MINUTES OF A mEETING OF THE Cromwell Community Board HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and live streamed on microsoft teams ON Tuesday, 19 October 2021 COMMENCING AT 2.00 pm

 

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), S Righarts (Chief Advisor), G Robinson (Acting Executive Manager – Planning and Environment), P Penno (Community and Engagement Manager), N Aaron (Community Development Officer), D Penketh (Project Manager – Property) and W McEnteer (Governance Support Officer)

 

1                 Apologies

ApologIES

Committee Resolution 

Moved:               Murray

Seconded:          Laws

That the apologies received from Cr McKinlay and Mr Buchanan be accepted and that an apology for lateness from Cr Gillespie also be accepted.

Carried

 

2                 Public Forum

Shona Rae – Cromwell Mini Golf

Ms Rae spoke about the lease for Cromwell Mini Golf that sits on the Big Fruit reserve.

 

Note:    Cr Gillespie arrived at 2.06 pm.

 

Rhys Smith – Cromwell Youth Trust

Mr Smith from Cromwell Youth Trust spoke in favour of their community grant application before responding to questions.

Megan Phillips – Lake Dunstan Charitable Trust

Ms Phillips from Lake Dunstan Charitable Trust spoke in favour of their community grant application before responding to questions.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Scott

Seconded:          Murray

That the public minutes of the Cromwell Community Board Meeting held on 7 September 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. Mr Murray and Cr Gillespie declared an interest in Lake Dunstan Charitable Trust portion of item 21.8.2.

5                 Reports

Note:   Mr Murray declared an interest in the Lake Dunstan Charitable Trust portion of item 21.8.2. He left the room and did not take part in discussion or voting on that portion of the item. Cr Gillespie also declared an interest in the Lake Dunstan Charitable Trust portion of item 21.8.2. In order to maintain quorum he remained at the table but abstained from voting on that portion of the item.

 

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

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.

Committee Resolution 

Moved:               Harrison

Seconded:          Gillespie

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

Carried

After discussion it was agreed that a grant should be provided for the purchase and location of the container and that the group should be encouraged to apply for further funding in the second round of grants, scheduled for 2022.

Committee Resolution 

Moved:               Laws

Seconded:          Scott

C.      Approves a community grant for Lake Dunstan Charitable Trust for a community tool shed dependent on permission and consents from LINZ for the cost of the container and the fitout of the container.

2021/22 Requested: $20,088.44       Approve: $8580

 

Carried with Cr Gillespie abstaining from the vote

After discussion it was agreed that this should not be included in the contestable grants process and that a rates rebate would be provided in accordance with their lease.

Committee Resolution 

Moved:               Gillespie

Seconded:          Laws

D.      Declines a community grant for Central Otago Motorcycle Club to cover the cost of their lease. The lease payment to be rebated in accordance with conditions of the lease.

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

Carried

After discussion it was agreed that this should not be included in the contestable grants process and that a rates rebate would be provided in accordance with their lease. It was noted that they could apply for a promotions grant for additional support if required.

Committee Resolution 

Moved:               Murray

Seconded:          Scott

E.      Declines a community grant for Cromwell Speedway for operational expenses.

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

Carried

After discussion it was agreed that the Board would consider supporting activities of the Trust, but not wages for staff. It was also noted that the Trust had ongoing assistance from the Board through a rebate on their rent.

Committee Resolution 

Moved:               Laws

Seconded:          Gillespie

F.      Declines a community grant for Cromwell Youth Trust salary costs for a youth worker.

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

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

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

Carried

Committee Resolution 

Moved:               Murray

Seconded:          Laws

G.     Approves a community grant for Cromwell Rotary and Cromwell Lions for the St John House Build Resource Consent Fees.

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

Carried

 

21.8.3         Cromwell Memorial Hall/Events Centre Design Procurement Process

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

Committee Resolution 

Moved:               Scott

Seconded:          Laws

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.

Carried

 

21.8.4         2022 Meeting Schedule

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

Committee Resolution 

Moved:               Laws

Seconded:          Murray

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.

Carried

 

6                 Mayor’s Report

21.8.5         Mayor's Report

His Worship the Mayor gave an update on recent activities:

·         Attended the AGM for Central Lakes Trust.

·         Attended a meeting of the Central Otago Tourism Advisory Board.

·         Attended a recent Mayoral Forum.

·         Noted a recent meeting with the new CEO of Business South.

·         Attended the Cromwell Friendship Group and gave a presentation on current issues in the Three Waters space.

·         Attended coffee and chat sessions in Bannockburn, Cromwell and Tarras.

Committee Resolution 

Moved:               Gillespie

Seconded:          Laws

That the Cromwell Community Board receives the report.

Carried

 

7                 Chair's Report

21.8.6         Chair's Report

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

·         Noted her fortnightly column in the Cromwell and District News.

·         Attended an interview at Radio Central.

·         Attended a meeting with Christchurch International Airport.

·         Attended a meeting of the Cromwell Youth Trust.

·         Attended a meeting of the Cromwell Museum Trust. Noted the upcoming display of a Chafer Beetle.

·         Attended a meeting of Cromwell Rotary Club to give an update on the work that the Board was doing at present.

·         Attended a meeting of the Hall Project Advisory Group.

·         Noted that she was struggling to attend meetings as the Board liaison for Cromwell and Districts Promotions Group due to a regular clash of meetings. Mr Scott offered to replace her as the Board liaison for the group, which was accepted.

Committee Resolution 

Moved:               Harrison

Seconded:          Murray

That the report be received.

Carried

 

8                 Members' Reports

21.8.7         Members' Reports

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

Mr Murray reported on the following:

·         Attended a meeting of the Cromwell Museum Trust. Noted that the museum has had an increased number of school groups through.

·         Noted that there was ongoing problems with parking at Cornish Point with parking for the cycle trail.

·         Attended a meeting of the Lake Dunstan Charitable Trust.

·         Attended the Winning Ideas Night, hosted by Connect Cromwell.

·         Noted his attendance at the Plan Change 14 hearings.

Councillor Laws reported on the following:

·         Attended a Council meeting and updated Members on decisions from the meeting.

·         Attended the AGM for Cromwell Community Trust. Noted that Leigh-Anne Fox is the new Chair and that Karen Palmer had accepted the role of manager on a permanent basis.

·         Noted a recent trip with Cr McKinlay and His Worship to look at the waters races around the Falls Dam area.

·         Attended the recent Audit and Risk meeting.

·         Attended a meeting of the Cromwell Historic Precinct. Noted that the group were advocating for another toilet at the historic precinct. She also noted that the group were in the process of getting professional photos of McNaulty House to market it as a venue.

Councillor Gillespie reported on the following:

·         Attended a meeting with Christchurch International Airport.

·         Attended the recent Council meeting and gave an update on issues discussed.

·         Noted that Council has given feedback to central government regarding its Three Waters proposals.

·         Attended a recent Hearings Panel meeting.

·         Attended a weekly radio interview on Radio Central.

Mr Scott reported on the following:

·         Attended the AGM for the Cromwell Rowing Club.

·         Watched the recent Council meeting via the live stream.

·         Attended the AGM for Central Lakes Trust.

·         Attended a meeting with the Central Lakes Equestrian Club.

·         Attended the AGM for Lowburn Hall.

·         Attended two webinars regarding Three Waters.

Committee Resolution 

Moved:               Murray

Seconded:          Laws

That the report be received.

Carried

 

9                 Status Reports

21.8.8         October 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:               Murray

Seconded:          Gillespie

That the report be received.

Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 23 November 2021.

11               Resolution to Exclude the Public

Committee Resolution 

Moved:               Scott

Seconded:          Murray

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

21.8.9 - Minor Boundary Adjustment

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

21.8.10 - Request for funding approval Cromwell Menz Shed

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

21.8.11 - 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 3.36 pm and the meeting closed at 4.15 pm.