MINUTES OF A mEETING OF THE Vincent Community Board
HELD VIA Microsoft Teams and Live Streamed
ON Tuesday, 22 March 2022 COMMENCING AT 2.01 pm

 

PRESENT:               Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, 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), G Bailey (Parks and Recreation Manager), N Aaron (Parks Officer – Strategy and Planning), L Stronach (Team Leader – Statutory Property), F Somerville (Roading Administration Assistant), R Williams (Community Development Officer), W McEnteer (Governance Manager)

 

1               Apologies

Apology

Committee Resolution 

Moved:                Garbutt

Seconded:          Claridge

That the apology received from Ms Robinson be accepted.

Carried

 

2               Public Forum

Chris Winter – Wilding pines at the Half Mile

Mr Winter spoke to the Board about the wilding pines at the Half Mile Reserve, before responding to questions.

Rachel Baxter – Haehaeata Trust

Ms Baxter spoke on behalf of the Haehaeata Trust before responding to questions.

Dai Johns – Alexandra Rugby Football Club

Mr Johns (Secretary / Manager of the Alexandra Rugby Football Club) spoke to the Board regarding the power account from the rugby club that was to be discussed later in the meeting before responding to questions.

3               Confirmation of Minutes

A correction was noted in the minutes for item 22.1.2, where it was agreed to send a letter of congratulations to the Ophir Hall Committee, particularly Malcolm Topliss.

 

 

 

 

Committee Resolution 

Moved:                Garbutt

Seconded:          Browne

That, subject to the amendment above, the public minutes of the Vincent Community Board Meeting held on 1 February 2022 be confirmed as a true and correct record.

Carried

 

4               Declaration of Interest

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

5               Reports

Note:                    Trudy Anderson, Community Ranger from the Department of Conservation, Andrea Howard, Environmental Implementation Manager and Gavin Udy, Programme Manager - Wallabies and Wilding Conifers from the Otago Regional Council,  Grahame Sydney, Richard Bowman and Phil Murray from the Central Otago Wilding Conifers Control Group joined the meeting for item 22.2.2.

22.2.2         Half Mile Recreation Reserve And Wilding Conifer Removal

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 B-E in the report lapsed for want of a seconder.

After discussion it was agreed that any ad-hoc resolution might create unintended consequences. It was agreed to leave the item to lie on the table and for staff to bring back the development plan after consultation with the public to be considered by the Board.

Committee Resolution 

Moved:                McPherson

Seconded:          Garbutt

That the Vincent Community Board

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

Carried

Committee ReSOLUTION

Moved:                Browne

Seconded:          Claridge

B.           Agrees that no felling of any trees occur in the Half Mile Reserve until a full, comprehensive Alexandra Recreation Reserve Plan, with associated budgeting, is developed and consulted upon by the community.

C.           Agrees that a comprehensive plan, together with a budget, be prepared for plantings within the existing flora at the Half Mile Reserve, these plantings to eventually replace the existing pines.

D.           Agrees that any tree removal does not detrimentally affect the amenity value of the Reserve for the local community.

E.           Agrees that the programme for the removal of wilding conifers at Boot Hill, Lower Manorburn Dam Reserve and Alexandra Airport does not proceed until the Alexandra Recreation Reserve Plan is completed.

WITHDRAWN (with the agreement of the mover and seconder)

Committee Resolution 

Moved:                McPherson

Seconded:          Stirling-Lindsay

That the item be left to lie on the table until a development plan for the area had been consulted on and brought back to the Board for its consideration.

.Carried

 

22.2.3         Alexandra Rugby Football Club Power Account

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

After discussion it was agreed that there was some difference between the figure presented by the Alexandra Rugby Football Club and staff and that to move forward, the difference could be split.

Committee Resolution 

Moved:                Garbutt

Seconded:          Stirling-Lindsay

That the Vincent Community Board

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

B.      Recommends to Council that they approve $10,000.00 from the General Development Alexandra reserves account to action payment for historical electricity invoices to the Alexandra Rugby Football Club as a final settlement.

Carried

 

Note:         Councillor Claridge left the meeting at 5.18 pm and returned at 5.19 pm.

 

22.2.4         Clyde Holiday Park

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

After discussion it was agreed that council should be made aware of complaints regarding the manager of the Clyde Holiday Park as soon as they are received. A clause would be written into the complaints procedures before being finalised.

Committee Resolution 

Moved:                Garbutt

Seconded:          Stirling-Lindsay

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, with the addition of a clause “A copy of any complaint regarding the manager must be forwarded to the Council upon receipt of the complaint”.

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

Carried

 

22.2.5         Vallance Cottage Reserve Biodiversity Border Planting

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.

Committee Resolution 

Moved:                McPherson

Seconded:          Browne

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.

Carried

 

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

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

Committee Resolution 

Moved:                Stirling-Lindsay

Seconded:          Browne

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.

Carried

 

22.2.7         Road Name Approval Report - Brassknocker Road Development

To consider a request to name two rights of way in the Brassknocker Road Development, Springvale.

After discussion it was agreed that right of way one would be named Kahu Lane and right of way two would be named Ridgeway Lane, but that these names would be subject to the approval of the developers.

Committee Resolution 

Moved:                McPherson

Seconded:          Stirling-Lindsay

That the Vincent Community Board

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

B.      Subject to the approval of the developers agrees in principle to approve two road names. Right of way one to be named Kahu Lane and right of way two to be named Ridgeway Lane.

Carried

 

22.2.8         Vincent Financial Report for the Period Ending 31 December 2021

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

Committee Resolution 

Moved:                McPherson

Seconded:          Garbutt

That the report be received.

Carrie

 

6               Mayor’s Report

22.2.9         MAYOR'S REPORT

His Worship the Mayor had previously left the meeting.

 

7               Chair's Report

22.2.10       Chair's Report

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

·       Attended a meeting of the Hearings Panel.

·       Attended a Teams meeting with Tourism Central Otago regarding upcoming events in the district.

·       Discussed the ongoing issue in St Bathans with historic power poles.

·       Attended an Executive Committee meeting.

·       Attended a Council meeting and updated members of the issues discussed there.

·        

Committee Resolution 

Moved:                McPherson

Seconded:          Garbutt

That the report be received.

Carried

 

8               Members' Reports

22.2.11       Members' Reports

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

Ms Stirling-Lindsay reported on the following:

·       Noted a number of AGMs coming up, including Blossom Festival and the BMX Club.

·       Met with representatives from the Parks and Recreation team and the Youth Council around the proposed pump track at the bike park.

Councillor Cooney reported on the following:

·       Attended a tour of the Half Mile reserve.

·       Attended pre-agenda leads meeting for Council.

·       Attended Council meeting.

Councillor Claridge reported on the following:

·       Attended the recent Colab Business Breakfast.

·       Couldn’t make Council meeting due to work commitments.

Dr Browne reported on the following:

·       Two meetings of Central Otago Districts Arts Trust.

·       Attended the AGM of the Otago Regional Orchestra.

·       Attended a tour of the Half Mile reserve.

·       Attended a strategic planning day for REAP, regarding how to handle things in a changing environment.

·       Attended a meeting of the Alexandra and Districts Museum Inc.

·       Attended the Alexandra Business Breakfast and noted an address from local MP, Joseph Mooney.

·       Attended an opening of exhibition at Clyde Museum, which is a joint art and museum exhibit.

·       Attended the AGM of Dunstan Friendship Club.

·       Attended two meeting of the Creative Writing Circle.

·       Noted possible downstream effects of the current European war.

Mr Garbutt reported on the following

·       Attended a meeting of the Central Otago Heritage Trust.

·       Assisted with a new Clyde museum exhibition and noted the revamped foyer area.

·       Gave a speech at Grey Power in February.

·       Attended a tour of the Half Mile reserve.

·       Attended an online lecture from the Dunedin Astronomical Society.

·       Noted the new art exhibition at the Clyde Museum.

·       Noted a recent trip to Akaroa, where there has been a struggle with no tourism. He noted the effects of the Dunstan Trail and the Rail Trail for the Central Otago region.

Committee Resolution 

Moved:                McPherson

Seconded:          Cooney

That the report be received.

Carried

 

9               Status Reports

22.2.12       March 2022 Governance Report

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

Committee Resolution 

Moved:                McPherson

Seconded:          Browne

That the report be received.

Carried

 

10             Date of The Next Meeting

The date of the next scheduled meeting is 3 May 2022.

11             Resolution to Exclude the Public

Committee Resolution 

Moved:                McPherson

Seconded:          Claridge

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

Confidential Minutes of Ordinary Board Meeting

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

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

22.2.13 - Clyde Holiday Park Financial Report

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

22.2.14 - March 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 6.04pm and the meeting closed at 6.17 pm.