AGENDA

 

Vincent Community Board Meeting

Tuesday, 31 January 2023

 

Date:

Tuesday, 31 January 2023

Time:

2.00 pm

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.)

 

Sanchia Jacobs

Chief Executive Officer

 


Vincent Community Board Agenda

31 January 2023

 

Notice is hereby given that a meeting of the Vincent Community Board will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via Microsoft Teams on Tuesday, 31 January 2023 at 2.00 pm. The link to the live stream will be available on the Central Otago District Council’s website.

Order Of Business

1          Apologies. 5

2          Public Forum.. 5

3          Confirmation of Minutes. 5

Vincent Community Board meeting Meeting - 22 November 2022. 7

4          Declaration of Interest 12

23.1.1            Declarations of Interest Register 12

5          Reports. 16

23.1.2            Half Mile Recreation Reserve Development Plan Survey. 16

23.1.3            Vallance Cottage Working Group - Update. 55

23.1.4            Central Otago Riding for the Disabled and Dunstan Equestrian Centre Development. 77

23.1.5            Plan Change 19 Update. 110

6          Mayor’s Report 114

23.1.6            Mayor's Report 114

7          Chair's Report 115

23.1.7            Chair's Report 115

8          Members' Reports. 116

23.1.8            Members' Reports. 116

9          Status Reports. 117

23.1.9            January 2023 Governance Report 117

10       Date of the Next Meeting. 141

11       Resolution to Exclude the Public. 142

23.1.10         January 2023 Confidential Governance Report 142

 

 


Members           Cr T Alley (Chairperson), Dr R Browne, Cr J Cromb, Mr T Hammington, Mr D Johns, Cr M McPherson, Cr T Paterson

In Attendance  T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support), W McEnteer (Governance Manager)

 

1                 Apologies

2                 Public Forum

3                 Confirmation of Minutes

Vincent Community Board meeting - 22 November 2022


Vincent Community Board Agenda

31 January 2023

 

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
Tuesday, 22 November 2022 COMMENCING AT 2.00 pm

 

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (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 and Marketing Manager), D McKewen (Systems and Corporate Accountant), M de Cort (Communications Coordinator) W McEnteer (Governance Manager), J Harris (Governance Support Officer) 

 

1                 Apologies

There were no apologies. 

 

Note: Mr Hammington arrived 2.02 pm.

2                 Public Forum

Andy Davey - Winterstellar Trust

Mr Davey provided a brief summary on the achievements of the Winterstellar Trust to date in regards to their 2022 report.

 

3                 Confirmation of Minutes

Committee Resolution 

Moved:               Alley

Seconded:          Browne

That the public minutes of the Vincent Community Board Meeting held on 31 October 2022 be confirmed as a true and correct record.

Carried

 

4                 Declaration of Interest

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

5                 Reports

22.8.2         2021-22 Promotion Grant Funding Report Back_WinterStellar

To review the report back received from Winterstellar for the 2022 events and if agreed confirm release of the pre-approved grant for 2023 events.

Committee Resolution 

Moved:               McPherson

Seconded:          Paterson

That the Vincent Community Board

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

B.      Agrees the report back shows satisfactory outcomes from the 2021-22 funding and approves the release of the pre-approved grant $10,000 for 2022-23 as detailed in VCB resolution 21.7.2.

Carried

 

22.8.3         Vincent Financial Report for the Period Ending 30 September 2022

To consider the financial performance overview as at 30 September 2022.

Committee Resolution 

Moved:               Alley

Seconded:          Browne

That the report be received.

Carried

6                 Mayor’s Report

22.8.4         Mayor’s report

His Worship gave an update on his activities since the last meeting. He then responded to questions.

Committee Resolution 

Moved:               Alley

Seconded:          Hammington

That the Vincent Community Board receives the report.

Carried

 

 

 

 

 

7                 Chair's Report

22.8.5         Chair's Report

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

·    Attended a hui in Wellington for the Huia programme that focuses on Maori youth leadership .

·    Attended a meeting organised by a local MP in Queenstown talking about space and the opportunities in it for this region.

·    Advised members to focus on items of note that is of interest of members.         

Committee Resolution 

Moved:               Alley

Seconded:          Paterson

That the report be received.

Carried

 

8                 Members' Reports

22.8.6         Members' Reports

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

 

Mr Cromb reported on the following:

 

·    Attended the AGM of Local Government Communities Aotearoa.

 

Mr Hammington reported on the following:

 

·    Attended a local residents meeting to discuss the Half Mile trees.

 

Cr Paterson reported on the following:

 

·    Attended the Central Otago Health AGM.

 

Mr Johns reported on the following:

 

·    Commented that there had been a noticeable increase in people on the Golf course.

 

Cr McPherson reported on the following:

 

·    Attended the Tourism Central Otago event to discuss future planning and events.

 

Dr Browne reported on the following:

 

·    Attended the AGM of the Environmental Society.

·    Attended the AGM of the Alexandra District Museum Inc.

·    Attended the Tourism Central Otago event to discuss future planning and events.

·    Attended the 10th anniversary of the Community Plant nursery in Clyde.

·    Noted that the local U3A had resumed with a full agenda of lectures planned for 2023.

Committee Resolution 

Moved:               McPherson

Seconded:          Johns

That the report be received.

Carried

 

9                 Status Reports

22.8.7         November 2022 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:               McPherson

Seconded:          Cromb

That the report be received.

Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 31 January 2023.

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

Ground(s) under section 48 for the passing of this resolution

22.8.8 - 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

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

22.8.9 - November 2022 Confidential Governance Report

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)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

The public were excluded at 2.38 pm and the meeting closed at 2.52 pm.

 

 

 


31 January 2023

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4                 Declaration of Interest

23.1.1         Declarations of Interest Register

Doc ID:      606690

 

1.       Purpose

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

2.       Attachments

 

Appendix 1 - Declarations of Interest  

 


Vincent Community Board meeting

31 January 2023

 


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31 January 2023

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5                 Reports

23.1.2         Half Mile Recreation Reserve Development Plan Survey

Doc ID:      596909

 

1.       Purpose of Report

 

To consider the results of the survey undertaken by Council seeking feedback on the Half Mile Recreation Reserve development plan and the removal of wilding conifers from the Half Mile Recreation Reserve in Alexandra.

 

Recommendations

That the Vincent Community Board

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

B.      Supports the removal of all wilding conifers from the Half Mile Recreation Reserve.

C.      Authorises the redevelopment of the Half Mile Recreation Reserve in line with the proposed development plan for the reserve based on a natural Central Otago landscape.

D.      Directs the CEO to investigate funding opportunities for the development of the Half Mile Recreation Reserve with options reported back to the Vincent Community Board’s March 2023 meeting.

 

 

2.       Background

 

The issue of wilding conifers has been known for several years, with increasing awareness of the threat of wildings to landscapes, rural productivity, water yield, indigenous biodiversity, and dangerous wildfire. Over the years Council has been approached many times by members of the community, and community groups requesting that the issue of wilding pines be addressed in the district. Public submissions have been made through annual and long-term plan submission processes. There have also been meetings between Council and Central Otago Conifer Control Group (the Group) where the Group has outlined the extent of the problem and requested that Council get involved in tree removal. Whilst the Council has traditionally considered the matter best dealt with at a regional level, it has as a responsible landowner committed to addressing the issue on its own land through the Long-term Plan.

 

The Half Mile Reserve was identified by the Group as a significant wilding conifer “take off” site due to its location, elevation and prevailing winds, meaning that the wilding conifer seed is readily dispersed by the prevailing westerly winds to neighbouring properties.  The reserve was identified as a priority for this reason, and because nearby farms, some of which were undertaking costly conifer control, were still being subjected to seed dispersal some potentially from Councils Half Mile Reserve.

 

Removal of the trees on the Half Mile reserve was programmed to commence in late 2021 but following community feedback on the proposal the work was paused to enable Council to undertake community engagement on the proposal.

 

At its March 2022 meeting the Vincent Community Board, (the Board) considered a report on the removal of wilding conifers from the Half Mile Recreation Reserve. This report provided a full overview of the issues of wilding conifers both nationally and locally plus an extensive background on the conifers at the Half Mile Recreation Reserve. The report also provided options for redevelopment of the reserve following the removal of the wilding conifers. The full report considered at the Boards March meeting is found in Appendix 1.

 

At its March 2022 meeting the Board resolved the following.

 

That the item be left on the table until a development plan for the area has been consulted on and brought back to the Board for its consideration.

 

Moved:       McPherson

Seconded: Stirling-Lindsay

 

A development plan was subsequently prepared which proposes a natural central Otago landscape that would highlight the natural rock formations found within the reserve and include areas of native plantings with provision for shelter plantings along the western boundary. The plan also highlights heritage features identified within the site.

 

A survey was developed seeking community feedback on the proposed development plan for the reserve following tree removal. The survey can be found in Appendix 2.

 

The results of the survey are attached as Appendix 3.

 

An information report which included the results of this survey was received by the Board at its 23 July 2022 meeting.

 

Prior to July 2022 Council had no district wide policy for wilding conifer control.

 

The Wilding Conifer Control Policy was adopted by Council in July 2022 and provides direction on Council’s intention for controlling wilding conifers on land Council owns or manages. The Wilding Conifer Control Policy is attached as Appendix 4.

 

The Haehaeata Natural Heritage Trust (the Trust) have indicated they are in support of wilding conifer removal on the Half Mile reserve.

 

The Trust has supplied a list of dryland plants that will grow within the Half Mile reserve, these have been incorporated into the development plan.

Along with the Trusts support and advice, the Half Mile site lends itself for wider community involvement for its redevelopment over time to ensure this positive community space is brought to life. This could include schools, individuals, and other community groups. These opportunities will be explored further following a decision by the Board.

 

 

3.       Discussion

 

The survey received 154 responses with 137 respondents living in the Vincent ward. Of those living in the Vincent ward 53 respondents lived in the Bridge Hill area. The survey was promoted through Council’s usual media channels and information was provided to access the survey online. In addition, hard copies were made available from the Council Office and Library in Alexandra between the 6th and 30th of June.

 

The survey asked respondents their level of agreement on the following statement:

 

‘The proposed development plan for Alexandra's Half Mile Recreation Reserve will

enhance the area and meet the needs of the community.’

 

- 34% of respondents strongly agree with the statement.

- 20% agree.

- 8% neither agree nor disagree.

- 11% disagree.

- 27% strongly disagree with the statement.

 

In summary 54% of respondents agree with the statement and 38% disagree, 8% neither agree nor disagree.

 

Respondents were then asked if they support the removal of wilding conifers as part of the

proposed development plan for the Alexandra Half Mile Recreation Reserve.

 

- 56% selected ‘yes’, they did support the removal

- 40% selected ‘no’ they did not support the removal

- 4% said they did not have a view either way

 

In summary 56% of respondents selected ‘Yes, I support the removal of the wilding conifers’, 40% selected ‘No, I do not support the removal of the wilding conifers’ and 4% did not have a view either way.

 

Responses from the Bridge Hill only respondents (53) were as follows.

 

The proposed development plan for Alexandra's Half Mile Recreation Reserve will

enhance the area and meet the needs of the community.’

 

- 26% strongly agree.

- 17% agree.

- 8% neither agree nor disagree.

- 13% disagree.

- 36% strongly disagree.

 

In summary 43% of Bridge Hill respondents agreed with the statement with 49% disagreed and 8% neither agreed nor disagreed.

 

“Do you support the removal of wilding conifers as part of the proposed development

plan for the Alexandra Half Mile Recreation Reserve?”

 

- 45% selected ‘yes’, they did support the removal.

- 51% selected ‘no’ they did not support the removal.

- 4% said they did not have a view either way.

 

In summary 45% of Bridge Hill respondents agreed with the statement 51% disagreed and 4% neither agreed nor disagreed.

 

The overall summary of the survey responses indicate that the majority of responses received from the wider community support the removal of the trees and the proposed redevelopment will enhance the Half Mile reserve.

 

Of the respondents who identified as being residents of the Bridge Hill area, the results were more evenly split.

 

On the basis of these results this reports recommendation is to progress the removal of the trees and implement the development plan.

 

Electricity (Hazards from Trees) Regulations 2003

 

The Half Mile Recreation Reserve has several electricity supply lines that run through the reserve. (Appendix 5) The Electricity (Hazards from Trees) Regulations 2003 (Tree Regulations) set out obligations for a tree owner and prescribe the minimum safe distances for trees growing near network power lines. Council as a property owner, is responsible for keeping trees clear of overhead power lines and underground cables.

 

Tree owners are also responsible to ensure that trees if they fall don’t fall on or damage power lines, potentially causing damage and incurring cost for damages should this happen.

 

Council has been advised by Delta arborists that there are a number of trees within the reserve adjacent to the electricity lines running through the reserve that have safety issues, such as, included bark from multi leaders, trees leaning towards the lines, trees within the fall zone of the lines, and some trees that are growing on nothing but rock, so don’t have a great footing.

 

Almost all the trees that could impact on the lines are on soil that is silt and rock, so there is not a lot of soil for the trees to grow into. This affects the tree’s ability to stay rooted to the ground in severe weather particularly as the trees grow in stature.

Over forty trees that have been identified as potentially impacting the electricity lines through the reserve. The tree survey undertaken by Delta through the reserve due to safety concerns is attached as Appendices 6,7,8.

 

The estimated cost to remove the trees impacting the lines within the reserve is $30,000. The total budget for maintenance of street and park trees within the Vincent ward is $30,000. If the existing tree maintenance budget was to be used for the Half Mile line clearance there would be no budget available for any other tree maintenance work within the ward.

         

          Staging

 

Council has the right under the Reserves Act 1977 to undertake work on its own reserve, however in discussion with some neighbouring residents, it was asked if staging the removal of the trees was a feasible option. These residents have provided an example of what they consider could be an option for staging over an extended period of time. This is attached as Appendix 9.

 

During discussions with the residents, they acknowledged the trees need to be removed however, residents want to make sure the site will be cleaned up and redeveloped all the while maintaining its amenity, shelter and perceived visual value.

 

For staging to be effective it would need to be undertaken over an extended period – minimum 10 years. This time would allow new plantings to become well established. It is acknowledged that it would take a longer period for plantings to provide the same level of shelter currently provided. Some neighbours have suggested including some exotics in the proposed planting list for the site. These exotics over time could provide similar shelter to what is enjoyed now, while many of the natives proposed for planting on the reserve natives will not. This will be addressed in the final landscape plan for the reserve.

 

Staging may provide short term benefit for immediate neighbours but development of the reserve over such a long period would pose several issues to consider, including.

·    Remaining trees would still spread seed into the developed area of reserve.

·    The remaining trees may be destabilised without their partner trees being present resulting in un-predictable windthrow during wind events.

·    Preservation of the reserve’s heritage features would be increasing difficult due to multiple periods of site works.

·    Funding subsidy is only available until 30 June 2023. After that the Board would need to fund all future costs.

·    Removal of trees following development of part of the reserve could impact on development work already undertaken.

·    All trees have a limited life, and at some point in the future these trees will need to be removed as they will begin to deteriorate. Some existing trees are showing signs of decline. Neighbours have also advised that up to five trees blow or fall over each year within the reserve. This poses a health and safety issue.

·    Trees that can impact on the electricity lines have been surveyed and identified. These trees will need to be removed for Council to comply with relevant legislation relating to trees and electricity lines.

 

Staging comes with increased costs that will not be covered by the Government’s funding subsidy which is only available this financial year.

 

Each time site work is undertaken there would be the following minimum fixed costs.

 

Machine Positioning:

$9,000

Traffic Management:

$4,000

 

Chipping of slash would be charged on an hourly rate each time it was required and timing of this would depend on the availability of the machinery for this work.

 

Felling and clean-up costs would depend on how felling was staged and would likely increase due the decreasing economies of scale (less logs to fell) for the team of workers and machinery involved in the felling operation.

 

Sale of log returns would decrease as additional cartage costs would be required due to increasing economies of scale involving less logs being delivered to the mill. The price of logs may also fluctuate between work periods.

 

Securing a company to undertake the work in a staged way may prove difficult.

 

Long Term Considerations

 

The economic impacts of wilding conifers at a national level on the threat that wildings pose to the economy if left unchecked is detailed in the Ministry of Primary Industries Benefits and Costs of the Wilding Pine Management Programme report 2018.

 
Nationally and locally the benefits of control and protection are shown to greatly outweigh the costs. The following is a summary from the 2018 report.

·      Intervention options (Minimum Plus and Intermediate) have a demonstrably higher benefit return than costs.

·      Doing nothing, or doing little, would generate a large negative impact nationally. Without intervention, wilding pines could spread to 7.5 million ha of vulnerable land. This could take as little as 15 to 30 years.

·      The biodiversity loss will include New Zealand's most sensitive landscapes and water catchments particularly in Central Otago.

·      Doing nothing will fail to achieve the objective of sustainable management, but it will also result in substantial cost for the country. It can cost as little as $5-$10 per hectare to treat sparse infestations however control costs escalate over time. Treating dense infestations typically cost up to $2,000 per hectare to aerial boom spray.

 

 

4.       Financial Considerations

 

Financial Consideration for Removal of Wilding Conifers.

 

In the 2020 budget the Government allocated $100m over four years to accelerate the removal of wilding conifers across New Zealand. This funding was front loaded for the first few years with reducing funding available over the latter years. This funding is allocated to Regional Councils that allocate the funding to local wilding conifer control programmes. The control programmes are prepared annually by local wilding conifer control groups and approved by the Regional Council.

 

The final year of the Government accelerated funding is the 2023/24 financial year. After that there will be $10m available across the New Zealand for wilding conifer control. It is expected that this money is likely to be used in maintaining those areas that have already had wildings removed, and that there would be little if anything available for new control work.

 

If wilding conifer removal does not proceed this financial year, there will be no funding subsidy available and all costs for wilding removal will sit with the Board and will need to be rate funded.

 

The Group in conjunction with Council staff identified the priority control areas prior to inclusion of funding in the Long-Term Plan.

 

The Group manages the control programme locally and typically uses an 80/20 funding share, where they provide up to 80% of the costs and the landowner 20% of the costs.

 

The Group has budgeted $65,000 as its share of costs and Council has budgeted $23,000 this financial year. It was estimated in November 2022 it would cost approximately $109,000 to undertake the tree removal and chipping. This made up of the following.

 

Machine Positioning:

$9,000

Felling/Clean up:

$90,000

Traffic Management:

$4,000

Chipping:

$6,000

Total:

$109,000

 

It is estimated the volume of saleable wood in the reserve is approximately 1000/m3, given the spread-out nature of the trees, and with the extra branching on many trees the sale value will be lower than a managed forest. After cartage there could be an average return of approximately $35/m3 or $35,000. This will be used to offset the total cost and the 80/20 split of this net cost will be applied.

 

The slash will be chipped, rather than leaving it strewn across the site as is typical in most logging operations. This would leave a much tidier site for redevelopment. The mulch will be used on site, after a suitable time to allow composting to eliminate any seeds within the heaps.

 

Due to the inaccessibility of many stumps and the additional cost involved to remove them, they will remain in-situ. They will eventually rot away but during that time will provide a soil stability function allowing time for any plantings to become established.

 

The Board has a total of $43,000 available for the removal of wilding conifers this financial year. This is made up of $20,000 from this financial year and $23,000 carried forward from the previous financial year.

 

The $20,000 budgeted is to remove wilding conifers from the Lower Manorburn Dam Recreation Reserve.

 

Financial Consideration for Development of Half Mile Recreation Reserve.

 

The estimated to cost of developing the reserve following tree removal is $138,000 based on the following.

 

 

1.2     Trees - shelter

88 No.

$150 each

$ 13,200

1.3     Native planting (including soil prep and plants)

2500  m²

$50 per m²

$125,000

TOTAL:

 

 

$138,200

 

There is no budget allocation for the implementation for the development plan. A budget would need to be allocated through the next Annual or Long-Term Plan, funded from a Vincent Ward reserve account, from third party funding, rates or from a mixture of these options.

 

Options for funding include.

·    The Alexandra Reserves Contribution Fund - which had a balance on 30 June 2022 of $680,548 however $333,000 of this Fund is already committed for the Omakau Community Hub project. Leaving a balance of $347,580. This fund is generated by reserves contributions levied on subdivisions and is typically used to enhance or create new assets that have been impacted by growth. It is unlikely that this project would qualify for this fund.

·    General Reserves Alexandra - which had a balance on 30 June 2022 of $1,464,765.

This fund would be the most appropriate fund to use for this project.

·    There are several other possible funding sources for projects like this, including the Otago Regional Councils - Eco Fund. Not all are available for Council to apply for directly but are available for community groups and trusts to access.

 

It should be noted that the Board has agreed to consult the public through this year’s annual plan whether it should provide funding towards IceinLine Central Incorporated request for a $400,000 grant towards the construction of a roof over the existing ice rink at Molyneux Park. If this is supported there will need to be a decision made on how it should be funded.

 

·    The project could be the subject of an application for funding in tranche 2 of the Governments Better Off funding programme. This would need to be approved through Council process and considered against all other possible projects.

 

Further investigation will be undertaken to determine what funding sources may be available for this project. Options will be reported back to the Board.

 

Any future maintenance requirement for the Half Mile Recreation reserve will be included in the next Long-Term Plan for consideration.

 

 

5.       Options

 

Option 1 – (Recommended)

 

That the Vincent Community Board supports the removal of all wilding conifers from the Half Mile Recreation Reserve and following their removal, implement the development plan based on the natural Central Otago landscape to redevelop the site.

 

Advantages:

 

·        Trees are removed that are a seed source to neighbouring properties.

·        Council shows leadership and responsibility as a landowner by controlling wilding conifers.

·        Reduction of the risk of wildfire to neighbouring properties.

·        The Half Mile Recreation Reserve and entrance into Alexandra will be enhanced as the existing iconic tor landscape will be more visible.

·        Council can work with community groups and volunteers to develop the reserve as a community space.

·        New planting will enhance biodiversity over time.

·        Available Government funding is maximised.

·        Trees that are impacting the electricity lines will be removed during this process rather than separately so no additional budget will be required.

·        Unsafe and aging trees will be removed.

·        The visual entrance to Alexandra will be enhanced.

 

Disadvantages:

 

·        It will take time to fully re-establish the site.

·        Some neighbouring properties may need to plant their own shelter should they want increased wind protection.

·        Available Government funding is not maximised.

 

Option 2

 

That the Vincent Community Board declines the removal of all wilding conifers on the Half Mile Recreation Reserve.

 

Advantages:

 

·        The reserve remains unchanged with no impact on neighbouring properties

·        No budget is spent on this reserve in the short term.

 

Disadvantages:

 

·        Conifer seed will continue to spread from this site onto neighbouring properties.

·        The reserve will not be developed into a more useable community space.

·        Council is not taking a leadership role or responsibility as a landowner for controlling wilding conifers.

·        Risk of wildfire to neighbouring properties.

·        Additional budget will be required to remove trees that are impacting the electricity lines within the reserve.

·        Unsafe and aging trees will remain a hazard to reserve users.

·        Wilding spread is exacerbated.

 

Option 3

 

That the Vincent Community Board agrees to the staging of the removal of the wilding conifers on the Half Mile Recreation Reserve.

 

Advantages:

 

·       Some neighbours would be satisfied that existing trees that provide shelter remain for a longer period.

·        Unsafe and aging trees will be removed.

·        Trees impacting on the electricity lines will be removed, as per legislative requirements.

 

 

 

Disadvantages:

 

·         Wilding conifer seed will continue to spread from this site from the remaining trees.

·         This option delays establishment of new plantings.

·         This is more costly from a tree removal perspective as the site establishment and set up costs would be duplicated.

·         Budget 2020” includes $100 million for a four-year programme, and unless extended funding will not be available past this financial year.

·         Staging may impact landscape work that had been previously completed.

·         Staging may destabilise trees, as trees often rely on their neighbours for wind stability.

·         Additional budget will be required to remove trees that are impacting the electricity lines within the reserve.

·         Costs potentially would have to be paid by the Vincent Ward ratepayers when they have shown a majority preference for removal.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities by removing a recognised weed pest and enhancing the area for greater community enjoyment.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

This decision is consistent with the Central Otago District Council Long-Term Plan 2021 – 2031.

 

Central Otago Wilding Conifer Control Policy 2022.

 

Considerations as to sustainability, the environment and climate change impacts

 

Wilding conifers are a recognised weed tree, their removal from this site will over time enhance the sustainability and ecological environment of this area. The site is not a production forest and is not eligible for carbon credits

 

Risks Analysis

Risks identified if the wilding conifers remain include, wildfire threat, cost of control increases over time due to continue seed dispersal to neighbouring properties. As the exiting trees age, they will become more unstable.

There is a risk of trees falling across the electricity lines within the reserve.

 

Significance, Consultation and Engagement (internal and external)

 

A community drop-in session was held in November 2021 to gauge community input into the proposed concept plans for this site.

 

An online survey seeking feedback from the community on the proposed development plan for this reserve was available for public comment between 31 May and 30 June 2022.

 

 

7.       Next Steps

 

·        Advise neighbouring properties and the public of the Boards decision.

·        Confirm a commencement date and final price for the logging operation with the contractor and the Central Otago Wilding Conifer Control Group.

·        Seek third party funding options and report back to the March meeting of the Board.

·        Prepare final detailed design for the redevelopment of the reserve and connect with interested parties on supporting and implementing the plan.

 

 

8.       Attachments

 

Appendix 1 - Half Mile Recreation Reserve and Wilding Conifer Removal Report March 2022.

Appendix 2 - Half Mile Reserve Development Survey Questions.

Appendix 3 - Half Mile Reserve Development Survey Results.

Appendix 4 - Wilding Conifer Policy

Appendix 5 - Half Mile Electricity Supply Lines

Appendix 6 - Trees impacting supply lines #1

Appendix 7 - Trees impacting supply lines #2

Appendix 8 - Trees impacting supply lines #3

Appendix 9 - Residents staging proposal  

 

Report author:

Reviewed and authorised by:

 

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Gordon Bailey

David Scoones

Parks and Recreation Manager

Group Manager - Community Experience

10/01/2023

19/01/2023

 

 


Vincent Community Board meeting

31 January 2023

 


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23.1.3         Vallance Cottage Working Group - Update

Doc ID:      604426

 

1.       Purpose

 

To consider the update provided by the Vallance Cottage Working Group.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Vallance Cottage is a historic place category two building on the New Zealand Heritage List/Rārangi Kōrero. The cottage is situated on the Vallance Cottage Reserve in Alexandra. Section 1 Survey Office 535436.

 

The cottage was built in 1896 and gifted to the community by the Vallance family in the mid-1990s. It is vested in the Central Otago District Council in trust and is listed in the District Plan as a heritage building.

 

The Vallance Cottage Working Group (the Working Group) in conjunction with the Central Otago District Council and Vincent Community Board (the Board) was formed to ensure the continued preservation and presentation of this historic building. The Working Group consists of representatives from council, family members, local volunteers (including those who saved the cottage in the 1990’s from demolition), Central Stories Museum, and Central Otago Heritage Trust.

 

The photo below of Vallance Cottage was taken in October 2022.

 

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The last report received by the Board was on 20 July 2021. The report asked the Board to consider endorsement of the Vallance Cottage Working Group’s Statement of Intent and to extend the Working Group’s community orchard agreement. The Board resolved to support both items. See Appendix 1 for the Vallance Cottage Working Group’s Statement of Intent.

 

An update on the action points of the Statement of Intent follows:

 

#

Action

Status

Comments

1.  

Ongoing communication with the Vincent Community Board, and the general public.

Ongoing

 

Update due to the Board 31 January 2023 meeting. A general public update will follow.

2.  

Develop an inspection and maintenance schedule to ensure cottage fabric does not deteriorate.

 

Ongoing

 

A building condition assessment of the cottage was completed for the draft 2021/31 Long-term Plan.

Regular inspection of the gutters and inside the building is being undertaken by Council staff and volunteers.

3.  

Develop a record of all the chattels, their origin, and remove any items which are not suitable to be left in the cottage.

 

Ongoing

Photographs of all the chattels have been taken. Work is underway to identify each item. Guidance on what items to be left in the cottage to be sort from the Otago Museum.

This action point is being considered as part of the project plan described below.

4.  

Install transparent panels.

Completed

Transparent panels are in place.

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5.  

Installation of a locking device.

Completed

A remote locking device was installed. The cottage is now open to the public 9 – 4 pm during September – April months via use of a visitor’s code.

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The following is a summary of when the cottage was unlocked via the visitor code, plus the amount cleared from the donation box.

 

Date

Day

Time

15/11/2022

Tuesday

13:57

17/11/2022

Thursday

10:42

19/11/2022

Saturday

11:56

19/11/2022

Saturday

12:25

21/11/2022

Monday

12:02

22/11/2022

Tuesday

9:17

23/11/2022

Wednesday

11:54

23/11/2022

Wednesday

12:40

24/11/2022

Thursday

10:28

25/11/2022

Friday

14:47

28/11/2022

Monday

11:12

28/11/2022

Monday

15:29

29/11/2022

Tuesday

9:47

30/11/2022

Wednesday

12:19

3/12/2022

Saturday

13:11

5/12/2022

Monday

13:11

10/12/2022

Saturday

12:42

12/12/2022

Monday

10:33

12/12/2022

Donation Box

$57.60

17/12/2022

Saturday

14:44

18/12/2022

Sunday

12:24

6.  

Develop how the stories of Vallance Cottage will be told.

Ongoing

This action point is being considered as part of the project plan described below.

7.  

Collate, develop, and utilise the oral history of the Cottage.

Ongoing

 

Contact has been made with the Central Otago Heritage Trust to identify existing oral histories, and future opportunities to gather more. These oral histories will be used when telling the stories of Vallance Cottage. Otago Museum contacted.

This action point is being considered as part of the project plan described below.

8.  

Develop appropriate brochure/learning materials.

Ongoing

This action point is being considered as part of the project plan described below.

9.  

Create a video about the cottage.

Ongoing

 

Contact has been made with TV presenter Nicola Toki. Nicola is a family descendent and has agreed to assist with a video about the cottage.

This action point is being considered as part of the project plan described below.

10.

Develop, with partners, specific projects and seek funds from community funders for these

Ongoing

This action point is being considered as part of the project plan described below.

11.

Develop partnerships with community organisations to promote and increase the cottages use.

Ongoing

Otago Museum is assisting with the implementation of the project plan.

12.

Hold open days to help promote this historic cottage.

Ongoing

Generally, two open days are being held a year, during the Blossom Festival and Waitangi weekends.

The last open days were on 22 and 23 October 2022. Approximately 50 people attended.

The next open day is on 5 February 2023.

13.

Continue to seek a tenant to locate adjacent to the cottage.

Ongoing

Continued advertising on the Council’s website calling for interest.

14.

Continue to develop the Community Orchard as per the memorandum of understanding with the Vincent Community Board.

 

Ongoing

 

Rotary Trees for Babies planting filled the orchard in 2021. A donation box for the cottage and orchard is in place. The interpretation panel for the orchard is under consideration. The agreement was extended in 2021.

An interpretation panel is being considered as part of the project plan described below.

15.

Continue to develop the Beryl Reid Heritage Lilac collection and the garden surrounding the cottage in conjunction with the Council’s parks team.

Ongoing

The Beryl Reid Heritage Lilac Collection was planted in 2019 with additional plants available for planting around the cottage.

The redevelopment of the cottage garden was completed in the 2021/22 financial year.

An interpretation panel is being considered as part of the project plan described below. 

16.

Installation of a power box in the reserve to help attract events to the reserve.

Completed

 

The power box installation was completed in the 2021/22 financial year.

 

 

Project Plan

To further progress the action points 3, 6 – 10, a project plan to create a sustainable future was formulated. See Appendix 2 for the Vallance Cottage Working Group’s Project Plan.

 

The project plan is divided up onto three subprojects.

 

All subprojects will be ideally carried out by museum students with the support of Otago Museum.  If this is not possible then these subprojects will be carried out by professionals funded ideally by external grants.

 

Developing the stories

In this subproject the stories of the cottage and the reserve (as outlined below) are researched and developed into content that can be used on a web page for the cottage, brochure, video scrip and learning material. The content is to be interactive as possible and include photos, videos, and oral history.

 

William and Jean Vallance

Stories of the construction of the cottage, and a growing family home 1896 – 1945.

Aunt Hazel

Stories of Aunt Hazel's life in the cottage. She was the youngest daughter and lived in the cottage until the 1970s.

Family Holidays

Decedents memories of the cottage and using the cottage as a holiday destination 1970-1980.

Save the Cottage

The story of the transfer of the cottage to CODC, the demolition order, work done by the community to save the cottage 1980–2000s.

Into the future

Stories of the more recent work done on the cottage and reserve and where to find more information/be involved with the cottage.

Reserve

History of the reserve and how it became named Vallance Cottage Reserve.

Community Orchard

The story of the Rotary Tree for Babies planting of fruit trees in the reserve.

Historic Lilac Collections

The story of Beryl Reid’s planting of her historic lilac collection in the reserve.

 

Ø The Working group have secured 16 hours of assistance from the Otago Museum to assist with the procurement of a student for this work.

 

Ø Compiling of the information and photos for both the cottage and reserve has been sorted into the various story telling groups.

Ø The brief for the student to complete the content for the website is underway.

 

Creating a website and video

In this subproject the content provided from the work stream above is incorporated into a website and an introductory video is recorded for the Vallance Cottage Reserve. The video is proposed to be presented by extended family member and TV presenter Nicola Toki. The webpage and video recording are to be undertaken as a project by the Council’s Tourism Team. The Council’s Central Otago – Word of Difference web page will provide the platform for the webpages.

 

Ø The first page of the Vallance Cottage web page on centralotagonz.com is completed. See extract below.

Ø Awaiting input from subproject one above.

 

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Presentation of the cottage, reserve signage, and marketing

In this subproject a plan is to be developed to determine:

·    How the cottage’s interior will be presented.

·    Location and content of signage within the cottage and around the reserve. The signage is to be designed to direct visitors to find out more information via QR codes to the website.

·    A marketing plan to attract visitors to the reserve.

Ø This subproject to be commenced once content of the web page is completed.

 

 

3.       Attachments

 

Appendix 1 - 2021 Statement of Intent

Appendix 2 - 2022 Project Plan  

 

Report author:

 

Reviewed and authorised by:

 

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Christina Martin

 

Louise van der Voort

Property and Facilities Officer (Vincent and Teviot Valley)

 

Group Manager - Planning and Infrastructure

18/01/2023

 

19/01/2023

 

 


Vincent Community Board meeting

31 January 2023

 


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23.1.4         Central Otago Riding for the Disabled and Dunstan Equestrian Centre Development.

Doc ID:      551468

 

1.       Purpose of Report

 

To consider the Central Otago Group Riding for the Disabled and Dunstan Equestrian Centre proposed development for the Dunstan Recreation Reserve.

 

Recommendations

That the Vincent Community Board

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

B.      Agrees in principle to support the Central Otago Group Riding for the Disabled and Dunstan Equestrian Centre proposed development for the Dunstan Recreation Reserve. Subject to the Board’s further approval of a feasibility study, concept plans, high level costings, and proposed funding structure.

C.      Agrees to an extension of the lease held by the Central Otago Riding Group for the Disabled over Section 6 Survey Office 524226, for two years, together with the right for the tenant to give two months’ notice to terminate. The new final expiry date is 30 June 2025.

 

 

2.       Background

 

The Central Otago Riding Group for the Disabled Incorporated’s (CORDA) lease, at their current location beside the Alexandra Golf Course, is due to expire in June 2023.

 

The adjoining land to the south side of CORDA, originally reserve land vested in Council for the purpose of tree-planting, has been handed back to the Crown. There is a possibility that this land will be developed into residential sections. CORDA’s leased land of approximately 1.6 hectares is located in the middle of the residential zoned land and is no longer an ideal location for the activity. 

 

In 2019, the Vincent Community Board considered a report on whether to issue a new lease on their current site. The Board resolved to not issue a new lease to CORDA in favour of CORDA relocating to the Dunstan Recreational Reserve which is leased to the Dunstan Equestrian Centre Incorporated (DEC). See appendix 1.

 

The Dunstan Equestrian Centre (DEC) is an umbrella organisation that has a membership of different equestrian activities, all of whom utilise the racecourse reserve. CORDA would become another sub-leasee to DEC at the reserve.

 

CORDA’s operational needs require unique facilities for its members, such as a fenced arena for horses and riders, a toilet and washing facility for participants, a fenced area for spectators, a meeting/gathering space for support people/participants. CORDA also graze their horses on-site.

Both CORDA and DEC’s buildings have reached their end of life.  This move to have both entities on one site with shared facilities maximizes the value of funding that would be required to improve facilities and ensure the successful continuation of both groups.

 

CORDA and DEC have provided the attached Proposed Project Outline for the Board’s consideration. See appendix 2.

 

 

3.       Discussion

 

DEC’s Lease

 

DEC currently holds a long-term lease over the Dunstan Recreational Reserve. The final expiry of their lease is 2 April 2051.

 

The legal description of the Dunstan Recreation Reserve is sections 127, 134, and 135 Block 1 Leaning Rock Survey District. This area is outlined in red on the aerial map below.

 

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This land is vested in the Central Otago District Council for recreational purposes. The management of the reserve is subject to the Dunstan Recreation Reserve Management Plan 2000.

 

The buildings are divided between Council and DEC ownership. See the areal plan below. The buildings in yellow are council owned and the buildings in blue are DEC owned.

 

officejockey roomspony clubstore shed

open shed

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DEC’s lease and the Dunstan Recreation Reserve Management Plan requires that DEC obtain Councils approval to make any structural alterations to buildings or other improvement.

 

CORDA and DEC have very similar needs for their activities such as the pony club areas and sand arena.  The proposed facilities will have multi purpose cross over on common ground which would provide  better utalisation of all the assets.

 

 

The Proposed Development (subject to outcomes of feasibility study)

 

CORDA and DEC propose the following development on the land.

 

Indoor:

·    A new building which will contain: a large meeting/seminar room, reception area, full kitchen, first aid room, staff room, change room, storage room, undercover viewing deck and four internal/external toilets, two accessible with shower facilities.

·    A new 70 x 30 meter covered arena with a sand and rubber mix all weather surface. Fitted out wheelchair ramps, training mirror and associated equipment to suit all abilities.

·    Demolition of the old toilets. (with councils permission)

·    Re-roofing of the jockey’s room.

 

Outdoor:

·    Installation of water filtration system to provide safe potable water to the new building.

·    New septic tank.

·    Sensory trail to enhance the learning experience for all participants and to enable engagement with sight, sound, feel and smell.

·    Car parking

 

Community Benefits:

·    Hire of facilities for large events. Details to be provided in the feasibility report.

·    All year round/all weather use at discounted rates of hire for members of CORDA and DEC.

·    Shared grazing, equipment, volunteers, labour, parking, and security.

·    Shared educational sessions for riders of all ages and abilities.

·    Access to on-site equine services.

·    Improving mental health and well-being of children and adults through the human-horse relationship.

·    Providing a one stop facility for all equine based learning and sporting activities for members of the community.

 

Development Stages:

 

Stage 1

2022/23

Design and quantity surveying.

$400,000

Stage 2

2024

Construction of new building and car parking.

$1,000,000

Stage 3

2025

Construction of new covered arena.

$800,000

Stage 4

2026

Fit out of covered arena.

$200,000

 

The total estimated cost of this proposal is $2.4 million.

 

The estimated costs provided above by DEC and CORDA were obtained from their consultation with the building industry and from other riding for the disabled (RDA) Groups that have built similar facilities. The most recent is Wellington RDA on their figures from four years ago plus 30% escalation in costs as advised by the building industry.

 

The Board’s support of this development will enable CORDA and DEC to take the next step of developing concept plans, updated costings, and further discussions around funding.

 

To also assist the Board, it is recommended that a study looking into the feasibility of the project in terms of existing and future use, and operational costs is also required for the Boards approval. Feasibility studies is a requirement of external funding agencies as well.

 

 

New indoor facility management

 

The indoor facility is proposed to be managed by a DEC subcommittee.

 

The DEC subcommittee (not yet formed) is likely to be made up of members from CORDA and DEC and potentially other clubs.

 

The Sub Committee would be reportable to the full DEC committee.

 

DEC would operate a separate bank account which would receive all monies from funders and other revenue to be used for the operation of the indoor facility.

 

 

 

 

 

 

Toilet Block

 

The toilet block is owned by the Council. The toilet block was built in 1985 and is in very poor condition. This toilet block consists of the following sections: two pan unisex (open 24/7), six pan unisex (open during events), two pan plus urinal (perminatly closed as beyond repair).   

 

The toilet block is open to the public but not actively advertised. The toilets are primarily utilised by the equestrian users of the reserve. Photo of toilet block below.

 

 

 

Dunstan Recreation Reserve Management Plan

 

The Dunstan Recreation Reserve Management Plan contains policies which are relevant for the Board to review when considering this proposal.  See an extract of relevant policies in appendix 3.

 

The review of the Dunstan Reserve Management Plan is being considered as part of the policy work been undertaken by the Council’s parks team. The annual reporting required by DEC has not occurred. Council will establish a formal annual reporting process as outlined while the management plan is under reviewed.

 

 

The Queenstown Lakes - Central Otago Sub-Regional Sport and Recreation Facility Strategy, 2018.

 

This facility strategy has been developed to enable local and regional government, the education sector, funders, national and regional sports organisations, and clubs to develop a shared purpose and deliver better value for these communities.

 

The following are recommendations from this facilities strategy that support this proposed development.

·    CODC and QLDC identify beneficial community facility partnership opportunities and support their development.

·    CODC, QLDC and sport identify opportunities to modify existing facilities and ensure new facilities cater for the need of users with disabilities, including older adult users who often have declining physical abilities.

 

CORDA lease

 

CORDA’s lease, at their current location beside the Alexandra Golf Course, Section 6 Survey Office 524225, is due to expire in June 2023. The area is outlined in yellow and black on the aerial map below.

 

Alexandra Golf Course

 

As per the Board’s 2019 resolution, CORDA is now preparing to transition to DEC. CORDA is in the process of acquiring portable horse stalls and yards with the view to using the jockey room, secretary’s office, and existing toilets in the short term. The horse stalls and yards purchased may be incorporated into the new build or on sold. The jockey room will require re-roofing to meet safety requirements and CORDA will meet these costs.

 

While CORDA is aiming to vacate their current site before their expiry date of June 2023, it will be a tight timeline for their volunteers. CORDA is therefore requesting that their lease is extended for one year.

 

There is no reserve management plan for the land currently occupied by CORDA. The land is recreational reserve vested in the Central Otago District Council, therefore public consultation and the Minister of Conservation’s consent is required to issue a new lease. The Minister of Conservations Consent was obtained through the Department of Conservation for the initial lease.

 

Under Schedule One of the Reserves Act 1977, a maximum lease term of 33 years is permitted. Also, permitted under this section are approval of lease variations by the vested authority.

 

Under the Council’s Register of Delegations 2021 the general provisioning of reserves, and public facilities (excluding purchase or disposal of property) are delegated to the Community Boards. Therefore, the Board is the delegated authority to approve this extension.

 

While CORDA has requested a one-year extension, it is recommended to approve an additional year to provide for any unforeseen circumstances and take pressure off volunteers.

 

Once CORDA has vacated the property a report back on future options for this land will be presented to the Board.

 

 

4.       Financial Considerations

 

The development proposal identifies the following as potential project funders:

 

·    DEC

·    CORDA

·    Central Lakes Trust

·    Otago Community Trust

·    Hugo Trust

·    Aotearoa Gaming Trust

·    Transpower

·    Aotearoa Pub Charity

·    Central Otago District Council

CORDA and DEC request the Council contribute towards the cost of the toilets and new septic tank. The new toilets will be available to the public and will replace the existing public toilets.

Depending upon the amount requested for the Council to contribute to this project for the toilets, this grant will either need to be considered under the contestable community grants process or included in the next Long-term Plan for public consultation.

 

An approximate budget for a new prefabricated two pan (one accessible) toilet block with a new septic tank is $250,000. This would maintain the current level of service.

 

As part of the Board’s decision to approve the feasibility study and concept plans, the Board will need to also consider the inclusion of a contribution towards the public toilets construction costs in the public consultation document of the draft Long Term Plan 2024-34.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Agree in principle to the Central Otago Riding Group Riding for the Disabled and the Dunstan Equestrian Centre proposed development for the Dunstan Recreation Reserve, as outlined in the project proposal in appendix 2. This is subject to the Board’s further approval of a feasibility study, concept plans, high level costings, and proposed funding structure.

 

To agree to a two-year extension of the CORDA lease.

 

 


Advantages:

 

·        Helps to give effect to the previous Board’s resolution to not renew CORDA’s current lease.   

·        Co-location of two similar groups, who require external funding to improve facilities on their respective sites, will maximise the value of community funding.

·        Supported by policies of the Dunstan Recreation Reserve Management Plan.

·        Supported by the recommendations of the Queenstown Lakes - Central Otago Sub-Regional Sport and Recreation Facility Strategy.

 

Disadvantages:

 

·        The proposal potentially requires Council funding which could either reduce the Board’s grants budget, the general reserve account, increase rates, or a combination of these.

 

Option 2

 

To not agree to support in principle the proposed CORDA and DEC development.

 

To not agree to the proposed extension of CORDA’s lease.

 

Advantages:

 

·        None.

 

Disadvantages:

 

·        Does not help to give effect to the previous Board’s resolution.

·        Additional funding to improve toilet facilities at the Dunstan Recreation Reserve may be required in the future. 

·        Does not support the policies of the Dunstan Recreation Reserve Management Plan.

Does not support the recommendations of the Queenstown Lakes - Central Otago Sub-Regional Sport and Recreation Facility Strategy.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the social and economic wellbeing of the community, in the present and for the future, by the supporting the co-location of two similar groups as a way to maximize the value of community funding to improve recreation facilities.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

Yes, this decision is consistent with the Dunstan Recreational Reserve Management Plan 2000, the District Plan, the Economic Development Strategy 2019-2024, the Queenstown Lakes – Central Otago Sub-Regional Sport and Recreation Facility Strategy 2018.

Considerations as to sustainability, the environment and climate change impacts

 

This decision does not impact on the sustainability environmental, and climate change of the district.

Risks Analysis

 

The health and safety obligations will be the Tenant’s responsibility to meet.

 

There is a risk that if this development isn’t supported then additional funding to improve toilet facilities at the Dunstan Recreation Reserve will still be required in the future.

Significance, Consultation and Engagement (internal and external)

None of the thresholds or criteria of the Council’s Significance and Engagement Policy has been met or exceeded.

 

 

7.       Next Steps

 

1.   CORDA and DEC are notified of the Board’s decision.

2.   Execution of the deed of variation to extend CORDA lease for two years.

3.   CORDA and DEC provide council with the feasibility study.

4.   Council staff report back to the Board asking for consideration and approval of the feasibility study.

5.   CORDA and DEC provide council with the concept plans, updated costings, and Council’s contribution to the project.

6.   Council staff report back to the Board asking for consideration and approval of the concept plans and Council’s contribution to the project.

7.   Any Council contribution towards the public toilets construction costs is publicly consulted through the Long Term Plan 2024-34 process.

 

Note: Steps 4 – 6 can be combined if CORDA and DEC decide to provide the feasibility study and concept plans together.

 

 

8.       Attachments

 

Appendix 1 - 2019 Vincent Community Board Report

Appendix 2 - CORDA and DEC Proposed Project Outline 2022

Appendix 3 - Dunstan Recreation Reserve Management Plan Extract  

 

 

Report author:

 

Reviewed and authorised by:

 

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Christina Martin

 

Louise van der Voort

Property and Facilities Officer (Vincent and Teviot Valley)

 

Executive Manager - Planning and Environment

18/01/2023

 

19/01/2023

 

 


Vincent Community Board meeting

31 January 2023

 


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31 January 2023

 

23.1.5         Plan Change 19 Update

Doc ID:      614202

 

1.       Purpose

 

To update the Community Board on the progress of Plan Change 19 including detailing the process, submissions received, and next stages. 

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Background

 

The operative Central Otago District Plan (the Plan) was publicly notified on 18 July 1998 and was amended by decisions on submissions on 1 July 2000. It became operative on 1 April 2008 after references to the Environment Court were settled.

 

The Residential chapter of the Central Otago District Plan has not been subject to a full review since it was originally drafted in 1998.  Minor alterations have been made to the residential provisions as a result of private plan change requests and Council initiated plan changes. Plan Change 19 (PC19) is the most significant Council initiated plan change since the Plan Change 5 series which was a full landscape classification and review of the development and subdivision provisions in the Rural Resource Area. Given its significance it is appropriate to update the Council and Community Boards on the progress of the plan change.

 

Council has chosen to approach planning for growth through extensive community consultation and the development of spatial plans.  The Cromwell Spatial Plan was adopted by Council in 2018 followed by the Vincent Spatial Plan that was adopted by Council in January 2022.  In late 2022 Council approved the development of the Teviot Valley Spatial Plan which is now underway.  This approach provides certainty and allows for decisions to be made around investment in infrastructure.

The spatial plans have been prepared by the Council to respond to demand for residential land and housing affordability concerns in the district, and to plan for the anticipated growth over the next 30 years.

PC19 implements the direction set by the Cromwell and Vincent spatial plans by proposing rezoning of land for residential use, identifying some areas for future growth, and includes new provisions for managing land use and subdivision within the residential zones.

 

Plan Change 19

 

Plan change 19 proposes to make a complete and comprehensive change to the way the district’s residential areas are zoned and managed. It is consistent with the National Planning Standards, being the Government templated format for district plans.

 

          PC19 proposes to:

·       Replace the current Section 7 Residential Resource Area of the Plan with a new Residential Zone Section, comprising chapters on:

o    Large Lot Residential Zones;

o    Low-Density Residential Zones;

o    Medium Density Residential Zones (including medium density design guidelines);

o    Residential Subdivisions; and

·       Amend the planning maps to rezone land in general accordance with what has been identified in the Vincent and Cromwell Spatial Plans and to reflect the new zone names above; and

·       Amend Section 18 definitions to insert new definitions that apply in the Residential Zones chapter and make consequential amendments to existing definitions to clarify the sections of the Plan where they apply; and

·       Make consequential changes to other sections of the Plan to reflect the proposed new zones.

Medium density guidelines and heritage guidelines have also been developed to ensure higher density developments achieve good urban design, access to open space and protect heritage values in heritage precincts.

PC19 proposes to align with current best planning practice and the National Planning Standards. Where changes to the current approach are not considered necessary to achieve the outcomes sought for residential areas, the current provisions are proposed to be rolled over into the new residential zone chapters, albeit in a refined manner.

 

The National Planning Standards have been implemented through PC 19 to the extent that it has been possible to do so ahead of the full District Plan Review; including the adoption of the Zone Framework Standard for the new Residential Zones and Residential chapter, and the adoption of definitions insofar as they apply to the provisions proposed in the Residential chapter.

Plan Change 19 Process Timeline – to date

 

Date

Process

26 January 2022

Vincent Spatial Plan adopted by Council

February – May

Plan Change 19 and Medium Density Guidelines finalised and engagement with statutory parties undertaken.

1 June 2022

Plan Change 19 (including medium density guidelines) approved for release by Council

9 July 2022

Plan Change 19 publicly notified

Week of 25th July

PC 19 drop-in sessions Alexandra  

Week of 1st August

Drop-in sessions Alexandra and Cromwell

Week of 22nd August

Drop-in sessions Alexandra (including evening timeslot)

Week of 29th August

Drop-in sessions Cromwell (including evening timeslot)

2 September 2022

Submissions Closed (171 submissions received)

1 December 2022

Submissions on summary of decisions requested in submissions publicly notified

19 December 2022

Submissions on summary of decisions requested in submissions closed (77 further submissions received)

         

This is a complex plan change which has attracted a large number of submissions covering a broad range of plan provisions and topics.

 

Potential Private Plan Changes

 

Prior to notification of PC19 Council staff sought legal advice on the potential impact of receiving and processing requests for private plan changes to the Residential Chapter of the operative District Plan alongside a comprehensive review of the residential provisions. 

 

If Council were to accept a private plan change on the operative District Plan, it would potentially be faced with considering a request to change the Plan at the same time it is undertaking a comprehensive change to the objectives and policies of the plan. This is not what is contemplated by the legislation and is not considered to be sound resource management practice.  As noted above PC19 is a comprehensive re-write of a whole chapter of the operative plan with a new suite of objectives, policies, and rules.  The running of the two processes side by side would also likely cause confusion, particularly as the comprehensive review of the residential chapter of the plan will effectively rewrite the provisions of a private plan change.  

 

When deciding whether to adopt, accept, convert, or reject a private plan change, one of the things Council considers is the integrated effects of the change. And Clause 25 (4) (c) of the First Schedule to the Resource Management Act 1991 allows Council to reject a request on the basis that the request is not in accordance with sound resource management practice. 

 

Council has two years to process a private plan change from notification to decisions, which is the same timeframe for processing of a Council initiated plan change.  PC 19 is progressing well within that two-year period and hearings are anticipated to be around ten months from notification.  A private plan change proposal that reflects the residential zoning in the Vincent Spatial Plan (adopted by Council January 2022), is unlikely to be disadvantaged by the request being processed as part of PC 19.  

 

If a private plan change request was received that proposed to adopt the provisions of proposed PC19, but were not contemplated by the spatial plans, it would not create the same issues and could potentially be accepted. 

 

Giving Effect to a Plan Change

 

In terms of when a plan change can be relied upon for the purpose of the lodging of a resource consent, until hearings on submissions have been conducted, submitters have had the opportunity to participate, a decision has been issued that is beyond the appeal period, the provisions cannot be relied upon. 

 

A plan change process is by no means a rubber stamp.   During the processing and hearing of a plan change, (council initiated or private), the provisions may change as the Hearings Panel considers the submission received.   This process is transparent, and it is important that the submitters feel heard.

Applications for resource consent are not able to be processed under the new provisions until the plan change decisions have been issued and are beyond challenge. This is because the plan change provisions have no legal effect and there is no certainty that a plan change will be approved in its notified form.  

 

Similarly, there can be no certainty of the outcome of any future subdivision or resource consent granted under the proposed rules, until those provisions are beyond challenge.    Any expectation regarding the outcome of a plan change, and any future resource consent to be processed under those provisions, should be undertaken with an understanding of the risk that the provisions may change.  Council has two years to process the plan change and a decision on PC 19 is required by 9 July 2024.

 

Next Steps

 

While the dates for hearings are yet to be set, Council is intending to progress to the next stages of the plan change in the first quarter of 2023, starting with consideration of whether pre-hearing meetings would be appropriate in relation to some issues raised in submissions, and the preparation of the section 42A recommendation to the Hearings Panel.   The next stages of the process are outlined below:

         

1.   Pre-Hearing Meetings (if required).   

2.   Preparation and circulation of section 42A recommendation report and evidence exchange.

3.   Hearings held.

4.   Decisions released.

5.   Appeals (if any)

 

It is hoped that hearings may be able to be scheduled in April/May, however that will be dependent on the outcome of any pre-hearing meetings (if required).  

 

 

3.       Attachments

 

Nil

 

Report author:

Reviewed and authorised by:

 

 

Ann Rodgers

Louise van der Voort

Principal Policy Planner

Group Manager - Planning and Infrastructure

16/01/2023

19/01/2023

 

 


31 January 2023

 

6                 Mayor’s Report

23.1.6         Mayor's Report

Doc ID:      606680

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations

That the Vincent Community Board receives the report.

 

 

His Worship the Mayor will give a verbal update on activities and issues of interest since the last meeting.

 

 

 

 

2.       Attachments

 

Nil

 

 


31 January 2023

 

7                 Chair's Report

23.1.7         Chair's Report

Doc ID:      606681

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil

 


31 January 2023

 

8                 Members' Reports

23.1.8         Members' Reports

Doc ID:      606682

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil

 


31 January 2023

 

9                 Status Reports

23.1.9         January 2023 Governance Report

Doc ID:      606684

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Status Reports

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

 

Minutes from Keep Alexandra / Clyde Beautiful

The minutes from the November meeting of Keep Alexandra / Clyde Beautiful have been received. They had previously been sent out to members (see appendix 2).

 

 

3.       Attachments

 

Appendix 1 - VCB Status Update

Appendix 2 - November minutes from Keep Alexandra / Clyde Beautiful  

 

Report author:

Reviewed and authorised by:

 

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Wayne McEnteer

Saskia Righarts

Governance Manager

Group Manager - Business Support

19/01/2023

19/01/2023

 

 


Vincent Community Board meeting

31 January 2023

 













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Vincent Community Board meeting

31 January 2023

 



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Vincent Community Board Agenda

31 January 2023

 

10               Date of the Next Meeting

The date of the next scheduled meeting is 21 March 2023.


Vincent Community Board Agenda

31 January 2023

 

11               Resolution to Exclude the Public

Recommendations

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

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

Confidential Minutes of Ordinary Board Meeting

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)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

23.1.10 - January 2023 Confidential Governance Report

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)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7