exceeding the annual visitation target. All other Performance Indicators have been met or are on track for fulfilment by 30 June 2017. The Whanganui Regional Museum activity dashboard for January to April 2017 (Ref A2) and Service Level Agreement 2016 – 2017 (Ref A3) are attached. Sarjeant Gallery Te Whare o Rehua Whanganui The period 1 January 2017 to 30 April 2017 saw visitorship of 19,883. This comprised: • International visitors: 1180 • National visitors: 4179 • Local