Agenda of Cromwell Community Board - Tuesday, 5 November 2024

Cromwell Community Board Agenda

5 November 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, 17 September 2024 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), A Mason (Media Marketing Manager), R Williams (Community Development Advisor), F Somerville (Roading Administration Assistant), W McEnteer (Governance Manager)

Note: The Chair and Deputy Chair attended the meeting remotely. In accordance with Standing Order 14.1, Cr Laws was chosen by members to be Chair for the meeting.

1 Apologies

Apology

Committee Resolution

Moved: Sanford

Seconded: Browne

That the apology for lateness received from Cr Gillespie be accepted.

Carried

2 Public Forum

Damian Spring (Executive Director and CEO) and Vicki Blakeborough (Engagement Manager) - Santana Minerals

Mr Spring and Ms Blakeborough spoke to the current activity with regard to mining in Bendigo. They spoke about the potential benefits for the Cromwell are and also noted upcoming drop in sessions at their offices and in Tarras. Mr Spring and Ms Blakeborough then responded to questions.

Odette Hopgood - Friends of Cromwell Cemetery

Ms Hopgood spoke about the group that was about to be formed that were concerned about the repair of the Cromwell Cemetery in particular the rabbit holes that had been dug in and around graves. They showed a video in support of their public forum appearance.

Note: Ms Harrison left the meeting at 2.20 pm and returned at 2.21 pm.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Sanford

That the public minutes of the Cromwell Community Board Meeting held on 6 August 2024 and the Extraordinary Cromwell Community Board Meeting held on 13 August 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

24.9.2 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 it was agreed that the Board could not support the purchase of the proposed infrastructure. It was noted that the event would still proceed without this funding.

Committee Resolution

Moved: Harrison

Seconded: Scott

That the Cromwell Community Board

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

B. Declines the application for $17,000 to Cromwell Radio Yacht Squadron for National Regatta 2024 floating jetty, gazebo and sound system.

Carried

24.9.3 ROAD NAME APPROVAL REPORT - OFF RITCHIES ROAD

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

Committee Resolution

Moved: Browne

Seconded: Sanford

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.

Carried

24.9.4 2025-34 Long-term Plan: Timeline

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

Committee Resolution

Moved: Harrison

Seconded: McConnell

That the report be received.

Carried

6 Mayor’s Report

24.9.5 Mayor's Report

His Worship the Mayor gave an update on his recent activities in the Cromwell Ward.

Committee Resolution

Moved: Laws

Seconded: Browne

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

24.9.6 Chair's Report

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

· Attended the districtisation session in Cromwell.

· Attended the Otago Regional Council air quality talk in Cromwell and noted she was the only attendee.

· Attended the last Council meeting and gave an update on topics discussed.

· Attended a Council Long-term Plan workshop.

· Attended the blessing of the new Wooing Tree cellar door building.

· Attended the AGM of Cromwell Community House.

· Attended a meeting of Old Cromwell and noted the fireworks are scheduled for 27 October.

Committee Resolution

Moved: Laws

Seconded: Sanford

That the report be received.

Carried

8 Members' Reports

24.9.7 Members' Reports

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

Ms Harrison reported on the following:

· Ran the Dunstan Zone primary swimming championships.

· Was a referee for the Central Otago primary school swimming championships.

· Attended the town centre workshop at Council on 28 August.

· Hosted Otago University medical students at Goldfields School as part of their community contact sessions.

· Attended a Central Otago Principals Association meeting and hosted and event at The Moorings with the Ministry of Education.

· Attended Wool On and noted the success of the event.

Mr Scott reported on the following:

· Attended the town centre workshop with Council.

· Attended the districtisation discussion that took place online.

Cr Browne reported on the following:

· Attended the Dunstan Zone primary swimming championships.

· Attended Automobile Association meetings and noted the bike ambassador programme.

· Noted recent meetings of the Community Response Group.

Mr Sanford report on the following:

· Attended the LGNZ community board conference.

· Took part in the Lake Dunstan trail marathon and noted approximately 160 participants in the day, which included supporters.

· Attended the districtisation meeting in Cromwell and the online session.

· Attended the economic development session in Cromwell and in Alexandra.

· Noted that Lake Dunstan Charitable Trust was looking for a new Chair.

· Attended Council town centre workshop.

· Attended business group meetings.

Committee Resolution

Moved: Laws

Seconded: Browne

That the report be received.

Carried

9 Status Reports

24.9.8 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: Scott

Seconded: Harrison

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 5 November 2024.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Sanford

Seconded: Harrison

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

B. That Cr Nigel McKinlay be able to stay after the public is excluded as a Cromwell Ward Councillor

Carried

The public were excluded at 3.08 pm and the meeting closed at 6.38 pm.

5 November 2024

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24.10.3 Cromwell Golf Club - Funding Request

Doc ID: 1935222

Report Author:	Helen Giles, Property and Facilities Officer (Cromwell)
Reviewed and authorised by:	Lee Webster, Regulatory Services Manager

1. Purpose of Report

To consider a request from the Cromwell Golf Club for financial assistance with the removal of trees and site reinstatement, using funds held in the Club’s Fund Account.

Recommendations

That the Cromwell Community Board

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

B. Recommends that the Board approves funding of $14,000 from the Cromwell Golf Club fund to assist with the removal of the trees.

C. Directs that this funding be subject to the provision of a copy of the invoice for the removal of the trees.

2. Background

The Cromwell Golf Club currently leases land situated on a Part Section Block XCII Town of Cromwell comprising 22.279 ha.

In terms of the Reserves Act 1977, the former Cromwell Borough Council established fund accounts for each of the clubs that leased Council reserve land. Each club fund account is funded by the annual rentals that the club pays for the land.

The purpose of the fund accounts is to enable the lessees to build up a capital development fund able to be called upon to spend on their particular reserve/facilities for specific projects. Use of the fund is subject to approval by the Cromwell Community Board.

The balance of the Cromwell Golf Club Fund Account as at 30 June 2024 is $22,925 (note this is an unaudited figure and is subject to change as part of Audit and any end of financial year adjustments.)

3. Discussion

Attached is a letter (see Appendix 1) from the Cromwell Golf Club requesting funds to assist with the removal of Old Man Pine trees and then the resulting land reinstatement as the trees have reached the end of their life and will become a health and safety issue particularly during high winds.

The club engaged Greg Turner (Course Development Advisor) to advise on his philosophy for tree management around the course. The removal of the trees (appendix 2) was identified as a key starting point in the future development of the course, starting with the Old Man Pines due to their age and potential risks. (appendix 3)

The club have already discussed the tree removal and replacement programme with Gordon Bailey, Parks and Recreation Manager at CODC who has given them his approval.

The club has been successful to negotiate with a contractor to fell and remove the trees at no cost to the club but seek funding to assist with plant establishment (appendix 4), stump removal (appendix 5) and costs for bulk earthwork mounding to reinstate the site (appendix 6) for a total amount of $14,000.

The club has only obtained one quote for the work from Skip Johnson of Wanaka Woodchip Ltd, as he is a club member and does the work on a direct cost, non-profit basis, no other contractor would be able to match this quote.

The total cost for all works within this course development stage are $19,000, the club will be using their own money and that raised from selling firewood to pay the balance of the costs not covered by the fund account.

4. Financial Considerations

The Club’s annual rentals have been accumulating within the account for several years. The Club has sufficient money within the account to provide for recommended funding of $14,000.

5. Options

Option 1 – (Recommended)

The Board approves the request for funding from the Cromwell Golf Club’s fund account to assist with the removal of the trees and replacement programme.

Advantages:

· The club can use the funds that have accumulated within its fund account to assist with the redevelopment of the Club’s facilities.

· Improvement and sustainability of a safe golf course environment.

Disadvantages:

· The funds will be diminished by $14,000 for future projects which might be required.

Option 2

The Board declines the request for funding from the Cromwell Golf Club’s fund account to assist with the removal of the trees and replacement programme.

Advantages:

· The fund remains intact for future projects.

Disadvantages:

· The purpose of the Club’s fund account is to accumulate funds to assist with the redevelopment of the Club’s facilities, and the removal of trees is not directly facility redevelopment. However, it directly contributes to the upkeep and redevelopment of the course.

· The decision to decline the funding request would be inconsistent with previous Board decisions to provide funds as requested by the club facility development

· If the Board declined the request, the Club would need to raise additional funding to assist with the tree removal and replacement costs.

· The safety of golf course users and staff could be affected by trees not being removed in a timely and controlled manner.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by meeting the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost effective for households and business. Providing funding towards the removal of the trees will maintain safety and contribute to a good quality golf course in Cromwell.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Not applicable in this instance.
Considerations as to sustainability, the environment and climate change impacts	Removing the trees in a controlled manner allows the club to time the work with the usage demands of the course and the ideal times of the year to successfully reinstate the area.
Risks Analysis	If the trees are not removed in a timely and controlled manner, they could naturally remove themselves, particularly during high wind. Whilst this work is not urgent, it is encouraged sooner rather than later.
Significance, Consultation and Engagement (internal and external)	The proposal does not exceed any of the thresholds nor meet any of the criteria in the Significance and Engagement Policy and public consultation is not considered required.

7. Next Steps

· Inform Cromwell Golf Club of the Board’s decision.

· Payment of the $14,000 inc GST to be processed on receipt of a copy of the invoice.

8. Attachments

Appendix 1 - CODC - Reserve Fund Application letter from Cromwell Golf Course - September 2024.pdf ⇩

Appendix 2 - Aerial view of trees to be removed between fairway 12 and 15 - Cromwell Golf Club ⇩

Appendix 3 - Greg Turner - site visit notes - Feb 2024 ⇩

Appendix 4 - Quote 1 - Site Establishment - Cromwell Golf Club ⇩

Appendix 5 - Quote 2 - Stump Removal - Cromwell Golf Club ⇩

Appendix 6 - Quote 3 - Landscaping - Cromwell Golf Club ⇩

5 November 2024

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24.10.4 2025 Meeting Schedule

Doc ID: 1898782

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 Cromwell Community Board meetings for 2025.

Recommendations

That the Cromwell Community Board

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

B. Adopts the proposed 2025 meeting schedule for the Cromwell 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.pdf ⇩


AGENDA Cromwell Community Board Meeting Tuesday, 5 November 2024
Date:	Tuesday, 5 November 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

Report Author:	Rebecca Williams, Community Development Advisor
Reviewed and authorised by:	Dylan Rushbrook, Group Manager - Community Vision

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