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AGENDA
Vincent Community Board Meeting Monday, 11 October 2021
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Date: |
Monday, 11 October 2021 |
Time: |
2.00 pm |
Location: |
Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
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 |
11 October 2021 |
Notice is hereby given that a meeting of the Vincent Community Board will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra on Monday, 11 October 2021 at 2.00 pm
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.
Vincent Community Board meeting Meeting - 31 August 2021.
21.8.1 Declarations of Interest Register
21.8.2 Alexandra Blossom Festival Request to retain promotion grant
21.8.3 Vincent Community Board Community Grant Applications 2021-24 Financial Year
21.8.4 Proposal to Reclassify Area of Alexandra Town Belt (PRO: 61-2000-00)
21.8.9 October 2021 Governance Report
11 Resolution to Exclude the Public
21.8.10 October 2021 Confidential Governance Report
Members Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms A Robinson, Ms S Stirling-Lindsay
In Attendance T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), R Williams (Governance Manager), W McEnteer (Governance Support Officer)
· Nigel Smellie from Alexandra Blossom Festival will speak in favour of retaining their hardship grant.
· Ray Wright from Alexandra Garden Club will speak in favour of a proposed biodiversity border at Vallance Cottage Reserve.
· Julie Howard and Roy Noble from Transpower will give an update on the Clutha and Upper Waitaki Lines Project.
· Adrian Morgan from Otago County Cricket Association will speak in favour of their funding application.
· Tony Lepper from Earnscleugh Irrigation Company will speak in favour of their funding application.
· Marnie Kelly from Historic Clyde Incorporated will speak in favour of their funding application.
· Kylie Nixon from Galloway Hall will speak in favour of their funding application.
· Jimmy Martin from Puna Rangitahi will speak in favour of their funding application.
· Dianne Duncan from Alexandra and Districts Museum Incorporated will speak in favour of their funding application.
Vincent Community Board meeting - 31 August 2021
Vincent Community Board Agenda |
11 October 2021 |
MINUTES
OF A mEETING OF THE Vincent Community Board
HELD REMOTELY ON MICROSOFT TEAMS AND LIVE STREAMED
ON Tuesday, 31 August
2021 COMMENCING AT 2.00 pm
PRESENT: Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms A Robinson, Ms S Stirling-Lindsay
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), L Webster (Regulatory Services Manager), D Rushbrook (General Manager, Tourism Central Otago), A Mason (Media and Marketing Manager), L Stronach (Property Officer – Statutory), F Somerville (Roading Administration Assistant), M De Cort (Communications Coordinator), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)
1 Apologies
There were no apologies
2 Public Forum
Karen Jefferson – Ahipara
Ms Jefferson from Ahipara spoke in support of their application for a promotional grant before responding to questions.
Jan Bean – Central Otago District Arts Trust
Ms Bean from Central Otago District Arts Trust spoke in support of their application for a promotional grant before responding to questions.
Nigel Smellie – Alexandra Blossom Festival
Mr Smellie from Alexandra Blossom Festival spoke in support of their application for a promotional grant before responding to questions.
3 Confirmation of Minutes
Committee Resolution Moved: Garbutt Seconded: Robinson That the public minutes of the Vincent Community Board Meeting held on 20 July 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 Garbutt declared that he is a member of the Vallance Cottage working group. Cr McPherson declared an interest in item 21.7.2, Dr Browne declared in an interest in the Central Otago District Arts Trust portion of item 21.7.2, Ms Robinson declared an interest in the Winterstellar portion of item 21.7.2 and Ms Stirling Lindsay declared an interest in the Alexandra Blossom Festival portion of item 21.7.2.
5 Reports for Decisions
Note: Cr McPherson declared an interest in item 21.7.2. He left the live stream and did not take part in the discussion and did not vote on the item. Also note other conflicts for this item where declared as noted below
Note: Mr Garbutt assumed the Chair.
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 contestable grants programme for the Long-term Plan 2021 – 2031. After wide-ranging discussion, staff advised that the total amount of money available for promotional grants was $31,000 for the current financial year. It was agreed that each application would be considered separately. |
Committee Resolution Moved: Garbutt Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. Carried |
Committee Resolution Moved: Stirling-Lindsay Seconded: Claridge B. Declines a promotions grant application from the Central Otago A & P Show for Children’s Entertainment
GRA210733815 Central Otago A & P Show – Children’s Entertainment
Year 1 LTP 2021/22 applied $7,500 $0 Declined Year 2 LTP 2022/23 applied $5,000 $0 Declined Year 3 LTP 2023/24 applied $5,000 $0 Declined Carried |
Note: Ms Robinson declared an interest in the Winterstellar portion of this item. She did not discuss or vote on this portion of the item. |
Committee Resolution Moved: Browne Seconded: Claridge C. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for Year 3 for Winterstellar Matariki and Night Sky events and exhibitions.
GRA210740149 Winterstellar Matariki and Night Sky events and exhibitions
Year 1 LTP 2021/22 applied $20,000 $4,000 approved subject to establishment of appropriate entity. Year 2 LTP 2022/23 applied $25,000 $10,000 approved subject to satisfactory report back year 1. Year 3 LTP 2023/24 applied $15,000 $0 Declined Carried |
Note: Dr Browne declared an interest in the Central Otago Arts Trust portion of this item. He did not discuss or vote on this portion of the item. After discussion it was agreed that the amount should be larger in the first year to make it more likely that the event would go ahead in its first year. Therefore a larger amount of $2,500 should be granted for the first year and a lesser amount of $1,000 in year two |
Committee Resolution Moved: Robinson Seconded: Stirling-Lindsay D. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for Year 3 for the Central Otago District Arts Trust – Cover to Cover event.
GRA210739572 Central Otago District Arts Trust – Cover to Cover events
Year 3 LTP 2023/24 applied $9,055 $0 Declined Carried |
Committee Resolution Moved: Claridge Seconded: Browne E. Declines an application for a promotions grant from Ahipara for the Ahi Festival of Light.
GRA210714507 Ahipara – Ahi Festival of Light
Year 1 LTP 2021/22 applied $25,000 $0 Declined Year 2 LTP 2022/23 applied $10,000 $0 Declined Year 3 LTP 2023/24 applied $5,000 $0 Declined Carried |
Note: Ms Stirling-Lindsay declared an interest in the Alexandra Blossom Festival portion of this item. She did not discuss or vote on this portion of the item. After discussion there was majority agreement that the Blossom Festival should receive a grant in year two of its application, but not year one or three. It was noted that the Blossom Festival had been granted money to cover year one via the hardship grant application process already. |
Committee Resolution Moved: Garbutt Seconded: Browne F. That given the $26,000 allocation through the hardship fund process, that no additional allocation is provided for the 2021/22 FY and that $24,500 is allocated for the 2022/23 FY.
GRA210749634 Alexandra Blossom Festival Inc. Event Infrastructure Costs
Year 1 LTP 2021/22 applied $24,500 $0 Declined Year 2 LTP 2022/23 applied $24,500 $24,500 Approved Year 3 LTP 2023/24 Applied $24,500 $0 Declined
Carried with Cr Cooney and Ms Robinson recording their vote against |
Note: Cr McPherson resumed the Chair.
21.7.3 Application for easement in favour of Aurora Energy Limited |
To consider granting an easement (in gross) over Section 1 Survey Office Plan 496959 and Section 1 Block XXXVIII Town of Alexandra (Local Purpose (Cemetery) Reserve) to Aurora Energy Limited. |
Committee Resolution Moved: Garbutt Seconded: Stirling-Lindsay That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant an easement (in gross) to Aurora Energy Limited to convey electricity over Section 1 Block XXXVIII Town of Alexandra and Section 1 Survey Office Plan 496959, being Local Purpose (Cemetery) Reserve, for $1, subject to: · Aurora obtaining all consents, permits, and other rights associated with installing the cable between Dunstan Road through to Letts Gully Road. · The easement area having a maximum width of 3 metres and being immediately adjacent to the northern boundary as shown in figure 2. · All costs associated with preparing and registering the easement being met by Aurora Energy Limited. · Aurora clearing the northern boundary to the satisfaction of the Parks and Recreation Manager. · The Minister of Conservation’s consent. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
21.7.4 Amendment to Road Name - Dunstan Park, Alexandra |
To consider an amendment to road name from Hewitt Crescent to Williams Crescent. |
Committee Resolution Moved: Robinson Seconded: Garbutt That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves amendment to road name from Hewitt Crescent to Williams Crescent. Carried |
21.7.5 Road Renaming Report - Portion of Ferraud Street |
To consider a request to rename a portion of Ferraud Street, Clyde to Seaton Street. |
Committee Resolution Moved: Claridge Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Recommends to Council that a portion of Ferraud Street be renamed Seaton Street. Carried |
6 Reports for Information
21.7.6 Vincent Financial Report for the Period Ending 30 June 2021 |
To consider the financial performance overview as at 30 June 2021. |
Committee Resolution Moved: McPherson Seconded: Browne That the report be received. Carried |
7 Mayor’s Report
21.7.7 Mayor's Report His Worship the Mayor gave an update on his activities since the last meeting: · Reflected on his work with the Manukerekia Reference Group. Noted that he had addressed the recent Otago Regional Council meeting to clarify comments that had been mistakenly attributed to him regarding minimum flows in the Manuherekia River. · Discussed Aurora Energy’s reporting requirements to the Commerce Commission. He noted that reporting requirement were not set in stone and could be updated if it was discovered that they were inadequate. Also commented that Aurora would be obliged to share complaints it received from social media to the Commerce Commission. · Discussed the ongoing Three Waters reforms and updated members on current developments. |
Committee Resolution Moved: McPherson Seconded: Claridge That the Vincent Community Board receives the report. Carried |
8 Chair's Report
21.7.8 Chair's Report |
The Chair gave an update on activities and issues since the last meeting: · Attended the Three Waters workshops. He noted that there was a lot of information missing about central government’s plan and that it was difficult to inform the public when that was the case. · Noted that the information for the Vincent Spatial Plan has gone out for public consultation. · Lamented that there were uncertainties for the ability to hold events at the moment and that this was an extra stress for organisers. |
Committee Resolution Moved: Garbutt Seconded: Browne That the report be received. Carried |
9 Members' Reports
21.7.9 Members' Reports |
Members gave an update on activities and issues since the last meeting:
Ms Stirling-Lindsay reported on the following:
· Attended the Youth Expo in Alexandra and noted that it was very well received. · Attended meetings for the upcoming Blossom Festival.
Ms Robinson reported on the following:
· Attended several workshops on the Three Waters reforms. · Attended a Vallance Cottage working group meeting by Zoom. · Attended the Jesus Christ Superstar performance in Clyde. · Noted a recent visit to Stewart Island.
Councillor Cooney reported on the following:
· Sat in on the August Hearings Panel meeting. · Attended a Vincent Spatial Plan workshop. · Attended the recent Three Waters workshops. · Noted the additional work for residential care workers during lockdown.
Councillor Claridge reported on the following:
· Attended a Council meeting. · Attended the recent Three Waters workshops. · Noted her attendance at the Wool On festival. · Noted that from tomorrow funeral services would return to a maximum of ten people under Level 3 restrictions.
Dr Browne reported on the following:
· Attended the recent Three Waters workshops. · Attended an ADMI Board meeting. Mentioned a discussion with Andy Dvay from Winterstellar around possible ideas for future events. · Attended a session of the Creative Writers Circle. · Planning for U3A sessions, noted the Mayor’s recent session on Three Waters reform · Noted that he was to play at Dunedin Town Hall, but it was cancelled due to the lockdown.
Mr Garbutt reported on the following:
· Attended a meeting of the Vallance Cottage working group. · Attended a gathering of the Alexandra Musical Society. · Attended the LGNZ meeting on Three Waters reform. · Has been working with the Heritage Trust to put a case together for the district museum function. · Attended the Three Waters workshops.
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Committee Resolution Moved: McPherson Seconded: Stirling-Lindsay That the report be received. Carried |
10 Status Reports
21.7.10 August 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: McPherson Seconded: Claridge That the report be received. Carried |
11 Date of The Next Meeting
The date of the next scheduled meeting is 11 October 2021.
12 Resolution to Exclude the Public
Committee Resolution Moved: McPherson Seconded: Robinson 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:
Carried |
The public were excluded at 4.17 pm and the meeting closed at 4.19 pm.
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CHAIR / /
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21.8.1 Declarations of Interest Register
Doc ID: 554355
1. Purpose
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
Appendix 1 - VCB
Declarations of Interest ⇩
Vincent Community Board meeting |
11 October 2021 |
Member’s Declared Interests |
Spouse/Partner’s Declared Interests |
Council Appointments |
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Roger Browne |
Central Otago REAP (Chair) |
Dunstan Friendship Club (member) |
Manorburn Recreation Reserve Committee |
Lynley Claridge |
Affinity Funerals (Director) |
Affinity Funerals (Shareholder) |
Alexandra Council for Social Services |
Ian Cooney |
Castlewood Nursing Home (Employee) |
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Omakau Recreation Reserve Committee |
Russell Garbutt |
Garbutt family Trust (Trustee) |
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Clyde Community Centre Committee |
Martin McPherson |
Alexandra Blossom Festival |
CODC (employee) |
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Anna Robinson |
Mountain Bikers of Alexandra – member Central Otago REAP – Employee Enviroschools – facilitator Thyme Festival – committee member Last Chance Irrigation Scheme – shareholder Clyde Primary School – family member attends Making a Difference for Central Otago (MAD4CO) – committee member Alexandra United Football Club –
member Central Otago Football Association - member Vallance Cottage Working Group Otago Catchment Community Inc (contractor) |
Dunstan High School – employee Central Rock-climbing Club – treasurer LANDSAR – member Mountain Bikers of Alexandra – member |
Alexandra Community House Trust St Bathans Area Community Association Inc. |
Sharleen Stirling-Lindsay |
Project Adapt (member) |
Alexandra BMX Club (board member) |
Alexandra and Districts Youth Trust |
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21.8.2 Alexandra Blossom Festival Request to retain promotion grant
Doc ID: 554165
1. Purpose of Report
To consider a request from Alexandra Blossom Festival Inc. to retain the $26,000 hardship grant for the 2021 Blossom festival event infrastructure to reduce the loss incurred from the 2021 event cancellation.
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Declines the request from Alexandra Blossom Festival Inc. to retain the $26,000 grant previously approved to Blossom Festival 2021 event infrastructure – ref: VCB resolution 21.5.9. C. Directs Alexandra Blossom Festival Inc. reimburse the uplifted grant in full to Central Otago District Council within one month of the Board decision, and that the reimbursed grant is made available to the next publicised contestable promotions grant funding round.
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2. Background
At its meeting of 9 June 2021, the Vincent Community Board, (the Board) received and considered an application for a grant of $26,000 through the hardship grant application process. (Appendix 2)
That application outlined that the Board funding would be applied to infrastructure costs for the 2021 event – being cleanup / waste, electrical, fencing, manpower, security, sounds / screens / technical and staging. The Board approved the requested grant of $26,000 reference: Resolution 21.5.9.
The Blossom Festival event for 2021 was cancelled on September 8th due to the restrictions, guidelines and rules of COVID alert level two.
All grant recipients are required to adhere to Council’s grant policy which states:
All grants will need to be spent within one year of being awarded. Where funds remain unspent following project completion, these must be returned to council. If the project does not proceed funding must be returned to Council.
Subsequent to the event cancellation staff wrote to the Alexandra Blossom Festival committee requesting they confirm plans with regards to reimbursement of the grant as per the grants policy rules and consistent with the decision already made by the Board when they awarded the grant.
In response the committee has provided a letter (Appendix 1) requesting that the grant is retained to lessen the forecast financial loss, estimated to be $63,500. Whilst the reimbursement of the grant is part of the decision the Board has already made and therefore could be pursued at an operational level, staff consider that the Board interest in this event warranted it being presented to the Board for consideration. It should be noted that 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.
3. Discussion
The committee’s last financial statement confirmed an accumulated surplus of $176,798, which in their hardship application, and their application for future years, they stated they wished to retain as a ‘buffer’ against a non-forecast impact on the event.
The hardship grant application was specific to infrastructure costs, which have not been incurred by the committee as the event was cancelled with sufficient lead time.
The applicant signed documentation confirming that they have ‘read and acknowledged the terms and conditions of grant funding’ when making their application.
Taking into account the information supplied by the Blossom Festival stating that the $176,798 accumulated surplus was being retained as a buffer for an impacted event, the costs the grant was applied for were not incurred, and CODC’s grant policy rules, it is required that the $26,000 grant is paid back in full to remain consistent with Council’s grant policy.
Additionally, the Board pre-approved a grant of $24,500 to the 2022 event at its 2 September meeting – reference Resolution 21.7.2. and the committee may make an application to future funding rounds should they wish for future events / activities.
4. Financial Considerations
The reimbursement of $26,000 grant from Alexandra Blossom Festival Inc. would be credited to cost centre 2033 and made available to grant applications in future publicised contestable funding rounds.
5. Options
Option 1 – (Recommended)
The Board declines the request from Alexandra Blossom Festival Inc. to retain the previously approved and uplifted grant of $26,000.
That Alexandra Blossom Festival Inc. reimburses $26,000 within one month of the Board’s decision, and that the reimbursed funds be made available to applicants in the future publicised contestable funding rounds.
Advantages:
· This is consistent with the CODC Grant Policy terms and conditions of funding
· The event did not proceed and the costs to which the approved grant was to be applied to were not incurred.
· The returned grant will be made available to grant applicants through the next publicised contestable funding rounds.
· Alexandra Blossom Festival Inc. has sufficient accumulated funds which they have previously identified will be used when the event was impacted by an unforeseen adverse event / situation.
Disadvantages:
· The retained accumulated funds for Alexandra Blossom Festival Inc. will be less.
· There is a risk of negative community sentiment as the event has strong community support.
Option 2
That the Board agree that the previously approved and uplifted promotion grant of $26,000 is retained by Alexandra Blossom Festival Inc. and that the retained grant be applied to the costs incurred for the 2021 event to reduce the amount of loss incurred.
Advantages:
· Alexandra Blossom Festival Inc. retains a greater level of accumulated funds and incurs a lesser loss than predicted.
Disadvantages:
· The event did not proceed, and the infrastructure costs to which the grant was to be applied to were not incurred.
· This is not consistent with Councils Grants Policy.
· The committee has sufficient funds to cover the loss and has previously advised that the purpose for obtaining a grant was to protect the accumulated funds allowing for the financial impact of an adverse event.
· There is no clarity as to where the event losses were incurred and therefore what the retained grant would be applied to. This is inconsistent with policy as applicants are requested to provide financial statements in support of requesting a grant.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by awarding grants primarily for ‘local community infrastructure and local services as these are interpreted in the Central Otago context, that deliver on social, cultural, economic and environmental priorities in the community.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes – the recommendation aligns with the terms and conditions of Councils Grants Policy.
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Considerations as to sustainability, the environment and climate change impacts |
No implications
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Risks Analysis |
There is a risk of negative community sentiment due to the inability to run the popular event due to COVID alert level rules at the time, and the subsequent predicted loss.
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Significance, Consultation and Engagement (internal and external) |
The decision does not meet or exceed any of the criteria thresholds in the policy requiring public consultation. Therefore, it is not considered significant.
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7. Next Steps
· The Alexandra Blossom Festival Committee will be advised of the Boards decision.
· Reimbursement of the $26,000 grant will be requested within one month of the decision, with the refunded grant being credited to the Vincent Promotions cost centre 2033 and made available at the next contestable funding round.
Appendix 1 - Blossom
Festival Request to retain grant ⇩
Appendix 2 - Blossom
Festival Hardship Grant Report and Application ⇩
Report author: |
Reviewed and authorised by: |
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Alison Mason |
Sanchia Jacobs |
Media and Marketing Manager |
Chief Executive Officer |
28/09/2021 |
29/09/2021 |
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21.8.3 Vincent Community Board Community Grant Applications 2021-24 Financial Year
Doc ID: 550623
1. Purpose of Report
To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Vincent Community Board General Grants fund and to determine the grant allocation of each applicant.
That the Vincent 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. Alexandra Community Advice Network to cover administration costs 2021/22 Requested: $5,000 Recommend Approve: $2,000 2022/23 Requested: $5,000 Recommend Decline: $0 2023/24 Requested: $5,000 Recommend Decline: $0
ii. Alexandra District Museum Inc to cover operational costs 2021/22 Requested: $125,000 Recommend Approve: $40,000 2022/23 Requested: $125,000 Recommend Decline: $0 2023/24 Requested: $125,000 Recommend Decline: $0
iii. Alexandra and Districts Youth Trust to cover operational costs 2021/22 Requested: $6,000 Recommend Approve: $6,000 2022/23 Requested: $6,000 Recommend Decline $0 2023/24 Requested: $6,000 Recommend Decline: $0
iv. Bolder Inn to cover CCTV, uniforms and equipment 2021/22 Requested: $10,003 Recommend decline: $0* *Undertake a rent review through the Community Leasing and Licensing Policy
v. Earnscleugh Community Society Inc for operational costs 2021/22 Requested: $1,500 Recommend Approve: $1,500 2022/23 Requested: $1,500 Recommend Decline: $0 2023/24 Requested: $1,500 Recommend Decline: $0
vi. Earnscleugh Irrigation Company for Fraser River / Otewhata Riparian Enhancement Plan 2021/22 Requested: $24,375 Recommend Approve: $5,000 2021/22 Requested: $24,375 Recommend Decline: $0
vii. Galloway Hall for operational costs and hall maintenance 2021/22 Requested: $10,000 Recommend Approve: $5,000 2022/23 Requested: $5,000 Recommend Decline: $0 2023/24 Requested: $3,000 Recommend Decline: $0
viii. Haehaeata Natural Heritage Trust to expand the nursery 2021/22 Requested: $5,450 Recommended Approve: $5,450
ix. Historical Clyde Inc for a public art sculpture 2021/222 Requested: $28,500 Recommend Decline: $0
x. Keep Alexandra Clyde Beautiful for beautification projects 2021/22 Requested: $8,475 Recommend Approve: $3,475* *Include provision that an MOU will be signed between Council and Keep Alexandra Clyde Beautiful for any works carried out on Council land.
xi. Ophir Welfare Committee for Ophir pool operational costs 2021/22 Requested: $1,500 Recommend Decline: $0 2022/23 Requested: $1,500 Recommend Decline: $0 2023/24 Requested: $1,500 Recommend Decline: $0
xii. Otago Country Cricket for an electronic scoreboard at Molyneux Park 2021/22 Requested: $25,000 Recommend Approve: $10,000
xiii. Salvation Army for Council resource consent costs 2021/22 Requested: $297 Recommend Approve: $297
xiv. Shaky Bridge Reserve Group for the Shaky Bridge Planting Project 2021/22 Requested: $9,393 Recommend Approve: $9,393* *To be included in the KACB and CODC MOU
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2. Background
The Council adopted a new grant policy in 2019, and 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. Through the 2021-2023 Long-term Plan, Vincent Community Board approved a budget of $120,000 per annum for community grants.
The new grant process did not align with previous funding arrangements, and a hardship grant was introduced for groups who historically received money from the community board. This grant ensured that groups did not experience financial hardship as a result of the delayed timing of the first funding round in the new grants process. The community board received and approved a hardship grant request from Alexandra District Museum Inc (ADMI). ADMI was granted $18,242 to keep them going until the September round of funding. Therefore, the total amount of funding available for 2021-22 is $101,758. The 2022-23 and 2023-24 financial years both have $120,000 available. This is the first funding round for 2021-22, with a second funding round expected to take place in the third quarter of the financial year.
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, and Council and community boards are able to allocate funding on a recurring basis for up to three financial years.
Fourteen applications have been submitted to the community board for community grants, as detailed below. 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 applicant against the policy. This includes consideration of the availability of funds in future years, should new applicants wish to apply, as well as consideration for the second funding round in the third quarter of the financial year (Appendix 1). A total of $260,493 has been requested for this first 2021/22 funding round; 2022/23 has received $168,375 in requests and 2023/24 has received $142,000 in requests.
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, as are the requested funds for 2022/23 and 2023/24. 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 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. It is therefore recommended to mirror Council’s decision and wait for its conclusion before committing future funds.
· Fully committing grant budgets in advance will mean there is less flexibility to respond to adverse financial situations. For example, the community board 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.
To assist the community board with their decision-making, staff have reviewed each of the applications and provided comment below.
Application: Alexandra Community Advice Network GRA210716104 (App. 2)
Project: Operational costs
Amount Requested: 2021/22 $5,000 Recommended: $2,000
2022/23 $5,000 Recommended: $0
2023/24 $5,000 Recommended: $0
· Alexandra Community Advice Network (ACAN) has received an annual grant from VCB since 1996, which has been $4,000 since 2009.
· The organisation maintains a database of social services, clubs, community services and trade services; administers the Meals on Wheels roster and deliveries in the Alexandra area (80 volunteer drivers); co-ordinates a Volunteer Driver Scheme with 30 clients and 12 drivers; and arranges free legal advice and availability of JPs.
· Not a strong alignment with Grants Criteria; may be more suited to a specific project, e.g. supporting the expansion of the Volunteer Driver Scheme.
Application: Alexandra District Museum Inc. GRA210662030 (App. 3)
Project: Operational Costs
Amount Requested: 2021/22 $125,000 Recommended: $40,000
2022/23 $125,000 Recommended: $0
2023/24 $125,000 Recommended: $0
· Alexandra District Museum Inc (ADMI) manages Central Stories Museum and Art Gallery. The application describes the functions of this community-run facility as being a museum that houses and displays artifacts, art works and historical information relating to Central Otago district; and as a community art gallery, which hosts regular exhibitions.
· ADMI provides educational opportunities for schools, the community and visitors, and considers itself the hub of culture and heritage in Central Otago.
· ADMI has received a grant from Vincent Community Board since 1996, increasing over time to $73,452 plus GST per annum. Until 2021/22 ADMI also received a grant from Council of $48,968 plus GST per annum. Council has now redirected this funding to be used in the museum sector under a different model, and ADMI is subsequently seeking these funds from the community board.
· Of the $122,420 plus GST per annum received by ADMI from Council and the Board, $117,600 went towards staff wages (2.06 FTE). ADMI did not apply to the Council for any funding and this loss of funds will have a significant impact on business as usual operations.
· This request exceeds the available budget and is inconsistent with similar activities across the district.
· As a comparison, organisations doing similar work have received the following grant contributions from the Council and community boards:
Cromwell Museum (CCB) |
Until 20/21 $35,000 |
21/22 $40,000 (approved) |
CO Heritage Trust (Council) |
Until 20/21 $40,000 |
21/22 $40,000 (approved) |
CO District Arts Trust (Council) |
Until 20/21 $35,000 |
21/22 $40,000 (approved) |
Sport Otago (Council) |
Until 20/21 $41,549 |
21/22 $41,549 (approved) |
Alexandra District Museum (VCB) |
Until 20/21 $73,452 |
21/22 $40,000 (+ $18,242 allocated hardship grant) (recommended) |
· The service that ADMI provides aligns similarly with the arts, heritage and sport sectors across the district when assessed against the grant policy and criteria.
· Reduced funding may require the applicant to re-structure the way they operate (e.g. museum opening hours and paid employees). ADMI would need to consider a revised operating model and provide some detail to staff to ensure that any allocated funds will be used for the operational purposes which they applied for.
· The application specifies that if the full funding request is not granted, the following alternatives will be considered:
o Try and run the operation with volunteers which has become more difficult in recent years.
o Reduce opening hours.
o Charge members of the public an entry fee.
o Commencement of commercial activity (noting that this option has not found favour with CODC in the past due to the nature of the ADMI Lease).
· Maintaining the community board component of ADMI’s grant will provide the group with a level of consistency, but it would use up a significant portion of the contestable grant budget.
· The application includes letters of support from Central Otago Heritage Trust and Otago Museum.
Application: Alexandra and Districts Youth Trust GRA210739853 (App. 4)
Project: Operational Costs – rent contribution
Amount Requested: 2021/22 $6,000 Recommended: $6,000
2022/23 $6,000 Recommended: $6,000
2023/24 $6,000 Recommended: $6,000
· The Trust has received a grant of $6,000 per annum from the community board since 2012. This funding is specifically a rental contribution towards a commercial lease.
· The Trust provides regular programmes which run through the school terms, holiday programmes, one-on-one coaching and multiple events through the year (including blossom festival support, youth expo and youth week events).
· In 2020 the Trust expanded its services to Roxburgh, where it now has regular engagement with young people.
· The Trust also facilitates a Youth Council, who run a survey every two years to determine the work programme of the Trust.
Application: Bolder Inn GRA210749349 (App.5)
Project: Costs towards CCTV, staff uniforms, equipment
Amount Requested: 2021/22 $10,003 Recommended: $0
· Bolder Inn is an indoor rock climbing facility in The Molyneux Stadium squash courts. Bolder Inn has charitable status.
· The newly opened space runs as a membership model, with the goal of keeping costs affordable and making the space accessible.
· As this is a new charitable trust, outcomes are unknown making it difficult to assess benefits to the community at this stage.
· $3,000 of the funding request is for CCTV cameras in Molyneux Stadium so that people can access the facility when it is not staffed. Due to privacy and safety concerns this is not recommended. Council staff are currently investigating the development of a CCTV policy for Council-owned premises.
· The remaining funding request is for staff uniforms and equipment. These are one-off costs for the project, and it is not expected that the applicant will return for further funding requests.
· As Bolder Inn is in a Council-owned facility and the lease was signed before it achieved charitable status, it is recommended that the community board approve a lease review now instead of in 2025. The lease is currently set for commercial rates, but Bolder Inn’s charitable status may reduce the rental costs, in line with Council’s Community Leasing and Licensing Policy.
Application: Earnscleugh Community Society Inc GRA2107455966 (App. 6)
Project: Maintaining and restoring the community hall
Amount Requested: 2021/22 $1,500 Recommended: $1,500
2022/23 $1,500 Recommended: $0
2023/24 $1,500 Recommended: $0
· The hall committee has received a grant of $1,250 from the community board to assist with running costs of the hall since 2007.
· Funding from the community board will assist the committee to cover hall running costs and apply any available excess funds into restoring the community-owned building.
· The hall provides a venue for gatherings of all age groups and cultures, to create a sense of community and improve the well-being of individuals.
· The committee receives some income from hall hire and holds two fundraising events each year to assist with running costs.
· Some funds can also be accessed through the Earnscleugh Amenity Trust, but this funding is for everyone in the Earnscleugh community, not just the hall. Previous projects that have received funding through the Trust include a kitchen upgrade and heating installation.
Application: Earnscleugh Irrigation Company GRA2107455966 (App. 7)
Project: Fraser River / Otewhata Riparian Enhancement Plan
Amount Requested: 2021/22 $24,375 Recommended: $5,000
2022/23 $24,375 Recommended: $0
· Earnscleugh Irrigation Company (EIC), wish to lead the restoration of public land along the Fraser River/Ōtewhata to create a public amenity space.
· The first stage of the project will focus on a 1.2 km-long stretch from Earnscleugh Road, but the company has ambitions to continue this up to Laing Road and beyond. This project in not on Council owned land.
· Implementation of the plan includes extensive weed clearance, construction of an access/walking/cycling track, site preparation, planting over 5,000 plants (including rare/threatened species), plant maintenance, and installation of signage providing information about the plants, Kai Tahu waahi taoka values and the history of the area.
· EIC has been providing a residual flow of 1 m3/s in the Fraser River/Ōtewhata at all times since the late 1990s and this has resulted in the enhancement of instream values in this river, particularly for juvenile trout. As part of a recent consenting process, EIC volunteered to enhance the riparian habitat further.
· Funding from the community board will be used to cover the cost of the plants (to be purchased from Haehaeata Natural Heritage Trust), as well as plant protectors, weed mats and canes.
· The applicant has included four letters of support, from Fish and Game, Department of Conversation, Aukaha Ltd and Haehaeata Natural Heritage Trust.
Application: Galloway Hall GRA210723656 (App. 8)
Project: Upkeep of the Galloway Hall
Amount Requested: 2021/22 $10,000 Recommended: $5,000
2022/23 $5,000 Recommended: $0
2023/23 $3,000 Recommended: $0
· The hall committee has received a grant from the community board since 2006 to support running costs, this increased to $2,500 in 2018.
· The committee also raises funds through voluntary membership fees and donations, as well as charging for the hire of the hall.
· This increased request in funding over the next three years is to assist with some critical maintenance work that needs to be carried out, along with some future proofing projects.
· 50% of the roof needs to be replaced due to a leak; the bore pump needs to be replaced and insulated. The toilets need to be insulated to avoid freezing in the winter.
· The hall committee plans to contribute some funds towards these upgrades, but any funding from the community board will assist the project to happen faster and avoid any further problems.
· The hall is used for community gatherings, weddings, birthdays, meetings lunches, etc, and dates back to 1890, when the building was first used as a school.
· The hall holds the history of the local area and the committee see themselves as custodians of this history for future generations.
Application: Haehaeata Natural Heritage Trust GRA210723656 (App. 9)
Project: Clyde Railhead Community Eco Nursery Improvements
Amount Requested: 2021/22 $5,450 Recommended: $5,450
· A largely volunteer run organisation with two part-time employees; propagates native plants to supply to the community with the vision “to create corridors rich in habitats of indigenous flora and fauna”.
· Currently cannot meet community demand for native plants due to lack of infrastructure.
· Seeking funds to assist with expanding the nursery set up to increase propagation, with a 1-2 year goal to be self-sustaining.
· After four years of operation, budgets show that the group is becoming less reliant on grants as propagation increases.
· The group sells plants to make an income and gifts plants to community groups.
· This is a one-off cost and it is not anticipated that the group will return for further funding. As evidenced through other applications from Earnscleugh Irrigation Company and Shaky Reserve Group, there is high community demand to purchase plants from the Trust.
Application: Historic Clyde Inc GRA210740872 (App. 10)
Project: Karearea Sculpture
Amount Requested: 2021/22 $28,500 Recommended: $0
· Seeking funding to erect a sculpture of a Karearea alongside State Highway 8 at the western entrance to Clyde Township.
· The chosen sculptor is Dan Kelly from Glenorchy and the sculpture will be made from recycled materials, with a wingspan of 5 metres. The wing feathers will be made from flat iron waratahs from the Maniototo and would require very little maintenance.
· No funds have been secured for the project, but two fundraising events are planned to assist with raising money for the project.
· A letter of support from the Central Otago District Arts Trust confirms that the project aligns with the Central Otago Arts Strategy. No clear community consultation has otherwise been carried out.
· It is the group’s intention to expand on the concept in the medium term by developing a sculpture walkway from the site of the Karearea down through the township to the new Miner's Lane car park.
· It is recommended that the group do some more work on a project plan to determine details such as location of sculpture, landowner consent, and details on the sculpture walkway, including location and approval by the landowner.
Application: Keep Alexandra Clyde Beautiful GRA210745591 (App. 11)
Project: Beautification Projects
Amount Requested: 2021/22 $8,000 Recommended: $3,475
· Keep Alexandra Clyde Beautiful (KACB) has received an annual grant from the community board since 1996, which has amounted to $4,500 per annum since 2014.
· An increased funding request for the 2021/22 financial year includes $5,000 for a seat, which is in addition to the funding required to maintain ongoing projects.
· The group of volunteers maintains several beautification projects around Alexandra and Clyde, many on Council land.
· According to the budget supplied, the community board is the only funder for the group. If funding is approved, a Memorandum of Understanding should be put in place between the group and Council for any works carried out on Council land.
· A $5,000 request for a seat at Clyde Bridge is included in the application, but details such as intended location, landowner authorisation and proposed design have not been provided.
Application: Ophir Welfare Committee GRA210802902 (App. 12)
Project: Ophir Swimming Pool
Amount Requested: 2021/22 $1,500 Recommended: $0
2022/23 $1,500 Recommended: $0
2023/24 $1,500 Recommended: $0
· The committee has received a $1,000 grant from the community board for pool operations since 2017/18.
· This is a Council-owned facility, and Council contributes $3,000 annually outside of the grants round to the pool for operational costs. This funding has previously sat with Property but now sits in Parks and Reserves.
· In 2020/21 Ophir pool received $60,000 through the Provincial Growth Fund to upgrade the changing area and reticulation pipes. This work is now complete.
· According to the application, the requested grant from the community board will provide 50% of the funding required to keep the pool running without a loss. However, this budget does not include the $3,000 contribution from Council.
· A group of volunteers also give time to ensure that the pool can operate, and members pay an annual subscription fee. An honesty box is set up for non-members wishing to use the pool.
Application: Otago Country Cricket GRA210749227 (App. 13)
Project: Electronic Scoreboard for Molyneux Park
Amount Requested: 2021/22 $25,000 Recommended: $10,000
· The electronic scoreboard is required to keep the Cricket warrant of fitness (WOF) for the ground – if they lose the WOF they are unlikely to have first class cricket at the ground.
· The Park is the premier sports facility in the Central Otago District and regularly attracts high quality events to the area. Some recent highlights include:
o • Super Rugby preseason – Highlanders v Waratahs, January 2019
o • Super Rugby preseason – Highlanders v Hurricanes, January 2021
o • Plunket Shield cricket matches
o • T20 Cricket - Super Smash double headers, December since 2018
o • The Pioneer Mountain Bike Stage Race
o • Otago v Southland representative rugby fixtures
o • Hawke Cup cricket matches
o • Central Otago athletics championships
o • Central Otago Premier Rugby finals.
· The group currently hires an electronic scoreboard when required (at an estimated cost of $10,000-$13,000 per season).
· This request is a partial contribution to the total cost. The cost of the scoreboard is a one-off cost and it is not expected that the group will return for further funding.
· The screen can be hired by other groups for public events, such as movie screenings.
· Letters of support from New Zealand Cricket and Otago Cricket are included in the application.
Application: Salvation Army (App. 14)
Project: Resource Consent for tunnel house relocation
Amount Requested: 2021/22 $297 Recommended: $297
· The Salvation Army community garden produces fresh vegetables for the Foodbank.
· It is located on Council owned land, and recently the designation of the land was changed, requiring the garden and all “fixtures” to be relocated.
· Relocation of the tunnel house incurred a resource consent fee of $297.
· This is a retrospective request to cover the cost of a consent fee.
· Due to the urgency of needing to relocate the tunnel house and pay the fee, the applicant could not wait until the funding round.
· This is an exceptional circumstance and it is recommended that the fee is reimbursed by way of a grant.
Application: Shaky Reserve Group GRA210720923 (App. 15)
Project: Shaky Reserve Planting Project
Amount Requested: 2021/22 $9,393 Recommended: $9,393
· This is a group of volunteers who have formed a sub-group within Keep Alexandra Clyde Beautiful.
· The group is seeking funding to establish a new native planting area at Shaky Bridge Reserve.
· Plants will be purchased from the Haehaeata Natural Heritage Trust.
· The grant being sought is specifically to establish a water connection and 3 solenoid irrigation system. This will ensure the planting plan is successful.
· The asset will sit with CODC and after three years all maintenance will revert to CODC.
· This is a one-off cost which will have long-term benefits and if funding is granted, the project will need to be included in the proposed Memorandum of Understanding between KACB and CODC.
· The application includes letters of support, from Haehaeata Natural Heritage Trust and Mountain Bikers of Alexandra.
4. Options
Option 1 – (Recommended)
That the community board consider the applications received and review the recommended grant amounts as specified in the assessment matrix for each of the three years of the 2021-31 Long-term Plan.
That the Vincent Community Board allocates grants for the following applicants:
Financial Year |
2021/22 |
2022/23 |
2023/24 |
Opening Balance |
$120,000 |
$120,000 |
$120,000 |
Less hardship grant (ADMI) |
$18,242 |
|
|
Name of Applicant |
|
|
|
$2,000 |
- |
- |
|
Alexandra District Museum Inc |
$40,000 |
- |
- |
Alexandra and Districts Youth Trust |
$6,000 |
- |
- |
Earnscleugh Community Society Inc |
$1,500 |
- |
- |
$5,000 |
- |
- |
|
$5,000 |
- |
- |
|
Haehaeata Natural Heritage Trust |
$5,450 |
- |
- |
Keep Alexandra Clyde Beautiful |
$3,475 |
- |
- |
Otago Country Cricket |
$10,000 |
- |
- |
Salvation Army |
$297 |
- |
- |
Shaky Reserve Planting |
$9,393 |
- |
- |
$88,115 |
- |
- |
|
Total budget remaining: |
$13,643 |
$120,000 |
$120,000 |
That the Vincent Community Board declines grants for the following applicants:
Name of Applicant |
2021/22 |
2022/23 |
2023/24 |
Alexandra Community Advice Network |
- |
$5,000 |
$5,000 |
Alexandra District Museum Inc |
- |
$125,000 |
$125,000 |
Alexandra and Districts Youth Trust |
- |
$6,000 |
$6,000 |
Bolder Inn* |
$10,003 |
- |
- |
Earnscleugh Community Society Inc |
- |
$1,500 |
$1,500 |
Earnscleugh Irrigation Company |
- |
$24,375 |
- |
Galloway Hall |
- |
$5,000 |
$3,000 |
Historic Clyde Inc |
$25,000 |
|
|
Ophir Welfare Committee |
$1,500 |
$1, 500 |
$1,500 |
Total applied for but not allocated: |
$36,503 |
$168,375 |
$142,000 |
*Recommend rent review now that Bolder Inn is a registered charity.
Advantages:
· The recommended allocation is within the budgets for all three years of the 2021-2031 Long-term Plan. $13,643 remains in the 2021/22 budget; $120,000 remains in the 2022/23 budget; $120,000 remains in the 2023/24 budget.
· The community board is showing support for mostapplicants.
· Funding recommendations are promoting equitable allocations to sports, arts and heritage, reflective of the similar value that they contribute to the community.
· The community board is declining applicants whose projects do not clearly align with the Grant Policy.
· Remaining funds are available for further funding rounds over all three years of the Long-term Plan.
Disadvantages:
· Most applicants are not receiving the full amount requested.
· Some applicants may not be able to carry out their projects due to reduced or declined funding; ADMI in particular is receiving significantly less than requested, which will have an impact on the current operational model of the museum. ADMI would need to consider a revised operating model and provide some detail to staff to ensure that any allocated funds will be used for the operational purposes which they applied for.
· Many applicants continue to receive an annual grant from the board, despite not indicating a goal to become less reliant on community board funding.
Option 2
The community board considers allocating different amounts of funding to applicants, in line with the grants criteria and available budget, considering 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 discrepancy 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 considering 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 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.
Appendix 1 - VCB
Assessement Matrix 2021-24 ⇩
Appendix 2 - Alexandra
Community Advice Network Application.pdf ⇩
Appendix 3 - Alexandra
District Museum Inc Application.pdf ⇩
Appendix 4 - Alexandra
and Districts Youth Trust Application.pdf ⇩
Appendix 5 - Bolder
Inn grant application.pdf ⇩
Appendix 6 - Earnscleugh
Community Society Inc Application.pdf ⇩
Appendix 7 - Earnscleugh
Irrigation Company Application.pdf ⇩
Appendix 8 - Galloway
Hall Grant Application.pdf ⇩
Appendix 9 - Haehaeata
Natural Heritage Trust Application.pdf ⇩
Appendix 10 -
Historic Clyde Grant Application.pdf ⇩
Appendix 11 -
Keep Alexandra Clyde Beautiful Application.pdf ⇩
Appendix 12 -
Ophir Welfare Committee Grant Application.pdf ⇩
Appendix 13 -
Otago Country Cricket Application.pdf ⇩
Appendix 14 -
Salvation Army Grant Application.pdf ⇩
Appendix 15 -
Shaky Reserve Grant Application.pdf ⇩
Report author: |
Reviewed and authorised by: |
|
|
Nikki Aaron |
Sanchia Jacobs |
Community Development Officer |
Chief Executive Officer |
21/09/2021 |
29/09/2021 |
Vincent Community Board meeting |
11 October 2021 |
VCB Grant Cost Centre 2431 2435 |
|
|
Balance Budget 2021-22 |
$ 120,000 |
Granted |
$18,241.92 |
Surplus / Deficit |
$101,758.08 |
|||||||
Applicant/Project |
|
Purpose |
Criteria |
$ Funded Previously |
$ Cost |
$ Applied |
$ Recommended to Grant |
Comments |
|||||||
|
Ref |
Empowers local communities |
Community-driven, enhances well-being of residents |
Supports approved strategies plans |
Delivers community-outcomes |
Project well planned defined |
Benefits clearly demonstrated |
Costs clear reasonable |
Broad community gain not individual |
Demonstrates ability to become self-sustaining |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Alexandra Community Advice Network |
GRA210716104 |
Some |
Yes |
No |
Yes |
Yes |
Yes |
Yes |
Yes |
No |
$4,000.00 |
$20,950.00 |
$5,000.00 |
$2,000 |
The project does not have strong alignment with Council's plans and strategies, but does provide good opportunities for connecting residents. Recommend applicant consider an application that is more project focussed, e.g. volunteer driver scheme. |
Alexandra District Museum Inc |
GRA210662030 |
Yes |
Yes |
Yes |
Yes |
More |
Yes |
No |
Yes |
No |
$78,000.00 |
$169,901.00 |
$125,000.00 |
$40,000 |
Recommend $40,000 to bring in line with district wide arts, heritage and sport funding (approx $40,000pa for each recommended to Council), as well as with the Cromwell Museum ($40,000 per annum approved by CCB). $21,758 is the pro-rata amount for nine months, reflecting the hardship grant of $18,2412 that was approved in June 2021. Suggest applicant consider changing hours to reflect Cromwell Museum (7 days 11am-3pm). This 33% reduction in opening hours will significantly reduce the cost of wages required to run the museum (wages are $117,600 of the total budget). Suggest applicant liaise with Cromwell Museum, who have a strong volunteer base who are heavily involved with the museum. |
Alexandra and Districts Youth Trust |
GRA210739853 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
No |
$6,000.00 |
$187,529.00 |
$6,000.00 |
$6,000 |
This is a contribution towards rent costs to reflect no Council owned facilities being available for the Trust. |
Bolder Inn |
GRA210749349 |
Some |
Yes |
No |
Some |
Some |
Some |
Some |
Some |
Yes |
$0.00 |
$60,426.00 |
$10,003.00 |
$0 |
Suggest decline with review of lease agreement now that charitable status is in place; offering to Bolder Inn (and the Alexandra Rugby Club who share the same building) an option for a rent review under the terms and conditions of the new Community Leasing and Licencing Policy. This could potentially (subject to providing financial statements – if any) reduce their rental of the area from $2Kpa down to $351pa for the remaining time before their next rent review and lease renewal due 2025. |
Earnscleugh Community Society Inc |
GRA2107455966 |
Yes |
Yes |
Yes |
Yes |
Some |
Some |
Yes |
Yes |
Some |
$1,250.00 |
$5,000.00 |
$1,500.00 |
$1,500 |
Increased grant request to assist with some maintenance requirements that go above the normal budget. The committee can draw on the Earnscleugh Amenity Trust fund, and have done so in the past for larger upgrades (kitchen and heating), but this fund is for the entire Earnscleugh community, not just the hall. |
Earnscleugh Irrigation Company |
GRA210734413 |
Some |
Some |
Yes |
Yes |
More |
Yes |
Yes |
Yes |
No |
$0.00 |
$69,645.00 |
$24,375.00 |
$5,000 |
A project with wide community benefit that aligns with the grants policy. Recommend $5,000 as a contribution to show support with the project, which is not on Council land. Encourage the group to seek additional funding from other funders such as the ORC ECO Fund and DOC Community Fund. |
Galloway Hall |
GRA210723656 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Some |
$2,500.00 |
$12,551.00 |
$10,000.00 |
$5,000 |
Seeking additional financial support towards urgent maintenance cost for this historical building from the 1890's. Recommend a partial contribution to help fund the urgent need to replace 50% of the roof. |
Haehaeata Natural Heritage Trust |
GRA210755540 |
Yes |
Yes |
Yes |
More |
Yes |
Yes |
Yes |
Yes |
More |
$0.00 |
$5,450.00 |
$5,450.00 |
$5,450 |
Has a plan to become a self-sustainable community-run nursery over the next 1-2 years. Recommend this one-off funding to support the group to expand the nursery in order to become self-sustainable. The applicants financials show a shift to becoming less reliant on grants and more reliant on plant sales. |
Historical Clyde Inc |
GRA210740872 |
No |
Yes |
Yes |
Some |
Some |
Yes |
No |
Yes |
No |
$7,000.00 |
$65,000.00 |
$28,500.00 |
$0 |
Aligns somewhat with community grants criteria. Budget is incomplete and additional costs such as resource consents and lighting are not included. Suggest considering a contribution towards resource consents for the project, up to $1,500. |
Keep Alexandra Clyde Beautiful |
GRA210745591 |
Yes |
Yes |
Yes |
Yes |
Some |
Yes |
Some |
Yes |
No |
$4,500.00 |
$8,475.00 |
$8,475.00 |
$3,475 |
Has received an annual grant from the community board since 1996. Recommend funding for ongoing initiatives. More detail needed for the $5,000 request for seating. Suggest group return to next funding round with more of a project plan and budget for this. Any funding approved should include an MOU between KACB and Council. |
Ophir Welfare Committee |
GRA210802902 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Some |
$1,000.00 |
$3,050.00 |
$1,500.00 |
$1,000 |
The committee has received a $1,000 grant from VCB for pool operations since 2017/18. Council also contributes $3,000 annually outside of the grants round to the pool for operational costs. This has previously sat with Property but now sits in Parks and Reserves. The pool also received $60,000 through the Provincial Growth Fund last year to upgrade the changing area and reticulation pipes. |
Otago Country Cricket |
GRA210749227 |
Some |
Yes |
Some |
Yes |
More |
Yes |
Yes |
Yes |
Yes |
$0.00 |
$95,000.00 |
$25,000.00 |
$10,000 |
The electronic scoreboard is required to keep the Cricket WOF for the ground – if they lose it they are unlikely to have first class cricket at the ground. Currently hire an electronic scoreboard when required ($10,000-$13,000 per season is the estimated cost). This cost of the scoreboard is a one-off cost and it is not expected that the group would return for further funding. The screen can be hired by other groups for public events, such as movie screenings. |
Salvation Army |
N/A |
Yes |
More |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
More |
$0.00 |
$297.00 |
$297.00 |
$297 |
This is a retrospective request to cover the cost of a consent fee. Council asked Salvation Army to relocate one of its tunnel houses for the community garden, which required payment of a consent fee of $297. Due to the urgency of needing to relocate the tunnel house and pay the fee, the applicant could not wait until the funding round. This is an exceptional circumstance and it is recommended that the fee is reimbursed by way of a grant. |
Shaky Bridge Reserve Group |
GRA210720923 |
Yes |
Yes |
Yes |
Yes |
More |
Yes |
Yes |
Yes |
More |
$0.00 |
$40,480.00 |
$9,393.00 |
$9,393 |
Funding is for a water connection to ensure that the planting plan is successful. The asset will sit with CODC and after 3 years all maintenance will revert to CODC. This will need to be included in the MOU between KACB and CODC. This is a one-off cost which will have long-term benefits. |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
$104,250.00 |
$ 743,754.00 |
$260,493.00 |
$89,115.00 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL |
|
|
|
|
|
|
|
|
|
|
$ 104,250.00 |
$ 743,754.00 |
$ 260,493.00 |
$ 89,115.00 |
|
No - does not align with criteria |
|||||||||||||||
Some - aligns somewhat with criteria |
|||||||||||||||
More - goes above expectations for criteria alignment |
|||||||||||||||
Yes - aligns with criteria |
VCB Funding Applications Evaluation Matrix 2022/23 FY |
|||||||||||||||
VCB Grant Cost Centre 2431 2435 |
|
|
Balance Budget 2021-22 |
$ 120,000 |
Granted |
$0.00 |
Surplus / Deficit |
$120,000.00 |
|||||||
Applicant/Project |
|
Purpose |
Criteria |
$ Funded Previously |
$ Cost |
$ Applied |
$ Recommended to Grant |
Comments |
|||||||
|
Ref |
Empowers local communities |
Community-driven, enhances well-being of residents |
Supports approved strategies plans |
Delivers community-outcomes |
Project well planned defined |
Benefits clearly demonstrated |
Costs clear reasonable |
Broad community gain not individual |
Demonstrates ability to become self-sustaining |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Alexandra Community Advice Network |
GRA210716104 |
Some |
Yes |
No |
Yes |
Yes |
Yes |
Yes |
Yes |
No |
$4,000.00 |
$20,950.00 |
$5,000.00 |
$0 |
The project does not have strong alignment with Council's plans and strategies, suggest ACAN can apply next year if a specific project needs financial support. |
Alexandra District Museum Inc |
GRA210662030 |
Some |
Yes |
Some |
Yes |
Yes |
Yes |
No |
Yes |
No |
$78,000.00 |
$169,901.00 |
$125,000.00 |
$0 |
The requested amount covers 100% of the wages of museum staff (2.06 FTE) and reflects the combined funding historically received from Council and VCB. The museum is eligible to reapply in the applicable financial year. |
Alexandra and Districts Youth Trust |
GRA210739853 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
No |
$6,000.00 |
$187,529.00 |
$6,000.00 |
$0 |
This is a contribution towards rent costs to reflect no Council owned facilities being available for the Trust. |
Earnscleugh Community Society Inc |
GRA2107455966 |
Yes |
Yes |
Yes |
Yes |
Some |
Some |
Yes |
Yes |
Some |
$1,250.00 |
$5,000.00 |
$1,500.00 |
$0 |
The hall committee has received a grant of $1,250 from VCB to assist with running costs of the hall since 2007. They have increased their grant request to assist with some maintenance requirements that go above the normal budget. The committee can draw on the Earnscleugh Amenity Trust fund, and have done so in the past for larger upgrades (kitchen and heating), but this fund is for the entire Earnscleugh community, not just the hall. |
Earnscleugh Irrigation Company |
GRA210734413 |
Some |
Some |
Yes |
Yes |
More |
Yes |
Yes |
Yes |
No |
$0.00 |
$69,645.00 |
$24,375.00 |
$0 |
Encourage the group to seek funding from other funders such as the ORC ECO Fund and DOC Community Fund with option to reapply to VCB. |
Galloway Hall |
GRA210723656 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Some |
$2,500.00 |
$5,500.00 |
$5,000.00 |
$0 |
Seeking additional financial support towards urgent maintenance cost for this historical building from the 1890's. Recommend applicant reapply next year with update on progress of upgrades. |
Ophir Welfare Committee |
GRA210802902 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Some |
$1,000.00 |
$3,050.00 |
$1,500.00 |
$0 |
The committee has received a $1,000 grant from VCB for pool operations since 2017/18. Council also contributes $3,000 annually outside of the grants round to the pool for operational costs. This has previously sat with Property but now sits in Parks and Reserves. The pool also received $60,000 through the Provincial Growth Fund last year to upgrade the changing area and reticulation pipes. |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
$92,750.00 |
$ 461,575.00 |
$168,375.00 |
$0.00 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL |
|
|
|
|
|
|
|
|
|
|
$ 92,750.00 |
$ 461,575.00 |
$ 168,375.00 |
$ - |
|
No - does not align with criteria |
|||||||||||||||
Some - aligns somewhat with criteria |
|||||||||||||||
More - goes above expectations for criteria alignment |
|||||||||||||||
Yes - aligns with criteria |
VCB Funding Applications Evaluation Matrix 2023/24 FY |
|||||||||||||||
VCB Grant Cost Centre 2431 2435 |
|
|
Balance Budget 2021-22 |
$ 120,000 |
Granted |
$0.00 |
Surplus / Deficit |
$120,000.00 |
|||||||
Applicant/Project |
|
Purpose |
Criteria |
$ Funded Previously |
$ Cost |
$ Applied |
$ Recommended to Grant |
Comments |
|||||||
|
Ref |
Empowers local communities |
Community-driven, enhances well-being of residents |
Supports approved strategies plans |
Delivers community-outcomes |
Project well planned defined |
Benefits clearly demonstrated |
Costs clear reasonable |
Broad community gain not individual |
Demonstrates ability to become self-sustaining |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Alexandra Community Advice Network |
GRA210716104 |
Some |
Yes |
No |
Yes |
Yes |
Yes |
Yes |
Yes |
No |
$4,000.00 |
$20,950.00 |
$5,000.00 |
$0 |
The project does not have strong alignment with Council's plans and strategies, suggest ACAN can apply next year if a specific project needs financial support. |
Alexandra District Museum Inc |
GRA210662030 |
Some |
Yes |
Some |
Yes |
Yes |
Yes |
No |
Yes |
No |
$78,000.00 |
$169,901.00 |
$125,000.00 |
$0 |
The requested amount covers 100% of the wages of museum staff (2.06 FTE) and reflects the combined funding historically received from Council and VCB. The museum is eligible to reapply in the applicable financial year. |
Alexandra and Districts Youth Trust |
GRA210739853 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
No |
$6,000.00 |
$187,529.00 |
$6,000.00 |
$0 |
This is a contribution towards rent costs to reflect no Council owned facilities being available for the Trust. |
Earnscleugh Community Society Inc |
GRA2107455966 |
Yes |
Yes |
Yes |
Yes |
Some |
Some |
Yes |
Yes |
Some |
$1,250.00 |
$5,000.00 |
$1,500.00 |
$0 |
The hall committee has received a grant of $1,250 from VCB to assist with running costs of the hall since 2007. They have increased their grant request to assist with some maintenance requirements that go above the normal budget. The committee can draw on the Earnscleugh Amenity Trust fund, and have done so in the past for larger upgrades (kitchen and heating), but this fund is for the entire Earnscleugh community, not just the hall. |
Galloway Hall |
GRA210723656 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Some |
$2,500.00 |
$3,680.00 |
$3,000.00 |
$0 |
Seeking additional financial support towards urgent maintenance cost for this historical building from the 1890's. Recommend applicant reapply next year with update on progress of upgrades. |
Ophir Welfare Committee |
GRA210802902 |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Yes |
Some |
$1,000.00 |
$3,050.00 |
$1,500.00 |
$0 |
The committee has received a $1,000 grant from VCB for pool operations since 2017/18. Council also contributes $3,000 annually outside of the grants round to the pool for operational costs. This has previously sat with Property but now sits in Parks and Reserves. The pool also received $60,000 through the Provincial Growth Fund in 2020 to upgrade the changing area and reticulation pipes. |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
$92,750.00 |
$ 390,110.00 |
$142,000.00 |
$0.00 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL |
|
|
|
|
|
|
|
|
|
|
$ 92,750.00 |
$ 390,110.00 |
$ 142,000.00 |
$ - |
|
No - does not align with criteria |
|||||||||||||||
Some - aligns somewhat with criteria |
|||||||||||||||
More - goes above expectations for criteria alignment |
|||||||||||||||
Yes - aligns with criteria |
|
21.8.4 Proposal to Reclassify Area of Alexandra Town Belt (PRO: 61-2000-00)
Doc ID: 555091
1. Purpose of Report
To consider reclassifying part of Lot 8 Deposited Plan 429123 being part of the Alexandra Town Belt/Recreation Reserve as Local Purpose (Water Reservoir) Reserve, to facilitate the construction of a new water reservoir.
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to: 1. Reclassify approximately 250 square metres of Lot 8 Deposited Plan 492123 being part of the Alexandra Town Belt/Recreation Reserve, as Local Purpose (Water Reservoir) Reserve.
2. To extend designation 20 (subject to the process under the Resource Management Act 1991) to include the newly reclassified area.
Subject to:
· Public consultation in accordance with the Reserves Act 1977. · The consent of the Minister of Conservation. · The costs being met by the Alexandra Northern Reservoir Capital Project. · The Chief Executive approving the final tank/reservoir design and survey boundaries.
C. Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolution.
|
2. Background
The Alexandra Northern Reservoir is located on Lot 1 Deposited Plan (DP) 27045 above the Alexandra Cemetery.
The reservoir is a square concrete tank. It has a water storage capacity of 2200 cubic metres. It was built in 1998.
The reservoir is accessed from Gilligans Gully via a right of way over Lot 8 DP 429123.
A plan of the reservoir on Lot 1 DP 27045 (Lot 1) is shown below in figure 1.
Figure 1 – Alexandra Northern (Water) Reservoir on Lot 1 DP 27045
To meet increasing demand, a new reservoir will be constructed adjacent to the existing reservoir with funding from the Government’s Water Stimulus Fund. Construction of the reservoir is required to be completed by 30 March 2022 to qualify.
The new tank will be bolted steel with a domed roof. It will sit on a concrete foundation and look similar to the tank shown below in figure 2. The new tank will have capacity of 4000 cubic metres.
Figure 2 – Example of new bolted steel tank with domed roof.
An outline plan of the new tank next to the existing reservoir is shown below in figure 3.
Figure 3 – Outline plan of the new tank next to the existing reservoir on Lot 1 DP 27045 (not to scale).
The capacity of the existing reservoir site needs to be increased to enable water from the new treatment plant to be stored to meet demand during peak population periods in Alexandra. This can be achieved most effectively by increasing storage capacity at the existing reservoir site.
Lot 8 is approximately 70 metres long and approximately 33 metres wide. The new tank has a diameter of almost 33 metres. For the tank to be connected to the existing infrastructure in the most efficient manner, it will need to sit just forward of the northern boundary of Lot 8 as shown in figure 3 This means a small portion of the tank would be constructed on Lot 8 DP 492123.
Lot 8 DP 429123 forms part of the Alexandra Town Belt. It is recreation reserve held subject to the Reserves Act 1977.
To enable the tank to be constructed as planned approximately 250 square metres of Lot 8 DP 429123, as shown in figure 4, would have to be reclassified as Local Purpose (Water Reservoir) Reserve.
Figure 4 – Approximately 250 square metres of Lot 1 DP 492123 proposed to be reclassified.
3. Discussion
Reclassification of Recreation Reserve
Section 24 of the Reserves Act 1977 provides the mechanism for changing the classification or purpose of a reserve. It also provides for the revocation of reserve status.
The proposal to reclassify part of Lot 8 DP 492123 as ‘Local Purpose (Water Reservoir) Reserve’ is consistent with section 24(1)(b) of the Reserves Act which states:
the local authority within whose district a reserve is situated or the administering body of any reserve notifies the Commissioner in writing that, pursuant to a resolution of the local authority or of the administering body, as the case may be, it considers for any reason, to be stated in the resolution, that the classification or purpose of the whole or part of the reserve should be changed to another classification or purpose, or that the reservation of the whole or part of the land as a reserve should be revoked,—
then, subject to the succeeding provisions of this section, the Minister [of Conservation] may, in his or her discretion, by notice in the Gazette, change the classification or purpose of the whole or part of the reserve, which thereafter shall be held and administered for that changed classification or purpose, or revoke the reservation of the whole or part of the land as a reserve.
The succeeding provisions which are applicable to a proposal to reclassify part of a recreation reserve are found in sections 24(2)(a) – (h). These include:
· the administering body being required to publicly notify their intention to change the classification of a reserve or any part thereof and to specify the reason or reasons for the proposal.
· the requirement to invite every person claiming to be affected by the proposed reclassification to give notice (make a submission) in writing of his or her objections to the proposed change.
· having the Minister of Conservation consider the proposed change of classification and all objections received during the submission period.
Public Notification
Section 119 of the Reserves Act 1977 outlines the process for public notification. In particular section 119(1)(b) requires the administering body’s proposal to reclassify part of a recreation reserve to be advertised once in a newspaper circulating in the area in which the reserve is situated, and in any other newspaper that the administering body sees fit.
In this instance public notice will be placed in the Central Otago News, in the Council’s ‘Noticeboard’ section.
Submissions
Sections 24(2)(c) – (h) of the Reserves Act 1977 in particular relate to the making, receiving and consideration of submissions.
In accordance with section 24(2)(c) of the Act every person claiming to be affected by the proposed change of classification has the right to object. Objections must be received within one month of the date of the first public notice.
Sections 24(e) – (f) gives the Minister of Conservation the power to receive submissions and make any inquiries on the proposal as he or she thinks fit. The proposal and the submissions must then be considered in terms of the Reserves Act 1977 with anyone not making a submission deemed to have agreed with the proposal.
By the ‘Instrument of Delegation for Territorial Authorities’ dated 12 June 2013, the Minister of Conservation’s responsibilities under section 24 are delegated to Council. In accordance with that delegation and Council’s delegation register, Council’s Hearings Panel will consider the proposal and any submissions received.
The Hearings Panel will then make a recommendation to Council as the Minister of Conservation.
Minister of Conservation
In addition to the responsibilities outlined above, the Minister of Conservation must also:
· be satisfied that the reclassification conforms with the provisions of the Reserves Act 1977.
· ensure that due process has been followed.
If the Minister of Conservation agrees that proposal conforms with the provisions of the Reserves Act and can verify that due process has been followed, the reclassification can proceed.
Financial
The proposal to reclassify part of any reserve must be publicly advertised in accordance with the provisions of the Reserves Act 1997. Submissions, if received, would then be considered by the Hearings Panel.
If the proposal to reclassify the site is approved, it will need to be surveyed and a boundary adjustment effected.
Once completion, the reclassification would then be published in the New Zealand Gazette.
Approximate costs associated with the exercise are shown below in figure 5.
Description |
Approximate cost to Council |
Public Notification |
$ 500 |
Hearing Panel Fees |
$ 500 |
Survey & LINZ Fees |
$ 5,500 |
LINZ Accredited Supplier (Gazettal) |
$ 4,500 |
|
|
Approximate total cost to Council |
$11,000 |
Figure 5 – Approximate costs of reclassification and designation
These costs will be funded as part of the Alexandra Northern Reservoir Capital Project.
Designation
Lot 1 DP 27045 and Lot 1 DP 492123 are identified on District Plan Map 2 of Council’s Operative District Plan. It is a Rural Resource Area. Lot 1 DP 27045 is marked D20. It is designated as being for ‘Water Reservoir and Access Purposes’.
If the reclassification is approved, it is proposed that the designation be extended to include the additional reclassified area.
4. Options
Option 1 – (Recommended)
To agree to:
1. Reclassify approximately 250 square metres of Lot 8 Deposited Plan 492123 being part of the Alexandra Town Belt/Recreation Reserve, as Local Purpose (Water Reservoir) Reserve.
2. To extend designation 20 ( (subject to the process under the Resource Management Act 1991) to include the newly reclassified area.
Subject to:
· Public consultation in accordance with the Reserves Act 1977.
· The consent of the Minister of Conservation.
· The costs to be met by the Alexandra Northern Reservoir Capital Project.
· The Chief Executive approving the final tank/reservoir design and survey boundaries.
Advantages:
· Will facilitate the construction of the new Alexandra Northern Reservoir.
· Will enable Council to meet the communities’ future water demands.
· Will enable Council to secure funding from the Water Stimulus Fund.
· Reclassifying part of a reserve is consistent with section 24 of the Reserves Act 1977.
Disadvantages:
· None.
Option 2
To not reclassify part of Lot 8 Deposited Plan 492123 or extend designation 20.
Advantages:
· None.
Disadvantages:
· Will not facilitate the construction of the new Alexandra Northern Reservoir.
· Will not enable Council to meet the communities’ future water demands.
· Will not enable Council to secure funding from the Water Stimulus Fund.
· Does not recognise that reclassifying part of a reserve is consistent with section 24 of the Reserves Act 1977.
5. Compliance
Local Government Act 2002 Purpose Provisions |
This decision promotes the social, economic, and environmental wellbeing of communities, in the present and for the future by facilitating the construction of a new tank at the Alexandra Northern Reservoir.
While the Local Government Act 2002 does not apply to the reclassification it is consistent with the provisions of the Reserves Act 1977.
|
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
The financial implications are outlined in figure 5.
Costs will be funded as part of the Alexandra Northern Reservoir Capital Project which was included in the 2018 Long Term Plan.
|
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The recommended option is consistent with the provisions of the Reserves Act 1977.
|
Considerations as to sustainability, the environment and climate change impacts |
No sustainability, environmental or climate change impacts are related to the decision to reclassify part of the reserve or to the granting of the easement.
Should the recommended option not be approved, it will impact on Council’s ability to meet future demands for potable water within the Alexandra township. This could have a negative impact on the community.
|
Risks Analysis |
There are no risks to Council associated with the recommended option.
|
Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered, and none of the thresholds or criteria relating to public engagement are considered to have been met.
Public consultation of the proposal to reclassify part of Lot 1 DP 492123 will be undertaken in accordance with the provisions of the Reserves Act 1977.
|
6. Next Steps
1. Public consultation of proposal to reclassify October/November 2021
2. Consideration of Submissions (by Hearings Panel) 07 December 2021
3. Application for consent of Minister of Conservation 08 December 2021
4. Reclassification commences Late December 2021
Nil
Report author: |
Reviewed and authorised by: |
|
|
Linda Stronach |
Louise van der Voort |
Property Officer - Statutory Property Officer |
Executive Manager - Planning and Environment |
5/10/2021 |
5/10/2021 |
|
Doc ID: 554037
1. Purpose of Report
To approve a schedule of Vincent Community Board meetings for 2022.
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Adopts the proposed 2022 meeting schedule for the Vincent 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 polices 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 dated 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.
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 |
Vincent Community Board meeting |
11 October 2021 |
Month |
Day |
Date |
Time |
Meeting |
January |
Wednesday |
26 |
10.30am |
Council |
|
|
|
|
|
February |
Monday |
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 |
|
Friday |
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 |
|
|
|
|
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November |
Tuesday |
1 |
2.00pm |
Inaugural Cromwell Community Board |
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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 |
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|
|
|
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December |
Thursday |
1 |
2.00pm |
Maniototo Community Board |
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Friday |
2 |
9.30am |
Audit and Risk Committee |
|
Tuesday |
13 |
9.30am |
Hearings Panel |
|
Wednesday |
14 |
10.30am
|
Council |
Holiday Dates 2022 |
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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.
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Doc ID: 552632
1. Purpose
To consider an update from His Worship the Mayor.
That the Vincent Community Board receives the report.
|
His Worship the Mayor will give a verbal update on activities and issues of interest since the last meeting.
Nil
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Doc ID: 552636
1. Purpose
The Chair will give an update on activities and issues since the last meeting.
That the report be received.
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Doc ID: 552640
1. Purpose
Members will give an update on activities and issues since the last meeting.
That the report be received.
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21.8.9 October 2021 Governance Report
Doc ID: 554214
1. Purpose
To report on items of general interest, receive minutes and updates from key
organisations and consider the legacy and current status report updates.
That the report be received.
|
2. Discussion
Minutes of the August Meeting of Keep Alexandra / Clyde Beautiful
The minutes of the August meeting of Keep Alexandra / Clyde Beautiful (appendix 1). The minutes have previously been sent to members.
Status Reports
The status reports have been updated with any actions since the previous meeting (appendix 2).
Legacy Status Reports
The legacy status reports have been updated with any actions since the previous meeting (appendix 3).
Appendix 1 - Minutes
of the August Meeting of Keep Alexandra / Clyde Beautiful ⇩
Appendix 2 - VCB
Status Report ⇩
Appendix 3 - VCB
Legacy Status Report ⇩
Report author: |
Reviewed and authorised by: |
|
|
Wayne McEnteer |
Sanchia Jacobs |
Governance Support Officer |
Chief Executive Officer |
28/09/2021 |
29/09/2021 |
Vincent Community Board meeting |
11 October 2021 |
President Secretary
David Beer Sue Mort
Phone: 03 4493017 Phone: 03 4487450
Email: d.beer1308@gmail.com Email: torridon9@gmail.com
130A McArthur Road, Alexandra 9391 Chance House, 5 Lanes Rd, Alexandra 9320
MINUTES OF KEEP ALEXANDRA CLYDE BEAUTIFUL MEETING HELD AT 5 LANES ROAD
On Monday 16th August at 7.30pm
PRESENT: David Beer, Ann & Barrie Wills, Bev Thomson, Sue Mort, Allan Johnston.
APOLOGIES: Karin Bowen, Anna Robinson, Roger Browne
MINUTES OF PREVIOUS MEETING
Secretary moved that the minutes of July 29th meeting, having been emailed, be accepted as a true and correct record.
Seconded Ann Carried
BUSINESS ARISING FROM THE MINUTES.
Dealt with in Reports
CORRESPONDENCE/ EMAILS:
IN 21 Jun KNZB Clean Up Week 13 -19th September
26 Jun Gordon Bailey Biodiversity Border Letter
16 Jul KNZB Reminder re Beautiful Towns Entry
5 Aug Ian Mann Request for planting ideas
8 Aug KNZB New Logo suite
KNZB proposal to adopt a National Logo to which towns add their names.
We favour keeping our unique identity.
OUT Ann Late July application for Best Street Award. (We were not successful)
Secretary moved that the correspondence be accepted. Seconded David Carried
FINANCE:
Cheque Account: $4294.66
Term Deposit: $9378.43
ANZ Serious Saver $7398.37
ACCOUNTS TO BE PAID - None
Application for our annual grant lodged with CODC
Discussion on whether we can survive and for how long, without it. Other sources of Grants. Should we (have) ring fence the Glad McArthur donation in our accounts?
Treasurer moved that finances be accepted as a true and correct record. Seconded Allan Carried
REPORTS:
1. RAIL TRAIL - Karin Bowen
Successful Working Bee on 16th August for 3 hours with the help of 5 Dunstan Students on their Volunteer Day and 8 KACB members. 27 trees planted and staked in irrigated spots where trees have died. Also releasing of shrubs from choking grass.
3 of the deaths attributable to Fulton Hogan’s pipe laying, last year. DOC to be billed with their cost.
Next tasks – weed eat around trees/shrubs, followed by 2 sessions of spraying to try and reduce the couch infestations. Mulch late October- November. We would need 3 to 4 truckloads. Donated or do we pay? Ian Mann.
The Volunteer South representative came to see students at work. Photos to go on Facebook. They were a good bunch who might be encouraged to help again.
NO interest from the public despite facebook entry.
2. KAMAKA WALKWAY – Ann Wills/ Sue Mort
Still looking wintry but daffodils blooming and Crab apple still holding onto its fruit. Squelchy leaf litter encroaching onto the track needs clearing. Good rain has kept plants looking healthy.
Ann collected 7 seedling Hoherias about 1.5m tall, we had potted up, to go to the Rail Trail. These are the substitutes for the Ribbonwood group.
Working Bee to be held in September.
3. HANGING BASKETS –David Beer/ Allan Johnston
Barrie Mackie quoting $15.00 per basket (35) and a charge of $5.50 for the liners. David can supply 20 recycled liners.
Contents as last year, Alyssum, Viola, Dianthus. Baskets will be made up before Calibrachoas come on the summer market.
Ann moved we accept Mackies price for 35 baskets and 15 liners Seconded Bev Carried
4. BEST STREET & CUL DE SAC COMPETITION
5. LINGER AND DIE
Ann, Bev and Alexandra Primary kids picked up rubbish and did some maintenance around the Kowhai grove on 15th June.
6. CLEAN-UPS - David Beer
KNZB Clean up week 13- 19th September
David to register for Saturday 18th for Earnscleugh Road working with Clyde off Street Walkers . Bags no longer supplied but we
have old stock.
7. VINCENT COMMUNITY BOARD - Anna Robinson/ Roger Browne
Members not present
8. WORLD ENVIRONMENT DAY/MAD4CO – Bev
9. LOOKOUT RESERVE – Beverley Thomson
Bev needs Primary school kids to mulch. Will organize through Ollie.
Rabbit damage on existing planting. More caging needed, Jo Sheriff to the rescue. More materials to be purchased.
10. ART IN THE COMMUNITY – Ann Wills
Stephen Jefferies accepted our offer and would like a seat/ table combination. He will select location and organize installation.
The Council has a furniture supplier. Do we go through them or buy independently? Estimated price $2,200
11. SEND DELEGATE TO KNZB NATIONAL CONFERENCE
12. JOLENDALE PARK/ARONUI DAM
Karin requesting assistance with Trees For Babies planting Sunday 12th September2pm. 15 families planting around Aronui Dam.
A water truck would be useful.
13. ALEXANDRA GARDEN
Needs a tidy up. Ann & Sue to tackle on Wednesday 18th. Postponed because of Covid19 Lockdown
14. ALEXANDRA ENTRANCE SIGNS
All lit. Noted the clearance of the pines along access road to the Golf Club.
GENERAL:
Haehaeata AGM on Thursday 26th August at Stadium Tavern 7pm
Speaker Carey Knox, Herpatologist. Significant lizard diversity in Central Otago’s harsh environment
Shaky Bridge Reserve, no word on Grant application. Data filed
Bev has been on a Marketing Course financed by Haehaeata Nursery. Willing to share interest ideas.
Alan would like to see a seat at the Alexandra Lookout. As it was a Rotary Project, they should be approached
Manorburn Dam Locals wanting to do a planting project. Significant problems with rabbits and vandalism.
Do we get involved? Do we supply plants via Haehaeata?
NEXT MEETING WILL BE ON MONDAY 27TH SEPTEMBER AT 12A CHAPPLE STREET 7.30PM
Please advise Sue Mort if unable to attend – Tel.448 7450
11 October 2021 |
Report Title |
Resolution No |
Resolution |
Officer |
Status |
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12/04/2021 |
Clyde River Park Funding |
21.3.4 |
That the Vincent Community Board: A. Receives the report and accepts the level of significance. B. Agrees to continue to support the proposed Clyde River Park development project. C. Authorises $150,000 be allocated from the Earnscleugh Manuherekia Rural Land Subdivision Fund as Council contribution to the Clyde River Park development project.
|
Parks and Recreation Manager |
16 Apr 2021 Action memo sent to the Parks and Recreation Manager 26 May 2021 Work progressing to confirm external funding 08 Jul 2021 Work to confirm external funding continues 19 Jul 2021 Tourism Infrastructure funding grant now confirmed. Work to confirm landscaping and playground design has begun. 16 Aug 2021 Work is continuing on planning for the landscape and play areas. Planning is anticipated to be completed by late September. 28 Sep 2021 Planning work is continuing. Expected to be completed by November. |
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19/05/2021 |
Submissions on the Long-term Plan 2021-31 Consultation Document |
21.4.3 |
Recommends to Council that staff are requested to investigate a request for an extension of the junior playground at Pioneer Park and provide a report for consideration in a future annual or long-term plan.
|
Parks and Recreation Manager |
20 Aug 2021 Item will be considered for a future Annual Plan or Long-term Plan. ON HOLD |
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19/05/2021 |
Submissions on the Long-term Plan 2021-31 Consultation Document |
21.4.3 |
Recommends to Council that staff convene a meeting of Central Otago District Council, Central Otago Hockey Association, Central Lakes Trust and Molyneux Turf Incorporated to discuss a way forward on the proposed multi-use turf and facilities at Molyneux Park.
|
Parks and Recreation Manager |
20 Aug 2021 A meeting has been held with key stakeholders for the proposed hockey turf. As an outcome from that meeting a comprehensive feasibility study produced by the hockey club is necessary to progress the matter. This is a requirement of funding agencies and would enable the matter to be considered by the Vincent Community Board. ON HOLD |
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19/05/2021 |
Submissions on the Long-term Plan 2021-31 Consultation Document |
21.4.3 |
Recommends to Council that staff provide a report regarding Ice Inline for future consideration.
|
Parks and Recreation Manager |
20 Aug 2021 Item will be considered for a future Annual Plan or Long-term Plan. ON HOLD |
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9/06/2021 |
Hardship Grant Application Alexandra Blossom Festival |
21.5.9 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves a hardship grant of $26,000 to Alexandra Blossom Festival Incorporated for the 2021 Blossom Festival event.
|
Media and Marketing Manager |
16 Jun 2021 Action item sent to Officer and Finance 07 Jul 2021 Alexandra Blossom Festival Inc advised of approved grant - resolution number and purchase order provided. Grant invoiced and in CODC system for payment. 16 Aug 2021 Grant has been uplifted by Alexandra Blossom Festival. 27 Sep 2021 2021 Event cancelled. Correspondence sent to committee dated 23 September requested committee advise plans regarding reimbursement of grant which was approved as being for event infrastructure. |
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20/07/2021 |
Alexandra Rugby Football Club Incorporated - Lease Renewal |
21.6.3 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant a ground lease of an area of approximately 476m2 of the Molyneux Park Recreation Reserve, as outlined in the report, to the Alexandra Rugby Football Club Incorporated. The
lease will be issued under Section 54 of the Reserves Act 1977 and is subject
to the Community Leasing and Licensing Policy 2021. The general terms and
conditions are as follows:
|
Property and Facilities Officer (Vincent and Teviot Valley) |
26 Jul 2021 Action memo sent to the Property and Facilities Officer (Vincent and Teviot Valley) and Finance 12 Aug 2021 Lease agreement is with the Club for signing. 07 Sep 2021 The lease agreement is fully executed. MATTER CLOSED. |
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20/07/2021 |
Alexandra United Football Club Application to Site a Container |
21.6.4 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant a lease to the Alexandra United Football Club for the purpose of temporarily locating a 6-metre container on Lot 2 Deposit Plan 21404, being part of Molyneux Park Recreation Reserve, for a term of two years with one right of renewal of two years at $1.00 per annum (if demanded), subject to: The provisions of section 54 of the Reserves Act The provisions of Council’s Community Leasing and Licensing Policy The container being located immediately adjacent to Central Otago Netball Club Incorporated’s existing container The container being painted to the satisfaction of the Parks and Recreation Manager The Minister of Conservation’s consent C. Authorises the Chief Executive to do everything necessary to give effect to the resolution.
|
Parks and Recreation Manager |
26 Jul 2021 Action memo sent to the Parks and Recreation Manager and Finance 16 Aug 2021 Lease agreement report being prepared for Council approval. 28 Sep 2021 Lease executed by all parties MATTER CLOSED |
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31/08/2021 |
Promotion Grant Applications 2021 - 22 First Round |
21.7.2 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Declines a promotions grant application from the Central Otago A & P Show for Children’s Entertainment
GRA210733815 Central Otago A & P Show – Children’s Entertainment
Year 1 LTP 2021/22 applied $7,500 $0 Declined Year 2 LTP 2022/23 applied $5,000 $0 Declined Year 3 LTP 2023/24 applied $5,000 $0 Declined
C. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for Year 3 for Winterstellar Matariki and Night Sky events and exhibitions.
GRA210740149 Winterstellar Matariki and Night Sky events and exhibitions
Year 1 LTP 2021/22 applied $20,000 $4,000 approved subject to establishment of appropriate entity.
Year 2 LTP 2022/23 applied $25,000 $10,000 approved subject to satisfactory report back year 1.
Year 3 LTP 2023/24 applied $15,000 $0 Declined
D. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for Year 3 for the Central Otago District Arts Trust – Cover to Cover event.
GRA210739572 Central Otago District Arts Trust – Cover to Cover events
Year 3 LTP 2023/24 applied $9,055 $0 Declined
E. Declines an application for a promotions grant from Ahipara for the Ahi Festival of Light.
GRA210714507 Ahipara – Ahi Festival of Light
Year 1 LTP 2021/22 applied $25,000 $0 Declined Year 2 LTP 2022/23 applied $10,000 $0 Declined Year 3 LTP 2023/24 applied $5,000 $0 Declined
F. That given the $26,000 allocation through the hardship fund process, that no additional allocation is provided for the 2021/22 FY and that $24,500 is allocated for the 2022/23 FY.
GRA210749634 Alexandra Blossom Festival Inc. Event Infrastructure Costs
Year 1 LTP 2021/22 applied $24,500 $0 Declined Year 2 LTP 2022/23 applied $24,500 $24,500 Approved Year 3 LTP 2023/24 Applied $24,500 $0 Declined
|
Media and Marketing Manager |
08 Sep 2021 Action memo sent to the Media and Marketing Manager and to Finance 27 Sep 2021 All applicants have been advised in writing of funding decisions - both declined and approved. For approved grants purchase orders have also been raised. |
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31/08/2021 |
Application for easement in favour of Aurora Energy Limited |
21.7.3 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant an easement (in gross) to Aurora Energy Limited to convey electricity over Section 1 Block XXXVIII Town of Alexandra and Section 1 Survey Office Plan 496959, being Local Purpose (Cemetery) Reserve, for $1, subject to: Aurora obtaining all consents, permits, and other rights associated with installing the cable between Dunstan Road through to Letts Gully Road. The easement area having a maximum width of 3 metres and being immediately adjacent to the northern boundary as shown in figure 2. All costs associated with preparing and registering the easement being met by Aurora Energy Limited. Aurora clearing the northern boundary to the satisfaction of the Parks and Recreation Manager. The Minister of Conservation’s consent. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.
|
Statutory Property Officer |
08 Sep 2021 Action memo sent to the Property Officer - Statutory and to Finance 27 Sep 2021 Minister of Conservation's approval since granted, applicant's advised, contractors to action. MATTER CLOSED. |
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31/08/2021 |
Amendment to Road Name - Dunstan Park, Alexandra |
21.7.4 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves amendment to road name from Hewitt Crescent to Williams Crescent.
|
Roading Administration Assistant |
08 Sep 2021 Action memo sent to the Roading Administration Assistant. 14 Sep 2021 Road name amendment has been passed to relevant agencies including LINZ. CLOSED. |
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31/08/2021 |
Road Renaming Report - Portion of Ferraud Street |
21.7.5 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Recommends to Council that a portion of Ferraud Street be renamed Seaton Street.
|
Roading Administration Assistant |
08 Sep 2021 Action memo sent to the Roading Administration Assistant. 14 Sep 2021 Road renaming information will be passed to relevant agencies and affected parties. CLOSED. |
11 October 2021 |
Vincent Community Board Status Report on Resolutions
Chief Executive
Resolution 19.8.13 – December 2019 Development of a Multi-use Community Hub at the Omakau Recreation Reserve (PRJ 01‑2017‑01)
That the Board:
A. Receives the report and accepts the level of significance.
B. Agrees to support in principle the development of a purpose-built multi-use community facility for Omakau and surrounding communities, as outlined in Global Leisure Group’s feasibility study.
C. Approves the construction of the facility on the Omakau Recreation Reserve, at a location to be determined by the community, subject to project funding and regulatory consent approvals.
D. Agrees in principle, subject to further work, that the rough concept design for the facility be progressed to developed design stage, to enable future funding discussions and consideration by the Board.
STATUS
September 2021 – The subcommittee is continuing to work on progressing the design.
July-August 2021 – A subcommittee of the working group has been formed to progress the design.
June 2021 – Resolved by Council to include in Year 3 of the 2021 Long-term Plan.
May 2021 – Endorsed by VCB and will be considered by Council at 1 June 2021 meeting.
February 2021 – A $1million financial contribution to the construction of the hub has been included as a consultation topic in Council’s 2021 Long-term Plan community engagement.
July-December 2020 – The working group has confirmed the building site and is currently developing draft building designs.
June 2020 - The working group for this project are re-establishing meetings as of 10 June. (Their first meeting is this evening).
April 2020 – The COVID-19 lockdown has temporarily stalled community meetings.
March 2020 – The Omakau Recreation Reserve Committee is progressing community conversations about an appropriate building site and user needs, so that the detailed design will take into account as many potential users as possible.
December 2019 – Action memo sent to Community and Engagement Manager.
|
Resolution 19.8.15 – December 2019 Vincent Promotions Grant Applications 2020-21 financial year (Doc ID 432782)
That the Board:
A. Receives the report and accepts the level of significance.
B. Approves a grant of $3,000 from the 2020-21 financial year Vincent Promotions cost centre 2033 2460 to Central Otago A & P Show February 2021.
Requested: $6,000 Approved $3,000
C. Approves a grant of $3,500 from the 2020-21 financial year Vincent Promotions cost centre 2033 2460 to Waiata Theatre Productions Ltd for costs associated with rights and backing track hire to stage Jesus Christ Superstar shows in Clyde, 2 – 19 July 2020.
Requested: $7,000 Approved $3,500
D. Notes that Promotions grants are approved subject to meeting the requirements of the Central Otago District Council grants policy dated August 2019 and recipients should ensure that:
· All necessary legal requirements associated with the event or project are the responsibility of and must be met by the grant recipient.
· The event or project adheres to other relevant Council policies e.g. sustainability, smoke-free policy.
· Information on the event is provided in a timely manner to Central Otago Visitor Centres and Tourism Central Otago for promotional and information purposes.
· Grant recipients should acknowledge Council and the relevant Community Board as a funding provider in promotional material as and when appropriate.
STATUS
September 2021 – Reminder sent to applicant to submit the report back via the online system.
August 2021 – the Waiata Theatre Productions event has now occurred. Staff to follow up about the report back.
July 2021 – The Central Otago A & P Show have now reported back. Waiata Theatre Productions have successfully uplifted their grant and their invoice is currently awaiting payment.
June 2021 – No update re A & P Show report back. Staff to follow up. Waiata Theatre production due to uplift grant in June.
April 2021 – Staff to follow up with A & P Show re report back now that event has happened.
February 2021 – Grant uplifted for A & P Show. no further update both events yet to take place.
January 2021 – Staff confirm that as advised in status update April 2020 – Waiata Theatre company event was deferred due to the impact of COVID 19 and will take place in 2021, therefore intention is to uplift grant approximately June 2021 – still within the financial year approved. Should the Board no longer wish to support the event the applicant should be advised as early as possible the approved grant is not available for uplift.
November 2020 – No further update Grants not yet uplifted.
August 2020 – No further update. Grants not yet uplifted.
July 2020 – No further update. Grants not yet uplifted.
June 2020 – No further update expected until grants uplifted in new financial year and following the events being held for report backs.
April 2020 – COVID 19 restrictions have resulted in the Waiata Theatre co. having to defer the shows until July 2021. They will run the same show under the same conditions as the original application and have approval to hold over the rights and backing track hire. They have requested to be able to uplift the approved grant for the deferred event. The approved grant would not be released until Jun / Jul 2021 on confirmation the production will be staged.
March 2019 – Applicants advised of Board decision with details on when and how to draw down approved grants. Purchase orders raised. Grants will not be accessed until after 1 July 2020: new financial year.
December 2019 – Action memo sent to Media and Marketing Manager |
Planning and Environment
Resolution 20.5.5 – September 2020 Alexandra Theatre – Stage Upgrade (Doc ID 501525)
That the Board:
A. Receives the report and accepts the level of significance.
B. Agrees to proceed with the Alexandra Theatre Stage Upgrade Project at an updated estimate cost at the detailed design stage of $590,000.
C. Approves the updated funding structure of the project to be as follows:
The draft Long Term Plan 2021/31 to be updated once the project tender has been concluded.
D. Approves the updated project programme as outlined in the report, and instructs Council staff to start the tendering process.
STATUS
September 2021 – Central Lakes Trust approved $32,000. Funding remains $46,500 short. The building is due to be strengthened up to 67% through funding provided this financial year. Possibility of combining these projects for potential cost savings is being explored. Engineer’s design for strengthening work underway. |
||||||||||
August 2021 – Asbestos removal complete. Central Lakes Trust application submitted. Decision due mid-August.
July 2021 – Funding for asbestos removal approved. Asbestos being removed 5-18 July. Lotteries funding approved in full. Transpower and Alexander McMillan Trust funding applications declined. Central Lakes Trust approached again and will consider application in August funding round.
May 2021 – Otago Community Trust funding approved in full. Report to Board to be tabled at its June meeting, requesting funding for asbestos removal which must be completed before construction commences.
March 2021 – Funding applications lodged. Outcome expected end June 2021.
February 2021 – Contract awarded subject to funding. Funding applications underway.
December 2020 – Tender has now closed and assessment is underway.
November 2020 – Drafting of tender documents are underway.
September 2020 – Action memo sent to the Property and Facilities Officer – Vincent and Teviot Valley.
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Resolution 20.2.9 – May 2020 Alexandra Cemetery Arnott Street Boundary Treatment (Doc ID 440203)
That the Board:
A. Receives the report and accepts the level of significance.
B. Agrees that the planting of the Salvation Army community garden screen planting and the fencing and planting of the northern Arnott Street buffer zone proceed as approved in the 2019/2020 Annual Plan.
C. Agrees to the removal of all encroachments on the reserve, and the fencing of the common boundary between Arnott Street East and the reserve, where no common boundary fence exists, by the end of the calendar year.
STATUS ON HOLD
August 2021 – Removal of encroachments rescheduled with residents to Summer 2021. On hold until further progress.
May - July 2021 – Planting is now well established. Encroachment timeline removal not finalised.
March 2021 – Final neighbouring property owners still in discussion with Council on a timeline for removal of encroachments.
February 2021 - Encroachment removal and boundary fencing works imminent.
December 2020 – The planting and irrigation components of the project are now complete and plants are thriving. Encroachment removal and boundary fencing discussions with property owners is to commence in January 2021.
November 2020 – Planting, irrigation mains, fencing, and plant protection completed. Temporary irrigation is still in place to establish both the border and the grass cover while the irrigation contractor waited for the planting to be completed. Permanent irrigation completion is imminent. One neighbour to the site has been of great support in keeping the irrigation operating through high wind periods to both control dust and ensure plant survival.
September 2020 – Works stalled due to contractor availability. Issues will be addressed to see planting and fencing completed by the end of September.
July 2020 – Community garden screen planting project commenced 13 July 2020 with the removal of the derelict water race and the installation of irrigation. Fencing will follow with the planting likely to be completed by 31st August 2020.
May 2020 – Letter sent to all Arnott Street property owners who adjoin the reserve advising them of the Board’s decision. Project re-costing underway for a June start on implementation of buffer planting works. Removal of the derelict water race reviewed as possible pending agreement from Heritage New Zealand.
May 2020 – Action memo sent to Parks Projects Officer
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Resolution 17.7.12 – September 2017 Council Owned Land, Pines Plantation Area North of Molyneux Park Netball Courts Alexandra – Consider Sale/Development of Residential Land (PRO 61-2079-00)
A. RESOLVED that the report be received and the level of significance accepted.
B. RESOLVED that the Board agreed to the sale of part of Lot 25 DP 3194 and part of Lot 6 DP 300663, located south of the Transpower corridor at the north end of Alexandra and adjacent to the Central Otago Rail trail.
C. RESOLVED that the Board agreed to sale of the land by way of a joint venture development and sale of Lots, the minimum terms and conditions including:
· The joint venture partner funding development with no security registered over the land. · Council receiving block value. · Council receiving 50% of the net profit, with a minimum guaranteed of $500,000. · Priority order of call on sales income: First: Payment of GST on the relevant sale. Second: Payment of any commission and selling costs on the relevant sale. Third: Payment to the Developer of a fixed portion of the estimated Project Development Costs per lot as specified in the Initial Budget Estimate and as updated by the Development Costs Estimate breakdown. Fourth: Payment of all of the balance settlement monies to Council until it has received a sum equivalent to the agreed block value. Fifth: Payment of all of the balance settlement monies to Council until it has received an amount equivalent to the agreed minimum profit share to Council Sixth: Payment of all of the balance to the Developer for actual Project Costs incurred in accordance with this Agreement. Seventh: Payment of all of the balance amounts (being the Profit Share) to be divided 50 / 50 (after allowance for payment of the Minimum Profit to Council. D. RESOLVED that the Board agreed to delegate to the Chief Executive the authority to select the preferred joint venture offer and negotiate “without prejudice” a joint venture agreement.
E. AGREED that the Chief Executive be authorised to do all necessary to achieve a joint venture agreement.
STATUS
September 2021 - Development work programme on track. Lots sold: Stage 1 – 16 sold; Stage 2 – 13 sold, 3 unsold; Stage 3 – 10 sold, 9 unsold or under offer.
August 2021 – Development work programme on track. Lots sold: Stage 1 – 16 sold; Stage 2 – 13 sold, 3 unsold; Stage 3 – 6 sold, 5 under contract, 8 unsold.
July 2021 – 50% of Stage 3 under offer. Development tracking well.
May 2021 – Stage Three ready to be released for sale.
March 2021 – Construction work continues.
February 2021 – 3910 contract executed. Detailed update was emailed to the board separate to this Status Report.
December 2020 – Deed of novation signed by all parties.
November 2020 – Variation to agreement has been drafted to accommodate staging. Currently with developer for consideration. Discussions are also being held about future entity, as one partner has passed away.
September 2020 – Work expected to start on site in October for Stage 1 and some sections will be marketed. Stage 1 completion scheduled for April 2021.
August 2020 – Continuing to await outcome of Shovel Ready Projects application as this may affect how development progresses.
July 2020 – Still awaiting outcome of Shovel Ready Projects application which may affect how development progresses.
May 2020 – Delays with engineering design and construction start date due to Covid 19. Engineering design mostly complete and work on site expected to start soon with a staged approach. Awaiting outcome of Shovel Ready Projects application which may affect how this development progresses.
February 2020 – The developer is working on engineering design for subdivision to be approved by Council. Work expected to start on site for subdivision in approximately 6 weeks.
January 2019 – Subdivision consent granted 18 December 2019.
November 2019 – Subdivision consent was lodged on 22 November 2019.
October 2019 - The affected party consultation process with NZTA and Transpower is now complete however the process with DOC is still being progressed. Once finalized, the application to connect Dunstan Road to the State Highway will be complete. Subdivision consent will then be lodged.
September 2019 - The affected party consultation process with NZTA, Transpower and DOC for the application to connect Dunstan Road to the State Highway is almost complete. The developer is also close to finalising the subdivision plan to allow for the resource consent to be lodged.
July 2019 – Subdivision consent expected to be lodged in August.
June 2019 – Tree felling complete. Subdivision consent expected to be lodged in July or August.
May 2019 - Tree felling commenced 20 May and is expected to take up to 6 weeks to complete. Subdivision scheme plan close to being finalised before resource consent application.
April 2019 – Security fencing has been completed. Felling of trees expected to commence in the next month. Concept plan is in final draft. Next step is for the surveyor to apply for resource consent.
March 2019 – Concept plan is in final draft. Next step is for the surveyor to convert to a scheme plan and apply for resource consent. The fencer is booked in for March.
January 2019 – Development agreement was signed by AC & JV Holdings before Christmas. Subdivision plan now being developed for resource consent application and removal of trees expected to start mid to late January.
October 2018 – The development agreement is with the developer’s accountant for information. Execution imminent.
September 2018 – The development agreement is under final review.
August 2018 – Risk and Procurement Manager finalising development agreement to allow development to proceed.
June 2018 – Preferred developer approved. All interested parties being advised week of 11 June. Agreement still being finalised to enable negotiation to proceed.
April 2018 – No change.
March 2018 – Staff finalising the preferred terms of agreement.
February 2018 – Requests received. Council staff have been finalising the preferred terms of agreement to get the best outcome prior to selecting a party, including understanding tax implications.
December 2017 – Request for Proposals was advertised in major New Zealand newspapers at the end of November 2017 with proposals due by 22 December. Three complying proposals received.
November 2017 – Council solicitor has provided first draft of RFI document for staff review.
September 2017- On agenda for Council approval for the land sale.
September 2017 – Action Memo sent to Property and Facilities Manager.
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11 October 2021 |
The date of the next scheduled meeting is 16 November 2021.
11 October 2021 |
11 Resolution to Exclude the Public
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:
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