Agenda Paper Maniototo Community Board Thursday, 6 August 2020 Commencing at 2.00pm Meeting Room, Ranfurly Service Centre, 15 Pery Street, Ranfurly www.codc.govt.nz A WORLD OF DIFFERENCE CENTRAL OTAGO DISTRICT COUNCIL MANIOTOTO COMMUNITY BOARD NOTICE is hereby given that a meeting of the Maniototo Community Board will be held in the Meeting Room, Ranfurly Service Centre, 15 Pery Street, Ranfurly on Thursday, 6 August 2020, commencing at 2.00pm. MEMBERS: R Hazlett (Chair), M Harris (Deputy), S Duncan, D Helm and S Umbers APOLOGIES: IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager – Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager – Planning and Environment), S Righarts (Chief Advisor), M Adamson (Policy Advisor), J Remnant (Property and Facilities Officer – Maniototo), R Williams (Governance Manager) and W McEnteer (Governance Support Officer) AGENDA 20.4.1 Condolences 7 20.4.2 Confirmation of Minutes 8-15 RECOMMENDED that the minutes of the meeting of the Maniototo Community Board held on 25 June 2020 be received and confirmed as a true and correct record. 20.4.3 Declaration of Interest 16 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. 20.4.4 Community Leasing and Licencing Policy (Doc ID 450822) 17-28 Attached is a report from the Policy Advisor to seek feedback from the Board on the draft Community Leasing and Licencing Policy. RECOMMENDED that the report is received and its resolutions adopted. 20.4.5 Chair’s Report 29 RECOMMENDED that the Chair’s report be received. 20.4.6 Members’ Reports 30 RECOMMENDED that the Members’ reports be received. 20.4.7 Governance Report (Doc ID 450599) 31-33 Attached is a report from the Governance Support Officer for the Board to receive updates on ongoing projects not captured in status reports. RECOMMENDED that the report be received. 20.4.8 Status Report on Resolutions 34-41 Attached is a report from Governance Support Officer to provide an update on resolutions. RECOMMENDED that the report be received. 20.4.9 Date of the Next Meeting 42 The date of the next scheduled meeting is Thursday, 17 September 2020. THE BOARD IN CLOSED MEETING In accordance with section 48(1) 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 sections 6, 7 or 9 of the Official Information Act 1982, as the case may be), it is RECOMMENDED: A. That the public is excluded from: • The following parts of the proceedings of this meeting, namely: item 20.4.10 The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds for excluding the public, as specified by s 48(1) of the Local Government Official Information and Meetings Act 1987, are set out below: Meeting Item Reason for excluding the Grounds for excluding the public No. and public subject 20.4.10 The premature disclosure of To carry on, without prejudice or Status Report the financial information disadvantage, negotiations (including would detrimentally affect the commercial and industrial negotiations) Council’s position in the (s 7(2)(i)). negotiations. THE BOARD IN OPEN MEETING RECOMMENDED that the public be readmitted. 20.4.1 Condolences 7 CENTRAL OTAGO DISTRICT COUNCIL MANIOTOTO COMMUNITY BOARD MINUTES of a meeting of the Maniototo Community Board held in the Meeting Room, Ranfurly Service Centre, 15 Pery Street, Ranfurly on Thursday, 25 June 2020, commencing at 2:03 pm. PRESENT: R Hazlett (Chair), M Harris (Deputy), S Duncan, D Helm and S Umbers IN ATTENDANCE: His Worship the Mayor T Cadogan, S Jacobs (Chief Executive Officer), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager – Planning and Environment), N Aaron (Community Development Officer), J Remnant (Property and Facilities Officer - Ranfurly), M Alford (Acting Roading Manager), L Stronach (Property Officer – Statutory), R Williams (Governance Manager) and W McEnteer (Governance Support Officer) 20.3.1 Condolences The Chair referred to the death of Steve McLaren. Members stood and observed a minute’s silence as a mark of respect. 20.3.2 Confirmation of Minutes It was moved (Duncan/Harris): That the Board receives and confirms the minutes of the meeting of the Maniototo Community Board held on 14 May 2020 as a true and correct record. Motion carried 20.3.3 Declaration of Interest Members were reminded of their obligations in respect of declaring any interests. There were no additional declarations of interest. 20.3.4 Maniototo Community Grant Applications 2019-20 Financial Year Unconfirmed(Doc ID 447662) A report from the Community Development Officer to receive and evaluate applications received to the 2019-20 financial year Maniototo Community 8 General Grants Fund and to determine the grant allocation to each applicant had been circulated. It was moved (Duncan/Umbers): That the Board: Receives the report and accepts the level of significance. Approves a grant request of $2,500 for the Otago Goldfields Heritage Trust Heritage Sites Review. Requested: $2,500 Approved $2,500 Motion carried 20.3.5 Request to Lease Patearoa Gravel Reserve Land (PRO 64-5113-00) A report from the Property Officer - Statutory to consider a request to lease the gravel reserve on Aitken Road, Patearoa had been circulated. It was moved (Duncan/Harris): That the Board: Receives the report and accepts the level of significance. Approves the granting of a lease over the Patearoa Gravel Reserve on the following terms and conditions: Rental: $500 plus GST per annum Term: Five Years Right of renewal: One Subject to the applicants: Keeping the land tidy and stock-proofing the boundary fences, Not constructing any improvements on the reserve, Providing Council with unimpeded access as required Authorises the Chief Executive to do all that is necessary to give effect to the resolution Motion carried 20.3.6 Lease of Kyeburn Reserve (Doc ID: 446033) UnconfirmedA report from the Property and Facilities Officer – Ranfurly to determine ownership of the Kyeburn Hall and consider leasing the Kyeburn Reserve to the Kyeburn Hall Committee had been circulated. 9 It was moved (Helm/Umbers): That the Board: Receives the report and accepts the level of significance. Agrees to formally acknowledge that the Kyeburn Hall is owned by the Kyeburn Hall Committee. Agrees to recommend that Council grants the Committee a lease pursuant to Section 61 (2A) of the Reserves Act 1977, on the following terms: 1. Permitted use: Community Hall 2. Term: 33 years 3. Rights of Renewal: None 4. Land Description: Sec 20 Blk VII Maniototo SD 5. Area: 0.4837 hectares 6. Rent: $1.00 per annum if requested Subject to the Kyeburn Hall Committee: 1. Becoming an Incorporated Society 2. Being responsible for all outgoings, including utilities, electricity telephone, rubbish collection, rates and ground maintenance. Motion carried 20.3.7 Maniototo Carparking Restrictions (Doc ID 447603) A report from the Acting Roading Manager to review parking restrictions in the Maniototo Ward had been circulated. The Board discussed whether there was a need for parking restrictions in Ranfurly, or not. It was felt that demand did not warrant restrictions at this stage. It was moved (Duncan/Umbers): That the Board: Receives the report and accepts the level of significance. Recommends to Council that there is no change to existing restrictions. Motion carried 20.3.8 Status Report on Resolutions Unconfirmed A report from the Governance Support Officer to provide the Board with an update on resolutions had been circulated. 10 It was moved (Umbers/Harris): That the Board receives the report. Motion Carried 20.3.9 Mayor’s Report His Worship the Mayor spoke to his report, which had been circulated with the agenda. It was moved (Duncan/Harris): That the Board receives the Mayor’s report. Motion carried 20.3.10 Chair’s Report Mr Hazlett reported on the following: Mr Carey had been in touch and wanted an acknowledgement that the Board had accepted his concerns. It was agreed that a letter would be sent in response. Mr Hazlett had met with a number of the organisers of the deliveries and welfare checks that took place during lockdown to acknowledge their efforts. He raised the issue of the trees on the reserve by the Wedderburn Hall. It was mentioned that the Council had work scheduled and that the Parks department would follow up. He had an email conversation with the Parks Officer – Projects in regards to the gardens in Charlemont Street by the carpark and asked that the Board be kept in the loop on this issue. It was moved (Hazlett/Duncan): That the Board receives the Chair’s report. Motion carried 20.3.11 Members’ Reports Ms Umbers reported on the following: Ms Umbers reported that all the poplar saplings in the domain had been taken out. Unconfirmed The large sheds on Launceston Place were raised and it was noted that staff had begun to look at the issue and work through an appropriate response. Ms Umbers asked if there was an update on the Planetary System on the Rail Trail. 11 Mr Harris had nothing to report Mr Helm reported on the following: Mr Helm reported on the snow conditions on the road to Palmerston and a number of instances of local farmers needing to rescue motorists stranded on that road. He queried whether there was a contact at the New Zealand Transport Authority that could be called to discuss when to close the road.