Agenda of Council meeting - Wednesday, 24 March 2021

Council Meeting Agenda

24 March 2021

MINUTES OF A Meeting OF THE Central Otago District Council
HELD IN Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra
ON Wednesday, 3 February 2021 COMMENCING AT 10.30 am

PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr T Alley, Cr S Calvert, Cr L Claridge, Cr I Cooney, Cr S Duncan, Cr S Jeffery, Cr C Laws, Cr N McKinlay, Cr M McPherson, Cr T Paterson

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), Q Penniall (Acting Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), J Kasibante (Finance Manager), D McKewen (Accountant), N Lanham (Economic Development Manager), M Adamson (Policy Advisor), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), L Stronach (Property Officer - Statutory), Paula Penno (Community and Engagement Manager), Nikki Aaron (Community Development Advisor) and R Williams (Governance Manager)

1 Apologies

There were no apologies.

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

21.1.1 Confirmation of Minutes from the Previous Meeting

Resolution

Moved: Alley

Seconded: Cooney

That the minutes of the public part of the meeting of the Central Otago District Council held on 9 December 2020 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.

Note: Cr Jefferies assumed the Chair as the lead of the Economic Development and Community Facilities portfolio.

5 Reports for Decisions

21.1.3 Community Leasing and Licensing Policy

To consider the further feedback gathered on the amended Community Leasing and Licensing Policy.

Resolution

Moved: Jeffery

Seconded: Duncan

That the Central Otago District Council

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

Carried

Resolution

Moved: Cadogan

Seconded: Paterson

That the Central Otago District Council

B. Notes the further feedback gathered on the subscription income definition.

C. Adopts the amended Community Leasing and Licensing Policy.

Carried

21.1.4 Economic Recovery Plan Progress Report

To provide an update on the implementation of the Economic Recovery Plan.

Resolution

Moved: Duncan

Seconded: Alley

That the report be received.

Carried

21.1.5 Otago Museum's Draft Annual Plan 2021-2022

To present Council with the 2021/2022 draft Annual Plan from the Otago Museum Trust Board for review and feedback, and to consider their request for a 6.5% increase on the annual levy charged to this Council.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Declines a levy increase of 6.5% in 2021/22 for the Otago Museum.

C. Recommends that Council funds a 2% CPI adjusted levy increase to the Otago Museum, in line with 2021/21 budgeted expenditure (an additional $617.69, which will increase the payment from $30,884.34 to $31,502.03).

Carried

Note: Cr McKinlay assumed the Chair as lead of the Three Waters and Waste portfolio.

21.1.6 Cleanfill and Hardfill Acceptance at Cromwell Transfer Station

To consider changes to the management of cleanfill and hardfill at Cromwell transfer station.

Resolution

Moved: Jeffery

Seconded: Paterson

That the Council

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

B. Agree that cleanfill and hardfill not be accepted at Cromwell transfer station from 1 March 2021 with alternative facilities available to the public at Parkburn Quarry.

Carried

Note: The Mayor assumed the Chair.

Note: With the agreement of the meeting item 21.1.17 was taken at this point.

6 Mayor’s Report

21.1.17 Mayor's Report

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

Note: The Chief Executive of the Queenstown Lakes Community Housing Trust (Julie Scott) joined the meeting for item 21.1.7. Mary Flannery from the Central Otago Housing Trust was also in attendance for this item.

21.1.7 Council's role in housing: A market data update and direction on council's role in providing affordable housing

To consider the updated housing market analysis and provide direction on council’s role in providing affordable housing.

Ms Scott spoke to a presentation about the Queenstown Lakes Community Housing Trust and their work before responding to questions.

Ms Flannery from the Central Otago Community Housing Trust spoke about the work of the Trust to date and also responded to questions.

The Mayor thanked both Trusts for their work to date and for attending the meeting.

Resolution

Moved: Alley

Seconded: Calvert

That the Council

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

B. Notes the updated housing market analysis

Carried

Following discussion it was agreed to change resolution C by removing the word “providing.”

Resolution

Moved: Alley

Seconded: Cadogan

That the Council

C. Agrees in principle that council has a role in affordable housing.

Carried

Staff spoke to the two different recommendations (D and E) contained in the report. Following discussion, an amended recommendation D was put, along with a new resolution E to request staff to explore inclusionary zoning as part of the District Plan work programme.

Resolution

Moved: Cadogan

Seconded: Calvert

That the Council

D. Agrees to progressing work on developing an affordable homes model in Central Otago (including discussions with the Central Otago Community Housing Trust) based on the Queenstown Lakes Community Housing Trust Secure Home model

E. Request staff to include the provision of inclusionary zoning as part of the work programme for the District Plan.

Carried with Cr McKinlay recording his vote against.

Attachments

1 Presentation from Queenstown Lakes Community Housing Trust.

21.1.8 Grants Programme 2021-22

To consider the process for grant applications following the adoption of the 2021-31 Long Term Plan, and to establish a one-off hardship grant.

Resolution

Moved: Duncan

Seconded: McPherson

That the Central Otago District Council

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

B. Notes that the Grants Policy 2019 established that grant applications would no longer be accepted as submissions to the Long Term Plan.

C. Notes that transitioning to a fully contestable process may create a one-off funding gap for some groups, potentially causing financial hardship.

D. Agrees to establish a temporary hardship fund for the first quarter of the 2021-22 financial year, to be funded from the agreed Council allocated grant pot for the 2021-31 Long-term Plan.

Carried

Note: The meeting adjourned at 12.45pm and reconvened at 1.15pm.

21.1.9 Community Outcomes for Central Otago District

To seek approval from Council to adopt new community outcomes and well-being indicator measures for this district, based on work undertaken to gather current community sentiment and reporting data for the 2021 Long-term Plan.

Resolution

Moved: Calvert

Seconded: Cooney

That the Council

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

B. Adopts the revised community outcomes within the report included with the agenda for the 2021 Long-term Plan and ongoing Council strategic processes.

C. Approves the use of the Central Otago well-being indicator measures as a benchmark tool for assessing ongoing well-being in Central Otago district.

Carried

21.1.10 Minister of Conservation's Consent - Lease to Puna Rangatahi, Alexandra and Districts Youth Trust over Roxburgh Recreation Reserve

To consider granting consent (under delegated authority) on behalf of the Minister of Conservation, to the issuing of a lease over part of the Roxburgh Recreation Reserve, to the Puna Rangatahi, Alexandra and Districts Youth Trust.

Resolution

Moved: McPherson

Seconded: Jeffery

That the Council

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

B. Agrees to grant consent (under delegated authority) on behalf of the Minister of Conservation, to Council issuing a lease over part of the Roxburgh Recreation Reserve to the Puna Rangatahi, Alexandra and Districts Youth Trust as set out in resolution 20.6.4 of the Teviot Valley Community Board meeting held on 12 November 2020.

Carried

21.1.11 William Fraser Office Renovation - Project Update

To consider an update on the William Fraser Office Renovation Project.

Resolution

Moved: Claridge

Seconded: McKinlay

That the report be received.

Carried

21.1.12 Minister of Conservation's Consent - Easement over Sugarloaf Scenic Reserve [PRO: 62-3006-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) to Aurora Energy Limited, over Lot 16 Deposited Plan 418764, being part of the Sugarloaf Scenic Reserve.

Resolution

Moved: Gillespie

Seconded: McKinlay

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement (in gross) over Lot 16 Deposited Plan 418764 (scenic reserve), in favour of Aurora Energy Limited.

Carried

21.1.13 Minister of Conservation's Consent - Extension of Easement Rights over Roxburgh Recreation Reserve [PRO: 65-7040-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to the extension of the rights contained in an existing easement over part of the Roxburgh Recreation Reserve.

Resolution

Moved: Jeffery

Seconded: Duncan

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an extension to the rights contained in the existing easement over Part Section 181 in favour of Section 175 Block II Teviot Survey District and Lot 1 DP 450706 to include:

· the right to drain sewerage; and,

· the right to convey water, power, and telecommunications.

Carried

21.1.14 Minister of Conservation's Consent - Easement over Pines Recreation Reserve [PRO: 61-2134-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) to Aurora Energy Limited, over Lot 1 Deposited Plan 355061, being part of the ‘Pines’ Recreation Reserve.

Resolution

Moved: McPherson

Seconded: Calvert

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) over Lot 1 Deposited Plan 355061 (recreation reserve), in favour of Aurora Energy Limited.

Carried

21.1.15 Minister of Conservation's Consent - Easement over Golf Park Recreation Reserve [PRO: 62-3048-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) to Aurora Energy Limited, over Section 4 Block XCII Town of Cromwell, being part of the Cromwell Golf Park Reserve.

Resolution

Moved: Calvert

Seconded: Alley

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement (in gross) over Section 4 Block XCII Town of Cromwell (recreation reserve), in favour of Aurora Energy Limited.

Carried

7 Reports for Information

21.1.16 Financial report for the period ending 31 December 2020

To consider the financial performance for the period ending 31 December 2020.

Resolution

Moved: Jeffery

Seconded: Claridge

That the report be received.

Carried

8 Community Board Minutes

21.1.18 Minutes of the Cromwell Community Board Meeting held on 18 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Cromwell Community Board Meeting held on 18 January 2021 be received.

Carried

21.1.19 Minutes of the Vincent Community Board Meeting held on 19 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Vincent Community Board Meeting held on 19 January 2021 be received.

Carried

21.1.20 Minutes of the Maniototo Community Board Meeting held on 20 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Maniototo Community Board Meeting held on 20 January 2021 be received.

Carried

21.1.21 Minutes of the Teviot Valley Community Board Meeting held on 21 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Teviot Valley Community Board Meeting held on 21 January 2021 be received.

Carried

9 Status Reports

21.1.22 February 2021 Governance Report

To report on items of general interest and receive minutes and updates from key organisations.

Resolution

Moved: Cadogan

Seconded: Duncan

That the report be received and the changes to the 2021 meeting schedule be noted.

Carried

10 Date of Next Meeting

The date of the next scheduled meeting is 24 March 2021.

11 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Jeffery

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
21.1.23 - Confirmation of Non-Public Minutes	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
21.1.24 - Confidential Minutes of the Cromwell Community Board Meeting held on 18 January 2021	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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
21.1.25 - Confidential Minutes of the Vincent Community Board Meeting held on 19 January 2021	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
21.1.26 - Confidential Minutes of the Maniototo Community Board Meeting held on 20 January 2021	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
21.1.27 - February 2021 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 1.36pm and the meeting closed at 1.39pm.

...................................................

CHAIRPERSON

Council meeting

24 March 2021

Council

26 August 2020

Report for Decision

To consider legalising the existing Rural Networks South Island occupations (Doc ID: 449252)

1. Purpose of Report

To consider legalising the existing occupations by Rural Networks South Island, the granting (under delegated authority) of the Minister of Conservation’s consent, and the adoption of a standard for assessing site fees and other outgoings.

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Recommendations

That the Council:

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

B. Approves, subject to the Reserves Act 1977, the granting of licences to Rural Networks South Island for the purpose of locating telecommunications towers on sites on the following reserves:

· Gilligans Gully Road, being Part Lot 8 DP 429123,

· Clyde Lookout Road, being Part Town Belt of Clyde,

· Earnscleugh Road, being Part Section 149 Block I Fraser Survey District, and;

· Sugarloaf, being Part Lot 15 DP 418764

C. Agrees to the inclusion of terms in the Gilligans Gully licence providing for:

· the existing sub-tenancy to 2 Degrees Limited, and;

· the charging of a fee to cover power at $750 per annum per tenant, subject to adjustment by CPI on review.

D. Agrees to include a term in the Clyde Lookout Road licence providing for the charging of a fee to cover power at $750 per annum, subject to adjustment by CPI on review or renewal.

E. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council issuing licences over sites on the scenic and recreation reserves identified above in B.

F. Approves, subject to the Airport Authorities Act 1966, the granting of a lease to Rural Networks South Island for the purpose of locating a telecommunications tower at the Alexandra Airport, being Part Lot 2 DP 300842, subject to the Company continuing to provide free internet services to the Airport Terminal.

G. Agrees to the new licences and the lease being granted for a term of 5 years each, with one right of renewal, subject to adjustment by CPI on renewal, commencing 01 July 2020.

H. Approves the use of the Licence Fee Calculator (shown in Figure 6) for the purpose of determining current rentals and subrentals.

I. Agrees, subject to adjustment by CPI, to the Licence Fee Calculator being adopted as the standard for determining future rentals and subrentals for telecommunications sites on Council reserves.

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

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2. Background

In June 2017, a report was presented to Council’s Waste and Infrastructure Committee (the Committee) recommending that leases be granted over the Gilligans Gully and Clyde water reservoir sites to Greenfields Internet Limited (Greenfields). Greenfields were noted as being an internet service provider that specialised in providing ultra-fast broadband primarily using wireless technology.

The report noted that the Alexandra, Clyde, Cromwell and Roxburgh townships would be included in the rollout of the Government’s Ultra-Fast Broadband programme. It also noted that the programme would not be extending into the surrounding rural residential areas, or the Earnscleugh basin.

With services already established in the Cromwell township and lower part of the Cromwell basin, Greenfields offered to provide its services to the residents of Alexandra, Clyde, Earnscleugh and surrounding rural areas. To do this, Greenfields proposed to lease sites at the Gilligans Gully and Clyde water reservoirs.

The Committee agreed with the proposal and resolved (Resolution 17.3.5) as follows:

B. AGREED that a lease be granted to Greenfields Internet to locate towers to transmit wireless ultra-fast broadband at the Gilligans Gully and Clyde reservoir sites at an annual charge of $1.00 per year until 30 June 2020 for each site.

During presentation of the 2017 report it was noted that a tower erected by Greenfields to serve the lower Cromwell basin, which was meant to have been located on an adjacent private property, had been built on the Sugarloaf Scenic Reserve. In addition, it was noted that Greenfields had a fourth tower on the Alexandra Waterfront Domain Reserve off Earnscleugh Road.

In an effort to legalise the additional sites, it was recommended that they be included when the licences under Resolution 17.3.5 were granted. Accordingly, the licence agreement identifies the following four 25 square metres sites:

1. Gilligans Gully Road, being Part Lot 8 DP 429123

2. Clyde Lookout Road, being Part Lot 1 27327

3. Earnscleugh Road, being Part Section 149 Block I Fraser Survey District and Part Lot 3 DP 27759, and;

4. Sugarloaf, being Part Lot 15 DP 418764

On issue, and at Greenfield’s request, those licences were granted in the name of Rural Networks South Island Limited (the Company). The Company, which has retained ownership of the towers, is no longer affiliated with Greenfields Internet Limited.

In recognition of the Company’s investment in the district, an initial peppercorn rental of $1.00 per annum plus GST per site was set for the first three years. A condition providing for review of the licence fee on 30 June 2020 was included in the agreement, with a market rental to apply thereafter.

On review it was noted that resolutions did not exist for two of the four sites. Further investigation also identified that the sites were Council reserves. This meant the original licences should have been granted in accordance with the Reserves Act 1977 and consented to by the Minister of Conservation. As the report was written outside of the Property Department it seems that this requirement was overlooked resulting in the licences granted under Resolution 17.3.5 being invalid.

3. Discussion

To legalise the existing occupations, it is proposed that new licences be granted in accordance with the Reserves Act 1977 (the Act).

Section 48A(1)(a) of the Act permits Council as administering body, to grant a licence over a reserve for the purpose of erecting and maintaining a communications mast, with the Minister of Conservation’s consent.

The role of the Minister of Conservation (the Minister) is to:

· be satisfied that the issuing of the lease conforms with the provisions of the Reserves Act 1977 (the Act),

· confirm that the proposed lease complies with the purpose of the reserve,

· ensure that due process under the Act has been followed, and to;

· consider submissions resulting from public notification (when required).

Section 10 of the Act provides for delegation of the Minister’s consent in certain circumstances. In the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013, the Minister delegated the granting of consent to leases issued under section 48A(1)(a) to Council.

The construction of antennas is a ‘permitted activity’ in the Rural Resource Area and requires resource consent in the Residential Resource Area pursuant to Rule 13.7.11(iii)(b) of the District Plan. Any licence granted would be subject to the applicant having obtained all permits and consents required for installation and construction.

The four sites and their details are shown below in Figures 1–4.

Figure 1 – Gilligans Gully Road, being Part of Lot 8 DP 429123 (Recreation Reserve)

Figure 2 – Clyde Lookout Road, being Part Town Belt of Clyde (Recreation Reserve)

Figure 3 – Earnscleugh Road, being Section 149 Block I Fraser Survey District (Recreation Reserve)

Figure 4 – Sugarloaf, being Part Lot 15 DP 418764 (Scenic Reserve)

In 2019, the Company applied to Council to vary the licence held over the Gilligans Gully site. This was to provide for a sub-tenancy to 2 Degrees Limited. As this would reduce proliferation of towers throughout the district, the Vincent Community Board resolved (Resolution 19.6.24) to grant that request.

It is proposed that the new licence over the Gilligans Gully site recognises that resolution and contains a provision to sublet.

The Company also has a tower on a fifth site at the Alexandra Airport as shown below in Figure 5. While the granting of the lease over the Airport was operational, it was done so on the proviso that the Company supplied the terminal with internet. It was also intended that the lease would contain the same provisions as those over the reserves.

An agreement was supplied for execution but has never been returned to Council.

Figure 5 – Alexandra Airport Site, being Part Lot 2 DP 300842

Section 6 of the Airport Authorities Act 1966 permits Council, as airport authority, to grant a lease over all or any part of any land vested in the airport authority, for any purpose that will not interfere with the safe and efficient operation of the airport. Section 6 also provides for the termination of the lease at any time should the land be required for airport purposes.

To validate the occupation, it is proposed that Council reissues the Company with a lease over Part Lot 2 DP 300842 in accordance the provisions of the Airport Authorities Act 1966. It is also proposed that the Company continues to provide the terminal with internet.

Valuation Advice for Rental Purposes

As noted previously, in recognition of the Company’s investment in the district a peppercorn rental was payable for each site with a commercial market rental being payable on review from 01 July 2020.

General Manager of Quotable Valuer Limited (QV), David Nagel, has advised that as many towers and antennas are located on private property under private agreement, the gathering of rental data has been challenging even for valuers. However, it is his understanding that rental rates range between $7,000 to $10,000 per annum and are usually for a 20–25 year lease term. Mr Nagel also advised that higher rentals might apply in locations close to urban areas where gaining resource consents is more challenging.

To gain more localised advice, the matter was further discussed with the Dunedin-based National Manager of ruralvalue (a subsidiary of QV), David Paterson. Mr Paterson advised that rentals are generally calculated using comparable rentals as a base. Where that data is not available, the alternative is to assess the land in question’s value and apply an appropriate rental rate to the land.

Mr Paterson noted that most cellular providers have a set rental which they offer for a site, with more recent rentals (late 2019) sitting around $8,000 per annum. He also noted that QV had records of sales of cell phone sites at around $100,000, with rentals depending on how strategic the site was.

Mr Paterson was not aware of any difference between the rentals for cellular towers versus those for wireless internet providers. In finishing, Mr Paterson’s advice to Council was to determine a standard rental for each site as this would keep it simple and limit the need to have a valuation completed for each application.

The Company has disagreed with the valuation advice received from QV and ruralvalue. The Company believes that the site rental for Wireless Internet Providers should be considerably less than that paid by cellular providers. No evidence in support of that belief has been provided.

Collocation Rentals

The industry standard for a single collocation scenario normally results in the landowner receiving an uplift of up to 20% on the existing rental. This provides the landowner with additional income while recognising that the tower owner needs to be compensated for the capital expenditure related to establishing the structure and for future maintenance costs.

Proposed Rental and Collocation Matrix and further terms

In accordance with the advice received from QV and ruralvalue it is proposed that a value of $5,000 per annum per site plus GST be applied. It is also proposed that the industry standard of a 20% uplift be applied for collocation.

To ensure that all parties – including the subtenant – benefit from collocating, it is proposed that the following table be adopted as the standard for charging for tower sites on Council reserves:

Figure 6 – Licence Fee Calculator

It is also proposed that the methodology for determining future rentals be to apply CPI to the Licence Fee Calculator shown in Figure 6.

Power

The Earnscleugh Road and Airport towers are connected to the electricity network in private supply agreements. The Sugarloaf tower, which is more remote, is solar-powered.

The Clyde and Gilligans Gully towers are both connected to Council’s reservoir supplies. While Council has not sought recovery the additional consumption, the subtenant at the Gilligans Gully site has paid the Company $1,500 toward power costs.

Discussions with an electrical engineer have identified several possible options for either assessing consumption or recovering a share of those costs. These include the Company:

· establishing their own connection to the network,

· installing a sub-meter,

· installing a solar powered system, or;

· making payment of a set fee for power in conjunction with the rent.

As noted by the electrical engineer, requiring the Company to establish their own connection to the electricity network is likely to be cost-prohibitive, making solar the Company’s likely preference. A sub-meter would enable Council to identify the Company’s actual consumption but is also likely to be cost-prohibitive and onerous to manage.

Given that the Company is already connected to Council’s power supply, for the sake of simplicity, the electrical engineer suggested that on-charging a flat fee would be a more practical solution. While he has not inspected the running system or capacity of the infrastructure, the electrical engineer estimated that each tenant would use somewhere around $2–$3 of power per day, or about $730–$1,095 per annum.

In accordance with that advice, it is proposed that power consumption be on-charged. It is also proposed that the charges be subject to adjustment by CPI on review and or renewal as applicable.

The Company has also disagreed with the advice received from electrical engineer regarding the estimated power consumption and costs. No evidence in support of that belief has been provided.

4. Options

Option 1 - (recommended)

That the Council:

1. Approves, subject to the Reserves Act 1977, the granting of licences to Rural Networks South Island for the purpose of locating telecommunications towers, on the following reserves:

· Gilligans Gully Road, being Part Lot 8 DP 429123,

· Clyde Lookout Road, being Part Town Belt of Clyde,

· Earnscleugh Road, being Part Section 149 Block I Fraser Survey District, and;

· Sugarloaf, being Part Lot 15 DP 418764

2. Agrees to the inclusion of terms in the Gilligans Gully licence providing for:

· the existing sub-tenancy to 2 Degrees Limited, and;

· the charging of a fee to cover power at $750 per annum per tenant, subject to adjustment by CPI on review or renewal.

3. Agrees to include a term in the Clyde Lookout Road licence providing for the charging of a fee to cover power at $750 per annum, subject to adjustment by CPI on review or renewal.

4. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council issuing licences over sites on the scenic and recreation reserves identified above in 1.

5. Approves, subject to the Airport Authorities Act 1966, the granting of a lease to Rural Networks South Island for the purpose of locating a telecommunications tower at the Alexandra Airport, being Part Lot 2 DP 300842, subject to the Company continuing to provide free internet services to the Airport Terminal.

6. Agrees to the new licences being granted for a term of 5 years each, with one right of renewal, subject to adjustment by CPI on renewal, commencing 01 July 2020.

7. Approves the use of the Licence Fee Calculator (shown in Figure 6) for the purpose of determining current rentals and subrentals.

8. Agrees, subject to adjustment by CPI, to the Licence Fee Calculator being adopted as the standard for determining future rentals and subrentals for telecommunications sites on Council reserves.

Advantages:

· The Company’s occupations over Council reserves will be legalised

· The licences will be granted in accordance with the relevant Acts, and with the Minister of Conservation’s consent

· The Gilligan’s Gully licence will provide for the sub-tenancy and the recovery of power charges

· The Clyde Lookout licence will provide for the recovery of power charges

· The Airport licence will be executed, and internet services secured

· The new licences will not need to be reviewed in 2022 as per the original licences

· The methodology for determining both current and future rents, sub-rents and power charges will be clarified

· A market rental will be received for each site

· Recognises the provisions of the Reserves Act 1977 and Airport Authorities Act 1966

· Recognises the intentions of the previous Resolutions

· Recognises that due process has been followed

Disadvantages:

· None

Option 2

That the Council:

1. Approves, subject to the Reserves Act 1977, the granting of licences to Rural Networks South Island for the purpose of locating telecommunications towers, on the following reserves:

· Gilligans Gully Road, being Part Lot 8 DP 429123,

· Clyde Lookout Road, being Part Town Belt of Clyde,

· Earnscleugh Road, being Part Section 149 Block I Fraser Survey District, and;

· Sugarloaf, being Part Lot 15 DP 418764

2. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council issuing licences over sites on the scenic and recreation reserves identified above in 1.

3. Approves, subject to the Airport Authorities Act 1966, the granting of a lease to Rural Networks South Island for the purpose of locating a telecommunications tower at the Alexandra Airport, being Part Lot 2 DP 300842, subject to the Company continuing to provide free internet services to the Airport Terminal.

4. Grants the licences on different terms and conditions.

Advantages:

· The Company’s occupations over Council reserves will be legalised

· The licences will be granted in accordance with the relevant Acts, and with the Minister of Conservation’s consent

· The Airport licence will be executed, and internet services secured.

· Recognises the provisions of the Reserves Act 1977 and Airport Authorities Act 1966

· Recognises the intentions of the previous Resolutions

· Recognises that due process has been followed

· Licence fees could be determined individually

· A different methodology for determining and adjusting both current and future rents, sub-rents and power charges could be adopted

· The licensee’s concerns relating to the licence fee and the on-charging of power could be addressed

Disadvantages:

· Licence fees may not reflect the market or valuer’s advice

· The existing subrental paid by the sub-tenant at the Gilligans Gully site may be disproportionate to that paid by the licensee

· The methodology for determining and adjusting both current and future licence fees, sub-rents and power charges may not align with the advice of the valuers, the electrical engineers, or the industry standards

Option 3

That the Council does not:

· Approve the granting of new licences over the Council recreation reserve,

· Agree to the provision for sub-tenancy on the Gilligans Gully site, or the on-charging of power

· Agree to on-charge

· Grant the Minister of Conservation’s consent to the granting of licences over scenic and recreation reserves

· Approve the granting of a lease over the Alexandra Airport

· Agree to the new term of 5 years each with one right of renewal commencing 01 July 2020

· Adopt the Licence Fee Calculator or agree to adjustment by CPI

Advantages:

· None.

Disadvantages:

· The Company’s occupations over Council reserves will not be legalised

· The role of the Minister of Conservation will not be considered

· Internet services for the Airport terminal will not be secured

· The methodology for determining future rents, sub-rents, and power charges will not be clarified

· Rental will not be received for each site

· Valuations for rental purposes may be required and would be an additional cost

· Does not recognises the intentions of the previous Resolutions

· Does not recognises that due process has been followed

· The Company will be required to remove its infrastructure from each site

5. Compliance

Local Government Act 2002 Purpose Provisions	While infrastructure for internet services is not a Council activity, this proposal does facilitate improved internet services for the benefit of the wider rural community.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	From 01 July 2020 Council will collect a market rental from each of the five sites. Adoption of the Licence Fee Calculator as the standard methodology for determining both current and future rents and sub-rents clarifies the charges for all parties and will save on valuation costs. The adoption of a fee for power at the Gilligans Gully site will ensure that both the licensee and sub-tenant are responsible for their running costs.
Decision consistent with other Council plans and policies, such as the District Plan, Economic Development Strategy, etc?	The recommended option is consistent with the provisions of the Reserves Act 1977, the Airport Authorities Act 1966, and the Operational District Plan. The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authority’s” dated 12 June 2013.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to legalise the occupations as the activities are already established on the land.
Risk Analysis	As the original licenses were not granted in accordance with the correct legislation or consented to by the Minister of Conservation due process has not been followed. Should the licenses not be legalised, the licensee would be required to vacate each site resulting in the withdrawal of internet services to many rural communities.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Pursuant to section 48A(5) of the Reserves Act 1977, public advertising is not required as the recommendation provides for the legalisation of existing occupations and does not include any additional rights of construction over any of the reserves. The existing tower footprints are two square metres and have little-to-no effect on the reserves and do not limit or impact the right of the public. In accordance with licence conditions, the licence holder will be required to remove all structures and remediate the land on cancellation or expiry of the of the licence. This will provide for the long-term protection of each reserve. The granting of leases under the Airport Authorities Act 1966 does not require public notification.

Next Steps

Licences Drafted and Executed August 2020

Attachments

None.

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer – Statutory	Executive Manager - Planning and Environment
4/08/2020	17/08/2020

24 March 2021

21.2.6 Rural Fire Land and Buildings

Doc ID: 521063

1. Purpose of Report

To consider the disposal of the Tarras, Omakau, and Millers Flat Rural Fire Depots to Fire and Emergency New Zealand.

Recommendations

That the Council

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

B. Agrees to dispose of the Tarras Rural Fire Depot to Fire and Emergency New Zealand subject to the following conditions:

1 The building ownership is transferred for $1

2 A ground lease is granted for an area (as outlined in Appendix) for 30 years at $1 per annum, and upon termination of the lease any improvements on the land will revert to Council

3 Fire and Emergency New Zealand covers the legal costs associated with the sale and the preparation of the lease

4 Fire and Emergency New Zealand covers the costs associated with the installation of a power supply and a septic tank system to the depot

5 Fire and Emergency New Zealand covers the costs of relocating the Tarras Domain’s access gate and the recycling station

C. Agrees to dispose of the Omakau Rural Fire Depot to Fire and Emergency New Zealand on the following conditions:

1 The building ownership is transferred for $1

2 A ground lease is granted under Section 61(2) of the Reserve Act 1977 for 30 years at $1 per annum, and upon termination of the ground lease any improvements on the land will revert to Council

3 Fire and Emergency New Zealand covers the legal costs associated with the sale and the preparation of the lease

D. Agrees to dispose of the Millers Flat Rural Fire Depot to Fire and Emergency New Zealand on the following conditions:

1 Council’s ground lease is terminated upon which the building’s ownership transfers to Fire and Emergency New Zealand

2 Fire and Emergency New Zealand covers the legal costs

2. Background

In 2014, Central Otago District Council worked with other Otago councils to set up a regionally-based Otago Rural Fire Authority (ORFA). As part of the setup of ORFA, each council transferred ownership of its rural fire operational assets (machinery, plant vehicles, and miscellaneous) to the new entity. ORFA continued to use existing land and buildings under the conditions and agreements that were in place at the time it was established.

As of July 2017, in accordance with the Fire and Emergency New Zealand Act 2017, all operational assets of ORFA were transferred to Fire and Emergency New Zealand (FENZ).

On 20 September 2017, Council considered options for the lease and/or sale of land and buildings, which had been occupied by OFRA, to FENZ.

Council resolved to proceed with negotiation on a commercial basis under resolution 17.8.15:

17.8.15

A. RESOLVED that the report be received and the level of significance accepted.

B. AUTHORISED the Chief Executive Officer under the financial delegations to negotiate leases and/or sales to New Zealand Fire Service Commission for the following properties:

• Omakau Rural Fire site: Section 1 SO 462989

• Tarras Rural Fire Depot: PT SEC 19 BLK I TARRAS SD

• Boundary Road Alexandra: LOT 1 DP 432084

• Millers Flat Rural Fire station: Part Section 167 Block III Benger SD

The Boundary Road property housed the Dunstan Rural Fire Depot. Property negotiations for that site have now concluded. FENZ agreed to relocate the brigade closer to the Alexandra Brigade. Council agreed to pay relocation compensation. The Alexandra Men’s Shed group agreed to purchase the building, and hold a long-term lease with Council for the land. This transfer was agreed to by Council in resolution 20.2.8, passed 11 March 2020.

Negotiations concerning the Boundary Road property were complex. As stated in the March 2020 report, these negotiations should not set a precedent for the remaining Omakau, Tarras, and Millers Flat properties which are less complicated.

Research into how other councils undertook property transfers to FENZ revealed great variation in approach. However, a common theme was that five areas of consideration needed to be weighed up before a decision being made. These are:

1. Land ownership

2. Building condition

3. Book value

4. Community use

5. Best community outcome

3. Discussion

Below, the five areas of consideration are discussed with regard to the Tarras, Omakau, and Millers Flat Rural Fire Depots.

TARRAS RURAL FIRE DEPOT

1. Land Ownership

· The legal description is Part Section 19 Block I Tarras Survey District, which encompasses the Tarras Domain

· The land is council freehold land

· The aerial map below indicates the land area in black and yellow, and the building location in the red circle

2. Building Condition

· A site visit by council staff and FENZ representatives was carried out on 3 September 2020

· The building appears to be in very good condition

· The building is currently connected to the Tarras Hall’s power and septic tank

· Power usage is metered and charged back to FENZ

A white car parked on a dirt road next to a red barn

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Description automatically generated A group of yellow trucks in a warehouse

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3. Book Value

· As at 31 December 2020, the building’s estimated book value is $164,474

4. Community Use

· There is no other community use of this building

5. Best Community Outcome

· This brigade of local volunteers covers a wide area and a variety of emergencies c

· The brigade attends rural and residential property fires, motor vehicle accidents and medical emergencies

· FENZ has identified this area for development, and have allocated funds to develop this depot in their five-year plan. This development will allow housing of their equipment and improve the building for their volunteers

· A site plan of the works has been received. See Appendix 1. These plans have been reviewed by the Council’s Parks and Recreation Manager and Waste Environmental Manager, who both support the plans. However, the Environmental Enginering Manager will seek to relocate the recycling station, which is currently in front of the depot, to the right of the Tarras Hall

· The response area is shown on the map below:

Proposed transfer

· Council transfers the building for $1 with a peppercorn long-term ground lease containing a clause that upon termination of the lease, all improvements on the land will revert to Council

· FENZ to cover the legal costs

· FENZ to cover the costs associated with disconnecting and installation of a direct power supply and septic tank system to the depot separating it from the Tarras Hall

· FENZ to cover the costs of moving the Tarras Domain’s access gate and relocating the recycling station

OMAKAU RURAL FIRE DEPOT

1. Land Ownership

· The legal description is Section 1 Survey Office Plan 462989

· The land is Council reserve classified as Local Purpose (Rural Fire) Reserve

· The aerial map below indicates the land area in black and yellow. The building had not been constructed when the aerial photograph was taken

2. Building Condition

· A site visit of the exterior only was carried out by council staff on 22 June 2020

· FENZ provided photos of the interior

· The building appears to be in very good condition

3. Book Value

· As at 30 December 2020, the building’s estimated book value is $102,820

4. Community Use

· There is no other community use of this building

5. Best Community Outcome

· 23 members of the Blackstone Brigade are based out of this depot

· The brigade mainly attends vegetation fires, but they also assist with other types of calls such as motor vehicle accidents and structure fires when needed

· The building houses appliances and equipment

· The brigade shares ablution/meeting room facilities with the Omakau Brigade located on Leask Street

· FENZ’s intention for this building is to continue its current use. If the brigades in Omakau were to amalgamate, there would be insufficient space available in the Omakau fire station on Leask Street to house any extra appliances

· The brigade’s response area is shown on the map below:

Proposed Transfer

· Council transfers the building for $1 with a peppercorn long-term ground lease containing a clause that upon termination of the lease, all improvements on the land will revert to Council

· FENZ to cover the legal costs

MILLERS FLAT RURAL FIRE DEPOT

1. Land Ownership

· The legal description is Section 167 Block III Benger Survey District

· The land is owned by FENZ

· Council holds a ground lease with FENZ

Start date	1 October 2011
Term	10 years with one right of renewal for a further 10 years
Rent	$300 plus GST if demanded. *To date rent has not been invoiced by FENZ
Clause 6.6	If the Lessee does not remove the improvement on termination of Lease then any improvements will come to the Lessors with no compensation payable to the Lessee.

· The aerial map below shows the leased area in red

2. Building Condition

· Council built the depot for the Bridgade in 2012

· A site visit of the exterior only was carried out by council staff on 26 June 2020

· FENZ provided photos of the interior

· The building appears to be in very good condition

3. Book Value

· As at 30 December 2020, the building’s estimated book value is is $64,347

4. Community Use

· There is no other community use of this building

5. Best Community Outcome

· This brigade consists of 18 members.

· The brigade attends vegetation fires only

· The building houses their appliance and resources only

· Ablution and meeting room facilities are shared with the Millers Flat Brigade who are located on the same site

· FENZ’s intention for this building is to continue with the current occupation

· The brigade’s response area is shown on the map below:

Proposed Transfer

· Council terminates the lease, upon which the building transfers to the ownership of FENZ without compensation

· FENZ to cover the legal costs

4. Options

Option 1 – (Recommended)

Council agrees to the disposal of the Tarras Rural Fire Depot (Part Section 19 Block one Tarras Survey District) to Fire and Emergency New Zealand on the following conditions:

· The building ownership is transferred for $1

· A ground lease is granted for an area (as outlined in Appendix 1 to this report) for 30 years at $1 per annum, and upon termination of the lease any improvements on the land will revert to Council

· Fire and Emergency New Zealand covers the legal costs associated with the sale and the preparation of the lease

· Fire and Emergency New Zealand covers the costs associated with the installation of a power supply and a septic tank system to the depot

· Fire and Emergency New Zealand covers the costs of relocating the Tarras Domain’s access gate and the recycling station

Council agrees to the disposal of the Omakau Rural Fire Depot (Section 1 Survey Office Plan 462989) to Fire and Emergency New Zealand on the following conditions:

· The building ownership is transferred for $1

· A ground lease is granted under Section 61(2) of the Reserve Act 1977 for 30 years at $1 per annum, and upon termination of the ground lease any improvements on the land will revert to Council

· Fire and Emergency New Zealand covers the legal costs associated with the sale and the preparation of the lease

Council agrees to dispose of the Millers Flat Rural Fire Depot to Fire and Emergency New Zealand on the following conditions:

· Council’s ground lease is terminated upon which the building’s ownership reverts to Fire and Emergency New Zealand

· Fire and Emergency New Zealand to cover the legal costs

Advantages:

· Completes the transfer of assets to align with the Fire and Emergency New Zealand Act 2017

· The $1 transfers help to facilitate Fire and Emergency New Zealand’s future investment into infrastructure in the region, which will improve local communities’ response to emergencies

· Provides continuity for the district’s rural fire services

· This option will help build resilient communities that can prepare, respond, and recover well from emergencies as their Fire and Emergency resources will be securely housed and readily available to them

· Removes Council’s maintenance liability and depreciation of these buildings

· Only buildings, not land, will be transferred. Any Council land remains in Council ownership

· The the building at Millers Flat would have transferred to Fire and Emergency New Zealand on expiry of the lease, regardless of Council taking any action now.

Disadvantages:

· Does not provide a commercial return

· Transferring these buildings for $1 will have a financial impact, by creating a loss on disposal of the asset at their book value. This will have an effect on the end of year balance. Although there is no cash transferring, there is still a financial loss that needs to be considered

· Council assets will be reduced

Option 2

To not dispose of the Tarras, Omakau, and Millers Flat Rural Fire Depots to Fire and Emergency New Zealand.

Advantages:

· Council assets will not be reduced

Disadvantages:

· Does not provide continuity for the district’s rural fire services

Option 3

To approve the disposal of the Tarras, Omakau, and Millers Flat Rural Fire Depot’s to Fire and Emergency New Zealand on terms and conditions as determined by the Council.

Advantages:

· The Council may determine alternative terms and conditions of the disposal

Disadvantages:

· Fire and Emergency New Zealand may not accept the alternative terms and conditions of the disposal

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social wellbeing of communities, in the present and for the future by ensuring the fire and emergency resources are securely housed and readily available. This will help to build resilient communities and enable the surrounding communities to prepare, respond, and recover well from emergencies.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Transferring the buildings for $1 will have a financial impact, by creating a loss on disposal of the asset at their book value. This will have an effect on Council’s end of year balance. While there is no cash transferring, there is still a financial loss that needs to be considered. Future depreciation for the buildings will become nil.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes. The function of rural fire fighting is no longer part of council operations. The ground lease does not fall under the criteria of the Community Leasing and Licensing Policy.
Considerations as to sustainability, the environment and climate change impacts	This decision does not impact the sustainability, environment, or climate change of the district.
Risks Analysis	There is a reduction of risk to Council as the transfer of these assets removes Council’s future liability of these buildings.
Significance, Consultation, and Engagement (internal and external)	None of the thresholds/criteria in Significance and Engagement Policy have been met or exceeded by the proposal and so the proposal is not considered significant.

6. Next Steps

· Notify FENZ of the decision

· Execution of the property agreements

· Removal of assets from the Council’s assets register

7. Attachments

Appendix 1 - Tarras Development Plans ⇩

Report author:	Reviewed and authorised by:

Christina Martin	Louise van der Voort
Property and Facilities Officer (Vincent and Teviot Valley)	Executive Manager - Planning and Environment
5/03/2021	10/03/2021

24 March 2021

21.2.7 Financial Report for the period ending 31 January 2021

Doc ID: 525844

1. Purpose

To consider the financial performance for the period ending 31 January 2021.

Recommendations

That the report be received.

2. Discussion

The presentation of the financials includes two variance analysis reports against both the financial statements, so Council can understand the variances against the ledger, and against the activities at a surplus/(deficit) value. The reason for the second variance analysis is to demonstrate the overall relationship between the income and expenditure at an activity level.

The third report details the expenditure of the capital works programme across activities. This helps staff track key capital projects across the year and understand the progress of these projects.

The fourth and fifth reports detail the internal and external loans balances. This is new information, that has typically only been shown in the Annual Report and at the Audit and Risk Committee. The internal loans report forecasts the balance as at 30 June 2021, whereas the external loans show the audited current balances.

A further paper (“February 2021 Forecast”) has been written for this Council meeting that details the second forecast for the 2020-21 financial year. This report relates to the proposed changes to the revised budgets for approval.

Financial Overview

Profit and Loss by General Ledger

Statement of Financial Performance for the period ending 31 January 2021

	7 MONTHS ENDING 31 JANUARY 2021				2020/21	2020/21
	YTD	YTD	YTD
	Actual	Revised Budget	Variance		Annual Plan	Revised Budget
	$000	$000	$000		$000	$000
Income
Development Contributions	444	1,369	(925)	˜	2,167	2,347
Interest & Dividends	153	234	(81)	˜	328	401
Rates	18,278	18,256	22	˜	29,439	30,437
Reserves Contributions	119	-	119	˜	-	-
User Fees & Other	4,514	4,326	188	˜	6,587	7,881
Profit on Sale of Assets	124	-	124	˜	4,015	-
Other Capital Contributions	278	-	278	˜	73	1
Regulatory Fees	1,350	681	669	˜	2,170	1,150
Land Sales	4,016	2,500	1,516	˜	-	4,000
Govt Grants & Subsidies	7,429	3,201	4,228	˜	4,714	5,084
Total Income	36,705	30,567	6,138	˜	49,493	51,301

Expenditure
Costs of Sales	2,027	1,250	(777)	˜	-	2,000
Contracts	5,079	4,772	(307)	˜	7,566	8,060
Grants	516	485	(31)	˜	716	699
Rates Expense	431	414	(17)	˜	406	414
Depreciation	5,965	5,965	-	˜	12,396	10,209
Loss on sale of Asset	-	-	-	˜	-	-
Cost Allocations	(9)	-	9	˜	-	-
Building Repairs & Mtce.	397	458	61	˜	799	778
Members Remuneration	315	373	58	˜	632	640
Technology Costs	494	560	66	˜	822	941
Insurance	389	481	92	˜	353	481
Refuse & Recycling Costs	1,810	1,941	131	˜	2,582	3,648
Electricity & Gas	680	815	135	˜	1,177	1,424
Staff	6,326	6,793	467	˜	10,935	11,770
Professional Fees	1,690	1,793	103	˜	1,360	3,061
Other Costs	2,379	3,049	670	˜	3,692	5,278
Total Expenses	28,489	29,149	660	˜	43,436	49,403

Operating Surplus / (Deficit)	8,216	1,418	6,798		6,057	1,898

This table has rounding (+/- 1)

Generally, variances of greater than $100k are reported on.

The financials for January 2021 show an overall favourable variance of $6.79M. Contributing to this large favourable variance includes funding from the Three Waters reform and the receipt of land sales.

Income is ahead of the revised budget by $6.13M. This is mostly due to revenue from the sale of land at Gair Avenue of $1.5M, along with the funding received from the Three Waters Reform of $4.73M.

Expenditure has a favourable variance of $660k. There is ($307k) increased costs in contracts which relates to ($500k) emergency works carried out on roading after the recent flooding event. Planned maintenance in property is underspent by $200k and will be reviewed as part of the forecast. The ($777k) increased spend in costs of sales is more than offset by the revenue received from the sale of land at Gair Avenue.

Income of $36.70M against the year-to-date budget of $30.56M

The main variances are:

· Development contributions of $444k has an unfavourable variance of ($925k). Lower than expected contributions are linked with the timing of developments in Cromwell ($579k) and Alexandra ($228k) with the balance in district roading.

· Government Grants and Subsidies revenue of $7.4M is $4.2M favourable against budget. This is due to a $4.73M grant received in November 2020 for the Three-Waters reform. This is 50% of the full grant amount. This grant offsets the unfavourable variance in roading due to the roading improvement work which is currently behind schedule, although this work is scheduled to be caught up within the next few months.

· Gair Avenue Land Sales of $4.0M has a favourable variance of $1.5M. This is in line with strong demand for property nationwide. All properties have been sold as of January.

· Regulatory fees of $1.35M is favourable against budget by $669k. This is due to the timing of income received from building consents of $567k, dog registrations of $77k and Land Information Memorandums (LIMs) of $54k.

· Other Capital Contributions has a favourable variance of $278k. This includes a Ministry of Business, Innovation and Employment (MBIE) contribution of $159k for the Ophir Community Centre, and a cost share capital contribution from the Queenstown Lakes District Council for $75k for the Lake Dunstan Water Supply project.

· User Fees and Other of $4.51M is $188k favourable against budget. The favourable variance is due to the Strategic Tourism Assets Protection Programme (STAPP) of $700k (now included in the revised budget) and a MBIE tourism grant for freedom camping, fencing and toilets of $95k. Offsetting the favourable variance include transfer station income, metered water, swim school, camp fees and fuel taxes which are behind budget.

· Profit on Sale of Assets is favourable against budget by $124k. Making up this balance are vehicle sales as part of the replacement schedule and the sale of office furniture and equipment that is surplus to requirements.

· Reserves Contributions has a $119k favourable variance. These contributions are dependent on developers’ timeframes and therefore difficult to gauge when setting budgets.

Expenditure of $28.48M against the year-to-date budget of $29.14M

The main variances are:

· Costs of Sales of $2.0M is above budget by ($777k). This reflects the increased sales of the Gair Avenue sections.

· Contracts of $5.07M is ($307k) unfavourable against budget. This is due to emergency works carried out as a result of flooding in early January 2020, year to date cost of ($587k). While there is a budget for emergency works of $100k, there are more remedial costs to follow. It is important to note that this cost will be partially offset with a Waka Kotahi New Zealand Transport Agency (NZTA) subsidy for emergency works in weather events. Offsetting this overspend are favourable variances against planned maintenance of $235k and district-wide un-subsided roading work of $102k.

· Staff costs of $6.326M has a $467k favourable result against budget. This relates to the timing of vacant positions and positions that are in the process of being recruited.

· Refuse and recycling costs of $1.81M has a favourable variance of $131k. This is mainly due to the timing of green waste being processed. This is due to be carried out in March or April 2021.

24 March 2021

Profit and Loss by Activity

ACTIVITY	INCOME			EXPENDITURE				SURPLUS/(DEFICIT)
	Actuals	Revised Budget	Variance		Actuals	Revised Budget	Variance		Actuals	Revised Budget	Variance
	$000	$000	$000		$000	$000	$000		$000	$000	$000
Infrastructure	684	1,609	(925)		178	240	62		506	1,369	(863)
Roading	5,345	5,993	(648)		5,323	4,888	(435)		22	1,105	(1,083)
Waste Management	2,683	2,784	(101)		2,840	2,861	21		(157)	(77)	(80)
Parks Reserves Recreation	4,169	3,961	208		4,023	3,924	(99)		146	37	109
Corporate Services	103	53	50		48	175	127		55	(122)	177
People and Culture	784	776	8		682	839	157		102	(63)	165
CEO	246	256	(10)		(89)	231	320		335	25	310
Property	6,565	4,783	1,782		4,893	4,074	(819)		1,672	709	963
Governance and Community Engagement	3,115	2,838	277		2,421	3,067	646		694	(229)	923
Planning (Regulatory)	2,961	2,193	768		2,652	3,251	599		309	(1,058)	1,367
Three Waters	11,120	6,455	4,665		5,355	5,583	228		5,765	872	4,893

Total	36,705	30,567	6,138		28,489	29,149	660		8,216	1,418	6,798

This table has rounding (+/- 1)

* The funding activity has been removed from this table, as this is not an operational activity.

· Infrastructure – Development contributions are underbudget by ($925k), this is reduced by the reserves contributions. Lower than expected contributions are linked with the timing of subdivision developments in Cromwell and Alexandra. It is expected that development contribution income will remain lower than budget due to subdivision developments being pushed into the next financial year. Expenditure is under budget by $62k, mainly due to lower than budgeted management consultant fees.

· Roading –income is less than budget by ($648k). this is predominately due to the NZTA subsidy. Roading expenditure is higher than budget by ($435k). This is due to emergency works carried out after the flooding event in early January 2021. This is likely to increase further as more expenditure is yet to come in.

· Waste Management - income is less than budget by ($101k) due to lower than expected new wheelie bin charges and transfer station income. Expenditure has a slight favourable variance of $21k. This is mainly due to the timing of processing green waste, which will take place in March or April 2021.

· Parks and Recreation – favourable income variance relates to the MBIE tourism grants of $122k and $95k. Expenditure has an unfavourable variance of ($99k). Contributing is expenditure spent on freedom camping monitoring, and toilets as per the MBIE tourism grant.

· Corporate Services – income is higher than budget by $50k this is due to profit on the sales of vehicle assets. Expenditure is $127k lower than budget mainly due to the timing of audit fees and insurance costs.

· People and Culture – income is on track with a small favourable variance of $8k. Expenditure has a favourable variance of $157k. Driving this favourable variance are underspends in Libraries $71k, Health and Safety $36k and Human Resources $48k. A lot of the underspends are due to the requirements and timing of the expenditure needs in each area.

· CEO – has an overall favourable variance. Expenditure has a favourable variance of $320k, this is mainly due to Strategic Pay allocation which may be reflected in increased costs across the organisation, with the resolution of the strategic pay for staff across the organisation. On-charged overhead allocations and management charges are offsetting expenditure and leading to a credit expenditure balance. Cost allocations are carried out as per budget with an adjustment carried out at year end.

· Property – land sales revenue is favourable against budget due to more sections sold compared to expectations. There is a corresponding movement in the cost of land sold expense.

· Governance and Community Engagement – income has a favourable variance of $277k this is due to the Strategic Tourism Assets Protection Programme (STAPP) funding received post budget and has been adjusted for in the full year revised budget. The favourable expenditure variance is due to a timing lag of the tourism projects that are funded from the STAPP.

· Planning (Regulatory) – has a favourable income variance of $768k, this is mainly due to the timing of building permits issued, LIM fees and revenue received from dog registrations. The favourable expenditure variance of $599k is due to lower than expected staff costs and planning consultant (review) fees.

· Three Waters – the favourable income variance of $4.6M is due to 50% of the Three Waters reform grant funding being received. Expenditure has a favourable variance of $228k due to the timing of operational projects.

Capital Expenditure

Year-to-date, 29% of the total capital spend against for the full year’s revised capital budget, has been expensed. More information will be provided in the next Council report on the February 2021 forecast, to provide more insight on capital budgets.

CAPITAL EXPENDITURE	YTD Actual	YTD Revised Budget	YTD Variance		2020/21 Revised Budget	Progress to date
CAPITAL EXPENDITURE	$000	$000	$000		$'000
Council Property and Facilities	4,756	1,315	(3,441)	˜	6,167	77%
Waste Management	90	-	(90)	˜	859	10%
i-SITEs	-	-	-	˜	5	0%
Customer Services and Administration	16	54	38	˜	54	30%
Vehicle Fleet	229	260	31	˜	358	64%
Planning	-	143	143	˜	193	0%
Information Services	559	885	326	˜	1,992	28%
Libraries	74	440	366	˜	500	15%
Parks and Recreation	532	1,383	851	˜	2,562	21%
Roading	2,724	4,919	2,195	˜	7,359	37%
Three Waters	3,325	6,641	3,316	˜	21,801	15%

Grand Total	12,305	16,040	3,735		41,850	29%

This table has rounding (+/- 1)

Council Property and Facilities ($3.44M) unfavourable against budget:

This includes the purchase of Murray Terrace land approved by the Cromwell Ward in December 2020, which Council authorised as per resolution 20.40.3 in July 2020. This is countered by Elderly Persons Housing capital works which is behind budget by $609k.

Waste Management ($90k) unfavourable against budget:

This variance is due to the progression of the Glass Crushing plant project, which Council authorised as per resolution 20.7.31 in August 2020.

Planning $143k favourable against budget:

This is due to dog control projects that are yet to be started, including the final purchase of dog registration software and upgrading the dog pounds.

Information Services $326k favourable against budget:

Projects behind in budgets include Enhanced Customer Experience Digital Services $117k and Enterprise Resource Planning Information Services $141k.

Libraries $366k favourable against budget:

The Alexandra library building upgrade is yet to commence.

Parks and Recreation $851k favourable against budget:

Projects that are awaiting commencement and completion include resurfacing Anderson Park netball courts and the Cromwell Pool alterations and filter replacement.

Roading $2.19M favourable against budget:

Unsubsidised community roading projects are behind budget, these include district-wide footpath and carpark renewals of $524k. Subsided roading projects are behind $1.6M, this is mainly due to delays to the capital programme of work at the Clyde Historic Precinct Project of $594k and district-wide sealed road renewals of $374k.

Three Waters is $3.31M favourable against budget:

The main driver is the Clyde wastewater reticulation construction which is $2.15M behind budget. Other areas include water supply improvements across the district and district-wide wastewater treatment plant upgrades.

Internal Loans

Forecast closing balance for 30 June 2021 is $4.27M

OWED BY	Original Loan	1 July 2020 Opening Balance	30 June 2021 Forecast Closing Balance
Public Toilets - Roxburgh & Cromwell	670,000	513,510	491,239
Tarbert St Building	25,868	14,502	13,067
Alexandra Town Centre	94,420	54,766	49,759
Alexandra Town Centre	186,398	101,720	91,041
Alexandra Town Centre	290,600	170,912	155,412
Centennial Milkbar	47,821	24,252	21,284
Vincent Grants	95,000	28,500	19,000
Pioneer Store Naseby	21,589	12,236	10,949
Roxburgh Water	867,000	743,391	717,829
ANZ Bank Seismic Strengthening	180,000	154,337	149,030
Molyneux Pool	262,000	604,000	571,900
Maniototo Hospital	1,873,000	1,824,913	1,775,142
Alexandra Airport	218,000	211,407	204,485
Total	4,831,696	4,458,446	4,270,137

External Loans

Total amount of external loans at the beginning of the financial year 2020-21 was $241k and as at 31 January 2021 the outstanding balance was $211k. Council has received $29k in principal payments and $7k in interest payments.

OWED BY	Original Loan	1 July 2020 Actual Opening Balance	Principal	Interest	31 January 2021 Actual Closing Balance
Cromwell College	400,000	164,184	19,255	5,314	144,929
Maniototo Curling	160,000	48,743	7,551	1,328	41,192
Oturehua water	46,471	28,122	2,715	686	25,407
Total	606,471	241,049	29,521	7,328	211,528

3. Attachments

Nil

Report author:	Reviewed and authorised by:

Kim McCulloch	Leanne Macdonald
Management Accountant	Executive Manager - Corporate Services
5/03/2021	11/03/2021

Council meeting

24 March 2021

Prepared by Xyst Limited for Central Otago District Council

Client

· Gordon Bailey, Parks and Recreation Manager, Central Otago District Council

Contents

1.0 Preface to draft reserve management plan 5

2.0 Introduction 6

2.1 General 6

2.2 Purpose of reserve management plan 6

2.3 How to use this plan 6

3.0 Molyneux Park Description and Use 7

3.1 Location and Context 7

3.2 Features 7

3.3 Land Status 9

3.4 Leases and other occupations 10

3.4.1 Leases 10

3.4.2 Other occupations 10

3.5 Access 12

3.5.1 Pedestrian and Cycle Access 12

3.6 Existing Facilities 13

3.6.1 Alexandra Toy Library 13

3.6.2 Play Area 13

3.6.3 BMX Track 13

3.6.4 Bowling Club Complex 13

3.6.5 Central Arena 13

3.6.6 Fulton Hogan Cycle Park and adjoining skatepark 13

3.6.7 Ice Skating Rink 14

3.6.8 Molyneux Pool 14

3.6.9 Motor Caravan Parking Area 14

3.6.10 Netball/Tennis Facility 14

3.6.11 North Eastern Sports Fields (Back Fields) 14

3.6.12 Scout Hall 15

3.6.13 Squash Club 15

3.6.14 Stadium Building 15

3.7 Proposed Facilities 16

3.7.1 Queenstown Lakes Central Otago Regional Sport & Recreation Facility Strategy 2018 16

3.7.2 The Molyneux Park - Redevelopment Options Study 2008 16

3.7.3 Sports Fields 16

3.7.4 Hockey Field 17

3.7.5 Other 18

4.0 Vision and Outcomes 18

4.1 Vision 18

4.2 Outcomes 19

5.0 Objectives and Policies 20

5.1 Occupation Agreements 20

5.1.1 General 20

5.1.2 Leases 21

5.1.3 Licences 22

5.1.4 Easements including for underground services 22

5.2 Allocation of the park for sporting use and events 24

5.2.1 Temporary use 24

5.2.1 Sports field bookings 24

5.2.2 Camping 25

5.2.3 Circuses and side-show operators 26

5.2.4 Fireworks displays 26

5.2.5 Alcohol licences 27

5.2.6 Commercial Use 28

5.3 Park Development 29

5.3.1 General 29

5.3.2 Buildings and structures 30

5.3.3 Car parks 31

5.3.4 Sports Field Lighting 32

5.3.5 Signs 33

Appendix 1: Reserve Management Plan process from Reserves Act 34

Appendix 2: Information on Recreation Reserve parcels 35

1.0 Preface to draft reserve management plan

A reserve management plan provides the community with certainty about the function, future management and development of a reserve. It is developed by listening to community preferences for the reserve and documenting the best way to provide for them. A reserve management plan is not a detailed operational plan, instead it provides a framework that guides management decisions.

Local authorities are required to develop reserve management plans for most reserves that are administered under the Reserves Act 1977 and the act sets out a formal public consultation process to engage the community (refer Appendix 1). Plans must also be reviewed regularly so they remain up to date.

Most of the land managed as Molyneux Park is subject to the Reserves Act and is classified as ‘recreation reserve’. The first reserve management plan for Molyneux Park was approved in 2013. In response to increased recreational use and changes to the surrounding urban land use including additional park area, the Vincent Community Board and the Central Otago District Council, (‘Council’) approved the review of the existing management plan without preliminary consultation in December 2019.

All land parcels that comprise Molyneux Park including those that are not reserves have been incorporated into the management plan to enable a consistent approach to the management of the park. Land that is currently used principally for recreation purposes is defined as a park and has protection under the Local Government Act 2002.

Molyneux Park is a significant community resource that provides sports and recreation opportunities for the local and wider community. The park has undeveloped areas including land which has been recently added to the north of the park. A proposal to develop a new hockey turf to the west of the netball courts is included in this draft.

This draft is being released for public comment, so the community has the opportunity to provide Council with their feedback on the draft plan. Council will consider submissions received and prepare a final plan for approval. When the amended reserve management plan is approved by Council it will replace the 2013 reserve management plan and will guide future management and development of the park.

Figure 1: Process to revise and update Molyneux Park Reserve Management Plan

2.0 Introduction

2.1 General

Molyneux Park caters for a wide range of recreational needs, with particular emphasis on active sports. Considerable council and community resources have been applied to the development of the facilities.

Molyneux Park is a local and regional hub for sports and recreation and serves a wide catchment that extends from Roxburgh/Teviot Valley through to the Maniototo. Molyneux Park also has a regional function for many sports codes particularly cricket.

2.2 Purpose of reserve management plan

According to Section 41(3) of the Reserves Act 1977 a management plan is required to:

“provide for and ensure the use, enjoyment, maintenance, protection and preservation as the case may require and, to the extent that the administering body’s resources permit the development, as appropriate, of the reserve for the purposes of which it is classified.”

The Reserves Act 1977 has further provisions covering activities on reserve land including encroachments, lighting fires, planting trees and damaging turf.

2.3 How to use this plan

This reserve management plan provides the decision-making framework to inform management decisions, including consideration of internal and external requests and proposals for use and development. The plan sits within a wider framework of legislation, plans and strategies. To ensure consistent provision of services and to comply with Council policies, many management and operational decisions are determined at a district-wide level.

Council policies, bylaws and strategies are regularly reviewed, and additional documents may be approved during the time frame of this plan. Council plans, policies and documents relevant to operational issues on Molyneux Park include the following at the time that this plan is written:

District Plan	A District Plan contains guidance and rules about how land, including public land, can be used and developed. Most of Molyneux Park is designated for ‘recreation purposes’.
10-Year Plan and Annual Plan	The 10-Year Plan, also known as a Long Term Plan, sets the strategic direction and work programme for the 10 years ahead, and the Annual Plan allocates funding for services including asset development
Public Places Bylaw	This bylaw includes provisions around behaviour on public land, including reserves, that puts public safety at risk or causes nuisance, offence, damage or obstruction. It covers controls around trading in public places and temporary closure of reserves.
Smoke Free Policy 2018	Council parks are specified as smoke free areas.
Dog Control Bylaw 2020	Dogs must be kept under continuous control when they are in public places. Dogs are not permitted in prohibited areas including children’s playgrounds and the designated areas of all sports grounds.
Alcohol Restriction in Public Places Bylaw 2019	Establishes ’Alcohol Restriction Zones’ and ‘Temporary Alcohol Restriction Zones’ in public places.
Public Spaces Lighting Policy 2019	Objectives include minimising any adverse impacts associated with unnecessary or inappropriate lighting and protect the region’s dark skies.
Community Leasing and Licensing Policy	Provides a consistent and equitable framework for community leases and licences of council-owned property and facilities to eligible community groups
Tree Policy 2020	Outlines Council’s decision making framework for new tree plantings and tree removals.

3.0 Molyneux Park Description and Use

3.1 Location and Context

Molyneux Park is located approximately one kilometre north-west of the centre of Alexandra and has frontage to Centennial Avenue (State Highway 8) to the south-west and the Otago Central Rail Trail to the north-west. The park land is divided by Boundary Road East and includes an unformed section of Russell Road to the north. Molyneux Park is located at the northern edge of the town.

3.2 Features

Central Alexandra and Molyneux Park are located on a flat river terrace approximately 25-30m above the level of the Clutha/Mata-Au River.

The park contains areas of sports fields, areas enclosed for sports activities including clubrooms and playing surfaces, a sports stadium, aquatic centre and other facilities including a playground, skate park and bike park, (refer Plan 1 below). An earth embankment has been established around the main sports ground adjacent to the Molyneux Park stadium building.

Boundary Road East crosses the park and is formed to the standard of a park driveway rather than a road. Areas bordering State Highway 8 and the entrances to the park have been planted in ornamental trees and shrubs, and an avenue of trees has been planted at the start of Boundary Road East.

Undeveloped areas in the north of the park are predominantly flat and in rough condition and include sparsely planted pines and rough scrub.

Soils in the Molyneux Park locality are not ideal for growing trees, and soils may have impeded drainage. Irrigation has been installed on the playing fields and some passive recreation areas.

A cobbled rock causeway extends from Kinnaird Close, (Lot 42) and under the BMX track (Part Section 1). The NZAA site record (G42/240) indicates that this was built in the 1870s as part of a road that extended through Alexandra to Waikeri, and it is a protected heritage site.

PHOTO – wide view of park or park frontage?

Plan 1: Molyneux Park features. Park boundary outlined in yellow. Numbers refer to leases and other occupations, refer Section 3.4 below.

3.3 Land Status

Molyneux Park includes land that is subject to the Reserves Act and park land that is not. The total area of the park is just over 35 hectares excluding road reserve land.

Land held under the Reserves Act, (refer Plan 2 below and Appendix 2 for detail):

Plan key	Legal description	Land status and classification	CODC Designations, leases, other restrictions	Area (hectares)
A	Part Section 1 SO 24662 (no title)	Recreation Reserve, Crown derived	D8 ‘Recreation Purposes’, leases to Toy Library, Scouts, Ice-inline, Includes NZAA site G42/240	10.553
B	Part Section 12 Block XXXVII Town of Alexandra SO 19448 (CT 536202?)	Recreation Reserve, Crown derived.	D7 ‘Recreation Purposes’, leases to Affinity Funerals, Rugby Club, Shearing Club, Bowling Club	13.966
C	Part Section 12 Block XXXVII Town of Alexandra (CT 7C/315)	Recreation Reserve, Crown derived.	D7 ‘Recreation Purposes’, leased in entirety to Bowling Club	0.7846
D	Lot 42 DP 501035 (CT 753988)	Historic Reserve	Includes NZAA site G42/240	0.0205
E	Lot 101 DP 353762	Local purpose Reserve		0.0217
F	Section 13 Block XXVI Town of Alexandra SO 20155 (CT 9A/168)	Recreation Reserve, Crown derived.	D7 ‘Recreation Purposes’, leased in entirety to Squash Club	0.1452

		Total area of reserves (approx.)		25.491 hectares

Other park land, (refer Plan 2 below):

Plan key	Legal description	Land status and classification	CODC Designations, leases, other restrictions	Area (hectares)
G	Lot 1 DP 21404 (CT 13B/229)	Fee simple, Crown endowment for ‘municipal purposes’	D8 ‘Recreation Purposes’	0.7231
H	Lot 2 DP 21404 (CT 13B/230)	As above	D8 ‘Recreation Purposes’, Lease to Netball & Tennis Clubs	0.6759
I	Lot 3 DP 21404 (CT 13B/231)	As above	D8 ‘Recreation Purposes’, Lease to Netball & Tennis Clubs	0.6745
J	Lot 4 DP 21404 (CT 13B/232)	As above	D8 ‘Recreation Purposes’	0.8755
K	Lot 4 DP 21404 (CT 13B/232)	As above	D8 ‘Recreation Purposes’	0.4116
L	Part Lot 6 DP 300663	Awaiting final survey	Lot to be created (RC190481)	6.2024 approx.
R	Road reserves	Road reserve – not legally part of park	In part: D10 ‘Road to be stopped and recreation purposes’	Area not included in total
		Total area		9.563 hectares

3.4 Leases and other occupations

3.4.1 Leases

The following leases are currently in place for Molyneux Park, (refer Plan 1):

Plan key	Organisation	Purpose	Details
1	Alexandra Rugby Football Club Inc.	Sports club	Memorandum of Lease over Stadium, (perpetual), established 1988
2	New Zealand Golden Fleece Fine Wool Shearing Society Inc.	Sheep pens	Deed of lease, established 2008
3	‘Custodian’s residence’	Residential	Available for Council staff where they are providing ranger services on park.
4	Affinity Funerals	Carparking for commercial activities	Use of Stadium carpark transferred from Stadium Holdings in 2019.
5	Petanque	Sporting activities	Lease over court areas to south of Bowling Club approved 2020, agreement with Bowling Club for use of club facilities
6	Alexandra Bowling Club	Sports club	Registered lease (perpetual) established 2011
7	Alexandra Squash Rackets Club Inc.	Sports club	Memorandum of lease, established 1982, (perpetual)
8	Iceinline Sports Complex Inc.	Sports club	Memorandum of lease, established 1992
9	Scout Association of NZ (1^st Alexandra Scout Group)	Community Group	Deed of lease, established 2003
10	Alexandra Toy Library	Community Group	Deed of lease, established 2005
11	Central Otago Netball Centre	Sports club	Deed of lease established 1990

3.4.2 Other occupations

Plan key	Organisation	Agreement	Details
12	Alexandra BMX Club	MOU with Council	2017
13	New Zealand Motor Caravan Association	Approval	2007 approval for up to 6 overnight parks and a sign

The Spark Telecom facility is located within road reserve (Boundary Road) not Molyneux Park.

Plan 2: Molyneux Park land parcels. Refer Section 3.3 above.

3.5 Access

3.5.1 Vehicular Access

The main entry to Molyneux Park is from the intersection of Boundary Road with State Highway 8 (Centennial Avenue and Clyde-Alexandra Road). A driveway within the road reserve of Boundary Road East is located centrally within the park and provides access to most activities and car park areas.

To the south of the main entry, a second entry from Centennial Avenue provides access to the stadium and a car park. A lease over part of this car park was established in 2003 after a notified resource consent process and was reassigned to Affinity Funerals by resource consent in 2018.

A carpark near the north-eastern corner of the park is accessed from the end of Russell Street and provides predominantly for sports field use.

A designation over the western section of Boundary Road East identifies an intention for this part of the road to be ‘stopped’ and the land used for recreation purposes. It is not proposed vehicle access will be developed through this area.

A designation north of the netball courts over the Otago Central Rail Trail for ‘vehicle access purposes’ is limited to specific access requirements rather than for public vehicle access to park activities, and physical barriers such as bollards will be installed and retained across this boundary to restrict vehicle access.

3.5.1 Pedestrian and Cycle Access

Molyneux Park has very good connectivity with the surrounding street network although a park access from Walker Place is physically blocked by the BMX track.

The proximity of the Otago Central Rail Trail provides an excellent walking and cycle link to the park that is suitable for family use.

Pedestrian paths have been developed within the Clyde-Alexandra Road frontage, following part of Boundary Road East, and a path past the playground forms a diagonal connection.

PHOTO Related to access

3.6 Existing Facilities

Buildings and features located within the park are briefly described below, (refer Plan 1 above for locations).

3.6.1 Alexandra Toy Library

The toy library was established on Molyneux Park in 2005. It is located adjacent to the scout hall.

3.6.2 Play Area

A children’s playground with a variety of equipment is located in the south west of the park adjacent to a large sealed car parking area accessed off Centennial Avenue. Trees around the playground were planted in 2017 as part of the ‘trees for babies’ programme.

PHOTO: Children’s playground and amenity area

3.6.3 BMX Track

The Alexandra BMX Club was formed in 2007 and is affiliated with BMX-NZ. The original track, built by the Dunstan BMX Club, was rebuilt in 2011 by the Alexandra BMX Club to a design capable of hosting New Zealand national and regional competitions. A new start ramp was constructed in 2018 and the facilities are among the best in the South Island.

3.6.4 Bowling Club Complex

The Alexandra Bowling Club erected a pavilion in 1982 at Molyneux Park which has since been extended. The club has two outdoor greens and one indoor rink, an equipment shed, and a parking area.

Petanque

The establishment of a petanque court to the south of the bowling green was approved by Council in 2020. There is an agreement for petanque players to share use of the Bowling Club pavilion.

3.6.5 Central Arena

The Central arena of the Molyneux Park Sports area is fenced and surrounded by an embankment, which provides an excellent viewing area for spectators. The area is used during the winter season as the home ground of the Alexandra Rugby Football Club and is the venue for sub-union rugby matches. A marked grass athletics track is used during the summer. The Central Arena also has a first-class cricket wicket that was re-built in 2020.

The Central Arena has been used as a venue for public entertainment, athletics and other sporting events. Facilities include the stadium building, two toilet blocks, changing rooms suitable for first class cricket, equipment storage shed, score boards and sightscreens for cricket.

A custodian’s residence within the arena is generally leased on the condition that the resident is required to act as a caretaker and monitor security on the park.

Sealed parking areas capable of accommodating approximately 160 vehicles are also provided near the arena and stadium building.

The ‘Queenstown Lakes-Central Otago Regional Sport & Recreation Facility Strategy’ notes that this is a major event facility particularly for cricket as it can host national level games.

3.6.6 Fulton Hogan Cycle Park and adjoining skatepark

A BMX track and skate park are located in the west of the park. Fulton Hogan has naming rights over the cycle park as part of a memorandum of understanding. Fulton Hogan provides financial support towards maintenance of this area.

PHOTO Bike park? (trees for Babies here as well)

3.6.7 Ice Skating Rink

An outdoor Olympic sized (60m x 30m) ice skating rink and club house is sited in the South West corner of the park which is run by Ice Inline. An application to construct two curling rinks to be located to the west of the ice rink was approved by Council in 2020 and funding has been granted by Central Lakes Trust for the construction.

The rink’s refrigeration plant has recently been upgraded as part of an energy-sharing venture with the Alexandra Pool, which includes a heat transfer agreement. It is proposed that the ice-skating facility will be enclosed in the future.

PHOTO - Ice skating facility

3.6.8 Alexandra Pool

The Alexandra Pool is a council-run facility that was built in 2003 and includes a 25m indoor lap pool, a 13m therapeutic/learners’ pool, spa pool and an outdoor pool. Future extensions during the term of this plan may include a hydro slide and a gymnasium or other associated leisure areas.

Various programmes are available at the pool, including aquafit, kayak polo, swimming lessons, holiday programmes and pool parties.

PHOTO Molyneux Aquatic Centre and carpark

3.6.9 Motor Caravan Parking Area

Council has approved that 6 car parks are available to members of the NZ Motor Caravan Association to park vehicles for a maximum of 3 nights. This parking area is in the vicinity of the bike park and the pool. This was started as a trial in 2007, and reportedly reduces night-time vandalism.

Additional NZ Motor Caravan Association parking has been added on the unsealed parking area between Boundary Road (East) and the ice-skating rink, and a formal agreement will be established between parties to cover this area.

3.6.10 Netball/Tennis Facility

The Central Otago Netball Centre netball courts were established on Molyneux Park in the late 1980s, including nine courts, two of which have lighting. Four courts have also been marked as tennis courts for dual use. During the 1990s a two-level pavilion was developed in two stages. The centre is administered by an incorporated society affiliated with Netball Otago.

PHOTO: Central Otago Netball Centre

The courts are currently used mainly for netball related activities particularly during the winter months (April to September), with a regular Saturday competition as well as numerous team practices during the week. Courts are used for social tennis and tennis coaching and other community activities over the warmer months. The pavilion can be hired out to community groups and businesses as well as being used for social functions.

3.6.11 North Eastern Sports Fields (Back Fields)

More than 5 hectares of land to the north of the Central Arena has been developed for multi-purpose sports fields.

The fields are marked for winter codes including rugby and football. During summer months this area is marked out with 3 cricket pitches and is also used for softball.

Athletics have a long jump pit and throwing area (with net) adjacent to the Central Arena embankments. There are also practice cricket nets located behind the stadium.

Lights have been installed to illuminate a practice sports field in this area. Additional sportsfield lighting is also contemplated in this plan.

Adjacent grounds at Dunstan High School can be used in association with Molyneux Park when there is high demand such as school age rugby tournaments.

3.6.12 Scout Hall

The Scout Association constructed a scout hall in the area beyond the cycle/skateboard park in 2002.

3.6.13 Squash Club

The Alexandra Squash Club Inc has established two squash courts and clubrooms within a leased area between the bowling club and the arena. Their leased areas include space for the construction of additional courts in the future.

3.6.14 Stadium Building

The stadium was constructed in 1973 and is used by a variety of sports groups. It has been assessed as being earthquake prone and Council is considering redevelopment options.

The Alexandra Rugby Football clubroom is attached on the arena side of the building and has its own external access.

The stadium is also used for indoor displays and the Merino Fine Wool Shearing championships; however, the wooden gymnasium floor restricts usage for some events. The stadium kitchen is used by junior rugby on Saturdays during the rugby season.

Alexandra Basketball, the Alexandra Badminton Club and the Alexandra Gymnastics Club use the stadium year-round.

The stadium includes two squash courts no longer in use since the Alexandra Squash Club relocated to its new facilities. The spaces are now leased to the Alexandra Rugby Club and an indoor rock climbing venture.

PHOTO of stadium

3.7 Proposed Facilities

3.7.1 Queenstown Lakes Central Otago Regional Sport & Recreation Facility Strategy 2018

This strategy notes that ‘CODC has a major hub park at Molyneux Park with a large cluster of separate facilities that are not integrated including: Molyneux Stadium (indoor court), Molyneux Oval (cricket), Central Otago Netball Centre (courts and pavilion) plus sports fields and ice rinks and the Aquatic Centre’.

Recommendations in this strategy relevant to development of facilities at Molyneux Park include the following:

· That Molyneux Park is designated as a ‘major hub park’ for sports activities

· ‘That opportunities are explored to increase collaboration / partnerships at an operational level between existing community sport hub facilities’ and that a ‘multi-code sport partnership approach’ in all sport hubs to ‘generate economies in scale and aid long-term sustainability’.

· Any new gym facilities should consider co-location within hubs such as Molyneux Stadium.

· ‘Develop a new half-field turf area at Molyneux Park in the short to medium term with potential shared use of the Netball Pavilion to provide changing and toilets facilities for hockey users, part-size turf located so that a full-size field can be accommodated in the future’

3.7.2 The Molyneux Park - Redevelopment Options Study 2008

This study identified a series of options for enhancing the use of the park through strategic location and relocation of facilities including the following:

	Notes / progress
Renovation of clay cricket wickets	Completed
Demolish existing stadium and replace with indoor sports hall beside skate park/sports hub	No community demand indicated for new stadium during 2020 plan update. Potential site is where NZMCA is located.
Relocate croquet to Molyneux Park	Croquet remains at Kenmare Street but site identified by Petanque Club.
Relocate netball/tennis facilities	Netball/tennis have decided not to relocate from their current position
Relocate ice skating rink to be adjacent to the swimming pool	Ice skating rink remains in the current position, however there is an energy sharing agreement between the ice rink and the pool
Create an avenue of trees along Boundary Road East	Trees have been planted along Boundary Road.
Develop a new playground zone outside the swimming pool entrance	There are no plans to relocate the playground as the current site is considered more suitable.

3.7.3 Sports Fields

The Molyneux Park Reserve Management Plan includes a proposal to develop further sports fields in a new area west of the Netball courts this area will become part of the park, refer Figure 2 below.

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Figure 2: 2013 proposal to develop sports fields

3.7.4 Hockey Field

In 2019 the Vincent Community Board agreed in principle to set aside an area of up to 7500 square metres in Molyneux Park for a hockey turf.

The Molyneux Turf Incorporated originally proposed a full-sized field, warm up area and additional parking. To be located near the Netball courts to enable possible sharing of pavilion space. This location could compromise the development of future sports field development or expansion of the netball courts. Following public consultation a location closer to the pool will be the site for any future hockey turf. See plan 3 page 30 for location details.

3.7.5 Other

Several clubs may require new or upgraded sports field lights through the term of this plan. Such lights are permitted subject to compliance with other statutory requirements.

Council has a commitment with the Department of Conservation to fence the northern side of the Otago Central Rail Trail from the netball courts to the new subdivision. The purpose of the fence is to prevent vehicle access from Dunstan Road across the Otago Central Rail Trail into Molyneux Park. The fence is to be installed at the same time as the residential subdivision post and rail fence and will prevent access to what is now an informal access point into the park.

4.0 Vision and Outcomes

4.1 Vision

Molyneux Park is managed and developed as the district’s premier sports venue and provides a wide range of sporting and recreation opportunities for the local and wider community.

4.2 Outcomes

1. Molyneux Park is preserved in perpetuity for the welfare and enjoyment of the general public as well as providing amenity that enhances Alexandra.

2. Development of the park acknowledges its premier sports hub status while also providing for the needs of the local community and having due regard to the public’s right to freedom of entry and access to the park.

3. Recognition that recreational and sporting organisations, through occupation agreements provide a significant role in facilitating recreational and sporting uses of the park.

4. The park's development has regard for the views of the present users as well as consideration of accommodating future trends and emerging activities.

PHOTO of central area?

5.0 Objectives and Policies

5.1 Occupation Agreements

5.1.1 General

The term occupational agreement refers to any lease, licence, easement (including right-of-way and telecommunication agreement), exchange of letter, or other agreement reached between the Council and a person, organisation, or company that is occupying part of Molyneux Park (including below ground facilities). Further details of these different agreements and policies follow.

Council requires that leases are granted, both to satisfy statutory requirements and to clarify the responsibilities of Council and club, including for existing occupations. Council’s powers to grant leases, licenses and easements over parks varies depending on the status of the park concerned and the rights transferred from the Crown, and any classification under the Reserves Act 1977. Occupation agreements will be assessed under any current Council policies.

The multiple use of buildings and other facilities by sports and cultural bodies has financial and sustainability benefits. While the sub-letting and shared use of leased facilities to other sports bodies requires the approval of Council, it is generally actively encouraged. If a group seeking a new occupation agreement is able to demonstrate a willingness to share facilities, Council will look more favourably on an application.

Any structures associated with occupation agreements including signs will require approval from Council as the landowner and may require building consent or other approvals.

This policy is to be read in conjunction with Section 5.3: Park Development.

Objectives

1. To confirm the occupation of Molyneux Park for approved uses and facilities by the granting of occupation agreements.

2. To ensure establishment costs are paid by the agreement holder

3. To consider the use of Molyneux Park for network utilities only where utilities do not detract from the purposes or amenity of the park and no costs for these utilities are accrued to Council.

4. To discourage permanent easements and limit timeframes for easements and rights-of-way agreements (e.g. linked to the life of the building or activity). Applications will be assessed on an individual basis, with an intention that the park values will be reinstated at the completion of the agreement period. No private right-of-way agreements will be permitted.

5. To ensure the occupation of the ‘custodian’s residence’ meets the requirement of the Reserves Act to have the resident take on a ranger role, which may be voluntary or renumerated.

6.. To encourage the sharing of existing facilities to prevent unnecessary duplication or expansion of facilities.

POLICIES
1 Applications for leases, licences and other occupations may be allowed on undeveloped areas if there are no adverse effects on park values.
2 Applications for licences will need to be made in writing.
3 All legal costs and agreement costs, as well as the costs of any formation and maintenance to the Council’s satisfaction shall be borne by the grantee.

5.1.2 Leases

The management requirements for recreation reserves in the Reserves Act 1977 emphasise the retention of open space and accountability to the public of park management. On recreation reserves, leases must be drawn up subject to the relevant provisions of the Reserves Act 1977.

Requirements differ for land held under other statutes including the Local Government Act. Council, however, uses the provisions contained in the Reserves Act 1977 as a guide when leasing land not subject to the Reserves Act 1977 to ensure consistency among the various tenancies. In most cases leases will be subject to Council’s leasing policies and standard lease conditions so that leases are consistent and easier to manage.

The leasing of public land restricts the type of activities that can be undertaken and usually limits use of the land by the general public. Exclusive use of Molyneux Park has usually involved enclosure to protect the ground surfaces, facilities and equipment required by different groups, and this needs to be balanced against the needs and preferences of the wider community. The wider effects of a lease on the park and surrounding area should be considered when assessing the suitability of an activity including hours of operation, transport requirements and car parking.

POLICIES
1 Long term exclusive use will be subject to a lease if approved, and may be allowed where Council determines that the activity · Cannot or should not be located on other land outside the park · Provides for shared or multi-use where this is possible. · Is in accordance with the objectives of this management plan and any other relevant Council documents; and § Satisfies the requirements of the Reserves Act 1977 or other statutes.
2 New Leases Land may be leased to groups and organisations for the following purposes: · The construction of sports facilities and associated buildings at the group’s or organisation’s expense. · The construction of buildings and other structures that increase or improve the use of the Molyneux Park for recreation at the group’s or organisation’s expense. Provided that: · There are enough other sportsgrounds, either existing or are about to be created in the locality, to meet the outdoor sporting needs of other groups and the general public. · The land is used for recreation or for activities that increase or improve the use of the Molyneux Park for recreation. · The proposed activities cannot satisfactorily take place in existing facilities.
3 For existing leases, any opportunities shall be taken to renegotiate existing leases in cases where they do not comply with the policies of this management plan or, in the case of land that is subject to the Reserves Act 1977, with the requirements of the Act.
4 Leases shall incorporate the appropriate provisions of the Reserves Act 1977, except where the Council’s tenure of the land requires otherwise and shall be consistent with this management plan and other Council documents.
5 Any new or renegotiated lease shall include: · A clause requiring that there will be no subletting of the leased land or of the building erected thereon without the prior approval of the Council. · A clause covering maintenance responsibilities of the lessor and lessee.
6 Hours of operation, ancillary activities, transport and car parking requirements of a potential lessee will be assessed when considering the suitability of a lease.
7 The notification of proposed leases in this management plan shall serve as public notice for the purposes of the Reserves Act 1977.
8 Leases will be subject to a rental fee, except where Council has resolved that no or reduced rental is required. Rents for approved users (e.g. voluntary recreation facilities, approved community users) will be set at an agreed level. Rents for commercial use will generally be based on ‘market value’.
9. The custodian’s house may be leased to a private individual on the condition that they act as a caretaker by monitoring activity on the park and notifying any security issues to the appropriate Council officer or the police as required.

5.1.3 Licences

A licence to occupy provides for the non-exclusive right to use a park for a specific purpose.

The Reserves Act 1977 permits the granting of licences including for communication stations.

Licensees may be charged a rental. Council may charge a rental other than a market rental for recreational or management purposes.

POLICIES

1 Licences may be granted for communication stations and any works connected with the station, in accordance with the Reserves Act 1977 where there are no adverse effects on park values.

5.1.4 Easements including for underground services

An easement lawfully grants the rights for one party to use another person’s land for a specified purpose, in this case the use of Molyneux Park for access or utility facilities.

Easements granted will generally have limited timeframes (e.g. linked to the life of the building or an activity) and an annual fee for rental may be required Conditions regarding reinstatement of the site at the completion of the agreement period should also be included with any permission granted. By not granting easements in perpetuity, and requiring reinstatement of the site, the values of the park will be re-established.

Easements for private underground or overground facilities can affect future development and will only be considered by Council where no other options are available, and establishment costs and rental may be charged after a market valuation.

Where easements are approved, easement owners are responsible for maintaining utility facilities (stormwater/wastewater/sewerage/water and gas pipes/electrical/telecommunication cables) connecting between their property and the main network operator’s facilities including reinstatement of park land following work being carried out on facilities.

It is important for Council to know the location and ownership of private utility facilities crossing Molyneux Park so that their location can be taken into consideration when development enhancement or maintenance work is being planned or carried out on the park and for payment to be made for the use of this land. As-built plans will generally be a requirement of an easement agreement.

POLICIES
1 Applications for pipes, cabling, discharge or drainage rights including applications for Council infrastructure must be made in writing and contain the following information: · A statement of alternative pipe location or discharge options and their costs; · Discussion on why these alternative options cannot be used; · Evidence that the pipes or discharge will not detract from the purpose of the park; and · A diagram of the proposed works and a survey.
2 An easement or formal agreement will be required for every pipe, cable, or discharge on Molyneux Park.
3 All legal costs and the costs of formation and maintenance to the Council’s satisfaction shall be borne by the grantee.
4 Payment for the benefit of a pipe, cable or drainage easement shall generally be made at market valuation.
5 Council will require those holding easements for services crossing Molyneux Park to meet the costs of maintaining the pipes or cables.
6 When services and utilities are no longer required, the service / utility owner shall remove them from the site and reinstate the park to Council’s satisfaction. If this is not completed to Council’s satisfaction, any costs will be recovered from the services/utility owner.
7 No private access easements will be granted across any land covered by this management plan.

5.2 Allocation of the park for sporting use and events

5.2.1 Temporary use

Use of Molyneux Park for an organised event requires prior approval of Council, usually allocated through Council’s park booking system via the Council website.

While events can enhance the public use and enjoyment of Molyneux Park and contribute to the diversity and vibrancy of the community, large numbers of people and activities can adversely affect the park and neighbours. Council retains full discretion over the number and nature of any organised event on park land or in a Council owned or operated building or facility.

Objectives

1 To manage the use of Molyneux Park for events and temporary use so that it is consistent with the values of the park.

POLICIES
1 Events, social activities, functions and exhibitions may be allowed on Molyneux Park, where the adverse effects on other users or lessees, the park and park neighbours of such activities are minimised, and the proposal meets statutory and policy obligations.
2 Applications must be made in writing at least four weeks prior to the event.
3 Where temporary exclusive use is necessary for the holding of an event or activity, part or all of the park will be closed to the public for the duration of that event.
4 Where part or all of Molyneux Park is to be closed to the public for event use, public notification of this will be made prior to the activity requiring the closure. Where closure is required by a body other than Council, that body will be responsible for meeting the cost of public notification.
5 A charge and / or bond may be levied for all forms of exclusive use. The bond will be set as per Council’s Fees and Charges Schedule. Bonds may be waived at the discretion of Council.
6 Event organisers are to reinstate the park to the same condition as before the event to the satisfaction of Council.

5.2.1 Sports field bookings

Council uses a booking system for the use of the fields, changing rooms and for other park events. It is expected that this will change to an online booking system during the term of this plan.

Council’s provision and allocation of sports fields is determined by demand. It is anticipated that demand will continue to increase over the life of this plan in response to population increase, development of new sports, extended playing seasons, and expectations of higher quality sports surfaces. These trends will require Council to be increasingly creative in its management and allocation of sports fields.

During peak use some conflict can occur between codes, and this is likely to increase as use of Molyneux Park increases.

Objectives

1 To provide sports fields at Molyneux Park to meet local demand and provide for regional and national sporting events.

2 To balance requests to allocate sports fields bookings to meet demand where this can be achieved.

3 To configure sports fields to best utilise the space available to meet demand for all codes.

POLICIES
1 Council may invite the heads of the main sporting codes to an annual User Group meeting to discuss their requirements and options to manage these.
2 Council will generally give priority to sports field bookings from regional or local heads of sports codes, and for in-season rather than out of season bookings. Programming of other competitions, tournaments, exhibition matches or such like shall be by prior negotiation between the applicant and the Council, and application should be made in writing not less than two weeks prior to the event to allow this to take place.
3 All bookings for social games shall be made direct to the appropriate sports codes who will levy the social users on a per game basis. Any other social activities outside the main codes of hockey, football (soccer), rugby, cricket, netball and softball will be booked and charged by Council directly.
4 Council may change the configuration of sports fields to best utilise the space available.
5 Heads of code shall be responsible for ensuring that all ground furnishings such as goals, goal posts, temporary seating, tents, booths, caravans, temporary fences, corner posts, signs and electrical services comply with all legislation and regulations, including health and safety legislation and the Building Act, and that goal posts are put up no earlier than 2 weeks before the commencement of the season and removed no later than 1 week after the last day of the season unless otherwise approved by Council.

5.2.2 Camping

The New Zealand Motor Caravan Association (NZMCA) has an agreement with Council for its members with certified self-contained vehicles to park in the unformed carpark adjacent to the skate park area.

During the life of this plan this area maybe required for recreational activities or facilities more in keeping with the principles of the Reserves Act, and Molyneux Parks as a designated regional sports hub. These activities or facilities will take precedent over camping.

Use of the park outside of usual hours can have positive effects including additional surveillance which can reduce vandalism. Negative effects of camping elsewhere in the park can include damage to the park and facilities and public health concerns.

Objectives

1 To allow camping to take place at Molyneux Park where this is associated with events and this is compatible with other park activities.

2 To allow members of the NZMCA to camp in specific areas in accordance with any agreements between the NZMCA and Council where this is compatible with other park activities.

POLICIES

1 Council may approve camping associated with sporting and community events where there is evidence that the effects of camping will be adequately managed. All applications are to be in writing and forwarded to Council at least four weeks before the event. Applications will be considered on a case by case basis, and a bond will be required. The assessment of effects will include the following:

· Effects on others using the park and neighbours

· Services

· Damage to the park

· Health and safety provisions.

2 Members of the NZMCA may camp in designated areas of the park, subject to any formal agreement between the NZMCA and Council and the conditions contained therein.

5.2.3 Circuses and side-show operators

The Central Otago District Council occasionally receives requests from circuses, side-shows, gypsy fairs and similar operators for use of Molyneux Park.

Objectives

1 To allow occasional use of Molyneux Park for circuses, side-shows and similar uses provided that this is compatible with other park activities.

POLICIES

1 Council may approve circuses, side shows, gypsy fairs and like operations where there is evidence that the adverse effects can be minimised. All applications are to be in writing and forwarded to Council at least four weeks before the event. Applications will be considered on a case by case basis, and a bond will be required. The assessment of effects will include the following:

· Effects on others using the park and neighbours

· Services

· Damage to the park

· Health and safety provisions.

5.2.4 Fireworks displays

Groups occasionally wish to use Molyneux Park for fireworks displays. These displays require the permission of Fire and Emergency NZ before proceeding, and adverse effects of fireworks displays on park values need to be minimised.

Objectives

1 To allow fireworks displays on Molyneux Park subject to all adverse effects on park values can be minimised.

POLICIES

1 Council may approve fireworks displays where there is evidence that the adverse effects of this use can be minimised. All applications are to be in writing and forwarded to Council at least 10 working days before the event and Applications will be considered on a case by case basis, and a bond will be required. Final approval will not be given by Council until required external permissions have been obtained including a FENZ permit.

The assessment of effects will include the following:

· Effects on others using the park and neighbours

· Services

· Damage to the park

· Health and safety provisions

· Public liability insurance.

2 Fireworks displays are only permitted within the Central Arena, and only if damage to the central cricket wicket can be avoided.

5.2.5 Alcohol licences

The selling of alcohol is often viewed by sports clubs as a means of raising funds for club activities however is only indirectly linked to the use of the park for sporting or recreational purposes.

The consumption of alcohol on the park can have adverse effects on people using the park and park neighbours including noise and damage that may reduce the amenity of the park.

Approval is needed from Council as landowner of the park, and separately from Council for an alcohol licence. Other approvals, including resource consent, may also be required.

Objectives

1 To allow the granting of alcohol licences over premises on Molyneux Park where the values of the park are not diminished and where the effects on other park users and park neighbours can be minimised.

POLICIES

1 Council as landowner may support the granting of alcohol licences for premises located on Molyneux Park where the adverse effects of this use can be minimised.

All applications are to be in writing and forwarded to Council at least four weeks before the event.

The assessment of effects will include the following:

· Whether the activity is consistent with the purposes of the park, i.e. whether it is ancillary to the principal sport and recreation purpose of the park.

· Traffic and parking demand

· Effects on others using the park and neighbours

· Services

· Damage to the park

· Health and safety provisions including host responsibility provisions.

5.2.6 Commercial Use

Council may, from time to time, receive applications for the use of Molyneux Park for temporary or permanent commercial activities. These activities include filming, markets, coffee carts and commercial recreation ventures, amongst other commercial activities.

Commercial activities may be a legitimate part of the range of activities within parks where they relate to the purposes of the park. Some commercial activities such as filming regional or national sporting events may be assessed as appropriate while not contributing to the public’s enjoyment of the park. Such activities can promote Alexandra and educate people about the value of natural resources.

While commercial activities can be appropriate, they must not be allowed to detract from the primary purposes of the park. Also, the activities should not adversely impact on the park, its use or users and park neighbours. Controls on activities should ensure that the effects of activities are minimised. All commercial activity is required to comply with Council bylaws and other relevant legislation.

Objectives

1 To ensure any permanent or temporary commercial use of Molyneux Park does not compromise the park’s values, adds to the public enjoyment of the park and is in accordance with the Reserves Act and relevant bylaw.

POLICIES
2 All applications to operate commercial activities on Molyneux Park shall be made to Council in writing. Applications should include: 2.1 A description of the proposed activity; 2.2 A description identifying the places where the proposed activity will be carried out; 2.3 A description of the potential effects of the proposed activity, and any actions which the applicant proposes to minimise any adverse effects; 2.4 A statement of the proposed duration of the activity and the reasons for the proposed duration; 2.5 Relevant information relating to the applicant, including any information relevant to the applicant’s ability to carry out the proposed activity.
3 Temporary commercial activity applications need to be made at least ten working days prior to the event.
4 Conditions necessary for the protection of values will be imposed on any permission for the commercial use of Molyneux Park. Such conditions will also be sought on any resource consent application for the same activity.
5 A charge may be levied for the commercial use of Molyneux Park.
6 A bond maybe required for permanent and temporary commercial activities.
7 Compliance with the relevant conditions of the Resource Management, Building, Health and Safety in Employment Acts and other relevant Acts including the District Plan is the responsibility of the applicant.

5.3 Park Development

5.3.1 General

In addition to providing space for sport and recreation activities, parks provide wider benefits including amenity to the surrounding area and pedestrian connectivity. Parks can provide important open space areas for all ages to play, whether that is through using natural features, or through the provision of formal playgrounds, skate parks or bike parks. Park values may be reduced where buildings and other enclosed structures including fences prevent access and dominate the park.

Community needs change, and sport and active recreation facilities need to be adaptable and flexible to meet the needs of a wider range of activities and users into the future. The ‘Queenstown Lakes Central Otago Regional Sport & Recreation Facility Strategy’ supports a multi-code sport partnership approach to facility provision for economic and adaptive reasons, and for codes to co-locate when existing facilities need renewal.

In a Sport New Zealand survey published in 2015, walking was the most popular sport and recreation activity, with 60% of adults participating over the past 12 months^{^[1]}. Walking activities, including dog walking, bring activity to parks outside of times where organised sport takes place which can improve surveillance and reduce vandalism. Recreational walking can be encouraged by the construction of paths through the site and amenity improvements including tree planting. Well-located paths will also support active transport to events or commuting options.

Recreation facilities such as the existing bike hub, skate park and playground also support greater use of the park throughout the week and are convenient for families attending sport events.

A significant number of both overhead and underground services are located on Molyneux Park and Boundary Road East, including water, irrigation, drainage, wastewater, power and tele-communications services. The exact location of services needs to be determined prior to planning and building structures, and enquiries should be made to the service owner and Council. The park includes protected heritage sites which may need to be located.

Most of the area of Molyneux Park is designated in the District Plan ‘for recreation purposes’ which reduces Resource Management Act approval requirements for recreation activities.

Plan 3: Proposed park development.

5.3.2 Buildings and structures

All buildings and structures including signs, temporary structures, lighting, fences and art will require approval from Council as the landowner and may require amendments to the lease including the clarification of maintenance. They may also require building consent and other approvals.

Any structures should be located where they allow for access within and through the park and should be designed to be compatible with the amenity of the park.

Council will only provide amenity lighting for carparks and paths where there is a clear public benefit. This will be limited to Council-owned facilities. and in accordance with Crime Prevention Through Environmental Design (CEPTD) principles.

Public art is one of the more visible and accessible forms of art, and if placed within a park is often complimentary to both the installation and the location. However public art can be controversial, and if located in the wrong place, may not support the primary purpose of the park. The location of any public art installation must be in keeping with the scale and values of the park, and it must not unduly impact on the cost or operation of recreation or maintenance activities

Objectives

1 To ensure that buildings and other structures do not dominate Molyneux Park and are located, designed and maintained so that they do not detract from the amenity of the park and facilitate public recreational use and enjoyment.

2 To support the development or redevelopment of buildings and structures on the park where the need for these has been fully assessed and it is demonstrated that recreation and community outcomes are better enabled.

3 To encourage sharing of existing facilities to prevent unnecessary duplication or expansion of facilities.

4 To ensure that buildings and structures have necessary approvals.

5 To encourage and allow for networks of paths for pedestrians and/or cyclists

POLICIES

1 The multiple use of buildings and other facilities by sports and recreation clubs shall be actively encouraged including subletting. A new building will only be erected where it is not suitable to use a modified existing building, or possible to share facilities with other users. Buildings shall be designed or modified for multi-purpose use where practicable.

2 New buildings on the park shall only be considered where:

· they meet a specific proven need

· Neither the location of the building, nor associated car-parking, unduly restrict the area useable for outdoor recreation or utilisation of the park.

· They do not obstruct the entrances to the park, either physically or visually, including access for emergency vehicles.

· They do not detract from the appearance or open nature of the park, especially as seen from surrounding roads.

3 All new buildings and structures shall be of a size and design that:

· Is such that they provide no more than a service ancillary to the use of the area for sport.

· Is to acceptable architectural standards.

· Is in scale with, and suited to, the character of the park.

· If possible, they shall be sited so that they can be extended to provide such further facilities as may be required later.

4 When assessing proposals for buildings and structures, Council’s assessment and discretion will include the following:

· Location and size of building or structure

· Proposed lighting

· Materials and finishes

· Servicing requirements

· Associated provision for transport including carparking

· Proposed signs including inward facing signs on fences

· Proposed landscaping

· Access and carparking.

5.3.3 Car parks

Car parks support recreational use by people who need to drive to the park including those travelling longer distances however, over-supply will encourage car use by those that have other options.

Car parking areas reduce park land available for recreation and encourage access by vehicles. The ‘Sport & Recreation Facility Development Guide’ published by Sport New Zealand in 2019 recommends that sustainable transport options are promoted for parks, and that cycleways and walkways are designed as part of the site plan to improve transport options. Large areas of Alexandra are within a ten-minute walk from the park, and the Otago Central Rail Trail provides a readily accessible cycle link connecting Molyneux Park to central Alexandra. Parking in the park and surrounding areas is needed for those who do not have other options including visitors for district wide sports events.

The location and design of parking areas should not be at the expense of areas useable for outdoor sports, although parking areas may also be useful for other activities. Parking should not be designed to meet peak parking times.

Objective

1 To provide carparking to at a level to meet but not exceed necessary parking demand.

POLICIES

1 Permanent car parking areas will not exceed 10% of the total developed area of the park.

5.3.4 Sports Field Lighting

Lighting enables use of sports fields over longer periods of time, thus spreading the wear and increasing the capacity of each lit sports field area. Lighting of sports fields also enables increased recreation opportunity through allowing participation after hours during the working week.

However, there may be negative impacts associated with sports lighting and the capital cost of installing lighting is significant. All lighting installations must obtain all required consents.

Objectives

1 To allow lighting of sports fields provided that the adverse effects of lighting can be minimised.

POLICIES

1 Council may approve clubs installing sports lighting where there is evidence that the adverse effects of lighting can be minimised, subject to necessary consents being granted.

2 A condition of approval includes an agreement that Council may require the light owner to undertake regular safety audits of lighting structures, and that any defective items identified will be remedied to Council’s satisfaction by the light owner within three months of notification of the defect.

3 Council has the right to determine when lighting can and cannot be used in the best interests of protecting the playing surface.

4 Costs incurred for the operation of sports field lighting will be the responsibility of the owner of the lights.

5.3.5 Signs

Signs can play an important role in wayfinding and reinforcing a park’s identity and status. Signs are also essential in aiding identification of hazards that visitors might be exposed to. Some areas have important or special stories to tell and can be enhanced by the use of interpretive signage.

The use of promotional or advertising signage is one way that organisations are able to raise income over and above levying their membership, however signs other than those inside club buildings that are not visible from public places are generally not appropriate.

Inward facing signs on fences may be visible from the surrounding park area and will increase the fence being a visual barrier. Signs must comply with any district plan requirements.

Section 5.3.2: Buildings and structures will also apply to the location of free-standing signs.

Objectives

1 To provide sufficient signs of a design appropriate to the park to facilitate public use and enjoyment of the outdoor recreational environment.

2 To control the display of club and sponsorship signs on Molyneux Park.

POLICIES

1 Signs shall be provided to give clear and positive guidance to assist public enjoyment of the park.

2 Generally, all signs and symbols on the park shall be of standard design and appropriately placed in their surroundings.

3 The number and size of signs in the park shall be kept to a minimum to avoid visual detraction from the amenity of the park.

4 The Council may provide interpretive information for areas of interest at Molyneux Park.

5 Where possible signs will be located on existing buildings and structures.

6 Clubroom signs are permitted not more than a total of three-square metres relating to the use of the site (i.e. not advertising signs).

8 Unless specifically approved by Council, advertising signage will not be allowed at Molyneux Park.

9 Where advertising signage is approved by Council, it will still be subject to obtaining a resource consent or sited where resource consent is not required.

Appendix 1: Reserve Management Plan process from Reserves Act

The following table summarises section 41 of the Reserves Act (1977) – Management Plans, and the process used to develop and revise a management plan. When a plan is being revised the first 2 steps may not be repeated.

Relevant Sections of the Reserves Act

Public Consultation

Description of Activity

Phase

Section 41 (5)

Section 41 (5)c

Section 41 (6) a-c

Section 41 (6) d

Optional

Mandatory

Council notifies the public that it is preparing a management plan and calls for submissions

(1 month)

Public submissions are received and incorporated into a draft management plan

A draft management plan is made available to the public for further comment (2 months)

The draft management plan is edited to incorporate input from public submissions

The final document is presented to Council for adoption

Not undertaken for this review.

Management Planning

Section 41 (6) e

Section 41

Section 41 (4)

Council adopts management plan

All policies come into effect and are enforceable by Council

The management plan is continually monitored and reviewed

Implementation

Appendix 2: Information on Recreation Reserve parcels

Documents the land is held in:

· GN 1904/2703 and 1958/711. Part Section 1 SO 24662- reserve, classified and vested in Council by NZ GN 1999/4370

· CT9A/168-Section 13 Blk XXXVII Tn of Alexandra, 1450m².

· CT7C/315-Part Section 12 Blk XXXVII Tn of Alexandra, 8000m².

· GN1958 page 721-Part Section 12 Blk XXXVII Tn of Alexandra, 4775m² (area derived from prior appellation being Sec 10, 4775m² as set out in this GN prior to reappellation of this section with other land to Section12.

· GN1904 page 2704-Part Section 12 Blk XXXVII Tn of Alexandra, 13.4375ha. (Area by deduction of the above areas from the original area of Section 12)

Chronological Order of Status Actions

· SO 14033 Town map of Alexandra – Defined Town Belt, Town of Alexandra.

· GN 1904 page 2703 permanently reserved Town Belt for a Public park. (Registered as 5000607/1)

· GN 1958 page 721 Section 10 Block XXXVII Town of Alexandra, added to the Alexandra Domain.

· Reappellation Section 10 Block XXXVII and part Town Belt re-appellated to Section 12 Block XXXVII town of Alexandra, 14.860ha. Copy of re-appellation document not obtained but re-appellation is evidenced by the description in GN 1980-page 1497 below as “Section 12 Block XXVII Town of Alexandra (previously section 10 Block XXVII and part Town Belt).

· CT7C/315 Issued for Part Section 12 Block XXXVII Town of Alexandra, 8000m². Note the balance of Section 12 is held in GN 1904 page 2704and GN 1958 page 721 (previously the part of Sec 12 in this GN being Sec 10).

· GN 1980-page 1497 Classified Section 12 Block XXXVII Town of Alexandra, (Registered as 536202) for recreation purposes.

· 574823/1 re-appellated Part of Section 12 as section 13 Block XXXVII Town of Alexandra, 1450m².

· CT9A/168 Issued for Section 13 Block XXXVII Town of Alexandra

· GN 1999-page 4370 Section 1 SO 24662 reserved, classified and vested in (Registered as 982000) Council as a recreation reserve.

· Gazette 2004-page 1371/2. Vested Pt Sec 12 (that part in CT73/315) & Sec 13 in Council in trust for recreation purposes. DOC’s historical files suggested the land was vested in Council by Section 26A Reserves Act 1977 [on the 1980 classification of Sec 12 for recreation].

24 March 2021

21.2.10 District Plan Review Programme

Doc ID: 525661

1. Purpose of Report

To consider and approve the work programme for the District Plan Review.

Recommendations

That the Council

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

B. Approve the District Plan review programme as outlined in Appendix 1

2. Background

The District Plan (the Plan) review commenced in 2013 through informal consultation with agencies and the community. The feedback from the consultation was summarised, workshopped with Council and a discussion document developed. Submissions on the discussion document were invited in 2014 and heard by the Hearings Panel in 2015.

During 2016 and 2017 meetings were held with Kai Tahu Ki Otago; Department of Conservation; Horticulture New Zealand and experts on the identification and protection of indigenous biodiversity and heritage. Members of the Hearings Panel and staff also attended a hui with the rūnanga in Dunedin and workshops were held with Community Boards and Council relating to growth, zoning and other matters relating to the district plan review.

Early 2018 focus was on updating district plan provisions in accordance with feedback from consultation. In June 2018, the Ministry of the Environment released the National Planning Standards Discussion Document, indicating that the National Planning Standards (the Planning Standards) would ultimately provide a mandatory template for district plans.

On 8 August 2018, Council resolved to delay the Plan review until gazettal and direction of the Planning Standards. Council agreed that in the interim, a priority was accommodating appropriate growth by initiating plan changes to the Operative District Plan as necessary.

In response to a period of sustained growth, Cromwell Community Board resolved to develop the “Eye to the Future Cromwell Masterplan” in March 2018. Cromwell Community Board adopted the Spatial Plan, being Stage 1 of the Masterplan, on 29 May 2019.

Growth pressures in Alexandra, Clyde and surrounds also resulted in a decision by Council in March 2020 to develop the Vincent Spatial Plan. Options were developed through a community survey, a series of drop-ins and key stakeholder workshops. The Options were approved by Council to be released for public consultation in November 2020. With feedback in December 2020 and January 2021. The feedback received will inform the development of a preferred option.

3. Discussion

Discussion Document Feedback

Submissions to the Discussion Document were heard by the Hearings Panel in March 2015. This was an informal process which enabled the Hearings Panel to consider community views and provide direction on development of the proposed Plan.

Matters raised through the submission process and identified as work streams included: mana whenua, biodiversity, hazards, heritage, identification of productive/versatile soils, rural noise and appropriate zoning of land for residential, industrial and commercial purposes. The programme through to June 2022 reflects the matters raised response to engagement on the discussion document and the spatial planning work undertaken in Cromwell and Vincent wards.

In August 2018 Council agreed to delay the district plan review until gazettal of the National Planning Standards, deciding to accommodate growth through plan changes to the Plan.

The first set of National Planning Standards (planning standards) were gazetted in April 2019. The purpose of the planning standards is to improve the efficiency and effectiveness of the planning system by providing nationally consistent structure; format; definitions; noise and vibration metrics and electronic functionality and accessibility. This effectively creates a template for preparation of district plans and also requires delivery through an electronic format.

The planning standards require the Plan to be compliant with the planning standards by either 5 years from when the planning standards come into effect (April 2024) or at notification of the proposed district plan. The district plan must be in ePlan format within 10 years from when the planning standards came into effect (April 2029).

Central Government/National Direction

The Minister for the Environment and the Minister of Conservation released the Planning Standards on 05 April 2019. They came into force on 3 May 2019. The Planning Standards require national consistency for the structure, form, definitions and electronic accessibility of Resource Management Act 1991 (RMA) plans and policy statements to make them more efficient and easier to prepare and use.

Government also initiated a review of the Resource Management system in 2019. The review was carried out by the independent Resource Management Review Panel, led by former Court of Appeals Judge Hon Tony Randerson, QC. The panel delivered its report in July 2020 (“the Randerson Report”).

The Randerson Report recommends that the current Resource Management Act 1991 be replaced by three new pieces of legislation:

o National and Built Environments Act (NBA)

o Strategic Planning Act (SPA)

o Climate Change Adaption Act. (CAA)

An exposure draft of the Natural and Built Environment Bill will be agreed by Cabinet and then referred to a special select committee inquiry process. The exposure draft is due for release in May 2021.

The Strategic Planning Bill and Climate Change Adaptation Bill will be developed in a parallel process with the latter managed out of the Minister for Climate Change office.

The Natural and Built Environments Bill and the Strategic Planning Bill will be introduced to Parliament in late 2021. A standard select committee process will consider them. The Climate Change Adaptation Act will be developed in a similar timeframe. It is intended that the new legislation be passed by the end of 2022.

There are also two new pieces of national direction of particular significance:

· The National Policy Statement on Indigenous Biodiversity (NPSIB), due to be released in April 2021, will provide direction to Council on how to address the protection of significant indigenous vegetation and habitats of flora and fauna.

· The National Policy Statement for Highly Productive Land (NPS-HPL) will require recognition of the full range of values and benefits associated with the use of soils for primary production, maintaining its availability for primary production for future generations and protecting it from inappropriate subdivision, use and development. The NPS-HPL is anticipated in the first half of 2021.

A draft project timeline for the review of the district plan to prioritise work and work towards giving effect to the National Planning Standards has been developed and is attached to this report.

This timeline gives effect to the National Planning Standards in terms of providing the Plan in ePlan format, while at the same time providing for planned growth through a series of plan changes, reflecting the outcomes of the Cromwell and Vincent Spatial Plan processes. The programme is for the remainder of the 2020-2021, 2021-2022 and 2022-2023. The programme will initially focus on ‘re-housing’ of operative Plan into an ePlan format and drafting plan changes emerging from the spatial planning processes, reflecting the significant investment and community input into the development of the spatial plans.

The programme to June 2023 represents a cautious approach in a time of significant change. There are a number of uncertainties in terms of RMA review, new National Policy Statements and the future of National Planning Standards.

Seven key tasks have been identified the work programme as discussed below. The programme picks up on four of the seven main issues raised through the discussion document in 2014. One of the remaining three issues identified was mana whenua. Engagement with mana whenua will be an integral part of the review.

Task 1 - Re-housing of District Plan planning maps into GIS format

The planning maps in the operative District Plan are currently in CAD drawn paper-based format of varying scales, making it difficult to easily convert into a GIS layer. From a user perspective the transition between each page is difficult particularly when there is a change in scale.

Council’s GIS officer and Senior Planner have been working on the transition and a plan change is considered necessary to correct some anomalies and errors that have been identified during the process of converting the paper-based plans to the GIS layer. The re-housing of the mapping does not intentionally make any changes to mapped areas. There are however some changes necessary to transition to the GIS layer, (such as location of existing High Voltage Transmission Lines and heritage items). It is considered necessary to undertake a plan change process to address these changes and tidy up anomalies, which has been confirmed by way of legal advice.

Task 2 – Re-housing of operative District Plan into ePlan format

The Plan is currently available in searchable pdf format, each chapter being a separate pdf. The operative plan can be challenging to navigate when moving from page to page. The intention is to re-house the operative District Plan in an interactive electronic format (ePlan) which is consistent with the National Planning Standards requirement.

Moving to an ePlan format will make it easier for users of the plan to search the whole plan and make the process of updating and responding to plan changes more straightforward. Council has recently called for and evaluated proposals from two ePlan providers. A preferred supplier has been identified and a draft contract for delivery of the ePlan is in the process of being finalised. The cost of this is contained within the existing budget and future LTP budget.

Task 3 – Chapter Reviews

With a focus on growth pressures, the intention is to review the Industrial, Commercial and Residential chapters of the plan that apply across the whole District, alongside creation of new areas of Industrial and Residential zoned land in the Cromwell and Vincent wards.

The focus of the chapter reviews is to give effect to the outcomes of the Cromwell and Vincent Spatial Planning processes.

The chapter reviews will bring in the National Planning Standards in terms of zone descriptions and definitions, where appropriate for Industrial, Commercial and Residential Zones.

The Residential chapter review will include provision for low and medium density housing and research/consideration of affordable housing mechanisms that may be able to be delivered through the Plan, such as provision for a mixture of housing typologies and/or inclusionary zones.

The chapter review will also include a review of some provisions in the Rural Chapter. The main areas of focus will be development/subdivision provisions, reverse sensitivity noise effects, seasonal worker accommodation provisions, strengthening and giving effect to national direction where appropriate.

Task 4 – Cromwell Spatial Plan Zoning Implementation

In conjunction with the chapter review of the Industrial, Commercial and Residential provisions, new areas that reflect the outcomes of the Cromwell Spatial Plan, will be zoned.

Task 5 – Vincent Spatial Plan Zoning Implementation

In conjunction with the chapter review of the Industrial, Commercial and Residential provisions, new areas that reflect the outcomes of the Vincent Spatial Plan, will be zoned.

Task 6 – Other Plan Provisions

There are three other areas of focus in the work programme. These are the creation of a Naseby Dark Sky Reserve, a review of Schedule 19.2 (Designations) and Schedule 19.4 (Register of Heritage Buildings, Places, Sites & Objects and Notable Trees) and progressing draft design guidelines for heritage precincts.

The review of the Heritage register will be focused on updating existing listings initially and calling for new items later in the programme. There is some work being undertaken by other groups that will feed into a review of the schedule.

The Naseby Dark Sky Reserve is a community-initiated project, being developed and progressed in and by the community. The group has engaged a consultant to assist in the preparation of the plan change. This is being supported by and will be progressed by Council staff.

In 2018 Council engaged a consultant to assist in the preparation of design guidelines for heritage precincts in the District. An initial draft was developed but has not progressed. In addition to reviewing and updating the heritage register in the District Plan, the proposal is to progress with development of guidelines that will protect and preserve heritage, providing guidance for anyone wishing to develop in heritage precincts.

Task 7 - Future Spatial Plans

As indicated earlier in this report, spatial planning processes have found support with central government, and will be a regional requirement with the enactment of the Spatial Planning Act.

Central Otago District Council has undertaken two spatial planning exercises in Cromwell and Vincent wards, with the latter to be completed mid-2021.

The intention is to progress the next spatial plan process in the Teviot Valley in the first half of 2022 (3^rd and 4^th quarters of 2021-2022), which has been signalled in the LTP budget.

4. Options

Option 1 – (Recommended)

Approve the District Plan review programme as outlined

Advantages:

· Prioritises plan changes that respond to growth, as per previous Council resolution

· Allocates resources in an efficient manner by staging the review in a changing legislative framework.

Disadvantages:

· No apparent disadvantages.

Option 2

Don’t approve the District Plan review programme

Advantages:

· No apparent advantages.

Disadvantages:

· Priority actions that respond to growth are not progressed

· Increase in developer driven plan changes

· District Plan lags behind growth pressures and not adjusted to deal with problem areas

Option 3

Approve the District Plan review programme subject to any amendments considered appropriate

Advantages:

· Prioritises plan changes that respond to growth

· Allocates resources in an efficient manner by staging the review in a changing legislative framework.

Disadvantages:

· No apparent disadvantages.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities. AND This decision promotes the social, cultural, economic and environmental wellbeing of communities by initiating processes that engage directly with the community, responding to projected growth demands and reflect community aspiration.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	This decision is consistent with planning activity budgets (current and future LTP).
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes The decision is made in accordance with Council’s functions and responsibilities under the provisions of the Resource Management Act 1991 taking into consideration resource management reform.
Considerations as to sustainability, the environment and climate change impacts	Any potential environmental impacts will be considered as part of the plan review process
Risks Analysis	There are no apparent risks associated with the decision to proceed with the decision to proceed with the District Plan review
Significance, Consultation and Engagement (internal and external)	High Degree of significance, with consultation to follow RMA process.

6. Next Steps

Proceed with review of the District Plan

7. Attachments

Appendix 1 - District Plan Review Programme overview ⇩

Report author:	Reviewed and authorised by:

Ann Rodgers	Louise van der Voort
Principal Policy Planner	Executive Manager - Planning and Environment
8/03/2021	9/03/2021

Council meeting

24 March 2021

Status Report on Resolutions – Planning and Environment

Resolution 20.7.18 – August 2020

Legalising the Existing Rural Networks South Island Occupations

That the Council:

A. Receives the report and recognises the level of significance

B. Approves, subject to the Reserves Act 1977, the granting of licences to Rural Networks South Island for the purpose of locating telecommunications towers on sites on the following reserves:

· Gilligans Gully Road, being Part Lot 8 DP 429123,

· Clyde Lookout Road, being Part Town Belt of Clyde,

· Earnscleugh Road, being Part Section 149 Block I Fraser Survey District, and;

· Sugarloaf, being Part Lot 15 DP 418764

C. Agrees to the inclusion of terms in the Gilligans Gully licence providing for:

· the existing sub-tenancy to 2 Degrees Limited, and;

· the charging of a fee to cover power at $750 per annum per tenant, subject to adjustment by any increases in supply of energy or network charges.

D. Agrees to include a term in the Clyde Lookout Road licence providing for the charging of a fee to cover power at $750 per annum, subject to adjustment by any increases in supply of energy or network charges.

G. Agrees to the new licences and the lease being granted for a term of 5 years each, with one right of renewal, subject to adjustment by CPI on renewal, commencing 01 July 2020.

H. Approves the use of the Licence Fee Calculator (shown in Figure 6) for the purpose of determining current rentals and subrentals.

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

STATUS CLOSED

February 2021 – New report drafted and to be presented for decision.

January 2021 – Evidence received and being considered. Further information report likely.

December 2020 – Licensee is collating evidence to forward through for consideration.

November 2020 – Licensee has advised that his business will not be able to sustain payment of the proposed fees, so they have been asked to provide evidence of the impact on their business.

September 2020 – Licensee notified of outcome.

August 2020 – Action memo sent to Property Officer – Statutory.

Resolution 20.5.4 – July 2020

Lease of Kyeburn Reserve – Ratification

That the Council:

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

B. Agrees to grant the Kyeburn 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 V11 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, insurance and ground maintenance

STATUS

February – March 2021 – Property and Facilities Officer - Ranfurly to meet Committee in May 2021 and discuss next steps.

January 2021 – Waiting for confirmation of their status as an Incorporated Society before issuing the lease.

September – December 2020 – Kyeburn Hall Committee to follow up progress on getting their status as an Incorporated Society, in response to email sent to them September 2020.

August 2020 – Advised Kyeburn Hall Committee of Council’s resolution and waiting for confirmation of their status as an Incorporated Society before issuing the lease.

July – Action memo sent to Property and Facilities Officer - Maniototo

Resolution 20.2.5 – March 2020

Vincent Spatial Plan

That the Council:

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

B. Agrees to the development of the Vincent Spatial Plan for the Alexandra Basin, to be funded through existing 2019-20 and 2020-21 annual budgets.

STATUS

March 2021 – Submissions being analysed.

February 2021 – Over 600 submissions received from broad demographic of community. Analysis of submissions and surveys underway.

January 2021 – Community consultation on options underway.

December 2020 – Options have been approved by Council and will be consulted over December 2020 and January 2021.

November 2020 – Workshop with Vincent Community Board regarding the Vincent Spatial Plan to be held on 11 November. Report on Vincent Spatial Plan going to Council’s 18 November meeting.

September 2020 – Stakeholder workshop was held on 9 September 2020. Options being developed from the workshop for public consultation.

August 2020 – Public drop-in sessions being held during August.

July 2020 – ILM workshop held and work underway on the options with further consultation also planned.

April – May 2020 – Initial consultation through survey completed with over 600 responses. Scoping of Spatial Plan with consultants completed and workshops to commence once restrictions eased.

March 2020 – Action memo sent to Executive Manager – Planning and Environment.

Resolution 19.10.9 – November 2019

Minister of Conservation’s Consent – Lease of Recreation Reserve

That the Council:

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council issuing a lease over part of the Clyde Recreation Reserve, to the Dunstan Golf Club Incorporated.

STATUS

March 2021 – Awaiting return of executed lease from Club.

February 2021 – Final draft of lease (recognising adoption of Community Leasing and Licencing Policy) returned to club lawyer for consideration.

January 2021 – Negotiations are subject to the approval of the Community Leasing Policy.

December 2020 – Negotiations are on-going.

November 2020 – Club have provided feedback on the draft lease. Fine-tuning of terms and conditions underway.

September 2020 – Club’s lawyer advised of reclassification of reserve over area for pump station and has been asked to follow up with the club.

August 2020 – Club have advised they will not sign their lease until the submissions to the proposal to reclassify part of the reserve to local purpose have been heard.

July 2020 – Query received from the Club regarding term of lease. No other update available.

May 2020 – Lease drafted and forwarded to the Dunstan Golf Club for execution.

February 2020 – With Council’s lawyers, awaiting new title to be issued in the name of Council as the existing title is outdated and in the name of HMTQ.

January 2020 – Advice to be sought on defining the various areas of occupation on the reserve prior to the lease being drafted.

November 2019 – Action memo sent to the Property Officer – Statutory.

Resolution 18.4.7 – April 2018

Omakau Waste Water Treatment (PRJ 04-2018-01, PRO 61-6020-00)

A. RESOLVED that the report be received and the level of significance accepted.

B. AGREED to enter into enter into negotiations to acquire an easement for Council over the existing gravel road described as Part Section 54 Block I Tiger Hill Survey District for right of access, and power infrastructure.

C. AUTHORISED the Chief Executive to do all that is necessary to give effect to this resolution.

STATUS

March 2021 – MOU signed by CEO and returned to lawyers. Negotiations with landowner regarding easements are ongoing.

February 2020 – MOU received and with Infrastructure to review.

January 2021 – Lawyers still hope to secure additional right to convey water. MOU being drafted in interim.

December 2020 – Possibility of power being provided via MOU with Aurora being researched.

November 2020 – Landowner’s lawyer has been asked to provide an update on status –response not yet received.

September 2020 – Paperwork for power easement drafted and will be presented to property owner at the end of September.

August 2020 – Alternate options for securing access for Aurora are being investigated as the landowner has objected to the proposal.

July 2020 – Aurora have asked to be added to the agreement as a grantee as this will enable them to access and maintain network infrastructure that is located at the plant.

May 2020 – Landowner has signed & returned the amended documents, survey plan lodged with LINZ for approval, additional A & I (to cover registration of the right to convey water) being prepared.

February 2020 – Landowner has now agreed to the agreement being varied to include the right to convey water. Amended documents forwarded for execution at the end of January. No response received as yet.

January 2020 – Water Services Manager writing to the landowner to advise that the works to install power to the treatment plant are to commence later this month. If the landowner does not respond, neither the plant or the landowner will be connected to water. Refer to June 2019 update.

November 2019 – Water Services have advised that the additional right to convey (water) is on hold while a waterless option is investigated.

October 2019 – Landowner is declining to negotiate, options under PWA to be discussed.

September 2019 – Negotiations underway with Grantor regarding the proposed variation to the easement.

July 2019 – Negotiations still in progress regarding the amendment to the agreement. An offer has been made. Awaiting response.

June 2019 – New negotiations underway to have the right to convey water added to the existing agreement – registration of existing document on hold in the interim.

May 2019 – Signed Authority and Instruction Certificate returned to GCA Legal for registration.

April 2019 – With CEO for signature. Registration to follow.

March 2019 – This now sits with Property Officer – Statutory. Waiting on survey to be approved, then the Easement documents can be registered.

January 2019 – Owners have been contacted and are still reviewing documentation. Update to be provided once the documentation has been signed.

October 2018 – Awaiting owner to return the signed documents.

September 2018 – The owner has reviewed the documentation and an onsite meeting has occurred. The document has been amended where appropriate. The agreement is now with the owners to sign.

August 2018 – Owner is reviewing documentation. Extra time required, as owner had a family bereavement.

July 2018 – Easement agreement sent to owner. Owner is currently reviewing documentation.

June 2018 – Meeting with landowner has occurred. Lawyer drafting agreement for owner to review.

May 2018 – Meeting with the landowner set for late May.

April 2018 – Action memo sent to the Property and Facilities Officer – Vincent and Teviot Valley.

Resolution 17.9.9 – October 2017

Council Owned Land, Pines Plantation Area North of Molyneux Park Netball Courts, Alexandra – Consider Sale/Development by Joint Venture of Residential Land (PRO 61-2079-00)

A. RESOLVED that the report be received and the level of significance accepted.

B. AGREED to the sale of part of Lot 25 DP 3194 and part of Lot 6 DP 300663, located south of the Transpower corridor at the north end of Alexandra and adjacent to the Central Otago Rail trail.

C. APPROVED the Vincent Community Board’s recommendation for sale of the land by way of a joint venture development and sale of Lots, the minimum terms and conditions including:

• The joint venture partner funding development with no security registered over the land.

• Council receiving block value.

• Council receiving 50% of the net profit, with a minimum guaranteed of $500,000.

• Priority order of call on sales income:

First: Payment of GST on the relevant sale.

Second: Payment of any commission and selling costs on the relevant sale.

Third: Payment to the Developer of a fixed portion of the estimated Project Development Costs per lot as specified in the Initial Budget Estimate and as updated by the Development Costs Estimate breakdown.

Fourth: Payment of all of the balance settlement monies to Council until it has received a sum equivalent to the agreed block value.

Fifth: Payment of all of the balance settlement monies to Council until it has received an amount equivalent to the agreed minimum profit share to Council.

Sixth: Payment of all of the balance to the Developer for actual Project Costs incurred in accordance with this Agreement.

Seventh: Payment of all of the balance amounts (being the Profit Share) to be divided 50 / 50 (after allowance for payment of the Minimum Profit to Council.

D. AGREED to delegate to the Chief Executive the authority to select the preferred joint venture offer and negotiate “without prejudice” a joint venture agreement.

E. AGREED that the Chief Executive be authorised to do all necessary to achieve a joint venture agreement.

STATUS

March 2021 – Work progressing according to contract.

February 2021 – 3910 contract executed. Detailed update was emailed to the board separate to this Status Report.

January 2021 – Construction has commenced. Work programme to be fully finalised in coming weeks.

December 2020 – Lawyer is drafting variation to agreement for discussion with developer.

November 2020 – Due to one of the shareholders passing away in late June the developer AC/JV Holdings has been working on a succession plan which should be finalised in early November. The need to agree succession has meant recent delays to the development but Staff are in regular contact with the contractor to ensure that works begin as soon as possible.
Once succession arrangements are confirmed it will enable construction to progress and sections to be put on market as soon as possible. To further ensure this outcome a variation to the development agreement will be prepared which will confirm stages and tighten progress requirements.

September 2020 – Work expected to start on site in October for Stage 1 and some sections will be marketed. Stage 1 completion scheduled for April 2021.

May – August 2020 – Due to Covid 19, engineering design and construction start date delayed. As of May, engineering design mostly complete and work on site expected to start soon with a staged approach. Also awaiting outcome of Shovel Ready Projects application which may affect how this development progresses.

February 2020 – The developer is working on engineering design for subdivision to be approved by Council. Work expected to start on site for subdivision in approximately 6 weeks.

January 2019 – Subdivision consent granted 18 December 2019.

November 2019 – Subdivision consent was lodged on 22 November 2019.

September – October 2019 - The affected party consultation process with NZTA, Transpower and DOC for the application to connect Dunstan Road to the State Highway is almost complete. The developer is also close to finalising the subdivision plan to allow for the resource consent to be lodged.

July 2019 – Subdivision consent expected to be lodged in August.

June 2019 – Tree felling complete. Subdivision consent expected to be lodged in July or August.

May 2019 - Tree felling commenced 20 May and is expected to take up to 6 weeks to complete. Subdivision scheme plan close to being finalised before resource consent application.

April 2019 – Security fencing has been completed. Felling of trees expected to commence in the next month. Concept plan is in final draft. Next step is for the surveyor to apply for resource consent.

March 2019 – Concept plan is in final draft. Next step is for the surveyor to convert to a scheme plan and apply for resource consent. The fencer is booked in for March.

January 2019 – Development agreement was signed by AC & JV Holdings before Christmas. Subdivision plan now being developed for resource consent application and removal of trees expected to start mid to late January.

October 2018 – The development agreement is with the developer’s accountant for information. Execution imminent.

September 2018 – The development agreement is under final review.

August 2018 – Risk and Procurement Manager finalising development agreement to allow development to proceed.

June 2018 – Preferred developer approved. All interested parties being advised week of 11 June. Agreement still being finalised to enable negotiation to proceed.

March – April 2018 – Staff finalising the preferred terms of agreement.

February 2018 – Requests received. Council staff have been finalising the preferred terms of agreement to get the best outcome prior to selecting a party, including understanding tax implications.

December 2017 – Request for Proposals was advertised in major New Zealand newspapers at the end of November 2017 with proposals due by 22 December. Three complying proposals received.

November 2017 – Council solicitor has provided first draft of RFI document for staff review.

November 2017 – Action Memo sent to the Property Officer.

Outstanding resolutions from the previous Planning and Environment Committee

Resolution 17.8.15 – September 2017

Rural Fire Land and Buildings (COM 09-02-03)

A. RESOLVED that the report be received and the level of significance accepted.

B. AUTHORISED the Chief Executive Officer under the financial delegations to negotiate leases and/or sales to New Zealand Fire Service Commission for the following properties:

• Omakau Rural Fire site: Section 1 SO 462989

• Tarras Rural Fire Depot: PT SEC 19 BLK I TARRAS SD

• Boundary Road Alexandra: LOT 1 DP 432084

• Millers Flat Rural Fire station: Part Section 167 Block III Benger SD

STATUS CLOSED

February 2021 – A report to Council will be presented at the 24 March 2021 meeting.

January 2021 – Report coming to Council at the 10 March 2021 meeting with regards to Tarras, Millers Flat, and Omakau Rural Fire Stations.

November – December 2020 – Plans for proposed Tarras depot development received. Following review, a report with recommendation on transfer will be presented to Council in 2021.

September 2020 – Meeting has taken place. Now awaiting proposed plans for Tarras site from FENZ.

August 2020 – A meeting with Fire and Emergency New Zealand representatives has been set in August to start negotiations with regards to Tarras Rural Fire Depot transfer.

May - July 2020 – Update provided to Council on 11 March within the Alexandra Men’s Shed Development. Each property to be looked at individually. Boundary Road transaction complete. Tarras Rural Fire Depot next.

February 2020 – Update to be provided to Council at its 11 March meeting.

January 2020 – This has now been handed over to Property and Facilities Officer - Vincent and Teviot Valley. Report to Council with regards to Boundary Road was provided on 18 December 2019. The next report to Council regarding this property will be on 11 March 2020, together with an update on the balance of properties.

November 2019 – Update to Council will be given at the December meeting as part of the Men’s Shed Development Report.

May – October 2019 – No further update. Update to be provided once FENZ has responded to Council.

March 2019 – No further update. This is to be followed up by Property Officer – Statutory.

February 2019 – Meeting held with FENZ at the end of January who confirmed they have no budget for purchasing land and/or buildings. Further information has been requested from FENZ. When information is received, Property staff will update Council on FENZ position and preferred options.

January 2019 – Meeting scheduled with FENZ on 18 January to discuss preferred options. FENZ have advised they have no budget for purchasing land and/or buildings.

October 2018 – Feedback received from FENZ. Further discussion required with FENZ before preferred options are confirmed.

August – September 2018 – Awaiting feedback from FENZ. Update to be provided once this has been received.

July 2018 – Met with FENZ. Options for sites discussed and options paper provided to FENZ 6 July to consider for further discussion.

March – April 2018 – In negotiations with Fire, Emergency New Zealand.

February 2018 – Property Manager met with Fire Emergency New Zealand to discuss options, Council preference being the sale of properties. Scoping options for more negotiations, land is a mix of Council freehold and reserve and therefore sale not an option for all.

November 2017 – With Property team.

September 2017 – Initial meeting held with FENZ Representatives. Further discussion being handled by Property team.

September 2017 – Action Memo sent to Chief Financial Officer.

Council meeting

24 March 2021

Status Report on Resolutions – Infrastructure Services

Resolution 20.9.4 – November 2020

Ripponvale Community Water Funding Options

That the Council:

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

B. Agrees that properties on the Ripponvale Community Water Scheme pay half the $600,000 costs of upgrading the Ripponvale network to meet the New Zealand Drinking Water Standards, and minimum engineering standard requirements.

C. Agrees that the Council share of $300,000 be funded from the water stimulus fund allocation.

D. Agrees that Ripponvale Community Water Scheme accumulated $100,000 funds can be used to contribute to the $300,000 to be funded by properties on the Ripponvale Community Water Scheme.

E. Agrees that existing properties on the Ripponvale Community Water Scheme will have the option of paying their share of the $300,000, less any contribution by the Ripponvale Community Water Scheme, by either a lump sum payment or as a targeted rate.

F. Agrees that transfer of the scheme will occur on 30 March 2021, and that Council will not meet any costs accrued prior to 30 March 2021.

G. Agrees that properties on the Ripponvale Community Water Scheme be charged the standard rates for a council water connection from 30 March 2021.

H. Agrees that properties within the Ripponvale Community Water Scheme supply area be included within the Cromwell Water Supply Area, and that development contributions be applied to all properties that connect to this supply from 30 March 2021.

STATUS

February 2021 – Site visit held between Fulton Hogan maintenance team, Stantec Water Engineer and Council Water Engineers prior to taking over the operation and maintenance of the scheme. Staff are currently getting a legal review on options for rates charging.

January 2021 – Ripponvale Community Water have been asked to supply the customer database, we are still awaiting this information. Until we receive this data, we are unable to progress.

December 2020 – Obtaining legal advice on rating options. Ripponvale Committee advised of decision. Information package being prepared for communicating with suppliers who wish to discuss transfer to council ownership.

November 2020 – Action memo sent to the Water Services Manager.

Resolution 20.9.12 – November 2020

Solid Waste Bylaw

That the Council:

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

•

B. Agrees that the proposed Solid Waste Bylaw 2020 is the most appropriate form of bylaw and does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

C. Approves the proposed Solid Waste Bylaw 2020 for public consultation.

D. Approves the Statement of Proposal and Summary of Statement of Proposal for public consultation.

STATUS CLOSED

February 2021 – Submissions have been reviewed and a legal review completed. The bylaw will be presented at the 24^th March 2021 Council meeting for adoption.

January 2021 – Consultation closed. Review of submissions underway.

December 2020 – Consultation is now underway.

November 2020 – Action memo sent to the Environmental Engineering Manager.

Resolution 19.8.10 – September 2019

Consideration of New Zealand Standard (NZS) 4404:2010 (Doc ID 422658)

A. RESOLVED that the report be received, and the level of significance accepted.

B. AGREED to adopt NZS 4404:2010 as Council’s subdivision standard subject to the development of an updated addendum for local conditions.

STATUS

January - February 2021 – No change.

December 2020 – The status of this work will be reviewed in February 2021 and a further update provided then.

January 2020 - November 2020 – No change.

December 2019 – Workshops continuing for updating engineering standards. The Environmental Engineering team will be working with planning to ensure the design standards from the Cromwell masterplan are developed alongside the updated engineering standards.

November 2019 – Drafting of an updated addendum is underway and expected to be included in report to Council in early 2020.

October 2019 – Action memo sent to the Environmental Engineering Manager.

Outstanding resolutions from the previous Roading Committee

Resolution 19.6.3 – August 2019

2019-2021 Roading Improvement Projects (Doc ID 387801)

A. RESOLVED that the report be received, and the level of significance accepted.

B. APPROVED construction of the following road improvement projects for 2019-2021:

· New footpaths

· Central Otago Touring Route

· Associated Improvements

· Bannockburn bridge cycle facility

· Omakau - Ophir cycle path

· Clyde Historic Precinct streetscape work

· Small bridge replacement

· Speed threshold and restriction treatments

· Swindon Street, Ophir traffic calming

· Roxburgh streetscape improvements

· Vehicle activated speed signs – Patearoa and Bannockburn

· Harvey Street/Deaker Street, Omakau - Intersection improvement

· Naseby drainage upgrades

· Boundary Road, safety improvements

C. APPROVED that Council’s share of the funding for the Bannockburn Bridge clip on to be shared equally between the Central Otago District Council and the Central Otago Queenstown Trail Network Trust.

STATUS

February 2021 –

· New footpaths – nearing completion, Roading team have discussed the Pisa Moorings footpaths with residents group chairperson, intention is to complete by end of financial year.

· Central Otago Touring Route – Completed

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Completed.

· Omakau – Ophir – Clyde path – Completed.

· Clyde Historic Precinct streetscape work – design nearing completion, physical works underway after Easter period

· Small bridge replacement – still to be progressed.

· Speed threshold and restriction treatments – to be deferred until speed limit bylaw is reviewed.

· Swindon Street, Ophir traffic calming – Plan finalised with Ophir community, works underway April 2021.

· Roxburgh streetscape improvements – Discussion underway with community. A report will be presented to the April Teviot Valley Community Board meeting. Works anticipated this financial year.

· Vehicle activated speed signs – Patearoa and Bannockburn – completed.

· Harvey Street/Deaker Street, Omakau – Intersection improvement – Completed

· Naseby drainage upgrades – estimates from Fulton Hogan approved, physical works programmed for March 2021. Consultation with Heritage NZ on historic road culvert completed and approval for works to be undertaken.

· Boundary Road, safety improvements – completed.

January 2021 –

· New footpaths – nearing completion Roading team have discussed the Pisa Moorings footpaths with residents group chairperson, intention is to be complete by end of financial year.

· Central Otago Touring Route – Completed.

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Completed.

· Oamakau – Ophir – Cycle path – Completed.

· Clyde Historic Precinct streetscape work – design nearing completion, physicals works underway in February 2021 for first small items.

· Small bridge replacement – still to be progressed.

· Speed threshold and restriction treatments – still to be progressed.

· Swindon Street, Ophir traffic calming – draft plan presented to Ophir community, meeting was undertaken with community group on 1 February, works underway approx. March/April 2021.

· Roxburgh streetscape improvements – Consultation underway with Community and NZTA (Aspiring Highways). Works anticipated to start April/May 2021.

· Vehicle activated speed signs – Patearoa and Bannockburn – completed.

· Harvey Street/Deaker Street, Omakau – Intersection improvement – Completed (was finished in mid-February 2021)

· Boundary Road, safety improvements – completed.

December 2020 –

· New footpaths – nearing completion, Roading team to pursue the Pisa Moorings footpaths with residents.

· Central Otago Touring Route – First lot of signs installed; remaining signs ordered

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Completed.

· Omakau – Ophir – Clyde path – Completed.

· Clyde Historic Precinct streetscape work – design nearing completion, physical works underway in January 2021 for first stages.

· Small bridge replacement – still to be progressed.

· Speed threshold and restriction treatments – still to be progressed.

· Swindon Street, Ophir traffic calming – draft plan presented to Ophir community, meeting to be undertaken January/February 2021.

· Roxburgh streetscape improvements – Works to start progressing in near future.

· Vehicle activated speed signs – Patearoa and Bannockburn – completed.

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design option confirmed, consultation with affected parties completed 20/11/2020. Physical works underway on 12 January 2021.

· Naseby drainage upgrades – estimates from Fulton Hogan approved, physical works programmed for March 2021. Consultation with Heritage NZ on historic road culvert completed.

· Boundary Road, safety improvements – completed.

November 2020 –

· New footpaths – nearing completion, Roading team to pursue the Pisa Moorings footpaths with residents.

· Central Otago Touring Route – First lot of signs ordered; final signage discussions underway with the COTR project manager. – Completed.

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Completed.

· Omakau – Ophir – Clyde path – Completed.

· Clyde Historic Precinct streetscape work – design nearing completion, physical works underway in near future. Roading manager progressing this as a priority.

· Small bridge replacement – still to be progressed.

· Speed threshold and restriction treatments – still to be progressed.

· Swindon Street, Ophir traffic calming – in discussions with Ophir residents and awaiting WSP concept to be completed.

· Roxburgh streetscape improvements – Works to start progressing in near future.

· Vehicle activated speed signs – Patearoa and Bannockburn – completed.

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design option confirmed, consultation with affected parties completed 20/11/2020. Physical works to progress in near future.

· Naseby drainage upgrades – estimates from Fulton Hogan approved, physical works programmed for March 2021. Consultation with Heritage NZ on historic road culvert underway.

· Boundary Road, safety improvements – underway, should be completed before 23 December 2020.

October 2020 –

· New footpaths – nearing completion.

· Central Otago Touring Route – nearing completion.

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Completed

· Omakau – Ophir – Clyde path – Completed.

· Clyde Historic Precinct streetscape work – design nearing completion, physical works underway in near future.

· Small bridge replacement – still to be progressed.

· Speed threshold and restriction treatments – still to be progressed.

· Swindon Street, Ophir traffic calming – design options still being considered.

· Roxburgh streetscape improvements – Underway.

· Vehicle activated speed signs – Patearoa and Bannockburn – completed

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design options still being considered.

· Naseby drainage upgrades – underway.

· Boundary Road, safety improvements – underway.

September 2020 –

· New footpaths – nearing completion.

· Central Otago Touring Route – nearing completion.

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – nearing completion.

· Omakau – Ophir – Clyde path – Completed.

· Clyde Historic Precinct streetscape work – design nearing completion.

· Small bridge replacement – still to be progressed.

· Speed threshold and restriction treatments – still to be progressed.

· Swindon Street, Ophir traffic calming – design options still being considered.

· Roxburgh streetscape improvements – underway.

· Vehicle activated speed signs – Patearoa and Bannockburn – completed

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design options still being considered.

· Naseby drainage upgrades – underway.

· Boundary Road, safety improvements – underway.

August 2020 –

· New footpaths – Construction underway, expected completion September 2020

· Central Otago Touring Route – Construction of two observation areas completed on Blacks Hill June 2020. Inspection for additional site near Oturehua carried out. Signage and landscaping work

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Construction underway, expected completion August 2020.

· Omakau – Ophir cycle path – Construction completed June 2020.

· Clyde Historic Precinct streetscape work – design underway, vegetation work has begun.

· Small bridge replacement – 2020/21 financial year.

· Speed threshold and restriction treatments – 2020/21 financial year.

· Swindon Street, Ophir traffic calming – Roading Manager met with community group to consider traffic calming options. Community group asked for further information.

· Roxburgh streetscape improvements – 2020/21 financial year.

· Vehicle activated speed signs – Patearoa and Bannockburn – Installation complete

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design complete, works to be carried out late 2020.

· Naseby drainage upgrades – 2020/21 financial year.

· Boundary Road, safety improvements – Expected completion Winter 2020, delayed due to management change at wastebusters.

July 2020 –

· New footpaths – Construction underway, expected completion September 2020

· Central Otago Touring Route – Construction of two observation areas completed on Blacks Hill June 2020.

· Associated Improvements – Completed.

· Bannockburn bridge cycle facility – Construction underway, expected completion August 2020.

· Omakau – Ophir cycle path – Construction completed June 2020.

· Clyde Historic Precinct streetscape work – design underway, vegetation work has begun.

· Small bridge replacement – 2020/21 financial year.

· Speed threshold and restriction treatments – 2020/21 financial year.

· Swindon Street, Ophir traffic calming – Roading Manager met with community group to consider traffic calming options. Community group asked for further information.

· Roxburgh streetscape improvements – 2020/21 financial year.

· Vehicle activated speed signs – Patearoa and Bannockburn – Installation complete

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design complete, works to be carried out late 2020.

· Naseby drainage upgrades – 2020/21 financial year.

· Boundary Road, safety improvements – Expected completion Winter 2020, delayed due to management change at Wastebusters.

June 2020 –

· New footpaths – Report going to June Council meeting with list of sites

· Central Otago Touring Route – construction planned on two observation areas on Blacks Hill June 2020.

· Associated Improvements – completed.

· Bannockburn bridge cycle facility – Construction underway, expected completion August 2020

· Omakau – Ophir cycle path – Construction underway, expected completion June 2020

· Clyde Historic Precinct streetscape work – design underway.

· Small bridge replacement – 2020/21 financial year.

· Speed threshold and restriction treatments – 2020/21 financial year.

· Swindon Street, Ophir traffic calming – Roading Manager met with community group to consider traffic calming options. Community group asked for further information.

· Roxburgh streetscape improvements – 2020/21 financial year.

· Vehicle activated speed signs – Patearoa and Bannockburn – signs ordered; installation June 2020.

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design complete, works to be carried out late 2020

· Naseby drainage upgrades – 2020/21 financial year.

· Boundary Road, safety improvements – Expected completion June 2020.

February 2020 –

· New footpaths – prioritise list being prepared for Council consideration on 22 April.

· Central Otago Touring Route – construction planned on two observation areas on Blacks Hill May 2020.

· Associated Improvements – completed.

· Bannockburn bridge cycle facility – design underway, construction April - June.

· Omakau – Ophir cycle path – location being identified, and construction priced.

· Clyde Historic Precinct streetscape work – design underway.

· Small bridge replacement – 2020/21 financial year.

· Speed threshold and restriction treatments – 2020/21 financial year.

· Swindon Street, Ophir traffic calming – Roading Manager met with community group to consider traffic calming options. Community group asked for further information.

· Roxburgh streetscape improvements – 2020/21 financial year.

· Vehicle activated speed signs – Patearoa and Bannockburn – signs ordered; delivery expected in March.

· Harvey Street/Deaker Street, Omakau – Intersection improvement – design complete, pole replacement being arranged with Aurora.

· Naseby drainage upgrades – 2020/21 financial year.

· Boundary Road, safety improvements – preliminary design with contractor.

January 2020 –

· New footpaths – it’s anticipated that the new footpaths programme to be presented in March 2020 Council meeting for approval.

· Bannockburn bridge cycle facility – project approved now with Fulton Hogan design phase.

· Central Otago Touring Route – CODC ready to proceed, waiting on DCC team input.

· Boundary Road, safety improvements – liaison with landowners complete, consultants finalising design.

· Remaining project remain no change.

November 2019 –

· Associated Improvements – Omakau School, Road marking safety improvements. Completed

· New footpaths – it’s anticipated that the new footpaths programme to be presented in March 2020 Council meeting for approval.

· Bannockburn bridge cycle facility – projects report, and estimates received awaiting approval to proceed.

· Remaining projects remain no change.

October 2019 – Central Otago Touring Route Memorandum of Understanding signed with CODC, QLDC and DCC. Scoping visit planned for Monday 14/10/19. Discussion with Central Otago Queenstown Trail Network Trust still to occur. This is awaiting estimates.

· New footpaths – paths currently being priced; report will be provided in December to enable Councillors to approve a prioritised list.

· Central Otago Touring Route - MoU has been signed with QLDC, DCC, CODC & NZTA, site visit undertaken with all parties, work being priced.

· Associated Improvements – underway.

· Bannockburn bridge cycle facility – design options report due early November, with estimates.

· Omakau - Ophir cycle path – location being finalised and contractor pricing.

· Clyde Historic Precinct streetscape work – design is underway.

· Small bridge replacement – no change.

· Speed threshold and restriction treatments – no change.

· Swindon Street, Ophir traffic calming – no change.

· Roxburgh streetscape improvements – no change.

· Vehicle activated speed signs – Patearoa and Bannockburn – pricing underway, and signs expected to be ordered in November.

· Harvey Street/Deaker Street, Omakau - intersection improvement – design complete currently being priced.

· Naseby drainage upgrades – no change.

· Boundary Road, safety improvements – draft design completed, liaison occurring with adjoining landowners prior to proceeding.

September 2019 – Work underway on delivery of 2019/20 road improvement projects.

August 2019 – Action memo sent to Asset Engineer.

Vincent Community Board Minutes

2 March 2021

Unconfirmed

MINUTES OF A mEETING OF THE
Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra
ON Tuesday, 2 March 2021 COMMENCING AT 2.02 pm

PRESENT: Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms A Robinson, Ms S Stirling-Lindsay

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), Q Penniall (Environmental Engineering Officer), D McKewen (Accountant), W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies for this meeting.

Note: Cr Claridge arrived at the meeting at 2:03pm.

2 Public Forum

Senior Sergeant Clinton Wright – Police Report

Senior Sergeant Wright gave an update on policing in the district. He reported a rise in family harm calls over the Christmas and New Year period, but noted that the total number of cases was down. He mentioned a rise in juvenile offending and noted that the focus was to move people to where they had greater support. He acknowledged that COVID-19 had returned to the community in Auckland and recognised his colleagues there and said that police were monitoring the situation here in case of any community cases in Central Otago. He reported that police were currently working with a variety of agencies to prepare for possible call outs to the new bike trail between Clyde and Cromwell. He mentioned that police were looking to recruit more officers for rural areas at the moment.

Bill Siddells (Central Cinemas) and Dianne Duncan (Central Stories)

Mr Siddells spoke to the letter included with the agenda papers seeking a letter of support for external funders for movable furniture for the meeting room at Central Stories. He said that it was a way to make the room use more flexible for users of the room. Currently Central Cinemas share the room with Alexandra and Districts Museum Inc as part of their agreement. Ms Duncan mentioned that the board of Alexandra and Districts Museum Inc had not seen the letter nor had it been discussed as a board. She said that she was there as Brian Budd had been unable to make it on the day. She mentioned that the museum used the room one day a week for interviews for their oral history collection. Mr Siddells and Ms Duncan then responded to questions from the Board.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Cooney

That the public minutes of the Vincent Community Board meeting held on 19 January 2021 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. Ms Robinson declared that she was now a member of the Vallance Cottage working group. Ms Sterling-Lindsay declared she was now on the Alexandra Community Arts Council. She also declared that she is assisting Ms Robinson with her liaison role at the St Bathans Area Community Association.

5 Reports for Decisions

21.2.2 Draft Molyneux Park Reserve Management Plan 2021

To consider the Draft submissions of the Molyneux Park Reserve Management Plan 2021 and recommend a final plan to Council for adoption.

There were two members of the public that gave an oral submission to the reserve management Plan.

Mr James Imlach - New Zealand Motor Caravan Association

Mr Imlach acknowledged the privilege that their members have of currently being able to park at Molyneux Park and would like to continue to use the park. He said that they supported the proposals and that they would be happy to enter into a more formal agreement with council. He mentioned that if they could no longer use the site they would like to work with council to find a suitable alternative.

Ms Bridget Winter – Molyneux Turf Incorporated

Ms Winter said that the turf group were in support of option A, but that they had ticked option B in error. She mentioned that they are happy to work with council to work out the best plan for the proposed hockey turf. She said that a north/south orientation would work best, as it maximises playing time and avoided sunstrike issues.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the Vincent Community Board

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

Carried

Committee Resolution

Moved: McPherson

Seconded: Robinson

That the Vincent Community Board

B. Resolves that the submissions be received.

Carried

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Claridge

That the Vincent Community Board

C. Resolves that the suggested amendments and changes be approved by the Board.

D. Recommends to Council adoption of the Molyneux Park Reserve Management Plan 2021.

Carried

21.2.3 Fees and Charges 2021-22 Schedule

To approve the draft fees and charges schedule for the Vincent Community Board and recommend that Council include these fees and charges in the 2021/31 Long-term Plan.

After discussion it was found that NA was placed in error in the facilities section for Molyneux Park on page 135 of the agenda. Instead it should say no change.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the Vincent Community Board

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

Carried

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Garbutt

That the Vincent Community Board

B. Recommends to Council to accept the changes for the Vincent Ward to the Fees and Charges Schedule for 2021/22 as detailed and highlighted in Appendix 1 and amendments.

C. Recommends Council adopt the amended fees and charges related to the Vincent Ward as part of the Council’s annual fees and charges for the 2021/22 financial year.

Carried

6 Reports for Information

21.2.4 Vincent Financial Report - Period Ending 31 December 2020

To consider the financial performance overview as at 31 December 2020.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the report be received.

Carried

Note: Mr Garbutt left the meeting at 2.53 pm and returned at 2.55 pm.

Note: Simon Ross from Economech Analytics Limited joined the meeting for item 21.2.5 via Microsoft Teams.

21.2.5 Alexandra Pool Energy Consumption

To provide information on the energy consumption and subsequent energy saving to the Molyneux Swimming Pool since the commissioning of the IceInLine heat transfer unit in 2018.

A report on energy consumption was tabled at the meeting and Mr Ross presented its findings to the Board.

Committee Resolution

Moved: McPherson

Seconded: Cooney

That the report be received.

Carried

Attachments

1 Tabled Report on Energy Consumption at Molyneux Pool.

Note: Mr Cooney left at 3.32 pm and returned at 3.34 pm.

21.2.6 Pool Operating Costs

To provide an update on the cost of operating the Cromwell Pool and Alexandra Pool.

Committee Resolution

Moved: McPherson

Seconded: Robinson

That the report be received.

Carried

7 Mayor’s Report

His Worship the Mayor was not present at the meeting.

8 Chair's Report

21.2.7 Chair's Report

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

· Attended a Long-term Plan workshop.

· Attended a Council meeting.

· Met with staff regarding the Clyde Museum.

· Attended a Hearings Panel meeting.

· Attended the Central Otago A&P show.

· Attended a pre-agenda meeting for Vincent Community Board.

· Met with the parks and recreation team to discuss health and safety.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the report be received.

Carried

9 Members' Reports

21.2.8 Members' Reports

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

Dr Browne reported on the following:

· Attended a strategy meeting and a special event for Central Otago District Arts Trust.

· Attended several ADMI meetings.

· Attended a meeting of the Dunstan Friendship Club.

· Attended a concert at Central Stories.

· Attended a REAP board meeting.

· Met with Tony Hammington regarding the future plans of the Leaning Rock Retirement Village.

Ms Sterling-Lindsay reported on the following:

· Attended several meetings of the Central Otago Youth Council.

· Attended a meeting of the Blossom Festival committee.

· Attended a community plan group meeting. She reported that they were currently running a helmet campaign. She also reported that the group was planning to invite elected members to a session to reflect on how things were going with the promises that they gave during the last election.

· Mentioned Clutha youth engagement and what support it is given by the Clutha district.

· Attended a Waitaki Mental Health and Addictions Network meeting.

Ms Robinson reported on the following:

· Attended a meeting for Keep Alexandra / Clyde Beautiful regarding a mural to be placed on a wall on the rail trail.

· Attended a Making a Difference for Central Otago meeting.

· Attended the Central Otago Heritage trust AGM.

· Attended a zui for Enviroschools.

· Attended the open day for the Vallance Cottage working group.

· Attended a meeting of Alexandra Community House and discussed the house next door with the church trust.

· Attended a Keep Alexandra / Clyde Beautiful meeting

Councillor Claridge reported on the following:

· Attended a Long-term Plan workshop.

· Attended a Council meeting.

· Reflected on COVID-19 returning to the community in Auckland and the implications for funerals with current level two restrictions.

Councillor Cooney reported on the following:

· Attended a Long-term Plan workshop.

· Attended a Council meeting.

· Met with the chair of the Omakau Recreation Committee.

· Attended the Alexandra / Clyde business breakfast.

Mr Garbutt reported on the following:

· Attended a meeting with staff regarding the Clyde Museum.

· Volunteered at the Vallance Cottage open day.

· Attended the Central Otago Heritage Trust AGM. Noted that some of the work being at Drybread Cemetery at present was discussed.

· Attended a talk at the Alexandra Travel Club.

· Attended a Clyde Museum meeting.

· Attended a Vallance Cottage meeting.

· Attended a meeting of the Coronet Peak work party.

· Attended a Dunstan Golf Club committee meeting.

· Met with the local member of parliament regarding Aurora.

· Discussed a recent residential retirement village phone survey that he had completed.

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

That the report be received.

Carried

Note: Ms Robinson left the meeting at 4.01 pm

10 Status Reports

21.2.9 Governance Report

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

Committee Resolution

Moved: McPherson

Seconded: Browne

That the report be received.

Carried

11 Date of The Next Meeting

The date of the next scheduled meeting is 12 April 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Cooney

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

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
21.2.10 - Clyde Museum Redevelopment Project and the District Museum Strategy	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
21.2.11 - 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 4.02pm

The Meeting closed at 5.29 pm.

...................................................

CHAIRPERSON

[1] Sport New Zealand, 2015. Sport and Active Recreation in the Lives of New Zealand Adults. 2013/14 Active New Zealand Survey Results.


AGENDA Ordinary Council Meeting Wednesday, 24 March 2021
Date:	Wednesday, 24 March 2021
Time:	10.30 am
Location:	Ngā Hau e Whā, William Fraser Building 1 Dunorling Street, Alexandra
(Unless Central Government changes COVID-19 meeting restrictions before then, in which case it will be held electronically using Microsoft Teams and livestreamed) Sanchia Jacobs Chief Executive Officer

Name	Member’s Declared Interests	Spouse/Partner’s Declared Interests	Council Appointments
Tamah Alley	Tiger Hill Water Supply Company (shareholder) Cromwell Youth Trust (Chair) Blue Light Central Lakes (Chair) NZ Police (Sworn Constable) Oamaru Landing Service (OLS) (family connection) Cliff Care Ltd (family connection)	Tiger Hill Water Supply Company (shareholder) Emergency Management Otago (employee)
Tim Cadogan	Alexandra Musical Society (member) Otago Chamber of Commerce Central Otago Advisory Group member Dunstan Golf Club (member)	Victim Support Worker Blossom Festival Committee member FarmFresh (Family member sells for this entity)	Airport Reference Group Maniototo Curling International Inc Eden Hore Steering Group Tourism Central Otago Advisory Board Ministerial Working Group on Responsible Camping LGNZ Governance and Strategy Group
Shirley Calvert	Central Otago Health Services Ltd (Employee) Cromwell Rotary (member) Cromwell and District Community Trust Old Cromwell Town (subscription member)		Central Otago Wilding Conifer Group
Lynley Claridge	Affinity Funerals (Director) Central Otago Chamber of Commerce (Advisory Panel)	Affinity Funerals (Shareholder)	Alexandra Council for Social Services
Ian Cooney	Castlewood Nursing Home (Employee)		Omakau Recreation Reserve Committee Promote Alexandra
Stuart Duncan	Penvose Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) Penvose Investments - Dairy Farm at Patearoa (shareholder) Fire and Emergency New Zealand (member) JD Pat Ltd (Shareholder and Director)	Penvose Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) Penvose Investments - Dairy Farm at Patearoa (shareholder)	Otago Regional Transport Committee Patearoa Recreation Reserve Committee Design and Location of the Sun for the Interplanetary Cycle Trail Working Group
Neil Gillespie	Contact Energy (Project Manager) Clyde & Districts Emergency Rescue Trust (Secretary and Trustee) Cromwell Volunteer Fire Brigade (Deputy Chief Fire Officer) Cromwell Bowling Club (patron) Otago Local Advisory Committee - Fire Emergency New Zealand		Lowburn Hall Committee Tarras Community Plan Group Tarras Hall Committee
Stephen Jeffery	G & S Smith family Trust (Trustee) K & EM Bennett’s family Trust (Trustee) Roxburgh Gorge Trail Charitable Trust (Chair) Roxburgh and District Medical Services Trust (Trustee) Central Otago Clutha Trails Ltd (Director) Teviot Prospects (Trustee) Teviot Valley Community Development Scheme Governance Group Central Otago Queenstown Network Trust
Cheryl Laws	Fine Thyme Theatre Company (Committee) The Message (Director) Wishart Family Trust (Trustee) Wooing Tree (part-time, occasional employee) Daffodil Day Area Coordinator	Otago Regional Council (Councillor) The Message (Director)	Cromwell Resource Centre Cromwell Historical Precinct
Nigel McKinlay	Transition To Work Trust (Board member) Gate 22 Vineyard Ltd (Director) Everyday Gourmet (Director) Central Otago Wine Association (member) Long Gully Irrigation Scheme (member)
Martin McPherson	Alexandra Blossom Festival	CODC (employee) CODC (employee) (Daughter)
Tracy Paterson	Matakanui Station (Director and shareholder) Matakanui Development Co (Director and shareholder) A and T Paterson Family Trust (trustee) A Paterson Family Trust (trustee) Central Otago Health Inc (Chair) Bob Turnbull Trust (Trustee / Chair) John McGlashan Board of Trustees (member) New Zealand Wool Classers Association (board member) Primary Industry Training Organisation, Industry Partner Group for wool classing and harvesting (member) Central Otago A&P Association (member)	Matakanui Station (director and shareholder) Matakanui Development Co (director and shareholder) A Paterson Family Trust (trustee) A and T Paterson Family Trust (trustee) Federated Farmers (on the executive team) Omakau Irrigation Co (director) Matakanui Combined Rugby Football Club (President) Manuherikia Catchment Group (member) Omakau Domain Board	Central Otago Health Inc Manuherikia River Group

Tasks	Delivery Date
Task 1 – Convert Planning Maps to GIS	30 June 2021
Task 2 – Operative Plan in ePlan	30 September 2021 *
Task 3 – District Plan Chapter review
· Industrial	30 June 2021
· Residential	20 December 2021
· Rural	20 December 2021
· Commercial	30 June 2022
Task 4 – Other Plan Provisions
· Naseby Dark Sky	30 June 2022
· Designations	31 March 2022
· Heritage Building and Tree Register, update	31 March 2022
· Progress Heritage Guidelines	30 June 2022
· Heritage Building and Tree Register, review and update	20 December 2022
Task 5 – Cromwell Spatial Plan Implementation
· Industrial Zones	30 June 2021
· Residential Zones	20 December 2021
· Commercial Zones	30 June 2022
Task 6 – Vincent Spatial Plan Implementation
· Industrial Zones	30 June 2022
· Residential Zones	30 June 2022
· Commercial Zones	30 June 2022
Task 7 – Future Spatial Plans
· Teviot Valley	December 2022

Tasks	Delivery Date
Convert Planning Maps to GIS	30 June 2021
Chapter review - Industrial	30 June 2021
*Cromwell Spatial Plan Implementation -* *Industrial Zone*	30 June 2021
Operative Plan in ePlan	30 September 2021 *
Chapter review – Residential	20 December 2021
*Cromwell Spatial Plan Implementation -* *Residential Zones*	20 December 2021
Chapter review – Rural	20 December 2021
Heritage Building and Tree Register update	31 March 2022
Designation Schedule Update	31 March 2022
Chapter review – Commercial	30 June 2022
*Cromwell Spatial Plan Implementation -* *Commercial Zones*	30 June 2022
Naseby Dark Sky	30 June 2022
Heritage Precinct Design Guidelines	30 June 2022
*Vincent Spatial Plan Implementation – Industrial, Residential & Commercial Zones*	30 June 2022
Heritage Building and Tree Register review and update (new items)	20 December 2022
Teviot Valley Spatial Plan	20 December 2022

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of the community through inviting public comment on the proposed bylaw. AND This decision promotes the environmental wellbeing of the community, in the present and for the future by ensuring waste is disposed of in an appropriate manner.
Financial implications: Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	The proposal can be accommodated within existing budgets.
Decision consistent with other Council plans and policies, such as the District Plan, Economic Development Strategy, etc?	Yes, the proposed bylaw is consistent with other existing plans and policies.
Considerations as to sustainability, the environment and climate change impacts	The proposed bylaw supports the actions of Council’s Sustainability Strategy and Waste Management and Minimisation Plan 2018. A bylaw will enable Council to reduce contamination of kerbside bins. This will decrease the negative environmental impacts associated with waste management.
Risk Analysis	There are no significant risks to Council associated with the proposal.
Significance, Consultation and Engagement (internal and external)	Adopting a Solid Waste Bylaw, has the potential to generate significant public interest. Public engagement will occur in accordance with the special consultative procedure outlined in section 83 of the Local Government Act 2002.

Local Government Act 2002 Purpose Provisions	The Local Government Act 2002 does not apply to this decision. The Minister of Conservation’s consent is delegated to Council in accordance with section 10 of the Reserves Act 1977 and with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications related to the recommendation.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommendation is consistent with the Reserves Act 1977. The proposed works are consistent with the provisions of the Council’s District Plan and with the Resource Management Act 1991.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision as the granting of the rights and the associated works will have no material effect on the land.
Risks Analysis	There are no risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to grant of an easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

Local Government Act 2002 Purpose Provisions	While not relating directly to any Local Government purpose there is a shortage of workers’ accommodation in the district, so completion promotes the economic wellbeing of the district in the present and for the future. This decision promotes the social wellbeing of communities, in the present and for the future by enabling power to be supplied to light a path through a Council reserve.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications for Council relating to this decision as all costs associated with the works and the creation of the easement will be met by AC/JV Holdings Limited.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The electrical works are a permitted activity under rule 13.7.7 of Council’s Operational District Plan, with the recommended option also being consistent with the Electricity Act 1992.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are foreseen.
Risks Analysis	There is no risk to Council associated with the recommended option as the rights requested now will be created in due course as part of the resource consent process.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by creating a programme of work that ensures the community lives within a safe and viable district. It also ensures that Council has the funds to provide community resilience now and in the future by having the required infrastructure to live, work and play in a successful district.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	This decision is consistent with the requirements of the Local Government Act, and the supporting documentation (the draft LTP) details the activities and budgets Council requires to carry out the ten-year plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes this is consistent with all policies.
Considerations as to sustainability, the environment and climate change impacts	Yes the supporting documents contain reference to these key areas.
Risks Analysis	A number of budget scenarios were investigated to ensure Council developed a financially prudent budget. There is a risk that the community will not wish to see rates increase. There is a risk that the community will not support the items listed in the Consultation Document as important. If Council does not follow the correct process of consultation, there is a risk that they cannot enforce payment of rates by the rate-paying community.
Significance, Consultation and Engagement (internal and external)	This is a significant decision to adopt the 2021-31 Long-term Plan Consultation Document for public consultation ensuring the community has a chance to be heard. When Council ultimately adopts the Long-term Plan a full consultative process has been followed and the community is aware of what Council is proposing to do over the next ten years, and how that affects them.

Other Costs breakdown	YTD Actual	YTD Revised Budget	YTD Variance		2020/21 Annual Plan	2020/21 Revised Budget
Other Costs breakdown	$000	$000	$000		$000	$000
Operating Expenses	206	147	(59)	˜	258	248
Minor Repairs & Maintenance	112	101	(11)	˜	160	176
Staff Expenses	20	24	4	˜	37	42
Valuation Services	91	99	8	˜	160	170
Water Costs	72	81	9	˜	179	210
Minor Equipment	179	198	19	˜	260	340
Retail	42	52	10	˜	108	90
Sludge Treatment	104	147	43	˜	260	252
Health & Safety	1	35	34	˜	48	58
Vehicles	64	101	37	˜	100	173
Advertising	104	177	73	˜	281	290
Office Expenses	363	446	83	˜	757	748
Administrative Costs	525	715	190	˜	832	1,239
Projects	496	726	230	˜	251	1,242
Total Other Costs	2,379	3,049	670		3,691	5,278

Report author:	Reviewed and authorised by:

Gordon Bailey	Louise van der Voort
Parks and Recreation Manager	Executive Manager - Planning and Environment
4/03/2021	10/03/2021

Local Government Act 2002 Purpose Provisions	This decision promotes the environmental wellbeing of communities, in the present and for the future by ensuring material is diverted from landfill.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the following Council policies were considered: · Waste management and minimisation Plan 2018. · Sustainability Strategy. · Long Term Plan. · Annual Plan performance measures.
Considerations as to sustainability, the environment and climate change impacts	Yes, opportunities to reduce transportation of waste, improved diversion of materials, and reduced waste to landfill are being explored.
Risks Analysis	Exploring opportunities to collaborate has low risk.
Significance, Consultation and Engagement (internal and external)	Exploring opportunities to collaborate does not meet significance thresholds.

Report author:	Reviewed and authorised by:

Quinton Penniall	Julie Muir
Environmental Engineering Manager	Executive Manager - Infrastructure Services
11/03/2021	11/03/2021

Report author:	Reviewed and authorised:

Quinton Penniall	Julie Muir
Environmental Engineering Manager	Executive Manager - Infrastructure Services
2/11/2020	3/11/2020

Activity	Total
Supply and replenishment of water tankers and portaloos	$190,345
Repair of Ranfurly raw water line	$44,249
Repair of Patearoa water pipe and intake (to date) (remaining)	$53,670 $50,130
Total	$338,400

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic, and environmental wellbeing of communities, in the present by mitigating the effects of the January 2021 rain event.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes, emergency events such as this cannot be planned for and the options presented provide the financial cover to address this weather event
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with the purpose of the emergency event fund.
Considerations as to sustainability, the environment and climate change impacts	Events such as this are expected to be more frequent as a consequence of climate change.
Risks Analysis	There are no substantial risks associated with this decision, High intensity rain events are likely to occur more frequently in the future and review of options to mitigate these on water supply is being undertaken as part of the design of the Ranfurly and Patearoa water supplies. A separate review is being undertaken to identify options to mitigate this risk on the Naseby water supply.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger Councils significance policy.

Report author:	Reviewed and authorised by:

Alex Peacock	Julie Muir
Engineering Assistant	Executive Manager - Infrastructure Services
11/03/2021	11/03/2021

Report author:	Reviewed and authorised by:

Patrick Keenan	Julie Muir
Capital Projects Programme Manager	Executive Manager - Infrastructure Services
10/03/2021	11/03/2021

Subsidy	Amount	Waka Kotahi Share	Council Share
51%	$725,000	$369,750	$355,250

Report author:	Reviewed and authorised by:

James McCallum	Julie Muir
Roading Manager	Executive Manager - Infrastructure Services
11/03/2021	11/03/2021

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Governance Manager	Chief Executive Officer
11/03/2021	12/03/2021

To:	Otago Southland Three Waters Office Participants
Subject:	Otago Southland Three Waters Situation Analysis – Morrison Low

Area of work and Lead Department	Reason for work	Council role (decision and/or direction)	Expected timeframes Highlight the month(s) this is expected to come to Council in 2021
Area of work and Lead Department	Reason for work	Council role (decision and/or direction)	Jan	Feb	Mar	Apr	May	Jun	Jul	Aug	Sep	Oct	Nov	Dec
Long-term Plan 2021/31
Long-term Plan Chief Advisor/Chief Executive Officer	Legislative requirement under the Local Government Act 2002.	Decisions required: Direction on key strategic issues and budget direction required in workshops and decisions required on the Consultation Document and key supporting documentation.	W		D		D	D
Vincent Spatial Plan
Vincent Spatial Plan Executive Manager: Planning & Environment	Vincent Community Board and Council priority.	Decision required: Workshops and decisions required as the work progresses.						U
Cromwell Masterplan
Cromwell Masterplan Executive Manager: Planning & Environment	Cromwell Community Board and Council priority.	Decision required: Workshops and decisions required as the work progresses.			D		D	D
Three waters reform
Water reform Water Services Manager/Executive Manager Infrastructure	Key central government legislative priority.	Decision required: Workshops and decisions required as the reform progresses.			D		D	D			D
Council’s role in housing
Housing Chief Advisor	Key Council priority.	Decision required: Agree council’s role in the housing.		D	W			D
District Plan review
District Plan Review Planning Manager/Executive Manager Planning & Environment	Legislative requirement under the Resource Management Act 1991.	Decision required: Workshops and decisions required as this work progresses.			D
Lake Dunstan Water Supply and Clyde Waste Water projects
Major projects Capital Works Programme Manager; Executive Manager Infrastructure	Key Council priority (Long-term Plan 2018-28)	Decision required: Key decisions as required as the work progresses, including approval of tenders. Regular updates will be provided via the Project Governance Group.			D		D	D
Sustainability Strategy Action Plan
Sustainability Strategy Environmental Services Manager/Executive Manager Infrastructure	Key Council priority	Decision required: Updates and decisions required as this action plan is implemented.					U					U

Meeting	Report Title	Resolution No	Resolution	Officer	Status
3/02/2021	Cleanfill and Hardfill Acceptance at Cromwell Transfer Station	21.1.6	A. Receives the report and accepts the level of significance. B. Agree that cleanfill and hardfill not be accepted at Cromwell transfer station from 1 March 2021 with alternative facilities available to the public at Parkburn Quarry.	Environmental Engineering Manager	11 Feb 2021 Action Memo sent to Environmental Engineering Manager 10 Mar 2021 Cleanfill/Hardfill no longer accepted at Cromwell Transfer Station. Alternative facilities available at Parkburn Quarry. CLOSED
3/02/2021	Community Outcomes for Central Otago District	21.1.9	A. Receives the report and accepts the level of significance. B. Adopts the revised community outcomes within the report included with the agenda for the 2021 Long-term Plan and ongoing Council strategic processes. C. Approves the use of the Central Otago well-being indicator measures as a benchmark tool for assessing ongoing well-being in Central Otago district.	Community and Engagement Manager	11 Feb 2021 Action memo sent to Community and Engagement Manager 11 Feb 2021 Report submitted for inclusion as a Long-term Plan attachment. CLOSED
3/02/2021	Minister of Conservation's Consent - Lease to Puna Rangatahi, Alexandra and Districts Youth Trust over Roxburgh Recreation Reserve	21.1.10	A. Receives the report and accepts the level of significance. B. Agrees to grant consent (under delegated authority) on behalf of the Minister of Conservation, to Council issuing a lease over part of the Roxburgh Recreation Reserve to the Puna Rangatahi, Alexandra and Districts Youth Trust as set out in resolution 20.6.4 of the Teviot Valley Community Board meeting held on 12 November 2020.	Property and Facilities Officer (Vincent and Teviot Valley)	11 Feb 2021 Action memo sent to Property and Facilities Officer (Vincent and Teviot) 24 Feb 2021 The lease agreement is with the Youth Trust for signing.
3/02/2021	Minister of Conservation's Consent - Extension of Easement Rights over Roxburgh Recreation Reserve [PRO: 65-7040-00]	21.1.13	A. Receives the report and accepts the level of significance. B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an extension to the rights contained in the existing easement over Part Section 181 in favour of Section 175 Block II Teviot Survey District and Lot 1 DP 450706 to include:  the right to drain sewerage; and,  the right to convey water, power, and telecommunications.	Property Officer - Statutory	11 Feb 2021 Action memo sent to Property Officer - Statutory 24 Feb 2021 Applicants notified consent granted. Works now with contractors to manage. CLOSED
3/02/2021	Minister of Conservation's Consent - Easement over Pines Recreation Reserve [PRO: 61-2134-00]	21.1.14	A. Receives the report and accepts the level of significance. B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) over Lot 1 Deposited Plan 355061 (recreation reserve), in favour of Aurora Energy Limited.	Property Officer - Statutory	11 Feb 2021 Action memo sent to Property Officer - Statutory 24 Feb 2021 Applicants notified consent granted. Works now with contractors to manage. CLOSED
3/02/2021	Minister of Conservation's Consent - Easement over Golf Park Recreation Reserve [PRO: 62-3048-00]	21.1.15	A. Receives the report and accepts the level of significance. B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement (in gross) over Section 4 Block XCII Town of Cromwell (recreation reserve), in favour of Aurora Energy Limited.	Property Officer - Statutory	11 Feb 2021 Action memo sent to Property Officer - Statutory 24 Feb 2021 Applicants notified consent granted. Works now with contractors to manage. CLOSED
3/02/2021	Otago Museum's Draft Annual Plan 2021-2022	21.1.5	A. Receives the report and accepts the level of significance. B. Declines a levy increase of 6.5% in 2021/22 for the Otago Museum. C. Recommends that Council funds a 2% CPI adjusted levy increase to the Otago Museum, in line with 2021/21 budgeted expenditure (an additional $617.69, which will increase the payment from $30,884.34 to $31,502.03).	Community Development Officer	11 Feb 2021 Action memo sent to Community Development Officer. 09 Mar 2021 Email notifying Otago Museum of Council’s funding decision has been sent. CLOSED
3/02/2021	Grants Programme 2021-22	21.1.8	A. Receives the report and accepts the level of significance. B. Notes that the Grants Policy 2019 established that grant applications would no longer be accepted as submissions to the Long Term Plan. C. Notes that transitioning to a fully contestable process may create a one-off funding gap for some groups, potentially causing financial hardship. D. Agrees to establish a temporary hardship fund for the first quarter of the 2021-22 financial year, to be funded from the agreed Council allocated grant pot for the 2021-31 Long-term Plan.	Chief Advisor	11 Feb 2021 Action memo sent to Chief Advisor 05 Mar 2021 At the 3 February 2021 meeting Council confirmed that a hardship grant process would be offered for 2021 to aid with the transition to a fully contestable grants programme. CLOSED
3/02/2021	Minister of Conservation's Consent - Easement over Sugarloaf Scenic Reserve [PRO: 62-3006-00]	21.1.12	A. Receives the report and accepts the level of significance. B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement (in gross) over Lot 16 Deposited Plan 418764 (scenic reserve), in favour of Aurora Energy Limited.	Property Officer - Statutory	24 Feb 2021 Applicants notified consent granted. Works now with contractors to manage. CLOSED
3/02/2021	Council's role in housing: A market data update and direction on council's role in providing affordable housing	21.1.7	A. Receives the report and accepts the level of significance. B. Notes the updated housing market analysis C. Agrees in principle that council has a role in affordable housing. D. Agrees to progressing work on developing an affordable homes model in Central Otago (including discussions with the Central Otago Community Housing Trust) based on the Queenstown Lakes Community Housing Trust Secure Home model E. Request staff to include the provision of inclusionary zoning as part of the work programme for the District Plan.	Chief Advisor	10 Mar 2021 Further advice will be presented at the 24 March 2021 meeting.
3/02/2021	Community Leasing and Licensing Policy	21.1.3	A. Receives the report and accepts the level of significance. B. Notes the further feedback gathered on the subscription income definition. C. Adopts the amended Community Leasing and Licensing Policy.	Policy Advisor	10 Mar 2021 11/02/2021 - Action memo sent to the Chief Advisor 10 Mar 2021 05/03/2021 - At the meeting on 3 February 2021, Council considered further submissions and adopted the policy. CLOSED