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AGENDA
Ordinary Council Meeting Wednesday, 11 August 2021
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Date: |
Wednesday, 11 August 2021 |
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Time: |
10.30 am |
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Location: |
Ngā Hau e Whā, William Fraser Building 1 Dunorling Street, Alexandra |
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(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
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11 August 2021 |
Notice is hereby given that a Meeting of Central Otago District Council
will be held in Ngā Hau e Whā,
William Fraser Building, 1 Dunorling Street, Alexandra on
Wednesday, 11 August 2021 at 10.30 am
Ordinary Council Meeting - 30 June 2021
21.6.1 Declarations of Interest Register
21.6.2 Draft Vincent Spatial Plan Engagement Document
21.6.3 Central Otago District Council Submission on Proposed Otago Regional Policy Statement
21.6.4 Cromwell Bike Park Shelter Construction
21.6.5 Request for approval to locate a Container at Cromwell Golf Club
21.6.6 Cromwell Aerodrome - Refueling Facility
21.6.7 WoolOn 2021 Event Request for Grant
21.6.8 Economic Recovery Plan Progress Report
21.6.10 Appointment of Consultants for Water and Wastewater Technical Support for 2021-24
21.6.12 Appointment of Consultant for Bridge Structural Advice for 2021‑24
21.6.13 Road Renaming Approval Report - Portion of Watson Road
21.6.14 Rural Networks South Island rent review.
21.6.15 Register of Delegations
21.6.17 Financial Report For The Period Ending 31 May 2021
21.6.18 Remuneration Authority Determination 2021
21.6.20 August 2021 Governance Report
21.6.21 Minutes of the Vincent Community Board Meeting held on 20 July 2021
21.6.22 Minutes of the Maniototo Community Board Meeting held on 22 July 2021
21.6.23 Minutes of the Cromwell Community Board Meeting held on 29 July 2021
21.6.24 Minutes of the Teviot Valley Community Board Meeting held on 30 July 2021
11 Resolution to Exclude the Public
11 Resolution to Exclude the Public
Members 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 Attendence S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), M De Cort (Communications Coordinator), R Williams (Governance Manager)
1 Apologies
2 Public Forum
Brent Nicolson – Rural Networks South Island Ltd
Ordinary Council Meeting - 30 June 2021
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Council Meeting Agenda |
11 August 2021 |
MINUTES
OF A Council Meeting
OF THE Central Otago District
Council
HELD AT Ngā Hau e
Whā, William Fraser Building,
1 Dunorling Street, Alexandra
ON Wednesday, 30 June
2021 COMMENCING AT 10.31 am
PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie (via Microsoft Teams), 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), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bayley (Parks and Recreation Manager), N Aaron (Community Development Advisor), P Penno (Community Engagement Manager), A Crosbie (Senior Strategy Advisor), Q Penniall (Environmental Engineering Manager), L Stronach (Property Officer – Statutory), A Rodgers (Principal Policy Planner), D Shaw (Property and Facilities Officer – Cromwell), T Bates (Property Officer), G McFarlane (Business Risk and Procurement Manager), A McDowall (Finance Manager), K McCulloch (Corporate Accountant), M De Cort (Communications Coordinator), R Williams (Governance Manager)
1 Apologies
Nil
2 Public Forum
There was no public forum.
3 Confirmation of Minutes
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Resolution Moved: McPherson Seconded: Calvert That the public minutes of the Ordinary Council Meeting held on 1 and 2 June 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. There were no further declarations of interest.
5 Reports for Decisions
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21.5.2 Adoption of the 2021-31 Long-term Plan and the 2021/22 Rates Resolution |
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To adopt the 2021-31 Long-term Plan and resolve the setting of the rates, due dates and penalties for rates during the 2021-22 financial year. It was noted that the late change in subsidy level from Waka Kotahi had resulted in the Office of the Auditor General recommending that the new levels be reflected in Long-term Plan. Subsequently the following changes had been made to the draft, since it had been included with the agenda: · Page 90 – the Executive Manager Infrastructure Services explains the changes to the subsidy and why · Page 92 – the Waka Kotahi subsidy changes from 28% to 27% · Page 264 – the Waka Kotahi subsidy decreased from $2,670,000 to $2,233,000 for years two and three · Changes to the roading funding impact statement on page 237 · Changes to the benchmarks on page 232 from 7.2% to 7.8% (year two) and 7.7% down to 7.6% (year three)
The Executive Manager Corporate Services noted that the Central Otago District Council had received an unmodified audit opinion, which reflected two emphasis of matter, which were typical for most councils across New Zealand. They were; · Three Waters uncertainty · Delivery of Capital programme uncertainty
She then responded to questions.
The Mayor congratulated and thanked both staff and elected members for their contribution to the Long-term Plan.
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Resolution Moved: Cadogan Seconded: Gillespie That the Council: A. Receives the report and accepts the level of significance. B. Accepts the decisions recommended as part of the submissions and deliberations process. C. Adopts the following policies and strategies to be included in the 2021-31 Long-term Plan; · Infrastructure Strategy · Financial Strategy · Revenue and Financing Policy · Rating Policy · Investment Policy · Liability Management Policy · Significance and Engagement Policy · Significant Forecasting Assumptions and Risks · Development and Financial Contributions Policy D. Sets the 2021-22 Fees and Charges as detailed in Appendix 1. E. Adopts the 2021-31 Long-term Plan in accordance with Section 93 of the Local Government Act 2002, as detailed in Appendix 2. F. Requests the Chief Executive Officer prepare the final 2021-31 Long-term Plan for publication. G. Requests the Chief Executive Officer to formally advise submitters of its decisions.
For the setting of rates, the Council:
H. Acknowledges that the rates, the subject of this report, relate to the financial year 1 July 2021 to 30 June 2022, and are all GST inclusive. I. Sets the rates for 2021-22, for the year commencing 1 July 2021, as detailed in Appendix 3 - Schedule of Rates, as included in the 2021-31 Long-term Plan in accordance with section 23 of the Local Government (Rating) Act 2002. J. Resolves that the rates for 2021-22 (other than for metered water) be payable in four equal instalments on the dates as detailed below: · 20 August 2021 · 22 November 2021 · 21 February 2022 · 20 May 2022. K. Resolves that Council charge postponement fees on postponed rates in accordance with Council’s postponement of rates policy and sections 87 and 88 of the Local Government (Rating) Act 2002. L. Resolves that Council set penalties for 2021-22 on unpaid rates (other than for metered water) under sections 24, 57 and 58 of the Local Government (Rating) Act 2002 on unpaid rates as follows: · 10% on any outstanding amount of any instalment not paid by the due date. The penalty will be applied on 27 August 2021, 26 November 2021, 28 February 2022 and 27 May 2022 respectively for each instalment; · 10% on amounts outstanding from earlier years, such penalty being applied on 1 October 2021 and 1 April 2022. · Requests for waiver of penalties, should be sent, in writing, to the Rates Officer, in accordance with the Council’s Remission of Penalties Policy; M. Sets the due dates for 2021-22, for the year commencing 1 July 2021 for metered water billing as follows: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh: i. 21 October 2021, reading taken in September 2021 ii. 21 April 2022, reading taken in March 2022 Cromwell and Pisa: iii. 23 December 2021, reading taken in November 2021 iv. 23 June 2022, reading taken in May 2022 Alexandra: v. 25 November 2021, reading taken in October 2021 vi. 26 May 2022, reading taken in April 2022
N. Resolves set penalties for 2021-22 under sections 57 and 58 of the Local Government (Rating) Act 2002 on unpaid metered water rates as follows: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh i. 29 October 2021 and 29 April 2022 Cromwell and Pisa Moorings ii. 21 January 2022 and 30 June 2022 Alexandra iii. 03 December 2021 and 03 June 2022 Carried |
Note: Cr Jefferies assumed the Chair as Economic Development and Community Facilities Portfolio Lead.
Note: For item 21.5.3, Steve Ashwood (Harbour Master, Otago Regional Council) joined the meeting, Rose Quirk from Colliers and Brittany Ables from LINZ joined the meeting via Microsoft Teams.
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21.5.3 Lake Dunstan Management Report |
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To inform members on matters relating to Lake Dunstan. Mr Ashwood, Ms Quirk and Ms Ables all provided updates before responding to questions. |
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Resolution Moved: Alley Seconded: Duncan That the report be received. Carried |
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21.5.4 Revocation of Part of Greenway Reserve off Waenga Drive |
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To revoke the Local Purpose (Amenity) Reserve classification for 619m² (subject to survey) from Lot 201 DP 359519, which is part of Waenga Drive Greenway Reserve.
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Resolution Moved: Alley Seconded: McKinlay That the Council A. Receives the report and accepts the level of significance. B. Agrees to progress the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519. C. Agrees public notification of the proposed revocation in accordance with section 24(2)(b) of the Reserve Act 1977. D. Agrees (following the successful completion of the public notification process, and decision) that the Minister of Conservation is notified in writing of the Council decision and request that the specified part of Waenga Drive Greenway Reserve be approved for revocation and notified in the Gazette. E. Agrees that if reserve status of the specified Part of Waenga Drive Greenway Reserve is successfully revoked via Gazette notice, that all affected parties are notified and the underlying land is disposed of, subject to subdivision, to the adjoining landowner being Foodstuffs South Island Properties Limited on behalf of Cromwell New World. F. Agrees that the remainder of Lot 201 DP 359519 of the Waenga Drive Greenway Reserve (excluding the relevant part of Waenga Drive Greenway Reserve in recommendation B above) remain as Local Purpose (Amenity) Reserve. Carried |
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21.5.5 Hardship Grant Application for Alexandra District Museum Inc. |
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To consider a hardship grant application from the Alexandra District Museum Inc. It was noted that this item was left to lie on the table at the 5 May 2021 Council meeting (item 21.3.3). |
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Resolution Moved: Cooney Seconded: Cadogan That the Council A. Receives the report and accepts the level of significance. B. Declines a hardship grant application request of $12,242 plus GST. Carried with Crs Claridge and Calvert recording their votes against the motion. |
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21.5.6 Community Grants Policy |
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To approve minor amendments to the Grants Policy ahead of the next funding round.
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Resolution Moved: Duncan Seconded: Calvert That the Council A. Approves the updated grants policy. B. Agree to a formal review of the policy in late 2021. Carried |
Note: The Mayor assumed the Chair as Sustainable Practices Portfolio Lead.
Note: The meeting took a brief recess between 11.26 am and 11.28 am.
Note: Cr Gillespie left the meeting at 11.47 am.
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21.5.7 Central Otago District Council Emissions Inventory and Management Plan |
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To consider Council’s 2019-2020 emissions inventory and emissions management and reduction plan. The Environmental Engineering Manager spoke to a presentation on the inventory and management plan, before responding to questions. |
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Resolution Moved: Cadogan Seconded: McKinlay That the Council A. Receives the report and accepts the level of significance. B. Notes council’s 2019-2020 emissions inventory report. C. Agrees to set a target of reducing gross emissions by 52% over the next 5 years. D. Approves council’s emissions management and reduction plan. Carried |
Note: The meeting took a brief recess between 11.50 am and 11.51 am.
Note: Cr Duncan assumed the Chair as the Roading Portfolio Lead.
Note: Cr McKinlay left the meeting at 11.53 am and returned at 11.55 am.
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21.5.8 Proposed Road Stopping - Unnamed Road off Earnscleugh Road |
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To consider a proposal to stop an unnamed unformed road off Earnscleugh Road in accordance with the Local Government Act 1974.
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Resolution Moved: Jeffery Seconded: Alley That the Council A. Receives the report and accepts the level of significance. B. Approves the proposal to stop the unnamed unformed road off Earnscleugh Road, subject to: Public notification and advertising in accordance with the Local Government Act 1974. - No objections being received within the objection period. - Easements (in gross) in favour of (and as approved by) Earnscleugh Irrigation Society being registered the areas marked “A”, “B”, and “C” in figure 5. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over Lot 3 DP 352186 and the area marked “B” as shown in figure 5. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the area marked “C” as shown in figure 6. - The Road being surveyed into three parcels (“A”, “B”, and “C”), and amalgamated in accordance with the plan shown in figure 3. - Each applicant paying for their respective parcel of land at valuation. - The applicants sharing all other costs associated with the stopping.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
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21.5.9 Proposed Road Stopping - Unnamed Road off McArthur Road |
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To consider a proposal to stop part of an unnamed unformed road off McArthur Road in accordance with the provisions of the Local Government Act 1974. |
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Resolution Moved: Alley Seconded: Cooney That the Council A. Receives the report and accepts the level of significance. B. Agrees to approve the proposal to stop the western end of the unnamed unformed road off McArthur Road, (outlined in red, in figure 4), in subject to: - Public notification and advertising in accordance with the Local Government Act 1974. - No objections being received within the objection period. - The right of way (new access to Lots 27 and 28) being formed over Lot 4 DP 498411. - The Road being surveyed into two parcels (“A” and “B”) as shown in figure 3. - Parcel “A” being amalgamated with new Lot 27 and parcel “B” being amalgamated with new Lot 28 as shown in figure 3. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7. - An easement (in gross) in favour of (and as approved by) Leaning Rock Services Limited being registered over the areas marked “A” and “B” as shown in figure 7. - An easement (in gross) in favour of (and as approved by) Rabbit Developments Limited being registered over the areas marked “A” and “B” as shown in figure 7. - An easement (in gross) in favour of (and as approved by) Pioneer Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7. - The applicants paying for the land at valuation. - The applicants paying all costs associated with the stopping.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
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21.5.10 Proposed Road Stopping and Legalisation - Mutton Town Road |
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To consider a proposal to legalise the existing formation of the northern end of Mutton Town Road and to stop a portion of legal road adjacent to the proposed legalisation. |
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Resolution Moved: McPherson Seconded: Claridge That the Council A. Receives the report and accepts the level of significance. B. Agrees to: 1. Legalise the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde by taking the land shown as Section 2 in figure 3, being approximately 3008 square metres, and vesting it as legal road, subject to:
- Approval of the Minister of Health. - Council paying the Southern District Health Board’s legal fees. - Ngāi Tahu approval. - Waka Kotahi New Zealand Transport Agency agreeing to remove the reference to gazette notice 440764 and/or approval to the vesting.
2. Stop approximately 4970 square metres of Mutton Town Road, shown as Section 1 in figure 3, subject to:
- The legalisation of the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde. - Council and the applicants sharing the survey costs, LINZ fees, and the costs of the LINZ Accredited Supplier. - Each party to the stopping paying their own legal costs. - The applicants paying for the land at valuation ($300,000 plus GST (if any)). - The road to be stopped being amalgamated with Record of Title OT17D/237 C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
Note: It was agreed to take items 21.5.13, 21.5.14 and 21.5.21 at this stage of the meeting.
Note: The Mayor assumed the Chair.
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21.5.13 Request for Minister of Conservation's Consent to Easement over Recreation Reserve [PRO 62-2000-00] |
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To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement over Lots 7 and 8 Deposited Plan 492123, being part of the Alexandra Town Belt (recreation reserve). |
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Resolution Moved: Claridge Seconded: Paterson 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 over Lots 7 and 8 Deposited Plan 429123 (recreation reserve) in favour of Lot 1 Deposited Plan 27556 being the lease area occupied by Spark Trading New Zealand Limited. Carried |
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21.5.14 Request for Minister of Conservation's consent to grant easements over, and to reclassify part of, the Clyde Recreation Reserve [PRO: 63-4066 and PRO: 63-4068] |
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To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of easements over and to the reclassification of part of, the Clyde Recreation Reserve. |
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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:
1. Reclassifying part of Section 4 Block XLIX Town of Clyde (site 1) and part of Section 34 Bock IV Town of Clyde (site 2), being part of the Clyde Recreation Reserve, as Local Purpose (Pumping Station) Reserve.
2. Granting easements containing the right to convey water, wastewater, and power over Section 4 Block XLIX Town of Clyde and Section 34 Bock IV Town of Clyde (as required).
3. Grant an easement, (in gross) in favour of Central Otago District Council, containing the right to convey wastewater, over Sections 26, 27, 28, and 29 Block VII Town of Clyde Carried |
6 Mayor’s Report
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21.5.21 June Mayor's Report The Mayor provided an update on issues and events since the previous meeting. |
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Resolution Moved: Cadogan Seconded: Duncan That the Council receives the report. Carried |
Note: The meeting adjourned for lunch at 12.13 pm and reconvened at 12.50 pm.
Note: Cr Cooney assumed the Chair as Planning and Regulatory Portfolio Deputy Lead.
Note: Cr Gillespie returned to the meeting at 12.50 pm.
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21.5.11 Plan Change 17 - Operative District Plan Mapping to GIS |
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To consider a plan change to enable correction of anomalies in District Plan mapping and enable conversion to electronic format. |
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Resolution Moved: Jeffery Seconded: Duncan That the Council A. Receives the report and accepts the level of significance. B. Recommends that Plan Change 17 be notified in accordance with Clause 5 of the First Schedule to the Resource Management Act 1991 Carried |
Note: The Mayor assumed the Chair.
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21.5.12 Cromwell Menz Shed - New Lease |
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To consider granting permission to locate the Cromwell Menz Shed on a portion of the Cromwell Transfer Station and grant a lease to the Cromwell Menz Shed. |
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Resolution Moved: Calvert Seconded: McKinlay That the Council A. Receives the report and accepts the level of significance. B. Agrees to lease the proposed area to the Cromwell Menz Shed C. Agrees to a lease over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP526140. D. Authorise the Chief Executive to do all that is necessary to give effect to this resolution. Carried |
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21.5.15 Cromwell Aerodrome Licence to Occupy |
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To consider granting of new licence to occupy to the Central Lakes Equestrian Club on the Cromwell Aerodrome Reserve. |
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Resolution Moved: Cadogan Seconded: McPherson That the Council A. Receives the report and accepts the level of significance. B. Agrees to grant a new licence to occupy to the Central Lakes Equestrian Club over a reduced area of 7.3 hectares on the Cromwell Aerodrome Reserve for a period of five 5 years commencing from 1 July 2021. C. Approves that the licence will be under the same terms and conditions as the previous licence with the following amendments and additional conditions. I. Annual rental of $525 plus GST II. Remove requirement for the Club to mow Aerodrome runways in lieu of rental. III. Allowance for either party to terminate the licence to occupy with 6 months written notice. D. Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolutions. Carried with Crs Calvert, Laws and McKinlay recording their votes against the motion. |
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21.5.16 Roxburgh Aerodrome - Request for hangar site |
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To consider a request for hangar site lease at Roxburgh Aerodrome. |
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Resolution Moved: Duncan Seconded: Jeffery That the Council A. Receives the report and accepts the level of significance. B. Approves a lease for a hangar only site at Roxburgh Aerodrome to Central Heliwork Ltd for 841m2 of land described as part of Lot 3 DP 8420 situated at Teviot Road, Roxburgh. C. Authorise the Chief Executive Officer to do all that is necessary to give effect to the resolutions. Carried |
Note: Cr Gillespie left the meeting at 1.27 pm.
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21.5.17 Sensitive Expenditure Policies |
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To adopt the Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy. |
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Moved: Cadogan Seconded: Alley That the Council A. Receives the report and accepts the level of significance B. Adopts the Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy C. Resolves to amend clause 3.3 of the Elected Members Allowances and Reimbursement Policy by adding the words “and the Executive Manager – Corporate Services” to the following statement: 3.3 The process for reimbursement of claims includes the following principles: · The “one-up” principal must be applied to the maximum extent possible, in the case of the Mayor, approval is required from the Deputy Mayor and the Executive Manager – Corporate Services, and in the case of the Deputy Mayor, approval is required from the Chief Executive. Carried |
Note: Cr Gillespie returned to the meeting at 1.41 pm.
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21.5.18 Register of Delegations |
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To consider a change to the “Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer” in respect to the delegations to staff. In speaking to the report the Business Risk and Procurement Manager suggested an amendment to the third bullet point in recommendation B as follows: “…Confidential settlements, other than those which relate to employment matters, may be presented in a separate report to the Audit and Risk Committee or any other council body as appropriate”. During discussion is was agreed that the wording of that bullet point should also state shall rather than may. |
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Resolution Moved: Cadogan Seconded: McPherson That the Council A. Receives the report and accepts the level of significance. B. Approves the following change to the Register of Delegations; Replace the current paragraph in section 76 as follows: o The Chief Executive Officer may approve all unbudgeted legal claims or other proceedings, such as the authorisation to undertake settling actions and prosecutions taken against Council, where it is in the CEO’s opinion that such settlement best protects Council’s interest, up to a value of $500,000. Where claims or other legal proceedings are likely to exceed $500,000, the CEO is required to communicate with relevant elected members prior to entering into mediation.
o The Chief Executive Officer may delegate to council officers the authority to represent Central Otago District Council in legal claims or other proceedings.
o Confidential settlements, other than those which relate to employment matters, shall be presented in a separate report to the Audit and Risk Committee or any other council body as appropriate.
C. Approves the following change to the Register of Delegations Add the following to Part V – Delegations to Committees of Council – Audit and Risk Committee – Scope of Activity: Carried |
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21.5.19 Financial Reserves Policy |
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To adopt the Financial Reserves Policy. |
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Resolution Moved: Jeffery Seconded: Paterson That the Council A. Receives the report and accepts the level of significance B. Adopts the Financial Reserves Policy. Carried |
7 Reports for Information
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21.5.20 Financial Report For The Period Ending 31 March and 30 April 2021 |
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To consider the financial performance for the period ending 30 April 2021 and to receive the financial report for the period ending 31 March 2021. |
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Resolution Moved: Duncan Seconded: Alley That the report be received. Carried |
8 Status Reports
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21.5.22 June 2021 Governance Report |
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To report on items of general interest, receive minutes and updates from key organisations, consider Council’s forward work programme and the legacy and current status report updates. |
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Resolution Moved: Calvert Seconded: Alley That the Council A. Receives the report. B. Ratifies the Central Otago District Council’s submission on Supporting Sustainable Freedom Camping in Aotearoa New Zealand. C. Ratifies support for the Queenstown Lakes District Council’s remit to the Local Government New Zealand’s Annual General Meeting about a review of the accommodation supplement system zones. D. Ratifies the Central Otago District Council’s submission on minimum flow scenarios for the Manuherekia catchment to the Otago Regional Council. Carried |
9 Community Board Minutes
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21.5.23 Minutes of the Cromwell Community Board Meeting held on 18 May 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 18 May 2021 be noted. Carried |
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21.5.24 Minutes of the Vincent Community Board Meeting held on 19 May 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Vincent Community Board Meeting held on 19 May 2021 be noted. Carried |
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21.5.25 Minutes of the Maniototo Community Board Meeting held on 20 May 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 20 May 2021 be noted. Carried |
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21.5.26 Minutes of the Teviot Valley Community Board Meeting held on 20 May 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 20 May 2021 be noted. Carried |
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21.5.27 Minutes of the Vincent Community Board Meeting held on 9 June 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Vincent Community Board Meeting held on 9 June 2021 be noted. Carried |
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21.5.28 Minutes of the Cromwell Community Board Meeting held on 15 June 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 15 June 2021 be noted. Carried |
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21.5.29 Minutes of the Teviot Valley Community Board Meeting held on 17 June 2021 |
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Resolution Moved: McPherson Seconded: Claridge That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 17 June 2021 be noted. Carried |
10 Committee Minutes
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21.5.30 5 May 2021 Executive Committee Public Minutes |
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To consider the unconfirmed public minutes of the 5 May 2021 Executive Committee. |
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Resolution Moved: Cadogan Seconded: Jeffery That the unconfirmed public minutes of the Executive Meeting held on 5 May 2021 be noted. Carried |
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21.5.31 Minutes of the Audit and Risk Committee Meeting held on 4 June 2021 |
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Resolution Moved: Cadogan Seconded: Jeffery That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 4 June 2021 be noted. Carried |
11 Date of Next Meeting
The date of the next scheduled meeting is 11 August 2021.
12 Resolution to Exclude the Public
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Resolution Moved: Cadogan Seconded: McPherson 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:
Carried |
The public were excluded at 1.56pm and the meeting closed at 2.19 pm.
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21.6.1 Declarations of Interest Register
Doc ID: 547035
1. Purpose
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
Appendix 1 - Members' Interests
Register ⇩ 
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Council meeting |
11 August 2021 |
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Member’s Declared Interests |
Spouse/Partner’s Declared Interests |
Council Appointments |
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Tamah Alley |
Manuherikia
Irrigation Co-operative (shareholder) |
Manuherikia
Irrigation Co-operative Society Ltd (shareholder) |
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Tim Cadogan |
Alexandra
Musical Society (member) |
Two Paddocks
(employee) |
Airport
Reference Group |
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Shirley Calvert |
Central
Otago Health Services Ltd (Employee) |
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Central Otago Wilding Conifer Group |
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Lynley Claridge |
Affinity
Funerals (Director) |
Affinity Funerals (Shareholder) |
Alexandra Council for Social Services |
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Ian Cooney |
Castlewood Nursing Home (Employee) |
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Omakau
Recreation Reserve Committee |
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Stuart Duncan |
Penvose
Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) |
Penvose
Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) |
Otago
Regional Transport Committee |
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Neil Gillespie |
Contact
Energy (Specialist - Community Relations and Environment) |
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Lowburn Hall
Committee |
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Stephen Jeffery |
G & S
Smith family Trust (Trustee) |
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Cheryl Laws |
The Message (Director) |
Otago
Regional Council (Deputy Chair) |
Cromwell
Resource Centre |
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Nigel McKinlay |
Transition
To Work Trust (Board member) |
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Martin McPherson |
Alexandra Blossom Festival |
CODC
(employee) |
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Tracy Paterson |
Matakanui
Station (Director and shareholder) |
Matakanui
Station (director and shareholder) |
Central
Otago Health Inc |
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21.6.2 Draft Vincent Spatial Plan Engagement Document
Doc ID: 545136
1. Purpose of Report
To consider and approve the Vincent Spatial Plan preferred option engagement document for release.
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That the Council A. Receives the report and accepts the level of significance. B. Approves the draft Vincent Spatial Plan preferred option. C. Directs staff to develop a preferred option engagement document for release to stakeholders
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2. Background
The Vincent Spatial Plan will highlight areas of potential growth and change; guide local, regional and central government investment decisions; and identify key issues for the Vincent Ward and the priorities needed to address these.
The spatial plan is an evidence-based, future-focused strategy outlining a spatial vision and direction for the next 30 years and beyond. It allows us to consider growth before it happens and identify key improvements that could be made.
Creating a spatial plan is a collaboration between Council, the community and key stakeholders. Its development relies on key planning principles relating to our environment, the character of our place, how we manage growth, accessibility, housing choice and infrastructure.
The Vincent Spatial Plan project was initiated by the preparation of an Establishment Report, (attached as Appendix 1), and approval given by Council on 11 March 2020 to develop a Spatial Plan for the Alexandra Basin.
Alexandra, Clyde and the surrounding area was identified as experiencing growth resulting in increased high demand for housing, increased prices and affordability issues for some. In the rural area, growth pressures for housing development can compete for productive land resource and result in reverse sensitivity effects. Omakau and Ophir were also identified as experiencing growth pressure with lack of land available for future development.
Planning for future infrastructure capacity is integral to planning for growth. While the provision of infrastructure enables development, it is necessary to ensure growth is accommodated in an integrated and sustainable manner.
An initial survey, public drop-ins and workshops were held to understand what’s important to communities/stakeholders and to assist in the development of the shortlisted options for Alexandra, Clyde, Omakau and Ophir.
The shortlisted spatial plan options were released for community feedback from December 2020 until mid-February 2021. Feedback was received on the three possible future planning options for Alexandra and Clyde, and a concept plan for Omakau and Ophir.
Engagement during this period included a static display and drop-in sessions at the Alexandra Library, engagement with students at Dunstan High School, drop ins at the District Club, the Friday Food Market and a stall at the Central Otago A&P Show in Omakau, along with direct engagement with key stakeholders (Aukaha, Public Health South, Waka Kotahi NZ Transport Agency and Otago Regional Council).
The options and feedback from the community were also workshopped with the Vincent Community Board with their feedback incorporated into the preferred option.
3. Discussion
The preferred option was developed based on community feedback, technical expertise and stakeholder engagement/feedback and represents a managed approach to growth over the next 30 years. Implementation of the proposed changes to zoning will be staged rather than a release of all land development opportunities that may result in inefficient development patterns that are difficult to service in terms of infrastructure.
The preferred option has been prepared (refer Appendix 2).
The key features of the preferred options are outlined below:
Alexandra-Clyde
The Spatial Plan will see growth managed through the infilling of existing residential zoned land around the town centres; well-defined areas of greenfield expansion along the edges of each town; and infilling of rural-residential land available between Alexandra and Clyde.
Through this growth approach, the Spatial Plan will provide a complementary mix of land uses and carefully manage any potential conflicts between zones. It also provides a diverse range of housing types to meet the housing needs of the future and support the vibrancy of the centres. It does this by creating a transition from medium density residential through to rural lifestyle within clear urban boundaries, while protecting potential productive land around it.
The provision of green and blue networks to facilitate both recreation and commuter non-vehicular options is also identified and opportunities for enhancing this created.
Alexandra
The managed growth of Alexandra progressively consolidates and expands northwards from the town centre at the confluence of the Mata-au / Clutha and Manuherekia Rivers and its Alexandra Bridge gateway. Its existing urban grid structure and relatively flat river terraces are highly adaptable to more intensive infill opportunities. There are also clear urban boundaries that comprehensive greenfield development can occur within, including the two river corridors, Alexandra Golf Course, and the proposed amenity buffer along the steep terrace embankment on the town’s eastern edge.
Clyde
The managed growth of Clyde progressively consolidates through the inclusion of medium density residential zoning and expands southwards from the historic town centre near the Clyde Dam and Clyde Bridge gateways. Its existing urban grid structure and relatively flat river terrace are highly adaptable to more intensive infill opportunities near the town centre. There are also clear urban boundaries that comprehensive greenfield development can occur within, including the Mata-au / Clutha River, Waikerekeri Creek and Clyde Town Belt reserve.
Omakau/Ophir
While the spatial plan provides for some population growth in Omakau/Ophir, indications are that there will not be significant growth in these places. Growth in Omakau is focused around existing corridors that already have good road connections and access to infrastructure.
Growth along Racecourse Road supports the existing town centre, integrates with the Otago Rail Trail and links to Omakau School.
Ophir has constraints on expansion such as flooding risk, and thus is not proposed to expand to the same level as Omakau. The Spatial Plan expands the heritage precinct to include the entire residential area to help maintain and protect the town’s character.
A network of open spaces along waterways with connecting tracks and pathways would provide opportunities to continue enhancing informal recreational opportunities for both settlements (such as walking and cycling).
4. Options
Option 1 – (Recommended)
Approve the release of the Vincent Spatial Plan preferred option engagement document for community feedback.
Advantages:
· The community will have the opportunity to consider the preferred option and provide feedback prior to the Spatial Plan being adopted by Council.
· Ensures all relevant options are considered and confirmed in development of the Spatial Plan.
Disadvantages:
· Slight delay of the adoption of the Spatial Plan.
Option 2
Approve the release of the Vincent Spatial Plan preferred option engagement document for community feedback, subject to amendments made by Council.
Advantages:
· The community will have the opportunity to consider the preferred option and provide feedback prior to the Spatial Plan being adopted by Council.
· Ensures all relevant options are considered and confirmed in development of the Spatial Plan.
Disadvantages:
· Depending on the extent of any proposed changes, the release of the document and the Spatial Plan will be delayed.
Option 3
Do not approve the release of the Vincent Spatial Plan preferred option engagement document.
Advantages:
· No apparent advantages.
Disadvantages:
· Community disappointment - the expectation is that the preferred option will be released following the engagement on the shortlisted for community feedback.
· Delay to the adoption of the Spatial Plan.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by providing the opportunity for the community to provide feedback on the preferred option.
This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing for future growth in a strategic way.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
No – engagement on the preferred option is identified in the project plan and budgeted for.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The outcome of the Vincent Spatial Plan will inform a review of the operative District Plan.
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Considerations as to sustainability, the environment and climate change impacts |
Spatial planning processes promote best practice in terms of sustainable land use development.
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Risks Analysis |
There are minimal risks associated with the release of the preferred option engagement document. Any feedback received will inform the final option. |
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Significance, Consultation and Engagement (internal and external) |
D The Vincent Spatial Plan is a significant piece of work that will inform future District Plan changes and infrastructure planning and provide for the future social, economic, environmental or cultural wellbeing of the community.
The decision to release the preferred option developed through extensive engagement with the community and key stakeholders will enable parties to provide further feedback which will in turn result in a better end product. |
6. Next Steps
If approved by Council, the preferred option engagement document will be developed and released for feedback to the community and key stakeholders by Monday 16th August 2021.
Appendix 1 - Vincent Spatial Plan
Establishment Report ⇩
Appendix 2 - Draft Preferred
Option Vincent Spatial Plans ⇩
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Report author: |
Reviewed and authorised by: |
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Ann Rodgers |
David Campbell |
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Principal Policy Planner |
Acting Executive Manager - Planning and Environment |
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28/07/2021 |
28/07/2021 |
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21.6.3 Central Otago District Council Submission on Proposed Otago Regional Policy Statement
Doc ID: 545137
1. Purpose of Report
To consider and endorse Council’s submission on the Proposed Otago Regional Policy Statement.
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That the Council A. Receives the report and accepts the level of significance. B. Approves the lodging of the submission on the Proposed Otago Regional Policy Statement on behalf of the Central Otago District Council. C. Directs staff to finalise the submission and lodge with the Otago Regional Council. |
2. Background
The Resource Management Act 1991 (RMA) is the primary resource management statute in New Zealand and sets out the related responsibilities and powers of national, regional, and city/district government.
The RMA requires regional councils to have a regional policy statement (RPS) prepared in accordance with the process set out in Schedule 1. The purpose of the RPS is to provide an overview of the specific resource management issues for the region and establish policies and methods to achieve the integrated management of both the natural and physical resources of the region.
The RPS is required to give effect to national direction, including National Environmental Standards (NES), National Policy Statements (NPS), the New Zealand Coastal Policy Statement (NZCPS) and be written to comply with the National Planning Standards. There is no discretion in terms of implementation of the national direction for local government.
The RPS sets out requirements that regional plans, district plans, and regional coastal plans must give effect to.
Otago currently has two RPSs that territorial authorities are required to comply with through district plans. There is the partially operative RPS (15 March 2021) and the proposed RPS (2021). The partially operative RPS will be replaced by the proposed RPS over time.
The proposed RPS was notified by Otago Regional Council on 26 June 2021 and submissions on the proposed RPS close on Friday 4 September 2021.
3. Discussion
The proposed RPS identifies significant resource management issues for the region, resource management issues of significance to iwi authorities and supports an integrated management approach to resource management.
Three main domains are identified in the proposed RPS:
· Air
· Coastal environment (not applicable to Central Otago District)
· Land and freshwater.
Six specific topic areas are also identified:
· Ecosystems and indigenous biodiversity
· Energy, infrastructure and transport
· Hazards and risks
· Historical and cultural values
· Natural features and landscapes
· Urban form and development
Each domain and topic contain objectives, policies, methods, explanation and reasons. The methods in particular outline what regional and territorial responsibilities are in terms of implementation.
For Central Otago there are a number of implications in terms of giving effect to the proposed RPS such as air quality (mapping of airshed areas), identification and protection of areas of indigenous biodiversity, hazard identification/mapping, landscape protection and urban development.
The approach taken by the Otago Regional Council reflects national direction and current thinking in terms of best practice/management of natural and physical resources.
In terms of the Resource Management system review currently underway, the proposed RPS will likely be the interim planning document before transitioning to regional plans signalled in the Report of the Resource Management Review Panel (the Randerson Report).
A draft submission has been prepared that is focused on the areas that are likely to impact on future development planning for Central Otago District, including implications on Council infrastructure (refer Appendix 1).
The submission does not venture into potential advocacy for other interest groups or industries.
4. Options
Option 1 – (Recommended)
Approve the draft submission on behalf of the Central Otago District Council.
Advantages:
· A submission on the proposed RPS will provide an opportunity to present evidence at a future hearing, representing Central Otago District Council interests.
· Being a party will also allow opportunities to initiate or be a party to any future appeal.
Disadvantages:
· No apparent disadvantages
Option 2
Approve the draft submission on behalf of Central Otago District Council subject to any amendments Council may wish to make.
Advantages:
· A submission on the proposed RPS will provide an opportunity to present evidence at a future hearing, representing the interests of the community.
· Being a party will also allow opportunities to initiate or be a party to any future appeal.
Disadvantages:
· No apparent disadvantages
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by providing the opportunity to provide input through the submission process and be a party to the decision making process.
This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing the opportunity to be involved in the development of the RPS.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
No – there is no cost associated with the lodging of this submission other than staff time which is already budgeted for.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The proposed RPS will have an impact on the provisions in the District Plan, which will be amended during our plan review project.
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Considerations as to sustainability, the environment and climate change impacts |
The proposed RPS addresses these matters.
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Risks Analysis |
There are no apparent risks associated with the lodging of a submission on the RPS.
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Significance, Consultation and Engagement (internal and external) |
Low to moderate. The requirement to comply with the RPS in terms of the District Plan provisions hasn’t changed, however the proposed RPS has the potential to impact on the way growth and land development occurs in the District through changes that will be required to the provisions of the District Plan.
The need to consult with public on submission does not meet the threshold.
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6. Next Steps
If approved, the draft submission will be finalised and lodged with Otago Regional Council.
Appendix 1 - Draft Submission to
the Otago Regional Policy Statement ⇩
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Report author: |
Reviewed and authorised by: |
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Ann Rodgers |
David Campbell |
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Principal Policy Planner |
Acting Executive Manager - Planning and Environment |
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28/07/2021 |
28/07/2021 |
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Central Otago District Council |
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Part 2 – Resource Management Overview |
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RPS Provision |
Submission |
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65 |
The RPS identifies significant resource management issues impacting the Otago region. These issues are considered in a ‘joined-up’ way |
Support the approach of joining-up of the issues, viewing the environment as a whole |
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73 |
SRMR-4- Poorly managed urban and residential growth affects productive land, treasured natural assets, infrastructure and community well-being. |
Support managed growth through processes involving community and key stakeholders and acknowledging |
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96 |
IM–O4 – Climate change Otago’s communities, including Kāi Tahu, understand what climate change means for their future, and climate change responses in the region, including adaptation and mitigation actions, are aligned with national level climate change responses and are recognised as integral to achieving the outcomes sought by this RPS. |
Support communities understanding and considering climate change effects to enable sustainable future planning for growth and development. |
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98 |
IM–P7 – Cross boundary management Coordinate the management of Otago’s natural and physical resources across jurisdictional boundaries and, whenever possible, between overlapping or related agency responsibilities. |
Support management of natural and physical resources in a cross jurisdictional way where possible reflecting that the resources |
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98 |
IM–P8 – Climate change impacts Recognise and provide for climate change processes and risks by identifying climate change impacts in Otago, including impacts from a te ao Māori perspective, assessing how the impacts are likely to change over time and anticipating those changes in resource management processes and decisions. |
Support communities understanding and considering climate change effects to enable sustainable future planning for growth and development. |
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98 |
IM–P9 – Community response to climate change impacts By 2030 Otago’s communities have established responses for adapting to the impacts of climate change, are adjusting their lifestyles to follow them, and are reducing their greenhouse gas emissions to achieve net-zero carbon emissions by 2050 |
Support the principle of the policy but have some concerns that the timeframes may not be achievable for some communities who may not have the resources to make the changes necessary. It is unclear how this might be achieved in practice, unless regional or national support is provided.
There will be financial implications associated with responses necessary to achieve the timeframes that may not be able to be met by communities. |
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98 |
IM–P10 – Climate change adaptation and mitigation Identify and implement climate change adaptation and mitigation methods for Otago that: (1) minimise the effects of climate change processes or risks to existing activities, (2) prioritise avoiding the establishment of new activities in areas subject to risk from the effects of climate change, unless those activities reduce, or are resilient to, those risks, and (3) provide Otago’s communities, including Kāi Tahu, with the best chance to thrive, even under the most extreme climate change scenarios. |
Support in principle but as noted in relation to IM-P9 have concerns about how achievable the timeframes for adaptation are and what the financial impacts might be on communities. |
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100 |
IM–M2 – Relationships Starting immediately, local authorities must: (1) partner with Kāi Tahu to ensure mana whenua involvement in resource management, (2) work together and with other agencies to ensure consistent implementation of the objectives, policies and methods of this RPS, and (3) consult with Otago’s communities to ensure policy frameworks adequately respond to the diverse facets of environmental, social, cultural, and economic well-being.
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Support partnering with mana whenua, consulting with communities and working with other key stakeholders. |
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100/101 |
IM–M4 – Climate change response By January 2027, local authorities (led by Otago Regional Council) must together, in partnership with Kāi Tahu and in consultation with Otago’s communities, develop climate change responses for the region that achieve climate change adaptation and mitigation, and that include: (1) identifying natural and built resources vital to environmental and community resilience and well-being,101 (2) identifying vulnerable resources and communities and developing adaptation pathways for them where possible, and (3) developing plans and agreements for implementation |
Support partnering with mana whenua, consulting with communities and working with other key stakeholders to develop climate change responses.
The timeframe may be tight given extent of change currently being faced by Local Government. Resourcing will be tight local authorities who are already under pressure from resource management and water reforms. |
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Part 3 – Domains and Topics |
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103 |
AIR–P1 – Maintain good ambient air quality Good ambient air quality is maintained across Otago by: (1) ensuring discharges to air comply with ambient air quality limits where those limits have been set, and (2) where limits have not been set, only allowing discharges to air if the adverse effects on ambient air quality are no more than minor. |
Central Otago District has towns that are identified as having poor ambient air quality and it is acknowledged that the ambient air quality in those areas is not ideal.
It is not clear whether a switch to low emission, compliant heating appliances (wood burners), will have any impact on the ambient air quality.
Central Otago experiences some of the coldest temperatures in the country during winter months requiring significant heating to maintain a healthy home environment. Electricity is expensive and subject to outages.
The low emission woodburners, are fuel efficient and cost effective to run.
The timing for phasing out of non-complying solid fuel woodburners as noted in AIR-P2 (2) has the potential to adversely affect the health of communities who may not be able to replace their heating or have an ability to fund the on-going costs of any replacements.
The Central Otago District Council would welcome the opportunity to understand whether or not the use of low emission woodburners and/or electricity will have any effect on the ambient air quality.
Residents not having access to affordable heating options during winter months will have a significant impact on the health and wellbeing of the community. |
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103 |
AIR–P2 – Improve poor ambient air quality Poor ambient air quality is improved across Otago by: (1) establishing, maintaining and enforcing plan provisions that set limits and timeframes for improving ambient air quality, including by managing the spatial distribution of activities and transport, and (2) prioritising actions to reduce PM10 and PM2.5 concentrations in polluted airsheds, including phasing out existing domestic solid fuel burning appliances and preventing any discharges from new domestic solid fuel burning appliances that do not comply with the standards set in the NESAQ |
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104 |
AIR–M1 – Review airshed boundaries …. no later than 31 December 2022, the Otago Regional Council must review existing airshed boundaries and apply to the Ministry for the Environment to gazette amended boundaries where airsheds do not account for: (1) current or anticipated areas of development, (2) weather patterns and geography, or (3) existing areas of poor air quality |
Support a review of the airshed areas in particular taking into account development areas and weather patterns, provided the review is undertaken in consultation with territorial authorities and other stakeholders.
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105 |
AIR–M3 – Territorial authorities No later than 31 December 2029, territorial authorities must prepare or amend and maintain their district plans to include provisions that direct an urban form that assists in achieving good air quality by: (1) reducing reliance on private motor vehicles and enabling the adoption of active transport, shared transport and public transport options to assist in achieving good air quality, and (2) managing the spatial distribution of activities. |
Support providing for walking and cycling connectivity and active transport options in the District Plan
Support managing spatial distribution of activities. |
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105 |
AIR–M5 – Incentives and other mechanisms In collaboration with territorial authorities, iwi authorities, key stakeholders and industry, Otago Regional Council must, on an on-going basis, use other mechanisms or incentives to assist with achieving the air quality objectives, including: (1) improving community awareness of air quality issues in Otago associated with home heating, (2) educating communities and promoting the use of alternative methods for home heating including the use of new technology (including low emission or ultra-low emission home heating appliances) and cleaner fuels or energy sources, (3) advocating, promoting and supporting upgrading Otago’s housing stock and changes to the Building Act 2004 and Building Code to require houses to create and maintain warmth more efficiently and reduce reliance on non-compliant domestic solid fuel burning appliances as described in AIR-P2, (4) advocating to energy providers to improve the resilience of electricity infrastructure so alternative sources of heating are available and reliable, (5) measures to encourage the use of active transport, shared transport and public transport over the use of private motor vehicles, and (6) providing financial incentives (such as funding schemes, subsidies or rates relief) and support to improve home heating efficiency and assist with the transition towards cleaner heating, improved energy efficiency and home insulation, including the replacement of solid fuel burners that do not comply with the NESAQ standards |
Support the use of a variety of mechanisms to improve ambient air quality. |
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126 |
LF–VM–O7 – Integrated management land and water management apply the ethic of ki uta ki tai and are managed as integrated natural resources, recognising the connections and interactions between fresh water, land and the coastal environment, and between surface water, groundwater and coastal water |
Support the concept of integrated land and water management. |
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129 |
LF–FW–O10 – Natural character The natural character of wetlands, lakes and rivers and their margins is preserved and protected from inappropriate subdivision, use and development. |
Support preservation of natural character from inappropriate development. |
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130 |
LF–FW–P8 – Identifying natural wetlands Identify and map natural wetlands that are: (1) 0.05 hectares or greater in extent, or (2) of a type that is naturally less than 0.05 hectares in extent (such as an ephemeral wetland) and known to contain threatened species. |
The identification of natural wetlands for protection is supported. Availably of suitably qualified and experienced persons and/or budget to undertake the work necessary is of concern. |
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130 |
LF–FW–P10 – Restoring natural wetlands Improve the ecosystem health, hydrological functioning, water quality and extent of natural wetlands that have been degraded or lost by requiring, where possible: (1) an increase in the extent and quality of habitat for indigenous species, (2) the restoration of hydrological processes, (3) control of pest species and vegetation clearance, and (4) the exclusion of stock. |
Restoration of natural wetlands is supported. Availably of suitably qualified and experienced persons and/or budget to undertake the work necessary is of concern. |
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132 |
LF–FW–P15 – Stormwater and wastewater discharges Minimise the adverse effects of direct and indirect discharges of stormwater and wastewater to fresh water by: (1) except as required by LF–VM–O2 and LF–VM–O4, preferring discharges of wastewater to land over discharges to water, unless adverse effects associated with a discharge to land are greater than a discharge to water, and (2) requiring: (a) all sewage, industrial or trade waste to be discharged into a reticulated wastewater system, where one is available, (b) all stormwater to be discharged into a reticulated system, where one is available, (c) implementation of methods to progressively reduce the frequency and volume of wet weather overflows and minimise the likelihood of dry weather overflows occurring for reticulated stormwater and wastewater systems, (d) on-site wastewater systems to be designed and operated in accordance with best practice standards, (e) stormwater and wastewater discharges to meet any applicable water quality standards set for FMUs and/or rohe, and (f) the use of water sensitive urban design techniques to avoid or mitigate the potential adverse effects of contaminants on receiving water bodies from the subdivision, use or development of land, wherever practicable, and (3) promoting the reticulation of stormwater and wastewater in urban areas. |
Support in principle moving towards discharge of wastewater to land rather than water, the use of water sensitive urban design techniques and reticulation of stormwater in urban areas. |
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134 |
LF–FW–M7 – District plans Territorial authorities must prepare or amend and maintain their district plans no later than 31 December 2026 to: (1) map outstanding water bodies and identify their outstanding and significant values using the information gathered by Otago Regional Council in LF–FW–M5, and (2) include provisions to avoid the adverse effects of activities on the significant and outstanding values of outstanding water bodies, (3) require, wherever practicable, the adoption of water sensitive urban design techniques when managing the subdivision, use or development of land, and (4) reduce the adverse effects of stormwater discharges by managing the subdivision, use and development of land to: (a) minimise the peak volume of stormwater needing off-site disposal and the load of contaminants carried by it, (b) minimise adverse effects on fresh water and coastal water as the ultimate receiving environments, and the capacity of the stormwater network, (c) encourage on-site storage of rainfall to detain peak stormwater flows, and (d) promote the use of permeable surfaces |
Support the principle of the method but have some concerns that the timeframes may not be achievable with current resourcing, particularly in relation to stormwater. |
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134 |
LF–LS–O11 – Land and soil The life-supporting capacity of Otago’s soil resources is safeguarded and the availability and productive capacity of highly productive land for primary production is maintained now and for future generations. |
Support objective in principle. Highly productive land should be identified at a regional level acknowledging that productivity varies depending on the land use activity. |
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138 |
LF–LS–P19 – Highly productive land Maintain the availability and productive capacity of highly productive land |
Support objective in principle. Highly productive land should be identified at a regional level. |
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139 |
LF–LS–P22 – Public access Provide for public access to and along lakes and rivers by: (1) maintaining existing public access, (2) seeking opportunities to enhance public access, including by mana whenua in their role as kaitiaki and for gathering of mahika kai, and (3) encouraging landowners to only restrict access where it is necessary to protect: (a) public health and safety, (b) significant natural areas, (c) areas of outstanding natural character, (d) outstanding natural features and landscapes, (e) places or areas with special or outstanding historic heritage values, or (f) places or areas of significance to takata whenua, including wāhi tapu and wāhi tūpuna. |
Support policy enabling public access to lakes and rivers. |
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ECO – Ecosystems and indigenous biodiversity |
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144 |
ECO–P10 – Integrated management
Implement an integrated and co-ordinated approach to managing Otago’s ecosystems and indigenous biodiversity that: (1) ensures any permitted or controlled activity in a regional or district plan rule does not compromise the achievement of ECO–O1, (2) recognises the interactions ki uta ki tai (from the mountains to the sea) between the terrestrial environment, fresh water, and the coastal marine area, including the migration of fish species between fresh and coastal waters, (3) promotes collaboration between individuals and agencies with biodiversity responsibilities, (4) supports the various statutory and non-statutory approaches adopted to manage indigenous biodiversity, (5) recognises the critical role of people and communities in actively managing the remaining indigenous biodiversity occurring on private land, and (6) adopts regulatory and non-regulatory regional pest management programmes |
Support integrated and co-ordinated approach to managing ecosystems and indigenous biodiversity and the use of statutory and non-statutory approaches to their management. |
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145 |
ECO–M1 – Statement of responsibilities
In accordance with section 62(1)(i)(iii) of the RMA 1991, the local authorities responsible for the control of land use to maintain indigenous biological diversity are: (1) the Regional Council and territorial authorities are responsible for specifying objectives, policies and methods in regional and district plans for managing the margins of wetlands, rivers and lakes, (2) the Regional Council is responsible for specifying objectives, policies and methods in regional plans: (a) in the coastal marine area, (b) in wetlands, lakes and rivers, and (c) in, on or under the beds of rivers and lakes, (3) in addition to (1), territorial authorities are responsible for specifying objectives, policies and methods in district plans outside of the areas listed in (2) above if they are not managed by the Regional Council under (4), and (4) the Regional Council may be responsible for specifying objectives, policies and methods in regional plans outside of the areas listed (1) above if: (a) the Regional Council reaches agreement with the relevant territorial authority or territorial authorities, and (b) if applicable, a transfer of powers in accordance with section 33 of the RMA 1991 occurs from the relevant territorial authority or territorial authorities to the Regional Council. |
Support in principle but lacks clarity around territorial authority responsibilities. Preference would be for areas of responsibility to be specifically identified rather than referencing areas ‘outside the areas listed’.
Concerns about resourcing and timeframes for achieving.
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145 |
ECO–M2 – Identification of significant natural areas Local authorities must: (1) in accordance with the statement of responsibilities in ECO–M1, identify the areas and values of significant natural areas as required by ECO–P2, and (2) map the areas and include the values identified under (1) in the relevant regional and district plans, (3) recognise that indigenous biodiversity spans jurisdictional boundaries by: (a) working collaboratively to ensure the areas identified by different local authorities are not artificially fragmented when identifying significant natural areas that span jurisdictional boundaries, and (b) ensuring that indigenous biodiversity is managed in accordance with this RPS, (4) require ecological assessments to be provided with applications for resource consent and notices of requirement that identify whether affected areas are significant natural areas in accordance with APP2, (5) in the following areas, prioritise identification under (1) no later than 31 December 2025: (a) intermontane basins that contain indigenous vegetation and habitats, (b) areas of dryland shrubs, (c) braided rivers, including the Makarora, Mātukituki and Lower Waitaki Rivers, (d) areas of montane tall tussock grasslands, and (e) limestone habitats |
Concerns about resourcing and timeframes. The timeframe may be tight given extent of change currently being faced by territorial authorities. Resourcing will be challenging for local authorities who are already under pressure from central government resource management and water reforms.
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146 |
ECO–M3 – Identification of taoka Local authorities must: (1) work together with mana whenua to agree a process for: (a) identifying indigenous species and ecosystems that are taoka, (b) describing the taoka identified in (1)(a), (c) mapping or describing the location of the taoka identified in (1)(a), and (d) describing the values of each taoka identified in (1)(a), and (2) notwithstanding (1), recognise that mana whenua have the right to choose not to identify taoka and to choose the level of detail at which identified taoka, or their location or values, are described, and (3) to the extent agreed by mana whenua, amend their regional and district plans to include matters (1)(b) to (1)(d) above. |
Support working with mana whenua and agreement of a process for the identification of taoka |
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147 |
ECO–M6 – Engagement
Local authorities, when implementing the policies in this chapter, will: (1) work collaboratively with other local authorities to adopt an integrated approach to managing Otago’s biodiversity across administrative boundaries, (2) engage with individuals (including landowners and land occupiers), community groups, government agencies and other organisations with a role or an interest in biodiversity management, and (3) consult directly with landowners and land occupiers whose properties potentially contain or are part of significant natural areas. |
Support collaboration with other local authorities and stakeholders |
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148 |
ECO–M7 – Monitoring Local authorities will: (1) establish long-term monitoring programmes for areas identified under ECO–P1 that measure the net loss and gain of indigenous biodiversity, (2) record information (including data) about the state of species, vegetation types and ecosystems, (3) to the extent possible, use mātauraka Māori and tikaka Māori monitoring methods, as well as scientific monitoring methods, and (4) regularly report on matters in (1) and (2) and publish these reports.
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It is not clear whether this responsibility will lie with territorial or the Regional Authority. The monitoring of ecosystems would most logically sit with Regional Council who have the technical expertise to undertake the monitoring. |
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Energy |
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EIT–EN–P6 – Managing effects Manage the adverse effects of renewable electricity generation activities by: (1) applying EIT–INF–P13, (2) having regard to: (a) the functional need to locate renewable electricity generation activities where resources are available, (b) the operational need to locate where it is possible to connect to the National Grid or electricity sub-transmission infrastructure, and (c) the extent and magnitude of adverse effects on the environment and the degree to which unavoidable adverse effects can be remedied or mitigated, or residual adverse effects are offset or compensated for; and (3) requiring consideration of alternative sites, methods and designs, and offsetting or compensation measures (in accordance with any specific requirements for their use in this RPS), where adverse effects are potentially significant or irreversible. |
Support in principle including provision for the offsetting of effects. |
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EIT–EN–P8 – Small and community scale distributed electricity generation Provide for small and community scale distributed electricity generation activities that increase the local community’s resilience and security of energy supply. |
Support in principle provision for small community scale electricity generation activities. |
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EIT–EN–M2 – District plans Territorial authorities must prepare or amend and maintain their district plans to:
(1) provide for activities associated with the investigation, identification and assessment of potential sites and energy sources for renewable electricity generation,
(2) require the prioritisation of sites for new renewable electricity generation activities where adverse effects on highly valued natural and physical resources and mana whenua values can be avoided or, at the very least, minimised,
(3) manage the adverse effects of developing or upgrading renewable electricity generation activities that: (a) are on the surface of rivers and lakes and on land outside the coastal marine area, or (b) the beds of lakes and rivers,
(4) provide for the continued operation and maintenance of renewable electricity generation activities on the surface of rivers and lakes and on land outside the coastal marine area and the beds of lakes and rivers,
(5) restrict the establishment or occurrence of activities that may adversely affect the efficient functioning of renewable electricity generation infrastructure,
(6) require the design of subdivision development to optimise solar gain, including through roading, lot size, dimensions, layout and orientation, and
(7) require design of transport infrastructure that provides for multi-modal transport options in urban and rural residential locations. |
It is not clear how prioritisation of sites for new renewable electricity might work in practice.
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Infrastructure |
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156 |
EIT–INF–O4 – Provision of infrastructure Effective, efficient and resilient infrastructure enables the people and communities of Otago to provide for their social and cultural well-being, their health and safety, and supports sustainable economic development and growth within the region within environmental limits. |
Supports providing for efficient and resilient infrastructure. |
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156 |
EIT–INF–O5 – Integration Development of nationally and regionally significant infrastructure, as well as land use change, occurs in a co-ordinated manner to minimise adverse effects on the environment and increase efficiency in the delivery, operation and use of the infrastructure. |
It is not clear what is meant by nationally and regionally significant infrastructure. |
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EIT–INF–O6 – Long-term planning for electricity transmission infrastructure
Long-term investment in, and planning for, electricity transmission infrastructure, and its integration with land use, is sustained. |
It is not clear what is meant by this objective. |
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EIT–INF–P13 – Locating and managing effects of infrastructure
When providing for new infrastructure outside the coastal environment: (1) avoid, as the first priority, locating infrastructure in all of the following: (a) significant natural areas, (b) outstanding natural features and landscapes, (c) natural wetlands, (d) outstanding water bodies, (e) areas of high or outstanding natural character, (f) areas or places of significant or outstanding historic heritage, (g)wāhi tapu, wāhi taoka, and areas with protected customary rights, and (h) areas of high recreational and high amenity value, and (2) if it is not possible to avoid locating in the areas listed in (1) above because of the functional or operational needs of the infrastructure manage adverse effects as follows: (a) for nationally or regionally significant infrastructure: (i) in significant natural areas, in accordance with ECO–P4, (ii) in natural wetlands, in accordance with the relevant provisions in the NESF, (iii) in outstanding water bodies, in accordance with LF–P12, (iv) in other areas listed in EIT–INF–P13 (1) above, minimise the adverse effects of the infrastructure on the values that contribute to the area’s importance, and (b) for all infrastructure that is not nationally or regionally significant, avoid adverse effects on the values that contribute to the area’s outstanding nature or significance. |
Support avoidance of new infrastructure in areas with high ecological, cultural, heritage landscape and amenity values.
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Transport |
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161 |
EIT–TRAN–O7 – Effective, efficient, and safe transport Otago has an integrated air, land and sea transport network that: (1) is effective, efficient and safe, (2) connects communities and their activities within Otago, with other regions, and internationally, and (3) is resilient to natural hazard |
Support development of an integrated transport network for the region that connects communities and is resilient in terms of natural hazard risks. |
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161 |
EIT–TRAN–O8 – Transport system The transport system within Otago supports the movement of people, goods and services, is integrated with land use, provides a choice of transport modes and is adaptable to changes in demand. |
Support |
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EIT–TRAN–O9 – Effects of the transport system The contribution of transport to Otago’s greenhouse gas emissions is reduced and communities are less reliant on fossil fuels for transportation. |
Support in principle but the viability of alternative forms of transport may be challenging for some communities.
Support providing for increased opportunities for passive transport including requiring new developments to specifically provide for connectivity and opportunities for walking and cycling within new developments. |
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161 |
Policies EIT–TRAN–P18 – Integration of the transport system The transport system contributes to the social, cultural and economic well-being of the people of Otago through: (1) integration with land use activities and across transport modes, and (2) provision of transport infrastructure that enables service delivery as demand requires. |
Support providing for a range of transport modes |
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161 |
EIT–TRAN–P20 – Public transport Plans and proposals for maintenance and development of the transport system enhance the uptake of public transport by: (1) providing safe and reliable alternatives to private vehicle transport, (2) including measures to ensure pedestrian and cyclist safety and amenity, and (3) taking into consideration the accessibility needs of the community |
Support in principal but not sure how a viable a public transport system might be or how it might work in parts of Central Otago, given the population base. |
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163 |
EIT–TRAN–M8 – District plans Territorial authorities must prepare or amend and maintain their district plans to: (1) require a strategic approach to the integration of the transport system with land uses and between modes, (2) require high trip generating activities to be integrated with public transport services and provide for safe pedestrian and cycling access, (3) include subdivision and infrastructure design standards to minimise private vehicle use, enable public transport networks to operate and recognise the accessibility needs of the community, including the mobility impaired, the elderly and children, (4) restrict or prevent the establishment or expansion of activities adjacent to transport infrastructure that may compromise the operation or safety of the transport system, (5) provide for the establishment of transport infrastructure that supports modes of transport that are not reliant on fossil fuels……
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Support District Plans requiring integration of the transport system and including performance standards that minimise vehicle use and provide for accessibility needs of communities.
There is currently no public transport in the Central Otago District, and in the short to medium term it is unlikely that an effective and efficient system will be in place. The requirement that high trip generating activities integrate with public transport services that don’t exist cannot be met. |
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Hazards and Risks |
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165 |
HAZ–NH–O1 – Natural hazards Levels of risk to people, communities and property from natural hazards within Otago do not exceed a tolerable level |
Need clarity regarding what a ‘tolerable level’ means in the context of hazards? How will that be measured and what are the criteria for determining what might be tolerable? |
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165 |
HAZ–NH–O2 – Adaption Otago’s people, property and communities are prepared for and able to adapt to the effects of natural hazards, including climate change |
Support in principle– for natural hazards needs to be based on data that reflects actual risks at land use level. |
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165 |
HAZ–NH–P1 – Identifying areas subject to natural hazards Identify areas where natural hazards may adversely affect Otago’s people, communities and property by assessing: (1) the hazard type and characteristics, (2) multiple and cascading hazards, where present, (3) any cumulative effects, (4) any effects of climate change, (5) likelihood, using the best available information, and (6) any other exacerbating factors. |
Support in principle. Would seem appropriate that this would be undertaken at a regional level. |
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HAZ–NH–P2 – Risk assessments Assess the level of natural hazard risk by determining a range of natural hazard event scenarios and their potential consequences in accordance with the criteria set out within APP6 |
Who will undertake this assessment? Would seem appropriate that this would be undertaken at a regional level. |
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169 |
HAZ–NH–M4 – District plans Territorial authorities must prepare or amend and maintain their district plans to: (1) achieve policies HAZ–NH–P2 to HAZ–NH–P6 and APP6 on land outside the coastal marine area, beds of lakes and rivers, and wetlands by managing the location, scale and density of activities that may be subject to natural hazard risk, (2) require implementation of natural hazard risk reduction measures, including to existing activities in accordance with HAZ–NH–P4, (3) protect the role of natural or modified features and systems that provide mitigation from the adverse effects of natural hazards in accordance with HAZ–NH–P6, (4) provide for hard protection structures in accordance with HAZ–NH–P7, (5) provide for the functional needs of hazard mitigation measures, lifeline utilities, and essential or emergency services in accordance with HAZ–NH–P8 and HAZ–NH–P9, (6) include provisions that require decision makers to apply the precautionary approach set out in HAZ–NH–P5 when considering applications for resource consent for activities that will change the use of land and which may increase the risk from natural hazards within areas subject to natural hazard risk that is uncertain or unknown, but potentially significant or irreversible, and (7) require a natural hazard risk assessment be undertaken where an activity requires a plan change or resource consent to change the use of land which will increase the risk from natural hazards within areas subject to natural hazards, and where the application is lodged prior to the natural hazard risk assessment required by HAZ–NH–M2(1) being completed, the natural hazard risk assessment must include: (a) an assessment of the level of natural hazard risk associated with the proposal in accordance with APP6, and (b) an assessment demonstrating how the proposal will achieve the outcomes set out in Policies HAZ–NH–P3 and HAZ–NH–P4. |
The hazard information should be produced by the Otago Regional Council and adjoining regional authorities and made available to District Councils for inclusion in District Plans |
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Contaminated Land |
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173 |
HAZ–CL–O3 – Contaminated land Contaminated land and waste materials are managed to protect human health, mana whenua values and the environment in Otago |
Support careful management of contaminated land. |
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HAZ–CL–P15 – New contaminated land Avoid the creation of new contaminated land or, where this is not practicable, minimise adverse effects on the environment and mana whenua values.
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Support avoiding the creation of new contaminated land sites. |
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Heritage and Cultural Values |
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176 |
HCV–WT–M2 – Regional and district plans Local authorities must prepare or amend and maintain their regional and district plans to include methods that are in accordance with tikaka to: (1) control activities in, or adjacent to, wāhi tūpuna sites and areas, (2) require cultural impact assessments where activities have the potential to adversely affect wāhi tūpuna, (3) require including conditions on resource consents or designations to provide buffers or setbacks between wāhi tūpuna and incompatible activities, (4) require including accidental discovery protocols as conditions on resource consents or designations for activities that may unearth archaeological sites, and (5) maintain existing access to identified wāhi tūpuna sites and areas and promote improved access where practicable |
Support |
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176 |
HCV–WT–M3 – Collaboration with Kāi Tahu Local authorities must include Kāi Tahu in all decision-making concerning protection of the values of wāhi tūpuna sites and areas and collaborate with Kāi Tahu to: (1) identify and protect places, areas or landscapes of cultural, spiritual or traditional significance to them, (2) identify and protect the values that contribute to their significance, and (3) share information relevant to Kāi Tahu interests. |
Support collaboration with Kāi Tahu in all decision making concerning the protection of wāhi tupuna. |
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178 |
HCV–WT–O1 – Kāi Tahu cultural landscapes Wāhi tūpuna and their associated cultural values are identified and protected. |
Support identification and protection of wāhi tupuna |
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178 |
HCV–HH–O3 – Historic heritage resources Otago’s unique historic heritage contributes to the region’s character, sense of identity, and social, cultural and economic well-being, and is preserved for future generations. |
Support preservation of historic heritage for future generations. |
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178 |
HCV–HH–P3 – Recognising historic heritage Recognise that Otago’s historic heritage includes: (1) Māori cultural and historic heritage values, (2) archaeological sites, (3) residential and commercial buildings, (4) pastoral sites, (5) surveying equipment, communications and transport, including roads, bridges and routes, (6) industrial historic heritage, including mills and brickworks, (7) gold and other mining systems and settlements, (8) dredge and ship wrecks, (9) ruins, (10) coastal historic heritage, particularly Kāi Tahu occupation sites and those associated with early European activities such as whaling, (11) memorials, and (12) trees and vegetation |
Support recognition of the rich heritage in Otago |
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178 |
HCV–HH–P4 – Identifying historic heritage Identify the places and areas of historic heritage in Otago in accordance with APP8 and categorise them as: (1) places and areas with special or outstanding historic heritage values or qualities, or (2) places and areas with historic heritage values or qualities. |
Support identification of historic heritage in Otago |
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179 |
HCV–HH–P5 – Managing historic heritage Protect historic heritage by: (1) requiring the use of accidental discovery protocols, (2) avoiding adverse effects on areas or places with special or outstanding historic heritage values or qualities, (3) avoiding significant adverse effects on areas or places with historic heritage values or qualities, (4) avoiding, as the first priority, other adverse effects on areas or places with historic heritage values or qualities, (5) where adverse effects demonstrably cannot be completely avoided, remedying or mitigating them, and (6) recognising that for infrastructure, EIT–INF–P13 applies instead of HCV–HH–P5(1) to (5). |
Support protection of historic heritage in Otago |
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179 |
HCV–HH–P6 – Enhancing historic heritage Enhance places and areas of historic heritage wherever possible through the implementation of plan provisions, decisions on applications for resource consent and notices of requirement and non-regulatory methods. |
Support use of non-regulatory methods to enhance historic heritage |
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181 |
HCV–HH–M5 – District Plans Territorial authorities must prepare or amend and maintain their district plans to the extent necessary to: (1) identify places and areas with historic heritage in accordance with HCV-HH-P4 that are located outside the beds of lakes and rivers, wetlands and the coastal marine area, (2) control the following where they may adversely affect historic heritage: (a) the location, intensity and form of subdivision, (b) the character, location, scale and form of activities (including structures) outside the beds of lakes and rivers and the coastal marine area, (c) the location and scale of earthworks and indigenous vegetation removal outside the beds of lakes and rivers and the coastal marine area, (d) the disturbance, demolition or alteration of physical elements or structures with special or outstanding historic heritage value or qualities outside the coastal marine area, beds of lakes and rivers, (3) include implementation methods to protect historic heritage places and areas required by HCV– HH–P5, and may also include: (a) assessment criteria, development standards or thresholds to control the scale, intensity, form and location of activities (including for the purposes of controlling cumulative adverse effects), (b) conditions on resource consents and designations to provide buffers or setbacks between historic heritage places or areas and other incompatible activity, (c) accidental discovery protocols as conditions on resource consents for earthworks or other activities that may unearth archaeological features, (d) providing for activities seeking to retain historic heritage places, areas or landscapes, including adaptive reuse, maintenance and seismic strengthening, (e) including heritage alert layers in plans to inform the public about areas where there is a high probability of the presence of heritage values, particularly archaeological values, and (4) require the use of accidental discovery protocols as conditions on resource consents and designations for earthworks or other activities that may unearth archaeological features. |
Support development of controls in district plans to manage the effects of subdivision and land use on historic heritage in terms of scale, location, character and demolition.
Support requirement for accidental discovery protocols. |
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Natural features and landscapes |
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182 |
NFL–P1 – Identification In order to manage outstanding and highly valued natural features and landscapes, identify: (1) the areas and values of outstanding and highly valued natural features and landscapes in accordance with APP9, and (2) the capacity of those natural features and landscapes to accommodate use or development while protecting the values that contribute to the natural feature and landscape being considered outstanding or highly valued. |
Support in principle the identification of outstanding natural features and landscapes and the assessment of the carrying capacity in terms of use or development.
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NFL–M1 – Identification Territorial authorities must: (1) include in their district plans a map or maps and a statement of the values of the areas of outstanding and highly valued natural features and landscapes in accordance with NFL–P1, (2) include in their district plans a statement of the capacity of outstanding and highly valued natural features and landscapes to accommodate change in use and development without their values being materially compromised or lost, in accordance with NFL–P1, (3) recognise that natural features and landscapes may span jurisdictional boundaries and work together, including with the Regional Council, to identify areas under (1) to ensure that the identification of natural features and landscapes are treated uniformly across district boundaries, and (4) prioritise identification under (1) in areas that are likely to contain outstanding natural features or landscapes and are likely to face development or growth pressure over the life of this RPS. |
Support in principal inclusion of carrying capacity of outstanding natural features.
Support territorial and regional authority working together to identify when they may cross jurisdictional boundaries. |
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Urban form and development |
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186 |
UFD–O2 – Development of urban areas The development and change of Otago’s urban areas: (1) improves housing choice, quality, and affordability, (2) allows business and other non-residential activities to meet the needs of communities in appropriate locations, (3) respects and wherever possible enhances the area’s history, setting, and natural and built environment, (4) delivers good urban design outcomes, and improves liveability, (5) improves connectivity within urban areas, particularly by active transport and public transport, (6) minimises conflict between incompatible activities, (7) manages the exposure of risk from natural hazards in accordance with the HAZ–NH – Natural hazards section of this RPS, (8) results in sustainable and efficient use of water, energy, land, and infrastructure, (9) achieves integration of land use with existing and planned development infrastructure and additional infrastructure and facilitates the safe and efficient ongoing use of regionally significant infrastructure, (10) achieves consolidated, well designed and located, and sustainable development in and around existing urban areas as the primary focus for accommodating the region’s urban growth and change, and (11) is guided by the input and involvement of mana whenua. |
Support objective and approach to development in urban areas. |
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187 |
UFD–P1 – Strategic planning Strategic planning processes, undertaken at an appropriate scale and detail, precede urban growth and development and: (1) ensure integration of land use and infrastructure, including how, where and when necessary development infrastructure and additional infrastructure will be provided, and by whom, (2) demonstrate at least sufficient development capacity supported by integrated infrastructure provision for Otago’s housing and business needs in the short, medium and long term, (3) maximise current and future opportunities for increasing resilience, and facilitating adaptation to changing demand, needs, preferences and climate change, (4) minimise risks from and improve resilience to natural hazards, including those exacerbated by climate change, while not increasing risk for other development, (5) indicate how connectivity will be improved and connections will be provided within urban areas, (6) provide opportunities for iwi, hapū and whānau involvement in planning processes, including in decision making, to ensure provision is made for their needs and aspirations, and cultural practices and values, (7) facilitate involvement of the current community and respond to the reasonably foreseeable needs of future communities, and (8) identify, maintain and where possible, enhance important features and values identified by this RPS. |
Support the use of strategic planning processes to plan for future growth. |
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21.6.4 Cromwell Bike Park Shelter Construction
Doc ID: 541752
1. Purpose of Report
To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, permission for the Cromwell Bike Park Incorporated to construct a shelter over the existing starting ramps at the facility on the Neplusultra Recreation Reserve.
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That the Council A. Receives the report and accepts the level of significance. B. Agrees to consent (under delegated authority), on behalf of the Minister of Conservation to Council granting approval for the Cromwell Bike Park to erect a shelter over the existing starting ramps subject to necessary consents being sought as per Clause 7.2 of the lease.
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2. Background
At their meeting of 15 June 2021, the Cromwell Community Board (the Board) considered a request for the Cromwell Bike Park Incorporated who hold a lease that covers an area of 1.0 ha (more or less) of the Neplusultra Recreation Reserve, being part of Lots 1 and 2 Deposited Plan 19357 to erect a shelter over the existing starting ramps.
A copy of the report to the Board dated 15 June 2021 is attached as Appendix 1.
On consideration the Board resolved (Resolution 21.5.3) as follows:
Approves the Cromwell Bike Park erecting a shelter over the existing starting ramps subject to necessary consents being sought and approved, and subject to the Minister of Conservation’s consent as per Clause 7.2 of the lease.
3. Discussion
The lease between Central Otago District Council and the Cromwell Bike Park Incorporated includes the following clauses:
7.2
That with the exception of any buildings, structures or improvements associated with and necessary for the use of the land for the purposes specified in clause 11 the Lessee shall not erect any buildings on that land without prior consent in writing of the Lessor and the Minister and the Lessee shall not alter, replace or paint any building or erect, alter, replace or paint any fence or other structure on the land without first obtaining the written approval of the Lessor and for the purposes shall supply sufficient plans and specifications and colour schemes for all proposed works.
11.1
THE Lessee shall not carry on any business or activity on the land other than the permitted use specified in the First Schedule. The Lessee shall comply with any statutes, regulations, ordinances or bylaws applicable thereto and shall conduct all operations in a proper and efficient manner so as to provide a bona fide service to the public to the satisfaction of the Lesser.
Minister of Conservation’s Consent
Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting permission to erect structures or buildings over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.
Pursuant to section 10 of the Act, and in accordance with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.
4. Options
Option 1 – (Recommended)
To grant consent (under delegated authority), on behalf of the Minister of Conservation
to the Cromwell Bike Park Incorporated to erect a shelter over the existing starting ramp in the area identified as per Appendix 2.
Advantages:
· It is consistent with the current usage of the site and enhances its amenity.
· Provides an all-weather shelter.
· Recognises that due process has been followed.
Disadvantages:
· There may be some minor visual impacts.
Option 2
To not grant consent (under delegated authority), on behalf of the Minister of Conservation
to the Cromwell Bike Park Incorporated to erect a shelter over the existing starting ramp in the area. Appendix 2.
Advantages:
· None.
Disadvantages:
· Does not provide an all-weather shelter.
· Limits the usage for national events.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
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. |
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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.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes, consistent with the Neplusultra Recreation Reserve Management Plan by encouraging the facilitation of the reserve for recreation and sporting purposes for the welfare and enjoyment of the public.
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Considerations as to sustainability, the environment and climate change impacts |
No sustainability, environmental or climate change impacts are related to the decision as consenting the shelter will have no material effect on the land.
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Risks Analysis |
The necessary building consent to erect the shelter could fail to meet the Building Code. In this case, however, the shelter design could be modified to meet consenting requirements.
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Significance, Consultation and Engagement (internal and external) |
The decision is not considered significant with regard to the Significance and Engagement Policy. Firstly, it fits within the existing Neplusultra Street Reserve Management Plan. Secondly, a good understanding of the views of the persons likely to be affected by the matter has been gained through consulting with the site’s neighbours, who are not opposed to the shelter construction.
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6. Next Steps
1. Community Board Approval 09 June 2021
2. Consent on behalf of the Minister of Conservation 11 August 2021
3. Applicant advised of outcome Mid-August 2021
Appendix 1 - Cromwell Community
Board Report - 15 Jun 2021 ⇩
Appendix 2 - Bike Shelter
Conceptual Plans ⇩
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Report author: |
Reviewed and authorised by: |
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Debbie Shaw |
David Campbell |
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Property and Facilities Officer (Cromwell) |
Acting Executive Manager - Planning and Environment |
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27/07/2021 |
27/07/2021 |
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11 August 2021 |
21.5.3 Cromwell Bike Park Shelter Construction
Doc ID: 532026
1. Purpose of Report
To consider a request from the Cromwell Bike Park Incorporated to the construct a shelter over the existing starting ramps at the facility on the Neplusultra Recreation Reserve.
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Recommendations That the Cromwell Community Board A. Receives the report and accepts the level of significance. B. Approves the Cromwell Bike Park erecting a shelter over the existing starting ramps subject to necessary consents being sought and approved, and subject to the Minister of Conservation’s consent as per Clause 7.2 of the lease. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.
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2. Background
The Cromwell Bike Park lease covers an area of about 1.0 ha of the Neplusultra Recreation Reserve. It is described as being part of Lots 1 and 2 Deposited Plan 19357.
The lease approves the use of the area as a bike park, incorporating a BMX track, learn to ride track, pump track and jump park.
An overview of the lease terms are as follows:
Commencement Date: 1 July 2013
Term: Five (5) years
Rights of Renewal: One further term of five (5) years
Final Expiry Date: 30 June 2023
Annual Rent: One (1) dollar per annum if demanded
3. Discussion
Cromwell Bike Park Incorporated are seeking Board approval to erect a shelter over the existing starting block position. The cost of this is being sponsored by James Dodd, of Wide Span Sheds.
Erecting the shelter is consistent with the Neplusultra Recreation Reserve Management Plan in that it encourages the facilitation of the reserve for recreation and sporting purposes for the welfare and enjoyment of the public.
The addition of a shelter to the Cromwell Bike Park will enhance the site’s usage amenity. The shelter would provide protection to event participants in inclement weather, and as a result Cromwell Bike Park could be looked upon more favourably as a venue for holding national or other major events.
Neighbours have been consulted and are not opposed to the shelter’s construction.
Below is a concept illustration:
The lease between Central Otago District Council and the Cromwell Bike Park Incorporated includes the following clauses regarding the erection of structures:
7.2
That with the exception of any buildings, structures or improvements associated with and necessary for the use of the land for the purposes specified in clause 11 the Lessee shall not erect any buildings on that land without prior consent in writing of the Lessor and the Minister and the Lessee shall not alter, replace or paint any building or erect, alter, replace or paint any fence or other structure on the land without first obtaining the written approval of the Lessor and for the purposes shall supply sufficient plans and specifications and colour schemes for all proposed works.
11.1
THE Lessee shall not carry on any business or activity on the land other than the permitted use specified in the First Schedule. The Lessee shall comply with any statutes, regulations, ordinances or bylaws applicable thereto and shall conduct all operations in a proper and efficient manner so as to provide a bona fide service to the public to the satisfaction of the Lesser.
As such, the Cromwell Community Board’s permission is being requested to erect the proposed shelter. The Minister of Conservation’s consent can then be sought.
4. Options
Option 1 – (Recommended)
Approve the Cromwell Bike Park erecting a shelter over the existing starting ramps subject to necessary consents being sought and approved, and subject to the Minister of Conservation’s consent as per Clause 7.2 of the lease.
Advantages:
· It is consistent with the current usage of the site and enhances its amenity.
· The Cromwell Bike Park could be looked upon more favourably as a venue for holding national or other major events.
· Provides an all-weather shelter.
Disadvantages:
· There may be some minor visual impacts.
Option 2
To not grant permission for the Cromwell Bike Park to erect the shelter over the starting blocks.
Advantages:
· None.
Disadvantages:
· Does not enhance the amenity of this site.
· The Cromwell Bike Park would be unable to provide an all-weather track for national or other major events.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social wellbeing of communities, in the present and for the future by providing an upgrade of a sporting facility for the physical welfare and enjoyment of the public.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
There are no financial implications to the Board as all costs are being covered by the applicant.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes, consistent with the Neplusultra Recreation Reserve Management Plan by encouraging the facilitation of the reserve for recreation and sporting purposes for the welfare and enjoyment of the public.
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Considerations as to sustainability, the environment and climate change impacts |
None
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Risks Analysis |
The necessary building consent to erect the shelter could be declined. In this case, however, the shelter design could be modified to meet consenting requirements.
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Significance, Consultation and Engagement (internal and external) |
The decision is not considered significant with regard to the Significance and Engagement Policy. Firstly, it fits within the existing Neplusultra Street Reserve Management Plan. Secondly, a good understanding of the views of the persons likely to be affected by the matter has been gained through consulting with the site’s neighbours, who are not opposed to the shelter’s construction.
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6. Next Steps
Advise Cromwell Bike Park Incorporated of the Board’s Resolution
Seek the Minister of Conservation’s consent
Advise Cromwell Bike Park Incorporated of outcome
7. Attachments
Nil
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Report author: |
Reviewed and authorised by: |
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Debbie Shaw |
Louise van der Voort |
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Property and Facilities Officer (Cromwell) |
Executive Manager - Planning and Environment |
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31/05/2021 |
8/06/2021 |
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21.6.5 Request for approval to locate a Container at Cromwell Golf Club
Doc ID: 544187
1. Purpose of Report
To consider a granting consent (under delegated authority), on behalf of the Minister of
Conservation, permission for the Cromwell Golf Club to site a 40 foot storage (shipping) container on the area as identified on the Recreation Reserve.
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That the Council A. Receives the report and accepts the level of significance. B. Authorises the Cromwell Golf Club to locate a container within the area currently used for storage as indicated in Appendix 2 of the report. C. Agrees to consent (under delegated authority), on behalf of the Minister of Conservation to Council granting approval for the Cromwell Golf Club to locate a container within the area used for storage as indicated in Appendix 2 of the report.
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2. Background
At their meeting of 29 July 2021, the Cromwell Community Board (the Board) considered a request for the Cromwell Golf Club who holds a lease that covers 22.2780 hectares being Part Certificate of Title 77782. The land is held by Council in a fee simple title. In 1984 a Gazette Notice was registered classifying the land as “Recreation Reserve”, and so the land is subject to the Reserves Act 1977. The Club occupy the land by Deed of Lease dated 22 September 2008.
A copy of the report to the Board dated 29 July 2021 is attached as Appendix 3.
On consideration the Board resolved (Resolution 21.6.3) as follows:
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Recommends to Council under delegated authority for the Minister of Conservation that a container be located for storage at the Cromwell Golf Club in the area indicated in Appendix 2 of the report. |
3. Discussion
The land is also subject to a lease agreement between Council (the lessor) and the Club (the lessee).
Clause 6 (a) of the lease agreement states that:
“The Lessee will not make any structural alterations to the buildings already standing on the said land and will not erect or make any further buildings structures or improvements on the said land without the consent in writing of the Lessor and the Minister of Lands first had and obtained.”
Reference to the Minister of Lands
Pursuant to section 64B of the Conservation Act 1987, the Minister of Conservation may exercise any power that, at the time it was conferred, was expressed to be exercisable by the Minister of Lands. Therefore, the consent required from the Minister of Lands can be given by the Minister of Conservation.
Minister of Conservation’s Consent
Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting a lease over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.
Pursuant to section 10 of the Act, and in accordance with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.
Therefore, to site a container, the Club requires:
· Authorisation of the Cromwell Community Board
· Authorisation from Council acting under delegated authority for the Minister of Conservation
4. Options
Option 1 – (Recommended)
To authorise the Cromwell Golf Club under delegated authority, to site a ‘40-foot’ storage container on Section 4 Block XCII Town of Cromwell to provide for additional storage subject to:
· The container being sited as indicated in Appendix 2.
· The Council approving the colour to match the adjacent shed.
Disadvantages:
· None to Council.
Option 2
To not authorise the Cromwell Golf Club under delegated authority, to locate a container on the lease area as indicated in Appendix 2.
Advantages:
· There are no additional buildings sited on the reserve.
Disadvantages:
· The benefits from having additional golf carts available cannot be realised.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of communities, in the present and for the future by providing storage space for hireable golf carts.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
There are no financial implications or costs to Council or the Cromwell Community Board associated with this decision.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The decision is consistent with the 2015 Cromwell Sports Parks Reserve Management Plan. |
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Considerations as to sustainability, the environment and climate change impacts |
There are no sustainability, environmental, or climate change impacts related to this decision.
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Risks Analysis |
There are no risks identified with this decision.
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Significance, Consultation and Engagement (internal and external) |
Council’s Significance Consultation and Engagement policy is not triggered by this decision.
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6. Next Steps
Consent of the Minister of Conservation 11 August 2021
Club advised of the outcome August 2021
Appendix 1 - Photograph indicating
proposed site for storage container ⇩ 
Appendix 2 - Plan indicating
proposed site for storage container ⇩
Appendix 3 - Cromwell Community
Board report 29 July 2021 ⇩
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Report author: |
Reviewed and authorised by: |
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Debbie Shaw |
David Campbell |
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Property and Facilities Officer (Cromwell) |
Acting Executive Manager - Planning and Environment |
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30/07/2021 |
30/07/2021 |
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Council meeting |
11 August 2021 |
Appendix 1: Photograph indicating proposed site for storage container
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11 August 2021 |
21.6.3 Request for Approval to Site a Container at Cromwell Golf Club
Doc ID: 540096
1. Purpose of Report
To consider a request from the Cromwell Golf Club to site a ‘40-foot’ storage container on Section 4 Block XCII Town of Cromwell, being recreation reserve leased from Council.
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Recommendations That the Cromwell Community Board A. Receives the report and accepts the level of significance. B. Authorises the Cromwell Golf Club to locate a container within the area currently used for storage as indicated in Appendix 2. C. Recommends to Council under delegated authority for the Minister of Conservation that a container be located for storage at the Cromwell Golf Club in the area indicated in Appendix 2.
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2. Background
The Cromwell Golf Club occupy an area of 22.2780 hectares being Part Certificate of Title 77782. The land is held by Council in a fee simple title. In 1984 a Gazette Notice was registered classifying the land as “Recreation Reserve”, and so the land is subject to the Reserves Act 1977. The Club occupy the land by Deed of Lease dated 22 September 2008.
The land contains the ‘back nine’ holes, the carpark, driving range, clubhouse and auxiliary buildings. The Club use the auxiliary buildings for a variety of purposes, including storing their 10 golf carts. The Club hires these carts to members and visitors to generate income. Over the last five years, demand for cart hire has increased substantially. To meet this increased demand the Club now plan to purchase more carts.
Once purchased, the new carts will need to be stored securely and out of the weather.
The Club have investigated a variety of storage options, including the construction of a purpose-built shed. However, this option proved to be cost prohibitive. The Club have determined that using a ‘40-foot’ storage container (12.19 metres long) is a cost-effective and secure option, which can also be easily moved or relocated if required.
3. Discussion
The container’s proposed location would be within the 2015 Cromwell Sports Park Reserve Management Plan area. The purpose of a management plan is to ensure that the development and implementation of objectives and policies for reserves enhances the long-term use of reserves without compromising their existing use.
The Club’s proposal enhances the long-term use of the reserve by increasing the availability of golf carts to members and visitors. This improves access to and enjoyment of the reserve. Revenue from hiring out the golf carts also aids the long-term sustainability of the Club, who are the primary users of the reserve.
In considering whether siting a container might compromise the reserve’s existing use, the management plan provides the following guidance regarding structures on the reserve:
Objectives
2. To ensure all buildings managed and owned by clubs on reserve land have a current lease agreement.
Policies
3.1 Neither they, nor associated car parking, unduly restrict the area useable for outdoor recreation.
3.2 They do not obstruct the entrances to the park.
3.3 They do not detract from the open nature of the park, especially as seen from surrounding roads.
Carefully choosing the location for a container can ensure that car parking and outdoor recreation area is not unduly restricted, and that entrances are not obstructed. Minimising the visual impact of a container on the reserve can ensure that it does not detract from the open nature of the park.
The Club propose to locate the container alongside an existing shed used for storage, and paint it in a colour sympathetic to its surroundings. As such, there would be only minimal effects of siting the container on the land.
A photograph indicating the container’s proposed location beside the existing storage shed is shown in Appendix 1.
A plan indicating the container’s proposed location is shown in Appendix 2.
The land is also subject to a lease agreement between Council (the lessor) and the Club (the lessee).
Clause 6 (a) of the lease agreement states that:
“The Lessee will not make any structural alterations to the buildings already standing on the said land and will not erect or make any further buildings structures or improvements on the said land without the consent in writing of the Lessor and the Minister of Lands first had and obtained.”
Reference to the Minister of Lands
Pursuant to section 64B of the Conservation Act 1987, the Minister of Conservation may exercise any power that, at the time it was conferred, was expressed to be exercisable by the Minister of Lands. Therefore, the consent required from the Minister of Lands can be given by the Minister of Conservation.
Minister of Conservation’s Consent
Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting a lease over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.
Pursuant to section 10 of the Act, and in accordance with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.
Therefore, to site a container, the Club require:
· Authorisation of the Cromwell Community Board
· Authorisation from Council acting under delegated authority for the Minister of Conservation
4. Options
Option 1 – (Recommended)
To authorise the Cromwell Golf Club to site a ‘40-foot’ storage container on Section 4 Block XCII Town of Cromwell to provide for additional storage subject to:
· The container being sited as indicated in Appendix 2.
· The Council approving the colour to match the adjacent shed.
· The consent of Council acting under delegated authority for the Minister of Conservation
Advantages:
· Having additional golf carts available can facilitate public recreational use and enjoyment of this outdoor space
· Revenue from hiring out the golf carts aids the long-term sustainability of the Club, who are the primary users of the reserve
· The conditions for siting and colour of the container minimise impact on the reserve
Disadvantages:
· None to Council
Option 2
To not authorise the Cromwell Golf Club to locate a container on the lease area as indicated in Appendix 2.
Advantages:
· There are no additional structures sited on the reserve
Disadvantages:
· The benefits from having additional golf carts available cannot be realised
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of communities, in the present and for the future by providing storage space for hireable golf carts.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
There are no financial implications or costs to Council or the Cromwell Community Board associated with this decision.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The decision is consistent with the 2015 Cromwell Sports Parks Reserve Management Plan. |
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Considerations as to sustainability, the environment and climate change impacts |
There are no sustainability, environmental, or climate change impacts related to this decision.
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Risks Analysis |
There are no risks identified with this decision.
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Significance, Consultation and Engagement (internal and external) |
Council’s Significance and Engagement policy is not triggered by this decision.
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6. Next Steps
Community Board Approval 29 July 2021
Consent of the Minister of Conservation sought 11 August 2021
Club advised of the outcome August 2021
7. Attachments
Appendix 1 - Photograph indicating proposed site for storage container
Appendix 2 - Plan indicating proposed site for storage container
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Report author: |
Reviewed and authorised by: |
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Debbie Shaw |
Louise van der Voort |
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Property and Facilities Officer (Cromwell) |
Executive Manager - Planning and Environment |
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5/07/2021 |
14/07/2021 |
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21.6.6 Cromwell Aerodrome - Refueling Facility
Doc ID: 547011
1. Purpose of Report
To consider a proposal from RD Petroleum to establish an aviation refuelling facility at Cromwell Aerodrome.
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That the Council A. Receives the report and accepts the level of significance. B. Agrees in principle to approve the issuing of a licence to occupy to RD Petroleum for refuelling facility at Cromwell Aerodrome comprising two 10,000 litre tanks for avgas and Jet A1 fuel. C. Authorises the CEO to confirm approval of final location and design of refuelling facility to include safe and secure access for all potential users. D. Authorises the CEO to approve acceptable terms and conditions for the Licence to Occupy similar to the Licence for the refuelling facility at Alexandra Airport and do all that is necessary to give effect to the resolutions. |
2. Background
RD Petroleum have approached Council to propose establishing a refuelling facility at Cromwell Aerodrome (the Aerodrome).
Their proposal is to install two above ground 10,000 litre tanks and fuel pumps for avgas and Jet A1 fuel. The facility would be card operated and would meet all required safety and building regulations for fuel storage.
The facility would look similar to one of the same size shown in photo below at Hanmer Springs.
Further investigation is required by RD Petroleum to establish the cost of a power connection to the site as there is no power supply close to the aerodrome.
RD Petroleum are requesting to use an area of approximately 27m x 10m and initial investigations look like their preferred location would be beside the first hangar adjacent to Ord Road. See Figure 1 below which shows the indicative site highlighted in green.
Figure 1: Proposed fuel facility location at Cromwell Airport
RD Petroleum are requesting that Council confirm interest in the proposal so they can proceed with further investigation and design work.
3. Discussion
An aviation refuelling facility would be an advantage for the lessees and other users of the Aerodrome as currently Alexandra Airport is the closest facility. RD Petroleum has received interest from local operators to provide fuel at the Aerodrome for aircraft used for frost fighting and cherry drying.
The Aerodrome is designated for airport purposes under the District Plan and a refuelling facility is considered within the scope of this designation. Any further approvals and/or consents required would be the responsibility of RD Petroleum.
The refuelling facility would be established at no cost to Council. All costs including a new power connection would be covered by RD Petroleum. The cost of the new power connection could be significant as there is no power supply at or close to the Aerodrome.
There may be an opportunity for Council and hangar site lessees to be able to utilise the new power connection from the refuelling facility in the future. A connection cost may apply which would be covered by lessees. If Council needs its own connection, funding would need to be approved if outside budget.
There are currently 15 hangar sites at the Aerodrome and room for approximately five more sites adjacent to Ord Road. The proposed location will not interfere with current hangar sites and is in an area where no further sites are proposed to be developed. The location of the facility will be setback to achieve the minimum setbacks required for the storage of bulk fuel.
Alexandra Airport has a similar aviation refuelling facility owned by Z Energy. A licence to occupy was issued to Z Energy in 2013 for a term of five years with four rights of renewal of five years. The annual licence fee is $100 per year. The minimal fee was set as there was some uncertainty at the time around how much the facility would be used, and Council wanted Z Energy to commit to keeping the facility at Alexandra.
It is proposed that a similar licence to occupy be issued to RD Petroleum to establish a refuelling facility at Cromwell Aerodrome. It is also proposed that the CEO negotiate a minimal annual fee for the first five-year term of the Licence due to potentially high establishment costs with five yearly rent reviews. The review would be based on fair value as assessed by registered valuer and agreed methodology for subsequent reviews.
The Licence would include conditions for RD Petroleum to comply with all requirements of the relevant legislation, including the Building Act 2004, Hazards Substances and New Organisms Act 1996 and Resource Management Act 1991.
The refuelling facility at Alexandra Airport is also used by non-aviation users for jet boat fuel and vehicles picking up fuel for aircraft not landing at the airport. It is anticipated that these activities will also occur at Cromwell Aerodrome once the new fuel facility is installed. Therefore, further investigation is recommended to determine how to provide safe and secure access for all users of the proposed aviation fuel facility at Cromwell Aerodrome.
4. Options
Option 1 – (Recommended)
To approve in principle the issuing of a licence to occupy to RD Petroleum for a refuelling facility at Cromwell Aerodrome based on the same terms and conditions for the Licence issued for fuel facility at Alexandra Airport.
Advantages:
· Having a fuel facility with both grades of aviation fuel could attract more potential hangar site lessees.
· RD Petroleum will cover the costs of a new power supply connection for the refuelling facility which could make it more affordable for Council or lessees to utilise the power supply in the future.
· Local operators have expressed interest to have fuel at the Aerodrome for aircraft carrying out frost fighting and cherry drying which assists local orchards and vineyards.
Disadvantages:
· Land is taken up with the fuel facility.
Option 2
To decline to approve the issuing of a licence to occupy to RD Petroleum for aviation refuelling facility at Cromwell Aerodrome on same terms and conditions for Licence issued for fuel facility at Alexandra Airport.
Advantages:
· Land is not taken up by the fuel facility.
Disadvantages:
· Lack of fuel facility at Cromwell Aerodrome may encourage high risk and/or illegal practises of storing fuel in hangars at the Aerodrome.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
The Airport is a local infrastructure asset, provides a local service and has potential to assist with economic development.
Development at the Aerodrome promotes the social and economic wellbeing of communities, in the present and for the future by providing opportunity for aviation associated land use, not common to other communities.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
There are no financial implications for this proposal.
A minimal annual fee will be payable to Council for the Licence to Occupy which will be reviewed after five years and will add to Airport income streams.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The Aerodrome is designated for Airport Purposes under the District Plan and an aviation refuelling facility is considered within the scope of the designation.
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Considerations as to sustainability, the environment and climate change impacts |
No sustainability, environmental or climate change impacts are related to the recommendation.
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Risks Analysis |
The proposed licence to occupy will include conditions for compliance with all requirements of the relevant legislation.
The licensee will also be required to meet all safety regulations related to fuel storage. |
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Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded.
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6. Next Steps
· Advise RD Petroleum that Council is agreeable in principle to establishment of refuelling facility at Cromwell Aerodrome.
· Council officers investigate potential safe access to the refuelling facility.
· RD Petroleum confirm full proposal.
· Licence to occupy issued based on the terms and conditions of the licence for refuelling facility at Alexandra Airport.
Nil
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Report author: |
Reviewed and authorised by: |
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Tara Bates |
David Campbell |
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Property Officer |
Acting Executive Manager - Planning and Environment |
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26/07/2021 |
27/07/2021 |
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21.6.7 WoolOn 2021 Event Request for Grant
Doc ID: 547976
1. Purpose of Report
To consider an application from WoolOn Creative Fashion Society Inc for a grant of $10,000 for the 2021 year event.
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That the Council A. Receives the report and accepts the level of significance. B. Approves a grant of $10,000 to the WoolOn Creative Fashion Society Incorporated for WoolOn creative fashion events 13 – 15 August 2021. The approved grant to be applied to venue costs, master of ceremonies, event marketing and communication only and is to be funded from reserves. |
2. Background
The WoolOn Creative Fashion event has a long history in the Alexandra area with the first event being held in 2004. After moving away from the Alexandra Blossom Festival eventa grant was sought and approved in 2018 from the Vincent Community Board to the amount of $15,000. In 2019 a grant of $15,000 was again approved by the Vincent Community Board for an event to be held at Molyneux Stadium. The committee subsequently cancelled that planned event determining the venue was not suitable and therefore the approved grant was rescinded. An alternate venue was identified in Cromwell, however a promotion grant application made to the Cromwell Community Board was declined with the Board noting that if funding was made available it should be through Council and not at Board level due to the district wide benefits for this event.
A grant application was made to Council for a 2020 event, with Council agreeing to fund $15,000 from reserves. The event was cancelled as a result of COVID_19 and the approved grant was once again rescinded.
The Central Otago District Council (the Council) introduced a new grant policy in 2020. Given there was a transition period to a fully contestable process, a bridging grant programme was put in place to ensure no financial hardship was experienced by known applicants. WoolOn was advised in writing on 24 February 2021 of the new process with an invitation to discuss options with staff should the change cause financial hardship. There is no known record of staff being contacted with regards to the WoolOn event funding.
In late July staff became aware of the event facing financial difficulties and although all deadlines had been missed it was agreed that Council should assess whether they wished to consider provision of a grant to the event given its potential to be a signature event for Central Otago. Staff then advised that an urgent application may be made to allow a report to Council’s 11 August 2021 meeting, which is outside the contestable grant funding round process.
Despite the advice to provide the application no later than Tuesday 27 July to allow a report to be prepared for the 11 August meeting, an application was not received until 8.14pm on Sunday 1 August, making this a late report for Council’s agenda.
Council does not budget grant funding for events at a district wide benefit level. Council’s grant policy defines rate payer funded grants in two ways:
· Promotions grants – these are funded from targeted rates in each ward.
· Community grants – fund projects outside of the promotions criteria and are funded through ward and Council rates.
The applicant is aware that there are challenges for Council in accepting this application.
· There is no specific budgeted promotion grant money available and it would not normally be financially prudent for Council to grant unallocated funds.
· It is unfair to other potential applicants if grants are made outside of the contestable process.
· It does not meet the process as outlined in the new Grants Policy.
· The applicant is effectively requesting Council to provide funding towards a projected budget shortfall and not tagged to a specific component of the event.
Staff have advised that despite these points the decision is a political one and the decision is Council’s alone to make.
WoolOn’s application to Council is for a grant of $10,000 to support the 2021 event 13 – 15 August being the estimated budget shortfall for the event. (Appendix 2). Whilst this application does not meet the process of the grants policy the event has potential to be of great benefit to Central Otago and on that basis staff consider it meets the exceptional criteria contained in the policy.
A matrix evaluation is completed to assist Council in measuring the application against the policy and criteria for funding. Staff have completed the matrix indicating their assessment of the application against the policy and with consideration to there being no general grant funding budgeted for and available (Appendix 1).
3. Discussion
Council does not have specific funds available for events and/or promotion projects, these are provided for at Community Board level. Council does budget for community grants and the funding round for the first year of the Long Term Plan (LTP) opened in 1 July 2021, closing 1 August 2021. Council will assess the applications made in that funding round at their September meeting and initial indications are this will be an oversubscribed funding round.
Therefore, any approved funding for this application would be made outside of due process and need to come from district reserves (general and targeted) which are already in deficit and forecast to increase further.
As the WoolOn event is to be held in Cromwell and with a supporting event in Alexandra at Central Stories, staff determine that making applications to the individual Community Board’s would not be applicable in this instance. The circumstances are the same as when the Cromwell Community Board declined funding due to the event having strong associations with Alexandra, together with wider district benefits.
It is unclear if the committee have made applications to other community funding agencies, however staff are aware that discussions were held with Central Lakes Trust (CLT) for which some elements of their programme would fit their grant criteria. At the time of writing this report, CLT had not received an application.
Despite there being many reasons to decline the application staff acknowledge the potential for this event to become a signature event on the Central Otago calendar if it is well managed, promoted and financially successful. Wool and creative fashion can be used as a conduit to connect people and place. Wool is an important story for Central Otago communities and the local economy. The fibre is a sustainable product that has been valued by generations. The Eden Hore fashion collection highlights how fashion and fibre can collectively have national and international significance.
Provision of a grant at this late stage is unlikely to have any significant effect on the success of the event. The suggested $10,000 budget shortfall should be considered as a minimum with the risk of a greater loss if ticket sales targets aren’t met. Should WoolOn continue in the future and wish to seek Council funding support, Council may consider it appropriate to request a staff member or Council representative be on the committee to provide input and ensure ratepayer funding is managed appropriately.
Staff have reviewed the application received and make the following comments:
· Past WoolOn events have brought positive media exposure for Central Otago, however given the cancellation of the event in 2019 and 2020, the committee may be challenged to achieve the same level of engagement.
· The WoolOn event and proposed programme is a celebration of wool which historically and today remains one of Central Otago’s core industries. There is potential that if well managed this could become a signature event and educational programme on the Central Otago calendar.
· The timing of the event is well planned for what is traditionally a quieter visitor period for the region.
· If the event is successful it may provide future opportunities linked with sustainability, education and the Eden Hore Fashion collection
· There is a risk that should the event fail in 2021, it would not be able to be revived successfully in future years, which could be considered a big loss for Central Otago’s events calendar.
· Should Council agree to provide a grant it may wish to consider specific terms and conditions to ensure ratepayer funding is managed appropriately. Staff recommend any funding is tagged to specific elements of the event – such as master of ceremonies, venue costs, marketing and communication.
· The draft event budget, and financial statement indicate there is a heightened level of risk of WoolOn becoming insolvent should they not sell sufficient tickets and /or not receive additional grant or sponsorship funding.
· Addressing a known shortfall in funding so close to when the event is to be held is a high-risk strategy and is concerning when opportunities to raise this with potential funders has not been actioned earlier.
· The applicant is effectively requesting Council to underwrite the 2021 event due to the lateness of the funding application. Council does not financially underwrite projects.
· Historically there has been community concern from Vincent residents about the plans to move the event to Cromwell, it is not clear if this would still be the case following the cancellation of shows in the previous two years.
· Based on the event outline received, staff consider the event is unlikely to increase overnight guest nights. It is likely to attract an audience that live within drivable distances, with a lesser number of entrants and supporters choosing to overnight and thus reduce the wider economic benefit to Central Otago.
· The draft budget includes costs for provision of bus transport to/from The Canyon venue, ex Alexandra and Wanaka – the indications being this service will operate at a loss.
· The committee have failed to be proactive in accessing opportunities for both funding and promotion. In addition to funding, Tourism Central Otago (TCO) contacted a member of the committee on 24 May 2021, requesting details about WoolOn 2021 which was not responded to. TCO staff subsequently proactively sourced information to create events listings on the regional website.
· Staff have also recently looked at the WoolOn website identifying that there is a lack of information on the site as to upcoming events and how to book tickets. Their Facebook page does hold that information, however it would be good practice to have multiple digital means of profiling the event and how to book tickets.
In light of all the considerations listed above, staff propose the following options noting a recommended option.
4. Options
Option 1 (Recommended)
Council considers the application and approves the requested grant amount of $10,000 (zero gst) or an alternate amount it deems is appropriate.
Advantages:
· The Society will have certainty of funding to minimise the shortfall of funding anticipated.
· Council is showing support for an event that does have potential to become a signature event on the Central Otago calendar if it is well managed and financially successful
· The grant Council previously approved has been returned to district reserves, therefore effectively Council would be no worse off in approving the requested grant.
Disadvantages:
· Council does not have a specified budget for grants of this nature.
· An approved grant would be an unbudgeted expenditure adding more pressure to the collective district reserves.
· Council does not underwrite against loss, which this application could be interpreted as.
· This does not meet the process and intent as outlined in the new Grants Policy.
· Considering a grant outside the normal advertised funding rounds and contestable process could be considered as unfair to other potential applicants.
Option 2
That Council declines a grant to WoolOn Creative Fashion Society Incorporated for the WoolOn event 13 – 15 August 2021.
Advantages:
· Council does not have a specified budget for grants of this nature.
· It is financially prudent to decline a grant when there are no available unallocated funds.
· Approving a grant outside the normal advertised funding rounds and contestable process may be considered as unfair to other potential applicants.
· The process as outlined in the Grants Policy is met.
Disadvantages:
· The 2021 WoolOn event will take place, but with a known shortfall of funding, therefore risking insolvency.
· Council may determine that by agreeing to support the 2021 event with a grant it will allow the Society certainty to keep the event alive for the immediate future.
· There may be community views that Council should financially support this event that cannot be taken into consideration as there has been no opportunity to consult.
5. Compliance
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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 provision of funding that supports community priorities.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
No.
Council does not provide a centralised major event grant budget for opportunities such as this to apply to.
Council is yet to consider grant applications to the General Community Grant budget in this first year of the 2021-2031 Long term Plan and therefore the full budget should remain to ensure a robust decision process for applicants. The funding round closed on 1 August 2021 with application totals exceeding the current amount budgeted.
On this basis it is recommended that approved funding would need to be funded from reserves to ensure fairness to community groups and organisations already engaged in the normal funding round process.
Staff have discussed the proposed funding recommendations with the Finance Manager, acknowledging that if approved this would be an unbudgeted grant that will add more pressure to the collective district reserves.
Approved funding would be considered a grant therefore would be required to meet the accountability requirements of Council’s grant policy. |
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Partially
The application is consistent with the principles and objectives of the Central Otago District Council grants policy, however it is being considered outside the normal funding rounds for community grants.
The Central Otago Tourism Strategy events project specifies the following approach: Advance Central Otago as a region that is capable of delivering superb events (especially in areas related to our unfakeable assets).
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Considerations as to sustainability, the environment and climate change impacts |
Should Council agree to provide a grant – the application is required to adhere to the principles within Council’s policies including sustainability, waste minimisation, smokefree etc.
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Risks Analysis |
There is a potential risk of wider Central Otago community backlash based on individual views on whether Council should support or not support the event financially.
Public events carry a level of risk as they bring together in one place a number of people to participate in the activities associated with the particular event.
Event organisers, community groups, organisations and contractors are required to meet the necessary legislative Health and Safety requirements for their activities. The applicant has not identified within their application that a plan is in place, however Central Otago District Council’s Health, Safety and Wellbeing advisor will seek a copy of and review the plan should they deem it necessary.
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Significance, Consultation and Engagement (internal and external) |
The project does not meet or exceed any of the criteria thresholds in the policy requiring public consultation. Therefore it is not considered significant.
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6. Next Steps
The applicant is advised in writing of Council’s decision.
Appendix 1 - WoolOn Grant
Application ⇩
Appendix 2 - Grant Assessment
Matrix WoolOn Event ⇩
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Report author: |
Reviewed and authorised by: |
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Alison Mason |
Sanchia Jacobs |
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Media and Marketing Manager |
Chief Executive Officer |
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2/08/2021 |
4/08/2021 |
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21.6.8 Economic Recovery Plan Progress Report
Doc ID: 543258
1. Purpose
To provide an update on the implementation of the 2020/2021 Economic Recovery Plan and provide the Economic Work programme for 2021/22.
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That the report be received and Council notes the work programme for 2021/2022. |
2. Background
In June 2020, the Council received and adopted the Economic Recovery Plan for 2020/21. The Plan outlined the likely impact of COVID-19 on Central Otago’s Economy and actions that the Council could take to support the district’s economic recovery.
As part of the plan’s implementation, Council is to be updated on progress every two months. This is the fourth report back.
3. Discussion
Key updates
New Zealand’s domestic economy continues to perform well overall with the October to December and January to March quarters both performing well, and showing the economy bouncing back faster and stronger than expected. Consumer confidence remains strong and this has led to an increased retail spend. New Zealand’s COVID-19-free status is allowing for the movement of people within New Zealand supporting domestic tourism. The absence of international visitors continues to affect the tourism and education sectors nationally, while most other sectors are performing well.
Treasury predictions during COVID-19 had national unemployment peaking at 10% at this point in time. Nationally unemployment is currently sitting around 5% approximately 1% higher than pre-covid levels.
The performance of the global economy is improving as vaccines are rolled out and countries return to normal levels of activity. However, ramped-up consumer demand has contributed to supply chain issues as production lags. International shipping prices have remained high, and longer and delayed shipping schedules continue.
There is a national trend of increased consumer spending outside of main urban CBDs. Leading economists think this reflects the hallowing out of CBD areas as employees choose to continue to work from home. This trend is likely to benefit Central Otago as more people can choose to live in lifestyle locations while retaining their current job.
There has not been a date set for the further opening of New Zealand borders with other countries. The trans-Tasman bubble opening and closing has highlighted the difficulty of quarantine-free travel without a vaccine fully rolled out and without a policy of requiring visitors to provide proof of vaccine.
Several new policies have been announced over this period relating to housing, including the restrictions on lending ratios and the bright line test. These, along with lower levels of migration over the past 18 months and increasing interest rates, are expected to cool demand for property and ultimately see the increases in property values we have been seeing level off. This is unlikely to affect the construction industry in the short to medium term as the industry continues to catch up on the shortage of accommodation that has accumulated over a number of years.
Changes to immigration settings that would restrict the number of migrant staff coming to New Zealand have been signalled from Central Government, but the details are not clear yet. With the unemployment rate low and employers already signalling labour shortages it is hoped that any policy changes will take the current situation into account. Migration to New Zealand has fallen from an average of 6000 per month pre-COVID-19, to 600 per month over the past year.
Central Otago’s economy has continued to perform well, although comparing card spending data this period with the same period last year is difficult due to the lockdown having happened during this period in 2020. Comparisons made with two years earlier show an increase in total spending.
Central Otago remains popular with New Zealanders travelling domestically, and the opening of the Lake Dunstan Cycle trail has contributed to grow Central’s profile as a visitor destination.
The Ministry of Social Development’s Job Seeker numbers continue to reflect a relatively stable economy since May 2020. While the number of people on Job Seeker support in the district increased from 70 to 273 during lockdown, it has been decreasing since then to 156 in May 2021.
Progress on action plan
Key areas of work to date
Labour market:
Ongoing support has continued for horticultural and viticultural efforts to secure both seasonal and permanent labour through work with various groups. The labour market survey for horticulture and viticulture is undertaken every 3-4 years and has been commissioned by the Central Otago Labour Market Governance group with Council supporting this report through contributing funds, acting as the contracting agency for a collection of funders, and overseeing the development of the report. The finalised report is due in November 2021.
An English language training pilot course provided through Southern Institute of Technology was also developed for migrant agricultural workers in Central Otago following feedback from employers and industry training organisations. The course is aimed to increase English skills to support the employee both in the workplace and in the community and came about following discussions between Council staff and industry on how migrant workers in the agricultural sector could be supported. Upon establishing a need, Council staff brought together interested parties and the pilot course was undertaken. Feedback from the pilot will determine the running of future courses.
The Central Otago Youth Employment event was run on 17 March 2021. The event was aimed at connecting youth and employers, helping youth understand some of the roles available in Central Otago and the pathways into them. The day involved over 70 youth from across the district, 30 employers across six industries (agriculture and horticulture; tourism and hospitality; and construction and engineering) and industry representatives from the Ministry of Primary Industries, Go with Hort, and Go with Tourism. Career advisers from the local secondary schools, along with work brokers from the Ministry of Social Development, also took part in the day to build relationships with employers and further their understanding of roles available. This event was organised by staff and supported through funding from the Mayors Taskforce for Jobs.
The Otago Regional Council’s Proposed Plan Change 7 has been heard in the Environment Court during February through to July with a decision still to be released. Central Otago District Council is involved in these proceedings through a submission on this Plan Change as both a water user (supplying community drinking water) and in its role (as identified in the Economic Recovery Plan) of continuing to advocate for and support sustainable water use reforms. Infrastructure Services led the provision of evidence on community drinking water supplies while Economic Development staff provided representation on Councils original submission and evidence on the potential social and economic impact of the plan change on our community.
An economic impact report on potential Manuherekia Minimum Flows was commissioned to support informed decision making on the setting of the minimum flow for the Manuherekia river. The consultants reviewed land-use and farm financial models developed by the Otago Regional Council and scaled these models to understand the cumulative effect of the changes on those directly reliant on the water for irrigation, and on those affected indirectly within the district and wider region. The report also identified shortcomings in the base modelling, including the absence of horticulture from the model, and the lack of consideration of tipping points that would trigger land use changes. Council made a submission to the Otago Regional Council as part of the community consultation process.
As part of an initiative exploring opportunities to unlock value from food waste, a report has been commissioned to quantify and understand what happens to fruit that does not end up being sold as fresh produce. This report is the first step to unlocking additional value through quantifying the size of the opportunity. Supporting the development of alternative uses for fruit waste is intended to develop greater returns for growers from products that currently might not have a market and also build resilience to weather events that affect the export suitability of product.
A detailed report on the progress of all individual actions is included as Appendix 1.
2021 - 2022 Action Plan
The 2020-21 action plan has been in effect since June 2020 and was intended to cover a period of twelve months. The plan was a list of priority actions, under four key themes:
· Training and Education
· Council Actions
· Attraction of Visitors and Migration
· Building Business Resilience
The priority actions were initiatives that Council identified it could implement to support the District’s economic recovery, against a backdrop of known and expected challenges caused by COVID-19. An organisation-wide view was taken in the plan to identify the full range of supporting actions that the Council would undertake. Sixteen of the twenty four actions were completed to the point where they could either be closed or subsumed into business as usual activities. Eight of the 24 activities are still in progress and will continue to be worked on.
The outlook for our economy is clearer now, and with the operational period of the previous plan coming to an end, it is time to adopt a plan for the next twelve months. The plan outlined below identifies key projects, is designed for a post COVID-19 environment (the new normal) and is in line with the current Economic Development Strategy 2019-2024. It does not include business as usual economic development work, which will continue alongside it.
The two key challenges facing our economy in the short to medium term are:
· Climate change and environment: our industries will need to meet regulations introduced to mitigate the effects of climate change and to operate in ways that more efficiently use natural resources, in particular water, with good environmental outcomes.
· Workforce: with our national economy performing well and our borders closed to migration, an already competitive labour market is going to become even more competitive, posing challenges for employers.
Council contributes to the economic development of the Central Otago District in several ways, including by providing good quality infrastructure, planning and regulatory services, actively promoting business and industry development, and attracting people to the District. The projects identified below are key projects that will be undertaken over the next twelve months by the Economic Development Manager.
Key projects in the work programme 2021-2022
Workforce
Youth transitions: Council will support the development and introduction of programmes to ensure that secondary school aged youth are aware of local employment opportunities and are well equipped to transition into employment.
Internship programme: Council will develop an internship programme to support businesses in getting the skills and capacity they need through short term placements of tertiary students, while raising the profile of the District as a place for students to live.
Horticulture and viticulture labour market survey: This report will identify changes to hectares currently planted, future plantings and the permanent and seasonal labour requirements over the next four years. The survey will also seek to understand changes in employer supplied accommodation. The report is essential for industry efforts to attract and retain the labour required.
Seasonal labour: Work will continue with industry groups to secure seasonal labour.
Support remote working: Council will support provision of a course to support the development of remote workers in our community, and support provision of a co-working space in Central Otago to help remote workers and small businesses to establish.
Climate change and environmental
Unlock value from food waste: We will take steps to understand the volume of food waste in Central Otago’s horticulture sector, the current processing options, and support the development of new commercial streams of fruit waste in order to reduce waste, increase productivity, diversify our industry base and strengthen resilience in the sector.
Support industry to adapt to policy changes in water use: Decisions are yet to be made on Plan Change 7 and the Manuherekia Minimum Flows. Depending on the outcomes of these decisions, there could be a role supporting water users to transition from one policy setting to another.
As the economic outlook is more positive and with less volatility than predicted when COVID-19 started, economic updates and progress on the workplan will be presented six-monthly. The uncompleted actions from the 2020-2021 action plan will be carried forward in this new reporting.
Appendix 1 - Economic Recovery
Actions with updates ⇩
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Report author: |
Reviewed and authorised by: |
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Nick Lanham |
Saskia Righarts |
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Economic Development Manager |
Chief Advisor |
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29/07/2021 |
30/07/2021 |
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Subject |
Action |
Assigned to |
Status |
Update |
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Training and Education |
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Start-up support |
Facilitate and support the development of a service to foster the creation of new businesses and the adaptation of existing business to a new trading environment. |
Partnership |
Completed – adopted into BAU |
2020 August: Discussions are underway with a course provider to deliver business start-up courses in Central Otago, starting September.
November: The first start-up course begun in October with nine enrolled from Central Otago.
2021 February: Additional startup courses will be offered in 2021
July: Continued provision of startup courses and Think Drink events, along with the addition of a Remote working course scheduled for August. |
|
Education pathways |
Facilitate the establishment of a Central Otago forum to establish and promote transitional pathways (secondary to tertiary, community to vocational) into vocational education. |
Partnership |
Completed – adopted into BAU |
2020 August: A forum has been established and is meeting fortnightly. Active discussions continue regarding a collective space available for the provision of education, co-working, and delivery of business support services.
November: A joint tender by REAP and the Cromwell Otago Polytechnic campus has been successful to establish a space in the Central Stories building in Alexandra
2021 February: Community learning hub in Central Stories was opened on 11 December. Council was successful in a funding application to the Mayors Taskforce for Jobs. Funding was secured to provide an event to connect youth with potential employers and education.
July: Community learning hub continues in Central Stories. Mayors Taskforce for Jobs event was held on 11 March. Work is underway with schools to explore further opportunities to support youth pathways to employment in Central Otago. |
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Business and employment response centre |
Investigate and facilitate partnerships to provide practical support for small and medium businesses. |
Partnership |
Completed – adopted into BAU |
2020 August: Council staff have supported and taken part in a one-off community-led initiative to connect business owners and managers with a range of professional support. A similar event may be repeated in the future.
November: no further update
2021 February: no further update. Support is currently being provided through existing providers such as the Regional Business Partners Programme which are meeting the needs.
July: Support still available through Regional Business Partners (RBP) programme. Tourism Central Otago offering support to tourism operators through its funding from the Strategic Tourism Assets Programme. |
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Council Actions |
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Council capital works |
Review council capital programme to ensure that it is appropriate, minimises impacts to businesses and is accelerated where possible. |
Internal |
Completed and closed. |
2020 August: To be delivered as part of the Long-Term Plan.
November: Is being considered as part of draft budgets.
2021 February: No further update.
July: Several major capital projects approved as part of the Long-Term-Plan. |
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Secure external funding to fast track projects |
Secure government funding for appropriate capital work to support civil construction. |
Partnership |
Completed – adopted into BAU. |
2020 August: $4.73 million was secured for three waters services. $38,000 was secured through the Town Halls and Memorial Funding for maintenance projects. Community groups were supported to put forward environmental projects for funding by the Ministry for the Environment. Awaiting the outcome of the Ministry for Environment funding along with the Crown Infrastructure Partners application for subdivision development.
November: Subdivision application to Crown Infrastructure fund have been declined. $500,000 has been secured from Ministry for the Environment by water catchment group for conservation work in the Manuherekia Catchment. $270,000 was secured for maintenance work to Ophir Hall and swimming pool.
2021 February: No further update due to few government funding announcements made over this period.
July: $315,000 secured from the Tourism Infrastructure Fund for supporting infrastructure at the Riverside Park development. |
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Balance ease of application against regulatory requirements and provide online applications where possible. |
Internal |
In progress |
2020 August: no further update
November: no further update
2021 February: No further update
July: Policy and bylaw register updated at Audit and Risk meeting. My CODC online services portal project is underway, with online forms being released over the next two years that cross all Council activities along with the option of Rates and Water invoices being delivered via email. |
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Review council procurement processes to maximise value to local firms. |
Internal |
Complete and closed |
2020 August: New procurement process has been developed and is being presented to council in the August meeting.
November: procurement policy adopted by council at August meeting. |
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Seasonal worker accommodation |
Review of council policy on onsite seasonal worker accommodation |
Internal |
In progress |
2020 August: Horticulture industry have met with Planning Manager to discuss options as part of the District Plan review.
November: no further update
2021 February: no further update
July: no further update |
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Business and consumer confidence |
Positive public engagement and communication highlighting Central Otago businesses. |
Internal |
Completed – adopted as BAU |
2020 August: Tourism operators have been showcased through local tourism marketing initiatives.
November: successful Eat Taste Central campaign run over this period.
2021 February: Central Otago Touring Route was launched in December.
July: Articles in local media and Business South magazine. |
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Review council’s fees and charging for opportunities to decrease costs to businesses. |
Internal |
Completed and closed. |
2020 August: This will happen through the Long-Term Plan process.
November: no further update
2021 February: no further update
July: Fees and charges set through the Long-Term Plan process. |
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Review policy settings through the development of the Housing Strategy to incentivise development and add value to recovery initiatives within fiscal constraints. |
Internal |
In progress |
2020 August: Housing Strategy development is underway but is currently on hold awaiting the outcome of application for shovel-ready projects.
November: Paper presented to Cromwell Community Board 9 November on the Gair Avenue Development.
2021 February: Paper being considered at 3 February meeting on Council’s role in housing.
July: A paper is being prepared for the August Council meeting. |
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Spatial planning |
Complete identified spatial planning projects and accelerate where possible. |
Internal |
In progress |
2020 August: The Vincent Spatial Plan is currently underway, and community drop ins are scheduled this month.
November: a progress report is being presented to the November council meeting.
2021 February: Council options on Vincent Spatial Plan released in December for community feedback.
July: The Vincent Spatial Plan is being prepared for the August Council meeting. |
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Economic Development Strategy |
Review and update Economic Development Strategy Action Plan. |
Internal |
Completed and closed |
2020 August: Scheduled for early 2021.
November: no further update
2021 February: scheduled for June 2021.
July: Review of action plan undertaken and presented alongside this report. |
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Attraction of visitors and migration |
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Destination marketing strategy |
Marketing campaign to attract visitors to Central Otago in line with destination management principles. |
Internal |
In progress |
2020 August: Domestic marketing has begun. Tourism Central Otago has secured $700,000 for destination marketing, development of a destination management plan, and business development.
November: Staff and contractors have been recruited and these projects are underway.
2021 February: The Central Otago Touring route was launched over this period that included online marketing of the route.
July: Key activity has been undertaken with the highly successful Thank You New Zealand campaign and coordinated marketing of cycle trails. Recent data from MBIE indicates these campaigns have been successful with visitor spend trending positively against the first 5 months of 2019. |
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Migration marketing |
Marketing to attract people to move to Central Otago. |
Internal |
Completed – adopted as BAU |
2020 August: Centralotagonz.com has been updated to provide information relevant to people looking to move here such as housing, employment, climate, education. The project also includes the opportunity for those interested in moving to the district to connect with a local and find out what life in Central is really like.
November: Online material live. A report is being presented to Council’s November meeting to support the application to Ministry of Business, Innovation and Employments ‘Welcoming Communities’ programme.
2021 February: Council’s application to join Ministry of Business, Innovation and Employments ‘Welcoming Communities’ programme was successful.
July: Welcoming Communities coordinator recruited and will start in August 2021. |
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Building business resilience |
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Regional Economic Recovery |
Coordinate regional recovery through the Otago Regional Economic Development (ORED) framework. |
Partnership |
In progress |
2020 August: To date ORED has undertaken regional forecasts on the change in jobs by industry and advised on the composition of the Regional Skills Leadership Group for Otago.
November: ORED group are currently identifying key regional projects to support the economic recovery of Otago.
2021 February: ORED continues to work on identifying key regional projects as part of the development of a regional action plan.
July: ORED are consulting with stakeholders from across the region on key priority themes and projects. |
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Business Support |
Promote the use of the Regional Business Partner Network (RBP). |
Partnership |
Completed – adopted as BAU. |
2020 August: Regular promotion of this support service through fortnightly Economic Development newsletters and the Council Facebook page.
November: promotion of the Regional Business Partners continuing.
2021 Februrary: promotion of the Regional Business Partners continuing.
July: promotion of the Regional Business Partners continuing. |
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Local economic data |
Provide businesses with timely data and information on the state of the local economy and future trends. |
Internal |
Completed – adopted as BAU. |
2020 August: A monthly report is produced and uploaded to the Council website. This monthly report shows changes in consumer spending, building consent numbers, and job seeker benefits.
November: Central Otago Economic Performance Indicators report produced each month.
2021 February: Central Otago Economic Performance Indicators report produced each month.
July: Central Otago Economic Performance Indicators will now be produced quarterly. |
|
Business Monitoring |
Continue to survey businesses on a regular basis and maintain a register of top issues and areas for support. |
Partnership |
Completed – adopted as BAU. |
2020 August: Businesses were surveyed at Alert Level 2 through a questionnaire. Ongoing monitoring is taking place through industry focus groups, business breakfasts and feedback from business advisors and the Chamber of Commerce.
November: business monitoring continuing through the development of second Sector Snapshot report and monthly meeting with staff from the Regional Business Partner Network
2021 February: no further update
July: Survey of horticulture and viticulture growers undertaken collectively with industry to understand development and workforce requirements. |
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Internet connectivity |
Develop resilience within the business community through supporting the development of increased online presence and advocating for better internet connectivity. |
Partnership |
In progress |
2020 August: Discussions have been had with Government regarding the roll out of fibre and whether this can be fast-tracked in the district to support economic recovery. Government has advised that the project is going as fast as possible due to capacity constraints. Coordinated information is now available on centralotagonz.com regarding wireless internet providers.
November: enquiry lodged with alternative broadband infrastructure provider to investigate feasibility of broadband provision to Felton Road in Bannockburn.
2021 February: awaiting response from broadband infrastructure provider re Felton Road.
July: awaiting response re Felton Road. A community group in collaboration with a internet service provider have applied to the Fibre Capacity Upgrade fund to extend fibre in Millers Flat. |
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Advocacy |
Advocate to central government for procurement processes of public works projects to be weighted to support local firms and staff. |
Partnership |
Completed and closed |
2020 August: Funding has been allocated to Council which allows application of Council procurement processes.
November: CODC adopted procurement policy |
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Support industry in advocating for reform to RSE regulations and extensions for other visa types. |
Partnership |
Completed – adopted as BAU. |
2020 August: To date, industry has been supported through council facilitated meetings with MBIE, a joint mayoral letter from Central Otago and Queenstown Lakes Districts, and co-authored document outlining Central Otago’s labour shortages for distribution to government. The industry has also been supported in putting nominations to the Regional Skills Leadership Group and through forecasting seasonal labour requirements.
November: continued work involving second labour market report and additional meetings with MBIE.
2021 February: ongoing work in this area. Government announced in December that 2000 RSE would be allowed into New Zealand in early 2021 and also further changes to working holiday visas to support industry with staff.
July: RSE employers continue to be allowed to bring staff into NZ but they must quarantine. Individuals in New Zealand on working holiday or SSE visas have had the conditions of their visas extended for another 6 months. |
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Continued advocacy and support of the primary sector for sustainable water use reforms. |
Partnership |
In progress |
2020 August: The hearing date for Proposed Plan Change 7 is yet to be announced and staff are awaiting a hydrology report to inform the Economic Impact Assessment for Manuherekia minimum flows.
November: Hydrology report expected November. Plan Change 7 hearing date expected November.
2021 February: work on the Economic Impact Assessment for Manuherekia Minimum Flows scheduled to start in January. Involvement in Environment Court proceedings for Otago Regional Councils Proposed Plan Change 7 representing the economic impact and but also the effects of the proposal on council as a water user.
July: Provided evidence on the potential economic impact of Proposed Plan Change 7 to the Environment Court. Economic Impact Assessment produced to inform public on the economic effects of the Manuherekia Minimum Flows. Submission also made in response to the ORC public consultation on the minimum flows. |
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|
Dispersal of information |
Facilitate the dispersal of forecasted construction levels to enable workforce planning at a business and sector level via the Otago Construction Labour Forecasting Project. |
Partnership |
Completed and closed. |
2020 August: COVID-19 updated report expected to be distributed late August.
November: report will be distributed in November.
2021 February: report distributed to industry and presented to Councils February meeting.
July: Provided input to inform future updates to this report. |
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Doc ID: 545510
1. Purpose of Report
To review public information prepared for community feedback on Council’s waste and recycling services.
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That the Council A. Receives the report and accepts the level of significance. B. Approves the ‘Have Your Say on Our Waste Services’ document for community feedback.
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2. Background
Council is committed to cutting carbon emissions and reducing the amount of waste that goes to landfills.
The costs of waste disposal are continuing to increase. In June 2020, central government introduced auctioning for New Zealand Emission Units (NZUs) together with an increase on the price cap on NZUs from $25/tonne to $50/tonne. In July 2020, central government announced it will increase the Waste Disposal Levy through a progressive increase to $60/tonne by July 2024.
All of Council’s waste contracts come to an end on 30 June 2023. New contracts need to be awarded by July 2022 in order to meet lead in times for trucks and equipment.
The contracts which are coming to the end of the contracted period are shown below.
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Contract |
End Date |
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Transfer Stations Includes operation and transfer to landfill |
30 June 2023 |
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Kerbside Rubbish Collection Includes supply of wheelie bins |
30 June 2023 |
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Kerbside Recycling Collection (Mixed Recycling and Glass) Includes supply of wheelie bins |
30 June 2023 |
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Landfill-Victoria Flats Option to negotiate early release from landfill agreement |
30 June 2029 |
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Wastebusters |
30 June 2023 |
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Enviroschools (REAP) |
30 June 2023 |
The total value of these contracts is approximately $4.3 million. This includes waste levy and the emissions trading scheme charges.
Transfer stations are located in Alexandra, Cromwell, Ranfurly and Roxburgh. The transfer stations accept a variety of materials including general rubbish, recycling and greenwaste. Anyone can drop a car load of greenwaste off at transfer stations for no charge. Larger loads incur a small fee. The Alexandra and Cromwell transfer stations are open seven days per week, while the Ranfurly and Roxburgh transfer stations open in the afternoon on Tuesday, Wednesday, Thursday, Saturday and Sunday in summer and Tuesday, Thursday, Saturday and Sunday in winter.
Wastebusters operate a recycling hub and re-use shop in Alexandra where second-hand items and materials can be taken for re-use and recycling. There is currently no equivalent facility in Cromwell.
There are dedicated rubbish drop-off facilities in Tarras and Patearoa. These services use Council branded rubbish bags that must be purchased from Council service centres or the Tarras Store.
In addition to recycling drop-offs at the transfer stations, there are recycling drop-off facilities in Omakau, Oturehau, Patearoa, Poolburn, Roxburgh, Ranfurly and Tarras. These are public facilities which have no user charges.
There is an increasing public expectation that waste, in particular organics (food waste and greenwaste), will be managed in an environmentally sustainable manner. Most local authorities are considering introducing an organics service or have already committed to introducing them.
Kerbside food waste collections are currently in place or in progress in Auckland, New Plymouth, Waikato district, Whakatane, Kawerau, Christchurch, Selwyn, Waimakariri, Hutt, Tauranga, Western Bay of Plenty, Hamilton, Ruapehu, Dunedin and Wellington. Queenstown Lakes District Council are currently preparing an organics strategy that considers the introduction of kerbside organic collections alongside other interventions.
Further work is being undertaken on investigating processing of greenwaste, and potentially food waste, within Central Otago. As part of this work the potential of a combined Queenstown / Central Otago facility located within Central Otago district is also being considered. A report will be provided in early 2022 with the options for this.
3. Discussion
As the COVID-19 pandemic continues to impact freight networks, community feedback is needed now to help inform what should be collected at kerbside, and what other supporting services should be provided to ensure effective and efficient waste management. This will allow the successful contractor enough time to be ready to commence a new service from 1 July 2023.
Currently the kerbside collection consists of three 240L bins. The rubbish (red lid) bin is collected fortnightly. The mixed recyclables (yellow lid) bin is also collected fortnightly, except on the eighth week, when it is swapped out for the glass (blue lid) bin collection.
The annual cost of the kerbside service is $334.
Options for an improved kerbside collection service have been developed and assessed using the Better Business Case methodology, including the following steps:
· Development of a longlist of options for the collection system and assessment of these options against strategic objectives and critical success factors.
· Shortlisting of options and an economic assessment (financial and non-financial) of the shortlisted options to identify three recommended options for consultation.
Shortlisting of options has been undertaken with an economic assessment (financial and non-financial) of these options to identify three recommended options for community feedback.
The options developed include:
Option 1: Improved status quo
Option 1 is the minimum change considered. It introduces an additional 240L bin for a four-weekly collection of greenwaste (a green lid bin). The glass (blue) bin would change to a more regular four-weekly collection, in a smaller 140L bin. This option will also allow a choice of a 240L or 140L rubbish (red) bin. If the smaller 140L rubbish bin is chosen it will have a discounted rate, of approximately $40 per annum. The 240L mixed recycling (yellow) bin would move to a consistent fortnightly collection.
The estimated
annual cost for Option 1 is approximately $350 to $400.
Option 2: Weekly rubbish option
Option 2 is an enhancement on Option 1. In addition to the four-weekly greenwaste and glass collections, this option also introduces weekly rubbish bin collections. Both the rubbish and glass bins would be a smaller 140L bin. As in Option 1, the 240L mixed recycling bin would be collected fortnightly.
The estimated annual cost for Option 2 is approximately $400 to $450.
Option 3: Weekly organic collection
Option 3 introduces an 80L organics bin to collect both food and greenwaste every week. The rubbish bin will still be collected fortnightly but residents would be able to choose between a 240L or smaller 140L option. If they choose the smaller 140L rubbish bin they will pay a discounted rate of approximately $40pa for kerbside service. As in Options 1 and 2, the 140L glass (blue) bin would be collected every four weeks and the 240L mixed recycling (yellow) bin would be collected fortnightly.
The estimated annual cost for Option 3 is approximately $430 to $500.
Further information is available in the ‘Have Your Say on our Waste Services’ document in Appendix 1. The proposal is that the public will have the opportunity to provide feedback from the 25th of August 2021 through to the 24th of September 2021.
Feedback is also being sought on the use of Council’s other waste services. This includes transfer stations, recycling drop offs and re-use shops. The survey will be available online through SurveyMonkey. Paper copies will be able to be printed at libraries and service centres. The survey questions are available in Appendix 2.
Results from the community feedback will be provided to Council along with the proposed procurement plan in November.
4. Options
Option 1 – (Recommended)
Approve the ‘Have Your Say on our Waste Services’ document for community feedback.
Advantages:
· The public have an opportunity to provide feedback on the proposals and current use of other Council waste services.
· Information on how people use current services will enable robust decision making.
Disadvantages:
· None
Option 2
Decline to approve the ‘Have Your Say on our Waste Services’ document and not seek community feedback.
Advantages:
· None.
Disadvantages:
· No opportunity for the public to provide input.
· Limited information available on how the public use Council services.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the environmental wellbeing of communities, in the present and for the future by ensuring options are available for waste to be disposed of in an appropriate manner.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
The proposal is being accommodated within existing budgets.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes
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Considerations as to sustainability, the environment and climate change impacts |
Yes The proposed options for feedback supports the actions of Council’s Sustainability Strategy and Waste Management and Minimisation Plan 2018.
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Risks Analysis |
There are no significant risks to Council associated with the proposal.
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Significance, Consultation and Engagement (internal and external) |
Community feedback will occur from 24 August 2021 to 25 September 2021.
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6. Next Steps
· Preparation of the consultation documentation and planning for the consultation exercise.
(August 2021)
· Council approval of the shortlisted options for public consultation.
(August 2021)
· Carry out public consultation on the proposed service changes.
(August - September 2021)
· Completion of Business Case for Waste Services Review, incorporating consultation outcomes, Councillor feedback and the transfer station review outcomes.
(October 2021)
· Council decision on recommended future services.
(November 2021).
· Council approval of procurement plan.
(November 2021).
· Development on tender documents.
(November 2021 – January 2022).
· Tender out to market.
(January 2022 – March 2022).
· Recommended tenderer to Council.
(June 2022)
· Contact awarded.
(June 2022)
· Service commencement.
(July 2023)
Appendix 1 - DRAFT Have Your Say
on Our Waste Services.pdf ⇩
Appendix 2 - DRAFT Waste Services
Feedback Questions.pdf ⇩
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Report author: |
Reviewed and authorised by: |
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Quinton Penniall |
Julie Muir |
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Environmental Engineering Manager |
Executive Manager - Infrastructure Services |
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4/08/2021 |
4/08/2021 |
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21.6.10 Appointment of Consultants for Water and Wastewater Technical Support for 2021-24
Doc ID: 534361
1. Purpose of Report
To consider the direct appointment of consultants for technical support for water and wastewater during the 2021-24 Long Term Plan period.
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That the Council A. Receives the report and accepts the level of significance. B. Approves the direct appointment of Stantec for the provision of technical services for water and wastewater for the 2021-24 Long Term Plan period for Cromwell, Vincent and Maniototo areas. C. Approves the direct appointment of Fluent Solutions for provision of technical services for water and wastewater for the 2021-24 Long Term Plan period for the Teviot area. D. Approves the direct appointment of Beca for provision of technical services for water and wastewater for the 2021-24 Long Term Plan period for the Maniototo area, and reticulation renewals and operational support as required. E. Approves the direct appointment of Beale Consulting for the provision of technical services for resource consent applications for the 2021-24 Long Term Plan period. F. Approves the direct appointment of Rationale for the provision of strategic planning support for the 2021-24 Long Term Plan period. G. Approves the direct appointment of Mott MacDonald for hydraulic modelling for the 2021-24 Long Term Plan period. |
2. Background
Council approved the direct appointment of Stantec to provide technical support for water and wastewater for the 2020-21 financial year on 28 July 2020.
The amount of investment occurring in the infrastructure sector has increased significantly due to government economic stimulus packages and increased local authority investment in the 2021 Long Term Plans.
There is a shortage of experienced consultants to undertake the work that is currently planned and consultants are now in the position where there is more work than capacity to deliver. Building on existing strategic relationships is likely to be more effective in ensuring delivery of Council’s work program than tendering will be.
Stantec have been the successful tenderers in the following recent works:
· Design of Lake Dunstan Water Supply which was tendered in June 2017.
· A variation was awarded to include design of the main Clyde wastewater pipeline so this could be incorporated into one construction contract for the water and wastewater pipes between Clyde and Alexandra in June 2018.
· Design of Clyde wastewater main pump station and reticulation network which was tendered in June 2019.
The delivery of the design work for these projects has required Stantec to familiarise themselves with the hydraulic models for water and wastewater for the Alexandra-Clyde Basin, and they have formed a good working relationship with Mott MacDonald who undertake all of Council’s hydraulic modelling. Stantec have gained significant knowledge of the issues relating to Lindavia in Lake Dunstan, and water treatment options to manage this issue.
Stantec have been involved in the projects in the 20/21 period that are being delivered under the stimulus fund. They have also been providing operational support with the equivalent of a 0.4 full time equivalent to provide some cover to vacant staff roles within the council water team.
Fluent Solutions have been providing design services for infrastructure on the smaller council supplies, particularly the Roxburgh falling main. This has provided them insight into the hydraulic modelling for the Teviot area.
Beca have provided technical advice on the Naseby water supply. They have also provided specialist operational technical support from their Dunedin office at short notice when there were plant failures at the Alexandra wastewater treatment plant. They have also provided updated operating procedures for all treatment sites, and a review of the Cromwell wastewater site. Beca have previously prepared options for replacing the Alexandra Bridge Hill rising main.
Over the 20/21 financial year Rationale have provided support in delivering the Department of Internal Affairs request for information. They have also been providing strategy support with the equivalent of a 0.4 full time equivalent to provide some cover to vacant staff roles within the council water team. Rationale provide strong strategic planning expertise.
Simon Beale of Beale Consulting has prepared resource consent applications for the Omakau wastewater, and Ranfurly water takes. Mr Beale has a good working relationship with the Otago Regional Council, and with Central Otago District Council, and is now based in Alexandra. Further work is going to be required for new resource consents for the Lake Dunstan, Cromwell, and potentially Omakau water takes. The Lake Roxburgh Village wastewater consent will also expire in 2023.
Council uses Mott MacDonald to maintain the hydraulic models of the water and wastewater networks. Hydraulic models are used to understand flow and capacity across the networks and where constraints occur. These are particularly important for optimising the design between treatment capacity, reticulation capacity, pump sizing, and reservoir storage. Hydraulic modelling requires a particular technical expertise that is in short supply and high demand. Council has no modelling expertise, and engages Mott MacDonald to manage and maintain the models. This includes modelling new subdivisions and their impacts on the network. Over the next three years the models will be updated to include the Cromwell and Vincent spatial plan changes. Consultants working on design projects for council work with Mott MacDonald to ensure that improvements are designed to optimise the networks, and provide for peak demand now and for the future from growth.
As a result of their involvement in the existing and historical work, these consultants have a good understanding of parts of the Council networks, our processes and reporting requirements and have formed a good working relationship with council staff.
The combined professional services value for each of these consultants is expected to exceed $200,000 over the next three years. Under the current Procurement Policy this is categorised as high expenditure and would normally require a market tender or closed competitive process.
3. Discussion
Experience and innovation in the early stages of a project can significantly reduce construction costs. That is why involving the right technical expertise early in the process is important.
Better Planning - More Potential Savings
Subject to approval, the current Procurement Policy allows an exemption from open advertising under certain circumstances. Some of these circumstances include:
· Where the services required are specialist technical or professional services.
· When it is not practical or cost-effective to conduct an open tender or proposal.
· Where there is limited time for the procurement process.
When an exemption from open advertising is recommended, approval is on a one-up basis. As the total amount of this professional services contracts is in excess of $200,000, Council approval is required to use direct appointment as the alternative procurement method.
The contracts for technical services are usually awarded on qualities relating to experience with little to no weighting given to price. The expertise, experience and innovation of the individual people who work on the project have more of an impact on the cost than the differences in the fees charged for the work.
There is a time and cost requirement for tendering work. A tender process for this work is expected to take 12 weeks, and preparation of tender documents and evaluation is expected to take approximately 80 hours of senior staff time. This means that while the tender process will add time and cost to progressing work, it is unlikely to deliver any added value.
There is limited time for delivery on much of the current water and wastewater programme, particularly those projects under the stimulus fund which need to be completed by the end of March 2022. A key benefit of direct appointment is that it will save time.
Given positive history of work with Council, their technical expertise and the constraints mentioned above, it is recommended to make a direct appointment of Stantec, Fluent Solutions, Beca, Rationale, and Beale Consulting rather than go through an open tender process.
4. Options
Option 1 – (Recommended)
Direct appointment of the following consultants for water and wastewater for the 2021-24 Long Term Plan period:
· Stantec for technical services for Cromwell, Vincent and Maniototo areas.
· Fluent Solutions for technical services for the Teviot area.
· Beca for technical services for the Maniototo area, and reticulation renewals and operational support as required.
· Beale consulting for resource consent applications.
· Rationale for strategic planning support.
· Mott MacDonald for hydraulic modelling expertise.
Advantages:
· Will fast-track the delivery of the 2021-24 Long Term Plan programme of work
· Will reduce the staff time required on preparing professional services tender documents and procurement.
· Will build on the existing familiarity that consultants have developed from previous work on parts of the network, reducing time and costs.
· Will further develop institutional knowledge for these consultants to enable them to provide additional support to council if required for a delivery transition process.
· Builds on existing strategic relationships with existing suppliers in a constrained market.
Disadvantages:
· Reduces the opportunity for new players to access the local market.
Option 2
Tender the work.
Advantages:
· Open transparent and competitive process.
Disadvantages:
· Will create cost for consultants to tender in a market where there is more work than resource available. This could result in no tenders being received.
· Will require significant staff time which will result in lost opportunities to undertake operational management and progress other items of work.
· Will create a high risk that the 2021-24 programme of work is not delivered.
· If a different consultant was selected then the benefits of work undertaken to date would be lost.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of communities, in the present and for the future by providing good quality infrastructure in a way that is most cost effective for households and businesses.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
Yes. The work will be undertaken within existing budgets.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
This decision is inconsistent with the existing Procurement Policy as high expenditure would normally require a market tender or closed competitive process. With approval, an exemption from open advertising can be used in certain circumstances including: the services required are specialist technical or professional services, where it is not practical or cost-effective to conduct an open tender or proposal and where there is limited time for the procurement process.
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Considerations as to sustainability, the environment and climate change impacts |
This decision will enable investigation work which will contribute to improved climate resilience and sustainability to be undertaken.
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Risks Analysis |
There are risks to Council if appropriate technical expertise is not included in the development and delivery of long-term plan programmes. There are minimal risks to Council in undertaking direct appointment for a period of one year for the scale of work that is proposed. There is a risk to Council if we are unable to deliver the Stimulus programme prior to the end of March 2022.
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Significance, Consultation and Engagement (internal and external) |
This decision is not significant and does not meet the thresholds of Council’s Significance and Engagement Policy.
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6. Next Steps
If Council approves the direct appointment of Stantec then work will commence immediately. If not, then a tender process will be initiated.
Nil
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Report author: |
Reviewed and authorised by: |
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Chantal Green |
Julie Muir |
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Infrastructure Finance Officer |
Executive Manager - Infrastructure Services |
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27/07/2021 |
30/07/2021 |
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Doc ID: 547589
1. Purpose of Report
To consider upgrading of the Naseby treatment plant to provide service during climatic events which affect the quality of the source water.
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That the Council A. Receives the report and accepts the level of significance. B. Agrees to proceed with construction of a clarifier, pH correction, and flocculation tank to be funded from tranche 1 of the water stimulus funding. C. Directs staff to investigate options for an alternative water source for the Naseby water supply, including consideration of a single Maniototo water treatment site. |
2. Background
A significant rainfall event occurred from 1 January to 4 January 2021 which resulted in Naseby receiving high turbidity raw water from the Hawkdun irrigation race. This caused the treatment plant to become in-operable which resulted in the reservoirs emptying, and a period of 10 hours of no water supply to Naseby properties. The treatment plant was subsequently bypassed to enable raw water to be supplied, with a boil water notice in place for 28 days.
Following this event there has been discussion within the community regarding the water levels in the reservoirs, council’s response to the event, and the quality of communication regarding the event. Consultants Beca were engaged to undertake a review of the following:
· A timeline of the event.
· What occurred at the plant as the event developed.
· A record of communications and the timeliness of these relative to changes occurring in the situation.
· A review of the plant’s performance.
· A review of the actions taken at the time of the event, including provision of water tankers.
· Storage levels in the reservoirs prior to and during the event.
· Expected consumption rates for this period, including peak population.
· Capacity of reservoirs relative to demand.
· Recommendations regarding resilience improvements to avoid this occurring in the future.
The following information was used to inform the review :
· Analysis of data and information relating to the event itself – water flows, rainfall, population.
· Engagement with Council staff – infrastructure and communications.
· Review of public communications from Council relating to the event.
· Engagement with Council contractors and water treatment plant operators.
· Meeting with Maniototo Community Board and Naseby Vision to understand views and key issues on behalf of the local community.
The report received from Beca regarding the event is attached. The key findings are:
Cause and Reservoir Levels
The water treatment plant was operating at maximum capacity prior to the rain event, and was struggling to meet demand due to high visitor numbers. The reservoirs were however maintaining a steady level between 80% and 96% up to 1 January which indicates that the plant was meeting demand during low turbidity over the peak period.
When the rain event occurred, the plant began automated backwash procedures at 1pm on 1 January, as the turbidity increased. The reservoir level at this time was 80%. The reservoir level began dropping from this point due to the inability of the plant to treat water to keep up with demand.
The plant automatically shut down between 8am and 9am on 2 January due to turbidity exceeding the setpoint of 7 NTU. During this event turbidity reached 500-700 NTU.
Reservoir storage at 9am on the 2 January was 36%. A conserve water notice was issued at 10am on 2 January, with the reservoirs becoming empty at 6am on 3 January.
13 attempts were made to restart the plant, but the programming would not allow this to occur above a turbidity on 7 NTU. A bypass was then put in place to enable the raw water to enter the reservoirs and a boil water notice was implemented.
Communications
The Beca report provides detail regarding community feedback regarding communication throughout the event.
This identifies that while a wide range of communication methods was used over the course of the event, the feedback from the community was that the communication was not adequate.
The report acknowledges that both the communications team, and infrastructure teams are small and there was a lot to keep on top of during the event. There are a number of recommendations, some of which have already been implemented, and the remaining will be implemented by November. These include:
· Development of templates to support the communications team, as well as a tour of sites to increase understanding of how the system operates.
· A daily summary providing a situation update from the water services team.
· The Get Ready system be used to notify the public of boil water events.
· Ensuring information is provided to the afterhours service, and has been disseminated by them to all their staff.
· Specific communication with the Naseby Holiday Park regarding decreasing reservoir levels, and onsite storage at the Holiday park to manage pressure and supply interruptions.
· Public updates on tankers being removed for refilling
· Education on three waters reform
· Update the community on outcome of this review.
Council has appointed a Water Operations Team Leader who will lead this work. This person has experience in public communication and liaison during significant water events and will add a valuable skill set to the water team.
Procedural Performance
The Beca report acknowledges that there was widespread damage across the region from this weather event and that council and Fulton Hogan allocated resources appropriately. Recommendations, and the follow up actions by council are:
· Priorities for responding to events – council has an emergency response plan which covers the recommendations in the report, and this was followed for this event. Training will be provided to new infrastructure staff on these procedures as part of their induction process
· Availability of council personnel and key service providers – ensure that water and communications staff are rostered on-call over holiday periods and public holidays. The Executive Team will discuss how this cover will be managed.
· Ensure that key external providers are available on call during holiday periods. Fulton Hogan provide this service as part of their contract with council and responded appropriately to this event. Discussion will be held with other key external providers to ensure an on-call service is available for other service providers.
Emergency Operating Procedures
The Beca report acknowledges that the scale of this event was such that a boil water notice for 14 days would have been required regardless of the procedures that were implemented.
A trade-off is required between shutting down the system entirely for 14 days, and relying solely on tanker water, or keeping water flowing into households for sanitary and firefighting purposes and extending the timeline of the event in order to clean the system.
The report discusses options for setting the turbidity levels before the plant shuts down at a higher level, with a boil water notice still implemented. The benefit of this is that the duration of the event would be shorter. This would only work for milder events (<15NTU). An emergency operating procedure is being developed for this scenario.
Peak Demand
There is a high level of uncertainty regarding peak population within Naseby over the Christmas/New Year period. Cell phone data analysis suggests a peak population of just under 1000 people. The local community believes that the population over this period is between 3000-4000 people.
This difference has significant water capacity and cost implications. Council staff will undertake a survey with accommodation providers to understand peak capacity, and some residential surveys may need to be undertaken over the Christmas period to supplement this.
Leak detection work is also being undertaken to ensure that there is no significant water loss occurring.
Plant Performance
A number of improvements to the source, treatment process and the reticulation could be implemented to improve the reliability of the water supply and prevent or shorten future events. Further investigation has been undertaken on the options that have been presented in the Beca report and cost estimates prepared. These are:
· Improved treatment
o installing a clarifier to reduce the turbidity to a level where it can be treated –$320,000
o duplicate key treatment items to provide redundancy –$570,000
o installation of pH adjustment –$250,000
o flocculation tank improvements - $50,000 (included in clarifier cost above)
o filtration upgrade - $30,000 (completed)
· Increased treatment capacity
o investigate visitor numbers during peak times to understand demands
o depending on the amount of increased capacity required, increase treatment capacity above 5 L/s (second intake, second filter, second UV, second blower and backwash pump, increased PACl and hypo storage, duplication of pipework, associated installation –$1,070,000
· Increased water storage 1500m3 raw water storage to provide three to four days of peak storage –$3,100,000 – this is not recommended as the issue in meeting peak demand is due to the restrictions on the plant capacity, and not on the storage capacity. High turbidity events also last for in excess of four days. The treatment capacity can be more cost effectively addressed, and provide a better outcome, than increasing water storage.
· Source protection – the report recommends that an alternative source is identified or a legal agreement is negotiated with the irrigation company to protect water quantity and quality in recognition of the importance of public water supply over commercial use. Council staff believe that it is impractical and inappropriate to shift this risk to the irrigation company. Issues relating to water sources within the broader Maniototo area are discussed below.
3. Discussion
The procedural, emergency operating procedure, and communications recommendations in the Beca report are able to be implemented quickly, and at minimal cost. Many of these have already been undertaken, with the remainder to be completed by November.
There are three council operated water schemes within the Maniototo area, at Naseby, Ranfurly, and Patearoa. These supplies all have resilience issues during moderate rainfall events, and during drought conditions.
The operating environment for provision of community water supplies is changing significantly due to a number of factors. These include changes to the consenting of water takes, enforcement of the New Zealand Drinking Water Standards, and increased costs to upgrade the supplies to meet these standards.
Consenting of Water Takes
Central Otago District Council has been an active participant in the Otago Territorial Authorities submission on the Otago Regional Council (ORC) Plan Change 7. This has provided an increased level of understanding of the likely considerations and conditions that will be applied to the future allocation of water for community water supplies.
The two water take consents from the Eweburn for Ranfurly expire in October 2021 and are currently being renewed. The ORC is considering the renewal of these in accordance with the provisions of Plan Change 7. The renewed consents are likely to be for a period of either six years, or 14 years with additional requirements relating to Plan Change 7.
The Ranfurly water supply is also supplemented during dry periods with water purchased from the Hawkdun irrigation race. The Naseby water supply is solely provided from the Hawkdun irrigation race. The consents for this water are held by the Hawkdun Irrigation Company and expire in 2037.
The Patearoa water supply is sourced from the Sowburn, and the consent for this take expires in 2050.
While community water supplies have a higher priority for allocation of water than irrigation water, the use of the irrigation infrastructure to source and supply community water supplies adds another level of complexity and source management issues.
Draft Plan Change 7 amendments that have been negotiated between the Otago Terriotrial Authorities and the Otago Regional Council for community water supplies. These extend the time period for consents from 6 years to 2035, and add requirements for demand management and water conservation, consideration of storage of rainwater and the use of reservoirs, and analysis of water use patterns for different sectors for the purpose of identifying end users. This includes identifying consequential effects of the end use of water from different water users for supply of water beyond the next six years. It is expected that these requirements will be included in the next Otago Regional Land and Water Plan.
Establishment of New Drinking Water Regulator
Tauamata Arowai has now been established as the new drinking water regulator and are expected to take over all regulatory functions in November 2021 after the Water Service Bill is adopted. This Bill will provide new legislation to enable enforcement of the existing New Zealand Drinking Water Standards with penalties for non-compliance.
The draft penalties for recklessness in supply of unsafe drinking water is a term of imprisonment not exceeding 5 years or a fine not exceeding $600,000, or both for an individual, or a fine not exceeding $3 million for a body corporate or an unincorporated body.
The draft penalty for negligence is a fine not exceeding $300,000 for an individual, and $1.5 million for a body corporate or an unincorporated body.
There are a number of other penalties ranging from $25,000-$75,000 for an individual, and $100,000 - $300,000 for a body corporate or an unincorporated body.
It will be necessary for council to demonstrate that it is actively working towards upgrading the Maniototo water supplies to meet the drinking water standards. This includes demonstrating that the supplies are resilient to expected climatic events.
The requirements to meet the New Zealand Drinking Water Standards and the penalties for not meeting these apply irrespective of three waters delivery reform.
Costs for Upgrading and Operating Treatment Plants
Initial rough estimates to upgrade water treatment plants were based on the expectation that simple filtration, UV treatment, and chlorination would achieve compliance. In order for this to occur the source water quality would have to be a consistently high quality. This is not achievable for any of the water supplies in Central Otago, as water is either sourced from open water sources, or shallow bores.
This means additional treatment processes and plant redundancy is required to enable capacity to be maintained when the quality of source water deteriorates due to climatic events. This increases both initial capital costs, and ongoing operational costs. The life span of the components is between 10 and 20 years which also results in relatively high depreciation costs.
The skill level required to operate these more complex treatment plants is higher, resulting in increased skilled resources being required. Historically an operator could manage several plants, but the higher complexity plants are more likely to require a full time operator for each plant.
A budget of $455,000 was provided for upgrading of the Naseby water supply in 2018/19, with $758,000 being spent. While the upgrade undertaken is adequate to meet the New Zealand Drinking Water Standards during perfect conditions, the plant is unable to provide treated water during even moderate rain events.
A budget of $600,000 was provided for upgrading of the Ranfurly water supply and $300,000 for Patearoa in 2020/21. Investigation work on these upgrades commenced in 2020 and has been focussed on analysing the quality of the source water during different seasons. The initial recommendation for both the Patearoa and Ranfurly supplies has been that consideration should be given to finding alternative water sources. It is likely that the upgrading required to meet the drinking water standards and provide resilience to weather events will require significantly more funding than has currently been budgeted.
In order to ensure that treated water meets the drinking water standards, and is resilient to climatic events, a wider range of options needs to be considered than initially proposed. This includes consideration of alternative water sources and combining the treatment for two or three townships at one site. Estimates will then need to be recalculated for these options.
The options presented below include upgrading the Naseby supply to remain an independent supply with the current water source, or alternatively an interim upgrade to enable the supply to continue to operate during moderate weather events, with potential for connection to an alternative source in the future.
4. Options
Option 1 – (Recommended)
Undertake an interim upgrade of the Naseby water treatment to enable the existing plant to operate during periods of high water turbidity in the Hawkdun irrigation race. Retain the existing plant capacity until consideration of a new source and combined Maniototo water treatment site is completed. Water restrictions and conserve water notices may be required if a climatic event occurs which reduces the plant capacity during peak demand period.
This would include the construction of a clarifier, pH correction, and flocculation tank improvements. The estimated cost of this work is $570,000. It would exclude increasing redundancy, increasing capacity, and increasing storage which would be an additional cost of $4,740,000.
Advantages:
· Improvements could be implemented within 9 months (dependent on material supply)
· Cost of $570,000 can be accommodated within tranche 1 of the water stimulus funding
· Will enable water to continue to be treated during moderate turbidity events
· Will shorten the period of time for boil water notices during extreme climatic events
· Consideration of an alternative source can be undertaken prior to further significant investment.
Disadvantages:
· Water restrictions may be required during the peak population time which is typically two weeks over Christmas and New Year
· Boil water notices may still be required if turbidity is exceptionally high following extreme climatic events.
Option 2
Undertake a complete upgrade of the Naseby water treatment to enable the existing plant to operate during periods of high water turbidity in the Hawkdun irrigation race. This would require increased plant redundancy and capacity to enable the plant to meet peak demand during extreme climatic events.
This would include the construction of a clarifier, pH correction, flocculation tank, increased redundancy, and increased plant capacity. The estimated cost of this work is $2,210,000. It would exclude increasing storage which would be an additional cost of $3,100,000.
Advantages:
· Part of the plant could be shutdown for cleaning during peak periods, while the remaining section continues operating. This would reduce the risk of water restrictions or conserve water notices being required during peak demand periods.
· Will enable water to continue to be treated during moderate turbidity events
· Will shorten the period of time for boil water notices during extreme climatic events
Disadvantages:
· Boil water notices may still be required if turbidity is exceptionally high following extreme climatic events.
· Increased cost of $1.64 million over option 1, which has not been budgeted.
· Potential of increased sunk costs if an alternative water source and combined Maniototo treatment plant is identified as a preferred option.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of the Naseby and Maniototo communities, in the present and for the future by providing and interim water treatment solution while a more resilient and longer term option is identified. |
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
The proposed option can be accommodated within the provisions of tranche 1 of the water stimulus funding |
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes
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Considerations as to sustainability, the environment and climate change impacts |
The proposed option is to find a solution for water treatment for the Maniototo which provides resilience and reliability to climatic events, and expected future impacts from climate change.
It also considers the longer term sustainability of the current supply from the Hawkdun irrigation race. |
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Risks Analysis |
Another extreme event could occur at peak demand where turbidity still exceeds the ability of the plant to operate at full capacity. Costs could increase, and project timing could be prolonged due to material supply issues. Staff have engaged Beca to continue with designing option 1 while council considers this issue. This will enable ordering of materials if needed as soon as a decision is made.
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Significance, Consultation and Engagement (internal and external) |
Information will be provided to the community regarding the options available, and the reasons for the decision that is made following the council meeting. |
6. Next Steps
· Project scope change request made to Crown Infrastructure Partners to substitute Naseby clarifier upgrade for Naseby reservoir storage project – submitted
· Water testing to inform design - underway
· Specification of clarifier, flocculation tank, and pH correction – underway
· Council decision – 11 August
· Material quotations and procurement – mid September
· Fabrication and delivery – mid November
· Installation – December – February
· Commissioning – March 2022
Appendix 1 - Naseby Water
Treatment Plant Review ⇩
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Report author: |
Reviewed and authorised by: |
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Julie Muir |
Sanchia Jacobs |
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Executive Manager - Infrastructure Services |
Chief Executive Officer |
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29/07/2021 |
3/08/2021 |
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21.6.12 Appointment of Consultant for Bridge Structural Advice for 2021‑24
Doc ID: 547518
1. Purpose of Report
To consider the direct appointment of a consultant for advice for bridges during the 2021-24 Long Term Plan period.
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That the Council A. Receives the report and accepts the level of significance. B. Approves the direct appointment of Beca for the provision of structural advice for bridges for the 2021-24 Long Term Plan period. |
2. Background
Council approved the direct appointment of Beca for the provision of structural advice for bridges for the 2020-21 financial year on 28 July 2020.
Specialist structural engineering advice is required to review the condition and future upgrade requirements of Council’s bridge network. Detailed design is also required for work in the Long-Term Plan programme.
Council has 177 bridges with 37 of these expected to reach the end of their economic life within the next 25 years, and a further 30 requiring significant renewal work within the next 25 years. A large number of these are on low volume roads where there are alternative routes, and the economic viability of their replacement needs to be considered. Forward budgets have been prepared based on the assumption that not all bridges will be replaced.
The number and weight of trucks is also increasing, as a result of regulatory changes and improvements in land productivity. There are 23 weight restricted bridges, 22 of these are on low volume rural roads where there is a higher risk of overloading occurring.
A more detailed understanding of the replacement needs, options, and costs is required to inform community consultation regarding affordability and options for the future. The specialised expertise required for this programme of work is not available within Council. In the past, this advice has been sourced externally when required for individual bridges. There has been a proposal to undertake this work over the past four years, but it has not progressed due to staff changes and vacancies within the roading team.
3. Discussion
Structural engineers who specialise in bridge work are a small subset of the broader structural engineering profession. This means there are limited people who undertake this work and those with experience typically are in high demand. This has been reflected in the timeliness of delivery on past Council bridge work.
Council has a vast network of bridges which are unlikely to be sustainable from an affordability perspective. A strategic approach is required to deliver the required level of service across the network which will require innovative thinking. Many structural engineers are able to evaluate the replacement of an individual bridge. Consideration of the need and affordability of the wider network requires a different way of thinking.
Beca have been undertaking work for Council reviewing the structural integrity of bridges on the network, and are investigating options for replacing bridges damaged by the January 2021 floods. Through this work they have demonstrated an ability to deliver innovative solutions to manage risk and provide affordable options.
After the inspections have been done then further work will be undertaken to identify options and costs for addressing issues. It is therefore difficult to define the full scope of the work from the outset. Council and consultant staff will need to work together on the project.
· Where the services required are specialist technical or professional services.
· When it is not practical or cost-effective to conduct an open tender or proposal.
· Where there is limited time for the procurement process.
When an exemption from open advertising is recommended, approval is on a one-up basis. As the total amount of the professional services for bridge works is expected to be in excess of $200,000, Council approval is required to use direct appointment as the alternative procurement method.
The contracts for technical services are usually awarded on qualities relating to experience with little to no weighting given to price. The expertise, experience and innovation of the individual people who work on the project have more of an impact on the cost than the differences in the fees charged for the work.
There is a time and cost requirement for tendering work. A tender process for this work is expected to take 12 weeks, and preparation of tender documents and evaluation is expected to take approximately 80 hours of senior staff time. This means that while the tender process will add time and cost to progressing work, it is unlikely to deliver any added value.
The amount of investment occurring in the infrastructure sector has increased significantly due to government economic stimulus packages and increased Local Authority investment in the 2021 Long Term Plans.
There is a shortage of experienced consultants to undertake the work that is currently planned and consultants are now in the position where there is more work than capacity to deliver. Building on existing strategic relationships is likely to be more effective in ensuring delivery of Council’s work program than tendering will be.
Given Beca’s positive history of work with Council on bridges, their technical expertise and the constraints mentioned above, it is recommended to make a direct appointment of Beca for specialist bridge advice instead of going through an open tender process.
4. Options
Option 1 – (Recommended)
Make a direct appointment of Beca for a period of three years to progress structural bridge analysis and design work.
Advantages:
· Will fast-track consultant engagement, resulting in reduced staff and consultant input being required.
· Will enable construction of renewals and improvement work which requires technical input to commence earlier.
· Will utilise the knowledge that Beca have gained through recent bridge investigation work to be carried through to option analysis and development of the bridge strategy.
· Will enable the development of a bridge strategy to proceed within the next 12 months.
Disadvantages:
· Reduces opportunity for other players to access the local market.
Option 2
Tender the work.
Advantages:
· Open transparent and competitive process.
Disadvantages:
· Will create cost for consultants to tender in a market where there is more work than resource available. This could result in no tenders being received.
· Will require staff time which will result in lost opportunities to progress other items of work.
· Will delay commencement of construction on 2021/22 bridge renewal programme.
· If a different consultant was selected then the benefits of work undertaken to date could be lost.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of communities, in the present and for the future by providing good quality infrastructure in a way that is most cost effective for households and businesses. |
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
Yes. The work will be undertaken within existing budgets provided for this work.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
This decision is inconsistent with the existing Procurement Policy as high expenditure would normally require a market tender or closed competitive process. With approval, an exemption from open advertising can be used in certain circumstances including: the services required are specialist technical or professional services, where it is not practical or cost-effective to conduct an open tender or proposal and where there is limited time for the procurement process.
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Considerations as to sustainability, the environment and climate change impacts |
This decision will enable investigation work which will contribute to improved climate resilience for bridges.
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Risks Analysis |
There is a risk in managing peak workload with limited resources. There are risks to Council if appropriate technical expertise is not included in the development and delivery of Long-Term Plan programmes. There are minimal risks to Council in undertaking direct appointment for for the scale of work that is proposed.
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Significance, Consultation and Engagement (internal and external) |
This decision is not significant and does not meet the thresholds of Councils Significance and Engagement Policy.
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6. Next Steps
If Council approves the direct appointment of Beca then work will commence immediately. If not, then a tender process will be initiated in the next 9 months due to the high workloads caused by reform in the Infrastructure Department.
Nil
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Report author: |
Reviewed and authorised by: |
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Chantal Green |
Julie Muir |
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Infrastructure Finance Officer |
Executive Manager - Infrastructure Services |
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27/07/2021 |
30/07/2021 |
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21.6.13 Road Renaming Approval Report - Portion of Watson Road
Doc ID: 544185
1. Purpose of Report
To ratify the Vincent Community Board’s recommendation to rename a portion of Watson Road to Pīhoihoi Road.
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That the Council A. Receives the report and accepts the level of significance. B. Rename a portion of Watson Road to Pīhoihoi Road. |
2. Background
A report was presented to the Vincent Community Board on 20 July 2021 (appendix 1) to consider renaming the right-hand section of Watson Road from the T intersection at Nelsen Ridge Road. A map showing the portion of Watson Road to be renamed is attached as appendix 2.
3. Discussion
Renaming a portion of Watson Road will clarify access points for emergency services. Property owners on Watson Road were consulted and are in support this proposal. Once the recommendation is ratified by Council, staff will write to each of the affected property owners to inform them of the decision.
4. Options
Option 1 – (Recommended)
Ratify the Vincent Community Board recommendation to rename a portion of Watson Road to Pīhoihoi Road.
Advantages:
· Provides clear directions to access points for emergency services.
· Name is approved by Aukaha.
· Names complies with Council policy.
Disadvantages:
· Six rapid numbers will need to be reissued.
Option 2
Do not ratify the recommendation.
Advantages:
· None identified.
Disadvantages:
· No clarification for emergency services.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the environmental wellbeing of communities by providing clear direction to access points for emergency services.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
Costs for the road sign and replacement rapid number plates will be met by the Council roading budgets.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
This decision is consistent with other policies.
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Considerations as to sustainability, the environment and climate change impacts |
Managing change while protecting and enhancing our culture, heritage and landscape is one of council’s sustainability goals. Road renaming has the ability to celebrate cultural and heritage aspects of the area. Road renaming has no climate change impacts or benefits.
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Risks Analysis |
Approval of this road rename presents no discernible risks. |
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Significance, Consultation and Engagement (internal and external) |
Council has consulted with affected parties and have gained support for this proposal.
Staff will inform affected property owners of the name change once ratified by Council.
This decision does not trigger engagement under the engagement significance policy. |
6. Next Steps
1) Council confirms the name change.
2) Council sends a copy of the resolution to the Registrar-General of Land and the Surveyor-General.
3) Staff will inform affected parties of decision.
Appendix 1 - VCB report 20 July
2021.pdf ⇩ 
Appendix 2 - Map portion of Watson
Road.pdf ⇩ 
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Report author: |
Reviewed and authorised by: |
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Faye Somerville |
Julie Muir |
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Roading Administration Assistant |
Executive Manager - Infrastructure Services |
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8/07/2021 |
4/08/2021 |
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21.6.14 Rural Networks South Island rent review.
Doc ID: 541119
1. Purpose of Report
To provide further information for the purpose of reassessing the licence fees and power charges payable by Rural Networks South Island (the Company) for the licences and leases held over various Council reserves.
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That the Council A. Receives the report and accepts the level of significance. B. Agrees to:
1. Reduce the licence fee for the Gilligans Gully site from $6,000 to $4,800 per annum plus GST.
2. Reduce the licence fees for the Clyde Lookout, Earnscleugh Road, and Sugarloaf sites from $5,000, to $1,900 per annum plus GST.
3. Reduce the rental for the Alexandra Airport site from $5,000 to $1,900 per annum plus GST, subject to the lessee continuing to provide free internet services to the Airport Terminal.
4. Charge a flat fee of $600 per annum plus GST (per tenant as applicable) for power at the Gilligans Gully and Clyde Lookout sites with that fee being subject to adjustment (increase) by 10% on renewal.
5. Backdate the revised fees and charges to the commencement of the new licences and leases being 01 July 2020.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.
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2. Background
At their meeting of 26 August 2020 Council considered a report proposing the legalisation of the licences and leases held by Rural Networks South Island over the following sites:
- 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,
- Sugarloaf, being Part Lot 15 DP 418764, and;
- Alexandra Airport, being Part Lot 2 DP 300842.
The report also contained recommendations regarding site fees, sub-tenanting, and power charges.
A copy of the report dated 26 August 2020 is attached as Appendix 1.
On consideration the Council resolved (Resolution 20.7.18) as follows:
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.
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.
Authorises the Chief Executive to do all that is necessary to give effect to the resolution.
As noted in the report dated 26 August 2020, the Company disagreed with the valuation advice received from QV and ruralvalue relating to licence fees for Wireless Internet Service Provider (WISP) sites. The Company also disagreed with the advice received from the electrical engineer regarding the estimated power consumption and costs.
On release of the resolution the Company advised that the rentals were not sustainable and that the power charges were too high. They then asked if Council could reconsider the proposed rentals and power charges.
A second report proposing a reduction of the site rentals and power charges was put to Council’s meeting of 24 March 2021.
A copy of the report dated 24 March 2021 is attached as Appendix 2.
On consideration the Council resolved (Resolution 21.2.3) as follows:
That the item is left to lie on the table pending further information.
On release of the resolution the Company was advised of the outcome and provided with a summary of the feedback from councillors. That summary included the following advice:
The Councillors did not believe that the letter from the secretariat of WISPA equated to evidence of actual site rental fees. They also had concerns regarding the setting of the power charges given the increased that have been proposed by power companies over the next few years.
And:
Councillors are now asking the licensee to provide valuation data as evidence in support of the request to reduce the licence fees.
In response, the Company advised that they were disappointed that the letter from the secretariat of the Wireless Internet Service Providers Association of New Zealand Incorporated (WISPA.NZ) was not considered evidence of industry rental standards. They also advised that:
My valuer and surveyor are unable to provide me [valuation] information till mid May, which I know is a bit unhelpful. The numbers are still 30% higher than I expect to pay. Power is well above what we use.
I am presently evaluating the logistics of moving my towers onto private land and should have completed this in next 2 weeks.
3. Discussion
Further Information – Power
The Company’s Gilligans Gully and Clyde Lookout antennas are connected to Council’s water reservoir power supplies. The options relating to power have been reviewed and are expanded on below. 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.
To recap on the advice of the electrical engineer, requiring the Company to establish their own connection to the electricity network or to install a sub-meter would be cost prohibitive.
Installing a check-meter would be less expensive, however. The ongoing readings, calculations and reconciliations required to produce an account would be inefficient and onerous. Further compounding those inefficiencies are access issues. The two sites are located rurally in secure locations.
While solar power is noted as an option above, changing to solar would carry its own costs (which have not been researched). Instead, the fairest solution is to work with the existing electrical set-up. This means a flat fee remains the most practical solution for recovering power.
The power accounts from the Earnscleugh site are accurate evidence of power consumption by a single antenna. Accounts from the latter half of 2020 indicate an annual consumption of approximately $560 per annum plus GST. This is consistent with the recommendation of $600 per annum plus GST. It also allows a buffer allowing for a 7% increase in charges over time.
Further Information – Licence Fees: Gilligans Gully
The Company has agreed to accept the proposed licence fee of $4,800 per annum plus GST for the Gilligans Gully site. The Company’s acceptance of this fee is based on their ability to recover up to 75% of the fee from the subtenant.
After collecting 75% of the fee from the sub-tenant the Company will be responsible for the remaining $1,200. This brings the Company’s share of the licence fee into line with what they believe to be a fair rental of $1,500 per annum plus GST.
Further Information – Licence Fees: All other sites
While the Company had intended to provide their own valuation evidence in support of reducing rentals further, they have now advised that this was cost prohibitive. As an alternate to that option, the Company were asked to provide copies of other agreements to occupy.
The Company has not provided copies of any occupation agreements.
It is now proposed that a licence fee of $1,900 per annum plus GST be adopted for the remaining towers. This fee is the midpoint between the rental proposed in the report dated 24 March 2021 and the Company’s request for rentals of $1,500 per annum pus GST.
Renewal, reviews, and other provisions:
Resolution 20.7.18 provides for rent reviews on renewal. The methodology for determining the new rental is adjustment by CPI. For simplicity and in consideration of the existing 7% buffer, it is proposed that on renewal the annual power charge of $600 be increased by 10% to $660 per annum plus GST. It is proposed that one power charge be levied per tenant.
For the purpose of clarity, the licence to occupy the Alexandra Airport site will be granted subject to the Company continuing to supply free internet services to the Airport Terminal.
4. Options
Option 1 – (Recommended)
That the Council agrees to:
1. Reduce the licence fee for the Gilligans Gully site from $6,000 to $4,800 per annum plus GST.
2. Reduce the licence fees for the Clyde Lookout, Earnscleugh Road, and Sugarloaf sites from $5,000, to $1,900 per annum plus GST.
3. Reduce the rental for the Alexandra Airport site from $5,000, to $1,900 per annum plus GST, subject to the lessee continuing to provide free internet services to the Airport Terminal.
4. Charge a flat fee of $600 per annum plus GST (per tenant as applicable) for power at the Gilligans Gully and Clyde Lookout sites with that fee being subject to adjustment (increase) by 10% on renewal.
5. Backdate the revised fees and charges to the commencement of the new licences and leases being 01 July 2020.
Advantages:
· The rental is the middle ground between the previous recommendation and the request.
· Power charges for Gilligans Gully and the Clyde Lookout sites will align with actual power accounts and will provide for increasing charges during the first term of the licences.
· The provision for reviewing the power charges (on renewal) aligns with the simple methodology for reviewing rent.
Disadvantages:
· None.
Option 2
That the Council does not agree to reduce the licence fees and charge a flat fee for power.
Advantages:
· None.
Disadvantages:
· Does not recognise the Company’s advice that the existing fees are unsustainable.
· Power charges for Gilligans Gully and the Clyde Lookout sites will not align with actual power accounts or provide for increasing charges during the first term of the licences.
· The provision for reviewing the power charges (on renewal) will not align with the simple methodology for reviewing rent.
Option 3
That the Council determines other licence, rental fees, and/or power charges are appropriate.
Advantages:
· Councillors may determine other fees and methodologies for determining them are more appropriate.
Disadvantages:
· May also not be sustainable by the Company.
· May not provide a simple methodology for assessing and recovering power.
· May not resolve the matter.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
While infrastructure for internet services is not a Council activity, this promotes the social and economic wellbeing of communities, in the present and for the future by enabling Rural Networks South Island to continue to transmit wireless internet services in a sustainable manner.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
The income will be less than anticipated but will be sustainable in the longer term.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The decision to align the power charges on the Gilligans Gully and Clyde Lookout with the actual charges on the Earnscleugh site promotes equity and fairness.
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Considerations as to sustainability, the environment and climate change impacts |
No sustainability, environmental or climate change impacts are related to the recommendation.
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Risks Analysis |
If the fees are not reduced the Company may vacate the various sites with no income being received or fees recovered.
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Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded.
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6. Next Steps
1. Licences updated and sent to licence holder for execution August 2021
2. Licence fees and power charges invoiced August 2021
Appendix 1 - Copy of report to
Council dated 26 August 2020 ⇩
Appendix 2 - Copy of report to
Council dated 24 March 2021 ⇩
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Report author: |
Reviewed and authorised by: |
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Linda Stronach |
David Campbell |
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Property Officer - Statutory |
Acting Executive Manager - Planning and Environment |
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22/07/2021 |
28/07/2021 |
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Council meeting |
11 August 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)
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. |
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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.
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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.
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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.
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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.
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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.
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Next Steps
Licences Drafted and Executed August 2020
Attachments
None.
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Report author: |
Reviewed and authorised by: |
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Linda Stronach |
Louise van der Voort |
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Property Officer – Statutory |
Executive Manager - Planning and Environment |
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4/08/2020 |
17/08/2020 |
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11 August 2021 |
21.2.3 Rural Networks South Island rent review.
Doc ID: 521469
1. Purpose of Report
To consider reviewing the licence fees and power charges payable by Rural Networks South Island for the leases held over various Council reserves.
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Recommendations That the Council A. Receives the report and accepts the level of significance. B. Agrees Council agrees to:
1. Reduce the licence fees on the Rural Networks South Island’s Clyde, Earnscleugh, Sugarloaf and Alexandra Airport sites from $5,000, to $2,400 per annum, plus GST.
2. Reduce the licence fee on the Rural Networks South Island Gilligans Gully site from $6,000 to $4,800 per annum, plus GST.
3. Adopt a simple doubling (or tripling if applicable) of the annual rental with a provision for the licence holder to recover a maximum of the 75% (per annum) of the total fee from the subtenant(s) as the methodology for determining licence fees.
4. Reduce the power charges at the Clyde and Gilligans Gully sites from $750 per annum to $600 per annum plus GST per occupation.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.
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2. Background
At their meeting of 26 August 2020 Council resolved to grant five licences to occupy to Rural Networks South Island (the Company). The licences legalised the Company’s four existing occupations on Council reserves, and one at the Alexandra Airport.
A copy of the report dated 26 August 2020 is attached as Appendix 1.
The associated resolution (Resolution 20.7.18) included a number of terms and conditions including a formula for assessing licence fees and the on-charging power (where applicable).
A copy of the Resolution 20.7.18 is attached as Appendix 2.
As noted in the report dated 26 August 2020, the Company disagreed with the valuation advice received from QV and ruralvalue relating to licence fees for Wireless Internet Service Provider (WISP) sites. The Company also disagreed with the advice received from the electrical engineer regarding the estimated power consumption and costs.
In December 2020 the Company provided Council with a letter from Ernie Newman. Mr Newman is the secretariat of the Wireless Internet Service Providers Association of New Zealand Incorporated (WISPA.NZ).
Mr Newman’s letter advises that WISPA.NZ members have found that typical licence fees range from zero to $1,500 per annum, with free internet services often provided to the landowner. The letter also advises that maximum licence fees would be in the $2,000 per annum range.
A copy of Mr Newman’s letter is attached as Appendix 3.
The Company has also provided copies of power accounts for their Earnscleugh site. The Earnscleugh antenna has its own connection to the electricity network. The power accounts indicate that a single antenna uses approximately $50 per month or approximately $600 of power per annum.
With the exception of the Gilligans Gully site, the Company have now asked for the licence fees and power charges to be reconsidered based on the information provided in December 2020.
The licence fee at the Gilligans Gully site was determined at $6,000 per annum. This is because the licence includes the right to sublet to 2 Degrees Mobile Limited. In late 2019 2 Degrees Mobile Limited (2 Degrees) entered into an agreement to collocate an antenna on the Company’s tower at Gilligans Gully. Since December 2019 2 Degrees have paid the Company a rental of $3,600 per annum and a contribution of $1,500 toward power charges.
By adjustment, the Company would then be responsible for $2,400 per annum of the licence fee for the Gilligan’s Gully site.
3. Discussion
To bring all licence fees into alignment with the Gilligans Gully site it is now proposed that the rental for the Clyde, Earnscleugh, Sugarloaf and Alexandra Airport sites be reduced to $2,400 per annum.
In recognition of the Company’s investment in the infrastructure, it is proposed that licence fee at the Gilligan’s Gully site be reduced to $4,800 per annum or double the standard licence fee. It is also proposed that the licence includes a provision enabling the Company to recover a maximum of 75% ($3,600) from the subtenant. By adjustment, the Company would then be responsible for $1,200 per annum of the licence fee for the Gilligan’s Gully site.
It is now proposed that future collocation charges are assessed by doubling the existing licence fee and providing the licence holder with the right to collect a maximum of 75% of the licence fee from the subtenant.
It is also recommended that the power charges for each tenancy at the Clyde and Gilligans Gully sites be reduced to $600 per annum.
It is proposed that the revised fees and charges apply retrospectively from the commencement date of 01 July 2020. It is not proposed that any other terms or conditions of Resolution 20.7.18 be reviewed.
4. Options
Option 1 – (Recommended)
That the Council agrees to:
1. Reduce the licence fees on the Rural Networks South Island’s Clyde, Earnscleugh, Sugarloaf and Alexandra Airport sites from $5,000, to $2,400 per annum, plus GST.
2. Reduce the licence fee on the Rural Networks South Island Gilligans Gully site from $6,000 to $4,800 per annum, plus GST.
3. Adopt a simple doubling (or tripling if applicable) of the annual rental with a provision for the licence holder to recover a maximum of the 75% (per annum) of the total fee from the subtenant(s) as the methodology for determining licence fees.
4. Reduce the power charges at the Clyde and Gilligans Gully sites from $750 per annum to $600 per annum plus GST per occupation.
Advantages:
· Aligns with the additional information provided by the licence holder.
· Provides a simple method of calculating fees payable for instances of collocating.
Disadvantages:
· Does not align with the information previously provided by QV and ruralvalue.
Option 2
That the Council does not agree to reduce the licence fees, the power charges, or to adopt the new methodology for determining licence fees.
Advantages:
· Aligns with the information previously provided by QV and ruralvalue.
Disadvantages:
· Does not align with the additional information provided by the licence holder.
· Does not provides a simple method of calculating fees payable for instances of collocating.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
While infrastructure for internet services is not a Council activity, this promotes the social and economic wellbeing of communities, in the present and for the future by enabling Rural Networks South Island to continue to transmit wireless internet services in a sustainable manner.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
The income anticipated will be reduced in the interim, but sustainable in the longer term.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The decision to reduce the licence fees and power charges gives consideration to the original advice and is consistent with the additional information since provided.
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Considerations as to sustainability, the environment and climate change impacts |
No sustainability, environmental or climate change impacts are related to the recommendation.
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Risks Analysis |
The licence holder may not be able to sustain his business if the fees and charge are not reduced.
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Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded.
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6. Next Steps
1. Licences updated and sent to licence holder for execution April 2021
2. Licence fees and power charges invoiced April 2021
7. Attachments
Appendix 1 - Copy of report to the Board dated 26 August 2020
Appendix 2 - Copy of Resolution 20.7.18.pdf
Appendix 3 - Copy of letter ex secretariat WISPA.NZ.pdf
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Report author: |
Reviewed and authorised by: |
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Linda Stronach |
Louise van der Voort |
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Property Officer - Statutory |
Executive Manager - Planning and Environment |
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26/01/2021 |
10/03/2021 |
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21.6.15 Register of Delegations
Doc ID: 547088
1. Purpose of Report
To consider a change to the “Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer” in respect to the delegations to staff and to adopt the Delegated Authorities Operating Schedule – Resource Management Act, contained in the Staff Delegations Manual.
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That the Council A. Receives the report and accepts the level of significance. B. Adopts the Delegated Authorities Operating Schedule – Resource Management Act delegations. C. Approves the deletion of sections 82 - 84 from the Register of Delegations and approves the following change to the Register of Delegations; · Add the paragraph to section 81 as follows: |
2. Background
The Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer (the Register of Delegations) was adopted by Council in January 2020.
Changes made in the January 2020 Delegations Register included the extraction of operational management of staff delegations. This has since been moved to a standalone Staff Delegations Manual.
The Statutory, Regulatory and Other Delegations to Officers portion of the Staff Delegations Manual contains delegations relating to the Resource Management Act (RMA). These delegations are required to be delegated to employees by the local authority under section 34A of the RMA – Delegation of Powers and functions to employees and other persons. This is the only section of the Staff Delegations Manual which requires elected member approval.
3. Discussion
The Staff Delegations Manual has been comprehensively reviewed to ensure operational efficiency and greater transparency through the redevelopment of the Resource Management Act delegations. Having more comprehensive and robust delegations ultimately decreases the nature of the risk and more effectively manages workload by having the delegations at more appropriate levels.
The proposed addition of the paragraph to the Register of Delegations ensures that staff are authorised to operate at the appropriate delegation level, as approved by Council. This addition renders sections 82 – 84 redundant, enabling these sections to be removed from the Register of Delegations.
4. Options
Option 1 – (Recommended)
Adopt the Delegated Authorities Operating Schedule – RMA delegations; approve the deletion of sections 82 - 84 from the Register of Delegations and approve the proposed change to the Register of Delegations.
Advantages:
· Creating a more efficient operating environment by effectively managing workloads while ensuring any risk is appropriately managed.
· Ensuring the Executive Manager – Planning and Environment has capacity to conduct operational and strategic functions required for their role by having the delegations at more appropriate levels.
· Decreases risk through the Executive Manager – Planning and Environment having greater capacity to focus on strategic functions.
Disadvantages:
· None.
Option 2
Maintain the current RMA delegations contained within the Staff Delegations Manual.
Advantages:
· None
Disadvantages:
· Inefficient operating environment, which increases operational costs and delays
· Lack of clarity and transparency around RMA delegations.
· Increased risk through reduced oversight due to high volume of workloads at the senior level.
5. Compliance
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Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of communities, in the present and for the future by prudently managing the delegations of the Council. |
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
This decision remains consistent with proposed activities and budgets in both the Annual Plan and the Long-term Plan.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
This is a procedural decision and is in alignment with financial delegation levels.
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Considerations as to sustainability, the environment and climate change impacts |
There are no implications from this decision.
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Risks Analysis |
There are no inherent risks with the recommended option. This option decreases risk through greater oversight by the respective Executive Manager and Chief Executive Officer. |
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Significance, Consultation and Engagement (internal and external) |
This is a procedural matter and, therefore, no external consultation or engagement is required. |
6. Next Steps
The revised version of the Delegated Authorities Operating Schedule – RMA, contained in the Staff Delegations Manual will be published on the staff intranet and in the staff newsletter.
The Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer will be updated on the Central Otago District Council website.
Appendix 1 - Register of
Delegations to Community Boards, Portfolios, Committees, and the Chief
Executive Officer.pdf ⇩
Appendix 2 - Register of
Delegations - Delegated Authorities Operating Schedule - RMA ⇩
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Report author: |
Reviewed and authorised by: |
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Gabi McFarlane |
Leanne Macdonald |
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Risk and Procurement Manager |
Executive Manager - Corporate Services |
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26/07/2021 |
29/07/2021 |
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21.6.16 Audit New Zealand Interim and Final Report of the 2021-31 Long-term Plan and Consultation Document
Doc ID: 546740
1. Purpose
To receive Audit New Zealand’s Report on the audit of the 2021-31 Long-term Plan Consultation Document and supporting documentation, along with the final audit report of the 2021-31 Long-term Plan.
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That the report be received.
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2. Discussion
Central Otago District Council completed the 2021-31 Long-term Plan process on 30 June 2021. This cumulated in the adoption of the 2021-31 Long-term Plan and the setting of the rates for the 2021-22 financial year. The first stage of the long-term Plan process was the preparation of the Consultation Document and the supporting information behind this. These documents were audited by Audit New Zealand ahead of Council going out to consultation.
Audit New Zealand issued an unmodified audit report on 24 March 2021 for the Consultation document. This included an emphasis of matter regarding the Government’s intention to make three water reform decisions during 2021 and acknowledging the long-term uncertainty of what this means for Council and the community.
The attached management report details the areas of focus and these can be found in sections three and four of the attached report (Appendix 1). There appeared to be no areas of concern raised by Audit New Zealand.
A second audit commenced 8 June 2021, in which Audit New Zealand audited the final 2021-31 Long-term Plan. Council again received an unmodified audit opinion dated 30 June 2021, being the date of adoption for the Long-term Plan. This was a pleasing result given the tight timeframe between the commencement of the audit and receiving the verbal audit opinion ahead of adoption. In addition to the emphasis of matter regarding the uncertainty around the three-waters reform, Audit New Zealand included an emphasis of matter regarding the uncertainties of the deliverability of the capital programme. The narrative of the emphasis of matter can be found on page six of the attached Audit New Zealand – Final Management Report (Appendix 2). Further analysis of the delivery of the capital programme can be found on pages seven and eight of the same report.
Finally, page nine includes a paragraph on the reduced Waka Kotahi subsidy funding. The Roading team made adjustments to reduce the budget below the materiality threshold but noting that there is a plan to discuss this reduction with Waka Kotahi further, as the budget was increased initially in early 2021 on Waka Kotahi’s recommendation and then later reduced. Audit New Zealand have identified additional work arising from the reduced funding. Roading are in the process of seeking permission from the Office of the Auditor General to charge Council an additional fee to cover their time in assessing the impact of the reduction and reviewing the final budgets once the adjustments were made. This is a common practice with Audit New Zealand across the sector, and council is not being singled out. Fortunately Council has the budget to allow for this.
Appendix 1 was presented to the Audit and Risk Committee on 4 June 2021 and Appendix 2 has been circulated to the Audit and Risk Committee ahead of this meeting and will be officially tabled in the committee’s October meeting.
Appendix 1 -
Audit NZ - Management Report for LTP Consultation Document - Jul 21 to 30 June
31 ⇩
Appendix 2 - Audit NZ –
Final Management Report for 2021-31 LTP ⇩
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Report author: |
Reviewed and authorised by: |
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Leanne Macdonald |
Sanchia Jacobs |
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Executive Manager - Corporate Services |
Chief Executive Officer |
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28/07/2021 |
30/07/2021 |
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21.6.17 Financial Report For The Period Ending 31 May 2021
Doc ID: 544157
1. Purpose
To consider the financial performance for the period ending 31 May 2021.
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That the report be received. |
2. Discussion
The presentation of the financials includes two variance analysis reports against both the financial statement and against the activities. This ensures 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 track key capital projects across the year and ensures the progress of these projects remains transparent to Council.
The fourth and fifth reports detail the internal and external loans balances. The internal loans report forecasts the balance as at 30 June 2021, whereas the external loans show the year-to-date current balances due to payments throughout the year.
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Statement of Financial Performance for the period ending 31 May 2021 |
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11 MONTHS ENDING 31 MAY 2021 |
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2020/21 |
2020/21 |
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YTD |
YTD |
YTD |
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|
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Actual |
Revised Budget |
Variance |
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Annual Plan |
Revised Budget |
|
|
$000 |
$000 |
$000 |
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$000 |
$000 |
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Income |
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|
|
|
|
|
|
Development Contributions |
1,158 |
2,037 |
(879) |
˜ |
2,347 |
2,365 |
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Interest & Dividends |
453 |
368 |
85 |
˜ |
401 |
401 |
|
Rates |
28,152 |
28,062 |
90 |
˜ |
30,437 |
30,437 |
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Reserves Contributions |
274 |
- |
274 |
˜ |
- |
- |
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User Fees & Other |
7,457 |
7,351 |
106 |
˜ |
7,066 |
7,796 |
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Profit on Sale of Assets |
216 |
124 |
92 |
˜ |
- |
124 |
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Other Capital Contributions |
331 |
268 |
63 |
˜ |
1 |
268 |
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Regulatory Fees |
2,042 |
1,908 |
134 |
˜ |
2,356 |
2,036 |
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Land Sales |
6,236 |
4,016 |
2,220 |
˜ |
- |
4,016 |
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Govt Grants & Subsidies |
9,897 |
9,971 |
(74) |
˜ |
5,102 |
10,257 |
|
Total Income |
56,216 |
54,105 |
2,111 |
˜ |
47,710 |
57,700 |
|
|
|
|
|
|
|
|
|
Expenditure |
|
|
|
|
|
|
|
Costs of Sales |
3,744 |
1,797 |
(1,947) |
˜ |
- |
1,797 |
|
Rates Expense |
442 |
432 |
(10) |
˜ |
414 |
432 |
|
Electricity & Gas |
1,308 |
1,310 |
2 |
˜ |
1,311 |
1,433 |
|
Depreciation |
9,394 |
9,362 |
(32) |
˜ |
10,209 |
10,209 |
|
Loss on Sale of Asset |
27 |
- |
(27) |
˜ |
- |
- |
|
Grants |
623 |
680 |
57 |
˜ |
628 |
725 |
|
Cost Allocations |
(15) |
(8) |
7 |
˜ |
- |
(9) |
|
Building Repairs & Mtce. |
636 |
737 |
101 |
˜ |
832 |
846 |
|
Members Remuneration |
482 |
580 |
98 |
˜ |
640 |
608 |
|
Contracts |
8,153 |
7,957 |
(196) |
˜ |
7,949 |
8,792 |
|
Technology Costs |
767 |
824 |
56 |
˜ |
1,006 |
907 |
|
Refuse & Recycling Costs |
3,218 |
3,225 |
7 |
˜ |
3,476 |
3,534 |
|
Insurance |
395 |
394 |
(1) |
˜ |
481 |
404 |
|
Staff |
9,853 |
10,963 |
1,110 |
˜ |
11,635 |
11,974 |
|
Professional Fees |
2,302 |
3,192 |
890 |
˜ |
2,604 |
3,653 |
|
Other Costs |
3,223 |
4,411 |
1,188 |
˜ |
3,861 |
5,274 |
|
Total Expenses |
44,552 |
45,856 |
1,303 |
˜ |
45,046 |
50,579 |
|
|
|
|
|
|
|
|
|
Operating Surplus / (Deficit) |
11,664 |
8,249 |
3,414 |
|
2,664 |
7,121 |
|
Assets Found / Vested Assets |
- |
- |
- |
˜ |
- |
- |
|
NET SURPLUS / (DEFICIT) |
11,664 |
8,249 |
3,414 |
2,664 |
7,121 |
|
This table has rounding (+/- 1)
The financials for May 2021 show an overall favourable variance of $3.41M. This is made up from the settlement of Cemetery Road/Harvest Road land sale which has a net surplus of $273k. Lower costs have been identified in staff, professional fees and other costs of $3.18M.
Income of $56.216M against the year-to-date budget of $54.105M
Overall income has a favourable variance against the revised budget of $2.11M. This relates mainly to the delayed settlement of Cemetery Road/Harvest Road, plus other variances as detailed further in the report.
The key variances are:
· Development contributions has an unfavourable variance of ($879k). Lower than expected contributions are linked with the timing of developments in Cromwell and Alexandra with the balance in district roading.
· Interest and dividends revenue is favourable against budget by $85k. Lower than expected interest received from term deposits are being offset by interest received from late settlement of Cemetery Road sale.
· Reserve contributions has a favourable variance of $274k. These contributions are dependent on developers’ timeframes and therefore difficult to gauge when setting budgets.
· User fees and other has a favourable variance of $106k. Favourable variances include resource consent income higher than planned by $198k along with $48k from Ministry of Business Innovation and Employment (MBIE) for a tourism grant. This is offset by metered water sales ($267k). The metered water variance smooths out as billing has occurred in June.
· Government grants and subsidies revenue of $9.897M is ($74k) unfavourable against budget. The unfavourable variance is due to the timing of the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) roading subsidy. The subsidies are claimed based on the roading work programme, which has caught up with the budgeted figures in June.
Expenditure of $44.55M against the year-to-date budget of $45.856M
Expenditure has a favourable variance of $1.30M. The main drivers being contracts, staff, professional fees, and other costs. Offsetting the favourable variance is the cost of land relating to the settlement of Cemetery Road/Harvest Road.
The key variances are:
· Costs of sales has an unfavourable variance of ($1.947M). As mentioned above, this relates to the delayed settlement of Cemetery Road/Harvest Road from 2018. This cost reflects the book value of the land.
· Building repairs and maintenance has a favourable variance of $101k. This is made up of the timing of various projects still to be completed as well as the building maintenance requirements.
· Contracts has an unfavourable variance of ($196k). The unfavourable variance is mainly due to water flooding expenditure of ($391k) which was recognised as a budget overspend per Resolution 21.2.14, along with the overspend of physical works projects in the Vincent and Teviot Valley wards. Increased and approved expenditure of the physical works comprised of tree removal in Omakau and the repair of the Clyde river trail post the rain event in January. This is offset by the underspends in elderly persons housing of $84k, district-wide un-subsidised roading $61k and subsidised roading work of $127k.
· Staff costs has a favourable variance of $1.11M. These variances are predominantly due to vacant positions and the timing of recruitment.
· Professional fees have a favourable variance of $890k. This is due to the timing of professional fees within the district plan as well as management consultant fees in water and wastewater. Major favourable variances include water management consultants $240k and planning consultants $512k.
Other costs breakdown is as below:
|
Other Costs breakdown |
YTD Actual |
YTD Revised Budget |
YTD Variance |
2020/21 Annual Plan |
2020/21 Revised Budget |
|
|
$000 |
$000 |
$000 |
$000 |
$000 |
||
|
Operating Expenses |
195 |
334 |
140 |
˜ |
284 |
357 |
|
Minor Repairs & Maintenance |
152 |
161 |
9 |
˜ |
168 |
180 |
|
Staff Expenses |
25 |
37 |
11 |
˜ |
44 |
41 |
|
Valuation Services |
137 |
154 |
17 |
˜ |
170 |
170 |
|
Water Costs |
155 |
193 |
38 |
˜ |
214 |
223 |
|
Minor Equipment |
217 |
318 |
100 |
˜ |
328 |
358 |
|
Retail |
64 |
75 |
11 |
˜ |
61 |
83 |
|
Sludge Treatment |
212 |
227 |
15 |
˜ |
252 |
437 |
|
Health & Safety |
15 |
33 |
17 |
˜ |
58 |
40 |
|
Vehicles |
94 |
139 |
45 |
˜ |
153 |
155 |
|
Advertising |
133 |
222 |
90 |
˜ |
273 |
262 |
|
Office Expenses |
550 |
674 |
125 |
˜ |
739 |
750 |
|
Administrative Costs |
665 |
990 |
324 |
˜ |
732 |
1,205 |
|
Projects |
609 |
855 |
246 |
˜ |
386 |
1,013 |
|
Total Other Costs |
3,223 |
4,411 |
1,188 |
|
3,862 |
5,274 |
This table has rounding (+/- 1)
· Operating expenses has a favourable variance of $140k. This is largely due to underspends in wastewater operations.
· Advertising and office expenses has a combined favourable variance of $215k. This is largely due to underspends across the organisation.
· Administrative costs have a favourable variance of $324k. This is largely due to an underspend in track maintenance and timing of audit fees. Audit fee costs appear in June 2021.
· Projects has a favourable variance of $246k due to the timing of tourism and economic development projects.
Profit and Loss by Activity – 31 May 2021
This table has rounding (+/- 1)
* The funding activity has been removed as this is not an operational activity.
· Infrastructure – income has an unfavourable variance of ($829k). This variance is due to development contributions received being lower than budgeted. 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 has a favourable variance of $39k.
· Roading – income has an unfavourable variance of ($197k). This is predominately due to the Waka Kotahi subsidy. The subsidy moves in tandem with subsidised roading operating and capital expenditure which has a $664k favourable variance. Both are due to the timing of the capital work programme which is running behind schedule largely due to the Clyde Heritage Precinct Project.
· Corporate Services – income has a favourable variance of $23k. This is due to profit on the sales of vehicle assets. Expenditure has a favourable variance of $448k. Information Services has underspent in software maintenance, support and equipment hire. Audit fees for the Long-term Plan have not been allocated until June.
· People and Culture – income has a favourable variance of $49k. This is driven by a grant received from New Zealand Libraries Partnership Programme. Expenditure has a favourable variance of $164k. Driving this favourable variance are underspends in human resources $42k, health and safety $56k, libraries $31k and administration $43k.
· CEO – Expenditure has a favourable variance of $428k. This is mainly due to the strategic pay allocation. By the end of year, this should be reflected in increased costs across the organisation, as the pay review impacts across the activities.
· Governance and Community Engagement – income has a favourable variance of $67k. This is due to grants received in tourism. Expenditure has a favourable variance of $695k. There are underspends in promotions and tourism $340k, governance $105k, economic development $61k, community development $99k, visitor centres $63k and regional identity $37k. The Government issued funding for tourism, community development and economic development projects that remain unspent at year end. These will be reflected as income in advance and used in 2021/22.
· Planning (Regulatory) – has a favourable income variance of $453k. This is mainly due to the recovery of costs incurred from external professionals related to resource consents and an increase in building permit revenue. The favourable expenditure variance of $839k is due to lower-than-expected staff costs and planning consultant (review) fees with further work required to progress the District Plan programme. Much of this will be carried forward as per the prior year resolution.
· Three Waters – income has an unfavourable variance of ($309k). This is due to the timing of metered water sales which are billed in June smoothing out this variance. Expenditure has an unfavourable variance of ($575k). This is due to the emergency flooding expenditure totalling $391k in January 2021. This has been funded through water reserves rather than the Emergency Event Reserve as per the Council Resolution 21.2.14 which authorised the over-expenditure.
Capital Expenditure
Year-to-date, 42% of the total capital spend against the full year’s revised capital budget, has been expensed.
|
CAPITAL EXPENDITURE |
YTD Actual |
YTD Revised Budget |
YTD Variance |
2020/21 Revised Budget |
Progress to date |
2020/21 Annual Plan |
|
|
$000 |
$000 |
$000 |
$000 |
|
$000 |
||
|
|
|
|
|
|
|
|
|
|
Council Property and Facilities |
6,541 |
6,223 |
(318) |
˜ |
10,763 |
61% |
2,387 |
|
Waste Management |
267 |
2 |
(265) |
˜ |
860 |
31% |
200 |
|
i-SITEs |
- |
5 |
5 |
˜ |
5 |
0% |
- |
|
Customer Services and Administration |
42 |
14 |
(28) |
˜ |
61 |
69% |
50 |
|
Vehicle Fleet |
301 |
174 |
(127) |
˜ |
353 |
85% |
260 |
|
Planning |
- |
- |
- |
˜ |
193 |
0% |
115 |
|
Information Services |
561 |
678 |
117 |
˜ |
1,992 |
28% |
573 |
|
Libraries |
128 |
147 |
19 |
˜ |
500 |
26% |
500 |
|
Parks and Recreation |
846 |
1,694 |
848 |
˜ |
2,908 |
29% |
1,621 |
|
Roading |
5,659 |
6,360 |
701 |
˜ |
7,461 |
76% |
6,241 |
|
Three Waters |
5,750 |
16,063 |
10,313 |
˜ |
23,091 |
25% |
12,743 |
|
|
|
|
|
|
|
|
|
|
Grand Total |
20,095 |
31,360 |
11,265 |
|
48,187 |
42% |
24,690 |
Council Property and Facilities ($318k) unfavourable against budget:
The forecast recognised the cash payment for the Murray Terrace land, but it did not recognise the non-cash component in the forecast. This needs to be recognised as per Council’s resolution 20.40.3 in July 2020. Offsetting the unfavourable variance created by Murray Terrace, is the redirection of the subdivision expenditure. Subdivision expenditure is now being recognised on the balance sheet until sections are sold.
Waste Management ($265k) 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.
Vehicle Fleet ($127k) unfavourable against budget:
Vehicle replacements are tracking well against the full year budget. At the end of April 2021, all vehicles were ordered and only one vehicle will not be delivered within the current year. Subject to Council approval, the final un-spent vehicle budget of $52k will be carried forward for payment in the new financial year.
Information Services $117k favourable against budget:
Information services projects are behind budget. Projects include business continuity $32k, enhanced customer experience digital services $31k and enterprise resource planning information services $54k.
Parks and Recreation $848k favourable against budget:
Parks and recreation have a favourable variance of $848k. This variance is driven by a mixture of the timing of project budgets and contractor’s availability to perform the work. Projects include open spaces contract and the Cromwell pool heat pump replacement. This project is still being developed and will be carried forward to next year.
Roading $701k favourable against budget:
Subsidised roading projects are behind, this is mainly due to delays to the capital programme. A month in the work programme was lost due to the flooding event in January 2021 but has since been caught up in June 2021.
Three Waters is $10.313M favourable against budget:
The favourable variance is due to the timing of construction projects. The main drivers include the Cromwell and Omakau water supply improvements and the Clyde wastewater reticulation network construction. The Lake Dunstan water supply and Clyde Wastewater Reticulation work will be carried forward with work continuing in the 2021-2022 year.
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 |
|
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
The total amount of external loans at the beginning of the financial year 2020-21 was $241k. As at 31 May 2021, the outstanding balance was $193k. Council has received $48k in principal payments and $11.3k in interest payments.
|
Owed By |
Original Loan |
1 July 2020 |
Principal |
Interest |
31 May 2021 Actual Closing Balance |
|
Cromwell College |
400,000 |
164,184 |
30,555 |
8,053 |
133,629 |
|
Maniototo Curling |
160,000 |
48,743 |
11,966 |
1,987 |
36,777 |
|
Oturehua water |
46,471 |
28,122 |
5,499 |
1,304 |
22,623 |
|
Total |
606,471 |
241,049 |
48,020 |
11,344 |
193,029 |
Appendix 1 - CODC Reserve Funds
2021 ⇩
|
Report author: |
Reviewed and authorised by: |
|
|
|
|
Ann McDowall |
Leanne Macdonald |
|
Finance Manager |
Executive Manager - Corporate Services |
|
26/07/2021 |
26/07/2021 |
|
|
21.6.18 Remuneration Authority Determination 2021
Doc ID: 547459
1. Purpose of Report
To provide an update from the Remuneration Authority regarding the 2021/22 Local Government Members Determination and to consider changes to the Elected Members’ Allowances and Reimbursement Policy.
|
That the Council A. Receives the report and accepts the level of significance. B. Notes the Local Government Members (2021/22) Determination 2021 which took effect from 1 July 2021. C. Approves the changes to the Elected Members’ Allowances and Reimbursement Policy as attached as Appendix 2 of the report. |
2. Discussion
The Remuneration Authority (the Authority) sets the remuneration for elected members. The Authority has made the Local Government Members (2021/22) Determination 2021. The new determination is attached as Appendix 1.
The effect is a minor increase in remuneration for Councillors and community board members. The remuneration and any increase is mandated and Council must accept the amounts determined by the Authority.
The rates for the Central Otago District Council have changed as shown in the following table:
|
Position |
Increase |
|
Mayor |
No change |
|
Deputy Mayor |
$479 |
|
Portfolio Lead and CCB Member |
$415 |
|
Councillor and VCB Chair |
$415 |
|
Portfolio Lead and TVCB/MCB Member |
$391 |
|
Councillor and CCB/VCB Member |
$367 |
|
Councillor with no additional responsibilities |
$311 |
There have also been slight increases to the community board rates, which have been sent to the board members and are detailed in Appendix 1.
The 2021 determination also makes some changes to the allowances including kilometre rate for travel to reflect the rates prescribed by Inland Revenue, changes to information and technology allowances and a clarification of the definition of family in relation to the childcare allowance (noting the rate remains the same.)
Changes to the Elected Members’ Allowances and Reimbursement Policy are recommended to reflect these as shown in Appendix 2.
The Determination came into force on 1 July 2021 and was gazetted on Thursday 8 July 2021.
3. Options
Council must accept the amounts determined by the Authority. However, Council does have options on changes to the wording of the policy on the reimbursement of expenses.
Option 1 – (Recommended)
Council changes the Elected Members’ Allowances and Reimbursement Policy as recommended.
Advantages:
· The policy is in line with the 2021 Determination.
Disadvantages:
· None identified
Option 2
Council does not update the Elected Members’ Allowances and Reimbursement Policy.
Advantages:
· None identified.
Disadvantages:
· Council’s policy is out of date and inconsistent with the determination.
4. Compliance
|
Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by ensuring elected members are received the remuneration and reimbursements they are entitled to.
|
|
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
There are no unplanned financial implications – changes were anticipated in the existing budget.
|
|
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes.
|
|
Considerations as to sustainability, the environment and climate change impacts |
There are no impacts resulting from this decision.
|
|
Risks Analysis |
There are no risks identified in the preferred option.
|
|
Significance, Consultation and Engagement (internal and external) |
Community board members have been sent a copy of the determination.
|
5. Next Steps
The remuneration changed will be made and backdated from 1 July 2021. If agreed, the policy will be updated.
Appendix 1 - Local Government
Members (2021/22) Determination 2021 ⇩
Appendix 2 - Draft Elected
Members' Allowances and Reimbursement Policy ⇩
|
Report author: |
Reviewed and authorised by: |
|
|
|
|
Rebecca Williams |
Sanchia Jacobs |
|
Governance Manager |
Chief Executive Officer |
|
27/07/2021 |
3/08/2021 |
|
11 August 2021 |
ELECTED MEMBERS’
ALLOWANCES AND REIMBURSEMENT
DEPARTMENT: Governance
RESPONSIBILITY: Governance Manager, Governance Support
ADOPTED: 30
June 202111 August 2021
REVIEW: Every three years, or as required
CONSULTATION: None required
RELATED DOCUMENTS: Local
Government Act 2002, Remuneration Authority Act 1977, Local Government Elected
Members (20201/212)
(Certain Local Authorities) Determination 20201
POLICY OBJECTIVE
To provide a framework for allowances, expenses claimed, and resources available to elected members during their term of office.
DEFINITIONS
Actual: means as evidenced by the original receipt attached to the claim form.
All elected members: includes the Mayor, members of Council and members of the Community Boards.
Council Offices: includes the Council office at 1 Dunorling Street, Alexandra as well as the Community Board meeting chambers at Cromwell, Ranfurly and Roxburgh.
Council business: includes: formal Council and Community Board meetings, committee meetings, workshops, seminars, statutory hearings, training courses, site visits, meetings with staff, meetings with community groups, meetings with members of the public. It does not include events where the primary focus is on social activity.
Entertainment and hospitality: covers a range of items such as tea, coffee, and catering including meals. It also includes non-catering items such as entry to sporting or cultural events.
Family member of the member: means (a) a spouse,
civil union partner, or de facto partner: (b) a relative, that is, another
person connected with the member within 2 degrees of a relationship, whether by
blood relationship or by adoption.
Reasonable: means that it is within the amount specified by this policy or as deemed reasonable by the Mayor and/or Chief Executive.
Remuneration authority: is the body established by the Remuneration Authority Act 1977, with responsibilities under the Local Government Act 2002 to determine remuneration and expense/allowance rules for local authority members.
1. INTRODUCTION
This policy sets out rules on the claiming of expenses by elected members and the resources that will be available to them during their term of office.
2. CONTACT PERSON
Contact person for queries is:
Governance Manager, Governance Support
Email: rebecca.williams@codc.govt.nz
Telephone: 03 440 0634
3. AUTHENTICATION OF EXPENSE REIMBURSEMENTS AND ALLOWANCES
3.1 From time to time elected members incur expenses on the Council’s behalf, which need to be reimbursed. This reimbursement and the use of council supplied resources apply only to elected members personally, and only while they are acting in their official capacity as elected members.
3.2 Costs for expenses must have a justifiable business purpose, be moderate and conservative having regard to the circumstances, and be appropriate in all respects.
3.3 The process for reimbursement of claims includes the following principles:
o The “one-up” principal must be applied to the maximum extent possible, in the case of the Mayor, approval is required from the Deputy Mayor and the Executive Manager – Corporate Services, and in the case of the Deputy Mayor, approval is required from the Chief Executive.
o any expenses to be reimbursed must be on an actual and reasonable basis and in line with Council policy;
o an exception to the ”one-up” principle is expense claims for childcare allowance and travel to and from board meetings as outlined in section 4. These are approved by the Governance Manager, Governance Support and full original receipts are required; and
o cost reimbursements will be made via the payroll system.
3.4 In the case of one-off expenditure such as travel to conferences, the process and prior approvals required are detailed in this policy.
3.5 In the case of vehicle mileage, travel time and communications, all limits set in this document do not exceed the Remuneration Authority’s Determination.
3.6 The Council’s internal audit work programme includes sampling expense claims and allowances paid to elected members and staff.
3.7 All expenditure that falls under this policy is approved on the condition that it can be met within relevant budget provisions.
4. ALLOWANCES AND EXPENSES BY GROUP OF MEMBERS
|
Position |
Expense/Allowance |
Description |
|
All elected members |
Taxis |
Taxis may be used for council business, instead of private vehicles or public transport, for the following reasons: a) safety/security reasons, and b) when travelling outside the district if a taxi is the most appropriate form of transport.
Taxis may not be used if significant travel distances mean that use of a taxi is not the most cost effective option. Rental cars booked by Governance staff should be considered as an option in such circumstances.
Costs paid for directly by the individual for travel within in New Zealand or for international travel will be reimbursed on presentation of actual receipts.
|
|
Travel and attendance at conferences/ seminars/training programmes |
Prior approval is required for all attendances.
All elected members are entitled to payment of actual and reasonable registration, travel, accommodation, meal and related incidental expenses (including travel insurance) incurred in attendance at these events, held both within New Zealand and overseas, subject to:
a) related expenditure being accommodated within existing budgets, and b) the appropriate approvals as outlined in this policy and excluding reimbursement for purchases from hotel mini-bars and charges for in-room video or cable movies.
All travel and accommodation arrangements for elected members are to be made by Governance Support officers with the Council’s preferred travel agents, at the most economic cost available (when possible) at the time of booking, unless all travel costs are being met privately or by an outside party.
|
|
Position |
Expense/Allowance |
Description |
|
All elected members |
Exceptional circumstances for council related meetings |
Staff may arrange overnight accommodation when travel or business requirements do not allow for the return on the same day, e.g. if it is unreasonable for an elected member to travel to their home after a late meeting.
|
|
Domestic air travel |
All elected members are entitled to utilise domestic air travel for council related travel, generally where travel by air is the most cost effective travel option.
|
|
|
International air travel |
As a general policy all elected member international air travel is by way of economy class, where all or part of the costs of the fares are to be met by the Council.
The approval of the Council is required for exceptions, e.g. where Premium Economy or the equivalent air travel is desirable for health or other compelling reasons.
|
|
|
Air points |
Council will not provide or maintain ‘airpoints’ or ‘airdollars’ subscriptions or programmes for elected members. |
|
|
Private accommodation provided by friends/relatives |
a) $75 per night payment when staying in private accommodation, to cover accommodation, breakfast and dinner; or b) $50 per night payment when staying in private accommodation to cover accommodation only. It is intended that at least a portion of this allowance is paid to the accommodation provider.
|
|
|
Parking expenses |
Reimbursement of casual carparking costs related to community board or council business.
This will be on receipt of a signed claim accompanied by a receipt.
|
|
|
Childcare allowance |
Reimbursement for childcare allowance payments where these payments are incurred to enable elected members to undertake the following activities:
i. Attendance at Council, Committee or Community Board meetings where the elected member is either a member of the Committee or Community Board, or is a Council appointee to the Committee; and ii. Attendance at portfolio or working party meetings to discuss items of Council business.
The maximum value for reimbursement is set at the Living Wage per hour (plus GST if applicable), per child, and that i. The child is to be under 14 years of age; and ii. a. is not a parent of the child or a spouse, civil union partner, or de facto partner of the member; and b. does not ordinarily reside with the member; and iii. Evidence of payment made and received are to be appended to any expense claim; and The maximum accrual allowance is to be $6,000 |
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Position |
Expense/Allowance |
Description |
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Mayor |
Car |
The Mayor will be provided with a vehicle that will also be available for his/her private use.
A deduction will be made from his/her salary as determined by the Remuneration Authority.
The Mayor will not be able to claim for vehicle mileage.
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Travel and attendance at conferences / seminars / training programmes |
The prior approval of the Chief Executive is required for travel within New Zealand for: council business; attendance at conferences / courses / training events / seminars; other purposes associated with the position of Mayor. With the expense claims being signed off as per the “one-up” principle, as outlined in 3.3 above.
The prior approval of the Council is required for all international travel, where costs or partial costs are paid for by council funds.
Where the Mayor or the Mayor’s authorised representative is accompanied by his/her partner on international travel, the Council will only meet the cost of the partner’s travel, accommodation and incidental costs where the partner’s involvement directly contributes to a clear council business purpose.
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Telephone costs |
A cellphone for council business is provided; or
Full payment by the council of: a) home telephone toll charges relating to council business, and b) cellphone based call charges relating to council business.
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Airline club |
Given frequent travel requirements for the role, payment of an Air New Zealand Koru Club subscription is available.
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Entertainment and hospitality |
The Mayor may hold a credit card to pay directly for any entertainment or hospitality expenses incurred while carrying out council business.
Full receipts and details of the names of parties entertained and reasons for the entertainment are to be provided.
All expenditure on this card is approved by the Deputy Mayor. |
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Position |
Expense/Allowance |
Description |
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Mayor, Councillors |
Car parking |
The Mayor has an assigned carpark and limited parking is available for Councillors at the Dunorling Street office for use on council business.
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Rental Cars |
Rental cars may be utilised when attending meetings or conferences in other centres, where this is the most cost effective travel option.
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Mayor, Councillors and Community Board Chairs |
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The Remuneration Authority states that Council may allow for either of the following options:
a) provision of a tablet computer. Full technical support is provided for council business; or
b) provision of an annual allowance for any or all equipment provided by the elected member, as follows: i) $5 ii) $ iii) $
iv) Up to $200 for ICT consumables
(These annual allowance values are provided from the Remuneration Authority).
Remuneration for personal computer or electronic tablet is not available as council has chosen to provide elected members with tablets.
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Stationery and consumables |
Supply of reasonable amounts of paper and printer consumables required for Council business.
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Councillors |
Travel and attendance at conferences / seminars and training programmes |
The conference, course, seminar or training event must contribute to the Councillor’s ability to carry out council business.
Attendance at these events when held in New Zealand must be approved by both the Mayor (or the Deputy Mayor) and the Chief Executive. Attendance at these events when held overseas must be approved by the Council.
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Entertainment and hospitality |
Reimbursement of costs incurred while hosting official visitors to the council, or while travelling on council business.
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Position |
Expense/Allowance |
Description |
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Board Chairs |
Special events |
Events such as payment of koha, or purchasing a wreath for attendance at a commemorative event.
Prior approval by the Chief Executive Officer for the expenditure is required.
The items should be appropriate to the occasion and expenditure should be moderate and conservative.
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Councillors, Community Board members |
Vehicle mileage |
Members living more than 15 kilometres away from the Council office may claim the allowance for distances in excess of the normal commuting distance, i.e. a round trip distance of 30 kilometres in any one day.
The 30 kilometre threshold applies only to travel from the member’s home to a council office.
For other travel by members, no threshold distance will apply.
Mileage will be paid up to the maximum rate per kilometre as set out in the current Remuneration Authority Determination.
Mileage will be paid to eligible members on receipt of a completed and signed mileage claim, and approved by the Governance Manager, Governance Support.
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Monthly reimbursement (on production of invoice) for the usage costs that can be identified as relating to council business.
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Position |
Expense/Allowance |
Description |
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Councillors, Community Board members |
Travel time |
Reimbursement at $37.50 per hour for travel time (including travel to and from the member’s residence) for travel undertaken on any one day to attend a Council or Community Board related meeting or event with a minimum threshold of one hour of time travelled.
Only time in excess of this threshold will qualify for payment and only if the travel is by the quickest form of transport reasonable in the circumstances.
The hourly reimbursement rate is as per the Remuneration Authority - Local Government Travel Time Allowance.
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Community Board members |
Travel and attendance at conferences / seminars and training programmes |
Attendance at conferences, courses, seminars and training programmes requires the prior approval of the relevant community board.
All expenditure will be approved on the condition that it can be met within relevant budget provisions.
Exceptions to approval of the community board being required are:
a) when a board member is to be the Council’s representative at a conference or event; in such cases the approval of the Council is required, and b) for RMA hearings training, as there is a separate budget for such training which is managed by staff.
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Relevant Legislation or Regulations:
Public Audit Act 2001
Local Government Act 2002 (Legislative Compliance)
Related Procedures or Documents:
a) Code of Conduct (elected members)
b) Sensitive Expenditure Policy
c) Fraud Policy
d) Conflict of Interest
e) Vehicle Use Policy
f) Delegations Register
g) Information Systems & Technology User Policy
Document Management Control:
Prepared by: Governance Manager
File
Location Reference: Doc ID 547191XXXXX
Date
Issued: 30 June 2021DD/MM/YYYY
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Doc ID: 547765
1. Purpose
To consider an update from His Worship the Mayor.
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That the Council receives the report.
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Deputy Mayor Neil and I attended the LGNZ National Conference in Blenheim in July. This is the fourth, and by far the most interesting of these I have had the privilege of attending. It is also the first that I can remember where the sitting Minister for Local Government and the Opposition spokesperson with that mandate also attended for the full two days. There were a number of interesting speakers, but as with these things and probably more so at this one, it was the talk around the margins that was most interesting and enlightening. That is not surprising given the sector has not come together like this for two years and also of course because of the huge wave of reform we are all riding, or being tossed about in at the moment.
I would have to say that I have never seen the sector so divided, particularly over the Three Waters reforms. There appeared to me to be three camps; those that welcome the proposals, those that have already decided it will happen over their dead bodies and those who are still in the intelligence-gathering stage, recognising that there is no need to make a decision yet, and that we do not have all the information in front of us to do so. I remain firmly in that third camp and am somewhat surprised at those who have already decided their course of action; particularly the significant number who appear to be making the decision based on party political lines.
I listened intently to the Prime Minister in her speech and to Minister Mahuta in the times that she spoke and there was not one word, not one syllable, that indicated that the reforms are not going to happen. Also stated was that the reforms will only work if everyone is in. Add those factors together alongside the fact this is a majority Government that doesn’t have to do deals with a minor party to make this happen and it is not hard to see where this is heading.
The Government announced at the start of the meeting the financial “incentive” for all councils who decide to opt in to the reform. Ours is $12.8m but it is important that people read past the headlines and see the constraints that surround it. These are that the use of this funding:
- supports communities to transition to a sustainable and low-emissions economy, including by building resilience to climate change and natural hazards;
and supports delivery of infrastructure and/or services that:
- enable housing development and growth, with a focus on brownfield and infill development opportunities where those are available,
- support local place-making and improvements in community well-being.
The support package will be allocated to territorial authorities using a nationally consistent formula based on:
- a 75% allocation based on population size
- a 20% allocation based on the New Zealand deprivation index
- a 5% allocation based on land area (excluding national parks)
It is good to see some (albeit small) recognition given to land area in the formula but districts like us that have a huge influx of people over summer (31% growth from winter numbers according to the Government dashboard) have no recognition of that. I have asked that we be part of a group representing a number of similar councils that is pushing this point to Government.
It appears about a quarter of the funding will be available by July 2022 with the remainder from 1 July 2024, but what isn’t written in as many words is that the funding only applies to those councils that opt in, rather than those that may well be forced in later on.
There is now a pause from Government for 8 weeks from conference for councils to work through what the package means for them and to test this and develop a clear understanding of their position. We also need this time to have an independent report of the Government dashboard numbers. 8 weeks (which leads to the mid-September date) was given for this work. Once that time is up, the Government will take further decisions on the next steps of the reform pathway, which I anticipate will include a clear sense of when decision day is and what consultation will look like. In the interim, council will be undertaking an information-sharing programme with our public.
Blenheim itself was a revelation. Like many, I had done nothing much more than drive through it on my way somewhere else, but other than the weather, it really showed off. Neil and I were not the only ones who were way out in our estimation of its size. The town itself has 28,000 people making it the sixth largest urban centre in the South Island just behind Timaru, while the Marlborough District has just over 49,000. The ASB Theatre where the event was held has four rooms including the main 711 seat auditorium and again, it was incredibly impressive.
Going back to the Three Waters; it has been disappointing to see misinformation getting spread via a YouTube clip by a fellow Mayor. The decision facing council is an extraordinarily difficult one and having inaccuracies and outright errors put into the public arena by someone in a position such as a Mayor is, as I say, extremely disappointing.
Back home, it has been good to get the LTP signed off at our last meeting and to receive a clear report from Audit New Zealand for the Plan and the consultation leading up to it. One of the consequences of the LTP has been $49,000 in District funding being diverted from Alexandra District Museum Incorporated (the Board that manages the Central Stories Museum and Art Gallery) to, it is envisaged, some form of Trust created by the combined museum sector. Council has faced criticism from members of ADMI and others in the public due to consequences from the loss of funding to the running of Central Stories. I am bemused that the ADMI Board called a meeting of its members to discuss the issue after the LTP was passed and that “Members present at the meeting were asked to start lobbying CODC Elected members and staff to have the funds reinstated” (Minutes of that meeting). This is an organisation that chose to not speak to its submission opposing the diversion of the funds and did not provide prior to the decision (or since as far as I am aware) any indication how it intended to fulfil the roles it was being paid to undertake, roles it had failed by its own admission to do for the last three years.
Councillor Shirley Calvert, myself and CEO Sanchia Jacobs and Chief Advisor Saskia Righarts attended two meetings in Dunedin last month. The first was with the Future for Local Government Panel who were seeking the sectors views on the strengths and weaknesses, opportunities and threats to local government as they work toward its first report to Parliament which is due on 30 September 2021. This is an interim report presented to the Minister signalling the probable direction of the review and key next steps.
The meeting itself was interesting with a very wide scope of views put before the Panel. The real value to me though was being able to find some one-on-one time with almost all the Panel members in the breaks. One of the big issues I tried to impart to them is the challenges that a large geographical area poses to the organisation and its elected members and that, if amalgamations are to come sometime in the future, the Panel needs to be aware that basing any model on population size alone will be very detrimental to many in our district.
The second day was an LGNZ Zone 6 and Ngai Tahu meeting with Minister Mahuta to discuss, of course, the three waters reforms. There is not much to add from this meeting that hasn’t already been covered other than to repeat my impression from my time with this Minister that the reforms are happening, no matter what.
I have attended the ORC managed Manuherekia Reference Group meetings for the last two years, with Councillor Tracy Paterson alongside me since the election. The last of these concluded on 19 July with the end result of those two years, and 14 meetings being very little to show. One of the purposes of the Group was to provide Regional Councillors with a combined view on what the minimum flow should be. We never got close and realistically, probably never stood a chance to do so. That chance would have been greater however had there been a clearer and greater amount of science in the room to guide the group. Without that, any discussion was unlikely to rise above pre-determined positions. Both my time on the Group and its failure will remain one of the greatest frustrations of my time as Mayor.
I can’t finish this report without noting a very enjoyable afternoon with Councillor Martin McPherson at the opening of the new Alexandra Pétanque Club facility on Poole Street. This was an absolute showcase of how a dedicated group can make things happen when they put their minds, and their backs into it and full credit is owed to club members for creating another attraction in Central Otago. Martin and I (with partners who actually knew what they were doing, given they were former NZ reps) got to play the opening match on the new surface and shall we just say that pétanque was the winner on the day.
Nil
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Report author: |
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Tim Cadogan |
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Mayor |
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30/07/2021 |
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21.6.20 August 2021 Governance Report
Doc ID: 544131
1. Purpose
To report on items of general interest, receive minutes and updates from key organisations, consider Council’s forward work programme and the legacy and current status report updates.
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That the Council A. Receives the report.
B. Ratifies both the Central Otago District Council’s and the Otago - Southland Councils’ joint submissions on the Natural and Built Environment Act (Exposure Draft).
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2. Discussion
Forward Work Programme
Council’s forward work programme has been included for information.
Status Reports
The status reports have been updated with any actions since the previous meeting.
Legacy Status Reports
The legacy status reports have been updated with any actions since the previous meeting.
Otago Museum’s June Report to Contributing Local Authorities
Otago Museum’s June report to contributing local authorities had been circulated and is attached for information.
Central Otago District Council’s submission and the Otago - Southland Councils’ Joint Submission to the Natural and Built Environment Act (Exposure Draft)
Due to the timing of when submissions were due, both the Central Otago District Council’s and the Joint Otago / Southland Councils’ submission to the Natural and Built Environment Act (Exposure Draft) have been circulated via email for approval and are included here for ratification.
Appendix 1 - August Forward Work
Programme ⇩
Appendix 2 - August Status Updates
⇩
Appendix 3 - Chief Executive
Officer Legacy Status Report ⇩
Appendix 4 - Infrastructure
Services Legacy Status Report ⇩
Appendix 5 - Planning and
Environment Legacy Status Report ⇩
Appendix 6 - Otago Museum's June
Report ⇩
Appendix 7 - Central Otago
District Council's Submission to the Natural and Built Environment Act ⇩
Appendix 8 - Otago-Southland
Council's Joint Submission to the Natural and Built Environment Act ⇩
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Report author: |
Reviewed and authorised by: |
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Rebecca Williams |
Sanchia Jacobs |
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Governance Manager |
Chief Executive Officer |
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2/08/2021 |
6/08/2021 |
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Council meeting |
11 August 2021 |
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Forward Work Programme 2021
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Reason for work |
Council role (decision and/or direction) |
Expected timeframes Highlight the month(s) this is expected to come to Council in 2021 |
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Jan |
Feb |
Mar |
Apr |
May |
Jun |
Jul |
Aug |
Sep |
Oct |
Nov |
Dec |
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Long-term Plan 2021/31 |
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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 |
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D |
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D |
D |
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W |
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Vincent Spatial Plan |
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Vincent Spatial Plan Executive Manager: Planning & Environment |
Vincent Community Board and Council priority. |
Decision required: Workshops and decisions required as the work progresses. |
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D |
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Cromwell Masterplan |
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Cromwell Masterplan Executive Manager: Planning & Environment |
Cromwell Community Board and Council priority. |
Decision required: Workshops and decisions required as the work progresses. |
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D |
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D |
D |
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Three waters reform |
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Water reform Water Services Manager/Executive Manager Infrastructure |
Key central government legislative priority. |
Decision required: Workshops and decisions required as the reform progresses. |
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D |
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D |
W |
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D |
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Council’s role in housing |
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Housing Chief Advisor |
Key Council priority. |
Decision required: Agree council’s role in the housing. |
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D |
W |
W |
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D |
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D |
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District Plan review |
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Planning Manager/Executive Manager Planning & Environment |
Legislative requirement under the Resource Management Act 1991. |
Decision required: Workshops and decisions required as this work progresses.
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D |
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D |
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D |
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D |
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Lake Dunstan Water Supply and Clyde Waste Water projects |
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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. |
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D |
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D |
D |
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Sustainability Strategy Action Plan |
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Sustainability Strategy Environmental Services Manager/Executive Manager Infrastructure |
Key Council priority |
Decision required: Updates and decisions required as this action plan is implemented. |
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D |
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U |
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Key – W = workshop, D = decision, U = update
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11 August 2021 |
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Report Title |
Resolution No |
Resolution |
Officer |
Status |
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3/02/2021 |
Minister of Conservation's Consent - Lease to Puna Rangatahi, Alexandra and Districts Youth Trust over Roxburgh Recreation Reserve |
21.1.10 |
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.
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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. 16 Apr 2021 Scouts Association have signed their agreement. Awaiting the Youth Trust signatories. 16 Jun 2021 Scouts have signed the agreement. Awaiting Youth Trust. A meeting has been set with the Youth Turst representative to discuss where they are at with signing the documents. 28 Jul 2021 Meeting with Youth Trust representative completed. The representative reported that the building has had new maintenance issues: a heat pump and toilet stopped working. The Youth Trust has funding application in with external funders to help with maintenance of this building and the results of these applications will determine if they will proceed or not with taking over the building ownership and ground lease. |
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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 |
That the Council 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. 15 Apr 2021 A workshop will be held at the 3 May 2021 meeting. 16 Jun 2021 A paper will be presented at the 11 August 2021 Council meeting. 28 Jul 2021 Report on this matter going to Council's 11 August meeting. MATTER CLOSED. |
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24/03/2021 |
Rural Networks South Island rent review. |
21.2.3 |
That the item is left to lie on the table pending further information.
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Property Officer - Statutory |
30 Mar 2021 Licencee notified of outcome and request for further information 27/03/2021. Licensee will 'address over the next week'. 30 Mar 2021 Action memo sent to report writer. 16 Apr 2021 Licensee has advised that his valuer and surveyor will be unable to provide the additional information till May. He has also advised that he is evaluating the logistics of moving his towers onto private land. 15 Jun 2021 Meeting held with applicant to discuss lack of evidence and to ask how he thinks the matter could be progressed. Additional report being drafted. 28 Jul 2021 Report on this matter going to Council's 11 August meeting. MATTER CLOSED. |
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24/03/2021 |
Rural Fire Land and Buildings |
21.2.6 |
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 |
Property and Facilities Officer (Vincent and Teviot Valley) |
30 Mar 2021 Action memo sent to report writer. 16 Apr 2021 Documentation for the asset transfer and ground leases are in draft and under review by both parties. 16 Jun 2021 Draft documentation is with FENZ for review. Awaiting their response. 28 Jul 2021 Millers Flat Depot - agreements executed. Tarras Depot - draft documentation under review. Omakau Depot - draft documentation under review. |
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24/03/2021 |
District Plan Review Programme |
21.2.10 |
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
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Principal Policy Planner |
30 Mar 2021 Action memo sent to report writer.
21 Apr 2021 Review of Industrial Chapter underway; RFP for Residential section review being drafted; GIS mapping project progressing; e-Plan contract approved 16 Jun 2021 Expert noise and transportation reports to support the Industrial Chapter review have been commissioned. RFP for the Residential section of the Plan closes 18 June. 28 Jul 2021 RFP for Residential Chapter Review released and contract awarded - initial workshop with stakeholders completed and review underway; GIS mapping plan change notified; ePlan contract awarded and operative District Plan in ePlan and being tested by planners; Industrial zone plan change for Cromwell (reflecting Cromwell Spatial Plan) being finalised; Industrial Chapter Review underway |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
C. Adopt Council’s preferred option contained in the consultation document for the district museum function but delay implementation to enable sector feedback on alternative options to be worked through and reported back to Council within three months for final determination.
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Chief Advisor |
11 Jun 2021 Action memo sent to Chief Advisor. Memo sent to Executive Manager Corporate Services for information. 29 Jul 2021 Museum staff met with the sector on 17 June 2021 to discuss various options for sector-led delivery. These options are being analysed and a further sector meeting is planned for 12 August 2021. This project is on track for a decision paper being presented to the 22 September 2021 Council meeting. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
E. Agrees to the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan that staff are requested to investigate the request for a toilet from the Cromwell Bike park further and provide a report for consideration in a future annual or long-term plan.
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Property and Facilities Officer (Cromwell) |
11 Jun 2021 Action memo sent to Property and Facilities Officer Cromwell. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 06 Jul 2021 Email sent to Cromwell Bike Park committee to request an extensive survey of usage be carried out to determine what toilet facility may be required in the future. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
F. Agrees to the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan to amend the fees and charges schedule so that the fees charged at the Cromwell Pool be $30 per hour for lane hire for private swim schools as well as a concession card charging $1 for pool entry for all swim school students.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services, Chief Advisor, Finance Manager and Corporate Accountant for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Fees and charges updated and operational. MATTER CLOSED. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
G. Agrees to the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan that it proceeds with the preferred option in the consultation document for the Arts, Culture and Heritage Precinct projects being the town hall/events centre and the museum. The Board recommends Council acknowledge that the size of the hall/event centre can change as necessary once further planning and detailed design work has been undertaken to understand needs, growth and future opportunities. This work would also explore options for construction, operation and ownership of the facility.
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Property and Facilities Manager |
11 Jun 2021 Action memo sent to Property Manager. Memo sent to Executive Manager Corporate Services, Chief Advisor, Executive Manager Planning and Environment, Finance Manager and Corporate Accountant for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Report on this matter going to Cromwell Community Board's 29 July meeting. Further updates will follow that resolution. MATTER CLOSED. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
H. That Council notes the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan consultation document for the town centre. Council approves the funding for the town centre projects to enable further design work, noting that the library and service centre building will not be demolished. Following completion of design work, Council will review district costs in the 2023/24 annual plan.
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Property and Facilities Manager |
11 Jun 2021 Action memo sent to Property Manager. Memo sent to Executive Manager Corporate Services, Chief Advisor, Finance Manager and Corporate Accountant for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Report being written, intended to be presented at Cromwell Community Board's 7 September meeting. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
I. Agrees to the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan to proceed with the preferred timing option as outlined in the consultation document, being the hybrid option.
|
Property and Facilities Manager |
11 Jun 2021 Action memo sent to Property Manager. Memo sent to Executive Manager Corporate Services, Chief Advisor, Finance Manager and Corporate Accountant for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Projects will proceed in accordance with the agreed timeline. Reports will be compiled and presented at scheduled meetings as need arises, with work progressing accordingly, and therefore relevant status updates will follow specific resolutions. MATTER CLOSED. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
J. Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan that staff are requested to investigate a request for an extension of the junior playground at Pioneer Park and provide a report for consideration in a future annual or long-term plan.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021.
28 Jul 2021 Preparatory work that will support further investigation and underpin a report for consideration is being undertaken. Funding to be considered for 2022-2023 Annual Plan. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
K. Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan that staff provide a report regarding a request Ice Inline for future consideration.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Background data for report being collated. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
L. Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan that staff convene a meeting of Central Otago District Council, Central Otago Hockey Association, Central Lakes Trust and Molyneux Turf Incorporated to discuss a way forward on the proposed multi-use turf and facilities at Molyneux Park.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Meeting convened on 5 July 2021. Molyneux Turf Incorporated (MTI) preparing additional information. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
M. Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan to proceed with the preferred option in the consultation document for the Riverside Park.
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Chief Advisor |
11 Jun 2021 Action memo sent to Chief Advisor. Memo sent to Executive Manager Corporate Services for information. For action following final adoption of the Long-term Plan on 30 June 2021.
29 Jul 2021 Council has secured $325,000 of Tourism Infrastructure Funding for this project. Staff are working with Land Information New Zealand to secure legal rights to the land (either via a lease or land management agreement). Future updates will be provided to the Vincent Community Board. MATTER CLOSED |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
N. Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan to proceed with the preferred option in the consultation document for the Omakau Hub.
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Community and Engagement Manager |
11 Jun 2021 Action memo sent to Communication and Engagement Manager. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 29 Jul 2021 A community collective is progressing the hub project. Financial input from Council is programmed for year three of the 2021-24 of the Long-term Plan. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
O. Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan to amend the fees and charges schedule so that the fees charged at the Alexandra Pool be $30 per hour for lane hire for private swim schools as well as a concession card charging $1 for pool entry for all swim school students.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services, Chief Advisor, Finance Manager and Corporate Accountant for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Fees and charges updated and operational. MATTER CLOSED. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
P. Agrees to the recommendation from the Teviot Valley Community Board on the draft 2021-31 Long-term Plan to proceed with the preferred option in the consultation document for the Roxburgh Pool.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021.
28 Jul 2021 Funding allocated pending request from Pool Committee. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
Q. Agrees to the recommendation from the Maniototo Community Board on the draft 2021-31 Long-term Plan that Council consider the importance of the bridge strategy and to engage with the community prior to any action being undertaken.
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Executive Manager - Infrastructure Services |
11 Jun 2021 Action memo sent to Executive Manager Infrastructure Services. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Data being collected now for Strategy. MATTER CLOSED |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
R. Agrees to the recommendation from the Maniototo Community Board on the draft 2021-31 Long-term Plan that Council request staff to consider the suggestion of filling in the ice rink with water, add planting and creating walkways and report back to the Board.
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Parks and Recreation Manager |
11 Jun 2021 Action memo sent to Parks and Recreation Manager. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Request under consideration. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
S. That Council requests staff progress discussions around the scope of a partnership agreement with Kā Rūnaka, via Aukaha, and report back to Council for consideration in the 2022-23 Annual Plan.
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Chief Executive Officer |
11 Jun 2021 Action memo sent to Chief Executive Officer. Memo sent to Executive Manager Corporate Services and Chief Advisor for information. For action following final adoption of the Long-term Plan on 30 June 2021. 29 Jul 2021 The CEO has been in correspondence with Aukaha to begin discussions. |
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1/06/2021 |
Submissions on the 2021-31 Long-term Plan Consultation Document |
21.4.3 |
D. Agrees to the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan that funding for the Cromwell museum be increased by $4,000 to take the proposed funding from $36,000 to $40,000 per annum.
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Property and Facilities Manager |
11 Jun 2021 Action memo sent to Property Manager. Memo sent to Executive Manager Corporate Services, Chief Advisor, Communication and Engagement Manager, Finance Manager and Corporate Accountant for information. For action following final adoption of the Long-term Plan on 30 June 2021. 28 Jul 2021 Funding increased to $40,000 per annum. MATTER CLOSED. |
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30/06/2021 |
Adoption of the 2021-31 Long-term Plan and the 2021/22 Rates Resolution |
21.5.2 |
That the Council: A. Receives the report and accepts the level of significance. B. Accepts the decisions recommended as part of the submissions and deliberations process. C. Adopts the following policies and strategies to be included in the 2021-31 Long-term Plan; Infrastructure Strategy Financial Strategy Revenue and Financing Policy Rating Policy Investment Policy Liability Management Policy Significance and Engagement Policy Significant Forecasting Assumptions and Risks Development and Financial Contributions Policy D. Sets the 2021-22 Fees and Charges as detailed in Appendix 1. E. Adopts the 2021-31 Long-term Plan in accordance with Section 93 of the Local Government Act 2002, as detailed in Appendix 2. F. Requests the Chief Executive Officer prepare the final 2021-31 Long-term Plan for publication. G. Requests the Chief Executive Officer to formally advise submitters of its decisions.
For the setting of rates, the Council:
H. Acknowledges that the rates, the subject of this report, relate to the financial year 1 July 2021 to 30 June 2022, and are all GST inclusive. I. Sets the rates for 2021-22, for the year commencing 1 July 2021, as detailed in Appendix 3 - Schedule of Rates, as included in the 2021-31 Long-term Plan in accordance with section 23 of the Local Government (Rating) Act 2002. J. Resolves that the rates for 2021-22 (other than for metered water) be payable in four equal instalments on the dates as detailed below: 20 August 2021 22 November 2021 21 February 2022 20 May 2022. K. Resolves that Council charge postponement fees on postponed rates in accordance with Council’s postponement of rates policy and sections 87 and 88 of the Local Government (Rating) Act 2002. L. Resolves that Council set penalties for 2021-22 on unpaid rates (other than for metered water) under sections 24, 57 and 58 of the Local Government (Rating) Act 2002 on unpaid rates as follows: 10% on any outstanding amount of any instalment not paid by the due date. The penalty will be applied on 27 August 2021, 26 November 2021, 28 February 2022 and 27 May 2022 respectively for each instalment; 10% on amounts outstanding from earlier years, such penalty being applied on 1 October 2021 and 1 April 2022. Requests for waiver of penalties, should be sent, in writing, to the Rates Officer, in accordance with the Council’s Remission of Penalties Policy; M. Sets the due dates for 2021-22, for the year commencing 1 July 2021 for metered water billing as follows: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh: i. 21 October 2021, reading taken in September 2021 ii. 21 April 2022, reading taken in March 2022 Cromwell and Pisa: iii. 23 December 2021, reading taken in November 2021 iv. 23 June 2022, reading taken in May 2022 Alexandra: v. 25 November 2021, reading taken in October 2021 vi. 26 May 2022, reading taken in April 2022
N. Resolves set penalties for 2021-22 under sections 57 and 58 of the Local Government (Rating) Act 2002 on unpaid metered water rates as follows: O. Sets a charge 10% on any metered water rates unpaid after the due date. The penalty will be applied on the date below for the respective instalments: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh i. 29 October 2021 and 29 April 2022 Cromwell and Pisa Moorings ii. 21 January 2022 and 30 June 2022 Alexandra iii. 03 December 2021 and 03 June 2022 |
Executive Manager - Corporate Services |
05 Jul 2021 Action memo sent to Executive Manager Corporate Services for action and Chief Advisor for noting. 06 Jul 2021 A copy of the 2021-31 Long-term Plan book as well as the fees and charges, policies and strategies included in the draft 2021-31 Long-term Plan has been uploaded to the website. Design work is being carried out on the book and will be printed and distributed within 1 month after the adoption of the Long-term Plan for the public., The 2021/22 rates will be struck in July 2021 and sent to the property owners by rates assessments and rates invoices. 28 Jul 2021 Rate invoices have been sent and the Long-term plan and other relevant documentation is available on the website. MATTER CLOSED |
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30/06/2021 |
Hardship Grant Application for Alexandra District Museum Inc. |
21.5.5 |
That the Council A. Receives the report and accepts the level of significance. B. Declines a hardship grant application request of $12,242 plus GST. |
Community Development Officer |
05 Jul 2021 Action memo sent to Community Advisor for action and finance staff for noting. 07 Jul 2021 The applicant has been informed of the outcome of their application. CLOSED. |
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30/06/2021 |
Central Otago District Council Emissions Inventory and Management Plan |
21.5.7 |
That the Council A. Receives the report and accepts the level of significance. B. Notes council’s 2019-2020 emissions inventory report. C. Agrees to set a target of reducing gross emissions by 52% over the next 5 years. D. Approves council’s emissions management and reduction plan. |
Environmental Engineering Manager |
05 Jul 2021 Action memo sent to Environmental Engineering Manager. 28 Jul 2021 Council is required to do annual reporting on its carbon emissions and progress against targets. MATTER CLOSED |
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30/06/2021 |
Proposed Road Stopping - Unnamed Road off McArthur Road |
21.5.9 |
That the Council A. Receives the report and accepts the level of significance. B. Agrees to approve the proposal to stop the western end of the unnamed unformed road off McArthur Road, (outlined in red, in figure 4), in subject to: - Public notification and advertising in accordance with the Local Government Act 1974. - No objections being received within the objection period. - The right of way (new access to Lots 27 and 28) being formed over Lot 4 DP 498411. - The Road being surveyed into two parcels (“A” and “B”) as shown in figure 3. - Parcel “A” being amalgamated with new Lot 27 and parcel “B” being amalgamated with new Lot 28 as shown in figure 3. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7. - An easement (in gross) in favour of (and as approved by) Leaning Rock Services Limited being registered over the areas marked “A” and “B” as shown in figure 7. - An easement (in gross) in favour of (and as approved by) Rabbit Developments Limited being registered over the areas marked “A” and “B” as shown in figure 7. - An easement (in gross) in favour of (and as approved by) Pioneer Energy Limited being registered over the areas marked “A” and “B” as shown in figure 7. - The applicants paying for the land at valuation. - The applicants paying all costs associated with the stopping.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. |
Property Officer - Statutory |
05 Jul 2021 Action memo sent to Property Officer - Statutory for action and finance staff for noting. 28 Jul 2021 Applicants notified. Works with contractor to manage. MATTER CLOSED. |
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30/06/2021 |
Proposed Road Stopping and Legalisation - Mutton Town Road |
21.5.10 |
That the Council A. Receives the report and accepts the level of significance. B. Agrees to: 1. Legalise the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde by taking the land shown as Section 2 in figure 3, being approximately 3008 square metres, and vesting it as legal road, subject to:
- Approval of the Minister of Health. - Council paying the Southern District Health Board’s legal fees. - Ngāi Tahu approval. - Waka Kotahi New Zealand Transport Agency agreeing to remove the reference to gazette notice 440764 and/or approval to the vesting.
2. Stop approximately 4970 square metres of Mutton Town Road, shown as Section 1 in figure 3, subject to:
- The legalisation of the portion of Mutton Town Road that is formed over Section 3 Block LV Town of Clyde. - Council and the applicants sharing the survey costs, LINZ fees, and the costs of the LINZ Accredited Supplier. - Each party to the stopping paying their own legal costs. - The applicants paying for the land at valuation ($300,000 plus GST (if any)). - The road to be stopped being amalgamated with Record of Title OT17D/237 C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. |
Property Officer - Statutory |
05 Jul 2021 Action memo sent to Property Officer - Statutory for action and finance staff for noting. 28 Jul 2021 Applicants notified. Works with contractor to manage. MATTER CLOSED. |
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30/06/2021 |
Request for Minister of Conservation's Consent to Easement over Recreation Reserve [PRO 62-2000-00] |
21.5.13 |
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 over Lots 7 and 8 Deposited Plan 429123 (recreation reserve) in favour of Lot 1 Deposited Plan 27556 being the lease area occupied by Spark Trading New Zealand Limited. |
Property Officer - Statutory |
05 Jul 2021 Action memo sent to Property Officer - Statutory. 28 Jul 2021 Consent granted. Applicant to manage works. MATTER CLOSED. |
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30/06/2021 |
Request for Minister of Conservation's consent to grant easements over, and to reclassify part of, the Clyde Recreation Reserve [PRO: 63-4066 and PRO: 63-4068] |
21.5.14 |
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:
1. Reclassifying part of Section 4 Block XLIX Town of Clyde (site 1) and part of Section 34 Bock IV Town of Clyde (site 2), being part of the Clyde Recreation Reserve, as Local Purpose (Pumping Station) Reserve.
2. Granting easements containing the right to convey water, wastewater, and power over Section 4 Block XLIX Town of Clyde and Section 34 Bock IV Town of Clyde (as required).
3. Grant an easement, (in gross) in favour of Central Otago District Council, containing the right to convey wastewater, over Sections 26, 27, 28, and 29 Block VII Town of Clyde |
Property Officer - Statutory |
05 Jul 2021 Action memo sent to Property Officer - Statutory.
28 Jul 2021 Submissions heard by Hearings Panel. Minister of Conservation's consent granted. Survey and gazettal works with contractors to manage. MATTER CLOSED. |
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30/06/2021 |
Plan Change 17 - Operative District Plan Mapping to GIS |
21.5.11 |
That the Council A. Receives the report and accepts the level of significance. B. Recommends that Plan Change 17 be notified in accordance with Clause 5 of the First Schedule to the Resource Management Act 1991
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Principal Policy Planner |
05 Jul 2021 Action memo sent to Principal Policy Planner. 28 Jul 2021 Plan Change 17 notified |
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30/06/2021 |
Cromwell Menz Shed - New Lease |
21.5.12 |
That the Council A. Receives the report and accepts the level of significance. B. Agrees to lease the proposed area to the Cromwell Menz Shed C. Agrees to a lease over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP526140. D. Authorise the Chief Executive to do all that is necessary to give effect to this resolution. |
Property and Facilities Officer (Cromwell) |
05 Jul 2021 Action memo sent to Property and Facilities Officer - Cromwell. 06 Jul 2021 Cromwell Menz Shed updated on resolution., Meeting arranged between property and infrastructure for 9 July to discuss actions required. 26 Jul 2021 Meeting scheduled with Menz Shed for 30 July to review and discuss Draft Lease. |
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30/06/2021 |
Cromwell Aerodrome Licence to Occupy |
21.5.15 |
That the Council A. Receives the report and accepts the level of significance. B. Agrees to grant a new licence to occupy to the Central Lakes Equestrian Club over a reduced area of 7.3 hectares on the Cromwell Aerodrome Reserve for a period of five 5 years commencing from 1 July 2021. C. Approves that the licence will be under the same terms and conditions as the previous licence with the following amendments and additional conditions. I. Annual rental of $525 plus GST II. Remove requirement for the Club to mow Aerodrome runways in lieu of rental. III. Allowance for either party to terminate the licence to occupy with 6 months written notice. D. Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolutions. |
Property Officer |
05 Jul 2021 Action memo sent to Property Officer for action and finance staff for noting. 28 Jul 2021 Licence to Occupy (LTO) being prepared for Central Lakes Equestrian Club |
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30/06/2021 |
Sensitive Expenditure Policies |
21.5.17 |
That the Council A. Receives the report and accepts the level of significance B. Adopts the Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy C. Resolves to amend clause 3.3 of the Elected Members Allowances and Reimbursement Policy by adding the words “and the Executive Manager – Corporate Services” to the following statement: 3.3 The process for reimbursement of claims includes the following principles: The “one-up” principal must be applied to the maximum extent possible, in the case of the Mayor, approval is required from the Deputy Mayor and the Executive Manager – Corporate Services, and in the case of the Deputy Mayor, approval is required from the Chief Executive. |
Risk and Procurement Manager |
05 Jul 2021 Action memo sent to Business Risk and Procurement Manager. 28 Jul 2021 The Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy have been uploaded to the council intranet for staff information. The Elected Members Allowances and Reimbursement Policy has been updated.
MATTER CLOSED |
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30/06/2021 |
Register of Delegations |
21.5.18 |
That the Council A. Receives the report and accepts the level of significance. B. Approves the following change to the Register of Delegations; Replace the current paragraph in section 76 as follows: o The Chief Executive Officer may approve all unbudgeted legal claims or other proceedings, such as the authorisation to undertake settling actions and prosecutions taken against Council, where it is in the CEO’s opinion that such settlement best protects Council’s interest, up to a value of $500,000. Where claims or other legal proceedings are likely to exceed $500,000, the CEO is required to communicate with relevant elected members prior to entering into mediation.
o The Chief Executive Officer may delegate to council officers the authority to represent Central Otago District Council in legal claims or other proceedings.
o Confidential settlements, other than those which relate to employment matters, shall be presented in a separate report to the Audit and Risk Committee or any other council body as appropriate.
C. Approves the following change to the Register of Delegations Add the following to Part V – Delegations to Committees of Council – Audit and Risk Committee – Scope of Activity: o Oversight of unbudgeted legal claims or other proceedings other than those which relate to employment matters. |
Risk and Procurement Manager |
05 Jul 2021 Action Memo sent to Business Risk and Procurement Manager. 28 Jul 2021 A report has been submitted at the 11 August meeting to consider a change to the “Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer” in respect to the delegations to staff and to adopt the Delegated Authorities Operating Manual – RMA delegations. MATTER CLOSED |
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30/06/2021 |
Financial Reserves Policy |
21.5.19 |
That the Council A. Receives the report and accepts the level of significance B. Adopts the Financial Reserves Policy.
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Executive Manager - Corporate Services |
05 Jul 2021 Action memo sent to Executive Manager Corporate Services. 06 Jul 2021 Financial Reserves Policy has been uploaded to the website. CLOSED |
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30/06/2021 |
June 2021 Governance Report |
21.5.22 |
That the Council A. Receives the report. B. Ratifies the Central Otago District Council’s submission on Supporting Sustainable Freedom Camping in Aotearoa New Zealand. C. Ratifies support for the Queenstown Lakes District Council’s remit to the Local Government New Zealand’s Annual General Meeting about a review of the accommodation supplement system zones. D. Ratifies the Central Otago District Council’s submission on minimum flow scenarios for the Manuherekia catchment to the Otago Regional Council. |
Governance Manager |
05 Jul 2021 Action memo sent to Governance Manager. 05 Jul 2021 Ratification of submissions noted. CLOSED |
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30/06/2021 |
Revocation of Part of Greenway Reserve off Waenga Drive |
21.5.4 |
That the Council A. Receives the report and accepts the level of significance. B. Agrees to progress the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519. C. Agrees public notification of the proposed revocation in accordance with section 24(2)(b) of the Reserve Act 1977. D. Agrees (following the successful completion of the public notification process, and decision) that the Minister of Conservation is notified in writing of the Council decision and request that the specified part of Waenga Drive Greenway Reserve be approved for revocation and notified in the Gazette. E. Agrees that if reserve status of the specified Part of Waenga Drive Greenway Reserve is successfully revoked via Gazette notice, that all affected parties are notified and the underlying land is disposed of, subject to subdivision, to the adjoining landowner being Foodstuffs South Island Properties Limited on behalf of Cromwell New World. F. Agrees that the remainder of Lot 201 DP 359519 of the Waenga Drive Greenway Reserve (excluding the relevant part of Waenga Drive Greenway Reserve in recommendation B above) remain as Local Purpose (Amenity) Reserve. |
Parks and Recreation Manager |
05 Jul 2021 Action memo sent to Parks and Recreation Manager
19 Jul 2021 This is now progressing through the public submission stage which closes in August, with Council's Hearings Panel to hear submissions in September. |
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30/06/2021 |
Community Grants Policy |
21.5.6 |
That the Council A. Approves the updated grants policy. B. Agree to a formal review of the policy in late 2021. |
Senior Strategy Advisor |
05 Jul 2021 Action memo sent to Senior Policy Advisor for action and grants staff for noting. |
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30/06/2021 |
Proposed Road Stopping - Unnamed Road off Earnscleugh Road |
21.5.8 |
That the Council A. Receives the report and accepts the level of significance. B. Approves the proposal to stop the unnamed unformed road off Earnscleugh Road, subject to: Public notification and advertising in accordance with the Local Government Act 1974. - No objections being received within the objection period. - Easements (in gross) in favour of (and as approved by) Earnscleugh Irrigation Society being registered the areas marked “A”, “B”, and “C” in figure 5. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over Lot 3 DP 352186 and the area marked “B” as shown in figure 5. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the area marked “C” as shown in figure 6. - The Road being surveyed into three parcels (“A”, “B”, and “C”), and amalgamated in accordance with the plan shown in figure 3. - Each applicant paying for their respective parcel of land at valuation. - The applicants sharing all other costs associated with the stopping.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. |
Property Officer - Statutory |
05 Jul 2021 Action memo sent to Property Officer - Statutory for action and finance staff for noting. 28 Jul 2021 Applicants notified. Works with contractor to manage. MATTER CLOSED. |
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30/06/2021 |
Roxburgh Aerodrome - Request for hangar site |
21.5.16 |
That the Council A. Receives the report and accepts the level of significance. B. Approves a lease for a hangar only site at Roxburgh Aerodrome to Central Heliwork Ltd for 841m2 of land described as part of Lot 3 DP 8420 situated at Teviot Road, Roxburgh. C. Authorise the Chief Executive Officer to do all that is necessary to give effect to the resolutions. |
Property Officer |
05 Jul 2021 Action memo sent to Property Officer 28 Jul 2021 Lease document being prepared for Central Heliwork Ltd. |
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11 August 2021 |
Status Report on Resolutions – Chief Executive Officer
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Resolution 19.11.8 – December 2019 Business Case for Central Stories Building
That the Council:
A. Receives the report and accepts the level of significance.
B. Agrees that once Council has made decisions on the i-SITE review and draft Museum Strategy, the business case to then go to Vincent Community Board for comment and report back to Council. STATUS July 2021 – In the next few months Council staff will be undertaking work on Council investment in the museum sector. This information will feed into future decision-making for the Central Stories building. November 2020-June 2021 – Allowing for the district museum strategy development process to occur before proceeding. The Central Stories project will not be included in the 2021 Long-term Plan consultation document. September-October 2020 – Council/Vincent Community Board discussions are underway through the LTP workshop programme. January-July 2020 – Action memo sent to Community and Engagement Manager. Awaiting outcomes of the i-SITE review and museum strategy adoption before proceeding. |
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Resolution 18.13.7 – December 2018 Lighting Policies to Reinforce Council’s Position on Dark Skies Protection (COM 01‑02-021)
A. RESOLVED that the report be received and the level of significance accepted
B. RESOLVED that Council commits to the development of a Lighting Policy for the Central Otago District owned and managed or administered building facilities and infrastructure which promotes lighting standards that comply with current International Dark Sky Association requirements
C. RESOLVED that Council commits to promoting lighting standards that comply with current International Dark Sky Association requirements, into the first draft of the new Central Otago District Plan. STATUS
February-June 2021 – The community is gathering public feedback on their dark skies initiative for input into their district plan change application. Council staff are not involved in this process.
January 2021 – No update available.
September-November 2020 – The community are currently undertaking consultation with local residents in regard to the proposed plan change.
August 2020 – The community is developing content (including the required community consultation) for a District Plan change application, and are in liaison with Council staff during the process.
May-June 2020 – No update available.
March 2020 – Met with local planning consultant who is willing to assist Naseby community put together a plan change request. They will work with Naseby group to prepare this.
February 2020 – No further update available. An update will be provided once there is progress to report on.
January 2020 – No further update available.
December and November 2019 – Council staff are currently investigating how to include dark skies protection parameters within the District Plan.
October 2019 - The Project Plan for the District Plan Review is being prepared and includes this, as well as other topics. There has been no prioritisation of any urgent topics at this stage.
May 2019 – Further scoping work for Naseby is occurring with Council’s Community Development Manager and Planning Team. Update to be provided in Spring 2019.
April 2019 – Council adopted a lighting policy for Council-owned assets in February 2019. Planning staff are reviewing recommended International Dark Skies lighting requirements and their potential fit into the Central Otago District Plan.
January 2019 - Council staff are preparing a lighting policy on Council-owned infrastructure and this is scheduled for presentation to the February 2019 Council meeting. Naseby Vision has circulated a newsletter on IDA lighting standards to residents over the Christmas period and are collecting signatures from people who are willing to adhere to these standards on their own properties.
January 2019 – Action Memo sent to the Community Development Manager. |
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11 August 2021 |
Status Report on Resolutions – Infrastructure Services
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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
May - June 2021 – A report on the Ripponvale Supply will be provided to the September Council meeting.
March – April 2021 – Council has taken over management of supply. Legal requirements for targeted rate being investigated. Fulton Hogan & Switchbuild scoping and pricing work required.
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.
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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
July 2021 – No change.
January to June 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
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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 CLOSED
July 2021 - The 2018-21 Roading Improvement Program has now been completed, and any further, or deferred work is required to be reconsidered for the 2021-24 program. An update on the individual 2018-21 projects is outlined below.
· New Footpaths – 2018-2021 program complete. A 2021-24 program will be subject to Waka Kotahi funding approval · Clyde Historic Precinct – construction work on Stage 1 now underway · Speed thresholds – deferred for reconsideration in 2021-24 after speed bylaw is reviewed. · Small bridge replacement – A program of small timber bridge replacements has been prepared. This work will now be undertaken within the routine renewals program. · Swindon Street Ophir traffic calming – completed · Scotland Street, Roxburgh – work completed · Naseby drainage upgrades – work completed
May – June 2021 – • New footpaths – nearing completion, Roading team have discussed the Pisa Moorings footpaths with residents group chairperson, intension is to utilise the remaining funds by end of financial year to make a start here. • Clyde Historic Precinct streetscape work –physical works underway May 2021. • Small bridge replacement – underway. • Speed threshold and restriction treatments – Not proceeding this NLTP period (not until new speed limit bylaw implemented in future. • Swindon Street, Ophir traffic calming – works underway April 2021, completion before end of June 2021. • Roxburgh streetscape improvements – works underway May 2021, completion before end of June 2021. • Naseby drainage upgrades – community consultation completed, works programmed for June 2021.
March – April 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. – No change. · Central Otago Touring Route – Completed. · Associated Improvements – Completed. · Bannockburn bridge cycle facility – Completed. · Omakau – Ophir – Clyde path – Completed. · Clyde Historic Precinct streetscape work – Design detailed complete, physical works underway after Easter period · Small bridge replacement – Still to be progressed. No change. · 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/May. · Roxburgh streetscape improvements – Discussion underway with community. A report will be presented to the April Teviot Valley Community Board meeting. Works will be complete. · 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.
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) · 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.
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. |
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11 August 2021 |
Status Report on Resolutions – Planning and Environment
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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 July 2021 – Meeting request to the Committee for July 2021 was declined by the Committee citing workloads and health issues of committee members. The Committee will make contact when their schedule allows.
June 2021 – May meeting was postponed until July 2021
February – April 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
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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 April–July 2021 – Preferred option being developed.
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. |
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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
July 2021 – Negotiations nearing completion.
April–June 2021 – Negotiations ongoing.
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.
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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–July 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.
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.
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11 August 2021 |
COMMENTS INQUIRY ON THE NATURAL AND
BUILT ENVIRONMENTS BILL: PARLIAMENTARY PAPER
OTAGO-SOUTHLAND COUNCILS’ JOINT SUBMISSION
This submission is from the ten councils of Otago and Southland regions:
§ Central Otago District Council,
§ Clutha District Council,
§ Dunedin City Council,
§ Environment Southland,
§ Gore District Council,
§ Invercargill City Council,
§ Otago Regional Council,
§ Queenstown Lakes District Council,
§ Southland District Council, and
§ Waitaki District Council.
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Address for service: |
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Telephone: |
03 4 |
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Fax: |
03 4 |
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Email: |
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Contact person: |
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Introduction
Otago and Southland’s councils thank the Environment Select Committee (Select Committee) for the opportunity to submit on the exposure draft of the Natural and Built Environments Act (NBA).
The signatories acknowledge that there is still a significant amount of work to be done on the design of the new legislative system, including drafting the balance of the NBA and the Spatial Planning Act (SPA) and the Climate Change Adaptation Act (CAA). There is also a considerable amount of work to be done to put in place necessary arrangements to enable an effective transition from the current system to the new one.
While we appreciate it was never intended that the exposure draft would contain all the detail that will be included in the final Bill, not being able to consider a comprehensive proposal, made up of the NBA, SPA and CAA, makes it challenging to comment on the draft NBA provisions.
In preparing this submission, signatories were supported by their planning teams, who provided technical input on the exposure draft and its possible implications.
This submission reflects the signatories’ shared view on the proposal and may be supplemented by individual comments from each of the councils.
Overall position
Councils have put significant investment in implementing the current resource management system, and these investments are ongoing. Many councils in the Otago and Southland regions have recently completed a review of their plans or have started a review process. The implementation costs of a new system will be substantial, especially in view of the more recent plan reviews. Depending on the timing of change, it is also likely to be disruptive to current work programmes and forward progress towards supporting additional housing capacity and work to implement the Government’s freshwater package. Such costs and delays will only be worthwhile if the new resource management system brings significant improvements to the current system, which at this stage is uncertain.
In our view, to be effective, the new system needs to provide:
1. Strong directions and priorities that usefully guide decision-making at every level;
2. The ability to provide for local conditions, including the local environment, and local communities’ aspirations
3. A strong monitoring, assessment and review process; and
4. Clear and unambiguous legislation.
The NBA draft, as it stands, does not give us confidence that the reform will meet these expectations, and enhance the effectiveness and efficiency of the resource management system.
The strong focus on environmental bottom-lines (“environmental limits”), and the weak requirement to “promote” environmental outcomes implies that environmental degradation will be tolerated down to bottom lines. This is against the stated reform’s objective to “protect and restore the environment (...)”.
In addition, the lack of focus on the built environment is unlikely to result in enabling good-quality urban development, which is also one of the key purposes of the reform.
We also note that many questions remain on the planning committee model that is being proposed, how it is going to work, and whether it is the most appropriate model.
Treaty Clause
Before expanding further on our concerns with the exposure draft, we acknowledge the importance of a deep and significant partnership with mana whenua on resource management and offer our support in principle for the draft Treaty Clause, and the requirement to “give effect to”, rather than “take into account” te Tiriti o Waitangi.
We note that the practical implications of this change are still uncertain and wish to see some clarification on the matter. We agree with the Resource Management Panel that guidance on how to implement te Tiriti should be developed. We would like confirmation that such guidance will be provided in the full Bill.
A lack of clear directions and priorities
The NBA exposure draft does provide the purpose and direction that is needed for effective and efficient resource management; and to inform decision-making.
Purpose of the Act
As a foundation to the Act and to its implementation, the purpose section needs to be clear and unambiguous. As it is, the draft purpose of the Act falls short of these expectations and is likely to give rise to long and costly arguments and litigation, as planning processes will try to achieve a purpose many will interpret differently.
In particular:
§ The definition of “Te Oranga o te Taiao” is ambiguous, and not limiting. “Incorporates” implies that there are components to the concept which are not listed in the definition. And as it is not a tikanga concept, it is likely to meet the same interpretation challenges as the concept of “Te Mana o te Wai” in the National Policy Statement for Freshwater Management (2020) (NPSFM);
§ The term “uphold” is vague and lacks strength. Moreover, it is not appropriate to some of the elements of “Te Oranga o te Taiao” (“upholding the interconnectedness of all parts of the natural environment”);
§ The health of the natural environment is also a concept open for interpretation;
§ There is no priority or guidance over how conflicts between Te Oranga o te Taiao and the ability of people to support their needs should be managed.
Under section 5, environmental limits and environmental outcomes are the key two mechanisms by which the purpose of the Act is to be achieved. The direction to “comply with” environmental limits, and “promote” environmental outcomes seems to give precedence to environmental limits, relative to outcomes. For the Act to effectively change the focus of resource management from managing effects to achieving outcomes, there should be a higher emphasis on the environmental outcomes.
Environmental outcomes
Clause 8 (Environmental outcomes) should complement the purpose of Act and provide more detail over what needs to be achieved, and what resource management’s priorities are. The current draft provides a long list of outcomes, between which conflict is inevitable. No clear priority between these outcomes is provided, unless it is implicit through their order; or through the list provided in section 13.
Although we acknowledge the intention of providing guidance on how conflicts will be resolved through the National Planning Framework and the Natural and Built Environments Plans (plans), a clear sense of priorities between outcomes within the NBA itself will make for a more efficient system, avoid lengthy and costly litigation on how conflicts should be resolved, and greatly assist decision-makers.
Given that, under draft section 13, the National Planning Framework is required to provide direction on only nine of the 17 environmental outcomes listed in section 8, the National Planning Framework is unlikely to provide appropriate direction to resolve key conflicts unless the Ministry for the Environment extends its scope to additional, discretionary, outcomes. In particular, guidance would be useful from government on how to enable urban development (section 8(k) and (l)) and protect highly productive land from inappropriate subdivision, use, and development (section 8(m)(iii)).
The National Planning Framework and plans could usefully provide guidance on how to resolve conflicts between outcomes if they were to translate the NBA’s environmental outcomes into a set of mutually compatible outcomes adapted to the place they apply to. This would also better reflect the need for local place-based planning decisions to reflect the needs and values of the communities affected by them, and the variation that exists across New Zealand’s regions, cities and districts.
Enabling management of local conditions and aspirations
We support the fact that national directions be required, rather than discretionary, on matters of national significance. We also support the setting of environmental limits at a central level. As demonstrated by the NPSFM, national bottom-lines set useful parameters to the engagement of local communities on objectives, policies and rules for their local environment.
Regions can have a large variation in climate, geophysical and ecosystem characteristics, and economic, social and cultural characteristics. The trade-offs, outcomes and limits prescribed in legislation can only be meaningful if they are adapted to the local environment and to local communities’ aspirations.
The NBA exposure draft should provide adequately for the tailoring of provisions to local and regional communities and their environment:
§ It should allow for plans to set environmental limits unless prescribed by the National Planning Framework (Section 7(2))
§ It should explicitly provide for plans setting provisions, including environmental limits, which are more stringent than the National Planning Framework’s provisions.
We note that Schedules 1 and 2 are currently placeholders, and that the exposure draft does not provide any indication of what community engagement will be expected as part of the preparation of both the National Planning Framework and plans. The growing importance given to national directions, and the regionalisation of plans, could curtail local communities’ input in environmental management if participation processes are not adequate. The processes set out in both Schedules 1 and 2 should ensure that there is adequate input from local and regional communities, on the decisions that affect them, and the places in which they live.
Monitoring, assessment, and review
We agree with the Resource Management Review Panel (Randerson Report) finding that under the current RMA the link between environmental monitoring and reporting and the assessment and review of plans has been weak. The evaluation and assessment framework for both plans and national directions should be strengthened. We note that the explanatory material released with the exposure draft recognises that the monitoring, assessment and review of the National Planning Framework have not been provided for in Parts 3 and 4 of the exposure draft, and that these matters will be part of the full Bill. We seek confirmation that the full Bill will set up a stronger monitoring and assessment framework that applies across the whole system.
As highlighted by the Resource Management Review Panel, the lack of clear goals and measurable outcomes has partially accounted for inadequate monitoring and oversight in the resource management system. Not requiring the National Planning Framework and plans to set clear and measurable environmental outcomes is likely to undermine future provisions on the monitoring, assessment and evaluation of plans and the National Planning Framework.
Setting a clear and unambiguous framework
It is difficult to understand from the exposure draft what the various planning instruments (National Planning Framework and plans) will look like, and how they will interact. The strength, format and level of specificity of the National Planning Framework’s provisions are uncertain, especially when it comes to the “strategic goals”, “vision”, “direction” and “priorities” it must prescribe. Similarly, the level at which environmental limits will be set in the National Planning Framework is uncertain. Lastly, there no is clear provision on the relationship between national and regional rules. These are important matters, that need to be clarified to facilitate the implementation of the reform.
It is also important that the NBA integrates with the SPA and CAA. It remains to be seen how well the three pieces of legislation will integrate, and ultimately contribute to the achievement of the Government’s reform objectives.
The language used in the Act should be clear and unambiguous. At present this is not achieved with terms such as “promote”, “further”, or “uphold” creating opportunities for misunderstanding and potential litigation. The relative weakness of these terms contribute to the Act not providing a strong sense of direction, and leaves many of its core concepts and provisions open for interpretation and challenge.
In addition, the draft deviates from the traditional RMA terminology, without providing a clear indication of what the change means (e.g. “marine environment” vs. “coastal environment”; or “matters” vs. “issues). Using terms which have been reviewed and interpreted by Courts over the years provides the benefits of case-law and some certainty over how commonly used concepts are to be interpreted. The purpose of this change from status quo is not entirely clear, and creates uncertainty and ambiguity.
A lack of focus on the urban environment and urban form
One of the stated objectives for the reform of the Resource Management system is to better enable development. However, there is little emphasis on urban development and urban form. Even though it is mentioned in Part 2 of the exposure draft, it is unclear how urban development is to be provided for in plans. Presumably, it is expected that such direction will be provided by the National Planning Framework. However, given the reform’s objectives, and the housing crisis New Zealand is experiencing, the exposure draft could have been expected to provide for development more explicitly.
It is our understanding that regional spatial strategies will be instrumental in directing urban growth and development where it is most appropriate. The NBA exposure draft does not, however, draw an explicit relationship between regional spatial strategies and plans, in providing for urban growth.
The only focus of the sections addressing urban development is about quantity of supply, and there is no mention of the quality of the built environment, including the quality of housing, the liveability of new housing/mixed use areas, or the importance of good urban design to people and community wellbeing. These matters are of critical importance to councils and their communities and this should be reflected as a key outcome to be achieved in the NBA.
We note that the NBA seems to put more emphasis on urban development than on rural development. It is unclear whether rural development is to be enabled to the same degree as urban development, or whether rural development will be subjected to a more restrictive framework. The importance of development in small rural towns should be recognised in the NBA.
Lastly, Section 7 requires environmental limits to be prescribed for matters which relate to the natural environment. Consideration should be given to whether environmental limits could also be set in relation to the built environment and its link to human health.
Planning committees
The proposal to move the responsibility for plan making from local authorities to planning committees raises many issues that need to be addressed before one can judge whether this model is appropriate or not. For example:
§ The responsibility of “maintaining the plan” is not well defined and could be interpreted in different ways.
§ The composition of the planning committee may raise issues with respect to its representativeness. Potentially, residents of rural, sparsely populated councils, will be “over-represented” relative to residents of larger cities and districts with high populations driven by the visitor economy.
§ The draft NBA sections and explanatory material do not provide direction over how decisions will be made by the committee (consensus/majority).
§ Similarly, there is no indication whether committee members are expected to have specific skills and competence, or if they will be appointed for their ability to bring in a local perspective to decision-making.
§ The draft NBA does not clarify the organisational structure of the committee and its secretariat. Is it expected that secretariat officers will be made of employees seconded from councils? Or will they be employed by the committee? Such questions result in uncertainty as to ongoing resourcing and skill requirements for local councils.
Lastly, we note that councils are expected to fund the secretariat. Beyond the likely challenges of designing a funding system that is equitable for all local authorities in the region, this removes councils’ control over part of their budgets, as spendings will be authorised by a third party. This is likely to create practical challenges which need to be considered and addressed before this new model is confirmed.
In view of these challenges, and of the impact of this new model on local councils’ resourcing and functioning, Otago/Southland councils would welcome an opportunity to engage with MfE on the planning committee model before the full bill is submitted to Parliament for first reading.
Transition
The resource management reform will have a significant impact on local councils, and clear implementation timeframes and transition provisions will be critical for councils to plan ahead, and resource their future activities. The implementation process and transition timeframes should be developed as soon as possible, in consultation with local councils, mana whenua, and all other parties which will have functions under the Act.
They should be designed to keep momentum on ongoing planning work seeking to bring about positive change; and to coordinate with the local government reform.
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RELIEF SOUGHT
1) Develop direction on how to give effect to te Tiriti o Waitangi in the full Bill
2) Review Part 2 of the NBA to clarify the Act’s purpose, and provide clear priorities and directions to guide decision-making
3) Consolidate and prioritise the outcomes set out in clause 8.
4) Require the National Planning Framework to address protection of highly productive land as an additional matter in section 13.
5) Require the National Planning Framework and plans to set clear priorities and measurable environmental outcomes for the matters and geographical areas they address.
6) Enable Planning Committees to: a. Set environmental limits, even when not prescribed to do so through the National Planning Framework; b. Set provisions, including environmental limits, that are more stringent than those in the National Planning Framework
7) Require appropriate community participation at both regional and local level in Schedules 1 and 2
8) Revise the draft, and clarify its terminology, to ensure that its provisions are clear and set out a clear planning architecture
9) Clarify how the NBA and other legislation will interact
10) Make more explicit provision on how plans will interact with regional spatial strategies for urban development
11) Recognise and provide for the importance of the quality of the built environment and the importance of quality housing and good urban design for people and community wellbeing; and consider setting environmental limits that relate to the built environment
12) Refine the planning committee model, in consultation with local councils, including those from Otago and Southland
13) Engage with local councils, including those from Otago-Southland, on the implementation of the new system, and on transition provisions
14) Design the implementation processes and timeframes to keep momentum on ongoing planning work seeking to bring about positive change; and to coordinate with the local government reform |
Yours faithfully
Central Otago District Council
Clutha District Council
Dunedin City Council
Environment Southland
Gore District Council
Invercargill City Council
Otago Regional Council
Queenstown Lakes District Council
Southland District Council
Waitaki District Council
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21.6.21 Minutes of the Vincent Community Board Meeting held on 20 July 2021
Doc ID: 547099
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That the unconfirmed Minutes of the Vincent Community Board Meeting held on 20 July 2021 be noted.
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Appendix 1 - Minutes of the Vincent Community Board Meeting held on 20 July 2021
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Vincent Community Board Minutes |
20 July 2021 |
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, 20 July 2021 COMMENCING
AT 2.00
pm
PRESENT: Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr I Cooney, Ms A Robinson (via Microsoft Teams)
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 Robinson (Property and Facilities Manager), G Bailey (Parks and Recreation Manager), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), F Somerville (Roading Administration Assistant) and W McEnteer (Governance Support Officer)
1 Apologies
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Apology |
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Committee Resolution Moved: Garbutt Seconded: Cooney That the apologies received from Cr Claridge and Ms Stirling-Lindsay be accepted. Carried |
2 Public Forum
Aaron Dykes – President, Alexandra United Football Club
Mr Dykes spoke in support of the football club’s application for a container for storage at Molyneux Park. He mentioned that at present their current storage area is insufficient for their needs and there were a number of members of the club that kept equipment at their home on behalf of the club. He noted that the club would like a longer term solution for storage, which may happen in the future perhaps if there were other building developments at Molyneux Park. Mr Dykes then responded to questions from the Board.
3 Confirmation of Minutes
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Committee Resolution Moved: Cooney Seconded: Browne That the public minutes of the Vincent Community Board Meeting held on 9 June 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. There were no further declarations of interest.
5 Reports for Decisions
Note: Ms Robinson and Mr Garbutt declared an interest in item 21.6.2. To maintain quorum Mr Garbutt remained at the table, but abstained from discussing and voting on the item.
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21.6.2 Vallance Cottage - Statement of Intent and Community Orchard Agreement |
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To consider endorsement of a Statement of Intent of the Vallance Cottage working group and renewal of its Community Orchard Agreement. |
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Committee Resolution Moved: McPherson Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves the Statement of Intent of the Vallance Cottage working group. C. Approves the Vallance Cottage working group’s Community Orchard Agreement. Carried with Mr Garbutt and Ms Robinson abstaining from the vote |
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21.6.3 Alexandra Rugby Football Club Incorporated - Lease Renewal |
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To consider granting a new ground lease to the Alexandra Rugby Football Club Incorporated over an area of the Molyneux Park Recreational Reserve. |
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Committee Resolution Moved: Browne Seconded: Robinson That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant a ground lease of an area of approximately 476m2 of the Molyneux Park Recreation Reserve, as outlined in the report, to the Alexandra Rugby Football Club Incorporated. The
lease will be issued under Section 54 of the Reserves Act 1977 and is subject
to the Community Leasing and Licensing Policy 2021. The general terms and
conditions are as follows:
Carried |
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21.6.4 Alexandra United Football Club Application to Site a Container |
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To consider a request from the Alexandra United Football Club to temporarily site a 6-metre storage container at Molyneux Park. After discussion it was decided that two years would go quickly and that it was unlikely for there to be an alternate storage option for the club after that time. Therefore one right of renewal of two years for the lease would be more appropriate than no renewal. |
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Committee Resolution Moved: McPherson Seconded: Cooney That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant a lease to the Alexandra United Football Club for the purpose of temporarily locating a 6-metre container on Lot 2 Deposit Plan 21404, being part of Molyneux Park Recreation Reserve, for a term of two years with one right of renewal of two years at $1.00 per annum (if demanded), subject to: · The provisions of section 54 of the Reserves Act · The provisions of Council’s Community Leasing and Licensing Policy · The container being located immediately adjacent to Central Otago Netball Club Incorporated’s existing container · The container being painted to the satisfaction of the Parks and Recreation Manager · The Minister of Conservation’s consent C. Authorises the Chief Executive to do everything necessary to give effect to the resolution. Carried |
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21.6.5 Road Renaming Report - Portion of Watson Road |
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To consider a request to rename a portion of Watson Road, Waikerikeri. |
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Committee Resolution Moved: Robinson Seconded: Cooney That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Recommends to Council that a portion of Watson Road be renamed Pīhoihoi Road. Carried with Dr Browne and Mr Garbutt voting against the motion |
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21.6.6 Road naming report for approval - off Golden Road |
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To consider a request to name a private right of way Sim Lane. |
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Committee Resolution Moved: Cooney Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees that the private right of way off Golden Road be named Sim Lane. Carried |
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21.6.7 Road Naming Report for Approval - Rockdale Farm Subdivision |
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To consider a request to name an unnamed legal road Gorge Road. After discussion it was noted that the road was not on the gorge, but rather led to the gorge and that historically there was a large flume operating in the area where the road was located. The board asked staff to clarify the new name with the developer before finalising the name. |
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Committee Resolution Moved: McPherson Seconded: Garbutt That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees that the public road in the Rockdale Farm subdivision be named Flume Road, subject to acceptance from the developer. Carried |
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21.6.8 Road Naming Approval Report - Dunstan Park, Alexandra |
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To consider a request to name five roads in the Dunstan Park subdivision in Alexandra. |
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Committee Resolution Moved: Cooney Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Agrees to approve five road names, road one to be named Henderson Drive, road two be named Pollock Street, road three to be named Stebbing Way, road four to be named Hewitt Crescent and road five to be named Gards Place as shown in appendix 1 of the report. Carried |
6 Mayor’s Report
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21.6.9 Mayor's Report His Worship the Mayor was not present at this meeting. |
7 Chair's Report
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21.6.10 Chair's Report |
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The Chair gave an update on activities and issues since the last meeting:
· Noted the recent photograph with Russell Poole at the road renaming in Alexandra. · Attended the opening of the new petanque piste in Alexandra.
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Committee Resolution Moved: McPherson Seconded: Garbutt That the report be received. Carried |
8 Members' Reports
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21.6.11 Members' Reports |
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Members gave an update on activities and issues since the last meeting:
Dr Browne reported on the following:
· Attended meetings of the Central Otago District Arts Trust. · Attended a board meeting of ADMI. · Attended a the AGM for Alexandra Community House. · Attended a board meeting for REAP. · Noted recent COVID-19 vaccinations. · Attended the Winterstellar exhibition at Central Stories. · Attended a recent concert at Central Stories and noted it was a well-attended and successful session. · Attended a public meeting at ADMI which discussed the loss of council funding for Central Stories. · Attended the Howl of a Protest in Alexandra.
Ms Robinson reported on the following:
· Attended the AGM of Alexandra Community House. Noted that Bernie Lepper was re-elected as Chair but this was going to be her last term. · Attended a Treaty of Waitangi training session for REAP. · Attended an Otago Catchment Group meeting. Noted discussions on the rural sector and the change in regulations facing the rural community.
Councillor Cooney reported on the following:
· Attended a district licence committee training session. Noted that committees were beginning to ask applicants for signed staff training plans in their applications. · Attended a Council meeting. Noted that there was reduced funding coming from Waka Kotahi and the recent emissions audit that was presented to council. · Attended a recent three waters workshop.
Mr Garbutt reported on the following:
· Noted assistance with a water consent for the Clyde Golf Course. · Noted that there has been a lot of activity at the Blyth Street portion of the Clyde Museum, including changing some of the interior of the museum. · Noted a number of U3A seminars recently. · Noted recent COVID-19 vaccinations. · Attended a public meeting at ADMI. · Attended an information morning tea at St John. · Attended the funeral for Jack Lanham. · Attended a Central Otago Heritage Trust meeting. |
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Committee Resolution Moved: McPherson Seconded: Cooney That the report be received. Carried |
9 Status Reports
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21.6.12 July 2021 Governance Report |
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To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates. |
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Committee Resolution Moved: Cooney Seconded: Garbutt That the report be received. Carried |
10 Date of The Next Meeting
The date of the next scheduled meeting is 31 August 2021.
11 Resolution to Exclude the Public
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Committee Resolution Moved: McPherson Seconded: Browne That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
The public were excluded at 3:10 pm and the meeting closed at 3:11 pm.
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CHAIR / /
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21.6.22 Minutes of the Maniototo Community Board Meeting held on 22 July 2021
Doc ID: 547986
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That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 22 July 2021 be noted.
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Appendix 1 - Minutes of the Maniototo Community Board Meeting held on 22 July 2021
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Maniototo Community Board Minutes |
22 July 2021 |
MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE Ranfurly
Service Centre, 15 Pery Street, Ranfurly
ON Thursday, 22 July
2021 commencing AT 2.00 pm
PRESENT: Mr R Hazlett (Chair), Mr M Harris (Deputy Chair), Cr S Duncan, Mr D Helm, Ms S Umbers
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), Q Penniall (Acting Executive Manager – Infrastructure Services), A McDowall (Finance Manager), D McKewen (Accountant) and W McEnteer (Governance Support Officer)
1 Apologies
There were no apologies.
2 Condolences
The Chair referred to the deaths of Gwyn Brenssell, Des Styles, Edith Burrows, Dorothy McKnight, John Steele, Kay Hodge and Mary Keenan. Members stood and observed a minute’s silence as a mark of respect.
3 Public Forum
There was no public forum at this meeting.
4 Confirmation of Minutes
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Committee Resolution Moved: Umbers Seconded: Harris That the public minutes of the Maniototo Community Board Meeting held on 20 May 2021 be confirmed as a true and correct record. Carried |
5 Declaration of Interest
Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.
6 Reports for Information
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21.5.2 Central Otago District Council Emissions Inventory and Management Plan |
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To provide information on Council’s 2019-20 emissions inventory and emissions management and reduction plan.
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Committee Resolution Moved: Duncan Seconded: Helm That the report be received. Carried |
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21.5.3 Maniototo Financial Report for the Period Ending 31 March 2021 |
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To consider the financial performance overview as at 31 March 2021. |
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Committee Resolution Moved: Umbers Seconded: Harris That the report be received. Carried |
7 Mayor’s Report
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21.5.4 Mayor's Report His Worship the Mayor reported on the following: · Attended the recent Ranfurly business breakfast. · Noted a visit to one of the closed bridges in the Maniototo and mentioned that there will be further information on bridges at a future council meeting. · Attended a meeting with Southland DHB regarding the COVID-19 vaccine roll-out in Ranfurly and Roxburgh. Noted that it should be starting within the next couple of weeks. · Visited the new café that had opened in Naseby. · Noted the work on merging the Naseby winter sports facilities. |
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Committee Resolution Moved: Duncan Seconded: Helm That the Maniototo Community Board receives the report. Carried |
8 Chair's Report
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21.5.5 Chair's Report |
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The Chair gave an update on activities and issues since the last meeting: · Mentioned the 3 Waters reforms and a recent public information session with AWS Legal regarding water schemes. · Noted that the felling of trees at the Waipiata domain is complete. · Noted damage to walkway bridge at Patearoa, but noted that it was privately owned. · Mentioned a phone call from Phil Dowling regarding the ice rink amalgamation. · Noted a phone call from Hazel Harrison about the paperwork for the grant for the Naseby Early Settlers group. · Mentioned a letter received from the Ranfurly business breakfast group regarding financial assistance for a community project. They were encouraged to apply as part of the contestable grants process. |
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Committee Resolution Moved: Hazlett Seconded: Umbers That the report be received. Carried |
9 Members' Reports
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21.5.6 Members' Reports |
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Members gave an update on activities and issues since the last meeting.
Ms Umbers reported on the following:
· Noted that there had been poor reinstatement of the tar sealed areas from the recent fibre cable installation in Caulfield Street, Ranfurly. Staff mentioned that there will be an inspection of work when the work is completed to ensure that the ground has been reinstated correctly.
Mr Harris reported on the following:
· Mentioned recent discussions about 3 Waters reform. · Noted that the Otago women’s rugby team had a training session at Gimmerburn recently.
Mr Helm reported on the following:
· Mentioned the state of roads currently in the Maniototo and noted that they were in good condition this winter. · Noted that there was quite a lot of water on Dungannon Street, Ranfurly which might indicate a leak.
Councillor Duncan reported on the following:
· Attended a Council meeting on 30 June. · Attended the Ranfurly business breakfast. · Attended the recent Howl of a Protest. · Mentioned recent flooding in the South Island.
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Committee Resolution Moved: Umbers Seconded: Harris That the report be received. Carried |
Note: Councillor Duncan left the meeting at 3:10 pm.
10 Status Reports
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21.5.7 July 2021 Governance Report |
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To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates. |
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Committee Resolution Moved: Harris Seconded: Helm That the report be received. Carried |
11 Date of the Next Meeting
The date of the next scheduled meeting is 2 September 2021.
12 Resolution to Exclude the Public
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Committee Resolution Moved: Umbers Seconded: Harris 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:
Carried |
The public were excluded at 3:12 pm and the meeting closed at 3.33 pm.
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CHAIR / /
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21.6.23 Minutes of the Cromwell Community Board Meeting held on 29 July 2021
Doc ID: 548254
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That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 29 July 2021 be noted.
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Appendix 1 - Minutes of the Cromwell Community Board Meeting held on 29 July 2021
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Cromwell Community Board Minutes |
29 July 2021 |
MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell
Service Centre, 42 The Mall, Cromwell
ON Thursday, 29 July
2021 COMMENCING AT 2.00 pm
PRESENT: Ms A Harrison (Chair), Mr W Murray (Deputy Chair), Mr T Buchanan, Cr N Gillespie, Cr C Laws, Cr N McKinlay, Mr B Scott
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), S Righarts (Chief Advisor), G Robinson (Property and Facilities Manager), D Shaw (Property and Facilities Officer – Cromwell) and W McEnteer (Governance Support Officer)
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21.6.1 Declaration of Office |
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The new member of the Cromwell Community Board, Bob Scott, took the Declaration of Office. |
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Mr Scott read aloud and signed his Declaration of Office, which was sighted and signed by His Worship the Mayor. |
1 Apologies
There were no apologies.
2 Public Forum
There was no public forum at this meeting.
3 Confirmation of Minutes
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Committee Resolution Moved: Laws Seconded: Buchanan That the public minutes of the Cromwell Community Board Meeting held on 15 June 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. There were no further declarations of interest
5 Reports for Decisions
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21.6.3 Request for Approval to Site a Container at Cromwell Golf Club |
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To consider a request from the Cromwell Golf Club to site a ‘40-foot’ storage container on Section 4 Block XCII Town of Cromwell, being recreation reserve leased from Council. |
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Committee Resolution Moved: Gillespie Seconded: McKinlay That the Cromwell Community Board A. Receives the report and accepts the level of significance. B. Authorises the Cromwell Golf Club to locate a container within the area currently used for storage as indicated in Appendix 2 of the report. C. Recommends to Council under delegated authority for the Minister of Conservation that a container be located for storage at the Cromwell Golf Club in the area indicated in Appendix 2 of the report. Carried |
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21.6.4 Cromwell Town Hall/Events Centre Project |
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To consider the programme for the planning phase for delivery of the Cromwell Town Hall/Events Centre project. After discussion it was agreed that Ms Harrison and Cr McKinlay would be appointed as the Board’s representatives on the Advisory Group. It was also agreed that the Advisory Group should decide if there would be an external stakeholder group formed. |
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Committee Resolution Moved: Gillespie Seconded: Scott That the Cromwell Community Board A. Receives the report and accepts the level of significance. B. Receives the project structure. C. Approves the programme of work for the Cromwell Town Hall/Events Centre. D. Approves the establishment of an Advisory Group and appoints Anna Harrison and Nigel McKinlay to that group. E. Approves that the Advisory Group determines if an external stakeholder group is required and if so makes such a recommendation to the Cromwell Community Board. F. Agrees to apply for/confirm external funding for the Cromwell Town Hall/Events Centre. Carried |
6 Mayor’s Report
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21.6.5 MAYOR’S REPORT His Worship the Mayor gave an update on his activities since the last meeting:
· His Worship the Mayor congratulated Mr Scott on his election to the Board and noted the campaigns of both Mr Scott and the other candidate David George. · Attended the opening of the new St John building in Cromwell. · Attended the opening of the Golden View rest home in Cromwell. · Attended a joint meeting of Central Lakes Trust, Central Otago District Council, Queenstown Lakes District Council, Otago Regional Council and Southland District Health Board to discuss issues, priorities and challenges for the coming year. · Noted issues with parking at Cornish Point for the new riding trail, but thanked the Roading team for their work in helping to alleviate the problem.
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Committee Resolution Moved: Gillespie Seconded: Murray That the Cromwell Community Board receives the report. Carried |
7 Chair's Report
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21.6.6 Chair's Report |
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The Chair gave an update on activities and issues since the last meeting:
· Attended the Central Otago Principals Executive meeting · Had attended a number of swimming sports meets. · Noted that the school term has started and that Goldfields School was currently holding an art exhibition at McNulty House.
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Committee Resolution Moved: Harrison Seconded: Murray That the report be received. Carried |
Note: Councillor Gillespie left the meeting at 2.30 pm and returned at 2.31 pm.
8 Members' Reports
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21.6.7 Members' Reports |
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Members gave an update on activities and issues since the last meeting:
Councillor McKinlay reported on the following:
· Attended a Council meeting on 30 June. Noted reports on the emissions and the re-lease of the aerodrome reserve to the equestrian club. · Attended the opening of the Golden View rest home in Cromwell. · Attended a pre-agenda meeting for the next Council meeting.
Councillor Laws reported on the following:
· Attended a Council meeting on 30 June. · Attended the AGM of the Cromwell Historic Precinct. Noted that the board is getting smaller as there was no one to take over. · Attended a meeting of Cromwell Community House. Mentioned that they are trying to find a new chair. · Attended Shortland Street, The Musical at Fine Thyme Theatre. · Attended the opening of the Golden View rest home in Cromwell. · Attended a pre-agenda meeting for the next Council meeting. · Attended a farewell for the manager of Cromwell Community House, who is retiring.
Mr Murray reported on the following:
· Attended the Light Up Winter festival and mentioned that about 5000 people attended. · Mentioned the current project to plant native trees from Deadmans Point to Lowburn. Noted that there have been issues with finding appropriate plants in large numbers. · Met with LINZ and Felton Road wine growers regarding braiding of the Kawarau River at Bannockburn. Reported that the wine growers were upbeat about the braiding as it could form a new eco system in the area and that would bring other opportunities to the area. · Was part of Shortland Street, The Musical. Noted that there were about 250 people every night and was very successful.
Mr Buchanan reported on the following:
· Attended a meeting of the Bannockburn camp ground. Mentioned that the camp ground is trying to get a basketball hoop and playground equipment and that the Cromwell Rugby Club were moving some old posts to Bannockburn as well. · Attended the Howl of a Protest in Queenstown. · Attended the opening of the Golden View rest home in Cromwell.
Councillor Gillespie reported on the following:
· Attended the Council meeting on 30 June via Microsoft Teams. · Attended the opening of the Golden View rest home in Cromwell. · Reported that he had been away recently. · Acknowledged the recent flooding on the West Coast. · Acknowledged His Worship’s appearance on Q&A.
Mr Scott had nothing to report.
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Committee Resolution Moved: Laws Seconded: Murray That the report be received. Carried |
Note: Mr Buchanan left the meeting at 2:43 pm.
9 Status Reports
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21.6.8 July 2021 Governance Report |
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To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates. |
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Committee Resolution Moved: Gillespie Seconded: McKinlay That the report be received. Carried |
10 Date of The Next Meeting
The date of the next scheduled meeting is 7 September 2021.
11 Resolution to Exclude the Public
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Committee Resolution Moved: McKinlay Seconded: Laws 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:
Carried |
The public were excluded at 2.45 pm and the meeting closed at 3.24 pm.
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CHAIR / /
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21.6.24 Minutes of the Teviot Valley Community Board Meeting held on 30 July 2021
Doc ID: 548253
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That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 30 July 2021 be noted.
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Appendix 1 - Minutes of the Teviot Valley Community Board Meeting held on 30 July 2021
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Teviot Valley Community Board Minutes |
30 July 2021 |
MINUTES OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh
Service Centre, 120 Scotland Street, Roxburgh
ON Friday, 30 July
2021 COMMENCING AT 2.00 pm
PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), S Righarts (Chief Advisor), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), M Gordon (Parks Officer – Projects) and W McEnteer (Governance Support Officer)
1 Apologies
There were no apologies.
2 Public Forum
The was no public forum at this meeting.
3 Confirmation of Minutes
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Committee Resolution Moved: Dalley Seconded: Aitchison That the public minutes of the Teviot Valley Community Board Meeting held on 17 June 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 Feinerman declared an interest in 21.6.2 as the Chair of the Roxburgh Pool Committee.
Note: with the agreement of the meeting, item 21.6.3 was moved earlier.
5 Mayor’s Report
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21.6.3 MAYOR'S REPORT His Worship the Mayor gave an update on his activities since the last meeting:
· Attended the Roxburgh business breakfast in June. · Attended the last Millers Flat coffee morning. · Mentioned the recent power outages in Millers Flat and Ettrick. Noted Aurora offering power from a generator at the Millers Flat hall. · Gave an update on current issues in the Three Waters reforms.
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Committee Resolution Moved: Gunn Seconded: Jeffery That the Teviot Valley Community Board receives the report. Carried |
6 Reports for Decisions
Note: Ms Feinerman declared an interest in item 21.6.2 as the Chair of the Roxburgh Pool Committee. She withdrew from the conversation and did not vote on the item.
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21.6.2 Roxburgh Pool Lease |
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To consider the termination of the Roxburgh Area School lease and the granting of a lease to Roxburgh Pool Punawai Ora “Safe Water” Incorporated over the land containing the Roxburgh Pool. |
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Committee Resolution Moved: Gunn Seconded: Aitchison That the Teviot Valley Community Board A. Receives the report and accepts the level of significance. Carried |
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Committee Resolution Moved: Jeffery Seconded: Aitchison B. Agrees to the termination of the Roxburgh Area School Lease over the land containing the Roxburgh Pool on 31 July 2021. Carried |
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Committee Resolution Moved: Gunn Seconded: Dalley C. Agrees to grant a ground lease of an area of approximately 991m2 over the land containing the Roxburgh Pool, as outlined in the report, to Roxburgh Pool Punawai Ora “Safe Water” Incorporated.
The general terms and conditions are as follows:
Carried |
7 Chair's Report
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21.6.4 Chair's Report |
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The Chair gave an update on activities and issues since the last meeting:
· Attended a meeting of the NZ Battery Project via Microsoft Teams. · Attended a meeting of the NZ Battery Technical Reference Group. · Attended two meetings of the Roxburgh Pool Committee. · Attended a strategy session for the Roxburgh Medical Services Trust. · Attended a meeting for the Roxburgh Medical Services Trust. · Attended the Roxburgh business breakfast meeting.
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Committee Resolution Moved: Feinerman Seconded: Aitchison That the report be received. Carried |
8 Members' Reports
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21.6.5 Members' Reports |
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Members gave an update on activities and issues since the last meeting:
Ms Feinerman reported on the following:
· Attended two meetings of the Pool Committee meeting. Noted the successful grant from Central Lakes Trust and that the outcome of the grant application from Otago Community Trust would be known later in August. · Attended the Teviot Prospects AGM and the ordinary meeting that followed. · Attended a workshop on Boosted Sport, which is a crowd funding platform for sports. · Attended the Roxburgh business breakfast meeting.
Ms Aitchison reported on the following:
· Attended the Lions Fodder Beat competition fundraiser. · Attended the St John super shout event. · Attended a Lions meeting · Attended two meetings of the Dinner Club. · Discussed the bus stop changes in Scotland Street.
Mr Dalley reported on the following:
· Attended a number of meeting for the Teviot Valley Rest Home. · Attended a meeting of the Roxburgh Entertainment Centre.
Councillor Jeffery reported on the following:
· Attended a Tourism Central Otago operators meeting. · Attended the funeral of Sir Eion Egdar. · Attended the 30 June Council meeting. · Attended the weekly update meeting of the Regional RSE Labour Chairs. · Attended a strategy session for the Roxburgh Medical Services Trust. · Attended a meeting for the Roxburgh Medical Services Trust. · Noted the Career Progression Managers update report for the Central Otago Labour Market Governance Group. · Attended an Infometrics session via Microsoft Teams. · Attended the Teviot Prospects AGM. · Attended a workshop for the Roxburgh Medical Services Trust · Noted an email sent to Contact Energy regarding the toilet at lake Roxburgh, however there so far had been no response. · Noted the installation of information kiosks over at the river, Pinders Pond and the Teviot Woolshed.
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Committee Resolution Moved: Feinerman Seconded: Aitchison That the report be received. Carried |
9 Status Reports
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21.6.6 July 2021 Governance Report |
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To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates. |
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Committee Resolution Moved: Jeffery Seconded: Aitchison That the report be received. Carried |
10 Date of The Next Meeting
The date of the next scheduled meeting is 9 September 2021.
The Meeting closed at 3.04 pm.
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CHAIR / /
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11 August 2021 |
The date of the next scheduled meeting is 22 September 2021.
11 Resolution to Exclude the Public
11 Resolution to Exclude the Public
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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:
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