MINUTES OF A mEETING OF THE Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra ON Tuesday, 20 July 2021 COMMENCING AT 2.00 pm

 

PRESENT:               Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr I Cooney, Ms A Robinson (via Microsoft Teams)

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Robinson (Property and Facilities Manager), G Bailey (Parks and Recreation Manager), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), F Somerville (Roading Administration Assistant) and W McEnteer (Governance Support Officer)

 

1               Apologies

Apology

Committee Resolution 

Moved:                Garbutt

Seconded:          Cooney

That the apologies received from Cr Claridge and Ms Stirling-Lindsay be accepted.

Carried

 

2               Public Forum

Aaron Dykes – President, Alexandra United Football Club

 

Mr Dykes spoke in support of the football club’s application for a container for storage at Molyneux Park. He mentioned that at present their current storage area is insufficient for their needs and there were a number of members of the club that kept equipment at their home on behalf of the club. He noted that the club would like a longer term solution for storage, which may happen in the future perhaps if there were other building developments at Molyneux Park. Mr Dykes then responded to questions from the Board.

3               Confirmation of Minutes

Committee Resolution 

Moved:                Cooney

Seconded:          Browne

That the public minutes of the Vincent Community Board Meeting held on 9 June 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

Note: Ms Robinson and Mr Garbutt declared an interest in item 21.6.2. To maintain quorum Mr Garbutt remained at the table, but abstained from discussing and voting on the item.

21.6.2         Vallance Cottage - Statement of Intent and Community Orchard Agreement

To consider endorsement of a Statement of Intent of the Vallance Cottage working group and renewal of its Community Orchard Agreement.

Committee Resolution 

Moved:                McPherson

Seconded:          Browne

That the Vincent Community Board

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

B.      Approves the Statement of Intent of the Vallance Cottage working group.

C.      Approves the Vallance Cottage working group’s Community Orchard Agreement.

Carried with Mr Garbutt and Ms Robinson abstaining from the vote

 

21.6.3         Alexandra Rugby Football Club Incorporated - Lease Renewal

To consider granting a new ground lease to the Alexandra Rugby Football Club Incorporated over an area of the Molyneux Park Recreational Reserve.

Committee Resolution 

Moved:                Browne

Seconded:          Robinson

That the Vincent Community Board

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

B.      Agrees to grant a ground lease of an area of approximately 476m2 of the Molyneux Park Recreation Reserve, as outlined in the report, to the Alexandra Rugby Football Club Incorporated.

The lease will be issued under Section 54 of the Reserves Act 1977 and is subject to the Community Leasing and Licensing Policy 2021. The general terms and conditions are as follows:

Commencement Date:

1 April 2021

Term:

Fifteen years

Rights of Renewal:

One of fifteen years

Final Expiry Date:

30 March 2051

Annual Rent:

$136 per annum

Rent Review:

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.

Tenant’s Outgoings

100% of all charges for rates, utilities, electricity, telephone, rubbish collection, and insurance.

Permitted Use:

The demised land shall be used solely for the purposes of a Rugby Club.

Insurance:

Full insurable value.

Special Conditions:

The landlord reserves the right to terminate the agreement with six months’ notice if it requires part or whole of the occupied are for other actives.

 

The landlord will reimburse the tenant on a monthly basis for the grounds bunker and shed power usage which remains connected to the tenant’s meter.

 

This reimbursed amount will be determined by the landlord taking a monthly reading of the check meter that covers the above areas and multiply this by the agreed rate of 21c per kWh.

 

This agreed rate can be reviewed at any time at the written request of the tenant. The basis of which the agreed rate will be determined is by averaging the $/kWh over the last six-month power bills.

 

Carried

 

21.6.4         Alexandra United Football Club Application to Site a Container

To consider a request from the Alexandra United Football Club to temporarily site a 6-metre storage container at Molyneux Park.

After discussion it was decided that two years would go quickly and that it was unlikely for there to be an alternate storage option for the club after that time. Therefore one right of renewal of two years for the lease would be more appropriate than no renewal.

Committee Resolution 

Moved:                McPherson

Seconded:          Cooney

That the Vincent Community Board

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

B.      Agrees to grant a lease to the Alexandra United Football Club for the purpose of temporarily locating a 6-metre container on Lot 2 Deposit Plan 21404, being part of Molyneux Park Recreation Reserve, for a term of two years with one right of renewal of two years at $1.00 per annum (if demanded), subject to:

·         The provisions of section 54 of the Reserves Act

·         The provisions of Council’s Community Leasing and Licensing Policy

·         The container being located immediately adjacent to Central Otago Netball Club Incorporated’s existing container

·         The container being painted to the satisfaction of the Parks and Recreation Manager

·         The Minister of Conservation’s consent

C.      Authorises the Chief Executive to do everything necessary to give effect to the resolution.

Carried

 

21.6.5         Road Renaming Report - Portion of Watson Road

To consider a request to rename a portion of Watson Road, Waikerikeri.

Committee Resolution 

Moved:                Robinson

Seconded:          Cooney

That the Vincent Community Board

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

B.      Recommends to Council that a portion of Watson Road be renamed Pīhoihoi Road.

Carried with Dr Browne and Mr Garbutt voting against the motion

 

21.6.6         Road naming report for approval - off Golden Road

To consider a request to name a private right of way Sim Lane.

Committee Resolution 

Moved:                Cooney

Seconded:          Browne

That the Vincent Community Board

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

B.      Agrees that the private right of way off Golden Road be named Sim Lane.

Carried

 

21.6.7         Road Naming Report for Approval - Rockdale Farm Subdivision

To consider a request to name an unnamed legal road Gorge Road.

After discussion it was noted that the road was not on the gorge, but rather led to the gorge and that historically there was a large flume operating in the area where the road was located. The board asked staff to clarify the new name with the developer before finalising the name.

Committee Resolution 

Moved:                McPherson

Seconded:          Garbutt

That the Vincent Community Board

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

B.      Agrees that the public road in the Rockdale Farm subdivision be named Flume Road, subject to acceptance from the developer.

Carried

 

21.6.8         Road Naming Approval Report - Dunstan Park, Alexandra

To consider a request to name five roads in the Dunstan Park subdivision in Alexandra.

Committee Resolution 

Moved:                Cooney

Seconded:          Browne

That the Vincent Community Board

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

B.      Agrees to approve five road names, road one to be named Henderson Drive, road two be named Pollock Street, road three to be named Stebbing Way, road four to be named Hewitt Crescent and road five to be named Gards Place as shown in appendix 1 of the report.

Carried

 

6               Mayor’s Report

21.6.9         Mayor's Report

His Worship the Mayor was not present at this meeting.

 

7               Chair's Report

21.6.10       Chair's Report

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

 

·       Noted the recent photograph with Russell Poole at the road renaming in Alexandra.

·       Attended the opening of the new petanque piste in Alexandra.

 

Committee Resolution 

Moved:                McPherson

Seconded:          Garbutt

That the report be received.

Carried

 

8               Members' Reports

21.6.11       Members' Reports

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

 

Dr Browne reported on the following:

 

·       Attended meetings of the Central Otago District Arts Trust.

·       Attended a board meeting of ADMI.

·       Attended a the AGM for Alexandra Community House.

·       Attended a board meeting for REAP.

·       Noted recent COVID-19 vaccinations.

·       Attended the Winterstellar exhibition at Central Stories.

·       Attended a recent concert at Central Stories and noted it was a well-attended and successful session.

·       Attended a public meeting at ADMI which discussed the loss of council funding for Central Stories.

·       Attended the Howl of a Protest in Alexandra.

 

Ms Robinson reported on the following:

 

·       Attended the AGM of Alexandra Community House. Noted that Bernie Lepper was re-elected as Chair but this was going to be her last term.

·       Attended a Treaty of Waitangi training session for REAP.

·       Attended an Otago Catchment Group meeting. Noted discussions on the rural sector and the change in regulations facing the rural community.

 

Councillor Cooney reported on the following:

 

·       Attended a district licence committee training session. Noted that committees were beginning to ask applicants for signed staff training plans in their applications.

·       Attended a Council meeting. Noted that there was reduced funding coming from Waka Kotahi and the recent emissions audit that was presented to council.

·       Attended a recent three waters workshop.

 

Mr Garbutt reported on the following:

 

·       Noted assistance with a water consent for the Clyde Golf Course.

·       Noted that there has been a lot of activity at the Blyth Street portion of the Clyde Museum, including changing some of the interior of the museum.

·       Noted a number of U3A seminars recently.

·       Noted recent COVID-19 vaccinations.

·       Attended a public meeting at ADMI.

·       Attended an information morning tea at St John.

·       Attended the funeral for Jack Lanham.

·       Attended a Central Otago Heritage Trust meeting.

Committee Resolution 

Moved:                McPherson

Seconded:          Cooney

That the report be received.

Carried

 

9               Status Reports

21.6.12       July 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:                Cooney

Seconded:          Garbutt

That the report be received.

Carried

 

10             Date of The Next Meeting

The date of the next scheduled meeting is 31 August 2021.

11             Resolution to Exclude the Public

Committee Resolution 

Moved:                McPherson

Seconded:          Browne

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

21.6.13 - July 2021 Confidential Governance Report

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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 3:10 pm and the meeting closed at 3:11 pm.

 

 

 

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                                                                                      CHAIR        /         /