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AGENDA
Vincent Community Board Meeting Tuesday, 22 November 2022
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Date: |
Tuesday, 22 November 2022 |
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Time: |
2.00 pm |
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Location: |
Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
(A link to the live stream will be available on the Central Otago District Council's website.)
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Sanchia Jacobs Chief Executive Officer |
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22 November 2022 |
Notice is hereby given that a meeting of the Vincent Community Board will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via Microsoft Teams on Tuesday, 22 November 2022 at 2.00 pm. The link to the live stream will be available on the Central Otago District Council’s website.
Order Of Business
Vincent Community Board meeting Meeting - 31 October 2022
22.8.1 Declarations of Interest Register
22.8.2 2021-22 Promotion Grant Funding Report Back_WinterStellar
22.8.3 Vincent Financial Report for the Period Ending 30 September 2022
22.8.7 November 2022 Governance Report
11 Resolution to Exclude the Public
22.8.8 Clyde Holiday Park Financial Report
22.8.9 November 2022 Confidential Governance Report
Members Cr T Alley (Chair), Mr J Cromb (Deputy), Dr R Browne, Mr T Hammington, Mr D Johns, Cr M McPherson, Cr T Paterson
In Attendance T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Group Manager - Business Support), W McEnteer (Governance Manager), J Harris (Governance Support Officer)
Vincent Community Board meeting - 31 October 2022
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Vincent Community Board Agenda |
22 November 2022 |
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 STEAMED VIA MICROSOFT TEAMS ON Monday, 31 October 2022 COMMENCING AT
2.00 pm
PRESENT: Cr T Alley, Dr R Browne, Mr J Cromb, Mr T Hammington, Mr D Johns, Cr M McPherson, Cr T Paterson
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Group Manager - Business Support), D Rushbrook (General Manager – Tourism Central Otago), M De Cort (Communications Coordinator), M Tohill (Communications Support), W McEnteer (Governance Manager), J Harris (Governance Support Officer)
Note: The Chief Executive Officer assumed to Chair to begin the meeting.
1 Apologies
No apologies were received.
The Chief Executive Officer welcomed everyone to the first meeting of the triennium.
2 Reports
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22.7.1 Declaration of Office |
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The Chief Executive Officer asked His Worship the Mayor to invite members to give their declaration of office. Each member then made their declaration of office. |
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22.7.2 Appointment of Chair and Deputy Chair |
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To select a voting system and to appoint the Chair and Deputy Chair. |
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Committee Resolution Moved: McPherson Seconded: Paterson That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Selects System B for the appointment of the Chair and Deputy Chair of the Board, or a representative of the Board. Carried |
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Cr Alley was nominated for Chair by Cr McPherson and seconded by Cr Paterson Dr Browne was nominated for Chair by Mr Johns and seconded by Mr Hammington.
Cr Alley won the vote 4-3 on a show of hands |
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Note: Cr Alley assumed the Chair.
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Mr Cromb was nominated for Deputy Chair by Cr Paterson and seconded by Cr McPherson Dr Browne was nominated for Deputy Chair by Mr Hammington and seconded by Mr Johns
Mr Cromb won the vote 4-3 on a show of hands |
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22.7.3 Statutory Advice and Code of Conduct |
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To provide advice concerning legislation relevant to the role of members and to adopt a code of conduct. Members were provided with information on the legislative framework for members and their responsibilities as members when they are acting in their official capacity. |
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Committee Resolution Moved: Alley Seconded: Cromb That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Notes the advice given on relevant legislation. C. Adopts the Code of Conduct. Carried |
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22.7.4 Adoption of Standing Orders |
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To adopt a revised version of Standing Orders. |
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Committee Resolution Moved: Alley Seconded: Johns That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Adopts the revised Local Government New Zealand Standing Orders with the following amendments: i. Enable provisions for meetings by audio visual link ii. Enable a casting vote for the chairperson iii. Endorse option C (informal) as the default for speaking and moving motions. Carried |
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22.7.5 Council Organisations and Policy on Appointment of Directors |
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Committee Resolution Moved: McPherson Seconded: Paterson That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Makes appointments as recommended elsewhere in the agenda in light of the contents of this report. C. Receives the Policy on Appointment and Remuneration of Directors to Council Controlled Organisations and Council Organisations. Carried |
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22.7.6 Community Board Expenditure |
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To inform members of their responsibilities in relation to incurring expenditure on behalf of the Board. |
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Committee Resolution Moved: Paterson Seconded: Hammington That the report be received. Carried |
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22.7.7 Appointments to Sub-committees and Other Community Organisations |
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To appoint community board representatives to sub-committees and other community organisations where necessary. After discussion it was noted that there was no need to appoint a liaison to Promote Alexandra as they were not an active organisation at that time. |
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Committee Resolution Moved: Alley Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Appoints representatives to community sub-committees as follows: • Manorburn Recreation Reserve Committee – Dr Browne • Omakau Recreation Reserve Committee – Cr Paterson
C Appoints representatives to community organisations as follows:
• Alexandra Community House Trust – Cr Alley • Alexandra Council for Social Services – Mr Cromb • Alexandra District Museum Inc (Central Stories) – Dr Browne • Alexandra Blossom Festival Committee – Mr Hammington • Alexandra and Districts Youth Trust – Cr McPherson • Clyde Historical Museum Committee – Mr Hammington • Keep Alexandra-Clyde Beautiful Society – Dr Browne • Ophir Welfare Association Committee – Cr Paterson • Promote Alexandra Inc – Not appointed • St Bathans Area Community Association Inc – Mr Cromb • Vallance Cottage Working Group – Mr Johns Carried |
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22.7.8 Proposed Meeting Schedule for the Remainder of 2022 and 2023 |
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To approve a schedule of meetings for the remainder of 2022 and 2023. |
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Committee Resolution Moved: McPherson Seconded: Cromb That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Adopts the proposed meeting schedule. Carried |
3 Date of The Next Meeting
The date of the next scheduled meeting is 22 November 2022.
The Meeting closed at 2.48 pm.
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CHAIR / /
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22.8.1 Declarations of Interest Register
Doc ID: 602502
1. Purpose
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
Appendix 1 - VCB Declarations of Interest 2022-2025 ⇩
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22.8.2 2021-22 Promotion Grant Funding Report Back_WinterStellar
Doc ID: 600715
1. Purpose of Report
To review the report back received from Winterstellar for the 2022 events and if agreed confirm release of the pre-approved grant for 2023 events.
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That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees the report back shows satisfactory outcomes from the 2021-22 funding and approves the release of the pre-approved grant $10,000 for 2022-23 as detailed in VCB resolution 21.7.2. |
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.
The Vincent Community Board is delegated the authority to consider applications for activities and projects within its boundaries.
The Board approved promotion grant funding to Winterstellar at its meeting of 31 August 2021 as per the following resolution 21.7.2:
C. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for year 3 for Winterstellar Matariki and Night sky events and exhibitions.
GRA210740149 Winterstellar Matariki and Nightsky events and exhibitions
Year 1 LTP 2021/22: $4,000 approved subject to establishment of appropriate entity
Year 2 LTP 2022/23: $10,000 approved subject to satisfactory report back year 1.
3. Discussion
The Winterstellar promotion grant application outlined that grant funding would be applied to costs of groundwork for new events, marketing, advertising and cross sector co-ordination towards the goal of a sustainable mid-winter dark sky festival event.
The Winterstellar accountability report includes copies of the certificate of incorporation, an overview of the events and activities undertaken for the 2022 year, plus copies of invoices as proof of expenditure aligned with the original application. The invoices total $5,501 which is greater than the approved grant of $4,000 for the 2022 year events.
Copies of the accountability report and supporting documents are provided to Board members under separate cover.
Should the Board agree that Winterstellar has provided a satisfactory accountability report for the 2022 year events, the Trust can be advised that they can invoice and draw down the pre-approved grant for the 2023 year events.
4. Financial Considerations
The Board approved a grant to Winterstellar in year 2 of the Long Term Plan (2022/23) subject to a suitable entity being created, plus a satisfactory accountability report.
Should the Board agree that Winterstellar have met the conditions applied to the approved grant for year 1 of the LTP (2021-22) the applicant may invoice for the pre-approved 2022-23 year grant.
The Board has budgeted $41,750 for promotions grants in the 2022-23 year. It currently has a total of $3696 uncommitted for the funding round due to close in March 2021. This amount takes into account grants approved in previous funding rounds including the pre-approved $10,000 grant to Winterstellar - resolution 21.7.2. Therefore there is no financial implication in approving the release of the grant approved.
The Board has the delegated authority to spend within this budget.
5. Options
The Board is asked to review the accountability report supplied and agree to the release of the previously approved grant for 2022-23.
There is no other option as the Board has the delegation to allocate grants from the contestable funds, and the grant recipient has completed and supplied the required information as requested.
6. Compliance
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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.
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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.
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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.
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Risks Analysis |
No risks have been identified in the funding applications.
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Significance, Consultation and Engagement (internal and external) |
The funding rounds were advertised in the local newspaper, Council’s website and Facebook page, and through combined agency community funding clinics. Discussions with departments of Council have taken place where there impacts arising from the application.
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7. Next Steps
Once the Board has agreed the accountability report is satisfactory, this will be communicated to the applicant and payment of the approved grant for 2022-23 year made.
Appendix 1 - Winterstellar Accountability Report (under separate cover) ⇨
Appendix 2 - Winterstellar Accountability_Supporting Documents (under separate cover) ⇨
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Reviewed and authorised by: |
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Alison Mason |
Sanchia Jacobs |
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Media and Marketing Manager |
Chief Executive Officer |
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25/10/2022 |
10/11/2022
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22.8.3 Vincent Financial Report for the Period Ending 30 September 2022
Doc ID: 600159
1. Purpose
To consider the financial performance overview as at 30 September 2022.
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That the report be received. |
2. Background
These statements are designed to give an overview on the end of financial year performance.
The operating statement for the three months ending 30 September 2022 shows a favourable variance of $107k against the revised budget.
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2022/23 |
AS AT 30 SEPTEMBER 2022 |
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2022/23 |
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Full Year |
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YTD |
YTD |
YTD |
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Full Year |
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Annual Plan |
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Actual |
Revised Budget |
Variance |
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Revised Budget |
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$000 |
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$000 |
$000 |
$000 |
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$000 |
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Income |
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974 |
User fees & Other |
198 |
238 |
(40) |
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954 |
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- |
Other Capital Contributions |
30 |
- |
30 |
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- |
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3,480 |
Rates |
861 |
869 |
(8) |
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3,480 |
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- |
Reserves Contributions |
35 |
- |
35 |
˜ |
- |
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248 |
Internal Interest Revenue |
44 |
59 |
(15) |
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248 |
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2,100 |
Land Sales |
- |
- |
- |
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2,100 |
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6,802 |
Total Income |
1,168 |
1,166 |
2 |
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6,782 |
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Expenditure |
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81 |
Rates expense |
88 |
20 |
(68) |
˜ |
81 |
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121 |
Grants - General |
99 |
99 |
- |
˜ |
108 |
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42 |
Grants - Promotions |
7 |
18 |
11 |
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42 |
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277 |
Other Costs |
44 |
67 |
23 |
˜ |
269 |
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782 |
Cost Allocations |
197 |
195 |
(2) |
˜ |
782 |
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1,200 |
Cost of Sales |
- |
- |
- |
˜ |
1,200 |
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13 |
Administrative Expenses |
2 |
3 |
1 |
˜ |
13 |
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681 |
Staff |
171 |
176 |
5 |
˜ |
702 |
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218 |
Fuel & Energy |
49 |
54 |
5 |
˜ |
218 |
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829 |
Contracts |
156 |
249 |
93 |
˜ |
897 |
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204 |
Building Repairs and Mtce |
36 |
51 |
15 |
˜ |
205 |
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29 |
Professional Fees |
- |
7 |
7 |
˜ |
59 |
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87 |
Internal Interest Expense |
12 |
21 |
9 |
˜ |
87 |
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47 |
Members Remuneration |
6 |
12 |
6 |
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47 |
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1,074 |
Depreciation |
268 |
268 |
- |
˜ |
1,074 |
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5,685 |
Total Expenses |
1,135 |
1,240 |
105 |
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5,784 |
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1,117 |
Operating Surplus / (Deficit) |
33 |
(74) |
107 |
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998 |
This table has rounding (+/-1)
Income for period ending 30 September 2022
Operating income reflects a favourable variance of $2k.
· User fees and other income have an unfavourable variance of ($40k). The main contributing factor is camping ground revenue, which is seasonal.
· Other capital contributions have a favourable variance of $30k. This relates to the Transpower capital grant of $29k, which has been carried forward from 2020/21 for the Clyde Hall kitchen and bathroom project.
· Reserves contributions have a favourable variance of $35k. These are difficult to gauge when setting budgets as they are dependent on developers’ timeframes.
· Internal interest revenue has an unfavourable variance of ($15k). Interest revenue is down on budget due to lower than expected reserve balances. This is due to Dunstan Park sales and the release dates for each stage. Stages 1 and 2 were released in 2021/22 with the remaining two stages to be released during 2022/23.
· Rates shows an unfavourable variance of ($8k) against revised budget. This is mainly due to rates adjustment depreciation reserve which normally takes place at the end of the financial year.
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2022/23 |
User Fees and Other Income |
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2022/23 |
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Full Year |
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YTD |
YTD |
YTD |
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Full Year |
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Annual Plan |
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Actual |
Revised Budget |
Variance |
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Revised Budget |
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$000 |
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$000 |
$000 |
$000 |
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$'000 |
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234 |
Camping Grounds |
15 |
59 |
(44) |
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234 |
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265 |
Pool / Swim School |
73 |
66 |
7 |
˜ |
265 |
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310 |
Rentals & Hires |
72 |
77 |
(5) |
˜ |
310 |
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45 |
Cemeteries |
13 |
11 |
2 |
˜ |
45 |
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120 |
Other Misc Income |
24 |
25 |
(1) |
˜ |
100 |
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˜ |
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974 |
Total User Fees Income |
198 |
238 |
(40) |
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954 |
This table has rounding (+/-1)
Expenditure for period ending 30 September 2022
Expenditure has a favourable variance of $105k. These variances are detailed below:
· Other costs have a favourable variance of $23k. This includes water charges of $22k, compliance schedules of $5k, repairs and maintenance equipment $3k and marketing and publicity of $3k. This is offset by chemicals and weed control costs of ($17k).
· Rates expense have an unfavourable variance of ($68k) against revised budget. The key reason being that Central Otago District Council property annual rates for 2022-23 has been paid in full in this period. This will be re-aligned with budget by the end of the financial year.
· Variances for contracts at $93k, building repairs and maintenance at $15k and professional fees at $7k are all favourable. These expenses are more needs-based and will vary against budget from time to time. The contracts variance is driven by the timing of work carried out for planned maintenance at other Alexandra reserves of $58k, Clyde community centre of $8k, Ophir community centre of $5k and Alexandra cemetery of $10k.
· Internal interest expense has a favourable variance of $9k. This is mainly due to Alexandra town centre loan and Molyneux Pool reserves. Market interest rates have started increasing, this will likely affect this variance in the future.
Capital Expenditure
Capital expenditure (CAPEX) for the period ending 30 September 2022 reflects a favourable variance of $237k against the revised budget. The actual CAPEX spent to 30 September 2022 is 2.6% of the total revised budget.
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2022/23 |
AS AT 30 SEPTEMBER 2022 |
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2022/23 |
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Full Year |
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YTD |
YTD |
YTD |
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Full Year |
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Annual Plan |
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Actual |
Revised Budget |
Variance |
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Revised Budget |
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$000 |
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$000 |
$000 |
$000 |
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$000 |
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Parks & Reserves |
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69 |
Camping Grounds |
8 |
21 |
13 |
˜ |
124 |
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50 |
Cemeteries |
1 |
31 |
30 |
˜ |
126 |
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146 |
Molyneux Pool |
12 |
36 |
24 |
˜ |
146 |
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352 |
Parks and Reserves |
4 |
75 |
71 |
˜ |
650 |
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49 |
Pioneer Park |
4 |
17 |
13 |
˜ |
67 |
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330 |
Alexandra Town Centre |
13 |
94 |
81 |
˜ |
392 |
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996 |
Total Parks & Reserves |
42 |
274 |
232 |
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1,505 |
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Property |
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- |
Tarbert Street Building |
7 |
19 |
12 |
˜ |
129 |
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10 |
Clyde Community Centre |
- |
- |
- |
˜ |
64 |
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- |
Alexandra Community Centre |
1 |
- |
(1) |
˜ |
352 |
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- |
Poolburn Hall |
6 |
- |
(6) |
˜ |
14 |
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- |
Molyneux Stadium |
- |
- |
- |
˜ |
52 |
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10 |
Total Property |
14 |
19 |
5 |
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611 |
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1,006 |
Total Capital Expenditure |
56 |
293 |
237 |
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2,116 |
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Total for Parks and Reserves shows an overall favourable variance of $232k
Variances for camping ground of $13k, Molyneux Pool of $24k, Pioneer Park of $13k and Alexandra town centre of $81k are all favourable. These are subject to work programmes and contractors’ availability.
Property has an overall favourable variance of $5k
· Tarbert Street building has a favourable variance of $12k. This is mainly due to library renovation project which is currently in design phase. The office renovation project is completed.
Reserve Funds table for Vincent Ward
· As of 30 June 2022, the Vincent ward has an unaudited closing reserve funds balance of $5.98M. These are ward specific reserves and do not factor in the district-wide reserves which are in deficit at ($27.8M). Please refer to Appendix 1.
· Taking the 2021-22 unaudited Annual Report closing balance and adding 2022-23 income and expenditure, carry forwards and resolutions, the Vincent ward is projected to end the 2022-23 financial year with a closing balance of $5.093M.
Appendix 1 - Vincent Reserves 2022-23 ⇩
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Report author: |
Reviewed and authorised by: |
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Donna McKewen |
Saskia Righarts |
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Accountant |
Group Manager - Business Support |
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25/10/2022 |
1/11/2022
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Doc ID: 596215
1. Purpose
To consider an update from His Worship the Mayor.
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That the Vincent Community Board receives the report.
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His Worship the Mayor will give a verbal update on activities and issues of interest since the last meeting.
Nil
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Doc ID: 596216
1. Purpose
The Chair will give an update on activities and issues since the last meeting.
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That the report be received.
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Nil
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Doc ID: 596217
1. Purpose
Members will give an update on activities and issues since the last meeting.
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That the report be received.
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Nil
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22.8.7 November 2022 Governance Report
Doc ID: 602058
1. Purpose
To report on items of general interest, receive minutes and updates from key organisations and consider the status report updates.
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That the report be received.
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2. Discussion
Status Reports
The status reports have been updated with any actions since the previous meeting (see appendix 1).
Appendix 1 - VCB Status report November 2022 ⇩
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Report author: |
Reviewed and authorised by: |
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Julie Harris |
Saskia Righarts |
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Governance Support Officer |
Group Manager - Business Support |
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8/11/2022 |
8/11/2022
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Vincent Community Board meeting |
22 November 2022 |
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Report Title |
Resolution No |
Resolution |
Officer |
Status |
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5/09/2017 |
Council Owned Land, Pines Plantation Area North of Molyneux Park Netball Courts Alexandra – Consider Sale/Development of Residential Land (PRO 61-2079-00) |
17.7.12 |
Recommendations A. RESOLVED that the report be received, and the level of significance accepted.
B. RESOLVED that the Board agreed to the sale of part of Lot 25 DP 3194 and part of Lot 6 DP 300663, located south of the Trans power corridor at the north end of Alexandra and adjacent to the Central Otago Rail trail.
C. RESOLVED that the Board agreed to sale of the land by way of a joint venture development and sale of Lots, the minimum terms and conditions including:
The joint venture partner funding development with no security registered over the land. Council receiving block value. Council receiving 50% of the net profit, with a minimum guaranteed of $500,000. Priority order of call on sales income:
First: Payment of GST on the relevant sale. Second: Payment of any commission and selling costs on the relevant sale. Third: Payment to the Developer of a fixed portion of the estimated Project Development Costs per lot as specified in the Initial Budget Estimate and as updated by the Development Costs Estimate breakdown. Fourth: Payment of all of the balance settlement monies to Council until it has received a sum equivalent to the agreed block value. Fifth: Payment of all of the balance settlement monies to Council until it has received an amount equivalent to the agreed minimum profit share to Council Sixth: Payment of all of the balance to the Developer for actual Project Costs incurred in accordance with this Agreement. Seventh: Payment of all of the balance amounts (being the Profit Share) to be divided 50 / 50 (after allowance for payment of the Minimum Profit to Council.
D. RESOLVED that the Board agreed to delegate to the Chief Executive the authority to select the preferred joint venture offer and negotiate “without prejudice” a joint venture agreement.
E. AGREED that the Chief Executive be authorised to do all necessary to achieve a joint venture agreement.
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Property and Facilities Manager |
September 2017 – Action Memo sent to Property and Facilities Manager.
September 2017- On agenda for Council approval for the land sale. , November 2017 – Council solicitor has provided first draft of RFI document for staff review.
December 2017 – Request for Proposals was advertised in major New Zealand newspapers, at the end of November 2017 with proposals due by 22 December. Three complying, proposals received.
February 2018 – Requests received. Council staff have been finalising the preferred terms, of agreement to get the best outcome prior to selecting a party, including understanding tax, implications.
March 2018 – Staff finalising the preferred terms of agreement., April 2018 – No change.
June 2018 – Preferred developer approved. All interested parties being advised week of 11, June. Agreement still being finalised to enable negotiation to proceed.,
August 2018 – Risk and Procurement Manager finalising development agreement to allow, development to proceed.
September 2018 – The development agreement is under final review.
October 2018 – The development agreement is with the developer’s accountant for, information. Execution imminent.
January 2019 – Development agreement was signed by AC & JV Holdings before Christmas. Subdivision plan now being developed for resource consent application and removal of trees expected to start mid to late January.
March 2019 – Concept plan is in final draft. Next step is for the surveyor to convert to a, scheme plan and apply for resource consent. The fencer is booked in for March.
April 2019 – Security fencing has been completed. Felling of trees expected to commence, in the next month. Concept plan is in final draft. Next step is for the surveyor to apply for, resource consent.
May 2019 - Tree felling commenced 20 May and is expected to take up to 6 weeks to, complete. Subdivision scheme plan close to being finalised before resource consent, application.
June 2019 – Tree felling complete. Subdivision consent expected to be lodged in July or, August.
July 2019 – Subdivision consent expected to be lodged in August.
September 2019 - The affected party consultation process with NZTA, Transpower and, DOC for the application to connect Dunstan Road to the State Highway is almost complete., The developer is also close to finalising the subdivision plan to allow for the resource, consent to be lodged.
October 2019 - The affected party consultation process with NZTA and Transpower is now, complete however the process with DOC is still being progressed. Once finalized, the, application to connect Dunstan Road to the State Highway will be complete. Subdivision, consent will then be lodged.
November 2019 – Subdivision consent was lodged on 22 November 2019.
January 2019 – Subdivision consent granted 18 December 2019.
February 2020 – The developer is working on engineering design for subdivision to be, approved by Council. Work expected to start on site for subdivision in approximately 6, weeks.
May 2020 – Delays with engineering design and construction start date due to Covid 19., Engineering design mostly complete and work on site expected to start soon with a staged, approach. Awaiting outcome of Shovel Ready Projects application which may affect how, this development progresses.
July 2020 – Still awaiting outcome of Shovel Ready Projects application which may affect, how development progresses.
August 2020 – Continuing to await outcome of Shovel Ready Projects application as this, may affect how development progresses.
September 2020 – Work expected to start on site in October for Stage 1 and some sections will be marketed. Stage 1 completion scheduled for April 2021.
November 2020 – Variation to agreement has been drafted to accommodate staging. Currently with developer for consideration. Discussions are also being held about future entity, as one partner has passed away.
December 2020 – Deed of novation signed by all parties.
February 2021 – 3910 contract executed. Detailed update was emailed to the board separate to this Status Report.
March 2021 – Construction work continues.,
May 2021 – Stage Three ready to be released for sale.
July 2021 – 50% of Stage 3 under offer. Development tracking well., August 2021 – Development work programme on track. Lots sold: Stage 1 – 16 sold; Stage 2 – 13 sold, 3 unsold; Stage 3 – 6 sold, 5 under contract, 8 unsold.
September 2021 - Development work programme on track. Lots sold: Stage 1 – 16 sold; Stage 2 – 13 sold, 3 unsold; Stage 3 – 10 sold, 9 unsold or under offer.
October 2021 – 224c application has been submitted. Once 224c is approved, titles can be applied for.
November 2021- 224c Approved. Titles applied for.
December 2021- Waiting for Land Information New Zealand to issue titles.
January 2022- Stage one titles received, and stage two titles applied for.
March 2022 – Stage two 223c and 224c applications submitted. Awaiting approval.
May 2022 - Stage two Titles received and settled. Stage three on track.
June 2022 - Stage 2: All lots sold. Titles issued. Stage 3: 14 sold, 1 under contract, 1 under offer, 3 remaining unsold.
24 Aug 2022 Current sales are as follows: , Sales: , Stage 1 and 2: 32 sections sold. , Stage 3: 16 sections under contract, 3 sections unsold. , Stage 4: 20 sections not yet on the market 03 Nov 2022 Current sales are as follows: Stage 1 and 2: 32 Sections Sold. Stage 3: 17 sections under contract, 2 sections unsold. Stage 4: Due to be released November 2022. |
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3/12/2019 |
Development of a Multi-use Community Hub at the Omakau Recreation Reserve (PRJ 01-2017-01) |
19.8.13 |
That the Board:
A. Receives the report and accepts the level of significance.
B. Agrees to support in principle the development of a purpose-built multi-use community facility for Omakau and surrounding communities, as outlined in Global Leisure Group’s feasibility study.
C. Approves the construction of the facility on the Omakau Recreation Reserve, at a location to be determined by the community, subject to project funding and regulatory consent approvals.
D. Agrees in principle, subject to further work, that the rough concept design for the facility be progressed to developed design stage, to enable future funding discussions and consideration by the Board.
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Community and Engagement Manager
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December 2019 – Action memo sent to Community and Engagement Manager.
March 2020 – The Omakau Recreation Reserve Committee is progressing community conversations about an appropriate building site and user needs, so that the detailed design will take into account as many potential users as possible.
April 2020 – The COVID-19 lockdown has temporarily stalled community meetings.
June 2020 - The working group for this project are re-establishing meetings as of 10 June. (Their first meeting is this evening).,
July-December 2020 – The working group has confirmed the building site and is currently developing draft building designs.
February 2021 – A $1million financial contribution to the construction of the hub has been included as a consultation topic in Council’s 2021 Long-term Plan community engagement.
May 2021 – Endorsed by VCB and will be considered by Council at 1 June 2021 meeting.
June 2021 – Resolved by Council to include in Year 3 of the 2021 Long-term Plan.
July-August 2021 – A subcommittee of the working group has been formed to progress the design.
September 2021 – The subcommittee is continuing to work on progressing the design.,
November 2021-April 2022 – the Committee is continuing to progress the design plans and the formation of a charitable trust.
May-July 2022 - No further update.
15 Aug 2022 The Manuherekia Valleys Charitable Trust deed is finalised and has been sent to Charities Services for registration. 03 Nov 2022 No update available at this stage. |
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12/05/2020 |
Alexandra Cemetery Arnott Street Boundary Treatment |
20.2.9 |
That the Board:
A. Receives the report and accepts the level of significance.
B. Agrees that the planting of the Salvation Army community garden screen planting and the fencing and planting of the northern Arnott Street buffer zone proceed as approved in the 2019/2020 Annual Plan.
C. Agrees to the removal of all encroachments on the reserve, and the fencing of the common boundary between Arnott Street East and the reserve, where no common boundary fence exists, by the end of the calendar year.
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Parks Officer - Projects |
May 2020 – Action memo sent to Parks Projects Officer,
May 2020 – Letter sent to all Arnott Street property owners who adjoin the reserve advising them of the Board’s decision. Project re-costing underway for a June start on implementation of buffer planting works. Removal of the derelict water race reviewed as possible pending agreement from Heritage New Zealand.,
July 2020 – Community Garden screen planting project commenced 13 July 2020 with the removal of the derelict water race and the installation of irrigation. Fencing will follow with the planting likely to be completed by 31st August 2020.,
September 2020 – Works stalled due to contractor availability. Issues will be addressed to see planting and fencing completed by the end of September.,
November 2020 – Planting, irrigation mains, fencing, and plant protection completed. Temporary irrigation is still in place to establish both the border and the grass cover while the irrigation contractor waited for the planting to be completed. Permanent irrigation completion is imminent. One neighbour to the site has been of great support in keeping the irrigation operating through high wind periods to both control dust and ensure plant survival.,
December 2020 – The planting and irrigation components of the project are now complete and plants are thriving. Encroachment removal and boundary fencing discussions with property owners is to commence in January 2021.,
February 2021 - Encroachment removal and boundary fencing works imminent.,
March 2021 – Final neighbouring property owners still in discussion with Council on a timeline for removal of encroachments.,
May - July 2021 – Planting is now well established. Encroachment timeline removal not finalised. ,
August 2021 – Removal of encroachments rescheduled with residents to Summer 2021. On hold until further progress. ON HOLD 14 Apr 2022 Encroachment removal along the Arnott Street boundary of the cemetery reserve has not been progressed over the summer period due to the projects needing to take priority during the season. Some residents have completed the removal of their encroachments voluntarily in the interim. 24 May 2022 This project remains stalled however will be focussed on during the winter period. 11 Jul 2022 Grazing tenant has now left the site and removed the fencing between the residential properties on Arnott Street and the Cemetery Reserve. Staff will now resume boudary fencing discussions with those affected. Council will maintain the area to an appropriate standard via the Open Space maintenance contract. 24 Aug 2022 The process of engaging with affected reserve neighbours to fence the common boundary between the cemetery reserve and private property is to commence in September. Letters will be sent to each party inviting them to provide feedback on their preferred fencing style. Some guidance will be shared on the best fencing design for public/private boundaries. 31 Oct 2022 Boundary fencing and the lead in process reprioritised to 2023. Maintenance of the former grazing area has commenced. Awaiting confirmation that Aurora have completed their cable install and site clean up along the Fulton Hogan boundary to schedule the installation of irrigation and trees. |
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15/09/2020 |
Alexandra Theatre – Stage Upgrade |
20.5.5 |
That the Board:
A. Receives the report and accepts the level of significance.
B. Agrees to proceed with the Alexandra Theatre Stage Upgrade Project at an updated estimate cost at the detailed design stage of $590,000.
C. Approves the updated funding structure of the project to be as follows:
The draft Long-Term Plan 2021/31 to be updated once the project tender has been concluded.
D. Approves the updated project programme as outlined in the report and instructs Council staff to start the tendering process.
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Property and Facilities Officer (Vincent and Teviot Valley) |
September 2020 – Action memo sent to the Property and Facilities Officer – Vincent and Teviot Valley.
November 2020 – Drafting of tender documents are underway.
December 2020 – Tender has now closed and assessment is underway.
February 2021 – Contract awarded subject to funding. Funding applications underway.
March 2021 – Funding applications lodged. Outcome expected end June 2021.
May 2021 – Otago Community Trust funding approved in full. Report to Board to be tabled at its June meeting, requesting funding for asbestos removal which must be completed before construction commences.
July 2021 – Funding for asbestos removal approved. Asbestos being removed 5-18 July. Lotteries funding approved in full. Transpower and Alexander McMillan Trust funding applications declined. Central Lakes Trust approached again and will consider application in August funding round.
August 2021 – Asbestos removal complete. Central Lakes Trust application submitted. Decision due mid-August.
September 2021 – Central Lakes Trust approved $32,000. Funding remains $46,500 short. The building is due to be strengthened up to 67% through funding provided this financial year. Possibility of combining these projects for potential cost savings is being explored. Engineer’s design for strengthening work underway.
October 2021 – The engineering design for strengthening is finished. QS of this design has been received. When taking the approach of combining both the Stage Upgrade and the Earthquake Strengthening Projects the estimated construction costs are over the combined budget. It has also been identified that an accessibility report and a fire report will be required as part of the building consent for both projects. The engineer has both reports underway. Any resulting costs to bring the building up to current code will also need to be factored into these projects. The engineer has suggested council could opt for only the hall section of the Community Centre to be strengthened if the Theatre is not required for Emergency Management purposes. Council’s Emergency Management Officer has been consulted and confirmed this could be a possibility the Board may like to consider. The engineer has been instructed to do further modelling to see how the parts of the complex will perform in an earthquake if they are at different strengthening levels. Once received a report to the Board for a decision to either provide further funding or to proceed but only strengthen the hall side of the complex to 67% will be tabled.
November 2021- Awaiting engineer's fire and accessibility reports and earthquake modelling results.
December 2021- Chasing engineer's fire and accessibility reports and earthquake modelling results. Requested an 8-month extension on the Lotteries funding agreement.
January 2022 – March 2022 - No further update.
14 Apr 2022 April 2022 – The fire and accessibility report has been received. An invasive investigation to determine the connection between parts of the buildings within the complex is underway. This invasive investigation will give the information required for the earthquake strengthening modelling. 23 May 2022 Invasive investigation completed. Engineering design completed and with contractor to price. 13 Jul 2022 Work is being re-priced. 24 Aug 2022 Work is still in the process of being re-priced. The building contractor is finding it hard to get subcontractors to reprice and commit the work schedule. A rough cost estimate was provided by the building contractor and the funding shortfall has been used for consideration within the Better off Funding project. 01 Nov 2022 The contractor is progressing with their cost estimate. Awaiting the outcome of the Better off Funding. |
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19/05/2021 |
Submissions on the Long-term Plan 2021-31 Consultation Document |
21.4.3 |
Recommends to Council that staff are requested to investigate a request for an extension of the junior playground at Pioneer Park and provide a report for consideration in a future annual or long-term plan.
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Parks and Recreation Manager |
20 Aug 2021 Item will be considered for a future Annual Plan or Long-term Plan. ON HOLD 11 Jul 2022 A report on options will be prepared as part of the next Annual Plan. 24 Aug 2022 No further update 31 Oct 2022 No further update to report. |
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19/05/2021 |
Submissions on the Long-term Plan 2021-31 Consultation Document |
21.4.3 |
Recommends to Council that staff provide a report regarding Ice Inline for future consideration.
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Parks and Recreation Manager |
20 Aug 2021 Item will be considered for a future Annual Plan or Long-term Plan. ON HOLD 24 May 2022 A report re Ice In-line is to be tabled at the June meeting. 11 Jul 2022 At its June meeting the VCB resolved that the request by IceinLine Inc for funding towards a roof over the Ice Rink be considered as part of the 2023/24 Annual plan 24 Aug 2022 No further update 31 Oct 2022 No further update. |
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19/05/2021 |
Submissions on the Long-term Plan 2021-31 Consultation Document |
21.4.3 |
Recommends to Council that staff convene a meeting of Central Otago District Council, Central Otago Hockey Association, Central Lakes Trust and Molyneux Turf Incorporated to discuss a way forward on the proposed multi-use turf and facilities at Molyneux Park.
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Parks and Recreation Manager |
20 Aug 2021 A meeting has been held with key stakeholders for the proposed hockey turf. As an outcome from that meeting a comprehensive feasibility study produced by the hockey club is necessary to progress the matter. This is a requirement of funding agencies and would enable the matter to be considered by the Vincent Community Board. 03 Nov 2021 Molyneux Turf Incorporated have engaged a consultant to assist them in the preparation of a business case for the proposed turf. Completion date for this is unknown. 14 Jan 2022 No further update. 03 Mar 2022 No further updates. 19 Apr 2022 No further updates. 24 May 2022 This item is currently on hold. 11 Jul 2022 The first stage of the feasibility report in November 2021 has been completed. MTI has now extended the study to explore another location additional to Molyneux Park as a further option for consideration. MTI intend presenting the VCB with the finalised report in the coming months. 24 Aug 2022 No further update 31 Oct 2022 No further update. |
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31/08/2021 |
Promotion Grant Applications 2021 - 22 First Round |
21.7.2 |
That the Vincent Community Board A. Receives the report and accepts the level of significance.
B. Declines a promotions grant application from the Central Otago A & P Show for Children’s Entertainment
GRA210733815 Central Otago A & P Show – Children’s Entertainment
Year 1 LTP 2021/22 applied $7,500 $0 Declined Year 2 LTP 2022/23 applied $5,000 $0 Declined Year 3 LTP 2023/24 applied $5,000 $0 Declined
C. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for Year 3 for Winterstellar Matariki and Night Sky events and exhibitions.
GRA210740149 Winterstellar Matariki and Night Sky events and exhibitions
Year 1 LTP 2021/22 applied $20,000 $4,000 approved subject to establishment of appropriate entity. Year 2 LTP 2022/23 applied $25,000 $10,000 approved subject to satisfactory report back year 1. Year 3 LTP 2023/24 applied $15,000 $0 Declined
D. Approves a promotions grant for Year 1 and Year 2, but declines a promotions grant for Year 3 for the Central Otago District Arts Trust – Cover to Cover event.
GRA210739572 Central Otago District Arts Trust – Cover to Cover events
Year 3 LTP 2023/24 applied $9,055 $0 Declined
E. Declines an application for a promotions grant from Ahipara for the Ahi Festival of Light.
GRA210714507 Ahipara – Ahi Festival of Light
Year 1 LTP 2021/22 applied $25,000 $0 Declined Year 2 LTP 2022/23 applied $10,000 $0 Declined Year 3 LTP 2023/24 applied $5,000 $0 Declined
F. That given the $26,000 allocation through the hardship fund process, that no additional allocation is provided for the 2021/22 FY and that $24,500 is allocated for the 2022/23 FY.
GRA210749634 Alexandra Blossom Festival Inc. Event Infrastructure Costs
Year 1 LTP 2021/22 applied $24,500 $0 Declined Year 2 LTP 2022/23 applied $24,500 $24,500 Approved Year 3 LTP 2023/24 Applied $24,500 $0 Declined
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Media and Marketing Manager |
08 Sep 2021 Action memo sent to the Media and Marketing Manager and to Finance 27 Sep 2021 All applicants have been advised in writing of funding decisions - both declined and approved. For approved grants purchase orders have also been raised. 03 Nov 2021 Central Otago District Arts Trust advised staff that Cover to Cover Authors talks deferred till early 2022 - due to Author being in Auckland and unable to travel due to COVID restrictions. , Winterstellar organiser has advised that they have sought advice regarding establishment of official entity. Staff will continue to liaise as necessary. 19 Jan 2022 No further update from Central Otago Arts Trust - Staff will follow up at end of January if nothing heard. Winterstellar organiser has confirmed that a Charitable Trust has now been established. Establishing a new bank account is in progress. Awaiting update on when grant will be uplifted. 08 Mar 2022 Invoice to uplift grant received from Winterstellar 8 March 2022 - authorised for payment. No further update on CODAT Authors talks however due to COVID settings it is understood that holding the event would not be possible at this time. Staff will follow up as to future plans. 20 Apr 2022 No further update available. 13 Jul 2022 No further update from CODAT re future of events. Staff will follow up. Winterstellar exhibition at Central Stories is open. Reminded of need to complete a report back prior to uplifting new financial year grants. 24 Aug 2022 Report Back received from Winterstellar for 2021-22 grant. Will be presented to Board at November 2022 VCB meeting. , Arts Trust advised that delayed event will take place in late 2022 – they are finalising dates with venues currently. 03 Nov 2022 Winterstellar report back for year one on VCB agenda Nov meeting. Draw down of year 2 Winterstellar grant cannot proceed until Board agrees report back is satisfactory. Central Otago District Arts Trust confirm Cover to Cover event will take place on 2 December with positive ticket sales. , Alexandra Blossom Festival year 2 grant drawn down. |
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16/11/2021 |
Clyde Museum Redevelopment - Clyde Police Lock-up |
21.9.3 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves the proposal to move the Clyde Police Lock-up from the rear of the Blyth Street Museum (Lot 1 Deposited Plan 27008) to a location near the Clyde Railway Station on the Railway Station Recreational Reserve (Lot 31 Deposited Plan 19044). C. Approves the budget of $46,000 to be funded from the Vincent General Reserves (4111). D. Agree to issue a lease to the Clyde Historical Museum Group Incorporated over approximately 30m2 of the Clyde Railway Station Recreation Reserve. This lease will be issued under the Reserves Act 1977 and is subject to the Community Leasing and Licensing Policy.
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Property and Facilities Officer (Vincent and Teviot Valley) |
07 Jan 2022 Action memo received. Procurement of contractor to move the building is underway. 04 Mar 2022 Procurement of contractors underway. 31 Mar 2022 Procurement of contractors continues. Assessment of quotes received underway. 20 Apr 2022 Procurement of contractors continues and assessment of quotes received is underway. On-going. 23 May 2022 Resource Consent lodged. Contractors engaged. Building consent documentation underway. 13 Jul 2022 Resource Consent granted. Awaiting Building Consent. 24 Aug 2022 Building consent granted. The building is due to be moved within the week of 29 August 2022. 01 Nov 2022 The building was relocated on 5 September. There was unexpected additional expenses in the move. When they started lifting the building up it was found that the floor was not connect to the walls and there was borrer being present in the bearers. Both items needed to be addressed before the building was moved. Then when the contractor started to dig the holes for the piles at the new site, beside the Clyde Railway Station, they found an underground steel tank. An archaeologist was called in and concluded that it was most likely a soak pit system that was installed when the station was first build in 1907. The site was recorded and approval given to fill the tank with concrete. These unexpected costs has put the project over budget. A review of the remaining costs to achieve building consent is underway. |
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1/02/2022 |
Appointments to External Bodies |
22.1.6 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees that all appointments to external organisations are liaison roles. C. Agrees that the Vallance Cottage Working Group be added to the list of external appointments. D. Agrees that the relationship with the Ophir Welfare Association Committee and the St Bathans Area Community Association be on an as required basis. E. Works with the Alexandra Blossom Festival Committee to remove the requirement of the Chair of the Community Board needing to be the Chair of the Blossom Festival.
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Governance Manager |
08 Feb 2022 Action memo sent to the Governance Manager. 07 Mar 2022 Currently working with the various organisations to make the necessary changes. 19 Apr 2022 Still working with the various organisations to make the necessary changes 11 Jul 2022 Waiting to hear back from Blossom Festival committee regarding future Chair appointments. 09 Nov 2022 Blossom Festival have responded and a liaison will be put in place. MATTER CLOSED |
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22/03/2022 |
Half Mile Recreation Reserve And Wilding Conifer Removal |
22.2.2 |
That the Vincent Community Board A. Receives the report and accepts the level of significance.
B. Agrees that no felling of any trees occur in the Half Mile Reserve until a full, comprehensive Alexandra Recreation Reserve Plan, with associated budgeting, is developed and consulted upon by the community. C. Agrees that a comprehensive plan, together with a budget, be prepared for plantings within the existing flora at the Half Mile Reserve, these plantings to eventually replace the existing pines. D. Agrees that any tree removal does not detrimentally affect the amenity value of the Reserve for the local community. E. Agrees that the programme for the removal of wilding conifers at Boot Hill, Lower Manorburn Dam Reserve and Alexandra Airport does not proceed until the Alexandra Recreation Reserve Plan is completed. WITHDRAWN (with the agreement of the mover and seconder)
That the item be left to lie on the table until a development plan for the area had been consulted on and brought back to the Board for its consideration. . |
Parks and Recreation Manager |
30 Mar 2022 Action memo sent to the report writer. 20 Apr 2022 Consulting with the community on a development plan for the area. 24 May 2022 The consultation documentation is to be made available to the public in late May 2022. 11 Jul 2022 Feedback from the consultation on the Half Mile reserve development proposal will be presented to the July meeting of the Board. 24 Aug 2022 Board received an information report on the Half Mile recreation reserve survey results. A report for decision will be presented to the Board after the elections. 31 Oct 2022 The Board is due to consider a report on this matter at its November 2022 meeting. |
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22/03/2022 |
Vallance Cottage Reserve Biodiversity Border Planting |
22.2.5 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves a proposal from the Alexandra Garden Club to plant a Biodiversity Border along the Tarbert Street side of Vallance Cottage Reserve, with final design and location to be agreed upon with council staff. C. Agrees to enter a Memorandum of Understanding between Council and the Alexandra Garden Club for the establishment of a biodiversity border at the Vallance Cottage Reserve.
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Parks Officer - Planning and Strategy |
30 Mar 2022 Action memo sent to the report writer. 20 Apr 2022 Staff are working with the Garden Club on their plans for this project. 23 May 2022 Staff continue to work with the club on plans for this project. The club has confirmed planting will not start before May 2023. 11 Jul 2022 MOU was sent to the group and currently waiting for returned signed copy from the group. Follow up email has been sent. 31 Oct 2022 MOU has not been signed, no further progress has been made. |
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13/06/2022 |
IceinLine Ice Rink Roof Funding Application |
22.4.3 |
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.
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Parks and Recreation Manager |
17 Jun 2022 Action memo sent to the Parks and Recreation Manager and to Finance. 11 Jul 2022 At its June meeting the VCB resolved that the request by IceinLine Inc for funding towards a roof over the Ice Rink be considered as part of the 2023/24 Annual plan. 31 Oct 2022 No further update to report. |
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26/07/2022 |
Notice of Intention to Prepare a Reserve Management Plan - Omakau Recreation Reserve |
22.5.4 |
Recommendations That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees in accordance with the Reserves Act 1977 to prepare and notify for submission a Draft Reserve Management Plan for the Omakau Recreation Reserve
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Parks Officer - Planning and Strategy |
01 Aug 2022 Action Memo sent to Report Writer. 01 Aug 2022 Liaising with relevant community groups to begin gathering information required for draft plan. 03 Nov 2022 Plan currently being drafted. |
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26/07/2022 |
Proposal to grant a Lease over part of Section 1 Survey Office Plan 496959, being Local Purpose (Cemetery) Reserve. |
22.5.5 |
Recommendations That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant a lease over approximately 250 square metres of Section 1 SO 496959, being Local Purpose (Cemetery) Reserve, to the Central Otago District Council, to allow for the construction of and operation of a soakage basin, on the following terms and conditions:
Commencement: 01 August 2022 Term: Five Years Rights of Renewal: Nil Rent: Nil Expiry: 31 July 2027 Right to Assign: Yes
Subject to:
- Council constructing the soakage basin and bund. - Council erecting security fencing around the bund (and the soakage basin). - The new Southern Water Entity being responsible for funding and rerouting the overflow pipe (to connect to the stormwater network), and; - The new Southern Water Entity being responsible for reinstating to the land to satisfaction of the Parks and Reserve Manager on expiry, surrender, or cancellation of the lease.
C. Authorises the Chief Executive to all that is necessary to give effect to the resolution.
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Team Leader - Statutory Property |
01 Aug 2022 Action Memo sent to Report Writer. 12 Aug 2022 Applicant's advised of outcome, lease being drafted. 15 Sep 2022 Lease executed, lessee now in possession of the demised land. MATTER CLOSED. |
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6/09/2022 |
2022/23 Community and Promotions Grants Applications |
22.6.2 |
That the Vincent Community Board: A. Receives the report and accepts the level of significance. B. Allocates $6,000 to the Alexandra and Districts Youth Trust towards rent for the Alexandra Youth Hub from the 2022/23 community grants budget. C. Allocates $4,600 to the Alexandra Toy Library towards a new toilet and carpet upgrade from the 2022/23 community grants budget. D. Allocates $1,500 to the Earnscleugh Community Society Inc towards maintaining the Community Hall from the 2022/23 community grants budget. E. Allocates $1,235 to the Lower Manorburn Reserve working group towards a planting and protection project from the 2022/23 community grants budget. F. Notes that the Blacks Hill cricket surfaces on Omakau reserve will be funded as part of the Parks department’s budget.
G. Allocates $8,000 to the Prospector Race Ltd for event marketing from the promotions grants budget in the 2022/23 financial year. H. Allocates $5,000 to the Waiata Theatre Productions Ltd towards performance rights for Les Miserables from the promotions grants budget in the 2022/23 financial year.
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Media and Marketing Manager |
03 Nov 2022 Approved promotions grants recipients advised of funding decision, purchase orders raised and provided for applicants to uplift approved grants. |
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6/09/2022 |
2022/23 Community and Promotions Grants Applications |
22.6.2 |
That the Vincent Community Board: A. Receives the report and accepts the level of significance. B. Allocates $6,000 to the Alexandra and Districts Youth Trust towards rent for the Alexandra Youth Hub from the 2022/23 community grants budget. C. Allocates $4,600 to the Alexandra Toy Library towards a new toilet and carpet upgrade from the 2022/23 community grants budget. D. Allocates $1,500 to the Earnscleugh Community Society Inc towards maintaining the Community Hall from the 2022/23 community grants budget. E. Allocates $1,235 to the Lower Manorburn Reserve working group towards a planting and protection project from the 2022/23 community grants budget. F. Notes that the Blacks Hill cricket surfaces on Omakau reserve will be funded as part of the Parks department’s budget.
G. Allocates $8,000 to the Prospector Race Ltd for event marketing from the promotions grants budget in the 2022/23 financial year. H. Allocates $5,000 to the Waiata Theatre Productions Ltd towards performance rights for Les Miserables from the promotions grants budget in the 2022/23 financial year.
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Community Development Advisor |
16 Sep 2022 Action memo sent to Officers and to Finance. 03 Nov 2022 Grants have been paid to the Alexandra and Districts Youth Trust, the Alexandra Toy Library, Earnscleugh Community Society and the Lower Manorburn Reserve working group. The grant to the Lower Manorburn Reserve working group was slightly less than allowed for ($1095.33 vs $1,235) as it was paid on reimbursement of receipts. Staff will ensure accountability reports are asked for as they fall due. |
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6/09/2022 |
Alexandra River Park |
22.6.3 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to develop the Alexandra River Park. C. Approves the concept design for the Alexandra River Park, and agrees to proceed with detailed design. D. Notes that the final detailed design will be presented to the Vincent Community Board for approval. E. Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolution.
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Parks and Recreation Manager |
16 Sep 2022 Action memo sent to Officer. 31 Oct 2022 Resource consents that are required for this project have been applied for. Outcome expected by mid-December. |
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6/09/2022 |
Proposed Road Stopping - Part Omeo Gully Road |
22.6.4 |
That the Vincent Community Board
A. Receives the report and accepts the level of significance.
B. To recommend to Council to approve the proposal to stop an unformed portion of Omeo Gully Road, being approximately 9,113 square metres, as shown in figure 3, subject to:
- The applicants paying all costs, including the purchase of the land at valuation. - The land being amalgamated with Record of Title 813963. - An easement (in gross) in favour of (and as approved by) Earnscleugh Irrigation Company 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.
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Statutory Property Officer |
16 Sep 2022 Action memo sent to Officer. 07 Nov 2022 Applicants advised of outcome. Contractors to manage associated works. MATTER CLOSED. |
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31/10/2022 |
Statutory Advice and Code of Conduct |
22.7.3 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Notes the advice given on relevant legislation. C. Adopts the Code of Conduct.
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Governance Manager |
09 Nov 2022 Code of Conduct document will be put on the website. MATTER CLOSED |
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31/10/2022 |
Adoption of Standing Orders |
22.7.4 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Adopts the revised Local Government New Zealand Standing Orders with the following amendments: i. Enable provisions for meetings by audio visual link ii. Enable a casting vote for the chairperson iii. Endorse option C (informal) as the default for speaking and moving motions.
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Governance Manager |
09 Nov 2022 Standing Orders will be placed on the website. MATTER CLOSED |
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31/10/2022 |
Appointments to Sub-committees and Other Community Organisations |
22.7.7 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Appoints representatives to community sub-committees as follows: • Manorburn Recreation Reserve Committee – Dr Browne • Omakau Recreation Reserve Committee – Cr Paterson
C Appoints representatives to community organisations as follows:
• Alexandra Community House Trust – Cr Alley • Alexandra Council for Social Services – Mr Cromb • Alexandra District Museum Inc (Central Stories) – Dr Browne • Alexandra Blossom Festival Committee – Mr Hammington • Alexandra and Districts Youth Trust – Cr McPherson • Clyde Historical Museum Committee – Mr Hammington • Keep Alexandra-Clyde Beautiful Society – Dr Browne • Ophir Welfare Association Committee – Cr Paterson • Promote Alexandra Inc – Not appointed • St Bathans Area Community Association Inc – Mr Cromb • Vallance Cottage Working Group – Mr Johns
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Governance Manager |
09 Nov 2022 In the process of notifying groups of the changes. |
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31/10/2022 |
Proposed Meeting Schedule for the Remainder of 2022 and 2023 |
22.7.8 |
That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Adopts the proposed meeting schedule. |
Governance Manager |
09 Nov 2022 Schedule is being added to elected member calendars and will be placed on the website. MATTER CLOSED |
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22 November 2022 |
The date of the next scheduled meeting is 31 January 2023.
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22 November 2022 |
11 Resolution to Exclude the Public
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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:
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