Agenda of Teviot Valley Community Board meeting

Teviot Valley Community Board Agenda

9 September 2021

MINUTES OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
ON Friday, 30 July 2021 COMMENCING AT 2.00 pm

PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), S Righarts (Chief Advisor), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), M Gordon (Parks Officer – Projects) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

The was no public forum at this meeting.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Aitchison

That the public minutes of the Teviot Valley Community Board Meeting held on 17 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. Ms Feinerman declared an interest in 21.6.2 as the Chair of the Roxburgh Pool Committee.

Note: with the agreement of the meeting, item 21.6.3 was moved earlier.

5 Mayor’s Report

21.6.3 MAYOR'S REPORT

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

· Attended the Roxburgh business breakfast in June.

· Attended the last Millers Flat coffee morning.

· Mentioned the recent power outages in Millers Flat and Ettrick. Noted Aurora offering power from a generator at the Millers Flat hall.

· Gave an update on current issues in the Three Waters reforms.

Committee Resolution

Moved: Gunn

Seconded: Jeffery

That the Teviot Valley Community Board receives the report.

Carried

6 Reports for Decisions

Note: Ms Feinerman declared an interest in item 21.6.2 as the Chair of the Roxburgh Pool Committee. She withdrew from the conversation and did not vote on the item.

21.6.2 Roxburgh Pool Lease

To consider the termination of the Roxburgh Area School lease and the granting of a lease to Roxburgh Pool Punawai Ora “Safe Water” Incorporated over the land containing the Roxburgh Pool.

Committee Resolution

Moved: Gunn

Seconded: Aitchison

That the Teviot Valley Community Board

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

Carried

Committee Resolution

Moved: Jeffery

Seconded: Aitchison

B. Agrees to the termination of the Roxburgh Area School Lease over the land containing the Roxburgh Pool on 31 July 2021.

Carried

Committee Resolution

Moved: Gunn

Seconded: Dalley

C. Agrees to grant a ground lease of an area of approximately 991m2 over the land containing the Roxburgh Pool, as outlined in the report, to Roxburgh Pool Punawai Ora “Safe Water” Incorporated.

The general terms and conditions are as follows:

Commencement Date:	1 August 2021.
Term:	Fifteen years.
Rights of Renewal:	One of fifteen years.
Final Expiry Date:	31 July 2051.
Annual Rent:	$0 per annum.
Rent Review:	Five yearly and is based upon the terms of the Council’s current Community Leasing and Licencing Policy.
Tenant’s Outgoings	100% of all charges for rates, utilities, electricity, telephone, rubbish collection, and insurance.
Permitted Use:	Community pool.
Insurance:	Full insurable value.
Special Conditions:	The landlord reserves the right to terminate the agreement with six months’ notice if it requires part or whole of the occupied area for other activities.

Carried

7 Chair's Report

21.6.4 Chair's Report

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

· Attended a meeting of the NZ Battery Project via Microsoft Teams.

· Attended a meeting of the NZ Battery Technical Reference Group.

· Attended two meetings of the Roxburgh Pool Committee.

· Attended a strategy session for the Roxburgh Medical Services Trust.

· Attended a meeting for the Roxburgh Medical Services Trust.

· Attended the Roxburgh business breakfast meeting.

Committee Resolution

Moved: Feinerman

Seconded: Aitchison

That the report be received.

Carried

8 Members' Reports

21.6.5 Members' Reports

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

Ms Feinerman reported on the following:

· Attended two meetings of the Pool Committee meeting. Noted the successful grant from Central Lakes Trust and that the outcome of the grant application from Otago Community Trust would be known later in August.

· Attended the Teviot Prospects AGM and the ordinary meeting that followed.

· Attended a workshop on Boosted Sport, which is a crowd funding platform for sports.

· Attended the Roxburgh business breakfast meeting.

Ms Aitchison reported on the following:

· Attended the Lions Fodder Beat competition fundraiser.

· Attended the St John super shout event.

· Attended a Lions meeting

· Attended two meetings of the Dinner Club.

· Discussed the bus stop changes in Scotland Street.

Mr Dalley reported on the following:

· Attended a number of meeting for the Teviot Valley Rest Home.

· Attended a meeting of the Roxburgh Entertainment Centre.

Councillor Jeffery reported on the following:

· Attended a Tourism Central Otago operators meeting.

· Attended the funeral of Sir Eion Egdar.

· Attended the 30 June Council meeting.

· Attended the weekly update meeting of the Regional RSE Labour Chairs.

· Attended a strategy session for the Roxburgh Medical Services Trust.

· Attended a meeting for the Roxburgh Medical Services Trust.

· Noted the Career Progression Managers update report for the Central Otago Labour Market Governance Group.

· Attended an Infometrics session via Microsoft Teams.

· Attended the Teviot Prospects AGM.

· Attended a workshop for the Roxburgh Medical Services Trust

· Noted an email sent to Contact Energy regarding the toilet at lake Roxburgh, however there so far had been no response.

· Noted the installation of information kiosks over at the river, Pinders Pond and the Teviot Woolshed.

Committee Resolution

Moved: Feinerman

Seconded: Aitchison

That the report be received.

Carried

9 Status Reports

21.6.6 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: Jeffery

Seconded: Aitchison

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 9 September 2021.

The Meeting closed at 3.04 pm.

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

CHAIR / /

9 September 2021

5 Reports for Decisions

21.7.2 Application for easement in favour of Aurora Energy Limited

Doc ID: 549785

1. Purpose of Report

To consider granting an easement (in gross) over Part Lot 42 Deposited Plan 21135 (part Lake Roxburgh Village Green) to Aurora Energy Limited.

Recommendations

That the Teviot Valley Community Board

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

B. Agrees to grant an easement (in gross) to Aurora Energy Limited containing the right to convey electricity over Part Lot 42 Deposited Plan 21134 for $1, subject to:

· Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the cable between poles 5186 and 5185 as shown in figure 4.

· All costs associated with preparing and registering the easement being met by Aurora Energy Limited (or their agents).

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

2. Background

In April 2017 there was a small fire in the switchboard at the Lake Roxburgh Village Hall (the Village Hall). The fire was caused by a short in the plastic mains switch. Before being extinguished the fire burned through the main power cable, some of the surrounding wall, and a doorframe.

The Village Hall sits on Part Lot 42 Deposited Plan (DP) 21135. Part Lot 42 is held by Council in a fee simple title. The parcel has an area of approximately 1.2467 hectares being nearly half of the land known as the Lake Roxburgh Village Reserve.

The balance of the land is contained in Lot 43 DP 21134 (Lot 43). Lot 43 vested in Council as recreation reserve on deposit. It is held in a fee simple title subject to the Reserves Act 1977. Lot 43 has a slightly larger area of approximately 1.8900 hectares.

Other facilities on the reserve include tennis courts, a playground, a large carpark, and a footpath with four overhead street lights. The footpath connects the facilities to Tamblyn Drive as shown below in figure 1.

Figure 1 – Overview of Lake Roxburgh Village Reserve and Community Hall

The footpath lights are on an individual circuit which was connected to the switchboard in the Village Hall. This was an historical connection which no longer complies with electricity regulations. A plan of the footpath lights, which have remained disconnected since the 2017 fire, is shown in red below in figure 2.

Figure 2 – Plan of Footpath Lights on Lake Roxburgh Village Green

Aurora Energy Limited (Aurora) have contracted Delta Utilities Limited (Delta) to connect the footpath light to the wider street lighting network.

Delta propose to install approximately 80 metres of underground cable to connect pole 5185 to pole 5186. Pole 5186 has a compliant connection to the wider street lighting network. A plan of the proposed cable is shown in green below in figure 3.

Figure 3 – Plan of Proposed Cable Connecting the Lake Roxburgh Village Green Lights with the Wider Network

Approximately 30 metres of the proposed cable is to be installed in Part Lot 42. Because the cable is a new asset, its installation is not covered by the Electricity Act 1992. This means Aurora will require an easement to legally install the cable.

Delta, as contractors to Aurora, have now applied to Council for an easement (in gross in favour of Aurora), over the area highlighted in pink below in figure 4.

Figure 4 – Plan of Proposed Easement over Part Lot 42 DP 21134

3. Discussion

Council Policy

Part Lot 42 is a fee simple title which is not reserved or designated for any purpose. It is identified on District Plan Map 37A of Council’s Operative District Plan. It is zoned Residential Resource Area.

The proposed works are permitted under rule 13.7.7 of the Operational District Plan as shown below:

13.7.7 Operation, maintenance, repair, upgrading and removal of network utilities

(i) The operation, maintenance, repair, replacement, reconstruction and upgrading of network utilities including the transmission network (including existing network utilities and earthworks to maintain the utility’s function) is a permitted activity.

Delta, as contractors to Aurora, will be responsible for obtaining, and complying with, all consents and permits associated with the installation of the proposed cable.

Legal and Financial

As Part Lot 42 is not reserved or designated for any particular purpose Council may grant an easement over the land on any terms or conditions deemed to be appropriate.

Historically, easements of this nature have been exchanged at a peppercorn rental of $1, with the grantee being responsible for all costs associated with preparing and registering the easement.

Because restoring service to the lights will enhance the footpath and improve public safety it is not proposed that any fee beyond the peppercorn rental be levied in this instance either.

4. Options

Option 1 – (Recommended)

To agree to grant an easement (in gross) to Aurora Energy Limited containing the right to convey electricity over Part Lot 42 Deposited Plan 21134 for $1, subject to:

· Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the cable between poles 5186 and 5185 as shown in figure 4.

· All costs associated with preparing and registering the easement being met by Aurora Energy Limited (or their agents).

Advantages:

· The footpath lighting through the Lake Roxburgh Village Green will be restored.

· Public safety will be improved.

· All costs associated with the easement are payable by Aurora Energy Limited (or their agents).

Disadvantages:

· None.

Option 2

To not grant an easement (in gross) to Aurora Energy Limited over Part Lot 42 Deposited Plan 21134.

Advantages:

· None.

Disadvantages:

· The footpath lighting through the Lake Roxburgh Village Green will be not restored.

· Public safety will be not improved.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the wellbeing of the community by enabling power to be supplied for the purpose of lighting a public footpath.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications for Council relating to this decision as all costs associated with the works and the creation of the easement will be met by Aurora Energy Limited (or their agents).
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The electrical works are a permitted activity under rule 13.7.7 of Council’s Operative District Plan, with the recommended option also being consistent with the Electricity Act 1992.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision as the associated works will have no material effect on the land.
Risks Analysis	There are no risks to Council associated with the recommended option. Having the power restored, and the lights functioning, will improve public safety.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.

6. Next Steps

The following steps will be undertaken in association with having the easement registered:

1. Community Board Approval 9 September 2021

2. Applicant advised works approved Late September 2021

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer - Statutory	Executive Manager - Planning and Environment
17/08/2021	26/08/2021

9 September 2021

6 Reports for Information

21.7.3 Teviot Valley Financial Report for the Period Ending 30 June 2021

Doc ID: 549021

1. Purpose

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

Recommendations

That the report be received.

2. Discussion

The operating statement for the twelve months ending 30 June 2021 shows a favourable variance of $57k against the revised budget, and a $45k variance to the 2020/21 Annual Plan.

	12 MONTHS ENDING 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	19	35	(16)	˜	35	35
User Fees & Other	20	21	(1)	˜	19	21
Reserves Contributions	11	-	11	˜	-	-
Rates	416	416	-	˜	416	416
Total Income	466	472	(6)	˜	470	473
Expenditure
Rates Expense	12	13	1	˜	10	13
Cost Allocations	138	137	(1)	˜	136	137
Other Costs	52	76	24	˜	66	76
Staff	18	31	13	˜	34	31
Fuel & Energy	9	13	4	˜	13	13
Contracts	91	87	(4)	˜	88	87
Building Repairs and Mtce	22	24	2	˜	23	24
Grants	19	23	4	˜	19	23
Members Remuneration	17	17	-	˜	17	17
Internal Interest Expense	-	1	1	˜	1	1
Depreciation	78	89	11	˜	89	89
Total Expenses	456	511	55	˜	497	512
Operating Surplus / (Deficit)	10	(39)	49		(27)	(39)
Valuation Gains	8	-	8	˜	-	-
NET SURPLUS / (DEFICIT)	18	(39)	57	˜	(27)	(39)
This table has rounding (=/-1)

Income for period ending 30 June 2021:

Operating income reflects no significant variances from revised budget. Internal interest revenue is trending lower than budget due to low market interest rates, which has been offset by reserve contributions.

Expenditure for period ending 30 June 2021:

Expenditure has a favourable variance of $55k to revised budget.

· Other costs show a favourable variance of $24k against budget. Main contributors to the underspend are maintenance, professional fees and compliance schedule expenditure. These expenses are more needs based and will vary against budget from time to time.

· Depreciation has a favourable variance of $11k. Roxburgh reserves depreciation is lower than budget. Parks and Reserves were revalued as at 30 June 2020 and depreciation has been adjusted to reflect this.

· Valuation gains has a favourable variance of $8k. This is due to the annual forestry valuation that is performed as part of the 2020/21 annual report.

Capital Expenditure:

Capital expenditure for the period ending 30 June 2021 reflects a CAPEX underspend of $68k. The actual CAPEX spent ended with a 45% spend against total revised budget. In comparison to the 2020/21 Annual Plan an increase of $9k (120% completion).

	12 MONTHS ENDING 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 & Reserves:
Roxburgh Reserves - Landscaping & Planting	18	17	(1)	˜	10	17
Community Halls - Furniture & Fittings	3	3	-	˜	-	3
Roxburgh Reserves - Bins, Signs, Structures	3	8	5	˜	8	8
Roxburgh Reserves - Play Equipment	14	16	2	˜	16	16
Millers Flat Recreation Reserve - Tennis Courts	9	12	3	˜	12	12
Roxburgh Pool	1	1	-	˜	-	1
Total Parks & Reserves:	47	57	9	˜	46	57
Property:
Roxburgh Town Hall	8	67	59	˜	-	67
Total Property:	8	67	59	˜	-	67
Total Capital Expenditure	55	124	67	˜	46	124
This table has rounding (=/-1)

Parks and reserves has a favourable variance of $9k. Signage projects have been delayed with budgets scheduled to be carried forward into the 2021/22 financial year.

Property has a favourable variance of $59k. The Roxburgh Entertainment Centre stage upgrade project will be carried forward for completion in 2021/22. An asbestos survey has been carried out.

Reserve Funds table for Teviot Valley Ward

· As at 30 June 2020 the Teviot Valley Ward had an audited closing reserve funds balance of $1.28M. 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 2019-20 audited Annual Report closing balance and adding 2020-21 income and expenditure, carry forwards and resolutions, the Teviot Valley Ward is projected to end the 2020-21 financial year with a closing balance of $1.17M.

3. Attachments

Appendix 1 - 202106 Teviot Valley Community Board Reserves Table - Unaudited.pdf ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
15/08/2021	16/08/2021

Teviot Valley Community Board meeting

9 September 2021

Meeting

Report Title

Resolution No

Resolution

Officer

Status

22/04/2021

Roxburgh Entertainment Centre - Stage Upgrade Project

21.3.2

That the Teviot Valley Community Board

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

B. Approves the Roxburgh Entertainment Centre Stage Upgrade Project to proceed. Additional funding of $15,500 to be funded from the Roxburgh Entertainment Centre’s depreciated reserves account.

Property and Facilities Officer (Vincent and Teviot Valley)

28 Apr 2021

Action memo sent to the Property and Facilities Officer - Vincent and Teviot Valley

08 Jun 2021

Construction work to be coordinated with the Roxburgh Entertainment Centre Improvement and Promotions Group's install of the new cinema screen. Awaiting installation date from community group.

16 Jun 2021

Awaiting update from the Roxburgh Entertainment Centre Promotions Group in respect of when the screen will be installed so the balance of the work can be carried out at the same time.

19 Jul 2021

Awaiting update from the Roxburgh Entertainment Centre and Promotions Group. They are waiting on advice from the structural engineer with regards to fixings for the cinema screen.

25 Aug 2021

A meeting with the structural engineer and representative from the Roxburgh Entertainment Centre Improvement and Promotions Group (RECIP) has occurred. The Engineer is to provide drawings of the fixings required for the screen to RECIP by the end of August.

17/06/2021

Allocation of Teviot Valley Walkways Reserve Fund

21.5.2

That the Teviot Valley Community Board

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

B. Approves the proposed work programme and expenditure to come from the Teviot Valley Walkways Reserve.

C. Agrees to retain the Teviot Valley Walkways Reserve account.

D. Recommend to Council that the delegation from the Teviot Valley Community Board to the Teviot Valley Walkways Committee be reviewed as part of the next delegation manual update.

Parks Officer - Projects

21 Jun 2021

Action memo sent to Parks Officer - Projects and Finance

19 Jul 2021

Signage design being completed on a site by site basis starting with the River Track. Improvements on Grovers Hill will wait until the wind blown forestry damaged is removed.

24 Aug 2021

Staff working with walkways committee to implement signage and track improvements

30/07/2021

Roxburgh Pool Lease

21.6.2

That the Teviot Valley Community Board

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

B. Agrees to the termination of the Roxburgh Area School Lease over the land containing the Roxburgh Pool on 31 July 2021.

C. Agrees to grant a ground lease of an area of approximately 991m2 over the land containing the Roxburgh Pool, as outlined in the report, to Roxburgh Pool Punawai Ora “Safe Water” Incorporated.

The general terms and conditions are as follows:

Commencement Date:	1 August 2021.
Term:	Fifteen years.
Rights of Renewal:	One of fifteen years.
Final Expiry Date:	31 July 2051.
Annual Rent:	$0 per annum.
Rent Review:	Five yearly and is based upon the terms of the Council’s current Community Leasing and Licencing Policy.
Tenant’s Outgoings	100% of all charges for rates, utilities, electricity, telephone, rubbish collection, and insurance.
Permitted Use:	Community pool.
Insurance:	Full insurable value.
Special Conditions:	The landlord reserves the right to terminate the agreement with six months’ notice if it requires part or whole of the occupied area for other activities.

Property and Facilities Officer (Vincent and Teviot Valley)

04 Aug 2021

Action memo sent to the Property and Facilities Officer - Vincent and Teviot Valley.

04 Aug 2021

All agreements fully executed. Matter CLOSED.


AGENDA Teviot Valley Community Board Meeting Thursday, 9 September 2021
Date:	Thursday, 9 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 Roxburgh Service Centre, 120 Scotland Street, Roxburgh) Sanchia Jacobs Chief Executive Officer

Name	Member’s Declared Interests	Spouse/Partner’s Declared Interests	Council Appointments
Cushla Aitchison	Roxburgh and District Lions Club (member)	Roxburgh and District Lions Club (member)	I and H McPhail Charitable Trust Roxburgh Entertainment Centre Improvement and Promotions Inc. Teviot District Museum Committee
Norman Dalley	Martel International Limited (Sole Director/Shareholder) Gilmour Development Limited (Sole Director/Shareholder) North Hill Limited (Sole Director/Shareholder) Teviot Valley Rest Home Incorporated (Chair) Roxburgh Entertainment Centre Improvement and Promotions Incorporated (Treasurer/Committee member) Dalley Family Trust (trustee) Teviot Prospects (member) Teviot Valley Rest Home Ltd (Director)	217 Scotland Street, Roxburgh (Property Owner) Gilchrist Town Orchard Limited (Shareholder/Director) Roxburgh and Districts Medical Services Trust (trustee) Roxburgh Entertainment Centre Improvement and Promotions Incorporated (committee member)	I and H McPhail Charitable Trust Roxburgh Cemetery Trustee Committee
Sally Feinerman	Feinerman’s Ltd, 109 Scotland Street (Owner / Director) New Zealand Motor Caravan Association (NZMCA) Member Roxburgh Pool Committee (Chair)	Breen Construction (employee / builder) NZMCA (member)	Teviot Valley Walkways Committee Ida MacDonald Charitable Trust Tuapeka County Bursary Fund Committee Teviot Prospects
Raymond Gunn	Stonehaven Limited (Director) Stonehaven Trust (Trustee) Roxburgh Gun Club (Secretary) Central Otago Wilding Conifer Control Group (member) Roxburgh Trotting Club (member) Roxburgh A&P Society (member) Coal Creek Cycleway Trust (Trustee) Teviot Valley Resthome Inc (Medical Services Trust delegate) Teviot Valley Water Care Group (Committee Member) NZ Battery Project Technical Reference Group (TRG) (member)	Stonehaven Trust (Trustee)	Ida MacDonald Charitable Trust Roxburgh and District Medical Services Trust Roxburgh Swimming Pool Redevelopment Committee
Stephen Jeffery	G & S Smith family Trust (Trustee) K & EM Bennett’s family Trust (Trustee) Roxburgh Gorge Trail Charitable Trust (Chair) Roxburgh and District Medical Services Trust (Trustee) Central Otago Clutha Trails Ltd (Director) Teviot Prospects (Trustee) Teviot Valley Community Development Scheme Governance Group Central Otago Queenstown Network Trust

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
31/08/2021	2/09/2021