Agenda of Cromwell Community Board - Tuesday, 17 September 2024

Cromwell Community Board Agenda

17 September 2024

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 Tuesday, 6 August 2024 COMMENCING AT 2.00 pm

PRESENT: Ms A Harrison (Chair), Mr B Scott (via Microsoft Teams), Cr S Browne, Cr C Laws, Ms M McConnell (via Microsoft Teams), Mr W Sanford

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), D McKewen (Systems and Corporate Accountant), M Burnett (Parks Officer – Strategy/Planning) D Charleville (Cromwell Pool Team Leader), W McEnteer (Governance Manager)

1 Apologies

Apology

Committee Resolution

Moved: Sanford

Seconded: Browne

That the apology received from Cr Gillespie be accepted.

Carried

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Laws

Seconded: Browne

That the public minutes of the Cromwell Community Board Meeting held on 18 June 2024 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. There were no further declarations of interest.

5 Reports

24.7.2 Naming of Reserve in Bannockburn

To consider the naming of a Local Purpose (Recreation) reserve in Bannockburn.

After discussion it was agreed that the Open Spaces Naming Policy should be adhered to, but that the Board supported the name Campbell Lane.

Committee Resolution

Moved: Browne

Seconded: Sanford

That the Cromwell Community Board

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

B. Approves the reserve to undergo the naming process set out in the Open Spaces Naming Policy 2024.

C. Notes that the Cromwell Community Board has received this request from a member of the public.

D. Note that the board supports the name “Campbell Lane”.

Carried

24.7.3 Amendment to Standing Orders - Members Joining Remotely Counting as Quorum

To consider amending the Standing Orders to continue to have members joining remotely to be part of quorum.

Committee Resolution

Moved: Laws

Seconded: Sanford

That the Cromwell Community Board

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

B. Agrees to amend the Standing Orders as indicated in Appendix One of the report to allow remote participants to be counted as quorum.

C. Adopts the updated Standing Orders for Community Boards.

D. Notes the updated Standing Orders for Community Boards will come into force on 9 August 2024.

Carried

24.7.4 Interim Cromwell Financial Report for the Period Ending 30 June 2024

To consider the financial performance overview as at 30 June 2024.

Committee Resolution

Moved: Scott

Seconded: Sanford

That the report be received.

Carried

6 Mayor’s Report

24.7.5 Mayor's Report

His Worship the Mayor noted the following in his report:

· Noted the success of Finn Butcher in the Olympics.

· Noted recent successes for the Mayor’s Taskforce for Jobs programme.

· Spoke on recent developments in the districtisation discussion.

Committee Resolution

Moved: Browne

Seconded: Laws

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

24.7.6 Chair's Report

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

· Attended a number of workshops regarding districtisation.

· Spoke to the CCB submission for districtisation at the last Council meeting.

· Gave an update to Council regarding current issues of interest to Cromwell.

· Attended a Museum Trust meeting and noted that they were working through what comes next while the Memorial Hall is built.

Committee Resolution

Moved: Harrison

Seconded: Laws

That the report be received.

Carried

8 Members' Reports

24.7.7 Members' Reports

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

Cr Laws reported on the following:

· Noted several workshop sessions that she had attended.

· Attended a organics and greenwaste seminar.

· Attended a meeting of the Cromwell Historic Precinct.

· Attended the last Council meeting and noted the report on districtisation considered there.

Mr Sanford reported on the following:

· Watched the last Council meeting.

· Noted the increase in dog waste at the Bannockburn Sluicings walking track.

Cr Brown reported on the following:

· Attended a number of cross country events, both zone and Central Otago competitions.

· Attended the netball tournament in Millers Flat.

· Attended Matariki celebrations in Cromwell.

· Attended the Light up Cromwell event. Noted it was a great success and received positive feedback.

· Attended a business drinks session hosted by Santana Minerals.

· Attended a community meeting regarding the difficulty for families to find childcare in Cromwell.

Mr Scott reported on the following:

· Acknowledged the organisers of the Light Up Winter Festival. Noted that they had done a great job with the event. Also noted the success of the new venue.

Ms McConnell reported on the following:

· Attended a Long-term Plan session for Queenstown Lakes District Council.

· Attended the Electrifying Business Summit.

· Attended a Women in Business conference.

· Attended Light Up Winter

· Attended the Infrastructure New Zealand Conference and noted the address by Ross Copland at that event.

· Attended a Meet the Planner event which was run by the NZPI Young Planners.

· Attended a webinar on the ORC Regional Plan.

Committee Resolution

Moved: Browne

Seconded: McConnell

That the report be received.

Carried

9 Status Reports

24.7.8 August 2024 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: Laws

Seconded: Browne

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 13 August 2024.

The meeting closed at 2:47 pm.

...................................................

CHAIR / /

Cromwell Community Board Agenda

17 September 2024

MINUTES OF AN EXTRAORDINARY MEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Tuesday, 13 August 2024 COMMENCING AT 3.03 pm

PRESENT: Ms A Harrison (Chair), Mr B Scott (via Microsoft Teams), Cr S Browne, Cr C Laws, Ms M McConnell (via Microsoft Teams), Mr W Sanford

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), W McEnteer (Governance Manager)

1 Apologies

Apology

Committee Resolution

Moved: Laws

Seconded: Sanford

That the apology received from Cr Gillespie be accepted.

Carried

2 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

3 Date of The Next Meeting

The date of the next scheduled meeting is 17 September 2024.

4 Resolution to Exclude the Public

Committee Resolution

Moved: Browne

Seconded: Laws

That the public be excluded from the following parts of the proceedings of this meeting.

A. 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

Plain English Reason

24.8.2 - Cromwell Town Centre - Approval to engage stakeholders

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

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)

To enable commercial activities

To enable commercial or industrial negotiations

B. That Cr Nigel McKinlay (Cromwell Ward Councillor), Edward Guy and David Stone (Rationale) and Chris Jack (Jasmax) be permitted to remain at this meeting after the public has been excluded. This is due to Cr McKinlay being a Cromwell Ward Councillor and Messrs Guy, Stone and Jack being part of the Cromwell Town Centre project group.

Carried

The public were excluded at 3.05 pm and the meeting closed at 5.15 pm.

17 September 2024

5 Reports

24.9.2 2024/25 Community and Promotions Grants Applications - 1st Funding Round

Doc ID: 1494627

Report Author:

Alison Mason, Media and Marketing Manager

Rebecca Williams, Community Development Advisor

Reviewed and authorised by:

Dylan Rushbrook, Group Manager - Community Vision

1. Purpose of Report

To consider the first round of the community and promotions grant applications for the 2024/25 financial year.

Recommendations

That the Cromwell Community Board

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

B. Decides the grants to be allocated to the applicants of the community and promotions grants.

2. Background

The Central Otago District Council contributes to the social, economic, environmental and cultural well-being of the local community through the contestable grants process.

The objectives of the grants process are:

· Enhance well-being in the district (social, economic, environmental and cultural)

· Empower local communities

· Facilitate the delivery of community outcomes

· Promote our regional identity: Central Otago A World of Difference.

There are two types of grants that can be applied for, community grants and promotions grants. Each are funded using different targeted rates, which means that one pool cannot subsidise the other. Each application must be considered on its own merit and fit with the relevant grant criteria and available budget.

The Board considers grant applications in two rounds annually. This is the first round of funding for the 2024/25 financial year. Applications for this funding round closed on the 7^th of July 2024 for a decision at this meeting.

The Cromwell Community Board is delegated the authority to consider applications for activities and projects within its boundaries.

Annually, there is $50,000 to distribute in the Cromwell community grants scheme and $106,219 to distribute in the promotions grants scheme. The following table illustrates the commitments already made and the amounts left to distribute in the 2024/25 year.

Promotions grant applications were accepted in the March 2024 round for funding from the 2024/25 financial year. This is due to the timing of this funding round not allowing the applicants to apply and have a Board decision prior to the funding commitment being required.


Promotions Grants
Total budget for 2024/25	$106,219
Less committed from previous rounds	$95,000[1]
Balance left to distribute	$11,219

3. Discussion

Community Grants

No community grant applications have been received in the current round. There is a total of $50,000 for community grants to distribute which will remain available to applicants in the scheduled second round of funding in the first half of 2025.

Promotion Grants

One promotions grant application has been received in the current round requesting a total of $17,000 from the current financial year. There is $11,219 to distribute for this round and the second round in the first half of 2025. The details are provided in the table below:

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
3	Cromwell Radio Yacht Squadron	NZ International One Meter Nationals 2024	Floating Jetty, Gazebo, Sound System	4 Oct 2024	$17,000	$17,000

Copies of the application, supporting documentation and staff assessments are provided to Board members under separate cover.

4. Financial Considerations

As detailed above, the Board has $50,000 to distribute for the 2024/25 Community Grants round and $11,219 for the 2024/25 Promotions Grants.

The Board has the delegated authority to spend within this budget. Any recommendations above these amounts would fall outside of that delegation and would need to be by way of a recommendation to Council.

5. Options

The Board is asked to consider each application and determine the appropriate level of funding. There are no other options as the Board has the delegation to allocate grants from the contestable funds.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing a contestable funding pool that enables projects to be delivered in the community that enhance well-being.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Grants Policy, and other plans and policies that may be impacted by any of the individual grant applications.
Considerations as to sustainability, the environment and climate change impacts	Events bring larger numbers of people together and will therefore have environmental impacts. Applicants are required to facilitate their activities in line with Councils strategies. There is no direct impact, though some applications may have a positive environmental impact.
Risks Analysis	There are risks where large groups of people come together at events. A Health and Safety plan must be submitted with any Council property bookings for events. No other risks have been identified in the funding applications. It is each grant recipient’s responsibility to obtain and/or have in place the appropriate consents, plans and licences (including resource consent, health and safety plans etc.) as required by legislation, agencies, property owners and/or individuals to undertake the projects.
Significance, Consultation and Engagement (internal and external)	The funding rounds were advertised in the local newspaper, Council’s website and Facebook page, and through combined agency community funding clinics. Discussions with departments of Council have taken place where there are impacts arising from the application.

7. Next Steps

Once the Board has made a decision on the level of funding for each organisation, this will be communicated to each applicant and payments made.

8. Attachments

Appendix 1 - Cromwell Radio Yacht Squadron_Staff Assessment (under separate cover) ⇨

Appendix 2 - Cromwell Radio Yacht Squadron_Grant Application (under separate cover) ⇨

Appendix 3 - Cromwell Radio Yacht Squadron_Supporting Documents (under separate cover) ⇨

17 September 2024

24.9.3 Road Name Approval Report - off Ritchies Road

Doc ID: 1890616

Report Author:	Faye Somerville, Roading Administration Assistant
Reviewed and authorised by:	Louise van der Voort, Group Manager - Planning and Infrastructure

1. Purpose of Report

To consider a request to name a private road off Ritchies Road, Cromwell.

Recommendations

That the Cromwell Community Board

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

B. Agrees that the road off Ritchies Road be named Fairview Lane.

2. Background

One road is to be named in a new subdivision off Ritchies Road.

The ‘road naming’ policy contained in the Council’s Roading Policies 2015 governs the naming of new or un-named roads in the district in accordance with Australian/New Zealand Standard for rural and urban addressing (AS/NZS 4819:2011).

Developers are required to suggest a preferred name to the Community Board for its consideration and approval. Two alternative names must also be provided by the developer.

In accordance with policy and the Standard the proposed road names shall:

• Only consist of a surname or one word.

• Not be offensive.

• Be easily pronounced, spelt and understood.

In addition, within the Central Otago District Council boundaries, the road name shall not be:

• The same as an existing road name.

• Similar in spelling to an existing road name.

• Similar in sound to an existing road name.

A road name derived from the Māori language must be endorsed by Iwi.

3. Discussion

The road to be named is highlighted in green on the attached map as appendix 1.

The developer has requested the Cromwell Community Board considers the name Fairview Lane which represents the name of a block of land Malcolm Ritchie purchased in 1926 for his son Jim and his family in Ritchie Gully, Ripponvale.

Please find two links below referencing Malcolm Ritchies family history.

Turning the clock back Malcolm Ritchie - Cromwell & Districts News (cromwellnews.co.nz)

Turning the Clock Back - The Ripponvale Farm - Continuing the Story of Malcolm Ritchie - Cromwell & Districts News (cromwellnews.co.nz)

Alternative names provided are Prattley Lane or McCaul Lane. These names are after men who worked on local water races.

4. Financial Considerations

Costs for the road sign will be met by the developer.

5. Options

Option 1 – (Recommended)

Name the road Fairview Lane.

Advantages:

· Name is the preferred choice of the developer

· Acknowledges history of a Ripponvale family

Disadvantages:

· Name is similar to Fairway Drive in Alexandra.

Option 2

Select either Prattley Lane or McCaul Lane.

Advantages:

· Names comply with council policy.

Disadvantages:

· Names are the second and third choices of the developer

Option 3

Decline the name provided by the developer and select a name from the approved road

name lists (attached as appendix 2 and 3).

Advantages:

· Names comply with council policy.

Disadvantages:

· Names are not the preferred choice of the developer.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by providing clear direction to access points for emergency services.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Decision is consistent with other policies.
Considerations as to sustainability, the environment and climate change impacts	Managing change while protecting and enhancing our culture, heritage and landscape is one of the council’s sustainability goals. Road naming has the ability to celebrate culture and heritage aspects of the area. Road naming has no climate change impacts or benefits.
Risks Analysis	Approval of this road name presents no discernible risk.
Significance, Consultation and Engagement (internal and external)	The decision does not trigger engagement under the Significance and Engagement Policy.

7. Next Steps

Council confirms the road name. Council sends a copy of the resolution to the Register-General and the Surveyor-General.

8. Attachments

Appendix 1 - Map - off Ritchies Road.docx ⇩

Appendix 2 - Cromwell Community Board list of approved road names.docx ⇩

Appendix 3 - Aukaha List of Approved Māori Road Names.docx ⇩

17 September 2024

24.9.4 2025-34 Long-term Plan: Timeline

Doc ID: 1900013

Report Author:	Christina Martin, Project Manager - Organisational
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

1. Purpose

To provide the Cromwell Community Board with a copy of the 2025-34 Long-term Plan process timeline.

Recommendations

That the report be received.

2. Discussion

On 28 February 2024 Council resolved to defer adopting the 2024-34 Long-term Plan by 1-year in accordance with the clauses contained within Part 8 “Provisions relating to Water Services Acts Repeal Act 2024” of the Local Government Act 2002.

As a result of this resolution, the organisation shifted from a long-term plan to an annual plan process. At the Council meeting on 26 June the 2024-25 Annual Plan was adopted. The organisation is now focussing on the 2025-34 Long-term Plan process.

A copy of the timeline of key workshops and reports is attached for the Cromwell Community Board’s reference. Note community board chairs have been invited to initial budget discussions with Council (workshops 3 and 4). Budget conversations will occur with community boards from October 2024.

3. Attachments

Appendix 1 - Long-term Plan Timeline ⇩

17 September 2024

9 Status Reports

24.9.8 September 2024 Governance Report

Doc ID: 1498054

Report Author:	Wayne McEnteer, Governance Manager
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

1. Purpose

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

Recommendations

That the report be received.

2. Discussion

Status Reports

The status reports have been updated with any actions since the previous meeting (see Appendix 1).

Cromwell Museum Unconfirmed Minutes

Minutes from the August meeting of the Cromwell Museum are attached. They were previously circulated to members (see Appendix 2).

Cromwell Works Update

· Gair Ave: Engineers approval application has been lodged and landscape detailed design is in progress. Tender for civil construction for Stage 1 and 1B is expected to be released in the next few weeks.

· Bannockburn Road: Bannockburn Industrial Subdivision project has commenced with securing the services of Eliot Sinclair (and The Property Group). The team rapidly producing indicative financial model for the LTP, at the same time working on a Development Strategy to guide the development of Bannockburn Pine Plantation. It is expected an introduction to the Board will be scheduled in October this year.

· Cromwell Rising Main: All pipework is in the ground and reinstatement is being carried out.

CAPEX Reporting

· Memorial Hall (see Appendix 3)

3. Attachments

Appendix 1 - CCB Status Updates ⇩

Appendix 2 - Cromwell Museum Unconfirmed Minutes ⇩

Appendix 3 - Cromwell Memorial Hall Capex Reporting ⇩

Cromwell Community Board Agenda

17 September 2024

11 Resolution to Exclude the Public

Recommendations

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

Plain English Reason

Confidential Minutes of Extraordinary Board Meeting

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

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)

To enable commercial activities

To enable commercial or industrial negotiations

24.9.9 - Cromwell Town Centre

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

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)

To enable commercial activities

To enable commercial or industrial negotiations

[1]Resolution 24.4.2. Cromwell and Districts Promotions Group 2024-25 projects: Light Up Winter, Street Party and Fireworks, Cherry Festival


AGENDA Cromwell Community Board Meeting Tuesday, 17 September 2024
Date:	Tuesday, 17 September 2024
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.)
Peter Kelly Chief Executive Officer