Minutes of Vincent Community Board meeting - Tuesday, 19 January 2021

MINUTES OF A mEETING OF THE
Vincent Community Board
HELD IN Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
ON Tuesday, 19 January 2021 COMMENCING AT 2.00 pm

PRESENT: Cr M McPherson, Mr R Garbutt, Dr R Browne, Cr I Cooney, Ms S Stirling-Lindsay

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Kasibante (Finance Manager), M Gordon (Parks Officer – Projects), L Stronach (Property Officer – Statutory), M Adamson (Policy Advisor), N Aaron (Community Development Officer), F Somerville (Roading Administration Assistant) and W McEnteer (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: McPherson

Seconded: Browne

That apologies from Cr L Claridge and Ms A Robinson be received and accepted.

2 Public Forum

Julie Howard (Stakeholder Engagement Manager), Roy Noble (Project Director) and Kate Mandis (Environmental Planner) (Transpower - Clutha / Upper Waitaki Project)

Representatives from Transpower gave an update on activities on the Clutha / Upper Waitaki Lines Project. They reported that work on the Cromwell to Twizel line had been completed. They were currently working on the lines from Earnscleugh to Roxburgh and a number of safety barriers above the roads were currently being erected between Alexandra and Roxburgh. They discussed the next part of the project and noted that some sections of work on the lines between Earnscleugh and Galloway would be purposefully delayed so as not to interfere with lambing. They then responded to questions from the Board.

Graye Shattky

Mr Shattky spoke to the proposed redevelopment of the Clyde museum. He noted that money had been set aside for concept plans, and queried whether that money would be spent now or when a district wide sector review was completed. He also asked that in light of architectural services being sort for the Clyde Museum, would the views of stakeholders be taken into consideration. Mr Shattky then responded to questions from the Board.

3 Confirmation of Minutes

Committee Resolution

Moved: Garbutt

Seconded: Cooney

That the public minutes of the Vincent Community Board meeting held on 3 November 2020 be confirmed as a true and correct record.

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Garbutt declared that he was now a committee member of the Dunstan Golf Club.

5 Reports for Decisions

Note: Mr Mark Brown from Boffa Miskell Limited joined the meeting via video link for item 21.1.2.

21.1.2 Clyde Cemetery Development Plan

A report from the Parks Officer – Projects to consider the Clyde Cemetery Development Plan had been circulated.

Mr Brown gave a brief presentation discussing the current conditions at the Clyde cemetery and the potential development plan for the cemetery in Clyde as outlined in the appendix to the report. He then responded to questions from the Board.

Committee Resolution

Moved: Cooney

Seconded: Stirling-Lindsay

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.

21.1.3 Application for easement in favour of Aurora Energy Limited

A report from the Property Officer - Statutory to consider granting an easement in gross over Lot 1 Deposited Plan 355061 (recreation reserve) to Aurora Energy Limited had been circulated.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Browne

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.

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

A report from the Roading Administration Assistant to consider a request to name one public road in the North Ridge development, Waikerikeri Valley had been circulated.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

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.

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

A report from the Roading Administration Assistant to consider a request to name two private right of ways in the Rolling Ridges development, Waikerikeri Valley had been circulated.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Cooney

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.

21.1.6 Local Government New Zealand Community Board Conference 2021

A report from the Governance Support Officer 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 had been circulated.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Browne

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 Martin McPherson and Anna Robinson or Ian Cooney to attend.

21.1.7 Grants Programme 2021-22

A report from the Policy Advisor 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 had been circulated.

Committee Resolution

Moved: Browne

Seconded: Garbutt

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.

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

A report from the Executive Manager – Corporate Services to approve the draft budgets for inclusion in Council’s 2021/31 Long-term Plan Consultation Document and supporting documentation had been circulated.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

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.

6 Reports for Information

Note: Mr Brian Budd from Central Stories joined the meeting for item 21.1.9.

21.1.9 Alexandra District Museum Inc Annual Grant Report

A report from the Community Development Officer to provide elected members with a report and presentation on the objectives and actions of Alexandra District Museum Inc. over the past financial year had been circulated.

Mr Budd spoke to the report. He outlined recent exhibitions, book launches and concerts, highlighted recent school visits and discussed joint initiatives with Central Otago REAP and Otago Polytechnic. Mr Budd then responded to questions from the Board.

Committee Resolution

Moved: Garbutt

Seconded: Browne

That the report be received.

21.1.10 Governance Report

A report from the Governance Support Officer to provide updates on ongoing projects and legacy status reports had been circulated.

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

A. That the report be received.

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

7 Mayor’s Report

21.1.11 Mayor's Report

His Worship the Mayor spoke to his report.

Committee Resolution

Moved: McPherson

Seconded: Browne

That the Vincent Community Board receives the report.

8 Chair's Report

21.1.12 Chair's Report

Councillor McPherson reported on the following:

· Had attended a Long-term plan workshop for Council.

· Attended the Vincent Spatial Plan workshops.

· Acknowledged staff during recent weather event and acknowledged growers who had lost crops

· Updated the Board on Plan Change 15 and also the resource consent approval for a new supermarket in Alexandra.

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

That the report be received.

9 Members' Reports

21.1.13 Members' Reports

Mr Garbutt reported on the following:

· Discussed the Commerce Commission meetings regarding Aurora.

· Attended the Vincent Spatial Plan workshops.

· Attended a seminar regarding the potential Lake Onslow project.

· Discussed the Hospice dinner and noted that it would probably be in March 2022.

Councillor Cooney reported on the following:

· Attended Long-term Plan workshops for Council

· Attended the 9 December Council meeting.

· Attended the Vincent Spatial Plan presentation.

· Attended the Christmas event in the Omakau Domain.

Ms Sterling-Lindsay reported on the following:

· Discussed the recent Twilight Market held in Alexandra.

· Reflected on success of riders from the BMX club at a recent event held in Rangiora.

Dr Browne reported on the following:

· Attended the Civil Defence workshop.

· Attended a meeting of the Central Otago District Arts Trust

· Attended a planning meeting for Alexandra U3A.

· Attended an Alexandra and Districts Museums Incorporated board meeting.

· Attended the Alexandra Clyde and Districts Business Group meeting.

· Attended the opening of the Education Hub at Central Stories.

· Attended the Vincent Spatial Plan workshop.

Committee Resolution

Moved: McPherson

Seconded: Cooney

That the report be received.

10 Date of The Next Meeting

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

11 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

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

The public were excluded at 3.36 pm

The Meeting closed at 3.42 pm.

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

CHAIRPERSON