Agenda of Cromwell Community Board - Tuesday, 17 June 2025

Cromwell Community Board Agenda

17 June 2025

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 May 2025 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), L van der Voort (Group Manager - Planning and Infrastructure), N Lanham (Economic Development Manager), G Robinson (Property and Facilities Manager), G Bailey (Parks and Recreations Manager), M Burnett (Parks Officer Strategy and Planning), A Mason (Media and Marketing Manager), R Williams (Community Development Advisor), G Chrystall (Facility Experience Manager), H Giles (Property and Facilities Officer Cromwell), Z Zeelie (Team Leader Statutory Property), M Ridd (Statutory Property Officer), P Quinn (Project Manager Property), M Tohill (Communications Officer), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Browne

Seconded: Sanford

That an apology from Cr N Gillespie and an apology for early departure from Ms McConnell be received and accepted.

Carried

2 Public Forum

Caitlyn Dykes - Cromwell and Districts Promotion Group

Ms Dykes described the objective of the group to promote Cromwell as a great place to stay, play and visit. She outlined the group's organized events and emphasized their dedication to ongoing growth and development. Ms Dykes thanked the community for their support and acknowledged the volunteers who work tirelessly to ensure the professional delivery of the events.

Friends of the Cromwell Cemetery - Katie Seymour and Cheryl Sanders

Ms Seymour and Ms Sanders spoke to their application for grant funding to construct a rabbit proof fence in the Cromwell Cemetery. They outlined their ambition to work alongside CODC to restore the cemetery to a well-maintained and cared for site that everyone could be proud of. They noted their belief that the construction of a rabbit-proof fence was essential as it would ensure the graves were protected from future damage.

Ms Seymour and Ms Sanders then responded to questions.

Andy Erskine - Cromwell Speedway

Mr Erskine outlined the events that the Cromwell Speedway ran and noted the safe and structured environment for motorsport they offered, that brought families together and gave youth the opportunity to learn mechanical and driving skills. He detailed the contribution that the club make towards to local economy and tourism. He wanted the board to consider the terms for the club in the proposed lease and the clubs ambition to create a sustainable model for operating into the future.

Eve O’Brien - Central Otago Friendship Network (via telephone)

Ms O’Brien gave an overview of the work that the charitable trust do to help connect and support individuals who experience isolation or loneliness. The trust currently had two part-time support workers and approximately 30 volunteers and supported over 70 individuals.

Ms O’Brien noted that this grant application is to help them extend their services in Cromwell and to provide more consistent support within the ward and to help link up with other agencies in the area.

Ms O’Brien then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Scott

Seconded: Sanford

That the public minutes of the Cromwell Community Board Meeting held on 25 March 2025 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

Note: By permission of the meeting item 25.3.9 was heard first.

25.3.9 Proposal to Approve a New Lease with Central Speedway Club Cromwell Incorporated

To consider entering into a new lease agreement with Central Speedway Club Cromwell Incorporated over the land situated on Sandflat Road, Cromwell comprising 8.3217 hectares more or less being Lot 1 DP 403966 (“The Leased Area”).

Discussion followed on the opportunity to rebate some of the money accrued from rent payments back to the Cromwell Speedway club to allow them to further develop the property. It was noted that the board would need to be provided with the clubs financial statements in order to make a decision on any potential rebate.

It was confirmed that board wanted to maintain the lease with Cromwell Speedway and that option 3 in the report would not be considered.

Committee Resolution

Moved: Browne

Seconded: Scott

That the Cromwell Community Board recommend:

That the report is left to lie on the table to allow the board to be provided with updated financials, from the group to ascertain what, if any rebate might be applicable.

Carried

25.3.2 2024/25 Community and Promotions & Events Grants Applications - 2nd Funding Round

To consider the second round of the community and promotions & events grant applications for the 2024/25 financial year. To consider applications to the 2025/26 year promotions and events grant.

Committee Resolution

Moved: Sanford

Seconded: Browne

A. Receives the report and accepts the level of significance

B. Approves a grant of $4,000 to the Central Otago Friendship Network for the Cromwell Social Connection Support project.

C. Requests that the Friends of the Cromwell Cemetery Group complete a project plan, in consultation with the Central Otago District Council’s Parks and Recreation Department, and resubmit an application in the next funding round.

D. Approves a grant of $97,500 To Cromwell and Districts Promotions Group for Light Up Winter, Street Party and Fireworks and National Cherry Pit Spitting Championships 2025 events.

E. Notes that any grants approved for funding from the 2025 -26 financial year draft Long-term Plan budget are subject to budgets remaining unaltered and the approval and adoption of 2025-2034 Long Term Plan.

F. 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

Note: Ms McConnell left the meeting at 3.12 pm and did not return.

Note: The meeting was adjourned at 3.15 pm and resumed at 3.26 pm

25.3.3 Cromwell Hall Operating Decisions

For the board to make regular decisions on how the Cromwell Memorial Hall will operate once opened. This is a progress report to consider recommendations to Council on the proposed operations of the Cromwell Memorial Hall.

The was noted that in order to appeal to all members of the community and to increase revenue consideration would need to be given to a broad variety of commercial opportunities to deliver an operating model that maximised all the facets of the building.

Committee Resolution

Moved: Browne

Seconded: Laws

That the Cromwell Community Board

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

B. Supports the café space and cinema and catering kitchen being considered for lease to commercial operators through Councils normal procurement process.

C. Recommends to Council that staff seek broad options through expressions of interests to run spaces in recommendation B so all opportunities could be considered.

D. That staff bring a report back to Cromwell Community Board for its consideration.

Carried

25.3.4 Museum Fitout within the Cromwell Memorial Hall

For the board to receive the report and make recommendations to Council for CODC officers to facilitate the fitout of the Museum in the new Cromwell Memorial Hall facility. It was noted that indication from external funders had been favourable but that this was not yet guaranteed.

Committee Resolution

Moved: Scott

Seconded: Laws

That the Cromwell Community Board

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

B. Recommends to Council officers facilitate the fitout of the museum in the new Cromwell Memorial Hall

C. Recommends to Council to delegate financial authority to the Chief Executive in the amount $1.6 million enabling awarding the design and fitout to nominated suppliers as per the procurement policy process, subject to successful external grant funding of $500,000.

D. Recommends authorising the Chief Executive Officer to do all that is necessary to give effect to these resolutions.

Carried

25.3.5 Approve Draft Cromwell Racecourse Reserve Management Plan for Consultation

To consider approving the draft Cromwell Racecourse Reserve Management Plan 2025 for consultation. The board requested that all affected parties and users of the Racecourse Reserve and Anderson Park take part in the submission process in order for the board to have the full picture of how the areas were used and any potential issues with the draft management plan.

Committee Resolution

Moved: Browne

Seconded: Laws

That the Cromwell Community Board

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

B. Approves the draft Cromwell Racecourse Reserve Management Plan 2025 for public consultation in accordance with Section 41 of the Reserves Act 1977. The land is legally described as Lot 1 DP 301554, Cromwell District, part Certificate of Title 64/76.

C. Agrees that the Cromwell Community Board will hear submissions received on the draft Plan.

Carried

25.3.6 Cromwell Cemetery Extension Stage 1

To approve the Cromwell Cemetery Development Plan for Stage1.

It was discussed that Stage 1 would not herald the aesthetic improvements that some members of the community were asking for, but that this was part of a long-term vision to improve all aspects of the site.

Committee Resolution

Moved: Sanford

Seconded: Scott

That the Cromwell Community Board

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

B. Approves the Cromwell Cemetery Development Plan for Stage1 subject to the adoption of the 2025-34 Long-term Plan.

Carried

25.3.7 Road Name Approval Report - Shannon Farm

To consider a request to name eight roads in the Shannon Farm subdivision in Cromwell.

The board considered the names proposed and agreed that some of the suggested names were repeats of existing roads and that the use of fruit varieties was not appropriate in this context.

Committee Resolution

Moved: Laws

Seconded: Sanford

That the Cromwell Community Board

Leave the report to lie on the table and request that the developer to look at the history of the area and the CODC approved road naming list and come back to staff with future suggestions.

Carried

Note: Mr Scott declared an interest in item 25.3.8 and did not take part in the discussion or vote on the item.

25.3.8 Cromwell Golf Club - Funding Request

To consider a request from the Cromwell Golf Club for financial assistance with the purchase of a new Turf Cutter using funds held in the Club’s Fund Account.

Committee Resolution

Moved: Laws

Seconded: Browne

That the Cromwell Community Board

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

B. Recommends that the Board approves funding of $6,950.00 (exc. GST) from the Cromwell Golf Club fund to purchase a new turf cutter, subject to the provision of a copy of the invoice being submitted to staff.

Carried

6 Mayor’s Report

Her Worship the Mayor was not present at the meeting.

7 Chair's Report

25.3.11 Chair's Report

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

· Had attended the ANZAC ceremony at the Cromwell Cemetery noting the special service, the speakers and the good numbers in attendance.

Committee Resolution

Moved: Browne

Seconded: Harrison

That the report be received.

Carried

8 Members' Reports

25.3.12 Members' Reports

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

Mr Scott reported on the following:

· Attended a planning meeting with Cromwell and Districts Promotions Group to discuss the planned quiz night with Peter Williams.

· Attended a meeting with the Cromwell Friends of Cromwell Cemetery Group.

· Attended the ANZAC day service at Bannockburn and was honoured to read the names of the fallen from Bannockburn and Nevis Valley.

· Met with Peter Kelly and other staff to discuss the future of the Cromwell Golf Club.

Cr Browne reported on the following:

· Attended the Central Otago Athletics day.

· Transported children to the ‘Top Bike’ event at Molyneux Park, noting the well supported day out and great collaboration from outside agencies.

· Attended the Wakatipu High School production of Mama Mia.

· Attended commissioner training for the hearings panel.

· Attended an AA forum for Central Lakes, considering a submission to NZTA to reduce the speed limit reduction at McNulty Road onto SH8.

· Attended the Cromwell ANZAC day service.

· Attended an Cromwell community response group meeting, noted they are planning another community day to encourage people to get prepared for an emergency event.

Mr Sanford reported on the following:

· Attended a kids ‘online safety’ meeting that was held at the Cromwell College.

· Attended two Long-term Plan public workshop, noting the poor attendance.

· Went to Speedway twice over Easter.

· Went to Wheels at Wanaka.

· Attended the Lowburn ANZAC day service.

· Attended the AF8 workshop in Alexandra.

· Attended meetings with the Friends of Cromwell Cemetery.

Cr Laws reported on the following:

· Gave an update on the March and April Council meetings.

· Attended the Long-term Plan public sessions, noting the low numbers.

· Attended a Friends of Cromwell Cemetery meeting.

· And the same night attended an Old Cromwell meeting.

· Attended the ANZAC day service in Tarras, noting the good turnout and moving speeches.

Committee Resolution

Moved: Browne

Seconded: Sanford

That the report be received.

Carried

9 Status Reports

25.3.13 May 2025 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: Scott

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 17 June 2025.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Scott

Seconded: Browne

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 Ordinary Board Meeting	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
25.3.14 - May 2025 Confidential Governance 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 4.30 pm and the meeting closed at 5.02 pm

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CHAIR / /

17 June 2025

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5 Reports

25.4.2 Road Name Approval Report - Shannon Farm

Doc ID: 2480318

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 eight roads in the Shannon Farm subdivision in Cromwell.

Recommendations

That the Cromwell Community Board

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

B. Agrees that the roads be named Infinity Drive, Omega Crescent, Leyser Lane, Staccato Close, Rainier Place, Goldrich Place, Springcrest Court and Sonnet Place.

2. Background

At its meeting on 6 May 2025, the Cromwell Community Board was presented with eight proposed road names; the Board acknowledged that Leyser and Infinity were acceptable but suggested that the proposed stone fruit themed names be reconsidered to better reflect the history of Ripponvale.

As a result, the report was left to lie on the table to allow the developer time to consider alternative names.

In accordance with the policy and the Standard, proposed road names must:

· Consist of a single word or surname;

· Be non-offensive;

· Be easy to pronounce, spell, and understand.

Within the Central Otago District, proposed names must also:

· Not duplicate any existing road name;

· Not be similar in spelling or pronunciation to an existing road name.

Where a proposed name is derived from te reo Māori, it must be endorsed by Iwi.

3. Discussion

The roads requiring names are identified as Roads 1–8 on the attached plan (Appendix 1).

The developer has considered the Community Board’s request to explore alternative road names that better reflect the history of the Ripponvale area. The attached submission (Appendix 4) outlines the developer’s response, including the historical context of the site, the rationale for the proposed names, and updated options for the eight roads within Stage 1 of the Shannon Farm development.

The proposed names for consideration by the Cromwell Community Board are:

Road 1 – main road through Shannon Farm

Option	Name	Reason
1	Infinity Drive	Infinity Investment Group owns 50% of NZ Cherry Partnership which owns Shannon Farm. Infinity is the developer of Shannon Farm.

Road 2 – main road around Village Green

Option

Name

Reason

Omega Crescent

Preapproved Community Board name:

Place name – Alpha and Omega were also gold mining towns in California (est. in the 1850’s) - both towns were mostly engulfed by hydraulic diggings; Last letter of the Greek alphabet. Omega is also a variety of plum.

Fortune Crescent

Stone fruit (plum) as the area is well known for stone fruit.

Road 3 – side road to sections that boarders the cherry orchard

Option	Name	Reason
1	Leyser Lane	The Leyser family is the original farm owner since 1970 until the purchase of the land for the development.

Road 4 – ROW to sections that borders orchard

Option

Name

Reason

Staccato Close

Stone fruit (cherry) as cherries are grown on the property and next door for over 25 years.

Manuka Close

Preapproved Community Board name:

Trees originally found in district.

Road 5 – ROW to sections that borders orchard

Option

Name

Reason

Rainier Place

Stone fruit (cherry) as cherries are grown on the property and next door for over 25 years.

Bracken Place

Preapproved Community Board name:

Shrubs originally found in district.

Road 6 – ROW to sections that borders orchard

Option

Name

Reason

Goldrich Place

Stone fruit (apricot) as apricots were grown on the land.

Aurora Place

Preapproved Community Board name:

A former gold mine at Bendigo.

Road 7 – ROW to sections that borders orchard

Option

Name

Reason

Springcrest Court

Carrying on with the stone fruit theme (peaches) grown in the area of Cromwell.

Redwood Court

Preapproved Community Board name:

Trees originally found in district.

Road 8 – ROW

Option

Name

Reason

Sonnet Place

Carrying on with the stone fruit theme (cherry) grown in the area of Cromwell.

Menzies Place

Preapproved Community Board name:

John Menzies and David Stewart built the dam at Stewart Town that supplied the miners with water; William Menzies owned the Nevis Hotel; his descendants still live in the area.

4. Financial Considerations

All costs for the application and road signage will be met by the developer.

5. Options

Option 1 – (Recommended)

Name the roads listed 1-8 as proposed.

Advantages:

· Names are the preferred choice of the developer.

· Names acknowledge family history, developer investment and agricultural significance.

· Names comply with the Council policy.

Disadvantages:

· None identified

Option 2

Select alternative names provided in list above.

Advantages:

· Names comply with Council policy.

· Names are from the Cromwell approved road naming list.

Disadvantages:

· Names are alternative to the preferred names provided by the developer.

Option 3

Decline the names provided by the developer and select alternative names 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 these road names 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 - Plan - Shannon Farm Stage 1(2) .docx ⇩

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

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

Appendix 4 - Street Names Submission to CODC May 2025.pdf ⇩

17 June 2025

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25.4.3 Road Renaming and Naming Approval for Wooing Tree Development

Doc ID: 2466415

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 the renaming Kawariki Court to Plover Court and naming an unnamed road off Plover Court, Kawariki Court.

Recommendations

That the Cromwell Community Board

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

B. Recommends to Council that Kawariki Court be renamed Plover Court.

C. Approves the unnamed road off Plover Court be named Kawariki Court.

2. Background

The Cromwell Community Board received a report in August 2022 requesting to name several roads in the Wooing Tree development. Plover Court and Kawariki Court were both approved as per the plan provided at the time showing a greenway separating the two roads. A snip of the plan is below for your reference.

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A copy of the August 2022 resolution is below. A screenshot of a document

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3. Discussion

There has been a recent change to the layout of the Wooing Tree development. Plover Court is now proposed to extend through the greenway, creating a continuous road. Given this change, it is considered appropriate to retain the name Plover Court for the entire length of the road. This means the section of road previously named Kawariki Court will be renamed as part of the extension of Plover Court. This will require approval from the Cromwell Community Board and Council to formalise the renaming.

In addition, a request has been made to name the only remaining unnamed road within the development. The preferred option is to apply the already approved name Kawariki Court. The image below shows the proposed road naming layout.

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In accordance with the Road Naming Policy, alternative name options—Arthur, Chalmers, and Vulcan—which were previously tabled by the developer, are presented again for consideration:

· Arthur – In recognition of Leslie Arthur, a gold miner and stonemason.

· Chalmers – A reference to Nathaneal Chalmers, a pastoralist and adventurer who was guided by a Māori Chief from Mataura into the hinterland.

· Vulcan – Named after the New Zealand Rail Motor units, commonly referred to as “Vulcans” by the community.

4. Financial Considerations

All costs for the applications and road signs will be met by the developer.

5. Options

Option 1 for Road Renaming – (Recommended)

Rename the current Kawariki Court, Plover Court.

Advantages:

· Creates a seamless continuation of Plover Court following the layout change.

· Aligns with the developer’s request.

Disadvantages:

· None identified.

Option 2

Retain current road name being Kawariki Court.

Advantages:

· None identified.

Disadvantages:

· Creates confusion for postal and emergency services.

· Does not support the developer’s request.

Option 1 for Road Naming – (Recommended)

Name the unnamed road Kawariki Court.

Advantages:

· Already an approved name.

· Supports the developer’s request.

Disadvantages:

· None identified.

Option 2

Select an alternative name previously provided by this developer:

· Arthur

· Chalmers

· Vulcan

Advantages:

· Provided by the developer as alternative names.

· Comply with council policy.

Disadvantages:

· Not the developer’s preferred option.

Option 3

Select an alternative name from the pre-approved road name lists (appendix 1 and 2)

Advantages:

· Names are pre-approved and 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 post and 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 these road names 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

· Cromwell Community Board approves the road names.

· Cromwell Community Board makes the recommendation to Council to ratify the road name change.

· Council sends a copy of the resolutions to the Register-General and the Surveyor- General.

8. Attachments

Appendix 1 - Cromwell Community Board list of approved road names ⇩

Appendix 2 - Aukaha List of Approved Māori Road Names ⇩

17 June 2025

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25.4.4 Proposed New Lease to Cromwell Bike Park Incorporated on Nelplusultra Recreation Reserve

Doc ID: 2480729

Report Author:	Zelda Zeelie, Statutory Property Team Leader
Reviewed and authorised by:	Saskia Righarts, Acting Group Manager - Community Experience

1. Purpose of Report

To consider granting a new lease to the Cromwell Bike Park Incorporated on an area of 1 Hectare (more or less) of the Neplusultra Recreation Reserve, being part of Lots 1 and 2 Deposit Plan 19357.

Recommendations

That the Cromwell Community Board

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

B. Recommends to Council to grant a lease to Cromwell Bike Park Incorporated on leased areas indicated on Figure 1 of the report of the Neplusultra Recreation Reserve, being part of Lot 2 Deposit Plan 17280 on the following terms and conditions:

· Commencement 1 July 2023

· Term Fifteen (15) years

· Right of Renewal One (1) right of renewal for another Fifteen (15) years

· Rental $ 1,300 plus GST per annum

· Rent review frequency Every Five (5) years

· Rent Review Dates 1 July 2028, 1 July 2033, 1 July 2038, 1 July 2043,

and 1 July 2048

· Outgoings 100%

· Final Expiry Date 30 June 2053

· Cancellation Clause Five (5) years advanced notice of cancellation

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

2. Background

The Cromwell Bike Park Incorporated have been leasing the land on Neplusultra Reserve since 2013 for the purpose of running a Bike Park. The lease expired on 30 June 2023. The Bike Park continued to operate and a new lease retrospective to 1 July 2023 are now proposed for consideration.

An aerial of the site occupied by the bike Park is shown in Figure 1 below:

A map of a park

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Figure 1

The expired lease had the annual rent as One Dollar ($1) per annum (if demanded) throughout the term of the lease.

3. Discussion

The operation of the Bike Park has been successful over the years and there appears to be no reason for it not to be renewed.

The expired lease had the annual rent as one dollar ($1) per annum (if demanded) throughout the term of the lease.

In 2021 Council adopted the Community Leasing and Licensing Policy (CLLP). The purpose of this policy was to provide a consistent and equitable framework for community leases and licences of council-managed property and facilities to eligible community groups.

The proposed new lease with Cromwell Bike Park Incorporated complies with the stipulations of the CLLP. Therefore, the annual rent is now proposed based on the fee determinations stipulated in the CLLP which states:

“Annual rentals will be calculated at 2.5% of the tenants subscription income less any

affiliation fees. This will be calculated over the most recent 5 years the group has filed a

financial statement.”

With regards to rent review periods the policy further states that:

“Rent reviews shall occur every 5 years and will apply the formula of 2.5% of subscription

income less any affiliation fees. This will be calculated as an average based on the tenants

most recent 5 years of financial statements. Rent reviews shall be authorised by the Chief

Executive Officer.”

The CLLP also stipulates further that the standard length of lease and licence agreements will generally be 15 years with a further 15 years right of renewal. This aligns with the proposed new term of the lease.

Minister of Conservation’s Consent

Under section 54(1) of the Reserves Act 1977, the Minister of Conservation’s consent is required to grant a lease on reserve land vested in the Council.

Pursuant to section 10 of the Act, and in accordance with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013, The Minister of Conservation has delegated the granting of that consent to the Council.

4. Financial Considerations

The financials of the Cromwell Bike Park Incorporated for the last 5 financial years have been obtained and is attached to the report as Appendixes 1 to 5.

Below is a table of how the new rent has been calculated based on 2.5% of annual gross income averaged over the last 5 financial years:

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5. Options

Option 1 – (Recommended)

Recommends to Council to grant a lease to Cromwell Bike Park Incorporated on leased areas indicated on Figure 1 of the report of the Neplusultra Recreation Reserve, being part of Lot 2 Deposit Plan 17280 on the following terms and conditions:

• Commencement 1 July 2023

• Term Fifteen (15) years

• Right of Renewal One (1) right of renewal for another Fifteen (15) years

• Rental $ 1,300 plus GST per annum

• Rent review frequency Every Five (5) years

• Rent Review Dates 1 July 2028, 1 July 2033, 1 July 2038, 1 July 2043,

and 1 July 2048

• Outgoings 100%

• Final Expiry Date 30 June 2053

• Cancellation Clause Five (5) years advanced notice of cancellation

Advantages:

· An income will be generated from this leased land

· The continuation of the Bike Park Facility would benefit the community

· Continuation of the occupation and maintenance of the land

· The cancellation clause covers the possibility of terminating the lease if the land should be required by Council in the future for other purposes.

Disadvantages:

· None

Option 2

Recommends to Council not to grant a lease to Cromwell Bike Park Incorporated on an area of 1 Ha (more or less) of the Neplusultra Recreation Reserve, being part of Lots 1 and 2 Deposit plan 19357.

Advantages:

· None

Disadvantages:

· An income will not be generated from this leased land.

· The community would lose the benefit of the Bike Park facility.

· The land would not be occupied, and Council will have to maintain the tracks.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of communities, in the present and for the future by supporting the continued operation of the Bike Park facility. The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The decision is consistent with the Neplusultra Reserve Management Plan, and the Community Leasing and Licensing Policy by encouraging the facilitation of the reserve for recreation and sporting purposes for the welfare and enjoyment of the community.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision as continuation of the lease have no material effect on the land.
Risks Analysis	There is no risk associated with the recommended option. All potential risk associated with the approved activities in the lease is covered under the lease agreement and Council’s Risk Insurance.
Significance, Consultation and Engagement (internal and external)	The decision is not considered significant with regard to the Significance and Engagement Policy.

7. Next Steps

· Board approves recommendation to Council 17 June 2025

· Lessee notified and lease document sent to lessee June 2025

· New lease executed June/July 2025

8. Attachments

Appendix 1 - 2020 March - Cromwell Bike Park Inc - AnnualReturnSummary (under separate cover) ⇨

Appendix 2 - 2021 March - Cromwell Bike Park Inc - AnnualReturnSummary (under separate cover) ⇨

Appendix 3 - 2022 March - Cromwell Bike Park Inc - AnnualReturnSummary (under separate cover) ⇨

Appendix 4 - 2023 March - Cromwell Bike Park Inc - AnnualReturnSummary (under separate cover) ⇨

Appendix 5 - 2024 March - Cromwell Bike Park Inc - AnnualReturnSummary (under separate cover) ⇨

17 June 2025

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25.4.5 Land Investment Strategy

Doc ID: 2492904

Report Author:	Saskia Righarts, Acting Group Manager - Community Experience
Reviewed and authorised by:	Peter Kelly, Chief Executive Officer

1. Purpose of Report

To consider final draft of the land investment strategy for recommendation to Council

Recommendations

That the Cromwell Community Board

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

B. Directs any further feedback on the final draft of the land investment strategy.

C. Approves the strategy and recommends to Council they adopt the land investment strategy.

2. Background

The Board has been discussing the development of the land investment strategy. This strategy is focused on the Cromwell endowment land, but it could form the basis of other developments. At the Board meeting on 5 November 2024 the project plan was discussed, and the Board supported the work commencing (refer to appendix 1). At the meeting on 9 December 2024 the Board discussed the principles and outcomes that will underpin this strategy. At the Board meeting on the 10 February 2025, a draft of the strategy was considered. Amendments from this meeting were incorporated into the draft and considered by Council in their meeting in February 2025.

3. Discussion

The final feedback has been incorporated into the attached document. It is intended that this document will underpin all future land developments in Cromwell. And remaining feedback will be incorporated into the document before presentation at Council.

4. Financial Considerations

There are no immediate considerations in the development of this strategy. The Board and Council will shortly be presented with a proposed plan for the Bannockburn Road development (Cromwell endowment land), alongside predicted costs and income for the development.

5. Options

Option 1 – (Recommended)

Approves the final draft of the land strategy and recommends to Council that it is adopted.

Advantages:

· Will enable a framework for decision making by this and future Boards

· Ensures transparency with the community on the approach to the developing land.

Disadvantages:

· None identified.

Option 2

Approves the final draft of the land strategy and recommends to Council that it is adopted, with amendments as required.

Advantages:

· Will enable a framework for decision making by this and future Boards

· Ensures transparency with the community on the approach to the developing the endowment land.

Disadvantages:

· None identified.

Option 3

Does not approve the final draft of the land strategy and recommends to Council that it is adopted.

Advantages:

· None identified.

Disadvantages:

· May result in the development of endowment land (and the proceeds) not being used in a strategic way as intended by the Board

· May result in ad-hoc decisions over time

· May not meet the expectations of the community.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, economic, environmental wellbeing of communities, in the present and for the future by ensuring that the development of endowment land in Cromwell is developed in accordance with a sound strategy.
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	These will be considered in the development of the strategy.
Risks Analysis	There are no risks in adopting this report
Significance, Consultation and Engagement (internal and external)	This decision does not meet the level of public engagement or consultation under the Significance and Engagement Policy.

7. Next Steps

The draft strategy will be presented to Council for adoption.

8. Attachments

Appendix 1 - Final draft of the land investment strategy ⇩

17 June 2025

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25.4.6 Cromwell Financial Report for the Period Ending 31 March 2025

Doc ID: 2480547

Report Author:	Donna McKewen, Acting Chief Financial Officer
Reviewed and authorised by:	Paul Morris, Acting Group Manager – Governance and Business Services

1. Purpose

To consider the financial performance overview as at 31 March 2025.

Recommendations

That the report be received.

2. Discussion

These statements are designed to give an overview on the financial performance.

The operating statement for the nine months ended 31 March 2025 shows an unfavourable variance of ($279k) against the revised budget.

2024/25	AS AT 31 MARCH 2025					2024/25
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income:
1,408	Internal Interest Revenue	1,251	1,056	195	˜	1,408
-	Land Sale Proceeds	2,171	2,171	-	˜	4,380
615	User Fees & Other	611	461	150	˜	615
-	Reserves Contributions	117	-	117	˜	-
2,500	Grants & subsidies	1,763	2,500	(737)	˜	2,500
3,956	Rates	3,017	3,017	-	˜	3,956
8,479	Total Income	8,930	9,205	(275)	˜	12,859

	Expenditure
191	Rates Expense	190	180	(10)	˜	191
272	Cost of Sale of Land	160	160	-	˜	957
20	Professional Fees	346	372	26	˜	480
1,246	Cost Allocations	960	934	(26)	˜	1,246
229	Fuel & Energy	147	172	25	˜	229
199	Grants	164	125	(39)	˜	212
263	Other Costs	103	184	81	˜	259
722	Contracts	531	563	32	˜	752
262	Internal Interest Expense	173	197	24	˜	262
127	Building Repairs and Mtce.	105	86	(19)	˜	127
818	Staff	711	614	(97)	˜	818
39	Members Remuneration	30	29	(1)	˜	39
810	Depreciation	608	608	-	˜	810
5,198	Total Expenses	4,228	4,224	(4)	˜	6,382
3,281	Operating Surplus / (Deficit)	4,702	4,981	(279)	˜	6,477

This table has rounding (+/- 1)

Income for period ending 31 March 2025

Operating income reflects an unfavourable variance to the revised budget of ($275k).

· User fees and other has a favourable variance of $150k. The favourable variance is being driven by the timing of rentals and hires of $23k, other misc income $22k and Cromwell pool and swim school $103k.

· Internal interest revenue has a favourable variance of $195k. Interest revenue is higher than budget due to surplus reserve balances.

· Reserves contributions have a favourable variance of $117k. These are difficult to gauge when setting budgets and are dependent on developers’ timeframes.

· Grants and subsidies have an unfavourable variance of ($737k). Year to date $1.7M of external grant funding has been received for the Cromwell Memorial Hall from the Central Lakes Trust.

2024/25	User Fees and Other Income					2024/25
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
7	Other Misc Income	27	5	22	˜	7
273	Rentals & Hires	227	204	23	˜	273
315	Cromwell Pool / Swim School	340	237	103	˜	315
20	Cemeteries	17	15	2	˜	20
615	Total User Fees Income	611	461	150		615

This table has rounding (+/- 1)

Expenditure for period ending 31 March 2025

Expenditure has an overall unfavourable ($4k) variance against the revised budget.

· Rates expense has an unfavourable variance of ($10k). Both Central Otago District Council and Otago Regional Council rates have been received and is within the Annual Plan budget for the year.

· Professional fees has a favourable variance of $26k. This relates to the timing of the Cromwell Town Centre business case work being carried out.

· Cost allocations has an unfavourable variance of ($26k). Internal overhead expenditure is slightly higher than expected – property recharge ($5k), finance charge ($11k) and parks recharge ($18k).

· Fuel and energy has a favourable variance of $25k. This relates mainly to the Cromwell Pool of $20k.

· Grants has an unfavourable variance of ($39k). This is due to the timing of the grants rounds and the grants allocated. Grant funding allocated includes: Cromwell Promotions $95k, Cromwell Museum Trust $41.6k and $14k to Cromwell Golf Club.

· Other costs have a favourable variance of $81k. These costs are needs-based and will vary against budget from time to time. Driving this variance is water charges of $49k, elected members meeting expenses $27k and pool chemicals $9k. Water meter charges for the first reading of the financial year have been received, the second reading of the financial year will be higher due to water usage over the summer months.

· Contracts have a favourable variance of $32k. These expenses are needs-based, and they will vary against budget from time to time. The contract variance is driven by timing of work carried out for planned maintenance work at Cromwell Town Centre $19k and sport pavilion of $24k. Work is to be carried out on the sports pavilion before the end of the financial year, improvements to the security if the building are being made to bring this in line with other council buildings.

· Building repairs and maintenance has an unfavourable variance of ($19k). These expenses are needs-based, and they will vary against budget from time to time. Repairs and maintenance are ahead of the budget with this variance relating to the Cromwell pool of ($20k). Unplanned maintenance relating to significant leak in the spa pool and urgent repairs on lap pool after a grate had blown off requiring specialised dive team to carry out the work. New heating system has required additional maintenance hours and costs to maintain.

· Staff has an unfavourable variance of ($97k). This is predominately due to the Cromwell pool swim school salary, which is offset by increased swim school income.

Capital Expenditure

Capital expenditure (CAPEX) for the period ending 31 March 2025 has a year-to-date favourable variance of $1.9M. The actual CAPEX spent to date is 72.8% of the total revised budget.

2024/25	AS AT 31 MARCH 2025					2024/25
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Parks and Reserves:
45	Cromwell Reserves - Playground equipment	86	96	10	˜	118
82	Cromwell Reserves - Irrigation	4	73	69	˜	82
72	Cromwell Reserves - Landscaping	52	54	2	˜	72
-	Cromwell Reserves - Recreation Equipment	-	15	15	˜	20
22	Cromwell Reserves - Fencing & Bins	6	17	11	˜	22
134	Cromwell Reserves - BMX Park	102	134	32	˜	134
5	Cromwell - Fencing	-	4	4	˜	5
12	Cromwell Lighting	14	9	(5)	˜	12
31	Cromwell Cemetery	25	36	11	˜	38
-	Anderson Park - Playground equipment	-	49	49	˜	65
128	Anderson Park - Landscaping	22	96	74	˜	128
57	Anderson Park - Irrigation & Bins	-	43	43	˜	57
8	Bannockburn Recreation Reserve	10	8	(2)	˜	8
596	Total Parks & Reserves	321	634	313		761
	Cromwell Swimming Pool:
172	Building upgrades	82	135	53	˜	181
11	Machinery & Plant	53	48	(5)	˜	51
20	Recreation equipment / furniture & fittings	9	15	6	˜	20
203	Total Cromwell Swimming Pool	144	198	54		252
	Property:				˜
11	Cromwell Town Centre	-	8	8	˜	11
24,461	Cromwell Memorial Hall	17,852	19,383	1,531	˜	24,109
24,472	Total Property	17,852	19,391	1,539		24,120
25,272	Total Capital Expenditure	18,317	20,223	1,906	˜	25,133

This table has rounding (+/- 1)

Parks and Reserves has an overall favourable variance of $313k

• Cromwell Reserves - The Lowburn Hall playground project has now been completed. Neplusultra reserve tree removal project has been completed in May with invoices still to come in. Tarras tennis court replacement has been completed in March with invoices still to come in. Irrigation projects are underway and being carried out when required.

• Cromwell Cemetery – Plans are being prepared for kiosk, extension and additional beams and has been partially completed.

• Anderson Park – tennis court surface rejuvenation programme has been completed. Work is being carried out on irrigation sprinkler replacements.

• Bannockburn Recreation reserve – playground shade sail installation has been completed.

Cromwell swimming pool has an overall favourable variance of $54k

• Pool projects are progressing with the following projects being completed: Light replacement, gym change room painting, asbestos testing of building, pool vacuum, changing room floor and washing machine replacements.

• Projects in progress include: Pool roof and an assessment of the pool assets.

Property has an overall favourable variance of $1.53M

• Cromwell Memorial Hall has a favourable variance of $1.53M. The Cromwell Memorial Hall is under construction.

Reserve Funds table for Cromwell Ward

· As at 30 June 2024 the Cromwell Ward has an audited closing reserve funds balance of $25.23M. This is the ward specific reserves and does not factor in the district-wide reserves which are in deficit at ($24.09M). Refer to Appendix 1.

· Reserves balances adjusted for revised budgets have been prepared to give an estimated 30 June 2025 balance of $12.17M.

· A significant portion of this reserve fund balance has been allocated to the Cromwell Memorial Hall project. This includes the property general Cromwell, endowment land Cromwell and industrial estate Cromwell reserves.

· Forecasted deficit reserve balances to be aware of include Cromwell Pool ($897k), Cromwell Master Plan ($933k), Cromwell Reserves ($381k) and Cromwell Town Centre ($2.7M).

3. Attachments

Appendix 1 - 2024-25 Cromwell Reserve Funds ⇩


AGENDA Cromwell Community Board Meeting Tuesday, 17 June 2025
Date:	Tuesday, 17 June 2025
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:	Sarah Reynolds, Governance Support Officer
Reviewed and authorised by:	Paul Morris, Acting Group Manager – Governance and Business Services