Agenda of Teviot Valley Community Board meeting

4 May 2023

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 23 March 2023 COMMENCed AT 2.03 pm

PRESENT: Mr N Dalley (Chairperson), Mr M Jessop, Cr S Feinerman, Ms G Booth, Mr R Read

IN ATTENDANCE: T Cadogan (Mayor), S Righarts (Group Manager - Business Support) (via Microsoft Teams), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer Contractor), D McKewen (Accountant), A Rodgers (Principal Planner), C Martin (Properties and Facilities Officer), P Penno (Community and Engagement Manager), R Williams (Community Development Officer), M Tohill (Communications Support), A Crosbie (Senior Policy Advisor), N Lanham (Economic Development Manager), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies

2 Public Forum

Sharyn and Noel Miller – Branxholm Street Road Stopping

Mr and Mrs Miller spoke to their application for a road stopping on Branxholm Street, Roxburgh before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the public minutes of the Teviot Valley Community Board Meeting held on 2 February 2023 were 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

23.2.2 Application to Stop Part of Branxholm Street

To consider an application to stop an unformed section of Branxholm Street, to legalise an historic encroachment, in accordance with the provisions of the Public Works Act 1981.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the Teviot Valley Community Board

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

Carried

Committee Resolution

Moved: Dalley

Seconded: Jessop

B. To recommend to Council to approve the proposal to stop the unformed portion of Branxholm Street identified as Section 1 in figure 5, being approximately 268 square metres, subject to:

- The Applicants paying all costs associated with the stopping, including purchase of the land at valuation.

- The Applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

LOST

Part B of the resolution was lost. A new motion was proposed by Mr Jessop but was lost due to a lack of a seconder.

Note: The meeting was adjourned at 2.49 pm and returned at 2.57 pm.

After discussion it was agreed to consider Option 2 of the report instead.

Committee Resolution

Moved: Dalley

Seconded: Booth

B. To recommend to Council to approve the proposal to stop the unformed portion of Branxholm Street identified as Section 1 in figure 5, being approximately 268 square metres, subject to:

- The Applicants paying all other costs associated with the stopping.

- The land identified as Section 1 in figure 5, being transferred to the Applicants for $1.

- The Applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

Carried with Cr Feinerman and Mr Read recorded their vote against

Committee Resolution

Moved: Dalley

Seconded: Jessop

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

Carried

Note: Mr Dalley declared an interest in item 22.2.3. He did not join the discussion or vote on the matter.

Note: Mr Jessop the assumed the Chair.

23.2.3 Roxburgh Entertainment Centre Maintenance Project

To consider the proposed maintenance programme and funding for the Roxburgh Entertainment Centre.

Committee Resolution

Moved: Feinerman

Seconded: Booth

That the Teviot Valley Community Board

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

B. Approves the Roxburgh Entertainment Centre roof repair costs, estimated at an initial cost of $61,000 and ongoing of $1,500, are included in the Long-term Plan 2024-34.

C. Notes the Roxburgh Entertainment Centre is no longer required to be earthquake strengthened to 67% NBS IL4. This is because the Central Otago Emergency Management is going to execute a memorandum of understanding with the Roxburgh Area School to use their hall as the ward’s Civil Defence Centre.

D. To approve the reallocation of $336,000 of the $362,000 capital budget no longer required to earthquake strengthen the Roxburgh Entertainment Centre to the full replacement of the south wall (WSP Report Option 3), and an Asbestos Refurbishment Survey and Building Condition Assessment.

E. To approve the reallocation of $15,900 of the $26,251 operational budget no longer required for the Roxburgh Entertainment Centre earthquake strengthening to carry out a Conservation Plan.

Carried

Note: Mr Dalley resumed the chair.

23.2.4 2023-24 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Teviot Valley ward 2023-24 fees and charges schedule for inclusion in Council’s Annual Plan 2023-24 process.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board

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

B. Agrees to accept the Teviot Valley Ward draft 2023-24 Annual Plan budgets and recommend to Council for inclusion in the 2023-24 Annual Plan.

C. Agrees to accept the Teviot Valley Ward 2023-24 Fees and Charges schedule and recommend to Council for inclusion in the 2023-24 Annual Plan.

Carried

23.2.5 Teviot Valley Financial Report for the Period Ending 31 December 2022

To consider the financial performance overview as at 31 December 2022.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received

.Carried

23.2.6 Plan Change 19 Update

To update the Community Board on the progress of Plan Change 19 including detailing the process, submissions received, and next stages.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

6 Mayor’s Report

23.2.7 Mayor's Report

His Worship the Mayor gave an overview of his recent activities in the Teviot Valley before responding to questions.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

23.2.8 Chair's Report

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

· Noted there was discussion around the Lake Onslow project and how the valley might be able to accommodate it. Noted a meeting with Assoc Prof Earl Bardsley to discuss details and how his research has shaped his ideas for water storage.

· Attended the Mt Benger A&P Show and helped the waste team inform people about the changes to the waste management offering.

· Noted the recent communications around service requests.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the report be received.

Carried

8 Members' Reports

23.2.9 Members' Reports

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

Cr Feinerman reported on the following:

· Attended the Mt Benger A&P show and helped with the waste minimisation tent.

· Met with Derek Shaw from Emergency Management to discuss emergency planning.

· Attended a site visit to discuss issues with the new road surface on Sanders Road.

· Attended a meeting of the pool committee.

· Update members on discussions at this month’s Council meeting.

· Spoke at the Town and Country Club dinner. Key topics discussed were the Spatial Plan, the new pool and kerbside collection.

· Attended the Teviot Valley Spatial Planning meeting.

Mr Read reported on the following:

· Attended a meeting for the Tuapeka County Bursary Trust.

· Noted there was a dead tree which was planted as a memorial for World War Two, and needed to be replaced.

Ms Booth reported on the following:

· Attended a Roxburgh Medical Centre meeting.

· Attended a Medical Services Trust meeting.

Mr Jessop reported on the following:

· Attended a Museum committee meeting, plan to develop the museum Playing on the 14^th April

· Attended a Teviot Prospects meeting. Noted discussion around the formation of a mountain bike track on Grovers Hill.

· Attended a Millers Flat coffee group meeting.

· Reported positive feedback from the Cavalcade in Millers Flat.

· Attended the Teviot Valley Spatial Planning meeting.

· Noted concern from residents around activity at the gold mine site in Millers Flat.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

9 Status Reports

23.2.10 March 2023 Governance Report

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

Committee Resolution

Moved: Dalley

Seconded: Read

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 4 May 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Dalley

Seconded: Feinerman

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
23.2.11 - March 2023 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 4.26 pm and the meeting closed at 4.37 pm.

4 May 2023

5 Reports

23.3.2 Teviot Valley Walkways Committee

Doc ID: 626221

1. Purpose of Report

To consider the wishes of the Board regarding the Teviot Valley Walkways Committee.

Recommendations

That the Teviot Valley Community Board

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

B. Decides whether the Teviot Valley Walkways Committee should remain a subcommittee of the Board.

2. Background

In June 2021, a report was discussed at the Teviot Valley Community Board meeting regarding the Teviot Valley Walkways Committee (attached 21.5.2 Allocation of Teviot Valley Walkways Reserve Fund).

3. Discussion

The paper made several recommendations. First that a work programme should be agreed to and that any residual funds in the walkways committee account at the time be transferred to the general reserves account and the walkways committee account closed. Staff also recommended that the delegation of the Teviot Valley Walkways Committee be rescinded.

Following the conversation, the Board resolved that there was no need to close the account following completion of the agreed work programme. The Board also resolved they should recommend to Council that there be a review of the delegation regarding the Teviot Valley Walkways Committee the next time the delegations manual was updated. During the meeting, discussion had focussed on the relationship between the Board and the Committee with no formal structures in place (eg reporting back) and whether the delegation was still required.

The key resolutions from 21.5.2 that were carried at that meeting are as follows:

Committee Resolution

Moved: Jeffery

Seconded: Aitchison

B. Approves the proposed work programme and expenditure to come from the Teviot Valley Walkways Reserve.

Carried

Committee Resolution

Moved: Gunn

Seconded: Feinerman

C. Agrees to retain the Teviot Valley Walkways Reserve account.

Carried

Committee Resolution

Moved: Jeffery

Seconded: Feinerman

D. Recommend to Council that the delegation from the Teviot Valley Community Board to the Teviot Valley Walkways Committee be reviewed as part of the next delegation manual update.

Carried

While updating the Delegations Register for Council, it became clear that the resolution for Council to consider the delegation to the Walkways Committee was too ambiguous in determining what the Board wished for the Council to consider; whether it wanted the delegation to remain or be removed. The delegation for a subcommittee should remain with the body for which it reports, in this case the Teviot Valley Community Board and therefore Council has no authority to make a decision on the existence of the Walkways Committee. Rather, Council’s role is to decide whether it remains in the overall delegations document.

4. Financial Considerations

There are no financial considerations as a result of this decision.

5. Options

Option 1 – (Recommended)

Decides whether the Teviot Valley Walkways Committee should remain a subcommittee of the Board.

Advantages:

· Will provide clarity on what was intended from the June 2021 meeting.

Disadvantages:

· None identified.

Option 2

Does not decide whether the Teviot Valley Walkways Committee should remain a subcommittee of the Board.

Advantages:

· A lack of clarity will remain on whether the Teviot Valley Walkways Committee should remain a subcommittee of the Board.

Disadvantages:

· None identified.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by helping to understand which community boards have subcommittees.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, community boards may decide the future of their subcommittees.
Considerations as to sustainability, the environment and climate change impacts	There are no considerations to be made as a result of this decision.
Risks Analysis	There are no specific risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	This does not meet the threshold for consultation.

7. Next Steps

Depending on the outcome, either there needs to be no change or a report to Council to express the wish to have the subcommittee removed from the delegations.

8. Attachments

Appendix 1 - Teviot Valley Community Board Report 17 Jun 2021 [535169] ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
16/04/2023	28/04/2023


AGENDA Teviot Valley Community Board Meeting Thursday, 4 May 2023
Date:	Thursday, 4 May 2023
Time:	2.00 pm
Location:	Roxburgh Service Centre, 120 Scotland Street, Roxburgh (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

Report author:	Reviewed and authorised by:

Sarah Reynolds	Saskia Righarts
Governance Support Officer	Group Manager - Business Support
28/04/2023	28/04/2023