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AGENDA
Ordinary Council Meeting Wednesday, 27 April 2022
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Date: |
Wednesday, 27 April 2022 |
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 a live stream of the meeting.
The link to the live stream will be available on the Central Otago District Council's website.)
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Sanchia Jacobs Chief Executive Officer |
27 April 2022 |
Notice is hereby given that a Council Meeting will be held in Ngā Hau e Whā, William Fraser Building, , 1 Dunorling Street, Alexandra on Wednesday, 27 April 2022 at 10.30 am. The link to the live stream will be available on the Central Otago District Council’s website.
Order Of Business
Ordinary Council Meeting - 9 March 2022
22.3.1 Declarations of Interest Register
22.3.6 Alexandra Rugby Football Club Power Account
22.3.7 Grant report back - WoolOn 2021
22.3.8 Easter Sunday Local Shop Trading Policy
22.3.9 Adoption of Central Otago Destination Management Plan
22.3.10 Otago Museum's Draft Annual Plan 2022-2023
22.3.11 Central Otago District Council's Relationship with Aukaha
22.3.13 Elderly Persons Housing Rent Review
22.3.14 Recommendation of Appointment of Local Civil Defence Controller.
22.3.15 Financial Report For The Period Ending 28 February 2022
22.3.16 Second Revision of the 2021-22 Annual Budget
22.3.17 Order of Candidate Names on Voting Papers for the 2022 Triennial Ccouncil Elections
22.3.18 Central Otago Health Incorporated Elections
22.3.19 Local Government New Zealand Conference 2022 and Annual General Meeting
22.3.21 April 2022 Governance Report
22.3.22 Minutes of the Vincent Community Board Meeting held on 22 March 2022
22.3.23 Minutes of the Teviot Valley Community Board Meeting held on 24 March 2022
22.3.24 Minutes of the Cromwell Community Board Meeting held on 29 March 2022
22.3.25 Minutes of the Maniototo Community Board Meeting held on 31 March 2022
22.3.26 Minutes of the Assessment Committee Meeting held on 22 March 2022
11 Resolution to Exclude the Public
22.3.27 April 2022 Confidential Governance Report
22.3.28 Confidential Minutes of the Vincent Community Board Meeting held on 22 March 2022
22.3.29 Confidential Minutes of the Cromwell Community Board Meeting held on 29 March 2022
22.3.30 Confidential Minutes of the Maniototo Community Board Meeting held on 31 March 2022
Members His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr T Alley, Cr S Calvert, Cr L Claridge, Cr I Cooney, Cr S Duncan, Cr S Jeffery, Cr C Laws, Cr N McKinlay, Cr M McPherson, Cr T Paterson
In Attendence S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), M De Cort (Communications Coordinator), W McEnteer (Governance Manager)
1 Apologies
2 Public Forum
Ordinary Council Meeting - 9 March 2022
Council Meeting Agenda |
27 April 2022 |
MINUTES
OF A Council Meeting
OF THE Central Otago District
Council
HELD ON Microsoft Teams
and Live Streamed
ON Wednesday, 9 March
2022 COMMENCING AT 10.30 am
PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr T Alley, Cr S Calvert, 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), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), A Crosbie (Senior Strategy Advisor), J McCallum (Roading Manager), L Webster (Regulatory Services Manager), L Stronach (Team Leader Statutory Property), C Martin (Property and Facilities Officer - Vincent and Teviot Valley), N Lanham (Economic Development Manager), I Evans (Water Services Manager), Quinton Penniall (Environmental Services Manager), M De Cort (Communications Coordinator), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)
1 Apologies
Apology |
Resolution Moved: Paterson Seconded: Cadogan That the apology received from Cr Claridge be accepted. Carried |
2 Public Forum
Glen Christiansen – Chair, Central Otago Community Housing Trust
Mr Christiansen spoke about Council’s role in affordable housing, and specifically the paper being considered on the agenda. He discussed the formation of the trust, and the current housing and rental market situation in Central Otago. He advocated for the secure homes model to be initiated in Central Otago. Mr Christiansen then responded to questions.
3 Confirmation of Minutes
Resolution Moved: Duncan Seconded: McPherson That the public minutes of the Ordinary Council Meeting held on 26 January 2022 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
Note: Cr Duncan assumed the Chair as the Roading portfolio lead.
22.2.2 Safer Speeds Bylaw |
To consider approving the Statement of Proposal for the proposed Speed Limits Bylaw 2022 for public consultation. |
Resolution Moved: Alley Seconded: Jeffery That the Council A. Receives the report and accepts the level of significance. B. Agrees that a bylaw is the most appropriate way of addressing the perceived problem, and the proposed bylaw is the most appropriate form and does not give rise to any implications under the Bill of Rights Act 1990. C. Approves the Statement of Proposal for the proposed Speed Limit Bylaw 2022 for public consultation. D. Appoints Crs Alley, Duncan and Paterson to hear submissions, if necessary. Carried |
Note: Cr Jeffery assumed the Chair as the Economic Development and Community Facilities portfolio lead.
22.2.3 Economic Development Work Programme Progress Report |
To provide an update on the implementation of the Economic Development Work programme for 2021/22. |
Resolution Moved: Duncan Seconded: Alley That the report be received. Carried |
Note: Cr Gillespie assumed the Chair as the Planning and Regulatory portfolio lead.
22.2.4 Dangerous and Insanitary Buildings Policy |
To consider the adoption of the proposed Dangerous and Insanitary Buildings Policy. |
Resolution Moved: Calvert Seconded: Cadogan That the Council A. Receives the report and accepts the level of significance. B. Adopts the proposed Dangerous and Insanitary Buildings Policy. Carried |
Note: Cr McKinlay assumed the Chair as the Three Waters and Waste portfolio lead.
22.2.5 Taumata Arowai Consultation January 2022 |
To inform elected members of consultation documents recently circulated by Taumata Arowai. |
Resolution Moved: Jeffery Seconded: Laws That the report be received. Carried |
22.2.6 Emissions Trading Scheme Costs |
To consider the cost increases associated with the Emissions Trading Scheme for 2021 and 2022. A question was raised if the carbon credits were a district or ward asset. |
Resolution Moved: McPherson Seconded: Cadogan That the Council A. Receives the report and accepts the level of significance. B. Approves a budget increase of $103,000 for 2021, and $326,000 for 2022, for payment of increased emissions trading scheme costs to be funded from the sale of carbon credits. Carried |
Note: The Mayor assumed the Chair.
Note: Cr Duncan left the meeting at 12:07 pm.
22.2.7 Review into the future for local government |
To consider the key questions in the interim report on the Review into the Future for Local Government and the key shifts the Panel believe are required in advance of a discussion with the Panel on 24 March 2022. |
Resolution Moved: Cadogan Seconded: McPherson That the report be received. Carried |
Note: Cr Duncan returned to the meeting at 12:38 pm.
22.2.8 Council's role in affordable housing: Policy direction |
To agree on the policy direction for Council’s role in affordable housing. After discussion it was agreed that staff would develop options for consultation to gauge the support for an affordable housing model in Central Otago. Staff would present those options to Council at a future meeting. The resolution was amended accordingly. |
Resolution Moved: Gillespie Seconded: Cadogan That the Council A. Receives the report and accepts the level of significance.
B. Notes the updated information on progressive home ownership (secure homes) and urban design innovation (promoting different housing typologies)
C. Notes that both the progressive home ownership (secure homes) and urban design innovation (promoting different housing typologies) models will likely promote affordable housing in Central Otago.
D. Agrees that council led developments should consider including provision for different housing typologies using the urban design innovation model, subject to market conditions.
E. Directs staff to produce a policy document that reflects this position.
F. Directs staff to apply for external funding to further explore opportunities to deliver affordable housing (such as the progressive home ownership model – secure homes).
G. Directs staff to work with sector partners in the region to build a full picture of the housing model for Central Otago and look for opportunities to collaborate to achieve better housing outcomes for the district.
The motion was carried on a division 8:3 In Favour: Crs T Cadogan, N Gillespie, T Alley, S Calvert, I Cooney, S Duncan, S Jeffery and C Laws Against: Crs N McKinlay, M McPherson and T Paterson Carried 8/3 |
Note: The meeting adjourned at 1:03 pm and resumed at 1:31 pm.
Note: Crs Cooney and McKinlay returned to the meeting at 1:33 pm.
Note: Cr Laws returned to the meeting at 1:34 pm.
Note: Cr Duncan returned to the meeting at 1:36 pm.
22.2.9 William Fraser Office Renovation Project (Stage Six) |
To consider additional funding of the William Fraser Office Renovation Project (stage six) to upgrade the main bathroom facilities of the building. |
Resolution Moved: Paterson Seconded: Calvert That the Council A. Receives the report and accepts the level of significance. B. Approves additional funding of $177,000 towards the William Fraser Office Renovation Project (stage six) to upgrade the main bathroom facilities. This additional funding is to be drawn from District Reserves. Carried |
22.2.10 Application to Lease site at the Cromwell Wastewater Treatment Plant |
To consider granting a lease to Climate Solutions Aotearoa Limited over part of Section 1 Survey Office Plan 20776 being part of the Cromwell Wastewater Treatment Plant land. After discussion it was clarified that environmental waste was the type of waste to be collected for the purpose of a worm farm and associated activities. |
Resolution Moved: Calvert Seconded: Cadogan That the Council
A. Receives the report and accepts the level of significance.
B. Agrees to grant Climate Solutions Aotearoa Limited a lease over approximately one hectare of the Cromwell Wastewater Treatment Plant land, being part of Section 1 Survey Office Plan 20776 (as shown in figure 1), for the purpose of establishing and operating an environmental waste collection (worm farm and associated activities) and material recovery business, on the following terms and conditions:
- Initial term: Five (5) Years - Renewals: Three (3) Rights of Renewal of Five (5) Years each - Rental: Market Rental (at valuation by independent valuer) - Rent Reviews: On first renewal and two yearly thereafter - Rent Review Methodology: Market Rental (at valuation by independent valuer) - Area: Approximately 1 hectare
Subject to the Climate Solutions Aotearoa:
- Obtaining all consents and permits associated with the operation of the business. - Erecting security (deer) fencing along the northern and eastern (internal) boundaries. - Installing security (deer) gates to provide for access from Richards Beach Road and for exit via the unnamed road to the south of the lease area. - Paying all costs associated with preparing the lease area for their purposes. - Paying all costs associated with connecting the services and to utility networks. - Not impacting on the day to day operation of the wastewater treatment plant.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
22.2.11 Financial Report For The Period Ending 31 December 2021 |
To consider the financial performance for the period ending 31 December 2021. |
Resolution Moved: Cadogan Seconded: McKinlay That the report be received. Carried |
22.2.12 Appointments to External Bodies |
To consider the Council’s appointments to external organisations. |
Resolution Moved: Cadogan Seconded: McPherson That the Council A. Receives the report and accepts the level of significance. B. Agrees that the delegations register is updated to remove the Alexandra District Museum Inc. from the list of external appointments. C. Work with the committees of Central Otago Wilding Conifer Control Group and the Maniototo Curling International to change its representative roles to liaison positions. Carried |
22.2.13 Updated 2022 Meeting Schedule |
To approve an updated schedule of meetings for 2022. |
Resolution Moved: Cadogan Seconded: Calvert That the Council A. Receives the report and accepts the level of significance. B. Adopts the updated 2022 meeting schedule. Carried |
Note: His Worship the Mayor recognised the contribution of the Governance Manager during her tenure and wished her well for her new role.
6 Mayor’s Report
22.2.14 March 2022 Mayor's Report His Worship the Mayor spoke to his report. In addition he outlined the recommendations of the Three Waters Working Group he had been sitting on, whose recommendations had recently become public. He then responded to questions. |
Resolution Moved: Cadogan Seconded: Gillespie That the Council receives the report. Carried |
7 Status Reports
22.2.15 March 2022 Governance Report |
To report on items of general interest, receive minutes and updates from key organisations, consider Council’s forward work programme, business plan and the legacy and current status report updates. |
Resolution Moved: Cadogan Seconded: Laws That the Council receives the report. Carried |
8 Community Board Minutes
22.2.16 Minutes of the Vincent Community Board Meeting held on 1 February 2022 |
Resolution Moved: Cadogan Seconded: McPherson That the unconfirmed Minutes of the Vincent Community Board Meeting held on 1 February 2022 be noted. Carried |
22.2.17 Minutes of the Teviot Valley Community Board Meeting held on 3 February 2022 |
Resolution Moved: Cadogan Seconded: McPherson That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 3 February 2022 be noted. Carried |
22.2.18 Minutes of the Cromwell Community Board Meeting held on 15 February 2022 |
Resolution Moved: Cadogan Seconded: McPherson That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 15 February 2022 be noted. Carried |
22.2.19 Minutes of the Maniototo Community Board Meeting held on 17 February 2022 |
Resolution Moved: Cadogan Seconded: McPherson That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 17 February 2022 be noted. Carried |
9 Committee Minutes
22.2.20 Minutes of the Audit and Risk Committee Meeting held on 25 February 2022 |
Resolution Moved: Cadogan Seconded: McPherson That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 25 February 2022 be noted. Carried |
10 Date of Next Meeting
Following item 22.2.13, the date of the next scheduled meeting was changed to 27 April 2022.
11 Resolution to Exclude the Public
Resolution Moved: Cadogan Seconded: Gillespie That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
The public were excluded at 2.32 pm and the meeting closed at 2.53 pm.
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22.3.1 Declarations of Interest Register
Doc ID: 577675
1. Purpose
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
Appendix 1 - Council Declarations of Interest ⇩
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22.3.2 Request for Information from Director General of Health regarding Fluoridation of Community Water Supplies
Doc ID: 574093
1. Purpose
To provide an update on the Ministry of Health’s implementation for the Health (Fluoridation of Drinking Water) Amendment Act 2021.
That the report be received.
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2. Discussion
Following the Health (Fluoridation of Drinking Water) Amendment Act 2021 passing into law last year, the decision to fluoridate a drinking supply has moved from local government to the Director General of Health.
Through correspondence with all councils the Ministry of Health (the Ministry) is signalling that drinking water supplies serving more than 500 people will eventually be required to include fluoridation. It has been previously indicated that the mandating process is likely to get under way by mid-2022 though there is no indication of which areas will be targeted.
In December 2021 correspondence from the Ministry (attached) also included a request for information on individual sites that serve over 500 people that are not currently fluoridated. For Council this includes the following:
· Alexandra
· Clyde
· Cromwell
· Ranfurly
· Roxburgh
No allowance has been budgeted in the 2021 Long Term Plan to include dosing fluoride at any of council’s water supplies. If a directive is issued by the Director General of Health, water suppliers will be required to comply under the Act, although at this stage there is no set date for compliance.
Estimates of the potential costs to upgrade have been prepared to enable Council to complete the information request and respond to the Ministry (attached). The Ministry have been advised that if mandated, the logical sequencing would be to include fluoridation as existing treatment plants are upgraded, with the new Lake Dunstan Water treatment plant occurring first. A review has been undertaken to confirm that there is sufficient space to include fluoridation within the site layout at the new Lake Dunstan treatment site. Current estimates indicate a cost of approximately $255,000 per site.
A small contestable fund is available for suppliers who can commit to completing a fluoridation upgrade by the end of 2022. This is likely to only benefit suppliers with planned upgrades already under way. It is unlikely that Council can benefit from this round of funding due to lead times for design and material supply. The Lake Dunstan Water Supply will not qualify for this funding as commissioning will not occur until 2023.
The decision to fluoridate supplies with a population under 500 population continues to be the responsibility of the water suppliers, and this has not been transferred to the Ministry of Health.
Appendix 1 - Letter to local authority CEs ⇩
Appendix 2 - Community Water Fluoridation questionaire CODC response ⇩
Report author: |
Reviewed and authorised by: |
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Ian Evans |
Julie Muir |
Water Services Manager |
Executive Manager - Infrastructure Services |
24/03/2022 |
30/03/2022
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22.3.3 Proposed Road Stopping - Unnamed Unformed Road off Poole Road (previously known as/part of Boundary Road).
Doc ID: 572027
1. Purpose of Report
To consider a proposal to stop an unnamed unformed road off Poole Road in accordance with the provisions of the Local Government Act 1974.
That the Council A. Receives the report and accepts the level of significance. B. Approves the proposal to stop the unnamed unformed road off the northern end of Poole Road, subject to:
- The provisions of the Local Government Act 1974. - The public notification process outlined in the same Act. - No objections being received within the public notification period. - The Road being surveyed into three parcels as shown in figure 11 (overview of proposed stopping). - The area marked “A” in figure 11, being stopped, classified as recreation reserve, then amalgamated with Lot 24 DP 3194 in accordance with the provisions of the Reserves Act 1977. - The areas marked “B” and “C” in figure 11, being stopped, classified as recreation reserve, then vested in the Central Otago District Council in accordance with the provisions of the Reserves Act 1977. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A”, “B”, and “C”, as shown in figure 11 to protect the infrastructure identified in figure 13. - The costs outlined in table 1 being paid from the Dunstan Park Development account.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.
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2. Background
Boundary Road (Alexandra) used to run northeast from Alexandra Wastebusters, across the Alexandra-Clyde Road through Molyneux Park, to the Central Otago Netball pavilion. It then veered northwest through Dunstan Park to the Alexandra Golf Club (AGC) clubhouse.
The southern end of Boundary Road between Alexandra Wastebusters and the Clyde-Alexandra Road is formed and sealed. It has length of approximately 880 metres.
The middle section of Boundary Road, from the Clyde-Alexandra Road through Molyneux Park to the entrance to the Alexandra Netball pavilion, is formed and sealed. It has a length of approximately 550 metres.
In April 2021, this middle section of Boundary Road was renamed Poole Road. The purpose of the renaming was to resolve an historic street numbering issue.
The northern end of Boundary Road, between Molyneux Park and the AGC clubhouse, is unformed. It has a length approximately 1060 metres. It is now an unnamed section of legal road.
An overview of Boundary Road, prior to the renaming exercise, is shown in red below in figure 1.
An overview of Boundary Road, Poole Road, and the unnamed unformed section of the road, post the renaming, is shown below in figure 2.
Figure 1 – Boundary Road prior to the renaming. Figure 2 – The three roads post renaming.
Poole Road and the unnamed unformed the road are shown on District Plan Maps 1, 2, and 42. The underlying zoning is residential. An extract from the District Plan showing Poole Road and the unnamed unformed section of legal road is shown below in figure 3.
The first 200 metres (southern end) of the unnamed unformed legal road is tagged ‘D10’ – “Road to be Stopped & Recreation Purposes”. D10 is magnified in figure 4.
Figure 3 – Extract of District Plan. Figure 4 – Designation 10.
Poole Road and part of the unnamed unformed road (the Road) are also both shown in the Molyneux Park Reserve Management Plan 2021 (the Management Plan).
Noting that the Management Plan was adopted prior to the renaming exercise, Boundary Road (labelled ‘R’ below in figure 5) is described as being:
The main entry to Molyneux Park is from the intersection of Boundary Road with State Highway 8 (Centennial Avenue and Clyde-Alexandra Road). A driveway within the road reserve of Boundary Road East is located centrally within the park and provides access to most activities and car park areas.
Figure 5 – Overview of Molyneux Park (noting the Road labelled ‘R’ is now Poole Road).
The Management Plan also details a proposal to develop new sports fields in an area to west of the Netball courts. While the new sports fields will form part of Molyneux Park once they are constructed. the land will remain relatively undeveloped until such time as they are needed. A plan of the proposed sports fields as extracted from the Management Plan is shown below in figure 6.
Figure 6 – Proposed Sports Field Development Adjacent to the Existing Netball Pavilion & Courts.
Council is in the process of subdividing the land to the north of the proposed sports fields. The subdivision is a staged development which is known as Dunstan Park. Stage one titles have since been released with stage two titles scheduled for release in April. An overview of development which shows the released titles is shown in figure 7.
Figure 7 – Overview of Dunstan Park Subdivision (to the north of the Proposed Sports Fields).
In conjunction with the Dunstan Park subdivision, it is proposed that the majority of the unnamed unformed section of the road (the Road) be developed into a greenway.
This does not include the square of the Road which adjoins Henderson Drive. As shown in figure 8 below, this square of the Road has been formed as part of Henderson Drive. It provides access to Stage 1 of the Dunstan Park subdivision.
Figure 8 – Henderson Drive Extension (Portion of the Road which will not be stopped shaded in red).
Also identified in figure 7 is Lot 101 Deposited Plan (DP) 562079 (Lot 101). Council holds Lot 101 for future development. While plans for Lot 101 are still being finalised, the development is expected to include a new road connecting Dunstan Road to the Clyde – Alexandra Road, additional residential sections, and a greenway styled buffer zone on the southern end of Lot 24 DP 3194.
The new road is identified on District Plan map 1 as designations 9A, and on District Plan map 42 as designation 9B. Designations 9A are shown below in figure 9.
Should the new road be formed at some point in the future, the area of land required to link the two designation 9As will be taken at that time.
Figure 9 – Extract of District Plan Map 1 showing the two Designations 9A.
While Lot 101 is held for future development, it is expected to be as residential sections. To provide separation between those sections and the Alexandra Golf Course, a greenway styled buffer zone is planned for the southern end of Lot 24. An example of the proposed buffer zone is shown in green below in figure 10.
Figure 10 – Example of proposed Greenway Styled Buffer Zone
The proposed greenway styled buffer zone will provide recreational benefits and will increase connectivity between the residential subdivisions and Molyneux Park, the Rail Trail, and the Alexandra Golf Club.
An overview of the stopping, which is proposed to be affected in three sections, is shown below in figure 11.
Figure 11 – Overview of Proposed Stopping.
The area marked “A” is occupied by the Alexandra Golf Club. It is proposed that area “A” be stopped and amalgamated with Lot 24 DP 3194 (Lot 24) as recreation reserve. This will allow the area marked “A” to be included in the lease held by the Alexandra Golf Club.
It is proposed that the areas marked “B” and “C” be stopped, freeholded, then vested in Council as recreation reserve. This will allow areas “B” and “C” to be developed into greenway which will secure and improve ongoing public access.
3. Discussion
Evaluation of Application
An evaluation of the proposal to stop the Road is shown in the table below.
Item |
Criteria to be considered |
Evaluation |
District Plan |
Has the road been identified in the District Plan for any specific use or as a future road corridor? |
The Road is shown on District Plan Maps 1, 2, and 42.
The first 200 metres (southern end) of the unnamed unformed legal road is tagged ‘D10’ – “Road to be Stopped & Recreation Purposes”.
As shown in figure 8, the span of the Road that intersects Henderson Drive has been formed and provides access to the Dunstan Park residential subdivision. This span of the Road will not be stopped.
The balance of the Road not identified for any specific purpose or as a future road corridor.
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Current Level of Use |
Is the road used by members of the public for any reasons? |
The Road is currently used by members of the public for recreational purposes. This use will be supported by changing the road to a reserve and greenway.
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Does it provide the only or most convenient means of access to any existing lots? |
No. New roads have been formed or are to be constructed for the purpose of accessing Dunstan Park.
The lots in Molyneux Estate are accessed via existing roads.
The Central Otago Netball facility, the existing sports field and the proposed sports fields are all access via Poole Road.
Footpaths and cycleways can be constructed within the greenway.
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Will stopping the road adversely affect the viability of any commercial activity or operation? |
No commercial activity is located on land adjacent to, or accessed from, the Road.
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Will any land become landlocked if the road is stopped? |
No. |
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Future Use
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Will the road be needed to service future residential, commercial, industrial, or agricultural developments? |
As above, Dunstan Park will be accessed via newly constructed roads as a requirement of the resource consent. |
Will the road be needed in the future to connect existing roads? |
Yes. The part of Road which crosses Henderson Drive will not be stopped.
This part of the Road will be formed to provide access to Dunstan Park from Molyneux Estate.
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Does the road have current or potential value for amenity functions, e.g., walkway, cycleway, recreational access, access to conservation or heritage areas, park land? |
The purpose of the proposed stopping is to enable the road to be developed as a greenway.
Developing the Road as a greenway will improve its amenity value by creating and securing recreational access.
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Does the road have potential to be utilised by the Council for any other public work either now or potentially in the future? |
As the surrounding area is developed, additional services may need to be installed in the greenway/road corridor.
Should that be necessary, the services could be protected by the granting and registration of easements on the relevant record(s) of title.
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Does the road have significant landscape amenity value? |
The Road does not have any significant landscape amenity value.
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Access to Waterbody |
Does the road provide access to a river, stream, lake or other waterbody? |
The Road does not provide access to any waterbody.
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If so, there is a need to consider Section 345 of the Local Government Act, which requires that after stopping the land be vested in Council as an esplanade reserve |
N/A (refer above). |
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Infrastructure |
Does the road currently contain any services or other infrastructure, such as electricity, telecommunications, irrigation, or other private infrastructure? |
Yes. Both Transpower New Zealand Limited and Aurora Energy Limited have an assortment of infrastructure running through and over the Road.
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Can the existing services or infrastructure be protected by easements? |
Yes. Easements will be created to protect the infrastructure belonging to Aurora Energy. The Transpower network is protected by virtue of the Electricity Act 1992.
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Traffic Safety |
Does the use of motor vehicles on the road constitute a danger or hazard? |
Yes. There are a myriad of informal tracks through the area including on and over the Road.
Walkers and cyclists use the road for recreational purposes which means using motor vehicles on the Road could constitute danger or hazard to the public.
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4. Financial Considerations
As shown in the evaluation table, the southern end of the Road is identified as “Road to be Stopped & Recreation Purposes”. The balance of the Road, with the exception of the intersections of Henderson Drive and the ‘new road’ identified in figure 9, is not required for any other roading purpose.
The Road does contain infrastructure belonging to Transpower New Zealand Limited (Transpower) and to Aurora Energy Limited (Aurora). Protection for this infrastructure is discussed next.
Easements
Transpower have a 220kV overhead network which runs up the northern side of Molyneux Estate and Dunstan Park. Their network does cross the Road, but no easement is required to protect this infrastructure. The Transpower network is protected by virtue of the Electricity Act 1992.
Aurora have a high voltage underground cable and two fuse switches in the Road. The high voltage cable runs almost the length of the Road. The cable is dashed red below in figure 13. The two fuse switches are marked ‘FS’.
Figure 13 – Aurora’s High Voltage Cable and Fuse Switches.
If the application to stop the Road is successful Aurora will require an easement (in gross) to protect their infrastructure. An easement will provide Aurora with right to access the land for the purpose of managing and maintaining their network.
Legislation and Policy
Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is as follows:
The Local Government Act 1974 road stopping procedure shall be adopted if one or more of the following circumstances shall apply:
a) Where the full width of road is proposed to be stopped and public access will be removed as a result of the road being stopped; or
b) The road stopping could injuriously affect or have a negative or adverse impact on any other property; or
c) The road stopping has, in the judgment of the Council, the potential to be controversial; or
d) If there is any doubt or uncertainty as to which procedure should be used to stop the road.
The Local Government Act process requires public notification of the proposal. This involves erecting signs at each end of the road to be stopped, sending letters to adjoining owners/occupiers and at least two public notices a week apart in the local newspaper. Members of the public have 40 days in which to object.
The Public Works Act 1981 road stopping procedure may be adopted when the following
circumstances apply:
e) Where the proposal is that a part of the road width be stopped and a width of road which provides public access will remain.
f) Where no other person, including the public generally, are considered by the Council in its judgment to be adversely affected by the proposed road stopping;
g) Where other reasonable access will be provided to replace the access previously provided by the stopped road (i.e. by the construction of a new road).
As the full width of the road is to be stopped and public access removed, it is proposed that Local Government Act 1974 procedure be adopted for this application.
An application to stop a road under the Local Government Act 1974 requires public consultation with the members of the public having a right to object to proposal.
Council’s Roading Policy states that:
If an objection is received then the applicant will be provided with the opportunity to consider the objection and decide if they wish to continue to meet the costs for the objection to be considered by the Council and the Environment Court.
If an objection is received and it is accepted by the Council then the process will be halted and the Council may not stop the road.
If the objection is not accepted by the Council then the road stopping proposal must be referred to the Environment Court for a decision. The applicant is responsible for meeting all costs associated with defending the Council’s decision in the Environment Court.
Community Board Recommendation
A report on this matter was presented to the Vincent Community Board (the Board) for consideration at their meeting of 22 March 2022.
On consideration the Board resolved (Resolution 22.2.6) to recommend to Council that they approve the proposal to stop the unnamed unformed road off the northern end of Poole Road.
5. Options
Option 1 – (Recommended)
To approve the proposal to stop the unnamed unformed road off the northern end of Poole Road, subject to:
- The provisions of the Local Government Act 1974.
- The public notification process outlined in the same Act.
- No objections being received within the public notification period.
- The Road being surveyed into three parcels as shown in figure 11 (overview of proposed stopping).
- The area marked “A” in figure 11, being stopped, classified as recreation reserve, then amalgamated with Lot 24 DP 3194 in accordance with the provisions of the Reserves Act 1977.
- The areas marked “B” and “C” in figure 11, being stopped, classified as recreation reserve, then vested in the Central Otago District Council in accordance with the provisions of the Reserves Act 1977.
- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A”, “B”, and “C”, as shown in figure 11 to protect the infrastructure identified in figure 13.
- The costs outlined in table 1 being paid from the Dunstan Park Development account.
Advantages:
· Public thoroughfare is maintained via the newly formed Henderson Drive extension.
· Provision has been made for the protection of the existing utility networks.
· The land will be classified and developed as recreation reserve.
· Recreational connectivity will be enhanced.
· The area marked “A” will be able to be added to the lease held by the Alexandra Golf Club.
· The income received from previously completed stoppings will fund the stopping.
· Recognises the provisions of the:
- Local Government Act 1974,
- Reserves Act 1977,
- Electricity Act 1992,
- Council’s Operative District Plan; and,
- Council’s Roading Policy Bylaw.
Disadvantages:
· The balance of the Dunstan Park Development account will be reduced.
Option 2
To not recommend to Council to approve the proposal to stop the unnamed unformed road off the northern end of Poole Road.
Advantages:
· The balance of the Dunstan Park Development account will not be reduced.
Disadvantages:
· The land will not be classified as it is to be developed and used/occupied.
· The area marked “A” will not be able to be added to the lease held by the Alexandra Golf Club.
· Does not recognise the purpose for which income received from previously completed stoppings is held.
· Does not recognise the provisions and /or intentions of the:
- Local Government Act 1974,
- Reserves Act 1977,
- Electricity Act 1992,
- Council’s Operative District Plan; and,
- Council’s Roading Policy Bylaw.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision promotes the economic wellbeing of the community by enabling land that was held (but not required) for roading purposes to be repurposed as greenway which will increase the land’s amenity values and enhance recreational connectivity.
|
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Council’s Road Stopping Policy applies to this application.
Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Local Government Act 1974, has been adopted. The recommendation also acknowledges the designations outlined in Council’s Operational District Plan.
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Considerations as to sustainability, the environment and climate change impacts |
Stopping the road, vesting it as recreation reserve, then developing it as a greenway enhances the environmental and amenity value of the land.
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Risks Analysis |
The proposal to stop the road will be subject to public consultation prior to a final decision being made.
Consulting with the public manages the risk associated with public accessibility perceptions.
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Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.
Public notices and advertising in accordance with the provisions of the Local Government Act 1974 will be posted.
Notice of the completed road stopping will be published in the New Zealand Gazette.
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7. Next Steps
The following steps have been/will be taken to implement the stopping:
1. Community Board approval March 2022
2. Council approval April 2022
3. Survey June 2022
4. Survey Plan approved June/July 2022
5. Public Notification commences Mid to late 2022
6. Public Notification Period ends Mid to late 2022
7. Gazette notice published Late 2022
Nil
Report author: |
Reviewed and authorised by: |
|
|
Linda Stronach |
Quinton Penniall |
Team Leader - Statutory Property |
Acting Executive Manager – Infrastructure Services |
24/03/2022 |
5/04/2022
|
|
22.3.4 Request for Minister of Conservation's Consent to the Granting of an Easement over Local Purpose Reserve [PRO: 65-7027-E1]
Doc ID: 571955
1. Purpose of Report
To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) to Aurora Energy over Part Section 142 Block I Teviot Survey District being the Roxburgh Local Purpose (Public Utility) Reserve.
That the Council A. Receives the report and accepts the level of significance. B. Agrees grant the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Part Section 142 Block I Teviot Survey District to Aurora Energy Limited.
|
2. Background
Resolution 22.2.3
At its meeting of 24 March 2022, the Teviot Valley Community Board (the Board) considered an application for an easement over Part Section 142 Block I Teviot Survey District being Local Purpose (Public Utility) Reserve.
A copy of the report to the Board dated 24 March 2022 is attached as Appendix 1.
On consideration, the Board resolved (Resolution 22.2.3) as follows:
B. Agrees to grant an easement (in gross) to Aurora Energy Limited containing the right to convey electricity over Part Section 142 Block I Teviot Survey District for $1, subject to:
- Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the cable between the existing transformer and the new Point of Supply.
- The final easement plan being approved by the Chief Executive Officer.
- The Minister of Conservation’s consent.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution
As noted in Resolution 22.2.3, the granting of the easement over Part Section 142 Block I Teviot Survey District is subject to the consent of the Minister of Conservation.
The role of the Minister of Conservation in this matter is to:
· be satisfied that the granting of the easement conforms with the provisions of the Reserves Act 1977.
· ensure that due process under the Act has been followed.
· consider submissions resulting from public notification (when required if applicable).
3. Discussion
Due Process – Easements over Reserve Land
Section 48(1)(d) of the Reserves Act 1977 (the Act) authorises the granting easements over a reserve or any part thereof for an electrical installation or work as defined in section 2 of the Electricity Act 1992.
Section 2 of the Electricity Act 1992 defines an electrical installation or work as “all fittings beyond the point of supply that form part of a system that is used to convey electricity to a point of consumption”. Accordingly, the granting of an easement for the purpose of extending the existing network to service to the oxidation ponds on Section 175 Block I Teviot Survey District, is consistent with the Act.
Part Section 142 Block I Teviot Survey District is a Local Purpose (Public Utility) Reserve. It is held by Council (as the administering Body) subject to the Reserves Act 1977.
While public notice can be required when easements or other rights are granted over reserves, section 48(3) of the Act states that public notification is not required where the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.
An underground cable will not materially alter the reserve or affect the rights of the public. Therefore, public consultation is not required in this instance.
Minister of Conservation’s Consent
Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting an easement over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.
Pursuant to section 10 of the Act, and in accordance with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.
4. Financial Considerations
There are no financial considerations or implications related to the recommendation.
5. Options
Option 1 – (Recommended)
To grant the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Part Section 142 Block I Teviot Survey District to Aurora Energy Limited.
Advantages:
· The granting of the easement will not materially alter the reserve or compromise the use of the land.
· Recognises that the purpose of the easement is consistent with the Reserves Act 1977.
· Recognises the provisions of the Instrument of Delegation dated 12 June 2013.
· Recognises that due process has been followed.
Disadvantages:
· None.
Option 2
To not grant the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Part Section 142 Block I Teviot Survey District to Aurora Energy Limited.
Advantages:
· None.
Disadvantages:
· Does not recognise that the purpose of the easement is consistent with the Reserves Act 1977.
· Does not recognise the provisions of the Instrument of Delegation dated 12 June 2013.
· Does not recognise that due process has been followed.
6. Compliance
Local Government Act 2002 Purpose Provisions |
The Local Government Act 2002 does not apply to this decision.
The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
|
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
There are no financial implications related to the recommendation. |
Considerations as to sustainability, the environment and climate change impacts |
The recommendation is consistent with the Reserves Act 1977 and with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
|
Risks Analysis |
There are no risks to Council associated with the recommended option.
|
Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.
Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to grant of an easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.
|
7. Next Steps
The following steps have/will be undertaken in association with having the easement registered:
1. Community Board Approval 24 March 2022
2. Consent of the Minister of Conservation 20 April 2022
3. Applicant advised of outcome Late April 2022
Appendix 1 - Copy of the report to the Board dated 24 March 2022 ⇩
Report author: |
Reviewed and authorised by: |
|
|
Linda Stronach |
Louise van der Voort |
Team Leader - Statutory Property |
Executive Manager - Planning and Environment |
25/03/2022 |
12/04/2022
|
|
22.3.5 Request for Minister of Conservation's Consent to the Granting of an Easement over Scenic Reserve [PRO: 65-3000-E1]
Doc ID: 576529
1. Purpose of Report
To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of the right to resurvey and increase the footprint of an existing easement (in gross) to Aurora Energy over Lot 7 DP 433991 being part of the Sugarloaf Scenic Reserve.
That the Council A. Receives the report and accepts the level of significance. B. Agrees grant the consent of the Minister of Conservation (under delegated authority) to the granting of the right to increase the footprint of an existing easement (in gross), to legalise the existing infrastructure, and to provide for the installation of an additional electrical cable, over Lot 7 DP 433991, being part of the Sugarloaf Scenic Reserve, to Aurora Energy Limited.
|
2. Background
Resolution 22.2.2
At its meeting of 29 March 2022, the Cromwell Community Board (the Board) considered an application to resurvey and increase the footprint of an existing easement Lot 7 DP 433991 being part of the Sugarloaf Scenic Reserve.
A copy of the report to the Board dated 29 March 2022 is attached as Appendix 1.
On consideration, the Board resolved (Resolution 22.2.2) as follows:
B. Agrees the area of the easement corridor on Lot 7 DP 433991 being resurveyed and increased in size (as shown in figure 6), to legalise the existing infrastructure and to allow an additional power cable to be installed to meet the applicant’s increased power requirements, subject to:
- The applicants obtaining all permits and consents associated with installing the additional cable.
- The applicants paying all costs associated with surveying the infrastructure and with the preparation and registration of the revised easement agreement.
- The Chief Executive approving the new easement plan and agreement.
- The Chief Executive being satisfied with any reinstatement/remediation works following any earthworks on the Reserve.
- The consent of the Minister of Conservation.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution
As noted in Resolution 22.2.2, the granting of the extension to the footprint easement over Lot 7 DP 433991 is subject to the consent of the Minister of Conservation.
The role of the Minister of Conservation in this matter is to:
· be satisfied that the granting of the easement conforms with the provisions of the Reserves Act 1977.
· ensure that due process under the Act has been followed.
· consider submissions resulting from public notification (when required if applicable).
3. Discussion
Due Process – Easements over Reserve Land
Section 48(1)(d) of the Reserves Act 1977 (the Act) authorises the granting of easements over a reserve or any part thereof for an electrical installation or work as defined in section 2 of the Electricity Act 1992.
Section 2 of the Electricity Act 1992 defines an electrical installation or work as “all fittings beyond the point of supply that form part of a system that is used to convey electricity to a point of consumption”. Accordingly, the granting of an easement for the purpose of extending the existing network to service to the oxidation ponds on Section 175 Block I Teviot Survey District, is consistent with the Act.
Lot 7 DP 433991 is Scenic Reserve. It is held by Council (as the administering Body) subject to the Reserves Act 1977.
While public notice can be required when easements or other rights are granted over reserves, section 48(3) of the Act states that public notification is not required where the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.
Increasing the footprint of an existing easement, to legalise existing infrastructure, and to provide for the installation of an additional electrical cable will not materially alter the reserve or affect the rights of the public. Therefore, public consultation is not required in this instance.
Minister of Conservation’s Consent
Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting an easement over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.
Pursuant to section 10 of the Act, and in accordance with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.
4. Financial Considerations
There are no financial considerations or implications related to the recommendation.
5. Options
Option 1 – (Recommended)
To grant the consent of the Minister of Conservation (under delegated authority) to the granting of the right to increase the footprint of an existing easement (in gross), to legalise the existing infrastructure, and to provide for the installation of an additional electrical cable, over Lot 7 DP 433991, being part of the Sugarloaf Scenic Reserve, to Aurora Energy Limited.
Advantages:
· The existing infrastructure will be legalised.
· The additional cable will not materially alter the reserve or compromise the use of the land.
· Recognises that the purpose of the easement is consistent with the Reserves Act 1977.
· Recognises the provisions of the Instrument of Delegation dated 12 June 2013.
· Recognises that due process has been followed.
Disadvantages:
· None.
Option 2
To not grant the consent of the Minister of Conservation (under delegated authority) to the granting of the right to increase the footprint of an existing easement (in gross) over Lot 7 DP 433991, to Aurora Energy Limited.
Advantages:
· None.
Disadvantages:
· The existing infrastructure will not be legalised.
· Does not recognise that the purpose of the easement is consistent with the Reserves Act 1977.
· Does not recognise the provisions of the Instrument of Delegation dated 12 June 2013.
· Does not recognise that due process has been followed.
6. Compliance
Local Government Act 2002 Purpose Provisions |
The Local Government Act 2002 does not apply to this decision.
The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
|
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
There are no financial implications related to the recommendation. |
Considerations as to sustainability, the environment and climate change impacts |
The recommendation is consistent with the Reserves Act 1977 and with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
|
Risks Analysis |
There are no risks to Council associated with the recommended option.
|
Significance, Consultation and Engagement (internal and external) |
The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.
Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to extend the footprint of an existing easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.
|
7. Next Steps
The following steps have/will be undertaken in association with having the easement registered:
1. Community Board Approval 29 March 2022
2. Consent of the Minister of Conservation 27 April 2022
3. Applicant advised of outcome May 2022
Appendix 1 - Copy of Report to the Board dated 29 March 2022 ⇩
Report author: |
Reviewed and authorised by: |
|
|
Linda Stronach |
Louise van der Voort |
Team Leader - Statutory Property |
Executive Manager - Planning and Environment |
1/04/2022 |
12/04/2022
|
|
22.3.6 Alexandra Rugby Football Club Power Account
Doc ID: 576705
1. Purpose of Report
To consider a request from the Alexandra Rugby Football Club for reimbursement of a proportion of historical electricity invoices.
That the Council A. Receives the report and accepts the level of significance. B. Approves the Alexandra Rugby Football Club’s request for compensation for historical electricity invoices of $10,000. C. Approves $10,000 from the Molyneux Park charge account to action payment of recommendation B. |
2. Background
In June 2020 Council received a letter from the Alexandra Rugby Football Club (the Club) requesting that Council reimburse the Club $37,102.34 GST inclusive. The Club states that over the past ten years it has paid for electricity costs at Molyneux Park that it considers should have been paid for by the Council. Appendix 1.
A report was referred to the Vincent Community Board (the Board) at its meeting in November 2021. The matter was left on the table and staff were requested to meet with the Club to discuss the contents of the report and determine a way forward.
Staff and the Club held a meeting in early January. The Club expressed a willingness to resolve this matter and were of the view that for some years they have been paying for the electricity use of other users of the changing room showers. The Club consider they should receive some form of compensation for this.
The Board considered a report, Appendix 2, at their meeting on 22 March and resolved the following:
Moved: Garbutt
Seconded: Stirling-Lindsay
That the Vincent Community Board
A. Receives the report and accepts the level of significance.
B. Recommends to Council that they approve $10,000.00 from the General Development Alexandra reserves account to action payment for historical electricity invoices to the Alexandra Rugby Football Club as a final settlement.
3. Discussion
There are two separate electricity meters at Molyneux Park that the Club have paid the electricity invoices for. The groundsman shed and bunker are on one meter and the Molyneux Stadium’s Park side changing room showers on another.
Groundsman Shed and Bunker
The groundsman’s shed was built by the Molyneux Park Charitable Trust in 2006. The construction of the bunker predates this by many years.
Upon investigation it was found that the groundsmen shed, and the bunker were connected to the Club’s account. This occurred when Council upgraded the Molyneux Park irrigation system in late 2013. The original cable from the Stadium to the bunker had to be reburied at that time as the previous cable had failed and was non-compliant.
In discussions with a former Council staff member and the electrical contractor involved in this project, both recall a conversation with the Club seeking permission to connect this new cable to the Club’s lighting control box. Their recollection was that permission was granted, since very little power would be used. However, this agreement seems not to have been documented in writing by either the Council or the Club.
As it was not viable to redirect the groundsmen shed and bunker onto a Council electricity meter, to rectify the situation a “check” meter was installed in October 2020.
The “check” meter is read every month and reimbursement for electricity used at the bunker and groundsman shed is paid by Council to the Club. A reimbursement rate of 21 cents per kWh based on averages of previous electricity invoices was agreed to with the Club. This now forms part of the Club’s lease agreement with Council.
Council has on average compensated the Club $16.79 per month for the electricity used by the bunker and groundsman shed since October 2020 when the “check” meter was installed.
Stadium’s “park side” changing rooms
The changing rooms being connected to the Club’s electricity meter is historical and likely dates back to when the Molyneux Park Charitable Trust (the Trust) operated Molyneux Park.
In 2006 Council entered into a management agreement with the Trust. As part of this agreement the Trust were required to undertake a range of functions including:
· Collecting facility hire and rental charges
· Changing room cleaning and services
· Monitor water heating and report any problems to Council
· Manage and clean four sports club changing rooms under the rugby club
· Manage the changing rooms water heating system. (Council acknowledges that this system is overdue for replacement, which is not expected to be funded by the Trust)
The Trust received an annual funding grant from Council to assist with operations. The Trust also augmented its income from user charges.
The final year of charging undertaken by the Trust was 2011. That year the Rugby Club was charged the following:
- $2,100 for the season (including changing rooms).
- Daily charge main oval (including changing rooms) $185.00.
- Daily charge back fields (including Changing rooms) $125.00.
Records indicate Council took over the management of the park and changing rooms from the Trust on 1st September 2011.
Currently the changing rooms are used exclusively by the Club for rugby games and practice from April to August/September each year. It is used intermittently by cricket when 20/20 and other representative matches are held during summer. There is also the occasional casual booking that requires the use of the showers.
It should be noted that booking data for some years has not been well recorded and that for many years the Club would turn the power to the showers off when not required.
The Council’s booking data from 2013 is outlined in the table below. This indicates that of the 505 total number of bookings for the period, the rugby club has been the main user of the facilities with 312 or (60%) of bookings, mostly during the winter months. Bookings recorded by other user groups total 193 or 40% of bookings. How many of these other user bookings actually used the showers is not recorded.
Table 1: Bookings for the changing rooms since 2013.
Rugby |
Other |
Rugby |
Other |
|
||
|
|
|
|
|
||
2013 |
44 |
22 |
2014 |
14 |
38 |
|
|
||||||
2015 |
56 |
23 |
2016 |
65 |
15 |
|
|
|
|
|
|
||
2017 |
29 |
30 |
2018 |
21 |
27 |
|
|
|
|
|
|
|
|
2019 |
32 |
15 |
2020 |
51 |
23 |
|
Total |
161 |
90 |
|
151 |
103 |
505 |
Between 2013 and 2018, Council through its fees and charges levied the Club on an annual per field basis, which included the use of the changing rooms.
For 2019/20 the yearly charge was a lump sum including the use of all grounds and facilities.
When Council was advised by the Club it no longer felt it should pay for the hot water, Council redirected the power used for the changing rooms to the Council meter, this work was completed on 30 September 2020.
A “check” meter was also installed on the hot water cylinder to measure its power consumption. The average monthly use of the hot water cylinder since October 2020 is 583.26 kWh per month. Applying the 21c per kWh agreed compensation rate above equates to $122.48 per month.
Based on the past twelve months of electricity use, the total value of electricity used over a ten-year period equates to $14,697.00 for the park side changing rooms, and $1,763.00 for the groundsman shed and bunker over eight years and nine months.
Compensation
Council staff identified that many of the historic electricity accounts received by the Club from their electricity supplier were estimated accounts not actuals. Therefore, to simply compare one year to the next would not provide an accurate picture of electricity consumption over time.
The Club was advised in December 2020 that electricity usage data needed to be collected over a twelve-month period, to determine the actual amount of electricity used, before any form of compensation could be considered.
Council staff obtained the Club’s permission to work with their electricity company to resolve the issue of accounts being based on estimate readings only. This resulted in the Club being reimbursed $995.39 from their electricity company in July 2020. As of November 2020, smart meters were installed that are providing actual electricity consumption readings each month.
The situation of the Club covering the electrical costs of the “park side” changing rooms is one of long standing. The Club has asked Council to retrospectively cover costs for something the Club and presumably former Council staff had full knowledge of. The Club believes it has covered the costs of many other users of the changing room during the time they were paying for the electricity.
The Club have, over the years, paid the electricity for other users of the facility, therefore they have requested that they be compensated. The total value of electricity used, which is inclusive of that used by the Club, is approximately $14,697.00.
The recommendation in the 22 March Board report for compensation for the park side changing rooms was based on the Club utilising them 60% of the time, leaving 40% of the total of $14,697.00 to be reimbursed.
See calculations in the table below:
Area |
Average monthly power use $. |
Length of compensation |
Total value of electricity used |
Potential compensation |
Bunker and groundmen shed |
$16.79 |
8 years, 9 months |
$ 1,763.00 |
$ 1,763.00 |
“Park side “changing rooms |
$122.48 |
**10 years |
$14,697.00 |
$ 5,878.00 (40% occupancy) |
|
|
Total |
|
$ 7,641.00 |
Notes:
**The length of compensation is not able to be determined for the changing rooms. The Club was paying for the changing room hire within their fees since 2013. The proposed average monthly compensation is based up 21c kWh on 2020 prices. Electricity prices have risen over the last ten years. The Club is seeking 10 years compensation the calculation is based upon this rate. The figures have been rounded to the nearest dollar.
At its March meeting the Board considered the recommendation in the report to pay $7,641 to the Club, being 40% of the power usage over the subject period. Following discussion, and giving consideration to the views of the rugby club, specifically that they believe they should be compensated the full amount of $14,697.000, the Board agreed that to progress the matter $10,000 should be offered as final settlement.
4. Financial Considerations
The Board resolution was to use the General Development Alexandra account, however as that is solely a ward funded cost centre it is not appropriate in this instance.
Molyneux Stadium is both a district and ward facility, funded by the district (33%) and the Vincent Ward (66%) The Molyneux Park Stadium cost centre is therefore the most appropriate account from which to fund the compensation. While this account is forecast to close with a $376k deficit at the end of the 2021/22 financial year this deficit is predicted to reduce over time.
Council’s fees and charges for 2021/22 levied the Rugby Club for senior players $850 for the season. This included use of the grounds and facilities.
Since the receipt of the Club’s request for compensation council has been able to accurately determine what the actual energy usage is for the changing room showers. At today’s prices energy use for a month is approximately $123.00, or just under $5.00 per day. By including this as a new charge in the fees and charges schedule Council will be able to equitably charge all users for the cost of operating the showers in the future.
The fees and charges schedule for 2022/23 has a new line to reflect this $5.00 per day charge for shower users. This will be additional to any other charges for all users of the changing rooms.
5. Options
Option 1 – (Recommended)
That Council approves $10,000.00 from the Molyneux Park charge account to action payment for historical electricity invoices to the Alexandra Rugby Football Club as a final settlement.
Advantages:
· The Club is reimbursed as per their request.
· All electricity meters referenced in this report are now either being directly charged to Council or a check meter is in operation to record electricity use that is then reimbursed to the Club monthly.
Disadvantages:
· Money for compensation has not been budgeted.
· Users of the showers will be required to pay a daily usage rate.
Option 2
The Alexandra Rugby Football Club’s request for compensation for historical electricity invoices is declined.
Advantages:
· Unbudgeted money will not be required to cover a situation of long standing.
Disadvantages:
· The Club’s expectations of reimbursement are not achieved.
Option 3
The Council determines an alternative amount for compensation of historical electricity invoices.
Advantages:
· The Club will receive some compensation.
Disadvantages:
· There is no budget allocated for any retrospective payment.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by allowing the Council to consider the request for compensation by a locally based sporting club. |
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The decision is not inconsistent with any Council plan or policy. There is a Reserve Management Plan for Molyneux Park, however this request sits outside the polices within that plan.
|
Considerations as to sustainability, the environment and climate change impacts |
This decision does not impact on the sustainability of the environment in the district. |
Risks Analysis |
There are no risks identified with the recommendation.
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Significance, Consultation and Engagement (internal and external) |
This is not significant under Council’s significance and engagement policy.
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7. Next Steps
· The Council’s decision is communicated to the Alexandra Rugby Club.
Appendix 1 - Alexandra Rugby Club Letter ⇩
Appendix 2 - Report to Vincent Community Board 22 March 2022 ⇩
Report author: |
Reviewed and authorised by: |
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Gordon Bailey |
Louise van der Voort |
Parks and Recreation Manager |
Executive Manager - Planning and Environment |
4/04/2022 |
8/04/2022
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22.3.7 Grant report back - WoolOn 2021
Doc ID: 570872
1. Purpose
To consider a report back from WoolOn Creative and Fashion Society Inc for a grant received to hold the WoolOn Fashion event 2021.
That the report be received.
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2. Discussion
At its meeting of 11 August 2021 Council approved a grant of $10,000 to the WoolOn Creative Fashion event 13-15 August 2021 as per the following resolution.
Resolution 21.6.7
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.
The WoolOn committee has provided a report back on the event attached (Appendix 1). The report back includes copies of receipts confirming Council’s grant was applied as intended thereby meeting the accountability requirements of Council’s Grants Policy.
Appendix 1 - WoolOn 2021 Grant Report Back ⇩
Report author: |
Reviewed and authorised by: |
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Morgan Potter |
Sanchia Jacobs |
TCO Marketing and Event Support |
Chief Executive Officer |
22/02/2022 |
12/04/2022
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22.3.8 Easter Sunday Local Shop Trading Policy
Doc ID: 575468
1. Purpose of Report
To consider readopting the Easter Sunday Local Shop Trading Policy for a further five year period.
That the Council A. Receives the report and accepts the level of significance. B. Adopts the Easter Sunday Local Shop Trading Policy. |
2. Background
On 26 January 2022 the Council resolved to consult on the Easter Sunday Local Shop Trading Policy [resolution 22.1.4].
Formal consultation was undertaken from 5 February 2022 to 11 March 2022 with a total of two submissions received. No submitters requested to speak at a hearing.
3. Discussion
Two submissions were received, both opposed to the readoption of the policy.
Reasons for opposing the policy included concern trading over Easter takes away from time with family, that working over Easter is unnecessary, and a concern the holiday is increasingly commercialised. One submitter indicated they may support a policy enabling hospitality to open, but not for trading.
Changes have not been made to the policy as a result of these submissions. These points had been considered when the policy was adopted and again through the review.
Under national legislation, Employees have the right to refuse work on Easter Sunday and are not required to provide their employer with a reason for their refusal. Employees cannot be treated differently for refusing to work.
The Easter Sunday Local Shop Trading Policy enables local businesses to choose whether or not they trade on Easter Sunday, in line with neighbouring districts. It does not require they open.
The policy was supported by businesses and the wider community when it was adopted in 2017. The impact of changing the policy direction and requiring they close would be significant, particularly in the challenging environment posed by COVID-19 pandemic.
4. Financial Considerations
There is no direct financial impact to Council in renewing or declining the policy.
There are potential economic impacts for the district if the policy were to lapse or trading was restricted.
5. Options
Option 1 – (Recommended)
Adopt the Easter Sunday Local Shop Trading Policy 2022.
Advantages:
· No changes or disruptions to local business planning
· Shops covered by the Shop Trading Hours Act will continue to be able to trade on Easter Sunday
Disadvantages:
· Disadvantages raised in two submissions included concern trading over Easter takes away from time with family, that working over Easter is unnecessary, and a concern the holiday is increasingly commercialised.
Option 2
Do not adopt the Easter Sunday Local Trading Policy 2022.
Advantages:
· Minor advantages raised through consultation included focus on family
Disadvantages:
· The current policy will expire and trading will be restricted. All shops covered by the Shop Trading Hours Act will be unable to trade on Easter Sunday.
· Individual choice is restricted.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision promotes the cultural and economic wellbeing of communities, in the present and for the future by enabling communities to choose for themselves whether or not to trade on Easter Sunday.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes
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Considerations as to sustainability, the environment and climate change impacts |
There is no environmental impact.
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Risks Analysis |
No risks have been identified in the renewal of this policy.
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Significance, Consultation and Engagement (internal and external) |
The special consultative process has been followed as required under legislation.
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7. Next Steps
If adopted, the new policy will be published and in place for a period of five years unless renewed or revoked earlier.
Appendix 1 - Easter Sunday Local Shop Trading Hours Policy ⇩
Appendix 2 - Copy of submissions ⇩
Report author: |
Reviewed and authorised by: |
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Alix Crosbie |
Sanchia Jacobs |
Senior Strategy Advisor |
Chief Executive Officer |
1/04/2022 |
12/04/2022
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22.3.9 Adoption of Central Otago Destination Management Plan
Doc ID: 573138
1. Purpose of Report
To adopt the Central Otago Destination Management Plan as the agreed approach for the district to manage its’ tourism future.
That the Council A. Receives the report and accepts the level of significance. B. Approves the Central Otago Destination Management Plan. C. Adopts the Central Otago Destination Management Plan. |
2. Background
Prior to COVID-19, many communities in Aotearoa were strained by the impacts of too many visitors. These strains were particularly evident in tourism hotspots where visitor demand was having negative impacts on infrastructure and the quality of life of residents.
While Central Otago had not experienced the same level of demand as other regions, there were some indicators that the risks of over tourism were beginning to emerge. The interest shown by external parties in developing souvenir shops in Clyde intended for the Chinese market is an example of this.
In 2018 Council adopted the 2018-2028 Central Otago Tourism Strategy. This strategy was a blend between destination marketing and destination management, based on tourism needing to bring value to the community, stakeholders, the environment and the visitor. The strategy outlined 16 strategic projects to enhance awareness of Central Otago and develop the destination for long term success.
Eighteen months after the strategy was adopted, COVID-19 saw New Zealand go into lockdown, international borders close and the entire tourism industry be shut down overnight. In response to the impacts on tourism, Central Government via Ministry of Business, Innovation and Employment established a fund to support the work of regional tourism organisations such as Tourism Central Otago.
Additional funding was provided to Tourism Central Otago to be spent in three areas; destination marketing, destination development and destination management, which included developing a formal written destination management plan for the district.
This aligned with the recently adopted Central Otago Tourism Strategy, which had identified the development of a destination management plan as a strategic project.
In late 2020, consultants Angus and Associates and The Pyjama Strategist were appointed to work alongside Tourism Central Otago and Aukaha to develop Central Otago’s destination management plan.
What happens if destination management is not prioritised?
There are identifiable risks. It should be noted this is not an exhaustive list;
· Tourism growth is driven by external forces, overrunning community aspirations
· Infrastructure cannot cope with tourism growth
· Overcrowding hotspots within the district, while other parts see fewer visitors
· Profits leave the district to external ownership
· Inability to access central government funding for destination management
· Industry becomes volume reliant and less resilient in times of crisis or market movement
3. Discussion
Foundations
The attached draft plan is built upon the shared and divergent values of mana whenua and Council’s Regional Identity program. The draft plan uses the model of values-based tourism to identify how tourism can enrich the four well-beings.
Economic data
Historic data sources focused solely on economic outcomes, which tell part the story, but are not aligned to measuring the holistic value of tourism:
· In 2019 tourism, accommodation and food services contributed 8.8% of Central Otago’s GDP, making it the third largest contributor to the district’s economy that year. Source Infometrics.
· In 2019 tourism was the second largest employer at 17% of the district’s workforce. Source Infometrics.
· 2019 Spending by visitors to Central Otago was equivalent to $9,080 per resident, putting Central Otago 12th of New Zealand’s 61 territorial authorities for economic contribution by resident. Source Tourism New Zealand.
· Data for 2021 showed 65% ($85m) of electronic card spend in Central Otago was for non-tourism related purchases such as retail. Source MBIE’s Tourism Electronic Transaction Data.
Within existing available datasets, there are gaps which create planning and infrastructure challenges for local authorities;
· Volume of visitors, there is no metric to understand the number or origin of visitors in Central Otago. This can create significant issues for infrastructure and planning processes within council
· Flow of visitors, there is no data that provides insights into how visitors come into Central Otago and where they depart from, nor information on their movements within the district.
· Total spend by visitors to Central Otago’s economy as many transactions occur prior to arrival in Central Otago such as accommodation and activities
Research process and some key findings
Central Otago’s draft destination management plan is the result of comprehensive research that provides evidence and insights into what different stakeholder groups want the tourism future of Central Otago to look like.
In depth research interviews and workshops were undertaken to develop and inform the draft plan, methods included:
· Resident ‘Tourism Futures’ survey online and in person intercept - 406 respondents
· Community and interest groups qualitative focus groups - 80 participants
· One on one ‘challenger’ interviews - 25 interviews
· Central and Local (internal & external) Government agency officers – 42 individual officers
· Elected member workshop December 2021
Throughout the draft plan, relevant local and central government policies are referenced and the draft plan aligned to, ensuring consistency with policy and strategy across government agencies.
The research showed Central Otago communities expect tourism to be managed in such a way that the communities of Central Otago maintain their special character and identity. Broadly residents want a tourism future where people feel safe, have a sense of space, can enjoy the active natural environment and personalised experiences while inviting visitors to be part of the community during their travels.
The tourism futures research also provided further evidence that tourism is important to the community, not only as an economic driver:
· Over 65% of respondents not directly involved in tourism, stated tourism had a positive impact on their livelihood.
· 83% of residents stated international tourism was good for Central Otago
· 99% of residents stated domestic tourism was good for Central Otago
· 50% stated tourism has enhanced the profile or identity of the region
· 50% stated tourism has encouraged a greater appreciation of the district’s historic buildings and sites
· 50% stated they enjoy greater variety of goods and services being available than normally would be
· 45% stated as a result of tourism there are greater services available to Central Otago community
· 45% stated tourism has encouraged a greater appreciation of the district’s natural environment
· 44% stated the community is a more vibrant and friendly place to live due to tourism
Findings from the community research informed a fifty year vision for Central Otago, and tourism’s role in achieving it. To move towards that vision, the draft plan identifies key strategic projects to be delivered over the next ten years to guide tourism towards that vision
Leadership
The draft plan identifies a key project of year one is to finalise a governance and management structure to implement the plan. A plan by itself will not make change happen. There will need to be support and collective buy-in to a new way of managing tourism in Central Otago from community, council, tourism operators, local and national agencies.
Within the collective knowledge and work programmes of Council, the organisation is well positioned to manage the implementation of the plan. There would need to be additional resources allocated specifically towards the destination management function that would be responsible for the delivery of the strategic plan.
Ownership of the plan needs to sit across many different stakeholders, including youth from the community to ensure the actions taken today are in line with the views of future generations.
Mana whenua endorsement
In line with the partnership and co-design approach taken to develop the draft plan, the endorsement of mana whenua is being sort by Aukaha at the same time Council adoption is being considered.
Tourism Advisory Board endorsement
The Central Otago Tourism Advisory Board reviewed the draft destination management plan on the 31 March 2022 and gave it their endorsement.
Future thinking
As communities evolve, so too must the destination management plan. It is intended this work be updated every five years, with new tourism futures research and appropriately updated ten year plan to align with the refreshed 50 year vision.
4. Financial Considerations
Estimated resourcing and implementation costs are $250,000-300,000 per annum. With an additional allocation of $70,000-100,000 every five years for the research to be refreshed and the plan to be updated.
Preferred funding model
Staff are currently awaiting outcomes of a funding proposal put to Ministry of Business, Innovation and Employment and Tourism Minister Stuart Nash on behalf of Council by Regional Tourism New Zealand. That proposal would see $300,000 granted to Council for financial year 2022-23 for the delivery and implementation of the destination management plan. Subsequent years would be funded through a combination of council and central government funding collected through the International Visitor Levy. There is no indication from central government at what level that ratio may be.
Alternative model
Should that funding not become available via central government in the immediate financial year, Tourism Central Otago reserves would cover the implementation to the end of the 2022-23 financial year.
Funding beyond that period would need to be presented for consideration in future annual and/or long-term plans.
Alternative funding mechanisms are being explored such as user pays models for experiences and infrastructure. These are part of the strategic projects within the ten year plan, but it would be unrealistic to expect these to be set up and viable within two years, so some public funding would be required in the early stages of delivery.
5. Options
Option 1 – (Recommended)
Support and adopt the Central Otago Destination Management.
Advantages:
· Long term tourism future of Central Otago is managed and developed in a manner that aligns to community aspirations
· Work to deliver the plan can begin immediately
· Meeting obligations of funding agreement with central government
Disadvantages:
· Future funding models beyond July 2023 are not yet secured, there may be a requirement for funding up to $300,000 over and above what is currently allocated by Council
Option 2
Do not adopt the Destination Management Plan.
Advantages:
· Potential savings to the ratepayer of up to $300,000 per annum from July 2023 onward
Disadvantages:
· Council’s obligations to Ministry of Business, Innovation and Employment to deliver a destination management plan not met
· Tourism returns to a volume focus and provides limited value to fewer stakeholders
· Inability to retain knowledge and skills developed within Tourism Central Otago during plan development process
· Community aspirations for tourism not realised
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by adopting a destination management plan that has had significant community input.
AND
This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by planning for a well managed and values based tourism system in Central Otago. |
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
The 2018-28 Central Otago Tourism Strategy outlines the need to develop a ‘Tourism Masterplan’ to manage the future impacts of tourism and ensure tourism is delivered on the community’s terms in the future. |
Considerations as to sustainability, the environment and climate change impacts |
The destination management plan and 10 year strategic projects identify key areas in which tourism can enrich the natural environment of Central Otago. There is an acknowledgement tourism of the past has had a negative impact of the environment and climate change. This plan will seek to resolve that and enable tourism to be a vehicle to create positive change in these areas.
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Risks Analysis |
Limited direct risk to the organisation, with the exception of the community not feeling heard in the event the plan is not adopted.
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Significance, Consultation and Engagement (internal and external) |
As identified in the body of the report, a high level of consultation has already been undertaken with the community and stakeholders. Mana whenua have been represented by Aukaha and part of the process from the beginning in a co-design model. Internal updates and feedback has been provided by both council officers and elected councillors via workshops.
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7. Next Steps
Upon receiving endorsement from mana whenua and Council adoption, staff will finalise design and publicly release the stylised plan.
Appendix 1 - Draft Destination Management Plan (under separate cover) ⇨
Appendix 2 - Community Engagement Survey Results (under separate cover) ⇨
Report author: |
Reviewed and authorised by: |
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Dylan Rushbrook |
Sanchia Jacobs |
General Manager Tourism Central Otago |
Chief Executive Officer |
08/04/2022 |
12/04/2022
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22.3.10 Otago Museum's Draft Annual Plan 2022-2023
Doc ID: 576499
1. Purpose of Report
To present the 2022/2023 Draft Annual Plan from the Otago Museum Trust Board for review and feedback, and to consider their request for a three percent increase on the annual levy charged to this Council.
That the Council A. Receives the report and accepts the level of significance. B. Agrees to fund the proposed levy increase of three percent in 2022/23 for the Otago Museum (an additional $1,025, which will increase the payment from $31,502 to $32,527). C. Notes that the existing budget accommodates $630 of the increase and the remaining $395 will be funded from operational savings within the activity’s budget. |
2. Background
The Central Otago District Council is levied annually, alongside all other local authorities in the Otago region, to contribute towards the running of the Otago Museum. The levy recognises and acknowledges the regional importance of the Otago Museum. In addition to the opportunity for Central Otago families and schools to visit the Otago Museum in Dunedin, this levy contributes towards 40 hours per annum of technical support which our local museums receive from Otago Museum staff. Central Otago District Council’s contribution for 2021/22 was $31,502.
The Otago Museum Trust Board is seeking feedback on the 2022-2023 Draft Annual Plan (appendix 1) from contributing local authorities. No relevant feedback is noted aside from the proposed a levy increase of three percent for 2022/23, with an additional three percent increase sought in 2023/24. The draft plan signals that a further increase may be required for the 2023/24 year.
The proposed levy for the next two years, at this stage, is as follows:
Central Otago
2022/23 $32,527
2023/24 $33,502
3. Discussion
The Otago Museum continues to support the museums in the district and has been involved in Council’s work on investment in the sector. Their support and advice has been a valuable contribution as the sector implements the new trust and Council works through the various options.
Some of the specific work Otago Museum has been involved in within the district is as follows:
· Exhibitions
o Central Stories: 100 Women, 100 Words… Infinite Possibilities exhibited from 28 February until 28 March 2021, with 1,457 visitors attending.
o Cromwell Museum: Our Evolutionary Past: Branches through Time exhibited from 12 June 2021 until October 2021.
· Exhibitions and creative services
o Central Stories Museum and Art Gallery display consultation, 5 February 2021
o Clyde Historical Museum display consultation, 5 February 2021
· Science engagement
In addition to supporting in-house engagement, the Science Engagement team delivered in-person programmes to 70 communities throughout the Otago region as well as elsewhere in Aotearoa New Zealand; at festivals, agricultural and pastoral shows, school visits and other community events.
The breakdown of individuals engaged, by local authority area:
o Dunedin City Council: 11,857
o Waitaki District Council: 239
o Clutha District Council: 260
o Central Otago District Council: 948
o Queenstown Lakes District Council: 3,067
· Conservation and professional services
o Otago Museum’s Conservation Manager remotely attends the Vallance Cottage Working group meetings to provide conservation and collection care advice.
o The Conservation Manager and design team met with the Central Stories Museum and Art Gallery to review and advice on exhibition refresh options.
o The Conservation Manager and design team met with Clyde Museum to discuss and advise on possible targeted display alterations.
o Otago museum staff met with the Central Otago Heritage Trust team to provide external feedback on the district museum strategy, facilitated a workshop for Central Otago’s museum sector, and attended the Central Otago Museum Trust’s annual general meeting.
o Otago Museum staff hosted a regional museum meeting for 46 individuals from 21 organisations on the theme of reviewing, re-connecting and networking.
· Tu Tono project
Otago Museum has been involved with the Ministry for Culture and Heritage funded ‘Tū Tono’ project, which aims to understand the needs of regional museums. A recent example of this work is the offering of social media and marketing webinars for volunteers and those working in the museum and wider heritage sectors.
The 2022-2023 Draft Annual Plan provides a financial overview of the Otago Museum, with a breakdown of financial pressures that the museum is currently facing. The plan notes the uncertainty created by the pandemic and increasing inflationary pressures. The draft plan notes that the Museum is budgeting for a net loss of $1,219,519 in 2023 and is signalling a potential nine percent increase being sought for in the levy for the 2023-24 year.
Unfortunately, Otago Museum’s 2020-21 Annual Report has been held up due to the national shortage of auditors. The Museum hopes to approve their 2020-21 Annual Report at their April board meeting, for distribution in May.
4. Financial Considerations
$32,132 has been budgeted for the 2022/2023 Otago Museum levy, which included an estimated two percent increase from 2021/2022.
The increase being proposed by Otago Museum is three percent, which is $32,527, a difference of $395. It is proposed that this increase is met within Council’s existing Community and Engagement department budgets.
5. Options
Option 1 – (Recommended)
That Council approves the requested three percent levy increase, which would increase the annual levy to Otago Museum from $31,502 to $32,527.
Advantages:
· The Otago Museum continues to provide support and expertise to our heritage organisations in Central Otago.
· A number of Central Otago residents visit and make use of the Otago Museum when visiting Dunedin.
· Continuing to build the district’s relationship with the Otago Museum allows for future opportunities to gain local access to technical expertise and ongoing training.
· Council is compliant with Otago Museum Trust Board Act 1996, Schedule 2.[1]
Disadvantages:
· A slight increase in expenditure is required.
Option 2
That Council approves either no increase or a lesser increase for 2022/23.
Advantages:
· Less impact on budget.
Disadvantages:
· Not meeting the expectations of the Otago Museum
· Otago Museum may need to consider the services they can provide to the District.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision promotes the social and cultural wellbeing of communities, in the present and for the future by supporting the Otago Museum as a place of cultural importance in the Otago region.
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Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
Yes, the recommended option requires an additional $395 of unbudgeted expenditure. This will cause an over-expenditure in the District Grant general ledger, but this will be offset by savings in Community and Engagement budget lines.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes – this decision is consistent with Council plans and polices, particularly the Central Otago District Museum Strategy.
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Considerations as to sustainability, the environment and climate change impacts |
There are no specific implications as a result of this decision, however the future sustainability of Otago Museum will need to be considered in future years.
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Risks Analysis |
There is a risk that the Otago Museum will continue to require ongoing levy increases.
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Significance, Consultation and Engagement (internal and external) |
This decision does not meet the threshold of the Significance and Engagement Policy. |
7. Next Steps
Any feedback on the draft annual plan needs to be submitted by 31 May 2022. Once agreed, this will be communicated to the Otago Museum.
Appendix 1 - Otago Museum's Draft Annual Plan 2022-23 ⇩
Report author: |
Reviewed and authorised by: |
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Rebecca Williams |
Sanchia Jacobs |
Community Development Advisor |
Chief Executive Officer |
1/04/2022 |
13/04/2022
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22.3.11 Central Otago District Council's Relationship with Aukaha
Doc ID: 575335
1. Purpose of Report
To consider a draft partnership protocol with Aukaha Ltd.
That the Council A. Receives the report and accepts the level of significance. B. Agrees to formalise its relationship with mana whenua through a partnership protocol agreement with Aukaha Ltd. C. Endorses the draft partnership protocol, as attached as appendix two to the report. D. Agrees to allocate $70,000 per annum towards the agreement, with $35,000 coming from existing budgets and $35,000 included as new expenditure.
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2. Background
Te Rūnanga o Moeraki, Kāti Huirapa ki Puketeraki, Te Rūnanga o Ōtakou, and Hokonui Rūnanga (kā rūnaka) are the Otago-based Papatipu Rūnaka that represent mana whenua in the Central Otago District. Kā rūnaka are supported by Aukaha, their regional consultancy.
For the past five years, the Central Otago District Council has been continuing to build on its relationship with mana whenua. This has taken a number of forms, with a more recent examples being the involvement of mana whenua in Tourism Central Otago’s Destination Management Plan and work on the Vincent Spatial Plan.
Kā rūnaka submitted to the Central Otago District Council’s 2021-2031 Long-term Plan, seeking funding for engagement in Council’s workstreams under a Treaty partnership arrangement. A copy of the submission is attached as appendix 1.
As part of its deliberations on the 2021-31 Long-term Plan, Council resolved the following at its meeting held on 1 June 2021:
“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.”
This report provides an update on those discussions and presents a draft agreement for Council’s consideration.
3. Discussion
Section 81 of the Local Government Act (the Act) states that a local authority must establish and maintain processes to provide opportunities for Māori to contribute to the decision-making processes of the local authority; and consider ways in which it may foster the development of Māori capacity to contribute to the decision-making processes of the local authority.
To date, Aukaha have formal relationship agreements in place with the Otago Regional Council, Queenstown Lakes District Council and the Dunedin City Council.
As part of the deliberations on the Central Otago District Council’s 2021-2031 Long-term Plan, staff recommended there was value to negotiating a comprehensive partnership agreement with kā rūnaka, via Aukaha, that would see all parties contribute towards joint outcomes in Central Otago.
A draft protocol has since been received and this is attached as appendix 2. The draft protocol provides a framework to establish an enduring partnership between Kāi Tahu, as represented by kā rūnaka and the Central Otago District Council, and for the operational interface with Aukaha Ltd.
The draft protocol outlines the proposed resourcing and funding arrangements, planning and programmes, reporting and review, payment schedule, signatories and includes a schedule that clarifies which work programmes are included in the partnership funding, and which falls outside of that.
4. Financial Considerations
Historically, Aukaha engagement with the Central Otago District Council has been undertaken on a piecemeal, cost recovery basis. As per the submission to the Long-term Plan, Aukaha advise that partnership funding provides certainty that Aukaha staff can commit time and resource to engaging in Council’s strategic planning processes.
Following discussions across the Council, $35,000 from existing budgets could be reallocated to fund the draft partnership protocol to deliver on the work programmes it is budgeted for. This means that an additional $35,000 of new expenditure would be required to fund the agreement.
Any new expenditure will have an effect on the 2022/2023 proposed rate increase.
5. Options
Option 1 – (Recommended)
That the Central Otago District Council formalises its relationship with mana whenua through a partnership protocol agreement with Aukaha Ltd. That the draft partnership protocol agreement is endorsed. That $70,000 is allocated for the new agreement, with $35,000 of that being new expenditure.
Advantages:
· The partnership between the Council and Kāi Tahu, as represented by Kā Rūnaka is strengthened and formalised.
· A consistent Treaty partnership approach to the economic, social, environmental and cultural well-being of Kāi Tahu whānui, council staff and the broader community across all the relevant duties and functions of Council.
· Central Otago District Council will work with Aukaha on an annual work programme.
· Aukaha will engage with Kā Runaka to support the integrity of the partnership.
· Council enhances its fulfilment of s81 of the Local Government Act.
Disadvantages:
· New expenditure of $35,000 is required, which will result in an increase to the 2022/2023 proposed rates ($35,000 is approximately a .1% increase).
Option 2
That the Central Otago District Council formalises its relationship with mana whenua through a partnership protocol agreement with Aukaha Ltd and an amount less or more than $70,000 is allocated for the new agreement.
Advantages:
· The partnership between the Council and Kāi Tahu, as represented by Kā Rūnaka is strengthened and formalised.
· A consistent Treaty partnership approach to the economic, social, environmental and cultural well-being of Kāi Tahu whānui, council staff and the broader community across all the relevant duties and functions of Council.
· Central Otago District Council will work with Aukaha on an annual work programme.
· Aukaha will engage with Kā Runaka to support the integrity of the partnership.
· The financial contribution could be reduced.
Disadvantages:
· The financial contribution could be increased.
· The work programme would be reduced and Council may not be able to deliver the appropriate level of service.
Option 3
That the Central Otago District Council does not formalise its relationship with mana whenua through a partnership protocol agreement with Aukaha Ltd.
Advantages:
1. New expenditure is not required.
Disadvantages:
1. An opportunity to develop a partnership protocol with Kāi Tahu, as represented by Kā Rūnaka is lost.
1. Council is at risk of not meeting its obligations under s81 of the Act.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by developing a relationship with mana whenua. This gives partial effect to s81 of the Local Government Act, which states that a local authority must establish and maintain processes to provide opportunities for Māori to contribute to the decision-making processes of the local authority; and consider ways in which it may foster the development of Māori capacity to contribute to the decision-making processes of the local authority.
AND
This decision promotes the social/cultural/economic/environmental wellbeing of communities, in the present and for the future by ensuring a consistent Treaty partnership approach is taken across the relevant duties and functions of the Council.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes – this decision is consistent with all other plans and policies and will enhance them.
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Considerations as to sustainability, the environment and climate change impacts |
A relationship with Aukaha will work towards enhancing Council’s environmental impacts.
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Risks Analysis |
Council is at risk of not meeting its obligations under s81 of the Local Government Act if a formal relationship agreement is not agreed with Aukaha.
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Significance, Consultation and Engagement (internal and external) |
This decision does not trigger external engagement under the Significance and Engagement Policy. The report is the result of a submission to the Long-term Plan. Internal consultation has taken place and annual work programmes will be negotiated to ensure all relevant departments are included.
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7. Next Steps
Once a partnership protocol is approved, an appropriate signing opportunity will be arranged and then a work programme for the 2022-23 financial year will be developed and agreed.
Appendix 1 - Aukaha's Submission to the 2021-31 Long-term Plan ⇩
Appendix 2 - Draft Partnership Protocol between Aukaha and Central Otago District Council ⇩
Report author: |
Reviewed and authorised by: |
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Rebecca Williams |
Sanchia Jacobs |
Community Development Advisor |
Chief Executive Officer |
28/03/2022 |
5/04/2022
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22.3.12 Engaging with the community over the Central Otago Affordable Housing Trust's request for a gift of land to establish a 'secure homes' model
Doc ID: 577433
1. Purpose of Report
To consider the plan to engage with the community on the request from the Central Otago Affordable Housing Trust for Council to gift them land to establish a ‘secure homes’ scheme in the region.
That the Council A. Receives the report and accepts the level of significance. B. Agrees on the engagement plan detailed in this paper to hear the views of the community about the request from the Central Otago Affordable Housing Trust for Council to gift land to enable the establishment of a ‘secure homes’ scheme.
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2. Background
The project to determine a position on Council’s role in housing has been in development since early 2020. Following Council direction, staff have been investigating council involvement in several areas along the housing continuum (from an improved planning framework to providing social housing). At the last Council meeting on 9 March 2022, Council considered two outstanding areas. Namely, increased density (supporting promotion of different housing typologies in developments) and supporting progressive home ownership models (the ‘secure home’ model proposed by the Central Otago Affordable Housing Trust).
In the meeting Council resolved that a policy position be developed that any Council-led developments should consider including provision for different housing typologies using the urban design innovation model, subject to market conditions. Council decided to leave the decision on supporting the Central Otago Affordable Housing Trust on the table.
Given the challenges obtaining external funding to support the establishment of the Central Otago Affordable Housing Trust (such as a recent unsuccessful application to the Infrastructure Acceleration Fund), the only viable way forward for the Central Otago Affordable Housing Trust is for Council to gift a proportion of the land they require to get up and running. The Central Otago Affordable Housing Trust have indicated they would initially need approximately 1/3 of the remainder of Cromwell’s Gair Avenue development and then look to extend to Alexandra (the bare land value of 1/3 of Gair Avenue is approximately $4m and the opportunity for any development profit off that land would be foregone if it was gifted). Given the financial impact of this on future projects (which may not go ahead or have an additional rates impact), the paper recommended to not give up the land. Council directed that an engagement plan to be developed to ascertain the views of the community, and the results be brought back to help inform their decision on whether to support the Central Otago Affordable Housing Trust by gifting land.
3. Discussion
Under the current delegations, land is owned by Council though the benefits and costs are realised at a ward level. Council currently has two parcels of residential land being developed, one in Gair Avenue in Cromwell and the other in the Pines in Alexandra. There are no developments planned or likely in the Teviot Valley or Māniatoto. As such, it is proposed to focus this engagement on those residents most directly financially affected by the proposal – those in the Cromwell and Vincent wards.
The engagement plan proposal
It is proposed that council surveys residents of the Cromwell and Vincent wards for a period of approximately one month during early/mid May through to June 2022. Each ratepayer would be emailed a ‘postcard’ inviting them to participate in a short on-line survey to ascertain their views on Council supporting the Central Otago Affordable Housing Trust. The survey preamble will describe the challenges of housing in Central Otago, the Central Otago Housing Trust’s proposal (with a further link that will describe the ‘secure homes’ model in more detail), the relative cost to Council of supporting the proposal (i.e., that in order to be established they require approximately $4m of bare land - initially from Gair Avenue, and then from the Alexandra Pines subdivision). It will also outline that there would be a loss of profit on the developed land (which is approximately $16m being land plus profit) which would impact on the financial viability of future projects in these wards, or directly increase rates as consequence.
The survey will then ask the following:
1. Do you agree to Council supporting the development of affordable housing in Central Otago?
Yes/No
2. Do you agree with Council contributing land worth the equivalent of $8m ($4m each from the Cromwell and Vincent wards) to the Central Otago Affordable Trust to establish a secure homes model in this region? (note this would equate to a loss of return on developing the land of $16m - $8m worth of land value and $8m worth of net profit)
Yes/No
3. Do you have any other thoughts about Council’s role in providing affordable housing that you would like to share?
In addition to the postal invite, posters will be displayed in libraires and community centres in each of these wards. Council’s usual media outlets will be utilised also (eg Facebook).
4. Financial Considerations
The value of developed land is approximately double the value of the bare land (so $4m worth of bare land equates to a return on the developed land of $8m). Over both the Gair Avenue and the Pines development this would equate to $16 million dollar return to Council from land value plus profit. Further details on the financial ramifications of any decision to gift land will be provided in a future report.
The cost of the preferred engagement option can be met within the existing strategy projects budget. If a more comprehensive engagement approach is preferred, any additional costings will be considered in future advice.
5. Options
Option 1 – (Recommended)
Agrees to the engagement plan detailed in this paper to hear the views of the community about the proposal from the Central Otago Affordable Housing Trust.
Advantages:
· Enables the community sentiment to be captured in a timely way
· Is a cost effective and efficient approach
· Will enable advice about the communities’ view to be presented at the 3 July Council meeting.
Disadvantages:
· May result in lower participation rates than a more comprehensive engagement plan.
Option 2
Do not agree with the engagement plan outlined in this paper, and direct staff to come back to a future meeting with a more comprehensive engagement plan.
Advantages:
· A more comprehensive plan is likely to get more publicity, and therefore higher participation rates
Disadvantages:
· Is likely to delay any decision on supporting the Central Otago Affordable Housing Trust until after November 2022 due to the election period
· Further creates uncertainty for the Central Otago Affordable Housing Trust.
· May be more costly and may not be able to be meet within existing budgets.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision promotes the social and economic wellbeing of communities, in the present and for the future by obtaining community views on ratepayer support for the proposal from the Central Otago Affordable Housing Trust.
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes.
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Considerations as to sustainability, the environment and climate change impacts |
There are no considerations as to sustainability, the environment and climate change impacts as a consequence of this paper.
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Risks Analysis |
There is a risk with the method outlined in this paper that fewer responses are obtained compared to a more intensive engagement process.
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Significance, Consultation and Engagement (internal and external) |
The decision in this paper to survey the community does not trigger the threshold under the Significance and Engagement Policy. However, it is likely that the ultimate Housing Policy will require consultation using the special consultative procedure as outlined in the Local Government Act 2002.
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7. Next Steps
Depending on Council direction, staff will seek community views during May and June and intend to report back to the 3 July 2022 Council meeting.
Nil
Report author: |
Reviewed and authorised by: |
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Saskia Righarts |
Sanchia Jacobs |
Chief Advisor |
Chief Executive Officer |
11/04/2022 |
12/04/2022
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22.3.13 Elderly Persons Housing Rent Review
Doc ID: 572507
1. Purpose
To advise of the impact of the rent review for Council’s Elderly Persons Units for 2022/2023.
That the report be received.
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2. Discussion
Council owns and maintains 98 Elderly Persons Housing units throughout the district which are predominately for accommodation of the elderly.
Council has a policy of charging market rent for new tenancies and market rent is set annually to provide for any movement in the market.
As part of the Long-term Plan 2018 – 28 (LTP 18/28), Council gave consideration to subsidising rents. However, Council did recognise that substantial costs would be placed on the ratepayers and reducing or subsidising the rents would have the effect of reducing any supplement that is provided to tenants by the Ministry of Social Development’s accommodation supplement. Therefore the status quo of charging market rents for Elderly Persons Units remains.
Annual rent reviews determine the new annual rent set each year for implementation. Rental increases are determined by a property valuer taking into account market rentals throughout the district.
The last rent review was undertaken in May 2019 and new rents became effective on 1 September 2019.
As part of the COVID-19 response plan Government by law, put a freeze on all rents for six months from 26 March - 25 June 2020.
A market rent assessment undertaken in July 2020 saw the market rents had remained static for the units. There were two tenants who were paying under market rent so their rent was increased to meet market rent.
Market Rent Assessment
For this rent review Quotable Value Limited (QV) reviewed the rent as at mid-2021. These market rentals will be applied to tenancies in the 2022/2023 financial year.
QV’s recommended market rentals have been derived in accordance with other comparable market rental evidence. That being other similar sized units in the same town locations. Additionally, the valuer has considered the density of the units, ability to tenant the units and that Council’s target market is predominately for the elderly. Essentially that does result in some moderating of rent levels often referred to as being at the “soft end” of the market rentals.
QV recognized the units have on-going maintenance work occurring, the units have all been double glazed and all units are compliant with the Healthy Homes standards. Occupancy rates at the time of QV’s rent review was within 94% - 96%.
QV noted:
“The property market has been affected by the Covid-19 outbreak with the market currently subject to a higher potential for change and uncertainty. The rental market has been characterised by gradually increasing rental levels and low vacancy rates. There is also a preference for more comfortable modern accommodation with less demand and higher vacancy rates for the older accommodation units.”
The recommended market rent increase is higher for the larger units at Alexandra, Clyde and in Cromwell where the units are more centrally located. There is either no increase or a small increase for the older units in Alexandra and Cromwell. Roxburgh and Ranfurly have a small increase with the exception of two bed-sit units in Roxburgh and 16 older units in Ranfurly where there is no increase.
Table 1 below shows the range of rental increases and gives a comparison with the last rental review undertaken in May 2019.
Table 1
Superannuation Rates
An increase to New Zealand Superannuation rates that was announced on 14 March 2022 will take effect from 1 April 2022. These rates have been applied when reviewing the percentage of income spent on rent after the accommodation supplement has been applied.
Accommodation Supplement and Community Services Card
The Ministry of Social Development’s accommodation supplement (AS) is available to assist with rental costs for those on a low income. For the purpose of this report, consideration has been given to those who receive New Zealand Superannuation and have a Community Services Card.
The accommodation supplement is asset tested, based on cash assets such as money in the bank or other assets that can clearly be converted into cash such as a house or flat that is owned but not tenanted by the owner.
Council does not means/income test prospective tenants but since 1 July 2018 applies the following criteria to prioritise applications:
1. Aged over 65 with a Community Services Card
2. Aged 60 plus with Community Service Card
3. Aged 60-64 with no Community Services Card, where long standing vacancies exist
4. Aged under 60 with clear social need, where there are long standing vacancies (CEO's discretion)
The Community Services Card is means/income tested and the threshold eligibility rate of additional income that can be earned is:
· Single superannuitant - $104.96 per week (gross)
· Couple receiving superannuation - $178.33 per week (gross)
Those with a Community Services Card are entitled to an accommodation supplement.
Effect of Applying Market Rental on Income
Net income shown in the tables below does not include Winter Energy Payments which are paid from 1 May 2022 and end on 1 October 2022 for a period of 22 weeks. A single superannuitant receives $20.46 weekly or a total amount of $450.12 for the 22 week period. A couple receives $31.82 weekly or $700.04 for the 22 week period.
Table 2 below shows the impact the rent increase has, as a percentage rate of income spent after the accommodation supplement has been applied for single occupancies.
Table 3 below, shows the percentage of income spent on rent for couples residing in larger units.
Market Rent Increase Summary
Of the 26 units in Alexandra and Clyde, 8 units have no rent increase, 8 have a $5.00 increase and 10 have a $10.00 increase.
All 31 Cromwell units have a rent increase, 19 units have a rent increase of $5.00. 12 units rent increases by $10.00.
All units in Roxburgh have a rent increase of $5.00 except for the 2 bed-sit units where there is no rental increase.
Ranfurly has 26 rental units,10 units have a $5.00 rent increase, 16 units have no rent increase.
Financial
Currently as at the end of February 2022 income from rent is favourable by 2.65%: $13,241.
The annual rental budgeted in the current Long-term Plan for years 2 and 3 is $725,000. This was a conservative approach based on the uncertainty of the rental market and factoring in a lower rental occupancy.
Based on the static occupancy rate of 93% at the time of writing this report the rental income may increase from the forecasted budget of $725,000 to $761,280, an estimated increase of $36,280 per annum.
Implementation
The process to increase rents has a statutory requirement under the Residential Tenancies Act 1986. Tenants must be given 60 days’ notice of a rent increase.
Action:
· The first letter of notification of a rental increase will be posted, or delivered, to affected tenants no later than 29 April 2022 advising of the proposed rent increase effective 1 July 2022.
· A second notification letter will be posted as a reminder in May 2022.
Nil
Report author: |
Reviewed and authorised by: |
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Janice Remnant |
Louise van der Voort |
Property and Facilities Officer (Māniatoto) |
Executive Manager - Planning and Environment |
1/04/2022 |
8/04/2022
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22.3.14 RECOMMENDATION OF APPOINTMENT OF LOCAL CIVIL DEFENCE CONTROLLER.
Doc ID: 567777
1. Purpose of Report
To consider supporting a recommendation to the Otago Group Manager of Civil Defence Emergency Management to appoint Dylan Rushbrook as a local controller.
That the Council A. Receives the report and accepts the level of significance. B. Recommends to the Otago Civil Defence Emergency Group Manager that Dylan Rushbrook (General Manager Tourism Central Otago) be appointed as a Local Civil Defence Controller (statutory position).
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2. Background
A “local controller”, in a civil defence emergency management context, is the person that controls both declared and undeclared emergencies within the Central Otago District Council area in accordance with the Coordinated Incident Management System (CIMS) and the Civil Defence Emergency Management Act 2002.
The local controller reports to the group civil defence controller within the Otago Civil Defence Management Group (Matt Alley).
Local controllers are legally appointed under Section 27(1) of the Civil Defence Emergency Management Act 2002 by the Joint Committee who require the recommended appointee to be nominated by the Territorial Local Authority where they will operate, in this case the CODC.
In 2021 council had three local controllers, Sanchia Jacobs, Louise van der Voort and David Campbell.
Towards the end of 2021 David Campbell resigned, creating a vacancy for a local controller. An expression of interest for the role was internally advertised within the leadership team at council.
3. Discussion
The position of controller is pivotal within council’s legislated obligations to respond to declared and undeclared civil defence emergencies. The involvement in such events brings risk to the reputation of council and an expectation that any such incidents are effectively and efficiently conducted and concluded for the benefit of ratepayers, elected members, council staff and the wider public.
The recommended appointee for the local controller position is Dylan Rushbrook, the current General Manager of Tourism, Central Otago. As a nominee for the local controller position Dylan brings experience from both private sector tourism, business management and significant involvement within local government. He has also been heavily involved in the recovery function as part of the COVID-19 response. Dylan has the support of the chief executive officer in his nomination for this role.
Formal training for the successful candidate is undertaken both locally within the Otago Civil Defence Emergency Management training structure and nationally through a staggered, territory qualification with specialist educational provider Response & Recovery Aotearoa New Zealand (RRANZ) in partnership with Massey University.
4. Financial Considerations
The local training from within the Otago Civil Defence Emergency Management Group is free for all council employees. The formalised controller training with educational provider RRANZ/Massey University incurs a cost of approximately $6,000- ($4,000- course cost + $2000- travel and accommodation cost). This cost can be accommodated within existing Civil Defence Emergency Management budget.
5. Options
Option 1 – (Recommended)
That the Council recommend to the Joint Committee (via Otago Civil Defence Emergency Management Group Controller, Matt Alley) that Dylan Rushbrook be appointed as a council local controller.
Advantages:
· Dylan is the recommended appointment by the chief executive officer and he has a keen interest in civil defence Emergency Management and a proven record in recovery management.
· This option would continue to support the succession planning within council emergency management local controllers.
· As an employee and current function manager within the council’s civil defence emergency response structure Dylan already has established relationships that are critical to be successful in this role.
Disadvantages:
· There are no known disadvantages of appointing Dylan in this role.
Option 2
That no appointment is made to the currently vacant position of local controller.
Advantages:
· That Dylan would not be required to spent time away from his core business training or be engaged within an operational environment during a civil defence incident or emergency.
· That any training costs will not be incurred.
Disadvantages:
· That by not appointing a third Local Controller this places more responsibility on the two current local controllers, both of whom are senior staff and may either be absent or better engaged in other aspects of an emergency or relevant council business at the time of an incident.
Option 3
Appoint an independent contractor.
Advantages:
· Will free up staff time.
Disadvantages;
· An external contracted controller may not have the established relationship with local staff, contractors or the public.
· There would be a considerable cost to hire an external controller and there might be a delay in arriving at the Emergency Operations Centre.
Option 4
Appoint someone else.
Advantages:
· None identified
Disadvantages:
· Delay in appointment as there would need to be a further recruitment round.
6. Compliance
Local Government Act 2002 Purpose Provisions |
The recommendation, in this case, relates to the Civil Defence Emergency Management Act 2002
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Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes
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Considerations as to sustainability, the environment and climate change impacts |
There is no negative implication to these areas by a decision either in support of or against this recommendation.
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Risks Analysis |
The recommendation increases capacity within the council’s Civil Defence Emergency Management Team. This assists with succession planning while reducing exposure to risk by having insufficient trained or available Local Controllers.
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Significance, Consultation and Engagement (internal and external) |
Expressions of Interest were sought from within the council for this position and this recommendation is the result of that process. |
7. Next Steps
Should the Council support the recommendation of Dylan Rushbrook as a local controller this will be past to the Otago Civil Defence Emergency Group Manager who will present the recommendation at the Joint Committee.
Nil
Report author: |
Reviewed and authorised by: |
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Derek Shaw |
Sanchia Jacobs |
Emergency Manager - Central Otago |
Chief Executive Officer |
7/04/2022 |
13/04/2022
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22.3.15 Financial Report For The Period Ending 28 February 2022
Doc ID: 573910
1. Purpose
To consider the financial performance for the period ending 28 February 2022.
That the report be received. |
2. Discussion
The third report details the expenditure of the capital works programme across activities. This helps track key capital projects across the year and ensures the progress of these projects remains transparent to Council.
The fourth report is the Statement of Financial Position, this is new to this report. This shows the movements in assets, liabilities, and equity. It allows the Council to measure the year-to-date movements by comparing prior year actuals and budget, along with the current year annual plan and revised budgets.
The fifth and sixth reports detail the internal and external loans balances. The internal loans report forecasts the balance as at 30 June 2022, whereas the external loans show the year-to-date current balances due to payments throughout the year.
Council meeting Agenda |
27 April 2022 |
I. Statement of Financial Performance for the period ending 28 February 2022
8 MONTHS ENDING 28 FEBRUARY 2022 |
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2021/22 |
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YTD |
YTD |
YTD |
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Annual Plan |
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Actual |
Revised Budget |
Variance |
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Revised Budget |
$000 |
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$000 |
$000 |
$000 |
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$000 |
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Income |
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|
|
33,270 |
Rates |
22,606 |
22,517 |
89 |
|
33,270 |
7,248 |
Govt Grants & Subsidies |
9,194 |
11,210 |
(2,016) |
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16,217 |
7,323 |
User Fees & Other |
4,299 |
4,788 |
(489) |
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7,866 |
17,286 |
Land Sales |
3,778 |
4,750 |
(972) |
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14,650 |
2,155 |
Regulatory Fees |
1,893 |
1,633 |
260 |
|
2,155 |
2,104 |
Development Contributions |
1,399 |
1,403 |
(4) |
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2,104 |
388 |
Interest & Dividends |
53 |
258 |
(205) |
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388 |
- |
Reserves Contributions |
237 |
- |
237 |
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- |
- |
Profit on Sale of Assets |
1 |
- |
1 |
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- |
55 |
Other Capital Contributions |
95 |
2 |
93 |
|
55 |
69,829 |
Total Income |
43,555 |
46,561 |
(3,006) |
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76,705 |
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|
|
|
|
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Expenditure |
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|
|
|
|
13,565 |
Staff |
8,270 |
8,888 |
618 |
|
13,529 |
587 |
Members Remuneration |
339 |
392 |
53 |
|
587 |
8,904 |
Contracts |
5,738 |
6,791 |
1,053 |
|
9,724 |
2,902 |
Professional Fees |
2,021 |
2,615 |
594 |
|
3,881 |
9,997 |
Depreciation |
7,000 |
6,665 |
(335) |
|
9,997 |
13,926 |
Costs of Sales |
1,962 |
100 |
(1,862) |
|
7,290 |
3,920 |
Refuse & Recycling Costs |
2,229 |
2,288 |
59 |
|
3,920 |
1,723 |
Repairs & Maintenance |
994 |
1,180 |
186 |
|
1,739 |
1,410 |
Electricity & Fuel |
919 |
931 |
12 |
|
1,410 |
- |
Loss on Sale of Asset |
262 |
- |
(262) |
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- |
652 |
Grants |
426 |
483 |
57 |
|
652 |
1,115 |
Technology Costs |
640 |
738 |
98 |
|
1,099 |
303 |
Projects |
687 |
804 |
117 |
|
1,206 |
639 |
Rates Expense |
523 |
567 |
44 |
|
634 |
423 |
Insurance |
450 |
423 |
(27) |
|
423 |
2,037 |
Other Costs |
964 |
1,352 |
388 |
|
2,041 |
62,103 |
Total Expenses |
33,422 |
34,217 |
795 |
|
58,132 |
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|
|
|
|
|
|
7,726 |
Operating Surplus / (Deficit) |
10,133 |
12,344 |
(2,211) |
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18,573 |
This table has rounding (+/- 1)
The financials for February 2022 show an overall unfavourable variance of ($2.211M). Government grants and subsidies are unfavourable by ($2M). This is due to the timing of funding received for the Three Waters Stimulus funded projects which is behind budget by ($1.74M). Cost of Sales of $1.962M have come through for stage one of the Dunstan Park subdivision. The budgets for subdivision cost of sales are recognised in June, so purely timing.
Income of $43.555M against the year-to-date budget of $46.561M
Overall income has an unfavourable variance against the revised budget of ($3M). This relates to the timing of funding received for the Three Waters Stimulus funded projects which is behind budget by ($1.74M). Payment of $2.3M was received in March bringing the actuals back into alignment with the budget. Other factors include the land sale revenue for a parcel of Three Waters land and the timing of the roading Waka Kotahi subsidies and other grants.
The main variances are:
· Government grants and subsidies revenue has an unfavourable variance of ($2.016M). The unfavourable variance relates to the timing of funding received for the Three Waters Stimulus funded projects which is behind budget by ($1.74M), as mentioned above payment of $2.3M was subsequently received in March. The timing of the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) roading subsidy is contributing an unfavourable variance of ($700k). Subsidies are claimed for both the operational and capital roading work programmes. This is offset by revenue of $207k from Tourism Infrastructure Funding (TIF) for the new Clyde toilet and Miners Lane carparks. The budgets for these activities are included in ‘user fees and other’. This will be re-aligned in the next revision of the budget. There is a favourable variance for Tourism Central Otago funding of $166k, received from the Ministry of Business, Innovation and Employment.
· User fees and other has an unfavourable variance of ($489k). Of this variance, ($341k) is due to the grants budget being included in ‘other income’ rather than the correct place of ‘grants and subsidies’. This budget includes the TIF funding for the new Clyde toilet and Miners Lane carparks. As mentioned above, this will be corrected in the next revision of the budget. Year-to-date revenue for this category is also down ($33k) in waste levy income and ($118k) for water meter readings. Water meter readings is believed to be a timing issue which is expected to correct as the year progresses.
· Land sales have an unfavourable variance of ($972k). Of this ($750k) relates to Three Waters land that Council agreed to sell as part of the long-term planning process with the remaining ($222k) variance relating to the Dunstan Park subdivision.
· Regulatory fees have a favourable variance of $260k. This variance continues to be driven by building consent revenue received, which year-to-date is $262k ahead of budget.
· Reserves contributions have a favourable variance of $237k. These contributions are dependent on developers’ timeframes and therefore difficult to gauge when setting budgets.
Expenditure of $33.422M against the year-to-date budget of $34.217M
Expenditure has a favourable variance of $795k. The main drivers behind the favourable variance are contracts, staff, professional fees, and other costs. Offsetting this favourable variance is the cost of sales from stage 1 of the Dunstan Park subdivision, along with loss on sale of assets and depreciation.
The main variances are:
· Staff costs have a favourable variance of $618k. The is due in part to the lag between staff movement and the replacement of new staff, plus the relevant recruitment costs. It also includes staff training, made up of conferences and planned attendance at workshops, travel and accommodation. Attendance and travel plans have been delayed due to the on-going impact of COVID-19.
· Contracts have a favourable variance of $1.053M. Contract expenditure is determined by workflow and the time of the contract. The outcome of this is that the phased budgets will not necessarily align with actual expenditure, meaning some work appears favourable, and some contracts spend year-to-date appear unfavourable. Planned maintenance $298k; contracts $590k; physical works contract $354k; and roading contracts ($260k) are the key timing variances year-to-date. The contracts variance of $590k is being driven by the timing of the Three Waters Stimulus operational improvements projects.
· Professional fees have a favourable variance of $594k. This is similar to contract expenditure where budget and actuals do not align throughout the year but typically align by the end of year. Major variances include: asset management plans and management costs ($69k); engineers fees $105k; management consultants $356k; planning consultants $145k and recoverable professional fees ($205k).
· Depreciation has an unfavourable variance of ($335k). This is mainly due to a difference between the actual and budgeted wastewater depreciation. Wastewater assets reflect the updated valuations which occurred after the 2021-31 Long-term Plan was approved. The depreciation budget has been brought into alignment for the Annual Plan 2022/23. Areas with major variances include: libraries ($40k); information services ($45k); parks reserves recreation $298k; property $39k; wastewater ($391k); and waste management ($56k).
· Costs of sales has an unfavourable ($1.862M). This is due to the costs incurred for stage 1 of the Dunstan Park subdivision and is offset by land sales revenue of $3.7M received for the first stage of this development. The costs of sales budget is reflected in June and will continue to show as an unfavourable variance as this has not been adjusted during the second budget revision.
· Repairs and maintenance has a favourable variance of $186k, mainly due to the timing of various projects as well as building maintenance requirements. Weed control $67k, buildings repairs and maintenance $58k and sludge treatment $30k are the key timing variances.
· Loss on sale of asset has an unfavourable variance of ($262k). This is due to the disposal of District Rural Fire building assets to Fire and Emergency New Zealand (FENZ) as part of Council resolution 21.2.6 dated March 2021. This includes the Omakau Fire Depot and the Tarras Fire Station.
· Projects have a favourable variance of $117k, due to the phasing schedule of Tourism Central Otago projects.
Other costs breakdown is as below:
2021/22 |
|
YTD Actual |
YTD Revised Budget |
YTD Variance |
2021/22 |
|
Annual Plan |
Other Costs breakdown |
Revised Budget |
||||
$000 |
|
$000 |
$000 |
$000 |
$000 |
|
535 |
Administrative Costs |
213 |
365 |
152 |
|
550 |
690 |
Office Expenses |
342 |
449 |
107 |
|
666 |
234 |
Operating Expenses |
147 |
157 |
10 |
|
234 |
327 |
Advertising |
117 |
208 |
91 |
|
329 |
175 |
Valuation Services |
108 |
118 |
10 |
|
175 |
76 |
Retail |
37 |
55 |
18 |
|
87 |
2,037 |
Total Other Costs |
964 |
1,352 |
388 |
|
2,041 |
This table has rounding (+/- 1)
· Other costs have been configured to include only need based costs which will fluctuate against budget from time to time. There are no significant variances of note to report on at present.
II. Profit and Loss by Activity for the period ending 28 February 2022
This table has rounding (+/- 1)
* The funding activity has been removed as this is not an operational activity.
· Infrastructure – expenditure has an unfavourable variance of $61k. This department is fully on-charged as an overhead. The overspend of $61k is due to the timing of staff salaries being charged out to capital projects.
· Roading – income has an unfavourable variance of ($878k). This is predominately due to the Waka Kotahi subsidy. This subsidy moves in conjunction with the subsidised roading operating and capital work programmes. Operating expenditure is on schedule with the budget, with a favourable variance of $99k. The capital work programme is currently behind budget with a year-to-date variance of $642k.
· Waste Management - income has an unfavourable variance of ($143k). User fee revenue of $858k is lower than budget, though remains on par with last years’ actuals of $844k. Expenditure has an unfavourable variance of ($177k). Asset management costs have increased by ($108k) due to the waste services tender that is being reviewed, along with additional traffic management that was needed early in the financial year. Depreciation has also increased year-to-date by ($56k). Waste assets were revalued 1 July 2021 which was post adopting the 2021-31 long-term Plan.
· Parks and Recreation – income has a favourable variance of $30k. This is mainly due to a Ministry of Business Innovation and Employment (MBIE) responsible camping funding carried over from the prior year. Expenditure has a favourable variance of $693k. A large portion of this is due to depreciation being $299k lower than budget. The remaining favourable variance is due to the timing of workplans and staffing requirements with underspends in; contracts $211k; other costs $93k; grants $25k; and staff costs $41k.
· Corporate Services – income has a small favourable variance of $11k. Expenditure has an unfavourable variance of ($37k). This is mainly due to a ($262k) loss of sale of assets from the disposal of District Rural Fire building assets to FENZ as part of Council resolution 21.2.6 dated March 2021. This includes the Omakau Fire Depot and the Tarras Fire Station. The loss is offset by underspends in computer maintenance and support $57k, office expenses $39k, professional fees $34k and contracts $29k.
· People and Culture – income has an unfavourable variance of ($41k). Impacting income is the loss of the shared services arrangement with the Otago Regional Council by ($17k) and the timing of grant funding received for New Zealand Libraries Partnership Programme ($22k). Expenditure has a favourable variance of $135k. Driving these variances are underspends in human resources $56k, health and safety $31k and libraries $68k. This is offset by an unfavourable variance in service centres of ($37k). Staff budgets in the 2021-31 Long-term Plan were consolidated into fewer costs centre. As a result, the actuals are not aligned with the budgets.
· CEO – income has an unfavourable variance of ($11k). Expenditure has a favourable variance of $464k. This is mainly due to the timing and need for: consultants $215k, staff costs $146k and other costs $43k.
· Property – income has an unfavourable variance of ($50k). The Dunstan Park subdivision sales from stage one came through in January 2021. Expenditure has an unfavourable variance of ($1.66M). This is mainly due to the costs of sales from stage one of the Dunstan Park subdivision of $1.9M. As discussed above the budget for the costs of sales will come through in June. This is offset by underspends in community buildings $129k, commercial and other property $91k, airports $56k and elderly person housing $29k.
· Governance and Community Engagement – income has a favourable variance of $244k. This continues to be driven by the budget phasing of tourism grants, in particular Strategic Tourism Assets Protection Programme (STAPP), Tourism Communities Support and Recovery and Re-set plan (SRR) funding. Expenditure has a favourable variance of $623k. This is due to underspends in promotions and tourism $252k, governance $80k, community development $114k, visitor centres $52k and regional identity $114k. The promotions and tourism variance relates to the phasing schedule for the Tourism Central Otago projects.
· Planning (Regulatory) – has a favourable income variance of $334k. This is mainly due to an increase in building permit revenue of $262k. Expenditure has a favourable variance of $243k. This is due to the timing and need of training and compliance costs $63k, staff costs $69k and contracts $61k.
· Three Waters – income has an unfavourable variance of ($2.63M). This is mainly due the timing of grants ($1.74M), metered water sales ($118k) and land sales of ($750k). As discussed earlier the grants variance is being driven from the timing of Three Waters Stimulus funding, payment which has since been received in March. Expenditure has a favourable variance of $472k. Driving this favourable variance are contracts by $676k; cost of sales $100k and professional fees $112k. This is offset by higher than budgeted depreciation of ($484k). Of the contracts variance, $535k is being driven by the timing of the Three Waters Stimulus operational improvements projects.
III. Capital Expenditure
Year-to-date, 32% of the total capital spend against the full year’s revised capital budget, has been expensed.
Due to supply chain and resource issues related to COVID-19, the capital works programme is behind the revised annual plan schedule. The second forecast of the 2021-22 Annual Budget is being tabled in the same council meeting as this report. It discusses any major adjustments to budget requirements.
2021/22 |
|
|
|
|
|
2021/22 |
Progress to date against revised budget |
Annual Plan |
CAPITAL EXPENDITURE |
YTD Actual |
YTD Revised Budget |
YTD Variance |
|
Revised Budget |
|
$000 |
|
$000 |
$000 |
$000 |
|
$000 |
|
|
|
|
|
|
|
|
|
6,058 |
Council Property and Facilities |
895 |
5,768 |
4,873 |
|
9,146 |
10% |
382 |
Waste Management |
377 |
913 |
536 |
|
913 |
41% |
- |
i-SITEs |
- |
4 |
4 |
|
4 |
0% |
50 |
Customer Services and Administration |
15 |
41 |
26 |
|
62 |
24% |
204 |
Vehicle Fleet |
108 |
93 |
(15) |
|
256 |
42% |
248 |
Planning |
- |
190 |
190 |
|
348 |
0% |
352 |
Information Services |
175 |
621 |
446 |
|
1,386 |
13% |
164 |
Libraries |
79 |
123 |
44 |
|
512 |
15% |
1,713 |
Parks and Recreation |
602 |
2,682 |
2,080 |
|
3,755 |
16% |
7,420 |
Roading |
4,658 |
5,300 |
642 |
|
7,950 |
59% |
14,243 |
Three Waters |
13,431 |
25,283 |
11,852 |
|
38,726 |
35% |
|
|
|
|
|
|
|
|
30,834 |
Grand Total |
20,340 |
41,018 |
20,678 |
|
63,058 |
32% |
Council Property and Facilities $4.873M favourable against budget:
Cromwell Town Centre projects are driving the majority of this variance by $3.3M. The work programme is currently in the investigation and design phase for the Cromwell Memorial Hall and Events Centre. Other areas behind budget include community buildings $362k, council offices $875k and elderly person housing $210k.
Waste Management $536k favourable against budget:
The transfer station reconfiguration projects are contributing to $381k of the underspend. Some of this work in underway but not all work will be completed this year. The Glass Crushing plant still has some work to be carried out including bunkers and some extraction work.
Vehicle Fleet ($15k) unfavourable against budget:
Vehicle renewals and purchases are slightly ahead of budget with 42% of the $256k total revised budget being already spent. The timing will balance out by end-of-year.
Information Services $446k favourable against budget:
Information Services projects are behind budget. Projects include Geographic Information Services $102k, enhanced customer experience digital services $47k, enterprise resource planning information services $163k and financial performance improvement $96k.
Parks and Recreation $2.08M favourable against budget:
This favourable variance is driven by a mixture of the timing of project budgets and contractor’s availability to perform the work. Projects include landscaping, signage and irrigation. The Cromwell pool replacement heat pump accounts for half of the capital budget variance. The work on installing the heat pump will begin after Easter.
Roading $642k favourable against budget:
Roading projects are behind schedule, this is mainly due to the timing of the capital programme which tend to ramp up over the summer construction season. Projects include footpath renewals $143k, carpark renewals $326k, structures renewals $354k and minor improvements $527k.
Three Waters is $11.8M favourable against budget:
The favourable variance is due to the timing of construction projects. The main drivers include the Lake Dunstan water supply $3.7M, water treatment plant and capacity upgrades $2.3M, water supply renewals $1.23M and water stimulus fund projects $1.8M.
IV. Statement of Financial Position
The Statement of Financial Position (Balance Sheet) is to show the comparisons between actual and budget for control accounts. Comparing the assets, liabilities and equity to the prior financial year actuals and the current year-to-date actuals, along with the full year revised budget and Annual Plan.
2020/21 Full Year |
2020/21 YTD February Actual |
STATEMENT OF FINANCIAL POSITION |
2021/22 YTD February |
2021/22 Revised Budget |
2021/22 |
$000 |
$000 |
for the period ended 28 February 2022 |
$000 |
$000 |
$000 |
|
|
EQUITY |
|
|
|
392,456 |
382,765 |
Ratepayers equity |
404,067 |
414,890 |
393,593 |
12,321 |
8,464 |
Surplus/(Deficit) |
10,135 |
18,491 |
7,644 |
7,035 |
14,580 |
Council Reserves |
7,822 |
4,258 |
4,178 |
487,465 |
483,494 |
Property revaluation reserve |
488,077 |
496,629 |
496,629 |
(17) |
(20) |
Investment shares fair value revaluation reserve |
(17) |
(20) |
(20) |
80 |
80 |
Restricted reserves |
80 |
80 |
80 |
899,340 |
889,363 |
Total equity |
910,164 |
934,328 |
902,104 |
|
|
REPRESENTED BY: |
|
|
|
|
|
Current assets |
|
|
|
6,514 |
11,329 |
Cash and cash equivalents |
7,171 |
19,896 |
19,896 |
10,000 |
8,500 |
Other financial assets |
4,000 |
8,000 |
8,000 |
4,852 |
2,297 |
Receivables |
3,948 |
3,171 |
3,171 |
- |
- |
Non Current assets held for sale |
- |
- |
- |
5,394 |
3,615 |
Inventories |
6,720 |
1,509 |
1,509 |
- |
- |
Investment Bond |
- |
625 |
625 |
26,760 |
25,741 |
Total current assets |
21,839 |
33,201 |
33,201 |
|
|
Less current liabilities |
|
|
|
256 |
435 |
Agency and deposits |
686 |
273 |
273 |
13,254 |
6,839 |
Payables and deferred revenue |
10,922 |
4,705 |
4,705 |
673 |
551 |
Employee entitlements |
675 |
1,010 |
1,010 |
- |
- |
Borrowings and other financial liabilities |
- |
- |
- |
14,183 |
7,825 |
Total current liabilities |
12,283 |
5,988 |
5,988 |
12,577 |
17,916 |
Working capital |
9,556 |
27,213 |
27,213 |
|
|
Non-current assets |
|
|
|
111 |
109 |
Available for sale financial assets |
111 |
109 |
109 |
282 |
299 |
Loans and receivables |
245 |
333 |
333 |
26,030 |
24,119 |
Work in Progress |
42,274 |
63,058 |
30,834 |
852,712 |
844,047 |
Property, plant and equipment |
850,361 |
864,309 |
864,309 |
1,272 |
845 |
Intangible assets |
1,261 |
2,271 |
2,271 |
431 |
355 |
Forestry assets |
431 |
357 |
357 |
5,925 |
1,675 |
Investment property |
5,925 |
1,683 |
1,683 |
886,763 |
871,449 |
Total non-current assets |
900,608 |
932,120 |
899,896 |
|
|
Less non-current liabilities |
|
|
|
- |
2 |
Provisions |
- |
5 |
5 |
- |
- |
Borrowings and other financial liabilities |
- |
25,000 |
25,000 |
- |
2 |
Total non-current liabilities |
- |
25,005 |
25,005 |
|
|
|
|
|
|
899,340 |
889,363 |
Net assets (assets minus liabilities) |
910,164 |
934,328 |
902,104 |
* year-to-date actual values are subject to change and are only indicative of the end of year totals. This table has rounding (+/- 1) |
V. Internal Loans
Forecast closing balance for 30 June 2022 is $4.075M.
OWED BY |
Original Loan |
1 July 2021 |
30 June 2022 Forecast |
Opening Balance |
Closing Balance |
||
Public Toilets |
670,000 |
491,239 |
468,048 |
Tarbert St Bldg |
25,868 |
13,067 |
11,574 |
Alex Town Centre |
94,420 |
49,759 |
44,545 |
Alex Town Centre |
186,398 |
91,041 |
79,921 |
Alex Town Centre |
290,600 |
155,412 |
139,137 |
Centennial Milkbar |
47,821 |
21,284 |
18,192 |
Vincent Grants |
95,000 |
19,000 |
9,500 |
Pioneer Store Naseby |
21,589 |
10,949 |
9,609 |
Water |
867,000 |
717,829 |
691,212 |
ANZ Bank Seismic Strengthening |
180,000 |
149,030 |
143,504 |
Molyneux Pool |
650,000 |
571,900 |
539,400 |
Māniōtoto Hospital |
1,873,000 |
1,775,142 |
1,723,630 |
Alexandra Airport |
218,000 |
204,485 |
197,216 |
Total |
5,219,695 |
4,270,138 |
4,075,488 |
This table has rounding (+/- 1)
VI. External Loans
Owed By |
Original Loan |
1 July 2021 Opening Balance |
Principal |
Interest |
28 February 2022 |
Cromwell College |
400,000 |
130,770 |
23,382 |
4,696 |
107,388 |
Māniōtoto Curling |
160,000 |
35,662 |
9,091 |
1,057 |
26,571 |
Oturehua Water |
46,471 |
22,623 |
4,307 |
795 |
18,316 |
|
606,471 |
189,055 |
36,780 |
6,548 |
152,275 |
This table has rounding (+/- 1)
Reserve Funds table
· As at 30 June 2021 the Council has an audited closing reserve funds balance of $7.035M. This reflects the whole district’s reserves and factors in the district-wide reserves which are in deficit at ($16.7M). Refer to Appendix 1.
· Taking the 2020-21 audited Annual Report closing balance and adding 2021-22 income and expenditure, carry forwards and resolutions, the whole district is projected to end the 2021-22 financial year with a closing deficit of ($10.772M).
Appendix 1 - Reserves 2021_22 .pdf ⇩
Report author: |
Reviewed and authorised by: |
|
|
Ann McDowall |
Leanne Macdonald |
Finance Manager |
Executive Manager - Corporate Services |
1/04/2022 |
4/04/2022
|
|
22.3.16 Second Revision of the 2021-22 Annual Budget
Doc ID: 574082
1. Purpose of Report
To consider a second revised budget for the financial year 2021/22. The revision includes Council resolutions approved through-out the year.
That the Council A. Receives the report and accepts the level of significance. B. Authorises the increased operational spend of $377k (Appendix 1), noting: · Governance and Community Engagement $26k additional election expenditure from district reserves for year one of the 2021-31 Long-term Plan. Year two’s annual costs will reduce by the same value, replenishing the reserve (balanced budget). · People & Culture $13k use of district reserves arising from COVID-19 related expenditure in Health and Safety along with a slight increase in depreciation and yellow pages costs. · Three-waters $53k is a revision phasing error and will correct by the end of the financial year and not use reserves. · $293k increase in Waste Management, which has been approved in previous Council resolutions, and $103k of the requested district reserves will be reimbursed upon the sale of carbon credits. · $46k use of Vincent general reserves for additional contract expenditure for the Clyde Museum as approved by the Vincent Community Board. C. Authorises the increased capital spend of $1.89m (Appendix 2), noting: · Council Property activity of $159k been authorised through the various community boards. · Roading has been funded from Waka Kotahi funding. · Three-waters net increase in expenditure of $1.569M has been approved by Council during the year.
|
2. Background
Since setting year one of the 2021-31 Long-term Plan, there have been a number of changes to both operational and capital budgets as a result of changes in timing of the commencement or completion of projects, cost increases or additional funding through grants, subsidies or user fees.
Included in the second revision of the annual budget are prior resolutions from Council and the Vincent Community Board, as listed below:
· Disposal of buildings to FENZ (Council resolution) $269k
· Emission Trading additional costs (Council resolution) $103k
· Clyde Museum (Vincent Community Board resolution) $46k
· Three-Water net increase of $1.569M (Council resolution).
3. Discussion
COVID-19 and subsequent varying degrees of lockdown levels has not only delayed work but has also had an impact on supplies and contractors. Each level of lockdown creates an ongoing impact to work programmes.
Included in Appendix 1 is a breakdown of additional expenditure ($1.119m) and additional revenue ($743k) in this second revision for approval. A net impact of $376k, of which $339k has been approved by Council or the Vincent Community Board. The balance is the timing of costs across a two-year period and will result in a nil impact to reserves. The exception to this is People and Culture where there are slight increases in operating expenditure, including the impact of COVID-19 to the Health and Safety budget. People and Culture also have $61k of personnel costs which were budgeted in Community Engagement (i-SITES and will be corrected by end of year.
Included in Appendix 2 is a breakdown of additional capital expenditure ($1.89m) this includes additional funding approved for Clyde reticulation and water stimulus projects. The balance has been funded by subsidies or approved by Council or a community board.
4. Financial Considerations
The majority of changes requested have already been approved at a Council or community board level, as a result there is minimal financial impact. This report merely brings all the various resolutions and feeds them into the second revised budget, enabling staff the ability to manage and report on their projects.
5. Options
Option 1 – (Recommended)
Approve the revision to the 2021-22 Annual Plan budget as per details in Appendix 1 and 2.
Advantages:
· Revising budgets allows Council the ability to track revised income and expenditure for both operational and capital budgets and monitor the progress.
· Authorising the revised budgets allows staff the delegation to proceed with the required activities of Council.
· Ongoing revisions to Council’s budgets ensure Council’s cashflow is able to be well managed to mitigate borrowing funds ahead of needs.
Disadvantages:
· There is no disadvantage as Council or community boards have already approved the majority of these changes.
Option 2
Do not accept the proposed changes detailed in Appendices 1 and 2.
Advantages:
· There are no advantages as the majority of changes have already been approved by community boards or Council.
Disadvantages:
· Future year programmes of work are impacted creating further delays and /or non-completion of projects.
· Council is not meeting the intended purpose the income (rates and external funding) has been collected for.
· Potential community concern with delays in council meeting their expectations.
· Risk of insufficient cashflow though lack of foresight with the changing of timing and costs across the financial year.
6. Compliance
Local Government Act 2002 Purpose Provisions |
The revised budget reflects updated changes to work programmes already included in previous annual and long-term plans. Communities have been consulted on these programmes of work. Changes to the revised budget and use of reserves is reflecting allocating funds received in a prior year to the activity the funds were collected for initially. |
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan? |
This is consistent with the programmes of work included in previous annual and long-term plans. |
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes, this reflects work Council has approved in current or prior years and the public have been consulted on these programmes through annual and long-term planning processes. |
Considerations as to sustainability, the environment and climate change impacts |
Already considered in previous annual and long-term planning documents. |
Risks Analysis |
The impact of revised capital budgets is a request to spend an additional $1.89M in the 2021-22 financial year bringing the combined capital budget total for the year to $65 million. This amount of capital expenditure in one year is significantly higher than previous years and there is a possibility that it may not be achievable. Total budget expenditure of $65 million could put significant strain on Council’s cashflow. |
Significance, Consultation and Engagement (internal and external) |
Not applicable as the significant programmes of work have been consulted with the community as part of previous long-term and annual plans processes. |
7. Next Steps
If approved the revised budget will be uploaded into the finance system and will be included in all financial reports and reported on for the remaining financial year.
Appendix 1 - Revision Two - Operational Changes ⇩
Appendix 2 - Forecast Two ⇩
Report author: |
Reviewed and authorised by: |
|
|
Kim McCulloch |
Leanne Macdonald |
Management Accountant |
Executive Manager - Corporate Services |
22/03/2022 |
22/03/2022
|
|
22.3.17 Order of Candidate Names on Voting Papers for the 2022 Triennial Ccouncil Elections
Doc ID: 568264
1. Purpose of Report
To consider the order of candidate names on voting papers for local authority elections in October 2022.
That the Council A. Receives the report and accepts the level of significance. B. Agrees that the candidate names on voting papers for the Central Otago District Council 2022 triennial elections and any subsequent by-elections within the triennium appear in random order. |
2. Background
Under section 31 of the Local Electoral Regulations Act 2001, Council can decide by resolution the order in which the names of candidates will appear on the voting paper, whether it be in alphabetical order of surname, pseudo random order or random order.
3. Discussion
The last Central Otago District Council elections candidates names were presented in random order. The different options are described below.
Random order - the randomisation of candidate names is applied at the time the voting papers are printed, which results in the candidate names being listed in a different order on each voting paper (within the limits of available combinations).
Alphabetical order by surname - the candidate names appear on the voting paper in alphabetical order of the surname. This is the default option if no preference is indicated.
Pseudo random order - Under this arrangement, the candidate names would be placed in a receptacle, mixed together and then drawn out, with the candidate names then being listed on all voting documents in the order in which they are drawn.
The regulations provide that if a local authority has determined that pseudo-random order is to be used, the Electoral Officer must state in the public notice required to be given, the date, time and place at which the order of the candidate' names will be arranged. Any person is then entitled to attend while the arrangement is in progress.
4. Financial Considerations
There is no impact on the allocated budget for the local body elections as a result of this decision.
5. Options
Option 1 – Random Order (recommended)
That candidate names appear in random order on the voting papers (within the limits of available combinations).
Advantages:
· No candidate is given an advantage by being listed first for that election on every voting paper
· Software used by council contractor's means there is no additional expense for this option
Disadvantages:
· Voters may find it more difficult to find their preferred candidate
Option 2 – Alphabetical Order of Surname
That candidate names appear in alphabetical order of surname on the voting papers.
Advantages:
· Sorting in alphabetical order of surname is the simplest method for the voter and the most familiar, being the system used in central government elections.
Disadvantages:
· Research suggests that there is a degree of advantage for candidates whose names are listed first on the voting paper.
Option 3 – Pseudo-Random Order
That candidate names appear in the same random order on the voting papers.
Advantages:
· All candidates have an equal chance in having a degree of advantage for candidates whose names are listed first on the voting papers.
Disadvantages:
· Research suggests that there is a degree of advantage for candidates whose names are listed first on the voting paper.
· Voters may find it more difficult to find their preferred candidate
· There are minor additional public notice costs because the draw to select the order of candidate names on the voting paper must be advertised as being open to the public.
· The additional time needed to complete the draw means that there is time pressure to prepare the public notice of day of election and candidate names.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision is consistent with Section 10(a) "to enable democratic local decision making" as it is following due process.
|
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Council has previously used random order as the method by which names are placed on voting papers. |
Considerations as to sustainability, the environment and climate change impacts |
There are no considerations to be made as a result of this decision.
|
Risks Analysis |
There are no risks associated with this decision.
|
Significance, Consultation and Engagement (internal and external) |
This decision does not trigger consultation under the Significance and Engagement Policy.
|
7. Next Steps
Once nominations have closed voting papers will be prepared in accordance with the decision made.
Nil
Report author: |
Reviewed and authorised by: |
|
|
Wayne McEnteer |
Sanchia Jacobs |
Governance Manager |
Chief Executive Officer |
1/04/2022 |
12/04/2022
|
|
22.3.18 Central Otago Health Incorporated Elections
Doc ID: 575121
1. Purpose of Report
To consider conducting and funding the elections within the Central Otago District area to elect board members for Central Otago Health Incorporated. These elections will be held in conjunction with local authority triennial elections in October of this year.
That the Council A. Receives the report and accepts the level of significance. B. Note that Council has supported the running of and funded the Central Otago District proportion of Central Otago Health Incorporated’s elections since 2001. C. Recommended that Council conducts elections for the Central Otago Health Incorporated board in conjunction with its local authority elections in October 2022. D. Recommended that the Central Otago District Council be responsible for funding the Central Otago District proportion of Central Otago Health Incorporated’s 2022 election costs.
|
2. Background
Central Otago Health Incorporated (COHInc) is an incorporated society holding all the shares in Central Otago Health Services Limited (COHSL), which provides publicly funded rural hospital and community health services from Dunstan Hospital for Central Otago and Wanaka.
The role of COHInc is to provide an integrated health service for the Central Otago and Wanaka communities, and to protect and keep the hospital assets.
The Society has held elections since October 2001, which have been managed and funded within their respective areas by the Central Otago and Queenstown Lakes District councils.
The COHInc elections are held in accordance with the same acts and regulations used to conduct the triennial local authority elections. The Society envisaged that its elections would be held in conjunction with the local authorities when it drew up its constitution.
The COHInc constitution requires five members to be elected from, and represent, the communities of Alexandra, Cromwell, Earnscleugh/Manuherikia, Teviot Valley and Wanaka. Those communities align with the ward structures of the Central Otago and Queenstown Lakes District councils, with one member being elected to represent each of the Cromwell, Teviot Valley and Wanaka ward areas, and two members to represent the Vincent Ward.
3. Discussion
The Chairperson of the COHInc has written to both the Central Otago District Council and Queenstown Lakes District Council to request that its 2022 elections be held in conjunction with the territorial local authority elections on 8 October 2022, see attached letter.
Section 25 of the COHInc’s constitution states that “The cost of every election of Board Members of the community (excluding the expenses incurred by or on behalf of candidates) shall be borne and paid by the society.” However, due to the Society’s limited finances, it has requested that Council absorb these costs as it has done since 2001 (three yearly). The arrangement has been that QLDC funds the election for the Wanaka Ward and Central Otago District Council funds the remainder from with the Central Otago District. Queenstown Lakes District Council is expected to conduct and fund the 2022 Wanaka Ward election for COHInc.
Traditionally, the COHInc elections are uncontested with only the required number of candidates being nominated. Vote preparation and counting costs are therefore rarely incurred. For the 2019 triennial elections, COHInc’s cost share was estimated to be $2500. Last year the Government announced major reform of the health sector, one component of which is the abolition of district health boards from 30 June 2022. The replacement health management structure will not include any elected representatives. This will mean the costs for all remaining entities in the triennial election process will rise as the district health boards will no longer carry any of the overall costs. For the 2022 triennial election process, assuming all COHInc elections are uncontested and given increased costs of advertising and insurance, it is expected that COHInc’s cost share would increase to $3500.
If there was a contested election there would be additional costs to include more candidates in the candidate information booklet and on the voting paper. Costs for vote counting are based on the number of voting papers returned regardless of the number of candidates or votes processed. The additional costs for contested elections are difficult to estimate as it would depend on the number of electors in the ward(s) concerned and the number of candidates involved but are estimated to average at less than $3500 per ward.
4. Financial Considerations
The cost of running these elections is planned to come from existing budgets. If Council was of a mind to recover costs from COHInc then the overall cost for the election cycle would be slightly lower. If these elections were to be contested in each ward, the cost would rise significantly due to the extra actions needed to process the results. While there would be an effort to use the existing elections budget, there would be a possibility the additional cost would need to come from elsewhere, possibly reserves. While unlikely, there is a risk that it might happen.
5. Options
Option 1 – (Recommended)
Conduct the COHInc election at Central Otago District Council cost.
Advantages:
· Central Otago District Council uses their experience and regional collaboration to assist COHInc for community benefit
· Utilises the existing Council election process at minimal additional cost
Disadvantages:
· Some additional administration cost to Central Otago District Council
Option 2
Not conduct COHInc elections.
Advantages:
· No cost or time to the Central Otago District Council
Disadvantages:
· COHInc has to run the election separately at considerable time and expense for them
· May not meet community expectations of governance leadership in this space given the long history of Council supporting the running and the cost of these elections.
Option 3
Conduct the COHInc election at COHInc cost.
Advantages:
· No financial implications for Central Otago District Council
· Can share resources and regional advertising
Disadvantages:
· With limited financial resources, COHInc would have to fund Central Otago District Council staff time and advertising to administer its election
· May not meet community expectations of governance leadership in this space given the long history of Council supporting the running and the cost of these elections.
6. Compliance
Local Government Act 2002 Purpose Provisions |
This decision enables democratic local decision making and action by, and on behalf of communities by undertaking elections for COHInc to help meet the future needs of a local public service. This meets the purpose of local government under Section 10, Local Government Act 2002. |
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc. |
Yes it is consistent with Council plans and policies.
|
Considerations as to sustainability, the environment and climate change impacts |
There are no considerations to be made regarding sustainability as this election will be run alongside the territorial authority elections.
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Risks Analysis |
Central Otago District Council has run elections for COHInc in the past and has established procedures and experience to undertake election requirements. There is insurance cover for any unforeseen issue with the election process.
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Significance, Consultation and Engagement (internal and external) |
This does not trigger the threshold for engagement under the Significance and Engagement Policy and therefore no consultation needs to be undertaken. During the election process council will be engaging with a COHInc representative and candidates for nomination. If the number of nominations for any ward exceeds the number required by the COHInc constitution, then voting options for any COHInc elections will be included on the appropriate Central Otago District Council voting papers.
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7. Next Steps
Contact COHInc to confirm election arrangements.
Appendix 1 - Letter Received from Central Otago Health Incoporated ⇩
Report author: |
Reviewed and authorised by: |
|
|
Wayne McEnteer |
Sanchia Jacobs |
Governance Manager |
Chief Executive Officer |
1/04/2022 |
12/04/2022
|
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22.3.19 Local Government New Zealand Conference 2022 and Annual General Meeting
Doc ID: 576394
1. Purpose of Report
To consider the Central Otago District Council’s involvement in the 2022 Local Government New Zealand conference in Palmerston North and to register delegates for the Annual General Meeting.
That the Council A. Receives the report and accepts the level of significance. B. Approves the Mayor, Deputy Mayor and Councillor Alley to attend the 2022 Local Government New Zealand Conference in Palmerston North. C. Approves the Mayor as the presiding delegate, and the Deputy Mayor as the alternate delegate for the Annual General Meeting.
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2. Discussion
The 2022 Local Government New Zealand Conference (LGNZ) will be held in Palmerston North on 20-22 July inclusive. This year the LGNZ Annual General Meeting (AGM) will be held after the conference on 28 July and will be online.
The LGNZ Conference will an opportunity to hear from a range of speakers and include topics such as what the future of local government might look like.
Concerning registrations for the LGNZ Conference, the custom has been for the Mayor, Deputy Mayor, one other Councillor and Chief Executive Officer to attend the conference.
The Council qualifies for three official delegates to the conference and these must be identified on the registrations. Expressions of interest were called for and one was received from Councillor Alley. Partners are welcome to attend at their own additional expense.
For the AGM, Council has the opportunity to involve itself in the following ways:
1. Submit a remit for the AGM.
2. Register attendees and advise on official delegations.
3. Provide obituaries.
Council is asked to appoint a presiding delegate and alternate delegate to represent Central Otago District Council at the AGM. Previously this appointment has been the Mayor and Deputy Mayor respectively.
Nil
Report author: |
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Tim Cadogan |
Mayor |
31/03/2022
|
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Doc ID: 577750
1. Purpose
To consider an update from His Worship the Mayor.
That the Council receives the report.
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At the time of writing my last mayoral report, I noted that we were sitting around the 75 mark for daily cases of Covid in our district. At that time, I don’t think I knew anyone who had become sick from the omicron variant but that certainly can’t be said of the situation now. I had also said then that by the time of this meeting, the end may be in sight. As I am writing this, there has been a tail-off in numbers over the course of this week, so I am optimistic by the time I present this report in the meeting, the worst will be behind us.
I also hope that we will be meeting in person. It has not been easy on any of the elected members or staff having to operate through a Teams environment, but on the flip side, we have been very fortunate that the technology exists to allow us to keep doing our mahi through these interesting times.
The community also seems to have fared well through the most impactful stage of the pandemic. We have experienced what appears to be an early plateauing of our case numbers, which appears to mean (at the time of writing) anyway, our health services and other systems including schools have managed to get through the increased workload and/or reduced staffing numbers. I firmly believe that the Central Otago community in years to come can look back over the course of the pandemic with pride at the way it responded, and also I hope a good measure of gratitude as we have come through this far better than moist places on the planet.
The Otago Mayoral Forum, which I chair, has released a significant report on waste and recycling issues in the region, the first of its kind. The report documents waste and recycling infrastructure, volumes and activity throughout Otago and makes interesting reading. That region-wide viewpoint paves the way to a more coordinated approach to managing waste across Otago, as for many waste issues, working together could provide the scale we need to do things better. The forum has also given the go ahead to prepare an outline business case for a more formal partnership between the councils of Otago (and possibly Southland) to manage waste and deliver waste infrastructure over the medium-long term.
Speaking of sustainability, I was very pleased to see the start of removal of the coal-fired burner heating system used at the Alexandra office, to be replaced with a much lower carbon emitting biomass model. This will go a way toward our reaching the 55% reduction of carbon target for council over 5 years that we set ourselves last year.
I had the pleasure of welcoming the players involved in the New Zealand Masters Golf Tournament held in Alexandra at the end of March. Events such as these, and the South Island Dog Trials to be held at Earnscleugh next month have huge economic spin-offs for the district and it is great that we seem to have a continual flow of such events through our place. Full credit to the organisers for the massive amount of mahi required to make such events happen, events that we all benefit from in one way or another.
Things have remained a bit quieter than usual on the public meeting front due to covid cancellations but I did attend the Blossom Festival AGM and am very pleased to hear that it is full steam ahead for this iconic event this year after its first-ever cancellation last year.
Nil
Report author: |
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Tim Cadogan |
Mayor |
13/04/2022
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22.3.21 April 2022 Governance Report
Doc ID: 576902
1. Purpose
To report on items of general interest, receive minutes and updates from key organisations, consider Council’s forward work programme, business plan and the legacy and current status report updates.
That the Council receives the report.
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2. Discussion
Forward Work Programme
Council’s forward work programme has been included for information (see appendix 1).
Otago Museum Report to Contributing Local Authorities – February 2022
The Otago Museum report to contributing local authorities for February 2022 is attached (see appendix 2). It was previously circulated to Councillors.
Central Otago Museum Trust Performance Report – March 2022
The performance report from the Central Otago Museums Trust is attached (see appendix 3). It was previously circulated to Councillors. Included is the Memorandum of Understanding between CODC and COMT to give context to the measurements they have used in their report back (see appendix 4).
Status Reports
The status reports have been updated with any actions since the previous meeting (see appendix 5).
Legacy Status Reports
The legacy status reports have been updated with any actions since the previous meeting (see appendices 6-8).
Appendix 1 - April 2022 Council Forward Work Programme ⇩
Appendix 2 - Otago Museum Report to Contributing Local Authorities - February 2022 ⇩
Appendix 3 - Central Otago Museum Trust Report - March 2022 ⇩
Appendix 4 - Memorandum of Understanding between Central Otago District Council and Central Otago Museums Trust ⇩
Appendix 5 - Council Status Report ⇩
Appendix 6 - CEO Legacy Status Report ⇩
Appendix 7 - Infrastructure Legacy Status Report ⇩
Appendix 8 - P&E Legacy Status Report ⇩
Report author: |
Reviewed and authorised by: |
|
|
Wayne McEnteer |
Sanchia Jacobs |
Governance Manager |
Chief Executive Officer |
5/04/2022 |
12/04/2022
|
27 April 2022 |
Resolution 20.9.4 – November 2020 Ripponvale Community Water Funding Options
That the Council:
A. Receives the report and accepts the level of significance.
B. Agrees that properties on the Ripponvale Community Water Scheme pay half the $600,000 costs of upgrading the Ripponvale network to meet the New Zealand Drinking Water Standards, and minimum engineering standard requirements.
C. Agrees that the Council share of $300,000 be funded from the water stimulus fund allocation.
D. Agrees that Ripponvale Community Water Scheme accumulated $100,000 funds can be used to contribute to the $300,000 to be funded by properties on the Ripponvale Community Water Scheme.
E. Agrees that existing properties on the Ripponvale Community Water Scheme will have the option of paying their share of the $300,000, less any contribution by the Ripponvale Community Water Scheme, by either a lump sum payment or as a targeted rate.
F. Agrees that transfer of the scheme will occur on 30 March 2021, and that Council will not meet any costs accrued prior to 30 March 2021.
G. Agrees that properties on the Ripponvale Community Water Scheme be charged the standard rates for a council water connection from 30 March 2021.
H. Agrees that properties within the Ripponvale Community Water Scheme supply area be included within the Cromwell Water Supply Area, and that development contributions be applied to all properties that connect to this supply from 30 March 2021.
STATUS
April 2022 – Staff from Council now evaluating options for the next stages of work to be delivered.
February 2022 – March 2022 – Work along the Kawarau Gorge road is now complete, telemetry has been installed in pump stations and critical spares ordered. Further options for additional work are being considered.
December 2021 – January 2022 – No change.
November 2021 – Work has commenced and due to be completed March 2022.
October 2021 – No change.
September 2021 - A report has been provided to the September Council meeting. Further information will be provided to the November meeting.
May - June 2021 – A report on the Ripponvale Supply will be provided to the September Council meeting.
March – April 2021 – Council has taken over management of supply. Legal requirements for targeted rate being investigated. Fulton Hogan & Switchbuild scoping and pricing work required.
February 2021 – Site visit held between Fulton Hogan maintenance team, Stantec Water Engineer and Council Water Engineers prior to taking over the operation and maintenance of the scheme. Staff are currently getting a legal review on options for rates charging.
January 2021 – Ripponvale Community Water have been asked to supply the customer database, we are still awaiting this information. Until we receive this data, we are unable to progress.
December 2020 – Obtaining legal advice on rating options. Ripponvale Committee advised of decision. Information package being prepared for communicating with suppliers who wish to discuss transfer to council ownership.
November 2020 – Action memo sent to the Water Services Manager.
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Resolution 19.8.10 – September 2019 Consideration of New Zealand Standard (NZS) 4404:2010 (Doc ID 422658)
A. RESOLVED that the report be received, and the level of significance accepted.
B. AGREED to adopt NZS 4404:2010 as Council’s subdivision standard subject to the development of an updated addendum for local conditions.
STATUS
April 2022 – No change.
March 2022 – Due to work programme commitments this item has been deferred. Looking to potentially add to the 2023 work schedule.
February 2022 – No change.
December 2021 – January 2022 – No change.
November 2021 – No change.
January - October 2021 – No change.
December 2020 – The status of this work will be reviewed in February 2021 and a further update provided then.
January 2020 - November 2020 – No change.
December 2019 – Workshops continuing for updating engineering standards. The Environmental Engineering team will be working with planning to ensure the design standards from the Cromwell masterplan are developed alongside the updated engineering standards.
November 2019 – Drafting of an updated addendum is underway and expected to be included in report to Council in early 2020.
October 2019 – Action memo sent to the Environmental Engineering Manager. |
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22.3.22 Minutes of the Vincent Community Board Meeting held on 22 March 2022
Doc ID: 576237
That the unconfirmed Minutes of the Vincent Community Board Meeting held on 22 March 2022 be noted.
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Appendix 1 - Minutes of the Vincent Community Board Meeting held on 22 March 2022
Vincent Community Board Minutes |
22 March 2022 |
MINUTES OF A mEETING OF THE Vincent Community Board
HELD VIA Microsoft
Teams and Live Streamed
ON Tuesday, 22 March
2022 COMMENCING AT 2.01 pm
PRESENT: Cr M McPherson (Chairperson), Mr R Garbutt (Deputy Chair), Dr R Browne, Cr L Claridge, Cr I Cooney, Ms S Stirling-Lindsay
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), G Bailey (Parks and Recreation Manager), N Aaron (Parks Officer – Strategy and Planning), L Stronach (Team Leader – Statutory Property), F Somerville (Roading Administration Assistant), R Williams (Community Development Officer), W McEnteer (Governance Manager)
1 Apologies
Apology |
Committee Resolution Moved: Garbutt Seconded: Claridge That the apology received from Ms Robinson be accepted. Carried |
2 Public Forum
Chris Winter – Wilding pines at the Half Mile
Mr Winter spoke to the Board about the wilding pines at the Half Mile Reserve, before responding to questions.
Rachel Baxter – Haehaeata Trust
Ms Baxter spoke on behalf of the Haehaeata Trust before responding to questions.
Dai Johns – Alexandra Rugby Football Club
Mr Johns (Secretary / Manager of the Alexandra Rugby Football Club) spoke to the Board regarding the power account from the rugby club that was to be discussed later in the meeting before responding to questions.
3 Confirmation of Minutes
A correction was noted in the minutes for item 22.1.2, where it was agreed to send a letter of congratulations to the Ophir Hall Committee, particularly Malcolm Topliss.
Committee Resolution Moved: Garbutt Seconded: Browne That, subject to the amendment above, the public minutes of the Vincent Community Board Meeting held on 1 February 2022 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
Note: Trudy Anderson, Community Ranger from the Department of Conservation, Andrea Howard, Environmental Implementation Manager and Gavin Udy, Programme Manager - Wallabies and Wilding Conifers from the Otago Regional Council, Grahame Sydney, Richard Bowman and Phil Murray from the Central Otago Wilding Conifers Control Group joined the meeting for item 22.2.2.
22.2.2 Half Mile Recreation Reserve And Wilding Conifer Removal |
To consider the removal of wilding conifers from the Half Mile Recreation Reserve in Alexandra and redevelopment of the site, as part of a wider planned wilding conifer removal programme within the Vincent Ward. Recommendations B-E in the report lapsed for want of a seconder. After discussion it was agreed that any ad-hoc resolution might create unintended consequences. It was agreed to leave the item to lie on the table and for staff to bring back the development plan after consultation with the public to be considered by the Board. |
Committee Resolution Moved: McPherson Seconded: Garbutt That the Vincent Community Board A. Receives the report and accepts the level of significance. Carried |
Committee ReSOLUTION Moved: Browne Seconded: Claridge 1. Agrees that no felling of any trees occur in the Half Mile Reserve until a full, comprehensive Alexandra Recreation Reserve Plan, with associated budgeting, is developed and consulted upon by the community. 2. Agrees that a comprehensive plan, together with a budget, be prepared for plantings within the existing flora at the Half Mile Reserve, these plantings to eventually replace the existing pines. 3. Agrees that any tree removal does not detrimentally affect the amenity value of the Reserve for the local community. 4. Agrees that the programme for the removal of wilding conifers at Boot Hill, Lower Manorburn Dam Reserve and Alexandra Airport does not proceed until the Alexandra Recreation Reserve Plan is completed. WITHDRAWN (with the agreement of the mover and seconder) |
Committee Resolution Moved: McPherson Seconded: Stirling-Lindsay That the item be left to lie on the table until a development plan for the area had been consulted on and brought back to the Board for its consideration. .Carried |
22.2.3 Alexandra Rugby Football Club Power Account |
To consider a request from the Alexandra Rugby Football Club for reimbursement of a proportion of historical electricity invoices. After discussion it was agreed that there was some difference between the figure presented by the Alexandra Rugby Football Club and staff and that to move forward, the difference could be split. |
Committee Resolution Moved: Garbutt Seconded: Stirling-Lindsay That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Recommends to Council that they approve $10,000.00 from the General Development Alexandra reserves account to action payment for historical electricity invoices to the Alexandra Rugby Football Club as a final settlement. Carried |
Note: Councillor Claridge left the meeting at 5.18 pm and returned at 5.19 pm.
22.2.4 Clyde Holiday Park |
To approve the Clyde Holiday Park rules, complaints procedure and fees. After discussion it was agreed that council should be made aware of complaints regarding the manager of the Clyde Holiday Park as soon as they are received. A clause would be written into the complaints procedures before being finalised. |
Committee Resolution Moved: Garbutt Seconded: Stirling-Lindsay That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves the Clyde Holiday Park rules, complaints procedure and fees for 2022, with the addition of a clause “A copy of any complaint regarding the manager must be forwarded to the Council upon receipt of the complaint”. C. Receives the annual guest nights data provided in the report. Carried |
22.2.5 Vallance Cottage Reserve Biodiversity Border Planting |
To consider a proposal from the Alexandra Garden Club to plant a biodiversity border along the Tarbert Street side of the Vallance Cottage Reserve. To approve a Memorandum of Understanding between Council and the Alexandra Garden Club for this proposal. |
Committee Resolution Moved: McPherson Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Approves a proposal from the Alexandra Garden Club to plant a Biodiversity Border along the Tarbert Street side of Vallance Cottage Reserve, with final design and location to be agreed upon with council staff. C. Agrees to enter a Memorandum of Understanding between Council and the Alexandra Garden Club for the establishment of a biodiversity border at the Vallance Cottage Reserve. Carried |
22.2.6 Proposed Road Stopping - Unformed Unnamed Road off Poole Road (previously known as part of Boundary Road) |
To consider a proposal to stop an unnamed unformed road off Poole Road in accordance with the provisions of the Local Government Act 1974. |
Committee Resolution Moved: Stirling-Lindsay Seconded: Browne That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Recommends to Council to approve the proposal to stop the unnamed unformed road off the northern end of Poole Road, subject to: - The provisions of the Local Government Act 1974. - The public notification process outlined in the same Act. - No objections being received within the public notification period. - The Road being surveyed into three parcels as shown in figure 11 (overview of proposed stopping). - The area marked “A” in figure 11, being stopped, classified as recreation reserve, then amalgamated with Lot 24 DP 3194 in accordance with the provisions of the Reserves Act 1977. - The areas marked “B” and “C” in figure 11, being stopped, classified as recreation reserve, then vested in the Central Otago District Council in accordance with the provisions of the Reserves Act 1977. - An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A”, “B”, and “C”, as shown in figure 11 to protect the infrastructure identified in figure 13. - The costs outlined in table 1 being paid from the Dunstan Park Development account. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
22.2.7 Road Name Approval Report - Brassknocker Road Development |
To consider a request to name two rights of way in the Brassknocker Road Development, Springvale. After discussion it was agreed that right of way one would be named Kahu Lane and right of way two would be named Ridgeway Lane, but that these names would be subject to the approval of the developers. |
Committee Resolution Moved: McPherson Seconded: Stirling-Lindsay That the Vincent Community Board A. Receives the report and accepts the level of significance. B. Subject to the approval of the developers agrees in principle to approve two road names. Right of way one to be named Kahu Lane and right of way two to be named Ridgeway Lane. Carried |
22.2.8 Vincent Financial Report for the Period Ending 31 December 2021 |
To consider the financial performance overview as at 31 December 2021. |
Committee Resolution Moved: McPherson Seconded: Garbutt That the report be received. Carrie |
6 Mayor’s Report
22.2.9 MAYOR'S REPORT His Worship the Mayor had previously left the meeting. |
7 Chair's Report
22.2.10 Chair's Report |
The Chair gave an update on activities and issues since the last meeting: 1. Attended a meeting of the Hearings Panel. 2. Attended a Teams meeting with Tourism Central Otago regarding upcoming events in the district. 3. Discussed the ongoing issue in St Bathans with historic power poles. 4. Attended an Executive Committee meeting. 5. Attended a Council meeting and updated members of the issues discussed there. 6. |
Committee Resolution Moved: McPherson Seconded: Garbutt That the report be received. Carried |
8 Members' Reports
22.2.11 Members' Reports |
Members gave an update on activities and issues since the last meeting: Ms Stirling-Lindsay reported on the following: 1. Noted a number of AGMs coming up, including Blossom Festival and the BMX Club. 2. Met with representatives from the Parks and Recreation team and the Youth Council around the proposed pump track at the bike park. Councillor Cooney reported on the following: 3. Attended a tour of the Half Mile reserve. 4. Attended pre-agenda leads meeting for Council. 5. Attended Council meeting. Councillor Claridge reported on the following: 6. Attended the recent Colab Business Breakfast. 7. Couldn’t make Council meeting due to work commitments. Dr Browne reported on the following: 8. Two meetings of Central Otago Districts Arts Trust. 9. Attended the AGM of the Otago Regional Orchestra. 10. Attended a tour of the Half Mile reserve. 11. Attended a strategic planning day for REAP, regarding how to handle things in a changing environment. 12. Attended a meeting of the Alexandra and Districts Museum Inc. 13. Attended the Alexandra Business Breakfast and noted an address from local MP, Joseph Mooney. 14. Attended an opening of exhibition at Clyde Museum, which is a joint art and museum exhibit. 15. Attended the AGM of Dunstan Friendship Club. 16. Attended two meeting of the Creative Writing Circle. 17. Noted possible downstream effects of the current European war. Mr Garbutt reported on the following 18. Attended a meeting of the Central Otago Heritage Trust. 19. Assisted with a new Clyde museum exhibition and noted the revamped foyer area. 20. Gave a speech at Grey Power in February. 21. Attended a tour of the Half Mile reserve. 22. Attended an online lecture from the Dunedin Astronomical Society. 23. Noted the new art exhibition at the Clyde Museum. 24. Noted a recent trip to Akaroa, where there has been a struggle with no tourism. He noted the effects of the Dunstan Trail and the Rail Trail for the Central Otago region. |
Committee Resolution Moved: McPherson Seconded: Cooney That the report be received. Carried |
9 Status Reports
22.2.12 March 2022 Governance Report |
To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates. |
Committee Resolution Moved: McPherson Seconded: Browne That the report be received. Carried |
10 Date of The Next Meeting
The date of the next scheduled meeting is 3 May 2022.
11 Resolution to Exclude the Public
Committee Resolution Moved: McPherson Seconded: Claridge That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
The public were excluded at 6.04pm and the meeting closed at 6.17 pm.
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22.3.23 Minutes of the Teviot Valley Community Board Meeting held on 24 March 2022
Doc ID: 576512
That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 24 March 2022 be noted.
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Appendix 1 - Minutes of the Teviot Valley Community Board Meeting held on 24 March 2022
Teviot Valley Community Board Minutes |
24 March 2022 |
MINUTES OF A mEETING OF THE
Teviot Valley
Community Board
HELD IN THE Microsoft
Teams and Live Streamed
ON Thursday, 24 March
2022 COMMENCING AT 2.03 pm
PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), Kim McCulloch (Corporate Accountant), L Stronach (Team Leader – Statutory Property), M Tohill (Communications Support), R Williams (Community Development Officer), W McEnteer (Governance Manager)
1 Apologies
There were no apologies.
2 Public Forum
Anne Todd – Banners in Scotland Street, Roxburgh
Ms Todd spoke to replacing the banners in Scotland Street, Roxburgh and replacing them with more colourful options, which could showcase different produce from the Teviot Valley. She then responded to questions.
3 Confirmation of Minutes
Committee Resolution Moved: Feinerman Seconded: Dalley That the public minutes of the Teviot Valley Community Board Meeting held on 3 February 2022 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
22.2.2 Application to Lease Local Purpose Reserve Land (PRO: 65-7027-00) |
To consider an application to lease part of Part Section 142 Block I Teviot Survey District being the Roxburgh Local Purpose (Public Utility) Reserve. After discussion it was agreed that the frequency of rent reviews should be added to the terms and conditions of the lease. |
Committee Resolution Moved: Jeffery Seconded: Gunn That the Teviot Valley Community Board A. Receives the report and accepts the level of significance. B. Approves the granting of a lease over approximately 2 hectares of Part Section 142 Block I Teviot Survey District (as shown in figure 1), being Local Purpose (Public Utility) Reserve, to Roxburgh Excavation, on the following terms and conditions:
- Term: Five (5) Years - Rights of Renewal: Two (2) of Five (5) Years - Commencement Date: 01 April 2022 - Rental: $2,000 per annum plus GST plus outgoings - Rent Review Methodology: Market Rental - Rent Review Frequency: On Renewal - Final Expiry: 31 March 2037 - Permitted Use: Industrial/Agricultural Storage Yard
Subject to:
- The Applicant deer fencing the perimeter of the demised area. - Ownership of the fencing (and any gates) transferring to Council on cancellation, expiry, or determination. - The provisions of the Reserves Act 1977.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
22.2.3 Application for Easement over Local Purpose (Public Utility) Reserve |
To consider granting an easement in gross over Part Section 142 Block I Teviot Survey District being Local Purpose (Public Utility) Reserve. |
Committee Resolution Moved: Feinerman Seconded: Aitchison That the Teviot Valley Community Board A. Receives the report and accepts the level of significance. B. Agrees to grant an easement (in gross) to Aurora Energy Limited containing the right to convey electricity over Part Section 142 Block I Teviot Survey District for $1, subject to: - Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the cable between the existing transformer and the new Point of Supply. - The final easement plan being approved by the Chief Executive Officer. - The Minister of Conservation’s consent. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
22.2.4 Teviot Valley Financial Report for the Period Ending 31 December 2021 |
To consider the financial performance overview as at 31 December 2021. |
Committee Resolution Moved: Jeffery Seconded: Aitchison That the report be received. Carried |
6 Mayor’s Report
22.2.5 MAYOR'S REPORT His Worship the Mayor updated members on items of interest in the Teviot Valley and gave an update on current issues in the Three Waters space. He then responded to questions from members. |
Committee Resolution Moved: Gunn Seconded: Feinerman That the Teviot Valley Community Board receives the report. Carried |
7 Chair's Report
22.2.6 Chair's Report |
The Chair gave an update on activities and issues since the last meeting: 1. Attended a meeting of the Ida McDonald Trust 2. Attended the farewell for Dr Leon Dittrich. 3. Attended a meeting with Nick Taylor from Nick Taylor and Associates regarding the proposed Lake Onslow project. 4. Attended a NZ Battery Project Technical Reference Group meeting. 5. Attended two Roxburgh Medical Services Trust meetings. 6. Attended a meeting of the Roxburgh Pool Committee. 7. Attended a meeting of the Teviot Valley Watercare group. 8. Noted the picnic table on Cheviot Street, Roxburgh that had been removed, but never put back. Staff would investigate. |
Committee Resolution Moved: Dalley Seconded: Aitchison That the report be received. Carried |
8 Members' Reports
22.2.7 Members' Reports |
Members gave an update on activities and issues since the last meeting: Ms Feinerman reported on the following: 1. Attended a Welcoming Communities meeting. 2. Attended two fruit growers meetings with the Ministry of Primary Industries. 3. Attended a not for profit governance workshop in Cromwell. 4. Attended a meeting of the Tuapeka Bursury committee. Noted the quality of the applications from the Teviot Valley. 5. Attended a meeting of the Walkways Committee. Noted the upgrades planned for the river track. 6. Attended a meeting of the Roxburgh Swimming Pool Meeting. Noted that the committee is close to signing a contract for construction. Ms Aitchison reported on the following: 1. Gave an update on the Roxburgh Entertainment Committee. 2. Attended two sessions of the Dinner Club. 3. Attended a Lions meeting. 4. Attended a meeting of the Roxburgh Museum. Noted a survey the museum is currently holding regarding whether there was interest in a yearly subscription for the museum. 5. Noted a letter from Cliff Parker regarding the loss of a doctor at the medical centre. It was noted that the Medical Services Trust was working through those issues. 6. Noted a Roxburgh Museum meeting following this meeting. Councillor Jeffery reported on the following: 7. Noted communication with Cliff Parker regarding doctors at the medical centre. 8. Attended a meeting of the Hearings Panel. 9. Attended the business breakfast meeting in Roxburgh. Reported that numbers were down on previous meetings. 10. Attended a debrief with Horticulture and Viticulture Central Otago Labour Survey funders. 11. Spoke at a plaque opening for an Eion Edgar memorial. 12. Attended a fruit growers meeting with the Ministry of Primary Industries. 13. Attended the farewell for Dr Leon Dittrich. 14. Attended an Audit and risk meeting. 15. Attended an update on Three Waters. 16. Attended a meeting of the Executive Committee. 17. Attended a meeting of the Hearings Panel. 18. Attended the March Council meeting. 19. Attended a Regional Labour Market meeting. 20. Attended a meeting of the Roxburgh Medical Services Trust. 21. Mentioned the Contact Energy toilet in lake Roxburgh village and noted that this issue with the closed toilets had been going on for two years. Mr Dalley had nothing to report. |
Committee Resolution Moved: Aitchison Seconded: Gunn That the report be received. Carried |
9 Status Reports
22.2.8 March 2022 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 5 May 2022.
The meeting closed at 3.26 pm.
...................................................
CHAIR / /
|
22.3.24 Minutes of the Cromwell Community Board Meeting held on 29 March 2022
Doc ID: 577012
That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 29 March 2022 be noted.
|
Appendix 1 - Minutes of the Cromwell Community Board Meeting held on 29 March 2022
Cromwell Community Board Minutes |
29 March 2022 |
MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Microsoft
Teams and Live Streamed
ON Tuesday, 29 March
2022 COMMENCING AT 2.05 pm
PRESENT: Ms A Harrison (Chair), Mr T Buchanan, Cr N Gillespie, Cr C Laws, Cr N McKinlay, Mr B Scott
IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), L Stronach (Team Leader – Statutory Property), A McDowall (Finance Manager), D McKewen (Accountant), G Bailey (Parks and Recreation Manager), G Robinson (Property and Facilities Manager), D Penketh (Project Manager – Property), R Williams (Community Development Advisor), W McEnteer (Governance Manager)
1 Apologies
Apology |
Committee Resolution Moved: Buchanan Seconded: Scott That the apology received from Mr Murray and an apology for Mr Buchanan be accepted. Carried |
2 Public Forum
There was no public forum.
Note: Mr Buchanan joined the meeting at 2:07 pm.
3 Confirmation of Minutes
Committee Resolution Moved: Laws Seconded: Gillespie That the public minutes of the Cromwell Community Board Meeting held on 15 February 2022 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
22.2.2 Application to Resurvey and Increase Easement Plan Area |
To consider increasing the footprint of an existing easement corridor on Lot 7 DP 433991 being part of the Sugarloaf Scenic Reserve. |
Committee Resolution Moved: McKinlay Seconded: Scott That the Cromwell Community Board A. Receives the report and accepts the level of significance. B. Agrees to the area of the easement corridor on Lot 7 DP 433991 being resurveyed and increased in size (as shown in figure 6 of the report), to legalise the existing infrastructure and to allow an additional power cable to be installed to meet the applicant’s increased power requirements, subject to: - The applicants obtaining all permits and consents associated with installing the additional cable. - The applicants paying all costs associated with surveying the infrastructure and with the preparation and registration of the revised easement agreement. - The Chief Executive approving the new easement plan and agreement. - The Chief Executive being satisfied with any reinstatement/remediation works following any earthworks on the Reserve. - The consent of the Minister of Conservation. C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried with Councillor Gillespie recording his vote against |
22.2.3 Proposal to dispose of part of Record of Title OT13B/860 to Waka Kotahi New Zealand Transport Agency as agents of the Crown. |
After discussion it was agreed that a plan of the proposed footpath should be approved before any further work on the Big Fruit Reserve. The part of the recommendation discussing Waka Kotahi’s use of the Big Fruit Reserve was removed. |
Committee Resolution Moved: Gillespie Seconded: Laws That the Cromwell Community Board A. Receives the report and accepts the level of significance. B. Agrees to: Dispose of approximately 2720 square metres of Record of Title OT13B/86, being the parcels marked “A” and “B” as identified in figure 2 of the report, to:
- Waka Kotahi New Zealand Transport Agency as agents of the Crown. - In accordance with the provisions of the Public Works Act. - For $184,000 (One Hundred and Eighty Four Thousand Dollars) plus GST (if any).
Subject to:
- The income being paid to the Cromwell Property General Account and held for the purpose of for the purpose of purchasing, enhancing, and/or maintaining, land within the Cromwell ward.
C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution. Carried |
22.2.4 Proposed Road Stopping - Part Melmore Terrace |
To consider stopping part of Melmore Terrace, Cromwell in accordance with the provisions of the Public Works Act 1981, to maximise the design options and overall development of the new Cromwell Memorial Hall/Events Centre. After discussion it was agreed that at this stage the footprint requirements were unknown for the memorial hall and that the road stopping may not be needed. It was agreed that the item should be left on the table until a final design was known. |
Committee Resolution Moved: Buchanan Seconded: Scott That the Cromwell Community Board Agrees to leave the item to lie on the table until such time as the Board considers the final design for the Cromwell memorial hall/events centre project. Carried |
22.2.5 Closing of the Cromwell Memorial Hall |
To consider the closing of the Cromwell Memorial Hall and the project delivery process for the Cromwell Town Hall/Events Centre Project. After discussion it was agreed that the hall should not be demolished until there is a plan to replace it. It was agreed that the item should be left on the table until concept plan was known.
|
Committee Resolution Moved: Scott Seconded: Buchanan That the Cromwell Community Board Agrees to leave the item to on lie the table until 9 May so the Board has the opportunity to consider the concept plans and high-level financial estimates prior to a decision. Carried |
22.2.6 Cromwell Financial Report for the Period Ending 31 December 2021 |
To consider the financial performance overview as at 31 December 2021. |
Committee Resolution Moved: Laws Seconded: Scott That the report be received. Carried |
6 Mayor’s Report
22.2.7 Mayor's Report His Worship the Mayor gave an update on his recent activities in the Cromwell Ward. He gave an update to Members on current issues in the Three Waters space before responding to questions. |
Committee Resolution Moved: Harrison Seconded: Gillespie That the Cromwell Community Board receives the report. Carried |
7 Chair's Report
22.2.8 Chair's Report |
The Chair gave an update on activities and issues since the last meeting: 1. Mentioned that a lot of time has been taken with the response to Omicron at school. 2. Noted a pull back from most face to face commitments recently. 3. Noted an interview with Radio Central after the last CCB meeting. 4. Mentioned being part of a strategic leadership programme with the Springboard Trust. 5. Noted her fortnightly column for Cromwell News. |
Committee Resolution Moved: Harrison Seconded: Laws That the report be received. Carried |
8 Members' Reports
22.2.9 Members' Reports |
Members gave an update on activities and issues since the last meeting: Mr Scott reported on the following: 1. Noted that a lot of events had been cancelled recently 2. Attended the Cromwell business breakfast and noted the presentation there from the Cromwell Promotions Group. Councillor Gillespie reported on the following: 1. Attended a meeting of the Hearings Panel. 2. Attended the March Council meeting and gave Members an update on items discussed. 3. Noted that Central Otago was in a restricted fire season. 4. With the end of daylight savings, reminded the community about checking smoke detectors in their houses were working correctly and that chimneys were cleaned and ready for use. 5. Congratulated Connect Cromwell for the installation of the disc golf course. 6. Noted the volleyball nets at the Alpha Street reserve and although he had not heard anything about them going up, that they were a good idea. Councillor Laws reported on the following: 1. Attended the March Council meeting and updated Members on items discussed. 2. Noted a possible trustee to join Cromwell Community House. 3. Noted she was unable to attend Historic Precinct meeting. Mr Buchanan reported on the following: 1. Addressed a need for more public toilets in Tarras. 2. Noted that he has had no recent communication with the Bannockburn Reserve committee due to the Covid situation. Councillor McKinlay reported on the following: 1. Attended the March Council meeting and updated Members on topics that were discussed there. 2. Discussed the Future of Local Government session at the Council meeting.
|
Committee Resolution Moved: Laws Seconded: McKinlay That the report be received. Carried |
9 Status Reports
22.2.10 March 2022 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: Gillespie Seconded: Laws That the report be received. Carried |
10 Date of The Next Meeting
The date of the next scheduled meeting is 9 May 2022.
11 Resolution to Exclude the Public
Committee Resolution Moved: Scott Seconded: Laws That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
The public were excluded at 3.55 pm and the meeting closed at 4.03 pm.
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22.3.25 Minutes of the Maniototo Community Board Meeting held on 31 March 2022
Doc ID: 577172
That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 31 March 2022 be noted.
|
Appendix 1 - Minutes of the Maniototo Community Board Meeting held on 31 March 2022
Maniototo Community Board Minutes |
31 March 2022 |
MINUTES OF A meeting of the
Maniototo Community
Board
HELD IN THE Microsoft
Teams and Live Streamed
ON Thursday, 31 March
2022 commencing AT 2.01 pm
PRESENT: Mr R Hazlett (Chair), Mr M Harris (Deputy Chair), Cr S Duncan, Ms S Umbers
IN ATTENDANCE: T Cadogan (Mayor), 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), J McCallum (Roading Manager), G Bailey (Parks and Recreation Manager), N Aaron (Parks Officer – Strategy), J Remnant (Property and Facilities Officer – Māniatoto), D McKewen (Accountant) R Williams (Community Development Advisor), W McEnteer (Governance Manager)
1 Apologies
Apology |
Committee Resolution Moved: Harris Seconded: Umbers That the apology received from Mr Helm be accepted. Carried |
2 Public forum
There was no public forum.
3 condolences
The chair referred to the death of Eleanor A’Court. Members stood for a moment’s silence as a mark of respect.
4 Confirmation of Minutes
It was noted in the condolences that there was an error in the spelling of Gavin Weir.
Committee Resolution Moved: Harris Seconded: Umbers That, subject to the amendment above, the public minutes of the Maniototo Community Board Meeting held on 17 February 2022 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
22.2.2 Maniototo Financial Report for the Period Ending 31 December 2021 |
To consider the financial performance overview as at 31 December 2021. |
Committee Resolution Moved: Duncan Seconded: Harris That the report be received. Carried |
7 Mayor’s Report
22.2.3 Mayor's Report His Worship the Mayor gave an update of his recent activities in the Maniototo ward. He also gave an update to Members on current issues in the Three Waters space. |
Committee Resolution Moved: Umbers Seconded: Duncan That the Maniototo Community Board receives the report. Carried |
8 Chair's Report
22.2.4 Chair's Report |
The Chair gave an update on activities and issues since the last meeting: 1. Noted that Eden Hore Central Otago exhibit was now at Wedderburn. 2. Noted the gates at the cemetery were near being installed 3. Received an email Civil Defence regarding the locating of a generator in the Maniototo. 4. Discussed bridges in the Maniototo and which might need to be fixed first. 5. Noted that the dog inspector was coming to Ranfurly to address stray dogs in town. 6. Noted the build up of cars in John Street, Ranfurly. 7. Noted the speed limit consultation that was currently ongoing. 8. Noted the feedback on the transfer station, in particular its opening hours on Saturday.
|
Committee Resolution Moved: Hazlett Seconded: Umbers That the report be received. Carried |
9 Members' Reports
22.2.5 Members' Reports |
Members gave an update on activities and issues since the last meeting. Ms Umbers reported on the following: 1. Enquired about the timeline for refurbishment of the service centre in Ranfurly. 2. Mentioned the trees at Welcome Inn Hill at the entrance to Naseby and noted that they currently hang out over the road on the bend. It was noted that staff would investigate. 3. Mentioned the public toilets in Naseby, specifically about the frequency that they were cleaned. It was noted that staff would investigate. 4. Noted the repair of the dump station for caravans in Ranfurly. Mr Harris had nothing to report. Councillor Duncan reported on the following: 1. Mentioned a recent meeting regarding the grading of the road between Patearoa and Waipiata. 2. Noted the local fire station had received an award as part of the merger between Fire Emergency New Zealand and Rural Fire. 3. Noted current issues in the Three Waters space. 4. Attended fire training the previous weekend, which was focussed around fire behaviour. Noted Naseby and the dry conditions there. 5. Noted the current struggle of South Otago and Southland farmers with drought. 6. Appeared on the TVNZ Breakfast programme. 7. Mentioned that the Eden Hore Central Otago collection was now at Wedderburn. He congratulated members and staff that had been involved in the project. 8. Noted current issues in the Covid-19 space. 9. Noted the road works and reticulation project after a recent trip to Clyde. |
Committee Resolution Moved: Duncan Seconded: Umbers That the report be received. Carried |
10 Status Reports
22.2.6 March 2022 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: Duncan Seconded: Harris That the report be received. Carried |
11 Date of the Next Meeting
The date of the next scheduled meeting is 12 May 2022.
12 Resolution to Exclude the Public
Committee Resolution Moved: Umbers Seconded: Duncan That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Carried |
The public were excluded at 2.55 pm the meeting closed at 3.00 pm.
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22.3.26 Minutes of the Assessment Committee Meeting held on 22 March 2022
Doc ID: 577350
That the unconfirmed Minutes of the Assessment Committee Meeting held on 22 March 2022 be noted.
|
Appendix 1 - Minutes of the Assessment Committee Meeting held on 22 March 2022
Assessment Committee Minutes |
22 March 2022 |
MINUTES OF Central Otago District Council
Assessment Committee
HELD IN WHARE TŪHONO,
William Fraser Building, 1 Dunorling Street, Alexandra ON Tuesday, 22 March 2022 AT
10.00 am
PRESENT: Cr S Calvert (Chair), Cr T Alley, R De Jong, M Huffadine, R Kinney, K Moore,
IN ATTENDANCE: J Whyte (Creative Communities New Zealand Administrator)
1 Apologies
Apology |
Committee Resolution Moved: Alley Seconded: Kinney That the apologies received from T Riwi and T Goudie be accepted. Carried |
2 Confirmation of Minutes
22.1.1 Public Minutes of Ordinary Assessment Committee Meeting |
|
Committee Resolution Moved: Kinney Seconded: Alley That the pubic minutes of the Assessment Committee Meeting held 28 September 2021 be confirmed as a true and correct record.
Carried |
3 Declaration of Interest
Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.
4 Reports
22.1.2 Overview of the 2021/22 Financial Year |
To consider the overview of the 2021/22 Financial Year. |
Committee Resolution Moved: Calvert Seconded: Huffadine That the report be received. Carried |
22.1.3 Report Forms |
To receive correspondence from last year’s applicants. |
Committee Resolution Moved: Alley Seconded: Huffadine That the report be received. Carried |
22.1.4 2021/22 Creative Communities New Zealand Annual Funding Round |
||||||||||||||||||||||||
To allocate Creative Communities New Zealand (CCNZ) funds to worthy applications received from groups, organisations and individuals within the Central Otago District, relating to arts and cultural activities. |
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Committee Resolution Moved: Alley Seconded: Calvert That the Assessment Committee Receives the report and accepts the level of significance. Carried |
||||||||||||||||||||||||
Committee Resolution Moved: Kinney Seconded: Moore B. Agrees that $29,205.26 be allocated to applications listed in the attached table in a manner befitting Creative New Zealand guidelines and eligibility criteria. Carried |
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Committee Resolution Moved: Kinney Seconded: De Jong C. Resolved that the Assessment Committee proposed to pay to the Cromwell Community Arts Council – Arts Exhibition $12,496 provided quotes for advertising and materials are supplied. On understanding the Coordinators fees meet the Creative Communities scheme criteria.
Carried |
||||||||||||||||||||||||
Committee Resolution Moved: Calvert Seconded: Kinney D. Resolved that the remaining balance of $ 5,098.26 be held over to the September funding round for allocation.
Carried |
The Meeting closed at 11:35 am.
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CHAIR / /
27 April 2022 |
The date of the next scheduled meeting is 1 June 2022.
27 April 2022 |
11 Resolution to Exclude the Public