MINUTES OF A mEETING OF THE
Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via microsoft teams
ON Monday, 13 June 2022 COMMENCING AT 2.01 pm

 

PRESENT:              Cr M McPherson (Chairperson), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms A Robinson

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), R Williams (Community Development Advisor), D McKewen (Accountant), W McEnteer (Governance Manager) and J Harris (Governance Support Officer)

 

1                 Apologies

Apology

Committee Resolution 

Moved:               McPherson

Seconded:          Claridge

That the apology received from Ms Stirling-Lindsay be accepted.

Carried

 

2                 Public Forum

Hugh McIntyre – IceInline

Mr McIntyre spoke to the agenda item regarding a roof for the IceInline facility in Alexandra. He then responded to questions.

Malcolm McPherson – Alexandra and Districts Museum Incorporated

Dr McPherson spoke in support of the grant application for Alexandra and Districts Incorporated before responding to questions.

Ken Churchill – Survey on the trees at the Half Mile

Mr Churchill spoke against the survey that was currently being conducted regarding the pines at the Half Mile. He then responded to questions.

 

 

 

 

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Cooney

Seconded:          Browne

That the public minutes of the Vincent Community Board Meeting held on 3 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. Dr Browne noted that his membership of the Central Otago District Arts Trust was missing from the declarations of interest.

5                 Reports

Note: With the permission of the meeting, items 22.4.12 and 22.4.3 were moved forward.

Note: In accordance with Standing Order 9.12, item 22.4.12 was added to the agenda as an item that could not be delayed until the next meeting.

22.4.12       Vincent Community Board Extraordinary Vacancy

To consider whether to fill the extraordinary vacancy created by the resignation of Russell Garbutt.

Committee Resolution 

Moved:               Browne

Seconded:          Robinson

That the Vincent Community Board

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

B.      Agrees that the extraordinary vacancy for the Vincent Community Board will not be filled.

Carried

 

22.4.3         IceinLine Ice Rink Roof Funding Application

To consider an application from IceinLine Central Incorporated for a funding grant towards the construction of a roof over their existing ice rink at Molyneux Park. 

After discussion it was agreed that in order for IceInline to apply for grants the Board should agree in principle. It was noted, however, that it would be subject to consultation as part of the 2023/24 Annual Plan.

 

 

Committee Resolution 

Moved:               Claridge

Seconded:          Browne

That the Vincent Community Board

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

B.       Agrees in principle to fund IceinLine Central Incorporated’s request for $400,000 towards the construction of a roof over the existing ice rink at Molyneux Park, subject to consultation in the 2023/24 Annual Plan.

Carried

 

22.4.2         Alexandra Library Renovation Project

To consider the concept plan and recommend to Council that the additional budget required to proceed with the Alexandra Library Renovation Project is funded externally by the Three Waters Better Off Support Package.

Committee Resolution 

Moved:               Cooney

Seconded:          Browne

That the Vincent Community Board

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

B.      Recommends to Council to approve the Alexandra Library Renovation Project concept plan on the condition that Council is successful in the application to cover the $611,500 budget shortfall from the Three Waters Better Off Support Package.

C.      Recommends to Council that if the funding application to the Three Waters Better Off Support Package is not successful, the concept plan is not approved. Council staff to progress with a cosmetic upgrade budgeted for.  

Carried

 

22.4.4         Alexandra District Museum Inc. 2022/23 Grant Application

To consider a funding application from the Alexandra District Museum Incorporated.

After discussion it was agreed that the Alexandra and Districts Museum Incorporated should get the full amount they had applied for. It was also agreed that the money for the one-off adjustment should come from the general reserves.

 

 

 

 

Committee Resolution 

Moved:               Claridge

Seconded:          Browne

That the Vincent Community Board

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

B.         Agrees to accept the grant application from the Alexandra District Museum Incorporated outside of the formal grant round funding, due to exceptional circumstances.

C.         Agrees to fund a one-off adjustment to the Alexandra District Museum Incorporated of $26,667 to ensure existing levels of funding to the organisation until 1 November 2022.

D.         Agrees that the one-off adjustment to the Alexandra District Museum Incorporated is paid for from the Vincent Community Board general reserve fund (2111).

E.         Allocates $82,000 to the Alexandra District Museum Incorporated for Central Stories Museum and Art Gallery annual operating costs in the 2022/23 financial year.

Carried

 

Note: Cr Claridge left the meeting at 2.58 pm.

 

22.4.5         Vincent Financial Report for the Period Ending 31 March 2022

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

Committee Resolution 

Moved:               McPherson

Seconded:          Cooney

That the report be received.

Carried

 

Note: Cr Claridge returned to the meeting at 3.02 pm.

6                 Mayor’s Report

22.4.6         MAYOR'S REPORT

His Worship the Mayor gave an apology to Mr Garbutt in regards to the recent Code of Conduct complaint. He also discussed his recent activities in the Vincent ward.

Committee Resolution 

Moved:               McPherson

Seconded:          Robinson

That the Vincent Community Board receives the report.

Carried

 

7                 Chair's Report

22.4.7         Chair's Report

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

·         Attended the June Council meeting and updated members on issued discussed at the meeting.

·         Updated members on recent Hearings panel meetings.

·         Noted the recent building projects in Alexandra.

Committee Resolution 

Moved:               McPherson

Seconded:          Cooney

That the report be received.

Carried

 

8                 Members' Reports

22.4.8         Members' Reports

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

Dr Browne reported on the following:

·         Attended a number of meetings, including the Creative Writing Circle, the Central Otago REAP board meeting and the meeting of the Alexandra and Districts Museums Incorporated.  

·         Attended the Groundswell meeting in Alexandra. Noted there was no comment about rural water schemes at the meeting.

·         Attended a meeting with Ms Robinson and staff to discuss how community groups may be able to work together to cover administration tasks.

·         Noted Aurora’s scheduled outages and the current work that has been carried out.

Ms Robinson reported on the following:

·         Attended a Vallance Cottage Working Group meeting and noted the Perspex panels that had been installed.

·         Attended a meeting of Alexandra Community House.

·         Noted the meeting with Dr Browne and staff regarding possible joint roles for the administration of community groups.

·         Noted a recent visit of the Catchment Group to the Lindis River. The group had received money for removing problem Willow trees in the area.

Councillor Claridge reported on the following:

·         Noted the recent burial of unknown gold miner.

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

Councillor Cooney reported on the following:

·         Attended the Planning and Regulatory pre-agenda meeting for Council.

·         Attended the June Council meeting.

·         Noted an outbreak of Covid-19 at the Castlewood rest home.

Committee Resolution 

Moved:               McPherson

Seconded:          Claridge

That the report be received.

Carried

 

9                 Status Reports

22.4.9         June 2022 Governance Report

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

Cr McPherson queried the status of the proposed hockey turf at Molyneux Park. It was noted that staff would follow up with the committee.

Committee Resolution 

Moved:               McPherson

Seconded:          Robinson

That the report be received.

Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 26 July 2022.

 

Note: The Vincent Community Board wished to thank Russell Garbutt for his contribution to the Board over the past six years.

11               Resolution to Exclude the Public

Committee Resolution 

Moved:               McPherson

Seconded:          Cooney

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

22.4.10 - Clyde Holiday Park Financial Report

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

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

22.4.11 - June 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 3.16 pm and the meeting closed at 3.26 pm.