AGENDA

 

Cromwell Community Board Meeting

Thursday, 29 July 2021

 

Date:

Thursday, 29 July 2021

Time:

2.00 pm

Location:

Cromwell Service Centre,

42 The Mall, Cromwell

 

(Unless Central Government changes COVID-19 meeting restrictions before then,

in which case it will be held electronically using Microsoft Teams and livestreamed)

Sanchia Jacobs

Chief Executive Officer

 

 

 


Cromwell Community Board Agenda

29 July 2021

 

Notice is hereby given that a meeting of the Cromwell Community Board will be held in Cromwell Service Centre, 42 The Mall, Cromwell on
Thursday, 29 July 2021 at 2.00 pm

Order Of Business

1          Declaration of Office. 5

21.6.1            Declaration of Office. 5

2          Apologies. 8

3          Public Forum.. 8

4          Confirmation of Minutes. 8

Cromwell Community Board meeting Meeting - 15 June 2021. 9

5          Declaration of Interest 17

21.6.2            Declarations of Interest Register 18

6          Reports for Decisions. 21

21.6.3            Request for Approval to Site a Container at Cromwell Golf Club. 21

21.6.4            Cromwell Town Hall/Events Centre Project 28

7          Mayor’s Report 43

21.6.5            Mayor's Report 43

8          Chair's Report 44

21.6.6            Chair's Report 44

9          Members' Reports. 45

21.6.7            Members' Reports. 45

10       Status Reports. 46

21.6.8            July 2021 Governance Report 46

11       Date of the Next Meeting. 70

12       Resolution to Exclude the Public. 71

21.6.9            Gair Avenue, Cromwell 71

21.6.10         July 2021 Confidential Governance Report 71

 

 


29 July 2021

 

Members           Ms A Harrison (Chair), Mr W Murray (Deputy Chair), Mr T Buchanan, Cr N Gillespie, Cr C Laws, Cr N McKinlay

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

 

 

1                          Declaration of Office

21.6.1         Declaration of Office

Doc ID:      544287

 

1.       Purpose

 

The new member of the Cromwell Community Board will be required to take the Declaration of Office.

 

 

2.       Attachments

 

Appendix 1 - Declaration of Office   


Cromwell Community Board meeting Agenda

29 July 2021

 

Declaration by Member

 

 

I, Bob Scott, declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of Central Otago, the powers, authorities, and duties vested in, or imposed upon me as member of the Central Otago District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

 

 

Dated at Cromwell, 29 July 2021

 

 

 

Signature:                                 ..........................................................................

 

 

 

 

Signed in the presence of:     ..........................................................................

Tim Cadogan, Mayor

 

 


 

2                 Apologies

3                 Public Forum

4                 Confirmation of Minutes

Cromwell Community Board meeting - 15 June 2021


Cromwell Community Board Agenda

29 July 2021

 

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE
Cromwell Service Centre, 42 The Mall, Cromwell
ON
Tuesday, 15 June 2021 COMMENCING AT 2.01 pm

 

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), M Gordon (Parks Officer – Projects), L Stronach (Property Officer – Statutory), D Shaw (Property and Facilities Officer – Cromwell), F Somerville (Roading Administration Assistant) and W McEnteer (Governance Support Officer)

 

1                 Apologies

Committee Resolution 

Moved:               Laws

Seconded:          McKinlay

That apologies from Cr N Gillespie be received and accepted.

Carried

 

2                 Public Forum

There were no public forum items at this meeting.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Murray

Seconded:          McKinlay

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

Carried

 

4                 Declaration of Interest

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

5                 Reports for Decisions

21.5.2         Road Name Approval Report - off Cemetery Road, Cromwell

To consider a request to name four public roads in a new development off Cemetery Road, Cromwell.

After discussion it was agreed that three of the names should come from the list of approved road names. It was decided that road one should be named Dunn Road, road two should be named Brodrick Way and road three should be named Turton Crescent after former mayors of the Cromwell District. In addition it was agreed that road four should be named Hucklebridge Place in recognition of Neville and Helen Hucklebridge who served on the Cromwell Borough Council and Cromwell Community Board respectively.

Committee Resolution 

Moved:               Laws

Seconded:          McKinlay

That the Cromwell Community Board

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

B.      Approves four new road names, road one to be named Dunn Road, road two to be named Brodrick Way, road three to be named Turton Crescent and road four to be named Hucklebridge Place.

Carried

 

21.5.3         Cromwell Bike Park Shelter Construction

To consider a request from the Cromwell Bike Park Incorporated to the construct a shelter over the existing starting ramps at the facility on the Neplusultra Recreation Reserve.

Committee Resolution 

Moved:               Murray

Seconded:          Buchanan

That the Cromwell Community Board

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

B.      Approves the Cromwell Bike Park erecting a shelter over the existing starting ramps subject to necessary consents being sought and approved, and subject to the Minister of Conservation’s consent as per Clause 7.2 of the lease.

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

Carried

 

Note: With the agreement of the meeting items 21.5.5 and 21.5.6 were moved forward.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

21.5.5         Cromwell Football Club Application to Site a Container

To consider a request from the Cromwell Football Club to temporarily site a 6-metre storage container adjacent to the Alpha Street Reserve clubrooms.

Committee Resolution 

Moved:               Laws

Seconded:          Murray

That the Cromwell Community Board

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

B.      Authorises the Cromwell Football Club to temporarily locate a 6-metre container adjacent to the Alpha Street Clubrooms.

C.      Authorises that a licence to occupy for the container is issued in terms of the Reserves Act 1977 and in accordance with Council’s Community Leasing and Licensing Policy for a period of two years at $1.00 per annum (if demanded).

D.      Authorise the Chief Executive to do everything necessary to give effect to the resolution.

Carried

 

21.5.6         Revocation of Part of Greenway Reserve off Waenga Drive

Consider recommending to Council to revoke the Local Purpose (Amenity) Reserve classification for 619m² (subject to survey) from Lot 201 DP 359519 which is part of Waenga Drive Greenway Reserve.

Committee Resolution 

Moved:               Laws

Seconded:          Buchanan

That the Cromwell Community Board

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

B.      Recommends Council agrees to progressing the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519 for the reasons set out in the report.

C.      Recommends Council publicly notify the proposed revocation in accordance with section 24(2)(b) of the Reserve Act 1977.

D.      Recommends (following the successful completion of the public notification process, and decision) that the Minister of Conservation is notified in writing of the Council decision and request that the specified part of Waenga Drive Greenway Reserve be approved for revocation and notified in the Gazette.

E.      Recommends that if reserve status of the specified Part of Waenga Drive Greenway Reserve is successfully revoked via Gazette notice, that all affected parties are notified and the underlying land is disposed of, subject to subdivision, to the adjoining landowner being Foodstuffs South Island Properties Limited on behalf of Cromwell New World.

F.      Recommends that the remainder of Lot 201 DP 359519 of the Waenga Drive Greenway Reserve (excluding the relevant part of Waenga Drive Greenway Reserve in recommendation B above) remain as Local Purpose (Amenity) Reserve.

Carried

 

21.5.4         Cromwell Big Fruit sculpture painting budget request

To consider providing funding from Cromwell General Reserves to repaint the Big Fruit sculpture.

A picture of before and after the painting of the Big Fruit in 2016 was tabled in support of the item.

Committee Resolution 

Moved:               McKinlay

Seconded:          Murray

That the Cromwell Community Board

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

B.      Approves allocating $50,000 from Cromwell General Reserves, for the repainting of the Big Fruit sculpture in the 2021/2022 financial year.

Carried with Mr Buchanan voting against the motion

Attachments

1        Item 21.5.4: Picture of before and after painting of the Big Fruit in 2016.

 

6                 Reports for Information

21.5.7         Roundabout Construction - Intersection State Highway 8B and Barry Avenue

To inform the Board of the Crown’s intention to acquire Council land for the purpose of constructing of a roundabout at the intersection of State Highways 8B and Barry Avenue.

Committee Resolution 

Moved:               Murray

Seconded:          McKinlay

That the report be received.

Carried

 

 

 

 

 

 

21.5.8         Cromwell Financial Report for the Period Ending 31 March 2021

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

Committee Resolution 

Moved:               Laws

Seconded:          McKinlay

That the report be received.

Carried

 

7                 Mayor’s Report

21.5.9         MAYOR'S REPORT

His Worship the Mayor gave an update to the meeting:

 

·    Discussed the Wooing Tree development in a recent Facebook Live session and in the Cromwell News. He outlined the Fast-Track process that this project is engaged in, which is a programme run by central government. He noted that this was quite different to the Resource Management Act provisions.

·    Attended the Rural and Provincial sector meeting last week in Wellington. Noted an update given to the meeting by Dr Ashley Bloomfield regarding COVID-19 and the vaccine rollout. He stressed the need for everyone to continue to use the tracer app.

·    Attended meeting with Lake Dunstan Charitable Trust, Otago Regional Council and Contact regarding weeds in Lake Dunstan.

·    Attended a meeting with Waka Kotahi about the roundabout at the junctions of State Highways 6 and 8B.

·    Noted that the Long-term Plan work was mostly completed. He thanked Members and staff for their work during the process.

 

Committee Resolution 

Moved:               Murray

Seconded:          Buchanan

That the Cromwell Community Board receives the report.

Carried

 

8                 Chair's Report

21.5.10       Chair's Report

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

 

·    Gave a interview on Radio Central

·    Attended the ANZAC Day commemorations in Cromwell.

·    Noted her column in the recent Cromwell and Districts News.

·    Attended a meeting with Waka Kotahi about the roundabout at the junctions of State Highways 6 and 8B.

·    Attended a Cromwell and Districts Promotion Group meeting. Noted a number of the projects coming up for the group.

 

Committee Resolution 

Moved:               Harrison

Seconded:          McKinlay

That the report be received.

Carried

 

9                 Members' Reports

21.5.11       Members' Reports

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

 

Councillor McKinlay reported on the following:

 

·    Attended the Major Projects Governance Group. Noted that there had been a contract awarded for Cromwell pumpstation upgrade.

·    Attended the Council meeting to hear submission and deliberate on the draft Long-term Plan.

·    Attended an Audit and Risk meeting.

 

Councillor Laws reported on the following:

 

·    Attended a meeting of the Cromwell Community Trust board. She noted that there was discussion on whether the trust and Cromwell Community House could work together on projects.

·    Attended the Council meeting to hear submission and deliberate on the draft Long-term Plan.

·    Attended the Major Projects Governance Group

·    Attended as an observer the last Audit and Risk meeting.

·    Attended a meeting of Cromwell Community House Board.

·    Attended a meeting of the Historic Precinct. Noted their AGM was on 30 June.

 

Mr Buchanan reported on the following:

 

·    Attended ANZAC Day commemorations in Bannockburn.

·    Attended the opening of the new cycle trail.

 

Mr Murray reported on the following:

 

·    Attended the recent Community Board Conference in Gore. Noted that one of the main topics discussed was Three Waters reform.

·    Attended ANZAC Day commemorations in Bannockburn.

·    Attended the opening of the new cycle trail.

·    Attended two Museum Trust meetings. Noted that there had been a lot of engagement recently from local primary schools.

·    Attended a meeting of the Cromwell and Districts Community Trust. Mentioned that the community plan had been widely circulated.

·    Noted the Far from Frozen exhibition presented by Otago Museum had recently been in Cromwell.

 

Committee Resolution 

Moved:               Laws

Seconded:          McKinlay

That the report be received.

Carried

 

10               Status Reports

21.5.12       June 2021 Governance Report

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

Committee Resolution 

Moved:               Murray

Seconded:          Buchanan

That the report be received.

Carried

 

11               Date of The Next Meeting

The date of the next scheduled meeting is 29 July 2021.

12               Resolution to Exclude the Public

Committee Resolution 

Moved:               Laws

Seconded:          McKinlay

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

21.5.13 - Confirmation of Non-Public Minutes from Ordinary Board Meeting

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

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

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

21.5.14 - June 2021 Confidential Governance Report

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

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

 

Carried

 

The public were excluded at 3.23 pm and the meeting closed at 3.25 pm.

 

 

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

                                                                                      CHAIR        /         /

 


29 July 2021

 

5                 Declaration of Interest

21.6.2         Declarations of Interest Register

Doc ID:      546424

 

1.       Purpose

 

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

 

 

2.       Attachments

 

Appendix 1 - CCB Declarations of Interest   


Cromwell Community Board meeting

29 July 2021

 

 

Name

Member’s Declared Interests

Spouse/Partner’s Declared Interests

Council Appointments

Buck Buchanan

Central Speedway Club Cromwell Incorporated (life member)
Collie Dog Club (member)

Collie Dog Club (Treasurer)
Carrick Irrigation Company (Secretary)

Bannockburn Recreation Reserve Management Committee Inc.
Pisa District Community Group

Neil Gillespie

Contact Energy (Specialist - Community Relations and Environment)
Clyde & Districts Emergency Rescue Trust (Secretary and Trustee)
Cromwell Volunteer Fire Brigade (Deputy Chief Fire Officer)
Cromwell Bowling Club (patron)
Otago Local Advisory Committee - Fire Emergency New Zealand

 

Lowburn Hall Committee
Tarras Community Plan Group
Tarras Hall Committee

Anna Harrison

Principal Goldfields Primary School
Runs the Dunstan Zone swimming championships
Cromwell Swim Club past president and club group coach
Central Otago Primary School Sport Association (member)
Dunstan Zone Sports Group (member)
Principal of Goldfields Primary School

Mojo Modern Joinery Cromwell (Owner / Director)

Cromwell District Museum
Cromwell Youth Trust

Cheryl Laws

The Message (Director)
Wishart Family Trust (Trustee)
Wooing Tree (Assistant Manager - Cellar Door)
Daffodil Day Cromwell Coordinator

Otago Regional Council (Deputy Chair)
The Message (Director)

Cromwell Resource Centre
Cromwell Historical Precinct

Nigel McKinlay

Transition To Work Trust (Board member)
Gate 22 Vineyard Ltd (Director)
Everyday Gourmet (Director)
Central Otago Wine Association (member)
Long Gully Irrigation Scheme (member)

 

 

Werner Murray

The Property Group (Employee)
Connect Cromwell (member)
Guardians of Lake Dunstan (Trustee)

Sole Trader Space at the Base at Allan Scott Wineries
Tasting Room, Scott Base Winery (Carolyn Murray)

Cromwell Promotions Group (Chair)


Central Otago Winegrowers Association (Board member)

Schooner Development Ltd (Director)

Cromwell and Districts Community Trust


Cromwell District Museum

 

 


29 July 2021

 

6                 Reports for Decisions

21.6.3         Request for Approval to Site a Container at Cromwell Golf Club

Doc ID:      540096

 

1.       Purpose of Report

 

To consider a request from the Cromwell Golf Club to site a ‘40-foot’ storage container on Section 4 Block XCII Town of Cromwell, being recreation reserve leased from Council.

 

Recommendations

That the Cromwell Community Board

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

B.      Authorises the Cromwell Golf Club to locate a container within the area currently used for storage as indicated in Appendix 2.

C.      Recommends to Council under delegated authority for the Minister of Conservation that a container be located for storage at the Cromwell Golf Club in the area indicated in Appendix 2.

 

 

2.       Background

 

The Cromwell Golf Club occupy an area of 22.2780 hectares being Part Certificate of Title 77782. The land is held by Council in a fee simple title. In 1984 a Gazette Notice was registered classifying the land as “Recreation Reserve”, and so the land is subject to the Reserves Act 1977. The Club occupy the land by Deed of Lease dated 22 September 2008.

 

The land contains the ‘back nine’ holes, the carpark, driving range, clubhouse and auxiliary buildings. The Club use the auxiliary buildings for a variety of purposes, including storing their 10 golf carts. The Club hires these carts to members and visitors to generate income. Over the last five years, demand for cart hire has increased substantially. To meet this increased demand the Club now plan to purchase more carts.

 

Once purchased, the new carts will need to be stored securely and out of the weather.

The Club have investigated a variety of storage options, including the construction of a purpose-built shed. However, this option proved to be cost prohibitive. The Club have determined that using a ‘40-foot’ storage container (12.19 metres long) is a cost-effective and secure option, which can also be easily moved or relocated if required.  

 

 

3.       Discussion

 

The container’s proposed location would be within the 2015 Cromwell Sports Park Reserve Management Plan area. The purpose of a management plan is to ensure that the development and implementation of objectives and policies for reserves enhances the long-term use of reserves without compromising their existing use.

 

The Club’s proposal enhances the long-term use of the reserve by increasing the availability of golf carts to members and visitors. This improves access to and enjoyment of the reserve. Revenue from hiring out the golf carts also aids the long-term sustainability of the Club, who are the primary users of the reserve.

 

In considering whether siting a container might compromise the reserve’s existing use, the management plan provides the following guidance regarding structures on the reserve:

 

Objectives

2.      To ensure all buildings managed and owned by clubs on reserve land have a current lease agreement.

 

Policies

3.1    Neither they, nor associated car parking, unduly restrict the area useable for outdoor recreation.

3.2    They do not obstruct the entrances to the park.

3.3    They do not detract from the open nature of the park, especially as seen from surrounding roads.

 

Carefully choosing the location for a container can ensure that car parking and outdoor recreation area is not unduly restricted, and that entrances are not obstructed. Minimising the visual impact of a container on the reserve can ensure that it does not detract from the open nature of the park.

 

The Club propose to locate the container alongside an existing shed used for storage, and paint it in a colour sympathetic to its surroundings. As such, there would be only minimal effects of siting the container on the land.

 

A photograph indicating the container’s proposed location beside the existing storage shed is shown in Appendix 1.

 

A plan indicating the container’s proposed location is shown in Appendix 2.

 

The land is also subject to a lease agreement between Council (the lessor) and the Club (the lessee).

Clause 6 (a) of the lease agreement states that:

“The Lessee will not make any structural alterations to the buildings already standing on the said land and will not erect or make any further buildings structures or improvements on the said land without the consent in writing of the Lessor and the Minister of Lands first had and obtained.”

 

Reference to the Minister of Lands

Pursuant to section 64B of the Conservation Act 1987, the Minister of Conservation may exercise any power that, at the time it was conferred, was expressed to be exercisable by the Minister of Lands. Therefore, the consent required from the Minister of Lands can be given by the Minister of Conservation.

 

Minister of Conservation’s Consent

Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting a lease over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.

Pursuant to section 10 of the Act, and in accordance with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.

 

Therefore, to site a container, the Club require:

 

·        Authorisation of the Cromwell Community Board

·        Authorisation from Council acting under delegated authority for the Minister of Conservation                                                                              

 

 

4.       Options

 

Option 1 – (Recommended)

 

To authorise the Cromwell Golf Club to site a ‘40-foot’ storage container on Section 4 Block XCII Town of Cromwell to provide for additional storage subject to:

 

·        The container being sited as indicated in Appendix 2.

·        The Council approving the colour to match the adjacent shed.

·        The consent of Council acting under delegated authority for the Minister of Conservation

 

Advantages:

 

·        Having additional golf carts available can facilitate public recreational use and enjoyment of this outdoor space

·        Revenue from hiring out the golf carts aids the long-term sustainability of the Club, who are the primary users of the reserve

·        The conditions for siting and colour of the container minimise impact on the reserve

 

Disadvantages:

 

·        None to Council

 

Option 2

 

To not authorise the Cromwell Golf Club to locate a container on the lease area as indicated in Appendix 2.

 

Advantages:

 

·        There are no additional structures sited on the reserve

 

Disadvantages:

 

·        The benefits from having additional golf carts available cannot be realised

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the social and economic wellbeing of communities, in the present and for the future by providing storage space for hireable golf carts.

 

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

There are no financial implications or costs to Council or the Cromwell Community Board associated with this decision. 

 

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

The decision is consistent with the 2015 Cromwell Sports Parks Reserve Management Plan.

Considerations as to sustainability, the environment and climate change impacts

There are no sustainability, environmental, or climate change impacts related to this decision.

 

Risks Analysis

There are no risks identified with this decision.

 

Significance, Consultation and Engagement (internal and external)

Council’s Significance and Engagement policy is not triggered by this decision.

 

 

 

6.       Next Steps

 

Community Board Approval                                                                     29 July 2021

Consent of the Minister of Conservation sought                                     11 August 2021

Club advised of the outcome                                                                   August 2021

 

 

7.       Attachments

 

Appendix 1 - Photograph indicating proposed site for storage container

Appendix 2 - Plan indicating proposed site for storage container  

 

Report author:

Reviewed and authorised by:

 

 

Debbie Shaw

Louise van der Voort

Property and Facilities Officer (Cromwell)

Executive Manager - Planning and Environment

5/07/2021

14/07/2021

 


Cromwell Community Board meeting

29 July 2021

 

Appendix 1: Photograph indicating proposed site for storage container

 

A tree next to a building

Description automatically generated with low confidence


Cromwell Community Board meeting

29 July 2021

 

Appendix 2: Plan indicating proposed site for storage container

 

A picture containing text

Description automatically generated


29 July 2021

 

21.6.4         Cromwell Town Hall/Events Centre Project

Doc ID:      545758

 

1.       Purpose of Report

 

To consider the programme for the planning phase for delivery of the Cromwell Town Hall/Events Centre project.

 

Recommendations

That the Cromwell Community Board

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

B.      Receives the project structure.

C.      Approves the programme of work for the Cromwell Town Hall/Events Centre.

D.      Appoints two Community Board members to the Advisory Group.

E.      Agrees to apply for/confirm external funding for the Cromwell Town Hall/Events Centre.

 

2.       Background

 

The establishment report for the “Cromwell “Eye to the Future” Masterplan” contained a workstream for the Cromwell Memorial Hall. An investment logic map (ILM) was subsequently prepared for the hall which identified the aim as improving our ability to support diverse events, increase activity and celebrate our values. The ILM is attached as Appendix 1.

 

The Masterplan process incorporated significant community engagement throughout, including e-Updates, static displays, social media, online surveys of residents, Council’s website, public drop-in sessions, stakeholder workshops and further public survey. 

 

In September 2018, a report was presented to the Cromwell Community Board (the Board) which identified a number of shortlisted options being:

1.   Upgrade the memorial hall and improve access to the Heritage Precinct

2.   Create a memorial hall and functions centre more connected to the lakefront

3.   Create and arts, culture and heritage centre with potential visitor accommodation.

 

The Board agreed to the options and authorised community consultation. The “Let’s Talk Options” survey was consulted on from Friday 19 October until Monday 19 November 2018.  477 responses were received. In summary, 57% of respondents supported Option 3 and 29% supported Option 2. Many comments were received during the survey about making the hall a destination that attracts tourists and visitors, creating a multi-purpose facility and also a centre for arts and culture.

 

The results for the Cromwell Memorial Hall are attached as Appendix 2.

 

The Cromwell Masterplan capital projects were included in the Consultation Document for the Long-Term Plan (LTP). The hall/events centre was included in the Arts Culture and Heritage Precinct with the Museum. A 2000m2 building was financially modelled for the hall/events centre with an approximate capital cost of $16 million. The community had the opportunity to comment on 3 options being:

 

A.   2000m2 building with approximate cost of $16 million

B.   1200m2-1400m2 building with approximate cost of $10 million

C.  1100m2 building being a redeveloped memorial hall option based on earlier plans, with approximate cost of $7.2 million

 

The Consultation Document also noted the opportunity to work with the Town and Country Club, which is situated next to the Cromwell Memorial Hall, and also planning to extend/refurbish their building.  It was considered there may be some opportunities to work together to deliver a facility/facilities that meet the needs of community, club members and cater for future events. 

 

There was wide-ranging feedback in submissions to the LTP in relation to the size of the building, involvement of the town and country club and also involvement of a Trust to help deliver the project.

 

A summary of submissions to the LTP on this topic is contained in Appendix 3.

 

The Council approved Option A, being a 2000m2 multi-functional building and adopted the LTP on 30 June 2021. Whilst funding is included in the Long Term Plan the assumption is that external funding agencies will contribute to the build.

 

There has been extensive community engagement through the Cromwell Masterplan and the LTP on the topic of a hall/events centre. It is important to take on board the feedback from the community, and the users of the facility to deliver a facility that is fit for purpose, future proofed, culturally sensitive, maintains the memorial status of the hall and is sustainable.

 

Council has previously undertaken work in relation to a refurbished facility and understand expectations and needs of hall users. Sets of plans were prepared for a refurbished facility that would meet current and future needs, and also for an extended facility that could cater larger events.

 

During the Cromwell Masterplan process interested community members formed a trust, called the Cromwell Cultural Centre Trust (CCCT) to assist in the delivery of a hall/events centre facility. During 2020 the CCCT engaged with the community and hall users and helpfully produced a research summary and concept images.

 

Scoping of the project will involve pulling together all the information held by Council, including previous planning, research and findings of the Cromwell Masterplan, submissions to the LTP, and information obtained by the CCCT.

 

 

3.       Discussion

 

The Cromwell Masterplan and the LTP Consultation Document provided high level concepts for capital projects. Further design work will need to ensure the building meets community demand and provide opportunities for future events as the population grows. Design for increased capacity should be provided in a manner that is scalable and flexible (and possibly staged) so that the facility meets the needs of the community now and does not deliver an oversized underutilised facility. Scale is also relevant when considering design, taking into account potential income generation and operational costs, including depreciation, to ensure the facility is financially sustainable. 

 

The LTP approved on 30 June 2021 provides for the 12 months of planning (commencing 1 July 2021) to design and develop full detailed plans for a 2000m2 multi-functional building.

 

The project needs to be fully scoped and external parties engaged with in the development of the design. There will be a number of decision points for the Board to finalise the scale and design of the building.

 

External funding had previously been approved for a refurbished memorial hall. Funding agencies will need to be contacted to confirm previously committed funding and applications made to other agencies to secure funding for the project.

 

Projects of this nature require a clear and well-structured governance and decision-making arrangement, particularly as engaging the parties, scoping the project, and delivering detailed design in a 12-month timeframe is ambitious. The figure below indicates the proposed structure for the hall/events centre projects.

 

Figure 1: Advisory Group structure

 

Diagram

Description automatically generated

 

 

The Project Advisory Group would comprise the Project Sponsor, the Programme Manager and two members of the Cromwell Community Board. The advisory group would look at the proposed scope developed by the architect, provide feedback, and generally be a sounding board for the project. The advisory group would ensure the Board’s interests are being represented in how staff progress the work, in a more timely manner than reporting back in the normal meeting cycle. Updates would be provided at Community Board meetings.

 

It is important to take the community on the journey through the design phase of the project. An external stakeholder group could be formed if considered necessary to provide advice and feedback to the project team. If a stakeholder group is formed, it should be comprised of a cross section of the community and industry selected through an Expression of Interest (EOI) process to ensure the group has the right people and skills to inform the project.

 

If a stakeholder group is not considered necessary, an alternative would be targeted meetings with hall users and trust members to assist in the scoping and design process. The CCCT have already engaged with community and hall users and have provided helpful information which was used for the financial modelling for the LTP.

 

The project has had a high level of community interest and attracted a large number of submissions through the Masterplan and LTP processes. There has already been significant community engagement and many submitters told Council to “get on with it”. Whilst it is important to expediate the hall/events centre project, an additional step providing the community the opportunity to view and feedback on concept plans would assist in informing the final design.

 

The programme is detailed below:

 

Phase 1 - Design

·    Set up the project team and advisory group

·    Appoint external stakeholder group (optional)

·    Engage an architect - RFP process

·    Engage and scope project – project team and architect

·    Finalise scope with Project Advisory Group

·    Develop detailed concept plans – architect

·    Adopt detailed concept plan – CCB

·    Engage with funding agencies to confirm committed funds and apply for funding

·    Appoint construction partner (RFP)

·    Early engagement with construction partner –
architect, programme manager, project manager

·    Develop detailed design

·    Approve detailed design – CCB

 

Phase 2 project – Construction

·    From 1 July 2022

 

 

4.       Options

 

Option 1 – (Recommended)

 

Appoint two members to Project Advisory Group and approve the programme detailed in the report.

 

Advantages:

 

·        The project advisory group is an efficient way to interface with the Cromwell Community Board and the project team

·        The programme delivers the hall/events centre to the community in accordance with the Cromwell Masterplan and the LTP

 

 

Disadvantages:

 

·        Additional delays on a project with significant community support

 

Option 2

 

Do not appoint Community Board members to the Project Advisory Group and do not approve the programme of work.

 

Advantages:

 

·        None apparent

 

Disadvantages:

 

·        Will delay delivery of the Cromwell Town Hall/Events Centre

 

 

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 delivering a hall/events centre to the community which will enable a range of events and community use and a hub for arts and culture.

 

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

 

$16 million is including in the 2021/31 Long Term Plan. External funding will be sought to minimise impact on ratepayers.

 

 

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

 

This decision is consistent with the “Eye to the Future” Cromwell Masterplan and the Long-Term Plan.

 

 

Considerations as to sustainability, the environment and climate change impacts

The construction of the hall/events centre on the existing site will not impact on sustainability of the environment.

 

Risks Analysis

Risks will be managed by project planning and close project management.

 

Significance, Consultation and Engagement (internal and external)

There has been significant consultation through the “Eye to the Future” Cromwell Masterplan and the project and funding was included in the consultation document for the 21/31 Long Term Plan.

 

 

 

6.       Next Steps

·    Progress as per approved programme of work

 

 

7.       Attachments

 

Appendix 1 - Investment Logic Map for the Cromwell Memorial Hall

Appendix 2 - "Let's Talk Options" - Cromwell Memorial Hall results excerpt

Appendix 3 - Summary of Submissions to LTP on Cromwell Town Hall/Events Centre  

 

Report author:

Reviewed and authorised by:

 

 

Garreth Robinson

Louise van der Voort

Property and Facilities Manager

Executive Manager - Planning and Environment

12/07/2021

13/07/2021

 


Cromwell Community Board meeting

29 July 2021

 

PDF Creator


Cromwell Community Board meeting

29 July 2021

 

PDF Creator

PDF Creator


PDF Creator


Cromwell Community Board meeting

29 July 2021

 

PDF Creator


PDF Creator

 


29 July 2021

 

7                 Mayor’s Report

21.6.5         Mayor's Report

Doc ID:      542756

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations

That the Cromwell Community Board receives the report.

 

 

His Worship the Mayor will give a verbal update.

 

 

 

2.       Attachments

 

Nil

 

 


29 July 2021

 

8                 Chair's Report

21.6.6         Chair's Report

Doc ID:      542760

 

1.       Purpose

 

The Chair will give an update on activities and issues since the last meeting.

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil


29 July 2021

 

9                 Members' Reports

21.6.7         Members' Reports

Doc ID:      542764

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil


29 July 2021

 

10               Status Reports

21.6.8         July 2021 Governance Report

Doc ID:      541724

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Minutes from Cromwell Museum Trust meetings.

Unconfirmed Minutes from the Cromwell Museum Trust meetings held 14 June 2021 (see appendix 1) and 12 July 2021 (see appendix 2).

 

Status Reports

The status reports have been updated with any actions since the previous meeting (see appendix 3).

 

Legacy Status Reports

The status reports have been updated with any actions since the previous meeting (see appendix 4). A report back from the 2019-20 Cromwell Promotions Grant is attached (see appendix 5).

 

 

3.       Attachments

 

Appendix 1 - Minutes of Cromwell Museum Trust - June 2021

Appendix 2 - Minutes of Cromwell Museum Trust - July 2021

Appendix 3 - CCB Status Report

Appendix 4 - CCB Legacy Status Report

Appendix 5 - Report Back from 2019-20 Cromwell Promotions Grant  

 

Report author:

Reviewed and authorised by:

 

 

Wayne McEnteer

Sanchia Jacobs

Governance Support Officer

Chief Executive Officer

19/07/2021

19/07/2021

 


Cromwell Community Board meeting

29 July 2021

 



Cromwell Community Board meeting

29 July 2021

 



Cromwell Community Board meeting

29 July 2021

 

 

Meeting

Report Title

Resolution No

Resolution

Officer

Status

18/01/2021

Cromwell Bowling Club Inc - Request for funding to assist with the cost of upgrading the Bowling Clubrooms

21.1.4

That the Cromwell Community Board

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

B.      Approves the request for funding from the Cromwell Bowling Club Fund Account to assist with the cost of upgrading the serving facility in the Clubrooms.

C.      Approves funding amounting to $10,000 from the Cromwell Bowling Club fund be provided to assist with the cost of upgrading the serving facility, subject to a copy of the invoice being provided at the conclusion of the project.

 

Property and Facilities Officer (Cromwell)

28 Jan 2021

Action memo sent to the Property and Facilities Officer - Cromwell

23 Feb 2021

Cromwell Bowling Club updated on Resolution. An account will be forthcoming for monies to be paid when work completed

08 Apr 2021

Works are being started 25 April 2021 to follow end of bowling season. An invoice will be received from the Cromwell Bowling Club once works complete.

30 Apr 2021

Works are underway - invoice will be provided when works complete

08 Jun 2021

Invoice received, payment to be processed.

21 Jun 2021

Invoice paid - MATTER CLOSED

8/03/2021

Cromwell Pool Heating Upgrade

21.2.6

That the Cromwell Community Board

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

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

 

Parks and Recreation Manager

12 Mar 2021

Action memo sent to the Parks and Recreation Manager

09 Apr 2021

The procurement plan is currently being prepared.

30 Apr 2021

Request for proposal to engage a suitable contractor was sent out late April with evaluation of tenders received scheduled for late May.

02 Jun 2021

The evaluation process for selecting a preferred contractor for undertaking the heat pump upgrade has taken place. Work is continuing on background checks before appointing a preferred contractor. This is expected to occur in early June.

19 Jul 2021

Preferred contractor has been identified. Work is no progressing to prepare documentation for this contract.

20/04/2021

Request for a new Lease: Cromwell Youth Centre Trust

21.3.3

That the Cromwell Community Board

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

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

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

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

 

Property and Facilities Officer (Cromwell)

22 Apr 2021

Action memo sent to the Property and Facilities Officer - Cromwell

30 Apr 2021

Preparation of new lease under way.  Current lease does not expire until 30 June 21

08 Jun 2021

Lease drawn up and letter with resolution provided to Youth Centre Trust. Awaiting trustees to approve and return.

06 Jul 2021

Lease to be returned from Cromwell Youth Trust Centre signed by the Trust

20/04/2021

Request for new Lease: Cromwell Menz Shed

21.3.4

That the Cromwell Community Board

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

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

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

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

 

Property and Facilities Officer (Cromwell)

22 Apr 2021

Action memo sent to the Property and Facilities Officer - Cromwell

30 Apr 2021

Report being prepared for Council Meeting of 30 June 21 for approval of new lease to Cromwell Menz Shed

06 Jul 2021

Cromwell Menz Shed updated of Cromwell Community Board resolution. Report prepared and presented to Council on 30/06/2021 who approved the resolution to provide a new lease for the Cromwell Menz Shed at the Cromwell Transfer Station/Landfill. MATTER CLOSED

20/04/2021

Hardship Grant Application Cromwell and Districts Promotion Group

21.3.5

That the Cromwell Community Board

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

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

Requested   $35,000

Approved    $15,000

 

Media and Marketing Manager

22 Apr 2021

Action memo sent to the Media and Marketing Manager

20 May 2021

Applicant advised of board decision with details on when and how to uplift grant.

07 Jul 2021

Promotions group invoice received and authorised for payment.

18/05/2021

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

21.4.3

That the Cromwell Community Board

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

B.      Considers and receives all submissions.

 

 That the Cromwell Community Board recommends to Council to amend the fees and charges schedule so that the fees charged at the Cromwell Pool to be $30 per hour for lane hire for private swim schools as well as a concession card charging $1.00 for pool entry for all swim school students. COMPLETED

 

     That the Cromwell Community Board recommends to the Council that funding for the Cromwell museum be increased by $4,000 to take the proposed funding from $36,000 to $40,000 per annum. COMPLETED

 

 That the Cromwell Community Board recommends to the Council that staff are requested to investigate the request for a toilet from the Cromwell Bike park further and provide a report for consideration in a future annual or long-term plan.

 

 That the Cromwell Community Board recommends to the Council that that it proceeds with the preferred option in the consultation document for the Arts, Culture and Heritage Precinct projects being the town hall / events centre and the museum.  The Board notes that the size of the hall/event centre can change as necessary once further planning and detailed design work has been undertaken to understand needs, growth and future opportunities. This work would also explore options for construction, operation and ownership of the facility. COMPLETED

 

That the Cromwell Community Board recommends to the Council that the funding for the town centre projects progress, and that the library and service centre building will not be demolished and that further urban design work will be undertaken. COMPLETED

 

   That the Cromwell Community Board recommends to the Council that it proceeds with the preferred timing option as outlined in the consultation document, being the hybrid option. COMPLETED

 

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.

 

19 July 2021

All CCB recommendations approved by Council.

15/06/2021

Road Name Approval Report - off Cemetery Road, Cromwell

21.5.2

That the Cromwell Community Board

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

B.      Approves four new road names, road one to be named Dunn Road, road two to be named Brodrick Way, road three to be named Turton Crescent and road four to be named Hucklebridge Place.

 

Roading Administration Assistant

18 Jun 2021

Action memo sent to the Roading Administration Assistant.

18 Jun 2021

Road naming information will be passed to LINZ and signage arranged. CLOSED

15/06/2021

Cromwell Bike Park Shelter Construction

21.5.3

That the Cromwell Community Board

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

B.      Approves the Cromwell Bike Park erecting a shelter over the existing starting ramps subject to necessary consents being sought and approved, and subject to the Minister of Conservation’s consent as per Clause 7.2 of the lease.

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

 

Property and Facilities Officer (Cromwell)

18 Jun 2021

Action memo sent to the Property and Facilities Officer - Cromwell

21 Jun 2021

Copy of resolution sent to Cromwell Bike Park - report being prepared for Council July meeting

06 Jul 2021

Report prepared for Council meeting of 11 August to request approval on behalf of Minister of Conservation

15/06/2021

Cromwell Football Club Application to Site a Container

21.5.5

That the Cromwell Community Board

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

B.      Authorises the Cromwell Football Club to temporarily locate a 6-metre container adjacent to the Alpha Street Clubrooms.

C.      Authorises that a licence to occupy for the container is issued in terms of the Reserves Act 1977 and in accordance with Council’s Community Leasing and Licensing Policy for a period of two years at $1.00 per annum (if demanded).

D.      Authorise the Chief Executive to do everything necessary to give effect to the resolution.

 

Parks and Recreation Manager

18 Jun 2021

Action memo sent to the Parks and Recreation Manager and Finance

19 Jul 2021

The Club have been advised of this resolution and Councils Property team are working through the process for leasing the site for the container with the Club.

15/06/2021

Revocation of Part of Greenway Reserve off Waenga Drive

21.5.6

That the Cromwell Community Board

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

B.      Recommends Council agrees to progressing the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519 for the reasons set out in the report.

C.      Recommends Council publicly notify the proposed revocation in accordance with section 24(2)(b) of the Reserve Act 1977.

D.      Recommends (following the successful completion of the public notification process, and decision) that the Minister of Conservation is notified in writing of the Council decision and request that the specified part of Waenga Drive Greenway Reserve be approved for revocation and notified in the Gazette.

E.      Recommends that if reserve status of the specified Part of Waenga Drive Greenway Reserve is successfully revoked via Gazette notice, that all affected parties are notified and the underlying land is disposed of, subject to subdivision, to the adjoining landowner being Foodstuffs South Island Properties Limited on behalf of Cromwell New World.

F.       Recommends that the remainder of Lot 201 DP 359519 of the Waenga Drive Greenway Reserve (excluding the relevant part of Waenga Drive Greenway Reserve in recommendation B above) remain as Local Purpose (Amenity) Reserve.

 

Parks and Recreation Manager

18 Jun 2021

Action memo sent to the Parks and Recreation Manager

19 Jul 2021

Report considered by Council to confirm the revocation of part of the reserve. This is now progressing through the public submission stage which closes in August with the Hearings Panel to hear submissions in September.

15/06/2021

Cromwell Big Fruit sculpture painting budget request

21.5.4

That the Cromwell Community Board

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

B.      Approves allocating $50,000 from Cromwell General Reserves, for the repainting of the Big Fruit sculpture in the 2021/2022 financial year.

 

Parks Officer - Projects

18 Jun 2021

Action memo sent to the Parks Officer - Projects and Finance

19 Jul 2021

Project brief being reviewed in July. In August a procurement process will commence with works likely to be scheduled for early in the new year when overnight temperatures are suitable.

 


Cromwell Community Board meeting

29 July 2021

 

Cromwell Community Board Legacy Status Report on Resolutions

Chief Executive Officer

Resolution 19.10.7 – December 2019

Cromwell Promotions Grant Applications 2020-21 Financial Year (Doc ID 433487)

That the Board:

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

B.    Approves a grant from the 2020-21 financial year Cromwell Promotions cost centre 3033 2460 to Cromwell and District Promotions Group 2020-21 year projects:

a.    Media and Communications Manager

Requested $23,100                                              Approved $23,100

b.    Community Relationships Manager

Requested $23,100                                              Approved $23,100

c.    Marketing and Advertising

Requested $25,500                                              Approved $15,000

d.      Operating Expenses

Requested $12,500                                              Approved $12,000

e.      Light Up Winter

Requested $10,000                                              Approved $9,000

f.       Cherry Festival

Requested $4,000                                                Approved $2,000

g.      Fireworks Street Party

Requested $10,000                                              Approved $2,000

h.      Spring Market

Requested $2,000                                                Declined

C.   Declines a grant of $10,000 from the 2020-21 financial year Cromwell Promotions cost centre 3033 to WoolOn Creative Fashion Society Incorporated. for costs associated with Marketing and Promotion, event Master of Ceremonies and a proportion of venue hire for WoolOn Creative Fashion Event to be held in Cromwell 14 – 16 August 2020.

Requested: $34,121.50                                               Declined

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

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

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

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

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

Motion carried

STATUS                                                                                                                                      

July 2021 – financial year now complete staff to follow up with group to get report back complete. May be delayed until AGM / financial reports are tabled – generally September.

June 2021 – no update final quarter grant invoiced and approved for payment.  

April 2021 – no update

February 2021 – Third Quarter grant invoiced and approved for payment.

December 2020 – no further update

November 2020 – second quarter grant invoiced and approved for payment

September 2020 – no further update

August 2020 – First Quarter Cromwell Promotions Grant invoiced and approved for payment.

June 2020 – As per May update

May 2020 – No update – grant will not be accessed until financial year beginning 1 July 2020.

February 2020 – no update available

December 2019 – Action memo sent to Media and Marketing Manager

Resolution 19.7.17 – August 2019

Grant Applications to 2019-2020 Cromwell Promotions Grant (COM 14-05-004)

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

Murray / Harrison

B.   APPROVED a grant from the 2018-19 financial year Cromwell Promotions cost centre 3033 2460 to Cromwell and Districts Community Arts Council Inc for projects. It was noted that $300 had been requested for funding towards prizes, and the board agreed that this money could be used for other appropriate purposes.

(i)    Across the Bridge in Bannockburn venue hire, advertising and promotion, administration

Requested $1,500                                                    Approved $1,500

(ii)   Chamber Music Series venue hire, advertising and promotion

Requested $1,375                                                    Approved $1,375

C.  Promotions grants are approved subject to the following conditions:

1.   Grant recipients must report back to the Board in accordance with the accountability requirements as detailed in section 5 of Central Otago District Council Grant Policy 2016.

2.   It is the Grant recipient’s responsibility to obtain and/or have in place the appropriate consents, plans and licences (including Resource Consent, Health and Safety plans, Traffic Management plans etc) as required by legislation, agencies, property owners, and/or individuals to undertake the project.

3.   That grant recipients provide Council with a copy of their Health and Safety plan for the project / event when requested.

4.   Funding is approved for the purpose outlined in the funding application – should funds not be used for said purpose the Board shall request funds be returned in full.

5.   That information on events is provided in a timely manner to Central Otago Visitor Centres and Tourism Central Otago for promotional and information purposes.

6.   That grant recipients acknowledge Council as a funding provider in promotional material as and when appropriate.

7.   Grant recipients should provide information as to the outcomes of the individual project when reporting back to the Board on the approved grant.

STATUS                                                                                                                     CLOSED

July 2021 – Report back received. Attached Matter Closed.

June 2021 – no update – new contact tried – referred back to original. Staff continue to follow up.

April 2021 – no update – staff to try a new contact within the group.

February 2021 – no further update received regarding report back. Staff to make further follow up approach.

December 2020 – Staff followed up about the outstanding report back.

November 2020 – Staff have been in contact with group treasurer and reminder given regarding requirement to complete report back. Further follow up will be made.

September 2020 Cromwell Community Arts $550 refund paid by direct credit to CODC for events not held. Staff to follow up seeking report back for full grant. 

August 2020 – no further update. Staff to follow up.

June – As per May update. Refund to be repaid direct to CODC.

May 2020 – Group contacted staff regarding process for refunding portion of grant that will not be used due to COVID 19 and cancellation of some events. Information supplied.

February 2020 – No update available.

December 2019 – No update available.

September – applicant advised of Board decision with information on how to uplift the grant.

August 2019 – Action memo sent to the Media and Marketing Manager.

Planning and Environment

Resolution 20.3.4 – June 2020

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

 

That the Board:

 

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

 

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

 

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

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

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

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

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

·    The purchaser meeting all survey and legal costs.

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

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

 

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

 

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

 

STATUS                                                                                                                  CLOSED

 

July 2021 – Board approved recommending the revocation to Council, which approved the reserve revocation. Superseded by Cromwell Community Board resolution 21.5.6

 

June 2021 – Report regarding reserve revocation to be received at the Board’s June 2021 meeting.

 

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

 

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

 

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

 

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

 

September 2020 – Negotiations are ongoing regarding the sale price.

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

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

 

Resolution 20.3.10 – June 2020

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

 

That the Board:

 

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

 

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

 

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

 

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

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

 

STATUS

 

June 2021 – Property Officer preparing a report to Council.

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Resolution 20.2.12 – May 2020

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

 

That the Board:

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

 

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

 

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

 

STATUS

June 2021 – Awaiting further response from Golf NZ.

April 2021 – Discussions continue with Golf NZ.

February 2021 – Awaiting further response from Golf NZ.

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

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

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

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

 


Cromwell Community Board meeting

29 July 2021

 

PDF Creator



PDF Creator

 


Cromwell Community Board Agenda

29 July 2021

 

11               Date of the Next Meeting

The date of the next scheduled meeting is 7 September 2021.


Cromwell Community Board Agenda

29 July 2021

 

12               Resolution to Exclude the Public

Recommendations

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

21.6.9 - Gair Avenue, Cromwell

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

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

21.6.10 - July 2021 Confidential Governance Report

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

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