AGENDA

 

Vincent Community Board Meeting

Tuesday, 19 January 2021

Date:

Tuesday, 19 January 2021

Time:

2.00 pm

Location:

Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra

Sanchia Jacobs

Chief Executive Officer

 


Vincent Community Board Agenda

19 January 2021

 

Notice is hereby given that an ordinary meeting of the Vincent Community Board will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra on
Tuesday, 19 January 2021 at 2.00 pm

Order Of Business

1          Apologies. 5

2          Public Forum.. 5

3          Confirmation of Minutes. 5

Vincent Community Board meeting Meeting - 3 November 2020. 7

4          Declaration of Interest 17

21.1.1            Declarations of Interest Register 17

5          Reports for Decisions. 21

21.1.2            Clyde Cemetery Development Plan. 21

21.1.3            Application for Easement in Favour of Aurora Energy Limited. 38

21.1.4            Application for Road Name Approval - North Ridge Development, Waikerikeri Valley  44

21.1.5            Application for Road Name Approval - Rolling Ridges Development, Waikerikeri Valley. 48

21.1.6            Local Government New Zealand Community Board Conference 2021. 52

21.1.7            Grants Programme 2021-22. 57

21.1.8            Draft 2021/31 Long-term Plan Community Board Budgets. 64

6          Reports for Information. 78

21.1.9            Alexandra District Museum Inc Annual Grant Report 78

21.1.10         Governance Report 108

7          Mayor’s Report 132

21.1.11         Mayor's Report 132

8          Chair's Report 134

21.1.12         Chair's Report 134

9          Members' Reports. 135

21.1.13         Members' Reports. 135

10       Date of the Next Meeting. 136

11       Resolution to Exclude the Public. 137

21.1.14         Confidential Governance Report 137

 

 


Members           Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr  Claridge, Cr I Cooney, Ms A Robinson, Ms S Stirling-Lindsay

In Attendance  T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), R Williams (Governance Manager), W McEnteer (Governance Support Officer)

 

1                 Apologies

2                 Public Forum

3                 Confirmation of Minutes

Vincent Community Board meeting - 3 November 2020


Vincent Community Board Agenda

19 January 2021

 

CENTRAL OTAGO DISTRICT COUNCIL

 

VINCENT COMMUNITY BOARD

 

 

MINUTES of a meeting of the Vincent Community Board held in Ngā Hau e Whā, 1 Dunorling Street, Alexandra on Tuesday, 3 November 2020, commencing at 2.05 pm.

 

 

PRESENT:                             M McPherson (Chair), R Garbutt (Deputy Chair), R Browne, L Claridge, I Cooney, A Robinson and S Stirling-Lindsay

 

 

IN ATTENDANCE:                His Worship the Mayor T Cadogan, S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager – Corporate Services), S Righarts (Chief Advisor), J Kasibante (Finance Manager), A Mason (Media and Marketing Manager), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), L Stronach (Property Officer – Statutory), F Somerville (Roading Administration Assistant), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

 

 

20.6.1              Public Forum

 

                        David Ritchie (Clyde Redevelopment)

 

                        Mr Ritchie spoke about two projects in Clyde. The first project focussed on the riverbank and increasing its desirability by including a walkway to the Clyde historical precinct and removing scrub and dead trees and replanting with native trees. The second project regarded St Michaels and All Angels church. The parish is selling the property and a group is attempting to purchase it for the community. Mr Ritchie then responded to questions from the Board.

 

                        Julie Howard (Stakeholder Engagement Manager) and Geoff Wishart (Stakeholder Engagement Manager) (Transpower - Clutha / Upper Waitaki Project)

 

                        Ms Howard and Mr Wishart spoke to the current Transpower project of power line refurbishment and upgrade. They outlined the two parts of the project, including work on lines from Roxburgh to Livingstone and lines from Cromwell to Twizel. Ms Howard and Mr Wishart then responded to questions from the Board.

 

Unconfirmed

20.6.2              Confirmation of Minutes

 

A correction was noted to the 15 September 2020 minutes on item 20.5.1. The Omakau Trotting Club race meeting will remain at Omakau and will not move to Cromwell.

 

It was moved (Stirling-Lindsay/Garbutt):

 

That, subject to the amendment above, the Board confirms and receives the minutes of the meeting of the Vincent Community Board held on 15 September 2020 as a true and correct record.

 

Motion carried

 

 

20.6.3              Declaration of Interest

 

Members were reminded of their obligations in respect of declaring any interests. Councillor McPherson declared that his daughter is an employee of the Central Otago District Council.

 

 

Note:               Ms Clair Higginson and Ms Andy Ritchie from Clyde Historical Museum Incorporated joined the meeting for item 20.6.4.

 

 

20.6.4             Clyde Museum Redevelopment Project – Design Brief (Doc ID 509999)

 

A report from the Property and Facilities Officer - Vincent and Teviot Valley to consider approving the design brief and give further direction on the Clyde Museum Redevelopment Project had been circulated.

 

Ms Higginson and Ms Ritchie spoke about how the museum got to its present position and the groups’ vision for the museum.

 

The Board queried whether it was too early to consider a draft when there is a museum strategy being worked on at present. It was mentioned that this was a concept and that there would be consultation with the community as part of the Long-term Plan.

 

It was noted that electricity should be included in the lessor’s outgoings and not the lessee as stated in the report.

 

It was moved (McPherson/Garbutt):

 

That the Board:

 

A.   Receives the report and accepts the level of significance.

 

                                      Motion carried

Unconfirmed

It was moved (Claridge/Robinson):

 

That the Board:

 

B.   Approves the Clyde Museum Redevelopment Design Brief.

                                     

C.   Agrees to the renewal of the Clyde Historical Museum Incorporated Leases for the Blyth Street Museum (1-3 Blyth Street, Clyde), and Briar and Herb Museum together with the addition of the museum room at the Clyde Railway Station (12 Fraser Street, Clyde) on the following terms and conditions:

 

 

 

Term

Ongoing periodic tenancy with six months notice of termination by either party

Annual Rent

$1.65 per annum

Rent Reviews

Rent reviews shall occur every 5 years and will apply the formula of 2.5% of subscription income less any affiliation fees. This will be calculated as an average based on the tenants most recent 5 years of financial statements

Lessee’s Outgoings:

Telephone, gas, phone, public liability insurance, cleaning, provisioning of toilets, general property maintenance

Lessor’s Outgoings:

Electricity, rates, water, building insurance

Permitted Use

Public museum and storage of artifacts

                                     

D.   Approves the draft Long Term Plan 2021/31 project placeholder figures for this project to be updated to:

 

1)    $400,000 in year three to allow for the preparation of the Briar Herb Museum site for development. Site preparation work to include demolishing the buildings identified as not being reused, shifting the Clyde Jail House to the site, and temporarily fencing the site

 

2)    $4,000,000 in year five for the building construction, to be 2/3 externally funded

 

E.   Approves the ring-fencing of the money generated from the sale of the Briar Herb Museum caretakers cottage, and the lease/or sale of the Blyth Street Museum for the Clyde Museum Redevelopment Project. A report back to the Board to consider whether to lease or sell the Blyth Street property will be provided.

 

                                      Motion carried

 

 

Note:               Councillor Cooney left the meeting at 3.05pm

 

 

20.6.5              Easement over Lot 1 DP 27327 in Favour of Aurora Energy Limited

(Doc ID: 508765)

 

A report from the Property Officer - Statutory to consider granting an easement in gross over Lot 1 DP 27327 (Clyde Lookout) had been circulated.

 

                            It was moved (Lindsay-Stirling/Browne):

 

That the Board:

 

UnconfirmedA.   Receives the report and accepts the level of significance.

                                     

B.    Agrees to grant an easement in gross to Aurora Energy Limited for $1 over record of title OT19A/502, to provide for the upgrading and extension of the network, subject to the applicant meeting all costs associated with preparing and registering the easement.

                                     

C.   Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

 

                                      Motion carried

 

20.6.6              Application for Easement in Favour of Aurora Energy Limited (Doc ID 509229)

 

A report from the Property Officer - Statutory to consider granting an easement in gross over Part Section 115 Block VII Leaning Rock Survey District and Sections 2 – 3 Survey Office 524226 to Aurora Energy Limited had been circulated.

 

It was moved (McPherson/Garbutt):

 

That the Board:

 

A.   Receives the report and accepts the level of significance.

 

                                      Motion carried

 

It was moved (Claridge/Stirling-Lindsay):

 

That the Board:

 

B.  Agrees to grant an easement in gross to Aurora Energy Limited for $1 over Part Section 115 Leaning Rock Survey District and Sections 2 and 3 Survey Office 524226, to provide for network extensions and enhancements subject to:

 

-    Pole 7, as shown in figure 4, becoming the new termination point;

-    All costs associated with preparing and registering the easement being met by Aurora Energy Limited;

-    The works being undertaken at a time suitable to all parties, and;

-    The Minister of Conservation’s consent.

                                     

C.  Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

 

                                      Motion carried

 

 

20.6.7              Application for Road Name Approval – McArthur Ridge Development, Springvale (Doc ID 507934)

 

A report from the Roading Administration Assistant to consider a request to name two private right of ways in the McArthur Ridge development, Springvale had been circulated.

 

It was moved (Claridge/Robinson):

 

That the Board:

 

A.   Receives the report and accepts the level of significance.

                   Unconfirmed        

B.  Agree that the first private right of way be named Southern Tor Lane.

                                     

C.  Agree that the second private right of way be named Lilico Lane.

 

                                      Motion carried

 

 

Note:               Mr Phil Oliver from The Prospector MTB Event and Ms Helena Raymond from the St Bathans Multi Arts Festival joined the meeting for item 20.6.8.

 

 

20.6.8              Vincent Promotions Grant Applications 2020-21 Financial Year (Doc ID 511048)

 

A report from the Media and Marketing Manager for the Vincent Community Board to receive and evaluate applications received to the balance of the 2020-21 financial year Vincent Promotions Grant cost centre 2033 2460 and to determine the grant allocation to each applicant had been circulated.

 

Mr Oliver and Ms Raymond spoke to their individual applications and responded to questions from the Board.

 

It was moved (McPherson/Browne):

 

That the Board:

 

A.   Receives the report and accepts the level of significance.

                                

B.   Approve a grant of $1,500 to St Bathans Area Community Association Inc. for the St Bathans Multi Arts Festival January 2021. The grant to be used for event operational costs including kidzone area, Public Address system, traffic management, crowd management, rubbish removal as specified in the application. 

 

Requested $3,000                                   Approved $ 1,500

 

C.  Approve a grant of $10,000 to The Prospector Event Ltd for the Prospector MTB Stage Race event 4 – 7 March 2021. The grant to be applied to event costs as identified in the application – event timing system, signage, website, advertising and promotion, toilets and sanitation.

 

      UnconfirmedRequested $10,000                                 Approved $ 10,000

 

              Motion carried

 

 

20.6.9              2021 Meeting Schedule (Doc ID 510878)

 

A report from the Governance Manager to approve a schedule of Vincent Community Board meetings for 2021 had been circulated.

 

It was moved (Stirling-Lindsay/Garbutt):

 

That the Board:

 

A.  Receives the report and accepts the level of significance.

 

B.  Adopts the proposed 2021 meeting schedule for the Vincent Community Board.

 

                                      Motion carried

 

 

Note:               Councillor Claridge left the meeting at 3.39 pm.

 

 

20.6.10            Financial Report Period Ending 30 September 2020 (Doc ID 510204)

 

A report from the Accountant to provide the financial performance overview as at 30 September 2020 had been circulated.

 

It was moved (McPherson/Garbutt):

 

That the Board receives the report.

 

Motion carried

 

 

Note:               Councillor Claridge returned to the meeting at 3.45 pm

 

 

20.6.11            Mayor’s Report

 

His Worship the Mayor reported on the following:

 

·     Discussed the current shortage of fruit pickers.

·     Mentioned a recent dinner with the Board of Air New Zealand, together with Mayor Boult and tourism representatives. Reflected on the opportunity that this presented, and the work done by the Tourism Central Otago team.

·     Noted a recent visit of the Board of Tourism New Zealand which included a walk around Clyde.

·     Mentioned the Lake Dunstan bike trail which will open soon.

·     Attended the seminar given by and introduced Nigel Latta when he came to speak in Alexandra recently.

·     Noted his attendance at the Local Government New Zealand Zone 5 & 6 meeting held recently in Ashburton.

·     Reflected on a visit to Lake Ohau Village to inspect damage caused by the recent fire.

·Unconfirmed     Offered congratulations to the organisers of the Blossom Festival for a great event.

 

It was moved (McPherson/Garbutt):

 

That the Board receives the report.

 

Motion carried

 

 

20.6.12            Chair’s Report

 

Councillor McPherson reported on the following:

 

·    Attended Long-term Plan meetings as part of Council.

·    Attended a Council meeting.

·    Attended several Hearings Panel meetings.

·    Mentioned the Plan Change 15 hearings that are approaching.

·    Reflected on the success of the Blossom Festival.

·    Reflected on the recent developments in the application for a Countdown supermarket in Alexandra.

 

 

 

It was moved (McPherson/Garbutt):

 

That the Board receives the report.

 

Motion carried

 

 

20.6.13            Members’ Reports

 

                        Dr Browne reported on the following:

                  

·     Attended the recent Clyde Museum information session.

·     Attended a ‘meet the candidates’ session organised by Grey Power.

·     Attended the opening of the Arts Society exhibition and the opening of Blossom Festival.

·     Attended several Alexandra and Districts Museum Incorporated Board meetings and also the AGM.

·     Attended the Business Group breakfast meeting.

·     Attended a workshop for the Long-term Plan.

·     Took part in musical performances in Bannockburn and Ranfurly.

·     Met with Otago Regional Councillors Alexa Forbes and Gary Kelleher to discuss rabbit control and water.

·     Attended a REAP Board meeting.

·     Attended a CODAT Board meeting.

·     Attended the AGM of Last Chance Irrigation Company.

·     Mentioned that Brian Budd is the new manager of Central Stories.

 

                        Ms Stirling-Lindsay reported on the following:

                  

·     Reflected on the success of Blossom Festival.

·     Attended a community plan meeting in Alexandra.

·     Attended an Inspiring Communities workshop.

·     Attended the AGM of the Central Otago Districts Arts Council.

·     Attended interagency training on family harm.

Unconfirmed·     Noted Pink Shirt Day in October.

                  

                        Ms Robinson reported on the following:

 

·     Visited the Haehaeata plant nursery in Clyde

·     Attended a meeting with the Project Manager for Haehaeata.

·     Attended the Blossom Festival mardi gras.

·     Reflected on holiday recently spent on the West Coast. Noted that operators were positive about visitor numbers.

 

                   Councillor Claridge reported on the following:

                  

·     Attended the Long-term Plan sessions for Council.

·     Attended Blossom Festival.

·     Reflected on some large funerals held in Alexandra recently.

·     Reflected on the community of Millers Flat.

 

                  

                       Mr Garbutt reported on the following:

 

·     Attended the Clyde museum familiarisation visit.

·     Attended several U3A sessions.

·     Attended the Blossom Festival and worked on the gate.

·     Attended the Long-term Plan workshop about Central Stories.

·     Attended meetings of the Central Otago Heritage Trust and participated in interviews for a coordinator.

·     Reflected on the fund raising dinner for Central Otago Hospice. He mentioned that it was a success with $15,000 raised. Recognised Pioneer Energy for their help.

·     Attended the meeting of Clyde Museum committee.

·     Attended the community meeting about Chorus fibre.

·     Participated in the Lord Clyde parade.

 

It was moved (McPherson/Stirling-Lindsay):

 

That the Board receives the reports.

 

Motion carried

 

 

20.6.14            Governance Report (Doc ID 510740)

 

                        A report from the Governance Support Officer for the Board to receive updates on ongoing projects not captured in status reports had been circulated.

Unconfirmed

It was moved (McPherson/Garbutt):

 

That the Board receives the report.

 

Motion carried

 

 

20.6.15            Status Report on Resolutions

 

A report from the Governance Support Officer to provide an update on resolutions had been circulated.

 

It was moved (McPherson/Browne):

 

That the Board receives the report.

 

Motion carried

 

 

20.6.16            Date of the Next Meeting

 

The date of the next scheduled meeting is Tuesday, 19 January 2021.

 

THE BOARD IN CLOSED MEETING

 

In accordance with section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act (or sections 6, 7 or 9 of the Official Information Act 1982, as the case may be), it is

 

It was moved (McPherson/Garbutt):

 

That the public be excluded from:

·    The following parts of the proceedings of this meeting, namely: item 20.6.17

 

The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds for excluding the public, as specified by s 48(1) of the Local Government Official Information and Meetings Act 1987, are set out below:

 

Meeting Item No. and subject

Reason for excluding the public

Grounds for excluding the public

20.6.17

Status Report

The premature disclosure of the financial information would detrimentally affect the Council’s position in the negotiations.

To carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (s 7(2)(i)).

 

          Motion carried

 

The public were excluded at 4.19 pm.

The public were readmitted at 4.25 pm and the meeting closed.

 

 

 

...................................................

CHAIRPERSON

Unconfirmed


19 January 2021

 

4                 Declaration of Interest

21.1.1         Declarations of Interest Register

Doc ID:      519789

 

1.       Purpose

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

2.       Attachments

 

Appendix 1 - Vincent Community Board Declarations of Interest   


Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

5                 Reports for Decisions

21.1.2         Clyde Cemetery Development Plan

Doc ID:      519915

 

1.       Purpose of Report

 

To consider the Clyde Cemetery Development Plan.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Approves the Clyde Cemetery Development Plan.

C.      Notes that the draft 2021 – 2031 Long Term Plan provides for the developed design and costing phases for plan implementation in future years.

 

 

2.       Background

 

Funding was set aside in the 2018 – 2028 Long Term Plan to complete a development plan for the Clyde Cemetery extension area to provide for future demand.

 

Figure 1: Showing extension area

 

Boffa Miskell Limited were engaged to complete a concept Clyde Cemetery Development Plan (Appendix 1). The design of the extension has been produced in line with the historic character of the operational cemetery. 

 

The design has been influenced by site-specific factors such as current and predicted burial trends, cultural requirements, the geography of the site, the need to provide for workable pedestrian and vehicular circulation, and the arid environment of Central Otago.

 

The design also takes cues from the materials, layout, and tree species in the existing operational site which ensures a sound connection between the cemetery’s past and its future.

 

Figure 2: Development Plan Perspective

 

The concept, if approved, will provide the framework for a second phase of work to develop the design for costing and implementation, as demand and resources permit, through future long term plans.

 

 

3.       Discussion

 

Established in 1865, the Clyde cemetery has had several design iterations in its life and many variations in burial practice.  This has created the existing layout which includes a large area of unmarked graves.

 

With an average of 14 burials per year and over 300 empty burial and ashes plots available, the development of the extension area is not urgent; however, planning for and commencing with the structural planting will ensure the extension is available with a pleasant level of amenity when it is required to be opened up.

 

Provision is also made for unexpected events such as a pandemic or a large natural disaster along with population growth and an aging population which will affect burial averages.

 

Committing or approving this plan at this point, ahead of when the site is required, simply cements the structure for the site.  It will guide the planning and decision making in the future, including when long term plans are developed.

 

Approving the concept allows for implementation in a timely and planned way, but crucially does not bind Council to future budgets or timing – plans such as these can only be implemented to the extent that the Council resources permit.

 

 

4.       Options

 

Option 1 – (Recommended)

 

Approve the concept design

 

Advantages:

 

·        Allows meaningful planning and budgeting for the development in the future, particularly in future long-term plans, without necessitating commitment at this stage.

·        Allows potential to establish strong amenity values before the site is required for burials.

·        Reflects the direction contained in the Cemetery Strategy 2010.

 

Disadvantages:

 

·        No disadvantages to this option.

 

Option 2

 

Do not approve the concept design

 

Advantages:

 

·        No advantage to this option

 

Disadvantages:

 

·        Does not allow for resources to be allocated to the project in future long-term plans.

·        Limits the potential to establish strong amenity values before the site is required for burials.

·        Does not reflect the direction contained in the Cemetery Strategy 2010.

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the social, cultural, and environmental wellbeing of communities, in the present and for the future by planning and providing for future burial needs in the community.

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

 

Yes. 

Funding is proposed to be included in the Draft 2021 – 2031 Long Term Plan to develop the design for costing and implementation in a staged fashion.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

Yes. 

Expanding the cemetery aligns with the provisions of the Cemetery Strategy 2010.

Considerations as to sustainability, the environment and climate change impacts

 

No implications through this decision.

 

Risks Analysis

 

Risk associated with this decision is negligible.

Significance, Consultation and Engagement (internal and external)

 

As the design aligns with legislative requirements and best practice for cemetery layout, it is considered not necessary to consult on this concept plan nor the expansion of cemetery activities into the site. It is well-known in the community that this area of land is set aside for the Clyde cemetery future expansion.

Internally, Council’s Infrastructure department is a key partner for consultation in the project and roadway design, due to the extension requiring access off Springvale Road. 

Advice has been received that the additional access onto the road is appropriate with a preference for no more than three points of entry.

In the future, input and advice will be required from Heritage New Zealand, Council’s Planning Department, consulting archaeologists, and Tangata Whenua in the developed design and construction phases of the project.

The public are likely to have an interest, which can be accommodated in the implementation part of the project.

 

 

6.       Next Steps

 

The next step, to develop the design, is subject to funding confirmation in the 2021 – 2031 Long Term Plan.

 

 

7.       Attachments

 

Appendix 1 - Clyde Cemetery Development Plan  

 

Report author:

Reviewed and authorised by:

 

 

Marie Gordon

Louise van der Voort

Parks Officer - Projects

Executive Manager - Planning and Environment

16/12/2020

6/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

21.1.3         Application for easement in favour of Aurora Energy Limited

Doc ID:      519922

 

1.       Purpose of Report

 

To consider granting an easement in gross over Lot 1 Deposited Plan 355061 (recreation reserve) to Aurora Energy Limited.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Agrees to grant an easement in gross to Aurora Energy Limited for $1 over Lot 1 DP 355061 (recreation reserve), to provide for the undergrounding of a section of their existing network, subject to:

·        All costs associated with preparing and registering the easement being met by Aurora Energy Limited, and;

·        The Minister of Conservation’s consent.

C.      Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

 

 

2.       Background

 

Transpower New Zealand (Transpower) are upgrading the Roxburgh to Islington 220kV overhead (pylon-based) network. Upgrading the network will enable Transpower to transmit more power from the Manapouri Power Station into the wider National Grid. This is to mitigate the effect of the Tiwai Aluminium Smelter closing its operation at Bluff which has resulted in a surplus of power in the south.

 

To upgrade the 220kV network Transpower will add an extra conductor to each overhead line. This is called duplexing.

 

In some locations Transpower’s 220kV overhead network passes over Aurora Energy Limited’s (Aurora’s) 33kV overhead lines.

 

Where this occurs, the Aurora overhead lines will be re-routed and/or undergrounded. This will allow Transpower to upgrade their network safely. It will also reduce the possibility of outages to Aurora Energy customers while this work takes place.

 

Transpower have a 220kV overhead network which runs through Alexandra. The lines come across the Clutha River Mata-Au into Alexandra from Earnscleugh. They run up the northern side of the Pines and Molyneux Estate subdivisions, across Dunstan Road, and out of town toward Galloway. The 220 kV network as it runs through Alexandra is shown in red below in Figure 1.

 

Figure 1 – Extract of Transpower’s 220kV network shown (in red) and Aurora’s 33kV network (shown in green)

 

Aurora have a 33kV overhead network that runs through the pine planation on the western side of the Clyde-Alexandra Road. The 33kV overhead network is shown in green in Figure 1. It runs from a transformer on Boundary Road through several parcels of reserve land toward Clyde.

 

As shown below in Figure 2, a crossing of the two networks occurs on Lot 1 Deposited Plan (DP) 355061. To enable Transpower to upgrade their network, Aurora must now underground the section of their 33kV network that crosses under the 220kV lines.

 

Figure 2 – Cross point of overhead networks on Lot 1 DP 355061 (recreation reserve)

 

A plan of the proposed works is shown below in Figure 3. These include removing and replacing two poles and installing approximately 67 metres of underground cable on Lot 1 DP 355061.

 

Figure 3 – Plan of proposed works (to underground a section of Aurora’s 33kV lines)

 

Lot 1 DP 355061 is a crown derived recreation reserve which is vested in Council. As the proposed works are not covered by Aurora’s existing use rights, they have now applied to Council for an easement.

 

 

3.       Discussion

 

Legal

Section 48 of the Reserves Act 1977 states that in the case of reserves vested in an administering body, the administering body, may with the consent of the Minister (of Conservation) and on such conditions as the Minister thinks fit, grant easements over any part of a reserve for an electrical installation or work, as defined in section 2 of the Electricity Act 1992.

 

Section 2 of the Electricity Act 1992 defines an electrical installation as “all fittings beyond the point of supply that form part of a system that is used to convey electricity to a point of consumption”.  The cable, switch and transformer meet this definition.

 

The purpose of the Reserves Act 1977 is to provide for and to protect reserves for the benefit of the community. Therefore, the issuing of rights over a reserve is generally accepted as being a last resort in the absence of other practical alternatives, particularly where there is likely to be a material effect on the reserve.

 

The granting of an easement to remove and replace two poles and to lay underground cable will not materially alter the land, nor compromise its use.

 

Council Policy

Lot 1 DP 355061 is identified on District Plan Map 1 of Council’s Operative District Plan. It is designated a business resource area.

 

The electrical works are permitted under rule 13.7.7 of the Operational District Plan as shown below:

 

13.7.7 Operation, maintenance, repair, upgrading and removal of network utilities

(i) The operation, maintenance, repair, replacement, reconstruction and upgrading of network utilities including the transmission network (including existing network utilities and earthworks to maintain the utility’s function) is a permitted activity.

 

Financial

Historically, easements of this nature are exchanged for a nominal rate of $1, with all costs associated with preparing and registering the easement being payable by the grantee.

 

As Aurora are required to undertake the works at the direction of a third party it not proposed that a fee be charged in this instance.

 

 

4.       Options

 

Option 1 – (Recommended)

 

To grant an easement in gross to Aurora Energy Limited for $1 over Lot 1 DP 355061 (recreation reserve), to provide for the undergrounding of a section of their existing network, subject to:

 

·        All costs associated with preparing and registering the easement being met by Aurora Energy Limited, and;

·        The Minister of Conservation’s consent.

 

Advantages:

 

·        Aurora will be able to underground a section of their existing network.

·        Transpower will be able to upgrade their 220kV network and transmit more power to the National Grid.

·        An easement for electrical installations is permitted under the Reserves Act 1977.

 

Disadvantages:

 

·        None.

 

Option 2

 

To not grant an easement in gross to Aurora Energy Limited over Lot 1 DP 355061.

 

Advantages:

 

·        None.

 

Disadvantages:

 

·        Aurora will not be able to underground a portion of their existing network.

·        Transpower will not be able to upgrade their 220kV network.

·        Does not recognise the provisions of the Reserves Act 1977.

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the economic wellbeing of the community by enabling Aurora to underground a section of their network. This will provide protection from outages.

 

It will also enable Transpower upgrade their network safely and to transmit more power to the National Grid.

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

There are no financial implications for Council relating to this decision as all costs associated with the works and the creation of the easement will be met by Aurora Energy Limited.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

The electrical works are a permitted activity under rule 13.7.7 of Council’s Operative District Plan, with the recommended option also being consistent with the Electricity Act 1992.

Considerations as to sustainability, the environment and climate change impacts

No sustainability, environmental or climate change impacts are related to the decision as the associated works will have no material effect on the land.

Risks Analysis

There are no risks to Council associated with the recommended option.

Significance, Consultation and Engagement (internal and external)

The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.

 

6.       Next Steps

 

The following steps will be undertaken in association with having the easement registered:

1.   Community Board Approval                                                              19 January 2021

2.   Consent of the Minister of Conservation                                          03 February 2021

3.   Applicant advised works approved                                                   February 2021

 

 

 

7.       Attachments

 

Nil

 

Report author:

Reviewed and authorised by:

 

 

Linda Stronach

Louise van der Voort

Property Officer - Statutory

Executive Manager - Planning and Environment

16/12/2020

6/01/2021

 


19 January 2021

 

21.1.4         Application for road name approval - North Ridge development, Waikerikeri Valley

Doc ID:      519818

 

1.       Purpose of Report

 

To consider a request to name one public road in the North Ridge development, Waikerikeri Valley.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Agree that the public road be named Pickett Road.

 

 

2.       Background

 

One new public road to be vested in Council needs to be named in the sub-division in the North Ridge development off Waikerikeri Valley Road.

 

 

3.       Discussion

 

The road to be named runs off Northridge Road and is shown on the attached map (Appendix 1). The name requested has been selected off the list of approved names. The preferred name for this road is Pickett Road after Private George Henry Pickett from Clyde who was a soldier that died in World War I.

 

 

4.       Options

 

Option 1 – (Recommended)

 

Approve the name Pickett Road.

 

Advantages:

 

·        Name is the preferred name provided by the applicant.

·        Name is a war memorial name selected off the approved names list.

·        Name meets council policy.

 

Disadvantages:

 

·        None identified.

 

Option 2

 

Decline the name requested and select an alternative name provided by the applicant:

 

·    Keith – Alexander William Keith was a soldier killed in World War 1.

·    Williams – Trooper James Francis Williams was a soldier killed in World War 1.

 

Advantages:

 

·        Names are selected from the approved names list.

·        Names comply with council policy.

 

Disadvantages:

 

·        None identified.

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables efficient decision making and action on behalf of the community.

 

The Local Government Act 1974 Section 319A, Initial Naming of Roads, states:

 

“If the council names any road for the first time, or alters the name of a road, the council must as soon as practicable send a copy of the relevant resolution to the Registrar-General of Land and the Surveyor-General”.

 

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

 

Costs for road signs will be met by the developer.  

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

Yes.

 

Considerations as to sustainability, the environment and climate change impacts

Managing change while protecting and enhancing our culture, heritage and landscape is one of council’s sustainability goals. Road naming has the ability to celebrate cultural and heritage aspects of the area. Road naming has no environmental or climate change impacts or benefits.

Risks Analysis

 

Approval of these road names presents no discernible risk.

Significance, Consultation and Engagement (internal and external)

 

Consultation with the public is not required when naming a new road.

 

The road name suggestions are not derived from the Māori language; therefore, consultation with Aukaha is not required.

 

This decision does not trigger the Significance and Engagement Policy.

 

 

 

6.       Next Steps

 

Following resolution by the Vincent Community Board, Council will notify Land Information New Zealand of the new road name and the location.

 

 

7.       Attachments

 

Appendix 1 - Plan indicating road to be named  

 

Report author:

Reviewed and authorised by:

 

 

Faye Somerville

Julie Muir

Roading Administration Assistant

Executive Manager - Infrastructure Services

5/01/2021

5/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

21.1.5         Application for road name approval - Rolling Ridges development, Waikerikeri Valley

Doc ID:      519817

 

1.       Purpose of Report

 

To consider a request to name two private right of ways in the Rolling Ridges development, Waikerikeri Valley.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Agree that the first private right of way be named Porter Lane.

C.      Agree that the second private right of way be named Patterson Lane.

 

 

2.       Background

 

Two roads need to be named in the new sub-division in the Rolling Ridges development.

 

 

3.       Discussion

 

Right of way one is shown in green on the attached map (Appendix 1). The name requested for this right of way is Porter Way.  Private John Porter was from Clyde and a soldier who died in WWI.

 

Right of way two is shown in pink on the attached map.  The name requested for this right of way is Patterson Way.  George Patterson was also from Clyde.  He was a rifleman who died in WWI. 

 

 

4.       Options

 

Option 1 – (Recommended)

 

Approve the names Porter Way and Patterson Way.

 

Advantages:

 

·        Names are the preferred names provided by the applicant.

·        Names are war memorial names off the Vincent Community Board’s approved names list.

·        Names meet council policy.

 

Disadvantages:

 

·        None identified.

 

Option 2

 

Decline the names requested and select alternative names provided by the applicant being:

·    Barker - Private Robert Stanley Barker was a soldier killed in World War 1.

·    McNeil – Private Benjamin Stanley McNeil was a soldier killed in World War 1.

 

Advantages:

 

·        Names are selected from the approved names list.

·        Names comply with council policy.

 

Disadvantages:

 

·        None identified.

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables efficient decision making and action on behalf of the community.

 

The Local Government Act 1974 Section 319A, Initial Naming of Roads, states:

 

“If the council names any road for the first time, or alters the name of a road, the council must as soon as practicable send a copy of the relevant resolution to the Registrar-General of Land and the Surveyor-General”.

 

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

 

Costs for road signs will be met by the developer.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

Yes.

 

Considerations as to sustainability, the environment and climate change impacts

 

Managing change while protecting and enhancing our culture, heritage and landscape is one of council’s sustainability goals.  Road naming has the ability to celebrate cultural and heritage aspects of the area.  Road naming has no environmental or climate change impacts or benefits.

Risks Analysis

 

Approval of these road names presents no discernible risk.

 

Significance, Consultation and Engagement (internal and external)

 

Consultation with the public is not required when naming a new road.

 

The road name suggestions are not derived from the Māori language; therefore, consultation with Aukaha is not required.

 

This decision does not trigger the Significance and Engagement Policy.

 

 

 

6.       Next Steps

 

Following resolution by the Vincent Community Board, Council will notify Land Information New Zealand of the new road name and the location.

 

 

7.       Attachments

 

Appendix 1 - Plan indicating roads to be named  

 

Report author:

Reviewed and authorised by:

 

 

Faye Somerville

Julie Muir

Roading Administration Assistant

Executive Manager - Infrastructure Services

5/01/2021

5/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

21.1.6         Local Government New Zealand Community Board Conference 2021

Doc ID:      519627

 

1.       Purpose of Report

 

To consider whether the Board would like to send representatives to the Local Government New Zealand Community Board conference in Gore, 22 to 24 April 2021.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Approves up to two Vincent Community Board members’ attendance at the Local Government New Zealand Community Board conference in Gore, 22 to 24 April 2021.

C.      Nominate up to two Vincent Community Board members to attend.

 

 

2.       Background

 

The New Zealand Community Board Conference takes place every two years. The biennial conference was introduced in 1997 to bring together the Community Boards of New Zealand to share practice and to help improve the understanding and work of community boards.

 

The budget for 2020/21 includes up to $2,500 per community board to attend this conference. This will allow up to two representatives from each board to attend. The dates for the 2021 conference are Thursday, 22 April to Saturday, 24 April inclusive.

 

Annabel Blaikie from Cromwell Community Board, Sally Feinerman from Teviot Valley Community Board and Sharleen Stirling-Lindsay from the Vincent Community Board were nominated to attend the last conference in New Plymouth.

 

A copy of the programme is attached as appendix one and can be found at www.nzcbconference.nz.

 

 

3.       Options

 

Option 1 – (Recommended)

 

Send up to two community board members to the conference.

 

Advantages:

 

·        An opportunity to learn more about the challenges facing community boards now and in the future.

·        An opportunity to meet community board members from other parts of New Zealand and share ideas.

 

Disadvantages:

 

·        None

 

Option 2

 

Decline to send up to two community board members to the conference.

 

Advantages:

 

·        None.

 

Disadvantages:

 

·        The opportunities to learn and to network would be lost.

 

 

4.       Compliance

 

Local Government Act 2002 Purpose Provisions

The LGA purpose provisions (s10) states, “The purpose of local government is to enable democratic local decision-making and action by, and on behalf of, communities”. If attendance at the conference is a useful learning experience, then it will strengthen the ability to perform that role of the community board member who attends. If that member then shares what they learned with the rest of the board, then it will enhance the whole board’s ability to support their communities.

 

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

 

Yes. Attendance at this conference is a budgeted item.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

There are no plans of policies that relate directly to this topic.

 

Considerations as to sustainability, the environment and climate change impacts

 

There are no implications to sustainability, environmental and climate change.

 

Risks Analysis

 

There are no risks associated with this decision.

 

Significance, Consultation and Engagement (internal and external)

 

In terms of the Council’s Significance and Engagement Policy, this decision does not meet any of the thresholds for consultation identified in item 2.1. Therefore, it is not necessary to consult with the public on this matter.

 

 

 

5.       Next Steps

 

The Governance Support Officer will make the necessary travel arrangements for the nominated Members.

 

 

6.       Attachments

 

Appendix 1 - LGNZ Community Board Conference 2021 Programme  

 

Report author:

Reviewed and authorised by:

 

 

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Wayne McEnteer

Louise van der Voort

Governance Support Officer

Acting Chief Executive Officer

23/12/2020

7/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

21.1.7         Grants Programme 2021-22

Doc ID:      519329

 

1.       Purpose of Report

 

To consider the process for grant applications following the adoption of the 2021-31 Long Term Plan, and to establish a one-off hardship grant.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Notes that the Grants Policy 2019 established that grant applications would no longer be accepted as submissions to the long-term plan process.

C.      Notes that transitioning to a fully contestable process may create a one-off funding gap for some groups, potentially causing financial hardship.

D.      Agrees to establish a temporary hardship fund for the first quarter of the 2021-22 financial year, to be funded from the agreed Vincent grant allocation for the 2021-31 Long-term Plan.

 

 

2.       Background

 

Council adopted a new grants policy in 2019. This policy had the endorsement of community boards and established a requirement for all grants to be awarded in a contestable manner.

 

Previously, the long-term plan process had provided an avenue for some groups to apply for funding by way of a submission made during the formal consultation process. Many of the funding arrangements that emerged from this resulted in funds being allocated on a recurring basis for several years.

 

In an effort to create a more transparent process and align the practices of the Council grants programme with other New Zealand councils, twice yearly contestable funding rounds in April and October were implemented following the policy.

 

This had the effect of ending the allocation of grants through Long Term Plan submissions and restricted the long-term plan process to setting the total amount of funding available for contestable grants in a given year.

 

 

3.       Discussion

 

Under a fully contestable grants programme, individual applications cannot be heard until after the final amount of funding available is confirmed. This would occur when the 2021-31 Long-term Plan is adopted in late June 2021.

 

To allow for grant applications to be called for and processed, decisions on applications for grants cannot be made until late August.

 

This may cause some groups, who have been receiving annual grants for critical operating costs such as staff wages, to experience financial hardship. This might occur for those groups who had been uplifting 12 months of funding in July of each year. These groups could see a gap in funding for the first quarter of the 2021-22 financial year (1 July – 30 September).

 

This issue was discussed with councillors at a workshop on 25 November where several options were considered. The preferred option was to establish a one-off hardship fund to cover the first quarter of the 2021-22 financial year.

 

This fund would be open to groups who received a grant from the Council or community boards in the 2020-21 financial year and applied it to critical operating costs such as staff wages. Groups would be expected to be able demonstrate financial hardship which threatens their ability to continue operating. A simple application form has been prepared (Appendix 1).

 

The fund would be available for costs a group expects to incur in the first quarter of the 2021-22 financial year. The rationale for this is that groups should be able to apply for the first funding round and access funds in September 2021.

 

It is proposed that this one-off hardship fund be made available from the agreed contestable grant allocation for Vincent and be available for uplift from 1 July 2021. It is anticipated that applications for these one-off grants would be called for in April 2021 to be decided before the end of the 2020-21 financial year. It is estimated that a maximum of $30,000 would be required for this fund based on the grants awarded in the 2020-21 financial year.

 

 

4.       Options

 

Option 1 (recommended)

 

 

Establish a one-off hardship fund to cover the first quarter of the 2021-22 financial year and fund it through offsetting the 2021-22 contestable grants budgets.

 

Advantages:

 

•        Reduces the risk of community groups facing financial hardship through changes to the grants programme

•        Provides a gesture of good faith for those groups who may have been unaware of the transition to a fully contestable process

•        Does not reduce the balance of the Vincent General Reserves account.

 

Disadvantages:

 

•        Reduces the amount of contestable grants available in the 2021-22 financial year.

 

 

Option 2

 

Establish a one-off hardship fund to cover the first quarter of the 2021-22 financial year, with any money allocated through this fund to be drawn from Vincent General Reserves.

 

Advantages:

 

·        Reduces the risk of community groups facing financial hardship through changes in the grants programme

·        Provides a gesture of good faith for those groups who may have been unaware of the transition to a fully contestable process

·        Does not reduce the amount of the 2021-22 contestable grant budget.

 

Disadvantages:

 

·        Reduces the balance of the Vincent General Reserves account.

 

Option 3

 

Automatically extend all 2020-21 grants through the first quarter of the 2021-22 financial year, with the funds to be drawn from Vincent General Reserves.

 

Advantages:

 

·        Provides greater financial security to current grant recipients

·        Ensures all groups currently receiving a grant have time to respond to the changes in grants following the implementation of the 2019 Grants Policy.

·        Does not reduce the 2021-22 contestable grants budget.

 

Disadvantages:

 

·        Reduces the balance of the Vincent General Reserves account.

 

Option 4

 

Automatically extend all 2020-21 grants through the first quarter of the 2021-22 financial year and fund it through offsetting the 2021-22 contestable grants budgets.

 

Advantages:

 

·        Provides greater financial security to current grant recipients

·        Ensures all groups currently receiving a grant have time to respond to the changes in grants following the implementation of the 2019 Grants Policy.

·        Does not reduce the balance of the Vincent General Reserves account.

 

Disadvantages:

 

·        Reduces the contestable grants budget in the 2021-22 financial year.

 

Option 5

 

Do not offer additional funding to manage the transition.

 

Advantages:

 

·        Would not reduce the contestable grants budget nor the Vincent General Reserves account.

 

Disadvantages:

 

·        May result in some groups facing financial hardship

·        Job losses could result for those staff employed through grants.

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the social and cultural wellbeing of the community, in the present and for the future. It does this by assisting groups who are likely to face financial hardship following the transition to a different way of allocating grants.

 

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

 

The recommended option is inconsistent with current budgets. Staff estimate that it could require as much as $30,000 to be off-set from the agreed contestable grant allocation for the 2021-31 Long-term Plan.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

Yes. Decision is consistent with the new Grants Policy introduced in 2019 which signalled this change was to occur.

 

Considerations as to sustainability, the environment and climate change impacts

 

Nil.

 

Risks Analysis

 

There is a reputational risk to Council if groups are allowed to fail or face serious hardship because of this change.

 

Significance, Consultation and Engagement (internal and external)

This decision is an implication of the Grants Policy 2019. The Significance and Engagement Policy has been considered and the matter does not need further consultation.

 

 

 

6.       Next Steps

 

·    February 2021 – Applications called for

·    1 April 2021 – Applications close

·    May – June 2021 – Applications decided by Community Board.

 

 

7.       Attachments

 

Appendix 1 - Hardship Grant Application  

 

Report author:

Reviewed and authorised by:

 

 

Matthew Adamson

Saskia Righarts

Policy Advisor

Chief Advisor

21/12/2020

8/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

21.1.8         Draft 2021/31 Long-term Plan Community Board Budgets

Doc ID:      519388

 

1.       Purpose of Report

 

To approve the draft budgets for inclusion in Council’s 2021/31 Long-term Plan Consultation Document and supporting documentation.

 

Recommendations

That the Vincent Community Board

A.      Receives the report and accepts the level of significance.

B.      Adopts the draft 2021/31 Long-term Plan budgets.

C.      Recommends to Council that the draft 2021/31 Long-term Plan budgets be accepted.

 

 

2.       Background

 

The 2021/31 draft budgets for the Vincent Ward have been finalised after council staff met with the Board to present provisional figures in November 2020. Council staff advised the Board of factors affecting the budgets and made adjustments to the budgets based on the Boards recommendations. The key changes were:

·    Reviewing the depreciation calculation for the Alexandra Pool

·    Reduce the Grants budget Year 1 of the LTP

·    Phase out the use of reserves to offset rates

 

The 2021/31 Long-term Plan draft budget figures result in a total increase to the Vincent Ward rates of $207,871 (6.7%).

 

I.    Details of the changes to income and expenditure comparing the current 2020/21 Annual Plan to year one of the proposed Vincent Community Board 2021/31 Long-term Plan budgets can be found in Appendix One;

II.   Details of the capital expenditure programme can be found in Appendix Two;

III.  Sample rate payers for the Vincent community can be found in Appendix Three.

 

 

3.       Discussion

 

Council staff are presenting draft budgets to each community board for consideration at their January 2021 meetings. Once adopted, the community board budgets will be provided to Council to include in the proposed 2021/31 Consultation Document and supporting documentation for community consultation during March/April 2021.

 

 

 

4.       Options

 

Option 1 – (Recommended)

 

To accept the draft budget and recommend it to Council for inclusion in the 2021/31 Long-term Plan Consultation Documents and supporting documentation.

 

Advantages:

 

 

·    Meets statutory requirements

·    Demonstrates financially prudent budgets to the community

·    The Vincent Ward proposed budget will feed into Council’s proposed 2021/31 Long-term Plan budgets

·    Meets the ratepayers’ expectations

 

Disadvantages:

 

·        None

 

Option 2

 

    Decline the draft budget and do not recommend it to Council for inclusion in the proposed
   2021/31 Long-term Plan budgets.

 

Advantages:

 

·        None

 

Disadvantages:

 

·    Delay in the 2021/31 Long-term Plan process

·    Unable to set rates for 2021/22

·    Run the risk of not meeting legislative deadlines

·    Potential exposure to legal challenges.

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of the community by involving community board members in robust and transparent financial decision making.

 

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

Yes, the community ward budgets, if accepted by Council, will form part of the public consultation.   If accepted by the community and adopted into the 2021/31 Long-term Plan in June 2021, it will be used as the basis for financial management during 2021/22 and as a basis to be considered upon the preparation of subsequent annual plans.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

Yes, consistent with all council plans and policies.

Considerations as to sustainability, the environment and climate change impacts

The community board budgets do not feed into the sustainability and climate change as such however, the overall 2021/31 Long-term Plan assumptions and strategies consider the impact of climate change.

Risks Analysis

The risk of not accepting this report is that the Council may form a budget and consultation document that does not reflect the views of the community. Council may also lose the ability to adopt the 2021/31 Long-term Plan and set the rates for the income required to meet the activities Council is required to carry out. 

 

Furthermore, Council will not meet legislative requirements and may be exposed to legal challenges.

Significance, Consultation and Engagement (internal and external)

As per Council will carry out a one-month consultation period to the public, scheduled to commence in March 2021.

This is a significant step in the 2021/31 Long-term Plan process, as it ensures the Community Board is across its ward-specific budget and is part of the consultation process.

 

 

6.       Next Steps

Once this report is accepted and changes made (if necessary), it will be submitted to Council in January 2021.  This will form part of the overall Council proposed budgets for recommendation to agree to go to Audit New Zealand to audit during the month of February 2021.  Once an audit opinion has been granted, Council will adopt in March 2021, the proposed Long-term Plan Consultation Document, budgets, and any supporting information to go to the community for consultation.

 

 

7.       Attachments

 

Appendix 1 - Appendix 1 - Draft 2021-31 LTP Budget - Income and Expenditure

Appendix 2 - Appendix 2 - Draft 2021-31 LTP Budget - Capital Expenditure

Appendix 3 - Appendix 3 - Draft 2021-31 LTP Budget – Sample Rates  

 

Report author:

Reviewed and authorised by:

 

 

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Leanne Macdonald

Louise van der Voort

Executive Manager - Corporate Services

Acting Chief Executive Officer

21/12/2020

8/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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6                 Reports for Information

21.1.9         Alexandra District Museum Inc Annual Grant Report

Doc ID:      519613

 

1.       Purpose

 

To provide elected members with a report and presentation on the objectives and actions of Alexandra District Museum Inc. over the past financial year.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Alexandra District Museum Inc. (ADMI), operating as Central Stories Museum and Art Gallery, received $73,451.52 plus GST from the Vincent Community Board for the 2019/2020 financial year. This grant contributed to operational costs of the museum and art gallery, and is in addition to a grant from Council of $48,967.80 plus GST. ADMI’s financial report demonstrates that they have also generated income from other sources to enable them to carry out their activities.

 

As a condition of funding, ADMI is required to provide an annual report to the community board on objectives and outcomes for the year. The information supplied by ADMI and attached to this report demonstrates a focus on activities that cater for Alexandra and the wider community, as stipulated in the service level agreement (Appendix 4). This service level agreement expired in 2018, and renewal has been stalled pending reviews of the grants policy, the future use of the Central Stories building, and the development of a district museum strategy.

 

 

3.       Attachments

 

Appendix 1 - ADMI Financial Statement 2019-2020.pdf

Appendix 2 - ADMI Board Chair Report to 2020 AGM.pdf

Appendix 3 - ADMI Strategic Plan 2020 to 2022.pdf

Appendix 4 - Service Level Agreement between ADMI and VCB.pdf  

 

Report author:

Reviewed and authorised by:

 

 

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Nikki Aaron

Louise van der Voort

Community Development Officer

Acting Chief Executive Officer

23/12/2020

8/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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21.1.10       Governance Report

Doc ID:      519799

 

1.       Purpose

 

To provide updates on ongoing projects and legacy status reports.

 

Recommendations

A.      That the report be received.

B.      That the changes to the 2021 Meeting Schedule be noted.

 

2.       Discussion

 

Minutes from recent Keep Alexandra/Clyde Beautiful meetings

Minutes from the October and November meetings of Keep Alexandra/Clyde Beautiful. The minutes have previously been circulated to Members.

 

Minutes from the Alexandra and Districts Museum Inc meeting

Minutes from the November meeting of the Alexandra and Districts Museum Inc. The minutes have previously been circulated to Members.

 

Changes to the Meeting Schedule

The meeting schedule for 2021 has had to be amended due to changes to the dates that Audit New Zealand are able to schedule site visit for the Central Otago District Council.

 

This means that the Community Board hearings and deliberations, scheduled for 11-14 May will now take place the following week, with Cromwell on 18 May, Vincent on 19 May and both Teviot Valley and Maniototo to be held on 20 May. Calendar appointments will be updated following the January Community Board meeting round.

 

Legacy Status Reports

The legacy status reports have been updated with any actions since the previous meeting.

 

 

3.       Attachments

 

Appendix 1 - KACB October 2020 Minutes

Appendix 2 - KACB November 2020 Minutes

Appendix 3 - ADMI November 2020 Minutes

Appendix 4 - Vincent Community Board Legacy Status Reports  

 

Report author:

Reviewed and authorised by:

 

 

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Wayne McEnteer

Louise van der Voort

Governance Support Officer

Acting Chief Executive Officer

5/01/2021

8/01/2021

 


Vincent Community Board meeting

19 January 2021

 

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Vincent Community Board meeting

19 January 2021

 

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19 January 2021

 

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Vincent Community Board meeting

19 January 2021

 

 

 

 


Vincent Community Board Status Report on Resolutions

Chief Executive

Resolution 20.6.8 – November 2020

Vincent Promotions Grant Applications 2020-21 Financial Year (Doc ID 511048)

 

That the Board:

 

A.    Receives the report and accepts the level of significance.

                                     

B.    Approve a grant of $1,500 to St Bathans Area Community Association Inc. for the St Bathans Multi Arts Festival January 2021. The grant to be used for event operational costs including kidzone area, Public Address system, traffic management, crowd management, rubbish removal as specified in the application.

 

Requested $3,000                               Approved $ 1,500

 

C.   Approve a grant of $10,000 to The Prospector Event Ltd for the Prospector MTB Stage Race event 4 – 7 March 2021. The grant to be applied to event costs as identified in the application – event timing system, signage, website, advertising and promotion, toilets and sanitation.

 

Requested $10,000                             Approved $ 10,000

 

STATUS

 

January 2021 – applicant advised of Resolution together with purchase order required for uplifting grant.

 

November 2020 – Action memo sent to the Media and Marketing Manager.

 

Resolution 19.8.13 – December 2019

Development of a Multi-use Community Hub at the Omakau Recreation Reserve (PRJ 01‑2017‑01)

That the Board:

A.     Receives the report and accepts the level of significance.

B.     Agrees to support in principle the development of a purpose-built multi-use community facility for Omakau and surrounding communities, as outlined in Global Leisure Group’s feasibility study.

C.     Approves the construction of the facility on the Omakau Recreation Reserve, at a location to be determined by the community, subject to project funding and regulatory consent approvals.

D.     Agrees in principle, subject to further work, that the rough concept design for the facility be progressed to developed design stage, to enable future funding discussions and consideration by the Board.

STATUS                                                                                                                                 

July-December 2020 – The working group has confirmed the building site and is currently developing draft building designs.

June 2020 - The working group for this project are re-establishing meetings as of 10 June. (Their first meeting is this evening).

April 2020 – The COVID-19 lockdown has temporarily stalled community meetings.

March 2020 – The Omakau Recreation Reserve Committee is progressing community conversations about an appropriate building site and user needs, so that the detailed design will take into account as many potential users as possible.

December 2019 – Action memo sent to Community and Engagement Manager.

Resolution 19.8.15 – December 2019

Vincent Promotions Grant Applications 2020-21 financial year (Doc ID 432782)

That the Board:

A.     Receives the report and accepts the level of significance.

B.     Approves a grant of $3,000 from the 2020-21 financial year Vincent Promotions cost centre 2033 2460 to Central Otago A & P Show February 2021.

Requested: $6,000                                      Approved $3,000

C.     Approves a grant of $3,500 from the 2020-21 financial year Vincent Promotions cost centre 2033 2460 to Waiata Theatre Productions Ltd for costs associated with rights and backing track hire to stage Jesus Christ Superstar shows in Clyde, 2 – 19 July 2020.

Requested: $7,000                                      Approved $3,500

D.     Notes that Promotions grants are approved subject to meeting the requirements of the Central Otago District Council grants policy dated August 2019 and recipients should ensure that:

·           All necessary legal requirements associated with the event or project are the responsibility of and must be met by the grant recipient.

·           The event or project adheres to other relevant Council policies e.g. sustainability, smoke-free policy.

·           Information on the event is provided in a timely manner to Central Otago Visitor Centres and Tourism Central Otago for promotional and information purposes.

·           Grant recipients should acknowledge Council and the relevant Community Board as a funding provider in promotional material as and when appropriate.

STATUS                                                                                                                                 

January 2021 – Staff confirm that as advised in status update April 2020 – Waiata Theatre company event was deferred due to the impact of COVID 19 and will take place in 2021, therefore intention is to uplift grant approximately June 2021 – still within the financial year approved. Should the Board no longer wish to support the event the applicant should be advised as early as possible the approved grant is not available for uplift.

November 2020 – No further update Grants not yet uplifted.

August 2020 – No further update. Grants not yet uplifted.

July 2020 – No further update. Grants not yet uplifted.

June 2020 – No further update expected until grants uplifted in new financial year and following the events being held for report backs.

April 2020 – COVID 19 restrictions have resulted in the Waiata Theatre co. having to defer the shows until July 2021. They will run the same show under the same conditions as the original application and have approval to hold over the rights and backing track hire. They have requested to be able to uplift the approved grant for the deferred event. The approved grant would not be released until Jun / Jul 2021 on confirmation the production will be staged. 

March 2019 – Applicants advised of Board decision with details on when and how to draw down approved grants. Purchase orders raised. Grants will not be accessed until after 1 July 2020: new financial year.

December 2019 – Action memo sent to Media and Marketing Manager

Infrastructure Services

Resolution 20.6.7 – November 2020

Application for Road Name Approval – McArthur Ridge Development, Springvale (Doc ID 507934)

 

That the Board:

 

A.    Receives the report and accepts the level of significance.

                           

B.    Agree that the first private right of way be named Southern Tor Lane.

                                     

C.   Agree that the second private right of way be named Lilico Lane.

 

STATUS                                                                                                        CLOSED

 

January 2021 - Road name information sent to LINZ.

 

November 2020 – Action memo sent to the Roading Administration Assistant.

 

Resolution 20.3.6 – June 2020

Vincent Carparking Restrictions (Doc ID 447057)

That the Board:

A.    Receives the report and accepts the level of significance.

 

B.    Recommends to Council amendments to Part 8, Schedule 1 of the Roading Bylaw to include parking restrictions at the following locations:

 

  • Dunorling Street: Two 120-minute restriction parks beside Feron Motor Court
  • Tarbert Street: One accessibility park beside Tarbert Street Dental Surgery
  • Lodge Lane: 120-minute restriction for full length of road
  • Holloway Street: 120-minute restriction from Naylor Street to the Eade Gallery

 

STATUS                                                                                                               CLOSED 

January 2021 – Council adopted the Roading Bylaw on 18 November. It came into force on 1 December 2020.

November 2020 – Submissions on the Roading Bylaw closed on 30 September. Written submission are being analysed and will be presented at the 18 November Council meeting.

August 2020 – Council have considered the proposed changes and have approved public consultation on the Roading Bylaw.

July 2020 – Report is going to 26 August Council meeting requesting approval of proposed changes.

June 2020 – Action memo sent to Acting Roading Manager.

Planning and Environment

Resolution 20.6.4 – November 2020

Clyde Museum Redevelopment Project – Design Brief (Doc ID 509999)

 

That the Board:

 

A.    Receives the report and accepts the level of significance.

   

B.     Approves the Clyde Museum Redevelopment Design Brief.

                                     

C.     Agrees to the renewal of the Clyde Historical Museum Incorporated Leases for the Blyth Street Museum (1-3 Blyth Street, Clyde), and Briar and Herb Museum together with the addition of the museum room at the Clyde Railway Station (12 Fraser Street, Clyde) on the following terms and conditions:

 

Term

Ongoing periodic tenancy with six months notice of termination by either party

Annual Rent

$1.65 per annum

Rent Reviews

Rent reviews shall occur every 5 years and will apply the formula of 2.5% of subscription income less any affiliation fees. This will be calculated as an average based on the tenants most recent 5 years of financial statements

Lessee’s Outgoings:

Telephone, gas, phone, public liability insurance, cleaning, provisioning of toilets, general property maintenance

Lessor’s Outgoings:

Electricity, rates, water, building insurance

Permitted Use

Public museum and storage of artifacts

                                     

D.     Approves the draft Long Term Plan 2021/31 project placeholder figures for this project to be updated to:

 

1)      $400,000 in year three to allow for the preparation of the Briar Herb Museum site for development. Site preparation work to include demolishing the buildings identified as not being reused, shifting the Clyde Jail House to the site, and temporarily fencing the site

 

2)      $4,000,000 in year five for the building construction, to be 2/3 externally funded

 

E.    Approves the ring-fencing of the money generated from the sale of the Briar Herb Museum caretakers cottage, and the lease/or sale of the Blyth Street Museum for the Clyde Museum Redevelopment Project. A report back to the Board to consider whether to lease or sell the Blyth Street property will be provided.

 

STATUS                                                                                                               CLOSED

 

December 2020 – Draft long-term plan figures updated. New leases executed. Tender for architectural concept plans underway.

 

November 2020 – Action memo sent to the Property and Facilities Officer – Vincent and Teviot Valley.

 

Resolution 20.6.5 – November 2020

Easement over Lot 1 DP 27327 in Favour of Aurora Energy Limited (Doc ID: 508765)

 

That the Board:

 

A.    Receives the report and accepts the level of significance.

 

B.    Agrees to grant an easement in gross to Aurora Energy Limited for $1 over record of title OT19A/502, to provide for the upgrading and extension of the network, subject to the applicant meeting all costs associated with preparing and registering the easement.

 

C.   Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

 

STATUS                                                                                                                  CLOSED

 

December 2020 Applicants notified of terms & conditions and advised they may undertake the requested works.

 

November 2020 – Action memo sent to the Property Officer – Statutory.

 

Resolution 20.6.6 – November 2020

Application for Easement in Favour of Aurora Energy Limited (Doc ID 509229)

 

That the Board:

 

A.    Receives the report and accepts the level of significance.

Agrees to grant an easement in gross to Aurora Energy Limited for $1 over Part Section 115 Leaning Rock Survey District and Sections 2 and 3 Survey Office 524226, to provide for network extensions and enhancements subject to:

 

-    Pole 7, as shown in figure 4, becoming the new termination point;

-    All costs associated with preparing and registering the easement being met by Aurora Energy Limited;

-    The works being undertaken at a time suitable to all parties, and;

-    The Minister of Conservation’s consent.

 

C.  Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

 

STATUS                                                                                                                CLOSED

 

December 2020 – Applicants notified of terms & conditions and advised they may undertake the requested works.

 

November 2020 – Action memo sent to the Property Officer – Statutory.

 

Resolution 20.5.5 – September 2020

Alexandra Theatre – Stage Upgrade (Doc ID 501525)

 

That the Board:

 

A.   Receives the report and accepts the level of significance.

 

B.   Agrees to proceed with the Alexandra Theatre Stage Upgrade Project at an updated estimate cost at the detailed design stage of $590,000.

 

C.  Approves the updated funding structure of the project to be as follows:

 

Central Otago District Council

33%

Otago Community Trust

10%

Lotteries Community Facilities

44%

Transpower Community Care Fund

8%

Alexander McMillan Trust

5%

 

The draft Long Term Plan 2021/31 to be updated once the project tender has been concluded.

 

D.  Approves the updated project programme as outlined in the report, and instructs Council staff to start the tendering process.

 

STATUS

 

December 2020 – Tender has now closed and assessment is underway.

 

November 2020 – Drafting of tender documents are underway.

 

September 2020 – Action memo sent to the Property and Facilities Officer – Vincent and Teviot Valley.

 

Resolution 20.5.6 – September 2020

Adoption of the Draft Molyneux Park Reserve Management Plan 2020 ( COM- 07 - 61-09)

 

That the Board:

A.   Receives the report and accepts the level of significance.

B.   Agrees to adopt the Draft Molyneux Park Reserve Management Plan 2020 and notify the plan for public submission.

 

C.  Agrees that the Vincent Community Board hear submissions received on the draft plan.

 

STATUS

 

December 2020 – Consultation period ended late November 2020. Assessment of submissions underway with report and hearing of submissions scheduled for 2 March meeting of Vincent Community Board.

 

November 2020 – The Plan is out for public consultation for two months. This will not come back to the Board until early in the new year.

 

September 2020 – Action memo sent to the Parks and Recreation Manager.

20.4.6 – August 2020

Community Leasing and Licensing Policy (Doc ID 450822)

 

That the Board:

 

A.   Receives the report and accepts the level of significance.

 

B.   Recommends to Council that the draft Community Leasing and Licensing Policy be approved for public consultation.

 

STATUS

 

December 2020 – Following Council direction on 18 November, further feedback is being gathered on the definition of subscription income. Feedback is due 5 January 2021 and will be reported to the 3 February Council meeting.

 

November 2020 – Submissions have now closed. Submissions are being analysed and will be presented at the 18 November Council meeting.

 

September 2020 – The draft Policy was presented to Council on 26 August who authorised public consultation. The consultation period is open until 30 September.

 

August 2020 – Action Memo sent to the Policy Advisor

 

Resolution 20.2.10 – May 2020

Easement over Recreation Reserve in favour of Aurora Energy Limited (PRO 61‑2116‑00 and 61-2130-00)

That the Board:

A.   Receives the report and accepts the level of significance.

B.   Agrees to grant an easement in gross to Aurora Energy Limited for $1 over Section 120 Block I Fraser Survey District and Lot 47 Deposited Plan 7838, to provide for network extensions, with all costs associated with preparing and registering the easement being met by April Construction Limited.

C.  Authorises the Chief Executive Officer to do all that is necessary to give effect to the Board’s resolutions.

STATUS                                                                                                                CLOSED

December 2020 – Works completed.

November 2020 – Works are ongoing.

September 2020 – Works are underway.

July 2020 – Waiting on agent to provide draft easement agreement.

June 2020 – Applicant notified of outcome.

May 2020 – Action memo sent to Property Officer – Statutory.

Resolution 20.2.9 – May 2020

Alexandra Cemetery Arnott Street Boundary Treatment (Doc ID 440203)

That the Board:

A.   Receives the report and accepts the level of significance.

B.   Agrees that the planting of the Salvation Army community garden screen planting and the fencing and planting of the northern Arnott Street buffer zone proceed as approved in the 2019/2020 Annual Plan.

C.  Agrees to the removal of all encroachments on the reserve, and the fencing of the common boundary between Arnott Street East and the reserve, where no common boundary fence exists, by the end of the calendar year.

STATUS                                                                                                                                 

December 2020 – The planting and irrigation components of the project are now complete and plants are thriving.  Encroachment removal and boundary fencing discussions with property owners is to commence in January 2021.

November 2020 – Planting, irrigation mains, fencing, and plant protection completed.  Temporary irrigation is still in place to establish both the border and the grass cover while the irrigation contractor waited for the planting to be completed.  Permanent irrigation completion is imminent.  One neighbour to the site has been of great support in keeping the irrigation operating through high wind periods to both control dust and ensure plant survival.

September 2020 – Works stalled due to contractor availability. Issues will be addressed to see planting and fencing completed by the end of September.

July 2020 – Community garden screen planting project commenced 13 July 2020 with the removal of the derelict water race and the installation of irrigation.  Fencing will follow with the planting likely to be completed by 31st August 2020.

May 2020 – Letter sent to all Arnott Street property owners who adjoin the reserve advising them of the Board’s decision.  Project re-costing underway for a June start on implementation of buffer planting works.  Removal of the derelict water race reviewed as possible pending agreement from Heritage New Zealand.

May 2020 – Action memo sent to Parks Projects Officer

Resolution 19.8.11 – December 2019

Notification of Intention to Prepare a Reserve Management Plan for Molyneux Park (COM 07‑61‑009)

That the Board:

A.    Receives the report and accepts the level of significance.

B.    Agrees to notify its intention to prepare a Reserve Management Plan for Molyneux Park legally described as:

Part Section 1, SO 24662, 10.571 hectares

Part Section 12, Block XXXVII Town of Alexandra, 14.86 hectares

Section 13, Block XXVI Town of Alexandra, 0.1450 hectares

Lots 1 to 5, DP21404, 3.3526 hectares

Part Lot 6, DP 300663, 3.553 hectares approximately

The total area 32.4816 hectares.

STATUS                                                                                                               CLOSED

December 2020 – This resolution has been superseded by Resolution 20.5.6.

November 2020 – The Plan is out for public consultation for two months. It won’t come back to the Board until early in the new year.

September 2020 – Draft Reserve Management plan now completed and will be considered by the Board at its September meeting.

July 2020 – Additional assistance has now been engaged. Provisionally, the plan may be available by the next meeting.

May 2020 – Staff have provided updated information for the draft plan. Preparing a final draft version to present to the Board is more complex than originally anticipated. Work on engaging additional assistance in preparing a draft plan is being explored.

April 2020 – Council’s Parks and Recreation Team have commenced an internal review of the existing Reserve Management Plan. A report to the Board isn’t likely till July/ August 2020.                                                                                                                                       

January 2020 – Work will progress on a draft Reserve Management Plan in April/May as resources allow.

December – Action memo sent to Parks and Recreation Manager

Resolution 19.6.10 – September 2019

Dunstan Golf Club Incorporated – Lease Application (PRO 63-4019-L1)

A.    RESOLVED that the report be received, and the level of significance accepted.

B.    APPROVED the granting of a lease over part of the Clyde Recreation Reserve, to Dunstan Golf Club Incorporated, for:

·      their actual area of occupation, being approximately 26.6000 hectares

·      for a term of 33 years

·      at a rental to be determined by the new Community Board following the receipt of additional financial information.

C.   AGREED that the Chief Executive be authorised to do all that is necessary to give effect to the Resolution.

STATUS                                                                                                                                 

December 2020 – Feedback from the Club regarding the new Community Lease Policy is being considered. 

November 2020 – Further follow up email sent to AWS Legal – they have received instructions from the Club and are hoping to come back officially by the end of October.

September 2020 – Follow up email sent to AWS Legal for advice on where the Club is at re consideration and execution of the new lease.

July 2020 – AWS Legal are reviewing the lease agreement on behalf of the Club.

June 2020 – No update available at this time.

May 2020 – Drafting of lease finalised. Document is with the Club for execution.

April 2020 – Drafting of lease underway.

March 2020 – Advice taken on defining boundaries and survey. New title to be issued in name of CODC.

January 2020 – Lease can be drafted once advice on survey of boundaries is received. Refer also as per Resolution 19.8.10

November 2019 – Report for further information is going to the next meeting of the Board in December.

October 2019 – Action memo sent to the Property Officer – Statutory.

Resolution 17.7.12 – September 2017

Council Owned Land, Pines Plantation Area North of Molyneux Park Netball Courts Alexandra – Consider Sale/Development of Residential Land (PRO 61-2079-00)

 

A.         RESOLVED that the report be received and the level of significance accepted.

 

B.         RESOLVED that the Board agreed to the sale of part of Lot 25 DP 3194 and part of Lot 6 DP 300663, located south of the Transpower corridor at the north end of Alexandra and adjacent to the Central Otago Rail trail.

 

C.         RESOLVED that the Board agreed to sale of the land by way of a joint venture development and sale of Lots, the minimum terms and conditions including:

 

·     The joint venture partner funding development with no security registered over the land.

·     Council receiving block value.

·     Council receiving 50% of the net profit, with a minimum guaranteed of $500,000.

·     Priority order of call on sales income:

First:       Payment of GST on the relevant sale.

Second:  Payment of any commission and selling costs on the relevant sale.

Third:      Payment to the Developer of a fixed portion of the estimated Project Development Costs per lot as specified in the Initial Budget Estimate and as updated by the Development Costs Estimate breakdown.

Fourth:   Payment of all of the balance settlement monies to Council until it has received a sum equivalent to the agreed block value.

Fifth:       Payment of all of the balance settlement monies to Council until it has received an amount equivalent to the agreed minimum profit share to Council

Sixth:      Payment of all of the balance to the Developer for actual Project Costs incurred in accordance with this Agreement.

Seventh: Payment of all of the balance amounts (being the Profit Share) to be divided 50 / 50 (after allowance for payment of the Minimum Profit to Council.

D.         RESOLVED that the Board agreed to delegate to the Chief Executive the authority to select the preferred joint venture offer and negotiate “without prejudice” a joint venture agreement.

 

E.         AGREED that the Chief Executive be authorised to do all necessary to achieve a joint venture agreement.

 

STATUS

 

December 2020 – Deed of novation signed by all parties.

November 2020 – Variation to agreement has been drafted to accommodate staging.  Currently with developer for consideration.  Discussions are also being held about future entity, as one partner has passed away. 

September 2020 – Work expected to start on site in October for Stage 1 and some sections will be marketed. Stage 1 completion scheduled for April 2021.

 

August 2020 – Continuing to await outcome of Shovel Ready Projects application as this

may affect how development progresses.

 

July 2020 – Still awaiting outcome of Shovel Rady Projects application which may affect

how development progresses.

 

May 2020 – Delays with engineering design and construction start date due to Covid 19.

Engineering design mostly complete and work on site expected to start soon with a staged

approach. Awaiting outcome of Shovel Ready Projects application which may affect how

this development progresses.

 

February 2020 – The developer is working on engineering design for subdivision to be

approved by Council. Work expected to start on site for subdivision in approximately 6

weeks.

 

January 2019 – Subdivision consent granted 18 December 2019.

 

November 2019 – Subdivision consent was lodged on 22 November 2019.

 

October 2019 - The affected party consultation process with NZTA and Transpower is now

complete however the process with DOC is still being progressed. Once finalized, the

application to connect Dunstan Road to the State Highway will be complete. Subdivision

consent will then be lodged.

 

September 2019 - The affected party consultation process with NZTA, Transpower and

DOC for the application to connect Dunstan Road to the State Highway is almost complete.

The developer is also close to finalising the subdivision plan to allow for the resource

consent to be lodged.

 

July 2019 – Subdivision consent expected to be lodged in August.

 

June 2019 – Tree felling complete. Subdivision consent expected to be lodged in July or

August.

 

May 2019 - Tree felling commenced 20 May and is expected to take up to 6 weeks to

complete. Subdivision scheme plan close to being finalised before resource consent

application.

 

April 2019 – Security fencing has been completed. Felling of trees expected to commence

in the next month. Concept plan is in final draft. Next step is for the surveyor to apply for

resource consent.

 

March 2019 – Concept plan is in final draft. Next step is for the surveyor to convert to a

scheme plan and apply for resource consent. The fencer is booked in for March.

 

January 2019 – Development agreement was signed by AC & JV Holdings before Christmas. Subdivision plan now being developed for resource consent application and removal of trees expected to start mid to late January.

 

October 2018 – The development agreement is with the developer’s accountant for

information. Execution imminent.

 

September 2018 – The development agreement is under final review.

 

August 2018 – Risk and Procurement Manager finalising development agreement to allow

development to proceed.

 

June 2018 – Preferred developer approved. All interested parties being advised week of 11

June. Agreement still being finalised to enable negotiation to proceed.

 

April 2018 – No change.

 

March 2018 – Staff finalising the preferred terms of agreement.

 

February 2018 – Requests received. Council staff have been finalising the preferred terms

of agreement to get the best outcome prior to selecting a party, including understanding tax

implications.

 

December 2017 – Request for Proposals was advertised in major New Zealand newspapers

at the end of November 2017 with proposals due by 22 December. Three complying

proposals received.

November 2017 – Council solicitor has provided first draft of RFI document for staff review.

September 2017- On agenda for Council approval for the land sale.

 

September 2017 – Action Memo sent to Property and Facilities Manager.

 

 

 

                                                            

 


19 January 2021

 

7                 Mayor’s Report

21.1.11       Mayor's Report

Doc ID:      520243

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations

That the Vincent Community Board receives the report.

 

 

2021 shapes up to be the biggest and busiest year in recent local government history.  It is going to be a challenging time for those of us elected to serve our communities, so I want to start the new year with a personal message to Board members.  It’s pretty simple.  Please look after yourself.  You all have busy lives outside of your Board role and the challenges that this year is going to bring will just add to that.  It is crucially important that we all check in with ourselves from time to time to make sure we are going OK and not letting life get on top of us.

So, what do we have in store together this year?

Firstly, the Long-Term Plan.  LTP years on their own are big beasts to deal with but this time around, the LTP is just one of a number of big things coming our way.  This LTP is going to be a particularly difficult one as elected members wrestle with cost increases we have no control over, the wishes of some in the community and the difficulties others will have to pay in these difficult times.  Coupled on to that will be the catch-up that will need to be made for increased costs last year that were covered by using reserves, something that cannot continue. 

All in all; there will need to be difficult decisions made mid-year by us all.

Secondly of course, COVID-19 has not gone away.  If anything, the threat has increased with two new, more virulent strains coming to our shores.  Frankly, I think it will be a miracle if these strains are able to be contained in our quarantine facilities and at some stage in the not too distant future, they are going to get loose somewhere in New Zealand.  Which leads me to something I am extremely passionate (actually “angry” might be the better word) about.  When a variant does get out, one of the things that will decide whether we go back into full lock-down or not will be how quickly the health authorities can track down contacts of those affected.  And that will come down in large part to people using the tracing app.  This is not rocket science and yet I watch every day as the vast majority of people wander in and out of shops and cafes without taking the few seconds required to sign in.  This is complacency, laziness and stupidity of the highest order in my view so can I please ask that all of you make sure you use your tracer app every time you go into a public space that requires it.  You are all community leaders and we all need to be seen to be leading by example on this.  The life of our people and our economy depends on it.

Thirdly we have the 3 waters reforms to guide our community through.  This will be a Council, not a Board decision but it is still crucial that all elected members have a good understanding of what is happening in order to be able to assist the community in its understanding. 

Under the current timeframe of the Government, at some stage of this year our people are going to be asked whether a significant part of the water infrastructure that they have paid for over generations will go into the hands of some form of conglomeration.  There is a huge amount to consider in this decision and at this stage, so much that is unclear.  At this time the best I can say in simple terms is that the Government default position will be a that we do join the conglomeration so if we don’t, there will be a deliberate one to not join.  It also appears at this stage that the conglomeration in this part of the world will be one that encompasses most of the South Island (excluding the top part).  It remains unclear how local communities would retain influence or any form of control under this plan although some concept of shareholding based on value of assets going into the pool is being looked at.  Given our small size (asset-value speaking), that would be of little consolation to us in my view.

For many there will be a knee-jerk reaction that handing over these assets would be the wrong thing to do, and that is entirely understandable.  Our communities have spent significant sums on these assets so why would we voluntarily divest ourselves of them?  Another fair question being asked is how would it possibly benefit small-town Central Otago to have its water assets managed by a big conglomeration based afar, most likely in Christchurch?  In relation to that, I have had not unreasonable comparisons made to the debacle we face with our power transmission infrastructure in most of the district being managed out of Dunedin, which the Maniototo has been fortunate not to be caught up in.  The rest of the district has all seen how well that has gone.

On the flipside though is what the consequences will be of not joining the conglomeration, and these are significant and cannot be ignored.

The biggest one of these is currently before Parliament in the form of the Water Services Bill.  Under its current form, some failures by drinking water suppliers invoke fines of up to $600,000.  Plainly, that is not a small consequence.  We also need to consider how difficult and expensive it may be to find and employ suitably qualified and experienced staff if we do not join the conglomeration, especially if we are an outlier with most others going in.

What I have just written is not meant to be a thorough discussion of what might lie ahead in this space; just a “starter for ten” to get everyone thinking about what lies ahead.  The state-of-play is a moving feast as discussions continue in Wellington as to what the final makeup of the decision will look like but whatever it is, it will be the biggest one for local government in New Zealand in the modern era.

So, there we have it, 2021 in a nutshell.   But of course, if we learnt anything from 2020, it is to expect the unexpected.

 

 

 

2.       Attachments

 

Nil

 

Report author:

 

Tim Cadogan

Mayor

11/01/2021

 


19 January 2021

 

8                 Chair's Report

21.1.12       Chair's Report

Doc ID:      519790

 

1.       Purpose

 

To consider an update from the Chair on activities and issues since the last meeting.

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil


19 January 2021

 

9                 Members' Reports

21.1.13       Members' Reports

Doc ID:      519791

 

1.       Purpose

 

To consider updates from Members on activities and issues since the last meeting.

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil


Vincent Community Board Agenda

19 January 2021

 

10               Date of the Next Meeting

The date of the next scheduled meeting is 2 March 2021.


Vincent Community Board Agenda

19 January 2021

 

11               Resolution to Exclude the Public

Recommendations

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

Confirmation of Confidential Minutes of Ordinary Board Meeting

The premature disclosure of the financial information would detrimentally affect the Council’s position in the negotiations.

To carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (s 7(2)(i)).

21.1.14 - Confidential Governance Report

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7