Agenda of Cromwell Community Board meeting

Cromwell Community Board Agenda

18 May 2023

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.

18 May 2023

23.4.3 Submissions on the 2023-24 Annual Plan Consultation Document

Doc ID: 653243

1. Purpose of Report

To consider the submissions to the 2023-24 Annual Plan Consultation Document on matters relating to the Cromwell ward.

Recommendations

That the Cromwell Community Board

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

B. Considers the submissions and decides on the action that should be taken.

C. Recommends to Council the action the Board would like taken as a result of the submissions.

2. Background

The Annual Plan consultation opened on 3 April 2023 and closed on 1 May 2023.

The annual planning cycle presents an opportunity to hear from the community on key items that were not consulted on in the last Long-term Plan, and any other aspects of the Annual Plan. This year there was one consultation item, a proposal to support IceInline with a grant towards the construction of a roof over its ice rink at Molyneux Park in Alexandra.

Promotion of the 2023-24 Annual Plan Consultation Document included:

· Public notice in the Otago Daily Times on 3 April 2023

· Hard copies were made available at the Alexandra office and Cromwell Service Centre

· Facebook posts on 6 April, 17 and 26 April 2023

· Shares on Elected Member Facebook pages

· Discussion on Mayor Tim’s Facebook Live sessions

· Media releases

· Notice in CODC Noticeboard in The News on 6, 13, 20, 27 April 2023

· Advertising in the Central App in April 2023 was viewed 48,904 times, with 198 people clicking forward to the Let’s Talk consultation page

· Digital displays on screens in Council office and libraries.

A total of 175 submissions were received through the Let’s Talk consultation platform.

3. Discussion

The 2023-24 Annual Plan Consultation Document focused on receiving community feedback on the funding options for the IceInline ice rink at Molyneux Park. Respondents were asked to choose between four funding options, including an option to not support with any funding. The Cromwell Community Board do not need to consider IceInLine submissions, and they will be considered by the Vincent Community Board on the 19 May 2023.

Annual Plan comments for the Cromwell Community Board

The annual planning cycle presents an opportunity for public feedback and input on other matters of the annual plan. Two submitters provided comments were received relating to Cromwell. Please see appendix 1 for these submissions, together with staff comments, for the Cromwell Community Board’s consideration.

4. Options

Option 1 – (Recommended)

Consider the submissions and recommend to Council the action the Board would like taken as a result of the submissions.

Advantages:

· Follows due process as set out in the Local Government Act 2002.

· Enables the Cromwell Community Board to hear and consider community views before making a recommendation to Council.

Disadvantages:

· None identified.

Option 2

Do not consider the submissions and recommend to Council the action the Cromwell Community Board would like taken as a result of the submissions.

Advantages:

· None identified.

Disadvantages:

· Does not follow due legal process.

· Does not meet the expectations of the community.

· Risk of not meeting statutory deadlines to enable rates to be struck.

5. Compliance

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities by considering the views of the community in setting the 2023-24 Annual Plan.

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

This paper is consistent with the budgets presented in the draft 2023-24 Annual Plan documentation.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

Yes, this paper is consistent with all Council plans and policies.

Considerations as to sustainability, the environment and climate change impacts

Considerations to climate change occur throughout the Long-term Plan documentation and are specifically considered in the Infrastructure Strategy.

Risks Analysis

There is no risk to the Cromwell Community Board in considering this paper and the public submissions on the draft 2023 - 24 Annual Plan.

Significance, Consultation and Engagement (internal and external)

The draft 2023-24 Annual Plan has been publicly consulted on following the process in the Local Government Act 2002.

6. Next Steps

The Cromwell Community Board’s recommendation will be considered by Council at their meeting on 31 May 2023.

7. Attachments

Appendix 1 - Annual Plan 2023-34 submissions for consideration by the Cromwell Community Board ⇩

Report author:	Reviewed and authorised by:

Christina Martin	Saskia Righarts
Project Manager - Organisational	Group Manager - Business Support
8/05/2023	9/05/2023

18 May 2023

23.4.4 Appointment to Project Advisory Group

Doc ID: 654059

1. Purpose of Report

To consider an appointment of a community board representative for the project advisory group for the Cromwell Town Centre.

Recommendations

That the Cromwell Community Board

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

B. Decides which member should be appointed to the project advisory group for the Cromwell Town Centre project.

2. Background

In 2021 a project advisory group was established to oversee the development of the Cromwell Town Centre project.

3. Discussion

At the inaugural meeting of the Board, Mary McConnell was named as the Cromwell Community Board representative on the Project Advisory Group for the Cromwell Town Centre project. Ms McConnell has indicated that she is unable to continue her role on the advisory group due to other commitments. Therefore, another representative needs to be chosen from among the community board members.

4. Financial Considerations

There are no financial considerations as a result of this decision. This is an advisory group and decision making remains with the Board.

5. Options

Option 1 – (Recommended)

Elect a replacement on the Project Advisory Group for the Cromwell Town Centre project.

Advantages:

· Ensures consistency and representation of the Board on the Project Advisory Group.

Disadvantages:

· None identified.

Option 2

Opt for no replacement on the Project Advisory Group for the Cromwell Town Centre project.

Advantages:

· There are no advantages to this option.

Disadvantages:

· There will be diminished representation of the Board in the Project Advisory Group.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by appointing an elected member to a project advisory group.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Considerations of council plans and policies are not applicable to this decision.
Considerations as to sustainability, the environment and climate change impacts	There are no impacts to be considered as a result of this decision.
Risks Analysis	There are no risks to be noted.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any parts of the Significance and Engagement Policy.

7. Next Steps

The Project Advisory Group will be informed of the decision.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Garreth Robinson	Louise van der Voort
Property and Facilities Manager	Interim Chief Executive Officer
10/05/2023	10/05/2023


AGENDA Cromwell Community Board Meeting Thursday, 18 May 2023
Date:	Thursday, 18 May 2023
Time:	2.00 pm
Location:	Cromwell Service Centre, 42 The Mall, Cromwell (A link to the live stream will be available on the Central Otago District Council's website.)
Louise van der Voort Interim Chief Executive Officer