Agenda of Council meeting - Wednesday, 3 November 2021

Council Meeting Agenda

3 November 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, 22 September 2021 COMMENCING AT 10.30 am

PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie (via Microsoft Teams), Cr T Alley, Cr S Calvert (via Microsoft Teams), 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), N Aaron (Community Development Advisor), P Penno (Community and Engagement Manager), I Evans (Water Services Manager), C Green (Infrastructure Finance Officer), Q Penniall (Environmental Engineering Manager), J McCallum (Roading Manager), F Somerville (Roading Administration Assistant), L Stronach (Statutory Property Officer), D Campbell (Planning Manager), A Rogers (Principal Policy Planner), L Webster (Regulatory Services Manager), K McCulloch (Corporate Accountant), G Robinson (Property Manager), P Keenan (Capital Projects Programme Manager), M De Cort (Communications Coordinator) (via Microsoft Teams), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Leigh Overton – Central Otago Health Inc

Leigh Overton spoke on behalf of Central Otago Health Inc about the organisation’s application for funding before responding to questions.

Rebekah de Jong and Jan Bean – Central Otago Districts Arts Trust

Rebekah de Jong and Jan Bean spoke on behalf of Central Otago District Arts Trust about the organisation’s application for funding before responding to questions.

Owen Booth and John Brimble – Sport Otago

Owen Booth and John Brimble spoke on behalf of Sport Otago about the organisation’s application for funding.

Jo Knight – Sport Central

Jo Knight spoke on behalf of Sport Central about the organisation’s application for funding.

Sam Marshall

Sam Marshall spoke about the current waste services review, waste services in the Maniototo and the hours of the Ranfurly transfer station before responding to questions.

3 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Paterson

That the public minutes of the Ordinary Council Meeting held on 11 August 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. His Worship the Mayor declared an interest in item 21.7.10. Cr Jeffery declared an interest in items 21.7.11, 21.7.16 and 21.7.18. Cr Paterson declared an interest in item 21.7.2. Cr Calvert declared an interest in item 21.7.2. Cr Cooney declared an interest in item 21.7.18. Each withdrew from discussions and did not vote on those items.

5 Reports for Decisions

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

Note: Crs Calvert and Paterson declared an interest in item 21.7.2. They withdrew from discussions and did not vote on the item.

21.7.2 Council Community Grant Applications 2021-24 Financial Year

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Council general grants fund and to determine the grant allocation of each applicant.

After discussion it was agreed to approve the grant for Central Otago Health Inc to ensure continuity in their operations of which Council has been a constant supporter. It was noted that Dunstan Hospital was an important asset for the community.

Resolution

Moved: Duncan

Seconded: Alley

That the Council

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

B. Considers the following applications:

i. Central Otago Health Inc to cover administration costs

2021/22 Requested: $7,556 Approve: $7,556

2022/23 Requested: $7,556 Decline: $0

2023/24 Requested: $7,556 Decline: $0

ii. Central Otago Heritage Trust to cover operational costs

2021/22 Requested: $40,000 Approve: $40,000

2022/23 Requested: $45,000 Decline: $0

2023/24 Requested: $50,000 Decline: $0

iii. Central Otago District Arts Trust to cover operational costs

2021/22 Requested: $47,488.10 Approve: $31,250

2022/23 Requested: $67,926.47 Decline: $0

2023/24 Requested: $63,458.16 Decline: $0

iv. Life Education Trust Heartland to cover operational costs in Central Otago

2021/22 Requested: $5,000 Approve: $3,000

2022/23 Requested: $5,000 Decline: $0

2023/24 Requested: $5,000 Decline: $0

v. Sport Otago for Sport Central operational costs in Central Otago

2021/22 Requested: $48,000 Approve: $41,549

2022/23 Requested: $48,960 Decline: $0

2023/24 Requested: $49,960 Decline: $0

vi. Sport Central for annual sports awards

2021/22 Requested: $1,000 Decline: $0

2022/23 Requested: $1,000 Decline: $0

2023/24 Requested: $1,000 Decline: $0

Carried

Note: Cr Cooney left the meeting at 11.26 am and returned at 11.28 am.

Note: Cr Duncan left the meeting at 11.26 am and returned at 11.27 am.

Note: Cr McKinlay left the meeting at 11.28 am and returned at 11.31 am

Note: The Mayor left the meeting at 11.28 am and returned at 11.30 am

21.7.3 District Museum Function

To consider options on the sector-led delivery of the district museum function following deliberations and direction from councillors on the Long-term Plan 2021-31.

Resolution

Moved: McKinlay

Seconded: Alley

That the Council

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

B. Notes eight sector-led models were considered and analysed to provide the delivery of the district museum function.

C. Notes a sector-led trust model is likely to be the most effective mechanism to deliver the district museum function.

D. Endorses the establishment of a new sector museum trust to deliver the district museum function.

E. Approves a portion of the $50,000 allocated to this function is retained for staff to facilitate the establishment of the trust by paying legal fees to review the trust deed and establishing the new trust.

F. Authorises the Chief Executive Officer to enter into a performance agreement with the new entity upon which overall delivery will be measured against.

G. Approves on the evidence of the establishment of the trust and the signing of the performance agreement the remaining balance of the $50,000 is transferred to this new entity.

H. Approves that council will have active involvement in the trust with the appointment by the Chief Executive Officer of one staff member as a council representative on the trust.

I. Approves that the district museum function will be delivered by the new trust for a trial period of two years with regular reporting to council on progress and delivery.

J. Notes that any decision regarding funding beyond the two-year period will be considered under the museum investment framework soon to begin.

Carried

Note: The Mayor assumed the Chair.

Note: Cr McPherson left the meeting at 12.03 pm and returned at 12.05 pm.

21.7.4 Next Stages of Three Waters Service Delivery Reform

To update Council on the Government’s 30 June 2021 and 15 July 2021 Three Waters Reform announcements, which change the reform process previously outlined in 2020, the specific data modelling Council has received to date, the implications of the revised Three Waters Reform proposal for Council alternative service delivery options and next steps (including uncertainties).

Resolution

Moved: Cadogan

Seconded: Alley

That the Council

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

B. Notes the Government’s 30 June and 15 July 2021 Three Waters Reform announcements

C. Notes officer’s advice on the accuracy of the information provided to Council in June and July 2021 as a result of the RFI and WICS modelling processes.

D. Notes officer’s analysis of the impacts of the Government’s proposed three water service deliver model on the Central Otago community and its wellbeing, including the impacts on the delivery of water services and water related outcomes, capability and capacity, Central Otago District Council’s sustainability (including rate impact, debt impact, and efficiency).

E. Notes the analysis of three waters service delivery options available to Council at this time provided in this report.

F. Notes that a decision to support the Government’s preferred three waters service delivery option is not lawful (would be ultra vires) at present due to section 130 of the Local Government Act 2002 (LGA), which prohibits Council from divesting its ownership or interest in a water service except to another local government organisation, and what we currently know (and don’t know) about the Government’s preferred option.

G. Notes that Council cannot make a formal decision on a regional option for three waters service delivery without doing a Long-term plan amendment and ensuring it meets section 130 of the LGA.

H. Notes that the Government intends to make further decisions about the three waters service delivery model after 30 September 2021.

I. Notes that it would be desirable to gain an understanding of the community’s views once Council has further information from the Government on the next steps in the reform process.

J. Requests the CEO to give feedback to the Government on the following changes to the Government’s proposal:

· Entrenching protections against privatisation in legislation in such a manner that these cannot be overturned by a simple majority of parliament.

· Requirements for entities to develop strong relationships with councils in respect to planning for growth

· Legislative requirements to use growth projections and spatial plans as a basis for planning for future growth, with 30 year plans which demonstrate that capacity requirements for growth have been incorporated into forward work planning.

· That the entities be required to implement a funding mechanism similar to development contributions to enable cumulative effects of growth to be funded in an equitable manner across the entity area.

· Establishment of a water ombudsman, as well as further legislative mechanisms that ensure consumer rights.

· Legislative requirement for standardised pricing for baseline services that is a level of service that meets minimum compliance requirements irrespective of location.

· That service levels higher than baseline could be paid for by the specific community who receives that benefit

· Government review the rating legislation around the 30% uniform annual charges cap. This will need to be reviewed with consideration given to increasing the cap to possibly 40%. Alternatively, Central Government may need to consider funding rating reviews for all councils that will breach the 30% cap under the current regime.

· That certainty be provided to local providers and contractors to ensure there is no negative financial or economic impact on local economies.

· Competency-based non-iwi appointments to the representative group should reflect the community in which they deliver services to (such as rural and urban representatives). Individuals who have local government experience (such as former mayors and local government staff) should be eligible for appointment.

K. Notes that the Chief Executive will report back once they have received further information and guidance from Government, LGNZ and Taituarā on what the next steps look like and how these should be managed.

L. In noting the above, agrees it has given consideration to sections 76, 77, 78, and 79 of the Local Government Act 2002 and in its judgment considers it has complied with the decision- making process that those sections require (including, but not limited to, having sufficient information and analysis that is proportionate to the decisions being made).

Carried

Note: Cr Alley left the meeting at 12.30 pm and returned at 12.31 pm.

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

21.7.5 Ripponvale Water Supply

To gain approval to undertake the necessary works on the Ripponvale Water Supply Scheme in order to improve its long-term resilience and ensure it complies with any requirements of the New Zealand Drinking Water Standards.

Resolution

Moved: Jeffery

Seconded: McPherson

That the Council

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

B. Notes the revised programme of work on the Ripponvale Water Supply Scheme.

C. Agrees that Fulton Hogan are engaged to undertake the work as a variation to the maintenance contract.

D. Notes that $300,000 of the upgrade is funded through Stimulus Funding.

E. Notes that stimulus funded work must be complete by 30 March 2022.

Carried

21.7.6 Procurement for Three Waters Stimulus Projects

To receive an update on the procurement of three waters projects and consider a change in procurement approach for the remainder of the work under the Three Waters Stimulus programme.

Resolution

Moved: Alley

Seconded: Duncan

That the Council

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

B. Notes the update on the Three Water Stimulus programme of work.

C. Rescinds the decision to run an open tender for the stimulus funded falling main project and Manuherekia pipe crossing (Part of Resolution 21.2.15B).

D. Agree that remaining work to be funded with water stimulus funding be undertaken as a variation to the Water Services Maintenance Contract.

Carried

Note: The meeting adjourned at 12.56 pm and resumed at 1.31 pm.

Note: The Mayor assumed the Chair as the Sustainable Practices portfolio lead.

21.7.7 Recycling cost increases

To consider and provide information on cost increases for processing of kerbside recycling at the Frankton Materials Recovery Facility.

Resolution

Moved: Jeffery

Seconded: Alley

That the Council

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

B. Approves a budget increase of $30,000 from general reserves for processing of recycling at the Frankton materials recovery facility.

Carried

21.7.8 Appointment of a consultant for the development and tender of Council's Waste Contract

To consider the direct appointment of a consultant to support the development and tender of all stages of Council’s new waste services contract.

Resolution

Moved: Duncan

Seconded: Paterson

That the Council

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

B. Approves the direct appointment of Morrison Low for the development and tender of Council’s waste services contract.

Carried

Note: Cr Duncan assumed the Chair as the Roading portfolio lead.

21.7.9 Maniototo Bridges and District Wide Bridge Strategy Update

To provide an update for the three Maniototo Bridges currently closed to traffic, along with an update on the development of a district wide bridge strategy.

Resolution

Moved: Duncan

Seconded: McKinlay

That the report be received.

Carried

Note: The Mayor declared an interest in item 21.7.10. He withdrew from discussions and did not vote on the item. The Deputy Mayor assumed the Chair.

21.7.10 Road Renaming Approval Report - Portion of Ferraud Street

To ratify the Vincent Community Board’s recommendation to rename a portion of Ferraud Street in Clyde to Seaton Street.

Resolution

Moved: Claridge

Seconded: McPherson

That the Council

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

B. Renames a portion of Ferraud Street to Seaton Street.

Carried

Note: The Mayor assumed the Chair.

Note: Cr Jeffery declared an interest in item 21.7.11. He withdrew from discussions and did not vote on the item.

21.7.11 Proposed Road Stopping - Unnamed Road off Tarras-Cromwell Road

To consider a proposal to stop the end of an unnamed unformed road off Tarras-Cromwell Road in accordance with the provisions of the Local Government Act 1974.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Approves the proposal to stop approximately 430 square metres (the western end) of the unnamed unformed road off Tarras – Cromwell Road as shown in figure 4, subject to:

- Public notification and advertising in accordance with the Local Government Act 1974.

- No objections being received within the objection period.

- The land being exchanged for an easement (in gross) in favour of the Central Otago Queenstown Trails Network Trust over the area marked “1” in figure 2.

- The land being amalgamated with Record of Title OT365/40 (Section 1636R Block III Tarras Survey District).

- The Central Otago Queenstown Trails Network Trust paying 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

Note: With the agreement of the meeting, item 21.7.13 was moved earlier.

Note: Cr Gillespie assumed the Chair as the Planning and Regulatory portfolio lead.

21.7.13 Dog Control Policy and Practices Report 2020 - 2021

To consider the dog control policy and practices undertaken in the 2020/2021 financial year, in accordance with Section 10A of the Dog Control Act 1996.

Resolution

Moved: Duncan

Seconded: Alley

That the report be received.

Carried

Note: Cr McPherson left the meeting at 1.58 pm and returned at 2.00pm.

Note: Cr Duncan left the meeting at 2.11 pm.

21.7.12 Plan Change 18 Cromwell Industrial Resource Area Extension

To consider a plan change to extend the Industrial Resource Area in Cromwell.

Resolution

Moved: McKinlay

Seconded: Laws

That the Council

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

B. Recommends that Plan Change 18 be notified and processed in accordance with the First Schedule to the Resource Management Act 1991.

Carried

Note: Cr Duncan returned to the meeting at 2.15 pm.

Note: The Mayor assumed the Chair.

21.7.14 Cromwell Town Centre Project Structure

To consider the project structure and proposed high-level timeline for the planning and design phase of the Cromwell Town Centre upgrade development.

Resolution

Moved: Duncan

Seconded: Laws

That the Council

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

B. Approves the project structure and programme.

C. Approves appointment of recommended Cromwell Community Board member to the Advisory Group.

D. Appoints Nigel McKinlay to the Advisory Group.

Carried

21.7.15 Request for Minister of Conservation's consent to granting of easement over Local Purpose Reserve [PRO 61-2067-E1]

To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Section 1 Survey Office Plan 496959 and Section 1 Block XXXVIII Town of Alexandra (Local Purpose (Cemetery) Reserve) to Aurora Energy Limited.

Resolution

Moved: McPherson

Seconded: Cooney

That the Council

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

B. Agrees to grant the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Section 1 Survey Office Plan 496959 and Section 1 Block XXXVIII Town of Alexandra (Local Purpose (Cemetery) Reserve) to Aurora Energy Limited.

Carried

Note: Cr Jeffery declared an interest in item 21.7.16. He withdrew from discussions and did not vote on the item.

21.7.16 Request for Minister of Conservation's consent to the granting of a grazing lease over recreation reserve [PRO: 65-7040-L10]

To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of a grazing lease over part of the Roxburgh Recreation Reserve.

Resolution

Moved: Duncan

Seconded: Claridge

That the Council

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

B. Agrees to grant the consent of the Minister of Conservation (under delegated authority), to Council granting a grazing lease over 4500 square metres of Part Section 181 Block II Teviot Survey District being part of the Roxburgh Recreation Reserve.

Carried

21.7.17 Carry-forwards from 2020/21 and Forecast Changes for the 2021/22 Financial Year

To consider a revised budget for the financial year 2021/22 including carry-forwards from the 2020/21 financial year and forecast budget changes.

Resolution

Moved: Jeffery

Seconded: Gillespie

That the Council

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

B. Authorises carry-forwards to complete 2020/21 capital projects of $23.3 million, as per Appendix 1 in the report.

C. Authorises Health and Safety to use $15,305 of District Reserves, being funding received in 2020/21 financial year, as per Appendix 2 in the report.

D. Authorises $30,223 use of District Reserves arising from the Libraries Partnership Programme Grant of $50,138 received in the 2020/21 financial year, as per Appendix 3 in the report.

E. Authorises $44,365 use of District Reserves from funding received in 2020/21 financial year across the four libraries to complete this year’s planned works, as per Appendix 4 in the report.

F. Authorises the Roading activity to use $600,000 of District Reserves from funding received in 2020/21 for the Clyde River Park access road and to support the Tourism Infrastructure Funding (TIF) as per Appendix 5 in the report.

G. Authorises the use of $8,000 from the Maniototo General Reserves to complete the oval irrigation as per Appendix 6 in the report.

H. Authorises $11,702 of Vallance Cottage Reserves be used to complete 2020/21 programme of work as per Appendix 7 in the report.

I. Authorises $40,000 of Central Stories Reserves to complete 2020/21 maintenance programme as per Appendix 8 in the report.

J. Authorises the CEO to use $180,000 of District Reserves from funding received in 2020/21 financial year, to continue with the organisational and cultural leadership as per Appendix 9 in the report.

K. Authorises $35,000 from District Reserves to progress the museum sector work from funding not used in 2020/21 that transferred into district reserves as per Appendix 10 in the report.

L. Authorises the use of $37,500 of District Reserves for an already externally funded shared resource of an Inland Economic Development Advisor as per Appendix 11 in the report.

M. Authorises the use of $50,000 of district reserves, required to meet the Welcoming Communities position expenditure, as per Appendix 12 in the report.

Carried

Note: Crs Jeffery and Cooney declared an interest in item 21.7.18. They withdrew from discussions and did not vote on the item.

21.7.18 Appointment of Hearings Panel Alternatives

To appoint Cr Cooney as the alternative member to the Hearings Panel and Cr Jeffery the alternative Chair of the Panel.

Resolution

Moved: Cadogan

Seconded: Alley

That the Council

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

B. Appoints Cr Ian Cooney to join Cr Neil Gillespie, Cr Stephen Jeffery and Cr Martin McPherson as the Central Otago District Council’s Hearings Panel. Cr Cooney is appointed as the alternate member of the Panel who may be called upon in situations of absence or conflicts of interest.

C. Appoints Cr Stephen Jeffery as the alternative Chair of the Hearings Panel, subject to Cr Jeffery receiving Chair accreditation.

Carried

6 Reports for Information

Nil

7 Mayor’s Report

21.7.19 Mayor's Report

His Worship the Mayor presented his report.

Resolution

Moved: Cadogan

Seconded: Duncan

That the Council receives the report.

Carried

8 Status Reports

21.7.20 September 2021 Governance Report

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.

Resolution

Moved: Cadogan

Seconded: Claridge

That the Council receives the report.

Carried

9 Community Board Minutes

21.7.21 Minutes of the Vincent Community Board Meeting held on 31 August 2021

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 31 August 2021 be noted.

Carried

21.7.22 Minutes of the Maniototo Community Board Meeting held on 2 September 2021

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 2 September 2021 be noted.

Carried

21.7.23 Minutes of the Cromwell Community Board Meeting held on 7 September 2021

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 7 September 2021 be noted.

Carried

21.7.24 Minutes of the Teviot Valley Community Board Meeting held on 9 September 2021

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 9 September 2021 be noted.

Carried

10 Date of Next Meeting

The date of the next scheduled meeting is 3 November 2021.

11 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Alley

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s48(1)(d) - that a right of appeal lies to any court or tribunal against the decision of the Central Otago District Council in these proceedings	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7 s48(1)(d) - that the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation in any proceedings to which this paragraph applies.
21.7.25 - Lake Dunstan Water Supply Project Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.7.26 - September 2021 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.7.27 - Confidential Minutes of the Vincent Community Board Meeting held on 31 August 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.7.28 - Confidential Minutes of the Maniototo Community Board Meeting held on 2 September 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.7.29 - Confidential Minutes of the Cromwell Community Board Meeting held on 7 September 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 2.44 pm and the meeting closed at 3.15 pm.

3 November 2021

5 Reports

21.8.2 Forming of Unformed Legal Road - Cambrians

Doc ID: 555071

1. Purpose of Report

To consider an application to form an unformed legal road for property access at Cambrians.

Recommendations

That the Council

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

B. Approves the request to form an unformed legal road to provide property access for the applicant, with the following conditions:

(i) The road be formed to the relevant right of way subdivision standard.

(ii) The road be surveyed to ensure construction occurs within the legal alignment.

(iii) The survey and road construction are undertaken at no cost to Council.

(iv) The applicant is responsible for maintaining the road in the future to a safe standard. If Council does not believe the condition of the road is safe and the applicant does not remedy this after notification, then Council may undertake work to make the road safe and recover this cost from the applicant.

(v) The applicant acknowledges they are aware that Council does not accept any responsibility for future maintenance costs.

(vi) The applicant shall not locate any improvements on the road without the prior consent of the Council.

(vii) The applicant shall not impede others from using the road.

(viii) All costs associated with fencing and cattle stops will be the responsibility of the applicant.

(ix) As the existing track from the end of Cambrian Road is not maintained by Council, all costs associated to provide suitable access to form this section of unformed legal road will be the responsibility of the applicant (i.e. the existing track to reach this area may require metalling prior to construction being undertaken)

2. Background

Council have received a request from Calder Surveying, on behalf of their client Cambrian Hills Limited (the applicant) to form an unformed legal road corridor in Cambrians.

Calder Surveying are in the process of preparing an application for the subdivision of two lifestyle properties off the end of Cambrian Road. There is an unformed legal road which provides legal access to this portion of the property.

This section of unformed legal road is located between two portions of Section 102 Block I ST BATHANS Survey District, which is owned by the neighbours to the applicant, Thomas Cardy and Jamie Pickford.

The process to form an unformed legal road is described within Section 9 of the Councils Roading Policy (January 2015). This details the process and delegations for approving the forming of an unformed legal road corridor for the two possible situations:

· Delegated authority is provided to the Roading Manager to provide consent to form an unformed legal road when all the affected and interested parties are in agreement.

· Delegated authority is provided to Council to consider applications to provide public access or form an unformed legal road when the parties are not in agreement. All parties will have equal opportunity to address the Council.

Both the applicant and neighbouring property have confirmed to Council that support was not unanimous, so the application is being referred to Council for consideration.

The neighbouring property owners, Thomas Cardy and Jamie Pickford, have provided the following reasons for opposing formation:

· Concerns regarding the suitability of the existing access track leading to this section of unformed road. This section of access track is located within road reserve and is currently used by Thomas Cardy and Jamie Pickford (among other possible users) for access. This existing formed access track is not maintained by Council.

· Concerns around road formation regarding potential subdivision of applicant’s land

· They believe road forming will have a significant impact on their land adjoining either side of the unformed legal road.

Location plan, Cambrians. Affected unformed legal road corridor highlighted in yellow.

3. Discussion

Section 9 of the Roading Policy outlines the following information is to be provided by the applicant regarding forming an unformed legal road corridor:

Information to be provided	Applicant Response (summarised)	Council Officer Response
The reason for requiring access?	To provide property access.	This is a valid and appropriate reason to form an unformed legal road.
If the reason is for providing property access, does the property front an existing formed legal road?	No, this section of the property does not front an existing formed legal road.	N/A
Any improvements that are located on the road such as buildings, plantings, fencing, reservoirs etc.	Existing electric gateway of neighbouring property is within the legal road corridor, applicant wishes to relocate this away from the affected road corridor area and into neighbouring property.	Council has no licence to occupy recorded on file for approval to install this electric gate within legal road corridor.
How access is currently provided	Access to this area is across farmland and over rough terrain. This would not be practical to provide long term access to this potential subdivision site, considering a legal road corridor adjoins this parcel of land proposed for development.	N/A
Whether affected property owners are aware of the application and if so, have they provided agreement	Neighbouring property are aware of application, have not provided support to form.	Council was notified by both the applicant and the affected neighbouring property that agreement was not reached.

Section 9 of the policy outlines the following conditions in regard to forming an unformed legal road corridor:

1. The road be formed to the relevant subdivision standard.

2. The road be surveyed to ensure construction occurs within the legal alignment.

3. The survey and road construction are undertaken at no cost to Council.

4. The applicant is responsible for maintaining the road in the future to a safe standard. If Council does not believe the condition of the road is safe and the applicant does not remedy this after notification, then Council may undertake work to make the road safe and recover this cost from the applicant.

5. The applicant is aware that Council does not accept any responsibility for future maintenance costs.

6. The applicant shall not locate any improvements on the road without the prior consent of the Council.

7. The applicant shall not impede others from using the road.

Section 9 of the Policy outlines the following considerations in regard to forming an unformed legal road corridor:

Considerations	Council Officer Response
Legal implications	The Local Government Act 1974 gives Council control over all roads within the district, it also provides the ability to allow or refuse a legal road corridor to be formed. Requests to form roads or provide access along unformed legal roads have the potential to result in landowner disagreement. The process outlined within section 9 of the Roading Policy has been developed to ensure that Council meets its legal obligation when considering requests to form legal roads, while also ensuring the impact on the adjoining landowners/affected parties is considered.
The cost of the work and future maintenance costs	Section 9 of the Roading Policy outlines that all costs associated with forming and maintaining a section of unformed legal road is at the applicant’s expense.
Feasibility of forming a road within the legal alignment	Councils roading team have inspected the site and formation is deemed feasible.
Safety issues	The roading team have inspected the site, no safety concerns have been raised with the proposal.
History	The applicant has confirmed that an Archaeological Assessment (AA) will be undertaken of the affected area prior to any construction commencing. The outcome of the assessment is to be made available to Council prior to an approval permit being granted (should permission be given from Council to form the road).
Type of use proposed	The applicant has requested formation for property access to a proposed subdivision. The applicant has expressed it will be formed to Council’s right of way development standards which would be appropriate.
Opportunities for alternative access	The application was assessed by the roading team and the proposed application is considered the most appropriate means to utilise existing means of public access. Any easement agreements for alternative options over private property would be between the applicant and affected landowner(s).
Fencing and gates	The proposed formation area runs through the middle of an open paddock area, and the unformed legal road corridor is not fenced along either of its boundaries. The applicant has proposed to leave the road corridor open and largely unfenced, but it is proposed that cattle stops at each end of the formation will be installed in lieu of fencing. Gates will also be proposed to accommodate an existing stock movement easement and to provide alternative access around cattle stops if the road corridor is to be formed. As per Section 9 of the Roading Policy, all costs associated with the fencing and cattle stops are the responsibility of the applicant. The roading team have no concerns with the fencing proposal.
The impact of adjoining landowners and land uses	This application is only seeking permission to form the unformed legal road, consideration on other factors such as privacy and any implications of subdividing the applicant’s property would be considered during a separate resource consenting process. In regard to road formation, the proposal is not considered to have any effects more than minor for the adjoining landowner or land use.
Any other relevant matters	N/A

Proposed fencing plan provide by applicant

4. Financial Considerations

As outlined in Section 9 of the Roading Policy, the cost of all associated works for forming a road is the responsibility of the applicant.

If Council approve formation, a formation permit will be provided to the applicant outlining the conditions of which formation is approved.

An approval permit contains the following conditions in relation to financial considerations for forming a road:

· The survey and road construction are undertaken at no cost to Council

· The applicant is responsible for maintaining the road in the future to a safe standard. If Council does not believe the condition of the road is safe and the applicant does not remedy this after notification, then Council may undertake work to make the road safe and recover this cost from the applicant.

· The applicant is aware that Council does not accept any responsibility for future maintenance costs.

5. Options

Option 1 – (Recommended)

Approve request to form unformed legal road to provide property access for the applicant, with conditions as set out in Section 9 of Council’s Roading Policy.

Advantages:

· Application aligns with expectations in Section 9 of the roading policy

· Providing property access is an appropriate reason to allow the formation of an unformed legal road corridor

Disadvantages:

· Outcome will go against neighbouring affected party expectations

Option 2

Decline formation of unformed road to provide property access for the applicant

Advantages:

· Decision will meet neighbouring affected party expectations

Disadvantages:

· Council could face legal challenge if it unreasonably withholds consent to form a road in order to provide property access

· Application aligns with Section 9 of the roading policy, to decline the application would be contrary to Council Policy

· Providing property access is an appropriate reason to allow the formation of an unformed legal road corridor

· Outcome will go against applicant’s expectations

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes This decision aligns with Council’s Roading Policy 2015 and Roading Bylaw 2020.
Considerations as to sustainability, the environment and climate change impacts	There are no sustainability or environmental implications of this decision
Risks Analysis	Council could face legal challenge if it unreasonably withholds consent to form a road in order to provide property access.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any significance thresholds.

7. Next Steps

1. If formation is approved - a formation permit will be compiled by Council’s Roading Officers, it will include all conditions as specified within Section 9 of the Roading Policy and any specific conditions as a result of Councils decision.

2. The applicant will notify Council of its timeframe should they wish to form the unformed legal road corridor, construction will then be monitored by Council Roading Officers to completion.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

James McCallum	Julie Muir
Roading Manager	Executive Manager - Infrastructure Services
20/10/2021	20/10/2021

3 November 2021

21.8.3 i-SITE NZ Future Network Proposal

Doc ID: 555540

1. Purpose of Report

To approve non-binding expressions of interest be submitted for Ranfurly and Roxburgh i‑SITE’s to remain in the VIN Inc future network and a non-binding expression of interest be submitted on behalf of Alexandra and Cromwell Information Centres as outlined in the proposal document.

Recommendations

That the Council

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

B. Authorises staff to submit a non-binding expression of interest on behalf of Ranfurly and Roxburgh i-SITEs to become Tier Two centres.

C. Authorises staff to submit a non-binding expression of interest on behalf of Alexandra and Cromwell information centres to become Tier One or Two centres.

2. Background

In 2019 VIN Inc (trading as i-SITE NZ) contracted Australasian tourism specialists, Stafford Strategy to conduct an in-depth review of the National i-SITE Network. The review provided recommendations, to enable any future network to be nationally consistent and locally relevant to visitors and our local communities.

The outcomes of Stafford Strategy findings and recommendations are in the attached Business Case Study.

The analysis by Stafford Strategy of the i-SITE network provided six options for the future. these six options, two were selected to be presented to the network.

Option 1: Do nothing/Status Quo

Option 2: Tiered Network Model

The draft proposal of the Future Network was released, by the board of VIN Inc, to the membership in July 2021 to begin the required consultation process. Staff considered this document and supplied appropriate feedback on the details outlined in the proposal. The VIN Inc board reviewed supplied feedback and the final Future Network Proposal was the determined result after collating all the memberships responses.

3. Discussion

The proposal for the Tiered Network Model is for there to be a similar number of locations that there are currently but operating in a two-tiered structure.

· Tier 1 locations would be concept stores in key locations. These would choose to meet higher membership requirements under an amended VIN Inc constitution and co-invest with the government in an internal upgrade to provide enhanced visitor experience. They would continue to be members of VIN Inc.

· Tier 2 locations would operate under secondary brand, with lower membership commitments to reflect their ongoing investment. They would not be members of VIN Inc but would operate under a licensing agreement.

The two tiers would work in partnership and be closely aligned. Tier 1 concept stores would be the hubs that would work closely with the tier 2 locations, cross promoting one another to customers. The new network would need a good geographical spread of both tiers to be viable and relevant to customers and owners alike.

The business case study delves further into the economic and financial appraisal, benefits for communities and provides an overview of the i-SITE position should Option 2 – Tiered Network Model, be accepted.

It is important to note that Option 2 - Tiered Network Model, is dependent on VIN Inc receiving funding from Central Government. Should Central Government chose not to fund this option the network automatically defaults to - Do Nothing / Status Quo.

Non-financial impacts on Central Otago i-SITE operations

Licencing agreement

As a tier two centre there is risk in operating under a licencing agreement as decisions made by the VIN Inc board can be passed down to licensees with no opportunities for recourse.

Identified risks include;

· Requirement to highlight Qualmarked operators of which there are a limited number in Central Otago

· Preferred suppliers of VIN Inc competing against Central Otago suppliers

· Ongoing fees and charges changes

· Marketing campaigns not aligned to Central Otago regional values

Campaign Marketing & Awareness

VIN Inc currently develops, or is in partnership with, marketing campaigns that run throughout the summer period. The “Do Something New NZ”, Tiaki Promise, Responsible Camping and Trees that Count are campaigns currently running in partnership with Tourism New Zealand. The future network proposal extends on this existing framework to increase campaign frequency, add additional campaigns, and offer added benefit to future partnerships, to encompass the entire year. This enables the Central Otago i-SITEs to utilise and leverage off national campaigns to encourage visitation to the region.

Data Security

The required data sharing clause of the proposal has been highlighted as a potential risk. The information collection and storage would have to conform to Council protocols and meet the required standards IS have in place. Further discussion is to take place once expressions of interest have been recorded.

Destination management

The future network will focus on giving visitors information so they can safely and responsibly travel throughout New Zealand and have a positive impact on the places they visit. This aligns with the intent of Central Otago’s i-SITEs and regional destination management planning work that Tourism Central Otago is leading on behalf of Council.

The future network will be the embodiment of destination management for visitors across New Zealand. There will be a need to align with the lead agencies in each region, as well as initiatives being led at a national level such as the Tiaki Promise or Tourism Sustainability Commitment. Tourism Central Otago is the owner of those initiatives and works closely with the i-SITE teams to implement such initiatives, therefore there will be no change in process to what is already in place.

Commercial Agreements

i-SITE owners are currently responsible for instituting and implementing all commercial agreements with suppliers for; advertising rates, commissions, point of sale systems, retail, and other related software/hardware contracts. This individual approach reduces the ability to negotiate better deals for these systems.

The proposal outlines a Business Development Manager Role who would be responsible for securing and implementing commercial supply agreements for the entire network. Thereby increasing the bargaining capacity for commercial agreements, resulting in the best possible financial outcomes for supply and service arrangements.

Future Growth

The proposal indicates that should there be a request from another entity to open or operate a licensed centre at any stage in the future, this must be ‘supported’ by the Regional Tourism Organisation. In Central Otago’s case that is Tourism Central Otago, and so therefore Council.

This creates risk for Council being the gatekeepers to private business, however it does ensure any proposed new sites understand and can align to regional tourism goal and destination management planning.

Future Support Funding

The board of VIN Inc have been clear in their belief there is unlikely to be any future support funding from VIN Inc, Central Government or any other national agency beyond what is being offered in this initial proposal.

This effectively means any entity coming in after the binding expression of interest period has lapsed will be paying full cost for branding, refurbishments and any other costs in retrofitting or setting up a new i-SITE centre.

Alexandra and Cromwell Information Centres

As non-members of the existing i-SITE network, neither Alexandra nor Cromwell information centres can express an interest in being either a tier one or tier two operation. Due to the requests of VIN Inc to keep the details of the proposal confidential until recently, neither business has been given a fair chance to assess the proposal and decide if they would in theory be either a tier one or tier two.

As MoU partners, preference is that these centres align with the decisions for Roxburgh and Ranfurly i-SITEs.

Staff believe the is an opportunity for Council to enter a non-binding expression of interest in having either a tier one or tier two in Alexandra and/or Cromwell, then transfer that interest to the MoU partners once the binding decision is required. This will give those partners more time to review the proposal and make an informed decision that best suits their operation. There is no risk or cost associated with this action.

Expressions of Interest

Central Otago has been given an extension to submit a non-binding expression of interest on the 3^rd of November 2021.

A final date for submitting formal binding expressions of interest is to be confirmed.

4. Financial Considerations

Staff are still working through what those additional costs would be, and how they are to be funded in the future. These will be presented to Council in a future report before signing the binding agreement, submission date to be confirmed.

5. Options

Option 1 – (Recommended)

Council makes a non-binding expression interest to have both Ranfurly and Roxburgh i‑SITEs become Tier Two locations under the new proposal. Council also makes a non-binding expression of interest to have either Tier One or Tier Two centres in Alexandra and Cromwell, subject to further guidance from MoU partners.

Advantages:

· Gives Council staff more time to assess proposal and report back to Council

· Central Otago retains connection with national network which has a stronger presence

· Aligns to goals of Council’s tourism strategy and intended outcomes of destination management planning

· Council retains licence to operate i-SITEs in Central Otago

· As a Tier Two location, Ranfurly would still be able to explore co-location opportunities

· Provides opportunity for MoU partners to assess proposal in full

Disadvantages:

· No input into future network planning

· Loss of autonomy of centre marketing initiatives

Option 2

Council declines to enter an expression of interest and operates Ranfurly and Roxburgh centres independent of the national network.

Advantages:

· Centres will retain greater autonomy

Disadvantages:

· Costly to setup – rebranding, new systems, possibly new hardware

· Annual operational expected to increase without national procurement support

· Additional ongoing resource required for training and development

Option 3

Council only enters an expression of interest for Ranfurly to become a Tier Two location. Roxburgh operates independently but with support through the Ranfurly management in a manner consistent with how MoU partners in Alexandra and Cromwell now operate.

Advantages:

· Reduces expected setup and annual operational costs

Disadvantages:

· Inconsistent visitor experience

· Additional resources required for training and development

6. Compliance

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 keeping Central Otago visitor centres connected to national initiatives.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Central Otago Tourism Strategy 2018-28
Considerations as to sustainability, the environment and climate change impacts	None apparent
Risks Analysis	As noted in Option One there are risks associated with gaps in the proposal which staff are working to fill with VIN Inc.
Significance, Consultation and Engagement (internal and external)	Impacts are only significant to i-SITE Centres, Alexandra Information Centre and Forage Information Centre. Those stakeholders have been informed, as has the Tourism Central Otago Advisory Board.

7. Next Steps

With Council approval, staff will sign the non-binding agreement and investigate further the proposal.

Staff will present Council with a follow up paper outlining costs and operational implications and all available options.

8. Attachments

Appendix 1 - Final i-SITE New Zealand Proposal ⇩

Appendix 2 - i-SITE New Zealand Business Case Study 2021 ⇩

Report author:	Reviewed and authorised by:

Shirley Clark	Dylan Rushbrook
Ranfurly i-SITE Team Leader	General Manager Tourism Central Otago
15/10/2021	20/10/2021

3 November 2021

21.8.4 Smokefree and Vapefree Policy update

Doc ID: 553326

1. Purpose of Report

To consider the Smokefree and Vapefree Policy developed through the review of the existing Smokefree Policy.

Recommendations

That the Council

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

B. Adopt the updated Smokefree and Vapefree Policy

2. Background

Council developed a Smokefree Policy in 2011. The policy is reviewed at regular intervals to ensure it remains relevant with legislation and public health advice. The policy was last reviewed in 2018. A copy of this version of the policy is attached.

The policy is aligned with the Government’s policy goals as written in Smokefree Aotearoa 2025. These goals have a target that fewer than 5% of New Zealanders choose to smoke in 2025. There are a number of actions behind meeting this goal, particularly reducing the visibility of smoking within the community.

Both Council and the government’s policy goals recognise the harm caused by secondhand smoke and seek to reduce the community’s exposure.

There was a key change to legislation within the last review period, as the Smokefree Environments and Regulated Products (Vaping) Amendment Act 2020 restricted vaping and the sale of vape products.

The Cancer Society and Southern District Health Board submitted on the Council’s Smokefree Policy during the Long-term plan submission process in early 2021. The public health advice contained within the submission was considered in this review of the policy.

Their submission also suggested policy changes be supported with educational tools such as signage and promotion. Both the Cancer Society and the Southern District Health Board offered to work with Council to review and promote the policy.

The recommendations in the submissions from the Cancer Society and Southern District Health Board included:

· Include vaping and vape products in the Smokefree Policy

· Smokefree-Vapefree signs that are visible and in good condition be installed in parks, playgrounds, and sportsgrounds

· Smokefree-Vapefree signs installed in new Council developments

· Promotion of the policy requested as an educational tool

· Outdoor dining areas should be smokefree and vapefree

· Council adopt the government goal for Smokefree Aotearoa 2020

The Smokefree Policy was reviewed with all of these suggestions in mind. Staff have met with representatives from the Cancer Society and the Southern District Health Board throughout the review process.

3. Discussion

A new Smokefree and Vapefree Policy has been drafted to replace the existing Smokefree Policy.

The new policy includes the following changes:

· Vaping being included in the policy with specific mention in the title, definitions, and references throughout

· Smoking was already prohibited on all council owned parks and reserves, tracks and walkways, sportsgrounds or playgrounds. The new policy has included a ten-metre perimeter around these facilities when on any council-owned land (not private property). This is to take into account the health information provided by the Cancer Society on there being ‘no safe distance’ from secondhand smoke, and potential for harm at distances over five metres.

· Council has already designated all outdoor dining areas on Council land to be smokefree. The updated policy has also designated these areas to be vapefree.

· Significant text amendments to streamline the policy. The former policy included information on government policy targets – this has been replaced with a link to Smokefree Aotearoa 2025.

· The former policy supported Smokefree Aotearoa 2025 and associated policy goals. This has been included again in the updated policy.

Additional work accompanies this policy, though is not within the scope of the policy itself.

Signage

The Cancer Society submission has requested the Smokefree Policy include Smokefree-Vapefree signage that is visible and in good condition in parks, playgrounds, and sportsgrounds.

Rather than adding additional signs, staff recommend integrating the message into the existing signage. It is cost-prohibitive to update all signage immediately and it has not been accounted for in LTP budgets. Signage would therefore be updated over time through our renewals process.

Communications

Smokefree Aotearoa 2025, the Cancer Society submission, the Southern District Health Board and the existing Council Smokefree Policy have a consistent approach in prioritising education over enforcement.

To that end, staff will develop a communications plan for the updated policy. This will include:

· Developing key messages on the updated policy

· Promoting the updated policy through our online and print channels

· Working with the Cancer Society and Southern District Health Board for promotion of the policy through their media and promotion channels

4. Options

Option 1 – (Recommended)

Council adopts the Smokefree and Vapefree Policy.

Advantages:

· Policy is aligned with public health advice given by the Cancer Society and Southern District Health Board

· Policy accounts for the development of vaping and associated legislation

· Council is responsive to feedback from stakeholders

Disadvantages:

· No disadvantages

Option 2

Council does not adopt the Smokefree and Vapefree Policy and extends the existing Smokefree Policy for a further three years

Advantages:

· No advantages

Disadvantages:

· Policy does not take vaping and associated legislation into account

· Policy does not take public health advice given by the Cancer Society and Southern District Health Board into account

· Policy is out of date and needs updating to improve readability and consistency against other Council policies

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic, and environmental wellbeing of communities, in the present and for the future. Smoking, vaping, and secondhand smoke have related harms with implications across all four wellbeings. This decision supports government policy goals to improve overall wellbeing.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	This decision is consistent with the activities and budgets in the long term plan/annual plan. The key expense is the replacement of all smokefree signs. The decision to replace these signs through the renewals process brings the cost in line with the existing envelope.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This policy is consistent with existing plans. It replaces the existing Smokefree Policy by expanding on its key principles.
Considerations as to sustainability, the environment and climate change impacts	There is an environmental link to air quality – particularly in the immediate environment. Reduction in smoking has a positive associated impact through the reduction of cigarette litter, though this is not a primary consideration for this policy.
Risks Analysis	There are no risks identified.
Significance, Consultation and Engagement (internal and external)	Community consultation has not taken place on the updates to the policy. The updates were developed with stakeholder groups who approached council directly through the Long-term plan process. The changes have a low degree of significance as assessed against the Significance and Engagement Policy. There is no negative impact on wellbeing in the district; no financial or ratings impact; and it does not impact Council levels of service. There may be people interested in the changes, particularly the decision to include vaping and designate vapefree areas. As nicotine is already a controlled substance, and vaping restricted though legislation, Council has considered knowledge it has previously gained about community views and determined this interest does not meet the level of significance to require consultation.

6. Next Steps

If the policy is approved, it will be updated on the Council website.

Staff will notify the Cancer Society and Southern District Health Board. A communications plan will be developed and communications will be made on the respective media channels.

Signage will be updated through the renewals process to reflect areas are both smokefree and vapefree.

The policy will be reviewed on a three-year cycle.

7. Attachments

Appendix 1 - New Smokefree and Vapefree Policy ⇩

Appendix 2 - 2018 Smokefree Policy ⇩

Report author:	Reviewed and authorised by:

Alix Crosbie	Saskia Righarts
Senior Strategy Advisor	Chief Advisor
18/10/2021	20/10/2021

3 November 2021

21.8.5 Proposal to Revoke Part of the Greenway Reserve off Waenga Drive, Cromwell

Doc ID: 555357

1. Purpose of Report

To consider a recommendation from the Hearings Panel 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.

Recommendations

That the Council

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

B. Agrees with the Hearings Panel recommendation to the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m2 (subject to survey) area from Lot 201 DP 359519.

C. Agrees to notify the Minister of Conservation in writing of the resolution and request the revocation be approved and notified by Gazette notice.

2. Background

Council’s Hearings Panel (the Panel) considered a request received from Foodstuffs South Island Properties Ltd (Foodstuffs) to purchase 619m² of greenway adjacent to the New World Supermarket site in Waenga Drive, Cromwell. The request would potentially enable the expansion of the New World Cromwell site. To facilitate that request requires the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519.

The application was considered by the Panel comprising Cr N Gillespie (Chair), Cr M McPherson and Cr S Jeffery on 14 September 2021. The hearing was reconvened on October 5, 2021, to enable the Panel to undertake deliberations on the application.

3. Discussion

A request from Foodstuffs South Island Properties Ltd (Foodstuffs) to purchase 619m² of greenway adjacent to the New World site in Waenga drive was considered by the Cromwell Community Board (the Board) at its meetings of 5 February 2019 and 30 June 2020.

At its meeting on 15 June 2021 the Board recommended that Council agree to sell the specified Part of the Waenga Drive Greenway Reserve on terms and conditions which included the requirement for public notification of the revocation of the reserve status and the Minister of Conservation consenting to the revocation of the reserve status.

Reserves Act 1977

The purpose of the Reserves Act 1977 is to provide for and to protect reserves for the benefit of the community.

The reserve is subject to section 23 of the Reserves Act 1977 (the Act). Council is the administering body of the reserve.

The reserve is classified as a Local Purpose (Amenity) Reserve. The purpose of an amenity reserve is to provide and retain areas for local purpose amenity use.

Pursuant to section 24 and 24A of the Reserves Act 1977, the Council (as administering body) should:

· Resolve that the reservation of the reserve should be revoked and provide reasons – completed.

· Publicly notify the proposal and specify the reasons for the proposal - completed.

· Council’s Hearings Panel will hear any submissions received and make recommendations to Council – completed.

· Council makes a resolution on the recommendations received from the Hearings Panel – under consideration.

· If the decision is to revoke the reserve status, notify the Minister of Conservation in writing of the resolution and request the revocation be approved and notified by Gazette notice; and

· Receive the decision of the Minister of Conservation and notify the affected parties.

· On receipt of the Gazette notice record the revocation and arrange disposal.

If revocation of the reserve status is confirmed the land will be subdivided, then sold to Foodstuffs South Island Limited.

Sections 24 and 24A of the Reserves Act 1977 outline the provisions for making, receiving, and considering submissions to a proposal by the administering body to exercise its powers under the Act. It also provides for the revocation of reserve status.

The proposal to revoke the reserve status of part of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519 is consistent with section 24(1)(b) of the Reserves Act which states that where:

the local authority within whose district a reserve is situated or the administering body of any reserve notifies the Commissioner in writing that, pursuant to a resolution of the local authority or of the administering body, as the case may be, it considers for any reason, to be stated in the resolution, that the classification or purpose of the whole or part of the reserve should be changed to another classification or purpose, or that the reservation of the whole or part of the land as a reserve should be revoked,—

then, subject to the succeeding provisions of this section, the Minister [of Conservation] may, in his or her discretion, by notice in the Gazette, change the classification or purpose of the whole or part of the reserve, which thereafter shall be held and administered for that changed classification or purpose, or revoke the reservation of the whole or part of the land as a reserve.

The following provisions which are applicable to the proposal to revoke part of the Local Purpose (Amenity) Reserve are found in sections 24(2)(b) – (h). These include:

· the requirement to publicly notify the proposal to change the classification and to specify the reason or reasons for the proposal.

· the requirement to invite every person claiming to be affected by the proposed reclassification to give notice in writing of his or her objections to the proposed change.

· having the Minister of Conservation consider the proposed change of classification and all objections received during the submission period.

The role of the Minister of Conservation also includes:

· being satisfied that the revocation conforms with the provisions of the Reserves Act, and;

· ensuring that due process has been followed.

Public notification in accordance with Reserves Act 1977 seeking submissions on the proposal was undertaken.

Twelve submissions were received and considered by the Panel.

Concerns raised by submitters which sat outside the Reserves Act 1977 process included:

· Increased traffic movement through and around the site.

· Connectivity to the Mall.

· New World needs to be relocated to allow the town centre to grow.

· Pedestrian safety.

· Details on fencing heights and type.

The report to the Hearings Panel meeting held on 14 September is attached as Appendix 1.

The Panel adjourned the hearing into the proposal to revoke part of the Waenga Drive Reserve on Tuesday 14 September at 12.30pm to move to deliberations.

The Panel considered the process it would follow to make its recommendation and determined that its deliberations would be held in public meeting. A copy of the Hearing Panel minutes is attached as Appendix 2.

The Panel also noted that in submissions and during the Hearing, the submitters sought for assurances that would give them certainty that their concerns would be addressed, and the undertakings being proffered by Foodstuffs be implemented.

To enable the Panel to undertake its deliberations it resolved that Foodstuffs be requested to provide to the Panel and the submitters, any written response it has to the submissions made and confirm any provisions, conditions, or undertakings it is prepared to commit to should the Council determine that the revocation of the reserve proceed.

Foodstuff’s response is attached as Appendix 3 and is provided to Council for information.

After considering the submissions, the Panel has made a recommendation to Council. The Council will then make the final determination of whether to proceed with the proposed revocation of the reserve. If the decision is to revoke the reserve status, Council will request that the Minister of Conservation approve the revocation.

DECISION

The Panel has heard and considered both verbal and written submissions to the proposed revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519.

The request for revocation is to facilitate the sale of the land to Foodstuffs South Island Limited. This will enable Foodstuffs to expand the operational footprint of Cromwell New World.

Reserve land is set aside for the enjoyment of the community. Any sale of reserve land is not considered lightly and is the least preferred option. The Panel noted that the submissions against the proposals have made valid points.

Given the constraints of the current New World site and agreed conditions that will provide enhancements to the remaining reserve land, the application to revoke the reserve status of the land to facilitate the redevelopment of the New World site is considered acceptable.

The Panel acknowledges that the proposed revocation will reduce the available open space in the immediate vicinity. However, the balance of the reserve will continue to function as a Local Purpose Reserve as classified. Additionally, the balance of the reserve will be enhanced through the proposed landscape plan.

RECOMMENDATION

In accordance with Resolution 21.5.4 and in consideration of the provisions of the Reserves Act 1977, the Panel recommend to Council the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519.

4. Financial Considerations

The cost of the application will be covered by Foodstuffs South Island Limited.

5. Options

Option 1 – (Recommended)

Agrees with the Hearings Panel recommendation to the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m2 (subject to survey) area from Lot 201 DP 359519.

Advantages:

· The Hearings Panel have heard and considered all submissions through an open and public process that followed the Reserves Act 1977 requirements.

· New World Cromwell can expand to meet the demands of a growing community.

· The reserve area will be enhanced at the applicant’s expense.

· Foodstuffs South Island have committed to undertaking several mitigation measures as part of the proposed development of the site.

Disadvantages:

· There will be a loss of greenspace.

Option 2

Do not agree with the Hearings Panel recommendation to the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m2 (subject to survey) area from Lot 201 DP 359519.

Advantages:

· There will be no loss of greenspace.

Disadvantages:

· New World Cromwell will not be able to expand on its current site.

· The reserve will not be enhanced.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by following the public notification requirements of the Reserves Act 1977.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council has no policy for sale of reserve land, any application is considered on a case-by-case basis.
Considerations as to sustainability, the environment and climate change impacts	The decision will not impact on sustainability or climate change. However, the reserve area adjacent to the proposed development will be enhanced.
Risks Analysis	There is no risk in following the recommendation as the processes set out in the Reserves Act have been followed.
Significance, Consultation and Engagement (internal and external)	The proposal was publicly notified in accordance with the Reserves Act 1977.

7. Next Steps

· If the decision is to revoke the reserve status, the Minister of Conservation will be notified in writing of the resolution and will be requested to approve the revocation and that the revocation is notified by Gazette notice; and

· Receive the decision of the Minister of Conservation and notify the affected parties.

· On receipt of the Gazette notice, record the revocation and arrange disposal.

8. Attachments

Appendix 1 - Hearings Panel Report 14 September ⇩

Appendix 2 - Hearings Panel Minutes 14 September 2021 ⇩

Appendix 3 - Foodstuffs South Island Supplementary Evidence ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	Garreth Robinson
Parks and Recreation Manager	Acting Executive Manager - Planning and Environment
6/10/2021	20/10/2021

Council meeting

3 November 2021

Hearings Panel

14 September 2021

Report for Decision

PROPOSAL TO REVOKE PART OF THE GREENWAY RESERVE OFF WAENGA DRIVE CROMWELL

PURPOSE OF REPORT

To consider submissions received on the proposal 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.

BACKGROUND

A request was received from Foodstuffs South Island Properties Ltd (Foodstuffs) to purchase 619m² of greenway adjacent to the New World Supermarket site in Waenga Drive, Cromwell. The request would potentially enable the expansion of the New World Cromwell site. This request was considered by the Cromwell Community Board (the Board) at meetings on 5 February 2019 and 30 June 2020.

The Board resolution of 30 June 2020 recommended the following.

That the Community Board:

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

B. Recommends Council agree to sell 619m² (subject to survey) from Lot 201 DP 359519, known as Waenga Drive Greenway Reserve, to the adjoining landowner Foodstuffs South Island Properties Ltd, on terms and conditions to be agreed by the Chief Executive Officer and at a price based on valuation advice.

C. Recommends Council include the following minimum terms and conditions:

• The land being developed in line with the landscape concept plan provided by the purchaser.

• The Chief Executive determining the sale price based on valuation advice.

• The Chief Executive agreeing to the final detail of the redevelopment of the reserve immediately adjoining Cromwell New World and that work is arranged and funded by the purchaser. The final sign off of practical completion is to be by the Parks and Recreation Manager.

• The purchaser obtaining resource consent for the boundary adjustment and all necessary land use consents.

• The purchaser meeting all survey and legal costs.

• Public advertising under Section 24(2) of the Reserves Act of revocation of the reserve status. Costs to be covered by the applicant.

• The Minister of Conservation consenting to revocation of the reserve status over the 619 m² of reserve land.

D Recommended that all submissions received will be considered by Council’s Hearings Panel.

E Recommended that the Chief Executive Officer be delegated the authority to determine the final terms of sale

Council has entered into a conditional sale and purchase agreement with Foodstuffs South Island Limited, the sale price remains confidential, but the agreement includes the following conditions;

Additionally, the sale and purchase agreement is conditional upon:

(a) the Purchaser obtaining satisfactory Consents on terms and conditions acceptable in all respects to the Purchaser and to the Vendor within 3 years of the date of this Agreement; and

(b) the Purchaser’s Board of Directors, at its sole discretion, giving its approval as to the form and content of this Agreement on or before 30 October 2020; and

(c) the Purchaser reviewing the title to the property in all respects including any registered interests, easements, covenants, memorials or similar and, at its sole discretion, approving the same on or before 30 October 2020; and

(d) the Purchaser notifying the Vendor within 5 years of the date of signing this Agreement by both parties, that a separate record of title for the Property has been obtained; and

The conditions referred to in clause (a) and (d) above have been inserted for the benefit of both parties.

The Agreement is further conditional upon:

(e) the Purchaser undertaking the Amenity Works prior to settlement;

(f) the Purchaser undertaking the Improvement Works prior to settlement; and

(g) the Purchaser obtaining the consent of the Minister of Conservation to the revocation of the reserve status of the Property.

The conditions referred to in clause (a) and (b) above have been inserted for the sole benefit of the Vendor.

At its meeting on 15 June 2021 the Board recommended that Council consider progressing the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519.

The Council resolved at its meeting on 30 June 2021 the following:

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.

A copy of the reports to the Board and Council are attached as Appendices 1, 2, and 3.

STATUTORY PROCESS

Reserves Act 1977

The purpose of the Reserves Act 1977 is to provide for and to protect reserves for the benefit of the community.

The reserve is subject to section 23 of the Reserves Act 1977 (the Act). Council is the administering body of the reserve.

The reserve is classified as a Local Purpose (Amenity) Reserve. The purpose of an amenity reserve is to provide and retain areas for local purpose amenity use.

Pursuant to section 24 and 24A of the Reserves Act 1977, the Council (as administering body) should:

· Resolve that the reservation of the reserve should be revoked and provide reasons.

· Publicly notify the proposal and specify the reasons for the proposal.

· Council’s Hearings Panel will hear any submissions received and make recommendations to Council.

· Council makes a resolution on the recommendations received from the Hearings Panel.

· If the recommendation is to revoke the reserve status, notify the Minister of Conservation in writing of the resolution and request the revocation be approved and notified by Gazette notice; and

· Receive the decision of the Minister of Conservation and notify the affected parties.

· On receipt of the Gazette notice record the revocation and arrange disposal.

If revocation of the reserve status is confirmed the land will be subdivided, then sold to Foodstuff South Island Limited.

STATUS OF THE PROPOSAL

It is Council’s statutory duty to consult with the community in its decision making under the Reserves Act 1977. The proposal to revoke the reserve status and dispose of part of the Waenga Drive Greenway Reserve was publicly notified, giving the opportunity for the public to make submissions

The public notice to revoke the reserve status was advertised in Council’s ‘Noticeboard’ in the Central Otago News edition of 8 July 2021, the Cromwell Bulletin 15 July and on Council’s website from 8 July to 9 August.

A copy of the Notice of Intention [as advertised] is attached as Appendix 4.

A copy of the Statement of Proposal [with submission form] is attached as Appendix 5.

A copy of the proposed Landscape Plan is attached as Appendix 6.

PROVISIONS FOR CONSIDERING SUBMISSIONS

The following provisions which are applicable to the proposal to revoke part of the Local Purpose (Amenity) Reserve are found in sections 24(2)(b) – (h). These include:

· the requirement to publicly notify the proposal to change the classification and to specify the reason or reasons for the proposal.

· the requirement to invite every person claiming to be affected by the proposed reclassification to give notice in writing of his or her objections to the proposed change.

· having the Minister of Conservation consider the proposed change of classification and all objections received during the submission period.

The role of the Minister of Conservation also includes:

· being satisfied that the revocation conforms with the provisions of the Reserves Act, and;

· ensuring that due process has been followed.

SUBMISSIONS

Twelve submissions have been received following public consultation.

· 4 submitters supported the proposal and 8 submitters objected to the proposal.

Five submitters have asked to present their submissions, they are:

· Stephen Curruth

· Alex Brooker for Foodstuffs South Island Limited

· Katie Lindsay

· Murray Petrie

· Irene and Dave Wallace

Copies of the submissions received are attached as Appendix 7.

Revocation of Reserve

A summary of the submissions received objecting to the proposal is set out below.

· That the proposal to revoke a portion of the Waenga Drive Amenity Reserve is contrary to the need to provide sufficient areas of greenway reserve that compensate for intensification of buildings/infrastructure.

· Council has a duty to properly consider the long-term effects of this proposal within the context of its long-term plans and the provisions of adequately sized greenway reserves within those plans.

· The rationale of selling portions of defined greenway reserve to fund the maintenance or further development of other areas of undefined reserves is a deeply flawed concept and arguably against the public interest of Cromwell residents.

· The Council has a duty to act in the interests of all ratepayers and not in the narrow interests of a single business entity (Foodstuffs) operating in Cromwell.

· The Council has erred considerably in its currently pre-determined approach to respond to a proposal put before it by a single business (Foodstuffs).

· Encroachment of commercial activity closer to residential boundary.

· Alternatives sites should be considered.

· Leasing the reserve land required rather than selling it.

SUMMARY OF SUBMISSIONS IN SUPPORT

Of the four submitters supporting the proposal to revoke part of the Local Purpose (Amenity) Reserve. Their reasons include:

· The greenway area will be enhanced at no cost to Council.

· While reduced in size the reserve will still achieve its purpose.

· New World needs to expand to keep up with a growing community.

· The landscape design is sympathetic to neighbours.

SUMMARY OF OTHER CONCERNS RAISED

Concerns raised by submitter the which sit outside the Reserves Act 1977 process include:

· Increased traffic movement through and around the site.

· Connectivity to the Mall.

· New world needs to be relocated to allow the town centre to grow.

· Pedestrian safety.

· Details on fencing heights and type.

CONFIRMATION OF DUE PROCESS

Section 24 of the Reserves Act 1977 provides Council with the mechanism for revoking the classification status of a reserve or any part thereof. It also details the process and steps which must be followed to implement the change of classification.

In accordance with the provisions of section 24, and in consideration of the proposed revocation, the following steps have been taken:

Step Date

1. Resolution of the Cromwell Community Board 30 June 2020

2. Resolution of Council 30 June 2021

3. Notice of Intention and Statement of Proposal Advertised 08 July 2021

4. Invitation to affected parties to make submissions 08 July - 9 Aug 2021

5. Hearing of submissions 14 September 2021

After considering the submissions, the Hearings Panel will make a recommendation to Council. The Council will then make the final determination of whether to proceed with the proposed revocation of the reserve. If the decision is to revoke the reserve status, Council will request that the Minister of Conservation approve the revocation.

PROVISIONS FOR CONSIDERING SUBMISSIONS

While section 24(2)(c) of the Reserves Act 1977 provides every person claiming to be affected by the proposed revocation with a right of objection, those objections must relate specifically to the proposal to the revocation of the reserve classification.

The panel’s attention is drawn to subheading Revocation of Reserve, which indicates that 8 objections have been received that comply with section 24(2)(c) of the Reserves Act 1977.

Consideration should also be given to the section 24(2)(h) of the Reserves Act 1977 which specifies that:

any person who does not lodge an objection in accordance with this subsection [24(2)] shall be deemed to have assented to the change of classification or purpose or the revocation of reservation set forth in the public notification.

Reserve land is set aside for the enjoyment of the community. Any sale of reserve land is not considered lightly and is the least preferred option. The submissions against the proposals have made valid points. Given the restraints of the current New World site and agreed conditions that will provide enhancements to the remaining reserve land, the application to revoke the reserve status of the land to facilitate the redevelopment of the New World site is considered acceptable.

RECOMMENDATION

The proposed revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519, is to facilitate the sale of the land to Foodstuffs South Island Limited. This will enable Foodstuff South Island to expand the operational footprint of Cromwell New World.

The proposed revocation will reduce the available open space in the immediate vicinity. However, the balance of the reserve will continue to function as a Local Purpose reserve as classified.

The balance of the reserve will be enhanced through the proposed landscape plan. The proposed plantings will further reduce any perceived impacts.

Therefore, in accordance with Resolution 21.5.4 and in consideration of the provisions of the Reserves Act 1977, I recommend the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m² (subject to survey) area from Lot 201 DP 359519.

SCHEDULE OF ATTACHMENTS

Appendix 1: Report to Cromwell Community Board 5 February 2019.

Appendix 2: Report to Cromwell Community Board 30 June 2020.

Appendix 3: Report to Central Otago District Council 30 June 2021.

Appendix 4: Copy of submissions received.

Appendix 5: A copy of the Notice of Intention [as advertised].

Appendix 6: A copy of the Statement of Proposal [with submission form].

Appendix 7: A copy of the proposed Landscape Plan.

Report author:

Gordon Bailey

Parks and Recreation Manager

27/08/2021

Council meeting

3 November 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.

Address for service:
Telephone:	03 4
Fax:	03 4
Email:
Contact person:

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.

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

3 November 2021

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21.8.9 Waste services review feedback results

Doc ID: 554392

1. Purpose

To consider the results from the waste services review survey.

Recommendations

That the report be received.

2. Feedback Results

At the meeting of 11 August 2021 Council approved the ‘Have Your Say on Our Waste Services’ document for community feedback. The engagement document and survey enabled the public to provide feedback on the proposed kerbside services and their current use of council’s waste services. A copy of the report to Council, engagement document and survey are attached.

The survey was available from the 25^th of August through to the 24^th of September. There was a strong response from community with 870 surveys returned. The majority of responses came from the Vincent and Cromwell Wards with 32% of all responses from those living in Alexandra, and 24% from people living in Cromwell.

There was a good response from the Maniototo with the majority of these respondents from Naseby and Ranfurly.

There was a comparatively low response rate from those living in Teviot Valley, with only 34 respondents from Roxburgh.

There was a strong response from Queensberry residents with 55 surveys completed.

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Kerbside Collection

The feedback document detailed three potential kerbside collection options for the community to consider. They were asked to select a preference and provide feedback on that preference if they chose to.

Of the 791 respondents who provided an answer to this question, 44% preferred Option 1 – Improved status quo, 36% preferred Option 2 – Weekly rubbish collection. Twenty percent of respondents preferred Option 3 – Weekly organic collection.

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Option 1 – Improved status quo

Option 1 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. The 240L mixed recycling (yellow) bin would move to a consistent fortnightly collection.

The key themes that came through in the comments from those who selected Option 1 were that people like the addition of the green waste bin and the ability to choose the rubbish bin size. Comments regarding the glass bin were conflicting with some saying they would want the glass bin collected more frequently and some saying they do not need it picked up so often. Respondents who selected Option 1 were generally happy with the current system and did not require a lot of change.

A common suggestion for this option included considering a change in the frequency of the green waste collection to be more often than 4-weekly, particularly during summer months.

Option 2 – Weekly rubbish collection

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.

It is worth noting that the majority of those who do not currently have kerbside collection service selected Option 2. The key themes that came through in the comments from those who selected Option 2 were that people liked the increase in frequency of rubbish collection (mostly due to this helping reduce the smell of rubbish particularly during summer months) and the addition of the green waste bin.

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. 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 key themes that came through in the comments from those who selected Option 3 were that they liked the addition of the weekly organic collection. There were a number of reasons given including that they approved of green waste being taken out of landfill; suggestions to make compost to sell; collection of weekly organic material would reduce smell especially in summer.

Transfer Stations

Seventy-eight percent of all respondents use one of the transfer stations in the district. The graph below shows the number of respondents that selected each transfer station.

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Respondents who selected Alexandra or Cromwell transfer stations were asked which days they typically use the transfer station and at what time of the day. The trend is very similar for both Alexandra and Cromwell with the majority of respondents using the transfer station at the weekend.

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Respondents were given the opportunity to provide a comment with 109 comments made. The main theme that came through in the comments was that the transfer station use is occasional and does not relate to a particular time. Another strong theme related to using the transfer stations as a method to dispose of greenwaste.

Respondents who selected Ranfurly or Roxburgh transfer stations were asked which days they typically use the transfer station.

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There is a similar trend between the Ranfurly and Roxburgh transfer stations, though the sample size for Roxburgh is smaller. The weekend is the most common time for respondents to use the transfer stations. Several comments were made asking for the Ranfurly transfer station not to be closed and to keep the operating hours as they are now or to extend them particularly in summer.

Overall respondents do not want to see the operating hours of transfer stations reduced throughout the district.

Cromwell Re-use Shop

Results indicate strong support from the Cromwell Ward for a local re-use shop to be established. While there was a large proportion stating they would not use a re-use shop this feedback was from Alexandra based respondents who already have access to the resource recovery park on Boundary Road.

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General Feedback – Transfer Stations

Respondents were given the opportunity to provide any further feedback about the transfer stations. The key themes of the 209 comments received are detailed below.

· Unhelpful staff at Cromwell Transfer Station.

· Free greenwaste drop-off should remain in-place.

· Ranfurly Transfer Station hours should remain as they are or extend in summer.

· Ability to dispose of other waste (e-waste, soft plastics)

· The cost of disposing of waste is expensive.

General Feedback – Waste Services

Respondents were given the opportunity to provide any further feedback about waste services in general. The key themes of the 318 comments are detailed below.

· Rubbish should be collected weekly in summer.

· All bins should be emptied more frequently.

· Request for collection in areas currently not serviced (Queensberry, Tarras and Pateaora).

· Inclusion of a green bin is a great idea.

· Want the ability to opt-out of the greenwaste/organics service.

· Need the ability to recycle more materials (e.g. fruit punnets and meat trays).

· Bin latches are required to stop lids blowing open.

· Mix of comments relating to the need for the blue bin to be collected more and less frequently.

Next Steps

· Completion of Business Case for Waste Services Review, incorporating community feedback, Councillor feedback and the transfer station review outcomes.

(November 2021)

· Council decision on recommended future services.

(December 2021)

· Council approval of procurement plan.

(December 2021)

· Development of tender documents

(November 2021 – January 2022)

· Tender out to market

(January 2022 – March 2022)

· Recommended tenderer to Council

(June 2022)

· Service commencement

(July 2023)

3. Attachments

Appendix 1 - Council Report - 11 August 2021 ⇩

Appendix 2 - Waste Services Engagment Document ⇩

Appendix 3 - Waste Services Feedback Questions ⇩

Appendix 4 - Waste Services Feedback Analysis ⇩

Report author:	Reviewed and authorised by:

Quinton Penniall	Julie Muir
Environmental Engineering Manager	Executive Manager - Infrastructure Services
20/10/2021	20/10/2021

Council meeting

3 November 2021

21.6.9 Waste Services Review

Doc ID: 545510

1. Purpose of Report

To review public information prepared for community feedback on Council’s waste and recycling services.

Recommendations

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.

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.

Contract	End Date
Transfer Stations Includes operation and transfer to landfill	30 June 2023
Kerbside Rubbish Collection Includes supply of wheelie bins	30 June 2023
Kerbside Recycling Collection (Mixed Recycling and Glass) Includes supply of wheelie bins	30 June 2023
Landfill-Victoria Flats Option to negotiate early release from landfill agreement	30 June 2029
Wastebusters	30 June 2023
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

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 25^th of August 2021 through to the 24^th 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

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.
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.
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	Yes The proposed options for feedback supports the actions of Council’s Sustainability Strategy and Waste Management and Minimisation Plan 2018.
Risks Analysis	There are no significant risks to Council associated with the proposal.
Significance, Consultation and Engagement (internal and external)	Community feedback will occur from 24 August 2021 to 25 September 2021.

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)

7. Attachments

Appendix 1 - DRAFT Have Your Say on Our Waste Services.pdf

Appendix 2 - DRAFT Waste Services Feedback Questions.pdf

Report author:	Reviewed and authorised by:

Quinton Penniall	Julie Muir
Environmental Engineering Manager	Executive Manager - Infrastructure Services
4/08/2021	4/08/2021

Council meeting

3 November 2021

‘Have your say on our waste services’ survey analysis

October 2021

Introduction

The Central Otago District Council rubbish and recycling services contract comes to an end on 30 June 2023. The waste services team wanted the community’s feedback on three potential options for kerbside collection to help inform their decision about any changes that may be required to the service.

The team also took the opportunity to find out more about how the community use the transfer stations across the district and to gather some feedback about what the community think about waste services in general.

There were 870 responses received from the community. The following report summarises the feedback.

Location

Respondents were asked to provide their town/location. This was so that the feedback received could be categorised by location to provide more accurate information for each area of the district. It allows us to see if there are any specific trends within wards and/or towns.

The majority of responses came from the Vincent and Cromwell Wards with 32% of all responses from those living in Alexandra, and 24% from people living in Cromwell. There was a good response from the Maniototo with the majority of these respondents from Naseby and Ranfurly. There was a comparatively low response rate from those living in Teviot Valley, with only 34 respondents from Roxburgh.

Eighty-one percent of all respondents live in urban centres around the district, with 19% living rurally. Note: for the purposes of this analysis, those living rurally are defined by whether the area they live in has a rapid number associated with it.

Number of respondents by ward

Figure 1. No. of respondents - ward

Number of respondents from each town

Figure 2. No. of respondents - town

Current Services

The community was asked which of the current waste services they use.

Eighty-six percent of all respondents use the kerbside collection service, which corresponds with the number of respondents who live in urban centres. Sixty-five percent of respondents use a transfer station and 33% use the Alexandra re-use centre. Of note, 18% of those who use the Alexandra re-use centre live outside of the Vincent Ward.

Waste services used across the district

Figure 3. Current service usage across the district

Waste services used by town

Figure 4. Current service usage by location

Kerbside Collection

The ‘Have your say on our waste services’ document detailed three potential kerbside collection options for the community to consider. They were asked to select a preference and provide feedback on that preference if they chose to.

Kerbside collection - option preference

Figure 5. Option preference

Of the 791 respondents who provided an answer to this question, 44% preferred option 1 – improved status quo, 36% preferred option 2 – weekly rubbish collection. Twenty percent of respondents preferred option 3 – weekly organic collection.

The following information provides the key themes that came through in the comments.

Option 1 – Improved status quo

Green and organic waste (51 comments) – most of these comments were respondents expressing the fact that they liked the inclusion of a green waste bin with this option, ‘Adding Greenwaste removal is a fantastic idea’, ‘Strongly support the introduction of a green/food waste collection’. A few comments mentioned that the green waste bin should be collected more frequently than 4-weekly, ‘Would prefer 3 weekly or 2 weekly pickup for green waste’, ‘The only change I would propose is that the frequency of the green waste changes for the seasons’. Eight comments said they would like to be able to opt out of having a green waste bin, ‘Don't need a green waste bin! Should be an option to not get this!’, ‘would be nice to have the green waste bin as optional, not everyone would want or need it’.

Bin size (20 comments) – these comments mentioned that respondents like the small blue bin with many saying they would prefer a small red bin also, ‘Smaller rubbish & glass bin’, ‘Smaller red and blue bins, alongside green waste collection would suit our household perfectly’. Some respondents mentioned that they like the choice of red-bin size with this option.

Blue bin (17 comments) – there was a mix of comments with some people saying they would like the blue bin to be collected more frequently and some saying they don’t use it or that it doesn’t need to be collected 4-weekly, ‘Glass needs to be collected more often over Xmas it's currently a joke’, ‘But probably don't need glass picked up as often, once every couple of months would be heaps’.

Status quo (16 comments) – these respondents were happy with the current system. ‘For 2 of us current situation is more than adequate’, ‘No real need for change for us’.

Option 2 – Weekly rubbish collection

No kerbside collection (27 comments) – these respondents all said they did not currently have kerbside collection. The majority were from Queensberry and two mentioned they were just off the collection route. ‘We live in Queensberry and we have no options available here’, ‘We have no collection’.

Weekly rubbish (20 comments) – these respondents liked this option because of the weekly rubbish collection, the main reason given was to reduce the smell of rubbish particularly during summer months. ‘Rubbish weekly especially in summer would be good as the bins get very smelly with the heat if only emptied every 2nd week’, ‘Red bin needs to be picked up weekly’.

Green and organic waste (11 comments) – these comments mentioned that they liked the addition of the green waste bin.

Option 3 – Weekly organic collection

Green and organic waste (45 comments) – the majority of comments from respondents who chose option 3 mentioned they liked the addition of the weekly organic collection. Reasons included that they approved of green waste being taken out of landfill; suggestions to make compost to sell; collection of weekly organic material reduces smell especially in summer, ‘A compost service is well overdue and would reduce the amount of food being thrown into red bins.’ ‘I think including a food and green waste option will make the biggest impact on reducing waste.’ ‘Definitely compostable collection would reduce landfill waste.’

Urban

Figure 6. Kerbside collection option preference – urban

With the majority of all respondents from urban centres, the preference selection remains consistent with that of the total number of respondents. There is no obvious change in trend.

Rural

Figure 7. Kerbside collection option preference – rural

It’s important to note the smaller sample sizes of those living rurally. Of note, the majority of respondents from Naseby selected option 1 – improved status quo. In contrast, the majority of respondents from Queensberry and Tarras selected option 2 – weekly rubbish collection.

Transfer stations

The community was asked which transfer station they use most frequently.

Seventy-eight percent of all respondents (681) use one of the transfer stations in the district. The graph below shows the number of respondents that selected each transfer station.

Transfer station usage – district-wide

Figure 8. Transfer stations usage across the district

Forty-four percent use the Alexandra transfer station and 38% use the Cromwell transfer station.

Alexandra/Cromwell transfer stations

Respondents who selected Alexandra or Cromwell transfer stations were asked which days they typically use the transfer station and at what time of the day.

Days of the week

Figure 9. Alexandra/Cromwell transfer stations – days of the week

The trend is very similar from both Alexandra and Cromwell with the majority of respondents using the transfer station at the weekend.

Time of day

Figure 10. Alexandra/Cromwell transfer stations – time of day

Respondents were given the opportunity to provide a comment (109 comments were made). The main theme that came through in these comments was that they use the transfer station occasionally (73 mentions), ‘No particular time as it’s very occasional use’, ‘Only use it occasionally 2 or 3 times a year’, ‘Infrequently like once a year’.

Another strong theme to come through in these comments was ‘green waste’ (23 mentions). All of these comments said that they use the transfer station to dispose of green waste. ‘No particular day or time to drop off green waste only’, ‘To get rid of green waste’, ‘Only use occasionally to get rid of garden rubbish, maybe going only once per month’.

Ranfurly/Roxburgh transfer stations

Respondents who selected Ranfurly or Roxburgh transfer stations were asked which days they typically use the transfer station.

Figure 11. Ranfurly/Roxburgh transfer stations – days of the week

All respondents were asked what they use for the transfer station for, residential or commercial waste or both, as well as what services at the transfer station they use most. The following four graphs show this information for across the district and by transfer station.

Residential vs commercial waste district-wide

Figure 12. Residential vs commercial waste – district-wide

Residential vs commercial waste by town

Figure 13. Residential vs commercial waste – by town

Services used at transfer stations – district-wide

Figure 14. Services most used at transfer stations – district-wide

Services used at transfer stations – by town

Figure 15. Services most used at transfer stations – by town

Cromwell re-use shop

The community were asked to indicate whether or not they would use a re-use shop at the Cromwell transfer station. Seven-hundred and forty respondents answered this question.

Figure 16. Cromwell re-use shop – district-wide

Forty-six percent of those who responded to this question said they would use a re-use shop in Cromwell at least one per year. It is worth noting that of those respondents who selected ‘No, I wouldn’t use a re-use shop in Cromwell’, 157 are based in Alexandra and already have access to this service in their town.

General feedback

Respondents were given the opportunity to provide any further feedback about the transfer stations and about waste services in general. The key themes are detailed below.

Transfer stations (209 comments)

There were 37 comments received about the Cromwell transfer station. Twelve of these were negative comments regarding staff with references to staff being rude, unhelpful and not very friendly. ‘Some staff need to be friendlier’, ‘The staff are super grumpy and unhelpful!’, ‘To be honest I would rather all my waste and green waste go in the wheelie bin as I am so intimidated by the staff in Cromwell’. Some mentioned that they would like to see a re-use centre available at the Cromwell transfer station. Three comments referred to the layout at Cromwell saying the area to dispose of waste is too small.

Thirty-two comments referred to green waste including, composting green waste and selling it; that respondents use the transfer station mostly for green waste disposal; that free green waste drop off is good and should remain; and to keep the Ranfurly green waste disposal option.

There were a number of comments asking for the Ranfurly transfer station not to be closed and to keep the operating hours as they are now or to extend them particularly in summer. Respondents do not want to see the operating hours of transfer stations reduced throughout the district.

Twenty-two comments mentioned recycling; ability to drop off soft plastics; more separation of recyclables is needed at transfer stations; holes for glass bottle recycling aren’t big enough; there’s a need for options to dispose of e-waste.

Twenty-one comments referred to cost; transfer stations are too expensive; all green waste services should be free; particular mention of the cost to dispose of rubbish in Ranfurly.

Waste services (318 comments)

Eighty-nine comments mentioned the kerbside collection service, most of these comments were in regard to the kerbside schedule and how often the bins should be collected. These included weekly rubbish collection during summer in particular, red and yellow bins both collected weekly, empty all bins more frequently. Many comments were requesting collection service for areas not in the current schedule i.e. Tarras, Queensberry (22 comments), Patearoa.

Eighty-three comments mentioned green waste. The majority of these comments simply said they felt the addition of green waste collection would be great; suggestions to compost green waste; some questions around how green waste would be disposed of; a couple of respondents said they would want to opt out of having a green waste kerbside collection bin.

Fifty comments referred to waste minimisation. Targeted initiatives to reduce waste needed; more education around what can and cannot be recycled; need to be able to recycle more materials i.e. meat trays and fruit punnets; concerns raised around what will happen to the large 240lt bins if people choose the smaller bins i.e. will they be re-used; rubber ties needed for bins so lids don’t blow open; options to dispose of e-waste.

Blue bin was mentioned 39 times with the key themes being that the blue bin needs to be collected more frequently and on the other hand some felt they didn’t need a blue bin at all. ‘The blue bin needs to be collected more often’, ‘Would like glass bin picked up more frequently’, ‘Most people barely use their blue bins... most people would use them once or twice a year and never full’, ‘Green bin is essential as far as I am concerned; the blue bin could go!’.

3 November 2021

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21.8.10 CouncilMARK programme

Doc ID: 556643

1. Purpose of Report

To provide an outline of the CouncilMARK programme run by Local Government New Zealand and provide advice on this Council’s participation in the programme.

Recommendations

That the Council

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

B. Notes that the CouncilMARK programme is a programme designed to review organisational performance.

C. Notes that participation in the programme is very resource intensive and the organisation is currently juggling multiple work programme commitments.

D. Agrees to not participate in this programme at this point of time.

2. Background

There has been recent interest from the community that the Council undergo an independent review and participate in the CouncilMARK programme. This paper outlines the CouncilMARK programme and the benefits and costs of being involved in the programme.

The CouncilMARK programme is designed to improve the knowledge of the work a council does and supports the council to further improve the service and value they provide. The programme incorporates an independent assessment system, and the council receives an overall rating and commentary on their performance as part of the process. The programme has four priority areas:

· Governance, leadership and strategy

· Financial decision making and transparency

· Service delivery and asset management

· Communicating and engaging with the public and business

As part of the review, council is required to submit a significant portfolio of information, including things such as:

· The 2021-31 Long-term Plan

· Business satisfaction surveys

· Annual resident survey

· All key guiding strategies and policies (eg Sustainability Strategy, Economic Development Strategy)

· Most recent annual plan

· Two business cases

· Two management reports to Council

· Audit reports

· Chief Executive’s performance agreement

· A community engagement plan

· Risk register

· Financial reports

As part of the process the assessors complete a site visit and will meet with the Mayor, elected members, the Chief Executive, a broad selection of staff and external stakeholders (eg iwi, Waka Kotahi, regional council, community and business groups). Council also has to supply comprehensive information under each of the four priority areas in addition to providing the documentation above. See Performance Assessment Framework attached for an overview of the detailed information that is required in the process.

3. Discussion

There are several potential benefits from participating in this process, such as understanding the key areas for organisational improvement and developing actions to improve in these areas. It also facilitates transparency of council operations to members of the public and enables comparisons with other councils who have recently participated in the programme (for the South Island this is: Waimakariri District Council, Selwyn District Council, Mackenzie District Council, Environment Canterbury, Queenstown Lakes District Council, Waitaki District Council and Dunedin City Council).

Alongside these benefits, there are costs to being involved in the programme. The most significant one of these is elected member and staff time required. As outlined above and contained in the attachment, a significant portfolio of information is required to be collected as part of the process. While one staff member could be appointed to co-ordinate the collation, information is required from all parts of the business. While some of this already exists and is easily located (eg 2021-31 Long-term Plan) other information will need to be drawn from various sources and a document/response provided (refer to the list of questions for each priority area in the attachment). This will take hundreds of hours of staff time from across the business, and in discussions with councils that have been through the process this time commitment cannot be underestimated.

Council is currently juggling multiple competing priorities, the most significant of these are the three waters reform, the resource management reform and the future for local government review. Council’s participation in these reforms is already tightly balanced against delivering on the business as usual and the project commitments made to the community in the 2021-31 Long-term Plan. Council cannot absorb participation in the CouncilMARK programme in the current staffing levels, and if Council were to progress in the current environment a discussion about what projects get deferred or dropped more additional resourcing is required. Staff stress and retention in a competitive market is also a factor for consideration. Some areas of the business already have resourcing challenges, and having just come out of high workloads with the long-term plan into reform participation the timing of involvement in a programme such as CouncilMARK needs to be carefully considered.

For elected members, the programme also comes with time commitments with interviews and consideration of the report’s findings and actions to be taken added to the current council work programme. As elected members are all aware 2022 is an election year which increases the workload of elected members, and participation in the CouncilMARK programme will add additional pressure.

Council staff are committed to ensuring organisational excellence, and already undertake a range of measures to understand and monitor performance (eg the regulatory services audits and the Ministry for the Environment monitoring and compliance reporting). As a part of business as usual commitments staff have embedded business planning into their work programmes and regular reporting against the performance measures contained within the Long-term Plan will be reinstated. Both of these actions will ensure greater transparency of council activity.

4. Financial Considerations

If Council chooses to participate in the programme, there will be both the actual cost to the organisation to register in the programme and the resourcing costs (estimated in the hundreds of hours, with one council recently estimating it took nearly 1000 hours of staff time and elected member time). The direct financial cost in participate in the programme is a one-off payment of $26,000 plus GST and disbursements. There is no budget assigned for this cost in the 2021-31 Long-term Plan.

5. Options

Option 1 – (Recommended)

Agrees to not participate in the CouncilMARK programme at this current time.

Advantages:

· Ensures council can continue to deliver on the 2021-31 Long-term Plan commitments to community and ensure that Central Otago’s voice is heard in the significant local government reforms underway.

Disadvantages:

· Does not meet the expectations from some members of the community for Council to participate in the programme.

· Does not enable a CouncilMARK organisational review to be undertaken.

Option 2

Agrees to participate in the CouncilMARK programme and agrees to discuss reprioritisation of work programme commitments or increasing staffing levels in a future Council meeting.

Advantages:

· Will deliver on some members of the community’s view that Council should participate in the CouncilMARK programme.

· Will enable a CouncilMARK organisational review to be undertaken.

Disadvantages:

· May require some significant projects to be deferred or stopped.

· May not deliver on the commitments made to the community as part of the Long-term Plan 2021-31.

· Risk that council does not participate in the local government reforms as well as it could.

· May lead to employee job dissatisfaction and loss of staff in a competitive job market.

· Will add pressure to elected members time during an election year.

· CouncilMARK’s value versus the costs to the organisation has not yet been fully assessed.

· Unbudgeted expenditure.

Option 3

Agrees to participate in the CouncilMARK programme within current staffing levels and deliver on all current commitments

Advantages:

· May enable an organisational review to be undertaken.

Disadvantages:

· Unsustainable workloads will lead to loss in staff morale.

· Significant risk of losing staff in a competitive market, which could result in council not delivering well across the business and loss of reputation in the community.

· Significant risk that material provided to CouncilMARK is incomplete leading to little value in being involved in the programme.

· Significant risk that business as usual and long-term project commitments are not done well or deferred.

· CouncilMARK’s value versus the costs to the organisation has not yet been fully assessed.

· Unbudgeted expenditure.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by considering a request for Council to conduct an organisation review by participating in the CouncilMARK programme.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommended option is consistent with relevant plans and policies, particularly the commitments made under the 2021-31 Long-term Plan.
Considerations as to sustainability, the environment and climate change impacts	There are no direct considerations as to sustainability, the environment and climate change impacts.
Risks Analysis	There is a risk for the recommended option that it may be viewed by some members of the community as an unwillingness to partake in a review.
Significance, Consultation and Engagement (internal and external)	The recommended option does not meet the threshold of the Significance and Engagement Policy. If Council decides to progress with CouncilMARK and reprioritise or stop some projects, consultation with the community might be required dependant on what those projects are.

7. Next Steps

None required.

8. Attachments

Appendix 1 - CouncilMARK Performance Assessment Framework.pdf ⇩

Report author:	Reviewed and authorised by:

Saskia Righarts	Louise van der Voort
Chief Advisor	Acting Chief Executive Officer
22/10/2021	26/10/2021

Council meeting

3 November 2021

Meeting Schedule 2022

Month	Day	Date	Time	Meeting
January	Wednesday	26	10.30am	Council

February	Tuesday	1	2.00pm	Vincent Community Board
	Thursday	3	2.00pm	Teviot Valley Community Board
	Tuesday	8	9.30am	Hearings Panel
	Tuesday	15	2.00pm	Cromwell Community Board
	Thursday	17	2.00pm	Maniototo Community Board
	Friday	25	9.30am	Audit and Risk Committee

March	Tuesday	8	9.30am	Hearings Panel
	Wednesday	9	10.30am	Council
	Tuesday	22	10.00am	Creative Communities Assessment Committee
	Tuesday	22	2.00pm	Vincent Community Board
	Thursday	24	2.00pm	Teviot Valley Community Board
	Tuesday	29	2.00pm	Cromwell Community Board
	Thursday	31	2.00pm	Maniototo Community Board

April	Tuesday	12	9.30am	Hearings Panel
	Wednesday	20	10.30am	Council

May	Tuesday	3	2.00pm	Vincent Community Board
	Thursday	5	2.00pm	Teviot Valley Community Board
	Monday	9	2.00pm	Cromwell Community Board
	Tuesday	10	9.30am	Hearings Panel
	Thursday	12	2.00pm	Maniototo Community Board
	Thursday (if required)	19	2.00pm	Cromwell Community Board (hearings and deliberations if required)
	Friday (if required)	20	2.00pm	Vincent Community Board (hearings and deliberations if required)
	Monday (if required)	23	2.00pm	Maniototo Community Board (hearings and deliberations if required)
	Tuesday (if required)	24	2.00pm	Teviot Valley Community Board (hearings and deliberations if required)

June	Monday	1	10.30am	Council (hearings and deliberations if required)
	Friday	3	9.30am	Audit and Risk Committee
	Monday	13	2.00pm	Vincent Community Board
	Tuesday	14	9.30am	Hearings Panel
	Thursday	16	2.00pm	Teviot Valley Community Board
	Tuesday	21	2.00pm	Cromwell Community Board
	Thursday	23	2.00pm	Maniototo Community Board
	Wednesday	29	10.30am	Council (to adopt LTP and set rates if not 1 June)

July	Tuesday	12	9.30am	Hearings Panel
	Wednesday	13	10.30am	Council
	Tuesday	26	2.00pm	Vincent Community Board
	Thursday	28	2.00pm	Teviot Valley Community Board

August	Tuesday	2	2.00pm	Cromwell Community Board
	Thursday	4	2.00pm	Maniototo Community Board
	Tuesday	9	9.30am	Hearings Panel
	Wednesday	24	10.30am	Council

September	Tuesday	6	2.00pm	Vincent Community Board
	Thursday	8	2.00pm	Teviot Valley Community Boad
	Monday	12	2.00pm	Cromwell Community Board
	Tuesday	13	9.30am	Hearings Panel
	Thursday	15	2.00pm	Maniototo Community Board
	Tuesday	20	10.00am	Creative Communities Assessment Committee
	Wednesday	28	10.30am	Council
	Friday	30	9.30am	Audit and Risk

October	Saturday	8		ELECTION DAY
	Tuesday	11	9.30am	Hearings Panel
	Wednesday	19	9.00am	Induction Day
	Wednesday	26	2.00pm	Inaugural Council Meeting
	Monday	31	2.00pm	Inaugural Vincent Community Board

November	Tuesday	1	2.00pm	Inaugural Cromwell Community Board
	Wednesday	2	2.00pm	Inaugural Teviot Valley Community Board
	Thursday	3	2.00pm	Inaugural Maniototo Community Board
	Tuesday	8	9.30am	Hearings Panel
	Wednesday	9	10.30am	Council
	Wednesday	16	9.00am	Council Workshop
	Tuesday	22	2.00pm	Vincent Community Board
	Tuesday	22	10.00am	Sport NZ Assessment Committee
	Thursday	24	2.00pm	Teviot Valley Community Board
	Tuesday	29	2.00pm	Cromwell Community Board

December	Thursday	1	2.00pm	Maniototo Community Board
	Friday	2	9.30am	Audit and Risk Committee
	Tuesday	13	9.30am	Hearings Panel
	Wednesday	14	10.30am	Council

Holiday Dates 2022
New Year’s Day Observance	Monday	3 January
Day After New Year’s Holiday Observance	Tuesday	4 January
Waitangi Day Observance	Monday	7 February
Otago Anniversary Day	Monday	21 March
Good Friday	Friday	15 April
Easter Monday	Monday	18 April
ANZAC Day	Monday	25 April
Queen’s Birthday	Monday	6 June
Matariki	Friday	24 June
Labour Day	Monday	24 October
Christmas Day Observance	Monday	26 December
Boxing Day Observance	Tuesday	27 December

Executive Committees are on an as required basis.

Council meeting

3 November 2021

Meeting	Report Title	Resolution No	Resolution	Officer	Status
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.	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 Trust 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. 08 Sep 2021 Awaiting the outcome of the Youth Trust's application with external funder, Transpower. Application outcome due end of September. 13 Oct 2021 Youth Trust funding application was successful. All agreements are executed. MATTER CLOSED.
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. 08 Sep 2021 Tarras Depot - lease document with Council's lawyer to under take a final review. Omakau Depot - awaiting FENZ's review of draft documentation. 13 Oct 2021 Tarras Depot – Final review completed. Lease document with FENZ for signing. Omakau Depot – Lease document is with Council's lawyers to review.
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	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 08 Sep 2021 Issues and Options for review of Residential Chapter drafted; submissions on GIS mapping plan change closed - 3 in support so no hearing required; ePlan testing complete with mapping being updated and incorporated; engagement with affected landowners is upcoming as part of Industrial Chapter Review. 18 Oct 2021 Residential chapter being drafted; ePlan mapping underway; Industrial Zone changes to be notified.
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.	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. 08 Sep 2021 Cromwell Bike Park committee to undertake a usage study of the toilet facilities at the site in summer to reflect peak usage - ON HOLD
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.	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. 08 Sep 2021 No further progress. 18 Oct 2021 Investigation of request for extension of junior playground at Pioneer Park and report for consideration on hold until closer to a future annual or long-term plan. ON HOLD.
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.	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. 08 Sep 2021 No further progress. 18 Oct 2021 No further progress on requested report considering IceInLine's Long-Term Plan (LTP) submission.
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.	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. 08 Sep 2021 Additional information not yet received from MTI. 18 Oct 2021 Additional information not yet received from MTI, and unable to progress until then. ON HOLD.
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.	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. 09 Sep 2021 No further update until July 2022, when funds are due to be released.
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.	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. 08 Sep 2021 Funding not yet requested. 18 Oct 2021 Roxburgh Pool funding request not yet received, and unable to progress until then. ON HOLD.
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.	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. 08 Sep 2021 No further progress. 18 Oct 2021 No further progress on requested report considering filling the ice rink in the Maniototo with water and adding planting and walkways nearby.
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.	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. 07 Sep 2021 Due to COVID-19 alert level restrictions, the planned meeting in early September did not go ahead. Staff are currently working with Aukaha to reschedule and an update will be provided once this meeting has occurred. 13 Oct 2021 Negotiations are progressing and Aukaka will provide a first draft of an agreement following the CEO's return from medical leave.
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. 17 Aug 2021 Working alongside the Menz Shed to prepare an appropriate lease 08 Sep 2021 Lease document being finalised. 18 Oct 2021 Lease document still being finalised.
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 09 Sep 2021 LTO being prepared. 18 Oct 2021 LTO sent to club for signing.
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. 08 Sep 2021 Hearings Panel to meet remotely on 14 September. 18 Oct 2021 Following the Hearings Panel meeting on 14 September 2021, Council will consider a report on this matter at its 3 November 2021 meeting. MATTER CLOSED.
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. 08 Sep 2021 Applicant informed of decision. Site pegged by surveyor. Lease document being prepared. 18 Oct 2021 Lease document being prepared.
11/08/2021	Draft Vincent Spatial Plan Engagement Document	21.6.2	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	Principal Policy Planner	16 Aug 2021 Action Memo sent to report writer. 08 Sep 2021 Public consultation currently underway. 18 Oct 2021 Engagement on draft spatial plan has now closed. Feedback being considered and once complete a report on the matter will be presented to Council.
11/08/2021	Central Otago District Council Submission on Proposed Otago Regional Policy Statement	21.6.3	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.	Principal Policy Planner	16 Aug 2021 Action Memo sent to report writer. 08 Sep 2021 Response lodged on 3 September. 18 Oct 2021 MATTER CLOSED
11/08/2021	Cromwell Aerodrome - Refueling Facility	21.6.6	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.	Property Officer	16 Aug 2021 Action Memo sent to report writer. 08 Sep 2021 Applicant informed of decision. Site meeting upcoming to finalise fuel tank position. Licence to Occupy (LTO) being drafted. 18 Oct 2021 Site meeting was held with applicant to discuss fuel tank location. Applicant will provide full proposal to inform drafting of LTO.
11/08/2021	WoolOn 2021 Event Request for Grant	21.6.7	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 district general reserves	Media and Marketing Manager	16 Aug 2021 Action Memo sent to report writer. 06 Sep 2021 Correspondence including details on discussion points, resolution, and invoicing instructions emailed 6 Sept 2021 to applicant. 14 Oct 2021 Grant not yet uplifted. Staff have emailed committee requesting written confirmation of plans - i.e. rescind / not uplift or uplift and complete report back.
11/08/2021	Naseby Water Supply	21.6.11	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.	Executive Manager - Infrastructure Services	16 Aug 2021 Action Memo sent to report writer. 09 Sep 2021 Clarifier being tendered. Investment Logic Map workshop for Maniototo water supplies scheduled for 18th October. 14 Oct 2021 No change.
11/08/2021	Rural Networks South Island rent review.	21.6.14	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.	Statutory Property Officer	16 Aug 2021 Action Memo sent to report writer. 08 Sep 2021 Company invoiced in accordance with resolution. Agreements forwarded to lessee for execution. 27 Sep 2021 Majority of backdated charges since paid, license agreements being refined. 12 Oct 2021 Refinement of licence agreements almost complete.
22/09/2021	Council Community Grant Applications 2021-24 Financial Year	21.7.2	That the Council A. Receives the report and accepts the level of significance. B. Considers the following applications: i. Central Otago Health Inc to cover administration costs 2021/22 Requested: $7,556 Approve: $7,556 2022/23 Requested: $7,556 Decline: $0 2023/24 Requested: $7,556 Decline: $0 ii. Central Otago Heritage Trust to cover operational costs 2021/22 Requested: $40,000 Approve: $40,000 2022/23 Requested: $45,000 Decline: $0 2023/24 Requested: $50,000 Decline: $0 iii. Central Otago District Arts Trust to cover operational costs 2021/22 Requested: $47,488.10 Approve: $31,250 2022/23 Requested: $67,926.47 Decline: $0 2023/24 Requested: $63,458.16 Decline: $0 iv. Life Education Trust Heartland to cover operational costs in Central Otago 2021/22 Requested: $5,000 Approve: $3,000 2022/23 Requested: $5,000 Decline: $0 2023/24 Requested: $5,000 Decline: $0 v. Sport Otago for Sport Central operational costs in Central Otago 2021/22 Requested: $48,000 Approve: $41,549 2022/23 Requested: $48,960 Decline: $0 2023/24 Requested: $49,960 Decline: $0 vi. Sport Central for annual sports awards 2021/22 Requested: $1,000 Decline: $0 2022/23 Requested: $1,000 Decline: $0 2023/24 Requested: $1,000 Decline: $0	Community Development Officer	27 Sep 2021 Action memo sent to the Community Development Officer and to Finance 06 Oct 2021 All applicants have been notified of the outcome of their application and successful applicants have all sent through invoices. - CLOSED
22/09/2021	District Museum Function	21.7.3	That the Council A. Receives the report and accepts the level of significance. B. Notes eight sector-led models were considered and analysed to provide the delivery of the district museum function. C. Notes a sector-led trust model is likely to be the most effective mechanism to deliver the district museum function. D. Endorses the establishment of a new sector museum trust to deliver the district museum function. E. Approves a portion of the $50,000 allocated to this function is retained for staff to facilitate the establishment of the trust by paying legal fees to review the trust deed and establishing the new trust. F. Authorises the Chief Executive Officer to enter into a performance agreement with the new entity upon which overall delivery will be measured against. G. Approves on the evidence of the establishment of the trust and the signing of the performance agreement the remaining balance of the $50,000 is transferred to this new entity. H. Approves that council will have active involvement in the trust with the appointment by the Chief Executive Officer of one staff member as a council representative on the trust. I. Approves that the district museum function will be delivered by the new trust for a trial period of two years with regular reporting to council on progress and delivery. J. Notes that any decision regarding funding beyond the two-year period will be considered under the museum investment framework soon to begin.	Senior Strategy Advisor	27 Sep 2021 Action memo sent to the Senior Policy Advisor and to Finance 18 Oct 2021 Outcome communicated to the Museum sector. Sector have contacted a lawyer and begun the process of formalising the Central Otago Museums Trust.
22/09/2021	Next Stages of Three Waters Service Delivery Reform	21.7.4	That the Council A. Receives the report and accepts the level of significance. B. Notes the Government’s 30 June and 15 July 2021 Three Waters Reform announcements C. Notes officer’s advice on the accuracy of the information provided to Council in June and July 2021 as a result of the RFI and WICS modelling processes. D. Notes officer’s analysis of the impacts of the Government’s proposed three water service deliver model on the Central Otago community and its wellbeing, including the impacts on the delivery of water services and water related outcomes, capability and capacity, Central Otago District Council’s sustainability (including rate impact, debt impact, and efficiency). E. Notes the analysis of three waters service delivery options available to Council at this time provided in this report. F. Notes that a decision to support the Government’s preferred three waters service delivery option is not lawful (would be ultra vires) at present due to section 130 of the Local Government Act 2002 (LGA), which prohibits Council from divesting its ownership or interest in a water service except to another local government organisation, and what we currently know (and don’t know) about the Government’s preferred option. G. Notes that Council cannot make a formal decision on a regional option for three waters service delivery without doing a Long-term plan amendment and ensuring it meets section 130 of the LGA. H. Notes that the Government intends to make further decisions about the three waters service delivery model after 30 September 2021. I. Notes that it would be desirable to gain an understanding of the community’s views once Council has further information from the Government on the next steps in the reform process. J. Requests the CEO to give feedback to the Government on the following changes to the Government’s proposal:  Entrenching protections against privatisation in legislation in such a manner that these cannot be overturned by a simple majority of parliament.  Requirements for entities to develop strong relationships with councils in respect to planning for growth  Legislative requirements to use growth projections and spatial plans as a basis for planning for future growth, with 30 year plans which demonstrate that capacity requirements for growth have been incorporated into forward work planning.  That the entities be required to implement a funding mechanism similar to development contributions to enable cumulative effects of growth to be funded in an equitable manner across the entity area.  Establishment of a water ombudsman, as well as further legislative mechanisms that ensure consumer rights.  Legislative requirement for standardised pricing for baseline services that is a level of service that meets minimum compliance requirements irrespective of location.  That service levels higher than baseline could be paid for by the specific community who receives that benefit  Government review the rating legislation around the 30% uniform annual charges cap. This will need to be reviewed with consideration given to increasing the cap to possibly 40%. Alternatively, Central Government may need to consider funding rating reviews for all councils that will breach the 30% cap under the current regime.  That certainty be provided to local providers and contractors to ensure there is no negative financial or economic impact on local economies.  Competency-based non-iwi appointments to the representative group should reflect the community in which they deliver services to (such as rural and urban representatives). Individuals who have local government experience (such as former mayors and local government staff) should be eligible for appointment. K. Notes that the Chief Executive will report back once they have received further information and guidance from Government, LGNZ and Taituarā on what the next steps look like and how these should be managed. L. In noting the above, agrees it has given consideration to sections 76, 77, 78, and 79 of the Local Government Act 2002 and in its judgment considers it has complied with the decision- making process that those sections require (including, but not limited to, having sufficient information and analysis that is proportionate to the decisions being made).	Executive Manager - Infrastructure Services	27 Sep 2021 Action memo sent to the Executive Manager - Infrastructure and the Chief Executive Officer 13 Oct 2021 The 8 week period has ended and the local government sector is waiting to hear from the government on next steps. MATTER CLOSED
22/09/2021	Ripponvale Water Supply	21.7.5	That the Council A. Receives the report and accepts the level of significance. B. Notes the revised programme of work on the Ripponvale Water Supply Scheme. C. Agrees that Fulton Hogan are engaged to undertake the work as a variation to the maintenance contract. D. Notes that $300,000 of the upgrade is funded through Stimulus Funding. E. Notes that stimulus funded work must be complete by 30 March 2022.	Water Services Manager	27 Sep 2021 Action memo sent to the Water Services Manager and to Finance 14 Oct 2021 Work underway. MATTER CLOSED
22/09/2021	Procurement for Three Waters Stimulus Projects	21.7.6	That the Council A. Receives the report and accepts the level of significance. B. Notes the update on the Three Water Stimulus programme of work. C. Rescinds the decision to run an open tender for the stimulus funded falling main project and Manuherekia pipe crossing (Part of Resolution 21.2.15B). D. Agree that remaining work to be funded with water stimulus funding be undertaken as a variation to the Water Services Maintenance Contract.	Infrastructure Finance Officer	27 Sep 2021 Action memo sent to the Infrastructure Financial Officer and to Finance 14 Oct 2021 Procurement undertaken. MATTER CLOSED.
22/09/2021	Recycling cost increases	21.7.7	That the Council A. Receives the report and accepts the level of significance. B. Approves a budget increase of $30,000 from general reserves for processing of recycling at the Frankton materials recovery facility.	Environmental Engineering Manager	27 Sep 2021 Action memo sent to the Environmental Engineering Manager and to Finance. 14 Oct 2021 MATTER CLOSED.
22/09/2021	Appointment of a consultant for the development and tender of Council's Waste Contract	21.7.8	That the Council A. Receives the report and accepts the level of significance. B. Approves the direct appointment of Morrison Low for the development and tender of Council’s waste services contract.	Environmental Engineering Manager	27 Sep 2021 Action memo sent to the Envirnmental Engineering Manager. 14 Oct 2021 Morrison Low appointed. MATTER CLOSED.
22/09/2021	Road Renaming Approval Report - Portion of Ferraud Street	21.7.10	That the Council A. Receives the report and accepts the level of significance. B. Renames a portion of Ferraud Street to Seaton Street.	Roading Administration Assistant	27 Sep 2021 Action memo sent to the Roading Administration Assistant. 14 Oct 2021 Road renamed. MATTER CLOSED.
22/09/2021	Proposed Road Stopping - Unnamed Road off Tarras-Cromwell Road	21.7.11	That the Council A. Receives the report and accepts the level of significance. B. Approves the proposal to stop approximately 430 square metres (the western end) of the unnamed unformed road off Tarras – Cromwell Road as shown in figure 4, subject to: - Public notification and advertising in accordance with the Local Government Act 1974. - No objections being received within the objection period. - The land being exchanged for an easement (in gross) in favour of the Central Otago Queenstown Trails Network Trust over the area marked “1” in figure 2. - The land being amalgamated with Record of Title OT365/40 (Section 1636R Block III Tarras Survey District). - The Central Otago Queenstown Trails Network Trust paying all other costs associated with the stopping. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.	Statutory Property Officer	27 Sep 2021 Action memo sent to the Statutory Property Officer. 12 Oct 2021 Applicant advised of outcome. Works to be managed externally. MATTER CLOSED.
22/09/2021	Plan Change 18 Cromwell Industrial Resource Area Extension	21.7.12	That the Council A. Receives the report and accepts the level of significance. B. Recommends that Plan Change 18 be notified and processed in accordance with the First Schedule to the Resource Management Act 1991.	Principal Policy Planner	27 Sep 2021 Action memo sent to the Principal Policy Planner 18 Oct 2021 Plan Change prepared.
22/09/2021	Cromwell Town Centre Project Structure	21.7.14	That the Council A. Receives the report and accepts the level of significance. B. Approves the project structure and programme. C. Approves appointment of recommended Cromwell Community Board member to the Advisory Group. D. Appoints Nigel McKinlay to the Advisory Group.	Property and Facilities Manager	27 Sep 2021 Action memo sent to the Property and Facilities Manager. 19 Oct 2021 Project Advisory Group (PAG) formed. Discussions continue with external stakeholder group, who will confirm their chosen representatives.
22/09/2021	Request for Minister of Conservation's consent to granting of easement over Local Purpose Reserve [PRO 61-2067-E1]	21.7.15	That the Council A. Receives the report and accepts the level of significance. B. Agrees to grant the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Section 1 Survey Office Plan 496959 and Section 1 Block XXXVIII Town of Alexandra (Local Purpose (Cemetery) Reserve) to Aurora Energy Limited.	Statutory Property Officer	27 Sep 2021 Action memo sent to the Statutory Property Officer. 12 Oct 2021 Applicant advised of outcome. Works to be managed externally. MATTER CLOSED.
22/09/2021	Request for Minister of Conservation's consent to the granting of a grazing lease over recreation reserve [PRO: 65-7040-L10]	21.7.16	That the Council A. Receives the report and accepts the level of significance. B. Agrees to grant the consent of the Minister of Conservation (under delegated authority), to Council granting a grazing lease over 4500 square metres of Part Section 181 Block II Teviot Survey District being part of the Roxburgh Recreation Reserve.	Statutory Property Officer	27 Sep 2021 Action memo sent to the Statutory Property Officer. 12 Oct 2021 Applicant advised of outcome. MATTER CLOSED.
22/09/2021	Carry-forwards from 2020/21 and Forecast Changes for the 2021/22 Financial Year	21.7.17	That the Council A. Receives the report and accepts the level of significance. B. Authorises carry-forwards to complete 2020/21 capital projects of $23.3 million, as per Appendix 1 in the report. C. Authorises Health and Safety to use $15,305 of District Reserves, being funding received in 2020/21 financial year, as per Appendix 2 in the report. D. Authorises $30,223 use of District Reserves arising from the Libraries Partnership Programme Grant of $50,138 received in the 2020/21 financial year, as per Appendix 3 in the report. E. Authorises $44,365 use of District Reserves from funding received in 2020/21 financial year across the four libraries to complete this year’s planned works, as per Appendix 4 in the report. F. Authorises the Roading activity to use $600,000 of District Reserves from funding received in 2020/21 for the Clyde River Park access road and to support the Tourism Infrastructure Funding (TIF) as per Appendix 5 in the report. G. Authorises the use of $8,000 from the Maniototo General Reserves to complete the oval irrigation as per Appendix 6 in the report. H. Authorises $11,702 of Vallance Cottage Reserves be used to complete 2020/21 programme of work as per Appendix 7 in the report. I. Authorises $40,000 of Central Stories Reserves to complete 2020/21 maintenance programme as per Appendix 8 in the report. J. Authorises the CEO to use $180,000 of District Reserves from funding received in 2020/21 financial year, to continue with the organisational and cultural leadership as per Appendix 9 in the report. K. Authorises $35,000 from District Reserves to progress the museum sector work from funding not used in 2020/21 that transferred into district reserves as per Appendix 10 in the report. L. Authorises the use of $37,500 of District Reserves for an already externally funded shared resource of an Inland Economic Development Advisor as per Appendix 11 in the report. M. Authorises the use of $50,000 of district reserves, required to meet the Welcoming Communities position expenditure, as per Appendix 12 in the report.	Management Accountant	27 Sep 2021 Action memo sent to the Corporate Accountant, the Finance Manager and the Executive Manager - Corporate Services. 27 Sep 2021 A revised budget for the financial year 2021/22 including carry-forwards from 2020/21 and forecast budget changes have been actioned to reflect the new financial year. CLOSED
22/09/2021	Appointment of Hearings Panel Alternatives	21.7.18	That the Council A. Receives the report and accepts the level of significance. B. Appoints Cr Ian Cooney to join Cr Neil Gillespie, Cr Stephen Jeffery and Cr Martin McPherson as the Central Otago District Council’s Hearings Panel. Cr Cooney is appointed as the alternate member of the Panel who may be called upon in situations of absence or conflicts of interest. C. Appoints Cr Stephen Jeffery as the alternative Chair of the Hearings Panel, subject to Cr Jeffery receiving Chair accreditation.	Governance Manager	27 Sep 2021 Action memo sent to the Governance Manager and the Planning Manager. 04 Oct 2021 COMPLETED - Appointments noted.
22/09/2021	Next Stages of Three Waters Service Delivery Reform	21.7.4	That the Council A. Receives the report and accepts the level of significance. B. Notes the Government’s 30 June and 15 July 2021 Three Waters Reform announcements C. Notes officer’s advice on the accuracy of the information provided to Council in June and July 2021 as a result of the RFI and WICS modelling processes. D. Notes officer’s analysis of the impacts of the Government’s proposed three water service deliver model on the Central Otago community and its wellbeing, including the impacts on the delivery of water services and water related outcomes, capability and capacity, Central Otago District Council’s sustainability (including rate impact, debt impact, and efficiency). E. Notes the analysis of three waters service delivery options available to Council at this time provided in this report. F. Notes that a decision to support the Government’s preferred three waters service delivery option is not lawful (would be ultra vires) at present due to section 130 of the Local Government Act 2002 (LGA), which prohibits Council from divesting its ownership or interest in a water service except to another local government organisation, and what we currently know (and don’t know) about the Government’s preferred option. G. Notes that Council cannot make a formal decision on a regional option for three waters service delivery without doing a Long-term plan amendment and ensuring it meets section 130 of the LGA. H. Notes that the Government intends to make further decisions about the three waters service delivery model after 30 September 2021. I. Notes that it would be desirable to gain an understanding of the community’s views once Council has further information from the Government on the next steps in the reform process. J. Requests the CEO to give feedback to the Government on the following changes to the Government’s proposal:  Entrenching protections against privatisation in legislation in such a manner that these cannot be overturned by a simple majority of parliament.  Requirements for entities to develop strong relationships with councils in respect to planning for growth  Legislative requirements to use growth projections and spatial plans as a basis for planning for future growth, with 30 year plans which demonstrate that capacity requirements for growth have been incorporated into forward work planning.  That the entities be required to implement a funding mechanism similar to development contributions to enable cumulative effects of growth to be funded in an equitable manner across the entity area.  Establishment of a water ombudsman, as well as further legislative mechanisms that ensure consumer rights.  Legislative requirement for standardised pricing for baseline services that is a level of service that meets minimum compliance requirements irrespective of location.  That service levels higher than baseline could be paid for by the specific community who receives that benefit  Government review the rating legislation around the 30% uniform annual charges cap. This will need to be reviewed with consideration given to increasing the cap to possibly 40%. Alternatively, Central Government may need to consider funding rating reviews for all councils that will breach the 30% cap under the current regime.  That certainty be provided to local providers and contractors to ensure there is no negative financial or economic impact on local economies.  Competency-based non-iwi appointments to the representative group should reflect the community in which they deliver services to (such as rural and urban representatives). Individuals who have local government experience (such as former mayors and local government staff) should be eligible for appointment. K. Notes that the Chief Executive will report back once they have received further information and guidance from Government, LGNZ and Taituarā on what the next steps look like and how these should be managed. L. In noting the above, agrees it has given consideration to sections 76, 77, 78, and 79 of the Local Government Act 2002 and in its judgment considers it has complied with the decision- making process that those sections require (including, but not limited to, having sufficient information and analysis that is proportionate to the decisions being made).	Chief Executive Officer	27 Sep 2021 Action memo sent to the Executive Manager - Infrastructure and the Chief Executive Officer 13 Oct 2021 The 8 week period has ended and the local government sector is waiting to hear from the government on next steps. MATTER CLOSED

Vincent Community Board Minutes

11 October 2021

Unconfirmed

MINUTES OF A mEETING OF THE Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed on microsoft teams ON Monday, 11 October 2021 COMMENCING AT 2.02 pm

PRESENT: Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms A Robinson, Ms S Stirling-Lindsay (via Microsoft Teams)

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), P Penno (Community and Engagement Officer), D Rushbrook (General Manager, Tourism Central Otago), A Mason (Media and Marketing Manager), N Aaron (Community Grants Officer), L Stronach (Statutory Property Officer), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Nigel Smellie – Alexandra Blossom Festival

Mr Smellie from Alexandra Blossom Festival spoke in support of their application to retain their hardship grant before responding to questions.

Roy Noble - Transpower

Mr Noble from Transpower gave an update on the Clutha and Upper Waitaki Lines Project before responding to questions.

Adrian Morgan – Otago County Cricket Association

Mr Morgan from the Otago County Cricket Association spoke in support of their application for a community grant before responding to questions.

Tony Lepper – Earnscleugh Irrigation Company

Mr Lepper from the Earnscleugh Irrigation Company spoke in support of their application for a community grant before responding to questions.

Marnie Kelly – Historic Clyde Incorporated

Ms Kelly from Historic Clyde Incorporated spoke in support of their application for a community grant before responding to questions.

Kylie Nixon – Galloway Hall Committee

Ms Nixon from the Galloway Hall Committee spoke in support of their application for a community grant before responding to questions.

Jimmy Martin – Puna Rangitahi

Mr Martin from Puna Rangatahi spoke in support of their application for a community grant before responding to questions.

Dianne Duncan – Alexandra and Districts Museum Incorporated

Ms Duncan from Alexandra and Districts Museum Incorporated spoke in support of their application for a community grant before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Garbutt

Seconded: Robinson

That the public minutes of the Vincent Community Board Meeting held on 31 August 2021 be confirmed as a true and correct record. It was noted that subsequent to the meeting, the amount available for promotional grants was corrected to be $41,000.

Carried

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Cr McPherson declared an interest in item 21.8.2. Ms Stirling-Lindsay declared an interest in items 21.8.2 and 21.8.3. Dr Browne and Ms Robinson noted that while they were the Board’s representatives for ADMI and KACB respectively, they were non-voting in their roles. Ms Robinson also noted that her partner had a link to the Bolder Inn portion of item 21.8.3 due to appearing in its promotional material.

5 Reports

Note: Cr McPherson declared an interest in item 21.8.2. He left the room and did not discuss or vote on the item. Ms Stirling-Lindsay declared an interest in item 21.8.2 and the Puna Rangitahi portion of item 21.8.3. She left the room for item 21.8.2 and did not discuss or vote on the item. For item 21.8.3 she did not discuss or vote on the Puna Rangitahi portion if the item.

Note: Mr Garbutt assumed the Chair

21.8.2 Alexandra Blossom Festival Request to retain promotion grant

To consider a request from Alexandra Blossom Festival Inc. to retain the $26,000 hardship grant for the 2021 Blossom festival event infrastructure to reduce the loss incurred from the 2021 event cancellation.

Committee Resolution

Moved: Browne

Seconded: Robinson

That the Vincent Community Board

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

B. Declines the request from Alexandra Blossom Festival Inc. to retain the $26,000 grant previously approved to Blossom Festival 2021 event infrastructure – ref: VCB resolution 21.5.9.

C. Directs Alexandra Blossom Festival Inc. reimburse the uplifted grant in full to Central Otago District Council within one month of the Board decision, and that the reimbursed grant is made available to the next publicised contestable promotions grant funding round.

Carried

Note: Cr McPherson resumed the Chair.

21.8.3 Vincent Community Board Community Grant Applications 2021-24 Financial Year

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Vincent Community Board General Grants fund and to determine the grant allocation of each applicant.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the Vincent Community Board

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

B. Agrees to withhold any grant funding for years beyond year one until the conclusion of the Grant Policy Review in November 2021.

Carried

Committee Resolution

Moved: Garbutt

Seconded: Claridge

C. Approves a community grant for Alexandra and Districts Youth Trust to cover rent costs.

2021/22 Requested: $6,000 Approve: $6,000

2022/23 Requested: $6,000 Decline $0

2023/24 Requested: $6,000 Decline: $0

Carried

Committee Resolution

Moved: Garbutt

Seconded: Claridge

D. Declines a community grant for Bolder Inn to cover CCTV, uniforms and equipment.

2021/22 Requested: $10,003 Decline: $0*

*Undertake a rent review through the Community Leasing and Licensing Policy

Carried

Committee Resolution

Moved: Garbutt

Seconded: Browne

E. Approves a community grant for Earnscleugh Community Society Inc for operational costs.

2021/22 Requested: $1,500 Approve: $1,500

2022/23 Requested: $1,500 Decline: $0

2023/24 Requested: $1,500 Decline: $0

Carried

After discussion it was agreed that although the proposal was a worthy venture, as a private company, the applicant should carry out the work itself without ratepayer assistance.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

F. Declines a community grant for Earnscleugh Irrigation Company for Fraser River / Otewhata Riparian Enhancement Plan.

2021/22 Requested: $24,375 Decline: $0

2022/23 Requested: $24,375 Decline: $0

Carried

Committee Resolution

Moved: Browne

Seconded: Robinson

G. Approves a community grant for Galloway Hall for operational costs and hall maintenance.

2021/22 Requested: $10,000 Approve: $5,000

2022/23 Requested: $5,000 Decline: $0

2023/24 Requested: $3,000 Decline: $0

Carried

Committee Resolution

Moved: Browne

Seconded: Cooney

H. Approves a community grant to Haehaeata Natural Heritage Trust for Clyde Railhead Community Eco Nursery Improvements.

2021/22 Requested: $5,450 Approve: $5,450

Carried

Committee Resolution

Moved: McPherson

Seconded: Claridge

I. Declines a community grant for Historical Clyde Inc for a public art sculpture.

2021/222 Requested: $28,500 Decline: $0

Carried

After discussion it was agreed that Central Stories should be supported by the Board and that they should receive $80,000 in total, less the money they had received from the hardship grant.

Committee Resolution

Moved: Browne

Seconded: Garbutt

J. Approves a community grant for Alexandra District Museum Inc to cover operational costs for the museum and the art gallery.

2021/22 Requested: $125,000 Approve: $61,758

2022/23 Requested: $125,000 Decline: $0

2023/24 Requested: $125,000 Decline: $0

Carried with Cr Cooney recording his vote against

After discussion it was agreed that the project was a commercial venture and that funds could be raised from other potential users of the scoreboard.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Garbutt

K. Declines a community grant for Otago Country Cricket for an electronic scoreboard at Molyneux Park

2021/22 Requested: $25,000 Decline: $0

Carried with Cr Cooney recording his vote against

Committee Resolution

Moved: Browne

Seconded: Garbutt

L. Approves a grant for the Shaky Reserve Group for a water connection including a provision that a Memorandum of Understanding will be signed between Council and Keep Alexandra Clyde Beautiful for any works carried out on Council land.

2021/22 Requested: $9,393 Approve: $9,393

Carried

During discussion, Keep Alexandra Clyde Beautiful’s reserve levels were noted and it was agreed that due to demand on the funds, the amount granted would be reduced from what was recommended.

Committee Resolution

Moved: Garbutt

Seconded: Robinson

M. Approves a community grant for Keep Alexandra Clyde Beautiful for beautification projects including a provision that a Memorandum of Understanding will be signed between Council and Keep Alexandra Clyde Beautiful for any works carried out on Council land.

2021/22 Requested: $8,475 Approve: $2,500

Carried

Committee Resolution

Moved: McPherson

Seconded: Claridge

N. Approves a community grant for the Salvation Army for consent fees required to move a glass house.

2021/22 Requested: $297 Approve: $297

Carried

Committee Resolution

Moved: McPherson

Seconded: Browne

O. Declines a community grant for Ophir Welfare Committee for Ophir pool operational costs.

2021/22 Requested: $1,500 Decline: $0

2022/23 Requested: $1,500 Decline: $0

2023/24 Requested: $1,500 Decline: $0

Carried

After discussion it was agreed that that the Alexandra Community Advice Network played a key role in the community and that the Board should support them as much as was possible.

Committee Resolution

Moved: McPherson

Seconded: Robinson

P. Approves a community grant for the Alexandra Community Advice Network to cover administration costs.

2021/22 Requested: $5,000 Approve: $4,000

2022/23 Requested: $5,000 Decline: $0

2023/24 Requested: $5,000 Decline: $0

Carried

21.8.4 Proposal to Reclassify Area of Alexandra Town Belt (PRO: 61-2000-00)

To consider reclassifying part of Lot 8 Deposited Plan 429123 being part of the Alexandra Town Belt/Recreation Reserve as Local Purpose (Water Reservoir) Reserve, to facilitate the construction of a new water reservoir.

Committee Resolution

Moved: Cooney

Seconded: Claridge

That the Vincent Community Board

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

B. Agrees to:

1. Reclassify approximately 250 square metres of Lot 8 Deposited Plan 492123 being part of the Alexandra Town Belt/Recreation Reserve, as Local Purpose (Water Reservoir) Reserve.

2. To extend designation 20 (subject to the process under the Resource Management Act 1991) to include the newly reclassified area.

Subject to:

· Public consultation in accordance with the Reserves Act 1977.

· The consent of the Minister of Conservation.

· The costs being met by the Alexandra Northern Reservoir Capital Project.

· The Chief Executive approving the final tank/reservoir design and survey boundaries.

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

Carried

21.8.5 2022 Meeting Schedule

To approve a schedule of Vincent Community Board meetings for 2022.

Committee Resolution

Moved: McPherson

Seconded: Browne

That the Vincent Community Board

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

B. Adopts the proposed 2022 meeting schedule for the Vincent Community Board.

Carried

6 Mayor’s Report

21.8.6 Mayor's Report

His Worship the Mayor gave an update on recent activities and issues:

· Attended the opening of the Three Kings Cherries packing shed on Clyde Hill.

· Attended a meeting in Cambrians to discuss how the Water Services Act might effect small communities,

· Noted disappointment that the Blossom Festival didn’t go ahead, but reflected that it was the right call to cancel the event.

· Mentioned recent meeting with the new CEO of Business South.

· Attended the recent reopening of the Lauder Station house building in Lauder.

· Gave an update on current issues in the Three Waters space.

Committee Resolution

Moved: McPherson

Seconded: Browne

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

21.8.7 Chair's Report

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

· Discussed the meeting in Cambrians to discuss water issues.

· Gave an update on Three Waters issues

· Discussed the Blossom Festival and that it was a shame that it could not go ahead.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the report be received.

Carried

8 Members' Reports

21.8.8 Members' Reports

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

Ms Stirling-Lindsay reported on the following:

· Mentioned that the Blossom Festival has taken a lot of her time recently. Noted the committee’s work.

· Noted issues around vaping and working with the Central Otago Drugs and Alcohol group and developing vaping policies, especially for the high school and for bus companies.

· Attended meetings with the Waitaki Safer Communities Group, looking at reduction of drug and alcohol harm within communities.

· Noted being part of the campaign for this year’s Blood and Leukaemia Foundation week.

Dr Browne reported on the following:

· Attended a REAP board meeting via Teams.

· Attended an ADMI meeting.

· Noted a number of U3A sessions had been cancelled due to alert level restrictions.

· Attended a meeting of the Manorburn Recreation Reserve.

· Attended a meeting and the AGM of the Central Otago and Districts Arts Trust.

· Noted that he had eaten a number of meals out in support of the Eat.Taste.Central campaign.

Ms Robinson reported on the following:

· Attended a meeting of the Vallance Cottage Working Group.

· Attended an Alexandra Community House meeting.

· Noted a meeting with Guardians of Lake Dunstan regarding their regeneration project from Deadmans Point to Lowburn.

· Noted the meeting at Vallance Cottage Reserve with Ray Wright regarding a proposed biodiversity boarder there.

· Mentioned attendance at a recent seminar in Queenstown given by Darren Rewi.

Councillor Claridge reported on the following:

· Attended the September Council meeting

· Noted that the restrictions on the funeral industry at the moment.

Councillor Cooney reported on the following:

· Attended pre-agenda meetings for Council.

· Sat in on the Hearing Panel meeting in September.

· Attended the September Council meeting.

Note: Dr Browne left the meeting at 4.38 pm.

Mr Garbutt reported on the following:

· Attended two meetings of the Central Otago Health Trust.

· Attended a Vallance Cottage Working Group meeting.

· Attended a Clyde Museum meeting.

· Attended a Dunstan Golf Club meeting.

· Gave a seminar at One Day School in Alexandra

· Noted that the Hospice Fundraiser was scheduled for March 2022

Committee Resolution

Moved: McPherson

Seconded: Robinson

That the report be received.

Carried

9 Status Reports

21.8.9 October 2021 Governance Report

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

Committee Resolution

Moved: McPherson

Seconded: Cooney

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 16 November 2021.

11 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Garbutt

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.8.10 - October 2021 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Note: Dr Browne returned to the meeting at 4.42 pm.

The public were excluded at 4.42 pm and the meeting closed at 4.47 pm.

Maniototo Community Board Minutes

14 October 2021

Unconfirmed

MINUTES OF A meeting of the Maniototo Community Board HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly AND LIVE STREAMED ON MICROSOFT TEAMS ON Thursday, 14 October 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: J Muir (Executive Manager - Infrastructure Services), J McCallum (Roading Manager), A Mason (Media and Marketing Manager), N Aaron (Community Development Officer), M Tohill (Communications Support) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

There was no public forum.

3 Condolences

The Chair referred to the death of Brian Tatam. Members stood and observed a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Harris

Seconded: Umbers

That the public minutes of the Maniototo Community Board Meeting held on 2 September 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

21.7.2 Promotion Grant Applications 2021 - 22 First Round

To consider promotion grant applications received to the first publicised round for year one of the Long Term Plan 2021 – 2031.

Committee Resolution

Moved: Umbers

Seconded: Helm

That the Maniototo Community Board

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

B. Declines a promotion grant to:

1. GRA210750614 Central Otago District Arts Trust – Cover to Cover events – graphic design

Year 1 LTP 2021/22 applied $485 $0 declined

Carried

21.7.3 Maniototo Community Board Community Grant Applications 2021-24 Financial Year

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Council general grants fund and to determine the grant allocation of each applicant.

After discussion it was agreed that Naseby Information and Craft Incorporated should continue to be funded by the Board. In the future staff would direct their application to the promotions grant round if it was more appropriate. It was also agreed that the Ida Valley Pool Trust should receive a grant, but that it be $2,500 in order to stay within budget.

Committee Resolution

Moved: Umbers

Seconded: Duncan

That the Maniototo Community Board

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

B. Approves a community grant for the following applications:

i. Ida Valley Pool Trust towards a permanent pool roof

2021/22 Requested: $10,000 Approve: $2,500

ii. Maniototo Early Settlers Association Inc towards operational costs

2021/22 Requested: $10,000 Approve: $8,332

2022/23 Requested: $10,000 Decline: $0

2023/24 Requested: $10,000 Decline: $0

iii. Naseby Information and Craft Inc towards operational costs

2021/22 Requested: $4,000 Approve: $4,000

2022/23 Requested: $4,000 Decline: $0

2023/24 Requested: $4,000 Decline: $0

Carried

21.7.4 Maniototo Bridge Update

To provide the Board with an update regarding the status of the Maniototo Bridges that are currently closed to traffic.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

21.7.5 2022 Meeting Schedule

To approve a schedule of Maniototo Community Board meetings for 2022.

Committee Resolution

Moved: Harris

Seconded: Duncan

That the Maniototo Community Board

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

B. Adopts the proposed 2022 meeting schedule for the Maniototo Community Board.

Carried

7 Mayor’s Report

21.7.6 Mayor's Report

His Worship the Mayor was not present at the meeting

8 Chair's Report

21.7.7 Chair's Report

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

· An update was given on the Christmas tree idea for Ranfurly.

· Noted a trip to Naseby to look at the area around the swimming dam. There is a possibility to tidy up the small dam next to the swimming dam to keep a reserve of fresh water in case of another significant rain event.

· Noted that glass crushing facility had opened in the district.

· Noted a discussion regarding the grading on Reserve Road and that residents of the road have been paying for grading. Staff would follow up on that.

· Noted the Broom being sprayed at present.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

9 Members' Reports

21.7.8 Members' Reports

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

Ms Umbers reported on the following:

· Attended the John Street playground consultation meeting. Mentioned that they were looking at equipment for older children as well for the playground

· Noted the repair of the lucerne fields in Ranfurly.

· Mentioned the width of the seal on the road in Tyrone Street, Ranfurly, by the hospital. Noted that there were a lot of heavy vehicles that use the road.

Mr Harris had nothing to report.

Mr Helm reported on the following:

· Noted that roads in the Maniototo had survived the winter well.

· Noted a lot of brown Broom around Maniototo and acknowledged the spraying programme.

· Noted phone calls regarding boil notices.

Councillor Duncan reported on the following:

· Attended a Council meeting. Noted a recent visit to Clyde.

· Noted the good repair of roads in the district and thanked staff for their work.

· Spoke on current issues in the Three Waters space.

· Noted the current COVID-19 situation.

· Noted the new owner of the Wedderburn pub.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

10 Status Reports

21.7.9 October 2021 Governance Report

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

Committee Resolution

Moved: Umbers

Seconded: Helm

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 18 November 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Umbers

Seconded: Harris

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.7.10 - October 2021 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 3.22 pm and the Meeting closed at 3.23 pm.

Cromwell Community Board Minutes

19 October 2021

Unconfirmed

MINUTES OF A mEETING OF THE Cromwell Community Board HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and live streamed on microsoft teams ON Tuesday, 19 October 2021 COMMENCING AT 2.00 pm

PRESENT: Ms A Harrison (Chair), Mr W Murray (Deputy Chair), Cr N Gillespie, Cr C Laws, Mr B Scott

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), S Righarts (Chief Advisor), G Robinson (Acting Executive Manager – Planning and Environment), P Penno (Community and Engagement Manager), N Aaron (Community Development Officer), D Penketh (Project Manager – Property) and W McEnteer (Governance Support Officer)

1 Apologies

ApologIES

Committee Resolution

Moved: Murray

Seconded: Laws

That the apologies received from Cr McKinlay and Mr Buchanan be accepted and that an apology for lateness from Cr Gillespie also be accepted.

Carried

2 Public Forum

Shona Rae – Cromwell Mini Golf

Ms Rae spoke about the lease for Cromwell Mini Golf that sits on the Big Fruit reserve.

Note: Cr Gillespie arrived at 2.06 pm.

Rhys Smith – Cromwell Youth Trust

Mr Smith from Cromwell Youth Trust spoke in favour of their community grant application before responding to questions.

Megan Phillips – Lake Dunstan Charitable Trust

Ms Phillips from Lake Dunstan Charitable Trust spoke in favour of their community grant application before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Scott

Seconded: Murray

That the public minutes of the Cromwell Community Board Meeting held on 7 September 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. Mr Murray and Cr Gillespie declared an interest in Lake Dunstan Charitable Trust portion of item 21.8.2.

5 Reports

Note: Mr Murray declared an interest in the Lake Dunstan Charitable Trust portion of item 21.8.2. He left the room and did not take part in discussion or voting on that portion of the item. Cr Gillespie also declared an interest in the Lake Dunstan Charitable Trust portion of item 21.8.2. In order to maintain quorum he remained at the table but abstained from voting on that portion of the item.

21.8.2 Cromwell Community Board Community Grant Applications 2021-24 Financial Year

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Council general grants fund and to determine the grant allocation of each applicant.

Committee Resolution

Moved: Harrison

Seconded: Gillespie

That the Cromwell Community Board

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

B. Agrees to withhold any grant funding for years beyond year one until the conclusion of the Grant Policy Review in November 2021

Carried

After discussion it was agreed that a grant should be provided for the purchase and location of the container and that the group should be encouraged to apply for further funding in the second round of grants, scheduled for 2022.

Committee Resolution

Moved: Laws

Seconded: Scott

C. Approves a community grant for Lake Dunstan Charitable Trust for a community tool shed dependent on permission and consents from LINZ for the cost of the container and the fitout of the container.

2021/22 Requested: $20,088.44 Approve: $8580

Carried with Cr Gillespie abstaining from the vote

After discussion it was agreed that this should not be included in the contestable grants process and that a rates rebate would be provided in accordance with their lease.

Committee Resolution

Moved: Gillespie

Seconded: Laws

D. Declines a community grant for Central Otago Motorcycle Club to cover the cost of their lease. The lease payment to be rebated in accordance with conditions of the lease.

2021/22 Requested: $23,000 Decline: $0

Carried

After discussion it was agreed that this should not be included in the contestable grants process and that a rates rebate would be provided in accordance with their lease. It was noted that they could apply for a promotions grant for additional support if required.

Committee Resolution

Moved: Murray

Seconded: Scott

E. Declines a community grant for Cromwell Speedway for operational expenses.

2021/22 Requested: $20,000 Decline: $0

Carried

After discussion it was agreed that the Board would consider supporting activities of the Trust, but not wages for staff. It was also noted that the Trust had ongoing assistance from the Board through a rebate on their rent.

Committee Resolution

Moved: Laws

Seconded: Gillespie

F. Declines a community grant for Cromwell Youth Trust salary costs for a youth worker.

2021/22 Requested: $60,000 Decline: $0

2022/23 Requested: $60,000 Decline: $0

2023/24 Requested: $60,000 Decline: $0

Carried

Committee Resolution

Moved: Murray

Seconded: Laws

G. Approves a community grant for Cromwell Rotary and Cromwell Lions for the St John House Build Resource Consent Fees.

2021/22 Requested: $4,937 Approve: $4,937

Carried

21.8.3 Cromwell Memorial Hall/Events Centre Design Procurement Process

To consider approval for delegation of authority to Council’s Chief Executive for awarding the Cromwell Memorial Hall/Events Centre design tender.

Committee Resolution

Moved: Scott

Seconded: Laws

That the Cromwell Community Board

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

B. Approves appropriate delegation of authority to Council’s Chief Executive for awarding the Cromwell Memorial Hall/Events Centre design tender, within the previously approved budget of $2,200,000.

Carried

21.8.4 2022 Meeting Schedule

To approve a schedule of Cromwell Community Board meetings for 2022.

Committee Resolution

Moved: Laws

Seconded: Murray

That the Cromwell Community Board

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

B. Adopts the proposed 2022 meeting schedule for the Cromwell Community Board.

Carried

6 Mayor’s Report

21.8.5 Mayor's Report

His Worship the Mayor gave an update on recent activities:

· Attended the AGM for Central Lakes Trust.

· Attended a meeting of the Central Otago Tourism Advisory Board.

· Attended a recent Mayoral Forum.

· Noted a recent meeting with the new CEO of Business South.

· Attended the Cromwell Friendship Group and gave a presentation on current issues in the Three Waters space.

· Attended coffee and chat sessions in Bannockburn, Cromwell and Tarras.

Committee Resolution

Moved: Gillespie

Seconded: Laws

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

21.8.6 Chair's Report

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

· Noted her fortnightly column in the Cromwell and District News.

· Attended an interview at Radio Central.

· Attended a meeting with Christchurch International Airport.

· Attended a meeting of the Cromwell Youth Trust.

· Attended a meeting of the Cromwell Museum Trust. Noted the upcoming display of a Chafer Beetle.

· Attended a meeting of Cromwell Rotary Club to give an update on the work that the Board was doing at present.

· Attended a meeting of the Hall Project Advisory Group.

· Noted that she was struggling to attend meetings as the Board liaison for Cromwell and Districts Promotions Group due to a regular clash of meetings. Mr Scott offered to replace her as the Board liaison for the group, which was accepted.

Committee Resolution

Moved: Harrison

Seconded: Murray

That the report be received.

Carried

8 Members' Reports

21.8.7 Members' Reports

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

Mr Murray reported on the following:

· Attended a meeting of the Cromwell Museum Trust. Noted that the museum has had an increased number of school groups through.

· Noted that there was ongoing problems with parking at Cornish Point with parking for the cycle trail.

· Attended a meeting of the Lake Dunstan Charitable Trust.

· Attended the Winning Ideas Night, hosted by Connect Cromwell.

· Noted his attendance at the Plan Change 14 hearings.

Councillor Laws reported on the following:

· Attended a Council meeting and updated Members on decisions from the meeting.

· Attended the AGM for Cromwell Community Trust. Noted that Leanne Fox is the new Chair and that Karen Palmer had accepted the role of manager on a permanent basis.

· Noted a recent trip with Cr McKinlay and His Worship to look at the waters races around the Falls Dam area.

· Attended the recent Audit and Risk meeting.

· Attended a meeting of the Cromwell Historic Precinct. Noted that the group were advocating for another toilet at the historic precinct. She also noted that the group were in the process of getting professional photos of McNaulty House to market it as a venue.

Councillor Gillespie reported on the following:

· Attended a meeting with Christchurch International Airport.

· Attended the recent Council meeting and gave an update on issues discussed.

· Noted that Council has given feedback to central government regarding its Three Waters proposals.

· Attended a recent Hearings Panel meeting.

· Attended a weekly radio interview on Radio Central.

Mr Scott reported on the following:

· Attended the AGM for the Cromwell Rowing Club.

· Watched the recent Council meeting via the live stream.

· Attended the AGM for Central Lakes Trust.

· Attended a meeting with the Central Lakes Equestrian Club.

· Attended the AGM for Lowburn Hall.

· Attended two webinars regarding Three Waters.

Committee Resolution

Moved: Murray

Seconded: Laws

That the report be received.

Carried

9 Status Reports

21.8.8 October 2021 Governance Report

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

Committee Resolution

Moved: Murray

Seconded: Gillespie

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 23 November 2021.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Scott

Seconded: Murray

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.8.9 - Minor Boundary Adjustment	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.8.10 - Request for funding approval Cromwell Menz Shed	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.8.11 - September 2021 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 3.36 pm and the meeting closed at 4.15 pm.

Teviot Valley Community Board Minutes

21 October 2021

Unconfirmed

MINUTES OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
ON Thursday, 21 October 2021 COMMENCING AT 2.02 pm

PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Cr S Jeffery

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), S Righarts (Chief Advisor), G Robinson (Acting Executive Manager – Planning and Environment), A Mason (Media and Marketing Manager), N Aaron (Community Development Officer), G Bailey (Parks and Recreation Manager), M Gordon (Parks Officer – Projects), L Stronach (Statutory Property Officer) M Tohill (Communications Assistant) and W McEnteer (Governance Support Officer)

1 Apologies

Apologies

Committee Resolution

Moved: Jeffery

Seconded: Feinerman

That the apologies received from Ms Aitchison and Mr Dalley be accepted.

Carried

2 Public Forum

Martin McPherson – Cherry Chaos

Mr McPherson spoke in favour of their application for a promotions grant before responding to questions.

Ann Hill and Douglas Dance – Roxburgh Brass Band

Ms Hill and Mr Dance spoke in favour of their application for an community grant before responding to questions.

Deborah Dons and Dierdre Perkins – Miller Flat Cavalcade

Ms Dons and Ms Perkins spoke in favour of their application for a promotions grant before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the public minutes of the Teviot Valley Community Board Meeting held on 9 September 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

21.8.2 Promotion Grant Applications 2021 - 22 First Round

To consider promotion grant applications received to the first publicised round for year one of the Long Term Plan 2021 – 2031.

After discussion it was agreed to fund $500 for Cherry Chaos from the promotions budget but to fund a grant to the Cavalcade Committee from the promotions specific reserve. That would leave money in the promotions budget for any possible applications in the second funding application round.

Committee Resolution

Moved: Jeffery

Seconded: Gunn

That the Teviot Valley Community Board

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

B. Declines a promotions grant for the Central Otago District Arts Trust.

GRA210750614 Central Otago District Arts Trust – Cover to Cover events – graphic design

Year 1 LTP 2021/22 applied $700 Decline: $0

C. Approves a promotions grant for Cavalcade Host Town Committee of $2,500 to be funded from the Roxburgh Promotions Reserve (7033) for marquee hire.

GRA210925282 The Cavalcade Host Town Committee Inc. - Millers Flat Cavalcade 2022

Year 1 LTP 2021/2022 applied $10,304 Approve: $2,500

D. Approves a promotions grant of $500 to be funded from the Teviot Valley Promotions budget for marketing and promotions costs.

GRA210804641 Teviot Prospects Cherry Chaos Event Management and Marketing

Year 1 LTP 2021/22 applied $2,000 Approve: $500

Year 2 LTP 2022/23 applied $2,000 Decline: $0

Year 3 LTP 2023/24 applied $2,000 Decline: $0

Carried

21.8.3 Teviot Valley Community Board Community Grant Applications 2021-24 Financial Year

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Teviot Valley Community Board General Grants fund and to determine the grant allocation of each applicant.

After discussion it was agreed to fund the brass band for the 2021/22 financial year the full amount requested as the group was a key part of the Teviot Valley community and should be supported as much as was possible.

Committee Resolution

Moved: Gunn

Seconded: Jeffery

That the Teviot Valley Community Board

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

B. Agrees to withhold any grant funding for years beyond year one until the conclusion of the Grant Policy Review in November 2021.

C. Approves a community grant for Roxburgh Pioneer Energy Brass Band to cover power, insurance and rates

2021/22 Requested: $2,000 Approve: $2,000

2022/23 Requested: $2,000 Decline: $0

2023/24 Requested: $2,000 Decline: $0

Carried

21.8.4 Proposed Road Stopping - Unnamed Road off Roxburgh East Road

To consider a proposal to stop part of an unnamed unformed road off Roxburgh East Road in accordance with the provisions of the Local Government Act 1974.

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the Teviot Valley Community Board

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

- Agrees to approve the proposal to stop the unnamed unformed road, and to legalise the existing formation of Roxburgh East Road as shown in figure 4 (Legalisation Plan) by:

Subject to:

- Public notification and advertising in accordance with the Local Government Act 1974.

- No objections being received within the objection period.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked ‘A’ to ‘D’ in figure 4 (Legalisation Plan).

- Council and the applicant sharing the survey costs.

- The applicant paying for the land at valuation, and all other costs associated with the stopping.

- The final survey plan being approved by the Chief Executive Officer.

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

Carried

21.8.5 Proposed Road Stopping (Partial Width) - Adjacent to 56 LADYSMITH Road

To consider a proposal to stop a portion of Ladysmith Road adjacent to 56 Ladysmith Road in accordance with the provisions of the Public Works Act 1981.

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the Teviot Valley Community Board

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

B. To recommend to Council to approve the proposal to stop an unformed portion of Ladysmith Road, being approximately 340 square metres as shown in figure 4, subject to:

- The applicant paying for the land at valuation as prescribed in the Public Works Act 1981.

- The applicant paying all other costs associated with the stopping.

- The land being amalgamated with the applicant’s Record of Title.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered on the applicant’s Record of Title.

- The final survey plan being approved by the Chief Executive Officer.

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

Carried

21.8.6 2022 Meeting Schedule

To approve a schedule of Teviot Valley Community Board meetings for 2022.

Committee Resolution

Moved: Gunn

Seconded: Feinerman

That the Teviot Valley Community Board

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

B. Adopts the proposed 2022 meeting schedule for the Teviot Valley Community Board.

Carried

6 Mayor’s Report

21.8.7 Mayor's Report

His Worship the Mayor gave an update on his activities since the last meeting:

· Attended a round of Coffee and Chat in the Teviot Valley.

· Attended the Roxburgh Business Breakfast meeting.

· Met the new CEO of Business South.

· Attended the AGM of Central Lakes Trust

· Noted that the Teviot Valley remains the lowest vaccinated area of the district.

· Gave an update on current Three Waters issues.

Committee Resolution

Moved: Gunn

Seconded: Jeffery

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

21.8.8 Chair's Report

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

· Attended a meeting of the Medical Services Trust.

· Met with Bob Barlin, Chair of Dunedin RSA and Mr Dalley regarding the future use of the plantation land in Roxburgh East.

· Attended a meeting of the Technical Reference Group for the NZ Battey Project.

· Attended a meeting of the Roxburgh Pool Committee.

· Attended a meeting of the Ida McDonald Charitable Trust. Noted the grants distributed from the Trust.

· Attended a site visit on Scotland Street, Roxburgh for some driveway entrances that had worn away. Noted that the driveways had been repaired and the job was completed.

· Attended the AGM of the Teviot Valley Rest Home. Noted that the meeting was well attended.

· Attended the AGM of the Roxburgh Medical Services Trust. Noted that the meeting was also well attended.

· Noted a trip out to Lake Onslow with Adrian Macy, Chair of the Technical Reference Group to have an informal look at landscape and the scale of the proposed project.

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the report be received.

Carried

8 Members' Reports

21.8.9 Members' Reports

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

Ms Feinerman reported on the following:

· Attended a meeting of the Roxburgh Pool Committee and gave an update on current activities of the group.

· Attended an Ida McDonald Trust meeting.

· Attended a meeting of the Teviot Valley Walkways Committee.

· Attended the Roxburgh Business Breakfast meeting.

· Attended a Teviot Valley website content meeting with Tourism Central Otago

· Noted a walk along the river trail from the bridge to Tweed Steet with Marie Gordon and Jim Wilson to price out a possible upgrade to the track.

· Attended a Teviot Prospects meeting.

Councillor Jeffery reported on the following:

· Attended a meeting of the Hearings Panel.

· Attended the weekly meetings of the Regional labour Chairs.

· Attended a pre-agenda meeting for the Economic Development and Community Facilities portfolio.

· Attended two Teviot Prospects meetings.

· Attended a Council meeting

· Attended two meetings of the Roxburgh Medical Services Trust.

· Attended a meeting of the Central Otago Labour Market Governance Group.

· Attended an Audit and Risk meeting.

· Attended the AGM of the Teviot Valley Rest Home.

· Attended the Roxburgh Business Breakfast meeting.

· Attended the AGM of the Roxburgh Medical Services Trust.

Committee Resolution

Moved: Jeffery

Seconded: Gunn

That the report be received.

Carried

9 Status Reports

21.8.10 September 2021 Governance Report

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

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 25 November 2021.

The Meeting closed at 3.29 pm.

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

CHAIR / /

Audit and Risk Committee Minutes

1 October 2021

UNCONFIRMED

MINUTES OF Central Otago District Council’s
Audit and Risk Committee
HELD IN Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra
ON Friday, 1 October 2021 AT 9.31 am

PRESENT: Ms L Robertson (Chair), His Worship the Mayor T Cadogan, Cr N Gillespie (via Microsoft Teams), Cr S Jeffery, Cr N McKinlay

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), L Fleck (Executive Manager People and Culture), S Righarts (Chief Advisor), A Crosbie (Senior Strategy Advisor), G Tetlow (Acting Information Services Manager), J McCallum (Roading Manager), A McDowall (Finance Manager), G McFarlane (Business Risk and Procurement Manager), R Williams (Governance Manager)

1 Apologies

An apology was received from Cr I Cooney.

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the public minutes of the Audit and Risk Committee Meeting held on 4 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 additional declarations of interest.

Note: The meeting adjourned at 9.37 am and reconvened at 9.46 am due to technical issues.

Note: Cr Gillespie joined the meeting at 9.46 am.

5 Reports for Information

Note: Matthew Wilson (National Council’s Regional Manager – Local Government Practice) and Deanna Macdonald (Operations Manager – Local Government Risk Practice) from Aon joined the meeting via Microsoft Teams for item 21.3.2.

Note: Cr Gillespie left the meeting at 9.59 am.

21.3.2 Insurance Update

To provide an overview on the status of Central Otago District Council insurances and the New Zealand insurance market.

The Business Risk and Procurement Manager, along with the representatives from Aon spoke to a presentation about Council’s insurance programme before responding to questions.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.3.3 Legislative Compliance Warrant of Fitness

To receive the 2021 Legislative Compliance Warrant of Fitness.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

Note: Cr Gillespie returned to the meeting at 10.37 am.

21.3.4 Policy and strategy register

To receive the updated Policy and Strategy Register. It was noted that the staff delegations manual had not been to the previous meeting as noted in the report and would be brought to the December meeting.

It was noted that soft reviews of policies that Audit and Risk had the responsibility for should be brought to the Committee.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.3.5 Audit NZ and Internal Audit Update

To provide an update on the status of the external and internal audit programme and any outstanding actions for completed internal and external audits.

Committee Resolution

Moved: Robertson

Seconded: McKinlay

That the Audit and Risk Committee receives the report.

Carried

21.3.6 Risk Register

To consider an update on the Risk Register.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.3.7 Protection of Information and Information Systems (Cyber Security) Policy and Standards soft review

To receive an update on the soft review carried out on the Protection of Information and Information Systems series of policies.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.3.8 Cyber Security Plan 2018-2021 update

To consider an update on the 2018-2021 Cyber Security Plan.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

Note: Cr McKinlay left the meeting at 11.18 am and returned at 11.21 am.

21.3.9 Waka Kotahi New Zealand Transport Agency Technical Investment Audit of Central Otago District Council

To report on the Technical Investment Audit of the Central Otago District Council undertaken by Waka Kotahi New Zealand Transport Agency in October 2020.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

21.3.10 Health, Safety and Wellbeing Report

To provide information on key health and safety risks and the measures in place to mitigate those risks at the Central Otago District Council.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

6 Chair's Report

21.3.11 October 2021 Chair's Report

There was no update from the Chair.

7 Members' Reports

21.3.12 October Members' Reports

The Mayor provided an update on the Three Waters Reform process to date and also suggested that summary of procurement activity was provided to the December meeting.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the reports be received.

Carried

8 Status Reports

21.3.13 October Governance Report

To report on items of general interest, consider the Audit and Risk Committee’s forward work programme and the current status report updates.

Committee Resolution

Moved: Robertson

Seconded: Jeffery

That the report be received.

Carried

9 Date of The Next Meeting

The date of the next scheduled meeting is 3 December 2021.

10 Resolution to Exclude the Public

Committee Resolution

Moved: Robertson

Seconded: Jeffery

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of the Audit and Risk Committee	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons. s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest. s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public. s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege. s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations.)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.14 - Review of the draft non-audited Annual Report 2020/21	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.15 - August 2021 cyber security critical incidents	s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.16 - Update on progress of Lake Dunstan Water Supply and Clyde Wastewater Projects and risks to the wider water and wastewater capital works programme	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.17 - Litigation Register	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.18 - Ombudsman Investigation Outcome	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.19 - October 2021 Confidential Governance Report	s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 11.39 am and the Meeting closed at 12.48 pm.


AGENDA Ordinary Council Meeting Wednesday, 3 November 2021
Date:	Wednesday, 3 November 2021
Time:	10.30 am
Location:	Ngā Hau e Whā, William Fraser Building 1 Dunorling Street, Alexandra Due to COVID-19 restrictions and limitations of the physical space, public access will be available through the livestream and Microsoft Teams. The link to the livestream will be available on the Central Otago District Council’s website
Louise van der Voort Acting Chief Executive Officer

Name	Member’s Declared Interests	Spouse/Partner’s Declared Interests	Council Appointments
Tamah Alley	Manuherikia Irrigation Co-operative (shareholder) Cromwell Youth Trust (Trustee) Blue Light Central Lakes (Chair) NZ Police (Sworn Constable) Oamaru Landing Service (OLS) (family connection) Cliff Care Ltd (family connection)	Manuherikia Irrigation Co-operative Society Ltd (shareholder) Emergency Management Otago Group Controller (employee)
Tim Cadogan	Alexandra Musical Society (member) Otago Chamber of Commerce Central Otago Advisory Group member Dunstan Golf Club (member) Alexandra Squash Club (member)	Two Paddocks (employee) Blossom Festival Committee member FarmFresh (Family member sells for this entity)	Airport Reference Group Maniototo Curling International Inc Eden Hore Steering Group Tourism Central Otago Advisory Board Ministerial Working Group on Responsible Camping LGNZ Governance and Strategy Group
Shirley Calvert	Central Otago Health Services Ltd (Employee) Cromwell Rotary (member) Cromwell and District Community Trust Old Cromwell Town (subscription member)		Central Otago Wilding Conifer Group
Lynley Claridge	Affinity Funerals (Director) Central Otago Chamber of Commerce (Advisory Panel)	Affinity Funerals (Shareholder)	Alexandra Council for Social Services
Ian Cooney	Castlewood Nursing Home (Employee)		Omakau Recreation Reserve Committee Promote Alexandra
Stuart Duncan	Penvose Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) Penvose Investments - Dairy Farm at Patearoa (shareholder) Fire and Emergency New Zealand (member) JD Pat Ltd (Shareholder and Director)	Penvose Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) Penvose Investments - Dairy Farm at Patearoa (shareholder)	Otago Regional Transport Committee Patearoa Recreation Reserve Committee Design and Location of the Sun for the Interplanetary Cycle Trail Working Group
Neil Gillespie	Contact Energy (Specialist - Community Relations and Environment) Clyde & Districts Emergency Rescue Trust (Secretary and Trustee) Cromwell Volunteer Fire Brigade (Deputy Chief Fire Officer) Cromwell Bowling Club (patron) Otago Local Advisory Committee - Fire Emergency New Zealand Returned Services Association (Member)		Lowburn Hall Committee Tarras Community Plan Group Tarras Hall Committee
Stephen Jeffery	G & S Smith family Trust (Trustee) K & EM Bennett’s family Trust (Trustee) Roxburgh Gorge Trail Charitable Trust (Chair) Roxburgh and District Medical Services Trust (Trustee) Central Otago Clutha Trails Ltd (Director) Teviot Prospects (Trustee) Teviot Valley Community Development Scheme Governance Group Central Otago Queenstown Network Trust
Cheryl Laws	The Message (Director) Wishart Family Trust (Trustee) Wooing Tree (Assistant Manager - Cellar Door) Daffodil Day Cromwell Coordinator	Otago Regional Council (Deputy Chair) The Message (Director)	Cromwell Resource Centre Cromwell Historical Precinct
Nigel McKinlay	Transition To Work Trust (Board member) Gate 22 Vineyard Ltd (Director) Everyday Gourmet (Director) Central Otago Wine Association (member) Long Gully Irrigation Scheme (member)
Martin McPherson	Alexandra Blossom Festival	CODC (employee) CODC (employee) (Daughter)
Tracy Paterson	Matakanui Station (Director and shareholder) Matakanui Development Co (Director and shareholder) A and T Paterson Family Trust (trustee) A Paterson Family Trust (trustee) Central Otago Health Inc (Chair) Bob Turnbull Trust (Trustee / Chair) John McGlashan Board of Trustees (member) New Zealand Wool Classers Association (board member) Central Otago A&P Association (member)	Matakanui Station (director and shareholder) Matakanui Development Co (director and shareholder) A Paterson Family Trust (trustee) A and T Paterson Family Trust (trustee) Federated Farmers (on the executive team) Omakau Irrigation Co (director) Matakanui Combined Rugby Football Club (President) Manuherikia Catchment Group (member) Omakau Domain Board	Central Otago Health Inc Manuherikia River Group

Team and Department:	Planning and Environment
Document ID#:	CentralDocs ID
Approved by:	Council
Effective Date:	June 2021
Next Review:	June 2024

Year	Cost – Chlorine Gas	Cost – Liquid Hypochlorite	Annual difference
2016	$161K	$298K	$137k
2021	$165K	$305K	$140k

Area of work and Lead Department	Reason for work	Council role (decision and/or direction)	Expected timeframes Highlight the month(s) this is expected to come to Council in 2021
Area of work and Lead Department	Reason for work	Council role (decision and/or direction)	Jan	Feb	Mar	Apr	May	Jun	Jul	Aug	Sep	Oct	Nov	Dec
Annual Plan 2022/23
Annual Plan Executive Manager Corporate Services	Legislative requirement under the Local Government Act 2002.	Decisions required: Budget direction and decisions required on the Consultation Document (if required)/letters and key supporting documentation.												W
Vincent Spatial Plan
Vincent Spatial Plan Executive Manager: Planning & Environment	Vincent Community Board and Council priority.	Decision required: Workshops and decisions required as the work progresses.								D				D
Cromwell Masterplan
Cromwell Masterplan Executive Manager: Planning & Environment	Cromwell Community Board and Council priority.	Decision required: Workshops and decisions required as the work progresses.			D		D	D			D
Three waters reform
Water reform Water Services Manager/Executive Manager Infrastructure	Key central government legislative priority.	Decision required: Workshops and decisions required as the reform progresses.			D		D	W			U			U
Council’s role in housing
Housing Chief Advisor	Key Council priority.	Decision required: Agree council’s role in the housing.		D	W	W		D						D
District Plan review
District Plan Review Planning Manager/Executive Manager Planning & Environment	Legislative requirement under the Resource Management Act 1991.	Decision required: Workshops and decisions required as this work progresses.			D			D		D				D
Lake Dunstan Water Supply and Clyde Waste Water projects
Major projects Capital Works Programme Manager; Executive Manager Infrastructure	Key Council priority (Long-term Plan 2018-28)	Decision required: Key decisions as required as the work progresses, including approval of tenders. Regular updates will be provided via the Project Governance Group.			D		D	D			U		D
Sustainability Strategy Action Plan
Sustainability Strategy Environmental Services Manager/Executive Manager Infrastructure	Key Council priority	Decision required: Updates and decisions required as this action plan is implemented.						D						U

Local Government Act 2002 Purpose Provisions	The plan change process under the provisions of the Resource Management Act is a democratic public process and an assessment of the social, economic, environmental, and cultural well-being was included in the section 32 analysis as publicly notified. Three submissions were received in response to public notification, all in support of Plan Change 17. No submitters wished to be heard in support of their submissions.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes - the following Council Policies were considered: · Central Otago District Plan - the plan change reflects the zoning and provisions of the operative Central Otago District Plan.
Considerations as to sustainability, the environment and climate change impacts	The plan change does not impact on these matters as no material changes have been made to the operative Central Otago District Plan.
Risks Analysis	There are no risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	The plan change has been publicly notified in accordance with the First Schedule to the RMA, three submissions were received all in support. No other parties are considered to be affected.

Report author:	Reviewed and authorised by:

Ann Rodgers	Garreth Robinson
Principal Policy Planner	Acting Executive Manager - Planning and Environment
20/10/2021	21/10/2021

Report author:	Reviewed and authorised by:

David Campbell	Garreth Robinson
Planning Manager	Acting Executive Manager - Planning and Environment
12/10/2021	26/10/2021

Local Government Act 2002 Purpose Provisions	This decision promotes the social and environmental wellbeing of communities, in the present and for the future by continuing with the provision of clean safe water supplies to our communities.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The decision to continue providing clean safe water is consistent with Council approved Infrastructure Strategy, Activity Management Plans and Water Safety Plans.
Considerations as to sustainability, the environment and climate change impacts	There are no sustainability or environmental impacts identified as a result of this decision.
Risks Analysis	The current process and site provisions carry health and safety risks which need to be addressed. A review of the sites is currently underway to identify the work required to address this. The use of liquid chlorine presents supply and storage duration risks which could be addressed by changing to chlorine gas.
Significance, Consultation and Engagement (internal and external)	This decision will not trigger any provisions in the Significance and Engagement Policy and consultation on the matter is not considered to be required.

Report author:	Reviewed and authorised by:

Ian Evans	Julie Muir
Water Services Manager	Executive Manager - Infrastructure Services
15/10/2021	20/10/2021

Report author:	Reviewed and authorised by:

Rebecca Williams	Louise van der Voort
Governance Manager	Acting Chief Executive Officer
11/10/2021	15/10/2021