Agenda of Vincent Community Board meeting - Tuesday, 16 November 2021

Vincent Community Board Agenda

16 November 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.

Carried

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.

5 Reports

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.

Carried

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.

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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 Health 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.

Carried

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.

Carried

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

Carried

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.

16 November 2021

21.9.3 Clyde Museum Redevelopment - Clyde Police Lock-up

Doc ID: 551590

1. Purpose of Report

To consider approving a budget for the relocation of the Clyde Police Lock-up before the adjacent vacant section is developed.

Recommendations

That the Vincent Community Board

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

B. Approves the proposal to move the Clyde Police Lock-up from the rear of the Blyth Street Museum (Lot 1 Deposited Plan 27008) to a location near the Clyde Railway Station on the Railway Station Recreational Reserve (Lot 31 Deposited Plan 19044).

C. Approves the budget of $46,000 to be funded from the Vincent General Reserves (4111).

D. Agree to issue a lease to the Clyde Historical Museum Group Incorporated over approximately 30m² of the Clyde Railway Station Recreation Reserve.

This lease will be issued under the Reserves Act 1977 and is subject to the Community Leasing and Licensing Policy.

2. Background

The Clyde Police Lock-up (the Lock-up) was built in 1938 next to the Sergeant’s house on Blyth Street.

In 1960, the Lock-up was relocated to the rear of the Clyde Courthouse on Lot 2 Deposited Plan 27008.

In 2003, after the Courthouse was sold, the Lock-up was moved to its current site at the rear of the Blyth Street Museum on Lot 1 Deposited Plan 27008 (Lot 1). The Lock-up has been primarily used for museum storage ever since.

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In 2014, a conservation plan for the Lock-up was written by Jackie Gillies and Associates (now Origin Consultants). The conservation plan was reviewed in 2018 as part of a feasibility study to help determine the future of the Clyde Museums. See appendix 1 for a copy of the Conservation Plan and the 2018 review.

The 2018 review of the conservation plan recommended the following:

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A copy of the conservation plan was provided to the planning team. The Lock-up will be considered as part of the upcoming review of the Register of Heritage Buildings, Sites, and Objects.

The recommendation of adaptive reuse of the Lock-up was factored into the feasibility study options. It was identified at this time that the ability to relocate the Lock-up was dependent upon Lot 2 Deposited Plan 27008 (Lot 2) remaining vacant.

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In 2019, the Vincent Community Board considered the recommendations of the Clyde Museum Feasibility Study Report. The Board supported the report’s recommendation in full and resolved the following.

19.1.8

A. RESOLVED that the report be received and the level of significance accepted.

Wills / Garbutt

B. ACCEPTED the recommendation contained in the Clyde Museum Feasibility Report 2019 to progress the redevelopment of the Briar and Herb Museum and the sale or lease of the Blyth Street Museum.

Actions include:

· Demolishing the Briar Herb Factory Museum buildings A, C and D.

· Rebuilding the Goods Shed (building B) on site or relocating it to adjacent to the Railway Station

· If required, demolishing and rebuilding the toilet block E

· Repairing and strengthening buildings F and G so they have a basic level of services and are upgraded to include an economical heating system, power water and drainage. The buildings have potential for display purposes, a boutique commercial outlet or ancillary space for a proposed new museum building

· Constructing a new purpose-built museum/community facility within the Briar Herb Factory Museum site

· Relocating the Caretaker’s Cottage to a new site (or selling it and adding the funds to the museum fund)

· Relocating the Police Lock-up at the Blyth Street Museum to a more prominent site in the town, potentially within the Briar Herb Factory development.

· Closing the Blyth Street Museum permanently. Retaining and redeveloping the site for another use, providing a potential income stream

· The Council Chamber and its furniture either remaining in the Blyth Street building, or the furniture and fittings to be incorporated into the new Briar Herb Factory building

· Reducing collection content from both museums and relocating to the new facility

· Carrying out a district-wide study on museums, the aim of which is to coordinate collections and governance

Wills / Garbutt

C. APPROVED $94,000 in the 2019/20 Annual Plan for funding the development of concept plans to progress the project of redevelopment of the Briar Herb Factory Museum and the closing and repurposing of the Blyth Street Museum.

Wills / Garbutt

D. AGREED the $94,000 in resolution C be funded from Earnscleugh/Manuherikia Reserves and Development Account.

Wills / Garbutt

E. DIRECTED the Community Development Manager to progress the recommendation in the Clyde Museum Feasibility Report 2019 to carry out a district-wide study on museums, the aim of which is to coordinate collections and governance.

Wills / Garbutt

In 2020, the Board approved the design brief to redevelop the Briar Herb Factory site. Resolution reference 20.6.4. The design brief included the relocation of the Lock-up to the Briar Herb Factory site.

In a submission that was included in the design brief documentation, the Clyde Historical Museum Group Incorporated (the Museum Group) requested the Lock-up be relocated to inside the new building. The Lock-up was to become the centrepiece of their gold-themed exhibition. An excerpt of the Museum Group’s submission follows:

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The design brief was tendered, and three architects were shortlisted.

Before the project could progress further, the Board asked council staff to table a report that provided members with an update on the Clyde Museum Redevelopment Project, and the draft District Museum Strategy. This allowed the Board to reconsider previous resolutions made concerning the Clyde Museum Redevelopment Project.

In March 2021, the Board resolved to wait for the District Museum Strategy to be finalised and the outcome of the subsequent investment framework to be completed before actioning the Clyde Museum Redevelopment Project any further. Resolution reference 21.2.10.

The risk of putting the Clyde Museum Redevelopment Project on hold was that the Lock-up could potentially become trapped if Lot 2 was developed.

In August 2021, the owners of Lot 2 told council staff that they are planning to build on Lot 2 in early 2022. The owners have said they are open to the use of their land to help move the Lock-up. However, the owners requested this is done between May - September 2022.

3. Discussion

Potential relocation options identified:

1. Clyde Railway Station Recreation Reserve – near the railway station building.

2. Blyth Street Museum – adjacent green space at the front of the building.

3. Briar Herb Factory – temporary location in front of the Dairy building.

4. Don’t relocate now.

See the map below to show the approximate location of these options.

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Building relocation advice

Expert relocation advice was sort in the preparation of this report, from Mr Willis, owner operator or King House Removals. King House Removals is a family owned and operated business. Established in 1959, the company have moved over 7000 buildings.

Mr Willis viewed the Lock-up and proposed site options to give advice and cost estimates.

The Museum Group

The Museum Group’s preference is that the Lock-up is relocated to the green space at the front of the Blyth Street Museum. See appendix 2 for their input into this report and a relevant extract below:

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16 November 2021

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Financial implications

The following budgets were included in the Long-term Plan 2021/31:

2023/24	$400,000	Clyde Museum Redevelopment. Budget to allow for the preparation of the Briar Herb Museum Site for development. Site preparation work to include demolishing of buildings identified as not being reused, shifting the Clyde Police Lock-up to the site, and temporary fencing to secure the site.
2025/26	$4M	Clyde Museum Redevelopment. Project placeholder. This is a high-level cost estimate taken from the feasibility study. This figure is to be used as an indicator of the potential project cost only. More accurate figures will be given as project design is progressed. It is proposed to be two-thirds externally funded.

The 2019 Clyde Museum Feasibility Study Report indicated the total cost of moving the Lock-up to the Briar Herb Factory site as $23,000 and this is the amount currently budgeted in year 3 of the LTP.

The balance of the Vincent General Reserves (4111) as of 30 June 2021 is $1.167M. It is proposed to fund the relocation budget from here.

Council’s Procurement Policy requires written quotes to be obtained and then approved by the property manager.

See appendix 3 for the FIN 105 form.

District Museum Strategy update

The first stage of this project is complete with the development of a sector strategy. The sector worked in collaboration during the first half of 2021 to develop this strategy. This strategy sets out the sector’s vision and strategic objectives for the next five years. The strategy was presented to Council on 22 September 2021.

The second stage of this work will be to articulate how much council funds and where (the investment framework). Funding has been approved to run an investment logic mapping exercise to commence this work, and this is underway.

4. Options

Option 1 (Recommended)

1. Approve the proposal to move the Lock-up from the rear of Blyth Street Museum (Lot 1 Deposited Plan 27008) to a location near the Clyde Railway Station on the Railway Station Recreational Reserve (Lot 31 Deposited Plan 19044)

2. Approve the budget of $46,000 to be funded from the Vincent General Reserves (4111).

Advantages:

· A large crane (at an approximate additional cost of $60,000) will not be required.

· Relocation to a more prominent site in town is supported by the conservation plan.

· The Lock-up will be near the Clyde Railway Station and the Briar Herb Factory Museum. If the Clyde Museum Redevelopment Project is taken off hold the design brief could be updated to incorporate leaving the Lock-up in this location. Therefore, the risk of the building be moved twice is less with this option.

· Shebikeshebikes currently unlocks the museum within the Clyde Railway Station. This company could be approached to open the Lock-up as well. This would lessen the burden on the volunteers.

Disadvantages:

· This is not the preferred location of the Museum Group.

· The design undertaken to date would need to be altered.

· Reduction of the Vincent General Reserves.

Option 2

1. Approve the proposal to move the Lock-up from the rear of Blyth Street Museum (Lot 1 Deposited Plan 27008) to the green space adjacent (being part of part Lot 1 Deposited Plan 27008 and Lot 1 Deposited Plan 354129)

2. Approve the budget of $50,000 (which includes the relocation of water) to be funded from the Vincent General Reserves (4111).

Advantages:

· This is the preferred option of the Museum Group.

· A large crane (at an approximate additional cost of $60,000) will not be required.

· Relocation to a more prominent site in town is supported by the conservation plan.

Disadvantages:

· This is a higher cost option due to modifying the water connection.

· If the Clyde Museum Redevelopment Project is taken off hold there is a higher risk that in this location the Lock-Up would need to be moved again.

· Reduction of the Vincent General Reserves.

· The lease to the Museum Group will need to be varied to include the additional area.

Option 3

1. Approve the proposal to move the Lock-up from the rear of Blyth Street Museum (Lot 1 Deposited Plan 27008) to a temporary location in front of the Dairy building on the Briar Herb Factory Site (Part Section 11 Block XXI Town of Clyde).

2. Approve the budget of $23,000 to be funded from the Vincent General Reserves (4111).

Advantages:

· A large crane (at an approximate additional cost of $60,000) will not be required.

· The overall cost of moving the Lock-up (twice) is reduced.

Disadvantages:

· This option is not supported by the Museum Group.

· The Lock-up would not be able to be utilised.

· Reinstatement of the temporary site would be required.

· Reduction of the Vincent General Reserves.

Option 4

To not support the relocation of the Lock-up at this time.

Advantages:

· The Vincent General Reserves will not be reduced.

Disadvantages:

· Once the owners of Lot 2 build on their site the Lock-up would require a large crane at an approximate cost of $100,000.00 to move the building up and over the Blyth Street Museum.

· The Lock-up will remain underutilised at the rear of the Blyth Street Museum.

· This option is not supported by the Museum Group.

· Cost will likely increase over time.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of communities, in the present and for the future by ensuring this historically significant building is relocated to give more prominence in town, to safeguard its future, and to allow greater public enjoyment of it.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	See the financial implications within the discussion section above. A FIN 105 form relating to the expected $46,000 expenditure has been approved by the Finance Manager and the Executive Manager - Corporate Services. See appendix 3.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes. This project is consistent with the Council’s Procurement Policy. See the District Museum Strategy comments within the discussion section above.
Considerations as to sustainability, the environment and climate change impacts	This decision does not impact the sustainability, environment, and climate change of the district.
Risks Analysis	The health and safety requirements of removal will be managed by the contractor. See the potential options matrix within the discussion section above.
Significance, Consultation and Engagement (internal and external)	None of the thresholds/criteria of the Council’s Significance and Engagement Policy has been met/exceeded.

6. Next Steps

· The Museum Group and the landowner are notified of the Board’s decision.

· Any resource or building consents are lodged.

· Request for quotes to remove the building are sought.

· The contract is awarded.

· The building is relocated.

7. Attachments

Appendix 1 - Clyde Police Lock-up Conservation Plan ⇩

Appendix 2 - The Museum Group's letter ⇩

Appendix 3 - FIN105 - Over Expenditure Justification Form ⇩

Report author:		Reviewed and authorised by:

Christina Martin		Garreth Robinson
Property and Facilities Officer (Vincent and Teviot Valley)		Acting Executive Manager - Planning and Environment
28/10/2021		5/11/2021

16 November 2021

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21.9.4 Alexandra Rugby Football Club Power Account

Doc ID: 546782

1. Purpose of Report

To consider a request from the Alexandra Rugby Football Club for reimbursement of a portion of historical electricity invoices.

Recommendations

That the Vincent Community Board

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

B. Declines the Alexandra Rugby Clubs request for compensation for historical electricity invoices.

2. Background

In June 2020 Council received a letter from the Alexandra Rugby Football Club, (the Club) requesting that Council reimburse the club $37,102.34 GST inclusive. The Club claims that over the past ten years it has paid for electricity costs at Molyneux Park that should have been paid for by the Council. Appendix 1.

3. Discussion

There are two separate issues for consideration. The Groundsman Shed and Bunker and the Stadium’s Park side changing rooms.

Groundsman Shed and Bunker

The groundsman’s shed was built by the Molyneux Park Charitable Trust in 2006. The construction of the bunker predates this by many years.

Upon investigation it was found that the groundsmen shed, and bunker were connected to the Club’s account. This occurred when Council upgraded the park’s irrigation system in late 2013. The original cable from the Stadium to the bunker had to be reburied at this time as the previous cable had failed and was non-compliant.

In discussions with a former Council staff member and the electrical contractor involved in this project, both recall a conversation with the Club seeking permission to connect this new cable to the Clubs lighting control box. Their recollection was that permission was granted, since very little power would be used. However, this agreement seems not to have been documented in writing.

As it was not viable to redirect the groundsmen shed and bunker onto a Council electricity meter, to rectify the situation a “check” meter was installed in October 2020.

The “check” meter is read every month and reimbursement for electricity used at the bunker and groundsman shed is paid by Council to the Club. A reimbursement rate of 21 cents per kWh based on averages of previous electricity invoices was agreed to with the Club. This now forms part of the Club’s lease agreement with Council.

Council has on average compensated the Club $16.79 per month for the electricity used by the bunker and groundsman shed since October 2020 when the “check” meter was installed.

Stadium’s “parks side” changing rooms

The changing rooms being connected to the Club’s meter is historical and likely dates back to when the Molyneux Park Charitable Trust, (the Trust) operated Molyneux Park.

In 2006 Council entered into a management agreement with the Trust. As part of this agreement the Trust were required to undertake a range of functions including:

· Collecting facility hire and rental charges.

· Changing room cleaning and services.

· Monitor water heating and report any problems to Council.

· Manage and clean 4 sports club changing rooms under the rugby club.

· Manage the changing rooms water heating system. (Council acknowledges that this system is overdue for replacement, which is not expected to be funded by the Trust).

The Trust received an annual funding grant from Council to assist with operations. The Trust augmented its income from user charges.

The final year of charging undertaken by the Trust was 2011. The Rugby Club was charged the following.

- $2,100 for the season (including changing rooms).

- Daily charge main oval (including changing rooms) $185.00.

- Daily charge back fields (including Changing rooms) $125.00.

Records indicate Council took over the management of the park and changing rooms from the Trust on 1st September 2011.

Currently the changing rooms are used exclusively by the Club for rugby games and practice from April to August/September each year. It is also used intermittently by cricket when 20/20 and other representative matches are held during summer. There is also the occasional casual booking that requires the use of the showers.

Councils booking data from 2013 is outlined in the table below. This indicates rugby have been the main user of the facilities with 312 bookings, particularly during the winter months. Bookings recorded by other user groups total 193 bookings – how many of these other user bookings used the showers is not recorded.

It should be noted that booking data for some years have not been well recorded. And that for many years the Club would turn the power to the showers off when not required.

Table below shows the bookings for the changing rooms since 2013.

	Rugby	Other		Rugby	Other

2013	44	22	2014	14	38

2015	56	23	2016	65	15

2017	29	30	2018	21	27

2019	32	15	2020	51	23

Between 2013 and 2018, Council through its fees and charges levied the Club on an annual per field basis, which included the use of the changing rooms.

For 2019/20 the yearly charge was a lump sum including the use of all grounds and facilities.

When Council was advised by the Club it no longer felt it should pay for the hot water, Council redirected the power used for the changing rooms to the Council meter, this work was completed on 30 September 2020.

A “check” meter was also installed on the hot water cylinder to measure its power consumption. The average monthly use of the hot water cylinder since October 2020 is 583.26 kWh per month. Applying the 21c per kWh agreed compensation rate above equates to $122.48 per month. See calculations in the table below:

Area	Average monthly power use $.	Length of compensation	Potential compensation
Bunker and groundmen shed	$16.79	8 years, 9 months	$ 1,762.95
“Park side “changing rooms	$122.48	**10 years	$14,697.60
		Total	$16,460.55

Notes:

**The length of compensation is not able to be determined for the changing rooms. The Club was paying for the changing room hire within their fees since 2013. The proposed average monthly compensation is based up 21c kWh on 2020 prices. Electricity prices have risen over the last ten years. The Club is seeking 10 years compensation the calculation is based upon this rate.

Compensation

Council identified that many of the historic electricity accounts received by the Club from their electricity supplier were estimated accounts not actuals. Therefore, to simply compare one year to the next would not provide an accurate picture of electricity consumption over time.

Council wrote to the Club in December 2020 explaining that electricity use data needed to be collected over a twelve-month period, analysed, then a report presented to the Vincent Community Board to discuss the Clubs letter before any form of compensation could be considered.

Council obtained the Club’s permission to work with their electricity company to resolve the issue of accounts being based on estimate readings only. This resulted in the Club being reimbursed $995.39 from their electricity company in July 2020. As of November 2020, smart meters were installed that are providing actual electricity consumption readings each month.

The arrangement for power at the bunker and groundmen shed was made with agreement by council and the rugby club. This was based on the understanding there would be minimal power use by the council contractor. On that basis it is not considered any compensation should be paid.

The situation of the Club covering the electrical costs of the “park side” changing rooms is one of long standing. The Club has asked Council to retrospectively cover costs for something the Club has had full knowledge of for many years and where the Club were the main user of the changing rooms.

The rugby club managed the power and had the ability to control usage. It is not considered appropriate to call on Council some years later for arrangement that we agreed, and Council had no control over. Council is not able to apportion the power charges to the groups who used the facility.

4. Options

Option 1 – (Recommended)

The Alexandra Rugby Football Club’s request for compensation for historical electricity invoices is declined.

Advantages:

· Unbudgeted money will not be required to cover a situation of long standing.

· All electricity meters are now either being directly charged to Council or a check meter is in operation to record electricity use that is then reimbursed to the Club on a monthly basis.

Disadvantages:

· The Club’s expectations of reimbursement are not achieved.

Option 2

The Alexandra Rugby Football Club’s request for compensation for historical electricity invoices is approved as per the compensation workings above of $16,460.55.

Advantages:

· The Club is reimbursed as per their request.

Disadvantages:

· The Board will be required to find money for compensation that has not been budgeted for.

· The Club would receive compensation

Option 3

Should the Board consider the Clubs request for compensation for historical electricity invoices is approved at an amount decided for by the board.

Advantages:

· The Club will receive some compensation.

Disadvantages:

· There is no budget allocated for any retrospective payment.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by allowing the Board to consider the request for compensation by a locally based sporting club.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Council’s fees and charges for 2021/22 levy the Rugby Club for senior players only $850 for the season. This includes use of the grounds and facilities. There is no allocated budget to cover compensation. Reserve funds would need to be used for any compensation payment.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The decision is not inconsistent with any Council plan or policy. There is a Reserve Management Plan for Molyneux Park, however this request sits outside the polices within that plan.
Considerations as to sustainability, the environment and climate change impacts	This decision does not impact on the sustainability of the environment in the district.
Risks Analysis	There are no risks identified with the recommendation.
Significance, Consultation and Engagement (internal and external)	This is not significant under Council’s significance and engagement policy.

6. Next Steps

· The Board’s decision is communicated to the Alexandra Rugby Club.

7. Attachments

Appendix 1 - Alexandra Rugby Club Letter ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	Garreth Robinson
Parks and Recreation Manager	Acting Executive Manager - Planning and Environment
19/10/2021	4/11/2021

16 November 2021

Logo, company name

Description automatically generated

21.9.5 Vincent Financial Report for the Period Ending 30 September 2021

Doc ID: 556967

1. Purpose

To consider the financial performance overview as at 30 September 2021.

Recommendations

That the report be received.

2. Background

The operating statement for the three months ending 30 September 2021 shows a favourable variance of $269k against the revised budget.

2021/22	AS AT 30 SEPTEMBER 2021					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income:
837	User fees & Other	199	185	14	˜	837
-	Development Contributions	-	-	-	˜	-
53	Other Capital Contributions	40	-	40	˜	53
3,323	Rates	766	772	(6)	˜	3,323
-	Reserves Contributions	61	-	61	˜	-
78	Internal Interest Revenue	12	18	(6)	˜	78
9,000	Land Sales	-	-	-	˜	13,000
13,291	Total Income	1,078	975	103	˜	17,291

	Expenditure
77	Rates expense	65	77	12	˜	77
163	Grants	31	10	(21)	˜	163
267	Other Costs	41	70	29	˜	275
750	Cost Allocations	182	180	(2)	˜	750
6,290	Cost of Sales	-	-	-	˜	6,290
14	Administrative Expenses	1	3	2	˜	14
660	Staff	162	153	(9)	˜	660
221	Fuel & Energy	53	55	2	˜	221
820	Contracts	153	251	98	˜	864
212	Building Repairs and Mtce	25	52	27	˜	208
62	Professional Fees	2	17	15	˜	62
73	Internal Interest Expense	9	17	8	˜	73
46	Members Remuneration	7	12	5	˜	46
966	Depreciation	241	241	-	˜	966
10,621	Total Expenses	972	1,138	166	˜	10,669
					˜
2,670	Operating Surplus / (Deficit)	106	(163)	269	˜	6,622
	This table has rounding (=/-1)

Income for period ending 30 September 2021:

Operating income reflects a favourable variance of $103k.

· User fees and other income has a favourable variance of $14k. Camping ground revenue is ahead of budget. Pool admissions are slightly behind budget. Pools were closed temporarily due to COVID-19 restrictions.

· Other capital contributions has a favourable variance of $40k. This can be attributed to the Ophir Hall cost centre. This favourable variance has resulted from the unspent grants from the previous year. These grants are from the Ministry of Business, Innovation and Enterprise (MBIE). The funding is for the Ophir Hall bathroom upgrade project and a donation has been received from the Ophir Welfare Committee for an upgrade to the lighting within the hall. There is still $21k of MBIE funding to be uplifted once the bathroom project is completed.

· Reserves contributions of $61k have been received year to date. These are difficult to gauge when setting budgets as they are dependent on developers’ timeframes.

2021/22	User Fees and Other Income					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Full Year Revised Budget
$000		$000	$000	$000		$'000
86	Camping Grounds	18	4	14	˜	86
270	Pool / Swim School	62	67	(6)	˜	270
294	Rentals & Hires	75	72	3	˜	294
45	Cemeteries	20	11	9	˜	45
-	Donations	-	-	-	˜	-
141	Other Misc Income	24	31	(6)	˜	141
					˜
836	Total User Fees Income	199	185	14		836
	This table has rounding (=/-1)

Expenditure for period ending 30 September 2021:

Expenditure has a favourable variance of $166k. These variances are detailed below:

· Grants has an unfavourable variance of ($21k). This relates to the timing within the full year budget of the Blossom Festival grant. Due to uncertainty around COVID-19 the decision to cancel the event was made and therefore the grant funding will be returned.

· Other costs at $29k, contracts at $98k and building repairs and maintenance at $27k all have favourable variances. These expenses are more needs-based and will vary against budget from time to time.

· Internal interest expense has a favourable variance of $8k, this reflects current low market interest rates.

Capital Expenditure:

Capital expenditure for the period ending 30 September 2021 reflects a favourable variance of $81k. The actual CAPEX spent, ended with 18% of the total revised budget.

2021/22	AS AT 30 SEPTEMBER 2021					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Parks & Reserves:
60	Camping Grounds	50	49	(1)	˜	121
55	Cemeteries	-	3	3	˜	90
92	Molyneux Pool	6	46	40	˜	185
346	Parks and Reserves	128	200	72	˜	605
28	Pioneer Park	4	4	-	˜	28
581	Total Parks & Reserves:	188	302	114		1,029
	Property:
220	Tarbert Street Building	6	33	27	˜	253
91	Alexandra Town Centre	-	15	15	˜	111
-	Clyde Community Centre	-	-	-	˜	21
259	Alexandra Community Centre	37	60	23	˜	414
-	Becks Hall	-	12	12	˜	12
15	Poolburn Hall	-	-	-	˜	15
-	Ophir Community Centre	114	4	(110)	˜	4
-	Molyneux Stadium	-	-	-	˜	52
585	Total Property:	157	124	(33)		882
1,166	Total Capital Expenditure	345	426	81		1,911
	This table has rounding (=/-1)

Parks and Reserves show an overall favourable variance of $114k:

· Parks and reserves have a favourable variance of $72k. The replacement of the Molyneux Park cricket nets and playground rubber matting projects are now complete.

· Alexandra Pool has a favourable variance of $40k. Equipment requirements are being evaluated and assessed.

Property has an overall unfavourable variance of $33k:

· Tarbert Street Building has a favourable variance of $27k. This is due to the timing of capital maintenance works being carried out. Projects include LED lighting upgrades and office upgrades.

· Alexandra Community Centre has a favourable variance of $23k. Design and costs are being worked through for the earthquake strengthening and Alexandra Memorial Theatre projects carried forward from prior year.

· Ophir Community Centre has an unfavourable variance of ($110k). This can be attributed to the Ophir Hall bathroom upgrade project. This project is being part-funded by a $210k grant from MBIE. This project is due for completion in November 2021.

Reserve Funds table for Vincent Ward

· As of 30 June 2021, Vincent Ward has an unaudited closing reserve funds balance of $2.69M. These are ward specific reserves and do not factor in the district-wide reserves which are in deficit at ($16.7M). Please refer to Appendix 1.

· Taking the 2020-21 unaudited Annual Report closing balance and adding 2021-22 income and expenditure, carry forwards and resolutions, the Vincent Ward is projected to end the 2021-22 financial year with a closing balance of $9.3M.

3. Attachments

Appendix 1 - Vincent Community Board Reserves 2021-22 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
26/10/2021	28/10/2021

Vincent Community Board meeting

16 November 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. 03 Nov 2021 Work is progressing with planting of the bank above the extension to Miners Lane now completed. Native grasses were used to help stabilise this area. Earthworks for the play area are nearing completion. A concept plan for the play area has been drafted and will be socialised with the Clyde School. At this stage delivery of any play equipment is unlikely before March 2022.
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. 03 Nov 2021 Molyneux Turf Incorporated have engaged a consultant to assist them in the preparation of a business case for the proposed turf. Completion date for this is unknown.
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
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
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. 03 Nov 2021 Committee request to retain grant presented to VCB for consideration - request declined. Grant to be reimbursed to CODC - committee advised and reimbursement pending.
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. 03 Nov 2021 Central Otago District Arts Trust advised staff that Cover-to-Cover Authors talks deferred till early 2022 - due to Author being in Auckland and unable to travel due to COVID restrictions. Winterstellar organiser has advised that they have sought advice regarding establishment of official entity. Staff will continue to liaise as necessary.
11/10/2021	Alexandra Blossom Festival Request to retain promotion grant	21.8.2	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.	Media and Marketing Manager	21 Oct 2021 Action memo sent to the Media and Marketing Manager and to Finance 03 Nov 2021 Correspondence provided to committee confirming requirement to refund grant plus details on process for doing so. Received confirmation from treasurer that the reimbursement will be processed within the one-month timeframe.
11/10/2021	Vincent Community Board Community Grant Applications 2021-24 Financial Year	21.8.3	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. 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 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 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 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 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 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 I. Declines a community grant for Historical Clyde Inc for a public art sculpture. 2021/222 Requested: $28,500 Decline: $0 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 K. Declines a community grant for Otago Country Cricket for an electronic scoreboard at Molyneux Park 2021/22 Requested: $25,000 Decline: $0 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 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 N. Approves a community grant for the Salvation Army for consent fees required to move a glass house. 2021/22 Requested: $297 Approve: $297 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 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	Community Development Officer	21 Oct 2021 Action memo sent to the Community Development Officer and to Finance. 03 Nov 2021 All applicants have been notified of the outcome of their application and instructions have been sent for uplifting invoices. Still awaiting on some applicants to reply and/or send through invoices.
11/10/2021	Proposal to Reclassify Area of Alexandra Town Belt (PRO: 61-2000-00)	21.8.4	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.	Statutory Property Officer	21 Oct 2021 Action memo sent to the Statutory Property Officer. 03 Nov 2021 Public consultation underway.
11/10/2021	2022 Meeting Schedule	21.8.5	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.	Governance Manager	21 Oct 2021 Action memo sent to the Governance Manager 03 Nov 2021 2022 meeting dates have been adopted by the Community Board. MATTER CLOSED

Vincent Community Board meeting

16 November 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

November 2021 – the Committee is continuing to progress the design plans and the formation of a charitable trust.

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 CLOSED

November 2021 – Report back received from Waiata Theatre Company). MATTER CLOSED

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

October 2021 – The engineering design for strengthening is finished. QS of this design has been received. When taking the approach of combining both the Stage Upgrade and the Earthquake Strengthening Projects the estimated construction costs are over the combined budget.

It has also been identified that an accessibility report and a fire report will be required as part of the building consent for both projects. The engineer has both reports underway. Any resulting costs to bring the building up to current code will also need to be factored into these projects.

The engineer has suggested council could opt for only the hall section of the Community Centre to be strengthened if the Theatre is not required for Emergency Management purposes. Council’s Emergency Management Officer has been consulted and confirmed this could be a possibility the Board may like to consider.

The engineer has been instructed to do further modeling to see how the parts of the complex will perform in an earthquake if they are at different strengthening levels. Once received a report to the Board for a decision to either provide further funding or to proceed but only strengthen the hall side of the complex to 67% will be tabled.

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

October 2021 – 224c application has been submitted. Once 224c is approved, titles can be applied for.

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.


AGENDA Vincent Community Board Meeting Tuesday, 16 November 2021
Date:	Tuesday, 16 November 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.
Louise van der Voort Acting Chief Executive Officer

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 Rangitahi) (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

Report author:	Reviewed and authorised by:

Nikki Aaron	Louise van der Voort
Community Development Officer	Acting Chief Executive Officer
3/11/2021	8/11/2021

Relocation options:	Total estimated budget:	Property notes:	District Plan considerations	Supported by the Museum Group?	Is public consultation required?	Potential risks:
Clyde Railway Station Recreation Reserve - near the railway station building	$46,000	- This land is classified Local Purpose Reserve (Recreation Reserve) vested in Council. - The land is managed by council's parks team under the Clyde Reserve Management Plan 2018.	- This site has a designation of "Recreation and Accessway Purposes” with an underlying residential zone. - Resource consent may be required.	No	To be confirmed	- Reduced risk that the building will need to moved again if the Briar Herb Factory Redevelopment Project goes ahead. - This is not the preferred location of the Clyde Historical Museum Group Inc. - There is the potential for the Lock-up to be opened up by ShebikesHebikes as they currently do this for the museum within the Clyde Railway Station. - If public consultation is required, any delay may then bring the removal outside Lot 2 owners requirement for the building to be removed by September 2022.
Blyth Street Museum - adjacent green space	$50,000	- This land is unclassified council free-hold land. - This green space holds a memorial plaque to commemorate the 100 years of local government. - There is a private water main from the council’s irrigation meter to the building which will need to be redirected. - This green space is managed by the council's parks team.	- This site has a designation of "Recreation Purposes" with an underlying residential zone. - The area is adjacent to the heritage precinct. - Resource consent may be required.	Yes	No	- This option has the highest potential risk that the Lock-up will need to be moved again if the Briar Herb Factory redevelopment goes ahead and the museum group moves all their functions to this site. - This is the preferred location option of the Clyde Historical Museum Group Inc. - Higher cost due to relocation of the water connection, but this will be required if the building is to be repurposed in the future.
Briar Herb Factory Site - temporary location in front of the Dairy building.	$23,000	- The land is unclassified council free-hold land. - This location was suggested by King House Removals as a potential temporary location site. - Light excavation required to get temp blocks level. - Temp location decreases estimated moving costs because the building will be placed on temporary foundations and no electricity will be connected.	- This site is zoned residential. - Resource consent may be required.	No	No	- The Lock-up will need to be moved again once a permanent site has been determined. - The Lock-up will not be utilised until it is in its permanent site. - This option is not supported by the Clyde Historical Museum Group Inc.
Don't relocate now	Options above + $60K for crane hire + cost escalation over time.	- King House Removal’s have advised that if the Lock-up is moved while the section next door was vacant then a 200T crane would be required to get the span required to lift the Lock-up over the top of the museum building. The crane transport and hire would add an estimated $60K onto removal costs.	N/A	No	Unknown	- The Lock-up will only be moved once. However, the cost to do so is higher than the cost of moving the Lock-up twice. - The Lock-up remains underutilised at the rear of the museum while the museum’s future is determined. - This option is not supported by the Clyde Historical Museum.

Report author:	Reviewed and authorised by:

Wayne McEnteer	Louise van der Voort
Governance Support Officer	Acting Chief Executive Officer
3/11/2021	8/11/2021