Minutes of Vincent Community Board meeting - Tuesday, 2 May 2023

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 STREAMED VIA MICROSOFT TEAMS ON Tuesday, 2 May 2023 COMMENCING AT 2.00 pm

PRESENT: Mr J Cromb (Chairperson), Dr R Browne, Mr T Hammington, Mr D Johns, Cr M McPherson, Cr T Paterson

IN ATTENDANCE: T Cadogan (Mayor), 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), M Burdett (Parks Officer Strategy/Projects), P Penno (Community & Engagement Manager), A Mason (Media and Marketing Manager), R Williams (Community Development Officer), M Tohill (Communications Support), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Browne

Seconded: Paterson

That apologies from Cr T Alley be received and accepted.

2 Public Forum

Mike Coggan - Otago Cricket (via Teams)

Mr Coggan spoke to the application from Otago Cricket Association and responded to questions.

Barry Hambleton and Mike Rooney – The Alexandra Rotary Club

Mr Hambleton and Mr Rooney spoke to the application for their annual book sale, requesting funding to cover general expenses. They then responded to questions.

Pippa Wellstead – Presbyterian Support Otago

Ms Wellstead spoke to the application for the ‘Growing Taller’ programme requesting fund to support with wages and administrative costs. She then responded to questions.

Claire Becker-Gledhill, Nigel Wilson - WoolOn Creative Fashion

Ms Becker-Gledhill spoke to the application for WoolOn Creative to cover lighting, sound and catwalk expenses and responded to questions.

Tim Coughlan – Alexandra Blossom Festival

Mr Coughlan spoke to the application for operational costs to run this year’s festival.

Ann Doherty - Arts and Crafts Alexandra Inc.

Ms Doherty spoke to the application for covering operating lease costs for the group.

Ken Churchill – The re-development of the Half Mile

Mr Churchill spoke to the redevelopment plan for the Half Mile and noted his concern around the choice of exotics on the shelter belt.

3 Confirmation of Minutes

Committee Resolution

Moved: Paterson

Seconded: Johns

That the public minutes of the Vincent Community Board Meeting held on 21 March 2023 be confirmed as a true and correct record.

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Cr McPherson declared an interest in the promotions grant portion of Item 23.3.2 and Mr Cromb declared an interest in the community grants portion of item 23.3.2. Each left the table and did not discuss or vote on the item.

Note: With the approval of the meeting item 23.3.3 was moved forward.

Note: Janice Millis from Alexandra and Districts Museum Incorporated joined the meeting for item 23.3.3.

23.3.3 Alexandra District Museum Inc Accountability Report 2021-22

Ms Millis gave an accountability report on the objectives and actions of the Alexandra District Museum Inc over the 2021/22 financial year. She reported an increase in visitor numbers and noted positive feedback from the community.

Committee Resolution

Moved: Hammington

Seconded: Browne

That the report be received.

Note: Cr McPherson declared a financial interest in the promotions grants portion of item 23.3.2. He left the room at 2.39 pm and did not take part in discussion or vote on that portion of the item.

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.

After discussion it was agreed to proceed through the applications one by one.

Committee Resolution

Moved: Johns

Seconded: Browne

That the Vincent Community Board:

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

B. Allocates $3,500 to the WoolOn Creative Fashion Society for lighting, sound and catwalk at the WoolOn 2023 events from the promotions grants budget in the 2022/23 financial year, subject to Cromwell Community Board approval of the WoolOn application.

Committee Resolution

Moved: Paterson

Seconded: Browne

C. Allocates $10,000 to Otago Cricket Association for the T20 Super smash Cricket broadcast towers and consent costs from the promotions grant budget in the 2023/2024 financial year, subject to the adoption of the 2023/2024 annual plan.

Committee Resolution

Moved: Paterson

Seconded: Hammington

D. Allocates $24,500 to Alexandra Blossom Festival Inc for the 2023 Blossom Festival infrastructure – clean-up / waste, electrical, fencing, sounds, screen, technical, staging from the promotions grants budget in the 2023/2024 financial year, subject to the adoption of the 2023/2024 annual plan.

Note: Cr McPherson returned to the meeting at 2.57 pm.

Note: Mr Cromb declared an interest in the community grants applications item 23.3.2. In accordance with Standing Order 14.1, the meeting elected Dr Browne to chair this portion of the item.

Committee Resolution

Moved: Johns

Seconded: McPherson

E. Declines the application from the Alexandra and Districts Youth Trust for field hire costs for the Alexandra Touch Rugby tournament due to the precedent it would set for other sporting codes.

Committee Resolution

Moved: McPherson

Seconded: Hammington

F. Allocates $4,000 to the Alexandra Community Advice Network towards on-going operational costs from the 2022/23 community grants budget.

Committee Resolution

Moved: Paterson

Seconded: Hammington

G. Allocates $800 to Arts and Craft Alexandra Inc towards lease costs from the 2022/23 community grants budget.

Committee Resolution

Moved: McPherson

Seconded: Johns

H. Allocates $640 to Alexandra Rotary for venue hire for the annual book sale from the 2022/23 community grants budget.

Committee Resolution

Moved: McPherson

Seconded: Hammington

I. Declines the grant for Family Works towards the Growing Taller Programme (Alexandra) for the precedent it sets for other education and social service providers in the district.

Note: Mr Cromb resumed the chair.

23.3.4 Half Mile Recreation Reserve Redevelopment

To approve the redevelopment plan for the Half Mile recreation Reserve.

Committee Resolution

Moved: McPherson

Seconded: Browne

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

B. Approves the redevelopment plan option B for the Half Mile Recreation Reserve, with engagement with the community on shelter tree options along the boundary and within the key walking areas.

C. That options for funding the redevelopment of the Half Mile Recreation Reserve are included in the 2024-2034 Long Term Plan.

D. Directs the interim CEO to continue to investigate third party funding opportunities for the development of the Half Mile Recreation Reserve.

6 Mayor’s Report

23.3.5 Mayor's Report

His Worship the Mayor gave an update on his recent activities and issues of interest in the Vincent ward.

Committee Resolution

Moved: McPherson

Seconded: Hammington

That the Vincent Community Board receives the report.

7 Chair's Report

23.3.6 Chair's Report

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

· Noted the recent ANZAC Day commemorations

· Attended a Collab Breakfast event

· Attended an ACOSS meeting

· Attended official opening of the WWI exhibition at Central Stories Museum

Committee Resolution

Moved: Cromb

Seconded: McPherson

That the report be received.

8 Members' Reports

23.3.7 Members' Reports

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

Dr Browne reported on the following:

· Attended the AGM for Keep Alexandra / Clyde Beautiful.

· Chaired a meeting of the Creative Writers Circle

· Chaired a meeting of Central Otago District Arts Trust meeting

· Attended tree planting on the Clyde Hill with Fulton Hogan

· Attended official opening of the WWI exhibition at the Central Stories Museum

· Met with staff and residents with regards to the Half Mile reserve re-planting

· Noted his sadness regarding the proposed closure of Alexandra Wastebusters

· Performed in Roxburgh and Wanaka with the Central Otago Regional Orchestra

Mr Johns reported on the following:

· Attended a working group meeting for Vallance Cottage

· Attended ANZAC day service

Cr McPherson reported on the following:

· Attended official opening of the WWI exhibition at the Central Stories Museum

· Has attended the start of the Plan Change 19 Hearings and reported back on the discussions

Cr Paterson reported on the following:

· Attended tree planting on the Clyde Hill run by Fulton Hogan, noted a really positive experience

· Attended ANZAC day ceremony in Omakau

· Chaired a Central Otago Health Incorporated meeting

· Attended an informal meeting with some QLDC councillors

Mr Hammington reported on the following:

· Attended the ANZAC day parade in Clyde, noted a good turnout

· Attended the AGM for Alexandra Blossom Festival

· Attended the Clyde Food and Wine Festival

Committee Resolution

Moved: Cromb

Seconded: McPherson

That the report be received.

9 Status Reports

23.3.8 May 2023 Governance Report

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

Committee Resolution

Moved: McPherson

Seconded: Hammington

That the report be received.

10 Date of The Next Meeting

The date of the next scheduled meeting is 19 May 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Hammington

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
23.2.9 - May 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

The public were excluded 4.10 pm and the meeting closed at 4.18 pm.