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AGENDA
Teviot Valley Community Board Meeting Friday, 30 July 2021
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Date: |
Friday, 30 July 2021 |
Time: |
2.00 pm |
Location: |
Roxburgh Service Centre, 120 Scotland Street, Roxburgh |
(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
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30 July 2021 |
Notice is hereby given that a meeting of the Teviot Valley Community
Board will be held in Roxburgh Service
Centre, 120 Scotland Street, Roxburgh on
Friday, 30 July 2021 at 2.00 pm
Teviot Valley Community Board meeting Meeting - 17 June 2021
21.6.1 Declarations of Interest Register
21.6.6 July 2021 Governance Report
Members Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery
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)
Teviot Valley Community Board meeting - 17 June 2021
Teviot Valley Community Board Agenda |
30 July 2021 |
MINUTES
OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh
Service Centre, 120 Scotland Street, Roxburgh
ON Thursday, 17 June
2021 COMMENCING AT 2.00 pm
PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery
IN ATTENDANCE: L Macdonald (Executive Manager - Corporate Services), S Righarts (Chief Advisor), K McCulloch (Corporate Accountant), M Gordon (Parks Officer) and W McEnteer (Governance Support Officer)
1 Apologies
There were no apologies.
2 Public Forum
There was no public forum.
3 Confirmation of Minutes
Committee Resolution Moved: Feinerman Seconded: Dalley That the public minutes of the Teviot Valley Community Board Meeting held on 20 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. Mr Gunn declared that he was now a committee member of the Teviot Valley Water Care Group.
5 Reports for Decisions
21.5.2 Allocation of Teviot Valley Walkways Reserve Fund |
To consider allocating the balance of the Teviot Valley Walkways Reserve fund to improve the local walkway network in the 2021/2022 financial year. After discussion it was decided that the Teviot Valley Walkways Committee should receive the money they had requested in the 2021/22 financial year and that there was no need to close the Teviot Valley Walkways Reserve account as it could be used again in the future. It was recommended to Council that there be a review of the delegation regarding the Teviot Valley Walkways Committee the next time the delegations manual was updated to consider whether the delegation was still needed.
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Committee Resolution Moved: Aitchison Seconded: Jeffery That the Teviot Valley Community Board A. Receives the report and accepts the level of significance. Carried |
Committee Resolution Moved: Jeffery Seconded: Aitchison B. Approves the proposed work programme and expenditure to come from the Teviot Valley Walkways Reserve. Carried |
Committee Resolution Moved: Gunn Seconded: Feinerman C. Agrees to retain the Teviot Valley Walkways Reserve account. Carried |
Committee Resolution Moved: Jeffery Seconded: Feinerman D. Recommend to Council that the delegation from the Teviot Valley Community Board to the Teviot Valley Walkways Committee be reviewed as part of the next delegation manual update. Carried |
Note: the meeting was adjourned at 2.58 pm and resumed at 3.34 pm.
6 Reports for Information
21.5.3 Teviot Valley Financial Report for the Period Ending 31 March 2021 |
To consider the financial performance overview as at 31 March 2021. |
Committee Resolution Moved: Gunn Seconded: Feinerman That the report be received. Carried |
7 Mayor’s Report
21.5.4 Mayor's Report His Worship The Mayor was not present at the meeting. |
8 Chair's Report
21.5.5 Chair's Report |
The Chair gave an update on activities and issues since the last meeting:
· Attended two meetings of the Roxburgh Medical Services Trust. Noted that there is a new doctor starting on a part time basis in August. · Attended the Roxburgh Pool Committee AGM. · Attended a meeting of the Teviot Valley Water Care Group. Noted that he is now a committee member of that group. · Noted submission of two service requests. · Noted a conversation with Energy Efficiency & Conservation Authority regarding a feasibility study on water source heat transfer systems.
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Committee Resolution Moved: Feinerman Seconded: Jeffery That the report be received. Carried |
9 Members' Reports
21.5.6 Members' Reports |
Members gave an update on activities and issues since the last meeting:
Ms Feinerman reported on the following:
· Attended two pool committee meetings. Noted that there is an application for funding to Central Lakes Trust. · Attended a Teviot Prospects meeting. · Attended two meetings of the Teviot Valley Walkways Committee. · Attended the Roxburgh Pool Committee AGM. · Attended a Business Breakfast meeting.
Mr Dalley reported on the following:
· Noted that he had done a lot of work with the rest home recently. · Mentioned that there were a number of functions booked for the entertainment centre, but noted that overall movie patronage was slow.
Councillor Jeffery reported on the following:
· Attended a Teviot Valley Community Development Scheme meeting · Attended weekly Regional RSE Chairs Zoom meetings. · Attended a Teviot Prospects meeting. · Attended two Council meetings. · Attended two Hearings Panel sessions. · Attended the Business Breakfast. · Attended the Roxburgh Medical Services Trust meeting. · Noted with sadness the passing of Shirley Howden. · Attended a meeting with local MP Joseph Mooney. · Attended a meeting of the Central Otago Labour Market Governance Group. · Attended an Audit and Risk meeting.
Ms Aitchison reported on the following:
· Attended a Lions meeting.
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Committee Resolution Moved: Feinerman Seconded: Dalley That the report be received. Carried |
10 Status Reports
21.5.7 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: Feinerman Seconded: Aitchison That the report be received. Carried |
11 Date of The Next Meeting
The date of the next scheduled meeting is 27 July 2021.
The Meeting closed at 4.20 pm.
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CHAIR / /
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21.6.1 Declarations of Interest Register
Doc ID: 546428
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.
Appendix 1 - TVCB Declarations of
Interest ⇩
Teviot Valley Community Board meeting |
30 July 2021 |
Member’s Declared Interests |
Spouse/Partner’s Declared Interests |
Council Appointments |
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Cushla Aitchison |
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Roxburgh and District Lions Club (member) |
I and H McPhail Charitable Trust |
Norman Dalley |
Martel International Limited (Sole Director/Shareholder) |
217 Scotland Street, Roxburgh (Property Owner) |
I and H McPhail Charitable Trust |
Sally Feinerman |
Feinerman’s Ltd, 109 Scotland Street (Owner /
Director) |
Breen Construction (employee / builder) |
Teviot Valley Walkways Committee |
Raymond Gunn |
Stonehaven Limited (Director) |
Stonehaven Trust (Trustee) |
Ida MacDonald Charitable Trust |
Stephen Jeffery |
G & S Smith family Trust (Trustee) K & EM Bennett’s family Trust (Trustee) Roxburgh Gorge Trail Charitable Trust (Chair) Roxburgh and District Medical Services Trust (Trustee) Central Otago Clutha Trails Ltd (Director) Teviot Prospects (Trustee) Teviot Valley Community Development Scheme Governance Group Central Otago Queenstown Network Trust |
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Doc ID: 544319
1. Purpose of Report
To consider the termination of the Roxburgh Area School lease and the granting of a lease to Roxburgh Pool Punawai Ora “Safe Water” Incorporated over the land containing the Roxburgh Pool.
That the Teviot Valley Community Board A. Receives the report and accepts the level of significance. B. Agrees to the termination of the Roxburgh Area School Lease over the land containing the Roxburgh Pool on 31 July 2021. C. Agrees
to grant a ground lease of an area of approximately 991m2 over the
land containing the Roxburgh Pool, as outlined in the report, to Roxburgh
Pool Punawai Ora “Safe Water” Incorporated. The general terms and conditions are as follows:
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2. Background
The Roxburgh Area School (the School) hold a ground lease over Council freehold land containing the Roxburgh Pool. All of the improvements on the land are owned by the School.
The legal description is Lots 1 and 2 Deposited Plan 7069 contained in Computer Freehold Register OT390/59, as more particularly shown outlined in red on the arial plan below.
The land area needs to be updated to include a parcel of stopped road so that all the pool assets contained on Council land are contained within the ground lease. The land parcel is outlined in yellow and black below on the aerial below. Section 1 Survey Office Plan 545231.
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The Roxburgh Community Pool Group, now formally known as Roxburgh Pool Punawai Ora “Safe Water” Incorporated (the Pool Committee) sought funding towards the cost of replacing the almost century-old Roxburgh Pool through the Long-term Plan 2021/31.
To achieve this, the Pool Committee requested that the Teviot Valley Community Board (the Board) support this project by way of a one-off financial contribution of up to $500,000 towards construction, plus an annual operating grant.
The outcome of the community consultation was that the project is supported, and the funding is approved.
The next step in the process, for the Pool Committee, is for the ground lease and pool assets to be transferred to the Pool Committee so that they can take over the management of the facility and can make funding applications.
3. Discussion
The School ground lease contains no rights of assignment or subletting. Therefore, to complete a transfer of lease to the Pool Committee the following needs to occur:
· The School agrees to transfer the pool assets to the Pool Committee.
· The School agrees that the lease with Council will be terminated.
· Council grants a new ground lease to the Pool Committee.
Community Leasing and Licencing Policy
The following table demonstrates that the Pool Committee meets all seven criteria of the Community Leasing and Licensing Policy 2021. Therefore, the policy standard terms and conditions should be applied to its new lease. These are evaluated below:
Key Questions |
Assessment |
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The group’s purpose and activities must be consistent with the Council’s strategic direction. |
What is the group’s purpose? What additional benefits will the proposal bring to the community? |
The Pool Committee’s constitution states:
“The purposes of the Society are to:
a. Develop a new swimming pool complex and then continue to maintain and run the pool.
b. Apply any funds raised primarily for that purpose, and additionally for the purposes expressed below.
c. Ensure the Roxburgh, and wider Teviot Valley, community retain access to the use of a safe and well-appointed pool facility with the Roxburgh township.
d. Ensure the new Roxburgh community pool caters for all recreational, educational, social and sporting users of the pool facility.
e. To explore and consider all possibilities for an integrated pool and building facility with any possible other complimentary uses.
f. To cooperate with any other organisations or individuals whose objects or goals are altogether or in part similar to this society in order to advance and promote the purpose of this Society.
g. Ensure that the Roxburgh Community pool facility has an annual contribution from the Teviot Valley Community Board.
h. Maintain an active participation, as a community organisation, in any future governance or management structure of: 1. Refurbishment and re-development process. 2. A refurbished and redeveloped pool that results from all of the above purposes.”
Ø criteria met
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It is desirable for groups to be an incorporated society or trust.
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How does the group spend the money it raises and what happens to any surplus? What additional benefits will the proposal bring to the community?
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The Pool Committee is an incorporated society and registered on the Charities Register.
Any surplus funds will be put back into the society. Their rules state that no member shall obtain any personal pecuniary profit.
Ø criteria met
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The group must be sustainable in terms of membership and/or users for the term of agreement
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Is there evidence that the group’s membership numbers and trends justify the proposal? Is there an open membership policy? |
At the time of amalgamation there were 15 members of the society.
Community support for this project was demonstrated by submissions received during the Long-term Plan 2021/31 process.
Ø criteria met
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The group must be in a financial position to fulfil its obligations under the agreement
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How does the group fund its activities? Is there evidence that the group can afford to meet the obligations of occupying the land/building? |
The Pool Committee proposes to fund the redevelopment of the pool through grants.
Ongoing income to be provided by grants, memberships, and casual pool entry fees.
Cash in the bank at year ending 31 December 2021 is $11,857.
Ø criteria met |
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The land and buildings must be utilised to the fullest extent possible
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The new pool will be an outdoor summer only facility.
It will be a shared school/community facility with the school having access during term time school hours.
Ø criteria met
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The activity must not have the potential to adversely affect open space values or cause environmental harm
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Is the activity consistent with relevant legislation and any applicable reserve management plans? Is there a potential for adverse environmental effects to be caused by the activity? If yes, how will these be mitigated? |
There are no known adverse environmental effects caused by the proposed development of the Roxburgh Pool.
Ø criteria met
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There must be demonstrated support and need within the community for the activity
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Is there demonstrated support from the wider community and those expected to benefit from the activity? Are similar activities to the one being proposed, delivered by other facilities that are accessible to the group and the wider community? |
As indicated above there is a strong membership base and community support for the Pool Committee.
Ø criteria met |
The proposed terms and conditions of the new lease agreement are outlined below:
Commencement Date: |
1 August 2021 |
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Term: |
Fifteen years |
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Rights of Renewal: |
One of fifteen years |
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Final Expiry Date: |
31 July 2051 |
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Annual Rent: |
$0 per annum (workings below)
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Rent Review: |
Five yearly and is based upon the terms of the Council’s current Community Leasing and Licencing Policy.
The Community Leasing and Licencing Policy 2021 provides that:
“Rent reviews shall occur every 5 years and will apply the formula of 2.5% of subscription income less any affiliation fees. This will be calculated as an average based on the tenant’s most recent 5 years of financial statements.”
Note: subscription income includes casual memberships such as casual entry fees.
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Tenant’s Outgoings |
100% of all charges for rates, utilities, electricity, telephone, rubbish collection, and insurance. |
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Permitted Use: |
The demised land shall be used solely for the purposes of a community pool. |
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Insurance: |
Full insurable value. |
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Special Conditions: |
The landlord reserves the right to terminate the agreement with six months’ notice if it requires part or whole of the occupied area for other actives. |
Redevelopment Approval
Under the standard terms and conditions of Council leases the lessee is required to gain written permission form the landlord to demolish, erect, alter, any improvements on the land.
The Pool Committee proposes to demolish all existing buildings and structures on site and construct the following:
· Main pool area with accessible ramp.
· Learner pool area with accessible ramp.
· Toddler pool.
· A building that will house a plant room, female and male change rooms, family room, storage, office, shop, and entry area.
· Seating area.
· Retaining wall and open pool style fence along the northern, southern and western site boundary. The fence will have a maximum height of 1.35 m. The proposed retaining wall will have a variable height of 1.3 -1.5m.
· Two pool cover bench seats and one below ground.
See Appendix 1 for the proposed redevelopment plans.
The proposed redevelopment plans have been reviewed by the Parks and Recreation Manager. Building consent will be required for the facility.
4. Options
Option 1 – (Recommended)
Agree to the termination of the School’s lease and the granting of a lease to Pool Committee over the Roxburgh Pool land as per the terms and conditions contained within this report.
Advantages:
· Supported by the Long-term Plan 2021/31.
· Terms and conditions are in accordance with the Community Leasing and Licencing Policy 2021.
Disadvantages:
· None.
Option 2
To not terminate the School lease and grant a lease to the Pool Committee.
Advantages:
· None.
Disadvantages:
· This option is not supported by the Long-term Plan 2021/31.
· The future of the Roxburgh Pool will not be secured.
5. Compliance
Local Government Act 2002 Purpose Provisions |
This decision promotes the social well-being of communities, in the present and for the future by enabling the Pool Committee to provide a safe and well-appoint pool facility within the Roxburgh township. |
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
This is consistent with the Long-term Plan 2021/31.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The proposed lease is consistent with the Community Leasing and Licensing Policy 2021.
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Considerations as to sustainability, the environment and climate change impacts |
This decision does not impact on the sustainability, environmental, and climate change of the district. |
Risks Analysis |
The health and safety obligations will be the responsibility of the tenant. |
Significance, Consultation and Engagement (internal and external) |
The Roxburgh Pool development was a key consultation point through the implementation of the Long-terms Plan 2021/31. |
6. Next Steps
· The Board’s decision is communicated to the School and the Pool Committee.
· The School confirms the transfer of the assets upon the land to the Pool Committee.
· The termination of the School’s lease and the new lease to the Pool Committee is executed.
Appendix 1 - Pool Redevelopment
Plans ⇩
Report author: |
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Reviewed and authorised by: |
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Christina Martin |
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Louise van der Voort |
Property and Facilities Officer (Vincent and Teviot Valley) |
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Executive Manager - Planning and Environment |
12/07/2021 |
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13/07/2021 |
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Doc ID: 542758
1. Purpose
To consider an update from His Worship the Mayor.
That the Teviot Valley Community Board receives the report.
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His Worship the Mayor will give a verbal update.
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Doc ID: 542761
1. Purpose
The Chair will give an update on activities and issues since the last meeting.
That the report be received.
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Doc ID: 542765
1. Purpose
Members will give an update on activities and issues since the last meeting.
That the report be received.
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21.6.6 July 2021 Governance Report
Doc ID: 545363
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.
That the report be received.
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2. Discussion
Status Report
The status reports have been updated with any actions since the previous meeting (see appendix 1).
Legacy Status Report
The legacy status reports have been updated with any actions since the previous meeting (see appendix 2).
Appendix 1 - TVCB Status Report ⇩
Appendix 2 - TVCB Legacy Status
Report ⇩
Report author: |
Reviewed and authorised by: |
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Wayne McEnteer |
Sanchia Jacobs |
Governance Support Officer |
Chief Executive Officer |
14/07/2021 |
19/07/2021 |
Teviot Valley Community Board meeting |
30 July 2021 |
Report Title |
Resolution No |
Resolution |
Officer |
Status |
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22/04/2021 |
Roxburgh Entertainment Centre - Stage Upgrade Project |
21.3.2 |
That the Teviot Valley Community Board A. Receives the report and accepts the level of significance.
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Property and Facilities Officer (Vincent and Teviot Valley) |
28 Apr 2021 Action memo sent to the Property and Facilities Officer - Vincent and Teviot Valley 08 Jun 2021 Construction work to be coordinated with the Roxburgh Entertainment Centre Improvement and Promotions Group's install of the new cinema screen. Awaiting installation date from community group. 16 Jun 2021 Awaiting update from the Roxburgh Entertainment Centre Promotions Group in respect of when the screen will be installed so the balance of the work can be carried out at the same time. 19 Jul 2021 Awaiting update from the Roxburgh Entertainment Centre and Promotions Group. They are waiting on advice from the structural engineer with regards to fixings for the cinema screen. |
17/06/2021 |
Allocation of Teviot Valley Walkways Reserve Fund |
21.5.2 |
That the Teviot Valley Community Board A. Receives the report and accepts the level of significance.
B. Approves the proposed work programme and expenditure to come from the Teviot Valley Walkways Reserve.
C. Agrees to retain the Teviot Valley Walkways Reserve account.
D. Recommend to Council that the delegation from the Teviot Valley Community Board to the Teviot Valley Walkways Committee be reviewed as part of the next delegation manual update.
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Parks Officer - Projects |
21 Jun 2021 Action memo sent to Parks Officer - Projects and Finance 19 Jul 2021 Signage design being completed on a site-by-site basis starting with the River Track. Improvements on Grovers Hill will wait until the windblown forestry damaged is removed. |
30 July 2021 |
Teviot Valley Community Board Legacy Status Report on Resolutions
Planning and Environment
Resolution 19.9.6 – November 2019 Otago Fish and Game Council Proposal to Construct a Jetty and Walking Track at Pinders Pond, Roxburgh. (COM 07-65-006) That the Board: A. Receives the report and accepts the level of significance. B. Agrees in principle to the proposal to construct a floating pontoon and associated walking track on Pinders Pond Reserve, and to initiate community engagement on the proposal. C. Notes that a further report will be presented that conveys the findings from the community engagement process and informs a final decision. STATUS
February – July 2021 – Contact was made with Contact Energy Ltd. prior to Christmas requesting a status update. Awaiting detail design material. December 2020 – Awaiting detail design material. November 2020 – Awaiting detail design material. The planned consultation process is likely to be rescheduled into 2021. September 2020 – Design detail work is progressing. July 2020 – Design detail has not yet been received. June 2020 – Initial scoping of the site and advice on the track detail has been completed by Contact Energy Ltd. Awaiting design detail from Otago Fish and Game Council and Contact Energy so that pubic consultation can be carried out. April 2020 – Plans have not yet been made available to plan the community engagement process. January 2020 – Otago Fish and Game Council and Contact Energy are to provide Council with design drawings for the community engagement process. December 2019 – Action memo sent to the Parks Officer Projects |
30 July 2021 |
The date of the next scheduled meeting is 9 September 2021.