Agenda of Cromwell Community Board meeting

Cromwell Community Board Agenda

19 October 2021

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 Queensberry.

· 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.

19 October 2021

5 Reports

21.8.2 Cromwell Community Board Community Grant Applications 2021-24 Financial Year

Doc ID: 554034

1. Purpose of Report

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Council general grants fund and to determine the grant allocation of each applicant.

Recommendations

That the Cromwell Community Board

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

B. Agrees to withhold any grant funding for years beyond year one until the conclusion of the Grant Policy Review in November 2021.

C. Considers the following applications:

i. Central Otago Motorcycle Club to cover the cost of the lease

2021/22 Requested: $23,000 Recommend Decline: $0

ii. Cromwell Speedway for operational expenses

2021/22 Requested: $20,000 Recommend Decline: $0

iii. Cromwell Youth Trust salary costs for a youth worker

2021/22 Requested: $60,000 Recommend Decline: $0

2022/23 Requested: $60,000 Recommend Decline: $0

2023/24 Requested: $60,000 Recommend Decline: $0

iv. Lake Dunstan Charitable Trust for a community tool shed dependent on permission and consents from LINZ

2021/22 Requested: $20,088.44 Recommend Approve: $20,088

v. Cromwell Rotary and Cromwell Lions for the St John House Build Resource Consent Fees

2021/22 Requested: $4,937 Recommend Approve: $4,937

2. Background

The Council adopted a new grant policy in 2019. All grant applicants now go through a contestable and transparent application process. As included in the Register of Delegations, the Community Board has a responsibility to ensure that its actions and decisions are always within the policy guidelines adopted by the Council, otherwise the Board’s decision will be by way of a recommendation to the Council. Cromwell Community Board approved $49,925 per annum for ward-funded community grants through the 2021-31 Long-term Plan. This budget is to be allocated via two annual funding rounds. The current round is the first for the 2021/22 financial year. The second round will occur in the third quarter. Any allocations in this round may have an impact on the grant budget in future funding rounds.

To accommodate the new grant policy, all applicants who have historically received grants from the Council and community boards through the Long-term Plan were contacted. Applicants received correspondence in February 2021 advising them of the new process and when applications would be open. This correspondence included an initial email, followed by a phone call and final email, to ensure that the information was understood. Applications to grants, via the Council website, opened on 1 July 2021 and closed on 1 August 2021.

According to the grant policy, applicants can submit for up to three years of funding during year 1 of the Long-term Plan. Council and community boards are able to allocate funding in advance on a recurring basis for up to three financial years. Five applications have been submitted to the community board for community grants, as detailed below, and one applicant has applied for three years of funding.

A matrix evaluation has been completed to assist the community board in assessing applications against the grant policy and criteria for funding. Staff have completed a matrix for each financial year, assessing the applications against the policy. These matrices also demonstrate the availability of grant funds for the second funding round in this financial year, plus funding rounds in future years, should new applicants wish to apply (Appendix 1).

3. Discussion

Community grants support community-driven initiatives which enhance the well-being of residents. They fund projects which fall outside of the promotions grant criteria and demonstrate a clear connection to one or more aspects of community well-being (social, economic, environmental and cultural). These grants are funded through ward and Council rates.

Any grants approved for future years cannot be uplifted until the applicants have reported back on their previous year’s grant, including how the funds were used and outcomes that were delivered. If applicants are approved multi-year grants, they are still eligible to put in a second application for something else if they wish.

The total amount of funds requested in this first funding round for the 2021/22 financial year is higher than the entire year’s grant budget, and the requested funds for 2022/23 and 2023/24 equate to nearly the entire available budget. If the community board chooses to fully allocate the community grants budget for all three years of the Long-term Plan, it will not be possible to facilitate any further contestable community grant funding rounds.

The assessment matrices for 2022/23 and 2023/24 demonstrate a match with the current purpose and eligibility grant criteria for some applicants, and multi-year grants would provide greater financial security for projects that run over multiple years. However, staff advice is to be circumspect at committing grant funds from future years’ budgets:

· The majority of the contestable grant budgets will be used in this first round, leaving little opportunity for future applicants.

· Applicants receiving annual grants may not be incentivised to seek out alternative funding sources.

· Council’s grant policy is to be reviewed in November 2021 with the intent of providing clearer direction for applicants and decision-makers; this review may alter future eligibility criteria.

· Fully committing grant budgets in advance will mean there is less flexibility to respond to adverse financial situations. For example, Council agreed to reduce contestable grant budgets to zero for 2020/21 to reduce the impact of a rates rise during the COVID-19 pandemic.

· Multi-year funding may impact decision-making abilities for elected members voted into office at the next local authority elections, in 2022.

Staff have reviewed each of the applications and provided comment below to assist Council with their decision-making.

Application: Central Otago Motorcycle Club GRA210754271 (App. 2)

Project: Lease fees

Amount Requested: 2021/22 $23,000 Recommended: $0

· The Central Otago Motorcycle Club has been operating for over 25 years, and is on Cromwell Community Board endowment land.

· Leases on endowment land are calculated at market rate; community activities on other Council reserves are charged at a lower rate in line with Council’s leasing and licensing policy.

· The Club has received a rental rebate since 2007 to use the land, and is asking for a grant to cover this cost, which is now contestable.

· Last year the club had over 150 track access users and over 300 members.

· The Cromwell track is the only track in the Central Otago and Southern Lakes district, attracting many riders from Queenstown, Wanaka, and further afield.

· Events attract over 200 competitors.

· The Club’s financial information indicates that they will not be able to pay the endowment land rent without external funding support.

· Volunteers maintain the track and work to bring events to the area.

· The application does not clearly demonstrate the benefits of the activity or have strong alignment with Council’s strategies and plans. The project is not well defined, and the applicant is reliant on the Board’s support to cover the full cost of the lease.

· If the Board does not grant the club the full amount requested, they will not be able to afford to cover the lease and keep the track running. Any income earned by the club is used to maintain and run the track and events. The 2020/21 financial accounts show that net surplus funds are less than the cost of the land lease.

Application: Cromwell Speedway GRA210733457

(App. 3)

Project: Operational expenses

Amount Requested: 2021/22 $20,000 Recommended: $0

· The Cromwell Speedway is on Cromwell Community Board endowment land.

· Leases on endowment land are calculated at market rate; community activities on other Council reserves are charged at a lower rate in line with Council’s leasing and licensing policy.

· The community board has been providing funding to the speedway since 2005, which has included providing a rent rebate to the club since 2008 (the rent rebate has been $18,500 since 2018/19).

· As the club now must apply for financial support by way of a grant, they are asking for a grant towards operational costs, rather than towards rental costs. These funds will be used for a new promotions group initiative, ongoing upgrades, repairs and track maintenance.

· The club has been operating since 1980, and continues to gain new membership, with a 14% growth over the past year.

· Last year at Christmas and Easter, the biggest local meeting of the year had around 150 cars competing over 2 nights. Drivers would bring on average 6 - 8 crew members and family with them. Three quarters of these competitors come from outside of the Central Otago area. This year there are 3 larger New Zealand Speedway events; these events have a high standing within Speedway and will attract a high number of drivers and spectators to the area.

· While the application does align somewhat with the criteria, the funds being sought are for promotional activities and repairs and track maintenance. Funds for promotional activities should be sought from the Promotions Grant.

· It is not recommended to fund track repairs and maintenance, as the group’s financials demonstrate that enough funds are generated to carry out this activity.

· Maintenance costs for 2020/2021 totalled $6,145, but are budgeted at $77,750 for 2021/22; it is not clear why this cost is so much higher.

· The application states that if the Board does not grant the requested funds, the group will have to ask more from volunteers, the committee, and the drivers. It is also possible that the price of attending race meetings would need to be increased to cover the costs.

· The group has multiple revenue streams and a net profit of $95,311 for the 2020/21 financial year. The budget shows a net profit of $48,504 for the 2021/22 financial year (this assumes a grant from the Board of $20,000).

Application: Cromwell Youth Trust GRA210737221 (App. 4)

Project: Salary costs for a youth worker

Amount Requested: 2021/22 $60,000 Recommended: $0

2022/23 $60,000 Recommended: $0

2023/24 $60,000 Recommended: $0

· The community board has supported the Trust financially since 2009, with a grant of $3,500 per annum since 2010. The applicant states that the last funding received from Council was prior to 2020, however their annual grant was uplifted in both 2019/20 and 2020/21.

· The Cromwell Youth Trust Performance Report states that the Trust receives an $8,000 rent waiver from Council. The Trust’s lease agreement requires an annual fee of $1, if demanded, in line with Council’s Leasing and Licensing Policy.

· Funding for the trust has historically supported operational costs, but this funding request specifically supports the salary of a new youth worker for the Trust in Cromwell and surrounds. The funding will allow the Trust to increase its services; the Trust currently employs three youth workers.

· Over the past couple of years, the Trust has seen an increase of over 400% youth participation in programmes, services and events.

· Youth Workers identify needs of young people, and then develop, coordinate and run programmes to respond to these needs. This includes community-based and school-based initiatives.

· A smaller grant than requested could be provided by the Board, but this may not be sufficient to employ an additional youth worker. There is also a risk that ongoing grant funding will be expected from the Board, given that the salary requirements may be permanent, and the model is not self-sustaining.

· The application has five letters of support from Cromwell College, Carolyn Squires, Megan Robinson, Cromwell Rotary and Mayor Tim Cadogan.

Application: Lake Dunstan Charitable Trust GRA210757604 (App. 5)

Project: Community tool shed

Amount Requested: 2021/22 $20,088.44 Recommended: $20,088

· The Trust has secured $1,095,950 (inc GST) from LINZ as part of the ‘Jobs for Nature’ fund to carry out restoration projects and pay employees for four years, as well as run biannual community surveys. These funds have been allocated by LINZ to specific areas of the project and therefore cannot be used to purchase the community tool shed.

· The Trust are requesting funding to install a 10ft container and fill it with a variety of tools that will be made available for community groups to use.

· Facilitating the use of the tools will be managed by the Trust’s community coordinator and project manager.

· Tools will be free for community groups to use as required, which may include projects on Council land.

· The application includes three letters of support from Connect Cromwell, Cromwell Youth Trust and Cromwell Primary School.

· Any allocated funding would be dependent on the group submitting consents from LINZ.

· This application aligns strongly with the grant criteria and the project is very well planned. A community tool shed will provide wide community benefit by empowering locals, and enhancing well-being by encouraging the community to carry out environmental initiatives on public land. It is a one-off cost to get the project up and running. The cost of staff to support the running of the tool shed is covered by the ‘Jobs for Nature’ grant that the Trust has received for four years.

Application: Cromwell Rotary Club and Cromwell Lions Club (App. 6)

Project: St John House Build Project Building Consent Fees

Amount Requested: 2021/22 $4,937 Recommended: $4,937

· The Rotary and Lions Clubs have been working together on a project to build a new house in Cromwell which will be auctioned off to raise funds for the new St John Ambulance Station in Cromwell.

· This request is to cover the building consent fees for the project, and is retrospective due to the group needing to pay the fees before the funding round.

· The application recommends that the new ambulance station could be used as a central hub for Central Otago residents in emergency situations. Civil Defence is open to discussing this in more detail with St John.

· This is a volunteer run project which is being carried out to support St Johns, with many people giving time and resources to make the project happen.

· Consent fees cover the actual cost of delivering this activity and it is not possible for Council to reimburse or waive these. Groups therefore must apply for a grant to request support for a project by covering the cost of consent fees.

· The application aligns somewhat with the grant criteria, and it is recommended that the funds are granted due to the nature of it being a one-off cost with wide community benefit.

4. Options

Option 1 – (Recommended)

That the community board considers the applications received and reviews the recommended grant amounts as specified in the grant assessment matrix for each of the three years of the 2021-2031 Long-term Plan.

That the Cromwell Community Board allocates grants for the following applicants:

Name of Applicant	2021/22	2022/23	2023/24
Opening balance	$49,925	$49,925	$49,925
Proposed applicant funding:
Central Otago Motorcycle Club	-	-	-
Cromwell Speedway	-	-	-
Cromwell Youth Trust	-	-	-
Lake Dunstan Charitable Trust	$20,088	-	-
Cromwell Rotary Club and Cromwell Lions Club	$4,937	-	-
Total amount allocated in this round:	$25,025	$0	$0
Total 2021/22 grants budget remaining:	$24,900	$49,925	$49,925

That the Cromwell Community Board declines grants for the following applicants:

Name of Applicant	2021/22	2022/23	2023/24
Central Otago Motorcycle Club	$23,000	-	-
Cromwell Speedway	$20,000	-	-
Cromwell Youth Trust	$60,000	$60,000	$60,000
Total applied for but not allocated:	$103,000	$60,000	$60,000

Advantages:

· The recommended allocation is within community grant budgets: $24,899.56 remains in the 2021/22 budget and the full budget allocation remains in the 2022/23 and 2023/24 financial years.

· The community board is declining applicants whose projects do not clearly align with the 2019 Grant Policy.

· Remaining funds are available for a second funding round in 2021/22 and full budgets are available for future years.

Disadvantages:

· The recommended grant amounts are less than requested, and may impact on project delivery.

· Limiting grant funding to a single year reduces financial stability for applicants running longer term projects and may jeopardise their ongoing functionality.

Option 2

The community board consider allocating different amounts of funding to applicants, in line with the grants criteria and available budget, taking into consideration the following:

· Alignment with the grants criteria.

· Total budget and available funds.

· Ongoing functionality of well-performing community organisations.

· A second funding round to be advertised in the third quarter of the 2021/22 financial year, and two funding rounds per year in the 2022/23 and 2023/24 financial years.

Advantages:

· The community board has the discretion to allocate grants of a lesser or greater amount, in line with the 2019 Grant Policy and assessment matrix, and within the set budgets.

Disadvantages:

· Recommendations have been made with consideration to the available budgets, and the 2019 Grant Policy and assessment matrix.

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 providing financial support for community-led projects and initiatives.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with the 2019 Grant Policy.
Considerations as to sustainability, the environment and climate change impacts	None
Risks Analysis	There is a risk that some applicants may not be able to carry out their projects as outlined due to insufficient funding.
Significance, Consultation and Engagement (internal and external)	None required

6. Next Steps

The community board agrees on and resolves the grant amount for each applicant.

The applicants are advised in writing of the community board’s decision, with information about any conditions applied to the approved grant, and the process for uplifting the grant if relevant.

If approved, payment of the approved grant is made once an accountability form has been submitted for any previous grants, and an invoice is received.

7. Attachments

Appendix 1 - CCB Grant Assessment Matrix 21-24.pdf ⇩

Appendix 2 - Central Otago Motorcycle Club Grant Application.pdf ⇩

Appendix 3 - Cromwell Speedway Grant Application.pdf ⇩

Appendix 4 - Cromwell Youth Trust Grant Application.pdf ⇩

Appendix 5 - Lake Dunstan Charitable Trust Grant Application.pdf ⇩

Appendix 6 - Rotary and Lions Grant Application.pdf ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Sanchia Jacobs
Community Development Officer	Chief Executive Officer
29/09/2021	8/10/2021

19 October 2021

21.8.3 Cromwell Memorial Hall/Events Centre Design Procurement Process

Doc ID: 554367

1. Purpose of Report

To consider approval for delegation of authority to Council’s Chief Executive for awarding the Cromwell Memorial Hall/Events Centre design tender.

Recommendations

That the Cromwell Community Board

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

B. Approves appropriate delegation of authority to Council’s Chief Executive for awarding the Cromwell Memorial Hall/Events Centre design tender, within the previously approved budget of $2,200,000.

2. Background

On 29 July 2021, the Cromwell Community Board (the Board) approved the project structure and programme of work for the Cromwell Memorial Hall/Events Centre, in its resolution 21.6.4.

The work programme as approved is detailed below. The Board opted to form an External Stakeholder Group, and closed invites for the Expression of Interest have been sent out. The diagram has been updated to show current project progress to the Request for Proposal (RFP) for architectural services stage:

Phase 1 - Design

· Set up the project team and advisory group

· Appoint external stakeholder group (optional)

· Engage an architect - RFP process

· Engage and scope project – project team and architect

· Finalise scope with Project Advisory Group

· Develop detailed concept plans – architect

· Adopt detailed concept plan – CCB

· Engage with funding agencies to confirm committed funds and apply for funding

· Appoint construction partner (RFP)

· Early engagement with construction partner –
architect, programme manager, project manager

· Develop detailed design

· Approve detailed design – CCB

Phase 2 project – Construction

· From 1 July 2022

The architectural services RFP is currently on the market with a deadline for submissions of 1 November 2021. Once the RFP process closes, the next step in the Cromwell Memorial Hall/Events Centre project is to select and engage an architect to carry out design of the building.

This tender incorporates the following consultant services:

· Concept Design

· Preliminary Design

· Developed Design

· Detailed Design and Documentation

· Contractor Procurement

· Contract Administration / Contract Management & Construction Observation

During the Long-Term Plan submission process, the Cromwell community clearly demonstrated their desire for Council to progress this project rapidly and “get on with it”.

3. Discussion

A thorough tender evaluation process will take approximately four weeks, including shortlisting submissions, and presentations on design methodology and understanding of the project scope. The timeline therefore is anticipated to be:

· 1 November 2021 Tender submissions close

· 2 November – 30 November 2021 Tender evaluation process undertaken

As the tender evaluation process closes after the Cromwell Community Board’s 23 November 2021 meeting – its final meeting of the year before Christmas – having to coincide with the elected member meeting cycle would mean that no award could otherwise be made until 2022.

To maintain project momentum and avoid delay, it will be essential to start the design contract prior to Christmas.

Therefore, due to the tight timeframe surrounding this project, it is recommended that Council’s Chief Executive be delegated appropriate authority so that the design contract can be awarded as soon as possible after the tender evaluation is complete. Delegating authority to award the tender to Council’s Chief Executive would therefore help make the deadline of starting construction by July 2022 more achievable.

No design aspects will be finalised as part of this process, and the proposed resolution does not seek to delegate design approval to the Chief Executive.

The evaluation process will adhere to Council’s Procurement Policy and its conclusions reviewed by senior staff. The tender evaluation panel is intended to comprise Council’s Property and Facilities Manager, Project Manager – Property, and Property Officer. The Chief Executive would be briefed by the evaluation panel to ensure that any contract award could be made with complete information and confidence.

The Board will be kept closely informed of the progress of the tender evaluation and award process, as two members of the Board are on the Project Advisory Group (PAG).

The tender evaluation panel will take the PAG on the journey of selecting and engaging an architect, so that they can be informed and aware of the thinking behind any decisions. As part of this, the PAG will be invited to attend evaluation presentations and subsequent discussions. Although not voting members of the evaluation panel, through their involvement during the process, any concerns can be raised by the PAG before the end of the evaluation process on behalf of the Board. If there were substantial disagreement between the PAG and the evaluation panel, the Chief Executive would not be asked to make a delegated decision, and instead the awarding process would revert to the full Community Board.

In this way, the Board can maintain faith in the evaluation process and in delegating authority.

4. Financial Considerations

Funding of $2,200,000 from Cromwell General Reserves has already been approved for design of the Cromwell Memorial Hall/Events Centre project as part of the Cromwell Masterplan. This funding was included in Year One of the Long-Term Plan 2021-31.

5. Options

Option 1 – (Recommended)

For the Board to approve delegation to CEO for awarding contract for design of the Cromwell Memorial Hall/Events Centre project.

Advantages:

· Keeps project moving and mitigates potential delays due to Christmas Holidays.

· Makes deadline for start of construction more achievable.

· Recognises the community expectations and feedback received.

· Supports previous Council decisions.

· Ensures timely use of Long-Term Plan funding already allocated for this purpose.

Disadvantages:

· None.

Option 2

The Board declines to approve delegation to CEO for awarding contract for design of the Cromwell Memorial Hall/Events Centre project.

Advantages:

· None.

Disadvantages:

· The start of the project design phase will be delayed until the next available Board meeting in 2022.

· This is likely to delay the start of the construction phase.

· The community expectation is to progress the project swiftly.

6. 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.
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 extensive consultation through the “Eye to the Future” Cromwell Masterplan and the project and its funding was included in the consultation document for the 21/31 Long-Term Plan.

7. Next Steps

CCB approve CEO delegation to award design contract 19 October

Tender process deadline 1 November

Tender evaluation process 2 November– 30 November

Design Contract awarded Approximately 1 December

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Darren Penketh	Louise van der Voort
Project Manager - Property	Executive Manager - Planning and Environment
30/09/2021	5/10/2021

19 October 2021

21.8.4 2022 Meeting Schedule

Doc ID: 554593

1. Purpose of Report

To approve a schedule of Cromwell Community Board meetings for 2022.

Recommendations

That the Cromwell Community Board

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

B. Adopts the proposed 2022 meeting schedule for the Cromwell Community Board.

2. Background

The Local Government Act 2002 Schedule 7 Clause 19 states that a local authority must hold the meetings that are necessary for the good government of its district. The Chief Executive must give notice in writing to each member of the time and place of a meeting not less than 14 days before the meeting or the local authority can adopt a schedule of meetings.

Council and the community boards have in the past adopted a schedule of meetings for the following year, as this provides certainty of dates to members and staff. Having a yearly schedule allows for good forward planning and significantly reduces the administrative workload of advising members for each meeting.

The meeting schedule reflects the terms of reference for committees, Council and boards as well as working towards legislative deadlines such as adopting the 2022-23 Annual Plan. It also enables scheduling of meetings and workshops to progress significant pieces of work that have elected member input and oversight.

3. Discussion

The proposed meeting schedule continues with a six weekly cycle of meetings where possible in the lead up to the 2022 local body elections. Dates following the elections in October 2022 will need to be endorsed by the incoming community boards and Council.

A meeting schedule, once adopted, can be amended so there is still flexibility to respond to a change of circumstances.

4. Financial Considerations

There are no financial considerations for this decision.

5. Options

Option 1 – (Recommended)

Adopt the proposed 2022 meeting schedule.

Advantages:

· Elected members and staff have certainty of dates for meetings in 2022.

Disadvantages:

· None.

Option 2

Hold meetings on an ad hoc basis.

Advantages:

· High degree of flexibility.

Disadvantages:

· Does not facilitate forward planning.

· May impact on members’ ability to attend meetings at shorter notice.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by having a known schedule of meetings.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is a procedural decision and therefore has no impact on other plans and policies and is consistent with them.
Considerations as to sustainability, the environment and climate change impacts	There are no implications arising from this decision.
Risks Analysis	There are no risks arising from the recommended option.
Significance, Consultation and Engagement (internal and external)	The proposed meeting schedule was discussed with the Executive Team, Planning department and Corporate Services to ensure that the proposed dates accommodated different work plans.

7. Next Steps

Once the meeting schedule has been adopted, it will be published on the Central Otago District Council’s website and meetings will be publicly notified according to the Local Government Act and the Local Government Official Information and Meetings Act 1987.

8. Attachments

Appendix 1 - 2022 Meeting Schedule List ⇩

Appendix 2 - 2022 Meeting Schedule Calendar ⇩

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Governance Manager	Chief Executive Officer
24/09/2021	29/09/2021

Cromwell Community Board meeting

19 October 2021

Meeting Schedule 2022

Month	Day	Date	Time	Meeting
January	Wednesday	26	10.30am	Council

February	Tuesday	1	2.00pm	Vincent Community Board
	Thursday	3	2.00pm	Teviot Valley Community Board
	Tuesday	8	9.30am	Hearings Panel
	Tuesday	15	2.00pm	Cromwell Community Board
	Thursday	17	2.00pm	Maniototo Community Board
	Friday	25	9.30am	Audit and Risk Committee

March	Tuesday	8	9.30am	Hearings Panel
	Wednesday	9	10.30am	Council
	Tuesday	22	10.00am	Creative Communities Assessment Committee
	Tuesday	22	2.00pm	Vincent Community Board
	Thursday	24	2.00pm	Teviot Valley Community Board
	Tuesday	29	2.00pm	Cromwell Community Board
	Thursday	31	2.00pm	Maniototo Community Board

April	Tuesday	12	9.30am	Hearings Panel
	Wednesday	20	10.30am	Council

May	Tuesday	3	2.00pm	Vincent Community Board
	Thursday	5	2.00pm	Teviot Valley Community Board
	Monday	9	2.00pm	Cromwell Community Board
	Tuesday	10	9.30am	Hearings Panel
	Thursday	12	2.00pm	Maniototo Community Board
	Thursday (if required)	19	2.00pm	Cromwell Community Board (hearings and deliberations if required)
	Friday (if required)	20	2.00pm	Vincent Community Board (hearings and deliberations if required)
	Monday (if required)	23	2.00pm	Maniototo Community Board (hearings and deliberations if required)
	Tuesday (if required)	24	2.00pm	Teviot Valley Community Board (hearings and deliberations if required)

June	Monday	1	10.30am	Council (hearings and deliberations if required)
	Friday	3	9.30am	Audit and Risk Committee
	Monday	13	2.00pm	Vincent Community Board
	Tuesday	14	9.30am	Hearings Panel
	Thursday	16	2.00pm	Teviot Valley Community Board
	Tuesday	21	2.00pm	Cromwell Community Board
	Thursday	23	2.00pm	Maniototo Community Board
	Wednesday	29	10.30am	Council (to adopt LTP and set rates if not 1 June)

July	Tuesday	12	9.30am	Hearings Panel
	Wednesday	13	10.30am	Council
	Tuesday	26	2.00pm	Vincent Community Board
	Thursday	28	2.00pm	Teviot Valley Community Board

August	Tuesday	2	2.00pm	Cromwell Community Board
	Thursday	4	2.00pm	Maniototo Community Board
	Tuesday	9	9.30am	Hearings Panel
	Wednesday	24	10.30am	Council

September	Tuesday	6	2.00pm	Vincent Community Board
	Thursday	8	2.00pm	Teviot Valley Community Boad
	Monday	12	2.00pm	Cromwell Community Board
	Tuesday	13	9.30am	Hearings Panel
	Thursday	15	2.00pm	Maniototo Community Board
	Tuesday	20	10.00am	Creative Communities Assessment Committee
	Wednesday	28	10.30am	Council
	Friday	30	9.30am	Audit and Risk

October	Saturday	8		ELECTION DAY
	Tuesday	11	9.30am	Hearings Panel
	Wednesday	19	9.00am	Induction Day
	Wednesday	26	2.00pm	Inaugural Council Meeting
	Monday	31	2.00pm	Inaugural Vincent Community Board

November	Tuesday	1	2.00pm	Inaugural Cromwell Community Board
	Wednesday	2	2.00pm	Inaugural Teviot Valley Community Board
	Thursday	3	2.00pm	Inaugural Maniototo Community Board
	Tuesday	8	9.30am	Hearings Panel
	Wednesday	9	10.30am	Council
	Wednesday	16	9.00am	Council Workshop
	Tuesday	22	2.00pm	Vincent Community Board
	Tuesday	22	10.00am	Sport NZ Assessment Committee
	Thursday	24	2.00pm	Teviot Valley Community Board
	Tuesday	29	2.00pm	Cromwell Community Board

December	Thursday	1	2.00pm	Maniototo Community Board
	Friday	2	9.30am	Audit and Risk Committee
	Tuesday	13	9.30am	Hearings Panel
	Wednesday	14	10.30am	Council

Holiday Dates 2022
New Year’s Day Observance	Monday	3 January
Day After New Year’s Holiday Observance	Tuesday	4 January
Waitangi Day Observance	Monday	7 February
Otago Anniversary Day	Monday	21 March
Good Friday	Friday	15 April
Easter Monday	Monday	18 April
ANZAC Day	Monday	25 April
Queen’s Birthday	Monday	6 June
Matariki	Friday	24 June
Labour Day	Monday	24 October
Christmas Day Observance	Monday	26 December
Boxing Day Observance	Tuesday	27 December

Executive Committees are on an as required basis.

Cromwell Community Board meeting

19 October 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. 07 Oct 2021 Hanlon’s Plumbing have been appointed as contractor for this work. The heat pump is due around Feb 2022
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. 27 Sep 2021 Group advised that report back is now due - link to online form provided. Staff will continue to follow up as necessary.
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 Report going to next Council meeting, seeking approval of lease and Minister of Conservation's consent. 07 Oct 2021 Lease has been signed by all parties. MATTER CLOSED
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. 07 Oct 2021 The Hearings Panel have met and their recommendation will go to the November Council 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.	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 - ON HOLD
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 Cromwell Community Board (CCB) regarding External Stakeholder Group at its September meeting. 27 Sep 2021 Per CCB resolution 21.7.5, invites for an Expression Of Interest (EOI) to join the External Stakeholder Group have been sent to identified groups.
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 to undertake a usage study of the toilet facilities at the site in summer to reflect peak usage - ON HOLD
7/09/2021	Promotion Grant Applications 2021 - 22 First Round	21.7.2	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 Contractor – Media and Communications - $17,760 Contractor – Community Relations - $17,760 Advertising - $11,250 Operating Expenses (excl bad debts and donations) - $9,000 Christmas Parade traffic management - $3,000 Cherry Festival 2021 - $2,000 Street Party and Fireworks 2021 - $3,500 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	Media and Marketing Manager	13 Sep 2021 Action memo sent to the Media and Marketing Manager and to Finance 27 Sep 2021 Correspondence sent to applicants confirming grants decisions - both approve and decline. For approved grant purchase order raised and provided for invoicing.
7/09/2021	Cromwell Greenway Reserves Disc Golf Proposal	21.7.3	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.	Parks Officer - Projects	13 Sep 2021 Action memo sent to the Parks Officer - Projects 07 Oct 2021 Disc golf course layout to be mapped out with Connect Cromwell on 29 October 2021.
7/09/2021	Notice of Intention to Prepare a Reserve Management Plan	21.7.4	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.	Parks and Recreation Manager	13 Sep 2021 Action memo sent to the Parks and Recreation Manager 07 Oct 2021 No progress at this stage.
7/09/2021	Cromwell Memorial Hall External Stakeholder Group	21.7.5	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	Property and Facilities Manager	13 Sep 2021 Action memo sent to the Property and Facilities Manager 27 Sep 2021 For continuity, updates on this resolution are included in the larger project updates under 21.6.4 - MATTER CLOSED
7/09/2021	Cromwell Town Centre Project Structure	21.7.6	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.	Property and Facilities Manager	13 Sep 2021 Action memo sent to the Property and Facilities Manager 27 Sep 2021 Council has accepted the recommendation from Cromwell Community Board (CCB) and has appointed Cr Nigel McKinlay as Council's representative.
7/09/2021	Proposed Road Stopping - Unnamed Road off Tarras-Cromwell Road	21.7.7	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.	Statutory Property Officer	13 Sep 2021 Action memo sent to the Property Officer - Statutory 27 Sep 2021 Stopping since approved by Council, applicant's advised, contractors to action. MATTER CLOSED.

Cromwell Community Board meeting

19 October 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

October 2021 – Group provided with reminder that report back is due with link to online form. Staff to follow up if not received by mid – late October.

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

October 2021 – Meeting with Equestrian Club scheduled for 22 October 2021.

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 - October 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, 19 October 2021
Date:	Tuesday, 19 October 2021
Time:	2.00 pm
Location:	Cromwell Service Centre, 42 The Mall, Cromwell Due to COVID-19 restrictions and limitations of the physical space, public access will be available through the livestream and Microsoft Teams. The link to the livestream will be available on the Central Otago District Council’s website.
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 Returned Services Association (Member)		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)		Ripponvale Hall Committee

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
7/10/2021	8/10/2021