MINUTES OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh and live streamed via microsoft teams
ON Thursday, 16 June 2022 COMMENCING AT 2.00 pm

 

PRESENT:              Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Mr N Dalley, Cr S Jeffery

IN ATTENDANCE:  L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), C Martin (Properties and Facilities Officer – Vincent and Teviot Valley), L Stronach (Team Leader – Statutory Property), N Aaron (Parks Officer – Strategy/Planning), P Penno (Community and Engagement Manager), K McCullough (Corporate Accountant), W McEnteer (Governance Manager) and J Harris (Governance Support Officer)

 

Note: The Chair referred to the death of Cliff Parker, former Teviot Valley Community Board member. The meeting stood for a moment’s silence as a mark of respect.

1                 Apologies

Apology

Committee Resolution 

Moved:               Jeffery

Seconded:          Dalley

That the apology received from Ms Aitchison be accepted.

Carried

2                 Public Forum

Norman Marsh – Roxburgh and Millers Flat RSA

Mr Marsh spoke to their current lease review and a request from the RSA to waive rent on the RSA room at the Roxburgh Service Centre. He then responded to questions.

 

Richie McNeish – Roxburgh Golf Club

Mr McNeish spoke to the current rent review for the Roxburgh Golf Club that was before the Board at this meeting. He advocated the removal of rent as the club took care of weeds and pest control on what is a council reserve. He then responded to questions.

 

Prue Brenssell – Roxburgh Golf Club

Ms Brenssell spoke to a request before the Board for permission to allow overnight camping in the golf course carpark. She then responded to questions.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Dalley

Seconded:          Feinerman

That the public minutes of the Teviot Valley Community Board Meeting held on 5 May 2022 be confirmed as a true and correct record.

Carried

 

4                 Declaration of Interest

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

5                 Reports

22.4.2         Roxburgh - Millers Flat Returned and Services' Association Incorporated - Lease Renewal

To consider granting a lease to the Roxburgh – Millers Flat Returned and Services' Association Incorporated.

After discussion it was agreed that the RSA should have free access to their room for the entirety of their lease and should not be subject to a rent review.

Committee Resolution 

Moved:               Jeffery

Seconded:          Gunn

That the Teviot Valley Community Board

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

Carried

Committee Resolution 

Moved:               Jeffery

Seconded:          Gunn

 

B.      Agrees to grant a lease of approximately 49m2, as outlined in the report, over the Roxburgh Service Centre, Lot 2 Deposited Plan 4309, to the Roxburgh – Millers Flat Returned and Services' Association Incorporated.

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

Commencement Date:

14 August 2021.

Term:

Fifteen years.

Rights of Renewal:

One of fifteen years.

Final Expiry Date:

13 August 2051.

Annual Rent:

$1 per annum (if collected).

Permitted Use:

RSA Meeting room.

Special Conditions:

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

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

Should the Memorial Hall complex ever be removed or destroyed, the Council would not be liable for providing the RSA with new premises. However, should the complex be rebuilt, provision will be made for an RSA room.

Should the RSA not continue to exist, then the Council (or its successor) will be advised of the RSA's nominated successor to use the room. The Association would have to identify the group to be its successor, and this group would be required to have direct links to the RSA (e.g. Women's Division of the RSA) rather than an unrelated group. The Council would require the successor to be identified by the RSA and meet the approval of the Roxburgh Community Board.

If there is no apparent successor for using the room will revert to the control of the Council.

 

Carried

 

22.4.3         Roxburgh Golf Club Lease - Rent Review

To consider the Roxburgh Golf Club Lease rent review and a request for additional land incorporated into the Lease.

After discussion it was agreed that the lease could not be finalised until the review of the Leasing and Licensing policy was completed.

Committee Resolution 

Moved:               Gunn

Seconded:          Jeffery

That the item is left on the table pending the finalisation of the Leasing and Licensing policy review

Carried

 

22.4.4         Roxburgh Golf Club Camping Proposal

To consider a request from the Roxburgh Golf Club to allow paid camping at the Roxburgh Recreation Reserve carpark.

Committee Resolution 

Moved:               Jeffery

Seconded:          Dalley

That the Teviot Valley Community Board:

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

B.      Declines a request from the Roxburgh Golf Club to allow regular paid camping on the carpark used by the club.

Carried

 

22.4.5         New banners for Roxburgh's main street

To consider options for the development of new street banners for Roxburgh’s main street.

Committee Resolution 

Moved:               Feinerman

Seconded:          Dalley

That the Teviot Valley Community Board

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

B.      Directs staff to talk with community groups to discuss community grant options.

C.      Agrees in principle, subject to further work and support from Council staff, for community representatives to proceed with the design and manufacture of street banners for the main street of Roxburgh.

D.      Investigates increasing its annual funding allocation for street banner replacements through Council’s annual and long-term planning process.

Carried

 

22.4.6         Teviot Valley Financial Report for the Period Ending 31 March 2022

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

Committee Resolution 

Moved:               Jeffery

Seconded:          Gunn

That the report be received.

Carried

 

6                 Mayor’s Report

22.4.7         Mayor's Report

His Worship the Mayor was not present at this meeting.

 

7                 Chair's Report

22.4.8         Chair's Report

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

·         Attended Medical Services Trust meetings.

·         Attended Teviot Valley Rest Home meeting.

·         Attended Swimming Pool meeting.

·         Attended Combined Community Board meeting with Teviot Prospects to discuss options for further community consultation for the Preliminary Social Impact assessment for the Lake Onslow project.

·         Had a site visit to old Health camp with Neville Hills from Forest Management Ltd to discuss access and potential for firewood for the Community.

·         Attended several Zoom meetings with the Project Reference Group for the Lake Onslow project.  

Committee Resolution 

Moved:               Feinerman

Seconded:          Jeffery

That the report be received.

Carried

 

8                 Members' Reports

22.4.9         Members' Reports

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

Ms Feinerman gave an update on the following:

·         Attended a meeting to discuss Teviot prospects.

·         Attended a pool fundraising meeting

·         Attended an interview of a candidate for the Teviot Valley Community Hub.

·         Attended a Teviot Walkways meeting

·         Attended a meeting of the Swimming Pool committee.

·         Attended a meeting with the Board and Teviot Prospects regarding proposed work at Lake Onslow.

·         Attended a Ministry of Primary Industries grant meeting.

·         Attended a meeting with Bill Kaye-Blake regarding extra support for an Ministry of Primary Industries grant.

Cr Jeffery gave an update on the following:

·         Has attended multiple meetings of the Medical Services Trust.

·         Attended a meeting regarding aquatic weed control in Lake Dunstan.

·         Attended a meeting of the Careers Progression Managers Governance group.

·         Attended and spoke at Cliff Parker’s funeral.

·         Attended Central Otago Labour Market Governance Group meeting.

·         Attended the June Council meeting.

·         Attended the Audit and Risk meeting.

Mr Dalley gave an update on the following:

·         Attended multiple meetings of the Teviot Valley Rest Home.

·         Met with Ngāi Tahu to discuss a retirement village that they have at the feasibility stage currently.

 

Committee Resolution 

Moved:               Feinerman

Seconded:          Gunn

That the report be received.

Carried

 

9                 Status Reports

22.4.10       June 2022 Governance Report

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

Committee Resolution 

Moved:               Jeffery

Seconded:          Feinerman

That the report be received.

Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 28 July 2022.

11               Resolution to Exclude the Public

Committee Resolution 

Moved:               Feinerman

Seconded:          Jeffery

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

1.    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

22.4.11 - Proposal to Mine Section 92 Block VIII Benger Survey District being the Millers Flat Green Waste Site. (PRO: 65-7023-00)

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

 

2. That Simon Johnstone from Hawkswood Mining is permitted to remain at this meeting after the public has been excluded because of his knowledge of the mining proposal at Millers Flat.

Carried

 

The public were excluded at 4.20 pm and the meeting closed at 4.53 pm.