Addendum Agenda of Saxton Field Committee

Saxton Field Committee Agenda – 05 November 2024

7 Reports

7.2 Saxton Field Activity Report

Report To:	Saxton Field Committee
Meeting Date:	5 November 2024
Report Author:	Jane Loughnan, NCC Parks and Facilities Asset Planner
Report Authorisers:	Richard Kirby, Group Manager - Community Infrastructure; Andrew White, Group Manager Community Services - Nelson City Council
Report Number:	RSFC24-11-3

1. Purpose of Report

1.1 The purpose of this report is to provide the Committee with an update on capital projects, events, and operational activities at Saxton Field.

1.2 It is provided to ensure the Committee is kept up to date about developments, activities, and issues at Saxton Field.

2. Recommendation

That the Saxton Field Committee

1. receives the Saxton Field Activity Report RSFC24-11-3 ; and

2. notes officers are investigating bringing forward the budget for Saxton Oval outfield renewal to 2025/26, and deferring the budget for new shared paths, through the Annual Plan 2025/26 process.

3. Updates from last Committee

3.1 The Committee had some questions at the last meeting for officers to provide further detail on. These were sent to the Committee members by email, with further context provided in the table below.

Meeting	Action	Notes
6 Aug 2024	Report peak facility usage times to the Committee and explore options to increase parking at Saxton Field	Action closed Usage numbers were provided to the Committee by email in relation to webpage use. Future updates will include percentage numbers and the base numbers for context. Parking will be considered through future projects. The development plan identifies further parking at Circus Green and as part of the Harakeke Green developments.
6 Aug 2024	Address the inaccuracies related to fees and charges on the websites for Basketball Nelson and Sport Tasman	Action closed
6 Aug 2024	Look into providing a link to ‘Shape Nelson’ on the Saxton Field website, for consultations	Open This has not been added to the Saxton Field website as links to both Nelson and Tasman consultation pages need to be added at the same time. Relevant consultations will be added to the page as required.
6 Aug 2024	Liaise with Basketball Nelson regarding funding for hoop upgrades at Saxton Stadium and report back to the Committee at the next meeting – 5 November 2024	Open See details in capital projects update section of this report
6 Aug 2024	Staff to circulate the minutes from the Te Ohu Toi Ahurea Entrance Development Hui in July to the Saxton Field Committee	Closed See details in capital projects update section of this report
6 Aug 2024	Officers to report back to the Committee on the existing processes in place for reporting accidents that occur at Saxton Park and the Traffic Teams (both councils) findings and recommendations related to traffic calming, use of bollards and road safety recommendations	Open See details in operational activity section of this report

Capital Projects

Inclusive Playground

3.2 Officers met with a submitter to the LTP on the play area. We have identified an a preferred location on Champion Green, opposite the Velodrome and to the rear of The Garin College. The next steps would be to embark on the tender process for procurement and invite expressions of interest.

Entrance development

3.3 The project is still awaiting iwi input and an update can be provided when it is available. At the last meeting, it was advised incorrectly that a hui was held in June. This hui was rescheduled and further update can be provided after the arts process has been reviewed.

Saxton Stadium renewals

3.4 Community Leisure Management (CLM) has taken over the stadium contract and is reviewing how the building performs before confirming a programme of renewals for 2024/25.

3.5 Basketball hoops are scheduled to be renewed in 2026/27 with budget for planning and design and ensuring the costs are adequate this financial year. Nelson Basketball Association has not yet been approached to discuss financial input as there is a plan to discuss financial input required from all codes at Saxton in a coordinated way.

3.6 There is budget to renew stadium lighting in 2025/26 by replacing the existing lights with LED. When the project was added to the Long Term Plan, it was assumed there would be access to Energy Efficiency Conservation Authority funding; however this fund is no longer available and quotes need to be sought. A decision will be required on the level of lux to provide to the stadium and whether levels need to accommodate local/regional competition, or also state/national competition. With a move to LED lighting, it is expected there would be an energy savings in future years.

Saxton Pavilion Renewals

3.7 CLM has taken over the stadium contract and are reviewing how the building performs before confirming a programme of renewals for 2024/25.

Saxton Oval Drainage and Surface Renewal

3.8 The outfield surface is at the end of its expected life and requires renewal and drainage improvements. The NZ Cricket WOF Assessment was carried for Saxton Oval by Sports Surface Design and Management in October 2024. The report notes that the compromised primary drainage system continues to affect the infiltration rate, which is heavily influenced by moisture content in the turf. The report suggests that the outfield drainage performance is largely beyond the control of the turf manager and there is a risk of lost game time if rainfall occurs leading up to or during cricket matches.

3.9 Funding of $322,172 from the 2021 LTP was unintentionally carried forward to 2029/30 which is considerably later than desired so officers are proposing to request bringing this back into the 2025/26 year via the Annual Plan so that the work can be carried out in Autumn 2026.

3.10 Other savings are being explored to reduce the impact of this change, including deferring the $153,300 budget for new shared paths.

General Development

3.11 The general development budget for 2024/25 includes the $16K that was budgeted in 2024/25 plus the $106K that was carried forward from 2023/24 from unspent budget for walkways and savings in the general development project.

3.12 The following are being prioritised for use of this budget in 2024/25:

3.12.1 Investigation into Saxton Oval drainage and surface renewal

3.12.2 Access to Avery Field via steps to field

3.12.3 Any actions following traffic assessment

3.12.4 Contribution towards landscaping at Athletics/Archery corner

3.12.5 Shade at athletics (to be confirmed if this is a priority from Athletics Nelson)

Skate Park

3.13 The development of a communication and engagement plan is underway which is a required first step prior to works progressing.

Saxton Culvert upgrade

3.14 The Saxton Culvert upgrade project is completed at Saxton Field. A path has been installed to view the new headwall from. The poplars have been removed and natives replanted.

3.15 As part of the project, discussions are underway between the two councils for NCC to purchase the land the culvert was built on and the maintenance area in front of the culvert from TDC and re-classify it as road reserve.

Baseball

3.16 New backstop fences are in progress.

No. 2 Hockey turf renewal

3.17 The existing WETT Pro Tiger Turf was installed in 2014 and a condition assessment undertaken by New Zealand Sports Turf Institute (NZSTI) in July 2024 has indicated:

3.17.1 seams in high use areas are coming apart due to rotting stitching material (likely that seams will continue to deteriorate further and may cause trip hazards and affect smoothness of ball roll)

3.17.2 pile condition is showing general pile wear across the surface

3.17.3 penalty spot at the southern end is no longer attached

3.17.4 small amounts of moss noticeable.

3.18 NZSTI has recommended that given the surface is 10 years old and seams are starting to fail that the surface is replaced as soon as is practical to ensure the surface performs to the required standard and is safe to play on.

3.19 Nelson Hockey Association management has discussed this with its Board and has communicated a preference for the renewal to occur in October-December 2025. Officers will work to see whether bringing this project forward from 2026/27 to 2025/26 through the Annual Plan is feasible, however note that bringing the Oval outfield into 2025/26 is considered a higher priority. The risk is also lower for the hockey turf given it is only one additional year to wait.

Media towers

3.20 There is $26K in 2024/25 for media tower investigation. Nelson Cricket sees this project as a priority, while also acknowledging the need to renew the Oval outfield surface. Officers will work with Nelson Cricket as part of the investigation and can provide further updates to future meetings.

Bells Island wastewater

3.21 There is a future project to provide treated wastewater from Nelson Regional Sewerage Business Unit as water suitable for irrigation at Saxton Field. An investigation will be carried out this financial year to determine the type and size of storage facility, any further treatment requirements, and the consenting requirements for the project. This will also give an indication of cost for the work. $109,000 was spent in 2023/24 for water use at Saxton Field, so using re-used water would reduce the water cost to the facility and enable irrigation to continue in times of drought.

Walkways

3.22 There is a plan for continued walkway upgrades at Saxton Field, with budget in alternate years. The walkways still requiring upgrade are in the corner near athletics/archery, paths following desire lines near the Saxton Pond, a path between the roundabout at hockey and the athletics/cricket pavilion, and paths linking the new developments at Harakeke Green.

3.23 There is no budget in 2024/25 for this work, but budget in future years. While this is important upgrade work, it can be re-scheduled if required. This is proposed in order to make room in the budgets for bringing the hockey turf and Saxton Oval drainage forward.

Annual Plan changes

3.24 The Councils are about to start preparing the Annual Plans for 2025/26. There is an expectation of little overall financial changes, however the following Saxton Field changes are sought, as discussed above:

3.24.1 Bringing forward the Saxton Oval Drainage and renewal line from 2029/30 ($288K)

3.24.2 Deferring the walkways line from 2025/26 ($150K) one year

3.25 These proposed changes are on Nelson City Council land so will have a capital impact on Nelson City Council budgets and an operational impact on Tasman District Council budgets.

4. Operational activity

New stadium and oval management contract

4.1 Some updates about the new contract and changes implemented are provided below:

4.1.1 Enhancements have been made in overall cleanliness and facility maintenance with a new cleaning contractor and deep cleaning work being undertaken.

4.1.2 The reception desk is now consistently manned. A coffee kiosk has been introduced.

4.1.3 A focus on health and safety has been established by the contractor through the implementation of staff training and new operational procedures.

4.1.4 The new team is effectively utilising social media to promote community events and services, increasing visibility and engagement.

4.1.5 Positive feedback has been received from sports codes, particularly Netball, regarding improved building cleanliness and increased staff visibility during events.

4.1.6 The team is actively promoting the Oval for events, with a busy summer season anticipated, including international cricket matches and weddings.

4.1.7 To enhance operational capabilities, CLM is sending a staff member to Christchurch to collaborate with the Venues Ōtautahi team, focusing on practical knowledge and experiences related to large sporting events which will give relevant experience for international cricket events.

Fees

4.2 There was a dispute in fees charged to a school group for an event they held at Saxton Field in September which received media attention and highlighted an error in what was charged to the school for the previous event.

4.3 Schools are charged the community rate for booking Nelson City Council facilities at Saxton Field.

Maintenance

4.4 Some of the key maintenance items completed recently:

4.4.1 Moved from winter sports to summer sports

4.4.2 A 10 week programme to do renovation programme between winter and summer sports

4.4.3 Prepared athletics area for the season

4.4.4 Turf warrant of fitness for Oval carried out

4.4.5 Softball diamond drains being adjusted to ensure the water drains away from the diamonds

4.4.6 Curb outside the stadium was damaged by loading vehicles at an event and this is being repaired.

Traffic safety assessment

4.5 At the last Committee meeting, it was noted that there had been a vehicle accident at the entrance to Saxton Field near netball, and there were reports of vehicles driving fast through the facility.

4.6 A traffic safety assessment is underway. A speed and traffic count has been carried out and this data is informing the assessment. Officers are investigating intersection improvements, signage or table crossings, pedestrian crossings on Saxton Road East, as well as low cost measures to reduce vehicles speeding along Kerry Marshall Drive.

Radio NZ

4.7 Officers will organise a future briefing with the Committee to provide an update and receive guidance on this matter.

Activity Management Plan

4.8 A separate report discusses the activity management plan.

Development Plan

4.9 The report on the activity management plan also has attached to it the revised Development Plan.

Lighting

4.10 Nelson suburbs football had been in touch about lighting the fields at Saxton Field. This is not currently funded in the Saxton budgets and the club has not yet requested Council funding for the project.

Avery Field

4.11 Officers are working with a contractor to determine an appropriate access to Avery Field from the new cycle path, via steps.

Harold Nelson Way

4.12 It has been identified that a resolution from 2012 was not acted on. The resolution is:

THAT the southern driveway to the Saxton Field Athletics Track be named ‘Harold Nelson Way’.

4.13 Signage will be installed to reflect this naming.

Softball and baseball

4.14 Baseball uses the softball diamonds and makes bookings to do so. Sport Tasman has been approached to help facilitate a session with the two codes so that an understanding can be reached about how the softball diamonds can be shared between the users when needed.

Website

4.15 There is no website use update for this Committee. Further updates can be provided annually.

4.16 There is a page on the website that shows a photo of the Committee. Nelson City Council staff will be in contact to arrange a new photo to put on the website for this triennium.

5. Events

5.1 Recently held events:

5.1.1 October – Spring Challenge

5.2 Upcoming large events

5.2.1 3 November 2024 – Nelson Half

5.2.2 January 2025 - Central Districts T20 Super Smash Double Header – Stags & Hinds

5.2.3 January 2025 - Central Districts T20 Super Smash Double Header – Stags & Hinds

5.2.4 Thursday 2nd January - BLACKCAPS vs. Sri Lanka T20

5.2.5 Friday 7th March - WHITEFERNS vs. Sri Lanka – 2nd ODI

5.2.6 Sunday 9th March - WHITEFERNS vs. Sri Lanka – 3rd ODI

5.2.7 4 and 5 April 2025 - Te Ipukarea – a two day sporting event involving multiple sporting facilities at Saxton, expecting 800 people in total with 300 from outside the region

6. Attachments

Nil