Agenda of Vincent Community Board - Tuesday, 29 October 2024

Vincent Community Board Agenda

29 October 2024

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 Monday, 9 September 2024 COMMENCING AT 10.00 am

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

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), A Mason (Media Marketing Manager), R Williams (Community Development Advisor), G Bailey (Parks and Recreation Manager), G Robinson (Property and Facilities Manager), T Bates (Property Officer), W McEnteer (Governance Manager)

1 Apologies

Apology

Committee Resolution

Moved: Alley

Seconded: Cromb

That the apology received from Cr McPherson and Paterson be accepted.

Carried

2 Public Forum

Andy Davey, Paula Stephenson and Graham Creighton – Central Stories (ADMI)

Mr Davey and Ms Stephenson spoke to the community grant application for Central Stories before responding to questions.

Ashlee Peters – Alexandra Toy Library

Ms Peters spoke to the community grant application for the Alexandra Toy Library before responding to questions.

Nigel Murray – Lower Manorburn Working Group

Mr Murray spoke to the community grant application for the Lower Manorburn Working Group before responding to questions.

Andy Davey - Winterstellar

Mr Davey spoke to the promotions grant application for Winterstellar before responding to questions.

Mike Coggan and Olivia Bolwell – Otago Cricket

Mr Coggan spoke to the promotions grant application for Cricket Otago before responding to questions.

Tash Kane – Puna Rangatahi

Ms Kane spoke to the community grant application for Puna Rangatahi before responding to questions.

Lena Sutherland – Alexandra BMX club

Ms Sutherland spoke to the promotions grant for the Alexandra BMX Club before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Hammington

That the public minutes of the Vincent Community Board Meeting held on 30 July 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

24.8.2 2024/25 Community and Promotions Grants Applications - 1st Funding Round

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

After discussion there was agreement with the recommendations made by staff for community grants.

Committee Resolution

Moved: Cromb

Seconded: Johns

That the Vincent Community Board

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

B. Allocates $6,000 to Puna Rangatahi towards operational costs of the Alexandra service from the 2024/25 Vincent Community Board community grants budget.

C. Allocates $2,500 to the Alexandra & Districts Pipe Band inc. towards hall hire costs from the 2024/25 Vincent Community Board community grants budget.

D. Allocates $82,000 to the Alexandra and Districts Museum Inc towards operating costs from the 2024/25 Vincent Community Board community grants budget.

E. Declines the application for $11,499.67 for the Lower Manorburn Reserve transitioning to native vegetation project as there is no reserve management plan in place for the reserve.

F. Allocates $1,500 to the Alexandra Toy Library towards operating costs from the 2024/25 Vincent Community Board community grants budget.

Carried

After discussion it was noted that the promotions grant allocation had previously been exhausted so there was no money to disperse this round.

Committee Resolution

Moved: Browne

Seconded: Johns

G. Declines the application for $4,000 to Winterstellar Charitable Trust for Central Otago International Dark Sky Reserve initiation.

H. Declines the application for $8,656 to Alexandra BMX Club for 2025 South Island BMX titles – costs towards materials including toilets, fencing, sound and lime for track

I. Notes that 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.

Carried

After discussion it was noted that while no monetary support could be given to Winterstellar, the Board would investigate a letter of support. The Board requested a report from staff to consider options for a letter.

Committee Resolution

Moved: Cromb

Seconded: Browne

J. Requests a report to come back to the Board to consider a letter of support for an International Dark Sky Reserve in the Vincent Ward.

Carried

24.8.3 Otago Cricket Grant Accountability Report

To consider the promotion grant accountability report received from Otago Cricket Association.

Committee Resolution

Moved: Johns

Seconded: Browne

That the report be received.

Carried

24.8.4 Grant Application Otago Cricket Association 2024 T20 Super Smash

To consider an application from Otago Cricket Association received outside the publicised grant funding round for a promotion grant for the T20 Super Smash games at Molyneux Park December 2024.

After discussion it was noted that the promotions grant allocation had previously been exhausted so there was no money to disperse this round.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the Vincent Community Board

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

B. Declines to approve a grant for the 2024-25 year T 20 Super Smash Cricket costs of broadcast towers and sight screens from the Promotions Grant budget cost centre 2033.

Carried

24.8.5 Manorburn Recreation Reserve Committee

To consider removing the Manorburn Recreation Reserve Committee as a subcommittee of the Vincent Community Board.

After discussion, Members thanked the Manorburn Recreation Reserve Committee for their work through the years.

Committee Resolution

Moved: Browne

Seconded: Hammington

That the Vincent Community Board

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

B. Agrees to remove the Manorburn Recreation Reserve Committee as a subcommittee of the Vincent Community Board.

C. Recommends to Council to remove the Manorburn Recreation Reserve Committee as a subcommittee of the Vincent Community Board from the delegations register at its next opportunity.

Carried

24.8.6 Notice of Intention to Prepare a Reserve Management Plan - Manorburn Dam Recreation Reserve

To request that the Vincent Community Board resolves to notify a Draft Reserve Management Plan for the Manorburn Dam Recreation Reserve.

After discussion a report from staff was requested regarding a potential management agreement with the Lower Manorburn Working Group.

Committee Resolution

Moved: Cromb

Seconded: Browne

That the Vincent Community Board

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

B. Agrees in accordance with the Reserves Act 1977 that Council notifies to the public its intention to prepare a Reserve Management Plan for the Manorburn Dam Recreation Reserve and calls for written suggestions on the proposal.

C. Agrees in accordance with the Reserves Act 1977 to notify for submission a Draft Reserve Management Plan for the Manorburn Dam Recreation Reserve.

D. Requests a report regarding a potential management agreement with the Lower Manorburn Working Group to the next meeting of the Board.

Carried

Note: With the permission of the meeting, item 24.8.14 was moved forward.

24.8.14 Road Stopping - Swindon Street, Ophir

To consider a proposal to stop and sell part of Swindon Street.

Committee Resolution

Moved: Alley

Seconded: Hammington

That the Vincent Community Board

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

B. Recommends that the Council agrees to stop approximately 650.5m2 of unformed legal road fronting Swindon Street, and 317 square metres of the unnamed unformed legal road, as shown in figure 5 (the Proposed Stopping Plan), in accordance with the provisions of the Public Works Act 1981, subject to:

- The land (stopped road) being sold at valuation as prescribed in the Public Works Act.

- The parcels marked ‘A’ and ‘B’ being stopped and amalgamated with Record of Title OT366/26.

- The parcels marked ‘C’ and ‘D’ being stopped and amalgamated with Record of Title OT188/110.

- Easements (in gross) in favour of, and as approved to the satisfaction of, Aurora Energy Limited, being registered on the resulting titles if required.

- The owner of Record of Title OT366/26 paying all costs associated with the preparation and registration of any easements required by Aurora Energy Limited.

- The two applicants paying all other costs, including Council’s legal fees, in equal shares.

- The stopping and legalisation being approved by the Minister of Lands.

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

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

Carried

24.8.7 Molyneux Stadium

To consider the status of the Molyneux Stadium and a staged investment approach for maintenance and compliance work to retain the building and bring it up to standard.

After discussion it was agreed that a decision on Molyneux Stadium should wait until the outcome of the districtisation discussion was known.

Committee Resolution

Moved: Hammington

Seconded: Johns

That the Vincent Community Board

Agrees to leave the item to lie on the table until the outcome of the districtisation discussion is known.

Carried

Note: Mr Cromb left the meeting at 11.51 am.

24.8.8 2025-34 Long-term Plan: Timeline

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

Committee Resolution

Moved: Alley

Seconded: Hammington

That the report be received.

Carried

Note: Mr Cromb returned to the meeting at 11.52 am.

6 Mayor’s Report

24.8.9 Mayor's Report

His Worship the Mayor gave an update on his activities within the Vincent Ward. Among his activities he noted attending the inaugural Poolburn School Paddock Golf tournament and the work being done on the Riverside Park are and Alexandra Library.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

24.8.10 Chair's Report

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

· Attended districtisation meetings in Ranfurly and Alexandra.

· Noted a recent lunch at the Vulcan Hotel in St Bathans.

· Attended the LGNZ conference and noted the session featuring Nicola Willis.

· Attended a national security briefing.

· Visited the Riding for the Disabled grounds and where they had moved into in the old jockey club.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

8 Members' Reports

24.8.11 Members' Reports

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

Dr Browne reported on the following:

l Chaired two Creative Writers Circle meetings.

l Attended a meeting of the Central Otago District Arts Trust.

l Attended the AGM of the Central Otago District Arts Trust.

l Attended a meeting of the Alexandra and District Museum board.

l Attended a meeting of Keep Alexandra Clyde Beautiful.

l Attended a public meeting on districtisation.

l Performed with a chamber orchestra in Bannockburn and in Alexandra.

l Assisted with a demonstration concert for the Saturday Morning Music Classes.

Mr Hammington reported on the following:

· Attended meetings of Blossom Festival committee.

· Attended the Bike Ambassadors course.

· Attended the AGM for Promote Dunstan.

· Attended the districtisation meeting in Alexandra.

· Attended the Winterstellar night sky session.

Mr Johns reported on the following:

· Attended meetings of the Alexandra Rugby Club and Alexandra Golf Club.

· Assisted with hosting the Otago Country rugby team.

· Noted he had been keeping in touch with vallance cottage around their activities.

Mr Cromb reported on the following:

· Noted the recent passing of King Tūheitia

· Attended a meeting of ACOSS

· Attended the recent citizenship ceremony

· Attended a meeting of the Riverside Park committee

· Attended the LGNZ conference

· Noted the recent discussion on Māori wards and the number of councils that had voted to keep them.

Committee Resolution

Moved: Alley

Seconded: Hammington

That the report be received.

Carried

9 Status Reports

24.8.12 September 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: Alley

Seconded: Cromb

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 29 October 2024.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Alley

Seconded: Cromb

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
24.8.13 - Clyde Holiday Park Financial Report	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	Commercial sensitivity

Carried

The public were excluded at 12.06 pm and the meeting closed at 12.11 pm.

29 October 2024

5 Reports

24.9.2 Lower Manorburn Reserve Working Group

Doc ID: 1944482

Report Author:	Gordon Bailey, Parks and Recreation Manager
Reviewed and authorised by:	David Scoones, Group Manager - Community Experience

1. Purpose of Report

To consider approval for the preparation of a Management Agreement between the Central Otago District Council and the Lower Manorburn Reserve Working Group.

Recommendations

That the Vincent Community Board

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

B. Supports that Council enter into a management agreement with Lower Manorburn Reserve Working Group to enable the group to undertake the removal of wilding conifers, revegetation planting and construction of a fence within the Manorburn Dam Recreation Reserve as outlined in Appendix 1 of this report.

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

2. Background

The Lower Manorburn Reserve Working Group (the Group) was established in 2021. They are a small group of volunteers made up of neighbours to the reserve and environmentally minded locals. They have been planting and tidying up the reserve since their establishment.

At the Vincent Community Boards 9 September 2024 meeting the following was resolved.

Moved: Cromb

Seconded: Browne

That the Vincent Community Board

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

B. Agrees in accordance with the Reserves Act 1977 that Council notifies to the public its intention to prepare a Reserve Management Plan for the Manorburn Dam Recreation Reserve and calls for written suggestions on the proposal.

C. Agrees in accordance with the Reserves Act 1977 to notify for submission a Draft Reserve Management Plan for the Manorburn Dam Recreation Reserve.

D. Requests a report regarding a potential management agreement with the Lower Manorburn Working Group to the next meeting of the Board.

3. Discussion

Earlier this year the Group applied to the Otago Regional Council ECO fund for $50,000 for the removal of wilding conifers within the reserve and undertake native revegetation plantings. Due to the number of applications received to the fund a total of $11,414.30 was approved for the Group from their application.

The Group needs to uplift the funds before 22 November 2024 with one of the conditions being that the grant is subject to a management agreement being reached with the property owner, the Council.

Appendix 1 - indicates the area where the Group wish to undertake the project, which is to remove the wilding conifers, fence the area and plant with a selection of suitable native plants.

The Vincent Community Board (the Board) has approved the preparation of a Reserve Management Plan and following that a reserve development plan for this reserve. It is unlikely the Groups proposal will impact on either of these yet to be prepared plans. It is therefore proposed that a management agreement be offered to the Group.

Typically, such agreements determine maintenance responsibility and length of time for the agreement usually between 3 and 5 years. It is expected that after the agreed time period the plants would be established, and Council would assume maintenance responsibilities. Health and Safety is also addressed within the agreement.

4. Financial Considerations

There are no financial impacts envisaged for Council with this agreement in the medium term.

5. Options

Option 1 – (Recommended)

That Council enter into a Management Agreement with Lower Manorburn Reserve Working Group to enable the group to undertake the removal of wilding conifers, revegetation planting and construction of a fence within the Manorburn Dam Recreation Reserve as outlined in Appendix 1 of this report.

Advantages:

· The Lower Manorburn Reserve Working Group can access funds from Otago Regional Council to undertake this project.

· Some wilding conifers are removed from the reserve.

· Revegetation plantings are undertaken within the reserve.

· A volunteer community group is supported.

Disadvantages:

· This project is undertaken without and overall development plan for the reserve.

Option 2

Council does not enter into a management agreement with Lower Manorburn Reserve Working Group.

Advantages:

· A comprehensive reserve development plan can be prepared.

Disadvantages:

· Otago Regional Council grant funding will be forfeited.

· No reserve improvement is carried out.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by entering into an agreement with a community group that wishes to enhance the environment with wilding removal and subsequent revegetation plantings.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	Supports ecosystem enhancement in the Lower Manorburn Dam Reserve
Risks Analysis	There are no preceived risks for Council in this proposal.
Significance, Consultation and Engagement (internal and external)	Not required for this project.

7. Next Steps

Prepare a draft Management Agreement for the Lower Manorburn Reserve Working Group to enable them to commence their project outlined in Appendix 1 of this report.

8. Attachments

Appendix 1 - Lower Manorburn Reserve Working Group Project Proposal. ⇩

29 October 2024

24.9.3 Molyneux Stadium

Doc ID: 1957095

Report Author:	Tara Bates, Property Officer
Reviewed and authorised by:	Lee Webster, Acting Group Manager - Planning and Infrastructure

1. Purpose of Report

To consider the status of the Molyneux Stadium and a staged investment approach for maintenance and compliance work to retain the building and bring it up to standard.

Recommendations

That the Vincent Community Board

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

B. Approves a staged investment approach for the Molyneux Stadium to continue to proceed with maintenance and compliance work to make the building fit for purpose as recommended in the Building Condition Assessment attached as Appendix 1.

C. Recommends to Council to approve an estimated $1,200,000 for maintenance and refurbishment/renewal work over nine years in the Draft Long-Term Plan 2025-34 as recommended in the Building Condition Assessment and the quantity surveyors estimated costs set out in Table 1 of the report, funded from Vincent Community Board Reserves.

D. Recommends to Council to approve for earthquake strengthening, required asbestos removal, and fire safety and accessibility compliance work to the Molyneux Stadium to proceed in year 2027/28 of the Draft Long-Term Plan 2025-34 at an estimated cost of $4,430,000, funded from Vincent Community Board Reserves.

E. Authorises the Chief Executive to do what is necessary to give effect to the resolutions.

2. Background

At the Vincent Community Board meeting on 9 September 2024 this report was left on the table until after Council had considered a decision on district funding of properties, parks, cemeteries, pools and museums.

The report has been revised to update the next steps.

At a Vincent Community Board (VCB) meeting on 2 April 2024 a report was presented to the Board to consider funding for a quantity surveyors estimate to provide updated costs for all compliance and maintenance items required for the Molyneux Stadium.

The Board resolved the following:

That the Vincent Community Board

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

B. Approves expenditure of an estimated $20,000 for a quantity surveyor’s cost estimate for compliance and maintenance work to bring the Molyneux Stadium up to current building standards to be funded from existing unspent budgets.

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

The report also provided a summary background of the Stadium building, how it is used and previous reports obtained. A copy of the report is attached as Appendix 1.

The next steps set out in the report from that meeting were as follows:

· A quantity surveyor is engaged to carry-out the cost estimate for required compliance and maintenance work to the Stadium.

· Once the cost estimate has been received, a report will be presented to the Board with an update on the full costs required to bring the Stadium up to current building standards.

A quantity surveyors estimate has been obtained which provides an updated estimate of costs for the earthquake strengthening and estimated costs for asbestos removal, accessibility and fire safety upgrades and maintenance items from the building condition assessment.

3. Discussion

Molyneux Stadium is a highly utilised community facility with multiple spaces, including a gymnasium, changing rooms, and other rooms leased by local sports organisations. The stadium requires ongoing maintenance and upgrades to remain safe and functional.

Several assessments of the building have been carried out which highlight the following key issues:

Seismic Risk: A 2020 Detailed Seismic Assessment (DSA) rated the stadium as under 20% of the New Build Standard (NBS) which means an increased life safety risk in the event of a major earthquake compared to a new building. The low NBS rating, high use and large capacity of the building makes it a priority for strengthening under council policy.

Asbestos: An Asbestos Survey confirmed there is asbestos found in various parts of the building. Some of this will require removal, especially before seismic work.

Accessibility: The building lacks adequate accommodations for people with disabilities, which means modifications are required to improve accessibility.

Fire Safety: The fire safety systems require upgrades, including alarms, lighting, and potentially a sprinkler system.

Building Condition: A 2023 Building Condition Assessment rated the building's overall condition as good/moderate but identified some elements needing urgent remediation due to reaching the end of their useful life. The assessment recommends prioritising remediation of critical elements and itemises maintenance and capital works over the next 30 years. Without maintenance, the stadium’s remaining useful life (RUL) could decrease rapidly, but strategic investment could extend its life by 20-30 years.

The overall condition of the building has been assessed as good/moderate. Table 4.1 shows the condition grading scale used for the assessment.

A copy of the Building Condition Assessment is attached as Appendix 2.

Table 1 below summarises the estimated costs for the next 30 years for all maintenance and capital works identified in the Condition Assessment, DSA, and Asbestos, Fire Safety and Accessibility Reports based on the quantity surveyors report per financial year (or collection of years). The maintenance costs have been split across the financial years as recommended in the Condition Assessment.

Table 1

*Financial Year*	*Maintenance/* *Renewals*	*Asbestos Removal*	*Earthquake Strengthening*	*Accessibility upgrade*	*Fire Safety Upgrade*	*Total estimated cost*
2025/26	$369,322					$369,322
2026/27	$18,464		$50,000 (Design)			$68,464
2027/28	$113,733	$912,525	$1,505,000	$795,000	$1,170,000	$4,496,258
2028/29	$254,700					$254,701
2030/31	$249,902					$249,902
2031/32	$74,578					$74,578
2032/33	$116,088					$116,088
*Potential Sub Total* *LTP 2024-34*	$1,196,787	$912,525	$1,555,000	$795,000	$1,170,000	$5,629,313
*Financial Year*	Maintenance/ Renewals	Asbestos Removal	Earthquake Strengthening	Accessibility upgrade	Fire Safety Upgrade	Total estimated cost
2034/35	$181,544					$181,544
2037/38	$43,311					$43,311
2038/39	$525,973					$525,973
2039/40	$165,000					$165,000
2041/42	$441,391					$441,391
2042-49	$1,854,809					$1,854,809
				Potential Sub Total LTP 2035-45		$3,212,028.00
2050-60	$3,077,745					$3,077,745
				Potential Total Investment over 30 years		$11,919,085

Some of the major maintenance cost items over the next 10 years that are included in the table above are summarised as follows:

2025/26

· Replace deteriorated external cladding to north and south ends

· External painting to entire building

· Roof repairs

· Replace entry doors

2026/27

· Replace ceilings

2027/28

· Replace toilet partitions

· Polyurethane coating to gymnasium and mezzanine floors

2028/29

· Internal painting to change rooms, gymnasium and entry

· Replace spouting

· Replace changing room partitions

2030/31

· Replace hardboard ceilings to change rooms and toilets

· Replace vinyl

2031/32

· Replace heaters in Gymnasium and toilets

2032/33

· Replacing acoustic ceiling panels

· New shower partitions

The cost estimates also include approximately $130,000 of lighting and electrical upgrades over the next 10 years.

The total recommended cost for maintenance, renewal and compliance work to the Stadium over the next 30 years is around $12,000,000.

New Build

The estimated cost of a new build for a 2500m2 building similar to the existing Stadium would be approximately $15,000,000 based on a conservative m2 rate of $6,000/m2. This does not include demolition and disposal costs of the old building which could be between $300,000 - $500,000 depending on the extent of asbestos disposal required.

If a new building was being proposed it would also be necessary to consider the most appropriate design and location which would add additional cost for investigation and public consultation.

4. Financial Considerations

The proposed staged investment estimated costs for the Molyneux Stadium over the next nine years is set out in the table below with a total cost of around $5,630,000. This will allow the 25-30 year remaining useful life of the building to be retained and protected and is likely to be extended well beyond 30 years.

The below figures are proposed to be included in the draft Long-Term Plan 2025-34.

*Financial Year*	*Maintenance/* *Renewal*	*Asbestos Removal*	*Earthquake Strengthening*	*Accessibility upgrade*	*Fire Safety Upgrade*	*Total estimated cost*
2025/26	$369,322					$369,322
2026/27	$18,464		$50,000 (Design)			$68,464
2027/28	$113,733	$912,525	$1,505,000	$795,000	$1,170,000	$4,496,258
2028/29	$254,700					$254,701
2030/31	$249,902					$249,902
2031/32	$74,578					$74,578
2032/33	$116,088					$116,088
2033/34						0
*Potential Sub Total* *LTP 2024-34*	$,196,787	$912,525	$1,555,000	$795,000	$1,170,000	$5,629,313.00

Depreciation is collected for the stadium which has been used for capital spending over the years, but the current balance is low and will not be sufficient to offset the recommended capital spend for maintenance, compliance and renewal.

There are a number of options for funding the $5,630,000 over nine years.

Option 1

The $5,630,000 total spend over nine years is recommended to be funded from Vincent Community Board (VCB) reserves. This would utilise income derived from Dunstan Park subdivision land sales of VCB endowment land. The current unrestricted available balance of the VCB Reserves account is around $6,500,000.

Option 2

As an alternative option the $5,630,000 could be funded from Vincent Community Board (VCB) reserves with an internal loan which is then paid back over 20 years. This would mean that the VCB reserves would be paid back and could be used for other projects in the future. The estimated impact on rates for the $5,630,000 spend on improvements for the Stadium for a 20-year loan at 5% interest with repayments and depreciation funded is approximately $118 per Vincent ward rate payer per year. In years 2025/26 and 2026/27 prior to earthquake strengthening this would of course be significantly less at approximately $9 per year per Vincent ratepayer.

Option 3

The $5,630,000 could also be funded from Vincent Community Board (VCB) reserves but with half the cost at $2,815,000 as an internal loan which is then paid back over 20 years. The estimated impact on rates for the $2,815,000 spend on improvements for the Stadium for a 20-year loan at 5% interest with repayments and depreciation funded is approximately $59.50 per Vincent ward rate payer per year.

Option 4

There is also an option to only rate for depreciation to cover the loan repayments which would increase rates by around $89 per ratepayer per year for the full $5,630,000 or $37.19 for half the amount. This however carries risk for future generations as there would be no depreciation accumulated for future work beyond 20 years.

5. Options

Option 1 – (Recommended)

1. Approve a staged investment approach for the Molyneux Stadium to continue to proceed with maintenance and compliance work to make the building fit for purpose as recommended in the Building Condition Assessment (attached as Appendix 1).

2. Recommend to Council to approve an estimated $1,200,000 over nine years for maintenance or refurbishment/renewal in the Draft Long-Term Plan 2025-34 as recommended in the Building Condition Assessment and quantity surveyors estimated costs as out in Table 1 of the report, funded from the VCB reserves account.

3. Recommend to Council to approve for earthquake strengthening, asbestos removal, and fire safety and accessibility compliance work to the Molyneux Stadium to proceed in year 2027/28 of the Draft Long-Term Plan 2025-34 at an estimated cost of $4,430,000, funded from the VCB reserves account.

Advantages:

· Urgent maintenance will be completed and further deterioration of the building will be reduced.

· The Remaining Useful Life of the building will remain at 25-30 years and as more maintenance and compliance work is completed will be increased.

· The Molyneux Stadium is a well-used and valued community facility that poses a high risk to users in the event of an earthquake. Prioritising earthquake strengthening reduces this risk sooner and recognises the significance of the Stadium within the community.

Disadvantages:

· A significant amount of investment is required on the building to complete earthquake strengthening and compliance work in 2027-28.

Option 2

1. Approve a staged investment approach for the Molyneux Stadium to continue to carry out maintenance and compliance work to make the building fit for purpose as recommended in the Building Condition Assessment (attached as Appendix 1).

2. Approves a level of investment on maintenance for refurbishment and renewal of an estimated $1,200,000 in the Draft Long -Term Plan 2025-34 as recommended in the Building Condition Assessment and costs set out in Table 1 of the report.

3. Approves for earthquake strengthening, asbestos removal, and fire safety and accessibility compliance work to the Molyneux Stadium to be delayed later than 2027/28 as decided by the Board.

Advantages:

· The cost of earthquake strengthening will be delayed so the impact on rates will also be delayed.

Disadvantages:

· The cost of earthquake strengthening work and related compliance work is likely to increase.

· The risk associated with further delay before the Stadium is earthquake strengthened, considering its high use and large capacity, may not be considered acceptable by the community.

Option 3

The Board does not approve the staged investment for the Molyneux Stadium as recommended in the Building Condition Assessment and a different direction for the Stadium is recommended by the Board.

Advantages:

· The Board may consider the recommended investment is not appropriate for an existing building and that the potential for a new Stadium building should be investigated.

Disadvantages:

· Deferring any maintenance, compliance and refurbishment/renewal work on the Stadium will result in further deterioration of the building which is likely to increase costs when or if it does go ahead.

· A new building will cost significantly more than maintenance and refurbishment of the existing building with a greater impact on rates over a much shorter period. In the current economic climate this is not likely to be accepted by the community.

· Potential drop in income from venue rentals and hires.

Alternative Funding Options

Alternative Funding Option 1

The $5,630,000 is funded from Vincent Community Board (VCB) reserves as an internal loan which is then paid back over 20 years with an estimated rates impact of $118 per Vincent ward rate payer per year.

Advantages:

· The VCB general reserves will gradually build up again and can be used for other projects.

Disadvantages:

· The estimated impact on rates for the $5,630,000 spend on improvements for the Stadium for a 20-year loan at 5% interest with both repayments and depreciation funded is approximately $118/year per Vincent ward rate payer. In years 2025/26 and 2026/27 prior to earthquake strengthening this would of course be significantly less at approximately $9 per year per Vincent ratepayer.

Alternative Funding Option 2

The $5,630,000 is funded from Vincent Community Board (VCB) reserves but with half the cost at $2,815,000 as an internal loan which is then paid back over 20 years with an estimated impact on rates of $59.50 per Vincent ward rate payer per year.

Advantages:

· The VCB general reserves balance will gradually build up again as loan is repaid and can be used for other projects.

· The impact on rates would be less than if the total amount of $5,630,000 was funded through an internal loan.

Disadvantages:

· The estimated impact on rates for the $2,815,000 spend on improvements for the Stadium for a 20-year loan at 5% interest with repayments and depreciation funded is approximately $59.50 per Vincent ward rate payer per year.

Alternative Funding Option 3

To only rate for depreciation to cover the loan repayments which would increase rates by around $89 per ratepayer per year for the full $5,630,000 or $37.19 for half the amount.

Advantages:

· The VCB general reserves balance will gradually build up again as loan is repaid and can be used for other projects.

Disadvantages:

· Rates would increase by around $89 per ratepayer per year for the full $5,630,000 or $37.19 for half the amount.

· This option carries risk for future generations as depreciation would only cover the loan repayments and there would be no depreciation accumulated for future work beyond the 20-year term of the loan.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and economic wellbeing of communities, in the present and for the future by assisting the Board to make informed decisions about safeguarding the future of a well-used community facility.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This decision is consistent with Council plans and policies.
Considerations as to sustainability, the environment and climate change impacts	There are no sustainability, environment or climate change impacts associated with this decision.
Risks Analysis	The Condition Assessment identifies the current remaining life of the building as 25-30 years if ongoing maintenance is carried out and items in poor condition are fixed within two years. If maintenance is deferred the condition of the building will deteriorate and the cost to fix will only increase. Under the current earthquake strengthening legislation outlined in the Building Act strengthening work must be carried out on the Stadium by 2045 or 2049 when proposed legislative amendments take effect. However, considering the high use and importance of the building within the community delaying earthquake strengthening work for another 10 years or more may not be seen as an acceptable level of risk for users. This may cause reputational risk to Council particularly if an event were to occur.
Significance, Consultation and Engagement (internal and external)	The level of investment to proceed with the earthquake strengthening of the building is significant. The proposed level of investment for the Stadium will be included in the Draft Long- Term Plan 2025-34 which will be publicly consulted on before being adopted by Council in 2025.

7. Next Steps

· Council considers approval of the VCB recommendations from this report at their meeting on 27 November 2024.

· The Draft Long-Term Plan 2024-35 goes out for public consultation in March 2025.

· The Draft Long-Term Plan is adopted by Council in June 2025.

8. Attachments

Appendix 1 - 20240204 Molyneux Stadium VCB report.pdf ⇩

Appendix 2 - 20240109 Molyneux Stadium Building Condition Assessment Report.pdf ⇩

29 October 2024

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Description automatically generated

24.9.4 2025 Meeting Schedule

Doc ID: 1898757

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

1. Purpose of Report

To approve a schedule of Vincent Community Board meetings for 2025.

Recommendations

That the Vincent Community Board

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

B. Adopts the proposed 2025 meeting schedule for the Vincent 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 2025-34 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 2025 meeting schedule.

Advantages:

· Elected members and staff have certainty of dates for meetings in 2025.

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.
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 - 2025 CODC Meeting Calendar ⇩


AGENDA Vincent Community Board Meeting Tuesday, 29 October 2024
Date:	Tuesday, 29 October 2024
Time:	10.00 am
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.)
Peter Kelly Chief Executive Officer

Report Author:	Sarah Reynolds, Governance Support Officer
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support