Agenda of Cromwell Community Board meeting

Cromwell Community Board Agenda

21 June 2022

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and live streamed on microsoft teams
ON Monday, 9 May 2022 COMMENCING AT 2.03 pm

PRESENT: Ms A Harrison (Chair), Mr W Murray (Deputy Chair) (via Microsoft Teams), Cr N Gillespie (via Microsoft Teams), Cr C Laws, Cr N McKinlay (via Microsoft Teams), Mr B Scott

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor) (via Microsoft Teams), G Robinson (Property and Facilities Manager), G Bailey (Parks and Recreation Manager), N Aaron (Parks Officer – Strategy, A McDowall (Finance Manager) (via Microsoft Teams), K McCulloch (Corporate Accountant), A Mason (Media Marketing Manager), R Williams (Community Development Advisor), M Potter (TCO Marketing and Event Support), F Somerville (Roading Administration Assistant), W McEnteer (Governance Manager), J Harris (Governance Support Officer) (via Microsoft Teams)

1 Apologies

There were no apologies.

2 Public Forum

Carolyn Murray and Marion Low – Cromwell and Districts Promotions Group

Ms Murray and Ms Low spoke to the Cromwell and Districts Promotions Group’s grant application before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Laws

Seconded: Scott

That the public minutes of the Cromwell Community Board Meeting held on 29 March 2022 be confirmed as a true and correct record with the following amendment: The mover of the previous minutes was Councillor Gillespie.

Carried

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Murray declared an interest in items 22.3.2 and 22.3.3 and Councillor Laws declared an interest in item 22.3.6. They did not participate in the discussion and did not vote on those respective items.

5 Reports

Note: Mr Murray declared an interest in item 22.3.2. He did not take part in the discussion and did not vote on the item.

22.3.2 Cromwell and Districts Promotions Group Report Back

To consider a report back from Cromwell and Districts Promotions Group for a grant received to fund the Light Up Winter event in July 2021 and a grant to fund various promotional activities during 2020-2021.

Committee Resolution

Moved: Scott

Seconded: Laws

That the report be received.

Carried

Note: Mr Murray declared an interest in item 22.3.3. He did not take part in the discussion and did not vote on the item.

22.3.3 March 2022 Promotions Grants Applications

To consider the March 2022 community and promotions grant applications to the Cromwell Community Board.

Committee Resolution

Moved: Laws

Seconded: Scott

That the Cromwell Community Board

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

B. Allocates the grants as follows:

	Applicant	Grant Amount
2	Cromwell and Districts Promotions Group for contractors, advertising and operating costs	$21,373
3	Cromwell and Districts Community Arts Trust for advertising, promotions and sound and light for four chamber music concerts during 2022.	$2,240

Carried

22.3.4 Approval of the Draft Bannockburn Domain Reserve Management Plan 2022

To consider the approval of the draft Bannockburn Domain Reserve Management Plan 2022 so that it can be notified for public consultation as required under the Reserves Act 1977.

It was noted that there were some typographical errors in the draft plan. Staff would remove those errors prior to releasing the plan for consultation.

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

That the Cromwell Community Board

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

B. Agrees to approve the draft Bannockburn Domain Reserve Management Plan 2022 and notify the plan for public submission.

C. Agree that the Cromwell Community Board hear submissions received on the draft plan.

Carried

22.3.5 2022-23 Annual Plan Budget and Fees and Charges Schedule

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

Committee Resolution

Moved: Scott

Seconded: Laws

That the Cromwell Community Board

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

B. Agrees to accept the final Cromwell ward 2022-23 Annual Plan budgets and recommend to Council for inclusion in the 2022-23 Annual Plan.

C. Agrees to accept the Cromwell ward 2022-23 Fees and Charges schedule and recommend to Council for inclusion in the 2022-23 Annual Plan.

Carried

Note: With the agreement of the meeting, items 22.3.7 to 22.3.9 were moved earlier in the meeting.

6 Mayor’s Report

22.3.7 Mayor's Report

His Worship the Mayor was not present at this meeting.

7 Chair's Report

22.3.8 Chair's Report

The Chair will give an update on activities and issues since the last meeting.

· Noted that she has not been attending many meetings as a result of COVID-19.

· Laid a wreath on ANZAC Day in Cromwell.

· Had recently visited Australia to see family.

Committee Resolution

Moved: Harrison

Seconded: Laws

That the report be received.

Carried

8 Members' Reports

Note: Mr Murray left the meeting at 3.03 pm.

22.3.9 Members' Reports

Members will give an update on activities and issues since the last meeting.

Councillor Laws reported on the following:

· Attended a pre-agenda meeting for council. Noted discussion on water fluoridation and noted there had not been a central government mandate yet.

· Attendance a Project Governance Group meeting.

· Attended a workshop with Jasmax on the Cromwell. Doesn’t think the board on the same page with what to do.

· Attended a meeting Old Cromwell Incorporated and noted several items discussed at the meeting.

· Attended a meeting of the Cromwell Resource Centre and updated members on issues discussed at the meeting.

· Attended the April Council meeting and gave members an update on topics discussed at the meeting.

Mr Scott reported on the following:

· Attended a Cromwell and Districts Promotions Group meeting and updated members on issues discussed.

· Attended the ANZAC Day ceremony in Cromwell.

· Attended Cromwell business group breakfast meeting.

Councillor Gillespie reported on the following:

· Attended a Project Governance Group meeting.

· Attended a council pre-agenda meeting.

· Attended a workshop with Jasmax regarding the Cromwell Memorial Hall.

· Attended a meeting of the Hearings Panel.

· Noted the number of stalls and the generosity of the public at this year’s Poppy Day.

· Laid a wreath on ANZAC Day in Cromwell.

· Attended a Fire Emergency Advisory Committee meeting.

· Noted the upcoming internment of the miner that was found during the building of Clyde Dam.

· Attended the April Council meeting and updated members on some of the topics discussed.

Councillor McKinlay reported on the following:

· Attended the April Council meeting and updated members on some of the topics discussed.

Committee Resolution

Moved: Laws

Seconded: Scott

That the report be received.

Carried

Note: Cr Laws declared an interest in item 22.3.6. She did not take part in the discussion and did not vote on the item.

22.3.6 Road Name Approval Report - Wooing Tree Development

To consider a request to name ten roads in the second stage of the Wooing Tree Development in Cromwell.

After discussion it was agreed to leave the item to lie on the table to give the developer the opportunity to consider other road names from the approved Cromwell or Aukaha lists.

Committee Resolution

Moved: Gillespie

Seconded: Scott

That the Cromwell Community Board

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

B. Agrees to leave the item to lie on the table to give the developer the opportunity to choose more appropriate road names from the Cromwell area from the Cromwell or Aukaha list of road names or to provide a case for the current choices.

Carried

9 Status Reports

22.3.10 May 2022 Governance Report

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

Committee Resolution

Moved: Laws

Seconded: Scott

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 21 June 2022.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Laws

Seconded: Scott

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
22.3.11 - May 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 3.15 and the meeting closed at 3.19 pm.

21 June 2022

22.4.3 Closing of the Cromwell Memorial Hall

Doc ID: 582918

1. Purpose of Report

To reconsider the report presented to the Cromwell Community Board on 29 March 2022 regarding closure of the Cromwell Memorial Hall.

Recommendations

That the Cromwell Community Board

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

B. Approves the immediate closure of the Cromwell Memorial Hall.

C. Approves Cromwell Community Board and Project Advisory Group engagement and approval process during the project (Tables 2 and 3).

2. Background

A report was presented to the Cromwell Community Board (the Board) on 29 March 2022 with the following recommendations:

A. Approves the Cromwell Memorial Hall closure date of 2nd May 2022 as well as the proposed demolition phase start date of July 2022.

B. Approves Cromwell Community Board and Project Advisory Group engagement and approval process during the project (Tables 2 and 3).

The Board resolved to leave the item on the table until such time as concept designs were developed and high-level costs were available to be presented to the Board.

Since the meeting all users of the Cromwell Memorial Hall have independently found alternative locations for their activities.

The costs of running the hall have now been determined. Leaving the hall open without any users or income is incurring the following costs:

· Monthly running costs for the hall which includes costs for electricity, water etc of around $600.

· The estimated July building warrant of fitness cost is around $850.

As the hall is not being used it is recommended that it be closed immediately to avoid further costs.

The Board will receive a report regarding demolition when high level costs and concept plans are available.

A report outlining the timeframe and structure of the Cromwell Memorial Memorial/Event Centre project was presented to the Board and approved at the July 2021 meeting. This report outlined the different stages of this project and the timeframes to complete them. The original report and timeframe (Table 1) has now been reviewed and adjusted as recommended by Jasmax.

The programme from this report is detailed below:

Table 1:

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The 29 March 2022 report (which was left on the table) is attached as Appendix 1.

3. Discussion

The new recommended design and construction process timeline is outlined in Tables 2 and 3 below and shows the Cromwell Community Board’s 2022 meetings and the approval stages that the Board will be engaged for.

Below are the updated design/construction timelines for 2022/23 as well as the Board approval timelines.

Table 2:

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Table 3:

Timeline

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This timeline has been reviewed and discussed by the Project Advisory Group who have recommended it be included in this update to the Board.

4. Options

Option 1 – (Recommended)

The Board approves:

· The immediate closure of the Cromwell Memorial Hall.

· The Cromwell Community Board and Project Advisory Group engagement and approval process during the project (Tables 2 and 3).

Advantages:

· Allows for the design process as recommended by the architect to progress without delay.

· Provides clear process for engagement and approval.

· The proposed closure date provides more time for asbestos removal and site investigation.

Disadvantages:

· The Cromwell Memorial Hall facility will no longer be available for use.

Option 2

The Board declines to approve:

· The immediate closure of the Cromwell Memorial Hall.

· The Cromwell Community Board and Project Advisory Group engagement and approval process during the project (Table 2 and 3).

Advantages:

· The Cromwell Memorial Hall facility will be available for a longer period for use.

Disadvantages:

· A later closure date will cause delays in the design, demolition and construction process.

· Declining to approve the proposed engagement and approval process will impact the design delivery timeline and result in additional design and operational costs.

4. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of communities, in the present and for the future by delivering a hall/events centre to the community which will enable a range of events and community use and a hub for arts and culture.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This decision is consistent with the “Eye to the Future” Cromwell Masterplan and the Long-term Plan.
Considerations as to sustainability, the environment and climate change impacts	The impacts on sustainability, such as waste to landfill, will be off-set in the longer-term by the creation of a modern and environmentally efficient building on this site.
Risks Analysis	Identified risks will be managed by project planning and close project management.
Significance, Consultation and Engagement (internal and external)	There has been significant consultation through the “Eye to the Future” Cromwell Masterplan and the project and funding was included in the consultation document for the 21/31 Long-term Plan. All communications will be distributed with the Board for feedback before releasing to the community.

5. Next Steps

· Progress as per the approved programme of work.

6. Attachments

Nil

Report author:	Reviewed and authorised by:

Garreth Robinson	Louise van der Voort
Property and Facilities Manager	Executive Manager - Planning and Environment
7/06/2022	9/06/2022

21 June 2022

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22.4.4 Proposal to dispose of Part of Record of Title 13B/860 to Waka Kotahi New Zealand Transport Agency as agents of the Crown (PRO: 62-3047-00).

Doc ID: 577048

1. Purpose of Report

To consider disposing of approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi as agents of the Crown, for the purpose of constructing a roundabout at the intersection of State Highway 8B and Barry Avenue, and to consider allowing Waka Kotahi to erect a secure compound around part of Section 126 Block III Cromwell Survey District for the duration of the construction of new footpaths and underpass.

Recommendations

That the Cromwell Community Board

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

B. Notes the previous agreement with Waka Kotahi for the compulsory acquisition of this land.

C. Agrees to:

1. Dispose of approximately 1,740 square metres of Record of Title OT13B/860, being the parcels marked “A” and “B” as identified in figure 2, to:

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

- In accordance with the provisions of the Public Works Act 1981.

- For $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

Subject to:

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

2. To agree to allow Waka Kotahi New Zealand Transport Agency to erect a secure compound around the area marked “E” as shown in figure 3 (Footpath Construction Zone), for the duration of the construction of the footpaths and underpass (as required), at no charge.

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

2. Background

Original Report:

At its meeting of 29 March 2022, the Cromwell Community Board (the Board) considered a proposal to dispose of approximately 2,720 square metres of land, Record of Title OT13B/860, for the purpose of constructing a roundabout at the intersection of State Highway 8B and Barry Avenue.

The report also recommended that Waka Kotahi be granted consent to erect temporary security fencing around a portion of Section 126 Block III Cromwell Survey District to provide for the safe construction of new footpaths which are being constructed as part of the project.

On consideration, the Board agreed that a plan of the proposed footpath should be approved before any further work took place on the Section 126 Block III Cromwell Survey District (Section 126) being part of the parcel of land known as the Big Fruit Reserve.

The part of the recommendation relating to Waka Kotahi’s use of the Big Fruit Reserve was then removed with the Board resolving (Resolution 22.2.3) as follows:

That the Cromwell Community Board

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

B. Agrees to:

Dispose of approximately 2720 square metres of Record of Title OT13B/860, being the parcels marked “A” and “B” as identified in figure 2 of the report, to:

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

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

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

Subject to:

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

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

A copy of the report to the Board dated 29 March 2022 is attached as Appendix 1.

Revised Plan of Works

While construction of the roundabout has commenced, Waka Kotahi have now revised their plan of the works. This is because the plan referred to above in Resolution 22.2.3 included land for sight lines.

Sight lines are used to provide unimpeded views of approaches to intersections, corners, and roundabouts. While sight lines are not a compulsory construction requirement, they do improve visibility which makes it safer for road users.

As the roundabout is being constructed on a flat road which has good visibility, sight lines are not required in this instance.

This means that the area of land to be taken from Record of Title OT13B/860 (the areas marked ‘A’ and ‘B’) has reduced significantly, from 2,720 square metres as shown below in figure 1, to just 1,740 square metres as shown below that in figure 2.

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Figure 1 – Previous Plan of Works/Land to be taken from RT OT13B/860

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Figure 2 – Revised Plan of Works/Land to be Taken from RT OT13B/860

Accordingly, Waka Kotahi have now asked for the compensation (which will be recovered from the Wooing Tree Developers) to be reassessed in accordance with the provisions of the Public Works Act 1981.

3. Discussion

Valuation

As noted in the report dated 29 March 2022, Quotable Value (QV) valued the 2,720 square metres of land to be taken from Record of Title OT13B/860 at $184,000 (One Hundred and Eighty Four Thousand Dollars) plus GST (if any).

This equates to a square metre rate of $67.65 plus GST (if any).

If that square meterage rate is applied to the revised area of 1,740 square metres, the value of the smaller area of land would be approximately $117,711 (One Hundred and Seventeen Thousand Seven Hundred and Eleven Dollars) plus GST (if any).

As the general rule of thumb is that a parcel of land increases in value as it reduces in size, it is proposed that the compensation payable be rounded up to $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

Secure Compound

As noted in the report dated 29 March 2022, in addition to constructing the roundabout at the intersection of State Highway 8B and Barry Avenue, Waka Kotahi are also constructing footpaths through the area marked “E” below in figure 3.

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Figure 3 – Area E (Footpath Construction Zone)

The new footpaths will link the Cromwell town centre to an underpass which is being constructed under State Highway 8B. The underpass will connect the Wooing Tree Estate to the Cromwell town centre.

The construction of the roundabout, footpaths, and underpass are all conditions of the Wooing Tree’s resource consent.

An extract of the Wooing Tree Estate’s resource consent as it relates to the construction of the new footpaths and the underpass is shown below in figure 4.

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Figure 4 – Extract of Wooing Tree Estate’s resource consent conditions as they relate to the footpaths & underpass.

The Wooing Tree developers are also required to pay the costs of the construction of the new footpaths and the underpass, but as Waka Kotahi are responsible for the national highway network, they will manage the project. Construction of the underpass will commence when the box sections (which have been delayed due to Covid-19) become available.

The purpose of erecting the secure compound is to provide for the safety of both the contractors and the public during the construction period.

A plan of the footpaths as they connect to the underpass and a crossing on Barry Avenue are shown below in figure 5. The dark coloured lines through the footpath areas indicate contouring of the land (battering of the slopes along the cutting) as it enters and exits the underpass.

Diagram

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Figure 5 – Plan of the New Roundabout, Footpaths, and Underpass.

4. Financial Considerations

Agreeing to sell a smaller portion of Record of Title OT13B/860 for the reduced sum of $118,000 plus GST (if any) has no financial implications as the income does not form part of any budgetary planning.

There are no financial considerations for Council associated with agreeing to allow Waka Kotahi to erect a secure compound around the area marked ‘E’ as shown in figure 3.

5. Options

Option 1 – (Recommended)

To agree to:

1. Dispose of approximately 1,740 square metres of Record of Title OT13B/860, being the parcels marked “A” and “B” as identified in figure 2, to:

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

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

- For $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

Subject to:

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

Advantages:

· Council will retain a much larger portion of Record of Title OT13B/860.

· Recognises the provisions of the Public Works Act 1981.

· Is consistent with Council’s Roading Policies and with other Council initiated road stoppings.

· Is consistent with the agreement to dispose of the land being taken to construct the roundabout at the intersection of State Highways 6 and 8B (Junction of the Highways).

· The sale proceeds will be retained for the purpose of purchasing, enhancing, and/or maintaining, land within the Cromwell ward.

· Facilitates the construction of the footpaths associated with the construction of the Wooing Tree underpass.

· Will enhance the long term connectivity throughout the general area.

· Provides for the safety of both contractors and the public during the construction period.

Disadvantages:

· There will be a permanent loss of greenspace.

· The public will be temporarily excluded from the area marked “E” while the footpaths and underpass are constructed.

Option 2

To not agree to:

1. Dispose of part of Record of Title of OT13B/860 to Waka Kotahi New Zealand Transport Agency for $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

2. Allow Waka Kotahi New Zealand Transport Agency to erect a secure compound around the area marked “E” in figure 3, being approximately 0.4590 hectares of Section 126 Block III Cromwell Survey District, for the duration of the construction of the footpaths or underpass.

Advantages:

· There would be no loss of greenspace.

· The public would not be temporarily excluded from the area marked “E” while the footpaths and underpass are constructed.

Disadvantages:

· Will not facilitate the construction of the roundabout at the intersection of State Highway 8B and Barry Avenue.

· Will not facilitate the construction of the footpaths associated with the construction of the Wooing Tree roundabout and underpass.

· Will not enhance the long term connectivity throughout the general area.

· Does not provide for the safety of contractors or the public during the construction period.

6. Compliance

Local Government Act 2002 Purpose Provisions

The Local Government Act 2002 does not apply to this decision, but.

The proposed disposal of the land and the payment of the compensation is consistent with the provisions of the Public Works Act.

Granting Waka Kotahi the right to erect a secure compound around the area marked ‘E’ (as shown in figure 3) will facilitate the construction of the new footpaths, along with the underpass and the roundabout, and will provide for the safety of both contractors and the public during the construction period.

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

Council has no policy regarding the sale and/ or disposal of land required for public works.

Considerations as to sustainability, the environment and climate change impacts

The disposal of the land to Waka Kotahi will have minimal environmental and climate change impacts.

Construction of the roundabout will facilitate more efficient use of the transport network.

Construction of the new footpaths will have minimal environmental and climate change impacts.

Risks Analysis

There are no risks associated with the recommendation.

As the land is being taken/disposed of in accordance with the provisions of the Public Works Act 1981, the taking is compulsory.

There are no risks associated with the recommendation to allow Waka Kotahi to erect a secure compound around the area marked ‘E’ for the duration of the construction period.

There is greater risk associated with not permitting the secure compound being erected.

Significance, Consultation and Engagement (internal and external)

The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded.

7. Next Steps

1. Community Board approval 21 June 2022

2. Waka Kotahi advised of approval On release of Resolution

3. Works completed Mid – Late 2023

8. Attachments

Appendix 1 - Copy of Report to the Board dated 29 March 2022 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Quinton Penniall
Team Leader - Statutory Property	Infrastructure Manager
13/06/2022	13/06/2022

21 June 2022

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22.4.5 Clarification of the terms of the Cromwell Menz Shed lease

Doc ID: 577222

1. Purpose of Report

To consider clarifying the terms of the lease granted to the Cromwell Menz Shed Charitable Trust over part of Lot 3 Deposited Plan 526140 being part of the Cromwell Transfer Station site.

Recommendations

That the Cromwell Community Board

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

B. Agrees to clarify the provisions of the lease granted to the Cromwell Menz Shed Charitable Trust by updating the terms and conditions of the lease as follow:

Commencement: 01 July 2023

Area: 1023 square metres more or less as shown in figure 5, being the ‘Revised Lease Area’

Term: Five (5) Years

Rights of renewal: Two (2) of Five (5) Years each

Expiry: 30 June 2038

Rent: To be assessed in accordance with Council’s Community Leasing and Licensing Policy (as adopted post review).

Rent Review: On renewal

Rent Review Methodology: In accordance with the Community Leasing and Licensing Policy

Permitted Use: The operations of a Menz Shed

Outgoings: Lessee pays 100% of the outgoings

Termination: In accordance with Council’s Community Leasing and Licensing Policy or as provided for in the Deed of Lease

Other terms/conditions: In accordance with Council’s Community Leasing and Licensing Policy or as provided for in the Deed of Lease

Subject to the Cromwell Menz Shed Charitable Trust:

- Meeting all costs associated with their occupation of the land and the construction of the group’s new facility.

- Funding and erecting security (deer) fencing along the boundaries marked ‘B2’, ‘B3’, and ‘B4’, as shown above in figure 5.

- Funding and installing a pair of security (deer) gates in the existing fence identified as B1 below in figure 5.

- The fencing and gates being erected to the satisfaction of Council’s Infrastructure Manager.

- Meeting all costs associated with connecting to the utility networks.

- Providing a tap for the sole purpose of supplying an unrestricted quantity of water to the existing structure as shown in figure 2, (if required).

- That the tap referred to above be located inside the existing structure to the satisfaction of Council’s Planning and Regulatory Services Manager.

- Vacating their current site on the Cromwell Equestrian Centre within one month of the commencement of the lease.

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

2. Background

Board and Council Reports

At their meeting of 20 April 2021, the Cromwell Community Board (the Board) considered a report recommending the granting of a lease to the Cromwell Menz Shed Charitable Trust (the Menz Shed/the group).

The terms of the proposed lease as outlined in the report dated 20 April 2021 are summarised below in table 1:

Rent: $1.00 per annum

Term: 5 years with two rights of renewal

Rent Review: On renewal

Permitted Use: The operations of a Menz Shed

Outgoings: Lessee pays 100% of the outgoings

Termination: If either party wish to terminate the lease six months’ notice in writing may be given by either party.

Table 1 – Terms of the proposed lease as outlined in the report to the Board dated 20 April 2021.

On consideration the Board resolved (Resolution 21.3.4) as follows:

That the Cromwell Community Board

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

B. Agrees to lease the proposed area to the Cromwell Menz Shed.

C. Recommends to Council to approve a lease for Cromwell Menz Shed over 1000m2 (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP 526140.

D. Authorise the Chief Executive to do all that is necessary to give effect to this resolution.

A copy of the report to the Board dated 20 April 2021 is attached as Appendix 1.

In accordance with Resolution 21.3.4C, a report was then put to the Council’s meeting of 30 June 2021 for final approval.

On consideration, the Council resolved (Resolution 21.5.12) as follows:

That the Cromwell Community Board

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

B. Agrees to lease the proposed area to the Cromwell Menz Shed

C. Agrees to a lease over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP 526140.

D. Authorise the Chief Executive to do all that is necessary to give effect to this resolution.

A copy of the report to the Council dated 30 June 2021 is attached as Appendix 2.

3. Discussion

The Land and the Proposed Lease Area

Lot 3 Deposited Plan (DP) 526140 (Lot 3) has an area of 26.9807 hectares. Lot 3 is one of four parcels of the land contained in Record of Title 894732.

Record of Title 894732 is endowment land held for the “betterment of Borough funds”. It is zoned Rural Resource Area. Much of the land is covered in pine trees.

Other occupiers of Record of Title 894732 include a scrap metal business, a worm farming operation, Paintball Central, the Central Otago Motorcycle Club, and the Cromwell Transfer Station and Closed Landfill (the Transfer Station).

An overview of the various occupations which are located on part or all of Lot 3 DP 526140 are shown below in figure 1.

Map

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Figure 1 – Occupations and activities which are located on part or all of Lot 3 DP 526140.

As shown in figure 1, the Transfer Station is located on the northern end of Lot 3 adjacent to Bannockburn Road. A nine metre wide ‘buffer zone’ lies between the Transfer Station and Bannockburn Road.

An existing structure occupies an additional area of about 50 square metres of the land between the buffer zone and the Transfer Station land. A monitoring bore is located to the north of the existing structure. The monitoring bore is integral to the ongoing management of the of the closed landfill. It has a value of approximately $40,000.

To protect the bore, it needs to be located on the outside of the lease area. This will also allow it to be accessed as required by Council staff and contractors.

A plan of the existing structure, buffer zone and Monitoring bore are shown below in figure 2.

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Figure 2 – Buffer zone, existing structure, and monitoring bore.

The report dated 20 April 2021 identifies the Menz Shed’s lease area as being located to the west of the existing structure. A plan of the lease area as identified in the report dated 20 April (which is not to scale) is shown below in figure 3.

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Figure 3 – Lease area (not to scale) as identified in the report to the Board dated 20 April 2021.

A plan of the Menz Shed’s revised lease area, which has an area of approximately 1023 square metres (more or less), is shown below in figure 4.

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Figure 4 – Revised lease area.

Club Income

When the report dated 20 April 2021 was presented to the Board, it was understood that the Menz Shed did not generate any income from subscriptions.

Since then, it has been determined that the Menz Shed charge an annual subscription of $20 per member. With an existing base of 35 members, this equates to an annual subscription income of $700 including GST per annum.

While the Menz Shed pride themselves on having a history of gifting their services and expertise to many organisations, they also generate income by undertaking private building and/or renovation projects.

The scope of these projects vary greatly from gardening and minor repairs to installing curtain and hand rails to building and extending gates and to doing fitouts for wardrobes.

Additional income is generated from building and selling outdoor furniture, and by giving lessons at organisations such as Central Otago REAP. The income generated from these assorted projects amounts to approximately $12,500 plus GST per annum.

Excluding donations (which average about $1,000 per annum), the group’s total annual operational income is approximately $13,200.

Other Terms and Conditions

The initial report did not discuss the date for commencement of the lease.

It is proposed that the lease commences on 01 July 2023. Granting the lease now will provide the group with confirmation of their site which will enable them to apply for funding. It also means the group will not have to pay rent for the site until they are ready to occupy it.

Other terms and conditions promoted in the report to the Board dated 20 April 2022 included:

1. If the Menz Shed ceases to exist, then any improvements on the land would transfer to Council.

2. That Council would meet the cost of fencing three sides of the lease area.

3. That the Menz Shed meet all costs associated with the development of the demised area, including:

- Preparing a Site Management Plan.

- Temporarily connecting to an existing water supply.

- Making a permanent connection to the water network once established.

- Connecting to the power and wastewater networks.

- The installation of a gate on the southern boundary.

- Preparation of the ground for occupation and building.

While it is typical for the lessee to be required to meet the costs associated with developing their site and with the construction of any improvements, it is not typical for a lease to include a clause requiring improvements which are owned by the lessee to be transferred to Council should the group cease to exist. The clause is also contrary to the Community Leasing and Licensing Policy which states that:

Where an agreement is nearing expiry, has expired, or is terminated by either party, and it

has been decided that a new lease will not be granted to the existing lessee, any buildings or

structures owned by the lessee:

· May be removed by the lessee; or

· May revert to Council ownership if the Council wishes to accept ownership; or

· May be transferred to another community or recreation group.

It is also unusual for a lease to be granted subject to Council funding and constructing the boundary fences and/or gates around the lease area and for Council to provide a temporary connection to the water supply.

To bring the terms and conditions of the Menz Shed lease into line with other club and community group leases it is proposed that those terms be amended as follow:

1. Should the Menz Shed cease to exist, the lessee reserves the right to remove and/or sell any improvements within three months of the date of surrender, cancellation, or expiry.

2. That the lease be granted subject to the Menz Shed funding and erecting security (deer) fencing along the boundaries marked ‘B2’, ‘B3’, and ‘B4’, below in figure 5.

3. That the lease be granted subject to the Menz Shed funding and installing a pair of security (deer) gates in the existing fence identified as B1 below in figure 5.

4. That the fencing and gates referred to in points 3 and 4 be erected to the satisfaction of Council’s Environmental Engineering Manager.

5. The monitoring bore being on the outside of the Menz Shed compound.

6. That the Menz Shed make a permanent connection to water meter 17M1560980 (account number 45782) and that for the duration of their tenure and any renewal or variation thereof, the Menz Shed provide a tap for the sole purpose of supplying an unrestricted quantity of water to existing structure if required.

7. That the tap referred to in point 5 be located in a position to the satisfaction of Council’s Regulatory Services Manager.

8. That the Menz Shed meet all other costs associated with the development of the site and the construction of any improvements, including:

- Preparing a Site Management Plan.

- Obtaining all permits and consents associated with the proposed activity.

- Connecting to the utility networks.

- Preparation of the ground for occupation and building.

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Figure 5 – Plan of Boundaries to be Fenced and/or Gated.

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Figure 6 – Existing Water Connection – Meter ID 17M1560980 (Water Account Number 45782)

Feasibility Study

To ensure the success of their project, the Menz Shed engaged McElrea Consulting undertake a feasibility study. The feasibility study is being funded via a grant from the Department of Internal Affairs.

The feasibility study details a brief history and background of the Menz Shed as being:

The Menz Shed concept was borrowed from the successful Australian Men’s Shed model. Australia’s first Men’s Shed was built in the early eighties with Australia now sporting 930 Men’s Sheds throughout their country.

Menz Shed NZ was incorporated in September 2007 and was registered as charity on October 13th (CC49919). There are 118 Menz Shed’s in New Zealand with 18 more currently in the development stage.

The feasibility study notes that the success of the Menz Shed concept has been immense with some key fundamentals of the Menz Shed concept being:

- Working on practical tasks as a group or individual with access to tools & machinery.

- Learning new skills. Passing new skills onto others. Contributing to local community projects and helping other community groups.

- Providing a place social interaction.

- Increased wellbeing by creating a safe environment where men’s health can be discussed in an open manner.

- Providing an outlet where men who are sometimes retired, widowed or just restless can congregate with other likeminded people.

- Recycling scrap.

The goal of the feasibility study was to assess:

- The need for a new purpose built Menz Shed.

- Potential build options and analyse which option is best.

- Community support for a new Menz Shed.

- The benefits of a new Menz Shed for members and the community

- Initial funding needs.

- The Menz Shed’s ability to cover operating costs and long-term feasibility of the

venture.

The feasibility study identifies the total cost of constructing and fitting out the facility as being approximately $830,000. The group intend to finance the project with funding from organisations such as the New Zealand Lotteries Commission, the Central Lakes Trust, and the Otago Community Trust. The group hope to commence construction of the facility nearer the end of 2022.

Existing Facility & Location

The Cromwell Menz Shed Charitable Trust was established in March 2019. They are currently located on a temporary site at the Cromwell Equestrian Centre, in an agreement with the Cromwell Equestrian Club, at Council’s discretion.

The Cromwell Equestrian Club hold a lease over Lot 1 DP 301554, being the Cromwell Equestrian Centre. The land is a crown derived reserve held by Council subject to the:

· Cromwell Race Course Reserves Act 1876,

· Reserves Act 1977,

· Ngai Tahu Claims Settlement Act 1998, and the,

· Cromwell Racecourse Reserve Management Plan (which was adopted in April 2000).

As the Menz Shed is not an equestrian related or recreational activity (as described in the Reserves Act 1977), the group cannot be permanently accommodated at the Cromwell Equestrian Centre.

On that basis, it is recommended that the lease be granted subject to the group vacating the temporary site at the Cromwell Equestrian Centre within one month of the commencement of their new lease.

Community Leasing and Licensing Policy

The Community Leasing and Licensing Policy (the policy) was adopted by Council in February 2021. The purpose of the policy is:

To provide a consistent and equitable framework for community leases and licences of council-managed property and facilities to eligible community groups.

The objectives of the policy are as follow:

- To ensure that the granting of occupancy is fair, accessible, and responsive to community needs.

- To establish consistent guidelines by which community groups may occupy council land and buildings for sporting, recreational, community services and educational purposes.

- To strengthen communities through offering land and buildings at concessional rentals (e.g., less than market rate).

Earlier this year a review of the policy was commenced. The purpose of the review is to consider any unintended consequences associated with implementing the policy.

To date, the greatest challenge associated with implementing the policy (for staff) has been determining exactly what equates to income.

As the review of the policy is expected to be finalised shortly, it is recommended that the group’s rental be assessed in accordance with the provisions of the revised policy (once adopted). This will ensure the group’s rental is determined under the most relevant policy.

4. Financial Considerations

There are no negative financial implications associated with the granting of a lease as the group are required to meet all costs associated with their occupation of the land.

Those costs include for example:

- Fencing and gating the lease area.

- Obtaining all permits and consents associated with the construction of the facility

- the construction of the facility.

- Connecting to the power, water, and wastewater networks.

- Providing an unrestricted supply of water for the sole use and benefit of the existing structure.

- The payment of outgoings associated with the ongoing operation of the facility.

The rental, which is expected to be approximately $350 per annum, will be credited to the Environmental Engineering Management cost centre. It will then be used to offset waste management and/or disposal costs.

For all intents and purposes, the existing water connection registers as little to no use. In fact, since it was installed in 2018, just 4 cubic metres of water has passed through the meter. This equates to $2.40 including GST and as the charge has not exceeded $10 per account has been written off in accordance with financial policies.

Allowing the Menz Sheds to connect to the existing water connection on the proviso they install a tap inside the existing structure (if required) will be beneficial to both parties.

5. Options

Option 1 – (Recommended)

To agree to clarify the provisions of the lease granted to the Cromwell Menz Shed Charitable Trust by updating the terms and conditions as follow:

Commencement: 01 July 2023.

Area: 1023 square metres more or less as shown in Figure 5, being the ‘Revised Lease Area’.

Term: Five (5) Years.

Rights of renewal: Two (2) of Five (5) Years each.

Expiry: 30 June 2038.

Rent: To be assessed in accordance with Council’s Community Leasing and Licensing (as adopted post review).

Rent Review: On renewal.

Rent Review Methodology: In accordance with Council’s Community Leasing and Licensing Policy.

Permitted Use: The operation of a Menz Shed.

Outgoings: Lessee pays 100% of the outgoings.

Termination: In accordance with Council’s Community Leasing and Licensing Policy or as provided for in the Deed of Lease.

Other terms/conditions: In accordance with Council’s Community Leasing and Licensing Policy.

Subject to the Cromwell Menz Shed Charitable Trust:

- Meeting all costs associated with their occupation of the land and the construction of the group’s new facility.

- Funding and erecting security (deer) fencing along the boundaries marked ‘B2’, ‘B3’, and ‘B4’, as shown above in figure 5.

- Funding and installing a pair of security (deer) gates in the existing fence identified as B1 below in figure 5.

- The fencing and gates being erected to the satisfaction of Council’s Environmental Engineering Manager.

- Meeting all costs associated with connecting to the utility networks.

- Providing a tap for the sole purpose of supplying an unrestricted quantity of water to the existing structure as shown in figure 2, (if required).

- That the tap referred to above be located inside the existing structure to the satisfaction of Council’s Regulatory Services Manager.

- Vacating their current site on the Cromwell Equestrian Centre within one month of the commencement of the lease.

Advantages:

· Clarifies the terms and conditions of the proposed lease.

· Clarifies the lessee’s responsibilities under the proposed lease.

· Is consistent with the provisions of Council’s Community Leasing and Licensing Policy.

· Is consistent with other community group and club leases.

· The new fencing and gates will provide the group with a secure compound from which to operate.

· A small income will be generated for the purpose of offsetting Environmental Engineering Management costs.

· Allowing the Menz Shed to make one permanent connection to the existing water meter will:

o Reduce costs associated with connecting to the water supply.

o Be beneficial to both the Menz Shed and to Council.

· Facilitates the relocation of the Menz Shed from the Central Lakes Equestrian Centre to the new Bannockburn Road site.

Disadvantages:

· None

Option 2

To not agree to clarify the provisions of the lease granted to the Cromwell Menz Shed Charitable Trust.

Advantages:

· None

Disadvantages:

· The terms and conditions of the proposed lease will not be clarified.

· The lessee’s responsibilities under the proposed lease will not be clarified.

· Does not reflect the provisions of Council’s Community Leasing and Licensing Policy.

· The terms of the original lease will continue to be inconsistent with other community group and club leases.

· Will not facilitate the construction of a secure compound around the lease area.

· Does not make the best use of the existing water connection.

· May not facilitate the transfer of the Menz Shed from the Central Lakes Equestrian Centre to the Bannockburn Road site.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of communities, both now and in the future, by clarifying the terms and conditions of the lease granted to the Cromwell Menz Shed Charitable Trust.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommended option is consistent with the: · Cromwell Race Course Reserves Act 1876, · Reserves Act 1977, · Ngai Tahu Claims Settlement Act 1998, and the, · Cromwell Racecourse Reserve Management Plan. The Menz Shed will be required to: · Obtain and comply with all permits and consents associated with the construction of the facility and with its ongoing use. · Comply with all statutes, bylaws and other policies including the Council’s District Plan.
Considerations as to sustainability, the environment and climate change impacts	There is no sustainability, environmental, or climate change impacts associated with the recommended option.
Risks Analysis	The purpose of the recommendations is to clarify the terms and conditions of a new lease. Clarifying the terms and conditions will eliminate the risks which have been discussed previously.
Significance, Consultation and Engagement (internal and external)	Internal: The Significance and Engagement Policy has been considered with none of the criteria being met or considered. External: The lease area forms part of a greater title which is held by Council in a fee simple title which means public consultation is not required in this instance.

7. Next Steps

Club notified of outcome: On release of the Resolution

Lease commences: 01 July 2022

Central Lakes Equestrian Centre vacated by Menz Shed: 31 August 2022

8. Attachments

Appendix 1 - Copy of the Report to the Board Dated 20 April 2021 ⇩

Appendix 2 - Copy of the Report to the Council Dated 30 June 2021 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Team Leader - Statutory Property	Executive Manager - Planning and Environment
9/06/2022	9/06/2022

21 June 2022

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22.4.6 Proposal to stop Flora Street

Doc ID: 535604

1. Purpose of Report

To consider stopping the remaining section of Flora Street in accordance with the provisions of the Local Government Act 1974, then vesting the land in Council as a Local Purpose (Public Amenity) Reserve, in accordance with the provisions of the Reserves Act 1977.

Recommendations

That the Cromwell Community Board

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

B. Recommends to Council to approve the proposal to stop approximately 0.6447 hectares of unformed legal road (shown as in Section 3 SO 517704 in figure 3) being Flora Street, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process as outlined in the same Act.

- No objections being received within the public notification period.

- The consent of the Minister of Lands.

- The stopped road being classified as Local Purpose (Amenity) Reserve, then vested in Council in accordance with the provisions of the Reserves Act 1977.

- An easement (in gross) in favour of (and as approved by) the Central Otago District Council being registered over all of Section 3 SO 517704.

- Easements (in gross) in favour of (and as approved by) Aurora Energy Limited, and Chorus New Zealand Limited, being created, and registered on the resulting title.

- District Plan designation (‘D97’) being updated to Local Purpose (Amenity) Reserve.

- The costs being paid from the final stage of the Gair Avenue Development project.

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

2. Background

Flora Street (the Road) is an unformed legal road. The Road runs southward from Gair Avenue to Smitham Drive adjacent to Council’s residential development off Gair Avenue.

The Road is recorded on Map 15 in the Operative District Plan. It is designated ‘D97’ which is “Road to be Stopped”. The underlying designation is residential.

The Road is shown below in figure 1 in an extract of District Plan Map 15.

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Figure 1 – Extract of District Plan Map 15 Figure 2 – GIS Overview (Pre-greenway development)

At their meeting of September 2017, the Cromwell Community Board (the Board) considered a then confidential report proposing an amendment to the partnership development subdivision plan. The same report proposed that the Board agree to develop Flora Street as a greenway.

On consideration the Board agreed to the greenway development and resolved (Resolution 17.7.8) as follows:

D. AGREED to development of all of the Flora Street greenway and greenway on the north boundary of stage 5.

McKinlay / Dicey

In accordance with Resolution 17.1.8 D, the Road has since been developed as a greenway.

A path has been constructed over the Road with plantings and irrigation also installed. An aerial of the Road (pre-development of the greenway) is shown above in figure 2.

At their meeting of January 2018, the Council considered a report proposing the stopping of two portions of Flora Street. A plan of the proposed stopping (Survey Office Plan (SO) 517704) was appended to the report as Appendix 2. An extract of SO Plan 517704 is shown below in figure 3.

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Figure 3 – Extract of SO 517704 (Appendix 2)

The purpose of the proposed stopping was to enable the development of the Flora Street greenway, while improving legal road access to an adjacent (privately owned) residential development.

On consideration, the Council agreed to the proposal and resolved (Resolution 18.1.3) as follows:

B. RESOLVED that a notice be issued pursuant to sections 116, 117 and 120(3) of the Public Works Act declaring that, subject to all existing encumbrances:

The two portions of road described in the First Schedule be stopped and amalgamated with the adjoining land.

First Schedule: Otago Land District

Road to be stopped and amalgamated:

1. Appendix 2 – Portion 2 [being Section 2 SO 517704]

Adjoining: LOT 4 DP 493016 [and] LOT 1 DP 493497

Area: Approximately 463m2

2. Appendix 2 – Portion 4 [being Section 1 SO 517704]

Adjoining: LOT 4 DP 493016 [and] LOT 1 DP 493497

Area: Approximately 45m2

Gillespie / Wills

To give effect to the designation in the District Plan, it is now proposed that the balance of Flora Street, (Section 3 SO 517704), also be stopped, then vested in the Central Otago District Council, as a Local Purpose (Public Amenity) Reserve.

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 Map15. It is identified as Designation 97 – ‘Road to be Stopped’.
Current Level of Use	Is the road used by members of the public for any reasons?	The Road has been developed into greenway in accordance with Resolution 17.1.8. It is a public space openly accessible to the public for pedestrian and recreational purposes.
	Does it provide the only or most convenient means of access to any existing lots?	No. Other formed roads provide access to all lots adjoining the Road.
	Will stopping the road adversely affect the viability of any commercial activity or operation?	No. The (well established) commercial activity (motel complex) adjacent to the northern end of the Road is accessed from Gair Avenue.
	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?	No. The land identified in figure 2 as ‘Future Development’ will be access via other roads which will be constructed in conjunction with the development.
Future Use	Will the road be needed in the future to connect existing roads?	No.
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 proposed stopping and vesting as a reserve recognises its current use and value and will protect the amenity value.
	Does the road have potential to be utilised by the Council for any other public work either now or potentially in the future?	N/A (refer above).
	Does the road have significant landscape amenity value?	The Road has been developed in greenway which has 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 type of 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. The Central Otago District Council, Chorus New Zealand Limited, and Aroura Energy Limited, all have infrastructure in the Road.
Infrastructure	Can the existing services or infrastructure be protected by easements?	Yes. Easements can be created to protect the infrastructure that is situated in the legal road.
Traffic Safety	Does the use of motor vehicles on the road constitute a danger or hazard?	As the Road has been developed into a greenway for recreational purposes the use of a motor vehicle on the road could constitute a significant danger or hazard.

Roading Network and Public Access

As shown in the evaluation table, the Road is identified in the District Plan as ‘Road to be Stopped’. The proposal to stop the Road is consistent with that designation.

The proposal to vest the stopped road in Council as a Local Purpose (Walkway) Reserve (and to amend the designation) gives effect to Resolution 17.1.18. It will also secure and maintain the public’s ongoing right of access.

The Road does not provide access to a waterbody or to any land that cannot otherwise be accessed via other formed roads.

The Road contains infrastructure belonging to the Central Otago District Council, Aurora Energy Limited, and Chorus New Zealand Limited. Protection for this infrastructure is discussed next.

Easements

The Central Otago District Council have water (blue), wastewater (red), and stormwater (green) mains in the Road. A plan of their infrastructure is shown below in figure 4.

To protect Council’s infrastructure, it is recommended that an easement (in gross, in favour) of Council be registered over all of Section 3 SO 517704.

Figure 4 – Council Water, Wastewater, and Stormwater Infrastructure in Flora Street.

Aurora Energy Limited (Aurora) have infrastructure running through the intersection of Gavan and Flora Streets. This infrastructure, which is circled in green below in figure 5, includes a fuse pillar box, a low voltage cable, and street lighting cables. Aurora have agreed to support the proposed stopping if an easement (in gross, in Aurora’s favour) is registered on the resulting title.

Aurora also have an 11kV power cable and a street lighting cable running through the intersection of Gair Avenue and Flora Street. If any part of either of these cables, which are circled in yellow below in figure 5, are located in Flora Street, Aurora will also require an easement (in gross, in Aurora’s favour) be registered on the resulting title to protect this infrastructure.

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Figure 5 – Plan of Aurora’s Infrastructure as Extracted from Aurora’s Mapping System.

Chorus New Zealand Limited (Chorus) have cables in the Road. The first Chorus cable, a fibre cable, comes into the southern of Flora Street from Smitham Drive. The cable runs up the inside of the eastern boundary of Flora Street, then out into Derry Street.

Chorus have also agreed to support the proposed stopping providing an easement (in gross, in Chorus’s favour) is registered on the resulting title. The span of cables which need to be protected is highlighted in yellow below in figure 6.

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Figure 6 – Chorus’s Fibre Cable as it runs from Smitham Drive to Derry Street via Flora Street.

Chorus also have:

· A high capacity fibre (orange) cable running through the intersection of Gair Avenue and Flora Street, (circled in yellow below in figure 7),

· A telecommunications (blue) service cable running across the western end of Gavan Street, (circled in green below in figure 7), and,

· A telecommunications (blue) service cable running across the western end of Derry Street, (circled in pink below in figure 7).

If any part of any of these cables are located in Flora Street, Chorus will also require an easement (in gross, in Chorus’s favour) be registered on the resulting title to protect these cables.

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Figure 7 – Chorus’s High Capacity Fibre and Service Cables which may require Easements.

Legislation and Policy

Road stopping is the process of changing legal road land into fee simple land so it can be sold to an adjoining owner.

A landowner can apply to the Council to undertake a road stopping process in accordance with the provisions of the Local Government Act 1974 or the Public Works Act 1981. 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 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 the 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 applicant. Costs would usually include:

· Survey and Land Information New Zealand fees.

· Purchasing the land at valuation (along with the valuer’s fees).

· Public advertising.

· Gazettal.

· Legal fees.

In 2018, Flora Street was surveyed to facilitate the stopping and disposal of Section 2 Survey Office Plan (SO) 517704 (as shown above in figure 3). As SO 517704 has been approved by Land Information New Zealand (LINZ), it can also be used to facilitate the stopping of Section 3.

This means that the only surveying that is required is the creation of the easement diagram.

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

The remaining costs including, 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 of Easements $ 2,000.00

Public Advertising $ 350.00

Gazettal $ 4,250.00

Legal Fees $ 1,850.00

Total Cost Estimate: $ 8,450.00

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

All costs associated with the proposed stopping will be paid as part of the final stage of the Gair Avenue Development project.

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.

5. Options

Option 1 – (Recommended)

That the Cromwell Community Board recommends to Council to approve the proposal to stop approximately 0.6447 hectares of unformed legal road (shown as in Section 3 SO 517704 in figure 3) being Flora Street, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process as outlined in the same Act.

- No objections being received within the public notification period.

- The consent of the Minister of Lands.

- The stopped road being classified as Local Purpose (Amenity) Reserve, then vested in Council in accordance with the provisions of the Reserves Act 1977.

- An easement (in gross) in favour of (and as approved by) the Central Otago District Council being registered over all of Section 3 SO 517704.

- Easements (in gross) in favour of (and as approved by) Aurora Energy Limited, and Chorus New Zealand Limited, being created, and registered on the resulting title.

- District Plan designation (‘D97’) being updated to Local Purpose (Amenity) Reserve.

- The costs being paid from the final stage of the Gair Avenue Development project.

Advantages:

· Gives effect to Resolution 17.7.8 and to Designation 97.

· The proposal provides for the protection of the existing infrastructure.

· Vesting the land as a reserve will protect its amenity value and maintain public access.

· 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.

· The designation will be updated to reflect the existing use of the land.

Disadvantages:

· Aside from the financial implication, there are no disadvantages associated with this recommendation.

Option 2

To not recommend that the Council approves the proposal to stop approximately 0.6447 hectares of unformed legal road (shown as in Section 3 SO 517704 in figure 3) being Flora Street.

Advantages:

· There are no financial implications associated with this recommendation.

Disadvantages:

· Does not give effect to Resolution 17.7.8 or to Designation 97.

· Does not protect the amenity value of the land or maintain public access as intended under Resolution 17.7.8 or Designation 97.

· The designation will not be updated to reflect the existing use of the land.

· Does not recognise 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.

6. Compliance

Local Government Act 2002 Purpose Provisions	The provisions of the Local Government Act 2002 have been considered and will be met by this proposal. The recommendation supports the democratic decision-making process by giving effect to the intentions of Resolution 17.7.8 and to Designation 97. The proposed vesting of the resulting title will secure ongoing public access and will protect the amenity value of the land.
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 has been chosen. The proposal is also consistent with the Local Government Act 1974, the Reserves Act 1977 and with the provisions of Council’s District Plan.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision.
Risks Analysis	There are not risks to Council are associated with the recommended option. However, while Flora Street remains legal road, there is risk that a request for it to be formed could be made in conjunction with a future development.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. The proposal to stop the road is subject to the public consultation. The public consultation process prescribed in Schedule 10 of the Local Government Act 1974. The consultation process includes: 1. Onsite advertising of the proposal to stop the road (at each end of the road to be stopped). 2. Publicly advertising notice of the proposal in (a) local newspaper(s) 3. Serving the same notice on all occupiers of land adjoining the road to be stopped. 4. Publishing notice of the completed stopping in the New Zealand Gazette.

7. Next Steps

1. Community Board approval 21 June 2022

2. Council approval 6 July 2022

3. (Stopping to run in conjunction with the final stage of the Gair Avenue development).

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Quinton Penniall
Team Leader - Statutory Property	Infrastructure Manager
24/05/2022	9/06/2022

21 June 2022

22.4.7 Cromwell Bike Park Funding Request

Doc ID: 581355

1. Purpose of Report

To consider a funding request from the Cromwell Bike Park.

Recommendations

That the Cromwell Community Board

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

B. Agrees that the Cromwell Bike Park request for financial assistance is an exceptional circumstance under the Grants Policy.

C. Decides if additional financial assistance should be paid to the Cromwell Bike Park.

2. Background

The Cromwell Community Board considered a request for funding from Cromwell Bike Park Incorporated (Inc.) in December of 2014. The minutes from that meeting indicates that the Board had provided an initial $10,000 towards the project and approved an additional $36,000 from the Cromwell Reserves Contributions account. A copy of that report and the minute extract is attached as appendices one and two.

In November 2020, Pierre Leyser from Cromwell Bike Park Inc. provided an update on the project at the Board’s public forum. He reported that their organisation had secured the South Island Titles in 2022, but that further development was needed prior to this event, and that they were actively fundraising for stages two and three of the park’s development. A copy of that presentation is attached as appendix three, and the minute extract provided as appendix four. At that time, the Bike Park Inc. did not indicate that it was seeking additional financial support from the Community Board.

Cromwell Bike Park Inc. has now confirmed that it has secured funding of $73,476 towards its goal of $127,806.10 for the third and final stage of the project. As a result, the Bike Park Inc. has a shortfall of $49,330.10 and is seeking additional financial support from the Board to complete its fundraising goal.

The Cromwell Community Board provides a contestable grants process that contributes to the social, economic, environmental and cultural well-being of the Cromwell community.

The objectives of the grants process are:

· Enhance well-being

· Empower local communities

· Facilitate the delivery of community outcomes

· Promote our regional identity: Central Otago A World of Difference.

Other than in exceptional circumstances, the Cromwell Community Board considers grant applications in two rounds annually. Applications for the first round closed at the end of August 2021 for a decision in September, with the second round closing at the end of March 2022 for a decision in May. There were no applications received for the May 2022 community grants funding round and the balance of the Board’s 2021/22 community grant budget is currently $36,408.

Prior to Council’s review of Council’s grants policy in 2021 which introduced the six-monthly contestable funding rounds, community groups such as Cromwell Bike Park Inc. could approach the Board throughout the year to seek financial support. Cromwell Bike Park Inc. had been in conversations with staff, however there was a misunderstanding that they were seeking financial support and that this would require a funding application. As such, Cromwell Bike Club Inc. had not been informed of the grant application process and deadlines. This time delay has put time pressure on the Cromwell Bike Park Inc. due to its obligations to other funders.

Due to these factors, it is recommended that this request for funding meets the requirements of an exceptional circumstance and be considered outside of the formal grant funding round process.

In addition to this request for financial assistance with the development of the bike tracks, Cromwell Bike Park Inc. submitted to the to the 2021/31 Long-term Plan, seeking the installation of a public toilet near the bike park. The wording of their submission is included below.

The Cromwell Bike Park Inc are requesting the Council to provide toilets at the Neplusultra St reserve. The park is being utilised more and more and we keep being asked about toilets and them being a necessary feature at this park.

Staff have been considering this request and it is anticipated that a report on this matter will be presented to the September 2022 Council meeting for a decision. Early indications suggest costings to be in the vicinity of $150,000 for such a facility.

3. Discussion

To date, Cromwell Bike Park Inc. has raised $5,000 and received $43,476 from the Central Lakes Trust and $30,000 from the Otago Community Trust towards stage three of the bike park upgrade. Unless extensions are granted, the Central Lakes Trust funding must be used by 31 October 2022 and the Otago Community Trust funding must be uplifted by 30 November 2022.

Cromwell Bike Park Inc. is seeking financial support from the Cromwell Community Board of $49,330.10. This would complete their fund raising and would finalise the third and final stage of the redevelopment.

As discussed above, Cromwell Bike Park Inc. provided an update to the Community Board in November of 2020. Since then, the Bike Park Inc. has sought advice from the Board’s Chair and staff on how to seek additional financial support from the Board. Following a meeting between staff and Bike Park Inc. representatives, it was suggested that they put in writing what they are seeking, and that staff would present that to the Board for its consideration.

A copy of the Bike Park’s Request, diagram of stage 3 and project plan are attached as appendix five.

When considering the request, the Board should consider its financial support to date for the project, and the additional resourcing that may be considered by Council to include a public toilet near the facility.

The project itself meets the criteria for the community grants and would have a positive impact on the social well-being of the Cromwell community and contributes to all three of Council’s community outcomes.

4. Financial Considerations

As discussed in the background section, the balance of the Board’s 2021/22 community grant budget is $36,408. If this amount remains unspent at the end of the financial year it would be included in the Cromwell Community Grants reserve. The Board has $49,925 to allocate in the 2022/2023 financial year.

The Board’s previous contribution to Cromwell Bike Park Inc. was funded from the Cromwell Reserves Contribution account as the bike park was established on a reserve and that fund was for establishing and upgrading urban reservices driven by increased demand/growth.

5. Options

The Board is asked to consider the request for funding and determine the appropriate level of funding. There are no other options as the Board has the delegation to allocate grants from the contestable funds, if it is accepted that exceptional circumstances exist to consider this request outside the formal grants process.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by providing a contestable funding pool that enables projects to be delivered in the community that enhance wellbeing.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Grants Policy, and other plans and policies that may be impacted by any of the individual grant applications.
Considerations as to sustainability, the environment and climate change impacts	There is no direct impact.
Risks Analysis	If the Board accepts that the request for funding is an exceptional circumstance, then no risks have been identified.
Significance, Consultation and Engagement (internal and external)	Staff from the Parks, Property and Community Development team have been part of the conversation with Cromwell Bike Park Inc. No other engagement has taken place.

7. Next Steps

Once the Board has made a decision, this will be communicated to Cromwell Bike Park Inc. and appropriate payments paid.

8. Attachments

Appendix 1 - December 2014 Report to the Board on the Cromwell Bike Park ⇩

Appendix 2 - December 2014 Minute Extract relating to the Cromwell Bike Park ⇩

Appendix 3 - Cromwell Bike Park Presentation to November 2020 Board Meeting ⇩

Appendix 4 - Minute Extract from November 2020 Cromwell Community Board meeting ⇩

Appendix 5 - Cromwell Bike Park Request for Funding May 2022 ⇩

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Community Development Advisor	Chief Executive Officer
27/05/2022	9/06/2022

21 June 2022

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22.4.8 Cromwell and Districts Promotions Group Promotions Grant Application

Doc ID: 581028

1. Purpose of Report

To consider the Cromwell Districts Promotions Group’s application to the Cromwell Community Board for promotion grant funding 2022-2023.

Recommendations

That the Cromwell Community Board

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

B. Decides the grants to be allocated to the applicant of the promotions grants.

2. Background

The Central Otago District Council contributes to the social, economic, environmental and cultural well-being of the local community through the contestable grants process.

The objectives of the grants process are:

· Enhance well-being in the district (social, economic, environmental and cultural)

· Empower local communities

· Facilitate the delivery of community outcomes

· Promote our regional identity: Central Otago A World of Difference.

There are two types of grants that can be applied for, community grants and promotions grants. Each are funded using different targeted rates, which means that one pool cannot subsidise the other. Each application must be considered on its own merit and its fit with the relevant grant criteria and available budget.

The Board considers grant applications in two rounds annually. Applications for the first round closed at the end of August 2021 for a decision in September, with the second round closing at the end of March 2022 for a decision in May 2022.

A comprehensive review of the grants policy took place in August 2019 with further reviews undertaken in June 2021 and January 2022. These reviews were to streamline the process and improve the community experience in using the policy.

The Cromwell Community Board is delegated the authority to consider applications for activities and projects within its boundaries.

Annually, there is $106,219 to distribute in the promotions grants scheme. The following table illustrates the commitments already made and the amounts left to distribute.

Promotions Grants Budget	2021-22	2022-23
Total – Full Year	106,219	106,219
Less distributed 1^st Round	64,270
Plus returned grants	0
Less committed from previous rounds	15,000
Less committed from 2^nd round	21,373
Balance left to distribute	5,576	106,219

3. Discussion

Promotion Grants

This report is to consider a grant application received from Cromwell and Districts Promotions Group for their 2022-2023 year activities. The application was received in the March application round, however it was held over to allow for additional information to be supplied to assist the Board in their decision making.

There is $106,219 available to distribute for the 2022/2023 financial year, being the full amount budgeted.

When considering the approval of a grant for the 2022-2023 financial year, members will need to be mindful that an approval will decrease the grant amount available for that financial year’s funding round and may cause the perception of an uneven playing field to other applicants.

The funding round for the 2022-2023 financial year is now open and closes on 31 July 2022 to allow for reports to be presented to the Board at the September meeting. It is worth noting that if the Board commits funding for the 2022/23 financial year it would clearly signal to other applicants, the size of the grants funding pool left available.

The details of the application are provided in the table below:

Name of Organisation

Name of project / service

Purpose of funding

When does the project start

Total costs

Amount requested

Cromwell Districts Promotions Group

2022-2023 Group activities

Contractors, Advertising, and Operational costs

1/07/2022

$134,724.00

$107,524.00

Copies of the applications, supporting documentation and staff assessments are provided to Board members under separate cover.

4. Financial Considerations

As detailed above, the Board has budgeted $106,219 for the 2022-2023 Promotion Grants. Boards have the delegated authority to spend within this budget. Any recommendations above these amounts would fall outside of that delegation and would need to be by way of a recommendation to Council.

When considering applications for a future financial year, members will need to be mindful that any approvals will decrease the grant amount available for that financial year’s funding round and may cause the perception of an uneven playing field to other applicants.

5. Options

The Board is asked to consider each application and determine the appropriate level of funding. There are no other options as the Board has the delegation to allocate grants from the contestable funds.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing a contestable funding pool that enables projects to be delivered in the community that enhance wellbeing.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Grants Policy, and other plans and policies that may be impacted by any of the individual grant applications.
Considerations as to sustainability, the environment and climate change impacts	There is no direct impact, some applications may have a positive environmental impact from time to time.
Risks Analysis	No risks have been identified in the funding applications.
Significance, Consultation and Engagement (internal and external)	The funding rounds were advertised in the local newspaper, Council’s website and Facebook page, and through combined agency community funding clinics. Discussions with departments of Council have taken place where there are impacts arising from the application.

7. Next Steps

Once the Board has made a decision on the level of funding for each organisation, this will be communicated to each applicant and payments made.

8. Attachments

Appendix 1 - Cromwell District Promotions Group Grant Application (under separate cover) ⇨

Appendix 2 - Cromwell District Promotions Group Staff Assessment (under separate cover) ⇨

Appendix 3 - Cromwell District Promotions Group Supporting Documentation (under separate cover) ⇨

Report authors:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
18/05/2022	18/05/2022

21 June 2022

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22.4.9 Cromwell Financial Report for the Period Ending 31 March 2022

Doc ID: 581370

1. Purpose

To consider the financial performance overview as at 31 March 2022.

Recommendations

That the report be received.

2. Background

The operating statement for the three months ending 31 March 2022 show a favourable variance of $1.072M against the revised budget.

2021/22	AS AT 31 MARCH 2022					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income:
489	Internal Interest Revenue	154	269	(115)	˜	490
7,536	Land Sale Proceeds	991	989	2	˜	989
618	User Fees & Other	456	471	(15)	˜	649
-	Reserves Contributions	105	64	41	˜	64
-	External Interest & Dividends	5	4	1	˜	4
3,093	Rates	2,377	2,378	(1)	˜	3,093
11,736	Total Income	4,088	4,175	(87)	˜	5,289

	Expenditure
130	Rates Expense	127	138	11	˜	155
7,536	Cost of Sale of Land	4	839	835	˜	839
47	Professional Fees	40	58	18	˜	78
905	Cost Allocations	681	690	9	˜	909
263	Fuel & Energy	187	203	16	˜	263
197	Grants	109	142	33	˜	192
245	Other Costs	118	161	43	˜	261
541	Contracts	341	367	26	˜	543
65	Internal Interest Expense	(22)	16	38	˜	65
133	Building Repairs and Mtce.	104	106	2	˜	143
729	Staff	444	491	47	˜	719
44	Members Remuneration	26	30	4	˜	44
736	Depreciation	470	547	77	˜	822
11,571	Total Expenses	2,629	3,788	1,159	˜	5,033
165	Operating Surplus / (Deficit)	1,459	387	1,072	˜	256

This table has rounding (+/- 1)

Income for period ending 31 March 2022:

Operating income reflects an unfavourable variance to the revised budget of ($87k).

· Internal interest revenue has an unfavourable variance of ($115k). This is due to low market interest rates plus property purchases post setting the long-term plan budget, resulting in lower cash in the bank.

· Land sale proceeds has a small variance. This relates to land sold at Cemetery Road. There will be more revenue recognised before the end of the financial year.

· User fees and other has an unfavourable variance of ($15k). A breakdown of this is provided in the table below. There are small unfavourable variances in rentals and hires, swimming pool and cemeteries. The majority is offset by the receiving of other miscellaneous income. Other miscellaneous income is primarily related to on-charging of rates and electricity charges.

· Reserves contributions has a favourable variance of $41k. These are difficult to gauge when setting budgets and are dependent on developers’ timeframes.

2021/22	User Fees and Other Income					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
114	Other Misc. Income	106	111	(5)	˜	141
238	Rentals & Hires	156	167	(11)	˜	239
250	Cromwell Pool / Swim School	188	184	4	˜	253
16	Cemeteries	6	9	(3)	˜	16
618	Total User Fees Income	456	471	(15)		649

This table has rounding (+/- 1)

Expenditure for period ending 31 March 2022:

Expenditure has a favourable variance of $1.159M against the revised budget. The variances are detailed below:

· Cost of sales of land has a favourable variance of $835k. Development costs from Cemetery Road for stage one have not yet been finalised and allocated to cost of sales. The subdivision development costs are held on the balance sheet in ‘property intended for sale’ until each stage is complete and land sales are received.

· Grants has a favourable variance of $33k. This is due to timing of the promotions grants and the budget. Of the $106k promotions grants annual budget, $79k year-to-date has been allocated for promotional activities. For the general grants year-to-date, $5k has been spent of the $50k general grants annual budget with a further $30k being issued to the Cromwell Museum Trust for payment of services from an annual budget of $40k.

· Other costs are favourable to budget by $43k, being more needs-based, they will vary against budget from time to time. Water charges are lower than expected by $17k as is weed control by $7k.

· Contracts are favourable to budget by $26k. This is due to the timing of the maintenance programme.

· Internal interest expense has a favourable variance of $38k. Low market interest rates are driving this variance.

· Staff costs has a favourable variance of $47k. This is due to the seasonal staff recruitment and associated costs.

· Depreciation has a favourable variance of $77k. The Cromwell Pool’s depreciation is higher than budget by ($60k). This is offset by lower-than-expected depreciation in park assets of $118k. The district’s pools were revalued as at 30 June 2020 as part of the parks and reserves valuation. After the pool values increased significantly, Council elected to phase the rating of the increased depreciation over the next three years to reduce the impact of rates. This will appear as an over-spend due to not being fully funded through rates.

Capital Expenditure:

Capital expenditure (CAPEX) for the period ending 31 March 2022 has a year-to-date favourable variance of $2.32M. The actual CAPEX spent to date is 6% of the total revised budget.

2021/22	AS AT 31 MARCH 2022					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Parks and Reserves:
4	Cromwell Reserves - Playground equipment	-	5	5	˜	13
107	Cromwell Reserves - Irrigation	3	68	65	˜	167
21	Cromwell Reserves - Landscaping	2	13	11	˜	30
-	Cromwell Reserves - Recreation Equipment	-	16	16	˜	40
35	Cromwell Reserves - Fencing & Bins	13	56	43	˜	134
5	Cromwell - Fencing	-	2	2	˜	5
-	Cromwell Lighting	1	3	2	˜	5
15	Cromwell Cemetery	7	9	2	˜	13
10	Anderson Park - Landscaping	111	123	12	˜	142
15	Anderson Park - Irrigation & Bins	-	32	32	˜	81
9	Anderson Park - Fencing	-	4	4	˜	9
33	Anderson Park - Lighting	2	14	12	˜	33
254	Total Parks & Reserves	139	345	206		672

	Cromwell Swimming Pool:
8	Building upgrades	23	31	8	˜	42
11	Machinery & Plant	100	485	385	˜	1,076
23	Recreation equipment / furniture & fittings	6	12	6	˜	31
42	Total Cromwell Swimming Pool	129	528	399		1,149

	Property:
75	Cromwell Front Reserve	48	754	706	˜	1,875
2,460	Cromwell Memorial Hall	95	988	893	˜	2,457
160	Cromwell - Building Improvements	1	65	64	˜	161
140	Tarras Community Centre	-	56	56	˜	140
2,835	Total Property	144	1,863	1,719		4,633
3,131	Total Capital Expenditure	412	2,736	2,324	˜	6,454

This table has rounding (+/- 1)

Parks and Reserves:

· Cromwell parks and reserves has a collective favourable variance of $206k. Landscaping and irrigation work programmes are ramping up for the last quarter of the financial year, with many projects due to be completed in June 2022.

Swimming Pool:

· Machinery and plant has a favourable variance of $385k. The work on installing the heat pump and filter is well underway and is expected to be completed in late June 2022.

Property:

· Cromwell Front Reserve (Town Centre upgrade) - Investigation and design brief phase commenced in March 2022 and is still underway. The first design investigation workshop was held on 28 February 2022 with the project advisory group and mall upgrade group. The next workshops are planned for Tuesday 31 May 2022 for the Cromwell Community board and Thursday 2 June 2022 for councillors. These workshops will guide the external architects during the concept design process.

· Cromwell Memorial Hall - The project is still in the investigation phase. This has been extended due to the Cromwell Community board and project advisory group requiring a clearer understanding of what we are delivering for the community and ensuring it accommodates the community’s requirements for a new facility. The projects revised timeline, due to this extended phase, now expect the concept designs to be delivered mid-August 2022.

· Tarras Community Centre – a revised fire and accessibility report is being prepared, with projects being carried forward into the 2022-23 financial year.

Reserve Funds table for Cromwell Ward

· As at 30 June 2021 the Cromwell Ward has an audited closing reserve funds balance of $18.9M. This is the ward specific reserves and does not factor in the district-wide reserves which are in deficit at ($16.7M). 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 Cromwell Ward is projected to end the 2021-22 financial year with a closing balance of $16.0M.

3. Attachments

Appendix 1 - Cromwell Ward Reserves 2021-2022 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
26/05/2022	26/05/2022


AGENDA Cromwell Community Board Meeting Tuesday, 21 June 2022
Date:	Tuesday, 21 June 2022
Time:	2.00 pm
Location:	Cromwell Service Centre, 42 The Mall, Cromwell (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	Quinton Penniall
Roading Administration Assistant	Infrastructure Manager
16/05/2022	10/06/2022

Report author:	Reviewed and authorised by:

Julie Harris	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
28/04/2022	29/04/2022