Agenda of Vincent Community Board meeting

Vincent Community Board Agenda

22 March 2022

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.

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.

22 March 2022

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5 Reports

22.2.2 Half Mile Recreation Reserve And Wilding Conifer Removal

Doc ID: 560479

1. Purpose of Report

To consider the removal of wilding conifers from the Half Mile Recreation Reserve in Alexandra and redevelopment of the site, as part of a wider planned wilding conifer removal programme within the Vincent Ward.

Recommendations

That the Vincent Community Board

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

B. Agrees to the removal of all wilding conifers on the Half Mile Recreation Reserve and following their removal, begin to implement landscaping in general accordance with Concept Masterplan Option A - Natural Central Otago Landscape.

C. Agrees to funding the development of the site from the Alexandra Reserves Contribution Fund to the value of $138,000.

D. Directs staff to explore other opportunities for external funding of the development of the reserve.

E. Agrees to progress the programme for the removal of wilding conifers at Boot Hill, Lower Manorburn Dam Reserve and Alexandra Airport as funded in the Long-term Plan.

2. Background

The issue of wilding conifers has been known for a number of years, with increasing awareness of the threat of wildings to landscapes, rural productivity, water yield, indigenous biodiversity and dangerous wildfire. Over the years Council has been approached many times by members of the community, and community groups requesting that the issue of wilding pines be addressed in the district. Approaches have been made through annual and long term plan submission processes and also in meetings with senior staff explaining the extent of the problem and requesting that Council get involved in tree removal. Whilst the Council has traditionally considered the matter best dealt with at a regional level, it has committed to addressing the issue on its own land through the Long-term Plan.

When considering the issue of wilding conifers and their removal it is useful to understand the wider context, where responsibilities lie and how the removal of wilding conifers is funded.

National Context

An independent report commissioned by the Ministry for Primary Industries (MPI) on behalf of the New Zealand Wilding Conifer Management Group, addressed the status of wilding conifers in New Zealand. As a result of the independent report ‘The right tree in the right place : New Zealand Wilding Conifer Management Strategy 2015-2030’ (the national strategy) was developed. The strategy identifies that wilding conifers are a serious and pressing established pest in New Zealand, and that they reduce the productivity of primary industry, and damage the environmental values that New Zealand is renowned for.

Under the strategy, key participants in wilding conifer management governance are identified as MPI, regional councils, Department of Conservation. territorial authorities, the Ministry of Defence, Land Information New Zealand, land occupiers, and voluntary initiatives. The national strategy clarifies roles and responsibilities of Central Government, regional council’s and territorial local authorities, and it also references land occupier’s roles in the management of wilding conifers.

For reference the National Wilding Conifer Management Strategy can be found on the following website: www.wildingconifers.org.nz.

The strategy has objectives of gaining funding for early intervention for both Crown and private land occupiers in wilding conifer control, and for fair allocation of costs through cost sharing.

The Government has allocated $100m over four years towards the control of wilding conifers via regional councils. For wilding conifer control, typically there is an 80/20 funding split, where the Government, via the regional council, contributes 80% and the landowner contributes 20% of the cost. The National Wilding Conifer Control Programme provides the framework for stakeholders to work together to reduce the negative impacts of wilding conifers. The National Wilding Conifer Control Programme can be found on the following website: www.wildingconifers.org.nz.

Otago Regional Council

The strategy and control programmes are supported by the Otago Regional Council (ORC) where wilding conifers are identified as plant pest species in the Regional Pest Management Plan 2019 – 2029 (the Plan).

Under the Plan, the district council has no legal obligations to remove wildings however, ORC strongly supports activities that align with their progressive containment objectives for wilding conifers. The Plan provides the framework for stakeholders to work together to reduce the negative impacts of wilding conifers upon the landscape.

Some of these negative effects include:

· Loss of landscape and aesthetic values

· Conservation values, including loss of indigenous biodiversity unique to the Central Otago area

· Loss of productive land

· Hydrological values

· Dangerous wildfires

Modelling by the ORC and others shows that wilding conifer seed has been recorded to be dispersed 40kms from the seed source but are primarily recorded up to 10kms from the parent trees. Eliminating the seed source would protect the investment spent on those properties undertaking conifer control, and begin to control effects on landscape, rural productivity, indigenous biodiversity and water yield as detailed above.

ORC have estimated that if the wilding conifers are not controlled until 2041, the cost to control them will be estimated 10 to 100 times more than the initial cost to control them in 2021/2022.

Central Otago District Council

Planting of wilding conifers is not a permitted activity in the Central Otago District Plan, and rules require that resource consent must be applied for and granted, to permit planting of a number of conifer species including: Douglas Fir, European Larch, Ponderosa Pine, Bishops Pine, Maritime Pine, Radiata Pine, and Corsican Pine. The reason cited in the district plan is that tree planting with species that have spreading vigour has the potential for adverse effects upon amenity and ecological values in terms of wilding spread.

Planting of Lodgepole Pine is a prohibited activity in the district plan ecognizing that this is the species with the greatest vigour, and therefore this species cannot be planted anywhere in the district, and nor can consent be applied for.

The Central Otago District Tree Policy 2020 contains an objective of avoiding planting trees on Council land that have the potential for invasive growth, or any plants designated as “pests” by the Otago Regional Council, or with propensity to become a wilding tree.

Parliamentary Commissioner for the Environment

In November 2021, the Parliamentary Commissioner for the Environment, Simon Upton, released a report titled “Space Invaders, a Review on how New Zealand Manages Weeds that Threaten Native Ecosystems”.

The report references the cost of wilding pines to the economy and states that if not managed is estimated to be more than $5 billion. Farmers are losing grazing to wilding conifers, homeowners houses are threatened by wild fire, habitats are being lost and water yield is being lost in some habitats. The report cites the Ohau fire where 50 homes were lost and 1600 hectares of DOC land were burnt, and the Twizel fire where 3500 hectares of land containing wilding pines and scrub was burned. The Commissioner notes in the report that whilst $100 million is being set aside by the Government he believes it will cost significantly more to get the problem of wilding pines under control. He also noted that not unsurprisingly it is no longer possible to get carbon credits for wilding trees.

Iwi

The Kāi Tahu ki Otago Natural Resource Management Plan 2005 specifies the spread of exotic wilding trees and other woody weeds as an issue that adversely affects cultural landscapes.

Aukaha has advised that Kāi Tahu are broadly supportive of the wilding pine removal for a number of reasons, including their effects on water yield and water quality; effects on indigenous biodiversity; and their adverse effects on landscapes, particularly where this affects cultural sites and landscapes (wāhi tūpuna).

They made the following comment: The Half Mile Reserve is part of a broader mapped wāhi tūpuna – the Mata-Au River Trail. This wāhi tūpuna has a range of cultural values including mahika kai, ara tawhito (ancestral trails), nohoaka, and as a water transport route. It is highly likely that these values will be enhanced by the removal of the wilding pines, particularly if restoration of indigenous vegetation is contemplated as part of this project. Alexandra is an important confluence (known as Kāmoanahaehae) of the Mata-Au (Clutha) and Manuherekia rivers.

It is the view of Aukaha that the removal of the wilding pines aligns well with Kāi Tahu aspirations for the environment and wider cultural landscapes or wāhi tūpuna. This is particularly the case if restoration of indigenous species suited to this ecological district is contemplated as part of this project.

Aukaha is the Rūnaka based consultantcy that serves: Te Rūnanga o Waihao; Te Rūnanga o Moeraki; Kāti Huirapa Rūnaka ki Puketeraki; Te Rūnanga o Ōtākou, and Hokonui Rūnanga

Land owners

In terms of landowners taking responsibility for controlling the pest on their properties, there are many examples, locally and throughout New Zealand of landowners taking up the challenge. Some properties are more threatened than others and this was highlighted on the TVNZ programme of Country Calendar on 27 February where a 2400 hectare North Canterbury farm was featured. Just under half of that farm was under threat from infestation of wilding pines where the seed source was a neighbouring forested area. The farmers had been trying to stop the march of wilding pines for over 30 years, and determined they needed to “do something drastic”. They had tried to address the problem under the MPI recommended method of cutting the trees down, but that had not worked so they were resorting to fire. They considered the problem had become such that burning was the only option to protect their productive land and protect remaining biodiversity on the property.

The Central Otago Wilding Conifer Control Group

The Central Otago Wilding Conifer Control Group (COWCCG) was formed in 2013 to respond to the mounting concerns about the impact and spread of wilding conifers on the Central Otago landscape.

COWCCG have developed a strategy titled ‘The Central Otago Wilding Conifer Strategy 2020 -2025’ which is contained in Appendix 1. The group’s vision is: “Central Otago natural landscapes, areas of ecological significance and productive pastoral lands are protected from the impacts of wilding conifer”’.

The group source funding, with the aim of protecting areas of ecological significance and productive pastoral lands from the impacts of wilding conifers.

The COWCCG receive funding through several different funding streams, including a targeted ORC rate and a $20,000 grant from Council, the latter to cover administrative costs. This group is made up of community representatives who coordinate the wilding conifer control efforts and obligations of agencies and landowners. They identify sites of concern and assist with the engagement of contractors and the contribution of costs from various parties to enable the removal of wilding conifers.

The Central Otago Wilding Conifer Control Funding Diagram is attached as Appendix 2.

Over the years Council has provided support to the group with funding and staff support in administrative roles. A Councillor has been appointed to the COWCCG as a liaison person since 2019.

3. Discussion

In more recent years members of the COWCCG have had a number of meetings with Council staff to discuss the extent of the problem of wilding conifers. They have provided information demonstrating that the Central Otago climatic conditions are perfect for seed dispersal which has resulted in prolific spread of wilding conifers. The group emphasised that conifers on Council owned land are contributing to spread on nearby farmland making any efforts to control wilding conifers on those properties less effective. The group encouraged Council to show leadership and take land owner responsibility by committing to the removal of wilding conifers from Council land. The areas identified by the group in the vicinity of Alexandra are: The Half Mile Recreation Reserve, Boot Hill, Lower Manorburn Recreation Reserve and Alexandra Airport.

Council agreed to include funding in the long-term plan for a period of three years to address wilding pines on those identified properties. $150,000 was approved over three years on the understanding that the majority of the cost of removal would be funded by the national programme.

The Half Mile Reserve was identified by COWCCG as a significant “take off” site due to location, elevation and prevailing winds, meaning that the seed is readily dispersed by the prevailing westerly winds to the slopes across the state highway and Clutha Mata-au river. The reserve was identified as the first priority for this reason, and because nearby farms, some of which were undertaking costly conifer control, were still being subjected to seed dispersal from Council property. Removal was programmed to commence on 2021/22.

A discussion with farmer, Neil Sanders, indicated that he has been quite convinced for some years that the seed that is causing wilding pines on his property is coming from the Bridge Hill area from the northwest wind. Mr Sanders farms Doctors Point Station which is about 2 km due east of the Half Mile Reserve across the Clutha Mata-au river.

Mr Sanders has been slowly but progressively undertaking poisoning of wilding conifers on his farm. He advised that he commenced wilding conifer control after witnessing the prolific spread near Twizel where a few trees had become almost a forest over a reasonably short number of years.

He is working on the problem slowly but can see that the seed in the soil will take a long time to control and this will be a problem over a number of years. He supports the removal of the trees at the Half Mile because he considers they contribute to the problem on his property, and removal on Council land will slow the spread.

Two other land owners whose properties are situated on the Half Mile in the Bridge Hill area are about to commence wilding conifer removal. Together they will remove close to ten hectares of wilding conifers. In discussion, one land owner said they do not want to be responsible for the escalating problem of wilding pines so they propose to remove the trees and replant their property in native species.

The Half Mile Recreation Reserve (the Reserve) was gazetted and vested in Council in 1973. Early photographs of the reserve show the area devoid of trees until at least 1956. At some time between 1956 and the early 1980s it is understood that conifers were planted on the site to provide, shelter, dust suppression and amenity. The trees were not planted as a commercial forestry plantation, and over the years have matured and seeded to form a woodlot of variable density.

Initial plans were to clear fell the site in October 2021, with the slash to be chipped and left in piles. When neighbouring residents learned of the proposal, they reacted strongly about the removal of the trees stating that the trees have value for amenity, shelter and as an attractive entrance to Alexandra. Given the strong sentiment, the project was paused so that the details could be shared with community, including proposed re-planting, and to enable community views to be better understood. A drop-in session was held on 22 November 2021 where members of the public were invited to provide feedback on a draft concept plan of what the site could look like following the removal of the wilding conifers. The initial draft concept plan is attached as Appendix 3.

Approximately 35 people attended the drop-in session with a range of feedback being provided.

Summary of feedback.

Six residents sent through emails or letters, and 11 people provided feedback on Facebook which has been included in this data. While other feedback was received, either it did not fit within the scope of this analysis (e.g., trees were planted intentionally), or was largely in relation to whether the pine trees should be felled or retained.

The top three themes through the feedback included:

· loss of the amenity

· concerns about wildlife and biodiversity

· area is a pleasant entrance to Alexandra

Some anonymous statements to demonstrate this feedback are:

“The pines that currently sit in this area are mature and give a suitable roosting place to protect the native birds.”

“These are my favourite part of coming home to Alexandra, it would be devastating to see them go”

“…a safe place for tramping among beautiful trees and native birds.”

“…it’s our primary recreation area”

“That reserve is hugely popular with walkers, dog walkers, organised groups, trials bike groups etc.”

Feedback is shown in the graph below:

One neighbour has provided a comprehensive response to the issue, and has raised among other matters, concern about a population of Schist Gecko and other wildlife that will be impacted from the removal of trees. That resident’s letter is attached as Appendix 4.

This possible population of Schist Gecko has subsequently been discussed with the Department of Conservation (DOC) who will provide information on this matter at the meeting.

The Haehaeata Natural Heritage Trust are in support of wilding conifer removal on the Half Mile reserve and have provided some additional information. This is summarised below.

“Before humans arrived, Central Otago couldn’t have been more different. The vast expanses and tussock clad hills of today are just a more recent part of the natural history.

From past studies and what the Trust has found in refuge populations, shrub lands contained a diverse mix of species including Coprosma, Kōwhai, Olearia, native Broom and Hebe. These would have predominated sites like the Half Mile, with forests of Totara, Matai, Broadleaf, and Lancewoods cloaking the hills at higher elevations.

At sites just down the road the Trust have been involved in a native revegetation project with plant selection specific to the site and providing of native species. While only in its first year (and with irrigation) it is doing extremely well with an approximate 95% success rate. This is planned to be a multi-year project.

Further up the road at the Flat Top Hill Conservation area, we have an ongoing, multi-year, dryland restoration project. Over 1,000 plants have been planted there to date and we are gaining excellent information on what survives and thrives. Linking these projects up with further native plantings at the top of the Half Mile goes part of the way to creating a wildlife corridor which is a very exciting prospect.”

The Haehaeata Natural Heritage Trust has supplied a list of dryland plants that will grow within the Half Mile reserve, these have been incorporated into both concept plans.

Along with the Haehaeata Natural Heritage Trust support and advice, the Half Mile site lends itself for wider community involvement for its redevelopment over time. This could include schools, individuals, and other community groups. These opportunities will be explored further following a decision by the Board.

Draft Concept Plan

Feedback on the initial draft concept plan included the following comments:

· stage the plan

· plant natives and ensure there is irrigation in place

· consider shelter from wind and dust and noise mitigation

· consider community planting and maintenance

· concerns over loss of the amenity

· pines absorb CO2 better than natives

· length of time for new trees to grow

Others also commented on whether they agreed that the trees should be felled or remain in place. It is unknown whether people who attended the drop-in session are the same people who have been included in the analysis of online feedback.

As this is such a small sample size, it is not statistically significant. However, the feedback provided useful information that has been incorporated into future planning of the reserve.

The feedback was provided to the landscape architect engaged by Council to develop a landscape plan for the site. As a result of the feedback, two new concept masterplans have been developed for the site: one utilising the existing natural landscape; and the other providing a more urban park. The concept masterplans are attached as Appendix 5.

Concept Masterplan Option A- Natural Central Otago Landscape - is based on minimal redevelopment following the removal of the wilding conifers revealing the existing tors and unique features of the landscape. The site would be retained as an open landscape, reflective of the surrounding Central Otago landscape.

Native tree planting is proposed along the northern boundary to provide a wind break for the residents to the north from southerly winds.

Concept Masterplan Option B – Amenity Landscape - provides a reserve with significantly more amenity value including formed trails, picnic areas and amenity planting, that can be used by walkers or casual riders. A formed trail network weaves across the site through the existing natural landscape and historical features. It is intended that the space provides an opportunity for the user to explore the site on their own accord or stick to the trails and follow one of the various loops around the reserve.

This option also has native tree planting proposed along the northern boundary to provide a wind break for the residents to the north from southerly winds. There is no water connection to the site, the immediate neighbours have private connections. This option provides for some water tanks to be placed on site to provide water to key areas for plant establishment.

4. Financial Considerations

The Board has allocated $25,000 for the removal of wilding conifers in the 2021/22 financial year. It is intended that this is Council’s contribution to the removal of the Wilding Conifers on the Half Mile Recreation Reserve. The removal of the trees is anticipated to be cost neutral, so the exact timing of their removal will be subject to log prices.

For the Half Mile reserve, it has been negotiated that the Council budget allocation will be used to chip the slash, rather than leaving it strewn across the site as is typical in most logging operations. This will leave a much tidier site for redevelopment. The mulch will be used on site, after a suitable time to allow composting to eliminate any seeds within the heaps.

Due to the inaccessibility of many stumps and the additional cost involved to remove them; they will remain in-situ. They will eventually rot away but during that time will provide a soil stability function allowing time for any plantings to become established.

At present Council does not undertake any operational maintenance within this reserve. To date it is understood that any maintenance has been undertaken voluntarily by locals. As this is a Council owned public reserve it is appropriate for budget to be allocated for operational maintenance. A budget proposal for maintaining this site will be provided to the Board for consideration depending on the decisions made regarding the removal of wilding conifers and future redevelopment options.

The redevelopment concept plans for consideration have different costs for implementation. The below costs are estimates based on the concept plans and would be refined once more detailed design is undertaken. Items such as the water tanks, play equipment, park furniture are capital items.

Concept Masterplan Option A- Natural Central Otago Landscape

1.2 Trees	88 No.	$150 each	$ 13,200
1.3 Native planting (including soil prep and plants) *	2500 m²	$50 per m²	$125,000
TOTAL:			$138,200

Concept Masterplan Option B – Amenity Landscape

2.1 Water Tank (25000L Tank) and associated irrigation	2 No.	$5,000 each	$ 10,000
2.2 Formed trails (informal earth pathways)	2,244 m	$50 per m	$112,200
2.3 Lawn	4,867 ^m²	$25 per m²	$121,675
2.4 Trees	170 No.	$150 each	$ 25,500
2.5 Native planting (including soil prep and plants) *	7630 m²	$50 per m²	$381,500
2.6 Park furniture (seats, signs) capital	1 Lump Sum Figure		$20,000
2.7 Potential Playground -capital	1 Lump Sum Figure		$ 35,000
TOTAL:			$705,375

There is no budget allocation for the implementation of either concept plan. A budget would need to be allocated through the next Annual or Long-Term Plan or from a reserve account. The most appropriate reserve account for funding this project is the Alexandra Reserves Contribution Fund. It had a balance on 30 June 2021 of $508,000 (note $333,000 of this Fund is already committed for the Omakau Community Hub project).

There are several agencies that provide grants for projects like this, including the Otago Regional Councils - Eco Fund. The Government also have grants available that this project could fit within. Not all are available for Council to apply for but are available for community groups and trusts to access.

If the recommendation is adopted by the Board, it is proposed that detailed work on costs is undertaken. This will also include what third party funding amounts are available that could be applied for and by whom for this project. This will then be presented at the next Board meeting.

For other sites where wilding conifers are programmed for removal consultation will be undertaken with affected parties prior to any work being undertaken. Budget requirements for any redevelopment work on these sites will be considered by the Board as part of future annual or long term plans.

5. Options

Option 1 – (Recommended)

That the Vincent Community Board approves the removal of all wilding conifers on the Half Mile Recreation Reserve and following their removal begin to implement Concept Masterplan Option A- Natural Central Otago Landscape to redevelop the site.

Advantages:

· Wilding conifers are removed as a seed source to neighbouring properties

· Council shows leadership and responsibility as a landowner by controlling wilding conifers

· Reduction of the risk of wild fire to neighbouring properties

· The Half Mile Recreation Reserve and entrance into Alexandra will be enhanced by making the existing iconic tor landscape more visible

· Council can work with community groups and volunteers to develop the community space

· New planting will enhance biodiversity over time

Disadvantages:

· Some neighbouring properties may be affected by wind

· The entrance to Alexandra will be altered and temporarily less attractive while in development

Option 2

That the Vincent Community Board declines the removal of all wilding conifers on the Half Mile Recreation Reserve.

Advantages:

· The reserve remains unchanged with no impact on neighbouring properties

Disadvantages:

· Wilding conifer seed will still spread from this site onto neighbouring properties

· The reserve will not be developed into a potentially more useable community space

· Council is not taking a leadership role, and responsibility as a landowner for controlling wilding conifers

· Risk of wild fire to neighbouring properties

· The Half Mile Recreation Reserve and entrance into Alexandra will not be developed enabling new planting biodiversity over time

Option 3

That the Vincent Community Board agrees to the staging of the removal of the wilding conifers on the Half Mile Recreation Reserve.

Advantages:

· Some neighbours would be satisfied that shelter remains for a longer period

Disadvantages:

· Wilding conifer seed will still spread from this site from the remaining trees

· This delays establishment of new plantings

· This is more costly from a tree removal perspective as the site establishment and set up costs would be duplicated

· “Budget 2020” includes $100 million for a four-year programme, and unless extended funding may not be available past year four

· Staging may impact landscape work that had been previously completed

· Staging may destabilise trees as trees often rely on their neighbours for wind stability

6. Compliance

Local Government Act 2002 Purpose Provisions

This decision promotes the (social /cultural/economic / environmental) wellbeing of communities, in the present and for the future by removing a recognised weed pest and enhancing the area for greater community enjoyment.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

This decision is consistent with the Central Otago District Council Long-Term Plan 2021 – 2031.

Considerations as to sustainability, the environment and climate change impacts

Wilding conifers are a recognised weed tree, their removal from this site will over time enhance the sustainability and ecological environment of this area. The site is not a production forest and is not eligible for carbon credits

Risks Analysis

Risks identified if the wilding conifers remain include, wildfire threat, cost of control increases over time due to continue seed dispersal to neighbouring properties. As the exiting trees age, they will become more unstable.

Significance, Consultation and Engagement (internal and external)

A community drop-in session was held in November 2021 to gauge community input into the proposed concept plans for this site.

7. Next Steps

The next steps include:

· Liaise with logging contractor to determine when wilding conifers can be removed for the best price.

· Prepare detailed costs for Board to consider including third party funding options.

8. Attachments

Appendix 1 - COWCCG Wilding Conifer Strategy ⇩

Appendix 2 - Central Otago Wilding Conifer Funding Diagram ⇩

Appendix 3 - Initial Draft Concept Plan Half Mile Reserve ⇩

Appendix 4 - Half Mile Reserve Letter from Residents ⇩

Appendix 5 - Half Mile Reserve Concept Plans A and B ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	Louise van der Voort
Parks and Recreation Manager	Executive Manager - Planning and Environment
25/02/2022	8/03/2022

22 March 2022

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22.2.3 Alexandra Rugby Football Club Power Account

Doc ID: 561350

1. Purpose of Report

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

Recommendations

That the Vincent Community Board

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

B. Approves the Alexandra Rugby Football Club’s request for compensation for historical electricity invoices of $7,641.00.

C. Approves $7,641.00 from the General Development Alexandra reserves account to action payment of recommendation B.

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 states that over the past ten years it has paid for electricity costs at Molyneux Park that it considers should have been paid for by the Council. Appendix 1.

A report was referred to the Vincent Community Board (the Board) at its meeting in November 2021. The report is contained in Appendix 2. The matter was left on the table and staff were requested to meet with the Club to discuss the contents of the report and determine a way forward.

3. Discussion

Staff and the Club held a meeting in early January. The Club expressed a willingness to resolve this matter and were of the view that for some years they have been paying for the electricity use of other users of the changing room showers. The Club consider they should receive some form of compensation for this. The Club is also prepared to discuss an agreed payment plan if the amount is unbudgeted.

There are two separate electricity meters at Molyneux Park that the Club have paid the electricity invoices for. The groundsman shed and bunker are on one meter and the Molyneux Stadium’s Park side changing room showers on another.

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 Molyneux Park 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 Club’s 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 by either Council or the Club.

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 “park side” changing rooms

The changing rooms being connected to the Club’s electricity 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 also augmented its income from user charges.

The final year of charging undertaken by the Trust was 2011. That year 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 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.

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.

Councils booking data from 2013 is outlined in the table below. This indicates that of the 505 total number of bookings for the period, rugby have been the main user of the facilities with 312 or (60%) of bookings, mostly during the winter months. Bookings recorded by other user groups total 193 or 40% of bookings. How many of these other user bookings actually used the showers is not recorded.

Table 1: 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
Total	161	90		151	103	505

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.

Based on the past twelve months of electricity use, the total value of electricity used over a ten-year period equates to $14,697.00 for the park side changing rooms, and $ 1,763.00 for the groundsman shed and bunker over eight years and nine months.

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.

The Club was advised in December 2020 that electricity usage data needed to be collected over a twelve-month period, to determine the actual amount of electricity used, 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 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 and presumably former Council staff had full knowledge of. The Club believes it has covered the costs of many other users of the changing room during the time they were paying for the electricity. It is clear that the Club have over the years paid electricity for other users and compensation should be considered.

The proposed compensation for the park side changing rooms is based on the Club utilising them 60% of the time, leaving 40% of the total of $14,697.00 to be reimbursed.

See calculations in the table below:

Area	Average monthly power use $.	Length of compensation	Total value of electricity used	Potential compensation
Bunker and groundmen shed	$16.79	8 years, 9 months	$ 1,763.00	$ 1,763.00
“Park side “changing rooms	$122.48	**10 years	$14,697.00	$ 5,878.00 (40% occupancy)
		Total		$ 7,641.00

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. The figures have been rounded to the nearest dollar

4. Financial Considerations

There is no allocated budget to cover compensation. Reserve funds would need to be used for any compensation payment. It is proposed to use the General Development Alexandra account. This account has a balance at 30/06/2021 of $1,325,574.

Council’s fees and charges for 2021/22 levied the Rugby Club for senior players $850 for the season. This included use of the grounds and facilities.

Since the receipt of the Clubs request for compensation council has been able to accurately determine what the actual energy usage is for the changing room showers. At today’s prices energy use for a month is approximately $123.00, or just under $5.00 per day. By including this as a new charge in the fees and charges schedule Council will be able to equitably charge all users for the cost of operating the showers in the future.

The fees and charges schedule for 2022/23 has a new line to reflect this $5.00 per day charge for shower users. This will be additional to any other charges for all users of the changing rooms.

5. Options

Option 1 – (Recommended)

The Alexandra Rugby Football Club’s request for compensation for historical electricity invoices is approved as per the compensation workings above of $7,641.00.

Advantages:

· The Club is reimbursed as per their request

· All electricity meters referenced in this report 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 monthly

Disadvantages:

· Money for compensation has not been budgeted

· Users of the showers will be required to pay a daily usage rate

Option 2

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

Disadvantages:

· The Club’s expectations of reimbursement are not achieved

Option 3

The Board determines an alternative amount for compensation of historical electricity invoices.

Advantages:

· The Club will receive some compensation

Disadvantages:

· There is no budget allocated for any retrospective payment

6. 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.
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.

7. Next Steps

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

8. Attachments

Appendix 1 - Alexandra Rugby Club Letter ⇩

Appendix 2 - Report to Vincent Community Board - November 2021 ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	Louise van der Voort
Parks and Recreation Manager	Executive Manager - Planning and Environment
18/02/2022	9/03/2022

22 March 2022

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22.2.4 Clyde Holiday Park

Doc ID: 567234

1. Purpose of Report

To approve the Clyde Holiday Park rules, complaints procedure and fees.

Recommendations

That the Vincent Community Board

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

B. Approves the Clyde Holiday Park rules, complaints procedure and fees for 2022.

C. Receives the annual guest nights data provided in the report.

2. Background

In 2019 Council entered a ten-year commercial lease for the operation of the Clyde Holiday Park with Clyde Holiday Park Limited, operated by Gary and Roslyn Ryan.

There are several clauses within the lease that require approval by Council.

Rules and Complaints Procedure

The lease requires the lessee to make rules relating to:

· the management and control of the Premises; and

· the conduct of persons using the Premises; and

· a complaints procedure to manage any complaints from holidaymakers or members of the public

Clause 5.5 Lessee’s Rules and Complaints Procedure:

The lessee shall make rules for the management and control of the Premises, and for the conduct of persons using the Premises, and a complaints procedure to manage any complaints from holidaymakers or members of the public. The rules must not be inconsistent with the terms of the lease and/or the provisions of the Reserves Act and/or Management Plan. Before the rules and complaints procedure come into effect they must be approved by Council (with consent not to be reasonably withheld).

Clause 7.3 of the lease relates to Right to Refuse Entry as follows:

Clause 7.3 Right to Refuse Entry:

The Lessee may refuse to admit to the Premises or may remove from the Premises any person:

- who is disorderly or disreputable.

- who by reason of intoxication or other reasons is not in a proper condition to use the Premises,

- who is not properly and decently attired and clean in person.

- who behaves in an indecent and disorderly manner or annoys or is offensive to any other person using the Premises,

- who fails or refuses to comply with any lawful request of the Lessee or its agents or employees given for the purpose of enforcing the terms of this Lease or of maintaining the proper management and preservation of the Premises and the comfort and convenience of the people using the Premises; and

- who fails or refuses to comply with any rule or rules prescribed by the Lessee for the administration of the camping ground and the Premises, provided that such rules have been approved by the Council.

The Lessee shall make rules for the management and control of the Premises and for the conduct of persons using the Premises and a complaints procedure to manage any complaints from holidaymakers or members of the public. The rules must not be inconsistent with the terms of this Lease and/or the provisions of the Act and/or Management Plan. Before the rules and complaints procedure come into effect they must be approved by the Council (with consent not to be unreasonably withheld).

Clyde Holiday Park Fees:

Clause 7.2 of the lease states.

The Lessee must obtain the Council's approval for any camping fees, other occupation fees and bonds charged to the public for use of the Premises.

3. Discussion

The lessee is currently operating under a set of terms and conditions which are available on the park’s website and at the camp. These will be replaced by the developed rules following approval by Council.

Rules and Complaints Procedure

The lessee has developed a set of updated camp rules and a complaints procedure in accordance with Clause 5.5 of the lease and in discussion with Council staff.

The rules and complaints procedure have been referred to Council’s legal advisor to ensure they meet the requirements of the lease and to ensure they are fair and reasonable.

The rules and complaints procedure will be made available to guests on check-in and on-line.

The Clyde Holiday Park rules are contained in Appendix 1.

The Clyde Holiday Park complaints procedure is contained in Appendix 2.

Clyde Holiday Park Fees

The lessee of the Park has developed fees for The Clyde Holiday Park in accordance with clause 7.2 of the lease. The Clyde Holiday Park Fees are contained in Appendix 3.

Reporting

The lease also requires that the lessee reports at least annually on usage rates for the Clyde Holiday Park. The lessee has provided the following guest night figures for the past two years to satisfy that requirement. It should be noted the 2019/20 year commenced at the start of the lease in November 2019.

Annual Guest Nights

Adult Child

2019/20 4600 590

2020/21 6037 712

4. Financial Considerations

Any income derived from the fees is income retained by the lessee.

5. Options

Option 1 – (Recommended)

Approve the Clyde Holiday Park rules, complaints procedure and fees and receive the annual guest nights data provided in the report.

Advantages:

· Lease requirements are complied with

· The Lessee can implement the rules, complaints procedure and fees for the 2022 year

Disadvantages:

· Lease requirements are not complied with

Option 2

Suggest amendments to the Clyde Holiday Park rules, complaints procedure and fees and receive the annual guest nights data provided in the report.

Advantages:

· The Board have had an opportunity to input into the rules for the Clyde Holiday Park

Disadvantages:

· It is the lessee’s function to develop the rules and complaints procedure under the lease so the lease requirements may not be complied with

· The suggestions may not be workable for the lessee

· The lease states that the Council consent not to be unreasonably withheld

· This could result in delaying the implementation of the rules

Option 3

Do not approve the Clyde Holiday Park rules, complaints procedure and fees and receive the annual guest nights data provided in the report.

Advantages:

· There are no advantages in not approving these lease requirements

Disadvantages:

· Some of the lease clauses will not be complied with

· The Lessee cannot implement the rules, complaints procedure and fees for the 2022 year

6. Compliance

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities by ensuring the operation of the Clyde Holiday Park is complying with the conditions set out within its lease.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

The decision is consistent with the Clyde Reserves Management Plan 2018.

Considerations as to sustainability, the environment and climate change impacts

The decision has no impacts on sustainability, the environment or climate change.

Risks Analysis

There are no risks identified that will impact on Council in this decision.

Significance, Consultation and Engagement (internal and external)

Not applicable for this decision.

7. Next Steps

Advise the Lessee that the rules, complaints procedure and fees for the 2022 year have been approved.

8. Attachments

Appendix 1 - Clyde Holiday Park Rules ⇩

Appendix 2 - Clyde Holiday Park Complaints Procedure ⇩

Appendix 3 - Clyde Holiday Park Fees 2022 ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	Louise van der Voort
Parks and Recreation Manager	Executive Manager - Planning and Environment
24/02/2022	8/03/2022

22 March 2022

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22.2.5 Vallance Cottage Reserve Biodiversity Border Planting

Doc ID: 565967

1. Purpose of Report

To consider a proposal from the Alexandra Garden Club to plant a biodiversity border along the Tarbert Street side of the Vallance Cottage Reserve. To approve a Memorandum of Understanding between Council and the Alexandra Garden Club for this proposal.

Recommendations

That the Vincent Community Board

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

B. Approves a proposal from the Alexandra Garden Club to plant a Biodiversity Border along the Tarbert Street side of Vallance Cottage Reserve, with final design and location to be agreed upon with council staff.

C. Agrees to enter a Memorandum of Understanding between Council and the Alexandra Garden Club for the establishment of a biodiversity border at the Vallance Cottage Reserve.

2. Background

The Vallance Cottage Reserve is Council owned reserve land, legally described as Section 1 Survey Office 535436.

In 2019, council installed irrigation on the reserve for a community orchard, planted by the Alexandra Rotary Club. A collection of heritage lilacs was planted at the same time. Members of the public can book the reserve for community events, and the cottage can be opened on request.

In May 2021, the Alexandra Garden Club (the Club) approached council staff with a proposal to establish a biodiversity border on the embankment along Tarbert Street (SH85), within the Vallance Cottage Reserve.

The initial proposal, from the group Appendix 1. stated that:

· The border would be a showcase for the natural biodiversity of the Manuherekia catchment, providing a sanctuary for rare and endangered plants from this catchment.

· The site would be a dryland environment illustrating the resilience of the flora and fauna of the catchment.

· The project would include an educational component, with a record keeping process in place. This will include whose land the plants have been sourced from and the contribution to diversity that the plants make to the catchment.

· Signage would be created to inform the public about the project and its purpose.

3. Discussion

While the proposal for a biodiversity border at Vallance Cottage Reserve has merit, a letter of reply was sent by Council to the Club on 22 June 2021, outlining concerns about the proposal and alternative considerations( Appendix 2). Staff advice to the group included the following:

· The suggested site is close to the road and footpath. It is likely that the underlying material in many places will be gravel from the formation of the road, and not ideal for plant establishment.

· National Guidelines for Crime Prevention through Environmental Design, which includes any impediments on visibility, should be considered.

· Any plantings should fit in with the wider landscape plan on site, which has broad Edwardian-type landscape.

· A suggestion that the group explore alternative sites.

In response to the letter from Council the Club indicated that it does not want to plant at the proposed Alexandra River Park site and would prefer an option which brings plantings into town, Appendix 3.

Over the past few months, the Club have been organising community engagement opportunities to gather feedback from residents on what they would like to see planted in this area.

In October 2021 a site meeting was held with Alexandra Garden Club, Vallance Cottage working group representatives, members of the Vincent Community Board (the Board) and council staff to discuss the project. The Vallance Cottage site was not the preferred site as outlined earlier in the report. However, community initiatives to mitigate biodiversity loss are encouraged and it is therefore recommended that the proposal be adopted.

Tarbert Street is a State Highway (SH85). Any works carried out by the Club will be subject to any requirements from Aspiring Highways. These requirements are still to be determined and will relate to any encroachments into the road envelope. Any requirements will be passed on to the Club.

Council’s Roading Manager has been consulted and confirmed that if none of the proposed plantings encroach onto the footpath area, there is no objection to the proposal.

4. Financial Considerations

A memorandum of understanding, Appendix 4 will be signed between the Club and Council with a term of 5 years. All funding for the project, including irrigation and any ongoing maintenance costs for the term of this agreement, will be covered by the Alexandra Garden Club. An indicative map of the site can be found as part of the Memorandum of Understanding.

After the expiry of the memorandum of understanding the area will be maintained by Council through its maintenance contract. Any budget requirements for this will be discussed through the Long-term Plan.

5. Options

Option 1 – (Recommended)

The Board agrees to approve a proposal from the Alexandra Garden Club to develop a biodiversity border at Vallance Cottage, in collaboration with council staff.

Advantages:

· Improved amenity to the area.

· Encouraging increased biodiversity.

· The Board is seen to be supporting the Alexandra Garden Club.

Disadvantages:

· It is likely that the underlying material in many places will be gravel from the formation of the road, and not ideal for plant establishment.

· A landscape plan has been requested but not yet submitted.

Option 2

The Board declines approval for Alexandra Garden Club to develop a biodiversity border on the Vallance Cottage Reserve in preference of an alternative site.

Advantages:

· Other locations may be more suitable for biodiversity plantings. Council staff have suggested to the Club that consideration be given to alternative sites.

· Council can work with the Club to consider alternative planting sites.

Disadvantages:

· Alexandra Garden Club is a group of volunteers who have already spent considerable time investigating this project and liaising with staff.

· Voluntary efforts to encourage biodiversity should be encouraged.

6. Compliance

Local Government Act 2002 Purpose Provisions

This decision promotes the social and environmental wellbeing of communities, in the present and for the future by supporting community members to come together and carry out a group initiative which encourages biodiversity on a council reserve.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

Yes, it is consistent with the Community Development Strategy and Sustainability Strategy.

Considerations as to sustainability, the environment and climate change impacts

This decision reduces the impact of climate change by encouraging more biodiversity through plants.

Risks Analysis

There are no perceived risks. A Health and Safety plan will be drafted with the group before any work starts.

Significance, Consultation and Engagement (internal and external)

The Alexandra Garden Club intend to carry out community engagement. No consultation requirements are necessary within council.

7. Next Steps

A memorandum of understanding will be signed between council and the Alexandra Garden Club.

The Club will need to produce a planting plan for sign off by staff, which will allow the group to begin planting a biodiversity border.

8. Attachments

Appendix 1 - Biodiversity Border Proposal Alexandra Garden Club.pdf ⇩

Appendix 2 - Biodiversity Border - Response 2021.pdf ⇩

Appendix 3 - Biodiversity Border Follow up Letter.pdf ⇩

Appendix 4 - Memorandum of Understanding Alexandra Garden Club 2022.doc ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Louise van der Voort
Parks Officer - Planning and Strategy	Executive Manager - Planning and Environment
28/02/2022	8/03/2022

22 March 2022

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22.2.6 Proposed Road Stopping - Unformed Unnamed Road off Poole Road (previously known as part of Boundary Road)

Doc ID: 557025

1. Purpose of Report

To consider a proposal to stop an unnamed unformed road off Poole Road in accordance with the provisions of the Local Government Act 1974.

Recommendations

That the Vincent Community Board

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

B. Recommends to Council to approve the proposal to stop the unnamed unformed road off the northern end of Poole Road, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process outlined in the same Act.

- No objections being received within the public notification period.

- The Road being surveyed into three parcels as shown in figure 11 (overview of proposed stopping).

- The area marked “A” in figure 11, being stopped, classified as recreation reserve, then amalgamated with Lot 24 DP 3194 in accordance with the provisions of the Reserves Act 1977.

- The areas marked “B” and “C” in figure 11, being stopped, classified as recreation reserve, then vested in the Central Otago District Council in accordance with the provisions of the Reserves Act 1977.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A”, “B”, and “C”, as shown in figure 11 to protect the infrastructure identified in figure 13.

- The costs outlined in table 1 being paid from the Dunstan Park Development account.

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

2. Background

Boundary Road (Alexandra) used to run northeast from Alexandra Wastebusters, across the Alexandra-Clyde Road through Molyneux Park, to the Central Otago Netball pavilion. It then veered northwest through Dunstan Park to the Alexandra Golf Club (AGC) clubhouse.

The southern end of Boundary Road between Alexandra Wastebusters and the Clyde-Alexandra Road is formed and sealed. It has length of approximately 880 metres.

The middle section of Boundary Road, from the Clyde-Alexandra Road through Molyneux Park to the entrance to the Alexandra Netball pavilion, is formed and sealed. It has a length of approximately 550 metres.

In April 2021, this middle section of Boundary Road was renamed Poole Road. The purpose of the renaming was to resolve an historic street numbering issue.

The northern end of Boundary Road, between Molyneux Park and the AGC clubhouse, is unformed. It has a length approximately 1060 metres. It is now an unnamed section of legal road.

An overview of Boundary Road, prior to the renaming exercise, is shown in red below in figure 1.

An overview of Boundary Road, Poole Road, and the unnamed unformed section of the road, post the renaming, is shown below in figure 2.

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Figure 1 – Boundary Road prior to the renaming. Figure 2 – The three roads post renaming.

Poole Road and the unnamed unformed the road are shown on District Plan Maps 1, 2, and 42. The underlying zoning is residential. An extract from the District Plan showing Poole Road and the unnamed unformed section of legal road is shown below in figure 3.

The first 200 metres (southern end) of the unnamed unformed legal road is tagged ‘D10’ – “Road to be Stopped & Recreation Purposes”. D10 is magnified in figure 4.

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Figure 3 – Extract of District Plan. Figure 4 – Designation 10.

Poole Road and part of the unnamed unformed road (the Road) are also both shown in the Molyneux Park Reserve Management Plan 2021 (the Management Plan).

Noting that the Management Plan was adopted prior to the renaming exercise, Boundary Road (labelled ‘R’ below in figure 5) is described as being:

The main entry to Molyneux Park is from the intersection of Boundary Road with State Highway 8 (Centennial Avenue and Clyde-Alexandra Road). A driveway within the road reserve of Boundary Road East is located centrally within the park and provides access to most activities and car park areas.

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Figure 5 – Overview of Molyneux Park (noting the Road labelled ‘R’ is now Poole Road).

The Management Plan also details a proposal to develop new sports fields in an area to west of the netball courts. While the new sports fields will form part of Molyneux Park once they are constructed. the land will remain relatively undeveloped until such time as they are needed. A plan of the proposed sports fields as extracted from the Management Plan is shown below in figure 6.

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Figure 6 – Proposed Sports Field Development Adjacent to the Existing Netball Pavilion & Courts.

Council is in the process of subdividing the land to the north of the proposed sports fields. The subdivision is a staged development which is known as Dunstan Park. Stage one titles have since been released with stage two titles scheduled for release in April. An overview of development which shows the released titles is shown in figure 7.

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Figure 7 – Overview of Dunstan Park Subdivision (to the north of the Proposed Sports Fields).

In conjunction with the Dunstan Park subdivision, it is proposed that the majority of the unnamed unformed section of the road (the Road) be developed into a greenway.

This does not include the square of the Road which adjoins Henderson Drive. As shown in figure 8 below, this square of the Road has been formed as part of Henderson Drive. It provides access to Stage 1 of the Dunstan Park subdivision.

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Figure 8 – Henderson Drive Extension (Portion of the Road which will not be stopped shaded in red).

Also identified in figure 7 is Lot 101 Deposited Plan (DP) 562079 (Lot 101). Council holds Lot 101 for future development. While plans for Lot 101 are still being finalised, the development is expected to include a new road connecting Dunstan Road to the Clyde – Alexandra Road, additional residential sections, and a greenway styled buffer zone on the southern end of Lot 24 DP 3194.

The new road is identified on District Plan map 1 as designations 9A, and on District Plan map 42 as designation 9B. Designations 9A are shown below in figure 9.

Should the new road be formed at some point in the future, the area of land required to link the two designation 9As will be taken at that time.

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Figure 9 – Extract of District Plan Map 1 showing the two Designations 9A.

While Lot 101 is held for future development, it is expected to be as residential sections. To provide separation between those sections and the Alexandra Golf Course, a greenway styled buffer zone is planned for the southern end of Lot 24. An example of the proposed buffer zone is shown in green below in figure 10.

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Figure 10 – Example of proposed Greenway Styled Buffer Zone

The proposed greenway styled buffer zone will provide recreational benefits and will increase connectivity between the residential subdivisions and Molyneux Park, the Rail Trail, and the Alexandra Golf Club.

An overview of the stopping, which is proposed to be affected in three sections, is shown below in figure 11.

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Figure 11 – Overview of Proposed Stopping.

The area marked “A” is occupied by the Alexandra Golf Club. It is proposed that area “A” be stopped and amalgamated with Lot 24 DP 3194 (Lot 24) as recreation reserve. This will allow the area marked “A” to be included in the lease held by the Alexandra Golf Club.

It is proposed that the areas marked “B” and “C” be stopped, freeholded, then vested in Council as recreation reserve for. This will allow areas “B” and “C” to be developed into greenway which will secure and improve ongoing public access.

3. Discussion

Evaluation of Application

An evaluation of the proposal to stop the Road is shown in the table below.

Item	Criteria to be considered	Evaluation
District Plan	Has the road been identified in the District Plan for any specific use or as a future road corridor?	The Road is shown on District Plan Maps 1, 2, and 42. The first 200 metres (southern end) of the unnamed unformed legal road is tagged ‘D10’ – “Road to be Stopped & Recreation Purposes”. As shown in figure 8, the span of the Road that intersects Henderson Drive has been formed and provides access to the Dunstan Park residential subdivision. This span of the Road will not be stopped. The balance of the Road not identified for any specific purpose or as a future road corridor.
Current Level of Use	Is the road used by members of the public for any reasons?	The Road is currently used by members of the public for recreational purposes. This use will be supported by changing the road to a reserve and greenway.
	Does it provide the only or most convenient means of access to any existing lots?	No. New roads have been formed or are to be constructed for the purpose of accessing Dunstan Park. The lots in Molyneux Estate are accessed via existing roads. The Central Otago Netball facility, the existing sports field and the proposed sports fields are all access via Poole Road. Footpaths and cycleways can be constructed within the greenway.
	Will stopping the road adversely affect the viability of any commercial activity or operation?	No commercial activity is located on land adjacent to, or accessed from, the Road.
	Will any land become landlocked if the road is stopped?	No.
Future Use	Will the road be needed to service future residential, commercial, industrial, or agricultural developments?	As above, Dunstan Park will be accessed via newly constructed roads as a requirement of the resource consent.
Future Use	Will the road be needed in the future to connect existing roads?	Yes. The part of Road which crosses Henderson Drive will not be stopped. This part of the Road will be formed to provide access to Dunstan Park from Molyneux Estate.
Non-traffic Uses	Does the road have current or potential value for amenity functions, e.g., walkway, cycleway, recreational access, access to conservation or heritage areas, park land?	The purpose of the proposed stopping is to enable the road to be developed as a greenway. Developing the Road as a greenway will improve its amenity value by creating and securing recreational access.
	Does the road have potential to be utilised by the Council for any other public work either now or potentially in the future?	As the surrounding area is developed, additional services may need to be installed in the greenway/road corridor. Should that be necessary, the services could be protected by the granting and registration of easements on the relevant record(s) of title.
	Does the road have significant landscape amenity value?	The Road does not have any significant landscape amenity value.
Access to Waterbody	Does the road provide access to a river, stream, lake or other waterbody?	The Road does not provide access to any waterbody.
Access to Waterbody	If so, there is a need to consider Section 345 of the Local Government Act, which requires that after stopping the land be vested in Council as an esplanade reserve	N/A (refer above).
Infrastructure	Does the road currently contain any services or other infrastructure, such as electricity, telecommunications, irrigation, or other private infrastructure?	Yes. Both Transpower New Zealand Limited and Aurora Energy Limited have an assortment of infrastructure running through and over the Road.
Infrastructure	Can the existing services or infrastructure be protected by easements?	Yes. Easements will be created to protect the infrastructure belonging to Aurora Energy. The Transpower network is protected by virtue of the Electricity Act 1992.
Traffic Safety	Does the use of motor vehicles on the road constitute a danger or hazard?	Yes. There are a myriad of informal tracks through the area including on and over the Road. Walkers and cyclists use the road for recreational purposes which means using motor vehicles on the Road could constitute danger or hazard to the public.

As shown in the evaluation table, the southern end of the Road is identified as “Road to be Stopped & Recreation Purposes”. The balance of the Road, with the exception of the intersections of Henderson Drive and the ‘new road’ identified in figure 9, is not required for any other roading purpose.

The Road does contain infrastructure belonging to Transpower New Zealand Limited (Transpower) and to Aurora Energy Limited (Aurora). Protection for this infrastructure is discussed next.

Easements

Transpower have a 220kV overhead network which runs up the northern side of Molyneux Estate and Dunstan Park. Their network does cross the Road, but no easement is required to protect this infrastructure. The Transpower network is protected by virtue of the Electricity Act 1992.

Aurora have a high voltage underground cable and two fuse switches in the Road. The high voltage cable runs almost the length of the Road. The cable is dashed red below in figure 13. The two fuse switches are marked ‘FS’.

A high angle view of a road

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Figure 13 – Aurora’s High Voltage Cable and Fuse Switches.

If the application to stop the Road is successful Aurora will require an easement (in gross) to protect their infrastructure. An easement will provide Aurora with right to access the land for the purpose of managing and maintaining their network.

Legislation and Policy

Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is as follows:

The Local Government Act 1974 road stopping procedure shall be adopted if one or more of the following circumstances shall apply:

a) Where the full width of road is proposed to be stopped and public access will be removed as a result of the road being stopped; or

b) The road stopping could injuriously affect or have a negative or adverse impact on any other property; or

c) The road stopping has, in the judgment of the Council, the potential to be controversial; or

d) If there is any doubt or uncertainty as to which procedure should be used to stop the road.

The Local Government Act process requires public notification of the proposal. This involves erecting signs at each end of the road to be stopped, sending letters to adjoining owners/occupiers and at least two public notices a week apart in the local newspaper. Members of the public have 40 days in which to object.

The Public Works Act 1981 road stopping procedure may be adopted when the following

circumstances apply:

e) Where the proposal is that a part of the road width be stopped and a width of road which provides public access will remain.

f) Where no other person, including the public generally, are considered by the Council in its judgment to be adversely affected by the proposed road stopping;

g) Where other reasonable access will be provided to replace the access previously provided by the stopped road (i.e. by the construction of a new road).

As the full width of the road is to be stopped and public access removed, it is proposed that Local Government Act 1974 procedure be adopted for this application.

An application to stop a road under the Local Government Act 1974 requires public consultation with the members of the public having a right to object to proposal.

Council’s Roading Policy states that:

If an objection is received then the applicant will be provided with the opportunity to consider the objection and decide if they wish to continue to meet the costs for the objection to be considered by the Council and the Environment Court.

If an objection is received and it is accepted by the Council then the process will be halted and the Council may not stop the road.

If the objection is not accepted by the Council then the road stopping proposal must be referred to the Environment Court for a decision. The applicant is responsible for meeting all costs associated with defending the Council’s decision in the Environment Court.

4. Financial Considerations

Legislation and Policy determines that all costs associated with a stopping are payable by the applicants. Costs would usually include purchase of the land at valuation along with the valuer’s fees.

As the purpose of the stopping is to allow the Road to be developed as recreation reserve, it is not proposed that the Road be valued or sold in this instance.

The remaining costs include the surveying and LINZ fees, public advertising, and the gazettal and legal fees. An estimate of those costs (excluding GST) are outlined in the table below:

Description: Cost Estimate:

Surveying and LINZ fees $ 5,750.00

Public Advertising $ 300.00

Gazettal $ 4,250.00

Legal Fees $ 1,500.00

Total Cost Estimate: $ 11,800.00

Table 1 – Estimate of Actual Costs Associated with the Proposed Stopping.

All costs associated with the proposed stopping will be paid from the Dunstan Park Development account.

This means the costs associated with the stopping and vesting of the land will be offset by income from the sale of sections in the development.

The Dunstan Park Development account has a current balance of approximately $635,000.

5. Options

Option 1 – (Recommended)

That the Vincent Community Board recommends to Council to approve the proposal to stop the unnamed unformed road off the northern end of Poole Road, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process outlined in the same Act.

- No objections being received within the public notification period.

- The Road being surveyed into three parcels as shown in figure 11 (overview of proposed stopping).

- The area marked “A” in figure 11, being stopped, classified as recreation reserve, then amalgamated with Lot 24 DP 3194 in accordance with the provisions of the Reserves Act 1977.

- The costs outlined in table 1 being paid from the Dunstan Park Development account.

Advantages:

· Public thoroughfare is maintained via the newly formed Henderson Drive extension.

· Provision has been made for the protection of the existing utility networks.

· The land will be classified and developed as recreation reserve.

· Recreational connectivity will be enhanced.

· The area marked “A” will be able to be added to the lease held by the Alexandra Golf Club.

· The income received from previously completed stoppings will fund the stopping.

· Recognises the provisions of the:

- Local Government Act 1974,

- Reserves Act 1977,

- Electricity Act 1992,

- Council’s Operative District Plan; and,

- Council’s Roading Policy Bylaw.

Disadvantages:

· The balance of the Dunstan Park Development account will be reduced.

Option 2

To not recommend to Council to approve the proposal to stop the unnamed unformed road off the northern end of Poole Road.

Advantages:

· The balance of the Dunstan Park Development account will not be reduced.

Disadvantages:

· The land will not be classified as it is to be developed and used/occupied.

· The area marked “A” will not be able to be added to the lease held by the Alexandra Golf Club.

· Does not recognise the purpose for which income received from previously completed stoppings is held.

· Does not recognise the provisions and /or intentions of the:

- Local Government Act 1974,

- Reserves Act 1977,

- Electricity Act 1992,

- Council’s Operative District Plan; and,

- Council’s Roading Policy Bylaw.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by enabling land that was held (but not required) for roading purposes to be repurposed as greenway which will increase the land’s amenity values and enhance recreational connectivity.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Road Stopping Policy applies to this application. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Local Government Act 1974, has been adopted. The recommendation also acknowledges the designations outlined in Council’s Operational District Plan.
Considerations as to sustainability, the environment and climate change impacts	Stopping the road, vesting it as recreation reserve, then developing it as a greenway enhances the environmental and amenity value of the land.
Risks Analysis	The proposal to stop the road will be subject to public consultation prior to a final decision being made. Consulting with the public manages the risk associated with public accessibility perceptions.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Public notices and advertising in accordance with the provisions of the Local Government Act 1974 will be posted. Notice of the completed road stopping will be published in the New Zealand Gazette.

7. Next Steps

1. Community Board approval March 2022

2. Council approval April 2022

3. Survey works commence June 2022

4. Public Notification commences Mid to late 2022

5. Public Notification Period ends Mid to late 2022

6. Gazette notice published Late 2022

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Julie Muir
Team Leader – Statutory Property	Executive Manager – Infrastructure Services
1/03/2022	2/03/2022

22 March 2022

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22.2.8 Vincent Financial Report for the Period Ending 31 December 2021

Doc ID: 568282

1. Purpose

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

Recommendations

That the report be received.

2. Background

The operating statement for the three months ending 31 December 2021 shows an unfavourable variance of ($3.59M) against the revised budget.

2021/22	AS AT 31 DECEMBER 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	393	403	(10)	˜	837
-	Development Contributions	-	-	-	˜	-
53	Other Capital Contributions	91	-	91	˜	53
3,323	Rates	1,671	1,683	(12)	˜	3,323
-	Reserves Contributions	106	-	106	˜	-
78	Internal Interest Revenue	22	38	(16)	˜	78
9,000	Land Sales	-	4,000	(4,000)	˜	13,000
13,291	Total Income	2,284	6,124	(3,841)	˜	17,291

	Expenditure
77	Rates expense	69	77	8	˜	77
121	Grants – General	93	60	(33)	˜	121
42	Grants – Promotions	3	21	18	˜	42
267	Other Costs	124	140	16	˜	275
750	Cost Allocations	393	388	(5)	˜	750
6,290	Cost of Sales	-	-	-	˜	6,290
14	Administrative Expenses	4	7	3	˜	14
660	Staff	378	330	(48)	˜	660
221	Fuel & Energy	106	111	5	˜	221
820	Contracts	374	466	92	˜	864
212	Building Repairs and Mtce	82	103	21	˜	208
62	Professional Fees	8	32	24	˜	62
73	Internal Interest Expense	18	35	17	˜	73
46	Members Remuneration	16	23	7	˜	46
966	Depreciation	358	483	125	˜	966
10,621	Total Expenses	2,025	2,276	250	˜	10,669
					˜
2,670	Operating Surplus / (Deficit)	258	3,848	(3,591)	˜	6,622

This table has rounding (=/-1)

Income for period ending 31 December 2021:

Operating income reflects an unfavourable variance of ($3.841M).

· The most significant variance is land sales, which have not occurred within the budgeted timeframe. This is due to the timing of the Dunstan Park subdivision sales that were budgeted to start in November. Sales revenue has been received in January. The forecast will help align the sales to the budget.

· User fees and other income has an unfavourable variance of ($10k). Contributing to this are lower than expected pool admissions, camping ground revenue, and other miscellaneous income. Reducing the overall impact is the timing of receiving income from cemeteries and rentals and hires.

· Other capital contributions has a favourable variance of $91k. This comprises of $61k of funding from the Ministry of Business, Innovation and Enterprise (MBIE) for this year’s portion of funding for the Ophir Hall projects. A further $30k grant has been received from Transpower as a contribution towards the Clyde Community Centre renovation project.

· Reserves contributions of $106k have been received year to date. These are difficult to gauge when setting budgets as they are dependent on developers’ timeframes.

· Internal interest revenue has an unfavourable variance of ($16k). This is due to low market interest rates.

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	33	36	(3)	˜	86
270	Pool / Swim School	127	135	(8)	˜	270
294	Rentals & Hires	155	151	4	˜	294
45	Cemeteries	29	23	6	˜	45
141	Other Misc Income	49	58	(9)	˜	141
					˜
837	Total User Fees Income	393	403	(10)		837

Expenditure for period ending 31 December 2021:

Expenditure has a favourable variance of $250k. These variances are detailed below:

· Grants – General has an unfavourable variance of ($33k). This is timing due to the Vincent Community Board choosing to distribute a higher proportion of the grant funding in the October funding round, with the remaining funds to be considered in the May grant funding round.

· Grants – Promotions has a favourable variance of $18k. The Blossom festival grant has been returned due to the decision to cancel the annual event with the ongoing impact of COVID-19.

· Staff costs has an unfavourable variance of ($48k). Staff budgets in the Long-term Plan were consolidated into fewer costs centre. As a result, the actuals are not aligned with the budgets. This is being monitored and managed against overall budget variances. Main areas include: Property General Vincent, Omakau Recreation Reserve and Clyde Community Centre.

· Other costs at $16k, contracts at $92k, building repairs and maintenance at $21k and professional fees at $24k all have favourable variances. These expenses are more needs-based and will vary against budget from time to time. The contracts variance is driven by planned maintenance relating to the timing of work carried out at the Vallance Cottage of $23k and Central Stories of $40k.

· Internal interest expense has a favourable variance of $17k. This is reflected by the current low market interest rates.

· Depreciation has a favourable variance of $125k. Parks and reserves depreciation is lower than expected by $177k. This is offset by the Alexandra pool’s depreciation of ($55k). The district’s pools where revalued as at 30 June 2020 in the parks and reserves valuation. After the pool values increased significantly, Council elected to phase the increased depreciation over the next three years to reduce the impact of rates.

Capital Expenditure:

Capital expenditure for the period ending 31 December 2021 reflects a favourable variance of $223k. The actual CAPEX spent, ended with 24% of the total revised budget.

2021/22	AS AT 31 DECEMBER 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	64	69	5	˜	121
55	Cemeteries	-	6	6	˜	90
92	Molyneux Pool	13	113	100	˜	185
346	Parks and Reserves	155	329	174	˜	605
28	Pioneer Park	6	8	2	˜	28
91	Alexandra Town Centre	12	57	45	˜	111
672	Total Parks & Reserves:	250	582	332		1,140
	Property:
220	Tarbert Street Building	46	33	(13)	˜	253
-	Clyde Community Centre	-	-	-	˜	21
259	Alexandra Community Centre	48	63	15	˜	414
-	Becks Hall	-	12	12	˜	12
15	Poolburn Hall	1	-	(1)	˜	15
-	Ophir Community Centre	126	4	(122)	˜	4
-	Molyneux Stadium	-	-	-	˜	52
494	Total Property:	221	112	(109)		771
1,166	Total Capital Expenditure	471	694	223		1,911

Total for Parks and Reserves shows an overall favourable variance of $332k:

· Parks and reserves have a favourable variance of $174k. The Omakau Recreation Reserve irrigation project is waiting for the location of the new community building to be decided before progressing. Other projects such as signs, bins and garden renewals are subject to timing and renewal requirements.

· Alexandra Pool has a favourable variance of $100k. Equipment requirements are being evaluated and assessed.

· Alexandra Town Centre has a favourable variance of $45k. Garden and structure work will be carried out in May and June. With irrigation renewals being carried out over the summer months.

Property has an overall unfavourable variance of ($109k):

· Tarbert Street Building has an unfavourable variance of ($13k). This is due to the timing of capital maintenance works being carried out. Projects include LED lighting upgrades and office upgrades.

· Ophir Community Centre has an unfavourable variance of ($122k). The Ophir Hall bathroom project is now complete with a total cost of $240,521. Funding of $210,000 was provided for this project by the MBIE. The shortfall of $30,521 has been funded from the remaining budget left of $9,474 from the Ophir Pool Changing Room project. The remaining deficit of $21,047 is being funded from the Ophir Hall Investment Account which the Board resolved in resolution 22.1.2 to fund.

Reserve Funds table for Vincent Ward

· As of 30 June 2021, Vincent Ward has an audited 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 audited 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 $8.86M.

3. Attachments

Appendix 1 - 202112 Vincent Reserves 2021-22 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
3/03/2022	3/03/2022


AGENDA Vincent Community Board Meeting Tuesday, 22 March 2022
Date:	Tuesday, 22 March 2022
Time:	2.00 pm
Location:	Microsoft Teams and Live Streamed (Unless there is a move from the current Red Alert level, in which case it may be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra. In both cases, due to COVID-19 restrictions and limitations of the physical space, public access will be available through a live stream of the meeting. The link to the live stream will be available on the Central Otago District Council's website.)
Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Faye Somerville	Julie Muir
Roading Administration Assistant	Executive Manager - Infrastructure Services
14/02/2022	23/02/2022

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
8/03/2022	14/03/2022