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, 8 May 2023 COMMENCING AT 2.05 pm

 

PRESENT:              Ms A Harrison (Chair), Mr B Scott, Cr S Browne, Cr C Laws, Ms M McConnell, Mr W Sanford

IN ATTENDANCE: L van der Voort (Interim Chief Executive Officer), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), S Finlay (Chief Financial Officer), G Bailey (Parks and Recreation Manager), P Quinn (Project Manager – Property), R Williams (Community Development Officer), A Mason (Media and Marketing Manager) via Microsoft Teams, W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

                                

1                 Apologies

Apology

Committee Resolution 

Moved:               Browne

Seconded:          Laws

That the apology received from Cr Gillespie be accepted.

Carried

2                 Public Forum

Sharon Bell – Otago Presbyterian Support (via Microsoft Teams)

Ms Bell spoke to the ‘Growing Taller’ programme and detailed the need for financial support to cover wages and administrative costs.

Janeen Wood and Ali Ballentine – Cromwell and Districts Community Trust

Ms Ballentine and Ms Wood spoke to their grant application for the CDCT Chinese Settlement Project.  They then responded to questions.

Jennifer Hay – The Cromwell Museum

Ms Hay presented her application with regards to funding for the Photo Album Display upgrade.  She then responded to questions.

Carolyn Murray – Cromwell and Districts Promotions Group

Ms Murray spoke to the Cromwell and Districts Promotions Group’s grant application.

Claire Becker-Gledhill and Suzanne Russell – WoolOn

Ms Becker-Glendhill spoke to her application to promote and continue the WoolOn Event. 

 

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Browne

Seconded:          Scott

That the public minutes of the Cromwell Community Board Meeting held on 22 March 2023 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

23.3.2         2022/23 Community and Promotions Grants Applications - 2nd Round

To consider the second round of the community and promotions grant applications for the 2022/23 financial year. To also consider an application to the 2023-24 year promotions grant.

‘Health Awareness Cromwell’ were unable to attend but a presentation was read out.  They sought funds to help towards operational costs of providing a Health and Wellbeing Expo.

Committee Resolution 

Moved:               Browne

Seconded:          McConnell

That the Cromwell Community Board:

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

B.    Allocates $900 to Health Awareness Cromwell towards venue hire and advertising of a Health and Wellbeing Expo from the 2022/23 community grants budget.

C.   Allocates $9,000 to the Cromwell and Districts Community Trust towards stage one of the Chinese Settlement Project from the 2022/23 community grants budget.

D.   Allocates $6,950 to the Cromwell Museum Trust towards the design and construction of four photo albums from the 2022/23 community grants budget.

E.    Allocates $2,900 to Family Works towards the Growing Taller Programme (Cromwell) from the 2022/23 community grants budget.

F.    Allocates $6,490 to the WoolOn Creative Fashion Society for lighting, sound and catwalk costs at the 2023 WoolOn event from the promotions grants budget in the 2022/23 financial year.

G.   Allocates $95,000 to the Cromwell and Districts Promotions Group for Light Up Winter, Fireworks and Street Party, Cherry Spitting Competition, Summer Series and Cromwell Ambassador Programme from the promotions grants budget in the 2023/2024 financial year, subject to the following:

           i.        approval of the 2023/2024 Annual Plan;

         ii.        an agreement being signed between both parties confirming the Boards expectations of deliverables.

Carried

 

 

Note: With the permission of the meeting items 23.3.4 – 23.3.6 were moved forward.

 

6                 Mayor’s Report

 

23.3.4         Mayor's Report

His Worship the Mayor was not present at this meeting.

 

7                 Chair's Report

 

23.3.5         Chair's Report

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

·         Attended a Central Otago Principals association meeting in March

·         Attended the Central Otago Leaders meeting in April

·         Was an apology for the Museum Trust meeting in April

·         Attended the ANZAC service at the Cromwell Cenotaph

·         Noted that Goldfields School hosted RSA members for their ANZAC assembly

Committee Resolution 

Moved:               Harrison

Seconded:          McConnell

That the report be received.

Carried

 

8                 Members' Reports

 

23.3.6         Members' Reports

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

Ms McConnell reported on the following:

·         Attended a Cromwell and Districts Community Trust meeting in April

·         Met with the Plunket community liaison officer

·         Attended a conference for the NZ Planning Institute, to discuss resource management reform

Cr Laws reported on the following:

·         Attended Sanchia’s farewell

·         Noted the passing of Leigh-Anne Fox, and attended her memorial

·         Attended a tree-planting morning at the Clyde Hill run by Fulton Hogan

·         Attended the April Council meeting and gave members an update on topics discussed

·         Attended the ANZAC Day commemoration in Tarras

Mr Sanford reported on the following:

·         Was involved with Connect Cromwell ‘Winning Ideas 2023’ allocating of funding

·         Met with Saskia and Cheryl to discuss the Long-term Plan process

·         Attended the ANZAC Day ceremony at Lowburn Hall

·         Attended a Plan Change 19 workshop

Cr Browne reported on the following:

·         Attended the April Council meeting and gave members an update on topics discussed

·         Planning is underway for the Cromwell Athletics Club hosting an inaugural event next year

·         Noted good attendance for all winter sports

Mr Scott reported on the following:

·         Met with the Cromwell Toy Library to secure them a new home at the Polytechnic Campus

·         Attended a Cromwell and Districts Promotion Group meeting in April

·         Attended the Cromwell and Districts Promotions Group Quiz

·         Attended the ANZAC Day service in Bannockburn and an ANZAC Day medal presentation at the Cromwell Golf Course

Committee Resolution 

Moved:               Sanford

Seconded:          Scott

That the report be received.

Carried

 

Note: Cr Gillespie joined the meeting via Microsoft Teams at 3.00 pm and left at 3.48 pm.

Note: Jessie Sutherland of SA Studio and Chris Jack from Jasmax (via telephone), joined the  meeting for item 23.3.3.

23.3.3         Cromwell Memorial Hall

To consider adoption of the final stage of design for the Cromwell Memorial Hall and for approval of the demolition of the existing Cromwell Memorial Hall, procurement of construction services, and funding arrangements.

After discussion there was concern raised around a lack of projected costings for the operational and maintenance of the building and the likely rating implications. It was also noted where the future land sales may come from was missing from the recommendations.

Committee Resolution 

Moved:               Browne

Seconded:          Scott

That the Cromwell Community Board:

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

B.    Adopts developed design for the Cromwell Memorial Hall building as detailed in appendix one of the report.

C.   Approves the commencement of detailed design.

D.   Approves the demolition of the existing hall building and appropriate salvaging.

E.    Approves the procuring of construction and demolition services.

F.    Notes that the 2021/31 Long Term Plan funds the Cromwell Memorial Hall project at a cost of $31.5M and that the developed design estimate is now expected to be $42.849M.

G.   Notes the shortfall in project funding of $11.349M of which $5M is expected to be met from external funders that are to be confirmed in November 2023 and that the remaining $6.349M is proposed to be funded by way of by land sales from the Cemetery Road industrial development.

H.   Prior to approval of the detailed design, the Board receives for its approval:

i. The proposed operating model for the facility

ii. The projected operating and maintenance costs

iii. The likely rating implications going forward

I.      The Board notes the district review of museum services and recommends to Council that it considers the Cromwell Memorial Hall project in that review.

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

Carried

 

9                 Status Reports

Note: The meeting was adjourned at 4.08 pm and resumed at 4.13 pm.

23.3.7         May 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:               Laws

Seconded:          Sanford

That the report be received.

Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 18 May 2023. 

 

11               Resolution to Exclude the Public

Committee Resolution 

Moved:               Browne

Seconded:          Scott

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

23.3.8 - May 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 4.17 pm and the meeting closed at 4.21 pm.