Agenda of Cromwell Community Board meeting

Cromwell Community Board Agenda

7 September 2021

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
ON Thursday, 29 July 2021 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), S Righarts (Chief Advisor), G Robinson (Property and Facilities Manager), D Shaw (Property and Facilities Officer – Cromwell) and W McEnteer (Governance Support Officer)

21.6.1 Declaration of Office

The new member of the Cromwell Community Board, Bob Scott, took the Declaration of Office.

Mr Scott read aloud and signed his Declaration of Office, which was sighted and signed by His Worship the Mayor.

1 Apologies

There were no apologies.

2 Public Forum

There was no public forum at this meeting.

3 Confirmation of Minutes

Committee Resolution

Moved: Laws

Seconded: Buchanan

That the public minutes of the Cromwell Community Board Meeting held on 15 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

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

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.

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

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 of the report.

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 of the report.

Carried

21.6.4 Cromwell Town Hall/Events Centre Project

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

After discussion it was agreed that Ms Harrison and Cr McKinlay would be appointed as the Board’s representatives on the Advisory Group. It was also agreed that the Advisory Group should decide if there would be an external stakeholder group formed.

Committee Resolution

Moved: Gillespie

Seconded: Scott

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. Approves the establishment of an Advisory Group and appoints Anna Harrison and Nigel McKinlay to that group.

E. Approves that the Advisory Group determines if an external stakeholder group is required and if so makes such a recommendation to the Cromwell Community Board.

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

Carried

6 Mayor’s Report

21.6.5 MAYOR’S REPORT

His Worship the Mayor gave an update on his activities since the last meeting:

· His Worship the Mayor congratulated Mr Scott on his election to the Board and noted the campaigns of both Mr Scott and the other candidate David George.

· Attended the opening of the new St John building in Cromwell.

· Attended the opening of the Golden View rest home in Cromwell.

· Attended a joint meeting of Central Lakes Trust, Central Otago District Council, Queenstown Lakes District Council, Otago Regional Council and Southland District Health Board to discuss issues, priorities and challenges for the coming year.

· Noted issues with parking at Cornish Point for the new riding trail, but thanked the Roading team for their work in helping to alleviate the problem.

Committee Resolution

Moved: Gillespie

Seconded: Murray

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

21.6.6 Chair's Report

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

· Attended the Central Otago Principals Executive meeting

· Had attended a number of swimming sports meets.

· Noted that the school term has started and that Goldfields School was currently holding an art exhibition at McNulty House.

Committee Resolution

Moved: Harrison

Seconded: Murray

That the report be received.

Carried

Note: Councillor Gillespie left the meeting at 2.30 pm and returned at 2.31 pm.

8 Members' Reports

21.6.7 Members' Reports

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

Councillor McKinlay reported on the following:

· Attended a Council meeting on 30 June. Noted reports on the emissions and the re-lease of the aerodrome reserve to the equestrian club.

· Attended the opening of the Golden View rest home in Cromwell.

· Attended a pre-agenda meeting for the next Council meeting.

Councillor Laws reported on the following:

· Attended a Council meeting on 30 June.

· Attended the AGM of the Cromwell Historic Precinct. Noted that the board is getting smaller as there was no one to take over.

· Attended a meeting of Cromwell Community House. Mentioned that they are trying to find a new chair.

· Attended Shortland Street, The Musical at Fine Thyme Theatre.

· Attended the opening of the Golden View rest home in Cromwell.

· Attended a pre-agenda meeting for the next Council meeting.

· Attended a farewell for the manager of Cromwell Community House, who is retiring.

Mr Murray reported on the following:

· Attended the Light Up Winter festival and mentioned that about 5000 people attended.

· Mentioned the current project to plant native trees from Deadmans Point to Lowburn. Noted that there have been issues with finding appropriate plants in large numbers.

· Met with LINZ and Felton Road wine growers regarding braiding of the Kawarau River at Bannockburn. Reported that the wine growers were upbeat about the braiding as it could form a new eco system in the area and that would bring other opportunities to the area.

· Was part of Shortland Street, The Musical. Noted that there were about 250 people every night and was very successful.

Mr Buchanan reported on the following:

· Attended a meeting of the Bannockburn camp ground. Mentioned that the camp ground is trying to get a basketball hoop and playground equipment and that the Cromwell Rugby Club were moving some old posts to Bannockburn as well.

· Attended the Howl of a Protest in Queenstown.

· Attended the opening of the Golden View rest home in Cromwell.

Councillor Gillespie reported on the following:

· Attended the Council meeting on 30 June via Microsoft Teams.

· Attended the opening of the Golden View rest home in Cromwell.

· Reported that he had been away recently.

· Acknowledged the recent flooding on the West Coast.

· Acknowledged His Worship’s appearance on Q&A.

Mr Scott had nothing to report.

Committee Resolution

Moved: Laws

Seconded: Murray

That the report be received.

Carried

Note: Mr Buchanan left the meeting at 2:43 pm.

9 Status Reports

21.6.8 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: Gillespie

Seconded: McKinlay

That the report be received.

Carried

10 Date of The Next Meeting

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

11 Resolution to Exclude the Public

Committee Resolution

Moved: McKinlay

Seconded: Laws

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

Carried

The public were excluded at 2.45 pm and the meeting closed at 3.24 pm.

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

CHAIR / /

7 September 2021

5 Reports for Decisions

21.7.2 Promotion Grant Applications 2021 - 22 First Round

Doc ID: 550100

1. Purpose of the Report

To consider promotion grant applications received to the first publicised round for year one of the Long Term Plan 2021 – 2031.

Recommendations

That the Cromwell Community Board

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

B. Resolves to approve / decline a promotion grant to:

1.   GRA210739436 Cromwell and Districts Promotions Group – Operational, Staff, Marketing and events as outlined in the application
Year 1 LTP 2021/22 applied $87,143   Approved Total $64,270 as detailed
                                                             $17,760 Contractor – Media and                                                                                 Communications
                                                             $17,760 Contractor – Community Relations
                                                             $11,250 Advertising
                                                             $9,000 Operating Expenses (excl bad debts                                                                and donations)
                                                             $3,000 Christmas Parade traffic management
                                                              $2,000 Cherry Festival 2021
                                                             $3,500 Street Party and Fireworks 2021

Year 2 LTP 2022/23 applied $104,000 $0 declined

Year 3 LTP 2023/24 applied $106,000 $0 declined

2. GRA210750451 Central Otago District Arts Trust – Cover to Cover events

Year 1 LTP 2021/22 applied $1,600 $0 declined

Year 2 LTP 2022/23 applied $3,200 $0 declined

Year 3 LTP 2023/24 applied $4,800 $0 declined

2. Background

A new grant policy was adopted by Central Otago District Council (Council) in 2019 resulting in all community board and Council promotion and community grants becoming fully contestable. Grant budgets were reviewed by each board for inclusion in the 2021 – 2031 Long Term Plan (LTP). The Cromwell community board (the Board) promotion grant budget was set and approved at $106,219.

Given there was a transition period to a fully contestable process, a bridging grant programme was put in place to ensure no financial hardship was experienced by known recipients of regular annual grants. The Board received and subsequently approved an application from Cromwell and Districts Promotion Group for a grant of $15,000 to the Light up Winter event through that process. That approved grant is committed from the LTP budget line for the 2021-2022 financial year, leaving a total unallocated budget of $91,219 for applications received through the first advertised contestable funding round.

All previous grant applicants received correspondence in February 2021 advising them of the new process and when applications would be open. Print advertising and social media posts were also undertaken to ensure the community were aware of when and how to apply for grants. Applications to grants opened on 1 July 2021 and closed on 1 August 2021, utilising a new digital online application process.

Two applications were made to the Board for promotions projects as detailed below. The change in policy also agreed that in year one of an LTP, Council and boards have the discretion to allocate funding on a recurring basis for up to three financial years. Caution should be taken in doing this too readily given it will commit future year’s budget without knowing what other opportunities or applications may present themselves. One criteria the Board may consider is whether or not early approval of future years funding is critical to the event or activity, or whether the decision can reasonably wait until accepting and assessing applications for the next financial year. Both applicants to this first round have requested funding for each of the three years.

Consideration should also be given to retaining some budget for future applications at the next round this financial year.

Applicant Details:

· GRA210739436 Cromwell and Districts Promotions Group (Appendix 2)

Operational Contractors x 2, Marketing & Advertising, Operational Expenses, Christmas Parade, Cherry Festival, Fireworks Street Party

$87,143 Year 1 – 2021/22 (9 months - Oct to Jun)

$104,000 Year 2 – 2022/23

$106,000 Year 3 – 2023/24

· GRA210750451 Central Otago District Arts Trust (Appendix 3)

Cover to Cover, Authors Talks

$1,600 Year 1 – 2021/22

$3,200 Year 2 – 2022/23

$4,800 Year 3 – 2023/24

A matrix evaluation is completed to assist the Board in measuring the applications against the policy and criteria for funding. Staff have completed the matrix indicating their assessment of the application against the policy and with consideration to the amount of funding that remains available, and the grant policy principle to offer a second funding round within each financial year. (Appendix 1)

3. Discussion

Promotions grants provide funding that helps meet community needs / desires for events or activities that enhance the experience of locals and visitors. Funding is targeted to attracting people to visit, stay or reside in the area for the betterment of existing residents and ratepayers. Projects must align with the four well-beings and also with the district’s community outcome statements.

The applications received for the 2021/2022 financial year total less than the total unallocated funding that remains available for distribution. The requested dollar value of applications for the two following financial years if approved in full would fully commit or exceed the amount approved in the LTP budgets for the entire financial year and no other grant round would be available.

The grants policy gives Council and community boards the discretion to allocate funding on a recurring basis for up to three financial years. This must be done in year one of the LTP therefore the Board has received multi-year funding applications in this round. Grants approved for future years are not released until recipients have satisfactorily reported on progress and outcomes delivered from grant money already received. They do not have to reapply, however prior to approval of future year grants special consideration should be given as to whether it is critical for funding to be approved for the full three year period or not.

When assessing the applications for future years staff have remained cognisant of the principles of the grants programme which is to provide a robust contestable process enabling decision makers to compare the relative merits of the proposals and allocate grants as fairly as possible.

Should the Board choose to fully allocate the promotions budget for the current year plus years two and three of the LTP, this would result in no further opportunity to facilitate a publicised funding round for future years without adjusting budgets and having them approved in each year’s annual plan process. The risk being that a new project or event would be unable to seek the Board’s support through its normal grants programme. Fully committing the grants budgets in advance also creates less flexibility to respond to adverse financial situations, such as that experienced with COVID-19 where budgets were adjusted for the 2020/21 financial year.

Staff note that some components from applications made to each of our community boards promotions grant could be considered to have district wide benefits. However as there is no Council level events funding budgeted the applications have been made to the Board where the event will take place and/or to contribute a proportion of costs to a project with district wide benefit as in the Central Otago District Arts Trust application.

The level of funding recommendations take into account the budgeted amounts available, as well as future funding requests for year two and three of the LTP. Giving consideration to ongoing challenges as a result of the COVID 19 pandemic, financial prudence and the ability for the community to apply to the Board for grants, staff are recommending that no funding is pre-approved for years two and three of the LTP, thereby ensuring that a robust contestable round is possible. Current applicants may then reapply showing the success or otherwise of their project.

The application from Cromwell and Districts Promotions Group does not include a proposed budget for years two and three. The group was unable to provide one in time for inclusion with this report, therefore staff have suggested the Board do not pre-approve any funding for years two and three of the LTP at this time, and that the group may reapply in the next funding round including the appropriate details, which is scheduled for the first quarter of 2022, and will still be in year one of the LTP.

Staff have reviewed each of the applications and provide comments to assist the Board with their decision making:

Applicant: GRA210750650 Central Otago Districts Arts Trust

Project: Cover to Cover Authors Talks – coordinator fees

Amount requested: $1,600 Year 1 – 2021/22

$3,200 Year 2 – 2022/23

$4,800 Year 3 – 2023/24

· The application is for a new series of events with the first being held in Clyde on 26 September 2021 featuring Fiona Sussman an internationally recognised writer and winner of a NZ Booklovers Award. (NB: Fiona is Auckland based and at the time of writing this report, the level four COVID-19 response has the potential to be ongoing. If that is the case this event may have to be deferred to a later date)

· The applicant is seeking proportional funding from each of the district’s boards for this project as there is currently no district wide promotion grant fund to apply to. The committee believes this will be an event that has wider benefits to the whole district in the future. The applicant has identified elements of the event budget it is seeking support from for each board. For Cromwell they are seeking support for event co-ordinator fees.

· The current plan is to hold one event in 2021, with two events in 2022 and three events in following years. Organisers are aware of a strong community of Central Otago writers who have either published or are working on publishing books, providing a range of choices for planning the future events.

· Professional advice and assistance is being provided by Ann Villiers who is a co-founder and trustee of the popular and successful Dunedin Writers and Readers Festival, thereby increasing the confidence that this event could develop into a successful series of events on the Central Otago calendar.

· The September 2021 event is to be a ticketed event held at Olivers in Clyde. For subsequent years there will be at least one of the planned events held in the Vincent area. The draft budget supplied indicates the anticipated ticket sales, plus in kind support will not cover all expenses. Grant funds should not be applied to gifts or alcohol therefore these elements of the application should be excluded from the final funding decision.

· The first event is to be held on the Sunday of Blossom Festival weekend, whilst it may not attract additional visitation may result in visitors extending their stay to attend the event. Although the event is not planned to be held in the Cromwell area if it is successful it may result in extended visitor stays.

· The event as outlined aligns with aspects of the Central Otago Tourism Strategy priorities including: Productivity – addressing seasonality; Connectivity – strengthening relationships, partnerships and collaborations; Targeting for Value – delivering the greatest overall benefit to Central Otago (community, commercial, visitor and environmental); Driving Value through outstanding Visitor Experience – authentic, high touch, high value experiences.

Applicant: GRA210739436 Cromwell & Districts Promotions Group

Project: Contractor Costs – x 2 pax, Operational expenses, Events - Fireworks & Street Party, Christmas Parade, Cherry Festival

Amount requested: $87,143 2021/2022 (Oct to Jun)

$104,000 2022/2023

$106,000 2023/2024

· Cromwell and Districts Promotions Group has been the major recipient of the Board’s promotion grant funding since its establishment in 1995. It continues to run a set of events that are popular with the community.

· The group has noted within their application an increased effort to become less reliant on funding from the Board, however the future year applications do not indicate they have factored in a reduction in funding requests in the immediate future.

· The application for the nine months October 2021 to June 2022 totals $87,143 which is in addition to the $15,000 previously granted to the Light up Winter event. The group received funding of $86,200 for the 2020/21 year, therefore the group is seeking to raise their funding to $102,143 in total for the 2021/22 year – approximately an 18.5% increase.

· Staff and operational costs are the greatest proportion of the requested grant at 88.5% of requested funding. (or 78.4% of total funding request budget). Albeit that staff time is not directly associated with the individual event / projects delivered, this could be considered a higher percentage than ideal. It is acknowledged that having paid staff ensures delivery of projects and that other funders will not cover this element. Ideally the group will find solutions to self-fund the paid roles into the future.

· The nine-month budget supplied (excluding any successful grant funding) indicates a projected funding shortfall of $89,378. The group would significantly have to adjust its plans / operating model to remain viable without any Board grant funding support.

· The group continues to be the owner of the Summer Series sporting events, however these are run by contractors and not included within the funding request. An income line however is shown in the budget, indicating the events are a source of revenue for the group.

· The group has applied for funding for two contractor roles – Media and Communications, Community Relationships. The amount requested for the nine month balance of the 2021/22 year is equivalent to or greater than the previous amount funded for a full year. This would indicate the group has potentially increased staff costs significantly.

· The application includes operating expenses for bad debts, this is not compatible with the grants policy.

· As noted previously, digital statistics or data have not been provided therefore it is difficult to determine the value of the website expenditure. The new digital portal for Central Otago is now established and Tourism Central Otago advice recommends that to avoid duplication of tasks and cost to ratepayer’s consideration is given to hosting the Cromwell domain and content within the new platform. This could free up more time for Cromwell focussed content development. This model is recommended within the Central Otago Tourism strategy 2018-2028 approved by Council.

· The group has added an additional event to their application – a Christmas Parade, and is seeking support for the Traffic Management costs associated to the parade. This new event could be considered as having a potentially district wide benefit and be best funded through a Council grants process, however this is not an option currently.

· The events as outlined generally are considered to align with aspects of the Central Otago Tourism Strategy priorities including: Productivity – addressing seasonality; Connectivity – strengthening relationships, partnerships and collaborations; Targeting for Value – delivering the greatest overall benefit to Central Otago (community, commercial, visitor and environmental); Driving Value through outstanding Visitor Experience – authentic, high touch, high value experiences.

4. Options

Option 1 – (Recommended)

That the Board considers the applications received and reviews and agrees the recommended grant amounts as per the assessment matrix for each of the three years applied and within the unallocated budget for the 2021/22 year, plus years two and three of the 2021-2031 Long Term Plan.

That the Board allocates grants to:

GRA210739436 Cromwell and Districts Promotions Group for October to June Year 1 of the LTP, 2021/2022 – total $64,270 as detailed:

$17,760 Contractor Media and Communications

$17,760 Contractor Community Relations

$11,250 Advertising

$9,000 Operating expenses – excluding bad debts and donations

$3,000 Christmas Parade for traffic management fees

$2,000 Cherry Festival Event 2021

$3,500 Street Party and Fireworks Event 2021

That the Board declines a grant to:

GRA210750451 Central Otago District Arts Trust for Cover to Cover events – coordinator fees

Declined $1,600 Year 1 – 2021/22

Declined $3,200 Year 2 – 2022/23

Declined $4,800 Year 3 – 2023/24

GRA210739436 Cromwell and Districts Promotions Group:

Declined $104,000 for Year 2 LTP 2022/2023

Declined $106,000 for Year 3 LTP 2023/2024

Advantages:

· The Board is ensuring that approved grants are allocated within the budgets for years one to three of the 2021-2031 LTP and retaining funds for new opportunities which may arise.

· The Board is retaining $26,949 in unallocated grant funding for the 2021/22 financial year which will allow the planned second contestable funding round to be facilitated in the first quarter of 2022.

· The grant applications received for years two and three of the LTP require additional information to allow the Board to make an informed decision. The applicants were unable to supply the information in time for inclusion in the report, however they may reapply at the next funding rounds for consideration.

· Approving a grant, albeit at a reduced amount, shows the Board in principle supports the project. A reduced amount is considered more appropriate when the level of funding requested was equivalent to the previous full year grant and the application covers a shorter 9 month timeframe.

· The applicant may reapply in future rounds and be in a better position to show the value of the event once the first event has been held.

· The Board is supporting a new opportunity thereby extending the local event calendar options with new events or activities, providing additional positive economic, social and cultural value for local businesses and residents.

Disadvantages:

· The approved grant amounts are insufficient to allow the applicants to deliver the project as planned, therefore the event / project does not go ahead, and/or skilled staff are not retained.

· Grants are approved and/or declined by the Board which have a wider district benefit, therefore funding decisions could be considered as being more appropriately made at Council level.

Option 2

That the Board considers the applications received and reviews the recommended grant amounts as per the assessment matrix, approving grants at a higher level than suggested for year one of the LTP (2021/22).

The Board also agrees to approve baseline funding at an agreed level to Cromwell and Districts Promotions Group for years two and three of the LTP (2022/23 and 2023/24) in order to provide funding security to the applicant.

· The Board is providing grants that better meet the level of funding the applicant is seeking in order to deliver their project successfully.

· The Board is showing support for the applicant over years one to three of the LTP providing security for future year activities.

· The Board is supporting new opportunities thereby extending the local event calendar options with new events or activities, providing additional positive economic, social and cultural value for local businesses and residents.

· Some unallocated funding will remain for years two and three of the LTP, thereby allowing a contestable funding round, albeit reduced to be offered for the community to make application to.

· Applicants declined may reapply in future rounds and the Board will therefore be making a decision based on the most current information regarding the financial status and/or success factors of the project / event.

Disadvantages:

· Approving grant funding without a clear understanding of the project and budget is incompatible with the grants policy.

· Approving grants at a higher level may result in the Board having insufficient unallocated grants budget to facilitate a robust contestable grant round in years two and three of the LTP. This would not allow it to consider any new opportunities that may present over that timeframe

Option 3

That the Board considers the applications received and reviews the recommended grant amounts as per the assessment matrix for each of the three years applied to. And that the Board declines all applications to years one, two and three of the LTP.

Advantages:

· Declining to approve a grant would allow the Board to seek further information on projects / activities etc should they deem it necessary before approving any grant.

· The Board, by declining to approve the applications in years two and three of the LTP, will enable a fully contestable funding round to be offered for each of those years. This will allow it to consider any new opportunities that may present over that timeframe.

Disadvantages:

· By declining all requested grants the applicants will be unable to deliver the project as planned, therefore the event / project is unlikely to proceed.

· Applicants seeking security of funding may consider that it is not feasible to progress their activities without confirmation of funding in advance, therefore projects / events may not proceed as planned and/or fail to reach their potential to become successful ongoing events on the local calendar.

· The Board has called for applications and has unallocated funds available for distribution to projects / activities that meet the grant policy criteria.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social/cultural/economic/environmental wellbeing of communities, in the present and for the future by provision of funding that supports community priorities.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes The recommended level of funding is within the unallocated promotions grants funds for the 2021/22 year after the Board allocated $15,000 by way of a hardship grant to Cromwell and Districts Promotions Group for the Light up Winter event 2021. Any pre-approved grant amounts to applicants for years two and three of the Long Term Plan may not be uplifted until the applicant has reported satisfactory progress and outcomes delivered from grant money already received. Grant recipients are required to meet the accountability requirements of Council’s grant policy.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Applications are being considered in line with the Central Otago District Council grants policy and measured against the principles and objectives of that policy. The Central Otago Tourism Strategy events project specifies the following approach: Advance Central Otago as a region that is capable of delivering superb events (especially in areas related to our unfakeable assets). Several events that have applied are long standing and well established. The new events applying show potential to extend the events scene for the Cromwell area and/or Central Otago as a whole. The projects also support the economic development strategy, Central Otago Regional Identity and its values.
Considerations as to sustainability, the environment and climate change impacts	Any recipient of an approved promotion grant is required to adhere to the principles within Councils policies including sustainability, waste minimisation, smokefree etc.
Risks Analysis	Public events carry a level of risk as they bring together in one place a number of people to participate in the activities associated with the particular event. Event organisers, community groups, organisations and contractors are required to meet the necessary legislative Health and Safety requirements for their activities. The applicants have not identified within their application that a plan is in place, however Central Otago District Council’s Health, Safety and Wellbeing advisor will seek a copy of and review the plan should they deem it necessary.
Significance, Consultation and Engagement (internal and external)	The projects do not meet or exceed any of the criteria thresholds in the policy requiring public consultation. Therefore they are not considered significant.

6. Next Steps

· Applicants will be advised in writing of the Board’s decision and resolution.

· Approved grant recipients will receive details as to when and how they may provide an invoice to uplift a grant together with the appropriate resolution details and a purchase order.

7. Attachments

Appendix 1 - Grant Assessment Matrix ⇩

Appendix 2 - GRA210739436 Cromwell and Districts Promotions Group Grant Application ⇩

Appendix 3 - GRA210739572 Central Otago Districts Arts Trust Grant Application ⇩

Report author:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
26/08/2021	31/08/2021

7 September 2021

21.7.3 Cromwell Greenway Reserves Disc Golf Proposal

Doc ID: 549851

1. Purpose of Report

To consider a proposal from Connect Cromwell to install an eighteen-hole disc golf course into Anderson Park and the associated greenway.

Recommendations

That the Cromwell Community Board

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

B. Agrees to the development of a disc golf course on Anderson Park and accepts the donation of the course assets from Connect Cromwell.

C. Authorises the Parks and Recreation Manager to negotiate an appropriate nine-hole course layout with Connect Cromwell.

D. Require that the facility be completed by 30 June 2023, or the approval is relinquished.

2. Background

Connect Cromwell is a subcommittee of the Cromwell and District Community Trust. Its function is to support the community to develop community initiatives in the Cromwell District.

With the support of Sport Central, advice from a commercial supplier, and input from the Cromwell community, Connect Cromwell seek approval to install a disc golf course into Anderson Park and the associated greenway.

3. Discussion

The introduction of disc golf into Anderson Park would add to the range of activities and experiences currently available in Cromwell.

Disc golf is very similar to traditional golf in that the objective is to complete a course in the fewest number of shots. A round disc like a Frisbee is thrown from a tee along a ‘fairway’ to eventually land in a chain basket, the hole.

The sport itself is low impact, accessible, and social. It is also played year-round and can be both a casual group activity and a competitive sport.

Cromwell lends itself to the sport with its network of greenway reserves and the obstacles (trees) required to create an adequate level of challenge on a disc golf course.

There are no other disc golf venues in Central Otago but as detailed in the proposal there are fifty courses across New Zealand with six in the Queenstown Lakes District.

Drawing from the proposal in Attachment 1 approval is sought to:

· Approve the introduction of disc golf into Anderson Park and Greenway.

· Accept the donation of up to eighteen chain net baskets and 3.5 x 1.5m2 hard surface tees “the course”, and associated signage.

· Maintain the donated assets.

· Accommodate the requirement to crown lift trees on the course as required to eliminate eye level hazards.

· Field customer inquiries and feedback on activity effects.

In return Connect Cromwell will:

· Fully fund the project, including all signage requirements.

· Promote the facility through its communication channels.

It is intended that the course be available for use in a similar vein to a sports field – daily unless the space is booked for other activities or uses, and users would be required to supply their own discs.

The course could also be booked for tournaments thus requiring that other uses including walking and cycling to be excluded from the area during such events.

In considering the potential for the activity the matters of demand, impact, and opportunity are relevant.

Demand

A sport demand analysis has not been carried out for the Central Otago district.

Such an analysis assesses demand (number of users and how many fields they require for competition and training on a weekly basis) versus supply (how many natural or artificial fields are provided, how much use can they sustain before they reduce in quality, and what and when are additional fields required to be supplied to meet demand (including growth).

An analysis considers existing use patterns and factors in population growth along with new and developing sports such as disc golf.

In the absence of this research, Connect Cromwell have sought local feedback through an online survey as to whether responders would like to try the sport should it be available in Cromwell.

As detailed in their proposal, of the 77 people who participated 29 responded yes, they would like to try it, 28 responded they would maybe like to try it, and 19 advised they had no interest in the activity. One person confirmed they already play.

There is no other similar or recent survey to use as a comparison to this response or level of interest.

Impact – People

The introduction of disc golf into Anderson Park and greenway is likely to have an impact on other users of these spaces, and neighbours of these spaces. A common issue for these groups from sports fields are misdirected balls and activity noise.

Whilst most tolerate or are accustomed to this occurring or having the potential to occur, the introduction of flying discs, which may not always have a clear line of site due to the trees, is likely to have an adjustment period for both park users and residential neighbours.

The discs themselves vary in weight and size and are best selected relative to the skill of the player. A mismatch can contribute to wayward flights and heighten the risk to others who are outside the field of play, aligning somewhat to ball golf and club selection.

There are also many different brands and types, which along with the other variables such as weight, weather, and player ability, will contribute to the degree of impact the activity will have on Anderson Park.

The discs are manufactured from a range of plastics and have a flatter edge than the more commonly known frisbees.

Referring to Attachment 2, the proposed course starts at the rose garden and heads southwest through Anderson Park, crossing Jolly’s Road for the mid part, before completing adjacent to the hockey turf.

In assessing the proposal staff consider the optimal start point, regardless of the final approved length, is at hole 4 on the map. This is due to the combination of children’s play area, higher pedestrian traffic on the greenway footpath in this location, and the intent of the rose gardens to be a passive/reflective space.

This move may constrain somewhat the course layout within the remaining available space on Anderson Park. There is also a likely impact the change in use may have on the reserve and its periphery. Therefore, reducing the scale to a nine-hole course, at least until the activity is established, is recommended.

Impact – Trees

Whilst the trees on Andersons Park provide a key feature for any disc golf course – obstacles, shade, and atmosphere – the cambium bark (the outer-most layer of protection for a tree) can be damaged by disc strike.

Minor damage can be managed by the trees’ own systems but with repeat or extensive damage, effectively a tree becomes ring barked and its health is affected.

Whilst not considered a major impact, the cumulative effect of tree damage and potentially tree loss in the Central Otago climate should not be overlooked.

Costs

Connect Cromwell propose raising funds to cover the capital cost of installing a course.

The project would be required to cover all signage costs including warning signage along the greenway footpaths.

Connect Cromwell estimate the cost at a maximum of $2,500 per hole and includes all hardware, mapping, signage, tee boxes, and install.

If an 18-hole course was installed the total commitment is estimated at $45,000. A nine-hole course is estimated to cost approximately half that.

Council’s commitment, if it approved the course and accepted ownership of the assets, would involve maintenance of both the assets suppled and the course (primarily lower limb height on the trees).

This has been estimated at $2,000 per annum (regardless of length) and allows for the complete replacement of at least one basket if required and unscheduled visits to carry out other repairs, such as to the turf, and tree pruning.

This cost will be included in the draft 2022 – 2023 Annual Plan.

Assets gifted to Central Otago District Council would not be depreciated and therefore at the time facility comes due for replacement a further decision would be required about funding its renewal.

4. Options

Option 1 – Approve the installation of a nine-hole disc golf course in Cromwell (Recommended)

This option would see the approval of a nine-hole disc golf course being installed into Anderson Park. To accommodate the risks the new activity would bring to the site and the recommendation to start the course further into the park, some flexibility is required to negotiate with Connect Cromwell to realign the course on the site.

Advantages:

· Introduces a new recreation activity to the district for both locals and visitors.

· The activity encourages social connectedness and activates an open space.

· Capital funding is not being sought from Council.

· Proximity to resources such as public toilets and the town centre.

· An increase in activity on a public open space contributes to positive community experiences and safer public environments.

· Installation of a nine-hole rather than an eighteen-hole course, in a smaller overall footprint through starting further into the park, gives all parties the opportunity to bed the activity into the space without compromising the interests of other parties.

Disadvantages:

· Risk for passive reserve users passing through this space increases. Managing this risk relies on course layout, disc golfers being sure the way is clear to throw, and other users being alert to the activity.

· Likely to be some occasional impact on residential neighbours.

· Likely to be some impact on park trees through disk strike.

· Approving a nine-hole course does not align with the proposal received.

Option 2

Decline the initiative in full.

Advantages:

· No new risks are introduced

· No financial impact

Disadvantages:

· Reduces the likelihood of Council being approached to consider community initiatives.

· The range of recreation options in the Cromwell area is not broadened.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social wellbeing of communities, in the present and for the future by providing an accessible activity for groups to participate in that requires little financial outlay and promotes social connectedness.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes. Additional operational budget of $2,000 per annum will be required to carry out repairs and maintenance to the course. The capital development budget is to be sourced by Connect Cromwell.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	No. The activity is not provided for in the Cromwell Sports Park Reserve Management Plan. There are also no assessment criteria against which this proposal can be assessed for suitability. The Cromwell Sports Park Management Plan does highlight the greenway and embankment area as a useful separation space between the playing areas and residential areas. The proposal would encroach into that buffer zone somewhat. If installed, development projects such as expanding the hockey turf area were progressed, the disc golf course could be realigned to accommodate that project.
Considerations as to sustainability, the environment and climate change impacts	This proposal does not increase impacts that would contribute to climate change. Completed courses do not require additional inputs such as water, fertiliser, and mowing.
Risks Analysis	The key risk for the activity is the introduction of a sport into an existing passive area. It is likely that a period of adjustment would be required for reserve users as well as signage being installed to draw passive users’ attention to the activity and to draw disc golf players attention to the need to check the way is clear before throwing. This is also important at the road crossing points. Manging this risk is one of the justifications for indicating that the course should start at hole 4 on Attachment 2.
Significance, Consultation and Engagement (internal and external)	Communication with established park users and the residential neighbours will be required before installation for this project to be successful. Other park users will also need to be alerted to the activity as they pass through the greenway. This can be achieved through the use of onsite signage.

6. Next Steps

Should the proposal be accepted, and the course installation approved, targeted engagement will be required with both park tenants and adjacent residential neighbours.

Wider communication with general park users will also be undertaken.

Parallel to this, Connect Cromwell will be enabled to raise funds to carry out the project.

7. Attachments

Appendix 1 - Cromwell Disc Golf Proposal ⇩

Appendix 2 - Proposed Course Area ⇩

Report author:	Reviewed and authorised by:

Marie Gordon	Louise van der Voort
Parks Officer - Projects	Executive Manager - Planning and Environment
23/08/2021	25/08/2021

7 September 2021

21.7.4 Notice of Intention to Prepare a Reserve Management Plan

Doc ID: 547848

1. Purpose of Report

To request that the Cromwell Community Board resolve to notify its intention to prepare a Reserve Management Plan for the Bannockburn Recreation Reserve.

Recommendations

That the Cromwell Community Board

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

B. Agrees to notify its intention to prepare a Reserve Management Plan for the Bannockburn Recreations Reserve legally described as Section 164 Block 1 Cromwell Survey District, S O Plan 19606 – 3.5365 hectares.

2. Background

Section 41 of the Reserves Act 1977 describes that all recreation reserves shall have a Reserve Management Plan prepared by its administering body. The administering body of any reserve shall keep its management plan under continuous review, so that the plan is adapted to changing circumstances or in accordance with increased knowledge.

The Bannockburn Recreation Reserve comprises 3,5365, hectares and is situated on Domain Road, Bannockburn. The reserve has an existing Reserve Management Plan which was adopted in 2000. Since that time the reserve has been managed under a lease agreement between Council and the Bannockburn Recreation Reserve Management Committee Incorporated, (the Committee). The original lease expired in 2020.

When the lease was renewed, it was considered appropriate to prepare a new reserve management plan for the following reasons:

· The existing plan was no longer reflective of the current management situation.

· A new plan would provide for future development of the reserve and reflect any pressures, constraints, conflicts, and opportunities the increased development and growth experienced in the Bannockburn community since 2000 may have created for the reserve and its management.

· The age of the existing plan.

3. Discussion

The Reserves Act 1977 requires Council to consider the following when preparing a management plan for a recreation reserve:

“provide for and ensure the use, enjoyment, maintenance, protection and preservation as the case may require and, to the extent that the administering body’s resources permit the development, as appropriate, of the reserve for the purposes of which it is classified.”

The essential features of the management planning process are:

· A deliberate assessment of the resource and other planning considerations such as pressures, constraints, conflicts, and opportunities

· An assessment of the reserve in the overall land use pattern

· The determination of management policies supported by criteria

· The incorporation of regular monitoring and review to ensure that the plan remains relevant under changing circumstances and demands

Clause 6 of the Bannockburn Recreation Management Plan 2000 states – “that the plan should be reviewed every five years to ensure that the general public and user groups have the opportunity to express their views on the management of the reserve on a regular basis”.

Over the years, the reserve has had enthusiastic and committed volunteers managing and developing it on behalf of the Council and the community. It is essential that through the draft management plan process this group forms part of the planning process, particularly to provide input into the draft plan. Direct consultation with the Committee and the Bannockburn Bowling Club will be undertaken to seek their views on how the reserve should be managed on behalf of the community. This information will then be collated and included in the draft plan that will be publicly notified for two months seeking public submissions.

All submissions received will be considered by the Board where it will also hear from those who wish to speak to their submission in person. Recommendations from the submission process will then be included into the final plan before adoption and becoming operative.

The new Bannockburn Recreation Reserve Management Plan will provide clear policy and objectives for managing the reserve into the future.

During the lease renewal process, it was identified that a ten-year development plan should be prepared as a requirement of the lease. This plan will sit underneath the management plan and will provide for future growth and development within the reserve. Budget for the development plan has been allocated in this year’s budget.

The Committee also agreed that it would prepare a business plan for the camp operation as part of its lease obligations.

4. Options

Option 1 – (Recommended)

Resolve to notify intention to prepare a Reserve Management Plan for the Bannockburn Recreation Reserve.

Advantages:

· This will support Council’s obligations under the Reserves Act 1977 to renew its existing Reserve Management Plan for the Bannockburn Recreation Reserve.

Disadvantages:

· No disadvantages have been identified.

Option 2

Do not resolve to notify intention to prepare a Reserve Management Plan for the Bannockburn Recreation Reserve.

Advantages:

· No advantages have been identified.

Disadvantages:

· This will not support Council’s obligations under the Reserves Act 1977 to renew its existing Reserve Management Plan for the Bannockburn Recreation Reserve.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities. The preparation of this management plan is a public process that will contribute to improved community outcomes and enhanced community wellbeing through proactive planning for the future utilisation of the Bannockburn Recreation Reserve.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Cost for preparing this Reserve Management Plan will be accommodated within existing budgets. There is $8000 allocated for preparation of the Development Plan which will be undertaken following the adoption of the Reserve Management Plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Central Otago District Council Long Term Plan 2021 – 31. Bannockburn Recreation Reserve Management Plan 2000.
Considerations as to sustainability, the environment and climate change impacts	A well-planned and functional recreational area will contribute to ongoing environmental sustainability.
Risks Analysis	Council has an obligation under the Reserves Act 1977 to continually review its reserve management plans.
Significance, Consultation and Engagement (internal and external)	An appropriate media release and public consultation will be undertaken following the recommendation being adopted. The public consultation notices will be in accordance with section 119 of the Reserves Act 1977.

6. Next Steps

It is intended to skip Section 41(5) as this step is only generally used when preparing a plan for the first time. This reserve has an existing reserve management plan.

Targeted consultation will take place with the Committee and the Bannockburn Bowling Club as part of the draft plan’s preparation.

Once the draft plan is prepared it will be presented to the Board for approval to publicly notify for two months, seeking public submissions in accordance with the Reserves Act 1977.

The Board will consider all submissions and hear those who wish to present their submission in person before approving a final draft plan and recommending that Council adopt the Plan under its delegated authority on behalf of the Minister of Conservation.

Reserves Act 1977 process is set out below:

Relevant Sections of the Reserves Act	Public Consultation	Description of Activity	Phase
Section 41(5) Section 41(5)c Section 41(6)a-c Section 41(6)d Section 41(6)d	Optional Mandatory	Council notifies the public that it is preparing a management plan and calls for submissions (1 month) ò Public submissions are received and incorporated into a draft management plan ò A draft management plan is made available to the public for further comment (2 months) ò The draft management plan is edited to incorporate input from public submissions ò The final document is presented to Council for adoption	Management Planning
Section 41(6)e Section 41 Section 41(4)		Council adopts management plan under delegated authority of the Minister of Conservation ò All policies come into effect and are enforceable by Council ò The management plan is continually monitored and reviewed	Implementation

Relevant Sections of the Reserves Act

Public Consultation

Description of Activity

Phase

Section 41(5)

Section 41(5)c

Section 41(6)a-c

Section 41(6)d

Optional

Mandatory

Council notifies the public that it is preparing a management plan and calls for submissions (1 month)

Public submissions are received and incorporated into a draft management plan

A draft management plan is made available to the public for further comment (2 months)

The draft management plan is edited to incorporate input from public submissions

The final document is presented to Council for adoption

Management Planning

Section 41(6)e

Section 41

Section 41(4)

Council adopts management plan under delegated authority of the Minister of Conservation

All policies come into effect and are enforceable by Council

The management plan is continually monitored and reviewed

Implementation

7. Attachments

Appendix 1 - Bannockburn Recreation Reserve Management Plan 2000 ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	Louise van der Voort
Parks and Recreation Manager	Executive Manager - Planning and Environment
30/07/2021	27/08/2021

7 September 2021

PDF Creator

21.7.5 Cromwell Memorial Hall External Stakeholder Group

Doc ID: 550037

1. Purpose of Report

To consider a recommendation from the Advisory Group for the Cromwell Town Hall/Events Centre project to proceed with a closed expression of interest for an external stakeholder group.

Recommendations

That the Cromwell Community Board

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

B. Approves the Advisory Group’s recommendation to carry out a closed expression of interest for the stakeholder engagement group, appointing one person from each of the following groups:

· Fine Thyme Theatre Company

· Cromwell Town and Country Club

· Cromwell Cultural Centre Trust

· Cromwell Museum

2. Background

At the Cromwell Community Board meeting on 29^th July 2021 the Board resolved as follows:

21.6.4 CROMWELL TOWN HALL/EVENTS CENTRE PROJECT

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. Approves the establishment of an Advisory Group and appoints Anna Harrison and Nigel McKinlay to that group.

E. Approves that the Advisory Group determines if an external stakeholder group is required and if so makes such a recommendation to the Cromwell Community Board.

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

The advisory group met on 10th August 2021 to discuss the Cromwell Town Hall/Events Centre project and the merits of establishing an external stakeholder group. The advisory group considered that an external stakeholder group would be able to provide expertise in relation to hall activity, and would be a helpful sounding board during the project.

Because of their experience it was considered that members from the following groups would have knowledge and ideas they could contribute to the project:

· Fine Thyme Theatre Company

· Cromwell Town and Country Club

· Cromwell Cultural Centre Trust

· Cromwell Museum

3. Discussion

Community consultation was undertaken extensively throughout the Cromwell Masterplan project, and again through the Long-Term Plan. Having a selected group from the community is a more efficient method of getting community views specific to the Town Hall/Events Centre project. A stakeholder group is an effective way to engage with the community because it represents a wide cross-section of the community who have a level of skill and interest in the project.

The Cromwell Cultural Centre Trust (CCCT) have already engaged with community and hall users and have provided helpful information which was used for the financial modelling for the LTP. A member of the CCCT on the external stakeholder group would assist by providing invaluable advice on hall usage and proposed design of a facility to meet current and future needs of the community.

The Cromwell Museum facility can be designed as a standalone building or be incorporated with a hall/events centre for Cromwell. It is important to understand the views and needs of the museum sector when designing the facility, so it is proposed a member of the Cromwell Museum be included in the external stakeholder group.

The Cromwell Town and Country Club have been involved in Cromwell Masterplan discussions, specifically around opportunities for working together during design and how the facilities will operate in the future. A member from the Town and Country Club could therefore provide helpful insight into synergies and opportunities for the future of the hall/events centre with the Town and Country club.

The Fine Thyme Theatre Company are a regular performer in the arts sector in Cromwell. Members of the group engaged in earlier conversations around the project, and as users of local facilities it would be helpful to hear about the needs of this sector when designing the new facility.

The advisory group has identified the above stakeholder groups due to their expertise, previous involvement, and established interest in the project.

It is important to take the community on the journey through the design phase of the project, so whilst formation of an external stakeholder can provide feedback to the project team, this does not preclude targeted meetings with hall users, trust members and community groups to assist in the scoping and design process.

4. Options

Option 1 – (Recommended)

To approve the Advisory Group’s recommendation to carry out a closed expression of interest for a stakeholder engagement group.

Advantages:

· A stakeholder group will be perceived more favourably by the community than ad hoc engagement

· The proposed stakeholders have an established interest in the successful outcome for the project

· This process will streamline communication paths and be a more efficient way of engaging on the project and therefore aid meeting proposed timeframes

Disadvantages:

· None.

Option 2

Not to approve the Advisory Group’s recommendation to carry out a closed expression of interest for a stakeholder engagement group.

Advantages:

· None.

Disadvantages:

· Will slow down progress

· Some external stakeholder input may be missed

· Additional pressure on Advisory Group and Council Project Team

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities. AND This decision promotes the social, cultural, and economic 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

· Proceed with closed expression of interest process.

· Advisory Group to evaluate expressions of interest received.

· Appoint external stakeholder group.

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Garreth Robinson	Louise van der Voort
Property and Facilities Manager	Executive Manager - Planning and Environment
24/08/2021	26/08/2021

7 September 2021

21.7.6 Cromwell Town Centre Project Structure

Doc ID: 551286

1. Purpose of Report

To consider the project structure and proposed high-level timeline for the planning and design phase of the Cromwell Town Centre upgrade development.

Recommendations

That the Cromwell Community Board

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

B. Approves the project structure.

C. Appoints a Community Board member to the Advisory Group.

D. Recommends to Council to approve the project structure and programme.

E. Recommends to Council to appoint a Councillor to the Advisory Group.

2. Background

The establishment report for the “Cromwell “Eye to the Future” Masterplan” contained a workstream for the Cromwell Town Centre. An investment logic map (ILM) was subsequently prepared for the Town Centre which identified the aim of more attractive town centres and improving commercial diversity, economic output and visitation. 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 for the Town Centre being:

1. Upgrade existing mall

2. Mixed-use town centre

3. Commercial town centre

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, 43% of respondents supported Option 3 and 36% supported Option 2. The results for the Cromwell Town Centre are attached as Appendix 2.

The Cromwell Masterplan capital projects were included in the Consultation Document for the Long-Term Plan (LTP). The Town Centre projects included demolition of some existing buildings, construction of new buildings including library, service centre and resource centre, plus hard and soft landscaping. The approximate capital cost of all Town Centre Project elements was $42 million.

The community had the opportunity to comment on three options for timing of the capital projects being:

1. Hybrid Option (Council’s preferred) - progress both the Arts and Culture Precinct and the Town Centre projects at the same time.

2. Arts, Culture & Heritage Precinct First Option.

3. Town Centre First Option.

852 submissions were received, with Option 1 - Hybrid Option receiving the most submissions (285 submitters), followed by Option 2 - Arts, Culture and Heritage Precinct First option (235 submitters).

One of the themes that came through in the comments was questioning as to whether there was a need for a new service centre. A summary of submissions relating to the Town Centre is attached as Appendix 3.

At the meeting to consider submissions to the LTP, on 1 June 2021, the Council noted the recommendation from the Cromwell Community Board on the draft 2021-31 Long Term Plan consultation document for the town centre. Council approved the funding for the town centre projects to enable further design work, noting that the library and service centre building will not be demolished. Following completion of design work, Council will review district costs in the 2023/24 annual plan.

The Council also approved the hybrid option to progress both the Arts and Culture Precinct and the Town Centre projects at the same time, and adopted the LTP on 30 June 2021

3. Discussion

The Cromwell Masterplan and LTP Consultation Document provided high level concepts for capital projects. An excerpt from the LTP Consultation Document is attached as Appendix 4 outlining some of the concept ideas. No further design work has been completed to date.

A number of relevant actions/events have occurred since consultation on the Cromwell Masterplan, which may impact on how the planning for town centre progresses.

7A, 7B and 9 Murray Terrace

During 2020, Council purchased 7A, 7B and 9 Murray Terrace to give effect to the Cromwell Spatial Plan (Stage 1 of the “Eye to the Future” Cromwell Masterplan) and enable opportunity for additional commercial and retail development. The Cromwell Spatial Plan, adopted by the Board in May 2019, introduces a precinct approach to the Town Centre development in Cromwell, including a Northwest Precinct and The Mall Precinct, to encourage mixed-use development in the town centre. Included is the development of a link road within an existing carpark, enabling consolidation of “front and back” development either side of the link road within Murray Terrace. Purchasing the properties adjacent to the car park, being 7A, 7B and 9 Murray Terrace, is key to ensuring the success of the Northwest Precinct.

Commercial development

The Wooing Tree Estate has lodged an application for resource consent via the Fast Track consenting route seeking approval to develop a commercial centre across State Highway 8B, adjacent to the highway within the 30-metre buffer area. The Cromwell Spatial Plan seeks to focus commercial and retail development within the town centre precinct. Council has lodged a submission to the Fast Track consent to this effect. The Fast Track Panel has not determined when a decision will be made on the resource consent.

Stakeholder Engagement Group

A Mall Upgrade Group (MUG) comprising owners of businesses in the Town Centre was

formed in 2021 following adoption of the LTP. This group offers an opportunity to act as external stakeholder group in the Town Centre upgrade work. Council staff have attended one meeting of the group.

Further design work is now needed for the high-level concepts including incorporating changes to the Mall layout, building or upgrading the civic buildings and enlarging and upgrading public areas. The aim is to deliver a vibrant town centre that encourages people to visit and stay longer and attracts businesses, bringing greater commercial diversity and more economic development.

The LTP approved on 30 June 2021 provides for 24 months of planning (commencing 1 July 2021) to design and develop full detailed plans. Council will also need to approve the project team structure and timeline.

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 and the Council to finalise the scale and design.

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 24-month timeframe is ambitious. The figure below indicates the proposed structure for the town centre projects.

Figure 1: Project Group structure

Diagram

Description automatically generated

It is proposed that the Project Advisory Group would comprise the Project Sponsor, the Programme Manager, one Councillor and one member of the Cromwell Community Board. The advisory group as well as the external stakeholder group (MUG) 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 project is developing in the right manner and timeframe and provide a helpful discussion/advisory forum for Council staff. Establishment of the group will enable work to progress in a more timely manner than reporting back in the normal meeting cycle. Updates will be provided, and decisions referred to Cromwell Community Board and Council as appropriate.

It is important to take the community on the journey through the design phase of the project. An external stakeholder group will provide advice and feedback to the project team. As well as advice they have vested interest and need to be working in conjunction with the project team to attain a favourable outcome for all.

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”.

The programme is outlined below:

Phase 1 – Design

· Engage with external stakeholder group

· Confirm project architect

· Engage and scope project (Project team and architect)

· Finalise scope with Project Advisory Group

· Develop detailed concept plans for town centre and Council buildings (Architect)

· Adopt detailed concept plan (Community Board/Council)

· Appoint construction partner (RFP)

· Early engagement with construction partner (Architect, programme manager, project manager)

· Develop detailed design for Council buildings

· Approve detailed design for Council buildings (Community Board/Council)

Phase 2 project – Construction

· From 1 July

4. Options

Option 1 – (Recommended)

To approve the project structure and programme, and appoint a member of the Cromwell Community Board to the Advisory Group.

Advantages:

· Enables Cromwell Town Centre project to progress

· Allows for elected members engagement by appointing a Community Board member to the Advisory Group

· Allows for community engagement through an External Stakeholder group

Disadvantages:

· None.

Option 2

To not approve the project structure and programme.

Advantages:

· Allows the Community Board to request alternative project structures and programmes

Disadvantages:

· Delays progressing the Cromwell Town Centre project despite significant community desire and impetus to move the project forwards.

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 delivering an upgrade to Cromwell town centre.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications inherent in adopting a project structure.
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 upgrade of the town centre within Cromwell’s existing developed area will not negatively impact on sustainability.
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 2021-31 Long-Term Plan. Engagement will continue through the External Stakeholder Group.

6. Next Steps

Progress a report to Council to recommend adoption of the project structure, outline, and that they appoint a Councillor to the advisory group.

7. Attachments

Appendix 1 - Investment Logic Map for Cromwell Town Centre ⇩

Appendix 2 - Town Centre excerpt from Cromwell "Let's Talk Options" survey analysis ⇩

Appendix 3 - Summary of submissions on Cromwell Town Centre to the Long-Term Plan ⇩

Appendix 4 - Cromwell Town Centre excerpt from Long-Term Plan Consultation Document ⇩

Report author:	Reviewed and authorised by:

Garreth Robinson	Louise van der Voort
Property and Facilities Manager	Executive Manager - Planning and Environment
24/08/2021	26/08/2021

7 September 2021

21.7.7 Proposed Road Stopping - Unnamed Road off Tarras-Cromwell Road

Doc ID: 550099

1. Purpose of Report

To consider a proposal to stop the end of an unnamed unformed road off Tarras-Cromwell Road in accordance with the provisions of the Local Government Act 1974.

Recommendations

That the Cromwell Community Board

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

B. Recommends to Council to approve the proposal to stop approximately 430 square metres (the western end) of the unnamed unformed road off Tarras – Cromwell Road as shown in figure 4, subject to:

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

- No objections being received within the objection period.

- The land being exchanged for an easement (in gross) in favour of the Central Otago Queenstown Trails Network Trust over the area marked “1” in figure 2.

- The land being amalgamated with Record of Title OT365/40 (Section 1636R Block III Tarras Survey District).

- The Central Otago Queenstown Trails Network Trust paying all other costs associated with the stopping.

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

2. Background

The Central Otago Queenstown Trails Network Trust (the Trust) is working to create a world class cycling network. The Trust’s work includes extending, upgrading, and creating new trails. Once completed, the trial network will span more than 500 kilometres in Central Otago and Southern Lakes.

Among the Trust’s first projects is the recently completed Lake Dunstan Trail. The Lake Dunstan Trail links Cromwell to Clyde, and to the Otago Central Rail Trail. Other plans include upgrading 17 kilometres of existing trails around the Cromwell basin. New trails include linking Bannockburn to the Gibbston Valley, and Cromwell to Wanaka via Tarras.

While many trails traverse conservation or reserve land, some trails pass over private land. Where this occurs, the Trust must negotiate access agreements or easements from landowners. The final design of each new trail is subject to rights which the Trust is able to negotiate.

The Trust is currently working on the trail through Lindis Crossing. Much of the trail through this area will pass over conservation land. A plan of the trail through Lindis Crossing is mapped in red below in figure 1. Other existing trails are mapped in blue.

Figure 1 – Plan of new trail through Lindis Crossing mapped in red. (Existing trails are shown mapped in blue).

To construct the track legally, the Trust has negotiated easement agreements with three private landowners. Plans of the three easements (which are not to scale) are highlighted and numbered in pink below in figure 2.

Figure 2 – Plans of the three private easements required at Lindis Crossing

While designing the trail and negotiating the easements shown in figure 2, the Trust noted that the dwelling on Section 1636R Block III Tarras Survey District (Section 1636R) encroaches onto an adjacent unnamed unformed legal road.

The unnamed unformed road (the Road) adjoins the western side of the Tarras – Cromwell Road approximately 350 metres south of the Lindis River Bridge. It is a short no exit road which is about 370 metres long. It has an area of just over 8000 square metres.

The Road is shown highlighted in red below in figure 3.

Figure 3 – Overview of the unnamed unformed road off Tarras – Cromwell Road

On its northern boundary, the Road adjoins Part Section 1 Survey Office Plan (SO) 24921 (Part Section 1). Part Section 1 is conservation land. The conservation land stretches from the Tarras – Cromwell Road in the east, to the Clutha River Mata-Au in the west. A parcel of marginal strip lies to the western end of the Road.

The majority of the southern boundary adjoins Section 31 Block III Tarras Survey District (Section 31). While this means Section 31 can be legally accessed from almost anywhere along the Road, it has sealed access from the Tarras – Cromwell Road.

The last 20 metres of the Road adjoins Section 1636R. Section 1636R is a narrow elongated parcel of land about 260 metres long by 20 metres wide. The landowner accesses the dwelling on Section 1636R from the Road. Access to the southern end of Section 1636R can also be gained from the Tarras – Cromwell Road.

To assist with the construction of the trail, the landowner has granted the Trust an easement over the southern half of Section 1636R. In return, the Trust have agreed to apply to stop the western end of the unnamed unformed road on behalf of the landowner.

To legalise the encroachment the Trust have applied to stop an area of 430 square metres of the Road. A plan of the area to be stopped is shown below in figure 4.

Figure 4 – Plan of the Road which the Trust have applied to stop

3. Discussion

Evaluation of Application

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

Item	Criteria to be considered	Evaluation
District Plan	Has the road been identified in the District Plan for any specific use or as a future road corridor?	The Road is shown on District Plan Map 48. It is not identified for any specific purpose or as a future road corridor.
Current Level of Use	Is the road used by members of the public for any reasons?	The Road may be used to access the marginal strip that described as Crown Land Block III Tarras Survey District, however. The marginal strip is generally accessed via the various tracks on the neighbouring conservation land which is described as Part Section 1 SO Plan 24921. Section 31 Block III Tarras Survey District can be accessed from the Road. Section 31 also has existing sealed access off the Tarras – Cromwell Road. Stopping the end of the Road will not impact any access options which are currently available to Section 31. The owner of Section 31 supports the proposal.
	Does it provide the only or most convenient means of access to any existing lots?	The Road terminates at the marginal strip which is immediately adjacent to the northern end of the applicant’s property. The applicant’s property is the only property which is most conveniently accessed from the Road.
	Will stopping the road adversely affect the viability of any commercial activity or operation?	No commercial activity is located on land adjacent to, or accessed from, the Road.
	Will any land become landlocked if the road is stopped?	No.
Future Use	Will the road be needed to service future residential, commercial, industrial or agricultural developments?	The land to the north of the Road is conservation land. This means it is protected and will not be developed. The property immediately to the south of the Road, Section 31 Block III Tarras Survey District, can be accessed from the Road but has sealed access from the Tarras – Cromwell Road. Stopping the end of the Road will not affect any access options which are currently available to Section 31.
Future Use	Will the road be needed in the future to connect existing roads?	The Road is a no exit road. It does not offer any level or possibility of connectivity.
Non-traffic Uses	Does the road have current or potential value for amenity functions, e.g., walkway, cycleway, recreational access, access to conservation or heritage areas, park land?	The Road has no existing or future recreational or amenity potential functions. The area is currently serviced by a variety of informal cycling and walking tracks through the adjacent conservation land. The proposal to stop the end of the Road is subject to the granting of an easement in favour of the Trail Network. The easement will enhance public access. This enhancement is recognised by Walking Access New Zealand, Central Otago Recreational Users Forum, and Fish & Game New Zealand, who all support the proposal.
	Does the road have potential to be utilised by the Council for any other public work either now or potentially in the future?	The Road does not have the potential to be used for any other public work.
	Does the road have significant landscape amenity value?	The Road does not have any significant landscape amenity value.
Access to Waterbody	Does the road provide access to a river, stream, lake or other waterbody?	The Road does not provide access to any waterbody.
Access to Waterbody	If so, there is a need to consider Section 345 of the Local Government Act, which requires that after stopping the land be vested in Council as an esplanade reserve	N/A (refer above).
Infrastructure	Does the road currently contain any services or other infrastructure, such as electricity, telecommunications, irrigation or other private infrastructure?	No.
Infrastructure	Can the existing services or infrastructure be protected by easements?	N/A.
Traffic Safety	Does the use of motor vehicles on the road constitute a danger or hazard?	There is no danger or hazard associated with using a motor vehicle on the Road.

As shown in the evaluation table, the Road is not identified or required for any other roading purpose. The proposal to stop the western end of the Road will have no effect on the existing roading network.

The Road does not provide access to a waterbody or to any public or other land that cannot be otherwise accessed via the adjacent conservation land. In fact, stopping the western end of the Road in return for the easement in favour of the Trust, will enhance public access.

Legislation and Policy

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

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

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

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

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

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

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

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

circumstances apply:

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

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

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

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

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

Council’s Roading Policy states that:

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

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

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

Financial

The applicants are required to pay all costs associated with the proposal to stop the Road. Costs include legal and consultancy fees, and having the land surveyed and valued.

Having the land valued carries a fee of approximately $1,500. Using a recent comparable valuation report, the land is estimated to have a value of around $35,000 - $45,000 per hectare. This means the parcel of stopped road would have a value of around $1,500 to $2,000. This means it is not considered economical to obtain a valuation.

Instead, it is proposed that an equality of exchange approach be adopted with the land being gifted to the landowner in return for the easement in favour of the Trust.

As this stopping will be undertaken in accordance with the provisions of the Local Government Act, costs will also include those associated with public advertising. These include:

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

· sending letters to adjoining owners/occupiers; and,

· publishing the two public notices in a local newspaper.

4. Options

Option 1 – (Recommended)

That the Cromwell Community Board recommends to Council to approve the proposal to stop approximately 430 square metres (the western end) of the unnamed unformed road off Tarras – Cromwell Road as shown in figure 4, subject to:

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

- No objections being received within the objection period.

- The land being exchanged for an easement (in gross) in favour of the Central Otago Queenstown Trails Network Trust over the area marked “1” in figure 2.

- The land being amalgamated with Record of Title OT365/40 (Section 1636R Block III Tarras Survey District).

- The Central Otago Queenstown Trails Network Trust paying all other costs associated with the stopping.

Advantages:

· The landowner’s occupation of the Road will be legalised.

· Public access to the Clutha River Mata-Au and to the surrounding conservation land will be enhanced.

· The exchange recognises the contributions and benefits to all parties.

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

Disadvantages:

· None.

Option 2

To not recommend to Council to approve the proposal to stop approximately 430 square metres (the western end) of the unnamed unformed road off Tarras - Cromwell Road.

Advantages:

· None.

Disadvantages:

· The landowner’s occupation of the Road will not be legalised.

· The Central Otago Queenstown Trails Network Trust will not be granted an easement over Section 1636R Block III Tarras Survey District.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by enabling the construction of a trail from Cromwell to Wanaka and enhancing access to the Clutha River Mata-Au and other conservation land in Lindis Crossing area.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No negative financial implications for are related to the recommended option. The applicants are required to pay all costs associated with the stopping.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Road Stopping Policy applies to this application. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Local Government Act 1974, has been chosen.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop this short unnamed unformed road.
Risks Analysis	No risks to Council are associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Public notices and advertising in accordance with the provisions of the Local Government Act 1974 will be posted. Notice of the completed road stopping will be published in the New Zealand Gazette.

6. Next Steps

1. Community Board approval September 2021

2. Council approval September 2021

3. Survey October/November 2021

4. Survey plan approved Late 2021

5. Public notification commences Late 2021

6. Public notification ends Early 2022

7. Gazette notice published Early 2022

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Julie Muir
Statutory Property Officer	Executive Manager – Infrastructure Services
24/08/2021	31/08/2021

7 September 2021

6 Reports for Information

21.7.8 Cromwell Financial Report for the Period Ending 30 June 2021

Doc ID: 549020

1. Purpose

To consider the financial performance overview as at 30 June 2021.

Recommendations

That the report be received.

2. Background

These statements are designed to give an overview on the end of financial year performance. It is important to note that as the Annual Report 30 June 2021 is compiled that the figures below may change as required.

The operating statement for the twelve months ending 30 June 2021 shows an unfavourable variance of ($273k) against the revised budget; a $1.833M variance compared to the 2020/21 Annual Plan.

	AS AT 30 JUNE 2021				2020/21		2020/21
	YTD	YTD	YTD					Full Year
	Actual	Revised Budget	Variance			Annual Plan		Revised Budget
	$000	$000	$000			$000		$000
Income:
Internal Interest Revenue	347	686	(339)	˜		686		686
Land Sale Proceeds	6,236	4,016	2,220	˜		-		4,016
User Fees & Other	601	504	97	˜		481		504
Reserves Contributions	199	-	199	˜		-		-
External Interest & Dividends	260	-	260	˜		-		-
Rates	2,737	2,733	4	˜		2,733		2,733
Other Capital Contributions	25	17	8	˜		-		17
Total Income	10,405	7,956	2,449	˜		3,900		7,956

Expenditure
Rates Expense	120	104	(16)	˜		120		104
Cost of Sale of Land	3,733	1,788	(1,945)	˜		-		1,788
Professional Fees	212	207	(5)	˜		47		207
Cost Allocations	793	793	-	˜		791		793
Fuel & Energy	255	258	3	˜		255		258
Grants	212	201	(11)	˜		162		201
Other Costs	317	320	3	˜		330		320
Contracts	415	441	26	˜		396		441
Internal Interest Expense	(12)	120	132	˜		120		120
Building Repairs and Mtce.	145	154	9	˜		213		154
Staff	682	733	51	˜		735		733
Members Remuneration	34	43	9	˜		43		43
Depreciation	619	613	(6)	˜		613		613
Total Expenses	7,525	5,775	(1,750)	˜		3,825		5,775
Operating Surplus / (Deficit)	2,880	2,181	699	˜		75		2,181
Valuations	(972)	-	(972)	˜		-		-
NET SURPLUS / (DEFICIT)	1,908	2,181	(273)	˜		75		2,181

Income for period ending 30 June 2021:

Operating income reflects a favourable variance to the budget of $2.449M. In comparison to the 2020/21 Annual Plan, income increased by $6.505M. The increase in revenue is primarily due to land sales.

· Internal interest revenue has an unfavourable variance of ($339k). This is predominately due to low market interest rates.

· Land sale proceeds has a favourable variance of $2.22M. This is due to the settlement of land sold on Cemetery Road. Gair Avenue subdivision sales were reflected in the revised budget, as part of the February 2021 forecasting process.

· User fees and other has a favourable variance of $97k. A breakdown of this is provided in the table below. Rental and hire income are higher than budget. Rental income is being received from land purchased on Murray Terrace and this income was not included in the annual plan or revised budgets.

· Reserve contributions has a favourable variance of $199k. These are difficult to gauge when setting budgets and are dependent on developers’ timeframe.

· External interest and dividends have a favourable variance of $260k. The late settlement on land sold on Cemetery Road activated the penalty clause and penalty interest was received at the time of settlement.

	User Fees and Other Income				2020/21	2020/21
	YTD	YTD	YTD			Full Year
	Actual	Revised Budget	Variance		Annual Plan	Revised Budget
	$000	$000	$000		$000	$000
Other Misc. Income	129	119	9	˜	114	118
Rentals & Hires	195	108	88	˜	100	108
Cromwell Pool / Swim School	263	261	2	˜	250	261
Cemeteries	13	16	(2)	˜	16	16
Total User Fees Income	601	504	97		480	504

Expenditure for period ending 30 June 2021:

Expenditure has an unfavourable variance of ($1.75M) and $3.7M compared to 2020/21 Annual Plan. These variances are detailed below:

· Cost of sale of land has an unfavourable variance of ($1.945M). This is predominately due to recognising the cost of land from the sale at Cemetery Road and is more than offset by the land sales revenue.

· Contracts are favourable to budget by $26k. This is due to the timing of maintenance being carried out.

· Staff costs have a favourable variance of $51k. This is due to the timing of staff recruitment and associated costs.

· Internal interest expense has a favourable variance of $132k. Low market interest rates are driving this variance. This is also reflected above with reduced interest revenue.

· Valuations have an unfavourable variance of ($972k). Murray Terrace purchase has been revalued to market value. This is a non-cash adjustment, and the value will be realised via the development of Cemetery Road.

Capital Expenditure:

Capital expenditure for the period ending 30 June 2021 has a year-to-date favourable variance of $2.502M. The actual CAPEX spend ended with 68% of the total revised budget being spent. In comparison to the 2020/21 Annual Plan due to the purchase of the land the overall capital spend reflects an increase of 294%.

Parks and Reserves:

· Anderson Park – Landscaping has a favourable variance of $131k. The asphalting of the netball courts have been delayed due to weather and this expenditure will carry forward into 2021/22.

· Cromwell Reserves and Anderson Park irrigation and bins have a combined favourable variance of $127k. Due to project timings the remaining balance will be carried forward into 2021/22.

· Cromwell Reserves – Fencing and bins have a favourable variance of $63k. The painting of the big fruit sculpture project is incomplete due to lack of funding in 2020/21. Additional funding has been approved by resolution in June 2021 with the project now scheduled to be completed in the 2021/22 financial year.

· Cromwell Reserves – Recreation equipment has a favourable variance of $40k. The installation of the outdoor gym equipment project is to be carried forward into 2021/22.

Swimming Pool:

· Machinery and plant has a favourable variance of $904k. The replacement heating system is on order but is not expected to arrive until 2022. This project will be carried forward into 2021/22..

Property:

· This includes the purchase of Murray Terrace land and the recognition of the land swap approved by the Cromwell Community Board in December 2020, which Council authorised as per resolution 20.4.3 in July 2020. The revised budget did not include the non-cash property exchange.

· Development costs have a favourable variance of $580k. Development costs are now being monitored through the balance sheet until land sales have been completed. The development costs budget links to the Stage 1 Cemetery Road subdivision.

· Cromwell front reserve has a favourable variance of $1.8M. The Town Centre upgrade has been delayed and will become part of the Cromwell Masterplan.

	AS AT 30 JUNE 2021				2020/21	2020/21
	YTD	YTD	YTD			Full Year
	Actual	Revised Budget	Variance		Annual Plan	Revised Budget
	$000	$000	$000		$000	$000
Parks and Reserves:
Cromwell Reserves - Playground equipment	-	9	9	˜	9	9
Cromwell Reserves - Irrigation	108	168	60	˜	50	168
Cromwell Reserves - Landscaping	19	28	9	˜	24	28
Cromwell Reserves - Recreation Equipment	-	40	40	˜	40	40
Cromwell Reserves - Fencing & Bins	6	69	63	˜	69	69
Cromwell - Fencing	24	25	1	˜	-	25
Cromwell Lighting	7	12	5	˜	12	12
Cromwell Cemetery	21	28	7	˜	19	28
Anderson Park - Landscaping	19	150	131	˜	148	150
Anderson Park - Irrigation & Bins	30	97	67	˜	97	97
Cromwell - Other	32	55	23	˜	44	55
Total Parks & Reserves	266	681	415		512	681
Cromwell Swimming Pool:
Building upgrades	39	73	34	˜	8	73
Machinery & Plant	49	953	904	˜	375	953
Recreation equipment / furniture & fittings	1	13	12	˜	2	13
Total Cromwell Swimming Pool	89	1,039	950		385	1,039
Property:
Cromwell Front Reserve	-	1,800	1,800	˜	500	1,800
Cromwell - Land	5,068	3,825	(1,243)	˜	-	3,825
Development costs	-	580	580	˜	-	580
Cromwell - Building Improvements	7	1	(6)	˜	-	1
Endowment Land	84	90	6	˜	-	90
Total Property	5,159	6,296	1,137		500	6,296
Total Capital Expenditure	5,514	8,016	2,502	˜	1,397	8,016

Reserve Funds table for Cromwell Ward

· As at 30 June 2020 the Cromwell Ward had an audited closing reserve funds balance of $20M. This is the ward specific reserves and does not factor in the district-wide reserves which are in deficit at ($17.7M). Refer to Appendix 1.

· Taking the 2019-2020 audited Annual Report closing balance and adding 2020-21 income and expenditure, carry forwards and resolutions, the Cromwell Ward is projected to end the 2020-21 financial year with a closing balance of $16.2M.

3. Attachments

Appendix 1 - Cromwell Community Board Reserves Table - Unaudited ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
16/08/2021	17/08/2021

Cromwell Community Board meeting

7 September 2021

Meeting	Report Title	Resolution No	Resolution	Officer	Status
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 now progressing to prepare documentation for this contract. 24 Aug 2021 Heat pump ordered, expected to arrive in approximately 6 months' time. In process of preparing detailed design work for pricing by preferred contractor.
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: 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 17 Aug 2021 Lease signed by both parties. 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. 26 Aug 2021 Event completed. Staff to follow up and seek a report back as soon as possible.
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 17 Aug 2021 Report presented to Council 11/8/2021. Council approved the shelter's construction subject to necessary consents. Cromwell Bike Park Committee informed of resolution. CLOSED
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. 24 Aug 2021 Lease documentation being prepared, and will be the subject of a Council report expected at its next meeting, seeking Minister of Conservation's approval.
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 Hearing Panel to hear submissions in September.. 24 Aug 2021 Submissions have closed. 12 submissions were received. Report prepared for Hearings Panel's September meeting.
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. ith Mr Buchanan voting against the motion	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. 24 Aug 2021 Works scheduled for early 2022.
29/07/2021	Request for Approval to Site a Container at Cromwell Golf Club	21.6.3	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 of the report. 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 of the report.	Property and Facilities Officer (Cromwell)	04 Aug 2021 Action memo sent to the Property and Facilities Officer - Cromwell 17 Aug 2021 Cromwell Golf Club advised of Cromwell Community Board resolution. Report to Council 11/8/2021 24 Aug 2021 Council approved siting the container. Club informed of resolution. MATTER CLOSED.
29/07/2021	Cromwell Town Hall/Events Centre Project	21.6.4	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. Approves the establishment of an Advisory Group and appoints Anna Harrison and Nigel McKinlay to that group. E. Approves that the Advisory Group determines if an external stakeholder group is required and if so makes such a recommendation to the Cromwell Community Board. F. Agrees to apply for/confirm external funding for the Cromwell Town Hall/Events Centre.	Property and Facilities Manager	04 Aug 2021 Action memo sent to the Property and Facilities Manager and Finance 24 Aug 2021 Advisory group established and initial meetings held. Report to be brought to CCB regarding External Stakeholder Group at its September meeting.
18/05/2021	Submissions on the Long-term Plan 2021-31 Consultation Document	21.4.3	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.	Property and Facilities Officer (Cromwell)	24 Aug 2021 Cromwell Bike Park committee have been asked to undertake a usage study of the toilet facilities at the site to inform further decision-making, with a provisional schedule to be carried out in summer to reflect peak usage. Matter unable to progress without study findings when updates will resume - ON HOLD

Cromwell Community Board meeting

7 September 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:

Media and Communications Manager

Requested $23,100 Approved $23,100

Community Relationships Manager

Requested $23,100 Approved $23,100

Marketing and Advertising

Requested $25,500 Approved $15,000

Operating Expenses

Requested $12,500 Approved $12,000

Light Up Winter

Requested $10,000 Approved $9,000

Cherry Festival

Requested $4,000 Approved $2,000

Fireworks Street Party

Requested $10,000 Approved $2,000

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.

STATUS

September 2021 – Group AGM scheduled for 14 September. Report back to be completed after that utilising new digital report back option.

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

Planning and Environment

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

August 2021 –Licence to Occupy approved by Council with licence fee option. Licence now being prepared.

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

August 2021 – Golf NZ working with Cromwell Golf Club.

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.


AGENDA Cromwell Community Board Meeting Tuesday, 7 September 2021
Date:	Tuesday, 7 September 2021
Time:	2.00 pm
Location:	Microsoft Teams and Livestreamed
(Unless Central Government changes COVID-19 meeting restrictions, in which case it may be held at Cromwell Service Centre, 42 The Mall, Cromwell) Sanchia Jacobs Chief Executive Officer

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
Bob Scott	Cromwell Golf Club (vice-president)

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
27/08/2021	30/08/2021