Agenda of Cromwell Community Board meeting

Cromwell Community Board Agenda

12 September 2022

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and livestreamed on microsoft teams
ON Tuesday, 2 August 2022 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Executive Manager - Planning and Environment), Q Penniall (Infrastructure Manager), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), D Penketh (Project Manager – Property), G Robinson (Property and Facilities Manager), L Stronach (Team Leader - Statutory Property), F Somerville (Roading Administration Assistant), D Shaw (Property and Facilities Officer - Cromwell), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Laws

Seconded: Scott

That the apology received from Mr Murray be accepted.

Carried

2 Public Forum

Rhys Jenkins and Janeen Wood - Chinese Historical Village project in Cromwell.

Mr Jenkins and Ms Wood spoke to the Chinese Historical Village project in Cromwell. They noted that they were at a point where they would consider applying for funding. They then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: McKinlay

Seconded: Buchanan

That the public minutes of the Cromwell Community Board Meeting held on 21 June 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. Cr Laws declared an interest in item 22.5.3. She did not discuss or vote on the item.

5 Reports

A. 22.5.2 McNulty Shed proposal

To consider permitting Old Cromwell Incorporated to change the use of the garage on 42 Inniscort Street, to sublet the garage, and to build a new workshop.

Committee Resolution

Moved: Gillespie

Seconded: Buchanan

That the Cromwell Community Board

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

B. Approve as Lessor, the adaptive reuse of the existing McNulty Shed and a new build on the south end of the carpark to be a maintenance shed for Old Cromwell Incorporated.

C. Authorises Old Cromwell Incorporated to sub-lease to Pinot Junction Ltd the existing McNulty Shed under terms and conditions that are satisfactory to the Chief Executive Officer.

Carried

Note: Cr Laws declared an interest in item 22.5.3. She did not discuss or vote on the item.

B. 22.5.3 Road Naming Approval - Wooing Tree Development

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

Committee Resolution

Moved: Buchanan

Seconded: Scott

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

B. Agrees to approve eleven road names as shown in appendix 2 of the report:

Road one to be named Wooing Tree Avenue

Road two to be named Dotterel Lane

Road three to be named Bragato Way

Road four to be named Sandstorm Way

Road five to be named Booth Drive

Road six to be named Pouākai Drive

Road seven to be named Tussock Way

Road eight to be named Kawariki Court

Road nine to be named Plover Court

Road ten to be named Hadley Place

Road eleven to be named Finla Terrace

Carried

C. 22.5.4 Proposed Road Stopping - Part Melmore Terrace

To consider stopping part of Melmore Terrace, Cromwell in accordance with the provisions of the Public Works Act 1981, to maximise the design options and overall development of the new Cromwell Memorial Hall/Events Centre.

Committee Resolution

Moved: Scott

Seconded: McKinlay

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 an unformed portion of Melmore Terrace, being approximately 1640 square metres as shown in figure 1, subject to:

- All costs being paid from the Cromwell Memorial Hall/Events Centre Project budgets.

- The land being amalgamated with Record of Title OT11A/234 at nil consideration.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered on the new Record of Title.

- The final survey plan being approved by the Chief Executive Officer.

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

Carried

6 Mayor’s Report

D. 22.5.5 Mayor's Report

The Mayor provided an update of his recent activities, in particular his attendance at the Local Government New Zealand Conference. He then responded to questions.

Committee Resolution

Moved: Harrison

Seconded: Laws

Carried

7 Chair's Report

E. 22.5.6 Chair's Report

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

· Spent Matariki weekend in Christchurch and attended the events in the square and the events centre.

· Ran the Dunstan school swimming championship at the Alexandra pool.

· Participated in a day event in Queenstown as part of the Springboard Trust leadership programme.

· Attended the Project Advisory Group update on the Cromwell Memorial Hall.

Committee Resolution

Moved: Laws

Seconded: Buchanan

That the report be received.

Carried

8 Members' Reports

F. 22.5.7 Members' Reports

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

Mr Scott reported on the following:

· Attended the Cromwell Breakfast meeting.

· Attended a meeting of the Cromwell and Districts Promotions, which included a debrief of Light-up winter event.

· Attended the unveiling of the landscape plan for the Lake Dunstan Charitable Trust.

· Attended the AGM of the Central Otago Motorcycle Club.

Mr Buchanan reported on the following:

· Attended the AGM of the Speedway Club.

· Noted that the Bannockburn Domain had recently acquired a new container office.

· Noted many calls on the poor repair of roads around the Bannockburn area and also regarding the trees recently cut down on the Sugarloaf.

Cr Gillespie reported on the following:

· Attended the July Council Meeting

· Attended the Local Government conference in Palmerston North

· Had an interview with Alice Tilley at Oxford University doing her PhD on applied power projects.

Cr Laws reported on the following:

· Attended the July Council Meeting

· Visited the Lake Dunstan Water Supply treatment site in Clyde.

· Met with Associate Local Government Minister McAnulty on his visit to the region.

· Attended the Cromwell Historical Precinct meeting.

Cr McKinlay reported on the following:

· Attended the recent Business Breakfast

· Attended the Project Advisory Group update on the Cromwell Memorial Hall.

· Visited the Lake Dunstan Water Supply treatment site in Clyde.

· Met with Associate Local Government Minister McAnulty on his visit to the region.

Committee Resolution

Moved: Laws

Seconded: Scott

That the report be received.

Carried

9 Status Reports

G. 22.5.8 August 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: Buchanan

Seconded: McKinlay

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 12 September 2022.

11 Resolution to Exclude the Public

Committee Resolution

Moved: McKinlay

Seconded: Laws

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes from Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.9 - Cromwell Memorial Hall/Events Centre - Design Scope Approval	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
22.5.10 - August 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 3.24 pm and the meeting closed at 3.34 pm.

12 September 2022

22.6.3 2022/23 Community and Promotions Grants Applications

Doc ID: 589889

1. Purpose of Report

To consider the first round of the community and promotions grant applications for the 2022/23 financial year.

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 applicants of the Community and 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 July 2022 for a decision at this meeting. Any funds remaining, will be made available for a second round, with applications closing on the 17^th of March 2023 for a decision in May 2023.

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

Annually, there is $49,925 to distribute in the Cromwell community grants scheme and $106,219 to distribute in the promotions grants scheme. The following table illustrates the commitments already made and the amounts left to distribute.

Type of grant	2022/23 FY
Community Grants Budget	49,925
Plus returned grants	-
Less committed from previous rounds	-
Balance left to distribute	49,925
Promotions Grants Budget	106,219
Plus returned grants
Less committed from previous rounds	90,000[2]
Balance left to distribute	16,219

3. Discussion

Community Grants

Three community grant applications were received in this round, requesting a total of $30,173.50. There is $49,925 to distribute over the two funding rounds. The details are provided in the table below:

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Bannockburn Community Centre Management Committee Inc	Bannockburn Coronation Hall Floor Upgrade and Bell Tower Refurbishment	To resurface the floor and refurbish community church bell tower	1/10/2022	$11,270.00	$11,270.00
2	Tarras School	Tarras School Pool Resurfacing	To re-fibreglass the pool	14/11/2022	$75,738.30	$5,000.00
3	The Cromwell Menz Shed Charitable Trust	Build the Shed - security fencing	Costs of building the fence	1/02/2023	$844,716.50	$13,903.50

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

Promotion Grants

One promotions grant application has been received in the current round requesting a total of $1,520. There is $16,219 to distribute over the two funding rounds. The details are provided in the table below:

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
4	Cromwell & Districts Community Arts Council Inc	Annual Arts Exhibition	Venue hire	7/04/2023	$7,740.00	$1,520.00

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 $49,925 to distribute for the 2022/23 Community Grants and $16,219 to distribute for the 2022/23 Promotions Grants. The Board has 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.

Should the Board support the applications as requested in full, then this would leave $19,751.50 for the second round of the community grants and $14,699 for the second round of the promotions grants.

Any funds remaining, will be made available for a second funding round, closing on the 19th of March 2023 for a decision in May 2023.

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 to check for potential impacts arising from the applications, as needed.

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 Menz Shed Grant Assessment (under separate cover) ⇨

Appendix 2 - Cromwell Menz Shed Grant Application (under separate cover) ⇨

Appendix 3 - Cromwell Menz Shed Supporting Documentation (under separate cover) ⇨

Appendix 4 - Bannockburn Community Centre Grant Assessment (under separate cover) ⇨

Appendix 5 - Bannockburn Community Centre Grant Application (under separate cover) ⇨

Appendix 6 - Bannockburn Community Centre Supporting Documentation (under separate cover) ⇨

Appendix 7 - Tarras School Pool Grant Assessment (under separate cover) ⇨

Appendix 8 - Tarras School Pool Grant Application (under separate cover) ⇨

Appendix 9 - Tarras School Pool Supporting Documentation (under separate cover) ⇨

Appendix 10 - Arts Central Exhibition Grant Assessment (under separate cover) ⇨

Appendix 11 - Arts Central Exhibition Grant Application (under separate cover) ⇨

Appendix 12 - Arts Central Exhibition Supporting Documentation (under separate cover) ⇨

Report authors:

Alison Mason
Media and Marketing Manager
	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Community Development Advisor	Chief Executive Officer
17/08/2022	7/09/2022

12 September 2022

22.6.4 Draft Bannockburn Domain Reserve Management Plan 2022

Doc ID: 589755

1. Purpose of Report

To consider submissions received to the Draft Bannockburn Domain Reserve Management Plan 2022 and recommend a final plan to Council for adoption.

Recommendations

That the Cromwell Community Board

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

B. Resolves that the submissions be received.

C. Recommends that the suggested amendments and changes to the draft plan are approved by the Board.

D. Recommends to Council adoption of the amended Bannockburn Domain Reserve Management Plan 2022.

2. Background

The Bannockburn Domain comprises 3.5365 hectares and is situated on Domain Road, Bannockburn. The Domain is managed under a lease between Council and the Bannockburn Recreation Reserve Management Committee Incorporated (the Committee). The Committee have developed and managed the Domain on behalf of Council and the community.

Over recent years there has been significant development and growth in the local Bannockburn area. Because of this development the current Bannockburn Recreation Reserve Management Plan 2000 may no longer reflect the needs of the local community and it is timely to renew the Plan.

At its May 2022 meeting the Cromwell Community Board (the Board) resolved the following:

Receives the report and accepts the level of significance.

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

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

The draft plan was prepared, and public submissions were sought over a two-month period of June/July 2022.

All lease holders of the Bannockburn Domain were sent documentation to enable them to make a submission.

Twenty-one submissions were received. A copy of all submissions along with staff comments and recommendations are included as Appendices 1 and 2.

Three submitters have asked to speak to their submission.

A copy of the Draft Bannockburn Domain Reserve Management Plan 2022 is attached in Appendix 3.

Discussion Under Section 41 of the Reserves Act 1977 (the Act), every recreation reserve shall have an operative management plan. The purpose of a management plan is to ensure that the development and implementation of objectives and policies for a reserve enhances the long-term use of the reserve without compromising its existing use. A management plan consists of both historical and current information about the reserve, and a list of management statements to guide consistent decision-making regarding the future development and management of the reserve.

The Central Otago District Council is the administering body for Bannockburn Domain in terms of Section 40 of the Reserves Act 1977. The responsibility for administering and managing reserves including Bannockburn Domain has been delegated to the Board, with Council having the power to adopt the final Reserve Management Plan under delegation from the Minister of Conservation.

The purpose of the Bannockburn Domain Reserve Management Plan is to provide Central Otago District Council with an effective guide for managing Bannockburn Domain.

The following table summarises Section 41 of the Reserves Act 1977 regarding management plans, and the process used to develop this management plan. The current step is highlighted in red.

Relevant Sections of the Reserves Act	Public Consultation	Description of Activity	Phase
Section 41 (5) Section 41 (5)c Section 41 (6) a-c Section 41 (6) d Section 41 (6) d	Optional Mandatory	Council notifies the public that it is preparing a management plan and calls for submissions (one month) ò Public submissions are received and incorporated into a draft management plan ò A draft management plan is made available to the public for further comment (two months) ò The draft management plan is edited to incorporate input from public submissions ò The final document is presented to Council for adoption		Management Planning
Section 41 Section 41 (4)		All policies come into effect and are enforceable by Council ò The management plan is continually monitored and reviewed		Implementation

Consultation

A drop-in session was held at the Bannockburn Bowling Club on 14 June 2022. The public were invited to come along to discuss the Draft Bannockburn Domain Reserve Management Plan and ask any questions of staff. Approximately 16 locals attended, and while much of the feedback could be used for the proposed domain development plan, there were some key themes that arose.

Overall, the attendees supported camping remaining on the domain, but would like to see the layout of the campground amended to ensure that the sports field area is not used for camping and available for year-round public use. Clearly delineating this space from the campground was also suggested.

While there was consensus that the open space is an important asset, some people do not feel welcome or comfortable with using the sports field area of the domain for public recreation, due to the proximity of the campground.

Feedback provided indicated there is a lack of signage within the domain to help deliver key messages, such as:

· dogs must be on a leash and are not permitted on the playground or sports field area.

· the area is smoke/vape free.

· the toilets, playground, tennis courts and sports field are available for public use.

Some submissions discussed the tennis courts, which people enjoy, but do not use very much for several reasons:

· the backboard was taken away and never replaced

· the courts need resurfacing

· some people feel uncomfortable using the courts during peak camping season

In addition to the drop-in session, twenty-one submissions were received from the public notification process. The main themes were:

· Domain development plan

A number of ideas have come through in submissions that would contribute to improved usage of the area (e.g., better signage, upgraded facilities, and changing the campground layout).

These submissions will be considered as part of the domain development plan. The development plan will be prepared after the reserve management plan is adopted.

· Camping Ground
Of the 21 submissions received, 15 mention the campground. In general, submitters support the campground being on the domain, but there are requests to ensure that the sports field area remain free from camping.

· The submissions reflect a general concern that the campground may have people living permanently on the domain, and the space required for storing caravans all year round.

· There are also some general questions around how the domain is managed. The Plan is clear that the campground must operate within the Camping-Grounds Regulations 1985.Staff will work with the Committee to ensure regulations are complied with.

The development plan will clearly identify the parameters of the camping ground area and sports field area. It is envisaged that the addition of wayfinding signage will be installed to assist with this.

· Dogs on the domain
Several submitters have raised concerns with dog control on the reserve – this was also discussed at the drop-in session.

It is recommended that the Plan be amended to reflect the CODC Dog Policy 2020, and that dog control signage be erected on the domain.

· Sports field area
Many of the submissions suggest other ways that the sports field area at the domain could be used and improved upon.

It is recommended that these ideas be taken into consideration in the domain development plan.

· Other

o In the Draft Plan, add to 5.1.2 Leases: Policy 5 - “If a lease is cancelled either by Council or the lessee, Council will work to secure another lessee in the first instance.”

o In the Draft Plan - 5.9 Alcohol Licences: Amend The Bannockburn Bowling Club licence to clarify that the club can sell alcohol to members and guests of members.

The Bannockburn Reserve Management Committee Inc (the Committee) have made a submission suggesting some amendments in the plan to clarify the following points:

o that the Bannockburn Reserve Management Committee Inc lease the entire reserve, except the Bowling Club. Currently the draft plan specifies that the lease is for the campground.

o Amend name of the Committee to include “Management”

o Add to 5.1.2 Leases:

§ Policy 1 add “1.1 The placement of any container on the reserve is discouraged due to aesthetic appearance and clutter.”

§ Delete Policy 2.1 –as sportsground area is currently leased by the committee. However, given the feedback from the community on the importance of this sports field area, it is recommend negotiating with the committee to remove this area from the lease.

o 5.2.1 Temporary Use & 5.2.2 Commercial Use to specify that requests will go directly to the committee rather than Council for temporary use, and that Council will liaise with the Committee if any requests come in for commercial use.

o 5.5 Fireworks displays: Policy 1 - Delete “cricket wicket”

o 5.15 Vehicle Parking and Access: Policy 3 - Recommend “Regular overnight, ~~residential~~ and long-term parking is not permitted outside of the campground. Residential parking is not permitted anywhere on the domain.”

4. Options

Option 1 – (Recommended)

To consider submissions and make suggested changes to the Draft Bannockburn Domain Reserve Management Plan, and to recommend that Council under delegation adopt the draft Plan including approved amendments.

Advantages:

· Meets statutory process as set out in the Reserves Act 1977.

· Considers the input from community and lessees, including corrections and suggestions to the draft plan and the management of the park, provided by way of submission.

· Provides the Board an opportunity to make changes and amendments to the plan before recommending to Council adoption of the final Plan.

Disadvantages:

· There are no foreseeable disadvantages.

Option 2

The Board consider submissions but make no recommended changes to the draft

Plan.

Advantages:

· There are no foreseeable advantages with this option.

Disadvantages:

· If the Board do not consider submissions and feedback, they may jeopardise their relationship with the community.

· Some robust suggestions on the future management of Bannockburn Domain have been made by submitters. Failure to incorporate this feedback loses an opportunity to improve the Plan.

· Considerable time and resource have been spent on developing the Plan.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities. Section 11A of the Local Government Act 2002 states that “In performing its role, a local authority must have particular regard to the contribution [reserves, and other recreational facilities] make to its communities”. In addition, the Reserves Act 1977 states that “the administering body shall…prepare and submit to the Minister for his or her approval a management plan for the reserve under its control, management, or administration.”
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications in recommending this plan for Council adoption.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Per the 2021/31 Long Term Plan, “Access to parks, reserves, rivers and recreational facilities is important for our communities’ well-being and maintaining a variety of high-quality open spaces helps to make our district an attractive place to live, work and play.” Considering submissions to the draft reserve management plans is essential in understanding the current and future use of the reserve spaces and the community’s expectations.
Considerations as to sustainability, the environment and climate change impacts	The plan will have little or no negative environmental impact.
Risks Analysis	Every recreation reserve shall have an operative management plan under section 41 of the Reserves Act 1977. It is mandatory to make the draft management plan available for public consultation for a minimum two-month period. In addition to the risks of not complying with those stipulations, Council run the risk of jeopardising their relationship with the community if they do not consider the submissions.
Significance, Consultation and Engagement (internal and external)	The plan is not significant in terms of Council’s Significance and Engagement Plan; however the Reserves Act 1977 has its own requirements for consultation which were followed in the preparation of this plan.

6. Next Steps

· The Board to consider all submissions and make any changes to the Plan.

· The final Bannockburn Domain Reserve Management Plan 2022 is presented to Council for adoption.

· Adopted Plan is made publicly available.

7. Attachments

Appendix 1 - Banockburn Domain RMP Submissions.pdf ⇩

Appendix 2 - Bannockburn RMP Supporting Information for Submissions.pdf ⇩

Appendix 3 - Draft Bannockburn Recreation Reserve Mgt Plan 2022 with cover page.docx ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Gordon Bailey
Parks Officer - Planning and Strategy	Acting Executive Manager - Planning and Environment
10/08/2022	31/08/2022

12 September 2022

22.6.5 Cromwell Memorial Hall/Events Centre - Design Concept Approval

Doc ID: 591254

1. Purpose of Report

To approve the concept design of the new Cromwell Memorial Hall/Events Centre and to proceed with funding applications.

Recommendations

That the Cromwell Community Board

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

B. Approves the concept design of the Cromwell Memorial Hall/Event Centre and approves the project to move into the design phase.

C. Approves the demolition of the current Cromwell Memorial Hall to allow for further investigations to support the design.

D. Approves delegation of authority to Council’s Chief Executive to award the Cromwell Memorial Hall/Events Centre demolition tender.

E. Agrees to submit an application to the Lotteries Commission - Community Facilities Grant

2. Background

Funding for the Cromwell Memorial Hall/Events Centre Project was approved in the Long-Term Plan 2021-31 (LTP).

The project was awarded to Jasmax in December 2021 who commenced the design investigation stage in early 2022.

At its March 2022 meeting the Cromwell Community Board (the Board) was presented with a report seeking approval to demolish the current Cromwell Memorial Hall. This would allow further geotechnical investigation to be carried out under the current building footprint.

After discussion it was agreed that the hall should not be demolished until there is a plan to replace it. It was agreed that the item should be left on the table until concept plan was known.

At its August 2022 meeting the Board received a report seeking approval for the design scope of the project. This report is attached as Appendix 1.

At that meeting, the Board resolved the following:

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

B. Approves the design scope of the Cromwell Memorial Hall/event centre and proceeds into concept design

C. That the Board agree that the Chief Executive Officer lodge an application to the Lotteries Commission - Community Facilities Grant to seek funding for the project, to cover the shortfall between the amount funded in the Long-Term Plan, and the cost of the Cromwell Memorial Hall project.

D. That the Board agree that the Chief Executive Officer apply to the Otago Community Trust, and the Central Lakes Trust (and other funding agencies) for funding to contribute to the Cromwell Memorial Hall Project.

E. Report and minutes to be released following further engagement with stakeholder groups and finalisation of their involvement with the design approval of the concept design.

The process diagram below shows where the project is at and provides a timeline through to construction.

3. Discussion

Design scope

Feedback from the project’s external stakeholder’s group has been received to include the following key spaces:

· A flexible auditorium with 400 pax tiered seating and functionality for large flat floor events.

· Performance back of house facilities to suit local and travelling theatrical and live performance groups.

· Large foyer community space suitable for gathering, events, and intermission functions.

· Bar to cater to auditorium and flexible event spaces.

· Commercial kitchen for full service and reheat options.

· A large events space catering for community events, weddings, gatherings and functions.

· A flexible space suitable for rehearsal, movement and other group activities with a sprung floor.

· Small and medium meeting spaces for community and local business use.

· Key operational, service and administrative facilities.

· New museum.

· Café.

· 40 seat cinema.

During the investigation phase of the project, it was identified that there is a spectrum of services and sizes of spaces that can be included in the building dependant on community growth, demand and funds available for the project. Inclusion of some activities such as a cinema will activate the facility and maximise the use of shared spaces but will increase costs. Similarly larger floor areas will attract events such as conferences but will also add cost. It is proposed that the concepts can be scalable and allow phasing as funding becomes available.

The result of the above would see a proposed Cromwell Memorial Hall/Events Centre of around 2950m2.

Concept drawings have now been completed based on the above and are attached as Appendix 2 - Cromwell Memorial Hall and Events Centre_CCB Concept Design Signoff.

To ensure the project meets the external stakeholders requirements, third party funding will be required.

Early discussion with the Lotteries Commission indicated that the Cromwell Memorial Hall is likely to meet criteria for funding. The suggested approach was to submit an application by the 7^th September showing costs of the project over and above what is included in the 2021-31 Long-term Plan. The application should also demonstrate that the funding will strongly contribute to the wellbeing of the community.

The Lotteries Commission has now advised that there is a much greater chance of obtaining funding to support this project if the application is submitted in January 2023. Submissions have to be submitted by the 1st of March 2023 with results being advised late May 2023.

The Board's approval is required for the concept design to enable the project to progress and applications to be submitted for funding grants.

Jasmax’s staged design methodology will allow the design to be reviewed/amended and scaled down if necessary, as funding is secured. It is recommended that a report be presented to the Cromwell Community Board early in 2023 to review the results of the funding applications.[SR1]

The Board's approval is required for the demolition of the current Cromwell Memorial Hall. The demolition will allow further geotechnical investigation to be carried out under the current building footprint which will support the design/layout of the new building.

Prior to demolition, materials that make up the hall will be assessed for re-purposing in the new hall. Innovative, cost effective and efficient ways of demolition will be investigated during the tendering process.

4. Financial Considerations

No new financial budget is required for this decision as it is part of the $22m included in the 2021-31 Long-term Plan.

5. Options

Option 1 – (Recommended)

Approve the design concept of the Memorial Hall/Event Centre.

Advantages:

· Enables project to be submitted for funding.

· Critical path of project on track.

· Allows further geotechnical investigation to support design and minimise risk.

Disadvantages:

· There are no identified disadvantages anticipated from proceeding with the recommendation.

Option 2

Board does not approve the design concept or progressing to the design phase to progress to the next stages

Advantages:

· Allows for more time to do further investigation and refine the scope.

Disadvantages:

· Deadline for the funding application will be missed.

· Delays project design scope, cost and timelines.

6. 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

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.

7. Next Steps

1. Submit the concept design and application to Lotteries fund.

2. Release a press statement giving a brief update on the project.

3. Jasmax to proceed to next design phase.

8. Attachments

Appendix 1 - Cromwell memorial hall/event centre - Design scope approval ⇩

Appendix 2 - Cromwell Memorial Hall and Events Centre_CCB Concept Design Signoff1.pdf ⇩

Report author:	Reviewed and authorised by:

Darren Penketh	Gordon Bailey
Project Manager - Property	Acting Executive Manager - Planning and Environment
31/08/2022	2/09/2022

12 September 2022

22.6.6 Proposal to extend lease held by Otago Metal Industries Limited over Lot 4 Deposited Plan 526140.

Doc ID: 588289

1. Purpose of Report

To consider early renewal of the lease now held by Phoenix Metal Recyclers New Zealand Limited, over part of Lot 4 Deposited Plan 526140.

Recommendations

That the Cromwell Community Board

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

B. Agrees that:

1. On expiry of the current lease, Phoenix Metal Recyclers New Zealand Limited will be granted a new short term lease over part of Lot 4 Deposited Plan 526140, being approximately 9,552 square metres, on the following terms and conditions:

· Commencement 01 July 2024

· Term Two (2) Years

· Right of Renewal One (1) of Two (2) Years

· Rental Market Rental

· Rent Review Date 01 July 2026

· Rent Review Methodology Market Rental

· Expiry 30 June 2028

· Cancellation Clause On transfer (by agreement, post subdivision)

2. If Plan Change 18 is approved, consideration will be given to including the lease area of 9,552 square metres (as shown in figure 1) as a separate Lot in the development, to enable the land to be:

a. Offered to the lessee at market valuation on approval of the subdivision plan (resource consent approval), subject to title; or,

b. Retained as an ongoing investment, with a new lease being granted on terms and conditions to be determined at that time.

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

2. Background

Lease over Part of Lot 4 Deposited Plan 526140

In June 2012, Otago Metal Industries Limited (OMI) were granted a lease over part of Lot 4 Deposited Plan (DP) 526140 (Lot 4).

The lease, which commenced on 01 June 2021, was granted for one term of 12 years and one month. It does not contain any provision for renewal so will expire on 30 June 2024.

When the lease commenced, the rental was set at $7,000 per annum plus GST. The rent was reviewed on 01 July 2013, 2016, and 2019, with the rental currently sitting at $17,800 per annum plus GST.

The lease provides for one last review of the rent on 01 July 2022. At the time this report was written that review was underway but had been delayed due to valuer workloads. It is anticipated that the rental will increase significantly.

In conjunction with the more recent rent reviews, OMI have offered to purchase the land contained in the lease. A plan of the land contained in the lease, being approximately 9,552 square metres, is shown below in figure 1.

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Figure 1 – Plan of the lease area being approximately 9,552 square metres.

Lot 4 is contained in Record of Title 894732 along with Lot 3 DP 526140, Lot 5 DP 454268, and Section 2 Survey Office Plan (SO) 425035. The title has a total area of approximately 52.2189 hectares.

Record of Title 894732 is endowment land owned and held by Council for the “betterment of Borough funds”. A plan of Record of Title 894732, with the lease area outlined in red, is shown in figure 2.

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Figure 2 – Plan of Record of Title 894732.

Cromwell Spatial Plan

The (Cromwell) Spatial Plan, being Stage 1 of the Cromwell – “Eye to the Future” Masterplan, was adopted in 2019. The purpose of the Spatial Plan is to provide strategic guidance for growth and development in Cromwell and surrounds over the next 30 years.

Record of Title 894732 is identified in the Spatial Plan as possible future industrial land.

A plan of the possible future industrial land as extracted from the Spatial Plan is shown in stripes below in figure 3.

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Figure 3 – Extract from the Masterplan showing the whole of the proposed future industrial land (in stripes).

Plan Change 18

Record of Title 894732 is recorded on District Plan Maps 15 and 44. While the existing designation of the land is Rural Resource Area, the land is currently subject to a Council-initiated plan change (Plan Change 18) process.

The plan change process commenced in 2019. The purpose of the proposed plan change is to rezone the land as Industrial Resource Area.

Earlier this year, OMI Limited advised that they were selling the business, with the purchaser also being keen to take on the existing lease, have it extended, and/or purchase the land.

3. Discussion

New Owner/Lessee

The sale of the business and the assignment of the current lease was finalised on 31 August 2022.

The new owner of the business is Phoenix Metal Recyclers New Zealand Limited (Phoenix Metalman). Phoenix Metalman are a nationwide operation that has operated in the metal recycling, resource recovery, demolition, and de-construction business, for about 40 years.

Phoenix Metalman are Toitū Envirocare Net Carbon Zero certified. Their mission is to:

ensure Aotearoa New Zealand's metal recycling industry leads in the environmental stewardship of an infinitely renewable resource. We advocate for and facilitate the recovery of metallic resources, divert those resources from landfills, whilst operating in an environmentally sustainable manner, ensuring those metallic products reach their recycling potential within their local and global circular economies.

Due to our nationwide reach and our vertically integrated service, we offer our clients a reduced carbon emissions service due to our convenient locations, efficient operations and reduced double handling of materials. We manage more than 50 metallic products; we can work with clients to advise on how easy or difficult it is to recycle their products containing metal.

Phoenix Metalman plan to merge and rebrand the OMI operation within their existing operation.

Their future plans for the business include concreting the recycle processing areas. This will enable Phoenix Metalman to manage the various recycling processes in accordance with their mission.

Other Occupations of the Land

While the majority of the of Record of Title 894732 is vacant, number of parties hold leases over portions of the land. These parties include:

- Wormworx Central

- Paintball Central

- Central Otago Motorcycle Club, and,

- Cromwell Menz Shed

In recognition of the objectives of the Spatial Plan, the leases held by the parties identified above have either not been renewed, or they have been extended inclusive of a cancellation clause in Council’s favour.

The Cromwell Transfer Station and Closed Landfill are also located on the land.

Current and Future Use of the Land

As noted previously, the land contained in Record of Title 894732 is subject to a proposed plan change (Plan Change 18). If the rezoning is successful, Council intends to undertake a large scale (staged) industrial subdivision of the land.

OMI Limited are scrap metal dealers. This is consistent with the conditions of the lease which states that the land shall be used ‘solely for the purposes of the operation of a scrap metal yard and for such other activities as the lessor may from time to time approves’.

This mean the activity is consistent with the proposed rezoning and future development of the land.

Due to the nature of the business, which includes crushing cars and other inorganic metal materials, the land contained within the lease area may identified on the Hazardous Activities and Industries List (HAIL) referenced in the Resource Management (National Environmental Standard for Assessing and Managing Contaminants to Protect Human Health) Regulations 2011. The HAIL is list of activities and industries that have a high probability of causing land contamination due to historical use, or the storage and/or disposal of hazardous substances.

The remediation and ongoing management of HAIL sites can be challenging and costly. This means the ongoing occupation of the site is best suited to its current use.

Future Subdivision and Sale of the Land

Both the existing lessee, and the purchaser of the business, have indicated a strong desire to extend the lease and/or purchase the land contained in the lease. This is because the location of the land strategically located in relation to the operation of the business.

To enable the land to be transferred to the lessee, it would have to be subdivided. While offers to purchase have previously been declined (noting the Spatial Plan and proposed future development) it is now proposed that the lease area is surveyed as a separate Lot.

This would enable transfer of the land to the lessee. It also means that the lessee could remain in possession of the land until the subdivision is completed with ownership of the land then transferring to the lessee at market value.

Alternatively, should the lessee not be in a position to purchase the land at that time, the Lot could be retained as an investment property with another new lease granted at that time.

4. Financial Considerations

The lease area is approximately 9,552 square metres. Based on today’s market, its sale value is expected to be somewhere around $4 to $5 million plus GST, if any.

If the leased area is surveyed and sold to the new owner of the business, the funds of the sale will form part of the greater income associated with the proposed future industrial subdivision.

An additional benefit of the lessee wanting to purchase the land is that it would provide Council with a starting point for the subdivision. It would also mean that the sale proceeds cost be used to fund later stages in the development.

Based on other rental valuations, it is expected that the rental will increase by around 50%. This means the new rental should be around $27 - $30,000 per annum, plus GST.

Rental payments are credited to the Cromwell Endowment Land Account.

Should the lessee not be in a position to purchase the land (post subdivision), it is proposed that the lease remains in place on the same terms and conditions as previous with the income continuing to be credited to the Cromwell Endowment Land Account.

5. Options

Option 1 – (Recommended)

To agree that:

· Commencement 01 July 2024

· Term Two (2) Years

· Right of Renewal One (1) of Two (2) Years

· Rental Market Rental

· Rent Review Date 01 July 2026

· Rent Review Methodology Market Rental

· Expiry 30 June 2028

· Cancellation Clause On transfer (by agreement, post subdivision)

2. If Plan Change 18 is approved, consideration will be given to including the lease area of 9,552 square metres (as shown in figure 1) as a separate Lot in the development, to enable the land to be:

a. Offered to the lessee at market valuation on approval of the subdivision plan (resource consent approval), subject to title; or,

b. Retained as an ongoing investment, with a new lease being granted on terms and conditions to be determined at that time.

Advantages:

· Allows the lessee to continue operating from the site until Council determines whether they can be accommodated within the proposed industrial development.

· Provides the lessee with time to budget for the proposed purchase of the site.

· Provides support to a business which is using better industry practices.

· Income will continue to be generated from the site in the interim.

· Would provide Council with a starting point for the proposed subdivision.

· The income generated from the sale of the land could be used to fund other stages in the development.

· Provides for cancellation of the lease on transfer by agreement, post subdivision.

Disadvantages:

· None, as:

- Having the lessee continue to operate from the site during the proposed subdivision will not hinder the development.

- The new lease will provide for cancellation on transfer of the land.

- If the lessee is not in a position to purchase the land on release of the title, they could negotiate to purchase the land at a later date.

- If the lessee does not purchase the property, it could be retained as an investment property with another new lease being entered into on expiry of the new lease.

Option 2

To not agree to the proposal to renew the lease now held by Phoenix Metal Recyclers New Zealand Limited, on the terms and conditions outlined above in Option 1.

Advantages:

· None, as:

- Having the lessee continue to operate from the site during the proposed subdivision will not hinder the development.

- The new lease will provide for cancellation on transfer of the land.

- If the lessee is not in a position to purchase the land on release of the title, they could negotiate to purchase the land at a later date.

- If the lessee does not purchase the property, it could be retained as an investment property with another new lease being entered into on expiry of the new lease.

Disadvantages:

· The lessee would have to vacate the property on expiry of the lease in 2024.

· Rental income will cease in 2024.

· What might be a ‘guaranteed’ sale could be lost.

· Council may have to remediate the land to enable its development and sale.

· Does not recognise that the operation is consistent with the proposes development.

· Does not support a business which promotes and uses better Industry practices.

· The income generated from the sale of the land would not be available to fund other stages in the development.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of the community, in the present and in the future by considering the implementation and objectives of the Cromwell Spatial Plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The decision is consistent with the Spatial plan being Stage 1 of the Cromwell – “Eye to the Future” Masterplan as adopted by the Board in May 2019.
Considerations as to sustainability, the environment and climate change impacts	The Cromwell – “Eye to the Future” Masterplan promotes for a well-considered and sustainable development of Cromwell and surrounding area
Risks Analysis	There are no risks associated with the recommended option.
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. Board approves new lease 12 September 2022

2. Lessee notified of outcome: On release of Resolution

3. New Lease entered into: July 2024

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Team Leader – Statutory Property	Executive Manager - Planning and Environment
11/08/2022	2/09/2022

12 September 2022

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22.6.7 Cromwell Interim Financial Report for the Period Ending 30 June 2022

Doc ID: 589233

1. Purpose

To consider the financial performance overview as at 30 June 2022.

Recommendations

That the report be received.

2. Background

These statements are designed to give an overview on the end of financial year performance. It is important to note that as the Annual Report 30 June 2022 is compiled that the figures below may change as required.

The operating statement for the twelve months ending 30 June 2022 show a favourable variance of $1.051M against the revised budget.

2021/22	AS AT 30 JUNE 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	208	490	(282)	˜	490
7,536	Land Sale Proceeds	2,234	989	1,245	˜	989
618	User Fees & Other	555	649	(94)	˜	649
-	Reserves Contributions	111	64	47	˜	64
-	External Interest & Dividends	7	4	3	˜	4
3,093	Rates	3,153	3,093	60	˜	3,093
-	Other Capital Contributions	75	-	75	˜	-
11,736	Total Income	6,343	5,289	1,054	˜	5,289

	Expenditure
130	Rates Expense	127	155	28	˜	155
7,536	Cost of Sale of Land	1,516	839	(677)	˜	839
47	Professional Fees	42	78	36	˜	78
905	Cost Allocations	882	909	27	˜	909
263	Fuel & Energy	182	263	81	˜	263
197	Grants	148	192	44	˜	192
245	Other Costs	224	261	37	˜	261
541	Contracts	539	543	4	˜	543
65	Internal Interest Expense	(29)	65	94	˜	65
133	Building Repairs and Mtce.	131	143	12	˜	143
729	Staff	611	719	108	˜	719
44	Members Remuneration	36	44	8	˜	44
736	Depreciation	627	822	195	˜	822
11,571	Total Expenses	5,036	5,033	(3)	˜	5,033
165	Operating Surplus / (Deficit)	1,307	256	1,051	˜	256
This table has rounding (+/- 1)

Income for period ending 30 June 2022:

Operating income reflects a favourable variance to the revised budget of $1.054M.

· Internal interest revenue has an unfavourable variance of ($282k). 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 favourable variance of $1.245M. This relates to land sales from stage one of the Cemetery Road, and is offset by cost of sales.

· User fees and other has an unfavourable variance of ($94k). A breakdown of this is provided in the table below. There are unfavourable variances in rentals and hires ($40k), swimming pool ($59k) and cemeteries ($3k). Swimming pool revenue has been affected by both COVID-19 restrictions and the closure for the upgrade of the pool heating.

· Reserves contributions has a favourable variance of $47k. These are difficult to gauge when setting budgets and are dependent on developers’ timeframes.

· Rates has a favourable variance of $60k. Actual rates collected were slightly higher than budgeted. This is due to new subdivisions being created after the rates have been set. There is a lag between the rating units used as part of the Annual Plan process and the rating units available at the time the rates are set.

· Other capital contributions has a favourable variance of $75k. A capital donation was received from the Energy Efficiency and Conservation Authority (EECA) towards Cromwell pool.

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	148	141	7	˜	141
238	Rentals & Hires	199	239	(40)	˜	239
250	Cromwell Pool / Swim School	195	253	(58)	˜	253
16	Cemeteries	13	16	(3)	˜	16
618	Total User Fees Income	555	649	(94)		649

Expenditure for period ending 30 June 2022:

Expenditure has an unfavourable variance of ($3k) against the revised budget. The variances are detailed below:

· Cost of sales of land has an unfavourable variance of ($677k). This relates to the development costs of the Cemetery Road for stage one of $1.52M.

· Fuel and energy has a favourable variance of $81k. This is due to lower-than-expected cost for gas of $38k and electricity of $39k. The Cromwell Pool has been closed for the heating system upgrade and maintenance, reducing the cost of heating the water.

· Grants has a favourable variance of $44k. This is due to timing of the promotions grants and the budget. Of the $192k budget, $102k year-to-date has been allocated for promotional activities, $5k has been spent on general grants with a further $40k issued to the Cromwell Museum Trust for payment of services from an annual budget.

· Other costs has a favourable variance of $37k. These costs are needs-based and will vary against budget from time to time. Of this variance the following are favourable against the year-to-date revised budget: inventory purchases of $9k, conferences and courses $13k, pest eradication of $10k, weed control of $6k and office expenses of $4k. This is offset by the water charges of ($17k).

· Internal interest expense has a favourable variance of $94k. Low market interest rates are driving this variance.

· Staff costs has a favourable variance of $108k. This is due to the seasonal swimming pool staff, recruitment, and associated costs.

· Depreciation has a favourable variance of $195k. The Cromwell Pool’s depreciation is higher than budget by ($150k). This is offset by lower-than-expected depreciation in parks assets of $297k. 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 30 June 2022 has a year-to-date favourable variance of $4.604M. The actual CAPEX spent to date is 29% of the total revised budget.

Managers are currently working through their carry forward projects from the 2021/22 financial year.

2021/22	AS AT 30 JUNE 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	3	13	10	˜	13
107	Cromwell Reserves - Irrigation	144	167	23	˜	167
21	Cromwell Reserves - Landscaping	13	30	17	˜	30
-	Cromwell Reserves - Recreation Equipment	-	40	40	˜	40
35	Cromwell Reserves - Fencing & Bins	97	134	37	˜	134
5	Cromwell - Fencing	-	5	5	˜	5
-	Cromwell Lighting	1	5	4	˜	5
15	Cromwell Cemetery	7	13	6	˜	13
10	Anderson Park - Landscaping	111	142	31	˜	142
15	Anderson Park - Irrigation & Bins	53	81	28	˜	81
9	Anderson Park - Fencing	-	9	9	˜	9
33	Anderson Park - Lighting	2	33	31	˜	33
-	Cromwell - Other	53	-	(53)	˜	-
254	Total Parks & Reserves	484	672	188		672
	Cromwell Swimming Pool
8	Building upgrades	36	42	6	˜	42
11	Machinery & Plant	934	1,076	142	˜	1,076
23	Recreation equipment / furniture & fittings	26	31	5	˜	31
42	Total Cromwell Swimming Pool	996	1,149	153		1,149
	Property				˜
75	Cromwell Front Reserve	98	1,875	1,777	˜	1,875
2,460	Cromwell Memorial Hall	271	2,457	2,186	˜	2,457
160	Cromwell - Building Improvements	1	161	160	˜	161
140	Tarras Community Centre	-	140	140	˜	140
3,131	Total Capital Expenditure	1,850	6,454	4,604	˜	6,454

This table has rounding (+/- 1)

Parks and Reserves:

· Cromwell parks and reserves has a collective favourable variance of $188k.

· Cromwell kiosk and Anderson Park - Lighting projects design work has been completed. These projects will be carried forward into the 2022/23 financial year.

· Cromwell Reserves – Recreational equipment has a favourable variance of $40k and will be carried forward.

· Cromwell Reserves - Irrigation was lower than expected budget by $23k. Work has been contracted and is in progress. It will be carried forward into 2022/23 financial year.

Swimming Pool:

· Machinery and plant has a favourable variance of $142k. The work on installing the heat pump and filter is nearly complete, with additional work being carried out in early July 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 workshops were held in February and March 2022 with the project advisory group, mall upgrade group and the Cromwell Community Board and the Council. Further workshops are planned in the next two months to guide the external architects during the concept design process.

· Cromwell Memorial Hall – design phase progressing as planned. The concept plan will be presented to Cromwell Community Board for approval on 2 September 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	Ann McDowall
Accountant	Finance Manager
25/08/2022	25/08/2022

[1] Deed of Trust – Central Otago District Council and Cromwell Museum Trust

[2] Resolution 22.4.8 allocating $90,000 to the Cromwell and Districts Promotions Group


AGENDA Cromwell Community Board Meeting Monday, 12 September 2022
Date:	Monday, 12 September 2022
Time:	2.00 pm
Location:	Cromwell Service Centre, 42 The Mall, Cromwell (Unless there is a move from the current Red Alert level, in which case it may be held in In both cases, due to COVID-19 restrictions and limitations of the physical space, public access will be available through a live stream of the meeting. The link to the live stream will be available on the Central Otago District Council's website.)
Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Julie Harris	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
21/07/2022	25/07/2022