CENTRAL OTAGO DISTRICT COUNCIL CROMWELL COMMUNITY BOARD MINUTES of a meeting of the Cromwell Community Board held in the Cromwell Service Centre, 42 The Mall, Cromwell on Tuesday 4 July 2017 commencing at 12:30pm. PRESENT: N Gillespie (Chairperson), S Calvert (Deputy Chairperson), A Blaikie, A Harrison, N McKinlay and W Murray APOLOGIES: R Dicey RESOLVED that the apology be accepted Calvert / Murray IN ATTENDANCE: His Worship the Mayor T Cadogan, L Mash (Chief Executive Officer), L van der Voort (Executive Manager Planning and Environment), B Murphy (Chief Financial Officer), S Hewerdine (Senior Officer, Governance Support) and K Healey (Governance Support Officer) M Kerr (Property and Facilities Manager), M Begg (Parks and Recreation Manager), J Remnant (Property and Facilities Officer Maniototo) and M Way (Property and Facilities Officer Cromwell) were also in attendance. 17.5.1 Confirmation of Minutes RESOLVED that the minutes of the meeting of the Cromwell Community Board held on 26 May 2017 be received and confirmed as a true and correct record. Harrison / Blaikie 17.5.2 Declaration of Interest Mr Gillespie and Mr Murray declared an interest in item 17.5.14.
17.5.3 Status Report on Resolutions Chief Executive A report from the Chief Executive Officer to provide an update on resolutions had been circulated RESOLVED that the report be received. Murray / Calvert 17.5.4 Status Report on Resolutions Community Services A report from the Chief Executive Officer to provide an update on resolutions had been circulated RESOLVED that the report be received. Murray / Calvert 17.5.5 Status Report on Resolutions Corporate Services A report from the Chief Financial Officer to provide an update on resolutions had been circulated. RESOLVED that the report be received. Murray / Calvert 17.5.6 Status Report on Resolutions Infrastructure Services A report from the Executive Manager - Infrastructure Services to provide an update on resolutions had been circulated. RESOLVED that the report be received. Murray / Calvert 17.5.7 Status Report on Resolutions Planning and Environment A report from the Executive Manager - Planning and Environment to provide an update on resolutions had been circulated. RESOLVED that the report be received. Murray / Calvert
17.5.8 Mayor s Report His Worship the Mayor reported on the following: 23-26 May Community Board submission meetings 27 May Attended WoolOn Creative Fashion Event it was superb 30 May Tourism Central Otago meeting with tourism sector operators 31 May Council submissions meeting 2 June Citizenship Ceremony 6 June Meeting with CEO Dunedin Airport 7 June Audit NZ meeting Dunedin 9 June Hosted bespoke Chinese tour operator 12 June Speaker at Cromwell Rotary 13 June Council workshop 15-16 June Rural and Provincial meeting met with CEO and head property person from LINZ 26 June Met Trustpower Award organisers; Cromwell venue for lunch at next year s nationals. 27 June Council Meeting 28 June Start of fortnightly chats on Radio Central 3 July Meeting with RSA regarding preparations for ANZAC Day and Armistice Day 2018 3 July Attended and spoke at plastic free July event RESOLVED that the Mayor s report be received. Gillespie / Calvert The Property and Facilities Officer Maniototo, joined the meeting at 12:45pm. 17.5.9 Nevis Cemetery Results of Ground Testing (COM 01-62-003) A report from the Property and Facilities Officer Maniototo to provide the results of the ground testing carried out at the Nevis Cemetery had been circulated. A. AGREED that the report be received and the level of significance accepted. Calvert / Gillespie B. AGREED that the Board confirmed the open status of the Nevis Cemetery and its intention to accept reservations for interments once the plot configuration has been determined, marked with bollards, mapped and fees set. Calvert / Gillespie
C. AGREED that a new cost centre for the Nevis Cemetery is established and run at a deficit of $1,500 for the 17/18 financial year, to be funded from Cromwell General Reserves 3111 cost centre. Calvert / Gillespie D. AGREED that the Board approved one row of burial plots and two rows of ash plots be made available in the identified clear area of the Nevis Cemetery. Calvert / Gillespie E. AGREED that the Board sets the following plot fees for the Nevis Cemetery: Burial plot $200 Ash plot $100 Calvert / Gillespie F. AGREED that the Board approved the burial fees at the Nevis Cemetery be set at cost. Calvert / Gillespie The Property and Facilities Officer Maniototo left the meeting at 1.10pm. The Property and Facilities Officer Cromwell joined the meeting at 1:11pm. 17.5.10 Cromwell Bowling Club Incorporated New Lease (PRO 62-3076-L1) A report from Property and Facilities Officer Cromwell to consider a request for a new lease for the Cromwell Bowling Club Incorporated had been circulated. A. AGREED that the report be received and the level of significance be accepted. Blaikie / Murray The Property and Facilities Manger joined the meeting at 1.14pm. B. APPROVED that a new lease to the Cromwell Bowling Club Incorporated for 21 years as per the terms and conditions as in Council s standard reserves lease template with a clause to reflect Councils policy pay. Harrison / McKinlay
C. AGREED to set a new lease rent of $11.70 per member with a special condition:- 1. The Council has the right to amend the rent to a level determined by any adopted community lease/rent policy. Harrison / McKinlay 17.5.11 Cromwell Sub-Branch of the Royal NZ Plunket Society Lease Renewal (PRO 62-3039-L4) A report from Property and Facilities Officer Cromwell to consider a request for a new lease for the Cromwell Sub-Branch of the Royal New Zealand Plunket Society Incorporated had been circulated A. RESOLVED that the report be received and the level of significance be accepted. Calvert / McKinlay B. APPROVED that a new lease to the Cromwell Sub-Branch of the Royal New Zealand Plunket Society Incorporated for five years at $1 per annum with two rights of renewal of five years on the same terms and conditions as the expired lease. McKinlay / Calvert 17.5.12 Boundary Adjustment of Reserve Land for 13 Austral Place (PRO 62-3082-00) A report from the Property and Facilities Officer Cromwell to consider agreeing to a boundary adjustment to regularise an encroachment onto Local Purpose Reserve had been circulated. A. RESOLVED that the report be received and the level of significance accepted. Harrison / Murray B. RESOLVED that 19m² of reserve land being part Lot 3 DP 24941 to be offered to the adjoining owners at 13 Austral Place, Cromwell at $2,000 plus GST subject to: 1. The purchaser paying a purchase price reflective of value. 2. Resource consent for the boundary adjustment. 3. The purchaser meeting all survey and legal cost. 4. Public advertising under the Reserves Act to uplift the reserve status.
5. Council ratification of the Community Board s recommendation. 6. The Minister of Conservation s consent to revocation of the reservation. Harrison / Murray C. RESOLVED that the Chief Executive Officer be delegated the authority to determine the final terms of sale. Harrison / Murray The Property and Facilities Officer Cromwell and the Property and Facilities Manager left the meeting at 1.34pm. 17.5.13 Application for Road Name Approval Pisa Moorings Vineyard Ltd RC160069 (INF 03-05-06) A report from Roading Assistant requesting to name two new roads at Pisa Moorings in the Pisa Moorings Vineyard Subdivision, Cromwell had been circulated A. RESOLVED that the report be received and the level of significance be accepted. Calvert / Blaikie B. RESOLVED that the new roads in Pisa Moorings Vineyard Subdivision be named Stratford Drive and Parkburn Lane. Calvert / Blaikie Mr Gillespie and Mr Murray declared an interest in 17.5.14 but it was considered that both interests were no more than those of the public. 17.5.14 Application for Road Name Approval Lowburn Terraces Subdivision, Lowburn RC160414 (03-05-06) A report from Roading Assistant requesting to name a new road in Lowburn Terraces Subdivision, Lowburn had been circulated. A. RESOLVED that the report be received and the level of significance be accepted. Gillespie / Calvert The Board felt that the recommended name did not fit in with the street naming guidelines and chose Bilton from the list of recommended names.
B. RESOLVED that the new road in Lowburn Terraces Subdivision be named Bilton Drive. Gillespie / Calvert 17.5.15 Quarterly Activities Report The Quarterly Activities Report for the period January to March 2017 had been circulated RESOLVED that the Quarterly Activities Report January to March 2017 report be received. Gillespie / Murray 17.5.16 Members Reports 1. Ms Calvert reported the following 29 May Meeting for Proposed Hospital/ Aged care facility 30 May Hall Workshop 31 May Council Submissions to Annual Plan 2 June Citizenship Ceremony 6 June Promotions Group 14 June Council workshop 14 June Community Trust Meeting 15 June Alzheimer s Support Group 28 June Council 3 July Central Otago Wilding Conifer Group meeting 2. Ms Blakie reported the following The Cromwell Resource Centre is currently undergoing governance changes and has received funding to facilitate a three to five year strategic plan. Tarras Hall, thank you to the Council for the work done on the hall floor and in the kitchen. Plus thank you for the two new flags that are now in place at the hall. Tarras Toilets, the hole has been dug, the area fenced off and we are looking forward to new loos by the store. 14 ] June met with the new General Manager of the Gate, John Duxby. Tarras Church Action Group have been busy behind the scenes working with the Presbyterain Church regarding the future of the church.
27 June viewed the developments of The Nose building amongst the Bendigo Hills. 3. Ms Harrison reported the following 29 May Attended Cromwell Museum Trust meeting 13 June Attended Mike King public meeting hosted by the Otago Suicide Prevention Trust 16 June Attended the Goldfields School Matariki Hangi 28 June Minister of Education Tim McIndoe at Cromwell Primary. Both primary schools have been awarded funding for roll growth classrooms. 26 June Attended Cromwell Youth Trust meeting. Focus for the Youth trust has returned to catering for youth aged 14-24 with the centre providing a safe space for youth. 4. Mr Murray reported on attending the following in June: Cromwell Districts Community Trust - Deadmans Bridge project has been finished and now organising this year s lakeside clear up. Bike trails - legal easements and permissions Mokihi Trust - planting is going well at Richards Beach Road and this is coming towards the end of the project Museum Trust: Te Papa have provided funding for some new photo storage They have had a visit form the Historic Places Trust who have been very supportive of the work that they are doing Organising their annual general meeting in September there will be a rotation of trustees The museum has been frugal with their spending and are getting some funds together for a major project 5. Mr McKinlay reported the following Meeting of the Audit and Risk Committee Council meeting update on Cromwell Waste Water project that allows septic tank operators to use. The system is being abused so an upgrade is planned to make it more user friendly and will be users pay 6. Mr Gillespie reported the following 29 May Meeting to discuss where the hospital and rest home would go 3 May Council workshop 8 June District Licensing Committee in Queenstown 8 June Meeting to discuss property report on agenda 14 June Council workshop 19 June Holstein Freisian Conference in Cromwell 70 odd delegates
21 June Volunteer Week attended celebration in Cromwell Courtney Anderson, winner of Trustpower Youth Spirit Award, gave a speech 27 June Audit and Risk Committee meeting 28 June Council Meeting adopted the Annual Plan 1 July Fire and Emergency services were combined into one organisation FENZ so ORFA no longer exists RESOLVED that the members report be received. Harrison / Blaikie 17.5.17 Date of the Next Meeting The date of the next scheduled meeting is Tuesday, 15 August 2017. BOARD IN CLOSED MEETING RESOLVED that the public be excluded from the following part of the proceedings of the meeting, namely items 17.5.18 and 17.5.19. The general subject 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(1) 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. 17.5.18 Status Report on Resolutions Planning and Environment Reason for passing this resolution in relation to each matter. To enable Community Board to carry out, without prejudice or disadvantage, commercial activities (The premature disclosure of the financial information would detrimentally affect the Council s position in the negotiation) Ground(s) under Section 48(1) for the passing of this resolution. Section 48 (1) (a) 17.5.19 Consider Purchase of Industrial Section, Ree Crescent Cromwell (PRO 62-3153-00) To enable Community Board to carry out, without prejudice or disadvantage, commercial activities (The premature disclosure of the financial information would detrimentally affect the Council s position in the negotiation) Section 48 (1) (a)
This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act or section 6 or section 7 or section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above (in brackets) with respect to each item. NOTE: Section 48(4) of the Local Government Official Information and Meetings Act 1987 provides as follows: "(4) Every resolution to exclude the public shall be put at a time when the meeting is open to the public, and the text of that resolution (or copies thereof) - (a) Shall be available to any member of the public who is present; and (b) Shall form part of the minutes of the local authority." Calvert / Blaikie The public was excluded at 2:03pm. The meeting was adjourned at 2.03pm. The meeting reconvened at 2.14pm when the Property and Facilities Manager joined the meeting.
ITEMS CONSIDERED WHILE THE PUBLIC WAS EXCLUDED 17.5.18 Status Report on Resolutions Planning and Environment A report from the Executive Manager - Planning and Environment to provide an update on confidential resolutions had been circulated. RESOLVED that the report be received. McKinlay / Blaikie
THE BOARD IN OPEN MEETING RESOLVED that the public be readmitted. McKinlay / Harrison The public was readmitted at 2:21pm. The meeting closed at 2:21 pm CHAIR / /