Agenda of Vincent Community Board meeting

Vincent Community Board Agenda

9 June 2021

MINUTES OF A mEETING OF THE Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra ON Wednesday, 19 May 2021 COMMENCING AT 9.30 am

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), P Penno (Community and Engagement Manager), M De Cort (Communications Coordinator), K McCulloch (Corporate Accountant), E Auchterlonie (Project Manager), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Garbutt

That the apology for lateness from Ms Robinson be accepted.

Carried

2 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Cooney

That the public minutes of the Vincent Community Board Meeting held on 12 April 2021 be confirmed as a true and correct record.

Carried

3 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Councillor McPherson declared an interest in any submission to do with the pool as his daughter worked for the Council’s swim school.

4 Reports for Decisions

21.4.2 Hearing Submitters that wish to be Heard

Individual submitters spoke to their Long-term Plan submission.

Nicola Rae spoke to the Board about her submission to the draft Long-term Plan and responded to questions from the Board.

Note: Ms Robinson arrived at the meeting at 9.50 am.

Jo Blackie spoke to the Board about her submission to the draft Long-term Plan and responded to questions from the Board.

John Williamson spoke to the Board about his submission to the draft Long-term Plan.

Bridgette Winter and Sally Mullaly spoke to the Board about their submissions to the draft Long-term Plan and responded to questions from the Board.

Note: The meeting adjourned at 10.25am and returned at 10.35 am.

Grant Campbell spoke to the Board about his submission to the draft Long-term Plan and responded to questions from the Board.

Lewis McGregor spoke to the Board about his submission to the draft Long-term Plan and responded to questions from the Board.

Mary Ann and Rod Baxter spoke to the Board about their submission to the draft Long-term Plan and tabled a document in support of their submission. They then responded to questions from the Board.

Note: Councillor Claridge left the meeting at 11.05 am and returned 11.07 am.

Peter Kloosterman spoke to the Board about his submission to the draft Long-term Plan and tabled a document in support of his submission. He then responded to questions from the Board.

Note: The meeting adjourned at 11.24 pm and resumed at 11.31 am.

Note: Councillor McPherson withdrew his interest declaration in the pool and discussed and voted on the item.

Note: Councillor Cooney left the meeting at 12.26 pm and returned at 12.27 pm.

Note: The meeting adjourned at 12.52 pm and resumed at 1.30 pm.

Note: Ms Robinson declared an interest in the Riverside Park and did not discuss or vote on the item.

Note: A moment’s silence was observed in acknowledgement of the passing of Shirley Howden, a staff member of the Central Otago District Council.

21.4.3 Submissions on the Long-term Plan 2021-31 Consultation Document

To consider the submissions to the 2021-31 Long-term Plan Consultation Document on matters relating to the Vincent ward.

The Board considered all submissions and noted the staff comments. Following discussion a number of resolutions were agreed as set out below.

Committee Resolution

Moved: Cooney

Seconded: Garbutt

That the Vincent Community Board

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

Carried

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Claridge

B. Considers and receives all submissions.

Carried

Committee Resolution

Moved: McPherson

Seconded: Garbutt

Recommends to Council that staff are requested to investigate a request for an extension of the junior playground at Pioneer Park and provide a report for consideration in a future annual or long-term plan.

Carried

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Robinson

Recommends to Council that staff convene a meeting of Central Otago District Council, Central Otago Hockey Association, Central Lakes Trust and Molyneux Turf Incorporated to discuss a way forward on the proposed multi-use turf and facilities at Molyneux Park.

Carried

Committee Resolution

Moved: Garbutt

Seconded: Stirling-Lindsay

Recommends to Council to proceed with the preferred option in the consultation document for the Omakau Hub.

Carried

Committee Resolution

Moved: McPherson

Seconded: Garbutt

Recommends to Council that staff provide a report regarding Ice Inline for future consideration.

Carried

Committee Resolution

Moved: Claridge

Seconded: Stirling-Lindsay

Recommends to Council to proceed with the preferred option in the consultation document for the Riverside Park.

Carried

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Garbutt

Recommends to Council to amend the fees and charges schedule so that the fees charged at the Alexandra Pool be $30 per hour for lane hire for private swim schools as well as a concession card charging $1 for pool entry for all swim school students.

Carried

21.4.4 Addendum - Additional Submissions for Vincent Community Board

Submissions that have not been attached to the original agenda.

All submissions were considered by the Board.

5 Date of The Next Meeting

The date of the next scheduled meeting is 9 June 2021.

The Meeting closed at 2.16 pm.

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

CHAIR / /

9 June 2021

5 Reports for Decisions

21.5.2 Central Stories Building - Central Cinema Incorporated Furniture Proposal

Doc ID: 533604

1. Purpose of Report

To consider the Central Cinema Incorporated proposal to upgrade the Central Stories Meeting Room.

Recommendations

That the Vincent Community Board

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

B. Agrees to give conditional support to the Central Cinema Incorporated proposal to purchase at their own cost furniture and a movable piece of box office cabinetry for the Central Stories Meeting Room. Changes to the lighting, kitchen appliances and joinery are not supported.

This support is given on the following conditions:

· That Council staff and Alexandra District Museum Incorporated approve the furniture layout, storage plan, and disposal of the old meeting room tables.

· The primary purpose of the room remains a meeting room. The room is to be left in a meeting room set up after each booking.

· Central Cinema Incorporated’s new furniture is left in the public space at their own risk.

2. Background

In 2017, the Central Cultural Centre Trust resolved to be wound up. This resulted in the Central Otago District Council inheriting the ownership of the Central Stories Building at 21 Centennial Avenue, Alexandra.

In July 2019, Council received a request from the Chair of the Alexandra District Museum Incorporated (ADMI) to review the building’s occupancy arrangements as they wished to terminate their business agreement with Central Cinema Incorporated (CCI).

On 4 August 2020, the Vincent Community Board (the Board) resolved through its resolution 20.4.5 to enter into interim agreements with ADMI and CCI for the occupation of the Central Stories Building while the future use of the building is determined.

As a result of the above resolution:

· The agreement between ADMI and CCI terminated.

· CCI signed a Memorandum of Understanding with Council for their use of the theatre and meeting room.

· Under CCI’s Memorandum of Understanding the group receives a discounted hire rate of $20 per session of up to three hours (the standard charge is $20/hr for not-for-profit groups) together with set booking times, and sole occupancy of the projection room and old pavilion kitchen lounge and storerooms at no charge. CCI has permission to store their till equipment and trolley, food and beverages, cushion boxes, lectern, and other small items in room D16. See the area in red on the diagram below.

· ADMI signed a lease agreement with Council. Their area of occupation no longer included the theatre, meeting room and internal toilets.

· Under ADMI’s lease agreement they hold a regular booking on Thursdays for use of the meeting room at no charge.

· The management of the theatre, meeting room, and internal toilets now sits with Council.

· The internal toilets are now available for all users of the building.

· The booking of the theatre and meeting room are made through Council staff.

· The meeting room and theatre cannot be booked separately as the meeting room is used as the entrance way and box office to the theatre.

When the Central Stories Building was constructed the purpose of the meeting room was solely for meetings. When the cinema was constructed, it became the entrance foyer and box office to the movies as well.

The meeting room is currently set up in a meeting room style. See the equipment list and photo below. The crockery, tables, chairs, and water urn are owned by ADMI.

Equipment list:

3 x tables 1 x dishwasher

45 x chairs 1 x stove

1 x water urn 1 x fridge

Various crockery

A picture containing floor, indoor, ceiling, room

Description automatically generated

In a letter dated 12 February 2021, CCI and ADMI asked for the Board’s support of their proposal to upgrade the Central Stories Meeting Room. See Appendix 1.

A summary of the proposal:

· To create a flexible space which can interchange between a meeting-type setting to a more relaxed comfortable lounge-type setting.

· The aim of the lounge-type setting is to help encourage their patrons to socialise before and after movies.

· Proposed changes to include the purchase of furniture, change of lighting, and renovation of the kitchenette to allow for a more appealing box office.

· Suggested furniture types: armchairs/sofas, side tables, and foldable tables.

· The furniture will be selected to allow for easy storage and change between the two settings.

· Project budget is $15,000.

· Funding to be from CCI and local funding organisations.

· CCI will own the assets and provide them to meeting room users at no additional charge.

This letter representing CCI’s proposed option was tabled at the Board’s meeting on 2 March 2021. During this presentation it became unclear whether this was a joint proposal or not. The Board instructed council staff to seek clarification and provide a recommendation on the proposal.

3. Discussion

ADMI and CCI have clarified that this proposal is CCI’s alone and ADMI are in support of it.

The draft Long Term Plan 2021-31 does not include any budget to undertake any major changes to the building’s layout. However, the long-term future use and layout of the building is still under consideration.

Assets purchased through this proposal should therefore be items which are able to be moved and repurposed elsewhere in the future. It is therefore recommended that the Board’s support is given to the purchase of sofas/couches, side tables, and a movable piece box office cabinetry only. Changes to the lighting, kitchen appliances, and kitchenette are recommended not to be supported as these are more permanent assets.

A clear direction as to how the room is to be left either in the meeting set up or the lounge-type setting will need to be given. CCI’s set up of the room would be the lounge-type style, and ADMI and other users will primarily be in the meeting room style. It is recommended that the room is set up in a meeting room style at the end of each use as this was the original purpose of the room.

The disposal or storage of the current tables owned by ADMI needs to be considered, along with ensuring ADMI are in support of the location of the tables/chairs when not in use. This is because the proposed location, the green room, is within ADMI’s lease area.

The meeting room is a public space. There will be a risk that the new furniture could be damaged. This risk needs to be considered by CCI as items left in this public space will be at their own risk.

4. Options

Option 1 – (Recommended)

The Board agrees to give conditional support to the Central Cinema Incorporated proposal to purchase at their own cost furniture and a movable piece of box office cabinetry for the Central Stories Meeting Room. Any changes to the lighting, kitchen appliances and joinery are not supported.

The support is given on the following conditions:

· That council staff and ADMI approve the furniture plan, storage plan, and disposal of the old meeting room tables before external funding is sought.

· The primary purpose of the room remains a meeting room. The room is to be left in a meeting room set up after each booking.

· CCI’s new furniture is left in the public space at their own risk.

Advantages:

· The proposal creates a flexible space which can interchange between a meeting-type setting to a more relaxed comfortable lounge-type setting.

· The lounge-type setting will provide CCI with a more warm and welcoming space for patrons to socialise before and after movies.

· Support has been given to purchase assets which will be able to be repurposed if the use of the room changed in the future.

· The proposal is at no cost and risk to Council.

· The primary purpose of the room being a meeting space will be retained.

Disadvantages:

· Council staff input and time will be required.

· Not CCI’s proposal in full.

Option 2

Agree to support CCI’s proposal in full.

Advantages:

· CCI’s preferred option.

· The proposal creates a flexible space which can interchange between a meeting-type setting to a more relaxed comfortable lounge-type setting.

· The lounge-type setting will provide CCI with a more warm and welcoming box office area for patrons to socialise before and after movies.

· The proposal is at no cost to Council.

Disadvantages:

· Council staff input and time will be required.

· If the use or design of the room changes then some of the investment may not be able to be repurposed elsewhere. There is a risk that because the items cannot be repurposed there will be resistance to change the use or design of the room in the future.

Option 3

Not support CCI’s proposal.

Advantages:

· No impact on Council staff time.

Disadvantages:

· The room will remain in a meeting-type setting. This setting does not provide CCI with a warm and more welcoming space for their patrons to socialise before and after movies.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of communities, in the present and for the future by supporting an initiative that provides a more welcoming space for CCI patrons.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No budget implications are attributed to this decision.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this proposal is not inconsistent with other plans and policies.
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	CCI’s new furniture is left in the public space at their own risk.
Significance, Consultation and Engagement (internal and external)	None of the thresholds/criteria in the Significance and Engagement Policy have been met or exceeded by the proposal and so the proposal is not considered significant.

6. Next Steps

A letter of support that includes the Board’s resolution is provided to CCI.

7. Attachments

Appendix 1 - CCI proposal letter ⇩

Report author:		Reviewed and authorised by:

Christina Martin		Louise van der Voort
Property and Facilities Officer (Vincent and Teviot Valley)		Executive Manager - Planning and Environment
25/05/2021		26/05/2021

9 June 2021

21.5.3 Alexandra Memorial Theatre - Asbestos Removal Project

Doc ID: 531958

1. Purpose of Report

To consider approving budget for the removal of asbestos within the Alexandra Memorial Theatre ceiling space.

Recommendations

That the Vincent Community Board

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

B. Approves the budget of $35,700 for the removal of asbestos at the Alexandra Memorial Theatre to be funded from the General Development Alexandra Reserve.

2. Background

The Alexandra Memorial Theatre stage structure and equipment are being upgraded to meet current health and safety standards.

On 15 September 2020, the Vincent Community Board resolved to proceed with the project at an updated cost estimate of $590,000. The Board instructed staff to tender the project and obtain two thirds funding from external funders. The resolution reference is 20.5.5.

The project has been tendered. The winning tender came within budget and has been awarded to the contractor subject to funding.

Funding applications have been lodged and decisions on these are due by the end of June.

As part of the site preparation for these works an asbestos survey was completed, finding asbestos in the building. The table below summarises the asbestos’ location and risk, as well as actions taken to secure the asbestos found.

Asbestos Location	Risk from asbestos	Recommended Action	Action taken
General	Low - High	Notify regular users and contractors.	Completed. An email was sent to regular users and contractors alerting them to asbestos being in the building. General warning signs have been installed on main entrance doors to the theatre and the boiler house door.
Theatre roof space - ducting joint tape	Medium	Plan to remove or seal exposed tape to minimise risk. Labels to be applied and condition must be monitored on a regular schedule. Work that may disturb this tape must be avoided.	Ongoing. Council staff closed off access to the roof space, and applied a warning sign to the door stating strictly no access. Investigation on removal is underway.
Theatre roof space - dust, millboard, insulation board	High	Access to the ceiling space must be restricted. An environmental clean and asbestos removal must be carried out to remove the asbestos hazard.	Ongoing. See above.
Boiler house - ducting and boiler joint tape	Medium	Plan to remove, or seal exposed table to minimize risk. Labels to be applied and condition must be monitored on a regular schedule. Work that may disturb this tape must be avoided.	Completed. A warning sign has been installed on the entry door to boiler room warning of asbestos and to contact Council before any work is carried out. Area listed on Council’s ongoing inspection monitoring schedule.
Boiler house - switchboard	Low	Apply labels and minor condition regularly. Avoid drilling, cutting, sanding or otherwise disturbing the switchboard.	Completed. See above.
Boiler house - Gaskets, Insulation, Seals	Low	Do not carry out work that may disturb potential asbestos materials without lab testing suspicious materials such as gaskets, ropes or insulation.	Completed. See above.
Exterior - upper level soffits	Low	Treat these soffits as asbestos until proven otherwise. Test to confirm status if work is likely to disturb this material.	Completed. Warning signs applied to main entry doors to the theatre warning of asbestos within the building and to contact Council before any work is carried out. Area listed on Council’s ongoing inspection monitoring schedule.

3. Discussion

While the above mitigating action has been taken to keep users safe, the asbestos within the roof space will need to be removed before the Stage Upgrade Project can commence.

Due to the specialised nature of this work, Council staff sought three written quotes form Site Wise and Work Safe accredited asbestos removalists.

Successful quote	$32,414.62
10% contingency	$3,241.46
Total (rounded)	$35,700

As the removal of the asbestos is required to progress the stage upgrade project, the expenditure needs to be treated as capital expenditure. As there is no investment account associated with the Alexandra Community Centre, this expenditure will need to be funded from the Alexandra Reserves.

The 211 General Development Alexandra Reserve has an opening value of $1,200,102 and a forecast closing balance of $634,561 as at 30 June 2021.

4. Options

Option 1 – (Recommended)

Approve the budget of $35,700 for the removal of asbestos at the Alexandra Memorial Theatre to be funded from the 211 General Development Alexandra Reserve.

Advantages:

· Removal of the asbestos from the theatre’s ceiling space can go ahead.

· Access to the ceiling space can be reinstated.

· The stage upgrade to meeting current health and safety standards can proceed.

· The improvement of the health and safety and usability of the theatre will help to attract more local and national performances to the theatre.

Disadvantages:

· The Board’s reserves will be reduced.

Option 2

Does not approve budget.

Advantages:

· The Board’s reserves will not be reduced.

Disadvantages:

· Removal of the asbestos will not proceed.

· Restriction of access into the theatre ceiling space will remain in place.

· The stage upgrade project will not progress and current restriction on stage usage will remain in place.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the cultural well-being of the community, in the present and for the future by enabling the Council to provide the same and potentially increased level of service at the Alexandra Memorial Theatre.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	See the financial implications within the decision section above. A FIN 105 form relating to the expected $35,700 expenditure has been approved by the Finance Manager and the Corporate Services Executive Manager.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This project is consistent with other Council policies and plans.
Considerations as to sustainability, the environment and climate change impacts	This decision does not impact the sustainability, environment, and climate change of the district.
Risks Analysis	The health and safety requirements of removal will be managed by the contractor. The proposed contractor is a Work Safe accredited asbestos removal company.
Significance, Consultation and Engagement (internal and external)	None of the thresholds/criteria of the Council’s Significance and Engagement Policy has been met/exceeded.

6. Next Steps

· Contractors engaged

· Asbestos removal completed

7. Attachments

Nil

Report author:		Reviewed and authorised by:

Christina Martin		Louise van der Voort
Property and Facilities Officer (Vincent and Teviot Valley)		Executive Manager - Planning and Environment
10/05/2021		26/05/2021

9 June 2021

21.5.4 Application for easement to provide access to lease parcel occupied by Spark New Zealand Trading Limited.

Doc ID: 529793

1. Purpose of Report

To consider granting an easement over Lots 7 and 8 Deposited Plan 429123 (recreation reserve), in favour of Lot 1 Deposited Plan 27556, being a lease parcel occupied by Spark New Zealand Trading Limited.

Recommendations

That the Vincent Community Board

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

B. Agrees to grant an easement containing the right to convey power and telecommunications, and right of way, over Lots 7 and 8 DP 492123 (recreation reserve) in favour of Lot 1 DP 27556 (Spark New Zealand Trading Limited lease parcel), for $1, subject to:

- The easement being aligned with the lease over Lot 1 DP 27556.

- All costs associated with preparing and registering the easement being met by Spark Trading New Zealand Limited.

- The Minister of Conservation’s consent.

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

2. Background

In 2006 Council agreed to an exchange of land to enhance the layout of the Alexandra Town Belt around Gilligans Gully. The land was then subdivided to enable the exchange to proceed. The land disposed of in the exchange was declassified and is now privately owned.

The land received in the exchange is described as Lots 7 and 8 Deposited Plan (DP) 429123 (Lot 7 and Lot 8). Lot 7 and Lot 8 were classified as recreation reserve and are now held subject to the Reserves Act 1977. Lots 7 and 8 are contained in Record of Title 514253.

In 2002, prior to the exchange, Telecom Mobile Limited (Telecom) leased 105 square metres of the land now contained in Lot 8. The lease area is described as Lot 1 DP 27556 (Lot 1). The lease is registered on Record of Title 514253. Lots 7 and 8, and Lot 1 are shown below in figure 1.

Telecom have constructed a communications station (the station) on the site. The station services the Alexandra basin. Council became the lessor of Lot 1 on transfer and settlement of the exchange.

Renewal of the lease commenced in 2020. During the renewal process it was noted that the lease does not provide the lessee with any right of access over Lot 7 or Lot 8. There is also no legal provision for the conveyance of the services which are connected the station to the utility networks in Gilligans Gully. Effectively, Lot 1 DP 27556 is a landlocked lease parcel.

Figure 1 – Lots 7 & 8 DP 429123 (recreation reserve) and Lot 1 DP 27556 (lease area). Proposed easement shown in red.

To legalise their access and the existing services, Telecom have now applied for an easement over Lots 7 and 8 DP 429123. It is proposed that the easement be granted to provide Telecom with right of way, and the right to convey electricity and telecommunications, over Lots 7 and 8, to Lot 1.

The proposed easement would be aligned with the lease. It would not operate as a separate ongoing right. For example, should the lease be transferred or cancelled, the easement would also transfer or cancel.

Telecom are now known as Spark New Zealand Trading Limited. On renewal, they have asked for the lessee’s detail to be updated accordingly. They have also asked for the proposed easement to be granted in the name of Spark New Zealand Trading Limited as lessee.

3. Discussion

Legal

Section 48 of the Reserves Act 1977 (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 easements over a reserve or any part thereof.

The proposed granting of a right of way is consistent with section 48(1)(b) of the Act which provides for access to ‘any area included in an agreement, lease, or licence granted under the powers conferred by this [the] Act’.

Section 48(1)(d) of the Act authorises the granting of an easement to provide for ‘an electrical installation or work as defined in section 2 of the Electricity Act 1992’.

Section 2 of the Electricity Act 1992 defines an electrical installation as “all fittings beyond the point of supply that form part of a system that is used to convey electricity to a point of consumption”.

The power cables connecting the station to the network in Gilligans Gully convey power to the point of consumption which is inside the boundary of Lot 1. This means the proposal to grant the right to convey power is consistent with the Act.

Section 48A(1)(a) and (b) of the Act authorises the use of a reserve for a communications station. It also authorises the construction masts, and other structures, and works associated with transmission, emission, or reception of communications. This means the proposal to grant the right to convey telecommunications is also consistent with the Act.

Any easement or other right granted under section 48(1) is granted subject to section 48(2) of the Act 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.

Section 48(2) of the Act further requires the proposal to grant the easement to be publicly notified unless:

(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.

The granting of the proposed easement will not materially alter the land nor compromise its use as no new or additional works are required. The proposed easement will legalise rights that should have been created prior to the land exchange.

Council Policy

Lots 7 and 8 DP 429123 and Lot 1 DP 27556 are identified on District Plan Map 2 of Council’s Operative District Plan. It is situated in the Rural Resource Area.

Rule 13.7.11 provides for the construction of Telecommunication and Radiocommunication Structures in Rural Resource Areas. The telecommunications station on Lot 1 DP 27556 is permitted under rule 13.7.11 of the Operational District Plan.

Financial

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

As Spark New Zealand Trading Limited are seeking to legalise the existing access and services it is also proposed the nominal fee also be applied in this instance.

4. Options

Option 1 – (Recommended)

To grant an easement containing the right to convey power and telecommunications, and right of way, over Lots 7 and 8 DP 492123 (recreation reserve) in favour of Lot 1 DP 27556 (Spark New Zealand Trading Limited lease parcel), for $1, subject to:

- The easement being aligned with the lease over Lot 1 DP 27556.

- All costs associated with preparing and registering the easement being met by Spark Trading New Zealand Limited.

- The Minister of Conservation’s consent.

Advantages:

· The lessee’s access will be legalised and the lease parcel will no longer be landlocked.

· The existing services, which are required by the lessee for the purposes of operating their business activity on Lot 1 DP 27556, will be legalised, and protected.

· The lessee will be able to repair and maintain the accessway and/or services as required.

· Represents good business practice which will maintain the relationship between the lessor and lessee.

· The granting of the easement is consistent with section 48(1) of the Reserves Act 1977.

· The business activity on Lot DP 27556 is consistent with section 48(A) of the Reserves Act 1977.

Disadvantages:

· None.

Option 2

To not grant an easement over Lots 7 and 8 DP 492123 (recreation reserve) in favour of Lot 1 DP 27556 (lease parcel).

Advantages:

· None.

Disadvantages:

· The lessee’s access will not be legalised and the lease parcel will remain landlocked.

· The lessee’s services will be not be legalised or protected.

· Would not represent good business practice and could negatively impact the relationship between the lessor and lessee.

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

5. Compliance

Local Government Act 2002 Purpose Provisions	While this decision does not relate to any Local Government Act purpose or provision, it does promote economic wellbeing by enabling the lessee to continue to access and operate their business, and to provide services, from the Council owned lease site.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications for Council relating to this decision as all costs associated with the works and the creation of the easement will be met by the lessee, Spark New Zealand Trading Limited.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The construction of a telecommunications station on recreation reserve is consistent with section 48(A) of the Reserves Act 1977 and is a permitted activity under rule 13.7.11 of Council’s Operative District Plan.
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. As the easement will apply retrospectively to works that were undertaken prior to the land being vested a reserve, consultation in accordance section 48(2) of the Reserves Act 1977 is not required in this instance.

6. Next Steps

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

1. Community Board Approval 09 June 2021

2. Consent of the Minister of Conservation 30 June 2021

3. Applicant advised application approved July 2021

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer - Statutory	Executive Manager - Planning and Environment
6/04/2021	26/05/2021

9 June 2021

21.5.5 Proposed Road Stopping - Unnamed Road off McArthur Road

Doc ID: 522905

1. Purpose of Report

To consider a proposal to stop part of an unnamed unformed road off McArthur Road in accordance with the provisions of the Local Government Act 1974.

Recommendations

That the Vincent Community Board

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

B. Recommends to Council to approve the proposal to stop the western end of the unnamed unformed road off McArthur Road, (outlined in red, in figure 4), in subject to:

- Public notification and advertising in accordance with the Local Government Act 1974.

- No objections being received within the objection period.

- The right of way (new access to Lots 27 and 28) being formed over Lot 4 DP 498411.

- The Road being surveyed into two parcels (“A” and “B”) as shown in figure 3.

- Parcel “A” being amalgamated with new Lot 27 and parcel “B” being amalgamated with new Lot 28 as shown in figure 3.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- An easement (in gross) in favour of (and as approved by) Leaning Rock Services Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- An easement (in gross) in favour of (and as approved by) Rabbit Developments Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- An easement (in gross) in favour of (and as approved by) Pioneer Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- The applicants paying for the land at valuation.

- The applicants paying all costs associated with the stopping.

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

2. Background

McArthur Road provides access to an assortment of farming and lifestyle blocks in Springvale. The first 2.6 kilometres of McArthur Road is sealed. The remaining approximately 3.4 kilometres is gravel.

At the 5.1 kilometre mark an unnamed unformed road adjoins the western side of McArthur Road. The unnamed unformed road (the Road) is highlighted in red below in figure 1. It is a no exit road being approximately one kilometre in length.

Figure 1 – The unnamed unformed legal road off McArthur Road, Springvale.

Lot 1 Deposited Plan (DP) 552897 is located at the western end of the Road. The owners of Lot 1 DP 552897 have obtained approval to subdivide the property into four new lots.

An extract of the subdivision plan showing New Lot 4 at the western end of the Road is shown below in figure 2.

Figure 2 – New Lot 4 (ex Lot 1 DP 552897 as shown in figure 1) and existing Lot 4 DP 498411.

The owners of Lot 4 DP 498411 (adjacent lot) have an agreement to purchase the New Lot 4. On settlement the two Lot 4s will be amalgamated then redeveloped as part of a greater 32 Lot subdivision.

An extract of the 32 Lot plan showing Lots 27 and 28 at the western end of the Road is shown below in figure 3. Access to Lots 27 and 28 (and several other lots) will be provided via a right of way that is to be formed over Lot 3 DP 498411 as a provision of the consent.

Figure 3 – Plan of new Lots 27 and 28 at the western ends of the Unformed Legal Road.

As access to Lots 27 and 28 will be gained via the new right of way, the consent holder has applied to stop a section of the western end of the Road. A plan of the section they propose to stop, which has an area of approximately 1.0370 hectares, is shown below in figure 4.

Figure 4 – Plan of the legal road which the consent holder proposes to stop (outlined in red).

If the stopping is approved the applicant proposes to have the road surveyed into two parcels of approximately 4175 and 6195 square metres each. The proposed parcels are marked “A” and “B” below in figure 5.

The applicants then propose to undertake a boundary adjustment between Lots 27 and 28 and to amalgamate one parcel of stopped road with each lot. This will result in two more regularly shaped parcels of land on completion of the stopping.

A plan of the proposed final boundaries, including the parcels of stopped road, is shown below in figure 5.

Figure 5 – Plan of stopped road parcels contained in regularised Lots 27 and 28 (following boundary adjustment)

3. Discussion

Evaluation of Application

An evaluation of the proposal to stop the Road is shown in the table below.

Item	Criteria to be considered	Evaluation
District Plan	Has the road been identified in the District Plan for any specific use or as a future road corridor?	The Road is shown on District Plan Map 56. No part of the Road identified for any specific purpose or as a future road corridor.
Current Level of Use	Is the road used by members of the public for any reasons?	The Road is not used by members of the public for any reason.
	Does it provide the only or most convenient means of access to any existing lots?	All existing lots adjacent to the Road have dual legal access from the unnamed unformed legal Road and either Vercoe Road or McArthur Road. McArthur Road is the most convenient means of access for most existing lots. Lot 2 476070 and 4 DP 498411 are more conveniently accessed from Vercoe Road. With the exception of Lot 2 DP 476070, which will be accessed from Vercoe Road, and Lot 4 DP 498411, which is being subdivided, all existing lots will retain dual legal access.
	Will stopping the road adversely affect the viability of any commercial activity or operation?	No commercial activity is located on land adjacent to, or accessed from, the Road.
	Will any land become landlocked if the road is stopped?	No.
Future Use	Will the road be needed to service future residential, commercial, industrial or agricultural developments?	On completion of the proposed stopping Lot 2 DP 476070, Lot 4 DP 498411 and New Lot 27 will no longer have legal access from the remaining length of the unformed unnamed road. Access to these lots will be gained via either Vercoe Road or via the right of way that is being formed over Lot 3 DP 498411 in conjunction with 32 Lot subdivision. All other adjacent lots will retain dual legal access from the remaining length of the unnamed unformed road or from McArthur Road which is an existing formed road.
Future Use	Will the road be needed in the future to connect existing roads?	The Road is a no exit road. It does offer any level of connectivity to any other legal road.
Non-traffic Uses	Does the road have current or potential value for amenity functions, e.g., walkway, cycleway, recreational access, access to conservation or heritage areas, park land?	The Road does not provide access to any recreational area, conservation land, or to a heritage area.
	Does the road have potential to be utilised by the Council for any other public work either now or potentially in the future?	The Road does not have the potential to be used for any public work.
	Does the road have significant landscape amenity value?	The Road does not have any significant landscape amenity value.
Access to Waterbody	Does the road provide access to a river, stream, lake or other waterbody?	The Road does not provide access to any type of waterbody.
Access to Waterbody	If so, there is a need to consider Section 345 of the Local Government Act, which requires that after stopping the land be vested in Council as an esplanade reserve	N/A (refer above).
Infrastructure	Does the road currently contain any services or other infrastructure, such as electricity, telecommunications, irrigation or other private infrastructure?	Yes. Aurora Energy Limited have advised that they have underground cables, a ground mounted electricity distribution transformer, and other ancillary equipment in the Road. Three companies have water infrastructure in the Road. They are Leaning Rock Services Limited, Rabbit Developments Limited, and Pioneer Energy Limited.
Infrastructure	Can the existing services or infrastructure be protected by easements?	Yes. Easements can be created to protect the power infrastructure.
Traffic Safety	Does the use of motor vehicles on the road constitute a danger or hazard?	There is no danger or hazard associated with using a motor vehicle on the Road.

Roading Network and Public Access

As shown in the evaluation table, the Road is not identified in the District Plan as being required for any specific use or other roading purpose. The proposal to stop the end of the Road will have no effect on the existing roading network or other parties right of access.

The portion of the Road that the applicants propose to stop does not provide access to a waterbody or to any other land that cannot otherwise be accessed via the preceding length of the Road.

The Road does contain infrastructure belonging to Aurora Energy Limited (Aurora). Protection for this infrastructure is discussed next.

Easements

Aurora Energy Limited (Aurora) have underground cables, a ground mounted electricity distribution transformer and other ancillary equipment in the western end of the Road. The infrastructure comes into the road via Lot 4 DP 498411. A plan of Aurora’s infrastructure is shown in red and blue below in figure 6.

Figure 6 – Aurora Infrastructure in the section of road which the applicant proposes to stop

If the application to stop the end of the Road is successful Aurora will require an easement (in gross) over the areas marked “A” and “B”. This will protect the existing infrastructure and provide Aurora with right to access the land for the purpose of managing their network.

An indicative plan of the easement (in gross) in favour of Aurora over Sections “A” and “B” is outlined in pink below in figure 7.

Figure 7 – Indicative plan of easement (in gross) in favour of Aurora

Leaning Rock Services Limited have a potable water supply running through the Road. This supply has been installed as part of the 32 Lot subdivision. It will service new Lots 27 and 28.

The potable supply pipe runs adjacent to the electrical infrastructure shown above in figure 7.

Rabbit Developments Limited and Pioneer Energy Limited both have irrigation infrastructure in the Road. The irrigation infrastructure services a variety of properties in the area. The irrigation infrastructure also runs adjacent to the electrical infrastructure shown in figure 7.

All three water companies have confirmed that their infrastructure can be protected by the registration of easements (in gross) if the stopping is approved.

Legislation and Policy

Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is as follows:

The Local Government Act 1974 road stopping procedure shall be adopted if one or more of the following circumstances shall apply:

a) Where the full width of road is proposed to be stopped and public access will be removed as a result of the road being stopped; or

b) The road stopping could injuriously affect or have a negative or adverse impact on any other property; or

c) The road stopping has, in the judgment of the Council, the potential to be controversial; or

d) If there is any doubt or uncertainty as to which procedure should be used to stop the road.

The Local Government Act process requires public notification of the proposal. This involves erecting signs at each end of the road to be stopped, sending letters to adjoining owners/occupiers and at least two public notices a week apart in the local newspaper. Members of the public have 40 days in which to object.

The Public Works Act 1981 road stopping procedure may be adopted when the following

circumstances apply:

e) Where the proposal is that a part of the road width be stopped and a width of road which provides public access will remain.

f) Where no other person, including the public generally, are considered by the Council in its judgment to be adversely affected by the proposed road stopping;

g) Where other reasonable access will be provided to replace the access previously provided by the stopped road (i.e. by the construction of a new road).

As the full width of the end of the road is to be stopped and public access removed, it is proposed that Local Government Act 1974 procedure be adopted for this application.

An application to stop a road under the Local Government Act 1974 requires public consultation with the members of the public having a right to object to proposal.

Council’s Roading Policy states that:

If an objection is received then the applicant will be provided with the opportunity to consider the objection and decide if they wish to continue to meet the costs for the objection to be considered by the Council and the Environment Court.

If an objection is received and it is accepted by the Council then the process will be halted and the Council may not stop the road.

If the objection is not accepted by the Council then the road stopping proposal must be referred to the Environment Court for a decision. The applicant is responsible for meeting all costs associated with defending the Council’s decision in the Environment Court.

Financial

In accordance with legislation and policy, the applicants are required to pay all costs associated with the proposal to stop the Road. Road stopping costs include valuation, survey, legal and consultancy fees. In this instance, costs will also include those associated with:

· creating and erecting signs at each end of the road to be stopped;

· sending letters to adjoining owners/occupiers; and,

· publishing the two public notices in a local newspaper.

4. Options

Option 1 – (Recommended)

That the Vincent Community Board recommends to Council to approve the proposal to stop the end of the unnamed unformed road off McArthur Road subject to:

- Public notification and advertising in accordance with the Local Government Act 1974.

- No objections being received within the objection period.

- The right of way (new access to Lots 27 and 28) being formed over Lot 4 DP 498411.

- The Road being surveyed into two parcels (“A” and “B”) as shown in figure 3.

- Parcel “A” being amalgamated with new Lot 27 and parcel “B” being amalgamated with new Lot 28 as shown in figure 3.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- An easement (in gross) in favour of (and as approved by) Leaning Rock Services Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- An easement (in gross) in favour of (and as approved by) Rabbit Developments Limited being registered over the areas marked “A” and “B” as shown in figure 7.

- An easement (in gross) in favour of (and as approved by) Pioneer Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7.

The applicants paying for the land at valuation.

- The applicants paying all costs associated with the stopping.

Advantages:

· The newly formed right of way over Lot 4 DP 498411 will provide access to Lots 27 and 28 (and to other lots in the 32 Lot subdivision).

· All costs associated with the stopping will be paid by the applicants.

· The income received will be used to address other public roading issues.

Disadvantages:

· None.

Option 2

To not recommend to Council to approve the proposal to stop the unnamed unformed road off McArthur Road.

Advantages:

· None.

Disadvantages:

· The applicant’s occupations of the unformed legal road will not be legalised.

· Additional income will not be available to address other public roading issues.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by generating income from the disposal of land that is held, (but not required) for roading purposes, and where it has limited other use.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no negative financial implications associated with the recommended option. The applicants are required to pay market value for the land, and all other associated costs.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Road Stopping Policy applies to this application. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Local Government Act 1974, has been chosen.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop the western end of the unnamed unformed road.
Risks Analysis	No risks to Council are 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. Public notices and advertising in accordance with the provisions of the Local Government Act 1974 will be posted. Notice of the completed road stopping will be published in the New Zealand Gazette.

6. Next Steps

1. Community Board Approval June 2021

2. Council Approval June 2021

3. Public Notification Commences July 2021

4. Public Notification Period Ends August 2021

5. Valuation Late August 2021

6. Survey September/October 2021

7. Survey Plan Approved Late 2021

8. Gazette notice published Early 2022

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Julie Muir
Property Officer - Statutory	Executive Manager – Infrastructure Services
24/05/2021	24/05/2021

9 June 2021

21.5.6 Proposed Road Stopping - Unnamed Road off Earnscleugh Road

Doc ID: 522835

1. Purpose of Report

To consider a proposal to stop an unnamed unformed road off Earnscleugh Road in accordance with the Local Government Act 1974.

Recommendations

That the Vincent Community Board

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

B. Recommends to Council to approve the proposal to stop the unnamed unformed road off Earnscleugh Road subject to:

- Public notification and advertising in accordance with the Local Government Act 1974.

- No objections being received within the objection period.

- Easements (in gross) in favour of (and as approved by) Earnscleugh Irrigation Society being registered the areas marked “A”, “B”, and “C” in figure 5.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over Lot 3 DP 352186 and the area marked “B” as shown in figure 5.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the area marked “C” as shown in figure 6.

- The Road being surveyed into three parcels (“A”, “B”, and “C”), and amalgamated in accordance with the plan shown in figure 3.

- Each applicant paying for their respective parcel of land at valuation.

- The applicants sharing all other costs associated with the stopping.

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

2. Background

An unnamed unformed road runs parallel to the northern end of Earnscleugh Road. Legal access to the unnamed road (the Road) can be gained from either Earnscleugh or Fruitgrowers Road. It is a short road, approximately 320 metres in length having an area of just over 6000 square metres.

The Road is shown highlighted in red below in figure 1.

Figure 1 – The unnamed unformed road off Earnscleugh Road

The Road dissects Records of Titles OT13B/77, 214078, and 275687. The greater portion of each of these titles is located on the western side of the Road. A small, alienated parcel of land belonging to each record of title is located on the eastern side of the Road.

A fourth parcel of land sits to the north of the alienated parcels. Part of Fruitgrowers Road has been formed over the parcel. The land is Bridge Reserve, held in the name of Land Information New Zealand (LINZ).

A plan of the dissected Records of Titles is shown in figure 2 below.

Figure 2 – Records of Titles OT13B/77, 214078, and 275687

The owners of Records of Titles OT13B/77, 214078, and 275687, have now applied (individually and jointly) to stop the section(s) of the Road between their dissected land parcels.

A plan of the proposed stopping is shown below in figure 3. The plan provides for the road to be surveyed into three new lots. The new lots would then be amalgamated with the adjoining record of title to provide each applicant with a single undissected title.

Figure 3 – Plan of proposed stopping

3. Discussion

Evaluation of Application

An evaluation of the proposal to stop the Road is shown in the table below.

Item	Criteria to be considered	Evaluation
District Plan	Has the road been identified in the District Plan for any specific use or as a future road corridor?	The Road is shown on District Plan Maps 9 and 10. It is not identified for any specific purpose or as a future road corridor.
Current Level of Use	Is the road used by members of the public for any reasons?	The Road is not used by members of the public for any reason.
	Does it provide the only or most convenient means of access to any existing lots?	The Road does not provide access to any other land than that owned by the Applicants.
	Will stopping the road adversely affect the viability of any commercial activity or operation?	No commercial activity is located on land adjacent to, or accessed from, the Road.
	Will any land become landlocked if the road is stopped?	No.
Future Use	Will the road be needed to service future residential, commercial, industrial or agricultural developments?	Access to any potential development would be gained from the already formed Fruitgrowers and Earnscleugh Roads.
Future Use	Will the road be needed in the future to connect existing roads?	The Road does offer any greater level of connectivity than already exists.
Non-traffic Uses	Does the road have current or potential value for amenity functions, e.g., walkway, cycleway, recreational access, access to conservation or heritage areas, park land?	The Road has no existing or future recreational or amenity potential functions. The area is serviced by a variety of cycling and walking tracks. The well-established Millennium Track links Clyde to Alexandra and provides recreational access to the Clutha River Mata-Au. Marked cycle paths also direct walkers and cyclists to the start of the Rail Trail at the Clyde Railhead. Once completed, the Cromwell Gorge Cycle Trail will enhance the existing connectivity. A myriad of informal tracks through reserves along the banks of the Clutha Mata-Au River provide additional recreational opportunities.
	Does the road have potential to be utilised by the Council for any other public work either now or potentially in the future?	The Road does not have the potential to be used for any other public work.
	Does the road have significant landscape amenity value?	The Road does not have any significant landscape amenity value.
Access to Waterbody	Does the road provide access to a river, stream, lake or other waterbody?	The Road does not provide access to any waterbody.
Access to Waterbody	If so, there is a need to consider Section 345 of the Local Government Act, which requires that after stopping the land be vested in Council as an esplanade reserve	N/A (refer above).
Infrastructure	Does the road currently contain any services or other infrastructure, such as electricity, telecommunications, irrigation or other private infrastructure?	Yes. The Earnscleugh Irrigation Company Limited has a waterpipe in the Road. Aurora Energy Limited have lines running across the road. The lines services houses owned by two of the Applicants.
Infrastructure	Can the existing services or infrastructure be protected by easements?	Yes. Easements will be created to protect the irrigation and power infrastructure.
Traffic Safety	Does the use of motor vehicles on the road constitute a danger or hazard?	There is no danger or hazard associated with using a motor vehicle on the Road.

As shown in the evaluation table, the Road is not identified or required for any other roading purpose. The proposal to stop the Road will have no effect on the existing roading network. It does not provide access to a waterbody or to any public or other land that cannot be otherwise accessed via Fruitgrowers or Earnscleugh Roads.

The Road does contain infrastructure belonging to the Earnscleugh Irrigation Company Limited and to Aurora Energy Limited (Aurora). Protection for this infrastructure is discussed next.

Easements

The Earnscleugh Irrigation Company Limited (the Company) have an irrigation main running the length of the Road. The irrigation main services the Earnscleugh district. When the main was constructed, the Company had its coordinates mapped and recorded by a surveyor.

If the application to stop the Road is successful the Company will require an easement (in gross) over the areas marked “A, “B”, and “C”. The Company have advised that they have a standard easement agreement which can be registered to protection the main. The easement will also provide the Company with ongoing right of access to manage and maintain the main.

Aurora have a power network running along Earnscleugh Road. All three applicants are connected to this network. The network and the connections to the applicant’s properties are shown in red below in figure 4.

Figure 4 – Extract of Aurora’s network shown in red

If the application to stop the Road is successful Aurora will require easements (in gross) over Lot 3 DP 352186 and the area marked “B”, and over the area marked “C”. This will protect the existing infrastructure and provide Aurora with right to access the land for the purpose of managing and maintain their network.

An indicative plan of the easement over Lot 3 DP 352186 and the area marked “B is outlined in blue below in figure 5. This easement will need to be registered against the Murray and Stewart’s record of title.

Figure 5 – Indicative plan of easement over Lot 3 DP 352186 and the area marked “B”

An indicative plan of the easement over the area marked “C” is outlined in blue below in figure 6. This easement will need to be registered against the Kiener’s record of title.

Figure 6 – Indicative plan of easement over the area marked “C”

Legislation and Policy

Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is as follows:

The Local Government Act 1974 road stopping procedure shall be adopted if one or more of the following circumstances shall apply:

a) Where the full width of road is proposed to be stopped and public access will be removed as a result of the road being stopped; or

b) The road stopping could injuriously affect or have a negative or adverse impact on any other property; or

c) The road stopping has, in the judgment of the Council, the potential to be controversial; or

d) If there is any doubt or uncertainty as to which procedure should be used to stop the road.

The Public Works Act 1981 road stopping procedure may be adopted when the following

circumstances apply:

e) Where the proposal is that a part of the road width be stopped and a width of road which provides public access will remain.

f) Where no other person, including the public generally, are considered by the Council in its judgment to be adversely affected by the proposed road stopping;

g) Where other reasonable access will be provided to replace the access previously provided by the stopped road (i.e. by the construction of a new road).

As the full width of the road is to be stopped and public access removed, it is proposed that Local Government Act 1974 procedure be adopted for this application.

An application to stop a road under the Local Government Act 1974 requires public consultation with the members of the public having a right to object to proposal.

Council’s Roading Policy states that:

If an objection is received and it is accepted by the Council then the process will be halted and the Council may not stop the road.

Financial

In accordance with Legislation and Policy, the applicants are required to pay all costs associated with the proposal to stop the Road. Road stopping costs include valuation, survey, legal and consultancy fees. In this instance, costs will also include those associated with:

· creating and erecting signs at each end of the road to be stopped;

· sending letters to adjoining owners/occupiers; and,

· publishing the two public notices in a local newspaper.

4. Options

Option 1 – (Recommended)

That the Vincent Community Board recommends to Council to approve the proposal to stop the unnamed unformed road off Earnscleugh Road, subject to:

- Public notification and advertising in accordance with the Local Government Act 1974.

- No objections being received within the objection period.

- Easements (in gross) in favour of (and as approved by) Earnscleugh Irrigation Society being registered the areas marked “A”, “B”, and “C” in figure 5.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over Lot 3 DP 352186 and the area marked “B” as shown in figure 5.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the area marked “C” as shown in figure 6.

- The Road being surveyed into three parcels (“A”, “B”, and “C”), and amalgamated in accordance with the plan shown in figure 3.

- Each applicant paying for their respective parcel of land at valuation.

- The applicants sharing all other costs associated with the stopping.

Advantages:

· Public thoroughfare is maintained via the existing formed roading network.

· Provision has been made for the protection of the existing utility networks.

· Legal road will no longer dissect the applicant’s records of titles.

· All costs associated with the stopping will be paid by the applicants.

· The income received will be used to address other public roading issues.

Disadvantages:

· None.

Option 2

To not recommend to Council to approve the proposal to stop the unnamed unformed road off Earnscleugh Road.

Advantages:

· None.

Disadvantages:

· Legal road will continue to dissect the applicant’s records of titles.

· Additional income will not be available to address other public roading issues.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by generating income from the disposal of land that is held (but not required) for roading purposes which has limited other use.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No negative financial implications for are related to the recommended option. The applicants are required to pay market value for the land, as well as all other associated costs.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Road Stopping Policy applies to this application. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Local Government Act 1974, has been chosen.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop this short unnamed unformed road.
Risks Analysis	No risks to Council are 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. Public notices and advertising in accordance with the provisions of the Local Government Act 1974 will be posted. Notice of the completed road stopping will be published in the New Zealand Gazette.

6. Next Steps

1. Community Board approval June 2021

2. Council approval June 2021

3. Public Notification commences July 2021

4. Public Notification Period ends August 2021

5. Valuation Late August 2021

6. Survey September/October 2021

7. Survey Plan approved Late 2021

8. Gazette notice published Early 2022

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Julie Muir
Property Officer - Statutory	Executive Manager – Infrastructure Services
24/05/2021	24/05/2021

9 June 2021

21.5.7 Proposed Road Stopping and Legalisation - Mutton Town Road

Doc ID: 533961

1. Purpose of Report

To consider a proposal to legalise the existing formation of the northern end of Mutton Town Road and to stop a portion of legal road adjacent to the proposed legalisation.

Recommendations

That the Vincent Community Board

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

B. Agrees to:

1. Legalise the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde by taking the land shown as Section 2 in figure 3, being approximately 3008 square metres, and vesting it as legal road, subject to:

- Approval of the Minister of Health.

- Council paying the Southern District Health Board’s legal fees.

- Ngāi Tahu approval.

- Waka Kotahi New Zealand Transport Agency agreeing to remove the reference to gazette notice 440764 and/or approval to the vesting.

2. Stop approximately 4970 square metres of Mutton Town Road, shown as Section 1 in figure 3, subject to:

- The legalisation of the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde.

- Council and the applicants sharing the survey costs, LINZ fees, and the costs of the LINZ Accredited Supplier.

- Each party to the stopping paying their own legal costs.

- The applicants paying for the land at valuation ($300,000 plus GST (if any)).

- The road to be stopped being amalgamated with Record of Title OT17D/237

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

2. Background

Mutton Town Road (the Road) adjoins the western side of the Clyde-Alexandra Road, about 5.5 kilometres north of the Alexandra township. The Road is a sealed road being approximately 1.3 kilometres long. At its northern end the Road intersects Hospital Street then joins Sunderland Street. An overview of the Road is shown below in figure 1.

Figure 1 – Overview of Mutton Town Road.

At its northern end, much of the Road has been formed over Section 3 Block LV (55) Town of Clyde (Section 3). Section 3 is owned by the Southern District Health Board. When legal road is formed over private property it is called an encroachment. Most encroachments are historic.

The Public Works Act 1981 provides for the legalisation of encroachments. To legalise an encroachment the land under the formed road can be taken (purchased) and vested as legal road. The encroachment can be seen below in figure 2.

Figure 2 – The northern end of Mutton Town Road as formed over Section 3 Block LV Town of Clyde.

In 2019 the owners of Lot 2 Deposited Plan (DP) 18990 (the applicants) applied to stop the legal road adjacent to their property. In conjunction with the stopping, the applicants proposed that Council legalise the encroachment. A plan of the applicant’s proposal is shown below in figure 3.

Figure 3 – Applicant’s plan of the proposed stopping and legalisation.

Legalisation

As the proposed stopping is subject to the legalisation of the encroachment, the Southern District Health Board (SDHB) were notified of the proposal. The SDHB were given a copy of the plan shown in figure 3 and were asked if they would agree to Council purchasing Section 2 in accordance with the Public Works Act 1981.

The SDHB advised that disposal of any Health Board land requires a resolution of their Board, and the approval of the Minister of Health. To understand the full implication of the legalisation the SDHB asked Council to advise how much compensation would be paid for the land.

Valuers were then engaged, and the value of Section 2 determined at $27,500 plus GST (if any). On consideration, the SDHB accepted the valuation and resolved to dispose of the land.

The SDHB further advised that they will obtain ministerial approval to dispose of the land on receipt of the associated Sale and Purchase Agreement.

Record of Title OT4C/1309

Section 3 is part of record of title OT4C/1309, which is Crown land. Crown land is subject to the Ngāi Tahu Claims Settlement Act 1998. This means Ngāi Tahu have the right of first refusal to the land which is required for the purpose of legalising the formed road. For the SDHB to dispose of the land they will also require a waiver from Ngāi Tahu.

In addition to Ngāi Tahu’s approval, the SDHB will also require the consent of LINZ to remove a memorial from the record of title that relates to water race inspection and maintenance rights, and from Waka Kotahi New Zealand Transport Agency (Waka Kotahi), to remove a reference to gazette notice 440764.

The reference to gazette notice 440764 relates to when State Highway 8 passed across the front of the SDHB land prior to being realigned during construction of the Clyde Dam. While the reference is no longer applicable, Waka Kotahi must either consent to the removal of the reference, or consent to the land being taken being declared road.

Applicant’s Confirmation

The applicants have since been advised that the SDHB have agreed to the legalisation of the formed road. They were also advised that Section 1, the road to be stopped, had been valued at $300,000 plus GST (if any). As a considerable period of time has passed since the application was lodged, the applicants were also asked to confirm that they wanted to proceed with the stopping.

The applicants have now accepted the valuation and have confirmed they would like to proceed with the stopping.

3. Discussion

Legislation and Policy

Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is outlined in section 8.5 of Council’s Roading Policy. The options are as follow:

The Local Government Act 1974 road stopping procedure shall be adopted if one or more of the following circumstances shall apply:

a) Where the full width of road is proposed to be stopped and public access will be removed as a result of the road being stopped; or

b) The road stopping could injuriously affect or have a negative or adverse impact on any other property; or

c) The road stopping has, in the judgment of the Council, the potential to be controversial; or

d) If there is any doubt or uncertainty as to which procedure should be used to stop the road.

The Public Works Act 1981 road stopping procedure may be adopted when the following

circumstances apply:

e) Where the proposal is that a part of the road width be stopped and a width of road which provides public access will remain.

f) Where no other person, including the public generally, are considered by the Council in its judgment to be adversely affected by the proposed road stopping;

g) Where other reasonable access will be provided to replace the access previously provided by the stopped road (i.e. by the construction of a new road).

It is proposed that Public Works Act 1981 procedure be adopted for this application for the following reasons:

· The proposal is to stop part of the road width only.

· Public access will not be adversely affected.

· The existing formation (encroachment) of Mutton Town Road will be legalised in conjunction with the stopping.

The Public Works Act 1981 further provides for legal road to be stopped, sold, and amalgamated with an adjacent title. In this instance, the stopped road would be amalgamated with the applicants Record of Title OT17D/237.

Financial

Council’s Roading Policy determines that the applicant is responsible for all costs and expenses associated with the road stopping. It also states that Council may, in its discretion, determine that there is an element of public benefit to the proposed road stopping, and may agree to share those costs.

As the application to stop part of the Road is subject to the legalisation of the formed road it is proposed that the survey, LINZ fees, and gazettal costs be shared between Council and the applicants.

It proposed that the applicants and Council meet their own legal costs, with Council also meeting the SDHB’s legal costs. On that basis, Council’s shared of the legal fees is estimated to be approximately $3,800.

A summary of the estimated costs (exclusive of GST) are shown in the table below.

Table 1 – Summary of Costs

4. Options

Option 1 – (Recommended)

To agree to:

3. Legalise the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde by taking the land shown as Section 2 in figure 3, being approximately 3008 square metres, and vesting it as legal road, subject to:

- Approval of the Minister of Health.

- Council paying the Southern District Health Board’s legal fees.

- Ngāi Tahu approval.

- Waka Kotahi New Zealand Transport Agency agreeing to remove the reference to gazette notice 440764 and/or approval to the vesting.

4. Stop approximately 4970 square metres of Mutton Town Road, shown as Section 1 in figure 3, subject to:

- The legalisation of the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde.

- Council and the applicants sharing the survey costs, LINZ fees, and the costs of the LINZ Accredited Supplier.

- Each party to the stopping paying their own legal costs.

- The applicant’s paying for the land at valuation ($300,000 plus GST (if any)).

- The road to be stopped being amalgamated with Record of Title OT17D/237.

Advantages:

· The existing formation (encroachment) of Mutton Town Road will be legalised.

· Income received from the associated stopping will fund the legalisation, with the balance then being available to address other road encroachment or access issues.

· Once the encroachment is legalised, the road which the applicants propose to stop will not be required for roading purposes.

· Legalising the encroachment and stopping the road as one project will reduce costs.

· Recognises the provisions of Council’s Roading Policy.

· The proposal is consistent with the Public Works Act 1981.

Disadvantages:

· None, as the stopping will not have any effect on the existing formation of the road, and a roading corridor approximately 23 metres wide will be retained.

Option 2

To not agree to legalise the encroachment of Mutton Town Road or to stop the road adjacent to Record of Title OT17D/237.

Advantages:

· None, as the stopping will not have any effect on the existing formation of the road, and a roading corridor approximately 23 metres wide will be retained.

Disadvantages:

· The existing formation (encroachment) of Mutton Town Road will not be legalised (or funded by the associated stopping).

· Additional income (the balance) will not be available to address other road encroachment or access issues.

· Does not recognise the provisions of Council’s Roading Policy.

· Does not recognise that the proposal is consistent with the Public Works Act 1981.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by generating income from the disposal of land that is held (but not required) for roading purposes which has limited other use.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no negative financial implications related to the recommended option. The applicants are required to pay market value for the land, as well as all other associated costs. The income received from disposing of the road adjacent to Lot 2 DP 18990 will fund the legalisation of the portion of Mutton Town Road that is formed over Section 3 Block LV (55) Town of Clyde. The balance of funds will then be available to address other encroachment or access issues.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Road Stopping Policy applies to this application. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Public Works Act 1981.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop this short unnamed unformed road.
Risks Analysis	No risks to Council are 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. Notice of the completed road stopping will be published in the New Zealand Gazette.

6. Next Steps

1. Community Board approval June 2021

2. Council approval June 2021

3. Survey and LINZ Accredited Supplier engaged September/October 2021

4. Survey Plan approved Late 2021

5. Gazette notice published Early 2022

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Julie Muir
Property Officer - Statutory	Executive Manager - Infrastructure Services
24/05/2021	24/05/2021

9 June 2021

21.5.8 Hardship Grant Application for Alexandra District Museum Inc.

Doc ID: 532332

1. Purpose of Report

To consider a hardship grant application from the Alexandra District Museum Inc.

Recommendations

That the Vincent Community Board

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

B. Declines a hardship grant application request of $18,364 plus GST.

2. Background

Alexandra District Museum Incorporated (ADMI), operating as Central Stories Museum and Art Gallery, has received an annual grant from Central Otago District Council since 2005. The grant amount from the Vincent Community Board for the past three years has been $73,451.52 plus GST per annum, which is in addition to the annual grant received from the Council, of $48,967.80 per annum. Both grants contribute to the operational costs of the museum and art gallery and are linked to service level agreements with the Council and Community Board respectively.

The Central Stories website states, “Central Stories is the major public art gallery for Central Otago. It is the main public Museum for the Central Otago region covering human and natural history with features on gold mining, gold dredging, geology and an indoor enclosure for live Otago Skinks. The Good Art Shop features exclusive and quality artworks and bespoke quality craft items”.^{^[1]}

3. Discussion

The 2019 Grants Policy requires all community and promotions grant funding be allocated through a contestable process at six-monthly funding rounds, in October and April each year. The transition to this funding timeline will commence from the adoption of the 2021-2031 Long-term Plan from 1 July 2021. As this is a change in operational timelines for Council funding rounds, a hardship grant application has been set up for groups who have been reliant on Council grants to pay staff wages and will be at risk of being unable to continue operating in the short-term until alternative funding is sourced.

The hardship grant application process is independent to Council and community board contestable grant funding rounds and will not influence future eligibility in these decision-making processes. However, any hardship grant funding will be sourced from contestable grant budgets, thus reducing the amount of funding for future distribution.

ADMI has applied to both the Council and Vincent Community Board for hardship grants to enable their continued operation until their grant applications to Council and the community board contestable funding rounds can be heard.

ADMI has applied for a total of $30,606 in hardship grant funding to cover operating costs for three months (July through September) – $12,242 from Council and $18,364 from the Vincent Community Board. According to ADMI’s three monthly profit and loss report, the average monthly cost to keep the doors open and staff paid is approximately $10,675. Council met on 5 May 2021 to consider ADMI’s hardship application, and decided to leave it to lie on the table until Council Long-term Plan deliberations have taken place in June. The report will be reconsidered at the 30 June 2021 Council meeting.

ADMI’s financial balance sheet as of 31 March 2021 (Appendix 2) states that the group has $215,429 in the bank. According to the Trust’s accountant, ADMI currently has $180,000 in the bank which is tagged to the Elizabeth Heafy Bequest (Appendix 7), which means that ADMI has $35,429 left in the bank for operational expenses. It is understood that while money from the Elizabeth Heafy Bequest was not bequeathed for any specific purpose, the Trust Board resolved “that the Heafy Bequest monies be retained as a capital investment with the interest being accumulated to purchase a specific artwork or artifact acquisition for the Museum Collection” (Appendix 5). It is not the preference of the Trust to use these funds for operational expenses.

It should be noted however that the purpose of this hardship grant is to tide community organisations over who have no other options to continue operating, based on demonstrated financial need and where there is a clear gap in funding.

ADMI’s financial report demonstrates that in addition to the funding they receive from Council and the Vincent Community Board, they have also received grants from external sources over the past 12 months to assist them to carry out their activities.

During the first quarter of the 2021/22 financial year, projects that ADMI intends to carry out include:

· Refreshing existing and establish new exhibits/displays in the museum

· “Winterstella” exhibition

· Arts Gold Awards

· Activities supporting the 65^th Anniversary of the Alexandra Blossom Festival

4. Options

Option 1 – (Recommended)

Council declines a grant request of $18,364 plus GST to ADMI.

Advantages:

· This decision is in line with Council’s hardship grant application criteria, which states that “grants will be awarded based on demonstrated financial need where it is clear that the gap in funding will severely threaten the applicant’s ability to operate”.

· The community board’s grant budgets would remain intact for the community grants funding round, which opens on 1 July 2021.

Disadvantages:

· ADMI may need to use funds from the Elizabeth Heafy Bequest to cover operating costs until such time as alternative grant funding opportunities become available. Note they have at the time of application $35,429 excluding the Heafy Bequest and any use would be minimal.

Option 2

The community board approves a grant request of $18,364 plus GST to ADMI.

Advantages:

· ADMI will not have to use funds from the Elizabeth Heafy Bequest for operational costs.

Disadvantages:

· Any allocated funds will be removed from the contestable funding round that will open 1 July 2021.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic, and environmental wellbeing of communities, in the present and for the future by ‘awarding grants primarily for ‘local community infrastructure’ and ‘local services’ as these are interpreted in the Central Otago context.’
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes, the community board has agreed to use budgeted funds in the 2021-2031 Long-term Plan for hardship grant applications. Funds will be made available 1 July 2021.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the recommended decision is consistent with the Central Otago District Council Grants Policy.
Considerations as to sustainability, the environment and climate change impacts	There are no implications.
Risks Analysis	There is no perceived risk to this decision.
Significance, Consultation and Engagement (internal and external)	This application does not require consultation and is not considered significant.

6. Next Steps

The community board agrees on and resolves the grant amount for the applicant.

The applicant will be advised in writing of the community board’s decision, with information about any conditions applied to the approved grant, and the process for uplifting the grant if relevant.

If approved, payment of the approved grant is made once an invoice is received.

7. Attachments

Appendix 1 - ADMI Hardship Grant Application.pdf ⇩

Appendix 2 - ADMI - Profit and Loss Jan to March 2021.pdf ⇩

Appendix 3 - ADMI Elizabeth Heafy Bequest Letter.pdf ⇩

Appendix 4 - ADMI Elizabeth Heafy Bequest spreadsheet.pdf ⇩

Appendix 5 - ADMI Elizabeth Heafy Resolution 2 April 2001.pdf ⇩

Appendix 6 - SLA between ADMI and VCB - Signed and Final.pdf ⇩

Appendix 7 - ADMI Flannery Tait letter regarding Heafy Bequest.pdf ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Sanchia Jacobs
Community Development Officer	Chief Executive Officer
28/04/2021	28/05/2021

9 June 2021

21.5.9 Hardship Grant Application Alexandra Blossom Festival

Doc ID: 530806

1. Purpose of Report

To consider an application from Alexandra Blossom Festival Incorporated for a ‘hardship’ grant to fund activities and operational expenses for the period of 1 July to 30 September 2021.

Recommendations

That the Vincent Community Board

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

B. Declines a hardship grant of $26,000 to Alexandra Blossom Festival Incorporated for the 2021 Blossom Festival event.

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 closed for public consultation on 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 submissions have been heard 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 Alexandra Blossom Festival has received an annual grant of $26,000 + GST plus council covers the costs for advertising for road closures. Their grant would normally be released once the Committee had completed a satisfactory report back to the Board on the previous year’s event.

The Board agreed that in future all grants would be managed through the contestable process and that a separate budget for the Alexandra Blossom Festival would no longer exist. The proposed 2021-2022 Vincent Promotions Budget is now set at a total of $31,000, subject to confirmation through the LTP process.

Applicants are 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 Committee being unable to make an application through the contestable process prior to the 2021 Blossom Festival event being held in September. They have therefore made an application for a hardship grant to be applied to infrastructure costs associated with the 2021 festival. (Appendix 1)

The Committee has requested a grant of $26,000. The end of financial year report dated 31 December 2020 and a draft event budget is supplied with the application. The group’s current financial statement confirms it has an accumulated surplus of $176,798. 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, and in addition, to make a donation towards a community project to meet their principal sponsor and festival rules.

3. Discussion

The Alexandra Blossom Festival is the longest running community festival of its kind in New Zealand, celebrating its 65^th year in September 2021. It has received a grant from the Vincent Community Board for many years through a separate budget item included in Long Term Plan Budgets for the event. The Blossom Festival faced insolvency in 2009/2010 when a loss of approximately $73,000 was incurred, requiring Council support to navigate the event back to a viable state with a new committee and under new event management.

Since then, the event has remained profitable and accrued an accumulated surplus of $176,798 as recorded in the annual report for year ending December 2020. Despite the impacts from COVID-19 on the 2020 event a small retained profit was achieved. The Committee is well underway with planning for the 2021 event which will be a bigger celebration to mark the 65^th year the festival has run. The Committee made a successful application to the Southern Lakes Regional Events fund and has applied this to securing additional entertainment to add to the event offering.

The application states that despite a healthy cash reserves balance, the Committee wishes to retain these for the future of the Festival in case of an unavoidable event causing a significant loss, and to allow it to fulfil its commitment to support a project for the benefit of the Alexandra Community.

The Committee has stated in its application that the risk of a last-minute cancellation would incur a financial loss in the region of $100,000 for the event. Staff note that there may be options to insure against loss for some adverse events and that this should be investigated as a way of potentially mitigating the risk.

The committee also states that under its rules, and the requirements of its principle sponsor it has an objective of applying surpluses for the benefit of the Alexandra Community. Whilst indicated that there is a project they are looking to grant $50,000 to, there are no details as to what that might be. Applying event profits to community projects is laudable, however it is considered that whilst the event continues to seek and receive ratepayer funding the gifting of grants is in conflict with the purpose of the grants programme.

The Committee has a strong record of facilitating a much-loved community event, however the Board should also be mindful of being seen as the ongoing funder and in particular when the event has sufficient reserves it could utilise instead of ratepayer funds.

In assessing the requested grant, staff took into consideration the value of the Blossom Festival event to the community and the impact on potential further applications once the first full round of funding becomes available for application in July 2021. With a reduced promotions budget pool totalling $31,000 in the LTP, it would leave $5,000 only for its advertised contestable funding round in July 2021 should the Board agree to grant the amount requested.

It is safe to assume multiple applications are likely to be made to the advertised funding round in July 2021, resulting in an oversubscribed application round. This is 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 all applications to ensure the strongest possible promotional outcomes are achieved from its grant’s programme.

Staff reviewed the draft event budgets and financial statements supplied and additionally considered the amounts the Board has previously agreed to fund for operational event infrastructure costs. This was then cross checked in context, whereby this grant request needs to demonstrate financial hardship. With the committee having built up some significant financial reserves, it is considered that declining the requested grant is the preferred option.

A draft event budget is supplied with the hardship application which indicates an estimated shortfall of $28,000 should they not receive a grant from the Board. A contingency is included in the draft budget of $10,000. If removed that would leave an estimated shortfall of $18,000 unless adjustments are made to reduce costs in some areas or additional sponsorship, income or grants are sourced.

The event has ongoing community support and the committee should continue its efforts to obtain sponsorship, in kind support and / or investigates other options for increasing income or reducing costs of the event. The committee would be able to apply for grant funding for future events through the normal advertised funding rounds.

If declined as recommended the committee 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 declines to grant any funds to Alexandra Blossom Festival Incorporated on the basis that it can 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 Committee has sufficient unallocated reserves to cover all its costs outlined in the draft event 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. The Blossom Festival Committee may apply to that grant round for the 2022 event.

· 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 scaling back or cancellation of an event the community has shown its ongoing support for.

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

Option 2

The Board considers the application and approves a partial grant to a lesser amount than that requested by Alexandra Blossom Festival Incorporated for the September 2021 event infrastructure costs.

Advantages:

· A reduced amount of grant funding is awarded to enable the event to go ahead.

· The Board acknowledges the Committee 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 committee for this event.

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

· The Committee may be unable to secure additional sponsorship, in kind support or grants to allow the 65^th Alexandra Blossom Festival event to be held as intended.

· The Committee’s long term financial stability may be at increased risk should adverse events impact on activities.

· The Committee may perceive the Board no longer supports its activities and it may lose community support, sponsorship or contractors as a result.

Option 3

That the Board considers the application from Alexandra Blossom Festival Incorporated and approves a grant to the requested amount of $26,000 to support the Alexandra Blossom Festival 2021 event infrastructure costs.

Advantages:

· The 65^th annual Alexandra Blossom Festival event will be held as planned.

· The Committee will have more certainty to retain and be able to pay contracted suppliers with the knowledge and experience to deliver a successful event.

· 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 an organisation it has provided grant funding to over many years.

Disadvantages:

· There will be a significantly reduced amount of funding available for applicants to the first contestable grant funding round scheduled to open 1 July 2021. If funded in full this would leave a balance of $5,000 only which may result in the Board being unable to fund new opportunities within the balance of approved budgets.

· The organisation 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.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by: 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. 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 Central Otago District Council Grants Policy 2019. The project supports 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	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. 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. Central Otago District Council’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

The Alexandra Blossom Festival Committee will be advised of the Boards decision regarding the request for a hardship grant. If approved, the Committee will be advised of the process to obtain the funds.

7. Attachments

Appendix 1 - Alexandra Blossom Festival Hardship Grant Application ⇩

Report author:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
11/05/2021	11/05/2021

9 June 2021

21.5.11 Vincent Financial Report for the Period Ending 31 March 2021

Doc ID: 531618

1. Purpose

To consider the financial performance overview as at 31 March 2021.

Recommendations

That the report be received.

2. Background

The operating statement for the nine months ending 31 March 2021 shows a favourable variance of $223k against the revised budget.

	AS AT 31 MARCH 2021				2020/21	2020/21
	YTD	YTD	YTD
	Actual	Revised Budget	Variance		Annual Plan	Full Year Revised Budget
	$000	$000	$000		$000	$000
Income:
User fees & Other	629	678	(49)	˜	875	922
Other Capital Contributions	177	171	6	˜	-	171
Rates	2,358	2,358	-	˜	3,115	3,115
Reserves Contributions	44	-	44	˜	-	-
Internal Interest Revenue	59	68	(9)	˜	92	92
Total Income	3,267	3,275	(8)	˜	4,082	4,300

Expenditure
Rates expense	71	77	6	˜	71	77
Grants	110	122	12	˜	128	164
Other Costs	225	258	33	˜	336	362
Cost Allocations	592	590	(2)	˜	796	799
Cost of Sales	-	1	1	˜	-	1
Administrative Expenses	90	92	2	˜	112	97
Staff	565	631	66	˜	915	886
Fuel & Energy	177	178	1	˜	233	233
Contracts	454	480	26	˜	621	623
Building Repairs and Mtce	165	196	31	˜	236	291
Professional Fees	31	56	25	˜	30	160
Internal Interest Expense	39	60	21	˜	91	91
Members Remuneration	22	31	9	˜	46	46
Depreciation	474	474	-	˜	632	632
Total Expenses	3,015	3,246	231	˜	4,247	4,462
				˜
Operating Surplus / (Deficit)	252	29	223	˜	(165)	(162)
This table has rounding (=/-1)

Income for period ending 31 March 2021:

Operating income reflects a small unfavourable variance of ($8k).

· User fees and other income have an unfavourable variance of ($49k). Contributing to this are lower than expected swim school fees and pool lane hire revenue.

· Reserves contributions of $44k have been received year to date, however these are difficult to gauge when setting budgets as they are dependent on developers’ timeframes.

	User Fees and Other Income				2020/21	2020/21
	YTD	YTD	YTD			Full Yr
	Actual	Revised Budget	Variance		Annual Plan	Full Year Revised Budget
	$000	$000	$000		$'000	$'000
Camping Grounds	63	56	7	˜	65	68
Pool / Swim School	148	182	(34)	˜	244	250
Rentals & Hires	211	223	(12)	˜	289	302
Cemeteries	92	93	(1)	˜	131	139
Other Misc Income	115	124	(9)	˜	146	163
				˜
Total User Fees Income	629	678	(49)		875	922

Expenditure for period ending 31 March 2021:

Expenditure has a favourable variance of $231k. These variances are detailed below:

· Grants has a favourable variance of $12k. This is due to the timing of grants being issued.

· Other costs at $33k, contracts at $26k professional fees at $25k and building repairs and maintenance at $31k have a favourable variance. These expenses are more needs-based and will vary against budget from time to time.

· Staffing costs show a favourable variance of $66k. The staffing costs variance is a result of staffing requirements, mainly seasonal staff requirements.

· Internal interest expense has a favourable variance of $21k, this reflects low market interest rates, and will be a permanent saving.

Capital Expenditure:

Capital expenditure for the period ending 31 March 2021 reflects a favourable variance of $114k. The actual CAPEX spent ended with 33% of the total revised budget.

	AS AT 31 MARCH 2021				2020/21	2020/21
	YTD	YTD	YTD			Full Yr
	Actual	Revised Budget	Variance		Annual Plan	Full Year Revised Budget
	$'000	$'000	$'000		$000	$'000
Parks & Reserves:
Camping Grounds	89	95	6	˜	130	184
Cemeteries	53	65	12	˜	90	126
Molyneux Pool	162	170	8	˜	203	286
Parks and Reserves	24	37	13	˜	60	278
Pioneer Park	6	6	-	˜	17	19
Total Parks & Reserves:	334	373	39		500	893
Property:					-
Property General	-	5	5	˜	-	5
Tarbert Street Building	12	11	(1)	˜	-	49
Alexandra Town Centre	11	23	12	˜	39	46
Clyde Community Centre	-	-	-	˜	-	21
Central Stories	-	-	-	˜	1	-
Alexandra Community Centre	5	-	(5)	˜	-	127
Becks Hall	39	58	19	˜	-	62
Joint Forestry Queenstown	-	-	-	˜	-	-
Ophir Community Centre	86	131	45	˜	-	131
Molyneux Stadium	-	-	-	˜	-	163
Total Property:	153	228	75		40	604
Total Capital Expenditure	487	601	114		540	1,497

Parks and Reserves show an overall favourable variance of $39k:

· Cemeteries have a favourable variance of $12k. Beam construction contract at the Alexandra Cemetery was awarded in April 2021, with work to be completed by the end of the financial year.

· Parks and reserves have a favourable variance of $13k. This is mainly due to the timing of the resurfacing of the learn to ride bike track project. Project is currently waiting for the contract and start dates.

Property has an overall favourable variance of $75k:

· Ophir Community Centre has a favourable variance of $45k. The Ophir swimming pool changing rooms project is now complete. Next step is upgrading the Ophir hall bathroom. This is waiting for the contract and start date.

· Alexandra Town Centre has a favourable variance of $12k. This is mainly due to irrigation replacement. This project should be complete in May 2021.

· Becks Hall has a favourable variance of $19k. Both the playground upgrade and the Provincial Growth Fund funded water treatment plant are complete. Staff are working with the community to explore opportunities to utilise the remaining budget.

Reserve Funds table for Vincent Ward

· As of 30 June 2020, Vincent Ward had an audited closing reserve funds balance of $2.76M. This is the ward specific reserves and does not factor in the district-wide reserves which are in deficit at ($17.7M). Please refer to Appendix 1.

· Taking the 2019-2020 audited Annual Report closing balance and adding 2020-21 income and expenditure, carry forwards and resolutions, the Vincent Ward is projected to end the 2020-21 financial year with a closing balance of $2.19M.

3. Attachments

Appendix 1 - 202103 Vincent Ward Reserve Funds table ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
5/05/2021	7/05/2021

Vincent Community Board meeting

9 June 2021

Alexandra and Districts Museum Board Incorporated
Minutes Thursday 25 February 2021 at 1pm

Administration

Welcome: Dianne Duncan advised, as she wished to take part in the discussions, that Nola Hambleton would chair the meeting.

Moved: Barry H./Mike Agreed

Present: Dianne Duncan Chair, Nola Hambleton, Barry Hambleton, Helena Heydelaar,
Michael Rooney, Roger Browne (VCB Observer)
Apologies: Barrie Wills, Jillian Jopp, Brian Budd(Manager), Nigel Mckinlay (CODC Observer) Moved: Helena /Mike Agreed
Agenda:
One addition advised:
Helena Heydelaar, Vallance Cottage Information.

Minutes of Meeting Thursday 28 January 2021

Moved:Helena/Mike Agreed

Matters Arising Nil

Correspondence

Inwards: 1.Otago Registration Trust. Acknowledgement $187.30. share of Car Show profit.
2.CODC Missing invoices for power.

Outwards: 1. To CODC requesting confirmation of percentages attributable to each leaseholder in the Central Stories building.

Discussion:
Inwards 2.

Following information from the Manger regarding the cost to Central Stories of 68% of the building ADMI requested the following:

That consideration be given by CODC to install separate electricity metres for the Museum Art Gallery and the Cinema.

                                                  Moved: Barry H/Mike   Agreed

The correspondence be accepted/approved
                                                  Moved: Helena /Barry H Agreed

Governance Matters

Topic	Discussion	Action
Report by Dianne re meeting with CODC	Rental Bikes parked outside the Central Stories building by ADMI for rental as fundraising was discussed. Rejected by CODC. A sign for ADMI advertising our tourism information, particularly in the weekends, when the Pharmacy is not opened. Rejected by CODC..	Manager has already advised them that we will continue to give out information which we were advised was possible by CODC who allocated the contract to The Pharmacy.
ADMI Rule Changes	Chair and Secretary presented the new Rules particularly those that would allow us to have online meetings . Other changes are grammatical and format changes.	Moved That the rule changes be accepted and sent to members by email and post for voting. Barry H./Helena Agreed
Museum Strategy	This information was in the Managers Report. Discussion took place.	Manager to attend another meeting arranged by Saskia of CODC.

Reports

Financial Report

This report prepared by Manager was presented by ADMI Financial Manager.Profit was looking positive before the unexpected power accounts from CODC were taken into account.

Managers report

Brian Budd who is currently on a short break had sent the report to all ADMI Board Members

Appointment: This person is from Auckland and had considerable Museum experience. She will work Saturdays and Fridays in place of current part time employee who has obtained another position. A discussion was held regarding the Volunteers who currently fill the position who will now move to Sundays only.

Moved: That the person be employed for Friday and Saturday until the winter is over. The Volunteer hours for Sunday will remain as 11am – 2pm.

Barry H/ Helena Agreed

Moved: That all Reports be received. Mike/ Barry Agreed

Policies

Revision: Pest Management Policy

Had been read by all members.

Moved: Policy be accepted without alteration.
Barry H/ Dianne. Agreed

General Business

Vallance Cottage	Helena reported that the Open Day was a success with 150 attending.	Helena asked member for more volunteers.
Book Sales	Helena also reported that she had sold $900 worth of Central Stories’ books at the last market day. This was considered a great effort by Board members.

Meeting Closure: 3:10 pm

Next meeting: 25 March 2021 at 1pm.

Signed: _____________________________ Date__________

Vincent Community Board meeting

9 June 2021

President Secretary

David Beer Sue Mort

Phone: 03 4493017 Phone: 03 4487450

Email: d.beer1308@gmail.com Email: torridon9@gmail.com

130A McArthur Road, Alexandra 9391 Chance House, 5 Lanes Rd, Alexandra 9320

MINUTES OF KEEP ALEXANDRA CLYDE BEAUTIFUL MEETING HELD AT 11 TOHILL COURT, ALEXANDRA

on Monday 26^th April at 7.30pm

PRESENT: David Beer, Ann & Barrie Wills, Bev Thomson, Sue Mort, Allan Johnston, Anna Robinson, JP

APOLOGIES: Karin Bowen, Roger Browne

MINUTES OF PREVIOUS MEETING

Secretary moved that the minutes, having been emailed, be accepted as a true and correct record.

Seconded Ann Carried

BUSINESS ARISING FROM THE MINUTES.

Bill Townsend alerted David to the fact that the Best Street Competition was not mentioned in the AGMs Chairman’s Report

Financial Statement for the year ending 31/12/20, which was not ready for the AGM, was sent with March minutes.

CORRESPONDENCE/ EMAILS:

15/4 KNZB Beautiful Awards entries now open

21/4 Lisa Lim New look KNZB Web Site. KNZB can now help promote our events on the website and through their national

facebook page. Information needs to go to projects@knzb.org.nz with

Name of Event

Date & Time

Location

Contact details to register

Image (if possible)

KNZB has a new map feature which highlights the location of branches.

David willing to put material on the website. Is there any use putting reports of events held. Will Alexandra people look at it?

22/4 Gillian White Dunstan High School Volunteers.

David is supervising 2 groups of students 9 – 12 and 12.30 – 3.30pm on May 15^th. How can they help KACB? See Rail Trail report.

22/4 Ian Mann Irrigation leak reported.

Ian Mann Copy letter to Kamaka Walkway neighbours, who tip their garden rubbish to our side of their boundaries

OUT Letter from Chairman to Bruce Potter re Mural giving our opinion on costings and suggesting more involvement from community groups and schools.

6/4 Volunteer Expo held at ACH. David & Ann attended seeking prospective volunteers. From this event (or from the Volunteer South listing in the C.O. News we have joining us MaryAnn & Rod Baxter and Jayakrishnan Puthiyaulathil (JP) and possibly David Young.

15/4 KACB archives found by Agnes Roy’s daughter delivered to Ann.

Secretary moved that the correspondence be accepted. Seconded Bev Carried

FINANCE:

Cheque Account: $6483.55

Term Deposit: $9341.17

ANZ Serious Saver $7334.71

ACCOUNTS PAID 12/4 To Alexandra Community House for AGM Room Hire $ 18.98

19/4 To Allied Press for AGM Adverts $142.14

$161.12

ACCOUNT TO BE PAID Sue Mort for 2 plants for Lookout Reserve $17.25

Treasurer moved that finances be accepted as a true and correct record. Seconded David Carried

REPORTS:

1. RAIL TRAIL - Karin Bowen

Karin & Sue have been on the Rail Trail twice, one survey with Rhys? From DOC. Dead trees mapped and assessment made of which are the responsibility of DOC and Fulton Hogan to replace. From Chicago Street to the hostel end of the plantings there are 27 dead of which 3 are FH & DOC’s responsibility. No dead trees from Hintons to Station Car Park. Species discussed and changes made where it was thought original choices had struggled, and we have substituted trees with trunks instead of shrubs to simplify maintenance. Irrigation obviously working on the majority of original tree sites because of lush grass patches, but there is no evidence in some. As David has youth labour from Dunstan High the proposal is to use the students to dig up dead trees (remove to tip) and make an effort to find irrigation tube and drippers for future repairs. Remove carpet squares used for mulch.

Meeting discussed size of trees to plant and requirement for rabbit protection.

Trees to be sourced when ALL preparation is done.

Allan suggested we give each planting hole a generous dollop of top soil.

Mulch – do we do bark or schist? Latter flicked up with the mower.

JP our new member, and new to Alexandra, was asked if he would be interested in paid employment to prepare planting sites for new trees and be involved with maintenance. He declined.

Karin to liaise with DOC/FH

Mowing regime on the trail needs discussion.

2. KAMAKA WALKWAY – Ann Wills/ Sue Mort

Irrigation needs fixing.

Working Bee coming up to pot up Hoherias and useful seedling natives

3. HANGING BASKETS –David Beer/ Allan Johnston

Leaking irrigation reported. Suprisingly good show for the end of April. Alyssum holding up well. Will remove baskets in May.

4. BEST STREET & CUL DE SAC COMPETITION

5. LINGER AND DIE; DUNSTAN GOLD PLANTINGS

There is a pile of mulch by Kowhai copse. Source unknown. Would we need to spray before spreading it? Anna is working with Alex. Primary on the dry gully/drain plantings and could involve students with other L&D work.

Anna to organize.

6. CLEAN-UPS - David Beer

7. VINCENT COMMUNITY BOARD - Anna Robinson/ Roger Browne

Anna attended a National Meeting for Community Boards and met the new President of KNZB.

ORC Long Term Plan submission time. Bev, Barrie and Anna dissatisfied with the presentation of their proposals, lacking clarity

If the public is to make informed decisions.

8. WORLD ENVIRONMENT DAY - Bev

MAD4CO has disbanded.

World Environment day, 2021 is on 5^th June

Anna would welcome suggestions to involve kids

9. LOOKOUT RESERVE – Beverley Thomson

30/3 Working Bee 14.1hrs maintenance.

20/4 Working Bee 12.25hr maintenance.

Planting Plan completed. 99 plants ordered from Haehaeata Nursery. Priced at $942 with a 20% discount would have cost

KACB $752.80. However with a special grant from Contact Energy they are FREE. 6 natives not available from the Nursery

will need purchasing.

Jo needs irrigation pipe100m x 13mm. This size to be checked. David has fittings, left by Bryan, which could be shared between

Lookout and Kamaka.

PLANTING DAY Sunday May 16th 11- 1pm. Bev hopes to get a sponsored morning tea, or use volunteers to supply food.

PLANTING DAY Sunday May 30^th 11-1p

10. ART IN THE COMMUNITY – Ann Wills

Searching for vandal proof furniture well designed, affordable outdoor furniture is not easy.

Mural saga – see letter from David to Bruce Potter. Awaiting Tucker Hill’s decision.

11. SEND DELEGATE TO KNZB NATIONAL CONFERENCE

12. JOLENDALE PARK/ARONUI DAM

A new neighbour,Lucy Frank is an Enviroschools teacher. Keen to see Jolendale flourish and use kids in a community exercise.

Perhaps World Environment Day?

13. ALEXANDRA GARDEN

14. ALEXANDRA ENTRANCE SIGNS

Still no lights Barrie McAull not yet contacted

Manuherikia sign needs more plants. The dwarf flaxes have proved themselves, why not repeat.

GENERAL:

Ann has met a Dunedin artist willing to come and paint a mural in Alexandra. Do we pursue the offer?

Attached LIST OF OBJECTIVES FOR 2021 and budgets. Total $10,800

HOURS WORKED February 27hours March 60.1 hours

The next meeting will be on 24^th May at 42 Ventry Street

Please advise Sue Mort if unable to attend – Tel. 4487450

Vincent Community Board meeting

9 June 2021

Meeting	Report Title	Resolution No	Resolution	Officer	Status
12/04/2021	Proposal to Reclassify Parts of Reserves and to Grant Easements (PRO: 63-4019-00 and PRO: 63-4068-00)	21.3.2	That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to: 1. Reclassify part of Section 4 Block XLIX Town of Clyde (site 1) and part of Section 34 Bock IV Town of Clyde (site 2), being part of the Clyde Recreation Reserve, as Local Purpose (Pumping Station) Reserve. 2. Grant easements containing the right to convey water, wastewater, and power over Section 4 Block XLIX Town of Clyde and Section 34 Bock IV Town of Clyde (as required). 3. Grant an easement, (in gross) in favour of Central Otago District Council, containing the right to convey wastewater, over Sections 26, 27, 28, and 29 Block VII Town of Clyde. Subject to:  The Chief Executive approving the final pumping station design and survey boundaries.  Public consultation of the proposal to reclassify sites 1 and 2 in accordance with the Reserves Act 1977.  The consent of the Minister of Conservation. C. Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolution.	Property Officer - Statutory	16 Apr 2021 Action memo sent to the Property Officer - Statutory 19 Apr 2021 Proposal to reclassify advertised and online submission portal activated. 18 May 2021 Submissions closed and will now form part of report to Hearings Panel - CLOSED
12/04/2021	Road Renaming Approval Report - Portion of Boundary Road	21.3.3	That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Recommends to Council that a portion of Boundary Road be renamed Poole Road.	Roading Administration Assistant	16 Apr 2021 Action memo sent to the Roading Administration Assistant 16 Apr 2021 Report will be presented to Council on 5 May 2021 for ratification. 13 May 2021 Road renaming information will be passed to LINZ and signage arranged.
12/04/2021	Clyde River Park Funding	21.3.4	That the Vincent Community Board: A. Receives the report and accepts the level of significance. B. Agrees to continue to support the proposed Clyde River Park development project. C. Authorises $150,000 be allocated from the Earnscleugh Manuherekia Rural Land Subdivision Fund as Council contribution to the Clyde River Park development project.	Parks and Recreation Manager	16 Apr 2021 Action memo sent to the Parks and Recreation Manager 26 May 2021 Work progressing to confirm external funding
19/05/2021	Submissions on the Long-term Plan 2021-31 Consultation Document	21.4.3	That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Considers and receives all submissions. Recommends to Council that staff are requested to investigate a request for an extension of the junior playground at Pioneer Park and provide a report for consideration in a future annual or long-term plan. Recommends to Council that staff convene a meeting of Central Otago District Council, Central Otago Hockey Association, Central Lakes Trust and Molyneux Turf Incorporated to discuss a way forward on the proposed multi-use turf and facilities at Molyneux Park. Recommends to Council to proceed with the preferred option in the consultation document for the Omakau Hub. Recommends to Council that staff provide a report regarding Ice Inline for future consideration. Recommends to Council to proceed with the preferred option in the consultation document for the Riverside Park. Recommends to Council to amend the fees and charges schedule so that the fees charged at the Alexandra Pool be $30 per hour for lane hire for private swim schools as well as a concession card charging $1 for pool entry for all swim school students.	Chief Advisor	25 May 2021 Action memo sent to the Chief Advisor. 27 May 2021 Recommendations to Council will be discussed at the 1 June meeting. CLOSED

Vincent Community Board meeting

9 June 2021

Vincent Community Board Status Report on Resolutions

Chief Executive

Resolution 20.6.8 – November 2020

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

That the Board:

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

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

Requested $3,000 Approved $ 1,500

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

Requested $10,000 Approved $ 10,000

STATUS CLOSED

June 2021 – The Prospector Event report back received – attached

April 2021 – St Bathans Multi Arts Festival Report back received. Attached Appendix 1

April 2021 – Prospector Event held in March – positive feedback and good media coverage observed. Report back to come.

February 2021 – grants uplifted. Staff to follow up with St Bathans Multi Arts Festival requesting report back now that the event has happened.

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

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

Resolution 19.8.13 – December 2019

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

That the Board:

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

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

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

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

STATUS

May 2021 – Endorsed by VCB and will be considered by Council at 1 June 2021 meeting.

February 2021 – A $1million financial contribution to the construction of the hub has been included as a consultation topic in Council’s 2021 Long-term Plan community engagement.

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

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

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

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

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

Resolution 19.8.15 – December 2019

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

That the Board:

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

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

Requested: $6,000 Approved $3,000

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

Requested: $7,000 Approved $3,500

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

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

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

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

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

STATUS

June 2021 – No update re A & P Show report back. Staff to follow up. Waiata Theatre production due to uplift grant in June.

April 2021 – Staff to follow up with A & P Show re report back now that event has happened.

February 2021 – Grant uplifted for A & P Show. no further update both events yet to take place.

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

November 2020 – No further update Grants not yet uplifted.

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

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

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

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

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

December 2019 – Action memo sent to Media and Marketing Manager

Planning and Environment

Resolution 20.5.5 – September 2020

Alexandra Theatre – Stage Upgrade (Doc ID 501525)

That the Board:

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

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

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

Central Otago District Council	33%
Otago Community Trust	10%
Lotteries Community Facilities	44%
Transpower Community Care Fund	8%
Alexander McMillan Trust	5%

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

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

STATUS

May 2021 – Otago Community Trust funding approved in full. Report to Board to be tabled at its June meeting, requesting funding for asbestos removal which must be completed before construction commences.

March 2021 – Funding applications lodged. Outcome expected end June 2021.

February 2021 – Contract awarded subject to funding. Funding applications underway.

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

November 2020 – Drafting of tender documents are underway.

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

Resolution 20.2.9 – May 2020

Alexandra Cemetery Arnott Street Boundary Treatment (Doc ID 440203)

That the Board:

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

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

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

STATUS

May 2021 – Planting is now well established. Encroachment timeline removal not finalised.

March 2021 – Final neighbouring property owners still in discussion with Council on a timeline for removal of encroachments.

February 2021 - Encroachment removal and boundary fencing works imminent.

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

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

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

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

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

May 2020 – Action memo sent to Parks Projects Officer

Resolution 19.6.10 – September 2019

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

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

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

· their actual area of occupation, being approximately 26.6000 hectares

· for a term of 33 years

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

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

STATUS CLOSED

May 2021 – Lease executed. Matter closed.

March 2021 – Email sent to the Club’s lawyer requesting update on execution.

February 2021 – Final draft of lease (recognizing adoption of Community Leasing and Licensing Policy) returned to club lawyer for consideration.

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

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

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

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

June 2020 – No update available at this time.

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

April 2020 – Drafting of lease underway.

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

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

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

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

Resolution 17.7.12 – September 2017

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

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

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

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

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

· Council receiving block value.

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

· Priority order of call on sales income:

First: Payment of GST on the relevant sale.

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

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

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

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

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

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

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

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

STATUS

May 2021 – Stage Three ready to be released for sale.

March 2021 – Construction work continues.

February 2021 – 3910 contract executed. Detailed update was emailed to the board separate to this Status Report.

December 2020 – Deed of novation signed by all parties.

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

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

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

may affect how development progresses.

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

how development progresses.

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

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

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

this development progresses.

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

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

weeks.

January 2019 – Subdivision consent granted 18 December 2019.

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

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

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

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

consent will then be lodged.

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

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

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

consent to be lodged.

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

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

August.

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

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

application.

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

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

resource consent.

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

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

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

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

information. Execution imminent.

September 2018 – The development agreement is under final review.

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

development to proceed.

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

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

April 2018 – No change.

March 2018 – Staff finalising the preferred terms of agreement.

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

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

implications.

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

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

proposals received.

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

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

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


AGENDA Vincent Community Board Meeting Wednesday, 9 June 2021
Date:	Wednesday, 9 June 2021
Time:	2.00 pm
Location:	Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
(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
Roger Browne	Central Otago REAP (Chair) Creative Writers Circle (Chair) Dunstan Friendship Club (member) University of the Third Age (U3A) (member) Central Cinema Incorporated Central Otago Regional Orchestra (member) Last Chance Irrigation Co (shareholder) Alexandra Clyde and Districts Business Group (member)	Dunstan Friendship Club (member) University of the Third Age (U3A) (member) Central Cinema Incorporated Central Otago Regional Orchestra (member) Last Chance Irrigation Co (shareholder)	Manorburn Recreation Reserve Committee Alexandra District Museum Inc. (Central Stories) Keep Alexandra Clyde Beautiful Society
Lynley Claridge	Affinity Funerals (Director) Central Otago Chamber of Commerce (Advisory Panel)	Affinity Funerals (Shareholder)	Alexandra Council for Social Services
Ian Cooney	Castlewood Nursing Home (Employee)		Omakau Recreation Reserve Committee Promote Alexandra
Russell Garbutt	Garbutt family Trust (Trustee) Dunstan Golf Club (member) Dunstan Golf Club (committee member) Central Lakes Districts Heating Trust (Trustee)		Clyde Community Centre Committee Clyde Community Plan Group Clyde Historical Museum Committee
Martin McPherson	Alexandra Blossom Festival	CODC (employee) CODC (employee) (Daughter)
Anna Robinson	Mountain Bikers of Alexandra – member Central Otago REAP – Employee Enviroschools – facilitator Thyme Festival – committee member Last Chance Irrigation Scheme – shareholder Clyde Primary School – family member attends Making a Difference for Central Otago (MAD4CO) – committee member Alexandra United Football Club – member Central Otago Football Association – member Vallance Cottage Working Group Otago Catchment Community Inc (contractor)	Dunstan High School – employee Central Rock-climbing Club – treasurer LANDSAR – member Mountain Bikers of Alexandra – member	Alexandra Community House Trust Keep Alexandra Clyde Beautiful Society St Bathans Area Community Association Inc.
Sharleen Stirling-Lindsay	Project Adapt (member) Alexandra Newcomers Network Blossom Festival Committee Inc (Chair) Alexandra BMX Souths Club (committee member) Alexandra and District Youth Trust (staff) Molyneux Stadium Upgrade Committee Woolon Committee Member Alexandra Community Arts Council	Alexandra BMX Club (board member) Alexandra BMX Souths Committee	Alexandra and Districts Youth Trust Blossom Festival - Chair St Bathans Area Community Association Inc Ophir Welfare Association Committee

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
28/05/2021	31/05/2021