Report to COUNCIL for decision

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Austen Thompson
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1 14/346 Subject: Prepared by: Lawson Field Theatre Structural Improvements Pene Walsh (Library and Theatres Manager) Meeting Date: 11 December 2014 Report to COUNCIL for decision SUMMARY At the May 2014 Council meeting staff were instructed to develop a Works Plan for the Lawson Field Theatre for Council approval before consultation on the remedial and improvements to the Theatre (or otherwise) is commenced. This paper responds to Council s request and recommends that the Lawson Field Theatre is redeveloped and bought up to full earthquake strengthening in conjunction with the Fitzherbert Street Building for the primary reasons: Lawson Field and the local community raised all funds for the Theatre with Council providing the land. Aligning work on the theatre with that of the Administration Centre would provide opportunity for costs savings and associated efficiencies should all the work be completed at the same time. The Lawson Field Theatre offers a different type of theatrical facility from the War Memorial Theatre in that it is a smaller, intimate and a more affordable venue that provides flexibility and variety in use. The Lawson Field Theatre building is now known to be earthquake prone and in urgent state of disrepair. Notice to Repair Earthquake Prone Buildings by 12 October 2016 issued by Council s Building Services under Section 124 of the Building Act 2004 is in train. An opportunity now exists for the Lawson Field Theatre to be redeveloped for the districts benefit. RECOMMENDATIONS That the Council 1. receives the report 2. includes the remedial earthquake strengthening and deferred maintenance of the Lawson Field Theatre into the scope of the redevelopment of the Fitzherbert Street Building Complex Project as outlined in option 1. Pene Walsh Library and Theatres Manager Nedine Thatcher Swann Group Manager Planning & Development Keywords: Lawson Field Theatre, Theatres, Chow Hill, Structural strengthening A Page 1 of 6

2 1. BACKGROUND Historical context The Lawson Field Heart of Gisborne Charitable Trust was established 18 June The original idea was the Theatre would form a cultural heart for a wider commercial heart of Gisborne. Lawson Field s vision for a heart included a Little Theatre to be located as close to the town as possible with seating capacity limited to 200. The Opera House had been demolished in 1968 and the Gisborne War Memorial Theatre was too large for small productions, so the trustees, in collaboration with Gisborne City Council and local theatre groups, agreed to use the funds to establish the Lawson Field Theatre. The Theatre costing around $800,000 was designed by Architect Martin Hill of Synaxon Associates, Wellington, built by Story and Lomas and based on extensive consultation with local theatre and potential user groups. The foundation stone was laid by the Governor General, Sir David Beattie, August 1982 and officially opened by Lawson Field s daughter, Prue Chrisp on the 2 nd of July (Lawson Field died September 1981.) Theatre Funding key contributions The Gisborne community through the auspices of the Trust raised all funds to build the theatre: - $280,000 - (later increased to $335,000 through investments) Lawson Field - $234,500 J N Williams Trust and A W & H B Williams Family Trust - $70,000 - NZ Government - $20, 000 Unity Theatre (Gisborne) - $10,000 Theatre Arts (Gisborne) - $85,000 Winifred Lysnar Trust and local fundraising A Bosendorfer piano had also been gifted by the community Initially the Theatre was run by the Gisborne Theatres Management Board with a grant from Gisborne City Council and the building vested with Gisborne City Council. Building Development Maintenance The Rose Room and balcony were added in 1990 at a cost of $199, The Rose Room carpet was renewed in Proscenium style seating was upgraded to retractable seating in 2012, increasing the seating from 200 to 280 and improving the flexibility of use within the auditorium. Current Situation In the intervening years there has been very little planned maintenance of the now 31 year old facility beyond some reactionary maintenance following spates of vandalism and end-of-life mechanical components. Significant budgeted renewal projects such as re-roofing the facility, renewal of control room air conditioning, upgrading the kitchen and refurbishing the green room bathrooms were put on hold when seismic safety assessments were carried out by Opus late Engineering Assessment Lawson Field Theatre was included in an engineering assessment of Council s Administration Centre and was assessed as being earthquake prone. See Appendix 1. A Page 2 of 6

3 Chow Hill Architects Ltd, Council s lead Architect for the Administration Centre rebuild have indicated costs for structural upgrade of all of Lawson Field Theatre to full earthquake strengthening is $493, DISCUSSION and OPTIONS With the redevelopment of the Gisborne War Memorial Theatre being a significant major project ($9.5 million) it is prudent to reconsider the purpose and community value of a second theatre in Gisborne District. The redeveloped Gisborne War Memorial Theatre will provide a large theatre style auditorium, bar and foyer facilities that will suit audiences up to 500 and complex large scale productions that previously have unable to be staged in Gisborne. Currently a Transition Plan and Business Plan are being developed with a view to grow audiences and ensure a programme of larger scale events. A component of this work is also to review current business models across Council s theatres. Areas being reviewed include staffing, ticketing, venue rental structure and programming. Indications are that the new theatre development will continue to have a complimentary rather than a detrimental effect on the existence value and use of Lawson Field Theatre because: The original purpose for Lawson Field Theatre has not changed. It was to fill a gap between the Museum concourse (up to 99 people) and the Gisborne War Memorial Theatre (up to 480 people) with a facility that had adequate backroom and power facilities for 200 people. Outdoor Event Meeting Rooms Theatre Cocktail Gisborne Soundshell 15,000 n/a n/a n/a Foyer Gisborne War Memorial Theatre n/a Green Rooms Rose Room Balcony available as stage, linked to park Rose Room 200 Auditorium Lawson Field Theatre potentially Lawson Field Theatre is located in a civic heart alongside the Council s Administration Centre, Tairawhiti Museum and C Company Centre. Lawson Field Theatre is affordable for local promoters and event holders. Lawson Field Theatre was entirely funded in the first instance by the community who hold a lasting feeling of ownership of the facility. Bundling facilities could play a part in attracting large conventions to Gisborne eg use of Gisborne War Memorial Theatre and Lawson Field Theatre as they are within walking distance of each other or with the new Administration Centre which will have public access to Council Chambers, small meeting rooms and courtyard located adjacent to the Rose Garden. A safe and spruced up Lawson Field Theatre would be a few steps from the courtyard allowing for overflow or complimentary events. Currently seating 280 people Lawson Field Theatre is considered an intimate venue. The flexible, retractable seating and flat floor staging allow for a wide variety of uses of the auditorium. A Page 3 of 6

4 The Rose Room balcony/patio provides a unique fine-weather performance space where the performers use the balcony and the audience is located on the riverbank. The complex is a useful base for any events located on riverbanks at the confluence of the three rivers. Future operating costs relating to heating and cooling could be reduced with more effective mechanical systems. Public submissions to several recent Annual and Ten Year Plans have included requests for retractable staging to improve sight lines from seating and provide another option other than a flat floor. Currently old poorly maintained, out dated box staging is used to create a raised platform as a work around for this issue. OPTIONS The following section outlines possible options available to Council to consider - repairing and improving, or demolishing the theatre Assumptions All options to be considered in alignment with approved work with the Administration Centre to uptake design and construction efficiencies between projects. Any work undertaken would take place after April 2015 when the Gisborne War Memorial Theatre is open and in conjunction with work on the Administration Centre site. All options take into consideration the current strength of the New Zealand dollar and availability of construction firms within Gisborne. Options one and two contribute toward beautification of the central business district and link with developments at Tairawhiti Museum and within Kelvin Park. OPTION 1 Full earthquake strengthening and undertake postponed renewal maintenance with improved entrance in conjunction with Administration Centre rebuild Cost saving synergies alongside Administration Centre. Opportunity to visually link with Administration Centre with an improved entrance that may mirror the Administration Centre entrance. Refreshed and safe intimate theatre compliments Administration Centre rather than appearing tired in comparison. Staff could be relocated within Administration Centre yet be near to facility. Increased funding from rates and associated public consultation in Ten Year Plan Refreshed civic amenity encourages increased use and potentially income. Structural upgrade and earthquake strengthening $493,142 Deferred exterior maintenance (roof tiles and wall cladding) $165,276 Mechanical systems upgrade $152,366 New entrance and foyer $217,064 Internal fit out and replacements bathrooms, wall linings $69,130 Retractable staging $80,000 Total $1,176,978 A Page 4 of 6

5 OPTION 2 Full earthquake strengthening and undertake a part of postponed renewal maintenance Brings building up to acceptable specifications. Opportunity not gained to become visually aligned and linked with public spaces within new Administration Centre. If improvements to bathrooms and mechanical systems deferred may mean loss of savings by not being done at a time when major works are being undertaken. Deferred work increases period Theatre is closed for hire potentially resulting in increased loss of income. Compliance for certificate for public use and meets health and safety compliance. Structural upgrade and earthquake strengthening $493,142 Deferred exterior maintenance (roof tiles and wall cladding) $165,276 OPTION 3 Decommission Lawson Field Theatre Demolish Theatre and increase grassed area. Whilst increasing central city park space this option removes a base for activity around the 3 rivers, removes intimate and affordable space for performances and reduces number of options for smaller events such as weddings and award ceremonies. Likely to be most unpalatable option for community. Officer s preferred option Officers recommend option one completing remedial work, deferred maintenance and improving entrance way in conjunction with rebuild of council s administration centre. 3. SIGNIFICANCE The building is significant in terms of Council s Significance Policy. The Theatre is a strategic asset, will be a significant cost to bring the building to legal and appropriate standards for a public use building, will have wide public interest and may impact upon availability of facilities for public use at a medium cost. 4. COMMUNITY OUTCOMES Repair and refurbishment of a medium sized, community facility contributes to Safe Tairawhiti by mitigating risk of harm to public and staff as a result of an earthquake. A well-appointed flexible Theatre contributes to Vibrant Tairawhiti through provision of a facility that is used by local and touring theatrical, musical events as well as a centrally located venue for small to medium conventions and celebrations. The Theatre contributes to a Prosperous Tairawhiti by providing facilities and services that help create a strong sense of community mana, pride and identity that reflects the culture and heritage of the region. 5. STRATEGIC CHALLENGES Restorative and cosmetic work to Lawson Field Theatre supports the challenge of risk management, business efficiency and customer need. A Page 5 of 6

6 6. POLICY Gisborne District Council Earthquake Prone Building Policy. 7. LEVELS OF SERVICE For the purpose of this report the levels of service would be maintained with Options 1-2. Levels of service would decrease with Option 3 8. FINANCIAL During 2012/2013 financial year planned renewal maintenance was deferred following receipt of The Engineers Building Assessment. As part of the Long Term Plan Process a capital project of $1.1m has been included for the Lawson Field Theatre in 2016/ LEGAL Council is obliged to comply with Notice to Repair Earthquake Prone Building by 12 October 2016 issued by Council s Building Services under Section 124 of the Building Act Current and future improvements requires the Theatre to comply with relevant sections including: Fire Safety and Evacuation of Buildings Smoke Free Environs and Amendment 2003 with regard to precautions against fire and panic in cinemas, theatres and places of public assembly NZS9232. Health and Safety in Employment Act CONSULTATION Work to Lawson Field Theatre was in scope of the Administration Centre Project, a major project included in the Ten Year Plan. Any significant changes to decisions outside making the building safe would be included in the current Ten Year Plan with associated public consultation 11. OTHER CONSIDERATIONS Certificate for Public Use (CPU) The CPU for Lawson Field Theatre BC13884 expired on the 6 th of September The Building Consent was for altering the existing platforms/install seating platforms/2 new toilets/rearrangement of showers. In reviewing the consent components in September 2014, it was recalculated to find that two extra toilets are not required as seating is at capacity of 280. They have been removed from the consent. All other components are compliant. 12. APPENDICES APPENDIX 1 Gisborne District Council Offices: DEE summary and strengthening concepts. Richard Daniels - Opus - December APPENDIX 2 Lawson Field Theatre Works Plans and Costs. A Page 6 of 6

Report to COMMUNITY DEVELOPMENT & SERVICES Committee for

15-353 Subject: Prepared by: Review and Maintenance Update Garrett Blair (Team Leader, Community Recreation Facilities) Meeting Date: 21 October 2015 Report to COMMUNITY DEVELOPMENT & SERVICES Committee