Addendum Agenda of Ōrākei Local Board

Ōrākei Local Board

21 May 2020

Ellerslie War Memorial Hall Community Centre - Community Needs Assessment

File No.: CP2020/06044

Te take mō te pūrongo

Purpose of the report

1. a) To receive the community needs assessment report on the Ellerslie War Memorial Hall Community Centre completed by Mobius Research and Strategy Limited.

b) To approve the future operating model of the facility.

Whakarāpopototanga matua

Executive summary

2. In 2018, the Ōrākei Local Board directed staff to investigate a community lease arrangement to allow The Ellerslie Theatrical Society exclusive use of the Ellerslie War Memorial Town Hall (the Hall) (OR/2018/81).

3. In order to inform any recommendation regarding this community lease agreement, the local board funded a community needs assessment (Attachment A) to identify the current users and level of usage of the Hall from a network perspective. Mobius Research and Strategy Limited (Mobius) was engaged to undertake this needs assessment.

4. The Mobius report has a number of key findings:

· The Hall is a well-used community facility with two permanent tenants (Plunket and Community Patrol) and more than 40 other organisations which book the hall on a regular and ad hoc basis

· It is considered to be in a good central location and to be fit-for-purpose with flexible spaces

· Current uses and users are varied and include meetings, activity and recreation clubs, church groups, dancing, business groups, private functions, events and theatre performances Current users want to continue to have the opportunity to utilise this space.

· The Ellerslie Theatrical Society has been using the Hall since 1989 and now runs 4 plays each year and a play festival every second year.

· There is a low level of awareness of what is on at the Hall.

5. The recommendation arising from this study is that, in the short-term at least, the status quo is maintained so that the wide range of organisations currently using the Ellerslie War Memorial Community Centre, including the Ellerslie Theatrical Society, continue to have access, and continue to provide services, activities, programmes and events that benefit the Ellerslie community.

Ngā tūtohunga

Recommendations

That the Ōrākei Local Board:

a) receive the community needs assessment report on the Ellerslie War Memorial Hall Community Centre completed by Mobius Research and Strategy Limited dated April 2020.

b) adopt the recommendation that Ellerslie War Memorial Hall continue to be managed as a venue for hire by council to enable continued community access.

c) request that Community Places staff develop agreements with Ellerslie Plunket and the Ellerslie Community Patrol regarding their occupancies at the Ellerslie War Memorial Hall.

Horopaki

Context

6. The Ellerslie War Memorial Community Centre (the Hall) is located at 138 Main Highway, Ellerslie and currently operates as a venue for hire, with all bookings required to be made via Auckland Council’s Venue Hire system.

7. There are no council coordinated activities or programmes in place, or a manager. There are two adjoining small offices, which are leased to Ellerslie Plunket and Ellerslie Community Patrol. These leases have expired and both organisations have indicated that they wish to continue operating from the venue. New agreements will need to be put in place to enable this.

8. Over several years the Ellerslie Theatrical Society (the Society) has expressed an interest in having permanent, exclusive access to the Hall. The local board requested staff investigate and provide advice on the possibility of providing a community lease agreement to the Society (OR/2018/81). In order to inform any recommendation regarding this community lease agreement, the local board funded a community needs assessment (Attachment A) to identify the current users and level of usage of the Hall from a network perspective.

9. In August 2019 Mobius was engaged to undertake the community needs assessment. Their research took a mixed method approach including desk top research, in-depth interviews with key community stakeholders and members of the wider community, and an online survey with residents of the Ellerslie area.

Tātaritanga me ngā tohutohu

Analysis and advice

10. The Mobius report has a number of key findings:

· The Hall is a well-used community facility, with two permanent tenants, Plunket and Community Patrol, and more than 40 other organisations who book the hall on a regular and ad hoc basis.

· It is considered to be in a good central location and to be fit for purpose with flexible spaces. The building is considered to fit well within the central Ellerslie streetscape, given its overall look and state, including the mural.

· Current users/uses are varied and include meetings, activity and recreation clubs, church groups, dancing, business groups, private functions, events and theatre performances.

· Current users want to continue to have the opportunity to utilise this space.

· The Society has been using the hall since 1989 and now runs 4 plays each year and a play festival every second year. Their use of the hall (bookings) increases closer to the time during which plays are staged, so availability during this time can be somewhat limited for other organisations. The Society has expressed an interest in taking over bookings and in being able to brand the facility.

· There are other facilities available for hire in the Ellerslie area, Leicester Hall, which has usage capacity but is not considered to be as central or to offer flexibility in terms of spaces for hire.

· Other facilities such as the Ellerslie Masonic Centre, YMCA, schools and churches have some ad hoc capacity.

· There is a low level of awareness of what is on at the Hall – many current users are member-based organisations.

11. The Mobius report identifies two options for the future management of facility and identifies benefits and considerations for each option.

12. Option one is that the Hall continues to operate as a venue for hire with no changes made to the current Venue Hire booking model. Table one shows the benefits and challenges associated with option one:

Table one - option one benefits and challenges

Benefits

Considerations

A wide range of organisations will continue to have access to this facility (on average there are more than 40 separate organisations each year booking this facility).

The Ellerslie community will continue to have a theatre presence, which is a unique aspect of this community.

The use of this facility (for theatre purposes) will continue to be in alignment with the priorities of the Toi Whitiki Arts and Culture Strategic Action Plan.

No change to the booking system will mean that bookings will continue to be made on a first come, first served basis and there is the possibility that block bookings will continue to be made by the Society if they are first to access the booking system when it opens.

There may continue to be some level of frustration experienced by organisations not able to obtain a booking when they want one and/or the need to make bookings well in advance of their usage requirement.

Any increase in demand for use of this facility by other organisations may mean that there are gaps in facility provision in the Ellerslie area in the future.

13. Option two is a formal lease arrangement is entered into with the Society. Table two shows the benefits and challenges associated with option two:

Table two - option two benefits and challenges

Benefits

Consideration

The Society will have a permanent ‘home’ in the Ellerslie Community and the Society will continue to be a unique aspect of the Ellerslie Community and a contributor to a vibrant Ellerslie Town Centre.

The Society does not currently have the infrastructure or personnel in place to provide booking management services for this facility.

The Society may have first access to bookings rather than equal access, as is the case at present.

Any booking policy the Society establishes may not be in alignment with the current venue booking policy of Auckland Council.

Any increase in demand for use of this facility by other organisations may mean that there are gaps in facility provision in the Ellerslie area in the future.

The Hall would no longer be publicly listed as a venue for hire on any Auckland Council and this may further limit awareness of its existence (as has been the case with some other facilities).

14. The recommendation arising from this study is that, in the short-term at least, the status quo is maintained so that the wide range of organisations currently using the Ellerslie War Memorial Community Centre (including the Ellerslie Theatrical Society) continue to have access, and continue to provide services, activities, programmes and events that benefit the Ellerslie community.

15. The Society has stated its intention to operate this facility as a performing arts facility with the Society’s own branding for the venue. Any branding of the facility as a performing arts venue could discourage community use and access to the facility.

16. The Mobius report advises that the Society does not currently have the infrastructure or personnel in place to provide booking management service for this facility.

17. Officers support the Mobius recommendation that the hall continue to be managed as a venue for hire by council for the following reasons:

· Continuity: The hall has been successfully managed by council as a venue for hire to date.

· Diversity of use: It currently attracts a wider variety of user groups. Granting a lease to the Ellerslie Theatrical Society to brand and manage the hall as a performing art centre could change the perception of the hall being available for community.

· Viability: The future viability of the Society is unknown, and it does not have the resources to manage booking and access to the hall.

· Strategic alignment: As a venue for hire the hall can continue to meet the local board objectives that local centres and public spaces should be attractive, safe and easy to access and that it is easy for the community, churches and associations to come together. It will continue to support Toi Whitiki aims of local boards playing an important role in supporting arts and culture activities in their communities.

· Revenue: Revenue from use of the venue will continue to come to the Ōrākei Local Board. Subsidised access to the venue by qualifying groups can be maintained.

18. There is an opportunity to address the low awareness of the hall in the local community. Community Places has developed a new website called The Centre which it is launching shortly. This will provide information about the availability of programmes and activities at Auckland Council venues and has the capacity to increase local awareness of venues and their activities.

19. The Mobius report also recommends that the council review its Hire Fee Framework and booking system. The Framework was adopted in 2014 and staff have planned a review and consultation with local boards in 2020/2021, with any changes to be adopted as part of the council’s 10 Year Budget.

20. Council is also building a new and improved booking system, that will include ticketing as well as booking functions, and will be made available to our community partners who manage venues on the council’s behalf.

21. At a local board on 13 February 2020 there was discussion about the value of encouraging more usage of the venue by funding a coordinator. This coordinator would be there to more actively manage the venue, develop programmes and activities and seek to promote it widely especially with the local community.

22. There is funding available in the work programme to enable this but given the Covid-19 Pandemic there is uncertainty as to when all venues for hire will reopen and whether this is a priority for the local board.

Tauākī whakaaweawe āhuarangi

Climate impact statement

23. Community places have a positive climate impact as they allow people to connect, participate and recreate locally and not have to travel long distances. They help foster a sense of community and contribute positively to people’s views of where they live.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

24. There is no identified council group impact associated with this report.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

25. The Community Needs Assessment was undertaken at the request of the local board, which provided LDI Opex funding to complete the report. The findings of the needs assessment were workshopped with the board on 13 February 2020.

Tauākī whakaaweawe Māori

Māori impact statement

26. There are no identified impacts for Māori associated with community access and use of the venue.

Ngā ritenga ā-pūtea

Financial implications

27. Should the local board accept the recommendation for continued operation of the Hall as a venue for hire, managed by the Community Places team, there would be no financial implications. Revenue for hire of the facility would still come to the board. In 2017/2018 this was $52,548 and in 2018/2019 it was $66,602.

28. If the local board supports a lease being entered into with the Society for the management of the venue, then any rental from its hireage would go to the lease organisation. The Society would also probably continue to seek additional council support towards its operation to ensure its viability, although it is understood that they are also seeking grants from other sources. The outcome of these is unknown.

29. In December 2019, the local board received a report advising that The Ellerslie Theatrical Society had accrued debt of $32,062.39 from hireage of the Ellerslie War Memorial Town Hall since January 2018. The Society has developed a payment plan to repay this debt which is now $11,429.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30. There are no identified risks associated with the recommendation that Society continues to operate as a venue for hire. There is a need to increase local community awareness of this facility and this should be addressed by the new venue website developed by the council.

Ngā koringa ā-muri

Next steps

31. If the current management of the venue by the council is agreed to continue, staff will continue to support and administer access to the Ellerslie War Memorial Town Hall in alignment with the standard application of Hire Fee Framework and process. Occupancy agreements are developed and entered into with Ellerslie Plunket and Ellerslie Community Patroll.

Ngā tāpirihanga

Attachments