Decision Required Report To: Community Development Committee
Meeting Date: 13 February 2014
Report Author: Susan Edwards, Community Development Manager; Jim Frater, Manager Property Services
Report Number: RCD14-02-06 File Reference:
1 Summary
1.1 The Community Development Committee is being asked to approve the concept plans for the Golden Bay Community Facility.
1.2 The Facility was consulted on through the Annual Plan 2013/2014 and funding of $300,000 was allocated for detailed design work to be completed.
1.3 Upon receiving initial concept plans, staff asked the Committee to form a working party to address concerns with the Golden Bay Shared Recreational Facility Inc. Committee. These meetings have now taken place, and the concerns have been resolved. The plans contained in Attachment 1 are now fit for final approval by the Community Development Committee.
1.4 Staff are recommending that the approval be given, so that detailed design work and costing can commence, this will then be presented back the Committee once complete.
2 Draft Resolution
Recommendati on
That the Community Development Committee
1. receives the Golden Bay Community Facility Working Party Report RCD14-02-06; and 2. approves the concept plans for the Golden Bay Community facility; and
3. authorises the staff to seek detailed design and costings for the facility subject to the Community Development Manager approving quotations for the work; and
4. asks the Chair of Community Development Committee and the Community Development Manager to prepare revised terms of reference for the Golden Bay Shared Recreational Facility Inc. Committee.
Item 9. 4
Tasman District Council Community Development Committee Agenda – 13 February 2014
Agenda Page 38
3 Purpose of the Report
3.1 The purpose of this report is to approve concept plans for the Golden Bay Community Facility and to approve work proceeding on detailed design and costings.
4 Background and Discussion
4.1 Dating back to September 2010, the Golden Bay Community Facility concept has been discussed in public meetings, Long Term Plan 2012-2022 consultations, Golden Bay Community Board meetings, and most recently the Annual Plan 2013/2014. Full details on the history of the proposed facility can be found in the 14 November 2013 report to the Community Development Committee.
4.2 In the Annual Plan 2013/2014, Council provided $300,000 for design work to be undertaken.
The Golden Bay Shared Recreational Facility Inc. Committee has subsequently continued with developing the concept plans for the project.
4.3 When the concept plans were received, Council staff had several queries and concerns about the design. This resulted in a report going to the Community Development Committee on 14 November 2013, requesting that a working party be formed to work through the concerns prior to Council signing off the concept plans for the facility.
4.4 It was decided at that meeting (CD13-11-2):
That the Community Development Committee:
1. receives the Golden Bay Community Facility Report RCD13-11-01; and 2. approves the establishment of a Golden Bay Community Facility working party
comprising the Chair of the Community Development Committee, the two Golden Bay Councillors, Cr Bryant, Board Member Gamby and Council officers to work with the Golden Bay Shared Recreational Facility Inc. Committee on the concept plans for the facility; and
3. asks the Golden Bay Community Facility working party to report back to the
Community Development Committee to approve the concept plans prior to proceeding to detailed design.
4.5 The Golden Bay Community Facility Working Party held its first meeting on 17 December 2013. At that meeting Council staff raised concerns with the Golden Bay Shared
Recreational Facility Inc. Committee about the number of toilets in the facility, carparking, adding a service corridor, and combining the kitchen and bar facilities. The project architects were asked to address the concerns raised by the Working Party.
4.6 The Working Party met again on 27 January to review the updated concept design. The group approved the concept plan subject to one alteration - the bathroom near the small meeting room and office being deleted and being turned into storage space in the meantime to avoid additional pan charges, but being plumbed in case it was needed in the future.
4.7 Attachment 1 contains plans illustrating the concept floor plan for the facility (note that the amendment to remove the toilet by the office and small meeting room still needs to occur).
4.8 If the project is to proceed to detailed design it would be appropriate to produce new terms of reference for the Golden Bay Community Facility Committee.
Item 9. 4
5 Options
Option 1: Approve the project to go to detailed design
5.1 Under this option the Committee would give approval to the Golden Bay Shared
Recreational Facility Inc. Committee to proceed with work on the detailed design. This will allow more accurate project costs to be calculated which would be reported back to the Community Development Committee. The Council has indicated that it is likely to include some funding for the construction of the facility in the Draft Annual Plan 2014/2015, with the remainder of the construction funding going into the 2015/2016 year, as the timing of
construction is likely to go over two years. Staff, therefore, recommend this option.
Option 2: Decline to approve the project to go to detailed design
5.2 Under this option the Committee would decline to approve the project to go to detailed design. This would leave the Golden Bay Shared Recreational Facility Inc. Committee with uncertainty over the next steps and would lead to unnecessary delays, particularly if Council wishes to commence construction of the facility in the 2014/2015 financial year. Staff do not recommend this option.
6 Strategic Challenges / Risks
6.1 There is a risk that in the event that Council needs to reprioritise its future work programme, this project may not proceed or the timeline may be reviewed.
7 Policy / Legal Requirements / Plan
7.1 As per the 14 November 2013 report:
7.1.1 The proposal complies with the “recreation reserve” classification of the land under the Reserves Act 1977. Such reserves are “for the purpose of providing areas for the recreation and sporting activities and the physical welfare and enjoyment of the public, and for the protection of the natural environment and beauty of the countryside, with emphasis on the retention of open spaces and on outdoor recreational activities, including recreational tracks in the countryside” (s17).
7.1.2 As administering body for the reserve Council may also “erect on some portion of the reserve stands, pavilions, gymnasiums, or other buildings and structures associated with and necessary for the use of the reserve for outdoor recreation…provided that where the Minister considers it to be in the public interest, the administering body may, with the prior consent of the Minister, erect buildings and structures for public
recreation and enjoyment not directly associated with outdoor recreation” (s53(1)(g).
The Act states that “where the administering body is a local authority it shall not be necessary for that administering body to obtain the consent, authority, or approval of the Minister, and it may exercise any power or discretion vested in the Minister by virtue of that subsection” (s53(2). The proposed community facility will be utilised for activities associated with and necessary for the use of the reserve for outdoor
recreation and also for indoor recreational activities. Therefore, I consider that the proposed community facility complies with the requirements of the Reserves Act.
Item 9. 4
Tasman District Council Community Development Committee Agenda – 13 February 2014
Agenda Page 40
7.1.3 The reserve management plan states that “clubs and activities that are based at the reserve include rugby, touch rugby, soccer, tennis, squash, St John Ambulance, Scouts, Brownies and drama. Most clubs occupy buildings on the reserve”. Under the general policies for sportsgrounds it state 6.2.1 to “Manage sports grounds primarily for organised sporting activities, encouraging multiple-use of facilities where practical”.
The community facility is for use by clubs using the reserve, along with other activities, and it is a multi-purpose facility. Therefore, I consider that the community facility proposal is in line with the requirements of the Reserve Management Plan.
7.1.4 The proposed facility appears to comply with the land use requirements of the Tasman Resource Management Plan. There are, however, still some outstanding matters to work through with Council’s consent planners on the carparking requirements for the reserve and the facility.
8 Consideration of Financial or Budgetary Implications
8.1 Funding for the detailed design is currently on hold, awaiting a decision from the Community Development Committee on the concept plans.
8.2 As noted earlier in the report, Council has allowed $300,000 in the Annual Plan 2013/2014 for the design work to proceed. The suggested recommendation should enable the work to proceed during the remainder of the 2013/2014 financial year within the budgeted funding.
8.3 The work undertaken in the current financial year will not utilise the full $300,000 budgeted.
Staff will, therefore, apply at the end of the current financial year for the funds to be carried forward into the 2014/2015 year for use on further stages of the community facility project.
9 Significance and Consultation
9.1 The decision to fund and construct the Golden Bay Community Facility is in itself of reasonably high significance and that decision has been consulted on through the Long Term Plan 2012-2022 and will be consulted on again through the Draft Annual Plan
2014/2015. The decision sought in this report will be of moderate community interest in the Golden Bay area, as it demonstrates a commitment to further expenditure on the project.
However, overall the decision sought in this report is considered of low significance to the District overall, as it does not have particular community of interest across the wider District, it does not have major financial implications and it is not dealing with significant assets.
9.2 The decisions to provide funding for the Golden Bay Community Facility and to allocate
$300,000 in the current financial year for designing the facility have been consulted on through the Long Term Plan and Annual Plan 2013/2014. We, therefore, consider that it is not necessary to consult on the decision being asked of the Committee in this report.
10 Conclusion
10.1 The Golden Bay Shared Recreational Facility Inc. Committee has prepared concept plans for the facility. The approval of the Community Development Committee is required so that detailed design work can take place. The funding for this work has already been allocated in the Annual Plan 2013/2014. The Golden Bay Community Facility Working Party has
Item 9. 4
reviewed and sought amendments to the concept plans and is now comfortable with the latest proposal.
11 Next Steps / Timeline
11.1 If the Committee agrees to the recommendation in this report. The Golden Bay Shared Recreational Facility Inc. Committee will be advised that detailed design work can be undertaken and costed. This will be reported back to the Community Development Committee later in the year.
12 Attachments
1. Golden Bay Facility Concept Plan 43
Att ac hm ent 1 Item 9. 4
Item 9. 5
7. Appr oval for Funding Applications to Exter nal Provi ders R eport
9.5 APPROVAL FOR FUNDING APPLICATIONS TO EXTERNAL PROVIDERS REPORT