MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
ON Tuesday, 20 April 2021 COMMENCING AT 2.01 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: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), G Robinson (Property and Facilities Manager), D Rushbrook (General Manager, Tourism Central Otago), A Mason (Media and Marketing Manager), L Stronach (Property Officer – Statutory), D Shaw (Property and Facilities Officer – Cromwell) and W McEnteer (Governance Support Officer)

1                 Apologies

There were no apologies at this meeting.

2                 Public Forum

Carolyn Murray and John Morrison – Cromwell and Districts Promotions Group hardship grant application

Ms Murray and Mr Morrison spoke to the application for a hardship grant for the Cromwell and Districts Promotions Group. They acknowledged that they were recipients of promotional funding and were becoming more self-sufficient, however with recent changes in funding from council it would be difficult to make up the financial shortfall between now and the next funding round when their biggest event was approaching in July. Ms Murray mentioned that the group employs two part time staff and that they would not like to lose them due to lack of funds. Ms Murray and Mr Morrison then responded to questions from the Board.

Michael Laws – Proposal for a container to be located at the Cromwell Football Club

Mr Laws spoke to a request to locate a container next to the club rooms of the Cromwell Football Club. He gave an overview of the club and the need for further space to store their equipment and that the club thought that a container would be suitable. He also mentioned the general state of the clubrooms. In reply, staff mentioned that they are waiting for communication from the club regarding location and other information before a formal report to the Board could be considered. Mr Laws then responded to questions for the Board.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               McKinlay

Seconded:          Laws

That the public minutes of the Cromwell Community Board Meeting held on 8 March 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

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

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

Committee Resolution 

Moved:               Dicey

Seconded:          Laws

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.

Carried

21.3.3         Request for a new Lease: Cromwell Youth Centre Trust

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

Committee Resolution 

Moved:               Laws

Seconded:          Murray

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:

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

Carried

21.3.4         Request for new Lease: Cromwell Menz Shed

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.

Committee Resolution 

Moved:               McKinlay

Seconded:          Buchanan

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.

Carried

Note: Mr Murray declared an interest in item 21.3.5. He left the room and did not take part in the discussion or vote.

21.3.5         Hardship Grant Application Cromwell and Districts Promotion Group

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.

Committee Resolution 

Moved:               Gillespie

Seconded:          McKinlay

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

Approved   $15,000

Carried

6                 Reports for Information

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

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.

Committee Resolution 

Moved:               Buchanan

Seconded:          Laws

That the report be received.

Carried

7                 Mayor’s Report

21.3.7         Mayor's Report

His Worship the Mayor gave a verbal update. He mentioned that the focus at the moment was on the Long-term Plan and had attended a number of meetings and drop in sessions to encourage submissions. He also commented that he had recently opened the Kotuku Funeral building in Cromwell.

Committee Resolution 

Moved:               Murray

Seconded:          Dicey

That the Cromwell Community Board receives the report.

Carried

8                 Chair's Report

21.3.8         Chair's Report

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

· Attended Ministry of Education/New Zealand Principals Federation sector focus group workshop in Wellington.

· Gave an interview on Radio Central regarding the March community board meeting.

· Attended two meetings of the Youth Trust.

· Attended the opening of McNulty House.

· Attended a Central Otago Principals Association wellbeing workshop.

· Met with the Cromwell Equestrian Club and staff to discuss the reserve management plan.

· Attended a Zoom presentation on the Commerce Commission decision on Aurora.

· Met with staff regarding the launch of the ‘Cromwell Stories’ book. Reported that it is scheduled for release in May.

· Attended the Cromwell business breakfast.

· Hosted the Ministry of Education and Principals from around Central Otago for a workshop on the National Education and Learning Priorities and Māori achievement initiatives.

· Attended a radio session on Radio Central regarding the Long-term Plan.

· Appeared on ‘Good Sorts’ on One News for a story regarding the Goldfields School caretaker and his dogs.

Committee Resolution 

Moved:               Harrison

Seconded:          Murray

That the report be received.

Carried

9                 Members' Reports

21.3.9         Members' Reports

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

Councillor Gillespie reported on the following:

· Attended a meeting of the Hearings Panel on 9 March.

· Attended a Council meeting. Gave a brief description of the topics discussed.

· Gave several interviews on Radio Central as part of a weekly spot.

· Attended the Cromwell business breakfast meeting.

· Attended an Audit and risk workshop via Teams.

Mr Buchanan reported on the following:

· Mentioned a conversation regarding the grandstand at the rugby ground in Tarras. It was confirmed that is was not owned by the council, so any upgrades would be at the cost of the club.

· Mentioned roading in Bannockburn.

· Mentioned the Bannockburn Hall and that people can make a submission to the Long-term Plan.

Mr Murray reported on the following:

· Attended a meeting of the Lake Dunstan Charitable Trust.

· Attended a Long-term Plan session at the Cromwell farmers market.

· Attended a meeting of Connect Cromwell

· Attended a Long-term Plan session with the youth Council.

Councillor McKinlay reported on the following:

· Attended a Council meeting on 8 March. Gave a brief description of the topics discussed.

· Attended the Cromwell business breakfast

· Attended the opening of McNulty House

· Attended the Zone 5 and 6 meeting for mayors and CEOs on behalf of the Mayor. Mentioned that there was discussion on the upcoming Three Waters reforms.

Councillor Laws reported on the following:

· Attended the opening of McNulty House

· Attended a council meeting on 8 March.

· Attended two meetings for the Cromwell Historic Precinct.

· Attended the Three Waters meeting in Wānaka.

· Attended a meeting for Cromwell Community House and mentioned that they are looking for a new Chair for their organisation.

Mr Dicey reported on the following:

· Attended the opening of McNulty House

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

· Attended a meeting at Lowburn Hall.

Note: Mr Dicey left the meeting at 3.14 pm after his member’s report.

Committee Resolution 

Moved:               Laws

Seconded:          Murray

That the report be received.

Carried

Note: Mr Dicey returned to the meeting at 3.15 pm.

10               Status Reports

21.3.10       2021 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:               Laws

Seconded:          Murray

That the report be received.

Carried

11               Date of The Next Meeting

The date of the next scheduled meeting is 18 May 2021. It was noted that there would be a change in time and venue for the next meeting. It would be held at the Cromwell Presbyterian Church, 10 Elspeth Street, Cromwell and begin at 9.00 am.

12               Resolution to Exclude the Public

Committee Resolution 

Moved:               Gillespie

Seconded:          Murray

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
Confidential Minutes of Ordinary Board Meeting	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
21.3.11 - Gair Avenue, Cromwell - Subdivision Update	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	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
21.3.12 - Industrial Subdivision Update	s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest	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
21.3.13 - April 2021 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 3.17 and the meeting closed at 3.46 pm.

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                                                                                      CHAIR        /         /