MINUTES OF A mEETING OF THE Cromwell Community Board
HELD VIA Microsoft Teams and Live Streamed
ON Tuesday, 29 March 2022 COMMENCING AT 2.05 pm

PRESENT:              Ms A Harrison (Chair), Mr T Buchanan, Cr N Gillespie, Cr C Laws, Cr N McKinlay, Mr B Scott

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), L Stronach (Team Leader – Statutory Property), A McDowall (Finance Manager), D McKewen (Accountant), G Bailey (Parks and Recreation Manager), G Robinson (Property and Facilities Manager), D Penketh (Project Manager – Property), R Williams (Community Development Advisor), W McEnteer (Governance Manager)

1                 Apologies

Apology

Committee Resolution 

Moved:               Gillespie

Seconded:          Scott

That the apology received from Mr Murray and an apology for Mr Buchanan be accepted.

Carried

2                 Public Forum

There was no public forum.

Note: Mr Buchanan joined the meeting at 2:07 pm.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Laws

Seconded:          Gillespie

That the public minutes of the Cromwell Community Board Meeting held on 15 February 2022 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

22.2.2         Application to Resurvey and Increase Easement Plan Area

To consider increasing the footprint of an existing easement corridor on Lot 7 DP 433991 being part of the Sugarloaf Scenic Reserve.

Committee Resolution 

Moved:               McKinlay

Seconded:          Scott

That the Cromwell Community Board

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

B.      Agrees to the area of the easement corridor on Lot 7 DP 433991 being resurveyed and increased in size (as shown in figure 6 of the report), to legalise the existing infrastructure and to allow an additional power cable to be installed to meet the applicant’s increased power requirements, subject to:

-    The applicants obtaining all permits and consents associated with installing the additional cable.

-    The applicants paying all costs associated with surveying the infrastructure and with the preparation and registration of the revised easement agreement.

-    The Chief Executive approving the new easement plan and agreement.

-    The Chief Executive being satisfied with any reinstatement/remediation works following any earthworks on the Reserve.

-    The consent of the Minister of Conservation.

C.      Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

Carried with Councillor Gillespie recording his vote against

22.2.3         Proposal to dispose of part of Record of Title OT13B/860 to Waka Kotahi New Zealand Transport Agency as agents of the Crown.

To consider disposing of approximately 2720 square metres of Record of Title OT13B/86, for the purpose of constructing a roundabout at the intersection of State Highway 8B and Barry Avenue, and to allow Waka Kotahi to exclude the public from a portion of Section 126 Block III Cromwell Survey District during construction of the roundabout and new footpaths.

After discussion it was agreed that a plan of the proposed footpath should be approved before any further work on the Big Fruit Reserve. The part of the recommendation discussing Waka Kotahi’s use of the Big Fruit Reserve was removed.

Committee Resolution 

Moved:               Gillespie

Seconded:          Laws

That the Cromwell Community Board

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

B.      Agrees to:

      Dispose of approximately 2720 square metres of Record of Title OT13B/86, being the parcels marked “A”  and “B” as identified in figure 2 of the report, to:

-    Waka Kotahi New Zealand Transport Agency as agents of the Crown.

-    In accordance with the provisions of the Public Works Act.

-    For $184,000 (One Hundred and Eighty Four Thousand Dollars) plus GST (if any).

                   Subject to:

-    The income being paid to the Cromwell Property General Account and held for the purpose of for the purpose of purchasing, enhancing, and/or maintaining, land within the Cromwell ward.

C.      Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

Carried

22.2.4         Proposed Road Stopping - Part Melmore Terrace

To consider stopping part of Melmore Terrace, Cromwell in accordance with the provisions of the Public Works Act 1981, to maximise the design options and overall development of the new Cromwell Memorial Hall/Events Centre.

After discussion it was agreed that at this stage the footprint requirements were unknown for the memorial hall and that the road stopping may not be needed. It was agreed that the item should be left on the table until a final design was known.

Committee Resolution 

Moved:               Buchanan

Seconded:          Scott

That the Cromwell Community Board

Agrees to leave the item to lie on the table until such time as the Board considers the final design for the Cromwell memorial hall/events centre project.

Carried

22.2.5         Closing of the Cromwell Memorial Hall

To consider the closing of the Cromwell Memorial Hall and the project delivery process for the Cromwell Town Hall/Events Centre Project.

After discussion it was agreed that the hall should not be demolished until there is a plan to replace it. It was agreed that the item should be left on the table until concept plan was known.

Committee Resolution 

Moved:               Scott

Seconded:          Buchanan

That the Cromwell Community Board

Agrees to leave the item to on lie the table until 9 May so the Board has the opportunity to consider the concept plans and high-level financial estimates prior to a decision.

Carried

22.2.6         Cromwell Financial Report for the Period Ending 31 December 2021

To consider the financial performance overview as at 31 December 2021.

Committee Resolution 

Moved:               Laws

Seconded:          Scott

That the report be received.

Carried

6                 Mayor’s Report

22.2.7         Mayor's Report

His Worship the Mayor gave an update on his recent activities in the Cromwell Ward. He gave an update to Members on current issues in the Three Waters space before responding to questions.

Committee Resolution 

Moved:               Harrison

Seconded:          Gillespie

That the Cromwell Community Board receives the report.

Carried

7                 Chair's Report

22.2.8         Chair's Report

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

· Mentioned that a lot of time has been taken with the response to Omicron at school.

· Noted a pull back from most face to face commitments recently.

· Noted an interview with Radio Central after the last CCB meeting.

· Mentioned being part of a strategic leadership programme with the Springboard Trust.

· Noted her fortnightly column for Cromwell News.

Committee Resolution 

Moved:               Harrison

Seconded:          Laws

That the report be received.

Carried

8                 Members' Reports

22.2.9         Members' Reports

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

Mr Scott reported on the following:

· Noted that a lot of events had been cancelled recently

· Attended the Cromwell business breakfast and noted the presentation there from the Cromwell Promotions Group.

Councillor Gillespie reported on the following:

· Attended a meeting of the Hearings Panel.

· Attended the March Council meeting and gave Members an update on items discussed.

· Noted that Central Otago was in a restricted fire season.

· With the end of daylight savings, reminded the community about checking smoke detectors in their houses were working correctly and that chimneys were cleaned and ready for use.

· Congratulated Connect Cromwell for the installation of the disc golf course.

· Noted the volleyball nets at the Alpha Street reserve and although he had not heard anything about them going up, that they were a good idea.

Councillor Laws reported on the following:

· Attended the March Council meeting and updated Members on items discussed.

· Noted a possible trustee to join Cromwell Community House.

· Noted she was unable to attend Historic Precinct meeting.

Mr Buchanan reported on the following:

· Addressed a need for more public toilets in Tarras.

· Noted that he has had no recent communication with the Bannockburn Reserve committee due to the Covid situation.

Councillor McKinlay reported on the following:

· Attended the March Council meeting and updated Members on topics that were discussed there.

· Discussed the Future of Local Government session at the Council meeting.

Committee Resolution 

Moved:               Laws

Seconded:          McKinlay

That the report be received.

Carried

9                 Status Reports

22.2.10       March 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:               Gillespie

Seconded:          Laws

That the report be received.

Carried

10               Date of The Next Meeting

The date of the next scheduled meeting is 9 May 2022.

11               Resolution to Exclude the Public

Committee Resolution 

Moved:               Scott

Seconded:          Laws

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)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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
22.2.11 - 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 3.55 pm and the meeting closed at 4.03 pm.