MINUTES OF A mEETING OF THE Cromwell Community Board
HELD REMOTELY ON MICROSOFT TEAMS AND LIVE STREAMED ON Tuesday, 7 September 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), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), D Rushbrook (Manager, Tourism Central Otago), G Bailey (Parks and Recreation Manager), A Mason (Media and Marketing Manager), L Stronach (Property Officer – Statutory), M Gordon (Parks Officer – Projects), M De Cort (Communications Coordinator), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

 

1                 Apologies

There were no apologies.

2                 Public Forum

Jan Bean – Central Otago District Arts Trust

Ms Bean from Central Otago District Arts Trust spoke in favour of their application for a promotions grant before responding to questions.

Carolyn Murray and Mary Jones – Cromwell Promotions Group

Ms Murray and Ms Jones from Cromwell Promotions Groups spoke in favour of their application for a promotions grant before responding to questions.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Gillespie

Seconded:          Laws

That the public minutes of the Cromwell Community Board Meeting held on 29 July 2021 be confirmed as a true and correct record with the following amendment to the commentary for item 21.6.4: Members sought clarification on a number of matters relating to the proposal particularly around the role of any external stakeholder group and after these discussions agreed that Ms Harrison and Cr McKinlay would be appointed as the Board’s representatives on the Advisory Group.

Carried

 

4                 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Murray declared an interest in item 21.7.2. He withdraw from discussion and did not vote on the item. He also declared an interest in item 21.7.3 and did not vote on the item.

5                 Reports for Decisions

Note: Mr Murray declared an interest in item 21.7.2. He withdrew from discussion and did not vote on the item.

21.7.2         Promotion Grant Applications 2021 - 22 First Round

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

Committee Resolution 

Moved:               Gillespie

Seconded:          McKinlay

That the Cromwell Community Board

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

B.      Approves a promotions grant to Cromwell and Districts Promotions Group and declines a promotions grant to Central Otago District Arts Trust:

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

Carried

 

Note: Mr Murray declared an interest in item 21.7.3. Although he joined the discussion for clarification purposes he did not vote on the item.

 

Note: Ms Georgie Affleck from Connect Cromwell joined the meeting for item 21.7.3.

 

21.7.3         Cromwell Greenway Reserves Disc Golf Proposal

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

Committee Resolution 

Moved:               Scott

Seconded:          Gillespie

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.

Carried with Mr Buchanan recording his vote against

 

21.7.4         Notice of Intention to Prepare a Reserve Management Plan

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

Committee Resolution 

Moved:               Buchanan

Seconded:          Murray

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.

Carried

 

21.7.5         Cromwell Memorial Hall External Stakeholder Group

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.

After discussion it was agreed that the Cromwell RSA should also be invited to form part of the stakeholder engagement group as they were a party with a significant interest in the current memorial hall.

 

 

Committee Resolution 

Moved:               Buchanan

Seconded:          Laws

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

·         Cromwell RSA

Carried

 

Note: His Worship the Mayor left the meeting at 3.30 pm.

 

21.7.6         Cromwell Town Centre Project Structure

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

After discussion it was agreed that Mr Murray would join the proposed Advisory Group for the town centre project on behalf of the Board.

Committee Resolution 

Moved:               Laws

Seconded:          Scott

That the Cromwell Community Board

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

B.      Approves the project structure.

C.      Appoints Werner Murray 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.

Carried

 

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

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.

Committee Resolution 

Moved:               Murray

Seconded:          Laws

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 in the report, 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 in the report.

-     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.

Carried

6                 Reports for Information

21.7.8         Cromwell Financial Report for the Period Ending 30 June 2021

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

Committee Resolution 

Moved:               McKinlay

Seconded:          Gillespie

That the report be received.

Carried

 

7                 Mayor’s Report

21.7.9         Mayor's Report

His Worship the Mayor left the meeting before this item.

 

8                 Chair's Report

21.7.10       Chair's Report

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

·           Had a radio interview on Radio Central.

·           Attended a conference in Rotorua for the New Zealand Principals Federation.

·           Attended a meeting of the Advisory Group for the memorial hall.

·           Reported her first COVID-19 vaccination in August.

·           Contributed a column in the Cromwell and Districts News.

Committee Resolution 

Moved:               Harrison

Seconded:          Murray

That the report be received.

Carried

 

9                 Members' Reports

21.7.11       Members' Reports

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

Councillor Gillespie reported on the following:

·         Weekly his weekly interview on Radio Central

·         Attended a meeting of the Hearings Panel. Noted items in that session including consents in the Ida Valley and in Queensbury.

·         Mentioned that the Hearings Panel would meet again next week. Noted that the item about the greenway in Waenga Drive would be considered at that meeting.

·         Attended a Council meeting. Noted that the draft Vincent Spatial Plan was approved for public consultation. He also noted a number of Cromwell issues were considered including the proposed container at the Cromwell Golf Course and the proposed shelter at the Bike Park.

·         Gave a submission to the Environment Select Committee regarding the proposed RMA reform.

Mr Murray reported on the following:

·         Attended a Zoom meeting with Guardians of Lake Dunstan. Noted that they had employed a manager for the planting project between Deadmans Point and Lowburn.

Mr Scott reported on the following:

·         Attended the August Cromwell business breakfast meeting

·         Attended the recent workshops on Three Waters.

Mr Buchanan had nothing to report.

Councillor Laws reported on the following:

·         Attended a Project Governance meeting. Noted that both the Lake Dunstan water supply and the Clyde water reticulation projects costs were projected to be higher than estimated.

·         Attended a recent Council meeting.

·         Attended a Historic Precinct meeting. Noted that the committee for the historic precinct had agreed to reduce rent for tenants by 50% for September and commented a similar thing was done during lockdown last year.

·         Attended the recent workshops on Three Waters.

·         Attended a pre-agenda meeting this morning for the upcoming council meeting.

Councillor McKinlay reported on the following:

·         Attended the recent Council meeting. Among the items discussed at that meeting he noted the  appointment of consultants in infrastructure and water spaces and mentioned problems with getting people to tender for projects in the current environment. He also mentioned items regarding the upgrade to the water supply at Naseby and the current consultation on waste services in the district.

·         Attended the recent workshops on Three Waters.

Committee Resolution 

Moved:               Murray

Seconded:          Laws

That the report be received.

Carried

 

10               Status Reports

21.7.12       September 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:               McKinlay

Seconded:          Laws

That the report be received.

Carried

 

11               Date of The Next Meeting

The date of the next scheduled meeting is 19 October 2021.

12               Resolution to Exclude the Public

Committee Resolution 

Moved:               McKinlay

Seconded:          Scott

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

Confidential Minutes of Ordinary Board Meeting

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

21.7.13 - September 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 4.13 pm and the meeting closed at 4.23 pm.