Agenda of Motueka Community Board - Tuesday, 21 May 2024

Tasman District Council Motueka Community Board Agenda – 21 May 2024

8 Reports

8.1 Community Lease and Licence Renewals for the Motueka Ward

Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 May 2024
Report Author:	Margot Wilson, Property Officer
Report Authorisers:	Richard Kirby, Group Manager - Community Infrastructure
Report Number:	RMCB24-05-1

1. Purpose of the Report / Te Take mō te Pūrongo

1.1 To update the Motueka Community Board regarding expired and soon to expire community leases/licences in the Ward so that the Board can provide its advice to the Council’s Property Services Manager – who is delegated to approve the leasing of Council Property.

2. Summary / Te Tuhinga Whakarāpoto

2.1 Several Community Leases/Licences from within the Motueka Ward have expired or will be expiring soon. This report outlines those and provides a staff recommendation for consideration by the Motueka Community Board.

2.2 All of these tenant organisations have served the community well for many years and have been respectful of their tenancy requirements. Council staff recommend that each of these groups be offered a new five-year term lease/licence.

2.3 Following the Board’s consideration of the leases and licences within this report, the Board can then advise staff as to whether or not it supports the proposed leases renewals. The Property Services Manager is delegated to approve the leasing of Council Property and based on the Board’s advice will then consider whether to renew the leases.

3. Recommendation/s / Ngā Tūtohunga

That the Motueka Community Board

1. receives the Community Lease and Licence Renewals for the Motueka Ward report RMCB24-05-1; and

2. supports the decision of the Property Services Manager - who is delegated to approve the leasing of Council Property – to grant new five-year tenancies to the organisations listed below, noting that these groups’ occupations do not require public notification:

a. Imagine Theatre Incorporated – Lease offered pursuant to Section 12(2) of the
Local Government Act 2002. Title: NL 1B/464. Legal Description: Lot 1 DP 4811. Land classified as: Held in Fee Simple; and

b. Motueka Sunday Market Ltd - Licence to Occupy offered pursuant to Section 12(2) of the Local Government Act 2002. Title: NL122/146. Legal Description: Pt Sec
153 District of Motueka. Title: NL122/146. Land classified as: Held in Fee Simple; and

c. Motueka Bowling Club Incorporated - Lease offered pursuant to Section 12(2) of
the Local Government Act 2002. Title: NL 3C/189. Legal Description: Pt Lot 33 DP
1599. Land classified as: Held in Fee Simple.

4. Background / Horopaki

4.1 The Council’s Property Services Team manages a portfolio of around 100 community leases and licences – some number of which expire each year. It is quite a varied list of groups with each providing its own range of benefits to the residents of and visitors to our region.

4.2 The Community groups listed in 4.6 have served the local community well and have adhered
to their previous tenancy requirements thus providing no obvious reason why their occupations should not continue.

4.3 Given that these are existing, long-term occupations that are mentioned in the Memorial Park Management Plan and the Motueka Ward Reserves Management Plan (which Plan recently underwent consultation through its complete review and upgrade in 2019), no public notification is required.

4.4 The Council’s standard occupation documents clearly outline the obligations of both the community group and Council and their respective responsibilities regarding various possible tenancy issues, thus lessening the likelihood of misunderstandings.

4.5 Also standard are the five-year terms for community groups’ occupations. Five years ensures at least that amount of staff interaction/updating with each group with a balance between ensuring groups are continuing to serve the community and allowing security for those who continue to use Council property at the standard nominal fee which is currently $300 per year ($330 as/of 1 July 2024).

4.6 Following the Board’s consideration of the leases and licences within this report, the Board is being requested to confirm its support to renew the leases. The Property Services Manager is delegated to approve the leasing of Council Property.

The groups requiring lease/licences to be renewed are:

a.      Imagine Theatre Inc                      - Located on Te Maatu / Thorp Bush
                                                                   3 Woodlands Avenue, Motueka
                                                                 - Council owns all buildings here
                                                                 - Title: NL 1B/464
                                                                 - Land classification: Held in Fee
                                                                   Simple, therefore not subject to Reserves Act
                                                                 - Lease contemplated in Motueka Ward Reserves
                                                                   Management Plan
                                                                 - Current Lease expired

b.      Motueka Sunday Market              - Located on Decks Reserve Carpark
                                                                   Wallace Street, Motueka
                                                                 - Licence to Occupy – authorises use only
                                                                   during market hours
                                                                 - No buildings or improvements on site
                                                                 - Title: NL122/146
                                                                   Land Classification: Held in Fee Simple
                                                                 - Licence contemplated in Motueka Ward Reserves
                                                                   Management Plan
                                                                 - Licence expires: 30 September 2024

c.      Motueka Bowling Club Inc         - Located on Memorial Park – on title owned solely
                                                                   by Council
                                                                 - 44 Pah Street, Motueka
                                                                 - Bowling Club owns all buildings here
                                                                 - Title: NL 3C/189
                                                                 - Land classification: Held in Fee Simple
                                                                 - Lease contemplated in Memorial Park
                                                                   Management Plan
                                                                 - Current lease expired

4.7 Imagine Theatre has been a complex issue in recent times as some old work on the building had not been appropriately consented for public use. Staff have worked with the group to ensure the building is now compliant. While this building is located on land which is not part of the main reserve, on Council owned fee simple land, staff consider it does not require public notification due to the fact the Imagine Theatre use is contemplated in the Motueka Ward Management Plan. The plan states: Continue to allow groups to use the Imagine Theatre building and storage sheds, in accordance with the terms and conditions of a licence to occupy these spaces.

4.8 The Decks Reserve Market has been a well-established local feature for several decades, operated by Judy Roper in conjunction with assistance from family members. It is proposed to issue a licence to occupy the market for 5 years. The Motueka Ward Management Plan states: Issue a short-term licence to run the Motueka Sunday Market. Each lease/license should have the same end date (i.e. two months after Council has made a final decision on the site within Decks Reserve where the new Motueka Library will be located), so that they can be reviewed concurrently in future. Once Council has made a final decision on the site for the new Motueka Library, any future leases and licenses for buildings/activities {including the market} on Decks Reserve should have a term of up to five years (see Appendix 3, Tables A and B).

4.9 The Motueka Bowling Club have operated since at least 1982. The land is not a reserve under the Reserves Act. A lease to the Bowling Club is contemplated in the 1997 Memorial Park Management Plan. As such it is not considered necessary to undertake public consultation to extend the occupation with a new agreement.

4.10 The legislative authority to grant these 3 leases/licences is covered in detail in Section 7 of
this report.

5. Analysis and Advice / Tātaritanga me ngā tohutohu

5.1 That the Motueka Community Board be advised of the intention to renew any community group leases where the groups are sited on public parks or reserves to attain the Board’s support for these intentions.

5.2 Each of the groups listed in clause 4.6 have served the local community well for over twenty years and have adhered to their previous lease requirements thus providing no obvious reason why their leases should not continue.

5.3 The desired action is for the Motueka Community Board to support the Property Services Manager intentions to renew the three leases listed in clause 4.6 – thus enabling the respective groups to continue their community work without interruption.

6. Options / Kōwhiringa

6.1 The options are outlined in the following table:

Option		Advantage	Disadvantage
1.	Support renewal of all three Leases	This option allows the Council to have consistent lease terms and legal occupations of the sites This also ensures all parties understand their risks and obligations.	Other than staff time and effort, there is no disadvantage
2.	Support renewal of one or two leases	This option would see one or two leases being renewed. Board members may have pertinent information affecting potential renewals. The Board would advise that staff further investigate any leases where renewal is not supported. This option is not recommended unless the Board is aware of specific circumstances.	This option could be interpreted as Council exhibiting favouritism of one group over another.
3.	Do not support renewal of any of the three leases	This would make the groups continue their occupations under the ‘hold-over’ clause in their expired leases. Advantage is no action required at all.	This is not recommended as groups would be nervous that their occupations could be terminated per their lease terms with just a month’s notice at any time.

6.2 Option one is recommended.

7. Legal / Ngā ture

7.1 These leases have been in place for a reasonably long period of time. They do not meaningfully interfere with the public's access to the relevant land and are contemplated in the relevant management plans, which have been consulted on previously. Further, as these occupations are being presented to the Motueka Community Board for consideration, it is not considered necessary to additionally undertake a formal public consultation process (which would add considerable complexity and additional cost to the lease/licence process).

8. Iwi Engagement / Whakawhitiwhiti ā-Hapori Māori

8.1 No engagement with Iwi has taken place or is proposed as all these groups have occupied their sites for more than twenty years.

9. Significance and Engagement / Hiranga me te Whakawhitiwhiti ā-Hapori Whānui

	Issue	Level of Significance	Explanation of Assessment
1.	Is there a high level of public interest, or is decision likely to be controversial?	LOW	As these groups’ occupations have been issued at various times in the past without issue – and all have respected their contracts since - we anticipate no community concerns.
2.	Are there impacts on the social, economic, environmental or cultural aspects of well-being of the community in the present or future?	LOW	If some of these occupations were not renewed – the loss of amenity to the local community could have negative impact.
3.	Is there a significant impact arising from duration of the effects from the decision?	LOW	Standard occupation duration is five years - causing little to no public concern.
4.	Does the decision relate to a strategic asset? (refer Significance and Engagement Policy for list of strategic assets)	LOW	While most of these occupations are on various Council owned “Parks” – no individual “Park” would be considered a ‘strategic asset’ on its own.
5.	Does the decision create a substantial change in the level of service provided by Council?	LOW	Once a contract is entered into, there is little service interaction required from Council.
6.	Does the proposal, activity or decision substantially affect debt, rates or Council finances in any one year or more of the LTP?	LOW	While there is an annual fee, the purpose is essentially to defray costs of Council staff time rather than to add to Council income.
7.	Does the decision involve the sale of a substantial proportion or controlling interest in a CCO or CCTO?	N/A	There are no sales and no CCO’s or CCTO’s involved in this decision.
8.	Does the proposal or decision involve entry into a private sector partnership or contract to carry out the deliver on any Council group of activities?	N/A	The contracts here are simply to quantify and clarify terms of each tenants’ occupation.
9.	Does the proposal or decision involve Council exiting from or entering into a group of activities?	LOW	The decision only involves offering legal occupation contracts to renewing tenants.
10.	Does the proposal require particular consideration of the obligations of Te Mana O Te Wai (TMOTW) relating to freshwater and Affordable Waters services?	N/A	Water supply/use is not really a factor with these previously existing occupation contracts.

10. Communication / Whakawhitiwhiti Kōrero

10.1 Each of these groups has been notified that their leases expire soon and have been informed of council’s intention to renew them for another five-years.

10.2 All three groups have expressed appreciation that their occupations are being considered for renewal. No questions or concerns were mentioned, no further discussion followed. That is the extent of the communication with the three groups.

11. Financial or Budgetary Implications / Ngā Ritenga ā-Pūtea

11.1 Council’s current annual Community Leases rental fee is $300 ($25 a month). This fee is the same for both land only community rentals as well as for community leases for land plus a building(s).

11.2 The intention for the fee is to defray the costs of Council staff time – not to significantly add to Council’s income.

11.3 The enrichment in lifestyle and mental/emotional health that these groups add to our region are strongly felt to out-weigh the monetary costs to Council.

12. Risks / Ngā Tūraru

12.1 Council staff are of the opinion that these occupation renewals hold little to no risk to Council. All three groups have had renewals at various times in the past. There is no record of known difficulties with the current occupations and no complaints received during the previous renewals. However, if the Community Board has any misgivings regarding renewing these tenancies, then these need to be considered as part of its support or not of the Property Services Manager delegated decision.

13. Climate Change Considerations / Whakaaro Whakaaweawe Āhuarangi

13.1 The renewal of occupations in this report were considered by staff in accordance with the process set out in the Council’s Climate Change Consideration Guide 2022. Renewing of these leases will not impact on Council’s carbon footprint or increase production of greenhouse gases. The usage by these groups has changed very little over the past 20 years.

13.2 Climate change will likely have little effect on these organisations and their buildings. The locations and buildings these groups occupy are not known to be flood-prone.

13.3 Renewal of the occupations with these community groups aligns with the Council’s and Central Government’s Climate Change plans in that having these community support and activity groups situated locally reduces the need for long-distance travel and thus vehicle emissions.

14. Alignment with Policy and Strategic Plans / Te Hangai ki ngā aupapa Here me ngā Mahere Rautaki Tūraru

14.1 These leases and occupation have been anticipated in the Motueka Ward Reserves Management Plan, Memorial Park Management Plan, as well as the Tasman District Council Reserves General Policy.

15. Conclusion / Kupu Whakatepe

15.1 The staff recommendation is that the Motueka Community Board adopts a resolution recommending the Property Services Manager – who is delegated to approve the leasing of Council Property - offer new five-year leases to each of the organisations listed here in 4.6.

16. Next Steps and Timeline / Ngā Mahi Whai Ake

16.1 The Motueka Community Board deliberates and confirms its support or otherwise for the leases to be renewed for a term of 5 years.

16.2 The Property Services Manager will consider the Motueka Community Board’s view and decide whether to renew the leases.

16.3 Once the Property Services Manager has made the decision, the community groups will be notified accordingly. If the decision is to renew the leases these will be done in consultation with the community groups, including the documentation, and any other pertinent details. This work is anticipated to occur in June or July 2024.

16.4 The leases will then be finalised and signed by Council and the three respective community groups.

17. Attachments / Tuhinga tāpiri

Nil

Tasman District Council Motueka Community Board Agenda – 21 May 2024

8.7 Motueka Harbour and Coastal Works Reserve Fund Policy Update and Funding Proposals

Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 May 2024
Report Author:	Nick Chin, Enterprise and Property Services Manager
Report Number:	RMCB24-05-2

1 Summary

1.1 A reserve fund is managed in accordance with the Motueka Harbour and Coastal Works Reserve Fund Policy (Attachment 1).

1.2 When considering the requirements of the Policy in preparation for seeking funding approval for an options report, it came to staff’s attention that the wording of the Policy was unclear and confusing. The wording and map needed review to provide clarity and alignment with terms used in the Tasman Environment Plan (TEP).

1.3 A key issue was identifying the area to be covered by the Policy, in particular, clear definitions of the Coastal Environment and Motueka Harbour and Coastal Works Reserve Area were needed. These definitions now align with the TEP which is a strip outlined in green on the plan now attached to the Policy.

1.4 This Policy only affects Council administered land. Accordingly, although the Coastal Environment area marked on the Policy’s map may include private land this is because the land is within the Coastal Environment as detailed in the TEP, the policy does not affect private land.

1.5 No substantive changes to the rules around the use of the reserve fund within the Policy have been made.

1.6 The changes to the definition were completed and presented to Council on the 22 November 2023.

1.7 The Council resolved leave the item on the table and to first present the revised Policy to the Motueka Community Board for approval (figure 1).

1.8 Key amendments are a clarification to the extant of the policy and alignment with TRMP definitions. A marked up version is attached in the appendices detailing the changes.

A white text on a white background

Description automatically generated

Figure 1 Council resolution November 2023

2 Draft Resolution

That the Motueka Community Board:

1. approves the reviewed and amended Motueka Harbour and Coastal Works Reserve Fund Policy (Attachment 1 of the agenda report); and

2. agrees that additional wording is included in the Motueka Harbour and Coastal Works Reserve Fund Policy stating that the Motueka Harbour and Coastal Works Reserve Fund Policy does not affect private land or impose additional rating or development requirements on private land in the Motueka Harbour and Coastal Works Reserve area.

3 Purpose of the Report

3.1 To present and seek Community Board approval for an amended Motueka Harbour and Coastal Works Reserve Fund Policy.

4 Background and Discussion

Motueka Harbour and Coastal Works Fund

4.1 The Motueka Harbour Works and Coastal Reserve Fund is overseen by the Enterprise Committee and is operated using commercial disciplines. The reserve fund and its income is available for reinvestment or use generally within the designated Motueka area.

4.2 Day-to-day management of the fund is the responsibility of the Property and Enterprise Manager. The Council, through the fund, has land in Motueka and has provided an internal loan to the Motueka Holiday Park activity and loaned funds for the Harbourmaster Facility at Motueka. The Council receives a commercial return on these internal loans which goes into the fund.

The problem and solution

4.3 The Policy was poorly worded and therefore confusing. For example, the Coastal Environment and the Motueka Harbour and Coastal Reserve Area were not clearly defined. The map previously attached to the Policy indicated that works could only occur below Mean Water High Spring (MWHS) or below high tide, on land that normally does not belong to the Council.

4.4 This has been clarified with terminology used in the TEP.

4.5 The wording of the Policy has generally been reviewed to improve clarity but with no substantive changes to the rules on the use of the reserve funds.

5 Strategy and Risks

5.1 Updating the policy to clarify its extant and align terminology with the TEP is a low-risk decision.

6 Policy / Legal Requirements / Plan

.6.1 It is expected that policies are reviewed from time to time to ensure they remain relevant and current. There is no requirement under our Significance and Engagement Policy for consultation on this policy review as the proposed changes are minor.

6.2 The Motueka Harbour and Coastal Works Fund Policy sets the authorisation and scope of the use of the funds in the reserve. The revised Policy terminology and improved map are in accordance with the TEP definition of the Coastal Environment.

7 Consideration of Financial or Budgetary Implications

7.1 There are no financial or budgetary implications arising from the decision to accept the revised Policy with terminology changes and clarified areas of responsibility.

8 Significance and Engagement

8.1 This decision is of low significance. It does not impact on levels of service, strategic assets, and public interest would be minimal, if any. The Community Board members can, therefore, make this decision based on their understanding of the views and preferences of their community.

	Issue	Level of Significance	Explanation of Assessment
1.	Is there a high level of public interest, or is decision likely to be controversial?	Low	This is a routine process.
2.	Are there impacts on the social, economic, environmental or cultural aspects of well-being of the community in the present or future?	None
3.	Is there a significant impact arising from duration of the effects from the decision?	No
4.	Does this activity contribute or detract from one of the goals in the Tasman Climate Action Plan 2019?	No
5.	Does the decision relate to a strategic asset? (refer Significance and Engagement Policy for list of strategic assets)	No
6.	Does the decision create a substantial change in the level of service provided by Council?	No
7.	Does the proposal, activity or decision substantially affect debt, rates or Council finances in any one year or more of the LTP?	No
8.	Does the decision involve the sale of a substantial proportion or controlling interest in a CCO or CCTO?	No
9.	Does the proposal or decision involve entry into a private sector partnership or contract to carry out the deliver on any Council group of activities?	No
10.	Does the proposal or decision involve Council exiting from or entering into a group of activities?	No
11.	Does the proposal require inclusion of Māori in the decision making process (consistent with s81 of the LGA)?	No

9 Conclusion

9.1 The policy update is largely routine and minor. This provides alignment with the TEP and clarifies the Coastal Environment areas to which the Policy applies.

10 Next Steps / Timeline

10.1 If approved, this revised Policy will be referred to the next Council meeting for approval.

11 Attachments

1.⇩	Revised Motueka Harbour Works Policy	17
2.⇩	Marked up version showing changes	21

8.3 Future Use of the former Motueka Library, Laura Ingram Kindergarten and the Motueka Service Centre

Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 May 2024
Report Author:	Nick Chin, Enterprise and Property Services Manager; Grant Reburn, Reserves and Facilities Manager
Report Authorisers:	Richard Kirby, Group Manager - Community Infrastructure
Report Number:	RMCB24-05-3

1. Purpose of the Report / Te Take mō te Pūrongo

1.1 The Motueka Community Board (the Board) is seeking to find the best use of three Council buildings namely:

· Motueka Service Centre building on 7 Hickmott Place plus carpark on 8 Hickmott Place

· Former Motueka Library (12 Pah Street)

· Former Laura Ingram Kindergarten building (6 Pah Street)

1.2 This report captures information and reports on these three buildings and then requests that the Board consider six options firstly from a non-financial view and then assesses the highest-ranking options with finances included.

1.3 The Board is requested to recommend to the Council a way forward and a preferred option.

2. Summary / Te Tuhinga Whakarāpoto

2.1 The Council owns three buildings in Motueka that are either not being used and/or require a combination of seismic and general building repairs. It should also be noted that both the former Library and Kindergarten buildings are at risk of being misused in their empty state.

2.2 Five options on the future use of the buildings are presented plus a sixth option of developing a new Motueka Service Centre (regional hub).

2.3 The report considers a combination of upgrading, leasing and selling both 7 and 8 Hickmott Place.

2.4 The former Library and Kindergarten buildings are part of the Memorial Park Management Plan which limits the use of these buildings. It should be noted that these buildings may not be sold except to the Council’s joint property owner Wakatū Incorporation (Wakatū).

2.5 This report considers the six options from both a non-financial and a financial view and proposes that only three options are further assessed to find a preferred option.

3. Recommendation/s / Ngā Tūtohunga

That the Motueka Community Board

1. receives the Future Use of the former Motueka Library, Laura Ingram Kindergarten and the Motueka Service Centre report RMCB24-05-3, and;

2. confirms the Option 4 as the preferred option, namely the Seismic Upgrade and Refit of the former Motueka Library building to become the new Motueka Service Centre, and;

3. confirms the provision of adequate car parking for customers and staff by removing/demolishing the Laura Ingram Kindergarten; and

4. requests that 7 and 8 Hickmott Place be sold and the proceeds be allocated to refurbishing and strengthening the former Motueka Library building as the new Motueka Service Centre, and;

5. agrees that these resolutions be forwarded to Full Council for final consideration and approval.

4. Background / Horopaki

4.1 These buildings have been the subject of many discussions since April 2021. The following points outline those discussions over that period of time:

April 2021

4.1.1 Need for seismic strengthening of old Motueka Library noted and no further upgrades undertaken pending future use decision.

18 April 2023

4.1.2 Requests for Council to progress an upgrade of the old Motueka Library building for Community and Service Centre use; and

4.1.3 Sells the existing Motueka Services Centre with net proceeds after upgrade and strengthening of the former Library to be allocated to the Motueka Community Pool.

23 November 2023

4.1.4 Staff undertake further investigation into disposal of the current Motueka Service Centre building and costs related to upgrade former library.

4.1.5 Workshop with Motueka Councillors took place and it was agreed to come back to Councillors with more information and run the options and information past the Motueka Community Board.

4.1.6 Investigate either demolishing the disused Laura Ingram Kindergarten Building or leasing to the Museum Trust for storage.

March 2024 Community Board Members Briefing

4.1.7 A set of slides titled ‘Future use of Motueka Properties’ was part of a briefing with community board members with direction as follows.

4.1.8 A third option was discussed at the briefing. This option comprised the potential sale of the Service Centre building on 8 Hickmott Place and use the proceeds to fund an upgrade/extension to the former library building. This would require designing and pricing the renovation of the former library building and limited by the sale proceeds from sale of 8 Hickmott Place. There was a preliminary design undertaken three years ago that could be reviewed. An understanding of the minimum cost to strengthen the former Motueka Library and Kindergarten if the buildings are used for purposes other than as a Service Centre..

Option	Advantage	Disadvantage
	Status quo	No decision required.	The Council will still have unused buildings in Memorial Park plus a Service Centre with known deficiencies
1.	Minimum Upgrade & Maintenance of the Motueka Service Centre (Toilet facilities upgrade)	There is $305,000 of LTP funding available for minor improvements to the Motueka Service Centre.	This is a piecemeal fix to a bigger building upgrade requirement. The Council will still have unused buildings in Memorial Park
2.	Moderate Upgrade to Motueka Service Centre (limited to the sale value of 8 Hickmott plus LTP funds)	No extra funding is required.	This option does not future proof Motueka as a regional hub and compromises a future, further upgrade. The Council will still have unused buildings in Memorial Park
3.	Extensive Upgrade to the Motueka Service Centre	Meets most of the non- financial criteria and improves the office environment and customer services facilities	Will require extra funds. The Council will still have unused buildings in Memorial Park
4.	Seismic Upgrade and Refit to the Ex-Library for a new Service Centre	Meets most of the non-financial criteria, is in a good location and significantly improves the use of a current empty building and Service Centre capacity.	This solution is linked to providing adequate car parking to customers and staff. This will require the demolition of the Laura Ingram Kindergarten for car-parking.
5.	Minimum Upgrade to one or a combination of the three buildings for responsible leasing	Would make much better use of the two buildings in Memorial Park.	No funds are available to invest in an upgrade which may end up in a negative return. Leasing in the Park is limited. Carparking is limited at Pah Street.
6.	Construct a new Service Centre	This would provide Motueka with the level of accommodation required in Council’s Workspace and Fit-out Design manual. This would future-proof Motueka for a yet unknown future changes in local government. Note the potential savings from a slightly reduced future Richmond Office Accommodation solution.	Funding and a yet unknown location if the current Service Centre and former library sites were not chosen. Richmond Office accommodation not resolved and it is therefore difficult to determine Motueka’s requirements.

8. Option Cost Estimates and Funding Sources

8.1 The sketches of the options have been developed as a first draft example of the building upgrades to enable initial cost estimates. It is noted that the preferred option will require a more detailed concept design to suit the Council’s office accommodation requirements in order to develop a more exact cost estimate. The funding of the options includes an initial estimate of the sale value of 7 and/or 8 Hickmott Place.

Option	Description	Cost estimate	LTP funds	Sell 7 Hickmott	Sell 8 Hickmott	Lease 7 Hickmott	Lease Ex Library	Lease Ex Kinder.	Balance $
1	Min Upgrade & Maintenance to Motueka Service Centre	$305,000	Yes						Nil
2	Moderate Upgrade to Motueka Service Centre building	$850,000	Yes		Yes				Nil
3	Extensive Upgrade to Motueka Service Centre	$2.0 M	Yes		Yes				($1,150,000)
4	Seismic Upgrade & Refit Ex Library for new Service Centre	$1.84 M	Yes	Yes	Yes				($100,000)
5	Minimum Upgrades to buildings for responsible leasing
	· Motueka Service Centre	$450,000	Yes			Yes			6 years
	· Ex Library	$490,000					Yes		7 years
	· Ex Kindergarten	$252,000						Yes	7 years
6	Construct a new Service Centre	$5.0 M	Yes	Maybe	Yes				($4.15 M)

· All figures are exclusive of GST and (...) is a negative value.

· Estimated Annual Rentals and years of lease to cover up front investment (Source – CBRE Market Valuation March 2024).

· Assume lease income is net of Council Annual Building Expenses.

8.2 Estimated Annual Leases (Source – CBRE Market Valuation March 2024)

Building	Leasing Range		Estimated annual lease	Years to recoup upgrade costs
	Offices	Carparking
Motueka Service Centre	$170 to $215/m²	$7.50 to $8.50/week	336 m2 * $170 + 26 parks 52 $7.50 = $67,500	6 years
Former Library	90% of above		445 m² = $68,000	7 years
Former Kindergarten	80% of above		261 m² = $35,500	7 years

8.3 Option 6 construct a new Service Centre. In 2021 the Council requested that a Regional Motueka Hub be drawn up and costed as part of a strategic view of the district’s office accommodation needs. This was actioned and the ‘hub’ allowed for 35 staff with a 70% utilisation of workspace (equivalent to 50 FTEs). We have updated this ‘hub’ concept with a lesser number of staff and therefore a lesser footprint (28 staff and 40 FTEs) which is now Option 6. If say 28 staff workspaces were not needed in a future Richmond Office Accommodation solution this could realise a saving of $2 to $3 M from a future Richmond solution.

9. Analysis and Advice / Tātaritanga me ngā tohutohu

The non-financial ranking criteria promotes:

9.1 The "Do Minimum" (Option 1) and the "Moderate Upgrade" (Option 2) for the existing Service Centre are not supported.

9.2 The minimum upgrades to the three buildings for purposes of leasing (Option 5) are marginal.

9.3 The preferred options are to:

9.3.1 construct a new Service Centre (Option 6).

9.3.2 or upgrade the former Library into a new Motueka Service Centre (Option 4).

9.3.3 or upgrade the existing Service Centre (Option 3).

Including Financials

9.4 The funding table shows that there are multiple combinations available to either fully or partly fund the various options.

9.5 Upgrading the three buildings to lease will require a careful benefit/cost assessment noting the buildings in Memorial Park have a limited leasing market (non-commercial) due to the requirements of the Memorial Park Management Plan.

Advice

9.6 The single option that satisfies most of the non-financial ranking criteria and is potentially self-funding is Option 4 (former Library Upgrade). This option includes a solution for each of the remaining sites namely – demolish the former Kindergarten building and sell 7 and 8 Hickmott Place.

9.7 If funding is available, then Option 6 (New Service Centre) remains the best long-term solution.

9.8 Option 3 – a full upgrade of the current Service Centre on the other hand does not resolve what to do to with the two buildings in Memorial Park. It also would rely on the sale proceeds of 8 Hickmott Place plus extra funding.

10. Significance and Engagement / Hiranga me te Whakawhitiwhiti ā-Hapori Whānui

10.1 Staff consider that the decision to develop the old Motueka Library through funding from the sale of 7 and 8 Hickmott St is of a low to medium level of significance.

10.2 The Community Board can rely on their current knowledge of the views and preferences of the community when making this decision. Therefore, no formal engagement is necessary.

10.3 Strategic development decisions and sale of property to fund these initiatives are commercially sensitive. Therefore, staff are of the view it is not appropriate to seek direct feedback from the community on this decision.

	Issue	Level of Significance	Explanation of Assessment
1.	Is there a high level of public interest, or is decision likely to be controversial?	Low-medium	Most customers will be focussed on any improvement in service level and ensuring no fiscal effects to the rate payer.
2.	Are there impacts on the social, economic, environmental or cultural aspects of well-being of the community in the present or future?	Low
3.	Is there a significant impact arising from duration of the effects from the decision?	Moderate	The time taken thus far is resulting in a devaluation of the old Motueka Library and Laura Ingram kindergarten buildings
4.	Does the decision relate to a strategic asset? (refer Significance and Engagement Policy for list of strategic assets)	Low	The existing Service Centre can function in an emergency
5.	Does the decision create a substantial change in the level of service provided by Council?	Low	Some options will improve the level of service to customers – however not substantially
6.	Does the proposal, activity or decision substantially affect debt, rates or Council finances in any one year or more of the LTP?	Moderate	Depends on the preferred option
7.	Does the decision involve the sale of a substantial proportion or controlling interest in a CCO or CCTO?	No
8.	Does the proposal or decision involve entry into a private sector partnership or contract to carry out the deliver on any Council group of activities?	No
9.	Does the proposal or decision involve Council exiting from or entering into a group of activities?	No
10.	Does the proposal require particular consideration of the obligations of Te Mana O Te Wai (TMOTW) relating to freshwater?	No

11. Communication / Whakawhitiwhiti Kōrero

11.1 Communications to date have been at Community Board and Council level.

11.2 Wakatū Incorporation Opportunity - In October 2021 Wakatū wrote to Council as follows:

“… the Library is due to move to the new Deck’s Reserve site in the next few months and this leaves the existing building empty but with a range of options available. One option discussed was to repurpose the building as a new and expanded Service Centre for TDC along with multi-use spaces which could be used for Council business and by various community groups. … Wakatū may be willing to purchase TDC’s share of the land and the building, refurbish and strengthen the buildings to TDC’s specifications and then lease it to TDC on a long-term commercial lease.”

11.3 We have not revisited this offer but thought it prudent to at least remind the Board of it should they wish to revisit it.

12. Financial or Budgetary Implications / Ngā Ritenga ā-Pūtea

12.1 Options 1, 2 and 4 appear to be close to self-funding although some of them rely on the actual sale value of Council properties.

12.2 Options 3, 5 and 6 would require extra funding.

13. Risks / Ngā Tūraru

Risk	Level	Mitigation
PWA consider Offer Back requirements	Low	Confirm opinion that offer back is not required.
Cost blow-out	Low	Refine estimate for preferred option. Current estimate independently reviewed.
Tenths claim – (stops the project)	Low	Confirm with parties in dispute that Council is not at risk for the preferred option.
Museum use of Kindergarten - Insurance	Medium	The Motueka Museum have shown interest in leasing the ex-Kindergarten building. Ensure each party has their insurance policies in place. Motueka Museum group must have the capacity to meet lease, outgoings and maintenance costs.
Carparking - insufficient in Memorial Park	Medium	Consult with Wakatū and adjoining Park building owners and the supermarket. Transfer or demolish Laura Ingram Kindergarten building.
Memorial Park buildings are devaluing due to lack of use	Medium	Give this project some urgency.

14. Climate Change Considerations / Whakaaro Whakaaweawe Āhuarangi

14.1 The existing Service Centre is within the 2m inundation zone.

15. Alignment with Policy and Strategic Plans / Te Hangai ki ngā aupapa Here me ngā Mahere Rautaki Tūraru

15.1 Memorial Park Management Plan. The original Plan was adopted in 1997. The park is jointly owned by the Tasman District Council and Wakatū Incorporation and leased and managed by the Council for Public Use.

15.2 With respect to the twelve buildings on the park the Plan has an Objective “To limit the number of buildings at the park through the removal of buildings where appropriate and the rationalisation of the use of existing buildings in the park”.

15.3 The Plan also states, “Rationalise existing buildings and carparking areas, where appropriate, without significantly reducing areas of open space in the park”.

16. Conclusion / Kupu Whakatepe

16.1 The Council has an opportunity to rationalise the current use (or non-use) of three buildings and at the same time provide an improved Service Centre in Motueka which will benefit both staff and customers.

16.2 This report has investigated a number of options and two stand out as worth further consideration namely:

16.2.1 Seismic Upgrade and Refit of the former Motueka Library (Option 4) to become the new Service Centre funded by the sale of both 7 and 8 Hickmott Place and whatever LTP funds are available for the existing Service Centre.

A new, modern Regional Hub building (Option 6) that future proofs Motueka. The location could be at the existing Service Centre (7 Hickmott Place) or at the former Library site or at a new site. This option supports the option to decentralise Council operations if the funds are available.

17. Next Steps and Timeline / Ngā Mahi Whai Ake

17.1 The Board recommends a preferred option to Council.

17.2 The project team refines the preferred option and completes any discussions, consultation with key parties such as neighbouring properties and/or Wakatū to confirm initial assumptions.

17.3 The Council considers the Community Board recommendations and any new information and makes a decision.

17.4 A project with a budget is confirmed.

17.5 It is estimated that when the project commences it will take at least 18 months to complete the scoping, procurement, detailed design, consenting, property sales if necessary and construction.

18. Documents used to complete this report include:

18.1 Note – some of these contain commercial information which if made public could disadvantage Council being able to get the best deal.

Date	Documents
30 June 1993	Deed between Wakatū and Council confirming one part each of Memorial Park
November 2016	AMK (Consultants) – Initial Seismic Assessment – Motueka Service Centre
3 December 20	Calibre (Consultants) – Seismic Rating Review – Motueka Library
2 March 2021	Rawlinsons (Quantity Surveyors) – Seismic Strengthening and Reconfiguration - Motueka Library cost estimate
Original 1997	Memorial Park Management Plan
28 September 2021	Rawlinsons (Quantity Surveyors) – Motueka Hub Concept Estimate Report
14 October 2021	Letter from Wakatū to Council on Motueka Library
June 2023	Power Point Presentation Motueka Ex Library Building Motueka Service Centre
2023 / 24	Previous Council and Board reports/presentations
20 November 2023	CGW (Consultants) - Initial Seismic Assessment Report – 6 Pah Street – Laura Ingham building
20 March 2024	CBRE (Valuers) - Market Valuation 7 Hickmott Place

19. Attachments / Tuhinga tāpiri

Nil

Tasman District Council Motueka Community Board Agenda – 21 May 2024

8.5 Motueka Community Board Special Projects 2024 - 2025

Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 May 2024
Report Author:	Emma Gee, Team Leader - Customer Services (Motueka)
Report Authorisers:
Report Number:	RMCB24-05-5

1. Purpose of the Report / Te Take mō te Pūrongo

1.1 For the Motueka Community Board to formally decide on the Special Projects to support for 2024 – 2025.

2. Summary / Te Tuhinga Whakarāpoto

2.1 Each year the Community Board has approximately $55,000 to spend on special projects suggested by the community, each up to $10,000.

2.2 The Motueka Community Board has over $150,000 surplus for Special Projects.

2.3 Many ideas were received by the Motueka Community Board, and those which best fit the Special Projects Fund criteria were listed for public consultation, with feedback closing at 4.30pm on Thursday 28 March 2024.

2.4 The community was asked to rank projects from 1 to 12 (1 being the most important). An online feedback form was provided, along with a hard copy form.

2.5 The Board must now discuss the feedback from the community, in Attachments 1 and 2.

2.6 The Board is requested to make a decision on the projects to support for funding.

2.7 The Board should note that projects a) to e) in the recommendation below are projects from the 2023-2024 Special Projects Funding round, that were not actioned.

2.8 Recommendations f) to j) below are projects from the 2024-2025 Special Projects Funding round.

2.9 The Board will vote in principle on each of the funding recommendations separately at its meeting.

2.10 Staff will provide feedback on the scope and feasibility of the projects proposed for funding at the 18 June 2024 Motueka Community Board meeting, where the final Special Projects Funding 2024-2025 will be confirmed.

3. Recommendation/s / Ngā Tūtohunga

That the Motueka Community Board

1. receives the Motueka Community Board Special Projects 2024 - 2025 report RMCB24-05-5; and

2. considers the community feedback received in Attachments 1 and 2 of the agenda report; and

3. agrees to allocate funding to Special Projects 2024-2025 in principle, subject to receiving staff feedback on the scope and feasibility of the projects proposed for funding, as follows:

2023-2024 Projects

a) Install a table and seating in the Wharepapa Grove Reserve - $3,000

b) Revamp and update the Motueka map outside the iSite building - $1,500

c) Add a nest swing to the playground on Ted Reed Reserve, Riwaka - $10,000

d) Install a picnic table and seating at The Kumaras on the foreshore walkway - $3,000

e) Install a shade sail over the outdoor gym equipment in Memorial Park - $18,000

2024-2025 Projects

f) Historical wharf restoration work contribution - $10,000

g) Flush Toilets - Cemetery Fields Rugby Ground, Riwaka - $35,000

h) Fix footpath crossing Wratt St and High St intersection $7,800

i) Welcome Sign - ‘Motueka’ stone-work welcome sign by the Motueka Bridge as you enter from Golden Bay - $15,000

j) Concrete pads extension under seating at Motueka River x 2 tables $5,000; and

4. notes that staff feedback on the scope and feasibility of the Special Projects 2024- 2025 proposed for funding will be provided at the Motueka Community Board’s 18 June 2024 meeting; and

5. agrees that the Motueka Community Board Special Projects 2024-2025 funding will be confirmed at the 18 June 2024 meeting, following consideration of staff feedback.

4. Attachments / Tuhinga tāpiri

1.⇩

Special Projects Feedback

Tasman District Council Motueka Community Board Agenda – 21 May 2024

8.6 Board Report

Information Only - No Decision Required

Report To:	Motueka Community Board
Meeting Date:	21 May 2024
Report Author:	Terina Graham, Chair
Report Authorisers:	Richard Kirby, Group Manager - Community Infrastructure
Report Number:	RMCB24-05-6

1. Summary / Te Tuhinga Whakarāpoto

1.1 This is the Motueka Community Board Chairperson’s regular monthly report.

1.2 Nāu te rourou, nāku te rourou, ka ora ai te iwi. With your food basket and my food basket the people will thrive.

1.3 This whakatauki (phrase) acknowledges that everybody has something to offer, that our strength comes from working together to support and enhance our community.

2. Recommendation/s / Ngā Tūtohunga

That the Motueka Community Board

1. receives the Board Report report RMCB24-05-6

3. Board Updates

3.1 ANZAC day - Councillors Walker, Maru and Chair Graham attended the ANZAC dawn parade in Motueka and Riwaka. Councillors went on to represent at other services.

3.2 Community Voice - meeting with Board and community representatives on 17 May in preparation for the ‘Meeting with the Ministers’ in June. Focussing on wellbeing 1) Housing crisis and homelessness 2) Youth attendance and engagement.

3.3 Public Transport over budget - TDC NCC joint transport project reported at May Council meeting the project is $1Million overbudget, highlighting poor oversight.

3.4 Long Term Plan Submission - Chair Graham, Deputy Chair Hutt and Board Member Hughes represented and spoke to the submission hearing in Motueka on 10 May.

3.4.1 Acknowledging Councillors have had a busy time in submission hearings, thank you for listening to the communities you serve, we know you have some tough decisions.

3.4.2 Notification the week of submissions that rates increase is more likely to be 12.5% not 9.6% as originally quoted.

4. Other Items

4.1 Clarification on Government Cycling and Walking Strategy Funding

4.1.1 Funding for High Street was shifted to the Tudor Street option but then shifted to the Motueka West options which have just been quoted on now and three of the options should be started shortly with the funding that is left from work already done.

4.1.2 Modifications complete: Old Wharf Road crossing and High Street fence modification.

Pah Street, two crossings. Manoy Talbot Street, cycleway walkway improvements including night lights for improved safety.

4.1.3 The new Government reduced original funding by 50%.

4.2 Local Service Contracts

4.3 Interested to understand ratio of council’s contracts to local providers. Some local providers reporting a “waste of time quoting for Council” as they never get the job.

5. Community Concerns

5.1 Twin Oaks on Parker Street.

5.1.1 Item raised at April’s Board meeting – concerned neighbours of the twin oaks on Parker St, ongoing issues with roof damage and leaf drop.

5.1.2 Chair meet with directly affected residents after April’s meeting. Gutter guard doesn’t help as clogs up guard. Wheelbarrow loads are removed daily during autumn. Child skid off scoter trying to navigate reserve path that was too slippery due to leaves. Mobility riders revert to using the road as leaves too high to ride through reserve path.

5.1.3 Chair spoke with TDC Horticultural Officer about history and potential remedies. TDC agreed to request arborist assessment from their specialist contractor, after 1 July.

5.1.4 Chair engaged independent local arborists to assess whilst leaf fall still in play (free).

5.2 Motueka Aerodrome

5.3 Updates from Board member Hughes and Councillor Dowler

6. Items from Public Forum

6.1 Any updates from last meeting.

6.2 Discussion on items from today’s Public Forum session.

6.3 Communicate outcomes and actions.

7. Action List

7.1 The Action List is attached for review, Attachment 1.

8. Correspondence

8.1 Correspondence list:

Date	From	Subject
11/04/24	K M O’Regan	Old Library & Laura Ingram Kindergarten
11/04/24	N Hughes (Board Member)	Aerodrome safety
12/04/24	T Graham (Board Chair)	Old Library & Laura Ingram Kindergarten
12/04/24	T Graham (Board Chair)	Big Bike Film
17/04/24	S Elkington (TDC)	Safety Issue 106 High Street – Ignoring Parking Restriction
25/04/24	N Hughes (Board Member)	TRMP and it’s correct use
02/05/24	N Hughes (Board Member)	LGOIMA Request - Aerodrome activities - Nick Hughes - Reference 1892
02/05/24	N Hughes (Board Member)	The exodus begins
03/05/24	RDA	Letter of support
03/05/24	N Hughes (Board Member)	Illegal operation of Skydiving Business from the Motueka Aerodrome TDC Ref 1151,1185,1515,1679
08/05/24	N Hughes (Board Member)	Aerodrome safety
09/05/24	N Hughes (Board Member)	LGOIMA Request - Aerodrome activities - Nick Hughes - Reference 1892
10/05/2024	N Hughes (Board Member)	Unanswered questions
10/05/2024	N Hughes (Board Member)	Mr Cliftons Complaint
13/05/2024	N Hughes (Board Member)	Possible TRMP breaches
14/05/2024	T Graham (Board Chair)	Motueka Community Board LTP Submission

9. Attachments / Tuhinga tāpiri

1.⇩

Action List

Chairperson	T Graham
Deputy Chairperson	C Hutt
Members	D Armstrong
	N Hughes
	Cr B Dowler
	Cr B Maru
	Cr T Walker

Property Information	Motueka Service Centre – 7 Hickmott Place	8 Hickmott Place next to SC – Car Parking only	Former Motueka Library 12 Pah Street	Former L.I. Kindergarten 6 Pah Street
Build year	1980		1950, 1986 & 2001	1961, 1973, 2000
Land (title) area	2,400 m2	4,343 m2	Part of park	Part of park
Building floor plan area	336 m2	nil	445 m2	261 m2
Zoning	Commercial	Commercial	Recreation	Recreation
Seismic assessment	2016 100% NBS	NA	< 34% NBS	2023 50% NBS
Number of Carparks	29	95	Common road, park	Common road, park
Capital Valuation rating.	$1,050,000	$680,000
Limitations attached to property	Easements and communications tower *		Memorial Park Management Plan	Memorial Park Management Plan
*	Buy back requirements not required	Buy back requirements not required

· 25m² of a more modern open plan staff office area.	· Upgrade to existing toilets.
· Two meeting rooms.	· New carpets and paint.
· Refit staffroom.	· IT upgrade.

· 125m² of new building space.	· Bring the balance of the existing building up to the Council’s Workspace and Fit Out Design Manual.
· Re-shape and refit the public reception area.	· An extended toilet and shower upgrade.
· Reseal car parks plus some landscaping.	· IT upgrade.

Applicant	Request	Grant/Decline
Tasman Bay Guardians	$700.00