Minutes of Vincent Community Board meeting - Monday, 11 October 2021

MINUTES OF A mEETING OF THE Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed on microsoft teams ON Monday, 11 October 2021 COMMENCING AT 2.02 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 (via Microsoft Teams)

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), P Penno (Community and Engagement Officer), D Rushbrook (General Manager, Tourism Central Otago), A Mason (Media and Marketing Manager), N Aaron (Community Grants Officer), L Stronach (Statutory Property Officer), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Nigel Smellie – Alexandra Blossom Festival

Mr Smellie from Alexandra Blossom Festival spoke in support of their application to retain their hardship grant before responding to questions.

Roy Noble - Transpower

Mr Noble from Transpower gave an update on the Clutha and Upper Waitaki Lines Project before responding to questions.

Adrian Morgan – Otago County Cricket Association

Mr Morgan from the Otago County Cricket Association spoke in support of their application for a community grant before responding to questions.

Tony Lepper – Earnscleugh Irrigation Company

Mr Lepper from the Earnscleugh Irrigation Company spoke in support of their application for a community grant before responding to questions.

Marnie Kelly – Historic Clyde Incorporated

Ms Kelly from Historic Clyde Incorporated spoke in support of their application for a community grant before responding to questions.

Kylie Nixon – Galloway Hall Committee

Ms Nixon from the Galloway Hall Committee spoke in support of their application for a community grant before responding to questions.

Jimmy Martin – Puna Rangitahi

Mr Martin from Puna Rangatahi spoke in support of their application for a community grant before responding to questions.

Dianne Duncan – Alexandra and Districts Museum Incorporated

Ms Duncan from Alexandra and Districts Museum Incorporated spoke in support of their application for a community 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 31 August 2021 be confirmed as a true and correct record. It was noted that subsequent to the meeting, the amount available for promotional grants was corrected to be $41,000.

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Cr McPherson declared an interest in item 21.8.2. Ms Stirling-Lindsay declared an interest in items 21.8.2 and 21.8.3. Dr Browne and Ms Robinson noted that while they were the Board’s representatives for ADMI and KACB respectively, they were non-voting in their roles. Ms Robinson also noted that her partner had a link to the Bolder Inn portion of item 21.8.3 due to appearing in its promotional material.

Note: Cr McPherson declared an interest in item 21.8.2. He left the room and did not discuss or vote on the item. Ms Stirling-Lindsay declared an interest in item 21.8.2 and the Puna Rangitahi portion of item 21.8.3. She left the room for item 21.8.2 and did not discuss or vote on the item. For item 21.8.3 she did not discuss or vote on the Puna Rangitahi portion if the item.

Note: Mr Garbutt assumed the Chair

21.8.2 Alexandra Blossom Festival Request to retain promotion grant

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.

Committee Resolution

Moved: Browne

Seconded: Robinson

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.

Note: Cr McPherson resumed the Chair.

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

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.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

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.

Committee Resolution

Moved: Garbutt

Seconded: Claridge

C. Approves a community grant for Alexandra and Districts Youth Trust to cover rent costs.

2021/22 Requested: $6,000 Approve: $6,000

2022/23 Requested: $6,000 Decline $0

2023/24 Requested: $6,000 Decline: $0

Committee Resolution

Moved: Garbutt

Seconded: Claridge

D. Declines a community grant for Bolder Inn to cover CCTV, uniforms and equipment.

2021/22 Requested: $10,003 Decline: $0*

*Undertake a rent review through the Community Leasing and Licensing Policy

Committee Resolution

Moved: Garbutt

Seconded: Browne

E. Approves a community grant for Earnscleugh Community Society Inc for operational costs.

2021/22 Requested: $1,500 Approve: $1,500

2022/23 Requested: $1,500 Decline: $0

2023/24 Requested: $1,500 Decline: $0

After discussion it was agreed that although the proposal was a worthy venture, as a private company, the applicant should carry out the work itself without ratepayer assistance.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

F. Declines a community grant for Earnscleugh Irrigation Company for Fraser River / Otewhata Riparian Enhancement Plan.

2021/22 Requested: $24,375 Decline: $0

2022/23 Requested: $24,375 Decline: $0

Committee Resolution

Moved: Browne

Seconded: Robinson

G. Approves a community grant for Galloway Hall for operational costs and hall maintenance.

2021/22 Requested: $10,000 Approve: $5,000

2022/23 Requested: $5,000 Decline: $0

2023/24 Requested: $3,000 Decline: $0

Committee Resolution

Moved: Browne

Seconded: Cooney

H. Approves a community grant to Haehaeata Natural Heritage Trust for Clyde Railhead Community Eco Nursery Improvements.

2021/22 Requested: $5,450 Approve: $5,450

Committee Resolution

Moved: McPherson

Seconded: Claridge

I. Declines a community grant for Historical Clyde Inc for a public art sculpture.

2021/222 Requested: $28,500 Decline: $0

After discussion it was agreed that Central Stories should be supported by the Board and that they should receive $80,000 in total, less the money they had received from the hardship grant.

Committee Resolution

Moved: Browne

Seconded: Garbutt

J. Approves a community grant for Alexandra District Museum Inc to cover operational costs for the museum and the art gallery.

2021/22 Requested: $125,000 Approve: $61,758

2022/23 Requested: $125,000 Decline: $0

2023/24 Requested: $125,000 Decline: $0

Carried with Cr Cooney recording his vote against

After discussion it was agreed that the project was a commercial venture and that funds could be raised from other potential users of the scoreboard.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Garbutt

K. Declines a community grant for Otago Country Cricket for an electronic scoreboard at Molyneux Park

2021/22 Requested: $25,000 Decline: $0

Carried with Cr Cooney recording his vote against

Committee Resolution

Moved: Browne

Seconded: Garbutt

L. Approves a grant for the Shaky Reserve Group for a water connection including a provision that a Memorandum of Understanding will be signed between Council and Keep Alexandra Clyde Beautiful for any works carried out on Council land.

2021/22 Requested: $9,393 Approve: $9,393

During discussion, Keep Alexandra Clyde Beautiful’s reserve levels were noted and it was agreed that due to demand on the funds, the amount granted would be reduced from what was recommended.

Committee Resolution

Moved: Garbutt

Seconded: Robinson

M. Approves a community grant for Keep Alexandra Clyde Beautiful for beautification projects including a provision that a Memorandum of Understanding will be signed between Council and Keep Alexandra Clyde Beautiful for any works carried out on Council land.

2021/22 Requested: $8,475 Approve: $2,500

Committee Resolution

Moved: McPherson

Seconded: Claridge

N. Approves a community grant for the Salvation Army for consent fees required to move a glass house.

2021/22 Requested: $297 Approve: $297

Committee Resolution

Moved: McPherson

Seconded: Browne

O. Declines a community grant for Ophir Welfare Committee for Ophir pool operational costs.

2021/22 Requested: $1,500 Decline: $0

2022/23 Requested: $1,500 Decline: $0

2023/24 Requested: $1,500 Decline: $0

After discussion it was agreed that that the Alexandra Community Advice Network played a key role in the community and that the Board should support them as much as was possible.

Committee Resolution

Moved: McPherson

Seconded: Robinson

P. Approves a community grant for the Alexandra Community Advice Network to cover administration costs.

2021/22 Requested: $5,000 Approve: $4,000

2022/23 Requested: $5,000 Decline: $0

2023/24 Requested: $5,000 Decline: $0

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

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.

Committee Resolution

Moved: Cooney

Seconded: Claridge

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.

21.8.5 2022 Meeting Schedule

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

Committee Resolution

Moved: McPherson

Seconded: Browne

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.

6 Mayor’s Report

21.8.6 Mayor's Report

His Worship the Mayor gave an update on recent activities and issues:

· Attended the opening of the Three Kings Cherries packing shed on Clyde Hill.

· Attended a meeting in Cambrians to discuss how the Water Services Act might effect small communities,

· Noted disappointment that the Blossom Festival didn’t go ahead, but reflected that it was the right call to cancel the event.

· Mentioned recent meeting with the new CEO of Business South.

· Attended the recent reopening of the Lauder Station house building in Lauder.

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

Committee Resolution

Moved: McPherson

Seconded: Browne

That the Vincent Community Board receives the report.

7 Chair's Report

21.8.7 Chair's Report

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

· Discussed the meeting in Cambrians to discuss water issues.

· Gave an update on Three Waters issues

· Discussed the Blossom Festival and that it was a shame that it could not go ahead.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the report be received.

8 Members' Reports

21.8.8 Members' Reports

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

Ms Stirling-Lindsay reported on the following:

· Mentioned that the Blossom Festival has taken a lot of her time recently. Noted the committee’s work.

· Noted issues around vaping and working with the Central Otago Drugs and Alcohol group and developing vaping policies, especially for the high school and for bus companies.

· Attended meetings with the Waitaki Safer Communities Group, looking at reduction of drug and alcohol harm within communities.

· Noted being part of the campaign for this year’s Blood and Leukaemia Foundation week.

Dr Browne reported on the following:

· Attended a REAP board meeting via Teams.

· Attended an ADMI meeting.

· Noted a number of U3A sessions had been cancelled due to alert level restrictions.

· Attended a meeting of the Manorburn Recreation Reserve.

· Attended a meeting and the AGM of the Central Otago and Districts Arts Trust.

· Noted that he had eaten a number of meals out in support of the Eat.Taste.Central campaign.

Ms Robinson reported on the following:

· Attended a meeting of the Vallance Cottage Working Group.

· Attended an Alexandra Community House meeting.

· Noted a meeting with Guardians of Lake Dunstan regarding their regeneration project from Deadmans Point to Lowburn.

· Noted the meeting at Vallance Cottage Reserve with Ray Wright regarding a proposed biodiversity boarder there.

· Mentioned attendance at a recent seminar in Queenstown given by Darren Rewi.

Councillor Claridge reported on the following:

· Attended the September Council meeting

· Noted that the restrictions on the funeral industry at the moment.

Councillor Cooney reported on the following:

· Attended pre-agenda meetings for Council.

· Sat in on the Hearing Panel meeting in September.

· Attended the September Council meeting.

Note: Dr Browne left the meeting at 4.38 pm.

Mr Garbutt reported on the following:

· Attended two meetings of the Central Otago Heritage Trust.

· Attended a Vallance Cottage Working Group meeting.

· Attended a Clyde Museum meeting.

· Attended a Dunstan Golf Club meeting.

· Gave a seminar at One Day School in Alexandra

· Noted that the Hospice Fundraiser was scheduled for March 2022

Committee Resolution

Moved: McPherson

Seconded: Robinson

That the report be received.

9 Status Reports

21.8.9 October 2021 Governance Report

To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates.

Committee Resolution

Moved: McPherson

Seconded: Cooney

That the report be received.

10 Date of The Next Meeting

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

11 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Garbutt

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

Note: Dr Browne returned to the meeting at 4.42 pm.

The public were excluded at 4.42 pm and the meeting closed at 4.47 pm.