Description: COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

 

Open

 

A G E N D A

 

 

Opera House & Arts Precinct Subcommittee MEETING

 

 

 

Meeting Date:

Thursday, 7 December 2017

Time:

2.00pm

Venue:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Subcommittee Members

Chair: Councillor Dixon

Mayor Hazlehurst

Councillors Harvey (Deputy Chair) and Lyons

(Quorum = 3)

Officer Responsible

Group Manager: Community Facilities & Programmes (Mrs A Banks)

Committee Secretary

Christine Hilton (Ext 5633)

 


 

Opera House & Arts Precinct Subcommittee

A Subcommittee of the Social & Cultural Development Committee

 

Fields of activity

The Opera House and Arts Precinct Subcommittee is responsible for assisting Council by providing an overview of the development of strategies, programmes and initiatives aimed at community engagement and fundraising with respect to the redevelopment of the Hawke’s Bay Opera House and development of an Arts precinct in Hastings.

 

 

Membership

Chairman appointed by Council who is the Portfolio Leader for the Opera House and Arts Precinct

Deputy Chairman appointed by the Council

2 Councillors

 

Quorum – 3 members

 

DELEGATED POWERS

 

General Delegations

 

1.     Authority to facilitate and oversee Community engagement and fundraising activity in relation to matters within the fields of activity and within the financial framework established by the Social & Cultural Development Committee.

 

2.     Authority to make recommendations to the Social & Cultural Development Committee where resolutions of the Council are required.

 

The Sub-Committee reports to the Social & Cultural Development Committee

 


 

HASTINGS DISTRICT COUNCIL

 

Opera House & Arts Precinct Subcommittee MEETING

 

Thursday, 7 December 2017

 

VENUE:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

2.00pm

 

 

A G E N D A

 

 

 

1.         Apologies

At the close of the agenda no apologies had been received.

At the close of the agenda no requests for leave of absence had been received.

2.         Conflict of Interest

Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have.  This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. 

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting.  If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or Executive Advisor/Manager: Office of the Chief Executive (preferably before the meeting). 

It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.

3.         Confirmation of Minutes

            There were no previous minutes to confirm.

4.         Update Report - Hawke's Bay Opera House Project                                         5

5.         Municipal Building Working Group                                                                      11

6.         Additional Business Items

7.         Extraordinary Business Items 

 

 

     


File Ref: 17/1190

 

 

REPORT TO:               Opera House & Arts Precinct Subcommittee

MEETING DATE:        Thursday 7 December 2017

FROM:                           Group Manager: Community Facilities & Programmes

Alison Banks

SUBJECT:                    Update Report - Hawke's Bay Opera House Project        

 

 

1.0       SUMMARY

1.1       The report updates the Council on matters relating to the Hawke’s Bay Opera House which includes the Theatre, Plaza and Municipal Building.

1.2       This report is a requirement as agreed to regularly update Council on progress of the Hawke’s Bay Opera House Project.

1.3       The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances

1.4       The objective of this decision relevant to the purpose of Local Government is to meet the current and future needs for good quality local infrastructure.

1.5       This report concludes by recommending that the report be received.

2.0       BACKGROUND

2.1       The Hawke’s Bay Opera House special consultative process in accordance with the Local Government Act 2002 was concluded on the 6 April 2016.  Since this time officers have been progressing the relevant tasks to enable strengthening of the Opera House Theatre to be completed and for the facility to be reopened to the public.

2.2       Due to the size and multiple spaces within the Municipal Building and Plaza complex Council agreed to take a staged approach to ensure connectivity across the whole facility.

2.3       A specialist project and contract manager was engaged for the earthquake strengthening of the Theatre and works commenced in August 2017.

2.4       Giblin Group developed the Hawke’s Bay Opera House Revenue Generation Strategy which was approved by Council on 6 October 2016.

2.5       Council received a $4 million grant from the Regional Culture and Heritage Fund in July 2017 for the purpose of undertaking works on the Hawke’s Bay Opera House Theatre.

2.6       The Opera House Plaza and Eastbourne (ex-Opera Kitchen) continue to be hired hosting a number of small functions and events.

2.7       An Art and Culture audit was carried out, where Officers captured over 800 local and regional individuals/groups who are involved in the creative sector.   

2.8       Council resolved on 19 July 2016 that a small working group from the Arts community be formed to provide input into the usage and concept development of the Municipal Building. A report of the outcome is to follow.

3.0       CURRENT SITUATION

            Hawke’s Bay Opera House Earthquake Strengthening

3.1       The project is currently tracking according to the programme and no delays have been encountered since construction commenced.

3.2       The demolition which was required to construct the new foundations for the shear walls is 100% complete. The new foundations have been excavated and the installation of the steel reinforcing cages is 70% complete.

3.3       The demolition of the projector room is underway to create space for the shear walls that will go up from the new foundations to the underside of the roof.

3.4       The concrete trucks will start arriving on site this week with the aim to have the foyer floor re-instated before Christmas so the concrete can dry over the two weeks the site will be closed for the Christmas break. The construction of the shear walls will start early January 2018.

3.5       Tool box meetings are carried out on a weekly basis and no accidents or near misses have been reported. The site is in a tidy condition and all hazards have been mitigated.

3.6       The project is on budget and total value of the construction works is $11.1M which is $400K less than initially anticipated.

Municipal Building

3.7       The strengthening designs for the Municipal Building are underway and the design team are looking at options to strengthen the building to 75%NBS.

3.8       These designs will be able to be costed in March 2018 so that Council understands the cost associated with strengthening the Municipal Building and can decide how to proceed.

3.9       Three architectural firms have been shortlisted out of the RFP process to provide Council with architectural concepts which need to translate the work the Working Group has done into ideas on how the spaces in the building can be laid out and utilised. The three firms that have been shortlisted are:

•      Matthews and Matthews Architects Ltd

•      Architecture HDT Hawkes Bay Ltd

•      Paris Magdalinos Architects

3.10    These firms are now working on the concept plans and will be presenting their ideas to Council in the first week of February 2018.  

Funding Municipal Building

3.11    An expression of interest to the Significant Projects Fund has been submitted and a full application for this fund is due to be submitted in February 2018.

3.12    Giblin Group have been engaged to develop the Municipal Building Feasibility Study and the Municipal Building Revenue Generation Strategy, two key documents that are required for the application.

3.13    The actual application may be done in-house (on-line) and we are seeking no less than $2.5 million towards the strengthening and redevelopment work.


Eastbourne and Plaza

3.14    Council is currently operating the Eastbourne and Plaza as a venue for hire and these have been furnished and fitted out from existing resources. In the past year there have been 30 events in the Plaza and 18 in the Eastbourne, which range from business meetings to graduation ceremony’s to the HB Wine Auction. 

3.15    Window dressings and appropriate décor to activate the vibrancy of the Eastbourne’s functional space was implemented in October 2016.

3.16    With the proposed works at the Plaza due to commence in early 2018, both the Eastbourne and Plaza will close their doors for hire/functions at the end of December to allow staff time to pack up and store furniture etc.

3.17    It is proposed that once works commence it will take 6 to 7 months to complete.

Communications and Marketing

3.18    A time lapse camera has been installed in the foyer of the Opera House Theatre by photographer Tim Whittaker, who is providing monthly video clips showing the construction progress for the website and Facebook. Three videos have been uploaded so far.

3.19    QR code signs linking to the website have been put up on the outside wall of the building in front of the Plaza. The main aim is for community and visitors to view the time lapse video and see updates on the works being carried out in the Theatre.

3.20    The website had 18 page views between July and September 2017 however since its revamp the page views have reached 1,561 with the redevelopment being the most popular page at 24.73% of total views.

 

3.21    Since the construction work began in August Facebook audience has grown by 100 extra likes. Posts are reaching on average 480 people a day (posts showing on people’s newsfeeds). The time lapse video is proving to be the most popular post type, with an average reach of 5771 people per video.

3.22    Media releases, marking key milestones in the project continue to be sent out regularly. These have resulted in coverage across a range of media including Hawke’s Bay Today, Hastings Mail, Hastings Leader, My Hastings and a number of radio stations.

3.23    Quarterly newsletters are being distributed to businesses and properties near the Opera House to update them on the project’s progress, along with an update in the most recent Your Hastings e-newsletter to CBD businesses.

3.24    The Opera House book has been published, with coverage on Facebook and in the Hawke’s Bay Today. The book has been sold to various libraries around NZ, via a libraries book distributor, and is also on sale at the Hastings library and i-Site, with accompanying promotional material to promote it. The book will be used as a fundraising tool at events and for sponsor gifts.

3.25    A range of new communications activity is planned to begin over the coming months including:

o Further media coverage of the project including national magazine features are being investigated.

o Static information displays, site tours and open days.

o A monthly e-newsletter with updates on the project to be distributed to subscribers.

o The development of coin drop boxes to be placed at supporting supermarkets and businesses with the Opera House Project artwork displayed on the outer side of the drop boxes.

o Further marketing of the Opera House book to be undertaken, via social media, sales at events and through Council facilities.

3.26    Planning is currently underway to develop a series of short documentary videos, interviewing key sponsors, long-time supporters, past users of the facilities and stakeholders and providing information about the precinct’s history. These will be used as promotional tools both on social media and at events, with the aim being to edit them together into a feature documentary that will be used to promote the re-opening of the Theatre in 2019. A funding application to First Light Foundation next funding round which closes on the 20th December is in draft where if successful will support this activity.

Community-Led Fundraising

3.27    The Group Manager CF&P and the Subcommittee Chair have met with the Hawke’s Bay Decorative and Fine Arts society who are keen to lead a community-led Fundraising activity for the Municipal Building Project.

3.28    The same group is also interested in financially supporting an aspect of the project. It was suggested that the new handrail that will be required when the accessible ramp is installed (at the front of theatre) may be of interest.  

3.29    The Group Manager will continue to work with this group and feed back to the Subcommittee an outcomes.

4.0       SIGNIFICANCE AND ENGAGEMENT

4.1       The Hawke’s Bay Opera House project has been through a special consultative process in accordance with the Local Government Act 2002 and the Council’s Significance and Engagement Policy.  The matters in this report do not require any further assessment or consideration of significance and engagement.

 

 

 

5.0       RECOMMENDATIONS AND REASONS

That the report of the Group Manager: Community Facilities & Programmes titled Update Report - Hawke's Bay Opera House Project dated 7/12/2017 be received.

 

 

Attachments:

There are no attachments for this report.

 

 


File Ref: 17/1194

 

 

REPORT TO:               Opera House & Arts Precinct Subcommittee

MEETING DATE:        Thursday 7 December 2017

FROM:                           Group Manager: Community Facilities & Programmes

Alison Banks

SUBJECT:                    Municipal Building Working Group        

 

 

1.0       SUMMARY

1.1       The purpose of this report is to update the Subcommittee on the outcome of the Municipal Building Working Group.

1.2       At a Council Meeting on 19 July 2016, Council resolved that a small working group from the Arts community be formed to provide input into the usage concept development of the Municipal Building.   

1.3       The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002.  That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances.

1.4       This report concludes by recommending that the report be received.

2.0       BACKGROUND

2.1       The Working Group was responsible for exploring, reviewing and providing feedback to the Opera House and Arts Precinct Subcommittee in respect to the development of the Municipal Building, with a focus on an arts and culture precinct in Hastings City.

 

2.2       The Working Group was managed by Hastings Art Gallery Director, Toni MacKinnon, Chaired by Pitsch Leiser and the members were:

·     Anna Peirard

·   Daniel Betty

·  Lily Frederikse

·     Charles Ropitini

·   Genevieve Beech

·  Henry Heke

·     Jacob Scott

·   Glen Pickering

·  Ken Keys

·     Katherine Winitana

·   Michal Mackay

·  Te Rangi Huata

·     Sophie Wallace

 

 

2.3       The Working Group engaged Karl Wixon and Kim Thorpe to facilitate and articulate the group’s ideas and final proposal back to the Subcommittee.

2.4       The Working Group’s Proposal was the concept of ‘Heretaunga Ararau’ Heretaunga of Arcadian pathways, which provides a useful frame of reference, both geographically and philosophically for the building, as part of a wider fabric of connected facilities and as a contributor to development pathways.

2.5       It is proposed that Performing Arts is the focus and is a logical fit, reflective of the history of the building and as a companion to the Municipal Theatre.

2.6       There is a community need and desire to build on and support the Performing Arts which includes education and youth development.

2.7       There is a rich regional legacy of innovation particularly Ngāti Kahungunu that can be and should be built on and become widely known.

2.8       The Working Group’s aspiration is for Hastings City to be looked to for what’s new and what’s next and to showcase the very best of Hawke’s Bay in all facets of what we do and how we do it.

2.9       For the Municipal Building itself the Working Group propose that the full building be developed as a ‘Community Hub’ for the development and delivery of an evolving range of allied Performing Arts programmes, activities and experiences, across a range of audiences and disciplines.

2.10    The building retain as much flexibility of space as possible to respond to the ever-changing needs and ever-evolving approaches, to deliver engaging, compelling, progressive and memorable user experiences.

2.11    The building facade was to stay intact as it had in its own right, history and a story to tell.

2.12    The following next steps were proposed:

·    Gain approval in principle for the proposed focus on Performing Arts from the Council Opera House and Arts Precinct Subcommittee.

·    Exploring and better defining our unique point of difference building on the legacy of Ngāti Kahungunu & Hawke’s Bay Performing Arts – and exploring what this might mean in brand and story terms.

·    Undertaking deeper analysis of potential space configuration and use based on requirements of different Performing Arts, including any specialist needs e.g. acoustic treatment, flooring surfaces, lighting etc.

·    Developing a business canvas, including a model for commercial sustainability and potential revenue streams, funding model, balance of community and commercial tenancy etc.

·    Exploring programme development and management needs.

·    Exploring the operational requirements of the facility.

·    Development of a ‘fit-for purpose’ governance, management and operational structure for the facility.

·    Further stakeholder mapping and engagement to identify potential project partners, funders, key audience groups etc.

·    Engagement with relevant communities of interest for feedback on the proposal and idea extension.

 

3.0       CURRENT SITUATION

3.1       It is proposed the next phase of work requires a different set of skills and expertise to ‘flesh-out’, critically review, and extend upon, the Working Group workshop outcomes to date.

3.2       The next stage of exploration will provide a more robust basis on which to properly consider the merits of this proposal, as well as consider any alternative proposals that may arise from third party sources.

 

Municipal Building Concept Design

3.3       To develop the Working Groups’ ideas further a team have been working through a process where they now have three architectural firms shortlisted out of the RFP process to provide Council with architectural concepts. They are required to translate the work the Working Group has done into ideas on how the spaces in the building can be laid out and utilized. The three firms that have been shortlisted are:

•      Matthews and Matthews Architects Ltd

•      Architecture HDT Hawkes Bay Ltd

•      PMA 

3.4       These firms are now working on the concept plans and will be presenting their ideas to Council in the first week of February 2018.

3.5       These concepts will also help inform funding requirements and the funding application to Lotteries Significant Project Fund application.

 

Explore Cultural Input

3.6       The Working Group recommended to explore and better define our unique point of difference, building on the legacy of Ngati Kahungunu and the Hawke’s Bay Performing Arts.

3.7       The Opera House Subcommittee requested the Group Manager to discuss with Karl Wixon his ongoing support to facilitate the cultural input into the Municipal Building Project. This work can also be adopted by Council around best practice in ensuring cultural input is identified and implemented in all Council-lead projects.

3.8       An offer of service was received on 6 November 2017.

3.9       A Facility and Programme design brief will be presented to Council in March 2018 with input from iwi, hapu, representatives from the Working Group, community and other key stakeholders.

3.10    Karl will also engage with the Concept Design team.

 

 

 

 

Explore the development of a business canvas

3.11    The Group Manager is to approach and engage Kim Thorpe to facilitate a team to develop a business canvas with a balance between community and commercial use. Key areas to consider will be:

·    Model for commercial sustainability

·    Potential revenue streams

·    Funding model

 

            Community Engagement

3.12    Ongoing engagement with the community is extremely important.  The Art and Culture audit was carried out last year capturing over 800 local and regional individuals/groups who are involved in the creative sector. This is an important tool to capture this particular community and can be expanded on to capture the wider community.

3.13    Daniel Betty has requested to facilitate community engagement on Council’s behalf and will be supported by Councils Art Gallery Director, Toni McKinnon.

3.14    An Engagement and Communications Plan will be developed and presented back to the Subcommittee early in the New Year.

 

Community Lead Fundraising

3.15    The Group Manager CF&P and the Subcommittee Chair have met with the Hawke’s Bay Decorative and Fine Arts society who are keen to lead a community-lead Fundraising activity for the Municipal Building Project.

3.16    The Group Manager will continue to work with this group and come back to the Subcommittee around a fundraising plan early in the New Year.

 

4.0       SIGNIFICANCE AND ENGAGEMENT

The Hawke’s Bay Opera House project has been through a special consultative process in accordance with the Local Government Act 2002 and the Council’s Significance and Engagement Policy.  The matters in this report do not require any further assessment or consideration of significance and engagement.

 

5.0       RECOMMENDATIONS AND REASONS

That the report of the Group Manager: Community Facilities & Programmes titled Municipal Building Working Group dated 7/12/2017 be received.

 

Attachments:

There are no attachments for this report.