Agenda of Teviot Valley Community Board - Thursday, 19 October 2023

Teviot Valley Community Board Agenda

19 October 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, 7 September 2023 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: D Rushbrook (Interim Chief Executive Officer), N McLeod (Acting Group Manager - Business Support), L Webster (Acting Group Manager – Planning and Infrastructure), A Longman (Acting Group Manager – Community Vision), D Scoones (Group Manager - Community Experience), R Williams (Community Development Advisor), S Finlay (Chief Financial Officer), D McKewen (Systems and Corporate Accountant), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That apologies from Mr M Jessop be received and accepted.

Carried

2 Public Forum

Graeme Rae - Rates

Mr Rae spoke with regards to rates spending in the ward. He believes more revenue from rates should be available locally to run projects in the community. He expressed that there are many businesses in the district that do not rely on tourism and noted that he is unhappy with the large amount going towards tourism, on the rates assessment. He asked for more detail about what Teviot ratepayers pay towards tourism and how that is spent in the ward.

Doug Dance - Roxburgh Pioneer Energy Brass Band

Mr Dance spoke in support of their grant application. He noted that the band has been in existence since 1882, and he himself has been playing in the band for 65 years. They have members from all over the district and play at events throughout Otago.

Note: Ms Richmond was unable to speak at this time due to connection issues.

3 Confirmation of Minutes

Committee Resolution

Moved: Feinerman

Seconded: Booth

That the public minutes of the Teviot Valley Community Board Meeting held on 15 June 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Dalley noted that he has a conflict of interest relating to the Roxburgh Entertainment Centre and that he would step aside from these discussions.

5 Reports

23.5.2 MBIE NZ Battery Project

Presented by John Doorbar, Joanne Dowd, Kate Berkett and Susan Hall. A slide show was presented and they then responded to questions.

Attachments

1 MBIE Presentation on Lake Onslow Battery Project

Note: By approval of the meeting public forum was continued and Ms Richmond spoke via telephone.

Tracy Richmond - Dunstan Kāhui Ako (via telephone)

Ms Richmond spoke to the grant application for Dunstan Kāhui Ako, a collective representing around 1500 students from nine schools and eight early childhood centres around the district. They sought funding to cover transport for students from Millar’s Flats school to attend the ‘Festival of the Arts’ planned for November. Ms Richmond then responded to questions.

23.5.3 2023/24 Community and Promotions Grants Applications - 1st Funding Round

To consider the first round of the community and promotions grant applications for the 2023/24 financial year.

After discussion it was agreed to discuss the community grants and the promotions grants as separate resolutions.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board:

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

B. Allocates $2,000 to the Roxburgh Pioneer Energy Brass Band Inc. towards operational costs from the 2023/24 community grants budget.

C. Allocates $274 to the Dunstan Kāhui Ako for transport for the Millers Flat School to attend the Arts Festival.

Note: Mr Dalley declared an interest in the promotion grants applications item 23.5.3. In accordance with Standing Order 14.1, the meeting elected Cr Feinerman to chair this part of the item.

Committee Resolution

Moved: Read

Seconded: Booth

D. Allocates $960 to the Roxburgh Entertainment Centre Improvement and Promotions Inc towards the cost of new signage from the 2023/24 promotions grants budget.

Carried

Note: Mr Dalley resumed the chair.

23.5.4 Removal of Trees Cheviot Street Roxburgh

To update the Teviot Valley Community Board on the removal of Poplar trees on the unformed section of Cheviot Street.

This project had already been completed and it was noted the positive community feedback on this work.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

23.5.5 Interim Teviot Valley Financial Report for the Period Ending 30 June 2023

To consider the financial performance overview as at 30 June 2023.

Committee Resolution

Moved: Dalley

Seconded: Read

That the report be received.

Carried

6 Mayor’s Report

23.5.6 Mayor's Report

His Worship the Mayor was not present at the meeting.

7 Chair's Report

23.5.7 Chair's Report

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

He noted that the area was getting busier and that the valley was awakening for the influx of visitors and seasonal workers. He believed the board have been working well to improve relationships with the community.

He noted that much of his time has been taken up with unwanted distractions of a minority group and suggests that these efforts would be more valuable if they were directed to contributing to the service of the Teviot Valley community.

Overall he noted that as a Board they have been effective in communicating the benefits being brought to the area by the delivery of some major projects, such as the swimming pool, improvements to the waste managements and upgrades to the infrastructure.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

8 Members' Reports

23.5.8 Members' Reports

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

Cr Feinerman:-

· Gave an update on walking tracks group, noting that they have been busy compiling a business plan and have submitted a resource consent application for improvements to Horseshoe Bend Bridge Track

· Has been on a walkthrough of the Grovers Hill track with CODC staff and the signwriter. The track will be ready for opening once new signage has been completed

· Met with the Haehaeata Trust to discuss a native planting scheme at the swimming pool development and noted they will be pursuing external funding for this project

· Noted that Contact energy are doing planting days

· Updated members on the Roxburgh Swimming pool meetings, noted they are developing operational plans and organising an opening ceremony for early December

· Updated members on the recent Council meeting, noting the draft bridge strategy and the public notification of the Teviot Valley Spatial Plan

· Attended a District Vision workshop

Mr Read;-

· Has been involved in the Community Garden

· Expressed a dislike for the street furniture on Scotland Street, asking for its removal

Ms Booth;-

· Had nothing to report

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

9 Status Reports

23.5.9 September 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: Feinerman

That the report be received.

Carried

10 Date of The Next Meeting

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

The meeting closed at 3.37 pm

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CHAIR / /

19 October 2023

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5 Reports

23.6.2 2024 Meeting Schedule

Doc ID: 1217455

1. Purpose of Report

To approve a schedule of Teviot Valley Community Board meetings for 2024.

Recommendations

That the Teviot Valley Community Board

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

B. Adopts the proposed 2024 meeting schedule for the Teviot Valley Community Board.

2. Background

The Local Government Act 2002 Schedule 7 Clause 19 states that a local authority must hold the meetings that are necessary for the good government of its district. The Chief Executive must give notice in writing to each member of the time and place of a meeting not less than 14 days before the meeting or the local authority can adopt a schedule of meetings.

Council and the community boards have in the past adopted a schedule of meetings for the following year, as this provides certainty of dates to members and staff. Having a yearly schedule allows for good forward planning and significantly reduces the administrative workload of advising members for each meeting.

The meeting schedule reflects the terms of reference for committees, Council and boards as well as working towards legislative deadlines such as adopting the 2024-34 Long-term Plan. It also enables scheduling of meetings and workshops to progress significant pieces of work that have elected member input and oversight.

3. Discussion

The proposed meeting schedule continues with a six-weekly cycle of meetings where possible. A meeting schedule, once adopted, can be amended so there is still flexibility to respond to a change of circumstances.

4. Financial Considerations

There are no financial considerations for this decision.

5. Options

Option 1 – (Recommended)

Adopt the proposed 2024 meeting schedule.

Advantages:

· Elected members and staff have certainty of dates for meetings in 2024.

Disadvantages:

· None.

Option 2

Hold meetings on an ad hoc basis.

Advantages:

· High degree of flexibility.

Disadvantages:

· Does not facilitate forward planning.

· May impact on members’ ability to attend meetings at shorter notice.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by having a known schedule of meetings.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is a procedural decision and therefore has no impact on other plans and policies and is consistent with them.
Considerations as to sustainability, the environment and climate change impacts	There are no implications arising from this decision.
Risks Analysis	There are no risks arising from the recommended option.
Significance, Consultation and Engagement (internal and external)	The proposed meeting schedule was discussed with the various departments to ensure that the proposed dates accommodated different work plans.

7. Next Steps

Once the meeting schedule has been adopted, it will be published on the Central Otago District Council’s website and meetings will be publicly notified according to the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.

8. Attachments

Appendix 1 - 2024 Proposed Meeting Schedule ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
14/09/2023	5/10/2023


AGENDA Teviot Valley Community Board Meeting Thursday, 19 October 2023
Date:	Thursday, 19 October 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.)
Peter Kelly Chief Executive Officer

Report author:	Reviewed and authorised by:

Sarah Reynolds	Saskia Righarts
Governance Support Officer	Group Manager - Business Support
03/10/2023	03/10/2023