Tauran^faoty Council - Long Torm Plan Deliberations 2-5 June 2015 Tauranga Heritage Submissions DC No: 132 CONFIDENTIAL ATTACHMENT 0 Reason for Confidentiality Disclosure would be likely to unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. Transfer to Open Attachment C can be transferred into open once the person who supplied the information has advised Council that this is appropriate. Purpose 1. To consider submissions made to the Proposed Long Term Plan 2015-2025 Consultation Document on heritage related matters. Executive Summary 2. Council has received three submissions that relate to Council's role in supporting heritage initiatives in the city. 3. The submissions cover the potential establishment of an immigration museum, funding assistance to progress feasibility for a potential museum development in Tauranga, and funding assistance towards the ongoing operation of The Elms. 4. All of these submissions relate to Council's role in supporting heritage initiatives in the city, and the contribution this makes to the community outcomes of a city with heart and soul and a city of great spaces, places and environments. 5. Staff recommendations seek to ensure the ongoing protection of existing places of significance and to provide an appropriate way fonA/ard with regard to the Tauranga Moana Museum Trust's plans for development of a museum. Recommendations That the Council: (a) Receive Report DC132 - Tauranga Heritage Submissions. (b) Approve a $200,000 per annum grant commencing 2015/16 to The Elms Foundation to ensure ongoing protection and operation of this significant heritage site. During Tauranga Heritage Submissions - 1 - Objective ID: A6267238
Transcript
Tauran̂ faoty Council - Long Torm Plan Deliberations 2-5 June 2015
Tauranga Heritage Submissions
DC No: 132
CONFIDENTIAL ATTACHMENT 0
Reason for Confidentiality
Disclosure would be likely to unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.
Transfer to Open
Attachment C can be transferred into open once the person who supplied the information has advised Council that this is appropriate.
Purpose 1. To consider submissions made to the Proposed Long Term Plan 2015-2025
Consultation Document on heritage related matters.
Executive Summary 2. Council has received three submissions that relate to Council's role in supporting
heritage initiatives in the city.
3. The submissions cover the potential establishment of an immigration museum, funding assistance to progress feasibility for a potential museum development in Tauranga, and funding assistance towards the ongoing operation of The Elms.
4. All of these submissions relate to Council's role in supporting heritage initiatives in the city, and the contribution this makes to the community outcomes of a city with heart and soul and a city of great spaces, places and environments.
5. Staff recommendations seek to ensure the ongoing protection of existing places of significance and to provide an appropriate way fonA/ard with regard to the Tauranga Moana Museum Trust's plans for development of a museum.
(b) Approve a $200,000 per annum grant commencing 2015/16 to The Elms Foundation to ensure ongoing protection and operation of this significant heritage site. During
2015/16 work with The Elms Foundation to identify options for achieving ongoing sustainability with particular regard to operational costs and funding.
(c) Approve a $40,000 budget in 2015/16 for Council to undertake a community survey to assist in identifying the community's views on development of a museum in Tauranga.
(d) Attachment C can be transferred into open once the person who supplied the information has advised Council that this is appropriate.
Discussion Background 6. Three submissions were received to the Proposed Long Term Plan 2015-2025
Consultation Document on heritage related matters.
7. The submission from The Elms Foundation seeks assistance with ongoing operational funding due to the removal of a funding source that has associated with their operations since 1998. The funding request is for $200,000 grant. It is assumed that this would be on an ongoing basis.
8. The submission from the Tauranga Moana Museum Trust (TMMT) seeks assistance with planning for the future development of a museum in Tauranga. The funding request is for a $100,000 grant. It is assumed that this is a one off grant.
9. The submission from an individual submitter (sub id 184) includes information on an immigration museum in Melbourne. No specific request is made but it is assumed that this is a concept that the submitter is recommending that Council consider as part of the development of a museum in Tauranga. This information can be fonA/arded to the TMMT for consideration.
10. Issues and options responding to The Elms Foundation and TMMT funding requests are included in Attachment A.
Consideration strategic Context
11. Heritage related matters have a strong link to two of Council's community outcomes being A city with heart and soul and A city of great spaces, places and environments.
12. Council has a number of different roles in contributing to these community outcomes some of which are guided by strategic direction such as the SmartArts Strategy. There is no overarching direction in place to help guide decisions on Council's role in the protection or promotion of heritage so decisions tend to be made on a case by case basis (as evidenced by decisions on support provided to The Elms over the last 5 - 1 0 years).
Tauranga Heritage Submissions - 2 -
TaurangaCity
iHb Council - Long Term Plan Deliberations
2-5 June 2015
Significance and Engagement 13. Under the Significance and Engagement Policv 2014. this matter is of medium
significance as it has moderate public interest and is likely to affect a subgroup of the community.
14. The community survey provides the opportunity for Council to gauge the level of interest and commitment that the community has to development of a museum in Tauranga, ten years on from the 2006 survey.
15. The decision to fund The Elms would not be consulted on for 2015/16 but would be included in the 2016/17 Annual Plan and subsequent plans as part of the Arts and Heritage activity budget information.
Implementation 16. Decisions from this report to be included in the adopted Long Term Plan 2015-2025,
and submitters to be advised on the decisions.
Attachments
No. Title
Issues and Options for Heritage Related Submissions to the draft LTP Objective: ID: A6267217
B Tauranga Museum Study, Key Research, December 2006 (Executive Summary only)
Bl The Elms 2015 Income Statement - Sub ID 725
CONFIDENTIAL - The Elms Foundation Financial Statements and Supplementary information
Signatories Authors Cheryl Steiner: Team Leader Strategic and Corporate Planning
Authorisers Christine Jones: General Manager Strategy
Tauranga Heritage Submissions -3
Issue 1: The Elms Funding Request
Sub ID Request Council support to date Considerations Options Staff Recommendations
Sub ID 725: The Elms
Council to approve a grant of $200,000 to assist with ongoing operational costs.
Council's role to date has been to facilitate and support The Elms Foundation to preserve the site and support future opportunities for its appropriate development.
This has primarily been through:
• contributions to property purchase surrounding the site (approx $2m from 2005 to 2010)
• ground maintenance managed through a Council contract (approx $14,000 p/a)
• staff assistance where required • fund raising advice and support
through Project Tauranga • support for the relocation and costs
associated for storage of relevant collection items from The Elms to the Tauranga Heritage Collection on an ongoing basis (with ownership ofall collection items remaining with The Elms Trust)
The Elms is one ofthe earliest European buildings in New Zealand, a site of national significance and the most intact historical site ofthe European period in the Western Bay of Plenty. The mission house and library carry a New Zealand Historic Places Trust Class 1 registration, the other buildings are Class 2, and the whole site is designated a Historic Area.
Council's support to date is in recognition ofthe significance ofthis site to Tauranga and New Zealand.
Given the significance of the site it is important that it remains intact, protected and accessible to the community and visitors to the region. The Elms have been fortunate to have had the Tauranga Charitable Trust assist with ongoing operational funding since 1998. With the removal ofthis funding source, The Elms now need to consider different strategies to assist in funding their operations.
1. Approve a $200,000 per annum funding grant commencing 2015/16 to The Elms Foundation to ensure ongoing protection and operation ofthis significant heritage site. During 2015/16 work with The Elms Foundation to identify options for achieving ongoing sustainability with particular regard to operational costs and funding.
2. Provide a one off contribution either at $200,000 (or a reduced or increased amount) and work closely with The Elms Foundation to discuss longer term funding and expenditure.
3. Decline funding request on the basis that significant
Option 1:
Approve a $200,000 per annum funding grant commencing 2015/16 to The Elms Foundation to ensure ongoing protection and operation of this significant heritage site.
During 2015/16 work with The Elms Foundation to identify options for achieving ongoing sustainability with particular regard to operational costs and funding.
ST o
I (D 3
Objective ID: A6267217
Sub ID Request Council support to date Considerations Options — • Staff Recommendations
funding assistance has already been provided to date.
00
Objective ID: A6267217
Issue 2: The Tauranga Moana Museum Trust Funding Request
Sub ID Request Council support to date Considerations Options Staff Recommendations
Sub ID 427: Tauranga Moana Museum Trust
Consideration of museum development in LTP under wider aspirations ofa city with heart and soul and a city of great spaces, places and environments.
Council to work with Trust and community to develop and assess viable options for museum development.
Council to approve funding to Trust of $100,000 for independent feasibility study and project development officer in 2015/16.
Council have outlined their support for the TMMT as follows: • Agreement in principle to the use of
Council land at Cliff Road for a museum
• Agreement in principle to contribution of $100,000 for resource consent costs associated with the proposed museum development (FEBRUARY 2015 -Council resolution to Engage with Tauranga Moana Museum Trust with regards to the proposed museum development at Cliff Road and that no funding for resource consent cost be allocated in the 2015-25 Long Term Plan.)
• Agreement in principle to access to items from the Council-owned Tauranga Heritage Collection for use and display in the proposed museum at Cliff Road
• Provision of $45,000 to assist TMMT to progress their plans - this is reported to Council on an annual basis to track how this funding has been used (last report was on May 2013 - identified remaining unspent funds of $34,157).
Agreement in principle is subject to: • Outcomes of facilitated discussions
identifying commonalities with The Elms plans
• Council satisfaction with the business
In 2010 Council resolved to establish this separate entity to foster community support for a museum, to plan for, fund and build a museum facility, and then to operate that museum facility on an ongoing basis.
TMMT have gone from strength to strength over the years to develop a way forward and are in need of funding assistance to progress the next steps as outlined in their submission. The Trust is keen to progress this concept and start to make some traction particularly in terms ofthe relationship ofthis project with Council and the community.
Council has offered support in a number of areas however the fundamental issue in terms ofthe success ofthis project will be ongoing operational funding for the facility. The reality is that Council will need to assist with the operational funding to make the facility sustainable. For Council to do this there would need to be an appropriate level of support for a museum and for ongoing Council funding of this from the community.
Approximate costs for the past two museum projects discussed are $20m capex and $2m opex.
As part ofthe museum planning process
1. Provide a funding grant of $100,000 in 2015/16 to TMMT to assist in development ofa feasibility study and for project officer costs.
2. Approve a $40,000 funding grant in 2015/16 to the Tauranga Moana Museum Trust to undertake a community survey on the museum project on the basis that Council work with the Trust to develop an agreed approach to this, including the timing, questions, and next steps following on from the survey outcomes.
3. Include a $40,000 budget in 2015/16 for Council to undertake a community survey to assist in
Option 3:
Include a $40,000 budget in 2015/16 for Council to undertake a community survey to assist in identifying the community's views on development of a museum in Tauranga.
4:̂ CO
Objective ID: A6267217
Sub ID . Request Council support to date Considerations Options Staff Recommendations
case and funding plan • Council agreement to arrangements
for access to items from the Council-owned heritage collection
• Consultation with Cliff Rd residents prior to resource consent process
• Agreement on a suitable lease arrangement for the Cliff Rd site
Council has also provided support through: • Staff review of business case
information • Letters of support for TMMT funding
applications. • Facilitation of a discussion between
TMMT, The Elms and tangata whenua to explore synergies between each organisation's long term plans.
undertaken pre 2010 Council identified the need to explore the level of desire residents have for a museum, to assist in the decision making process regarding the museum concept, location and funding. The decision was made to gather feedback from a statistically robust and representative sample of Tauranga city residents to enable a complete understanding ofthe thoughts, perceptions and desires ofthe broader population on the museum.
Key Research was commissioned to undertake this report in 2006. Attached is a copy ofthe executive summary of the survey results reported to Council on 14 December 2006. The survey cost approximately $26,000 in 2006/07.
Ten years on in order for TMMT to undertake feasibility work on this project there needs to be an understanding of Council's commitment or otherwise to ongoing operational funding of a museum. To assist in this discussion there would need to firstly be a good understanding ofthe community's expectations on this.
A community survey similar to what was undertaken in 2006 would be a better way to utilise Council funding at this stage ofthe process, knowing that any outcome of a feasibility study would highlight what is already known
identifying the community's views on development ofa museum in Tauranga.
Decline funding request.
O
Objective ID: A6267217
Sub ID Request Council support to date Considerations Options Staff Recommendations
- Almost one-half of all respondents (49.6%) stated that they support the constmction of a museum building in Tauranga.
- 27.4% of respondents who support the construction of a museum building in Tauranga, stated Tauranga needs a museum/needs more culture as the reason for their level of support
• 30.8% of respondents stated that they do nof support the construction of a museum building in Tauranga.
- More than two-fifths (42.2%) of respondents who do not support the constaiction of a museum building in Tauranga stated money could be better spent elsewhere (for example, roads, education) as the main reason for not supporting the construction of a museum building in Tauranga.
• Slightly less than one-fifth of respondents (19.6%) stated that they were undecided about supporting the construction of a museum building in Tauranga.
- The most common reason given by respondents for being undecided was don't know/haven't thought about it (31.6%).
Funding of the Construction of a Museum
• More than four-fifths of respondents (81.2%) stated that they do agree that 50% of the construction funding should be from sources other than rates.
• 39.7% of respondents who stated that they did not agree that 50% of the construction funding should be from sources other than rates stated that all of the construction funding should be from sources other than rates.
Funding of the Ongoing Costs of a Potential Museum
More than one-half of respondents (56.8%) stated that they are not willing to pay approximately $55 a year through their rates (or rent) towards the ongoing costs of running a museum.
47.5% of respondents who stated that they are not willing to pay approximately $55 a year towards the ongoing costs of running a museum think it is reasonable to pay nothing through their rates/rent towards the ongoing costs of running a museum.
cm K E Y R E S E A R C Z H 4 153
Tauranga City Council Tauranga Museum Study - December 2006
Prefen-ed Site for a Potential Museum
• More than one-third of respondents (34.1 %) stated that their preferred site for a museum is Cliff Road- frontage.
- 22.8% of respondents who preferred the Cliff Road - frontage site stated that this preference was as a result of good accessibility and parking facilities.
• More than one quarter of respondents (27.2%) stated that they prefer the Waterfront - CBD site for a museum.
- 30.9% of respondents who preferred the Waterfront - CBD site stated that they prefen-ed this site because it is a central point
• 15.1 % of respondents preferred the Central Business District - not waterfront as a site for a museum.
- The most common reason given by respondents for their preference of the Central Business Distnct - not waterfront site was that the collection shouldn't be over water/under threat from tsunami (34.7%),
Preferred Option if a Museum Does Not Go Ahead
• More than one-half of respondents (58.2%) slated that if the museum building does not proceed they would prefer to keep the collection in storage and put off buiiding a museum until some later date. The estimated cost of maintaining the collection in storage is half a million dollars per year, which is cun-ently funded through rates.
- The main reason given by respondents for this preference was ive should not lose our historical items/heritage (47.8%).
Slightly more than one in ten respondents (13.2%) stated that if the museum building does not proceed they would prefer to dispose of all the museum collection articles that are cun-ently in storage and close down the collection. This will cost several million dollars over a number of years.
- The main reason given by respondents for this preference was it is cheaper (30.3%).
The Elms 2015 Income Statement
The Elms 2015 Expenses Statement
The Elms 2015 Supplementary Expenses
Admissions 6000 ACC Levies 400
Co-ordination of salaries (Administration, volunteer coordinator, Cruise Ships, education) 60000
Chapel Income 12000 Adverts and Promotion 8000 Grounds Supervisor 60000
Dividends 1500 Audit Fees 5500 Character Garden Development (Hayward Property) 10000
Donations 30,000 Bank Fees 150 Water Reticulation 22000 Friends of the Elms 600 Cleaning 6000 Plans for toilet facility upgrade 5000
General Expenses 2500 Guides Expenses 5000 Insurance 22563 Interest/Mortgage 0)
O zr 3 (D 3 (-*• 00
Power 9500 Publications
Rates
1000
20000
V
Rental Property management fees
Rental property repairs and maintenance Buildings repairs and maintenance
Security Stationary and Postage Wages and Salaries Weddings
9000
18000
40000
11000
6000
25000
7000
Total Income 186050 Total Expenses 272613 Total Supplementary Expenses 175000
Total Deficit -86563
Notes to the accounts: Difference in expenses over income amounts to $86,563. This is bought about in 2015 by a reduction in rental income of $25,000 and a shortfall of donations of $60,000.
