Agenda of Community Services Committee

Community Services Committee - 06 December 2017 - Open Agenda Item 1

Agenda Items

1. HOURS OF OPERATION - MTG HAWKE'S BAY AND NAPIER LIBRARIES

Type of Report:	Operational and Procedural
Legal Reference:	Local Government Act 2002
Document ID:	420487
Reporting Officer/s & Unit:	Sally Jackson, Manager Visitor Experience

1.1 Purpose of Report

To review the MTG Hawke’s Bay and the Napier Libraries hours of operation to better meet the needs of the community during the temporary co-location of the two facilities.

Officer’s Recommendation

That Council:

a. Approve that commencing 7 February 2018, the MTG Hawke’s Bay and Napier City Library and the Taradale Library change its hours of operation to be open to the general public as follows;

· The MTG Hawke’s Bay and temporary Napier City Library open Monday to Sunday 9.30am – 5.00pm, and

· The Taradale Library open Monday to Friday 9.30am – 5.30pm and Saturday & Sunday from 10.00am – 4pm.

b. Approve that the hours of operation for both the MTG Hawke’s Bay and the Napier Libraries are reviewed at the end of the temporary co-location period.

Chairperson’s Recommendation

That the Council resolve that the officer’s recommendation be adopted.

1.2 Background Summary

On the 2 October 2017 Napier City Council opted to temporarily co-locate the Napier City Library within the MTG Hawke’s Bay. The current Napier City Library will close to the general public on 22 December and reopen in the temporary location at the MTG on the 7 February.

During this temporary transition period, the Taradale Library will become the main library for the Napier community and a smaller library service will be provided within the MTG.

Over the next 12 months, Council Officers will be embarking on the development of a Library Strategy that will define the product and service requirements of Napier Libraries and the requirements of a future city library.

The Council will be updated on the strategy as it progresses and will be involved throughout with the community engagement programme.

1.3 Issues

The co-location of the MTG Hawke’s Bay and the City Centre Library has presented a challenge around the opening hours of the shared facility, as the current hours of operation for the two businesses are not aligned.

With the reduced size of the City Library for the Napier community Council officers would like to ensure access to services provided by the Napier Library is available as much as possible.

Increased community outreach programmes, reduction in fees and charges, quick and easy access to library stock are all areas of mitigation currently being investigated by Council Officers.

The current and proposed hours of operation can be seen in the table below.

Facility	Current hours of operation	Proposed hours of operation
MTG Hawke’s Bay	Mon – Sun: 10.00am – 5.00pm	Mon – Sun: 9.30am – 5.00pm
Napier City Library	Mon – Friday: 9.30am – 5.30pm Saturday: 10.00am – 4.00pm Sunday: 12.00pm – 4.00pm	Mon – Sun: 9.30am – 5.00pm
Taradale Library	Mon – Friday: 9.30am – 5.30pm Saturday: 10.00am – 4.00pm Sunday: 12.00pm – 4.00pm	Mon – Friday 9.30am – 5.30pm Sat – Sun: 10.00am – 4.00pm

NB: Extending the hours of operation beyond 5pm at the MTG Hawke’s Bay is not possible due to the commercial events and functions held in the Foyer and Century Theatre, which frequently commence at 5.30pm.

1.4 Significance and Consultation

It is considered that this matter does not trigger any criteria for significance or consultation in Council’s Significance and Engagement policy.

1.5 Implications

Financial

The change in hours of operation will require variations to be made to staff working arrangements at both the MTG Hawke’s Bay and the Napier Libraries. All changes can be achieved within the current labour budget.

Social & Policy

N/A

Risk

There is a risk of customer dissatisfaction if the hours of operation are not changed to meet the expectations of the community.

1.6 Options

The options available to Council are as follows:

1. Change the hours of operation as detailed above;

2. Extend the hours of operation further;

3. Decrease the hours of operation;

4. Maintain the status quo.

1.7 Development of Preferred Option

The preferred option is the first option, to change the hours of operation as detailed in the above table.

Peak times at the Napier City Library are from 9.30am to 11am and 3pm – 5pm weekdays.

The lowest periods of patronage is traditionally after 5pm and this time is generally used by staff to complete the end of day procedures and to set up for the next day’s operation.

Peak times for the MTG Hawke’s Bay are fluid, with visitor numbers dependent on cruise ships, time of year, weather conditions and programme times.

Both MTG Hawke’s Bay and the Napier Libraries team understand the importance of maintaining the same standard hours of operation during the co-location period. The teams also understand the importance of providing excellent customer service and the same visitor experience along with good access to both collections.

The MTG Hawke’s Bay is currently open for 49 hours a week, the Napier and Taradale Libraries 50 hours. The proposed changes see the MTG and Napier City Library increase hours of operation to 52.5 hours and the Taradale Library hours of operation increase to 52 hours a week.

The extended hours over the weekend will allow for increased number of community programmes and increased opportunities for the public to interact with, and enjoy the services provided by both the library and MTG.

Extending the hours of operation beyond 5pm at the MTG Hawke’s Bay is not possible due to commercial events and functions often held in the Foyer and Century Theatre.

1.8 Attachments

Nil

Community Services Committee - 06 December 2017 - Open Agenda Item 2

2. Library Fees and Charges

Type of Report:	Operational and Procedural
Legal Reference:	N/A
Document ID:	421204
Reporting Officer/s & Unit:	Antoinette Campbell, Director Community Services

2.1 Purpose of Report

To seek approval to remove the Reservations Fees in place for the Napier Libraries.

Officer’s Recommendation

That Council:

a) Approve that the Reservations Fees be removed from the Napier City Council Fees and Charges schedule effective immediately;

b) Review the removal of this fee at the end of the temporary transition period.

c) That a DECISION OF COUNCIL is required urgently so officers can promote the change and the extended loan period with the public as soon as possible. This will require the following resolution to be passed before the decision of Council is taken:

That, in terms of Section 82 (3) of the Local Government Act 2002, that the principles set out in that section have been observed in such manner that the Napier City Council considers, in its discretion, is appropriate to make decisions on the recommendation.

Chairperson’s Recommendation

That the Council resolve that the officer’s recommendation be adopted.

2.2 Background Summary

The Napier Libraries currently charge a reservations fee to customers to reserve a book that is either on loan or located at the other library (Napier or Taradale). The reservation fees are currently:

· Charge per adult membership (includes interbranch transfers) $1.10

· Charge per child/teen membership (includes interbranch transfers) $0.60

· Charge for magazine reservation $1.10

With the relocation of the Napier Library to the MTG in early 2018, the on-site collection will be heavily reduced from over 100,000 items available to just 25,000 items at the new site. Of the remainder of the collection that hasn’t been deselected, approximately 12,000 will go to Taradale Library and up to 50,000 will go into retrievable storage where items can be accessed when requested by our customers.

In this regard it is anticipated that customers will need to use the reservations method of accessing book stock more frequently due to the reduced likelihood of a desired item being readily available on site.

2.3 Issues

With the reduced library operation within the MTG from 7^th February 2018, Library customers will be expected to access the collection in different ways. There will be provision to browse a reduced collection on-site however customers will also need to increasingly browse online to locate the item they wish to check out. The likelihood of a desired item not being on-site and having to be reserved will be much increased. In the interest of maintaining a good level of customer service, it is proposed to remove the reservation fee to facilitate this new method of browsing. It might be that a customer will need to reserve multiple items at a time and payment of several reservation fees may be perceived as cost prohibitive to some members.

It is considered that maintaining the reservations fee in the temporary library operation will not be received well by inconvenienced library customers, and that its removal will go some way towards mitigating any customer dissatisfaction.

It is not proposed to remove any other charges including the Best Seller Collection fees, Interloan charges or City Loan handling fees.

2.4 Significance and Consultation

It is considered that this matter does not trigger any criteria for significance or consultation in Council’s Significance and Engagement policy however; the Friends of the Library have been consulted on numerous occasions and welcome this change to the schedule.

2.5 Implications

Financial

The Libraries generate revenue through various fees and charges including reservation charges, extended loan charges, photocopying fees, high demand best sellers, intercity loans etc.

The annual budget for reservations for 201718 financial year is $13,000 and $3,750 has been received to date.

Revenue gained through charging for reservations over the past three financial years is as follows;

· 2016/17 $11,437

· 2015/16 $12,850

· 2014/15 $12,511

Social & Policy

N/A

Risk

There is a risk of increasing customer dissatisfaction with the library service if the reservation fee is maintained.

2.6 Options

The options available to Council are as follows:

a. Remove the fee for reserving an item from the library

b. Maintain the status quo.

2.7 Development of Preferred Option

The preferred option is to remove the fee for reserving an item from the library. The likelihood of items being located either at Taradale Library or in storage will be increased greatly with the reduced number of collection items held at the temporary location. To promote accessibility to items and mitigate potential customer dissatisfaction with having to reserve an item and return to collect when it arrives, it is recommended that the reservation fee is removed while the library is in its temporary location.

With the reservation fee removed, customers will be able to reserve an item either online or at one of the library locations. Within 48 hours (normal level of service is 24 hours) the customer will be able to collect the item from the Taradale or the temporary Napier location.

Alternative revenue generation activities including co-hosted commercial events with MTG Hawke’s Bay, additional community programmes, increased access to internet and photocopying services, are currently being investigated. These initiatives along with anticipated efficiencies derived from the co-location of the Library and the MTG will go toward offsetting the lost revenue from reservation fees.

2.8 Attachments

Nil

Community Services Committee - 06 December 2017 - Open Agenda Item 3

3. Joint Alcohol Strategy Review

Type of Report:	Operational
Legal Reference:	N/A
Document ID:	422034
Reporting Officer/s & Unit:	Michele Grigg, Senior Advisor Policy

3.1 Purpose of Report

To update Council on the feedback process for the revised Joint Alcohol Strategy, and to request adoption of the revised Strategy.

Officer’s Recommendation

That Council

a. Adopts the revised Joint Alcohol Strategy 2017.

Chairperson’s Recommendation

That the Council resolve that the officer’s recommendation be adopted.

3.2 Background Summary

A Joint Alcohol Strategy for Napier and Hastings was first adopted by Napier City Council and Hastings District Council in 2011. The 2011 Strategy recognised that the region experiences issues relating to alcohol misuse including crime, hospital visits, injuries, abuse, and violence. The Strategy closely aligns with the goals of the two local safe communities, Safer Napier and Safer Hastings, each of which has identified alcohol harm as a priority area.

The 2011 Strategy had a five year review period. A draft revised Strategy was prepared earlier this year. The revised Strategy considered the latest alcohol harm data for the region. It includes a clear vision statement, three key objectives, four at-risk groups, and a focus on the councils’ areas of influence.

The draft revised Strategy was presented to both councils in March 2017, when it was approved for release for feedback from stakeholders and the public.

Feedback Process

The draft revised Strategy was sent directly to key stakeholders for feedback, and feedback was also sought from the general public (see Feedback Plan in Appendix 1).

Channels advising feedback options included:

· A joint media release

· Information posted on both council websites (Napier City Council ‘Talk to Us’ and Hastings District Council ‘My Voice, My Choice’)

· Multiple posts on both council Facebook pages

· An advertisement in Napier City Council’s ‘Proudly Napier’ insert in the Napier Mail community newspaper

· Information on digital screens in council customer centres and facilities

· E-signatures on Napier City Council staff emails.

The feedback period was 14 August - 8 September 2017.

Four organisations provided written feedback (Alcohol Action Hawke’s Bay, Alcohol Healthwatch, Hawke’s Bay District Health Board, and the Health Promotion Agency). Members of the public provided feedback through the councils’ websites and Facebook pages.

Feedback was considered by the Joint Alcohol Strategy Advisory Group (comprising two Councillors from each of NCC and HDC) at their meeting on 12 October 2017 (see minutes of meeting in Appendix 2). The Advisory Group also heard verbal presentations from two submitters who had provided written feedback. The Advisory Group made some amendments to the draft Strategy, which are shown in the revised Strategy attached (see Appendix 3).

Revised Strategy

On the whole, agencies and the public are supportive of the Strategy and its aspirational vision. The Strategy vision is ‘a safe and healthy community, free from alcohol related harm’.

Submitters were also largely supportive of the Strategy objectives although some changes to the wording of these were suggested. Agreed changes are marked in the revised Strategy.

Two submitters called for the reintroduction of two objectives that were in the 2011 Strategy but removed from the draft 2017 version:

· ‘Work collaboratively with community and agencies on initiatives to reduce alcohol harm’ – this objective was not reinstated as the Advisory Group agreed it represents a way of working, rather than being an objective in and of itself.

· ‘Use clear and effective regulation around alcohol’ – this objective was not reinstated as the Advisory Group agreed the Strategy should not govern the regulatory functions of councils. These functions are governed by legislation and care is required to make this distinction.

Submitters also suggested slight rewording to one of the at-risk groups (pregnant women) to ensure a focus not only on women who may become pregnant but also those who are currently pregnant. The revised wording for this at-risk group is ‘women who are or may become pregnant’.

Suggestions were made to extend the list of indicators proposed in the Monitoring and Review section, which are included in the revised Strategy.

Several of the written submitters proposed actions for implementation. These will be considered following adoption of the Strategy.

Next Steps

The revised Strategy and associated paper is being presented to the Hastings District Council at their meeting on 20 December 2017.

3.3 Issues

No issues.

3.4 Significance and Consultation

The revised Strategy was sent directly to stakeholders and released to the public for feedback. This feedback was considered by the Joint Alcohol Strategy Advisory Group at their meeting in October 2017, with submitters given the opportunity to present their feedback.

The engagement undertaken reflected that no significant changes were made to the Strategy apart from updated data and trends and aligning the Strategy with current research and priorities in this field.

3.5 Implications

Financial

There are no financial implications. Any activities identified in the subsequent implementation plan will be funded either externally or within current budget.

Social & Policy

Following adoption of the Strategy an implementation plan will be developed with Hastings District Council and other members of the Joint Alcohol Strategy Reference Group (ACC, Police, HBDHB).

Risk

All work on the revised Strategy has been undertaken jointly with Hastings District Council. The feedback process followed the agreed plan for ensuring stakeholders and the public had an opportunity to provide comment on the draft revised Strategy.

3.6 Options

The options available to Council are as follows:

a. Council adopts the revised Joint Alcohol Strategy 2017 (preferred option).

b. Council does not adopt the revised Joint Alcohol Strategy 2017. This is not recommended as the revised Strategy has been updated to reflect current information and has incorporated feedback from the community.

3.7 Development of Preferred Option

Following adoption of the revised Strategy, both councils will work with members of the Joint Alcohol Strategy Reference Group (ACC, Police, HBDHB) to develop a Strategy implementation plan. The plan will consider suggestions made in submissions that provided comment on actions for implementation.

The plan will include activities under each of the three objectives, which will be phased across the years and identify project leads and partners. Implementation plan development will commence in early 2018.

3.8 Attachments

a Revised Joint Alcohol Strategy Feedback Plan ⇩

b Minutes - Joint Alcohol Strategy Advisory Group meeting, October 2017 ⇩

c Revised Joint Alcohol Strategy with tracked changes from Joint Alcohol Strategy Advisory Group ⇩

Apologies

Nil

CONFLICTS OF INTEREST

Nil

Public forum

Owen Mata and Lyndal Johansson presented to Council on the intended “open streets” event to be initiated in Ahuriri. During the event access roads into the village would be temporarily closed to create a pedestrian precinct, with a variety of activities available for families to engage in. The Ahuriri Business Association is supportive of the concept, and international open streets events have demonstrated a tangible flow on effect in retail income for businesses in the area. It was noted that an area would be cordoned off around the working harbour to ensure that any boats that must be unloaded are able to do so without hindrance.

Councillors noted that Ahuriri does not have particularly large numbers of retailers proportionately, and asked how it was selected as the initial area. It was advised that other business associations had been approached with the concept but were less enthusiastic at this point. Should the Ahuriri event be successful there would be future opportunities to hold similar events in different areas of the city – it was intended that the “open streets” concept become an annual event.

In response to a question from councillors, the Director City Strategy advised that any links to the City Vision and associated programmes had not been assessed as this was the first time the concept had been presented.

Announcements by the Mayor

Nil

Announcements by the Chairperson

Nil

Announcements by the Management

Nil

Confirmation of Minutes

Councillors Taylor / Wise

That the Minutes of the meeting held on 2 August 2017 were taken as a true and accurate record of the meeting.

CARRIED

Notification and Justification of Matters of Extraordinary Business

(Strictly for information and/or referral purposes only).

Agenda Items

1. Maori Wards

*Type of Report:*	Legal
*Legal Reference:*	Local Electoral Act 2001
*Document ID:*	387769
*Reporting Officer/s & Unit:*	Jane McLoughlin, Team Leader Governance

1.1 Purpose of Report

To outline the feedback received from the community engagement on Māori Wards and seek a decision from Council on whether to establish Māori Wards for the 2019 election.

At the Meeting

In response to questions from Councillors it was clarified that:

· Information on Māori Wards had been taken to the Māori Consultative Committee at two of their formal meetings, with opportunities for the members to discuss the options and provide feedback. The Mayor noted that he had discussed the topic with members of the Committee as part of other meetings he had held with members at separate times.

· Further to the Consultative Committee, hui had taken place with mana whenua on several occasions.

· It is intended that any recommendation from today’s meeting be taken to the Māori Consultative Committee at their meeting on 1 November 2017, as part of the standard meeting protocols.

· The Strategic Māori Advisor role was created to facilitate more regular and meaningful hui with mana whenua. It is hoped that political engagement and representation will increase as on consequence of this.

Committee's Recommendation

Councillors Wright / Brosnan

That Council

a. Do not establish Māori Wards in Napier City for the 2019 and 2022 local elections.

CARRIED

Boag against

2. Napier Aquatic Centre Expansion

*Type of Report:*	Operational and Procedural
*Legal Reference:*	N/A
*Document ID:*	394789
*Reporting Officer/s & Unit:*	Glenn Lucas, Manager Sport & Recreation

2.1 Purpose of Report

To present the results of the community engagement and consultation, and to proceed with design, schedule and costings on the basis that Option 3 is the preferred option. The preferred option will be considered during the 2018-28 Long Term Plan (LTP) process.

At the Meeting

Council noted that the thorough consultation on this matter had resulted in very clear feedback from the community on the preferred option. It would be important during the LTP process to be particularly clear about the total costs of Option 3 so that the impact on rates was well understood.

In response to questions from Councillors it was advised that:

· Risk related to a 50m pool also being constructed at the Regional Sports Park was minimal. Currently it is a concept only and no funding is available. It was further noted that should a 50m pool be constructed at the Park in future it was most likely to be used for elite athletes and competition, and would not draw customers away from the Napier Aquatic Centre.

· The option to design a pool with dimensions 50m x 25m has been considered and costings are to be developed in more detail to be brought back to Council during the LTP process. This would allow flexibility in how the pool was used.

Committee's Recommendation

Councillors Taylor / Price

That Council

a. Receive the summary of community engagement.

b. Support the development of designs, schedule and costings for Option 3 to be considered during the 2018-28 LTP process.

CARRIED

3. NRB Survey 2017

*Type of Report:*	Information
*Legal Reference:*	N/A
*Document ID:*	391673
*Reporting Officer/s & Unit:*	Elaine Cooper, Corporate Planner

3.1 Purpose of Report

To advise Council on the results of the NRB survey carried out in 2017.

At the Meeting

Thanks were extended to staff for the work undertaken around the city – the cleanliness and aesthetic always receive very positive feedback from visitors and the community.

The strongly positive comments suggest that the greater proportion of the community are very happy with council’s performance and provides some balance to the impression that the community as a whole are unhappy.

It was noted that matters that are ‘top of mind’ when the survey is run one year may not be the next and this accounts for some variability in what is considered important to the community in their feedback.

Committee's Recommendation

Councillors Hague / Wise

That the Council

a. Receive the results of the NRB survey 2017.

CARRIED

4. Creative Communities Scheme Meeting September 2017

*Type of Report:*	Operational
*Legal Reference:*	Local Government Act 2002
*Document ID:*	393626
*Reporting Officer/s & Unit:*	Belinda McLeod, Community Funding Advisor

4.1 Purpose of Report

a) To note the Creative Communities funding decisions made on 28 September 2017. Council administers this scheme on behalf of Creative NZ. Funding decisions do not require ratification from Council.

b) To receive the minutes from the meeting held on 28 September 2017.

At the Meeting

There was no discussion on this item.

Committee's Recommendation

Councillors Wright / Boag

That Council

a. Note the Creative Communities funding decisions report from 28 September 2017

b. Receive the minutes from the Creative Communities meeting held on 28 September 2017

CARRIED

PUBLIC EXCLUDED ITEMS

Councillors Wise / Taylor

That the public be excluded from the following parts of the proceedings of this meeting, namely:

1. Recycling Contract Renewal

2. CBD Security Patrols - Initial Review

CARRIED

The general subject of each matter to be considered while the public was excluded, the reasons 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 were as follows:

GENERAL SUBJECT OF

EACH MATTER TO BE CONSIDERED

REASON FOR PASSING THIS RESOLUTION IN RELATION TO EACH MATTER

GROUND(S) UNDER SECTION 48(1) TO THE PASSING OF THIS RESOLUTION

1. Recycling Contract Renewal

7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities

48(1)A That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist:
(i) Where the local authority is named or specified in Schedule 1 of this Act, under Section 6 or 7 (except 7(2)(f)(i)) of the Local Government Official Information and Meetings Act 1987.

2. CBD Security Patrols - Initial Review

7(2)(h) Enable the local authority to carry out, without prejudice or disadvantage, commercial activities

The meeting went into committee at 3.32pm

APPROVED AND ADOPTED AS A TRUE AND ACCURATE RECORD OF THE MEETING

CHAIRPERSON:_____________________________

DATE OF APPROVAL:____________________

Council Members	The Mayor, Deputy Mayor White (In the Chair), Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, Wise and Wright
Officer Responsible	Director Community Services
Administration	Governance Team
	Next Community Services Committee Meeting 20 March 2018

Present:	Councillor White (In the Chair), the Mayor, Councillors Boag, Brosnan, Dallimore, Hague, Jeffery, McGrath, Price, Tapine, Taylor, Wise, and Wright
In Attendance:	Chief Executive, Director Community Services, Director City Services, Director Infrastructure, Director Corporate Services, Director City Strategy, Manager Sport and Recreation, Corporate Planner, Waste Minimisation Lead
Administration:	Governance Team