AGENDA

 

Vincent Community Board Meeting

Monday, 11 October 2021

 

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

 


Vincent Community Board Agenda

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.

Order Of Business

1         Apologies. 5

2         Public Forum.. 5

3         Confirmation of Minutes. 5

Vincent Community Board meeting Meeting - 31 August 2021. 7

4         Declaration of Interest 15

21.8.1          Declarations of Interest Register 15

5         Reports. 18

21.8.2          Alexandra Blossom Festival Request to retain promotion grant 18

21.8.3          Vincent Community Board Community Grant Applications 2021-24 Financial Year 29

21.8.4          Proposal to Reclassify Area of Alexandra Town Belt (PRO: 61-2000-00) 284

21.8.5          2022 Meeting Schedule. 291

6         Mayor’s Report 299

21.8.6          Mayor's Report 299

7         Chair's Report 300

21.8.7          Chair's Report 300

8         Members' Reports. 301

21.8.8          Members' Reports. 301

9         Status Reports. 302

21.8.9          October 2021 Governance Report 302

10      Date of the Next Meeting. 321

11      Resolution to Exclude the Public. 322

21.8.10        October 2021 Confidential Governance Report 322

 

 


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)

 

1               Apologies

2               Public Forum

·       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.

3               Confirmation of Minutes

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 1 LTP 2021/22 applied $4,261                  $2,500 Approved
Year 2 LTP 2022/23 applied $7,218                  $1,000 Approved

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.

 

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:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

Confidential Minutes of Ordinary Board Meeting

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

21.7.11 - August 2021 Confidential Governance Report

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

The public were excluded at 4.17 pm and the meeting closed at 4.19 pm.

 

 

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

                                                                                      CHAIR        /         /

 


11 October 2021

 

4               Declaration of Interest

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.

 

 

2.       Attachments

 

Appendix 1 - VCB Declarations of Interest   


Vincent Community Board meeting

11 October 2021

 

 

Name

Member’s Declared Interests

Spouse/Partner’s Declared Interests

Council Appointments

Roger Browne

Central Otago REAP (Chair)
Creative Writers Circle (Chair)
Dunstan Friendship Club (member)
University of the Third Age (U3A) (member)
Central Cinema Incorporated
Central Otago Regional Orchestra (member)
Last Chance Irrigation Co (shareholder)
Alexandra Clyde and Districts Business Group (member)

Dunstan Friendship Club (member)
University of the Third Age (U3A) (member)
Central Cinema Incorporated
Central Otago Regional Orchestra (member)
Last Chance Irrigation Co (shareholder)

Manorburn Recreation Reserve Committee
Alexandra District Museum Inc. (Central Stories)
Keep Alexandra Clyde Beautiful Society

Lynley Claridge

Affinity Funerals (Director)
Central Otago Chamber of Commerce (Advisory Panel)

Affinity Funerals (Shareholder)

Alexandra Council for Social Services

Ian Cooney

Castlewood Nursing Home (Employee)

 

Omakau Recreation Reserve Committee
Promote Alexandra

Russell Garbutt

Garbutt family Trust (Trustee)
Dunstan Golf Club (member)
Dunstan Golf Club (committee member)
Central Lakes Districts Heating Trust (Trustee)
Vallance Cottage (Co-Chair)

 

Clyde Community Centre Committee
Clyde Community Plan Group
Clyde Historical Museum Committee

Martin McPherson

Alexandra Blossom Festival

CODC (employee)
CODC (employee) (Daughter)

 

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
Keep Alexandra Clyde Beautiful Society

St Bathans Area Community Association Inc.

Sharleen Stirling-Lindsay

Project Adapt (member)
Alexandra Newcomers Network
Blossom Festival Committee Inc (Chair)
Alexandra and District Youth Trust (Puna Rangatahi) (staff)
Woolon Committee Member
Alexandra Community Arts Council
Alexandra Community House Board
Community Plan Group

Alexandra BMX Club (board member)
Alexandra BMX Souths Committee

Alexandra and Districts Youth Trust
Blossom Festival - Chair
St Bathans Area Community Association Inc
Ophir Welfare Association Committee

 


11 October 2021

 

5               Reports

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.

 

Recommendations

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.

 

 

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. 

 

 

 

 

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.

 

Considerations as to sustainability, the environment and climate change impacts

 

No implications

 

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.

 

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.

 

 

 

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.

 

 

8.       Attachments

 

Appendix 1 - Blossom Festival Request to retain grant

Appendix 2 - Blossom Festival Hardship Grant Report and Application  

 

Report author:

Reviewed and authorised by:

 

 

Alison Mason

Sanchia Jacobs

Media and Marketing Manager

Chief Executive Officer

28/09/2021

29/09/2021

 


Vincent Community Board meeting

11 October 2021

 

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Vincent Community Board meeting

11 October 2021

 

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11 October 2021

 

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.

 

Recommendations

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

 

 

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:

Try and run the operation with volunteers which has become more difficult in recent years.

Reduce opening hours.

Charge members of the public an entry fee.

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:

• Super Rugby preseason – Highlanders v Waratahs, January 2019

• Super Rugby preseason – Highlanders v Hurricanes, January 2021

• Plunket Shield cricket matches

• T20 Cricket - Super Smash double headers, December since 2018

• The Pioneer Mountain Bike Stage Race

• Otago v Southland representative rugby fixtures

• Hawke Cup cricket matches

• Central Otago athletics championships

• 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

 

 

Alexandra Community Advice Network

$2,000

-    

-    

Alexandra District Museum Inc

$40,000

-    

-    

Alexandra and Districts Youth Trust

$6,000

-    

-    

Earnscleugh Community Society Inc

$1,500

-    

-    

Earnscleugh Irrigation Company

$5,000

-    

-    

Galloway Hall

$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

-    

-    

Total amount allocated this round:

$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.

 

 

7.       Attachments

 

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 Funding Applications Evaluation Matrix 2021/22 FY

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


Vincent Community Board meeting

11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 

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11 October 2021

 





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11 October 2021

 

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.

 

Recommendations

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

 

 

7.       Attachments

 

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

 


11 October 2021

 

21.8.5         2022 Meeting Schedule

Doc ID:      554037

 

1.       Purpose of Report

 

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

 

Recommendations

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.

 

 

8.       Attachments

 

Appendix 1 - 2022 Meeting Schedule List

Appendix 2 - 2022 Meeting Schedule Calendar  

 

Report author:

Reviewed and authorised by:

 

 

Rebecca Williams

Sanchia Jacobs

Governance Manager

Chief Executive Officer

24/09/2021

29/09/2021

 


Vincent Community Board meeting

11 October 2021

 

Meeting Schedule 2022

 

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

 

 

 

 

 

November

Tuesday

1

2.00pm

Inaugural Cromwell Community Board

 

Wednesday

2

2.00pm

Inaugural Teviot Valley Community Board

 

Thursday

3

2.00pm

Inaugural Maniototo Community Board

 

Tuesday

8

9.30am

 

Hearings Panel

 

 

Wednesday

9

10.30am

Council

 

Wednesday

16

9.00am

Council Workshop

 

Tuesday

22

2.00pm

Vincent Community Board

 

Tuesday

22

10.00am

Sport NZ Assessment Committee

 

Thursday

24

2.00pm

Teviot Valley Community Board

 

Tuesday

29

2.00pm

Cromwell Community Board

 

 

 

 

 

December

Thursday

1

2.00pm

Maniototo Community Board

 

Friday

2

9.30am

Audit and Risk Committee

 

Tuesday

13

9.30am

Hearings Panel

 

Wednesday

14

10.30am

 

Council

 

 

 

Holiday Dates 2022

New Year’s Day Observance

Monday

3 January

Day After New Year’s Holiday Observance

Tuesday

4 January

Waitangi Day Observance

Monday

7 February

Otago Anniversary Day

Monday

21 March

Good Friday

Friday

15 April

Easter Monday

Monday

18 April

ANZAC Day

Monday

25 April

Queen’s Birthday

Monday

6 June

Matariki

Friday

24 June

Labour Day

Monday

24 October

Christmas Day Observance

Monday

26 December

Boxing Day Observance

Tuesday

27 December

 

Executive Committees are on an as required basis.


Vincent Community Board meeting

11 October 2021

 

PDF Creator 


11 October 2021

 

6               Mayor’s Report

21.8.6         Mayor's Report

Doc ID:      552632

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations

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.

 

 

2.       Attachments

 

Nil

 

 


11 October 2021

 

7               Chair's Report

21.8.7         Chair's Report

Doc ID:      552636

 

1.       Purpose

 

The Chair will give an update on activities and issues since the last meeting.

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil


11 October 2021

 

8               Members' Reports

21.8.8         Members' Reports

Doc ID:      552640

 

1.       Purpose

 

Members will give an update on activities and issues since the last meeting.

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil


11 October 2021

 

9               Status Reports

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.

 

Recommendations

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).

 

 

3.       Attachments

 

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


Vincent Community Board meeting

11 October 2021

 

 

Meeting

Report Title

Resolution No

Resolution

Officer

Status

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.

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

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

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

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.

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:

Commencement Date:

1 April 2021

Term:

Fifteen years

Rights of Renewal:

One of fifteen years

Final Expiry Date:

30 March 2051

Annual Rent:

$136 per annum

Rent Review:

Rent reviews shall occur every 5 years and will apply the formula of 2.5% of subscription income less any affiliation fees. This will be calculated as an average based on the tenant’s most recent 5 years of financial statements.

Tenant’s Outgoings

100% of all charges for rates, utilities, electricity, telephone, rubbish collection, and insurance.

Permitted Use:

The demised land shall be used solely for the purposes of a Rugby Club.

Insurance:

Full insurable value.

Special Conditions:

The landlord reserves the right to terminate the agreement with six months’ notice if it requires part or whole of the occupied are for other actives.

 

The landlord will reimburse the tenant on a monthly basis for the grounds bunker and shed power usage which remains connected to the tenant’s meter.

 

This reimbursed amount will be determined by the landlord taking a monthly reading of the check meter that covers the above areas and multiply this by the agreed rate of 21c per kWh.

 

This agreed rate can be reviewed at any time at the written request of the tenant. The basis of which the agreed rate will be determined is by averaging the $/kWh over the last six-month power bills.

 

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.

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

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 1 LTP 2021/22 applied $4,261 $2,500 Approved
Year 2 LTP 2022/23 applied $7,218 $1,000 Approved

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.

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.

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.

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.

 


Vincent Community Board meeting

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:

 

Central Otago District Council

33%

Otago Community Trust

10%

Lotteries Community Facilities

44%

Transpower Community Care Fund

8%

Alexander McMillan Trust

5%

 

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.

 

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

 

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.

 

 

 


Vincent Community Board Agenda

11 October 2021

 

10             Date of the Next Meeting

The date of the next scheduled meeting is 16 November 2021.


Vincent Community Board Agenda

11 October 2021

 

11             Resolution to Exclude the Public

Recommendations

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

Confidential Minutes of Ordinary Board Meeting

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

21.8.10 - October 2021 Confidential Governance Report

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7