Agenda of Cromwell Community Board meeting

Cromwell Community Board Agenda

20 April 2021

MINUTES OF A mEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
ON Monday, 8 March 2021 COMMENCING AT 2.00 pm

PRESENT: Ms A Harrison (Chair), Mr W Murray (Deputy Chair), Mr T Buchanan, Mr R Dicey, Cr N Gillespie, Cr C Laws, Cr N McKinlay

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), L Stronach (Property Officer – Statutory), D McKewen (Accountant) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Doreen Evans and Dave Anderson – St John House Build Application

Ms Evans and Mr Anderson discussed the current fundraising project for St John. Both Rotary and Lions were engaged in building a house and funds from its sale would go towards the new St John station house in Cromwell. They mentioned that there were a number of trades that had supplied labour and suppliers that had donated goods. They asked if it was possible for council to donate time as well in the form of waived fees for processing consents. It was noted that those costs were governed by legislation. Ms Evans and Mr Anderson then responded to questions from the board.

3 Confirmation of Minutes

Committee Resolution

Moved: McKinlay

Seconded: Murray

That the public minutes of the Cromwell Community Board meeting held on 18 January 2021 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

5 Reports for Decisions

21.2.2 Cromwell Fees and Charges 2021/22 Schedule

To approve the draft fees and charges schedule for the Cromwell Community Board and recommend that Council include these fees and charges in the 2021-31 Long-term Plan.

After discussion it was found on page 34 of the agenda that the cost of commercial activity on the Alpha Street Reserve should read $400, not $1600 and it was noted that NA should read no change on the fees and charges schedule.

Committee Resolution

Moved: Laws

Seconded: McKinlay

That the Cromwell Community Board

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

B. Recommends to Council to accept the changes for the Cromwell Ward to the Fees and Charges Schedule for 2021-22 as detailed and highlighted in Appendix 1 and discussed above.

C. Recommends Council adopt the fees and charges related to the Cromwell Ward and any amendments as part of the Council’s annual fees and charges for the 2021-22 financial year.

Carried

21.2.3 Cromwell Financial Report - period ending 31 December 2020

To consider the financial performance overview as at 31 December 2020.

Committee Resolution

Moved: Buchanan

Seconded: Dicey

That the report be received.

Carried

Note: With the permission of the Chair, item 21.2.5 was taken at this point.

Note: Mr Brendan French from Waka Kotahi and Mr Richard Hilliard from WSP Global Limited joined the meeting for item 21.2.5.

21.2.5 Roundabout Construction - Intersection State Highways 6 and 8B

To inform the Board of the Crown’s intention to acquire part of the Sargood Highway Local Purpose (Amenity) Reserve for the purpose of constructing of a roundabout at the intersection of State Highways 6 and 8B.

Committee Resolution

Moved: Gillespie

Seconded: Murray

That the report be received.

Carried

Note: Mr Nathan Archer from Landpro joined the meeting for item 21.2.4.

21.2.4 Application for easements over Lot 101 DP 490721 and Lot 1 DP 505292

To consider an application for easements over Lot 101 Deposited Plan 490721, (Local Purpose (Road) Reserve), and over Lot 1 Deposited Plan 505292.

Committee Resolution

Moved: McKinlay

Seconded: Laws

That the Cromwell Community Board

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

B. Agrees to grant easements for $1:

- over Lot 101 DP 490721 (Local Purpose (Road) Reserve) in favour Lot 1 DP 505292 for the purpose of conveying water, sewage, electricity, and telecommunications.

- (in gross) in favour of Aurora Energy Limited over Lot 101 DP 490721 and Lot 1 DP 505292.

- (in gross) in favour of Chorus NZ Limited over Lot 101 DP 490721 and Lot 1 DP 505292.

Subject to:

· The Minister of Conservation’s consent to the easements being granted over Lot 101 DP 490721.

· The Applicant, AC/JV Holdings Limited, meeting all costs associated with preparing and registering the easement agreements.

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

Carried

Note: Mr Buchanan left the meeting at 2.41pm and returned at 2.44 pm.

21.2.6 Cromwell Pool Heating Upgrade

To consider allocating additional funding for replacing the existing Cromwell Pool LPG heating system with a water sourced heat pump unit.

Committee Resolution

Moved: Dicey

Seconded: Laws

That the Cromwell Community Board

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

B. Approves additional funding of up to $162,000 for the Cromwell Pool water sourced heating project from the Cromwell Reserves Contribution cost centre.

Carried

21.2.7 Pool Operating Costs

To provide an update on the cost of operating the Cromwell Pool and Alexandra Pool.

Committee Resolution

Moved: McKinlay

Seconded: Murray

That the report be received.

Carried

6 Mayor’s Report

His Worship the Mayor was not present at this meeting.

7 Chair's Report

21.2.8 Chair's Report

The Chair gave an update on activities and issues since the last meeting:

· Attended a meeting of the Museum Trust. Reported good visitor numbers for January. Noted that the trust was thinking about their winter series and a venue for that.

· Attended a mihi whakatau at Cromwell College and spoke on behalf of new staff and students to the college.

· Attended a Cromwell and Districts Promotions meeting. Noted that the swim leg of the triathlon might move to Lowburn and that Light Up Winter was set for 10 July and this was earlier than usual to avoid a clash with the Fine Thyme theatre.

· Opened the marching display for The Gate Leisure marchers. Noted that there were ten teams from the lower South Island that attended.

· Attended a meeting with the Town and Country Club.

· Attended a meeting with Christchurch airport who gave an update on their timeline for a potential airport at Tarras. Noted that a recent public information session was cancelled due to Level 2 restrictions.

Committee Resolution

Moved: Harrison

Seconded: Murray

That the report be received.

Carried

8 Members' Reports

21.2.9 Members' Reports

Members gave an update on activities and issues since the last meeting.

Councillor McKinlay reported on the following:

· Attended a Council meeting. Reported on several items from the agenda of that meeting.

· Attended the Audit and Risk meeting. Confirmed that Linda Robertson was reappointed as chair of that committee.

· Attended a Zoom meeting of Rural and Provincial Mayors. Discussed three waters reform and resource management reform.

Councillor Laws reported on the following:

· Attended a pre-agenda meeting for Three Waters and Waste.

· Attended a Long-term Plan workshop.

· Attended a Council meeting

· Attended the McNulty House charity auction.

· Attended a meeting of the Historic Precinct. Noted that this was the first meeting to be held in McNulty House.

· Attended a meeting for Cromwell Community House. Noted that the AGM was set for September and that the Cromwell Community House board had sent a letter to the council regarding renovations in their offices.

Mr Dicey reported on the following:

· Attended a meeting regarding developments at the accommodation block and had a tour of the facility with Mr Murray.

· Reported recently assisting with transport for disabled people to Wanaka.

Councillor Gillespie reported on the following:

· Attended a Council meeting. Reported on several items from the agenda of that meeting.

· Had a radio interview on Radio Central.

· Attended the Audit and Risk meeting.

· Attended a meeting with Christchurch airport who gave an update on their timeline for a potential airport at Tarras.

Mr Buchanan reported on the following:

· Attended the marching display for The Gate Leisure marchers.

· Reported that he has an appointment to meet with the Bannockburn Domain Committee.

Mr Murray reported on the following:

· Attended a meeting between the Lake Dunstan Charitable Trust and Mokihi Trust. It was planned to increase the size of the tree nursery.

· Attended a meeting of the Lake Dunstan Charitable Trust. Noted that a pot of money had been given by central government as part of Jobs for Nature funding. He commented that the first project was from Deadmans Point to Lowburn.

· Attended two meetings of Connect Cromwell. Mentioned their recent projects that included an edible garden in the mall and placing seats in public places.

Committee Resolution

Moved: Dicey

Seconded: McKinlay

That the report be received.

Carried

Note: Mr Buchanan left the meeting at 3.24 pm.

9 Status Reports

21.2.10 Governance Report

To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates.

Committee Resolution

Moved: Gillespie

Seconded: Murray

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 20 April 2021.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Murray

Seconded: Laws

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
21.2.11 - 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

Carried

The public were excluded at 3.24 pm

The Meeting closed at 3.30 pm.

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

CHAIRPERSON

20 April 2021

5 Reports for Decisions

21.3.2 Request for Easement Over Anderson Park Recreation Reserve (PRO: 62-3090-00)

Doc ID: 527558

1. Purpose of Report

To consider an application for an easement over Section 8 Block XCII Town of Cromwell being part of Anderson Park Recreation Reserve.

Recommendations

That the Cromwell Community Board

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

B. Agrees to grant an easement (right to drain sewage) over Section 8 Block XCII Town of Cromwell being part of the Anderson Park Recreation Reserve, in favour of new Lot 2 Deposited Plan 553564, subject to:

· the Minister of Conservation’s consent.

· the Applicants paying 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.

2. Background

Anderson Park Recreation Reserve has a total area of approximately 14.7578 hectares. It is made up of two parcels of land being Section 17 Block XVII, and Section 8 Block XCII, Town of Cromwell. The two parcels are held together in Record of Title OT13B/805. The land is owned by Council in a fee simple estate and is held subject to the Reserves Act 1977.

The majority of the land is contained in Section 17 Block XVII Town of Cromwell (Section 17). A variety of recreational facilities are located on Section 17. These include the Cromwell swimming pool, hockey turf, tennis courts, and the Anderson Park sports pavilion and playing fields. There are also carparking, footpaths, rose gardens and a fountain on Section 17.

The balance of the land, approximately 1.8656 hectares, is contained in Section 8 Block XVII Town of Cromwell (Section 8). There are a number of walkways on Section 8. The walkways link Section 17 to Gair Avenue, Cairnmuir Crescent and Jollys Road.

Section 8 is outlined in yellow below in figure 1. The southern end of Section 17 is outlined in blue.

Figure 1 – Section 8 Block XCII Town of Cromwell (outlined in yellow).

Many privately owned properties ‘back on’ to Anderson Park. These properties are accessed from various streets including Aurum Court.

In 2016 the owners of 12 Aurum Court (the Applicants) applied for consent to build two units then subdivide the property into two Lots. In their application for subdivision and land use consent the Applicants propose to connect new Lot 1 to the existing sewer main in Aurum Court. The application notes that:

“It is not possible for the rear lot to gravity feed into the Council sewer main in Aurum Court. It is proposed that Lot 2 connect to the existing Council main in Sec 8 Blk XCII Town of Cromwell, a Council reserve.

This would be covered by an easement in favour of Lot 2. It is noted that other lots in the underlying subdivision also connect to this main within the Council reserve.”

A plan of Council’s sewer main as it lies in the reserve surrounding Aurum Court is shown below in figure 2.

Figure 2 – Council’s sewer main in the reserve surrounding Aurum Court.

In August 2016 the application for subdivision and land use consent was approved. Conditions relating to wastewater connections under the consent are as follow:

Wastewater

6. Prior to Section 224(c) certification a cleaning eye shall be installed at the street boundary of the existing connection in Aurum Court to serve Lot 1.

7. Prior to Section 224(c) certification a standard 100mm diameter connection and cleaning eye shall be installed from the council reticulation within the park reserve to the north of the subdivision through Easement C to the boundary of Lot 2.

In accordance with the conditions of the resource consent, the Applicants have now applied for an easement to drain sewage over Section 8, being part of Anderson Park Recreation Reserve, in favour of new Lot 2. In simple terms, the easement would enable the Applicants to connect new Lot 2 to the existing Council sewer main as lies in the reserve.

Easement area “C” is shown below in an extract of the subdivision plan in figure 3. The subdivision plan showing easement area “C” is overlaid into GIS in figure 4.

Figure 3 – Extract of Subdivision Plan Figure 4 – Subdivision Plan overlaid into GIS

3. Discussion

Reserves Act

Section 48 of the Reserves Act 1977 (the Act) provides for the granting of rights of way and other easement over reserves. Section 48(1) of the Act 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 rights of way and other easements over any part of a reserve.

Granting an easement for the purpose of draining sewage is consistent section 48(1)(f) of the Act. Section 48(1)(f) states that an easement may be granted over any part of the reserve for the purposes of:

providing or facilitating access or the supply of water to or the drainage of any other land not forming part of the reserve or for any other purpose connected with any such land.

Any easement granted under section 48(1) is granted subject section 48(2) which states:

Before granting a right of way or an easement under subsection (1) over any part of a reserve vested in it, the administering body shall give public notice in accordance with section 119 specifying the right of way or other easement intended to be granted, and shall give full consideration, in accordance with section 120, to all objections and submissions received in respect of the proposal under that section.

However, section 48(3) of the Act states that subsection 48(2) shall not apply if:

a) the reserve is vested in the administering body and is not likely to be materially altered or permanently damaged; and

b) the rights of the public in respect of the reserve are not likely to be permanently affected.

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.

A significant portion of council’s sewer main is already contained in the reserve. The main services many properties that ‘back on’ to Anderson Park. Neither the main nor any of the existing connections have any material effect on the land or compromise the public’s use of the reserve of it is underground.

On that basis, given the rights being requested are no greater than those held by any other party, will not materially affect, or compromise the public’s use of the land, public consultation is not required in this instance.

Financial

All costs associated with preparing and registering the easement and with the resource consent lie with the Applicants.

4. Options

Option 1 – (Recommended)

To grant an easement (right to drain sewage) over Section 8 Block XCII Town of Cromwell being part of the Anderson Park Recreation Reserve, in favour of new Lot 2 Deposited Plan 553564, subject to:

· the Minister of Conservation’s consent.

· the Applicants paying all costs associated with preparing and registering the easement.

Advantages:

· The granting of the easement is consistent with the provisions of the Reserves Act 1977.

· The applicants will be able to give effect to the terms and conditions of their resource consent.

Disadvantages:

· None, as the rights being requested are no greater than those held by any other party, will not materially affect the reserve, or compromise the public’s use of the land.

Option 2

To not grant an easement over Section 8 Block XCII Town of Cromwell being part of the Anderson Park Recreation Reserve.

Advantages:

· None, as the rights being requested are no greater than those held by any other party, will not materially affect the reserve, or compromise the public’s use of the land.

Disadvantages:

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

· The applicants will be not be able to give effect to the terms and conditions of their resource consent.

5. Compliance

Local Government Act 2002 Purpose Provisions	While the decision does not relate to any Council service or activity, the granting of the easement will promote development within the district.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No negative financial implications are related to this decision. The Applicants are required to pay all costs associated with preparing and registering the easement.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The granting of an easement containing the right to drain of sewage over a reserve is consistent with the provisions of section 48(1)(f) of the Reserves Act 1977.
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. In accordance with section 48(3) of the Reserves Act 1977, public consultation is not required.

6. Next Steps

The following steps will be taken to implement the road stopping:

1. Community Board approval 20 April 2021

2. Council approval 05 May 2021

3. Applicants advised of outcome Mid-May 2021

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer - Statutory	Executive Manager - Planning and Environment
12/03/2021	9/04/2021

20 April 2021

21.3.3 Request for a new Lease: Cromwell Youth Centre Trust

Doc ID: 527150

1. Purpose of Report

To request a new lease for Cromwell Youth Trust including additional area.

Recommendations

That the Cromwell Community Board

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

B. Agrees to issue a new lease to the Cromwell Youth Centre Trust over Part Lot 47 Deposited Plan 18370 OT15A/567including a variation adding Part Lot 3 Deposited Plan 421855, being part of the land comprised in Computer Freehold Register 483838 as per plan below:

(5) part of previous lease
Area in blue additional area requested

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

2. Background

The Cromwell Youth Centre Trust (the Trust) hold a lease over part of the land at 5 Murray Terrace.

The lease was for a term of five years commencing 1 July 2006, with provision for two further terms of five years each, and final expiry of 30 June 2021.

The premises are described as part of land situated at 5 Murray Terrace, Cromwell comprising 940 square metres more or less being Part Lot 47 Deposited Plan 18370 OT15A/567.

Rental is one dollar per annum, if demanded.

3. Discussion

The Cromwell Youth Centre Trust are seeking a new lease with a variation of land area.

The proposed extended lease area would encroach over part of Council’s land described as Lot 3 Deposited Plan 421855, being part of the land comprised in Computer Freehold Register 483838. This is part of the land designated D83 for landscaping and carparking purposes under the operative Central Otago District Plan.

In 2020, informal discussions were held with Roading, Parks and Recreation, and Property and Facilities departments, with permission being given verbally for the Trust to remove the ivy and tidy the area designated as D83 to be used as an extra outdoor space.

Permission is now being sought to formally to include this area as part of the new lease. The Trust would like to allow youth to use this outdoor space more fully, and place artificial turf on this area for ease of maintenance.

Proposed lease terms could include:

Start date	1 July 2021
Term	5 years
Rights of renewal	Two further terms of 5 years
Final expiry	15 years
Rent	$1.00 per annum as per Community Leases and Licensing Policy will be offered at concessional rates which are set significantly below market rent. The difference between these rates is effectively a subsidy provided by Council to groups which assists Council in achieving its desired community outcomes.
Rent review	Five-yearly. The rent review is based upon the recommendation in the Community Leases and Licensing Policy offering concessional rates which are significantly lower below market rent.
Lessee’s outgoings	100% of Electricity, telephone, glass/burglary insurance, Lessor indemnity insurance, contents insurance, internal décor maintenance, rubbish collection, cleaning, provisioning of toilets, ground maintenance.
Improvements at termination of lease	At termination improvements are either surrendered to the landlord or if required to do so removed by way of the landlord giving three months’ notice
Special conditions	The landlord reserves the right to terminate an agreement with six months’ notice if it requires part or whole of the occupied area for other activities

In the Cromwell Spatial Plan, the site is identified as being part of the Northwest Precinct 3.5.6 which identifies this site for possible future mixed-use buildings.

Community Leasing and Licencing Policy

This policy discusses leases/licences to groups carrying out activities on a not-for-profit basis who use their funds to develop and maintain the group or invest them for the betterment of the local community. As such, the proposed lease would be made according to the terms set out in this policy.

The following table outlines the assessment criteria required by the Community Leasing and Licensing Policy and demonstrates how the Cromwell Youth Worker Trust meets those criteria.

Criteria

Key Questions

Assessment

The group’s purpose and activities must be consistent with the Council’s strategic

direction

What is the group’s purpose? What additional benefits will the proposal bring to the community?

The Cromwell Youth Trust states that:

“The purpose of the Trust is to support and advocate for local youth throughout Cromwell & surrounding areas. Cromwell Youth Trust’s promise is to provide a safe and supportive environment where young people have the opportunities to express themselves openly, without judgement; to be treated as equals, without segregation; to have the opportunity to participate, without concern of financial pressure; to be heard, without being silenced and to be guided by trusted and dedicated youth workers.

In achieving the purposes of the Trust, the Trust shall endeavour to:

a) focus on youth in the Community.

b) assist and support at-risk youth.

c) develop youth leadership.

d) respond to the changing needs of youth.

e) consult with youth.

f) use positive youth development strategies:

h) recognise and respect the diversity of cultural, social, spiritual and beliefs which are shaping the context on which young people grow up;

i) evaluate and research the effectiveness of the services provided by the Trust.”

Ø Criteria met

It is desirable for groups to be an incorporated society or trust.

How does the group spend the money it raises and what happens to any surplus? What additional benefits will the proposal bring to the community?

Cromwell Youth Trust is a registered charitable trust (CC23961).

They do not normally have any unaccounted-for surplus. Projects are determined through consultation with youth and then external funding is secured before the projects go ahead.

They benefit the community providing yout- driven programmes and services for tamariki & rangatahi; including whanau throughout the district.

Ø Criteria met

The group must be sustainable in terms of membership and/or users for the term of agreement.

Is there evidence that the group’s membership numbers and trends justify the proposal? Is there an open membership policy?

The group has an open membership policy. Attendance at the group has been increasing.

Youth are not required to pay a membership, and or are trust members.

Ø Criteria met

The group must be in a financial position to fulfil its obligations under the agreement

How does the group fund its activities? Is there evidence that the group can afford to meet the obligations of occupying the land/building?

The Cromwell Youth Trust funds its activities through grants and donations. Their main funders include Central Lakes Trust, Otago Community Trust, Lottery Grants Board & Pub Charity Limited.

The Cromwell Youth trust already occupies the land and buildings, indicating they can meet those obligations.

Their financial statements show that they are managing their financial obligations through grant applications successfully.

Year-end	Statement of Financial Performance Surplus/deficit
2016	3,135
2017	(9,772)
2018	(9,406)
2019	4,178
2020	53,543
Average	8,337

Ø Criteria met

The land and buildings must be utilised to the fullest extent possible

How often will the building be used and what activities are planned? What alternatives have been considered by the group and why have they been rejected? Is there potential for the group to share facilities with other existing occupants?

The building is used every day after school during term time.

No alternative locations have been required to be considered by the group as they are already well-established in that location.

The Cromwell Youth Trust are keen to promote the building to attract more youth-related community use and events.

Ø Criteria met

The activity must not have the potential to adversely affect open space values or cause environmental harm

Is the activity consistent with relevant legislation and any applicable reserve management plans? Is there a potential for adverse environmental effects to be caused by the activity? If yes, how will these be mitigated?

There are no known adverse environmental effects caused by youth group occupation on the land.

Ø Criteria met

There must be demonstrated support and need within the community for the activity

Is there demonstrated support from the wider community and those expected to benefit from the activity? Are similar activities to the one being proposed, delivered by other facilities that are accessible to the group and the wider community?

There is wider community support. Other groups such as the Cromwell Menz Shed have assisted the group previously.

The group report that their sessions are being well attended by youth and their families.

The group’s increasing member attendance indicates support within the community, and laso suggests that similar activities are not being delivered by other facilities accessible.

Ø criteria met

4. Options

Option 1 – (Recommended)

Agree to issue a new lease to the Cromwell Youth Centre Trust, over Part Lot 47 Deposited Plan 18370 OT15A/567, to include Part of land designated as D83 for landscaping and carparking purposes under the operative Central Otago District Plan being part of the land comprised in Computer Freehold Register 483838 as per plan below:

(5) part of previous lease
Area in blue additional area requested

Advantages:

· Provides for the on-going maintenance and management of the building and outdoor area for community use by a community group

· Realises the opportunity to support a local community group, assisting the Council in achieving its desired community outcomes

· Issuing a new lease to include extended outdoor area allows more space to deliver community youth services

· Council would not be required to continue maintaining the area designated D83

Disadvantages:

· None

Option 2

To not approve a new lease.

Advantages:

· None

Disadvantages:

· This option does not realise the opportunity to support a local community group, and so does not assist the Council in achieving its desired community outcomes

· Council would be required to continue maintaining the area designated D83

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and economic wellbeing of communities, in the present and for the future by enabling the Cromwell Youth Trust to provide the same and potentially increased level of service.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No significant budget implications are attributed to this decision, as the building is already leased at a nominal $1 rent.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent.
Considerations as to sustainability, the environment and climate change impacts	This decision does not impact on the sustainability, environmental, and climate change of the district.
Risks Analysis	The health and safety obligations will be the Tenant’s responsibility to meet.
Significance, Consultation and Engagement (internal and external)	The lease will not be subject to public consultation.

6. Next Steps

Advise Cromwell Youth Trust of resolution

Draft new lease document

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Debbie Shaw	Louise van der Voort
Property and Facilities Officer (Cromwell)	Executive Manager - Planning and Environment
8/04/2021	9/04/2021

20 April 2021

21.3.4 Request for new Lease: Cromwell Menz Shed

Doc ID: 529373

1. Purpose of Report

To consider granting permission to locate the Cromwell Menz Shed on a portion of the Cromwell Transfer Station and grant a lease to the Cromwell Menz Shed.

Recommendations

That the Cromwell Community Board

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

B. Agrees to lease the proposed area to the Cromwell Menz Shed.

C. Recommends to Council to approve a lease for Cromwell Menz Shed over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP 526140.

D. Authorise the Chief Executive to do all that is necessary to give effect to this resolution.

2. Background

The Cromwell Menz Shed (Menz Shed) began looking for a permanent site in 2018. A proposed site on Litany Street was later ascertained not be available under the Neplusultra Street Reserve Management Plan. Discussions were then held between the Central Otago Vintage Car Club and the Menz Shed to determine if they could share the club’s lease area as it did not appear fully utilised. However, the Central Otago Vintage Car Club preferred to occupy their current site solely.

There have been ongoing discussions in relation to the Menz Shed being able to occupy a portion of the Cromwell Transfer Station. However, as these discussions were not progressing quickly enough for the Menz Shed the Central Otago Equestrian Club Inc. offered an area at the Cromwell Racecourse. The Menz Shed accepted and have been located there since December 2019. However, under the Cromwell Racecourse Reserve Management Plan the Menz Shed activity does not fit the criteria for occupying an area of this reserve.

3. Discussion

Infrastructure has agreed to the lease of the land to the Menz Shed at the Cromwell Transfer Station/Closed Landfill.

The Transfer Station/Closed Landfill is accessed off Bannockburn Road and is located in the northern section of Lot 3 DP 526140 (shown on Figure 1 below) occupying an area of approximately 3.9 ha within the entire site area of approximately 52 ha.

The site is bound to the north by a newly developed commercial/industrial lot, to the east by mixed agricultural and residential, to the south by a recreational area (biking tracks and a paintball shooting range) and to the west by commercial/industrial areas.

The proposed area is indicated on Figure 2 below. The area is 1000 m²(more or less) with a proposed entrance from Bannockburn Road. The entrance would be created by opening a section of the existing fence off a dirt road allowing the Menz Shed to have direct access into their fenced compound as outlined below:

Figure 1 – Lot 3 DP 526140 Figure 2 – Proposed 900m² Menz Shed lease area

A targeted soil assessment was undertaken by ENGEO Ltd on the proposed Cromwell Menz Shed site to ensure there was no contaminated material or buried waste beyond the landfill cap. All four 1.5m deep test pits excavated in the proposed development area showed no sign of waste material, staining or indicators of contamination. Soil samples were collected from each test pits and analysed. All soil samples reported concentrations of heavy metals below the NES (National Environmental Standards) recreational and NES commercial/industrial outdoor worker criteria.

As ground gas has not been investigated for the site there is a potential for landfill gas to be present in the subsurface. It is recommended that foundation solutions include ground gas protection measures should a permanent structure be constructed.

A site management plan is required to outline procedures to identify and mitigate exposure to unidentified contamination, if encountered during the redevelopment works.

It is proposed that the Menz Shed meet the following costs associated with the development of their site:

· Site Management Plan

· Potable water connection to dog pound existing pipework

· Connection to permanent water network when established

· All costs associated with power and wastewater

· Installation of gate on southern boundary

· All costs in relation to ground being fit for purpose due to the nature of the site

It is proposed that Council meet the following costs:

· Fencing 3 sides of the proposed area

o Quote being undertaken on 9 April 2021

There are many synergies and opportunities to be gained from the Menz Shed being located within the boundary of the Cromwell Transfer Station, such as recycling of unwanted materials brought to the transfer station.

Proposed lease conditions could include:

Lease	Parties: Central Otago District Council and the Cromwell Menz Shed
Conditions	Rent: $1 per annum
	Term: 5 years two rights of renewal
	Rent review: on renewal
	Permitted use: The operations of a Menz Shed
	Outgoings: Lessee pays 100% of outgoings
	Termination: If either party wish to terminate the lease six months’ notice in writing may be given by either party.
	If the Menz Shed ceased to exist, then any improvements on the land would revert to Council

4. Options

Option 1 – (Recommended)

Recommend to Council to approve a lease for Cromwell Menz Shed over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP 526140.

Advantages:

· Realises the opportunity to support a local community group, assisting the Council in achieving its desired community outcomes

· The synergies and opportunities of the Menz Shed and Cromwell Transfer Station can be fully explored with sites being nearby each other

Disadvantages:

· None

Option 2

Decline to recommend to Council to approve a lease for Cromwell Menz Shed over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP 526140.

Advantages:

· None

Disadvantages

· Does not realise the opportunity to support a local community group, assisting the Council in achieving its desired community outcomes

· The synergies and opportunities of the Menz Shed and Cromwell Transfer Station cannot be fully explored by sites being nearby each other

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social wellbeing of the community, in the present and for the future by facilitating clubs and groups such as the Menz Shed who add to the social fabric of communities. This decision also promotes the environmental wellbeing of the community, in the present and the future by enabling the Menz Shed to be located adjacent to the Cromwell Transfer Station which will encourage diversion from landfills and use of recycled materials in the Menz Sheds various projects.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No income had been anticipated from the proposed area, so no financial implication.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with the Economic Development strategy.
Considerations as to sustainability, the environment and climate change impacts	This decision promotes opportunities for increased sustainability by developing working relationships between the Menz Shed and Cromwell Transfer Station.
Risks Analysis	Any construction would be subject to the normal appropriate health and safety practices under the construction contract.
Significance, Consultation and Engagement (internal and external)	This decision does not require consultation.

6. Next Steps

Advise the Cromwell Menz Shed of the resolution

Report to Council for approval of Board recommendation

Draw up appropriate lease if approved by Council

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Debbie Shaw	Louise van der Voort
Property and Facilities Officer (Cromwell)	Executive Manager - Planning and Environment
8/04/2021	9/04/2021

20 April 2021

21.3.5 Hardship Grant Application Cromwell and Districts Promotion Group

Doc ID: 529981

1. Purpose of Report

To consider an application from Cromwell and Districts Promotion Group for a ‘hardship’ grant to fund activities and operational expenses for the period of 1 July to 30 September 2021.

Recommendations

That the Cromwell Community Board

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

B. Approves a promotion grant to Cromwell and Districts Promotion Group for the period of 1 July to 30 September 2021. The amount of the grant to be funded from the 2021-2022 Cromwell Promotions Grant budget and used for the Light Up Winter Event July 2021 only.

Requested $35,000 excl gst

Approved $15,000 excl gst

2. Background

A new grant policy was adopted by Central Otago District Council (Council) in August 2019 resulting in all Community Board and Council promotion and community grants becoming fully contestable. Grant budgets were subsequently reviewed by Council and Boards for inclusion in the 2021 – 2031 Long Term Plan (LTP) which is open for public submission until 25 April 2021. It is through the LTP process that Council will confirm the total budgets for funding grants. This means that grant applications may not be received until consultation has closed and the LTP budgets have been approved and adopted in June 2021.

It was recognised by Community Boards and Council that this change in procedure could mean a gap in funding and potentially result in financial hardship for groups who had been receiving a grant from Council on an annual basis that was used to cover staffing or other critical costs. Should organisations not have sufficient reserves to cover essential costs this could subsequently result in the need to lay off skilled staff and or cancel key projects.

A hardship grant application process was established for costs a group expects to incur in the first quarter of the 2021 – 2022 financial year (1 July 2021 – 30 September 2021) as a one off for this year of transition. It was agreed that groups would need to demonstrate financial need and show clearly that the gap in funding will severely threaten the applicant’s ability to operate.

Grants approved through this process are to be funded by approved LTP grant budgets in the 2021-2022 financial year and will result in less funding being available when the contestable round is opened.

Historically Cromwell and Districts Promotion Group would confirm their planned programme of work and apply to the Cromwell Community Board seeking promotion grant funding prior to the beginning of the financial year the projects would be undertaken in, generally in November / December for projects beginning July 1 the next calendar year.

The group is now unable to make application to the contestable 2021 – 2022 year grant funding until July, with decisions likely to be made at the Board meeting in October 2021. This change has resulted in the group not having security of funding to cover its staff, operational and project costs in the first quarter of the 2021-2022 financial year. They have therefore made an application for a hardship grant to allow them to continue with their planned programme of work and meet staff and operational costs. (Appendix 1)

The group has requested a grant of $35,000 (excl gst). A forecast budget is supplied with the application, together with a full breakdown budget for the Light Up Winter event. The group’s current financial statement confirms it has reserves invested with SBS of $50,470 plus an additional approx. $20,000 in general accounts. However in the application they state that they wish to retain those reserves as a ‘buffer’ against non-forecasted impacts on their events and activities – such as COVID-19 had in 2020.

3. Discussion

Cromwell and Districts Promotions Group has received grant funding from the Cromwell Community Board for promotional activities since its inception in the late 1980’s. Its current structure involves employment of staff to undertake the delivery of promotional activity, supported by a volunteer committee. The group runs a series of community events of which the largest – Light up Winter is scheduled to take place the weekend of 10 July 2021.

The group has stated that it does not have sufficient financial reserves to cover the period of the 2021-2022 year until it can apply to the new contestable grant budget, scheduled to open 1 July 2021. Council staff have worked alongside the group, encouraging them to look at opportunities to apply to appropriate alternative funding agencies. At the time of writing this report the group had not secured any alternative grant to assist it in being able to deliver its planned event and / or cover staff and operational costs. The application to the Board has been made on that basis. The group has a strong record of facilitating much loved community events, however the Board should also be mindful of being seen as the ongoing funder of staff.

The group has held discussions with Tourism Central Otago regarding the future direction for the Light up Winter event and how it can be developed in such a way as to be considered for funding through the Southern Lakes Regional Events Fund. The application made to that fund for this year’s event was unsuccessful however future applications may still be made if the event can show how it meets the funds criteria including driving out of region visitation and bringing measurable economic benefit to the region.

In assessing the requested grant, staff took into consideration both the value of the groups work and the impact on potential further applications once the first full round of funding becomes available for application in July 2021. It is understood that multiple applications are likely to result in an oversubscribed application round, evidence of a very healthy contestable grants environment. In assessing the request for a hardship grant at this time staff remained cognisant of the importance for the Board to fairly consider the value of applications to ensure the strongest possible promotional outcomes are achieved from its grant’s programme.

Staff reviewed the budgets and financial statements supplied and additionally considered the amounts the Board has previously agreed to fund the group for operational and event costs. This was then cross checked in context, whereby this grant request needs to demonstrate financial hardship. With the group having built up some financial reserves, which can safely be assumed are not linked to previous Board approved grant amounts as any unspent grant funds have been reimbursed in recent years, it is considered that partial funding is the preferred option.

In considering options for partial funding staff determined that any approved grant be limited to a proportion of Light up Winter event costs. This approach should ensure the group can proceed with the event, whilst also being encouraged to continue to seek additional funding streams such as sponsorship and grants to grow their events and/or reduce the amount of reserves it will need to use to meet commitments.

The Board approved a grant of $9,000 to the groups 2020 Light up Winter event. For the 2021 event the group has identified additional costs, some of which are compliance driven and some infrastructure. The draft budget supplied, excluding staff costs indicates a budgeted event shortfall of $21,783. It can also be assumed there is an estimated $5,000 wages costs to the group in addition to the draft budget leaving a possible shortfall in the region of $27,000 unless adjustments are made to reduce costs in some areas or additional sponsorship or grants are sourced.

It is recommended that the Board agrees to approve a promotion grant for the Light up Winter Event. The event has good community support and the group should continue its efforts to obtain sponsorship, in kind support and / or investigates other options for increasing income or reducing costs of the event.

Staff also reviewed the requested operational costs including staff and determined the group has sufficient reserves that it should be able to utilise for this period.

Based on the above, staff suggest the Board grant as follows:

Light Up Winter Event: $ 15,000 (excl gst)

A grant of $15,000 would be a significant increase ($6,000, or 67%) from the previous year. It would equate to approximately 14% of proposed LTP budget 21-22 year and would leave a total of $91,219 for the Board to disseminate through the first publicised contestable grant round opening 1 July 2021.

If approved as recommended the group would need to cover any shortfall from its reserves, obtain other grants or sponsorship and/or adjust activities to fit within its budget.

4. Options

Option 1 – (Recommended)

The Board considers the application and approves a grant to Light Up Winter 2021 event follows (excl gst):

$ 15,000 Light Up Winter event July 2021

Advantages:

· A significant sum substantially larger than the previous year, is awarded to enable the event to go ahead.

· The Board acknowledges the group has sufficient unallocated reserves to cover a proportion of the costs outlined in the draft budget supplied.

· The Board is ensuring ratepayers money is allocated as intended, whilst still showing strong support to the group.

· The Board retains as much of the planned LTP budget as is possible to ensure that the first publicised contestable grant round has sufficient funds for a fair and equitable round of applications to be considered.

Disadvantages:

· The group may need to break investment deposits and incur financial penalties for doing so.

· The group may be unable to secure additional sponsorship, in kind support or grants to allow their Light up Winter event to be held as intended.

· The group’s long term financial stability may be at increased risk from adverse events impacting on activities.

· The group may perceive the Board no longer supports its activities and it may lose skilled staff should they perceive less security of employment.

Option 2

That the Board considers the application from Cromwell and Districts Promotions Group and approves a grant to the amount of $35,000 (excl gst) to support the groups anticipated operational and activity expenses for the period 1 July to 30 September 2021.

Advantages:

· The Light Up Winter event will be held as planned.

· The group will have more certainty to retain and be able to pay contracted staff that have knowledge and experience to progress the activities and programmes undertaken by the group.

· The committee can continue to pursue funding options – including making further applications to other community funding organisations.

· The Board is continuing to show support for a group it has provided grant funding to over many years.

Disadvantages:

· There will be a lesser amount of funding available for applicants to the first contestable grant funding round scheduled to open 1 July 2021 which may result in the Board being unable to fund new opportunities within the balance of approved budgets.

· The group holds reserve funds built up from previous years which should be utilised for some or all of the costs for this quarter in recognition that this is the time to apply ‘rainy day’ funding if available.

Option 3

The Board considers the application and declines to grant any funds to the Promotions Group on the basis that the group can continue to operate within its existing reserves until such time as the first contestable round after approval of the 2021-22 LTP budgets.

Advantages:

· The Board is making the decision based on the most current financial report indicating the group has sufficient unallocated reserves to cover all its costs outlined in the draft budget supplied.

· The Board will have the full amount approved in the 2021 – 2031 LTP budget for allocation in the first publicised round of contestable grant applications.

· This aligns with the grant policy principles whereby Council and Community Boards agreed to make all grants contestable. A contestable process allows the assessment of grant applications to be made in tandem and ensures that Promotions Grants are applied to the most appropriate projects to achieve the best possible community promotional outcomes.

Disadvantages:

· A lack of funds may result in the cancellation of an event the community has shown its support for in recent years, and/or the loss of skilled contracted staff due to the inability of the group to fund their wages.

· The community perceives the decision to not provide a grant to the group as being unfair and therefore there is a greater risk of negative publicity.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by: Enabling local decision making and empowering communities to work alongside Council to meet their current and future needs. Awarding grants primarily for ‘local community infrastructure and local services as these are interpreted in the Central Otago context, that deliver on social, cultural, economic and environmental priorities in the community.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes. It has been agreed by Community Boards and Council that they will consider applications from groups facing financial hardship as a result of changes in policy and procedures to cover a period of transition. Applicants are to provide a budget showing what grant funds are to be applied to with supporting up to date financial statement proving their current financial balance. Any funds granted will be funded from the appropriate grant budget as approved through the 2021 – 2031 Long Term Plan and only be available for uplift after 1 July 2021. The grant budgets remaining unallocated funds will be made available through the normal contestable process which will open on 1 July 2021.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes. The application is consistent with the principles and objectives of the CODC Grants Policy 2019. Projects support the Economic Development Strategy, Central Otago Tourism Strategy (events) Central Otago A World of Difference Regional Identity values.
Considerations as to sustainability, the environment and climate change impacts	The Light Up Winter event highlight is the release of Chinese Lanterns, which the group ensures are recyclable and are picked up from where they land. Recipients of Council grant funding are required to adhere to the principles within Council’s policies including its sustainability policy, waste minimisation, smokefree etc.
Risks Analysis	Public events carry a level of risk as they bring together in one place a number of people to participate in the activities associated with the particular event and in the case of light up winter this takes place primarily when after dark. Community groups and organisations are required to meet the necessary legislative Health and Safety requirements for their activities. The group develops a comprehensive plan for all events and employs expertise where required. CODC’s Health, Safety and Wellbeing advisor will seek a copy of and review the event Health & Safety plan should they deem it necessary.
Significance, Consultation and Engagement (internal and external)	The project and activities do not meet or exceed any of the criteria thresholds in the policy requiring public consultation. Therefore it is not considered significant.

6. Next Steps

Cromwell and Districts Promotion Group will be advised of the Boards decision regarding the request for a hardship grant. If a grant is approved, a purchase order will be raised and the procedure for uplifting the grant and reporting requirements will be included within correspondence.

7. Attachments

Appendix 1 - Grant Assessment Matrix ⇩

Appendix 2 - Hardship Grant Application ⇩

Report author:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
3/04/2021	13/04/2021

20 April 2021

6 Reports for Information

21.3.6 Cromwell & Districts Promotion Group Promotion Grant Report Back 2019-20 year

Doc ID: 529619

1. Purpose

To consider a report and financial statement from Cromwell and Districts Promotions Group for 2019 – 2020 financial year projects which received promotion grant funding from the Cromwell Community Board.

Recommendations

That the report be received.

2. Discussion

The Cromwell Community Board (the Board) approved promotion grant funding to Cromwell and Districts Promotions Group from the 2019-20 financial year as per the following resolution.

Resolution 18.13.8

Cromwell Promotions Grant Applications 2019-20 Financial Year

A. APPROVED a grant from the 2019-2020 financial year Cromwell Promotions Cost Centre 3033 2460 to Cromwell and Districts Promotion Group for projects:

(i) Contractor – Media and Communications

Requested $23,100 Approved $23,100

(ii) Contractor – Community Relationship

Requested $23,100 Approved $23,100

(iii) Promotions Activity – Brochure and Photography

Requested $24,500 Approved $18,000

On the basis that the group work closely with Tourism Central Otago to ensure projects in this space are in line with the Central Otago Tourism Strategy, visitor persona research and brand. Design elements should be aligned with Tourism Central Otago’s collateral.

(iv) Operating Expenses

Requested $ 12,500 Approved $12,500

(v) Light Up Winter

Requested $9,000 Approved $9,000

Commercial sponsorship opportunities should be sought.

(vi) Cherry Festival

Requested $2,000 Approved $2,000

Commercial sponsorship opportunities should be sought.

(vii) Fireworks Street Party

Requested $5,000 Approved $5,000

Commercial sponsorship opportunities should be sought.

As required by the Grant Policy, the report back and end of year financials are attached for the Boards information. (appendix 1)

3. Attachments

Appendix 1 - Cromwell and Districts Promotion Group Report Back ⇩

Report author:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
29/03/2021	13/04/2021

Cromwell Community Board meeting

20 April 2021

Meeting	Report Title	Resolution No	Resolution	Officer	Status
18/01/2021	Cromwell Bowling Club Inc - Request for funding to assist with the cost of upgrading the Bowling Clubrooms	21.1.4	A. Receives the report and accepts the level of significance. B. Approves the request for funding from the Cromwell Bowling Club Fund Account to assist with the cost of upgrading the serving facility in the Clubrooms. C. Approves funding amounting to $10,000 from the Cromwell Bowling Club fund be provided to assist with the cost of upgrading the serving facility, subject to a copy of the invoice being provided at the conclusion of the project.	Property and Facilities Officer (Cromwell)	28 Jan 2021 Action memo sent to the Property and Facilities Officer - Cromwell 23 Feb 2021 Cromwell Bowling Club updated on Resolution. An account will be forthcoming for monies to be paid when work completed 08 Apr 2021 Works are being started 25 April 2021 to follow end of bowling season. An invoice will be received from the Cromwell Bowling Club once works complete.
8/03/2021	Cromwell Fees and Charges 2021/22 Schedule	21.2.2	A. Receives the report and accepts the level of significance. B. Recommends to Council to accept the changes for the Cromwell Ward to the Fees and Charges Schedule for 2021-22 as detailed and highlighted in Appendix 1 and discussed above. C. Recommends Council adopt the fees and charges related to the Cromwell Ward and any amendments as part of the Council’s annual fees and charges for the 2021-22 financial year.	Executive Manager - Corporate Services	12 Mar 2021 Action memo sent to the Executive Manager - Corporate Services 15 Mar 2021 The Fees and Charges schedule has been submitted to the 24 March council meeting for recommendation to adopt the proposed fees and charges as part of the adoption process when adopting the 2021-31 Long-term Plan. CLOSED
8/03/2021	Application for easements over Lot 101 DP 490721 and Lot 1 DP 505292	21.2.4	A. Receives the report and accepts the level of significance. B. Agrees to grant easements for $1: - over Lot 101 DP 490721 (Local Purpose (Road) Reserve) in favour Lot 1 DP 505292 for the purpose of conveying water, sewage, electricity, and telecommunications. - (in gross) in favour of Aurora Energy Limited over Lot 101 DP 490721 and Lot 1 DP 505292. - (in gross) in favour of Chorus NZ Limited over Lot 101 DP 490721 and Lot 1 DP 505292. Subject to:  The Minister of Conservation’s consent to the easements being granted over Lot 101 DP 490721.  The Applicant, AC/JV Holdings Limited, meeting all costs associated with preparing and registering the easement agreements. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.	Property Officer - Statutory	12 Mar 2021 Action memo sent to the Property Officer - Statutory 30 Mar 2021 Applicants advised of outcome and conditions. CLOSED
8/03/2021	Cromwell Pool Heating Upgrade	21.2.6	A. Receives the report and accepts the level of significance. B. Approves additional funding of up to $162,000 for the Cromwell Pool water sourced heating project from the Cromwell Reserves Contribution cost centre.	Parks and Recreation Manager	12 Mar 2021 Action memo sent to the Parks and Recreation Manager 09 Apr 2021 The procurement plan is currently being prepared.

Cromwell Community Board meeting

20 April 2021

Planning and Environment

Resolution 20.8.7 – November 2020

Issue of a New Lease over the Bannockburn Recreation Reserve (Doc ID 510836)

That the Board:

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

B. Approve a new lease for the Bannockburn Recreation Reserve Committee Incorporated for an area of approximately 3.3530 hectares including:

· Term: 20 years

· Annual Rent: $1.00

· Rent Reviews: Five-yearly

· Regular reporting to the Board on financial situation and camper numbers.

· Consider donating a portion of surplus income to local Bannockburn community groups through an application process.

· Development of a business plan for the camp.

· In partnership with Council, preparation of a development plan for the reserve.

· Council assuming maintenance responsibility for the playground and tennis court.

· Allowing the Committee to operate a commercial camping ground within the reserve.

· Future rent being adjusted by CPI or determined as per any Council rent or leasing policy.

C. Approve a new lease for the Bannockburn Bowling Club Incorporated for an area of approximately 1831m², being within the existing boundary fence, on similar terms and conditions as the expired lease including:

· Term: 20 years

· Annual Rent: $20.00

· Rent Reviews: Five-yearly

· Future rent reviews be adjusted by CPI or determined as per any Council rent or leasing policy.

STATUS CLOSED

April 2021 – The lease has been signed by both parties.

February 2021 – Parks and Recreation Manager has been in contact with the club, is assured signed lease’s return is imminent.

December 2020 – Bannockurn Recreation Reserve lease awaiting committee’s signature prior to Council signing. Bannockburn Bowling Club lease has been signed by both parties.

November 2020 – Action memo sent to the Parks and Recreation Manager

Resolution 20.3.3 – June 2020

Cromwell Swim Centre Heating Upgrade Options Report (Doc ID 447757)

That the Board:

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

B. Agrees in principle, subject to further work, that confirms the suitability of the Cromwell water supply network, to replace the current Cromwell Swim Centre LPG heat pump with a water sourced heat pump system using the Cromwell water supply network as the heat energy source for heating the pool water.

C. Authorises the deferral of funds allocated for the pool water filter system;

· And that the filter replacement project is reviewed through the 2021/31 Long Term Plan.

· And that the funding set aside for the filter project in the 2019/20 and 2020/21 financial years be transferred to the heat pump renewal project.

D. Authorises allocating up to $300,000 from the Cromwell Reserves Contribution account for the heat pump renewal project

STATUS CLOSED

April 2021 – Following the report, this resolution is now superseded by Resolution 21.2.6.

February 2021 – An update report will be presented to the Board’s March 2021 meeting.

December 2020 – Quantity Surveyor has been engaged to check cost estimates. Once this has been completed, request for proposals from suitable contractors can be sought.

November 2020 – Final assessment of the feasibility of using the water supply for heating will be completed by the end of October.

September 2020 – Evaluations of the suitability of the town water network to supply the volume of water required for the heat exchange unit are still being assessed.

July 2020 – investigation work underway to determine if town water supply has adequate flow and temperature.

June 2020 - Action memo sent to the Parks and Recreation Manager

Resolution 20.3.4 – June 2020

Application to Purchase Part of Greenway off Waenga Drive (PRO 62-3134-00)

That the Board:

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

B. Recommends to Council to agree to sell 609m² (subject to survey) from Lot 201 D P 359519, known as Waenga Drive Greenway Reserve, to the adjoining landowner Foodstuffs South Island Properties Ltd, on terms and conditions to be agreed by the Chief Executive Officer and at a price based on valuation advice.

C. Recommends Council include the following minimum terms and conditions:

· The land being developed in line with the landscape concept plan provided by the purchaser.

· The Chief Executive determining the sale price based on valuation advice.

· The Chief Executive agreeing to the final detail of the redevelopment of the reserve immediately adjoining Cromwell New World and that work is arranged and funded by the purchaser. The final sign off of practical completion is to be by the Parks and Recreation Manager.

· The purchaser obtaining resource consent for the boundary adjustment and all necessary land use consents.

· The purchaser meeting all survey and legal costs.

· Public advertising under Section 24(2) of the Reserves Act of revocation of the reserve status. Costs to be covered by the applicant.

· The Minister of Conservation consenting to revocation of the reserve status over the 609 m² of reserve land.

D. Recommends that all submissions received will be considered by Council’s Hearings Panel.

E. Resolves that the Chief Executive Officer be delegated the authority to determine the final terms of sale.

STATUS ON HOLD

April 2021 – As applicants are still progressing the revocation of reserve status, a report is unable to be provided at this time. When further update is received from applicants, a report can be provided.

February 2021 – Work is progressing on the reserve status uplifting procedure with a report expected for the Board’s consideration in April 2021.

December 2020 – Sale and purchase agreement signed by Council and applicant. Process to uplift reserve status will commence.

November 2020 – A sale and purchase agreement is with the applicant for their consideration.

September 2020 – Negotiations are ongoing regarding the sale price.

July 2020 – Parks and Recreation Manager presented the Board with a report at the June meeting referring to the previous resolution, 19.1.8. A valuation is being obtained for the land area proposed for sale. This will form the basis of negations between Council and Foodstuffs South Island Ltd.

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

Resolution 20.3.10 – June 2020

Central Lakes Equestrian Club Licence to Occupy (PRO 62-3012-L1)

That the Board:

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

B. Agree to grant a new licence to occupy to the Central Lakes Equestrian Club over a reduced area of 7.3 hectares on the Cromwell Aerodrome Reserve for a period of five (5) years commencing from 1 July 2020.

C. Agree that the licence will be under the same terms and conditions as the previous licence with the following amendments and additional conditions:

a. The rent to be reviewed on adoption of Council’s proposed Community Occupation Policy.

b. Allowance for either party to terminate the licence to occupy with 6 months written notice.

STATUS

April 2021 – Central Lakes Equestrian Club have not accepted the terms and conditions of the new Licence to Occupy as they disagree with the condition to mow the runway in lieu of rent. However, on further investigation it has also been identified that the Cromwell Community Board do not have delegation to issue the Licence to Occupy on the Cromwell Aerodrome under the Airport Authorities Act 1966. Therefore a report will go to Council to consider the Board’s recommendation.

February 2021 – Workshop with the Board to be held 8 March 2021.

December 2020 – The club made changes to the Licence to Occupy which has been returned to them with a letter advising that they cannot amend this document. They have been asked to write in indicating the issues they have with the licence.

November 2020 – Licence to Occupy has been prepared and is with club for signing as per the original resolution.

September 2020 – A valuation to let land as grazing land has been received, to ascertain the best way of moving forwards.

July 2020 – Followed up with Equestrian Club in relation to determining the reason that mowing stopped, as stopping mowing is contrary to their licence to occupy. A valuation is being sought on the 7.3ha of land as grazing, which will enable further discussion to be had (if required) in relation to the cost of mowing as opposed to a lease value before any licence to occupy if formally drawn up.

June 2020 – Action memo sent to the Property and Facilities Officer – Cromwell

Resolution 20.2.12 – May 2020

Request to Renew the Cromwell Golf Club Lease (PRO 62-3048-L1)

That the Board:

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

B. Declines the request for early renewal of the lease held by the Cromwell Golf Club Incorporated over Section 4 Block XCII Town of Cromwell for a term of 21 years.

C. Agrees to the development of a consultation document for the purposes of consulting with the Cromwell Golf Club about the future of the Cromwell Golf Course.

STATUS

April 2021 – Discussions continue with Golf NZ.

February 2021 – Awaiting further response from Golf NZ.

September – December 2020 – NZ Golf working with Golf Club to progress.

July 2020 – Chair of Cromwell Community Board and Executive Manager – Planning & Environment attended a meeting with the Golf Club on 21 July to discuss a way forward.

June 2020 – Golf Club advised of the decision. Chair of CCB and staff will attend a meeting of the Golf Club.

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


AGENDA Cromwell Community Board Meeting Tuesday, 20 April 2021
Date:	Tuesday, 20 April 2021
Time:	2.00 pm
Location:	Cromwell Service Centre, 42 The Mall, Cromwell
(Unless Central Government changes COVID-19 meeting restrictions before then, in which case it will be held electronically using Microsoft Teams and livestreamed) Sanchia Jacobs Chief Executive Officer

Name	Member’s Declared Interests	Spouse/Partner’s Declared Interests	Council Appointments
Buck Buchanan	Central Speedway Club Cromwell Incorporated (life member) Collie Dog Club (member)	Collie Dog Club (Treasurer) Carrick Irrigation Company (Secretary)	Bannockburn Recreation Reserve Management Committee Inc. Pisa District Community Group
Robin Dicey	Foley Wines (Shareholder) Long Gully Race Society Inc Clyde Tennis Club (member)	Foley Wines (Shareholder)	Pisa District Community Group Ripponvale Hall Committee
Neil Gillespie	Contact Energy (Project Manager) Clyde & Districts Emergency Rescue Trust (Secretary and Trustee) Cromwell Volunteer Fire Brigade (Deputy Chief Fire Officer) Cromwell Bowling Club (patron) Otago Local Advisory Committee - Fire Emergency New Zealand		Lowburn Hall Committee Tarras Community Plan Group Tarras Hall Committee
Anna Harrison	Principal Goldfields Primary School Runs the Dunstan Zone swimming championships Cromwell Swim Club past president and club group coach Central Otago Primary School Sport Association (member) Dunstan Zone Sports Group (member) Principal of Goldfields Primary School	Mojo Modern Joinery Cromwell (Owner / Director)	Cromwell District Museum Cromwell Youth Trust
Cheryl Laws	Fine Thyme Theatre Company (Committee) The Message (Director) Wishart Family Trust (Trustee) Wooing Tree (part-time, occasional employee) Daffodil Day Area Coordinator	Otago Regional Council (Councillor) The Message (Director)	Cromwell Resource Centre Cromwell Historical Precinct
Nigel McKinlay	Transition To Work Trust (Board member) Gate 22 Vineyard Ltd (Director) Everyday Gourmet (Director) Central Otago Wine Association (member) Long Gully Irrigation Scheme (member)
Werner Murray	The Property Group (Employee) Connect Cromwell (member) Guardians of Lake Dunstan (Trustee)	Sole Trader Space at the Base at Allan Scott Wineries Tasting Room, Scott Base Winery (Carolyn Murray) Cromwell Promotions Group (Chair) Central Otago Winegrowers Association (Board member) Schooner Development Ltd (Director)	Cromwell and Districts Community Trust Cromwell District Museum

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
8/04/2021	9/04/2021