MINUTES OF A mEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and live streamed via microsoft teams
ON Monday, 12 September 2022 COMMENCING AT 2.03 pm

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Executive Manager - Planning and Environment), G Bailey (Parks and Recreation Manager), R Williams ( Community Development Adviser), N Aaron (Parks Officer – Planning and Strategy), A Mason (Media and Marketing Manager), D Penketh (Project Manager – Property), G Robinson (Property and Facilities Manager), L Stronach (Team Leader – Statutory Property),  D McKewen (Accountant), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

Note: The Chair referred to the death of Her Majesty the Queen. The meeting paused for a moment’s silence as a mark of respect.

1                 Apologies

There were no apologies for this meeting.

2                 Public Forum

Liz Carroll-Lowe - Tarras School grant application

Ms Carroll-Lowe spoke to the Tarras School grant funding application to support the cost of repairs to the Community pool. She then responded to questions.

3                 Confirmation of Minutes

Committee Resolution 

Moved:               McKinlay

Seconded:          Scott

That the public minutes of the Cromwell Community Board Meeting held on 2 August 2022 be confirmed as a true and correct record.

Carried

4                 Declaration of Interest

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

5                 Reports

Note: Jennifer Hay from the Cromwell Museum joined the meeting for item 22.6.2.

12B22.6.2         Cromwell Museum Accountability Report 2021

To provide a report on the objectives and actions of the Cromwell Museum Trust over the past financial year.

0BCommittee Resolution 

Moved:               Gillespie

Seconded:          Laws

That the report be received.

Carried

13B22.6.3         2022/23 Community and Promotions Grants Applications

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

1BCommittee Resolution 

Moved:               McKinlay

Seconded:          Laws

That the Cromwell Community Board:

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

B. Allocates $11,270 to the Bannockburn Community Centre Management Committee Inc. towards floor resurfacing and refurbishment of the bell tower from the 2022/23 community grants budget.

C. Allocates $5,000 to the Tarras School towards resurfacing the school pool from the 2022/23 community grants budget.

D. Allocates $13,903.50 to the Cromwell Menz Shed Charitable Trust towards building security fencing from the 2022/23 community grants budget, subject to the land being suitable for development.

E. Allocates $1,520 to the Cromwell and Districts Community Arts Council Inc. for venue hire for the annual arts exhibition from the promotions grants budget in the 2022/23 financial year.

Carried

14B22.6.4         Draft Bannockburn Domain Reserve Management Plan 2022

Note: Loretta Bush joined the meeting and spoke to item 22.6.4.

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

2BCommittee Resolution 

Moved:               McKinlay

Seconded:          Scott

3BThat 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, including those to amend the maps, are approved by the Board.

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

Carried

 Note: Chris Jack and Jessie Sutherland from Jasmax joined the meeting for item 22.6.5.

15B22.6.5         Cromwell Memorial Hall/Events Centre - Design Concept Approval

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

After discussion it was agreed that the Memorial Hall should not be demolished until there was greater clarity about the replacement building and potential reuse of salvaged materials from the existing building. It was also noted that staff should explore other funding opportunities.

Note: The meeting adjourned at 3.55 pm and recommenced at 4.01 pm.

4BCommittee Resolution 

Moved:               Laws

Seconded:          Scott

That the Cromwell Community Board:

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

B. Notes the costs associated with the building ($37,891,202) presented at the meeting.

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

D. Approves investigation of salvage and repurpose options for materials from within the memorial hall.

E. Agrees to progress applications to funding agencies.

Carried

16B22.6.6         Proposal to extend lease held by Otago Metal Industries Limited over Lot 4 Deposited Plan 526140.

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

5BCommittee Resolution 

Moved:               McKinlay

Seconded:          Murray

A. That the Cromwell Community Board 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.

Carried

17B22.6.7         Cromwell Interim Financial Report for the Period Ending 30 June 2022

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

6BCommittee Resolution 

Moved:               Gillespie

Seconded:          Scott

That the report be received.

Carried

6                 Mayor’s Report

18B22.6.8         Mayor's Report

19BHis Worship the Mayor gave an update on his recent activities before responding to questions.

7BCommittee Resolution 

Moved:               Laws

Seconded:          Murray

That the Cromwell Community Board receives the report.

Carried

7                 Chair's Report

20B22.6.9         Chair's Report

The Chair thanked members for their hard work over the previous triennium, she recognised the members who were not standing again and wished good luck to those members standing again.

8BCommittee Resolution 

Moved:               Harrison

Seconded:          Murray

That the report be received.

Carried

8                 Members' Reports

21B22.6.10       Members' Reports

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

Mr Murray reported on the following:

· Attended a recent production at the Bannockburn Hall.

· Noted the work done by the Board over the last triennium.

Cr McKinlay reported on the following:

· Attended a 3 Waters meeting

· Attended two working party meetings for the Memorial Hall

· Attended the Business Breakfast meeting

· Noted the work done by the Board over the last triennium.

Cr Laws reported on the following:

· Attended a Council workshop for the Better Off funding

· Participated in a Cromwell Community House volunteer outing for a winter driving course at the Highlands Motorpark

· Attended the Daffodil Day fundraiser

· Noted the report by Council for the approval of the development of different types of affordable housing on council controlled land

· Noted the work done by the Board over the last triennium.

Cr Gillespie reported on the following:

· Attended a Council workshop for the Better Off funding

· Advised he had been reappointed as a Commissioner for the Hearings Panel in the immediate post-election period.

· Noted the Big Fruit land has been fenced off – Waka Kotahi approval by Council to develop this land

· Noted the Plan change 14 on Chatham Farm land approved by the Environmental Court to build a 2m wide cycle/pedestrian walkway and construct an underpass on SH6 as stated in the Structure Plan

· Noted the work done by the Board over the last triennium.

Mr Buchanan reported on the following:

· Noted the work done by the Board over the last triennium.

Mr Scott reported on the following:

· Attended a play being performed by the Fine Thyme Theatre Company

· Attended the Business Breakfast meeting

· Noted that he had been fielding calls from the community on the work being done on the Memorial Hall and public concerns over carparking

· Noted the work done by the Board over the last triennium.

9BCommittee Resolution 

Moved:               McKinlay

Seconded:          Murray

That the report be received.

Carried

9                 Status Reports

22B22.6.11       September 2022 Governance Report

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

10BCommittee Resolution 

Moved:               Gillespie

Seconded:          Buchanan

That the report be received.

Carried

10               Date of The Next Meeting

The date of the next scheduled meeting is 1 November 2022.

11               Resolution to Exclude the Public

11BCommittee Resolution 

Moved:               Murray

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 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
22.6.12 - September 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 4.46 pm and the meeting closed at 4.49 pm.