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COMMUNITY SERVICES COMMITTEE
27 NOVEMBER 1995
A meeting of the Community Services Committee
was held on Monday 27 November 1995 at 4.00 p.m.
PRESENT: Councillor G A Moore (Chairperson),
Councillors Carol Anderton, Graham Condon,
David Cox, Anna Crighton, I Ganda,
PCR Harrow, Lesley Keast, Gail Sheriff
and Barbara Stewart.
APOLOGIES: Gerard Buchanan (Youth Council representative) and the Mayor, Ms V S Buck. Councillor D G Cox arrived at 4.15 pm and was present for all clauses with the exception of part clause 4. Councillor Anna Crighton retired temporarily from 5.20 - 5.25 pm and was not present for clause 7.4 and part of clauses 6 and 7.3. The Committee reports that: PART A - MATTERS REQUIRING A COUNCIL DECISION
1. ART GALLERY - LIGHTING, FIRE SAFETY AND GOODS LIFT
IMPLEMENTATION PROJECTS AND RELATED HEALTH
AND SAFETY ISSUES
Officer Responsible Author
Art Gallery Director Tony Preston and Lyall
Matchett
Corporate Plan Output: Capital Outputs, page 8.3.16
The purpose of this report is to seek approval to install a goods lift
at the Robert McDougall Art Gallery in the current financial year, at a cost of
$55,000, in conjunction with other programmed capital works. This report also
outlines two other major health and safety projects, Gallery lighting and the
fire safety upgrade, which are underway, but need an approved allocation of
additional funds to meet revised costings.
Detailed comments on these projects areas follows:
1. GOODS LIFT
Since my arrival in July this year I have identified the critical need for a
goods lift to be installed at the rear of the Gallery. This will permit the
safe access of crated exhibition items, and their easier movement throughout
the Gallery.1 Cont'd
At the present time, works enter the Gallery at a variety of access points depending on their size, or whether they are for exhibition installation or storage. Access is via the Main Entrance through the Gardens (for extremely large items),or the Night Entrance or smaller rear entrance for items going into storage or for initial uncrating. This rear entrance also accesses the stairwell for moving items from storage up to the Gallery's exhibition spaces. It is extremely dangerous for both art works and personnel as there are tight corners, confined landings, and handrails which impede access. The items in their protective crating can also be extremely heavy. Two staff have already incurred back injuries through dragging such crates up and down these stairs, and are now reluctant to assist in this part of setting up exhibitions. If we do not immediately improve this access for works, we will have real difficulties in securing any of the more important touring exhibitions. The urgent recommendation is to install a goods lift in the existing stairwell, which will raise items from the basement to the rear access and also to the main Gallery floor. It is proposed that these works be carried out in the current financial year to complement the Fire Compartmentation contract. This has two major benefits: (a) It reduces the period of disruption for the Gallery's ongoing programme. (b) It avoids considerable extra cost having to redo later any of the Fire Compartmentation work if it is done concurrently.
Cost Estimates Plans for the work and costings have been prepared at $50,000 plus $5,000 for contingencies and planning, and consultation with the Senior Planner (City Design and Heritage) re heritage concerns has also taken place (copies of the proposed lift area concerned are attached for information (Appendix A - buff paper). 2. LIGHTING REPLACEMENT The need for replacing the existing lighting system at the Robert McDougall Art Gallery has become increasingly urgent. (See more detailed information contained in the Gallery Lighting Update Report by Southpower dated 20 September and 6 November 1995 attached as Appendix B and C - blue paper).
1 Cont'd
The following factors are each of critical concern: (a) The existing track system is now totally obsolete, and it is impossible to purchase any compatible replacement fittings.
(b) Little control is available with the existing fittings, and operational/ maintenance staff work under extremely difficult and dangerous conditions (see Southpower reports attached - blue paper). (c) Little or no facility exists to dim lights easily. (d) Identification of sub circuits on the switchboard is unclear, and appears to have little rationale. No schematic diagram is available and because of the difficult access, panels logging, and load assessment, the system is anything but user friendly!
(e) A separate PCB survey was undertaken which indicated the extent of contaminated fluorescent fittings that existed. These have since been replaced. (f) The lighting fixtures are electrically unsafe due to age, and are now completely past their useful life. They now put staff at significant risk of electrical shock when changing lighting fixtures or bulbs. (g) A recent incident occurred at the Gallery where the Custodian had to call out Southpower at 11.00 p.m. due to a serious switchboard fault where none of the Gallery exhibition lighting could be switched off.. A report was presented by Southpower in February 1995, which indicated the need for lighting replacement on the basis of the standard of the lighting, the age of the equipment and its limitations in terms of current exhibition requirements. It also proposed a programme and estimated costs for the upgrading. Since then Southpower have undertaken a separate report on the safety of the existing fittings and have confirmed that they are a significant Health and Safety hazard to staff. On this matter alone, it becomes an urgent priority to implement the lighting project (as originally envisaged and provided for in the 1995/96 Annual Plan) with all speed.
Project Cost The Southpower Report gave a total project cost of $365,950. The approved Annual Plan budgetary provision over four years is $320,000.
Provision was made in 1994/95 for the project to commence, when $20,000 was allocated. A total of $29,737 was spent on design costs and a test upgrade was done in three small galleries (Nos 3, 4 and 5) to ensure that the system was capable of meeting the design requirements, and to more accurately assess costs.
The replacement of the PCBs has been completed, and additional Solatron fittings have been purchased in 1995/96 at a cost of $16,905. An updated estimate of the costs is as follows:
To complete this project in accordance with the updated Southpower Report will require the commitment of a further $91,605 subject to tender quotes (excluding the over-expenditure of $9,737 in the previous year). To complete Stage 1 in the current financial year, additional funds of $13,905 will be required (due to the replacement of the PCBs being completed). As this is a health and safety issue it is important that the project is not spread over any longer period of time since the risk of injury will only become greater as the existing system and fixtures further deteriorate with age.
Application for Lottery Grants Board Funds Application has been made to the NZ Lottery Grants Board for a grant of $175,000 towards this project. This has not been reflected in any previous budget calculations, and would significantly reduce the cost of the project to the Council. The Lottery Grants Board will be considering the application on 8 December 1995 and we will be notified of their decision approximately two weeks later. If we are successful in gaining the $175,000, the overall requirement will be some $80,000 less than that currently approved for this project. 3. FIRE SAFETY IMPLEMENTATION A report by Internal Audit in 1993 identified three key areas which were considered to be lacking as far as fire protection was concerned at the Robert McDougall Art Gallery: (a) The Gallery has heat detectors rather than smoke detectors for fire detection purposes. The heat detector system covers the whole gallery, including gallery areas, basement storage areas, and office/staff areas. (b) The Gallery does not have a sprinkler system but instead has a halon gas flood system. The halon gas flood system only covers part of the basement storage area. This system, though still operational at the Gallery, is considered redundant and dangerous to personnel and must be replaced by an alternative system under current legislation.
(c) The Gallery does not have any fire hose reels for manual fire fighting, only hand held extinguishers. Based on preliminary estimates $188,000 was put into the 1994/95 Annual Plan for smoke detectors and sprinklers. This was to be carried out over a four year period. Tenders were then invited from approved Fire Safety consultants, and a contract was awarded to Caldwell Consultants Ltd in February 1995 to prepare a comprehensive Fire Safety Evaluation on the Gallery. The evaluation involved an in-depth analysis of the fire safety systems in the building, resulting in a report recommending appropriate systems that should be adopted in order to: (a) Comply with the Building Act 1991. (b) Properly safeguard the Council's investment in irreplaceable cultural heritage from damage by fire (including possible smoke and/or water damage). The Fire Safety consultant was instructed to take into account the limitations on funding, and to give consideration to staging any upgrade work over a number of years in order to spread the costs. The report was received in July 1995 and highlighted a number of other factors that had not previously been considered (see report tabled separately). The current value of the building is around $10 million and the contents around $30 million (not including any special visiting exhibitions). The building has an Historic Places Trust Classification 1, meaning it is of national heritage significance. An application for funding of $195,000 from the Lottery Grants Board is also being prepared for this project. (Following the recent loss of an historic church in the North Island, there is a greater emphasis being placed on fire protection for historic buildings. In carrying out his final assessment of our lighting application, the Lottery Grants Board Project Officer has also encouraged us to make application for funding for the Fire Safety Implementation.) Cost Estimates The proposed fire protection for the Gallery is divided into the following categories, and projected costs:
In addition Gallery management has undertaken to:
* replace dry-powder extinguishers with water-type extinguishers
* protect burlap-covered interior walls
* address protection of records storage in library
* update the Emergency Plan
* address housekeeping
* line HVAC cabinets on ground floor with fire-rated gib-board
* install new exit door in workshop (adjacent to the south-east stairwell)
* investigate basement drainage. Budget and Programming of Work In order to spread costs, the Fire Safety implementation can be staged over a three year period. The proposed programme and total cost estimates are: (a) 1995/96 Year Upgrade compartmentation throughout $40,000
Install sprinkler mains and riser 20,000
------------
60,000
Contingency (10%) 6,000
------------
66,000
Design and Supervision Fees 4,000
------------
Total Estimate: 1995/96 Year $70,000 $70,000
=======
1 Cont'd
(b) 1996/97 Year Complete sprinkler installation $120,000
Contingency (10%) 12,000
------------
132,000
Design and Supervision fees 4,000
------------
136,000
------------
Total Estimate: 1996/97 Year $140,000 140,000
======= (c) 1997/98 Year Install smoke detectors and upgrade
alarm system $105,000
Install basement smoke extract system 60,000
------------
165,000
Contingency 16,000
------------
181,000
Design and Supervision fees 6,000
------------
187,000
------------
Total Estimate: 1997/98 Year, $190,000 190,000
======= Total Estimate for Fire Safety Upgrade $400,000 The cost estimates (compared to the approved funding in the 1995/96 Annual Plan allocations) are tabulated below:
Financial Year 1995/96 1996/97 1997/98 Totals Funding Allocation ($) 74,000 50,000 50,000 174,000 Estimate for Upgrade 70,000 140,000 190,000 400,000 Work ($) Funding Shortfall ($) Nil 90,000 140,000 230,000As funding of $74,000 is available in the current financial year, the calling of tenders for the compartmentation work , the installation of the sprinkler mains and risers is proceeding. The additional funds required to complete the project in full have been included in the preliminary rounds of the 1996/97 Annual Plan Process.
1 Cont'd
The reason for this report is to ensure that these works are included in the 1996/97 Plan and proceed as programmed, as timetables impact on the Gallery's exhibition schedule and must be done in a way which least disrupts the Gallery's normal operation. SUMMARY In order for Councillors to avoid culpability in the event of any electrical incident, fire or mishap during the movement of art works, it is vitally important that all these projects proceed - at the least, within the time frame proposed, if not sooner. The additional installation of the goods lift must now proceed in the current financial year, in order to meet minimum health and safety regulations. (Refer revised Health and Safety in Employment Act, effective from 2 October 1995.) In addition without a goods lift to provide safe and convenient access for art works the Gallery will not be successful in obtaining visiting exhibitions of any real significance. Installation of the fire safety system will protect a valuable heritage building A summary table showing the additional budget provisions required over the next two financial years is set out below. An additional $64,905 is required in the current financial year and $307,700 over the 1996/97 and 1997/98 financial years.
Project Year Budget Estimated
Co Additional
Fun st ds Required Lighting Upgrade Stage 1 1995/96 $100,000 $113,905 $13,905 Stage 2 1996/97 $100,000 $164,600 $64,600 Stage 3 1997/98 $100,000 $113,100 $13,100 Subtotal $300,000 $391,605 $91,605 Fire Safety Compartmentation 1995/96 $74,000 $70,000 ($4,000) Sprinklers 1996/97 $50,000 $140,000 $90,000 Alarms/Extractio 1997/98 $50,000 $190,000 $140,000 n Subtotal $174,000 $400,000 $226,000 Goods Lift 1995/96 - $55,000 $55,000 TOTAL $474,000 $846,605 $372,605 Less Lottery Grants Board (if approved) -$370,000 Net $2,605
1 Cont'd
The Director of Finance comments: "In view of the health & safety issues necessitating the work outlined I consider that it would be appropriate to provide the additional $64,905 detailed for 1995/96 to be funded as a priority from the six monthly review. A commitment ahead of the review should not normally be approved ahead of the full review, but the special circumstances outlined in this report warrant immediate approval. The request for subsequent years should be referred for consideration as part of the 1996/97 Annual Plan Process." Recommendation: 1. That the provision of an additional $64,905 to allow the installation of a goods lift and for lighting improvements in the 1995/96 financial year be approved as urgent works. 2. That the requirement for additional capital expenditure of $77,700 for lighting replacement and $226,000 for fire safety upgrading in the 1996/97 and 1997/98 financial years be accorded high priority in the 1996/97 Annual Plan. 3. That the applications for Lottery Grants Board funding be pursued and budget provision adjusted accordingly when approved and the nett benefit from grants be assigned towards the lighting programme. (Note: Councillor Crighton requested the minutes confirm her intention to participate in debates involving the Art Gallery as she did not consider this would constitute a conflict of interest unless the topic would result in personal gain to herself.) 2. CREATIVE COMMUNITIES NEW ZEALAND - CHRISTCHURCH SCHEME
Officer responsible Author Leisure and Community Services Janet Luxton Manager Corporate Plan Output: Information Council and Community BoardsThe purpose of this report is to present a review of the present situation and process undertaken to date in establishing the Creative Communities Arts Assessment Committee. (A previous report on this subject was presented to the September meeting of the Cultural and Social Services Committee.) In mid 1995 Creative New Zealand contacted local authorities to ascertain support for a community arts funding scheme administered by territorial local authorities with money provided by Creative New Zealand.
2 Cont'd The Christchurch City Council agreed to undertake the administration of this scheme.
A discussion document was circulated to over 200 interested groups and individuals, including community boards. This document contained four possible models that could be adopted to devolve arts money to the people of Christchurch. Ten out of the 14 replies received supported a centrally based assessment committee to meet every six months to view applications to over $1000.00, with a subcommittee meeting every two months, or as required, to give a quick response to applications under $1,000.00. (Note: An initial funding round is to be held in December.) PANEL COMPOSITION The make-up of the assessment committee has several requirements legislated for in the Arts Council of New Zealand 1994 Act, and is as agreed by the Council at the ordinary meeting of 20 September 1995. It will consist of 12 members as follows: Three elected representatives of the Christchurch City Council - to be recommended at this meeting One representative from Nga Tahu - proposed Bill Karaitiana and Nga Maata Waka - proposed -Andrew Wilkie One representative from Pacific Island Communities - proposed - Leuatea Iosefa One representative from the Community Arts Council - proposed - David Sell One representative from the Ethnic Council - proposed - Tini de Winter One representative from Youth - proposed - Amber Young Three representatives from community nominations Nominations for the community representatives were called for through The Press, Star and Community Newspapers, plus the Arts Centre Newsletter, Presto, Theatre News and Community Noticeboards/Panui on all local radio stations. A total of 33 nominations were received which were short listed to 11. This was reduced to three by using a system of summary lists of achievements and expertise together with a check-list of areas identified by the nominees as their main areas of interest. These categories used were visual arts, dance, music, differently abled, ethnic and youth arts. The three general nominees selected are: 2 Cont'd
Ronn Kjestrup: Nominated by the Women on Air Trust. Manager of Plains FM. Has extensive experience in the dramatic arts/theatre fields, ex-director of Playback Theatre. Teaches drama and spontaneity, has extensive professional involvement with communities from all sectors through Plains FM. Maggie Burke: Nominated by the KiwiAble Network. Involved as a tutor in dance for the disabled, including therapeutic movement and wheelchair dance. Marcus Peuntener: Current musician. Event organisation experience including all-ages music events in Christchurch over the last few years. Past fundraiser for SAFE - Save Animals From Exploitation. Recommendation: 1. That Maggie Burke, Ronn Kjestrup and Marcus Peuntener be confirmed as community representatives on the Creative Communities Assessment Panel for a period of 14 months approximately (at which time the scheme is to be reviewed). 2. That Councillors Anna Crighton, Barbara Stewart and the Chairperson of the Comunity Services Committee (or his nominee) be elected representatives on the Panel.
3. TEMPORARY CLOSURE OF CATHEDRAL SQUARE ON NEW YEAR'S EVE
Officer responsible Author Principal Committee Secretary Max Robertson Corporate Plan Output: Page 6.1.i
The purpose of this report is to seek approval to the customary prohibition on
vehicles and the consumption or possession of intoxicating liquor in Cathedral
Square during the holding of the traditional New Year's Eve celebrations.
The restrictions are imposed pursuant to section 709A of the Local
Government Act 1974. As the powers of the Council under this section cannot be
delegated to an officer the Council is requested to adopt the formal resolution
contained in the recommendation which follows:
Recommendation: That the following resolution be adopted by the
Council:
During the holding of the New Year's Eve Celebrations, Cathedral Square, being
Colombo Street (north of the intersection with Hereford Street, south of the
intersection with Gloucester Street), Worcester Street (east of the
intersection with Oxford Terrace, west of the intersection with Manchester
Street), Strand Lane and Press Lane will
3 Cont'd
be closed to ordinary vehicular traffic between the hours of 9.00 p.m. on Saturday 31 December 1995 and 1.00 a.m. on Sunday 1 January 1996 (called "the closure time"). Acts Prohibited in Cathedral Square
The following acts are prohibited during the closure time: 1. The drinking of liquor in Cathedral Square. 2. The bringing of liquor or empty liquor containers into Cathedral Square. 3. The possession of liquor or empty liquor containers in Cathedral Square. 4. The driving or riding of any motor vehicle in Cathedral Square during the closure time, other than buses, taxis, Police, Ministry of Transport or Council vehicles." Exemptions
The following are not prohibited: (a) The carrying of liquor from or to premises on land having a frontage to Cathedral Square; if (i) The premises are licensed premises as defined in the Sale of Liquor Act 1962, and, in the case of the carriage of liquor from the premises, liquor may lawfully be sold during the closure time; or (ii) The liquor is being carried by or for delivery to a person residing on those premises or his bona fide visitors, providing the liquor is promptly removed from Cathedral Square. (b) The driving or riding of any motor vehicle from or to premises having a frontage to Cathedral Square by a person residing in those premises or his bona fide visitors. Powers of Police
Any constable may, without warrant: (a) Arrest any person whom he finds committing an offence against the prohibitions provided in this notice;
3 Cont'd (b) During the closure time arrest any person whom he has reasonable cause to suspect of having committed such an offence against the prohibitions provided in this notice; (c) Search any parcel, package, bag, case, or other container in the possession of any person or in entering or about to enter Cathedral Square during the closure time, for the purposes of ascertaining whether or not the parcel, package, bag, case, or container contains any liquor or any empty liquor container, unless the person in possession of the parcel, package, bag, case or other container removes it from, or, as the case may be, refrains from taking it into Cathedral Square and leaves it outside Cathedral Square until the closure time has expired. Any constable may seize and remove any liquor and its container or any other liquor container which he has reasonable cause to believe would be evidence of the commission of such an offence against the prohibitions in this notice. Penalty Every person who commits an offence knowing that the closure and prohibition are in force, is liable on summary conviction to a fine not exceeding $500.00. Recommendation: That the foregoing recommendation be adopted. PART B - ITEMS DEALT WITH BY THE COMMITTEE AND
REPORTED FOR INFORMATION ONLY
4. DEPUTATIONS BY APPOINTMENT
The Committee received a deputation from Marie Venning and Angela Watkin from the Aranui Youth Programme who sought assistance from the Council towards the cost of purchasing a permanent centre for the programme. Details of the programme and proposal had been previously distributed to the Committee and Marie and Angela provided additional background information and answered questions from the Committee. The programme to date had been very successful and has featured on the "Holmes" programme twice, and the Group is in the process of forming an incorporated charitable trust to manage the programme. They considered the purchase of a permanent centre, such as the premises they had located, to be essential for the future of the programme. The Committee resolved that:
4 Cont'd
1. A report be prepared for the March meeting of the Committee on this proposal in conjunction with the Burwood/Pegasus Community Board. 2. This report should provide information and recommendations on the proposal as submitted by the Aranui Youth Programme and other possible options, such as the use of rental accommodation, use of Council property, relocation of an existing building, budget considerations, legal status of the group and background on the programme.
5. ELECTION OF DEPUTY CHAIRPERSON
The Chairperson called for nominations for the position of deputy Chairperson and nominations were received for Councillor Lesley Keast (nominated Councillor I Ganda, seconded Councillor Anna Crighton) and Councillor Barbara Stewart (nominated Councillor PCR Harrow, seconded Councillor Gail Sheriff). A secret ballot was held and Councillor Lesley Keast was duly elected Deputy Chairperson.6. PROVISIONS FOR PRESCHOOLS IN THE NEW CITY PLAN The Committee considered a report from Sally Latham, Community Advisor - Childcare, on the provisions of the new City Plan as they related to preschool facilities together with the reasons for those provisions and the mechanism via which changes might be made. The report arose from a request from the August meeting of the Cultural & Social Services Committee and addressed in detail the provisions in the new City Plan concerning preschools in relation to rules, critical standards, community standards and development standards. It detailed the mechanisms by which changes might be made and also the responsibilities the Council had in designating land for educational purposes for both preschool and other educational facilities. The Committee noted the advice from the Ministry of Education that it did not have a role in providing land for preschools or in supporting the community to develop preschool centres. This was because early childhood education is a non compulsory sector in New Zealand and hence the Ministry had no requirements or guidelines as to the appropriate numbers or locations of preschools for the population. The Committee resolved: 1. That the Committee make a submission on the City Plan requesting that the traffic generation rule be amended to allow a more realistic volume of traffic.
6 Cont'd
2. That the Committee make a further submission on the City Plan requesting that consideration be given to requirements for providing land for community preschool facilities, as a policy matter, and in consultation with Voluntary Prechool organisations.
7. ITEMS RECEIVED The Committee received the following reports/information: 7.1 REPORT ON LIBRARY PRESCHOOL OUTREACH PROJECT (KIDS WHO READ SUCCEED)
The Suburban Children's Librarian, Wendy MacKay, reported on the progress of the special preschool project funded in the 1995/96 Annual Plan. The report provided details of the target areas (which will be Linwood, Richmond, Woolston, Bromley, Wainoni and Phillipstown, short and long term objectives, together with contact groups and details of the actual preschool package which will be provided to children. The package will consist of two items: * A brochure containing a simple plea to share books and language of children plus information about the Christchurch City libraries. "Kids who read succeed".
* A book for individuals or several books for a group or institution. In choosing titles for a short list the Library looked for simple effective language, attractive illustrations and relevancy to New Zealand's specific location. The preschool package will be similar to the successful books for babies package which has been underway for some time. 7.2 CHRISTCHURCH ENGLAND - PRESENTATION OF GIFT
Councillor Cox reported on the presentation of the gift to the Mayor of Christchurch England Borough Council in celebration of 20 years of sister city relations. 7.3 YOUTH AND CULTURAL DEVELOPMENT SOCIETY
The Community Youth Adviser, Julie MacDonald, reported on the Society which has been operating a Youth Centre since October 1993. The Society aims to provide "needs - base care for young people in their transition to adulthood". It focusses predominantly on the needs of "youth at risk" and the Centre is visited by over 200 young people per week. The report detailed their present status of the Group, its relationship with the Christchurch City Council and future developments. The Community Advisory Section is to fund an evaluation of the YCD and its programmes and this will also include any gaps in the composition of the Board.
7 Cont'd
7.4 4YP
The Committee considered a report prepared by the Community Adviser Youth on this youth entertainment project which was trialled in 1995 with support from the Christchurch City Council, Trustbank Community Trust and the Christchurch Youth Council. The aim of the programme is to improve the quality of life of Christchurch's youth by providing quality, safe and attractive social and recreational opportunities which are drug and alcohol free.
The report covered the background of the programme, events conducted during the year, accountability and evaluation and funding. It concluded that with ongoing support 4YP would continue to provide high quality entertainment for young people in the 15-17 year age group.
The meeting concluded at 5.45 pm. CONSIDERED THIS 13TH DAY OF DECEMBER 1995
MAYOR