Agenda of Vincent Community Board meeting

Vincent Community Board Agenda

19 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.

Carried

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.

Carried

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.

5 Reports

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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.

Carried

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

Committee Resolution

Moved: Cromb

Seconded: McPherson

That the report be received.

Carried

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 official opening of the WWI exhibition at Central Stories Museum

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

· 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.

Carried

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.

Carried

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

Carried

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

19 May 2023

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23.4.3 Submissions on the 2023 - 24 Annual Plan Consultation Document

Doc ID: 653246

1. Purpose of Report

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

Recommendations

That the Vincent 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

IceInline – Funding Options

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 options together with the responding support are summarised in the table below.

Option Details	Impact on Vincent Ratepayers	Number of Respondents in Support**
Option 1* Fully rate funded over 20 years	$3.91 per annum (0.76% rates increase) for 20 years.	111
Option 2 50/50 rate funded/reserves	$2.57 per annum (0.50% rates increase) for 20 years.	22
Option 3 Fully grant funded	$1.23 per annum (0.24% rates increase) lost interest revenue.	34
Option 4 Do not support with any funding	$0	12

*Option 1 is what has been included in the rates calculations and financial statements supporting this consultation document.

** Eight of the respondents selected more than one option, for example, Option 1 and Option 2. As a result, there are eight additional responses that should not have been included. These additional responses do not substantially change the results.

Comments supporting funding for IceInLine Roof (33)

These responses could be grouped into three themes. The first theme was expressions of general support for construction of the roof on the ice rink, most citing the valuable asset the roof would be for the community. The second theme focused on the ability to extend the season for ice sports and prevent cancellation of events due to poor weather. The third theme focused on the benefits to the larger community, when events can be held at the ice rink, drawing more people into town. Many people felt like this improvement was a long time coming.

“It’s a no brainer, the sooner the better. Happy to pay more rates for improvements around our district such as this.”

“This would be a great initiative to bring more people to the area.”

Comments opposing the funding for IceInLine (11)

These responses had two main themes, a general desire to cut spending and a concern that it should be the responsibility of IceInLine, not ratepayers to raise their own funds for this project.

“Time to cut spending.”

“The club should raise funds themselves. Not enough community members use this facility and its not open for long enough for it to be rate payer funded.”

Support from outside the Vincent Ward (26)

While the Vincent Community Board is the delegated authority to consider submissions on this proposal and make a recommendation to the Council, there is interest in this project from Cromwell residences. Of the 167 respondents in support of funding this project 26 lived in Cromwell. The balance lived in the Vincent ward.

Cromwell residents’ comments included:

“This has taken 20 years to come even close to completing an assets that will benefit the whole region economically. Get it done already !”

“We live in Cromwell but use the facility a lot over winter.”

“The ice rink is a great asset to the region and further improvements would be money well spent”

Please see appendix 1 for all submissions in relation to the Vincent Ward, together with staff comments, for the Vincent Community Board’s (the Board) consideration.

In addition to the formal submissions, there were 139 comments in response to a Facebook post on 6 April promoting the consultation. While these comments are outside of the official process they have been provided for information. See appendix 2.

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 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 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 Board in considering this paper and the public submissions on the 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 Board’s recommendation will be considered by Council at their meeting on 31 May 2023.

7. Attachments

Appendix 1 - Annual Plan 2023 - 24 Vincent Community Bord Submissions ⇩

Appendix 2 - Annual Plan 2023 - 24 Vincent Community Board Informal Submissions ⇩

Report author:	Reviewed and authorised by:

Christina Martin	Saskia Righarts
Project Manager - Organisational	Group Manager - Business Support
10/05/2021	10/05/2021


AGENDA Vincent Community Board Meeting Friday, 19 May 2023
Date:	Friday, 19 May 2023
Time:	2.00 pm
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.)
Louise van der Voort Interim Chief Executive Officer