Agenda of Council meeting - Wednesday, 24 August 2022

Council Meeting Agenda

24 August 2022

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed on microsoft teams
ON Wednesday, 6 July 2022 COMMENCING AT 10.30 am

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services and Water Services Lead), L van der Voort (Executive Manager - Planning and Environment), Q Penniall (Infrastructure Manager), S Righarts (Chief Advisor), L Fleck (Executive Manager – People and Culture), L Stronach (Team Leader – Statutory Property), A Crosbie (Senior Strategy Advisor), I Evans (Water Services Manager), C Green (Infrastructure Financial Officer), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), G Bailey (Parks and Recreation Manager), P Keenen (Capital Projects Programme Manager), A McDowall (Finance Manager), G Heal (Communications Officer), M Tohill (Communications Support), M De Cort (Communications Coordinator), J Harris (Governance Support Officer) and W McEnteer (Governance Manager)

1 Apologies

Apology

Resolution

Moved: Cooney

Seconded: Alley

That the apology received from Cr Calvert be accepted.

Carried

2 Public Forum

Glen Christiansen – Chair, Central Otago Affordable Housing Trust

Mr Christiansen spoke in support of a proposal to gift land to the Central Otago Affordable Housing Trust. He then responded to questions.

John Brimble – Chief Executive Officer, Sport Otago and Duane Donovan - Operations Manager, Sport Otago

Mr Brimble and Mr Donovan spoke regarding the Sport Otago regional funding strategy, which plans to amalgamate strategies throughout Otago. They then responded to questions.

Note: Cr Claridge left the meeting at 10.43 am.

Ken Churchill – Wilding Pines Policy

Mr Churchill spoke regarding the Wilding Pines Policy report in the agenda. In particular he was critical of a flow chart in the report which he noted had no community board involvement in any decisions. He then responded to questions.

3 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Cadogan

That the public minutes of the Ordinary Council Meeting held on 1 June 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. Cr McPherson declared an interest in 22.5.9.

5 Reports

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

Note: Cr Claridge returned to the meeting at 10:53 am.

Note: Cr Claridge left the meeting at 10:56 am.

22.5.2 Provision of a temporary bridge structure

To consider the installation of a temporary Bailey bridge at Maniototo Road/Taieri River (Bridge 145) until a permanent structure can be considered as part of the 2024-34 Long Term Plan.

Resolution

Moved: McPherson

Seconded: Paterson

That the Council

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

B. Approves installation of a temporary bridge structure at the location Maniototo Road/Taieri River (Bridge 145) funded from the existing bridge maintenance funding budget on condition that the adjoining landowner funds half the cost of hire (monthly rental) for a 3 year period.

C. Directs the Chief Executive Officer to formalise the cost share arrangement with the adjoining landowner for the rental of the temporary bridge structure.

Carried

22.5.3 Internal Road Stoppings

To consider whether the costs associated with internally initiated road stoppings, which are for the specific benefit of Council, should be considered on a case by case basis.

Resolution

Moved: Jeffery

Seconded: Cadogan

That the Council

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

B. Agrees that when a road stopping is initiated internally, for the specific benefit of Council, that the matters relating to the costs be considered on a case by case basis by Council, with the overall purpose of the stopping determining whether payment for the land is required.

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

Carried

22.5.4 Proposal to stop Flora Street

To consider stopping the remaining section of Flora Street in accordance with the provisions of the Local Government Act 1974, then vesting the land in Council as a Local Purpose (Public Amenity) Reserve, in accordance with the provisions of the Reserves Act 1977.

Resolution

Moved: McPherson

Seconded: Laws

That the Council:

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

B. Approves the proposal to stop approximately 0.6447 hectares of unformed legal road (shown as in Section 3 SO 517704 in figure 3) being Flora Street, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process as outlined in the same Act.

- No objections being received within the public notification period.

- The consent of the Minister of Lands.

- The stopped road being classified as Local Purpose (Amenity) Reserve, then vested in Council in accordance with the provisions of the Reserves Act 1977.

- An easement (in gross) in favour of (and as approved by) the Central Otago District Council being registered over all of Section 3 SO 517704.

- Easements (in gross) in favour of (and as approved by) Aurora Energy Limited, and Chorus New Zealand Limited, being created, and registered on the resulting title.

- District Plan designation (‘D97’) being updated to Local Purpose (Amenity) Reserve.

- The costs being paid from the final stage of the Gair Avenue Development project.

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

Carried

Note: Cr McPherson left the meeting at 11:10 am.

Note: Cr McKinlay left at 11:11 am and returned at 11:14 am.

22.5.5 Speed Limit changes

To consider changes to speed limits in Central Otago, including updates made through consultation. To consider transferring from the current bylaw process to the new National Land Speed Register process.

Resolution

Moved: Paterson

Seconded: Alley

That the Council

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

B. Directs a transfer from the bylaw process to the National Land Speed Register process as the legal mechanism for making speed limit changes as of 1 August 2022.

C. Repeals the Speed Limit Bylaw 2007 as of 1 August 2022.

D. Notes the level of engagement and thanks all submitters for their contribution.

E. Approves speed limit changes to be made as consulted on in the Speed Limit Bylaw Statement of Proposal in full, with the following changes:

· Conroys Road, Alexandra to have a single 80km speed limit for the entire street with a new curve advisory sign to be installed

· Crawford Hills Road and Galloway Road, Galloway to remain at 100km.

· Updates to speed limits on Roxburgh East Road to 60km from the highway to the Roxburgh Dam, 40km over the Roxburgh Dam and 100km on the approaches as outlined in Map 6.

· Radford Road, Lowburn to reduce to 80km.

· Cornish Point Road to have a speed limit of 60km for its entirety.

· Hall Road, Bannockburn (in the portion outlined in Map 13) and Pipeclay Gully Road (entire road) in Bannockburn to reduce to 50km

· Richards Beach Road to have a speed limit of 50km for its entirety.

· A 50km speed zone to be retained for the Naseby Urban Area.

· Swimming Dam Road in Naseby to have a speed limit of 30km from the campground to the dam, as outlined on Map 17.

· The approaches to Naseby to retain present speed limits as outlined on Map 17.

· Goff Road, Naseby to remain at the present speed limit.

· Pearson Road and Sandflat Road, Cromwell to remain at 100km, with further consultation planned

· Earnscleugh Road, Clyde 50km zone extended to Hawksburn Road as outlined on Map 5.

· Little Valley Road speed limit reduced to 80km as outlined on Map 3.

F. Recommends the following roads be subject to further consultation on their speed limits:

· Gilligan’s Gully, Alexandra, subject to further data from traffic counting.

· Letts Gully Road, Alexandra.

· Fruitgrowers Road, Clyde.

· Lauder Road, Lauder.

· Bannockburn Road from Bannockburn Bridge to the Cromwell Urban Zone.

· Pearson Road, Cromwell.

· Sandflat Road, Cromwell.

· Cambrians Road, Cambrians, with specific request for an indication of preferred speed between 50km, 40km, and 30km.

· St Bathans Urban Area, with specific request for an indication of preferred speed between 50 km, 40km, and 30km.

· Clark Road, Pisa Moorings, for consideration at 80km along its entirety.

Carried

Note: Cr Claridge returned to the meeting at 11:29 am.

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

Note: Cr Cooney left the meeting at 11:50 am.

22.5.6 Requests to take over private water supplies

To agree a protocol for responding to requests for Central Otago District Council to take over ownership, management and operation of private water supplies prior to 30 June 2024.

Resolution

Moved: Jeffery

Seconded: Alley

That the Council

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

B. Agrees to draft a letter to the Chief Executive of Taumata Arowai requesting the use of the tools at their disposal in the Act, to deter suppliers from ceasing supply.

C. Notes the requirements on Council under the Local Government Act 2002 as amended by the Water Services Act 2021 to assess private water supplies and work collaboratively with a supplier, the consumers, and Taumata Arowai to find a solution.

D. Notes that transition of Council’s three waters asset ownership, management, and operations will create increased workload on an existing workforce that has no available capacity.

E. Notes that any work to assess private supplies, and work with Taumata Arowai will require engagement of external resources to undertake this work.

F. Agrees that costs for external suppliers to either undertake the water assessments and liaison with Taumata Arowai and community, or to backfill existing staff undertaking this work, are to be recovered from the private supplier, as provided in the Water Services Act 2021.

G. Agrees that private suppliers are encouraged to self-manage and engage commercial water supply and treatment companies to support them until new water entities are established, or they are required to be registered in 2025.

H. Approves the engagement of registered water carriers to provide drinking water on a cost recovery basis, in the event that Taumata Arowai direct Council as the supplier.

Carried

Note: With the permission of the meeting, item 22.5.30 was moved forward.

Note: Cr Cooney returned to the meeting at 11:53 am.

22.5.30 Water Services Entities Bill

To consider preparing a submission on the Water Services Entities Bill and the implications of this on Council management of water services (water, wastewater and stormwater) during the reform transition period.

Resolution

Moved: Gillespie

Seconded: Laws

That the Council

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

B. Agrees that a submission to the Water Services Entities Bill be drafted and circulated to Councillors for feedback and finalising prior to 22 July.

C. Agrees that the submission will be ratified at the Council meeting on 24 August 2022.

Carried

Note: His Worship the Mayor left the meeting at 12:07 pm and returned at 12:08 pm.

22.5.7 Status of Water Stimulus Work Programme

To provide elected members with an update regarding the Water Stimulus Work Programme.

Resolution

Moved: McKinlay

Seconded: Jeffery

That the report be received.

Carried

22.5.8 Water Services Capital Works Programme 2022-24

To consider oversight of the Water Services (water, wastewater and stormwater) Capital Works Programme for 2022/23 and 2023/24.

After discussion it was agreed that the name for the new water entity was not finalised and that resolution E should reflect this.

Resolution

Moved: Cooney

Seconded: Alley

That the Council

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

B. Agrees that the capital funding plan for water services provided in the 2021 Long-term Plan and 2022/23 Annual Plan is to be fully spent on water services capital work prior to 30 June 2024.

C. Agrees that projects which are programmed in 2024/25 and 2025/26 may be accelerated to fully spend the budgets approved in the 2021 Long-term Plan and 2022/23 Annual Plan.

D. Authorises the Major Project Governance Group to provide oversight of the 2023/24 and 2024/25 Water Services capital work programme.

E. Directs the Chief Executive Officer to provide the new water entity with details of any projects that were programmed in the 2021 Long-term Plan that are deferred or not completed by 30 June 2024 for re-programming into the Entity D Asset Management Plan and Funding Plan.

Carried

Note: His Worship the Mayor resumed the Chair.

Note: With the permission of the meeting, items 22.5.15 and 22.5.16 were moved forward.

22.5.15 Remuneration Authority Determination 2022

To provide an update from the Remuneration Authority regarding the 2022/23 Local Government Members Determination and to consider changes to the Elected Members’ Allowances and Reimbursement Policy.

Resolution

Moved: Duncan

Seconded: Jeffery

That the Council

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

B. Notes the Local Government Members (2022/23) Determination 2022 which took effect from 1 July 2022.

C. Approves the changes to the Elected Members’ Allowances and Reimbursement Policy as attached as Appendix 2 of the report.

Carried

6 Mayor’s Report

22.5.16 Mayor's Report

His Worship the Mayor spoke to his report before responding to questions.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

Note: The meeting adjourned at 12.36 pm and resumed at 1.15 pm.

Note: With the permission of the meeting, item 22.5.31 was moved forward.

Note: Cr McPherson returned at 1.27 pm.

Note: Cr Alley left the meeting at 1.59 pm.

22.5.31 Three Waters Reform Better Off Funding (Tranche 1)

To consider projects to be included in the Funding Proposal for the Three Waters Reform Better Off Funding (Tranche 1).

After discussion it was agreed that the actual projects that use the tranche one funding could not be decided at this meeting. Instead they should be discussed in a workshop and then returned to Council for a formal decision.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Notes that the Better Off Funding will be split into two tranches, with Tranche 1, $3.21M, being available from 1 October 2022, and Tranche 2, $9.63M, expected to be available from 1 July 2024.

C. Notes that to receive this funding, Council needs to supply a list of projects/initiatives to the Department of Internal Affairs for approval.

D. Authorises the Chief Executive to sign the Funding Agreement in Appendix 1 of the report.

E. Agrees that projects to the value of $3.21M will be put forward in the Funding Proposal.

F. Agrees that further details on projects to be included will come to a future meeting for prioritisation.

Carried

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

Note: Cr McPherson declared an interest in item 22.5.9. He left the table and did not take part in the discussion or vote.

Note: Cr Alley returned to the meeting at 2.22 pm.

22.5.9 Alexandra Library Renovation Project

To consider ratifying the Vincent Community Board's resolution concerning the Library Renovation Project.

After discussion it was agreed that while no commitment could be given to include the project in the Better Off funding package, provision for a way forward should be given for either outcome.

Resolution

Moved: Cadogan

Seconded: Paterson

That the Council

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

B. Approves the Alexandra Library Renovation Project concept plan.

C. Approves the Chief Executive Officer to progress the concept plan through the detailed design, construction partner, and construction quotes project phases while awaiting the outcome of the Three Waters Better Off Support Package application.

D. Agrees that if this project is not approved by Council as being included the Three Waters Better Off Support Package, the Chief Executive Officer is to progress with a cosmetic upgrade budgeted for.

Carried

Note: Cr McKinlay left at 2.36 pm and returned at 2.38 pm.

Note: Cr Duncan left at 2.43 pm and returned at 2.44 pm.

22.5.10 Community Leasing and Licensing Policy review

To consider adjustments to the Community Leasing and Licensing Policy.

After discussion it was agreed that income that was derived from a groups’ own members that was not a subscription should not be counted as income.

Resolution

Moved: Alley

Seconded: Laws

That the Council

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

B. Adopts the revised Community Leasing and Licensing Policy, subject to the addition of clarification that member derived income other than subscriptions will not be assessed as income.

Carried

Note: His Worship the Mayor resumed the Chair.

Note: Cr Cooney left the meeting at 2.58 pm and returned at 3.00 pm.

22.5.11 Museum Investment Strategy

To provide a summary of museum investment workshops held to date and to consider progressing the work to investigate a district funding model for museum investment.

Resolution

Moved: McKinlay

Seconded: Duncan

That the Council

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

B. Notes discussions held to date on the Museum Investment Strategy.

C. Agrees to progress the work on investigating a model for the districtisation of museum funding.

D. Approves financial modelling be carried out on the operational and capital funding impacts of a district funding model.

Carried

22.5.12 Affordable Housing Survey Results

To consider the results of the survey on affordable housing decide whether or not to endorse the request to gift land to the Central Otago Affordable Housing Trust to develop a secure homes model in the region.

After discussion the report was received and the consultation was noted. A motion was put forward to propose the progression of consultation on the gift of land to the Central Otago Affordable Housing Trust in the next Long-term Plan process. That motion was lost on a show of hands.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council

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

B. Notes the results of the consultation.

Carried

Motion

Moved: Cadogan

Seconded: Gillespie

C. Agrees to consult on a proposal to gift land to the affordable housing trust to set up a secure homes model in Central Otago through the next Long-term Plan.

LOST on a show of hands 2/9

22.5.13 Wilding Conifer Control Policy

To consider adopting a policy for controlling wilding conifers on Council owned or managed land.

After discussion a motion as put forward for the Chief Executive Officer to develop the Wilding Conifer Control Policy for consultation on land owned or controlled by council. The motion was lost on a show of hands. The original recommendation from staff to adopt the policy was considered and carried.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council

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

Carried

Motion

Moved: Cadogan

Seconded: Gillespie

B. Requests that the Chief Executive Officer develop the wilding conifer control policy relating to council owned and controlled land for consultation.

LOST on a show of hands 3/8

Resolution

Moved: McKinlay

Seconded: Paterson

B. Adopts the Wilding Conifer Control Policy.

Carried on a show of hands 8/3

Note: The meeting adjourned at 4.21 pm and returned at 4.29 pm.

Note: Cr Cooney left the meeting at 4.21 pm.

22.5.14 Financial Report For The Period Ending 31 May 2022

To consider the financial performance for the period ending 31 May 2022.

Resolution

Moved: Cadogan

Seconded: McPherson

That the report be received.

Carried

Note: His Worship the Mayor thanked the Executive Manager – Corporate Services for her work over the past few years and wished her well for her new role.

7 Status Reports

Note: Cr Jeffery returned to the meeting at 4.34 pm.

22.5.17 July 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 status report updates.

After discussion it was agreed that Local Government New Zealand should be invited to a future meeting to discuss the programme that they offer.

Resolution

Moved: Cadogan

Seconded: Alley

That the Council receives the report.

Carried

8 Community Board Minutes

22.5.18 Minutes of the Vincent Community Board Meeting held on 13 June 2022

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 13 June 2022 be noted.

Carried

22.5.19 Minutes of the Teviot Valley Community Board Meeting held on 16 June 2022

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 16 June 2022 be noted.

Carried

22.5.20 Minutes of the Maniototo Community Board Meeting held on 23 June 2022

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 23 June 2022 be noted.

Carried

9 Committee Minutes

22.5.21 Minutes of the Audit and Risk Committee Meeting held on 3 June 2022

Resolution

Moved: Cadogan

Seconded: Jeffery

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 3 June 2022 be noted.

Carried

10 Date of Next Meeting

The date of the next scheduled meeting is 24 August 2022.

11 Resolution to Exclude the Public

Resolution

Moved: Cadogan

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:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.22 - Proposal to dispose of Lot 1 DP 20932 (Bannockburn Oxidation Pond Site) (PRO: 62-3028-00)	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.23 - Proposal to dispose of Lots 3 - 5 DP 428116 (Mutton Town Road Oxidation Pond Site) (PRO: 63-4058-00)	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.24 - Proposal to Close the Millers Flat Greenwaste Site. (PRO: 65-7023-00)	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.25 - July 2022 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.26 - Confidential Minutes of the Audit and Risk Committee Meeting held on 3 June 2022	s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.27 - Confidential Minutes of the Vincent Community Board Meeting held on 13 June 2022	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.28 - Confidential Minutes of the Teviot Valley Community Board Meeting held on 16 June 2022	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.29 - Confidential Minutes of the Maniototo Community Board Meeting held on 23 June 2022	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 4.45 pm and the meeting closed at 5.15 pm.

24 August 2022

22.6.3 Plan Change 14 Environment Court Decision

Doc ID: 590263

1. Purpose

To advise Council of the decision of the Environment Court in relation to private Plan Change 14, Shannon Farm, Ripponvale.

Recommendations

That the report be received.

2. Discussion

Background and Original Proposal

Private Plan Change 14 (PC 14) was lodged with Council on 28 May 2019 and sought to create a new ‘Rural Resource Area (5)’ at Shannon Farm, Cromwell. The request was to provide a new comprehensive and integrated rural lifestyle subdivision and development of the land, including the rezoning of 142 hectares of rural land which has frontage to Ripponvale Road, to facilitate the development including expansion of an adjacent cherry orchard.

The property known as “Shannon Farm” has a total area of 244 hectares and the proposal is to change an area of approximately 142 hectares to Rural Resource Area (5) that would provide for the development of up to 160 allotments and approximately 29 hectares of productive cherry orchard. The site is shown in Figure 1.

A picture containing mountain, outdoor, highland

Description automatically generated

Figure 1: Aerial photograph of the site

The remaining 102 hectares of “Shannon Farm” was proposed to remain in the Rural Resource Area.

A structure plan (as shown in Figure 2) was provided with the following features:

· Five 'Rural Lifestyle Areas' provide for different minimum allotment sizes ranging from

2,000m2 to 3 hectares which enable future rural lifestyle living opportunities. The

smaller lots are to be located on the flat central part of the site, with lots progressively

increasing in size towards the outlying areas of the site.

· Identification of no build areas;

· A planted amenity edge along Ripponvale Road and adjacent to the horticulture (cherry orchard) area, together with boundary setbacks across the zone, to provide a buffer between development and surrounding rural activity;

· Design controls on building materials and colour, landscape planting, and the requirement to identify building platforms in more visually prominent areas of the site; and

· An open space network that will encompass stormwater flow paths, planting of native

species and recreational trails.

Diagram

Description automatically generated

Figure 2: Structure Plan

Submissions

The plan change was publicly notified on 16 November 2019. The closing date for

submissions was 18 December 2020.

A total of 94 submissions were lodged within statutory timeframes and one submission was received after the closing date but was subsequently withdrawn prior to the hearing.

A summary of submissions was prepared and subsequently notified for further

submissions on 15 February 2020, with the closing date for receiving further

submissions being 28 February 2020. Seventy-five further submissions were

received.

Hearing and Recommendation of the Independent Hearings Panel

Independent Commissioner Mr Gary Rae and Central Otago District Council hearings panel commissioner Mr Neil Gillespie, were appointed by the Council to hear submissions made on the plan change request and to make a recommendation under delegated authority of the Central Otago District Council (‘the Council’) under Section 34A of the Resource Management Act 1991 (“RMA”) as to whether PC14 should be declined, approved or approved with amendments.

The independent hearings panel after consideration of the application, amendments, submissions and expert evidence, concluded in its recommendation to Council dated 3 May 2021 that the plan change should not be accepted (refer Appendix 1).

The panel were of the view that the issues are finely balanced, but overall, effects on

rural character, landscape and visual effects, productive potential of the land (noise, spray and reverse sensitivity effects) were considered as determinative.

For this reason the panel indicated that with reluctance their recommendation was to not accept what they considered to be a ‘generally well designed and integrated development opportunity’. They indicated that the reasons for the recommendation were around site suitability. Concluding that the site is not suitable for the scale and intensity of development given the potential of the land to be used overall for much more intensive rural primary production, its significant adverse visual effects and effects on rural character, and the co-location of essentially incompatible activities.

The Council accepted the recommendation of the independent panel on PC 14 resolving to decline the Plan Change.

Map

Description automatically generated

Figure 3: Indicative Structure Plan (as amended during the hearing process).

Environment Court Appeal

New Zealand Cherry Corp (Leyser) LP lodged an appeal to the decision with the Environment on 18 June 2021 (refer Appendix 2)

Following mediation and agreement between the parties a consent order was issued by the Court approving the Plan Change with an amended proposal (refer Appendix 3).

The amendments agreed reduced the level of development and proposed to that shown in figure 4 below[SR1] .

Figure 4 (also attached as Appendix 4)

3. Attachments

Appendix 1 - PC 14 - Decision.pdf ⇩

Appendix 2 - NZ Cherry Corp - Leyser - LP - Notice of Appeal 18062021.pdf ⇩

Appendix 3 - PC 14 - Environment Court Consent Order.pdf ⇩

Appendix 4 - Plan Change 14 Schedule 19.23.tif ⇩

Report author:	Reviewed and authorised by:

Ann Rodgers	Louise van der Voort
Principal Policy Planner	Executive Manager - Planning and Environment
9/08/2022	12/08/2022

24 August 2022

22.6.4 Appointment of Hearings Panel Commissioners

Doc ID: 586474

1. Purpose of Report

To outline the transitional arrangements to enable Council to maintain the resource consenting function in the immediate period following the elections.

Recommendations

That the Council

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

B. Recommended that independent commissioners be appointed to the Hearings Panel. Neil Gillespie be appointed as the independent Chair of the Hearings Panel, Martin McPherson be appointed as the independent Deputy Chair of the Hearings Panel, and Stephen Jeffrey and Ian Cooney be appointed as an independent Commissioners to the Hearings Panel.

C. Agrees that the appointments for Neil Gillespie, Martin McPherson and Ian Cooney will be in place until 20 December 2022 or until such time as the appointment of a new Hearings Panel, whichever is the earlier.

D. Agrees the appointment of Stephen Jeffrey as an independent Commissioner to provide alternative Commissioner options as necessary for the Hearings Panel and to review this appointment in three years.

2. Background

Clause 30(7) of Schedule 7 of the Local Government Act 2002 provides that:

A committee, subcommittee, or other subordinate decision-making body is, unless the local authority resolves otherwise, deemed to be discharged on the coming into office of the members of the local authority elected or appointed at, or following, the triennial general election of members next after the appointment of the committee, subcommittee, or other subordinate decision-making body.

This report provides for transitional arrangements to enable the Council to continue to provide resource consenting functions until such time that a new Hearings Panel is appointed.

3. Discussion

Section 34A (1) of the Resource Management Act 1991 (RMA) provides that Council may delegate to an employee or hearings commissioner appointed by the local authority (who may or may not be a member of the local authority) any of its functions, powers or duties under the Act except the following:

(a) the approval of a proposed policy statement or plan under clause 17 of Schedule 1.

(b) this power of delegation.

The Hearings Panel currently comprises three elected councillors with one councillor as an alternate. The delegated authority of the present Hearings Panel will cease the day after the official results of the 13 October 2022 Local Body Elections are declared, when those elected come into office.

Following the election, the elected councillors may not act or exercise any power in their capacity as a councillor until they have made their declaration. The same restrictions apply whether or not councillors are newly elected or re-elected councillors.

During the election period and before the Council appoints a new Hearings Panel, several of the Council’s resource management functions, powers and duties will need to be exercised.

As the panel is made up of councillors in their capacity as elected members, those councillors (and therefore the panel) could not function between the election and those councillors making their declaration. The councillors (Hearings Panel) therefore need to be appointed as independent commissioners.

Council’s approach in the past has been to resolve to establish a panel of hearings commissioners before the election to exercise those functions for the Council during transition. This panel is discharged when the new Hearings Panel is appointed by the newly elected Council.

In addition, councillor Stephen Jeffrey is not standing for re-election therefore in order to provide the Hearings Panel with alternatives and options for future hearings (e.g. where there may be a conflict of interest), it is recommended that councillor Stephen Jeffrey is appointed as an independent commissioner to continue as part of the Hearings Panel. It is also recommended that this appointment be reviewed in three years.

The Council delegates to the Hearings Panel all regulatory powers, functions and duties (with the exception of issues within the specific responsibility of another standing, special or joint committee of the Council) as follows:

1. Unless specifically excluded by legislation, all of its powers, duties and discretions under the Resource Management Act 1991 but only where those matters have not been delegated to the Chief Executive Officer.

2. Notwithstanding clause 1 above, the Hearings Panel may refer any matter to the Council for its direction on the matter or for its determination of the matter.

3. Notwithstanding clause 1 above, the Chief Executive Officer may refer any matter to the Hearings Panel for its direction on the matter or for its determination of the matter.

Designations

(Section references are taken from the Resource Management Act 1991):

4. The power to consider a requirement and submission made in response to it and to make a recommendation to the requiring authority in terms of section 171.

5. To consider a requirement to alter a designation in terms of section 181.

6. Amend the District Plan to remove a designation and to advise the Otago Regional Council accordingly in terms of section 182.

7. The fixing of a longer period for the expiry of a designation in terms of section 184.

Heritage Orders

8. The consideration of a requirement by a heritage protection authority and all submissions lodged with respect to such requirement and the making of a recommendation to the heritage protection authority in terms of section 191.

9. The alteration of a heritage order from the requirement of a heritage protection authority in terms of section 192.

10. The removal of a heritage order from the District Plan and providing advice to the Otago Regional Council of this removal in terms of section 196.

Resource Consents:

(Section references are taken from the Resource Management Act 1991):

11. To jointly hear, with one or more other consent authorities, applications for resource consents (section 102).

12. To decide on reasonable grounds whether or not it is appropriate for a joint decision on jointly heard applications (section 102).

13. To determine whether two or more applications for the same proposal are sufficiently unrelated so that it is unnecessary to hear and decide the applications together (section 103).

14. To arrange the commencement date, time and venue of a resource consent application hearing and any submissions to such application (section 101).

15. When considering an application for a resource consent, the Hearings Panel shall have regard for the terms of section 104 (this includes land use and subdivision applications).

16. To decide whether to grant or not grant a resource consent. Upon granting consent, the decision must take into account any conditions or terms in sections 104 and 105.

17. To determine the proceedings for any hearing, in keeping with sections 39-42.

Lapsing of Consents

(This section applies only to those consents granted by the Hearings Panel)

18. The holder of a Resource Consent may apply to the Hearings Panel for the change or cancellation of any condition in the consent (other than conditions relating its duration) subject to the conditions outlined in section 127.

19. The Hearings Panel may change any condition in the consent (other than conditions relating its duration), subject to the conditions outlined in section 132.

Objections to Decisions

20. To consider objections lodged in terms of section 357 to decisions issued by the Chief Executive Officer.

Plan Changes

21. Hearing of submissions to variations to the District Plan and Plan changes, pursuant to Section 34 of the Act.

Dog Control

22. To consider objections in terms of Section 31(3) and 33B of the Dog Control Act 1996.

Health Registration of Premises

23. To consider and make decisions on the revocation of registration of registered premises under the Health (Registration of Premises) Regulations 1966.

Reserves Act 1977

24. To consider and make decisions on objections and submissions in terms of leases, licences, easements and reserve classifications under sections 16(4), 24(2)(b), 24A(2)(c), 48(2), 54(2), 56(2), 58A(2), 73(4) and 74(3) of the Reserves Act 1977.

In addition to the above matters, the Chair of the Hearings Panel has delegation as follows:

25. All non-complying activities where:

a. The application is non-notified; and

b. Where necessary, has the consent of the affected parties; and

c. The applicant has not requested to be heard; or

d. Where the application is notified; and

e. There are no submissions; and

f. The applicant has not requested to be heard.

26. To consider a requirement to alter a designation in terms of section 181.

27. Amend the District Plan to remove a designation and to advise the Otago Regional Council accordingly in terms of section 182.

4. Financial Considerations

There are no financial implications from this decision.

5. Options

Option 1 – (Recommended)

Appoint the following commissioners to the Hearings Panel:

· Neil Gillespie (Independent Chair)

· Martin McPherson (Independent Deputy Chair)

· Ian Cooney (Independent Commissioner)

· Stephen Jeffrey (Independent Commissioner)

Advantages:

· The appointment enables the continuation of the Hearings Panel, who exercise the powers and duties under the Resource Management Act.

· Provides greater capability of the Hearings Panel to include Stephen Jeffrey as an Independent Commissioner post-election.

Disadvantages:

· There are no disadvantages to this decision.

Option 2

Do not appoint commissioners to the Hearings Panel.

Advantages:

· There are no advantages.

Disadvantages:

· The functions of the Hearings Panel will cease until such time as a new panel is appointed following the elections. This would be a significant inconvenience for our customers and create an avoidable backlog of work for the planning staff.

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 resource consenting to continue until a new Hearings Panel has been installed following the triennial elections.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes.
Considerations as to sustainability, the environment and climate change impacts	There are no issues to be considered for this decision.
Risks Analysis	There are no risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any provision of the Significance and Engagement Policy.

7. Next Steps

The Council’s decisions will be communicated to the Hearings Panel and Planning Team.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Lee Webster	Louise van der Voort
Regulatory Services Manager	Executive Manager - Planning and Environment
7/08/2022	12/08/2022

24 August 2022

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22.6.6 July 2022 Weather Event - Water and Wastewater

Doc ID: 590588

1. Purpose of Report

To consider funding of the emergency response and repairs required on water and wastewater infrastructure at Omakau due to flooding of the Manuherekia River in July 2022.

Recommendations

That the Council

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

B. Authorises $165,000 of funding from the Emergency Event Reserve for the response to flooding of the Manuherekia River in July 2022, and repair of wastewater assets.

2. Background

The rain event of the 18^th and 19th of July 2022 was extreme in parts of Central Otago. Record or near-record rainfall was documented at several weather stations.

The effects of rainfall resulted in widespread flooding, predominantly in the Maniototo and Manuherekia areas. Water supplies in Naseby, Ranfurly, and Omakau were particularly affected. Sites were run manually to ensure there was sufficient water available. As an additional precaution water was tankered into Naseby to help keep reservoirs topped up. The Omakau water supply was affected by high levels and turbidity within the Manuherekia River. This required a boil water notice to be put in place. During the period of the boil water notice tankered potable water was supplied at two locations in Omakau and a third location in Ophir. The boil water notice was in place for two weeks and lifted on 1^st August.

The flooding also inundated the Omakau wastewater treatment plant causing damage and resulting in a reduction in quality of effluent discharged to the Manuherekia river. Council staff and Fulton Hogan were able to safely access the site to assess the extent of damage and undertake necessary repairs on 20^th July and have been on site each day since then. The Otago Regional Council were informed of the situation when it occurred and have been receiving regular updates.

3. Discussion

The Omakau Wastewater Treatment Plant is located at the edge of the Manuherekia River between the Omakau township and Ophir Bridge Road. The treatment plant consists of two oxidation ponds with a discharge to the river. The ponds were constructed in 1965 and largely untouched until an upgrade in 2018. This consisted of desludging each pond and installation of a synthetic liner. In the last 18 months security fencing has also been installed, and a power supply provided to enable an inlet screen to be installed prior to effluent entering the first pond.

Previously the ponds were flooded in July 2017 and November 2018. In July 2017 the pond embankment and concrete wavebands on the edge of both ponds were damaged. The 2018 flooding event did not cause significant damage. The 2017 and 2018 floods did however deposit significant volumes of gravel and silt into the ponds. The extent of this was not fully understood until after the ponds had been emptied.

The flood event on 18^th and 19 July 2022 resulted in the ponds becoming fully inundated with floodwater. At its peak flow, the river exceeded over 500 cubic meters per second. The context of this relative to normal flows is shown on the attached graph from the Otago Regional Council.

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The Otago Regional Council were notified on the incident on the morning of 19^th July. At that stage there was no way of accessing the site to understand the extent of any damage due to the level of the flood water. Staff have remained in full contact with the Otago Regional Council since the incident started, with daily progress updates being provided daily, and monitoring results forwarded as soon as these are received.

By 20^th July, the floodwater had receded sufficiently to allow staff and Fulton Hogan access to the site to understand the extent of any damage and what would be required to restore operational service.

Staff and Fulton Hogan have been on site daily. Appendix 1 contains a photographic record of the incident and highlights progress of remedial work since the start of the incident.

Key actions to date include:

· Removal of logs and other debris from both ponds

· Full mechanical and electrical assessment of the inlet screen and other switchboards

· Removal and repair of submerged motors

· Sludge survey across both ponds

· Restoration of the access to allow necessary plant to access the site

· Pulling back the liner to allow an assessment of damage

· Installation of an aerator in pond 1(initially powered by a generator until the power supply was restores). This work was already programmed and funded.

· Importing membrane backwash loads from the Cromwell Wastewater Plant to help accelerate the restoration of biological activity.

· Installation of chemical dosing on the discharge to further improve treatment capacity

· Repairs and replacement of damaged fencing

The sludge survey indicated there is no need for an immediate desludging of either pond. Desludging will continue to be programmed as part of routine future work.

There was minimal damage to the liner with only minor patch welds required.

The plant is operational with monitoring results indicating a gradual return to normal operational service over three weeks.

Prior to this event, and Investment Logic Map workshop had been undertaken with stakeholders to identy the problems, and required outcomes of future investment for treatment of Omakau wastewater. The Business case is currently being prepared which will provide detail regarding options, and a preferred way forward with associated cost estimates.

The options being considered include a combined treatment plant for Alexandra, Clyde and Omakau as both the Alexandtra and Omakau resource consents are due for renewal in the next 5 years. A solution which provides treatment and discharge which meets current environmental requirements is expected to be in the region of $30 million to $60 million.

Recent events will support the need for this investment.

Financial Considerations

The total estimated cost of the response to the event and repairs is $165,000. Costs claimed to date are $55,000, with an estimated $110,000 of remaining work. The majority of the costs are associated with the flooding at Omakau, however other tanker hire and cartage costs to Naseby have been included. The following table gives a breakdown of the expenditure.

Activity	Total
Water related costs including labour, material costs and repair of Ophir pipeline	$22,500
Water subcontractor costs (water tankers)	$18,000
Subtotal water related costs	$40,500
Omakau wastewater repair labour, materials and plant	$124,500
Total	$165,000

Council has an Emergency Event Reserve which has a current balance of $2.594 million. The purpose of this reserve is to fund costs for an essential service that has been affected by an “act of God”, or an unplanned effect which is not covered by insurance. Essential services are any service that impact on the four community well-beings.

The reinstatement of the wastewater treatment plant is essential to meet social, economic, environmental and cultural well-being of the community. Wastewater ponds are not insured and are an essential service.

If the initial response and repair work is funded from the Emergency Event Reserve then the remaining balance will be $2.429 million.

The alternative would be to fund the emergency work from the wastewater operational budgets. This would result in an over-expenditure of $165,000 against the water and wastewater activities.

4. Options

Option 1 – (Recommended)

Fund the July 2022 Omakau flood repair costs of $165,000 from the Emergency Event Reserve.

Advantages:

· Ensures operational budgets are not subject to over expenditure.

· Utilises the Emergency Event Reserve for its intended purpose.

Disadvantages:

· Nil

Option 2

Fund the July 2022 Omakau flood repair costs of $165,000 from the water and wastewater operational cost centres.

Advantages:

· Costs will be allocated specifically to a wastewater account

Disadvantages:

· This will result in expenditure that is higher than the budget against operational cost centres.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic, and environmental wellbeing of communities, in the present by mitigating the effects of the July 2022 rain event on the Omakau Wastewater Treatment Plant.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes, emergency events such as this cannot be planned for and the options presented provide the financial cover to address this weather event
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with the purpose of the emergency event fund.
Considerations as to sustainability, the environment and climate change impacts	Events such as this are expected to be more frequent as a consequence of climate change.
Risks Analysis	There are no substantial risks associated with this decision. High intensity rain events are likely to occur more frequently in the future and review of options to mitigate these is being considered as a wider piece of work to develop options for the long-term future of the Omakau Wastewater Treatment Plant.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger Council’s significance and engagement policy.

6. Next Steps

Repairs at Omakau will be completed during August. The ponds are expected to be back to normal operating conditions by the end of August. The installation of aerator will improve pond performance and discharge quality for the future.

Beca have been engaged to advice on the current repair programme as well as providing technical input into the business case for upgrades to the treatment and disposal of Omakau wastewater.

7. Attachments

Appendix 1 - July 2022 wet weather event photos.docx ⇩

Report author:	Reviewed and authorised by:

Ian Evans	Julie Muir
Water Services Manager	Three Waters Director
9/08/2022	9/08/2022

24 August 2022

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22.6.7 Ratification of Resolution 22.2.3 (Proposal to dispose of land to Waka Kotahi New Zealand Transport Agency).

Doc ID: 589051

1. Purpose of Report

To consider ratifying the proposal to dispose of approximately 1,740 square metres of Record of Title OT13B/86, to Waka Kotahi New Zealand Transport Agency.

Recommendations

That the Council

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

B. Agrees to ratify Resolution 22.4.4 of the Cromwell Community Board, to:

- enable the transfer of approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi New Zealand Transport Agency (as agents of the Crown), and;

- to accept a payment of $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any) as compensation for the land.

Subject to:

- The income (compensation) being paid to the Cromwell Property General Account and held 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.

2. Background

Resolution 22.4.4

At their meeting of 21 June 2022, the Cromwell Community Board (the Board) considered a proposal to dispose of approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi New Zealand Transport Agency.

The purpose of the proposed disposal was to facilitate the construction of a roundabout at the intersection of State Highway 8B and Barry Avenue.

A copy of the report to the Board dated 21 June 2022 is attached as Appendix 1.

On consideration, the Board agreed to the proposal resolving (Resolution 22.4.4) as follows:

B. Notes the previous agreement with Waka Kotahi for the compulsory acquisition of this land.

C. Agrees to:

1. Dispose of approximately 1,740 square metres of Record of Title OT13B/860, being the parcels marked “A” and “B” as identified in figure 2, to:

- Waka Kotahi New Zealand Transport Agency as agents of the Crown.

- In accordance with the provisions of the Public Works Act 1981.

- For $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

Subject to:

- The income being paid to the Cromwell Property General Account and held for the purpose of purchasing, enhancing, and/or maintaining, land within the Cromwell ward.

2. To agree to allow Waka Kotahi New Zealand Transport Agency to erect a secure compound around the area marked “E” as shown in figure 3 (Footpath Construction Zone), for the duration of the construction of the footpaths and underpass (as required), at no charge.

Delegations of Community Boards

The powers and delegations of community boards are outlined in section 53 of the Local

Government Act 2002, and in part 5 of Council’s Register of Delegations to Community

Boards, Portfolios, Committees, and the Chief Executive Officer.

Both publications specify that community boards cannot acquire, hold, or dispose of property.

This means that to give effect to (Board) Resolution 22.4.4, Council must now approve the proposal to dispose of the land.

3. Discussion

Public Works Act 1981

The Public Works Act 1981 (the Act) outlines the process whereby the Crown may acquire land for a public work. The Act also outlines:

- how the land will be valued and compensation (for the land) assessed;

- what costs will be paid to the landowner;

- the rights of the landowner; and,

- the legal process for having the land declared legal road.

When land is acquired for a public work, it is referred to as a ‘taking’. This is because the Act provides the Crown (or their agents) with the right of compulsory acquisition.

As noted in Resolution 22.4.4, Waka Kotahi are acquiring the land for Road or Use in Connection with a Road, being a public work.

Ratification of Resolution 22.4.4

As community board’s cannot acquire, hold, or dispose of property, Council must now ratify Resolution 22.4.4. This will give effect to the Board’s resolution, which will enable transfer of the land to Waka Kotahi (as agents of the Crown).

4. Financial Considerations

The financial considerations are as outlined in Resolution 22.4.4.

Compensation for the land has been assessed at $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

The compensation will be paid to the Cromwell Property General Account where it will be held for the purpose of purchasing, enhancing, and/or maintaining, land within the Cromwell ward.

5. Options

Option 1 – (Recommended)

To agree to ratify Resolution 22.4.4 of the Cromwell Community Board, to:

- enable the transfer of approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi New Zealand Transport Agency (as agents of the Crown), and;

- to accept a payment of $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any) as compensation for the land.

Subject to:

- The income (compensation) being paid to the Cromwell Property General Account and held for the purpose of purchasing, enhancing, and/or maintaining, land within the Cromwell ward.

Advantages:

· Gives effect to Resolution 22.4.4 of the Cromwell Community Board.

· Enables transfer of the land.

· Confirms how the income (compensation) will be held and/or used.

· Recognises the provisions of the Public Works Act 1981 as they relate to compulsory acquisition.

Disadvantages:

· None, as complying with the Public Works Act 1981 is not optional.

Option 2

To not agree to ratify Resolution 22.4.4 of the Cromwell Community Board.

Advantages:

· None, as complying with the Public Works Act 1981 is not optional.

Disadvantages:

· Would not give effect to Resolution 22.4.4 of the Cromwell Community Board.

· Would not enable transfer of the land.

· Does not recognise the provisions of the Public Works Act 1981.

6. Compliance

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities by giving effect to a Resolution of the Cromwell Community Board.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

The recommended option is consistent with the provisions of the Public Works Act 1981.

Considerations as to sustainability, the environment and climate change impacts

There are no sustainability, environmental or climate change impacts associated with the recommended option.

Risks Analysis

There are no risks 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.

Public consultation is not required in this instance.

7. Next Steps

1. Agreement Executed September 2022

2. Settlement Completed Late 2022

8. Attachments

Appendix 1 - Copy of Report to the Board dated 21 June 2022 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Quinton Penniall
Team Leader – Statutory Property	Infrastructure Manager
9/08/2022	12/08/2022

24 August 2022

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22.6.8 Housing Policy: Encouraging use of different housing typologies in developments on Council land.

Doc ID: 588930

1. Purpose of Report

To approve a policy that will require Council to consider the use of different housing typologies in developments on Council owned land.

Recommendations

That the Council

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

B. Approves the policy that council led developments should consider including provision for different housing typologies using the urban design innovation model, subject to market conditions.

C. Notes there is one final action remaining in this current housing work which is 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’.

D. Notes that a further report on the plan to progress this action will be provided once resourcing is confirmed.

2. Background

In early 2020 a list of areas for Council’s potential involvement in housing was presented to councillors (developed from an investment logic mapping exercise that identified the problem and potential solutions). These options were:

• Status quo

• District Plan Review - promoting infill and greater density

• Incentivise development (use of development contributions)

• Urban design innovation – increased density (promotion of different housing typologies in developments)

• Delivering affordable housing

• Progressive home ownership models (including, rent to buy, shared ownership and secure homes)

• Advocacy

• Elderly persons housing

• Transitional housing (short-term rentals)

• Abbeyfield developments

• Retirement villages

• Social housing

In March 2020 Council gave direction to investigate the following:

• District Plan Review – promoting infill and greater density

• Incentivise development (use of development contributions)

• Urban design innovation – increased density (promotion of different housing typologies in developments)

• Progressive home ownership models (including, rent to buy, shared ownership and secure homes – Central Otago Affordable Housing Trust’s proposal)

The district plan work is underway and the smaller lots sizes and enabling different housing typologies is being addressed via Plan Change 19 which is currently out for consultation. Advice on using development contributions as a mechanism to promote more affordable housing was provided during the 2021-31 Long-term Plan, but was not progressed due to the administrative burden it would impose.

At the 9 March 2022 Council meeting, councillors requested that the community be surveyed on their view of the request from the Central Otago Affordable Housing Trust for Council to gift land to establish a secure homes model in the region. Councillors reviewed and approved the survey on 27 April 2022. At the 6 July 2022 meeting, councillors received the feedback from the community. At this meeting, councillors decided to not progress this proposal.

3. Discussion

At the 9 March 2022 meeting Council also directed a policy be developed on ‘urban design innovation – increased density (promotion of different housing typologies)’ workstream. This policy (appendix 1) sets out, subject to market conditions, that Council will consider promoting different typologies including semi-detached houses and apartments in Council led developments. This should in turn provide for more affordable housing choices than what the market currently provides.

Data previously provided (March 2022) indicates that smaller foot-print options such as low-rise apartments (approximate cost of $351,330) and terraced housing (approximate cost $463,050) will be considerably cheaper than a 200m2 standalone house (approximate cost $880,000). While construction costs have been rising considerably, the relative difference between these housing typologies is expected to remain (ie, a stand-alone house to be about 2.5 times more expensive than an apartment). By approving this policy, any developments on Council owned land would be subject to the requirement to consider different, and more affordable, housing typologies.

There is one remaining action that Council agreed at the 9 March 2022 meeting. This is 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. Due to recent staffing changes, a further report will be presented on progressing this action once resourcing has been confirmed.

4. Financial Considerations

There are no immediate financial consequences of this decision. Any financial ramifications on Council of profit from developments that include these different typologies will be presented as the relevant developments are progressed.

5. Options

Option 1 – (Recommended)

Approve the attached policy that Council led developments should consider including provision for different housing typologies, subject to market conditions.

Advantages:

· Will enable more affordable options to be developed compared to what the current open market provides.

· Council will be seen as leading the way and demonstrating that alternative options are viable.

Disadvantages:

· Council will take on some risk, but this will be mitigated by consideration of the market conditions and adapting plans as needed.

Option 2

Do not approve the attached policy that Council led developments should consider including provision for different housing typologies, subject to market conditions.

Advantages:

· There are no known advantages.

Disadvantages:

· There is a demonstrated community need for more affordable housing options.

· There are community expectations that Council will have this policy in place.

· There would be an opportunity lost to test the market and offer more affordable housing options.

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 implementing a policy that will enable more affordable housing options in the market.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes. The Cromwell Community Board and Council have already endorsed a plan that gives consideration to different housing typologies as part of the next stage of the Gair Avenue development.
Considerations as to sustainability, the environment and climate change impacts	There are no immediate considerations as to sustainability, the environment and climate change impacts.
Risks Analysis	There is little risk to Council in approving this policy. While consideration must be given to these housing typologies in Council-led developments, if the market does not respond then plans can be adapted to meet the market needs.
Significance, Consultation and Engagement (internal and external)	Under the significance and Engagement Policy formal consultation on this policy is not required.

7. Next Steps

If approved, the Cromwell Community Board and the Vincent Community Board will be informed about this policy.

8. Attachments

Appendix 1 - Provision for different housing typologies in developments on Council owned land policy August 2022 ⇩

Report author:	Reviewed and authorised by:

Saskia Righarts	Sanchia Jacobs
Chief Advisor	Chief Executive Officer
9/08/2022	15/08/2022

24 August 2022

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22.6.9 Three Waters Reform Better Off Funding (Tranche 1)

Doc ID: 589957

1. Purpose of Report

To consider projects to be included in the Better Off (Tranche 1) funding proposal.

Recommendations

That the Council

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

B. Approves a list of projects to the value of $3.21M to be included in the Funding Proposal.

C. Approves a list of contingency projects to put forward for approval.

2. Background

On 6 July 2022, Council reviewed a report on this funding and the following resolution was agreed upon:

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

B. Notes that the Better Off Funding will be split into two tranches, with Tranche 1, $3.21M, being available from 1 October 2022, and Tranche 2, $9.63M, expected to be available from 1 July 2024.

C. Notes that to receive this funding, Council needs to supply a list of projects/initiatives to the Department of Internal Affairs for approval.

D. Authorises the Chief Executive to sign the Funding Agreement in Appendix 1 of the report.

E. Agrees that projects to the value of $3.21M will be put forward in the Funding Proposal.

F. Agrees that further details on projects to be included will come to a future meeting for prioritisation.

The full report is attached as Appendix 1 to this report for reference.

To apply for this funding, council needs to sign the funding agreement and complete a funding proposal. Council authorised the Chief Executive to sign the funding agreement on 6 July 2022 but the projects to be included in the funding proposal could not be decided.

3. Discussion

Central Government has advised that the Better Off funding will be allocated in two tranches. The first tranche will become available once the Department of Internal Affairs (DIA) has approved the submitted programme. This is expected to be in September/October. Central Otago District Council has been allocated $3.21million in Tranche 1.

Tranche 2 is expected to become available in July 2024, and Central Otago District Council has been allocated $9.4 million in tranche 2. There is a risk that Tranche 2 may not be allocated if there is a change in Government policy prior to July 2024.

The advantages of progressing with projects in Tranche 1, and completing these before Tranche 2 becomes available is that:

· Funding can be used to progress projects that can be completed within 18 months, that would otherwise require ratepayer funding.

· allocated funding can be spent now mitigating the risk of any future change in Government policy.

· This will more evenly be spread the project workload, if Tranche 2 becomes available in July 2024.

· Reduces risk of not meeting government deadlines for spending the allocated funding.

· Provides experience in program management and DIA reporting requirements through Tranche 1.

· Sets-up internal systems and processes for delivery of larger Tranche 2 work program.

Council staff have put together a list of projects for consideration by Council. The list of projects has been split into projects that are deliverable within the next 18 months, and projects that would be better suited for consideration in Tranche 2 for consideration for varying reasons.

The projects that have been identified for consideration in Tranche 1 have either been included in the 2021 Long Term Plan and have had increases in scope which needs additional funding, accelerate projects in later years of the Long-Term Plan, or are required to address current issues that will require ratepayer funding.

The timeline for Tranche 2 will align with Council’s 2024 Long-Term Plan process where new projects may also be identified. Engagement with the community can also be incorporated into the 2024 Long-Term Plan process.

How Projects Were Identified

The possible list of projects was developed from:

· A review of 2021 Long-Term Plan project submissions

· Meetings with staff across the council

· Identified any projects that were delayed, deferred, or not included in the 2021 Long-Term Plan due to budget considerations

· Projects added to address current funding deficits

· Projects accelerated due to cost implications of deferring

· Projects added to address new issues

Approximately 55 projects were put forward by staff, with a few being removed due to the ability to access other funding such as from the Tourism Infrastructure Fund and Waka Kotahi funding.

Key Prioritisation Factors

To prioritise these projects into lists, the following prioritisation factors were considered:

· Projects started but unable to complete due to funding deficit

· Projects where the cost of work will increase if delayed (increased degradation, penalties)

· Projects where co-funding will be lost if they don’t proceed in the next year

· Projects to address issues with existing assets which will have to be done and funded by the community if not funded through Better-Off funding.

· Not able to be funded from depreciation reserves

· Spread across the district

· High profile sites with high public interest and approval

Estimated costs have been provided for the projects. It is important to note that these are typically staff estimates and actual costs will need to be confirmed as part of the procurement processes that will need to be undertaken to progress the work. The overall program will need to be reviewed regularly and adjusted as required as more accurate costs are developed.

Tranche 1 High Priority (List 1)

See Appendix 2 for further information on these projects.

Iwi/Māori engagement to meet Tranche 2 requirements	$50,000
Community Wellbeing Framework and Indicator Dataset	$90,000
Progressing of the records digitisation of rateable property files plus online access	$251,500
Cromwell Pool sand filter and therapeutic pool liner	$220,000
Alexandra Pool 25m pool and learn to swim pool liners	$400,000
Alexandra Community Centre earthquake strengthening and stage upgrades	$584,500
Clyde Hall kitchen and accessible bathroom, fire system upgrade and double glazing	$182,500
RFID installed at libraries district-wide	$361,000
Council-owned buildings seismic assessments and other compliance reports	$320,000
Total	$2,208,000

Tranche 1 Contingency (List 2)

See Appendix 3 for further information on these projects.

Alexandra Library renovation	$611,500
Emergency electrical generators	$120,000
War Memorials seismic strengthening and maintenance	$30,000
Shade sails in play areas and parks	$100,000
Replacing existing flags district-wide	$15,000
Replacement of Ranfurly playground equipment	$100,000
Video employers can use to attract people into the district for work	$20,000
Affordable housing options study	$120,000
Starlink communications	$30,000
Cromwell Cemetery upgrade	$100,000
Park Furniture for Māniatoto and Teviot	$45,000
Replacement of Naseby playground equipment	$200,000
Cromwell Bike Park public toilets	$235,000
Naseby public toilets	$300,000
Molyneux Park public toilets	$211,000
Half Mile reserve wildling conifers removed and redevelopment	$300,000
Boothill reserve wildling conifers removed and redevelopment	$200,000
Cromwell tennis court resurfacing	$400,000
Pioneer Park tennis court resurfacing	$400,000
Ranfurly Service Centre earthquake strengthening, boiler replacement, door ramp, and double glazing	$543,000
Purchase and rollout of new kerbside bins	$750,000
Total	$4,830,500

Tranche 2 High Priority (List 3)

See Appendix 4 for further information on these projects.

Progressing of the records digitisation of rateable property files plus online access	$824,500
Roxburgh Entertainment Centre maintenance and upgrades including fire system, earthquake strengthening, damage to a wall which needs replaci,ng and LED lighting	$515,000
Omakau Community Hub	$450,000
Molyneux Stadium Future Works	$49,000
Tarras Community Hall	$1,028,500
Water Treatment Plants for Māniatoto Rural Halls (Waipiata and Wedderburn)	$45,000
Māniatoto Art Centre	$50,000
Ranfurly Swimming Pool	$45,000
Māniatoto Park Stadium	$250,000
Naseby Store	$72,500
Total	$3,329,500

Tranche 2 Contingency (List 4)

See Appendix 5 for further information on these projects.

Eden Hore Central Otago (EHCO)	$750,000
Secondary schools’ pathway to work – pilot	$100,000
Feasibility study into delivering high-speed internet connectivity throughout Central Otago	$65,000
Installation of fibre to Millers Flat or Ettrick community	$325,000
Alexandra/Clyde to Cromwell fibre link	$600,000
Assessment to estimate the preservation, digitisation, and online accessibility of Central Otago Archives	$100,000
Book shelving and furniture at libraries district-wide	$557,000
River Track planting in Teviot	$500,000
Cromwell/Alexandra Pools outdoor beach volleyball	$12,000
Alexandra/Clyde River Track improvements	$100,000
Millers Flat tennis court resurfacing	$100,000
Māniatoto Park Irrigation	$70,000
Destination Management Plan	$120,000
Total	$3,399,000

The total estimated value of all projects put forward is $13,767,000..

4. Financial Considerations

Following approval of the Funding Proposal and an executed Funding Agreement, 10% of the amount will be released. Following this council can submit a progress payment request, along with a progress report, up to once a month. Further funding will be released upon approval of this report.

While the water stimulus funding was largely funded in advance, the Better-Off funding will largely be retrospectively funded in a similar manner to the way Waka Kotahi fund roading.

The Department of Internal Affairs will not increase the funding allocation if projects exceed the total agreed allocation.

5. Options

Option 1 – (Recommended)

Approve a programme of work to the value of $3.21M, to include in the Funding Proposal, with contingency projects to an approximate value of $1 million.

Fund all projects in List 1:

Iwi/Māori engagement for Tranche 2	$50,000
Community Wellbeing Framework & Indicator Dataset	$90,000
Progressing of the records digitisation of rateable property files plus online access	$251,500
Cromwell Pool sand filter and therapeutic pool liner	$220,000
Alexandra Pool 25m pool and learn to swim pool liners	$400,000
Alexandra Community Centre earthquake strengthening and stage upgrades	$584,500
Clyde Hall kitchen and accessible bathroom, fire system upgrade and double glazing	$182,500
RFID installed at libraries district wide	$361,000
Council-owned buildings seismic assessments and other compliance reports	$320,000
Total	$2,208,000

Fund a selection of projects in List 2 (up to the remaining value of $1,002,000, as well as contingency projects up to an approximate value of $1 million):

Alexandra Library renovation	$611,500
Emergency electrical generators	$120,000
War Memorials seismic strengthening and maintenance	$30,000
Shade sails in play areas and parks	$100,000
Replacing existing flags district-wide	$15,000
Replacement of Ranfurly playground equipment	$100,000
Video employers can use to attract people into the district for work	$20,000
Affordable housing options study	$120,000
Starlink communications	$30,000
Cromwell Cemetery upgrade	$100,000
Park Furniture for Māniatoto and Teviot	$45,000
Replacement of Naseby playground equipment	$200,000
Cromwell Bike Park public toilets	$235,000
Naseby public toilets	$300,000
Molyneux Park public toilets	$211,000
Half Mile reserve wildling conifers removed and redevelopment	$300,000
Boothill reserve wildling conifers removed and redevelopment	$200,000
Cromwell tennis court resurfacing	$400,000
Pioneer Park tennis court resurfacing	$400,000
Ranfurly Service Centre earthquake strengthening, boiler replacement, door ramp, and double glazing	$543,000
Purchase and rollout of new kerbside bins	$750,000
Total	$4,830,500

Advantages:

· Council receives additional funding to spend on projects that benefit the community.

· Projects that are ready to proceed can be completed by 30 June 2024, prior to Tranche 2 funding becoming available.

· Work to enable projects to be ready to proceed for Tranche 2 will be completed, reducing the risk of non-delivery and over-expenditure on tranche 2 projects.

· Less work will need to be undertaken within the 3-year Tranche 2 period.

· Tranche 1 funding application can be submitted and approved by the Department of Internal Affairs by the 30 September 2022 deadline.

· Opportunities to improve project management across the broader organisation and understanding of reporting requirements for these types of funding allocations.

Disadvantages:

· There may be work that is of higher importance to the community.

Option 2

Agree to sign the Funding Agreement and approve a different list of individual projects to the value of $3.21M, to include in the Funding Proposal, along with a list of contingency projects to an approximate value of $1 million.

Advantages:

· Council receives additional funding to spend on projects that benefit the community.

· Opportunities to improve project management across the broader organisation and understanding of reporting requirements for these types of funding allocations.

Disadvantages:

· Projects may not be completed by 30 June 2024 and will carry over into the Tranche 2 delivery period meaning more work may need to be undertaken within the 3-year Tranche 2 period, increasing risk of non-delivery.

· Work to enable Tranche 2 projects to be shovel-ready may not be undertaken.

Option 3

Do not sign the Funding Agreement and do not receive any funding from Tranche 1. Any funding available to Council would transfer to Tranche 2.

Advantages:

· Less work to do during the water reform transition period.

Disadvantages:

· Council receives no additional funding to spend on projects that benefit the community There may be a change in Government policy before Tranche 2 is implemented, and the funding could be lost, or have different requirements.

· Tranche 2 will require a larger amount of money to be spent in a shorter period of time.

· Increased risk of not delivering the program of work within the time required.

· Work to enable Tranche 2 projects to be shovel ready will not be undertaken, increasing the risk of non-delivery and cost overruns.

· Opportunities to improve project management across the broader organisation and understanding of reporting requirements for these types of funding allocations will be lost.

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 Council to spend additional funds on work that directly benefits the community. AND/OR This decision promotes the social/cultural/economic/environmental wellbeing of communities, in the present and for the future by committing to projects that benefit one or more of the wellbeing’s.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	Some of the projects put forward for tranche one funding will have a positive impact on these factors as sustainability is one of the key criteria for this funding.
Risks Analysis	There is a risk to Council of not receiving the funding if the Funding Agreement and Funding Proposal are not signed and accepted by the Department of Internal Affairs prior to 30 September 2022.
Significance, Consultation and Engagement (internal and external)	Engagement with Iwi/Māori is required to access both tranches of funding, particularly tranche 2 of the funding.

7. Next Steps

Funding Proposal will be prepared.

8. Attachments

Appendix 1 - Council Report 06 Jul 2022 Late [582846].DOCX ⇩

Appendix 2 - List 1 Tranche 1 High Priority (Final).pdf ⇩

Appendix 3 - List 2 Tranche 1 Contingency (Final).pdf ⇩

Appendix 4 - List 3 Tranche 2 Must Do (Final).xlsx ⇩

Appendix 5 - List 4 Tranche 2 Nice to Do (Final).pdf ⇩

Report author:	Reviewed and authorised by:

Chantal Green	Julie Muir
Infrastructure Finance Officer	Three Waters Director
15/08/2022	15/08/2022

24 August 2022

Logo, company name

Description automatically generated

6 Mayor’s Report

22.6.10 Mayor's Report

Doc ID: 591930

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

Since we last met, the big event on the calendar has been attending the LGNZ National Conference in Palmerston North, which I did alongside Deputy Mayor Gillespie, Councillor Alley and CEO Jacobs.

The Conference had panel discussions on a broad range of topics, including:

- Reimagining Local Government

- Co-governance

- Environmental well-being

- Economic well-being

- Social well-being

- Cultural well-being

We also heard from guest speakers including:

- Prime Minister Ardern

- LG Minster Mahuta

- Economic Development Minister Nash

- Environment Minister Parker (talking on RMA reforms)

- Simon Watts, Opposition spokesperson LG

We also had a breakfast session speaker Cam Calkoen, a young man with cerebral palsy who was an utter inspiration and a closing speech by Dr Lucy Hone on resilience.

One of the most important presentations to me was the Future for Local Government Panel that outlined the direction of its thinking moving forward as being focussed on:

1. Need a whole new approach with how we look at our role and how we deliver it. LG will have to play a bigger role. Councils of the future will be well-being councils

2. New ways of partnering with community, iwi and central government

3. How to rebuild trust in local government- how we facilitate democracy. Figure out how to hear the marginal voices not just the usual loud ones

4. Value diverse and capable elected members. Comprehensive and mandatory training and professional development needed. Term should be more than three years. Promote lowering age to 16

5. Te ao Māori should be woven into everything. Aotearoa should be a unique democracy blending indigenous and European thinking. Tikanga should be used in all council space

6. Treaty must be more explicitly stated in LGA

7. Rethink system and structure. Need to keep local in local government. No firm view but some principles are in draft report. Need to change the way the sector supports itself

8. Need new ways of funding including central government co funding. New tools like bed taxes or congestion charges must be easier to bring in. Funding needed to support iwi

9. Rating needs to remain main funding but LTP needs to go

Interesting times ahead……

On Wednesday 13 July I hosted newly anointed Associate Minister for Local Government and Civil Defence Minister Kieran McAnulty. He arrived with an entourage of five others (always a good sign) and sat with a number of councillors and senior staff. I can’t be sure, but it doesn’t appear that a Minister as senior as this has ever visited CODC before and it bodes well that he came to see us and hear our concerns face to face, as he is endeavouring to do with every rural council in the country before the election. That is an ambition that needs to be admired, no matter what one’s political persuasions are.

I attended a sod turning ceremony at Cromwell Primary School last week for one of the new buildings being developed to meet the growing needs and size of the school. It was a good event and a pleasure to be at as was the Cromwell Early Learning Centre opening of its whaharoa that weekend. Despite it being very cold, there was a very good turnout of the public for this joyous occasion.

I had a lonely time being one of the very few Cromwell Goats supporters on the balcony of the Wakatipu Rugby club as the champions went down in the final to the home side. A great effort by the team to get there given a rough start to the season.

I also visited the famed “13 hour house” at Forrest Lodge Orchard near Cromwell; an exciting development that could be a game changer for on-site workers accommodation in Central with its modular design allowing it to grow with the needs of the operation.

I was lucky enough to have a tour of the Lake Dunstan Water Supply site earlier this month. It was very exciting to see the main building up with great progress on the interior works. It will be an excellent day in April next year when the tap finally gets turning bringing fully compliant water to Clyde and Alexandra and much reduced lime content water to Alexandra.

I spoke to the Alexandra Lions Club on 7 July. The topic was “5 predictions for Central Otago in 5 years time”. I was fortunate to have on hand a paper of ten and twenty year predictions from a think tank put together by Council in 2000. It was interesting to note that many of the ten year predictions are coming to fruition now, 22 years later. It was a great night with lots of interesting discussions afterward.

Last month’s downpour and subsequent flooding, especially of the Omakau wastewater treatment plant, were a great disappointment. There has been some criticism that the ponds were not shifted when this last happened in 2017 but a few things need to be noted. Firstly, staff report that the 2017 event was the first time since the first pond was opened in 1965 that the pond was breached by the river. This is almost certainly a consequence of climate change, and the plant will need to be moved, but there is a lot more to it than simply moving the ponds as they are just one part of an integrated system. Staff have been working on plans for designing the new system for the last two years, but there is a lot more to this work than a lot of people would think.

I have attended Business Breakfasts at Cromwell, Ranfurly and Roxburgh over the last month. Common themes to come through are lack of staff and supply chain difficulties.

I was a panellist at the International Science Festival in Dunedin which, despite being the same night and time as the second test against the Irish, drew 50 or so people and it was an interesting event with an informed and interested audience.

I attended the AGM of LGNZ where CODC was a seconder to a motion from New Plymouth District Council that “That LGNZ adopt a policy to poll the LGNZ membership on any significant issue affecting local government in Aotearoa, prior to making that decision. LGNZ should develop a policy in conjunction with the membership that sets out the threshold for polling the membership. In the interim, the decision about the threshold for polling rests with National Council.” I also spoke in favour of that motion which was comfortably passed.

I attended the Roxburgh Hall fundraising night which featured a drag queen show and drag bingo. This was an extremely enjoyable night and it was great to see the Valley supporting diversity with the show being a sell-out.

I continue to attend the Manuherekia Exemplar Catchment Governance Group meetings and welcome Councillor Paterson onto that group, wearing her dual hats as a farmer in the effected area as well as being of course one of our councillors.

I also attended by zoom a Ministerial Responsible Camping Working Group meeting which included time with Minister Nash. I am still not convinced that the direction of travel in this space is entirely right but matters remain to be worked through and I am hopeful of positive outcomes.

I have written to Minister of Immigration Wood outlining the severe staff shortages in many industries in Central Otago, emphasising to him that we do not have the population here to resolve the issue ourselves and that increased targeted immigration and encouragement of backpackers which are a mainstay of our hort and vit industries is a matter of extreme urgency. I have asked to see him when I’m in Wellington later this year but at the time of writing have not received a response.

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

17/08/2022

Cromwell Community Board Minutes

21 June 2022

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and live streamed on microsoft teams
ON Tuesday, 21 June 2022 COMMENCING AT 2.00 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 Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), G Bailey (Parks and Recreation Manager), R Williams ( Community Development Officer), A Mason (Media and Marketing Manager), D Rushbrook (General Manager, Tourism Central Otago), S Righarts (Chief Advisor), J Harris (Governance Support Officer)

Apology

Committee Resolution

Moved: Buchanan

Seconded: Gillespie

That the apology received from Mr Murray be accepted.

Carried

1 Public Forum

Rhys Boswell - Christchurch International Airport Limited

Mr Boswell updated the Board of the proposed airport at Tarras before responding to questions.

Marion Low - Cromwell and Districts Promotions Group

Ms Low spoke in support of the promotions grant for the Cromwell and Districts Promotions Group before responding to questions.

Marilyn Duxson – Sustainable Tarras

Dr Duxson spoke against the proposed airport at Tarras and referred to a recent survey conducted regarding opinions about the proposed airport. She then responded to questions.

Pierre Leyser - Cromwell Bike Park Update and Funding Request

Mr Leyser spoke in support of the funding request for the Cromwell Bike Park before responding to questions.

Paddy Henderson - Maintenance of Cameras in Cromwell Mall

Senior Constable Henderson spoke in regards to the upkeep of cameras in the Cromwell Mall before responding to questions

Jess Sutherland and Kate Barnett - Structural Changes to shed adjacent to McNulty House

Ms Sutherland and Ms Barnett discussed the project to renovate the McNulty shed next to the McNulty House to be a wine tourism venue as a tasting room for Central Otago wines.

Russ Fowler – MENZ Shed

Mr Fowler spoke regarding the lease for the Cromwell Menz Shed, to be situated at the Cromwell Transfer Station. He then responded to questions.

2 Confirmation of Minutes

Committee Resolution

Moved: McKinlay

Seconded: Laws

That the public minutes of the Cromwell Community Board Meeting held on 9 May 2022 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. Cr Laws declared an interest in the item 22.4.2.

4 Reports

22.4.2 Road Naming Approval - Wooing Tree Development

To consider a request to name ten roads in the second stage of the Wooing Tree Development.

After discussion it was agreed that the Board needed additional time to consider the names proposed for this development.

Committee Resolution

Moved: Harrison

Seconded: Scott

That the item lies of the table until the next meeting to enable more information to come to hand and for the Board to have more time to consider these name options.

Carried

22.4.3 Closing of the Cromwell Memorial Hall

To reconsider the report presented to the Cromwell Community Board on 29 March 2022 regarding closure of the Cromwell Memorial Hall.

Committee Resolution

Moved: McKinlay

Seconded: Scott

That the Cromwell Community Board

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

B. Approves the immediate closure of the Cromwell Memorial Hall.

C. Approves Cromwell Community Board and Project Advisory Group engagement and approval process during the project (Tables 2 and 3).

Carried

22.4.4 Proposal to dispose of Part of Record of Title 13B/860 to Waka Kotahi New Zealand Transport Agency as agents of the Crown (PRO: 62-3047-00).

To consider disposing of approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi as agents of the Crown, for the purpose of constructing a roundabout at the intersection of State Highway 8B and Barry Avenue, and to consider allowing Waka Kotahi to erect a secure compound around part of Section 126 Block III Cromwell Survey District for the duration of the construction of new footpaths and underpass.

Committee Resolution

Moved: McKinlay

Seconded: Laws

That the Cromwell Community Board

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

B. Notes the previous agreement with Waka Kotahi for the compulsory acquisition of this land.

C. Agrees to:

1. Dispose of approximately 1,740 square metres of Record of Title OT13B/860, being the parcels marked “A” and “B” as identified in figure 2, to:

- Waka Kotahi New Zealand Transport Agency as agents of the Crown.

- In accordance with the provisions of the Public Works Act 1981.

- For $118,000 (One Hundred and Eighteen 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.

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

Carried with Mr Buchanan recording his vote against

22.4.5 Clarification of the terms of the Cromwell Menz Shed lease

To consider clarifying the terms of the lease granted to the Cromwell Menz Shed Charitable Trust over part of Lot 3 Deposited Plan 526140 being part of the Cromwell Transfer Station site.

After discussion this resolution was amended to provide a 12 month period for the incumbent tenant to vacate.

Committee Resolution

Moved: McKinlay

Seconded: Scott

That the Cromwell Community Board

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

B. Agrees to clarify the provisions of the lease granted to the Cromwell Menz Shed Charitable Trust by updating the terms and conditions of the lease as follow:

Commencement: 01 July 2023

Area: 1023 square metres more or less as shown in figure 5, being the ‘Revised Lease Area’

Term: Five (5) Years

Rights of renewal: Two (2) of Five (5) Years each

Expiry: 30 June 2038

Rent: To be assessed in accordance with Council’s Community Leasing and Licensing Policy (as adopted post review).

Rent Review: On renewal

Rent Review Methodology: In accordance with the Community Leasing and Licensing Policy

Permitted Use: The operations of a Menz Shed

Outgoings: Lessee pays 100% of the outgoings

Termination: In accordance with Council’s Community Leasing and Licensing Policy or as provided for in the Deed of Lease

Other terms/conditions: In accordance with Council’s Community Leasing and Licensing Policy or as provided for in the Deed of Lease

Subject to the Cromwell Menz Shed Charitable Trust:

- Meeting all costs associated with their occupation of the land and the construction of the group’s new facility.

- Funding and erecting security (deer) fencing along the boundaries marked ‘B2’, ‘B3’, and ‘B4’, as shown above in figure 5.

- Funding and installing a pair of security (deer) gates in the existing fence identified as B1 below in figure 5.

- The fencing and gates being erected to the satisfaction of Council’s Infrastructure Manager.

- Meeting all costs associated with connecting to the utility networks.

- Providing a tap for the sole purpose of supplying an unrestricted quantity of water to the existing structure as shown in figure 2, (if required).

- That the tap referred to above be located inside the existing structure to the satisfaction of Council’s Planning and Regulatory Services Manager.

- Vacating their current site on the Cromwell Equestrian Centre within 12 months of the commencement of the lease.

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

Carried

22.4.6 Proposal to stop Flora Street

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

That the Cromwell Community Board

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

B. Notes the previous agreement with Waka Kotahi for the compulsory acquisition of this land.

C. Recommends to Council to approve the proposal to stop approximately 0.6447 hectares of unformed legal road (shown as in Section 3 SO 517704 in figure 3) being Flora Street, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process as outlined in the same Act.

- No objections being received within the public notification period.

- The consent of the Minister of Lands.

- The stopped road being classified as Local Purpose (Amenity) Reserve, then vested in Council in accordance with the provisions of the Reserves Act 1977.

- An easement (in gross) in favour of (and as approved by) the Central Otago District Council being registered over all of Section 3 SO 517704.

- Easements (in gross) in favour of (and as approved by) Aurora Energy Limited, and Chorus New Zealand Limited, being created, and registered on the resulting title.

- District Plan designation (‘D97’) being updated to Local Purpose (Amenity) Reserve.

- The costs being paid from the final stage of the Gair Avenue Development project.

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

Carried

22.4.7 Cromwell Bike Park Funding Request

To consider a funding request from the Cromwell Bike Park.

Committee Resolution

Moved: Buchanan

Seconded: Scott

That the Cromwell Community Board

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

B. Agrees that the Cromwell Bike Park request for financial assistance is an exceptional circumstance under the Grants Policy.

C. Agrees to allocate $49,330 to the Cromwell Bike Park Inc for stage three of the upgrade to the Cromwell bike park to be funded from the Cromwell Reserve Contribution Account (3146).

Carried

22.4.8 Cromwell and Districts Promotions Group Promotions Grant Application

To consider the Cromwell Districts Promotions Group’s application to the Cromwell Community Board for promotion grant funding 2022-2023.

Committee Resolution

Moved: Gillespie

Seconded: Laws

That the Cromwell Community Board

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

B. Allocates the promotion grant of $90,000 to the Cromwell and Districts Promotions group for delivery of projects as outlined in the funding application for the 2022/2023 financial year.

C. Notes that staff will discuss the outcomes expected for funding for the 2023/2024 funding year onwards.

Carried

22.4.9 Cromwell Financial Report for the Period Ending 31 March 2022

To consider the financial performance overview as at 31 March 2022.

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

That the report be received.

Carried

Note: Cr McKinlay left the meeting at 4.55 pm and returned at 5.01 pm.

5 Mayor’s Report

22.4.10 Mayor's Report

His Worship the Mayor gave an update on his recent activities and issues of interest in the ward.

Committee Resolution

Moved: Laws

Seconded: McKinlay

That the Cromwell Community Board receives the report.

Carried

6 Chair's Report

22.4.11 Chair's Report

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

· Noted recent absences of staff.

· Attended a Project Advisory Group workshop for the Cromwell Memorial Hall and Cromwell Mall redevelopment.

· Attended art events activities.

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

That the report be received.

Carried

7 Members' Reports

22.4.12 Members' Reports

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

Cr McKinlay reported on the following:

· Attended meeting of Council.

· Attended meeting on the Mall developments.

Cr Laws reported on the following:

· Attended Cromwell Community House meeting with Russell Fowler.

· Attended the AGM of the Old Cromwell Association.

Cr Gillespie reported on the following:

· Attended the Goldminer memorial service.

· Attended a meeting of the Hearings Panel.

Mr Buchanan reported on the following:

· Attended a meeting at Tarras on tree felling.

Mr Scott reported on the following:

· Attended a Committee meeting at the Cromwell and Districts Promotions Group.

· Attended a Cromwell Connect meeting.

· Attended a meeting at the Cromwell community hub.

· Attended the Cromwell Community board workshop on Town centre upgrade.

· Attended a Cromwell Business Network meeting.

· Attended a Piano concert at Coronation Hall in Bannockburn organised by Arts Central.

· Attended the AGM of Old Cromwell Association.

Committee Resolution

Moved: Gillespie

Seconded: Scott

That the report be received.

Carried

8 Status Reports

22.4.13 June 2022 Governance Report

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

Committee Resolution

Moved: McKinlay

Seconded: Buchanan

That the report be received.

Carried

9 Date of The Next Meeting

The date of the next scheduled meeting is 2 August 2022.

10 Resolution to Exclude the Public

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.4.14 - Gair Avenue Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.4.15 - June 2022 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 5.50 pm and the meeting closed at 6.30pm.

Vincent Community Board Minutes

26 July 2022

Unconfirmed

MINUTES OF A mEETING OF THE Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via microsoft teams
ON Tuesday, 26 July 2022 COMMENCING AT 2.01 pm

PRESENT: Cr M McPherson (Chairperson), Dr R Browne, Cr L Claridge, Ms A Robinson, Ms S Stirling-Lindsay

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer) (via Microsoft Teams), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), Q Penniall (Infrastructure Manager), N Aaron (Parks Officer – Planning and Strategy), L Stronach (Team Leader – Statutory Property), W McEnteer (Governance Manager), J Harris (Governance Support Officer).

1 Apologies

Apology

Committee Resolution

Moved: Claridge

Seconded: Stirling-Lindsay

That the apology received from Cr Cooney be accepted.

Carried

2 Public Forum

Ken Churchill – Survey Regarding Pines at Half Mile

Mr Churchill spoke regarding the survey that had been conducted about the Pines at the Half Mile. He expressed his concern about the survey and that it had not addressed all of the issues to do with the reserve. He then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Robinson

Seconded: Browne

That the public minutes of the Vincent Community Board Meeting held on 13 June 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

22.5.2 Police Update

Senior Sergeant Clinton Wright provided an update to members on current policing issues in the district before responding to questions.

22.5.3 Election of a Deputy Chair

To consider the election of a deputy chair.

After discussion it was agreed that with one meeting left in the triennium there was no need to elect a new deputy chair.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Robinson

That the Vincent Community Board

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

B. Declines to elect a deputy chair.

Carried

22.5.4 Notice of Intention to Prepare a Reserve Management Plan - Omakau Recreation Reserve

To request that the Board resolves to notify a Draft Reserve Management Plan for the Omakau Recreation Reserve.

Committee Resolution

Moved: McPherson

Seconded: Browne

That the Vincent Community Board

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

B. Agrees in accordance with the Reserves Act 1977 to prepare and notify for submission a Draft Reserve Management Plan for the Omakau Recreation Reserve

Carried

22.5.5 Proposal to grant a Lease over part of Section 1 Survey Office Plan 496959, being Local Purpose (Cemetery) Reserve.

To consider granting a lease over part of Section 1 Survey Office Plan 496959, to the Central Otago District Council, to allow for the construction of a temporary soakage basin.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Claridge

That the Vincent Community Board

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

B. Agrees to grant a lease over approximately 250 square metres of Section 1 SO 496959, being Local Purpose (Cemetery) Reserve, to the Central Otago District Council, to allow for the construction of and operation of a soakage basin, on the following terms and conditions:

· Commencement: 01 August 2022

· Term: Five Years

· Rights of Renewal: Nil

· Rent: Nil

· Expiry: 31 July 2027

· Right to Assign: Yes

Subject to:

- Council constructing the soakage basin and bund.

- Council erecting security fencing around the bund (and the soakage basin).

- The new Southern Water Entity being responsible for funding and rerouting the overflow pipe (to connect to the stormwater network), and;

- The new Southern Water Entity being responsible for reinstating to the land to satisfaction of the Parks and Reserve Manager on expiry, surrender, or cancellation of the lease.

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

Carried

22.5.6 Half Mile Recreation Reserve Development Plan Survey Results

To provide a high-level summary of the results of the survey undertaken on the Half Mile Recreation Reserve.

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

That the report be received.

Carried

Attachments

1 Themes from Half Mile survey

5 Mayor’s Report

22.5.7 Mayor's Report

The Mayor provided an update of his recent activities, in particular his attendance at the Local Government New Zealand Conference. He then responded to questions.

Committee Resolution

Moved: McPherson

Seconded: Browne

Carried

6 Chair's Report

22.5.8 Chair's Report

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

· Attended the Council meeting in July and noted the topics discussed there.

· Noted the recent deaths of Dr Enny Manning and Mary Belt.

Committee Resolution

Moved: McPherson

Seconded: Browne

That the report be received.

Carried

7 Members' Reports

22.5.9 Members' Reports

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

Dr Browne reported on the following:

· Attended the Shaky Bridge planting.

· Attended the Winterstellar exhibition.

· Attended the opening of the new foyer/meeting room for Central Cinema.

· Inspected recent tree felling work along the river track from Alexandra to the Fraser River.

· Attended a meeting regarding the Lower Manorburn reserve.

· Attended the Candidates meeting in Alexandra.

· Attended the Central Otago Heritage Trust AGM meeting in Clyde.

Ms Robinson reported on the following:

· Attended the Winterstellar exhibition.

· Attended a meeting of the Vallance Cottage Working Group and noted upcoming open days.

· Attended Lake Dunstan Charitable Trust for the unveiling of the Bridge to Bridge project.

· Attended Wai Wanaka workshop event for people working in environmental/conservation to share ideas and network.

Ms Stirling-Lindsay reported on the following:

· Attended a meeting to discuss affordable housing options in the community for disabled people.

· Attended a meeting in Dunedin to discuss DHB changes and loss of mental health beds.

· Noted that preparation for the Blossom Festival was underway.

Councillor Claridge reported on the following:

· Attended the Council meeting on Teams.

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

That the report be received.

Carried

8 Status Reports

22.5.10 July 2022 Governance Report

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

Committee Resolution

Moved: McPherson

Seconded: Browne

That the report be received.

Carried

Attachments

1 Letter of apology missing from the other code of conduct papers

9 Date of The Next Meeting

The date of the next scheduled meeting is 6 September 2022.

10 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Stirling-Lindsay

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.11 - July 2022 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 3.08 pm and the meeting closed at 3.13 pm.

Cromwell Community Board Minutes

2 August 2022

Unconfirmed

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and livestreamed on microsoft teams
ON Tuesday, 2 August 2022 COMMENCING AT 2.00 pm

PRESENT: Ms A Harrison (Chair), Mr T Buchanan, Cr N Gillespie (via Microsoft Teams), Cr C Laws, Cr N McKinlay, Mr B Scott

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Executive Manager - Planning and Environment), Q Penniall (Infrastructure Manager), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), D Penketh (Project Manager – Property), G Robinson (Property and Facilities Manager), L Stronach (Team Leader - Statutory Property), F Somerville (Roading Administration Assistant), D Shaw (Property and Facilities Officer - Cromwell), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Laws

Seconded: Scott

That the apology received from Mr Murray be accepted.

Carried

2 Public Forum

Rhys Jenkins and Janeen Wood - Chinese Historical Village project in Cromwell.

Mr Jenkins and Ms Wood spoke to the Chinese Historical Village project in Cromwell. They noted that they were at a point where they would consider applying for funding. They then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: McKinlay

Seconded: Buchanan

That the public minutes of the Cromwell Community Board Meeting held on 21 June 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. Cr Laws declared an interest in item 22.5.3. She did not discuss or vote on the item.

5 Reports

22.5.2 McNulty Shed proposal

To consider permitting Old Cromwell Incorporated to change the use of the garage on 42 Inniscort Street, to sublet the garage, and to build a new workshop.

Committee Resolution

Moved: Gillespie

Seconded: Buchanan

That the Cromwell Community Board

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

B. Approve as Lessor, the adaptive reuse of the existing McNulty Shed and a new build on the south end of the carpark to be a maintenance shed for Old Cromwell Incorporated.

C. Authorises Old Cromwell Incorporated to sub-lease to Pinot Junction Ltd the existing McNulty Shed under terms and conditions that are satisfactory to the Chief Executive Officer.

Carried

Note: Cr Laws declared an interest in item 22.5.3. She did not discuss or vote on the item.

22.5.3 Road Naming Approval - Wooing Tree Development

To consider a request to name eleven roads in the second stage of the Wooing Tree Development.

Committee Resolution

Moved: Buchanan

Seconded: Scott

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

B. Agrees to approve eleven road names as shown in appendix 2 of the report:

Road one to be named Wooing Tree Avenue

Road two to be named Dotterel Lane

Road three to be named Bragato Way

Road four to be named Sandstorm Way

Road five to be named Booth Drive

Road six to be named Pouākai Drive

Road seven to be named Tussock Way

Road eight to be named Kawariki Court

Road nine to be named Plover Court

Road ten to be named Hadley Place

Road eleven to be named Finla Terrace

Carried

22.5.4 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.

Committee Resolution

Moved: Scott

Seconded: McKinlay

That the Cromwell Community Board

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

B. Recommends to Council to approve the proposal to stop an unformed portion of Melmore Terrace, being approximately 1640 square metres as shown in figure 1, subject to:

- All costs being paid from the Cromwell Memorial Hall/Events Centre Project budgets.

- The land being amalgamated with Record of Title OT11A/234 at nil consideration.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered on the new Record of Title.

- The final survey plan being approved by the Chief Executive Officer.

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

Carried

6 Mayor’s Report

22.5.5 Mayor's Report

The Mayor provided an update of his recent activities, in particular his attendance at the Local Government New Zealand Conference. He then responded to questions.

Committee Resolution

Moved: Harrison

Seconded: Laws

Carried

7 Chair's Report

22.5.6 Chair's Report

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

· Spent Matariki weekend in Christchurch and attended the events in the square and the events centre.

· Ran the Dunstan school swimming championship at the Alexandra pool.

· Participated in a day event in Queenstown as part of the Springboard Trust leadership programme.

· Attended the Project Advisory Group update on the Cromwell Memorial Hall.

Committee Resolution

Moved: Laws

Seconded: Buchanan

That the report be received.

Carried

8 Members' Reports

22.5.7 Members' Reports

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

Mr Scott reported on the following:

· Attended the Cromwell Breakfast meeting.

· Attended a meeting of the Cromwell and Districts Promotions, which included a debrief of Light-up winter event.

· Attended the unveiling of the landscape plan for the Lake Dunstan Charitable Trust.

· Attended the AGM of the Central Otago Motorcycle Club.

Mr Buchanan reported on the following:

· Attended the AGM of the Speedway Club.

· Noted that the Bannockburn Domain had recently acquired a new container office.

· Noted many calls on the poor repair of roads around the Bannockburn area and also regarding the trees recently cut down on the Sugarloaf.

Cr Gillespie reported on the following:

· Attended the July Council Meeting

· Attended the Local Government conference in Palmerston North

· Had an interview with Alice Tilley at Oxford University doing her PhD on applied power projects.

Cr Laws reported on the following:

· Attended the July Council Meeting

· Visited the Lake Dunstan Water Supply treatment site in Clyde.

· Met with Associate Local Government Minister McAnulty on his visit to the region.

· Attended the Cromwell Historical Precinct meeting.

Cr McKinlay reported on the following:

· Attended the recent Business Breakfast

· Attended the Project Advisory Group update on the Cromwell Memorial Hall.

· Visited the Lake Dunstan Water Supply treatment site in Clyde.

· Met with Associate Local Government Minister McAnulty on his visit to the region.

Committee Resolution

Moved: Laws

Seconded: Scott

That the report be received.

Carried

9 Status Reports

22.5.8 August 2022 Governance Report

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

Committee Resolution

Moved: Buchanan

Seconded: McKinlay

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 12 September 2022.

11 Resolution to Exclude the Public

Committee Resolution

Moved: McKinlay

Seconded: Laws

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes from Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.9 - Cromwell Memorial Hall/Events Centre - Design Scope Approval	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.5.10 - August 2022 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 3.24 pm and the meeting closed at 3.34 pm.


AGENDA Ordinary Council Meeting Wednesday, 24 August 2022
Date:	Wednesday, 24 August 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.)
Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Community Development Advisor	Chief Executive Officer
27/07/2022	16/08/2022

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Manager	Chief Executive Officer
12/08/2022	15/08/2022