MINUTES OF A mEETING OF THE Vincent Community Board HELD VIA MICROSOFT TEAMS AND LIVESTREAMED ON Tuesday, 1 February 2022 COMMENCING AT 2.00 pm

 

PRESENT:              Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms A Robinson, Ms S Stirling-Lindsay

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), C Martin (Property Officer – Vincent and Teviot Valley), A McDowall (Finance Manager), K McCulloch (Corporate Accountant), M De Cort (Communications Coordinator),  R Williams (Governance Manager), W McEnteer (Governance Support Officer)

 

1                 Apologies

There were no apologies.

2                 Public Forum

There was no public forum.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Stirling-Lindsay

Seconded:          Robinson

That the public minutes of the Vincent Community Board Meeting held on 16 November 2021 be confirmed as a true and correct record.

Carried

 

4                 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

 

5                 Reports

22.1.2         Ophir Hall - Bathroom Renovation Project

To consider funding approval for the Ophir Hall Bathroom Renovation Project.

It was noted that a letter of congratulations should be sent to the Ophir Hall Committee, particularly Malcolm Topliss.

 

 

 

Committee Resolution 

Moved:               Garbutt

Seconded:          Browne

That the Vincent Community Board

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

B.      Approves the Ophir Hall Bathroom Renovation Project’s deficit of $21,047 is funded from the Ophir Hall Investment Account (4413).

Carried

 

22.1.3         Clyde Hall - The Clyde Theatre Group Incorporated Lease

To consider granting a lease to the Clyde Theatre Group Incorporated.

Committee Resolution 

Moved:               Claridge

Seconded:          Robinson

That the Vincent Community Board

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

B.      Agrees to grant a lease of approximately 44m2, as outlined in the report, over Section 1 Block X Town of Clyde to the Clyde Theatre Group Incorporated.

This lease is subject to the Community Leasing and Licensing Policy. The general terms and conditions are as follows:

Commencement Date:

1 July 2021.

Term:

Fifteen years.

Rights of Renewal:

One of fifteen years.

Final Expiry Date:

30 June 2051.

Annual Rent:

$307 per annum.

Rent Review:

5 yearly. The rent review is to be carried out as per the terms of the Council’s current Leasing and Licencing Policy.

Permitted Use:

The demised area shall be used solely for the purposes of theatre storage.

Special Conditions:

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

The tenant reserves the right to terminate the agreement with six months’ notice if they do not require part or whole of the occupied areas for the purposes of theatre storage.

 

Carried

 

 

 

 

 

 

 

22.1.4         Clyde Hall - 50 (Alexandra) Squadron Air Training Corps Lease

To consider granting a lease to the 50 (Alexandra) Squadron Air Training Corps.

Committee Resolution 

Moved:               Browne

Seconded:          McPherson

That the Vincent Community Board

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

B.      Agrees to grant a lease of approximately 28m2, as outlined in the report, over Section 1 Block X Town of Clyde to the 50 (Alexandra) Squadron Air Training Corps.

The general terms and conditions are as follows:

Commencement Date:

1 July 2021

Term:

Fifteen years

Rights of Renewal:

One of fifteen years

Final Expiry Date:

30 June 2051

Annual Rent:

$285 per annum

Rent Review:

5 yearly. The rent review is to be carried out as per the terms of the current Council’s Leasing and Licencing Policy.

Permitted Use:

The demised land shall be used solely for air cadet training.

Special Conditions:

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

 

The tenant reserves the right term to terminate the agreement with six months’ notice if they do not require part or whole of the occupied area for the purposes of air cadet training.

 

Carried

 

22.1.5         2022-23 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets for inclusion in Council’s Annual Plan 2022-23 process and the 2022-23 fees and charges schedule.

It was noted that there were two errors in appendix 1 of the report that had since been found and rectified. The first was in the Vincent grants line, where the grant for Central Stories had been counted twice. The other was a missing line from Property and Facilities for hireage and meeting rooms used which increased income by $21,000.

 

Committee Resolution 

Moved:               McPherson

Seconded:          Claridge

That the Vincent Community Board

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

B.      Agrees the draft Vincent ward 2022-23 Annual Plan budget and recommend to Council for inclusion in the 2022-23 Annual Plan.

C.      Agrees to accept the Vincent ward 2022-23 fees and charges schedule and recommend to Council for inclusion in the 2022-23 Annual Plan.

Carried

 

22.1.6         Appointments to External Bodies

To consider the Board’s appointments to external organisations.

Committee Resolution 

Moved:               Garbutt

Seconded:          Robinson

That the Vincent Community Board

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

B.      Agrees that all appointments to external organisations are liaison roles.

C.      Agrees that the Vallance Cottage Working Group be added to the list of external appointments.

D.      Agrees that the relationship with the Ophir Welfare Association Committee and the St Bathans Area Community Association be on an as required basis.

E.      Works with the Alexandra Blossom Festival Committee to remove the requirement of the Chair of the Community Board needing to be the Chair of the Blossom Festival.

Carried

 

6                 Mayor’s Report

22.1.7         MAYOR'S REPORT

His Worship the Mayor gave an update on recent activities. He commented on the current covid-19 situation. He spoke about the success of the Lake Dunstan trail and also the recent cricket tournament that was held at Molyneux Park. He then responded to questions from members.

Committee Resolution 

Moved:               McPherson

Seconded:          Garbutt

That the Vincent Community Board receives the report.

Carried

 

7                 Chair's Report

22.1.8         Chair's Report

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

·         Spoke to the current issues of covid-19 and the council response.

·         Spoke to the current issue of wilding pines in the district.

·         Attended a meeting of the Hearings Panel.

·         Attended the January Council meeting and updated members on topics discussed.

Committee Resolution 

Moved:               McPherson

Seconded:          Claridge

That the report be received.

Carried

 

8                 Members' Reports

22.1.9         Members' Reports

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

Ms Stirling-Lindsay reported on the following:

·         Commented that the Alexandra BMX Club hosted the South Island Championships. Noted that it was very successful, and that accommodation in Alexandra and Cromwell was full due to the event.

·         Noted the number of riders using the Lake Dunstan trail. Also commented on the good work being done by the Coast Guard.

·         Noted that currently there is a rental housing shortage in Central Otago.

·         Noted that the first meeting of the Blossom Festival was tonight.

Ms Robinson reported on the following:

·         Attended the  LandSAR end of year BBQ in December.

·         Attended Cromwell Primary School farewell for the recently retired principal, Wendy Brooks.

·         Attended the Art at the Packing Shed exhibition. Noted that it was well attended.

·         Commented on using the new Matangi bike park. Noted the number of riders using the trail.

·         Noted the occurrence of bacteria in Butchers Dam.

Councillor Cooney reported on the following:

·         Attended December Council Planning and Regulatory portfolio pre-agenda meeting and noted issues discussed at that meeting.

·         Attended the Audit and Risk meeting and updated members on issues discussed at that meeting.

·         Attended the December Council meeting

·         Attended a residential plan change workshop.

·         Attended January Council Planning and Regulatory portfolio pre-agenda meeting and noted issues discussed at that meeting.

Dr Browne reported on the following:

·         Attended a planning session for U3A and noted that sessions would begin in April.

·         Attended a Central Stories meeting and noted meeting the new coordinator there, Mo Fenton.

·         Attended a performance at central stories by the Waiata Theatre Group.

·         Attended the Art at the Packing Shed exhibition.

·         Lamented the loss of arts events due to covid-19.

·         Noted that there had a number of power outages lately.

Mr Garbutt reported on the following

·         Attended a planning meeting for U3A.

·         Attended the drop in session regarding the wilding pines at the Half Mile.

·         Attended a board meeting of the Central Otago Heritage Trust.

·         Attended the elected members Christmas lunch.

·         Noted current issues regarding covid-19.

·         Attended the Omakau trotting meeting.

·         Hiked at Mt Aspiring National Park.

·         Commented on the Lake Dunstan cycle trail. Noted the repair of the track and the swift removal of weeds and other debris when it became an issue.

·         Noted communications regarding the Clyde holiday camp.

·         Noted that the Hospice fundraising dinner had been postponed due to uncertainty around covid-19.

Councillor Claridge reported on the following:

·         Attended the January Council meetings. Noted the public forum speakers at that meeting and issues discussed at that meeting.

·         Attended the drop in session regarding the wilding pines at the Half Mile.

·         Attended the Great Naseby Water Race in Naseby.

·         Noted that funeral directors are now seen as critical health workers, which she noted could mean access to rapid antigen testing.

Committee Resolution 

Moved:               McPherson

Seconded:          Garbutt

That the report be received.

Carried

 

9                 Status Reports

22.1.10       February 2022 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:          Robinson

That the report be received.

Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 22 March 2022.

11               Resolution to Exclude the Public

Committee Resolution 

Moved:               McPherson

Seconded:          Stirling-Lindsay

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 from 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

22.1.11 - February 2022 Confidential Governance Report

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

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

 

Carried

 

The public were excluded at 3.07 pm and the meeting closed at 3.09 pm.