Council Meeting Agenda

28 September 2022

 

Notice is hereby given that a Council Meeting will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via Microsoft Teams on Wednesday, 28 September 2022 at 10.30 am. The link to the live stream will be available on the Central Otago District Council’s website.

Order Of Business

1          Apologies. 5

2          Public Forum.. 5

3          Confirmation of Minutes. 5

Ordinary Council Meeting - 24 August 2022. 7

4          Declaration of Interest 16

22.7.1            Declarations of Interest Register 16

5          Reports. 20

22.7.2            Proposal to grant lease over Part of Alexandra Aerodrome Reserve. 20

22.7.3            Ratification of Resolution 22.6.4 (Proposed Road Stopping - Part Omeo Gully Road). 25

22.7.4            Ratification of Resolution 22.5.4 (Proposed Road Stopping - Part Melmore Terrace). 37

22.7.5            Proposed Changes to the Charges of Tyre Disposal at Council's Transfer Stations. 47

22.7.6            Update to fees and charges terminology for waste services. 51

22.7.7            Update on Toitu carbonreduce programme. 54

22.7.8            Policy renewal 103

22.7.9            2022/23 District Wide Grant Applications. 128

22.7.10         Delegations during the Interim Election Period. 133

22.7.11         Carry-forwards from 2021/22 and Forecast Changes for the 2022/23 Financial Year 136

6          Mayor’s Report 257

22.7.12         Mayor's Report 257

7          Status Reports. 266

22.7.13         September 2022 Governance Report 266

8          Community Board Minutes. 311

22.7.14         Minutes of the Vincent Community Board Meeting held on 6 September 2022. 311

22.7.15         Minutes of the Teviot Valley Community Board Meeting held on 9 September 2022. 318

22.7.16         Minutes of the Cromwell Community Board Meeting held on 12 September 2022. 325

22.7.17         Minutes of the Maniototo Community Board Meeting held on 15 September 2022. 333

9          Committee Minutes. 339

22.7.18         Minutes of the Extraordinary Executive Committee Meeting held on 13 September 2022. 339

10       Date of the Next Meeting. 341

11       Resolution to Exclude the Public. 342

22.7.19         September 2022 Confidential Governance Report 342

22.7.20         Confidential Minutes of the Vincent Community Board Meeting held on 6 September 2022. 342

22.7.21         Confidential Minutes of the Teviot Valley Community Board Meeting held on 9 September 2022. 342

22.7.22         Confidential Minutes of the Cromwell Community Board Meeting held on 12 September 2022. 342

22.7.23         Confidential Minutes of the Maniototo Community Board Meeting held on 15 September 2022. 343

22.7.24         Confidential Minutes of the Extraordinary Executive Committee Meeting held on 13 September 2022. 343

 

 

In Attendence  L van der Voort (Acting Chief Executive Officer), J Muir (Three Waters Director), S Righarts (Group Manager - Business Support), L Webster (Acting Executive Manager - Planning and Environment), Q Penniall (Infrastructure Manager), M De Cort (Communications Coordinator), W McEnteer (Governance Manager)

 

1                 Apologies

2                 Public Forum

3                 Confirmation of Minutes

Ordinary Council Meeting - 24 August 2022

Council Meeting Agenda

28 September 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 via microsoft teams
ON Wednesday, 24 August 2022 COMMENCING AT 10.32 am

 

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Fleck (Executive Manager – People and Culture), J Muir (Three Waters Director), G Bailey (Acting Executive Manager - Planning and Environment), S Righarts (Chief Advisor), N McLeod (IS Manager), I Evans (Water Services Manager), R Williams (Community Development Advisor), A Rodgers (Principal Policy Planner), C Green (Infrastructure Financial Officer), B Ridgley (Team Leader – Enforcement and Animal Control), M Tohill (Communications Support) and W McEnteer (Governance Manager)

 

Note: The Chair referred to the death of Barry Becker. Councillors stood for a moment’s silence as a mark of respect.

1                 Apologies

There were no apologies.

2                 Public Forum

There was no public forum.

3                 Confirmation of Minutes

Resolution  Moved:               Alley Seconded:          Jeffery That the public minutes of the Ordinary Council Meeting held on 6 July 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. Crs Cooney, Gillespie, Jeffery and McPherson declared an interest in item 22.6.4. They did not discuss or vote on the item.

5                 Reports

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

Note:  Ella Brown and Jo Knight from Sport Central and Owen Booth from Sport Otago joined the meeting for item 22.6.2.

22.6.2         Sport Otago's Grant Accountability Report 2021/22

To provide a report on the activity of Sport Otago over the past financial year, as required by the Grants Policy.

Resolution  Moved:               Alley Seconded:          Paterson That the report be received. Carried

 

Note: Cr Gillespie resumed the Chair.

 

Note: Cr McKinlay left the meeting at 10.55 am and returned at 10.57 am.

 

Note: Cr Duncan left the meeting at 10.57 am.

 

22.6.3         Plan Change 14 Environment Court Decision

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

Resolution  Moved:               McPherson Seconded:          Cooney That the report be received. Carried

 

Note: Cr Duncan returned to the meeting at 10.58 am.

 

Note: Crs Cooney, Gillespie, Jeffery and McPherson declared an interest in item 22.6.4. They did not discuss or vote on the item. Cr Gillespie remained in the Chair for the item.

 

22.6.4         Appointment of Hearings Panel Commissioners

To outline the transitional arrangements to enable Council to maintain the resource consenting function in the immediate period following the elections. After discussion it was noted that Cr McPherson did not have deputy Chair accreditation for the Hearings Panel. It was noted that in the case of the unavailability of Cr Gillespie, there would need to be commissioner appointed.

Resolution  Moved:               Calvert Seconded:          Claridge 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, 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. Carried

 

22.6.5         Dog Control Policy and Practices Report 2021-2022

To consider the dog control policy and practices undertaken in the 2021/2022 financial year, in accordance with Section 10A of the Dog Control Act 1996.

Resolution  Moved:               Paterson Seconded:          Alley That the report be received. Carried

 

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

 

22.6.6         July 2022 Weather Event - Water and Wastewater

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.

Resolution  Moved:               Cooney Seconded:          Laws 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. Carried

 

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

 

Note: Cr Cooney left the meeting at 11:22 am.

 

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

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.

Resolution  Moved:               McKinlay Seconded:          Paterson 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. Carried

 

Note: Cr Cooney returned to the meeting at 11:25 am.

 

Note: Cr Gillespie resumed the Chair.

Note: The meeting adjourned at 11:56 am and returned at 12.36 pm.

Note: Cr Paterson left the meeting at 11:56 am.

Note: Cr Calvert returned to the meeting at 12.38 pm.

 

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

To approve a policy that will require Council to consider the use of different housing typologies in developments on Council owned land. After discussion it was agreed that work should stop on the current housing model programme and instead the Chief Executive Officer should bring a report back to Council with options to consider purchasing options as outlined in the report.

Resolution  Moved:               Cooney Seconded:          Cadogan 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.      Directs the Chief Executive Officer to hold off any further work on the outstanding action 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.      Directs the Chief Executive Officer provide the Council with advice on preferential purchasing options for smaller foot-print properties as described in the Provision for Different Housing Typologies in Development on Council Owned Land policy. Carried

 

Note: With the permission of the meeting, item 22.6.10 was taken at this time.

6                 Mayor’s Report

22.6.10       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

 

22.6.9         Three Waters Reform Better Off Funding (Tranche 1)

To consider projects to be included in the Better Off (Tranche 1) funding proposal. After discussion it was agreed on which projects should be part of the list for tranche one funding along with a list of contingency projects. It was noted that the Roxburgh Pool project was not on this list as the details had arrived late, but that it could be part of the tranche one funding application.

Resolution  Moved:               McPherson Seconded:          Alley That the Council A.      Receives the report and accepts the level of significance. B.      Approves the projects for the Funding Proposal for Tranche 1 funding in list 1 of appendix 2 of the report, with the addition of the Roxburgh Pool project ($108,000), the Cromwell Bike Park Toilets project ($235,000) and the Alexandra Library Renovation project ($611,500). C.      Approves a list of contingency projects to put forward for approval: ·    New kerbside bins project, ·    Emergency Electrical Generators project, ·    War Memorials project, ·    Replacing Existing Flags District Wide project, ·    Video project, ·    Park Furniture for Maniātoto and Teviot Valley project,  ·    Shade Sails project, ·    Cromwell cemetery upgrade project and ·    Starlink Communications project Carried

Attachments 1        Information received from Roxburgh Pool project for the tranche one funding

 

Note: Cr McKinlay left the meeting at 1.32 pm and returned at 1.33 pm.

7                 Status Reports

22.6.11       August 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 noted that an earlier draft was attached to the agenda in error.

Resolution  Moved:               Cadogan Seconded:          McKinlay That the Council A.      Receives the report. B.      Ratifies the submission sent to the Finance and Expenditure Committee regarding the Water Services Entity Bill. Carried

Attachments 1        Updated version of submission sent to the Finance and Expenditure Committee regarding the Water Services Entity Bill.

 

8                 Community Board Minutes

22.6.12       Minutes of the Cromwell Community Board Meeting held on 21 June 2022

Resolution  Moved:               Duncan Seconded:          Claridge That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 21 June 2022 be noted. Carried

 

22.6.13       Minutes of the Vincent Community Board Meeting held on 26 July 2022

Resolution  Moved:               Duncan Seconded:          Claridge That the unconfirmed Minutes of the Vincent Community Board Meeting held on 26 July 2022 be noted. Carried

 

22.6.14       Minutes of the Cromwell Community Board Meeting held on 2 August 2022

Resolution  Moved:               Duncan Seconded:          Claridge That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 2 August 2022 be noted. Carried

  

9                 Date of Next Meeting

The date of the next scheduled meeting is 28 September 2022.

10               Resolution to Exclude the Public

Resolution  Moved:               Alley Seconded:          Claridge That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter to be considered Reason for passing this resolution in relation to each matter Ground(s) under section 48 for the passing of this resolution Confidential Minutes of Ordinary Council Meeting s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(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 22.6.15 - Lease of Ranfurly Lucerne Paddocks s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7 22.6.16 - 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 22.6.17 - Confidential Minutes of the Cromwell Community Board Meeting held on 21 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 22.6.18 - Confidential Minutes of the Vincent Community Board Meeting held on 26 July 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 22.6.19 - Confidential Minutes of the Cromwell Community Board Meeting held on 2 August 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 1.43 pm and the meeting closed at 1.48 pm.

 

 

 

28 September 2022

 

4                 Declaration of Interest

22.7.1         Declarations of Interest Register

Doc ID:      596446

 

1.       Purpose

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

2.       Attachments

 

Appendix 1 - Declarations of Interest ⇩  

 

Council meeting

28 September 2022

 

 

28 September 2022

 

5                 Reports

22.7.2         Proposal to grant lease over Part of Alexandra Aerodrome Reserve

Doc ID:      588528

 

1.       Purpose of Report

 

To consider granting a lease over part of Part Section 5S Manuherikia Settlement being, part of the Alexandra Aerodrome Reserve, to the Clyde Pony Club.

 

Recommendations That the Council   A.      Receives the report and accepts the level of significance.   B.      Recommends to Council to approve a new lease to the Clyde Pony Club over approximately 37 hectares of the Alexandra Aerodrome Reserve land, on the following terms and conditions:            Commencement Date            01 October 2022           Term                                       Three (3) Years           Rights of Renewal                  Two (2) rights of renewal of Three (3) years each           Final Expiry Date                   30 September 2031 Rental                                              2.5% of tenant’s subscription income less affiliation fees in accordance with the Councils Leasing and Licensing Policy Cancellation Clause               6 month cancellation clause to be included in the Lease in accordance with the Airport Securities Act 1966   C.      Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

 

2.       Background

 

Lease of Aerodrome Reserve Land

In 2012, Council granted a grazing lease over Lot 1 Deposited Plan (DP) 300842 (Lot 1) and Section 5S Manuherikia Settlement (Section 5S).

 

The lease was granted for a term of 5 years with one right of renewal of 5 years.  The lease expired on 30 June 2022 with the lessee choosing not to pursue a renewal.

 

Lot 1 has an area of 29.7201 hectares.  It is held by Council in fee simple Record of Title 4024.

 

Section 5S has an area of 53.6216 hectares.  It was gazetted as Aerodrome Reserve in 1957 then vested in Council subject to the Airport Securities Act 1961.

 

An overview of the lease area is shown in figure 1.

 

Figure 1 – Overview of area leased as shown in green.

 

In 2017, after losing their previous course in Waikerikieri Valley, the lessee permitted the Clyde Pony Club (the Club) to build a cross-country course over part of Section 5S.

 

The course was built to competition standard at a cost of approximately $25,000.

 

Events held by the club include an annual one-day discipline event, several express events and coaching clinics run by the National Pony Club Association. 

 

The Club also runs training days for non-members to attend.

 

To secure ongoing right of access to their facility, the Club have now applied to lease the part of Part Section 5S which contains the cross-country course, being approximately 37 hectares.

 

Figure 2 – Area leased by Clyde Pony Club shown in red

 

 

 

3.       Discussion

 

Aerodrome Reserve Leases

Leases over Aerodrome Reserve can be granted subject to Section 6 of the Airport Securities Act 1966.  Section 6 is shown in the extract below:

 

6         Leasing powers of airport authorities

 

(1)      Any airport authority may grant a lease of all or any part of any land, buildings, or installations vested in the airport authority for any purpose that will not interfere with the safe and efficient operation of the airport.

(2)      Leases under subsection (1) may be granted by private contract or otherwise to any person for such consideration and on such terms and conditions as the airport authority may determine:

provided that no lessee shall erect or make structural alterations to any building or other installation without first obtaining the approval in writing of the airport authority and in no case shall that authority give its approval if the erection or structural alteration of a building or installation will interfere with the use and enjoyment of the land as an airport.

(3)      If at any time during the term of any such lease the property demised or any part thereof is required by the airport authority for the purposes of the airport, the airport authority may terminate the lease as to the whole of the demised property or as to so much thereof as is required as aforesaid.

 

Leasing & Licensing Policy

As the Club are a community sporting activity, they have applied to lease the land in accordance with Council’s Leasing and Licensing Policy.

 

Council’s Leasing and Licensing Policy permits the policy permits leases to be granted for terms of either:

 

·    5 years with 2 rights of renewal of 5 years each; or

·    15 years with one right of renewal of 15 years

 

The Club have applied to lease the land for 3 years.  They have also asked for 2 rights of renewal of 3 years each.  This is because the Club want to ensure they can meet the financial obligations associated with the proposed lease.

 

Proposed Terms and Conditions of New Lease

In recognition of the club’s request for a shorter term it is proposed that the Lease be granted on the following terms and conditions:

 

Commencement Date           01 October 2022

          Term                                       Three (3) Years

          Rights of Renewal                  Two (2) rights of renewal of Three (3) years each

          Final Expiry Date                   30 September 2031

Rental                                              2.5% of tenant’s subscription income less affiliation fees in accordance with the Councils Leasing and Licensing Policy

Cancellation Clause               6 month cancellation clause to be included in the Lease in accordance with the Airport Securities Act 1966

 

Balance of Land

As shown in figure one above, the original 2012 lease was for an area of 71 hectares.  Assuming this lease is granted, the 34 hectare balance will retained for airport purposes.

4.       Financial Considerations

 

The annual rental will be 2.5% of tenant’s subscription income less affiliation fees in accordance with the Councils Leasing and Licensing Policy.

 

The lessee will also be responsible for all outgoings associated with the leasing of the land, including rates.

 

 

5.       Options

 

Option 1 – (Recommended)

To agree to grant a lease over part of Section 5S Manuherikia Settlement, being approximately 37 hectares, on the following terms and conditions:

 

Commencement Date           01 October 2022

          Term                                       Three (3) Years

          Rights of Renewal                  Two (2) rights of renewal of Three (3) years each

          Final Expiry Date                   30 September 2031

Rental                                              2.5% of tenant’s subscription income less affiliation fees in accordance with the Councils Leasing and Licensing Policy

Cancellation Clause               6 month cancellation clause to be included in the Lease in accordance with the Airport Securities Act 1966

 

Advantages:

 

·        The Clyde Pony Club’s occupation of the land will be legalised and their right of access secured.

·        A small income will be generated from the land.

·        Makes use of the land not currently required for airport purposes.

·        The land will be maintained.

·        It is consistent with the Council’s Leasing and Licensing Policy.

·        It is consistent with the Airport Securities Act 1966.

 

Disadvantages:

 

·        None as the lease will contain a cancellation clause.

 

Option 2

 

To not agree to grant a lease over part of the Alexandra Aerodrome Reserve to the Clyde Pony Club.

 

Advantages:

 

·        The land would remain available for other purposes.

 

Disadvantages:

 

·        The Clyde Pony Club’s occupation of the land will not be legalised and their right of access will not be secured.

·        Possible income stream will be lost.

·        The operation of the Clyde Pony Club may cease and a valuable community/club asset may be lost.

·        The land will not be maintained.

·        It does not recognise the provisions of the Council’s Leasing and Licensing Policy.

·        It does not recognise the provisions of the Airport Securities Act 1966

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision promotes the social and cultural wellbeing of the community by providing access to a popular recreational activity.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The proposed use of the land is consistent with:   • The Airport Securities Act 1966; and • Council’s Leasing and Licensing Policy
Considerations as to sustainability, the environment and climate change impacts	There are no sustainability, environmental or climate change impacts are related to the recommended option.
Risks Analysis	There are no apparent risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.

 

 

7.       Next Steps

 

1.       Council approval                                                                             24 August 2022

2.       Deed of Lease prepared and executed                                         September 2022

 

 

8.       Attachments

 

Nil

 

Report author:	Reviewed and authorised by:
Stephanie McArthur	Louise van der Voort
Statutory Property Officer	Executive Manager - Planning and Environment
27/07/2022	20/09/2022

 

28 September 2022

 

22.7.3         Ratification of Resolution 22.6.4 (Proposed Road Stopping - Part Omeo Gully Road).

Doc ID:      593831

 

1.       Purpose of Report

 

To consider ratifying the proposal to stop part of Omeo Gully Road, in accordance with the provisions of the Public Works Act 1981.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Agrees to ratify Resolution 22.6.4 of the Vincent Community Board, to: -     Stop an unformed portion of Omeo Gully Road, being approximately 9,113 square metres, subject to:   -     The applicants paying all costs, including the purchase of the land at valuation. -     The land being amalgamated with Record of Title 813963. -     An easement (in gross) in favour of (and as approved by) Earnscleugh Irrigation Company 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.

 

2.       Background

 

Resolution 22.6.4

At their meeting of 6 September 2022, the Vincent Community Board (the Board) considered a proposal to stop an unformed portion of Omeo Gully Road, being approximately 9,113 square metres.

 

A copy of the report to the Board dated 06 September 2022 is attached as Appendix 1.

 

On consideration, the Board agreed to the proposal resolving (Resolution 22.6.4) as follows:

 

B.        Recommends to Council to approve the proposal to stop an unformed portion of Omeo Gully Road, being approximately 9,113 square metres as shown in figure 1 in Appendix 1, subject to:

 

-     The applicants paying all costs, including the purchase of the land at valuation.

-     The land being amalgamated with Record of Title 813963.

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

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

 

 

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 22.6.4, Council must now approve the proposal to stop the road.

 

 

3.       Discussion

 

Roading Network

The start of the legal road adjacent to the applicant’s property is approximately 60 metres wide.  As the proposed stopping leaves a 20 metre wide carriage way, the proposal will have no effect on the existing roading network.

 

Utility Networks

Aurora Energy Limited (Aurora) have confirmed there are no Aurora assets on this portion of the road and have no objections to the road stopping.  

 

Earnscleugh Irrigation Company

Earnscleugh Irrigation Company have a water race running through the applicant’s property.  The race runs through the section of the road which the applicants propose to stop.

 

Earnscleugh Irrigation Company have confirmed they support the proposed stopping on the following basis;

 

(1)  It is a partial width stopping only and access via Omeo Gully Road remains.

(2)  An easement is granted to the Earnscleugh Irrigation company to protect the    infrastructure which is currently contained in the road reserve as shown in figure 5 in appendix 1.

(3)  The irrigation race is not required to be moved.

 

Ratification of Resolution 22.6.4

As community boards cannot acquire, hold, or dispose of property, Council must now ratify Resolution 22.6.4. This will give effect to the Board’s resolution, which will enable the road stopping and sale of the land to the applicants.

 

 

4.       Financial Considerations

 

The financial considerations are as outlined in Resolution 22.6.4.

 

Council’s Roading Policy determines that the applicant is responsible for all costs associated with the road stopping. This includes purchase of the land at valuation as prescribed in the Public Works Act 1981.

 

The income received will be credited to the non-subsidised Roading Administration account. It will then be used to address other public roading issues.

 

 

 

 

 

5.       Options

 

Option 1 – (Recommended)

 

To agree to ratify Resolution 22.6.4 of the Vincent Community Board to approve the proposal to stop an unformed portion of Omeo Gully Road, being approximately 9,113 square metres, as shown in figure 3, subject to:

 

-     The applicants paying all costs, including the purchase of the land at valuation.

-     The land being amalgamated with Record of Title 813963.

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

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

 

Advantages:

 

·        Gives effect to Resolution 22.6.4 of the Vincent Community Board.

·        Provision has been made to protect the existing infrastructure owned by Earnscleugh Irrigation Company.

·        Public access will not be affected as a 20 metre wide carriageway will be retained.

·        Income received will be used to address other public roading issues.

·        Recognises the provisions of Council’s Roading Policy.

·        Recognises the provisions of the Public Works Act 1981.

 

Disadvantages:

 

·        None.

 

Option 2

 

To not agree to ratify Resolution 22.6.4 of the Vincent Community Board.

 

Advantages:

 

·        None.

 

Disadvantages:

 

·        Would not give effect to Resolution 22.6.4 of the Vincent Community Board.

·        Additional income will not be made available to address other public roading issues.

·        Does not recognise the provisions of Council’s Roading Policy.

·        Does not recognise that the proposal is consistent with the Public Works Act 1981.

 

 

 

 

 

 

 

 

 

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by generating income from the disposal of land that is held (but not required) for roading purposes which has limited other use.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Resolution 22.6.4 is consistent with: a)   The Public Works Act 1981 b)   The Council’s Roading Policy.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop the portion of unformed road.
Risks Analysis	There are no risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded.   Notice of the completed road stopping will be published in the New Zealand Gazette.

 

 

7.       Next Steps

 

1.   Council approval                                                                                28 September 2022

2.   Survey and LINZ Accredited Supplier engaged                                October 2022

3.   Survey Plan approved                                                                       Early 2023

4.   Gazette notice published                                                                    Mid 2023

 

 

 

8.       Attachments

 

Appendix 1 - Copy of Report to the Board dated 6 September 2022 ⇩  

 

Report author:	Reviewed and authorised by:
Stephanie McArthur	Quinton Penniall
Team Leader – Statutory Property	Infrastructure Manager
6/09/2022	19/09/2022

 

Council meeting

28 September 2022

 

 

28 September 2022

 

22.7.4         Ratification of Resolution 22.5.4 (Proposed Road Stopping - Part Melmore Terrace).

Doc ID:      590747

 

1.       Purpose of Report

 

To consider ratifying the proposal to stop part of Melmore Terrace in accordance with the provisions of the Public Works Act 1981.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Agrees to ratify Resolution 22.5.4 of the Cromwell Community Board, to: -     enable an unformed portion of Melmore Terrace, being approximately 1,640 square metres as shown in figure 1, to be stopped.   Subject to:   -     All costs being paid from the Cromwell Memorial Hall/Events Centre Project budgets. -     The land (stopped road) being amalgamated with Record of Title OT11A/234. -     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.

 

2.       Background

 

Resolution 22.5.4

At their meeting of 02 August 2022, the Cromwell Community Board (the Board) considered a proposal to stop approximately 1,640 square metres of Melmore Terrace.

 

The purpose of the proposed stopping is to enable the land (stopped road) to be amalgamated with Record of Title OT11A/234.

 

Record of Title OT11A/234 contains the Cromwell Memorial Hall and carpark. Amalgamating the land with Record of Title OT 11A/234 would maximise the design options and overall development of the new Cromwell Memorial Hall/Events Centre.

 

An overview of the proposed stopping is shown below in figure 1.

 

Figure 1 – Overview of Proposed Stopping

 

A copy of the report to the Board dated 02 August 2022 is attached as Appendix 1.

 

On consideration, the Board agreed to the proposal resolving (Resolution 22.5.4) as follows:

 

B.        Recommends to Council to approve the proposal to stop an unformed portion of Melmore Terrace, being approximately 1,640 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.

 

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 22.5.4, Council must now approve the proposal to stop the road and dispose of the land.

 

 

3.       Discussion

 

Policy and Legislation

Road stoppings can be affected in accordance with the provisions of either the Public Works Act 1981 or the Local Government Act 2002.

 

Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is outlined in section 8.5 of Council’s Roading Policy.

 

The Public Works Act 1981 procedure will be adopted for this application for the following reasons:

 

·        The proposal is to stop part of the road width only.

·        Public access will not be adversely affected.

 

The Public Works Act 1981 provides for legal road to be stopped, sold, and amalgamated with an adjacent title. In this instance the stopped road would be amalgamated with Record of Title OT11A/234.

 

Ratification of Resolution 22.5.4

As Community Board’s cannot acquire, hold, or dispose of property, Council must now ratify Resolution 22.5.4.

 

This will give effect to the Board’s resolution, which will enable the unformed portion of Melmore Terrace, being approximately 1,640 square metres as shown in figure 1, to be stopped, then amalgamated with Record of Title OT11A/234.

 

 

4.       Financial Considerations

 

Council’s Roading Policy determines that the applicant is responsible for all costs associated with the road stopping including purchase of the land at valuation, however.

 

At their meeting 06 July 2022, the Council resolved (RES 22.5.3) as follows:

 

             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.

 

In consideration of Resolution 22.5.3, and given the proposed stopping has a public benefit, in this instance it is recommended that the land (stopped road) be amalgamated with Record of Title OT11A/234, at nil consideration.

 

A summary of the estimated costs associated with the proposal are outlined below in table 1.

 

Description	Cost (inc. GST)
Valuation	$                 500.00
Survey & LINZ Fees	$              4,500.00
Gazettal	$              4,200.00
Legal Fees	$              1,800.00
Total	$            11,000.00

Table 1 – Estimate of costs associated with the proposed stopping

 

The costs outlined in table 1 will be paid from the existing Cromwell Memorial Hall/Events Centre Project budgets. 

 

 

5.       Options

 

Option 1 – (Recommended)

 

To agree to ratify Resolution 22.5.4 of the Cromwell Community Board, to:

 

-     enable an unformed portion of Melmore Terrace, being approximately 1,640 square metres as shown in figure 1, to be stopped.

 

Subject to:

 

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

-     The land (stopped road) being amalgamated with Record of Title OT11A/234.

-     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.

 

Advantages:

 

·        Gives effect to Resolution 22.5.4 of the Cromwell Community Board.

·        Is consistent with (Council) Resolution 22.5.3.

·        Is consistent with Council’s Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer.

·        Recognises the provisions of the Public Works Act 1981.

·        Will enable the stopping to be affected and permit the land (stopped road) to be amalgamated with Record of Title OT11A/234.

 

Disadvantages:

 

·        None.

 

Option 2

 

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

 

Advantages:

 

·        None.

 

Disadvantages:

 

·        Would not give effect to Resolution 22.5.4 of the Cromwell Community Board.

·        Would not be consistent with (Council) Resolution 22.5.3.

·        Would not be consistent with Council’s Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer.

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

·        Would not enable the stopping to be affected or permit the land (stopped road) to be amalgamated with Record of Title OT11A/234.

 

 

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 (Resolution 22.5.4) 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:   ·    Council’s Roading Policy. ·    The Public Works Act 1981 ·    Resolution (of Council) 22.5.3. ·    Council’s Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer.
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.   Applicant advised of the outcome                                       On release of the resolution.

2.   Contractors engaged                                                           October 2022.

3.   Stopping completed                                                             Mid to late 2023.

 

 

 

8.       Attachments

 

Appendix 1 - Copy of Report to the Board dated 02 August 2022. ⇩  

 

Report author:	Reviewed and authorised by:
Linda Stronach	Quinton Penniall
Team Leader – Statutory Property	Infrastructure Manager
11/08/2022	15/09/2022

 

Council meeting

28 September 2022

 

 

28 September 2022

 

22.7.5         Proposed Changes to the Charges of Tyre Disposal at Council's Transfer Stations

Doc ID:      593885

 

1.       Purpose of Report

 

To consider changing the charges for the disposal of all types of tyres at Council’s transfer stations.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Approves the proposed changes to the charges for the disposal of tyres at Council’s transfer stations.

 

2.       Background

 

Large quantities of tyres come through the Council’s transfer stations for disposal to landfill each year. Over the last two financial years alone, more than 50 tonne of tyres have been disposed of to the Victoria Flats Landfill.

 

The cost to dispose of waste to landfill is skyrocketing each year in an attempt to reduce waste volumes and encourage waste diversion. For tyres alone, Council paid just over $10,700 including GST for disposal at Victoria Flats Landfill during the 2021/22 year.

 

Tyres that are disposed of at Victoria Flats Landfill are being stockpiled and once a certain quantity of tyres has been stockpiled, the tyres are sent through to Christchurch for recycling.

 

Following the setting of fees and charges, Council was advised that the price to dispose of tyres to Victoria Flats Landfill was going to increase by approximately $150+GST per tonne to cover bailing and export costs.

 

3.       Discussion

 

A Christchurch-based company, Tyre Collection Services Limited (hereafter referred to as TCS), has been approached by the council’s waste team for details on their end-of-life tyre recycling schemes. They pride themselves as being the South Island’s largest collection service of end-of-life tyres and have been operating for over 10 years.

 

Initially TCS started with the baling of the tyres they collected which they exported for recycling. The company has continued to grow since then to the extent that they now operate their own processing plant which dismantles the tyres and reduces them down to produce a tyre crumb. The tyre crumb can be used in a variety of applications not limited to horse arena mix, paint adhesives, roading, sports fields and paving.

 

TCS have advised Council that there are other organisations within the Central Otago district who utilise their services, so they already travel through to the district on a weekly basis.

 

Removing transport to Victoria Flats landfill would reduce the distances that the tyres are travelling from the Central Otago district, which would also support a reduction Council’s carbon emissions.

 

Currently, Council transfer stations charge for the disposal of car and truck tyres only. Tractor tyres and other similar large tyres are no longer accepted. These charges are displayed in the table below including GST.

 

 

Type of Tyre	Current Transfer Station Fee
Car	$5
Truck	$22
Tractor / Loader	Not accepted

 

TCS have supplied costs for tyre collection. The costs provided show that there would need to be a change to the current charges at the Council’s transfer stations in order to cover the costs. The proposed changes to the costs and naming conventions are highlighted in red in the table below.

 

Type of Tyre	Current Transfer Station Fee	Proposed Transfer Station Fee (without rims)	Proposed Transfer Station Fee (with rims)**
Car	$5	$6	$12
4x4 / Small Truck	$22	$10	$20
Large Truck	-	$20	$40
Tractor / Loader	Not accepted*	$115	$230

*Tractor and loader tyres were accepted in the 2021/22 financial year and the costs were $86 for disposal. Through the recycling scheme, these tyres would be able to be accepted again.

 

**Tyres that have not had their rims removed at the time of disposal will incur a charge double the cost of tyres that have had their rims removed. This additional cost is to cover the cost incurred for removing the rims prior to being processed by TCS.

 

 

4.       Financial Considerations

 

While an increase is required, the proposed changes to the fees and charges for tyre disposal to recycle directly with TCS is less than the increase of $150+GST per tonne at Victoria Flats Landfill.

 

The proposed increase in fees and charges directly relates to the increase required to cover the recycling costs. This is a user pays service.

 

5.       Options

 

Option 1 – (Recommended)

 

Updating the fee charged for the disposal of different types of tyres as proposed in the table below, including GST.

 

 

Type of Tyre	Proposed Transfer Station Fee (with rims)	Proposed Transfer Station Fee (without rims)
Car	$6	$12
4x4 / Small Truck	$10	$20
Large Truck	$20	$40
Tractor / Loader	$115	$230

 

 

Advantages:

 

·        Allows Council to divert more material from landfill.

·        Reduces Council’s spend on waste disposal.

·        Reduces distances that tyres travel to their final destination.

·        Reduces Council’s carbon emissions. 

·        Allows tractor tyres to also be accepted at the Council transfer stations.

·        Provides a good news story for the community.

 

Disadvantages:

 

·        Increases the cost for the majority of customers who would be disposing of car tyres.

 

Option 2

 

Status quo – retain the existing charges for the disposal of different types of tyres as stated in the table below, including GST.

 

Type of Tyre	Current Transfer Station Fee
Car	$5
Truck	$22
Tractor / Loader	Not accepted

 

Advantages:

 

·        Maintains a lower cost for the disposal of car tyres.

 

Disadvantages:

 

·        Income received will not cover the cost of disposal.

·        Council remains dependent on Victoria Flats Landfill and their increasing costs for the disposal of waste.

·        Tractor tyres and other similar tyres still cannot be disposed of through the Council’s transfer stations.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision promotes the economic and environmental wellbeing of communities, in the present and for the future by reducing the costs and volumes of waste disposal at Victoria Flats Landfill, as well as reducing the distances travelled by end-of-life tyres to their final destination.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, particularly the Economic Development Strategy and Sustainability Strategy.
Considerations as to sustainability, the environment and climate change impacts	Yes, this decision will reduce cost of tyre disposal and reduce the distances travelled by end-of-life tyres to their final destination.
Risks Analysis	There is a potential health and safety risk around the collection and transportation of end-of-life tyres however this will be managed by the council’s Waste and Health and Safety teams in collaboration with TCS.
Significance, Consultation and Engagement (internal and external)	This decision does not meet the thresholds of Council’s significance and Engagement Policy.

 

 

7.       Next Steps

 

If Council approves the recommendation, the charges for the disposal of a variety of tyres at Council’s transfer stations will be updated to cover the costs of end-of-life tyre recycling.

 

 

8.       Attachments

 

Nil

 

Report author:	Reviewed and authorised by:
Lauren Hunter	Quinton Penniall
Solid Waste Team Leader	Infrastructure Manager
7/09/2022	15/09/2022

 

28 September 2022

 

22.7.6         Update to fees and charges terminology for waste services

Doc ID:      593887

 

1.       Purpose of Report

 

To consider replacing the term “degassing” on Council’s fees and charges with the term “disposal”.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Approves the change in the terminology on the Council’s fees and charges from “degassing” to “disposal”.

 

2.       Background

 

The following statement is currently being displayed on the Council’s Transfer Stations and Recycling Drop-Offs Webpage:

 

Starting 1 July 2022 there will be a degassed charge for fridges at all transfer stations. Most of the fridges contain hydrofluorocarbons (HFC) and other refrigerant gases. These types of F-gas are highly dangerous for the environment as they cause depletion in the ozone layer. Old fridges must be degassed by a professional before going into the scrap metal and the cost of this has to be passed on.

 

Degassing services are only available to organisations who have large quantities of appliances, such as Council transfer stations and commercial companies. This service is therefore not available for domestic quantities. Consequently, Council’s transfer stations offer a drop-off service to customers who are expected to pay a $16.50 degassing fee per appliance. This fee covers the costs incurred by Council who employ a professional degassing company to complete the service using the correct equipment and procedures.

 

 

3.       Discussion

 

As a result of the wording in our fees and charges some customers are choosing to degas their old appliances through “at-home” processes to avoid the fee. This “at-home” degassing becomes extremely difficult for the transfer station operators to contest as the appliances have technically been degassed however this has not been completed through the correct processes or with the correct equipment. This has created tension between transfer station staff and customers.

 

Other than the poor treatment of transfer station operators, the impacts on the environment and the individual/s performing the “at-home” degassing is of high concern. The gases contained within fridges are highly dangerous and should not be released into the atmosphere.

 

It is considered the current messaging around the disposal and degassing of fridges on the Council’s Transfer Stations and Recycling Drop-Offs webpage is not appropriate. This report therefore recommends replacing the term “degassing” with the term “disposal” to ensure that all customers pay for the disposal of fridges regardless of whether “at-home” degassing procedures have been conducted. The intention is that this change would encourage customers not to conduct “at-home” degassing procedures and risk dangerous gases being released into the environment. 

 

 

4.       Financial Considerations

 

Any financial considerations have already been budgeted for.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Change the term “degassing” to “disposal”.

 

Advantages:

 

·        Removes any confusion around the term “degassing”.

·        Removes the need for customers to “cut corners” to avoid the “degassing” fee by creating a generic disposal fee.

·        Mitigates poor behaviour towards transfer station operators.

 

Disadvantages:

 

·        May potentially see an increase in the illegal dumping of fridges.

 

Option 2

 

Status quo – maintain the “degassing” term.

 

Advantages:

 

·        The “degassing” term provides the most clarity to the customer on what the $16.50 fee will be used for.

 

Disadvantages:

 

·        Allows customers to continue cutting corners by using “at-home” procedures for degassing appliances which has the potential to release dangerous gases into the environment.

·        Continues to create conflict in the workplace for Council’s transfer station operators.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision promotes the social and environmental wellbeing of communities, in the present and for the future by minimising impacts on the environment and individual/s conducting “at-home” degassing services.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the decision is consistent with Council’s Sustainability Strategy.
Considerations as to sustainability, the environment and climate change impacts	Yes, this decision will mitigate the existing risks of “at-home” degassing on the environment and to the individual/s conducting the procedure.
Risks Analysis	There is a continued risk to the environment and the individual/s conducting the “at-home” degassing procedures if the recommended option is not approved.
Significance, Consultation and Engagement (internal and external)	This decision does not meet the thresholds of Council’s significance and Engagement Policy.

 

 

7.       Next Steps

 

If the Council approves the recommendation, the term “degassing” will be replaced by the term “disposal” in Council’s fees and charges. An update will also be made to Council’s Transfer Stations and Recycling Drop-Offs webpage .

 

 

8.       Attachments

 

Nil

 

Report author:	Reviewed and authorised by:
Lauren Hunter	Quinton Penniall
Solid Waste Team Leader	Infrastructure Manager
7/09/2022	20/09/2022

 

28 September 2022

 

22.7.7         Update on Toitu carbonreduce programme

Doc ID:      592842

 

1.       Purpose

 

To provide an update on Council’s emissions in year two of the Toitū carbonreduce programme.

 

Recommendations That the report be received.

 

2.       Discussion

 

This report provides an update on progress toward the emissions reduction goals set through the Toitū carbonreduce programme.

 

This is the second time presenting this data to Council, and the second report as part of a five-year emissions reduction programme.

 

There is a lengthy process in collecting and analysing the relevant data. This report relates to year two of the programme, covering the period from 1 July 2020 to 30 June 2021. Data collection and verification is currently underway for the next reporting period 1 July 2021 to 30 June 2022 and will be reported to Council early 2023.

 

Certification from Toitū as a carbonreduce organisation involves measuring and reducing emissions against standards set by Toitū and by the legal standard ISO 14064-1-1028. Council has received certification for year two.

 

Evidence of the reduction was presented through the annual greenhouse gas (GHG) emissions inventory and management report (attached). The inventory provides a complete and accurate account of the GHG emissions that can be directly attributed to council operations.

 

Year two saw a 2,289.44-tonne of carbon dioxide equivalent (tCO₂e) reduction in overall emissions, representing a 17% reduction from the 2019 baseline.

 

The reduction has been driven by factors relative to the period, rather than systemic changes that will sustain ongoing reductions. The two primary factors reducing emissions in this period were:

 

·    Temporary behavioural changes during the COVID-19 lockdowns, particularly visible in transportation emissions.

·    A change in methodology for calculating waste emissions, detailed further in the Solid Waste portion of this report.

 

These factors lead to a greater reduction than predicted for this period, with a negligible impact on overall emissions reduction goals. Emissions are expected to achieve significant and lasting reductions in the latter years of the programme, with major reductions through the replacement of the coal-fired boiler in year four and the diversion of organic waste toward the end of year five.

 

The following table compares GHG operational emissions by business unit.

 

 

Three Waters

 

The Three Waters data includes the total amount of gas emitted during the treatment process, energy use emissions, sludge and screening landfill emissions and relevant road freight.

 

tCO₂e (tonnes of carbon dioxide equivalent) were reduced 5% to 2549.47 from the baseline of 2692.26.

 

The reduction in emissions for this unit this is likely due to an adjustment in the methodology used for calculation and the impact of COVID-19.

 

The sludge amount and flow rate for wastewater can change with a reduction in the tourist population – there is a correlation between a decrease in emissions and a decrease in overnight visitor figures.

 

General Council

 

General Council emissions report on fuel consumption, divided into three subcategories: flights, council-owned cars, and rental cars.

 

tCO₂E reduced by 17% from the baseline 131.67 to 116.72.

 

This reflects the impact of COVID-19. No international flights were undertaken, with zero emissions in this area. Working from home significantly reduced vehicle miles with lower fuel consumption.

 

Parks and Reserves

 

Parks and Reserves data measures waste to landfill (i.e. from public bins), fertiliser use, energy consumption, and LPG use (i.e. public barbecue facilities).

 

Parks have relatively low emissions, reducing 51% from 116.64 tCO₂e to 57.48 tCO₂e.

 

There was no significant reason for this reduction in year two.

 

         Pools

 

Pools data measures emissions from LPG and electricity use, as well as waste to landfill.

 

There was a slight increase of 2% from 436.85 tCO₂e to 446.85 tCO₂e.

 

This increase in emissions came from an increase in electricity use. These fluctuations are expected year to year as fluctuations in climate and temperature cause variations to the energy required to cool and heat the facility.

 

Updates to the heating system in the Cromwell Pool will lead to a reduction in future years.

 

Property and Facilities

 

Property and facilities data measures coal emissions, electricity use, diesel consumption, and waste to landfill.

 

An overall reduction of 2% from 192.03 to 189.08 tCO₂e is attributed to a reduction in coal consumption. This reduction is attributable to fluctuations in temperature.

 

The coal fired boiler has since been replaced. The subsequent reduction will show in the data from year four.

 

Roading

 

Roading data measures emissions from electricity use for street lighting.

 

A 14% reduction was measured from 28.44 to 24.54 tCO₂e.

 

Roading emissions are relatively low due to an earlier transition to LED lighting. The new LED’s allow lighting to be dimmed slightly in early hours of the morning, reducing overall consumption. Emissions data is predicted to fluctuate and remain low as a result.

 

Solid Waste

 

Solid Waste measures emissions from the amount of district waste to landfill, fuel consumption from kerbside collection, and cartage to landfill.

 

A 21% reduction in emissions, from 9972.07 to 7896.38 tCO₂E, can be attributed to a change in calculation methodology.

 

The data used to calculate materials sent to landfill was previously based on a set figure for all waste.

 

Improvements in methodology enable us to calculate based on different materials – separating out items with low emissions (i.e. plastic and glass) from those with higher emissions (i.e. organic waste).

 

This update increases the understanding of the impact of our solid waste profile and will better enable capture of reductions in the later years of the programme – as initiatives including organic kerbside collections and glass crusher take effect.

 

 

3.       Attachments

 

Appendix 1 - Annual greenhouse gas emissions inventory and management report ⇩

Appendix 2 - Toitū carbonreduce recertified

 

 

Report author:	Reviewed and authorised by:
Quinton Penniall	Louise van der Voort
Infrastructure Manager	Acting Chief Executive Officer
19/09/2022	20/09/2022

 

Council meeting

28 September 2022

 

 

28 September 2022

 

22.7.8         Policy renewal

Doc ID:      593612

 

1.       Purpose of Report

 

To consider readopting two policies – the Protected Disclosures (Whistle-blowers) Policy and the Risk Management Policy.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Adopts the updated Protected Disclosures (Whistle-blowers) Policy for a period of three years, with an annual review process. C.      Adopts the updated Risk Management Policy for a period of three years.

 

2.       Background

 

This report seeks to renew two existing Council policies that are reviewed on an annual cycle: the Protected Disclosures (Whistle-blowers) Policy and the Risk Management Policy.

 

Both policies have undergone the ‘soft review’ process, involving:

 

·    Discussion with activity managers and operational staff relating to the practical application and use of the policy

·    Checking any relevant legislation for updates

·    An environmental scan of any trends, news stories, or relevant experiences from other council’s or organisations

 

Input on the policies will be sought from the Audit and Risk Committee on the 27^th of September 2022. Recommendations from the Committee will be discussed with Council and any appropriate policy amendments made.

 

This is a deviation from the usual process, where the recommendations from the Committee would be written up for a later Council meeting. This is due to the gap in Council meetings through the election, and to ensure adequate policies are in place for ongoing compliance with financial prudence requirements of the Local Government Act 2002, and with the Protected Disclosures (Protection of Whistle-blowers) Act 2022.

 

 

3.       Discussion

 

Protected Disclosures (Whistle-blowers) Policy

 

The Protected Disclosures (Whistle-blowers) Policy has been in place since 2020 and was last reviewed in May 2021.

 

There has been a legislative update since the policy was last reviewed. The Protected Disclosures (Protection of Whistle-blowers) Act 2022 came into force on 1 July 2022, replacing the Protected Disclosures Act 2000.

 

The update included:

·    Amending the definition of serious wrongdoing

·    Clarifying the disclosure processes

·    Strengthening protection for disclosers (whistle-blowers) who are reporting serious wrongdoing

·    Specific requirements for internal procedures and support for disclosers

·    And clarification of terms and processes within the act.

 

The policy has been updated accordingly, including:

 

·    Amending definition of serious wrongdoing and including clause referencing consistency with the act.

·    Providing a procedure derived from the requirements in the act.

·    Further detail added to the ‘protections’ section to further specify the types of support available.

 

Operational staff did not suggest any further updates to the policy. Ownership of this policy will move from People and Culture to Corporate Services for administrative purposes.

 

Section 29 of the Act requires every public sector organisation have appropriate internal procedures that meet set requirements, including specifying a process consistent with the Act.

 

It is standard practise for staff to continue to follow the processes required by a policy that has expired and is under review, however there is a compliance risk by the policy remaining out of date.

 

It is recommended that the policy remain on an annual review cycle.

 

There is currently no distinction between the policy review date and the policy expiry.

 

The short expiry presents difficulties in seeking elected member feedback through the review process and risks falling out of compliance when encountering delays through unexpected circumstances.

 

It is therefore requested that the policy is adopted for a three-year period, with an annual review. This aligns with the standard three-year timeframe for Council policies and ensures the policy remains compliant should the review face unexpected delays.

 

 

Risk Management

 

The Risk Management Policy ensures an integrated, structured, and coordinated approach to operational risk management throughout all business functions and activities.

It was last reviewed in August 2021.

 

Operational staff feedback on the policy was positive with no changes suggested.

 

The policy is based on New Zealand Standard 31000 Risk Management – Principles and Guidelines 2009. This standard was updated in 2018, with an aim to simplify risk management. The new standard emphasises the importance of an ‘iterative nature’ – or an ongoing feedback loop where experiences with risk and risk management are used to continuously review and update the approach.

 

There could be a greater focus on this interaction in the year ahead, with a view for a higher level of staff engagement in the coming review cycle.

 

It is recommended the policy be readopted in its current form, with the following changes only:

·    References to the 2009 standard updated to 2018.

·    Minor text adjustments from future tense (‘Risk reporting shall detail’) to present tense (‘Risk reporting details’)

 

The policy originally suggested a three-year review cycle, however has been reviewed annually. A recommendation on the appropriate timeframe will be sought from the Audit and Risk Committee.

 

 

4.       Financial Considerations

 

There are no financial considerations.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Adopt the amended policies for the periods specified.

 

Advantages:

 

·        Compliance with related legislative requirements

·        Risk of legislative non-compliance is reduced

·        Longer expiration provides further opportunity for elected member input in the review process, removing time pressure

 

Disadvantages:

 

·        None.

 

Option 2

 

Adopt the amended policies for a shorter period. Do not adopt the Procurement Policy while the full review is carried out.

 

Advantages:

 

·        None.

 

Disadvantages:

 

·        Risk of legislative non-compliance in expiry of Protected Disclosures (Whistle-blowers) Policy

·        Continued risk of falling outside of legislative compliance due to delays in the short review cycle

 

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of communities, in the present and for the future by ensuring the appropriate financial processes and protections are in place.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This decision is consistent with legislation.
Considerations as to sustainability, the environment and climate change impacts	Potential to enhance sustainability impacts through sustainable procurement analysis. No other environmental impact.
Risks Analysis	Moderate risk of legal non-compliance identified by the expiry of the Protected Disclosures (Whistle-blowers) Policy. Some mitigation of this risk by the standard practise to continue following procedures from a policy under review. Risk removed with approval of the updated policy.
Significance, Consultation and Engagement (internal and external)	Consultation is not required under the Significance and Engagement Policy or the Local Government Act 2002.

 

 

7.       Next Steps

 

The Protected Disclosures (Whistle-blowers) Policy would become operational for three years, with an annual report to Council providing an update on the operation of the policy and seeking recommendations for further adjustments. It would move internally from People and Culture to Corporate Services.

 

The Risk Management Policy would become operational for three years – or as recommended by the Audit and Risk Committee. The new General Manager – Business Support would seek to draw on a wider range of experiences toward an open systems model for risk management.

 

 

8.       Attachments

 

Appendix 1 - Protected Disclosures (Whistle-blowers) Policy ⇩

Appendix 2 - Risk Management Policy ⇩  

 

Report author:	Reviewed and authorised by:
Alix Crosbie	Louise van der Voort
Senior Strategy Advisor	Acting Chief Executive Officer
7/09/2022	21/09/2022

 

Council meeting

28 September 2022

 

Council meeting

28 September 2022

 

 

28 September 2022

 

22.7.9         2022/23 District Wide Grant Applications

Doc ID:      589962

 

1.       Purpose of Report

 

To consider the first round of the district wide grant applications for the 2022/23 financial year.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Decides the grants to be allocated to the applicants of the community grants. C.      Considers the application for a district wide promotions grant.

 

2.       Background

 

The Central Otago District Council contributes to the social, economic, environmental and cultural well-being of the local community through the contestable grants process. 

 

The objectives of the grants process are:

 

·    Enhance well-being in the district (social, economic, environmental and cultural)

·    Empower local communities

·    Facilitate the delivery of community outcomes

·    Promote our regional identity: Central Otago A World of Difference.

 

There are two types of grants that can be applied for, community grants and promotions grants.  Each community board has grant pools available for both community grants and promotions grants and each are funded using different targeted rates, which means that one pool cannot subsidise the other.  Each application must be considered on its own merit and its fit with the relevant grant criteria and available budget.  District wide community grants are funded by the district general rate. 

 

Each community board is delegated the authority to consider applications for activities and projects within its boundaries.  Council considers applications for district wide community grant applications. 

 

At this stage, there is no district wide promotions grants pool, however work is currently underway on an Events Strategy for the district which may explore this in more detail.

 

Council considers grant applications in two rounds annually.  Applications for the first round closed at the end of July 2022 for a decision at this meeting.  Any funds remaining, will be made available for a second round, with applications closing on the 19^th of March for a decision in May 2023.

 

Annually, there is $151,000 to distribute in the district wide community grants scheme.  The following table illustrates the commitments already made and the amounts left to distribute.

 

 

Type of grant	2022/23
Community Grants Budget	151,000
Less distributed previously	90,273[1]
Balance left to distribute	60,727

 

 

3.       Discussion

 

Community Grants

 

Five community grant applications have been received in the current round requesting a total of $69,919.50 dollars.  There is $60,727 to distribute over the two funding rounds in the 2022/2023 financial year.  The details of the applications are provided in the table below:

 

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Life Education Trust Heartland Otago Southland	Costs towards delivery of the Life Education programme	Subsidise school fees (it costs $21 per student, schools only pay $4 per student), costs towards educators salary, vehicle and classroom running costs and classroom resources	1/08/2022	$162,861	$3,000.00
2	Central Otago Budgeting Services	Supporting members of the community with banking changes.	To cover travel costs, printing/photocopy, meals and wages.	1/07/2022	$7,728.00	$7,728.00
3	Central Otago Health Incorporated	Administration of incorporated society.	Contribution towards administrative costs which includes: minimal meeting fees, travel costs, secretarial services, advertising and associated costs for director recruitment, accounting costs, applying for grants and all other general administrative costs.	1/07/2022	$30,806.00	$7,556.00
4	Dunstan Kahui Ako	Ka Mua Ka Muri (Walking backwards into the future)	Transport by bus for outlying children to come in to the exhibition at the museum, food for Mihi Whakatou opening.	8/11/2022	$4,115.50	$4,115.50
5	Sport Otago	Sport Otago - Operational Funding	Support 3 staff currently based in Central Otago operating a annual budget in 2022/2023 of $318,471. This cost includes Human Resources, programme deliver costs and operational and travel costs.	1/07/2022	$318,471	$47,520.00
TOTAL REQUESTED						$69,919.50

 

Copies of the applications, supporting documentation and staff assessments are provided to Council under separate cover.

 

Potential Promotions Grant

 

Although there is no district wide promotions grant pool, Council has previously considered funding events that have a district wide benefit, such as Crankworx and WoolOn.

 

An application has been received from the Otago Goldfields Heritage Trust, asking Council to consider an application for the 30^th Otago Goldfields Heritage Trust Cavalcade to be held in February 2023.

 

Council has previously funded requests for district wide events from general reserves – and it is recommended in the absence of a district wide event fund, should council be of a mind to grant this request for funding, that general reserves (1111) are once again used for this purpose.  This will ensure that the grant pool set aside for community grants remains available for that purpose. 

 

The details of the request for funding are included in the table below, with the application, supporting documentation and staff assessment provided to Council under separate cover.

 

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Otago Goldfields Heritage Trust	30th Goldfields Cavalcade	Event Management	Feb 2023	$220,472	$10,000

 

4.       Financial Considerations

 

As detailed above, there is $60,727 to distribute for the 2022/23 Community Grants round. 

 

Should the Council support the applications as requested in full, then there would be no funds available for a second round of district wide community grants as more money has been requested than there is available to distribute over the entire year.

 

If Council does not allocate its total budget in the first round, any funds remaining, will be made available for a second funding round, with applications closing on the 19^th of March 2023 for a decision in May 2023.

 

If Council is of a mind to grant the request for funding from the Otago Goldfields Heritage Trust, it is recommended that the general reserves fund (1111) is used.

 

 

5.       Options

 

Council is asked to consider each application and determine the appropriate level of funding.  There are no other options as Council has the delegation to allocate grants from the contestable funds.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing a contestable funding pool that enables projects to be delivered in the community that enhance wellbeing.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Grants Policy, and other plans and policies that may be impacted by any of the individual grant applications.
Considerations as to sustainability, the environment and climate change impacts	There is no direct impact, some applications may have a positive environmental impact from time to time.
Risks Analysis	There is an opportunity-cost associated with the potential use of reserves for funding a district wide promotions grant from the general reserves fund.
Significance, Consultation and Engagement (internal and external)	The funding rounds were advertised in the local newspaper, Council’s website and Facebook page, and through combined agency community funding clinics.  Discussions with departments of Council have taken place where there impacts arising from the application.

 

 

 

7.       Next Steps

 

Once the Council has made a decision on the level of funding for each organisation, this will be communicated to each applicant and payments made.

 

 

8.       Attachments

 

Appendix 1 - Life Education Trust Staff Assessment (under separate cover) ⇨

Appendix 2 - Life Education Trust Grant Application (under separate cover) ⇨

Appendix 3 - Life Education Trust Supporting Documentation (under separate cover) ⇨

Appendix 4 - Central Otago Budgeting Services Staff Assessment (under separate cover) ⇨

Appendix 5 - Central Otago Budgeting Services Grant Application (under separate cover) ⇨

Appendix 6 - Central Otago Budgeting Services Supporting Documentation (under separate cover) ⇨

Appendix 7 - Central Otago Health Inc Staff Assessment (under separate cover) ⇨

Appendix 8 - Central Otago Health Inc Funding Application (under separate cover) ⇨

Appendix 9 - Central Otago Health Inc Supporting Documentation (under separate cover) ⇨

Appendix 10 -    Dunstan Kahui Ako Staff Assessment (under separate cover) ⇨

Appendix 11 -    Dunstan Kahui Ako Grant Application (under separate cover) ⇨

Appendix 12 -    Dunstan Kahui Ako Supporting Documentation (under separate cover) ⇨

Appendix 13 -    Sport Otago Staff Assessment (under separate cover) ⇨

Appendix 14 -    Sport Otago Grant Application (under separate cover) ⇨

Appendix 15 -    Sport Otago Supporting Documentation (under separate cover) ⇨

Appendix 16 -    Otago Goldfields Heritage Trust Staff Assessment (under separate cover) ⇨

Appendix 17 -    Otago Goldfields Heritage Trust Grant Application (under separate cover) ⇨

Appendix 18 -    Otago Goldfields Heritage Trust Supporting Documentation (under separate cover) ⇨  

 

Report authors:
Alison Mason
Media and Marketing Manager
	Reviewed and authorised by:
Rebecca Williams	Sanchia Jacobs
Community Development Advisor	Acting Chief Executive Officer
2/09/2022	21/09/2022

 

28 September 2022

 

22.7.10       Delegations during the Interim Election Period

Doc ID:      586514

 

1.         Purpose of Report

 

To consider delegating certain duties and powers of the Council to the Chief Executive Officer during the interim election period.

 

Recommendations That the Council A.        Receives the report and accepts the level of significance. B.      Recommended that Council delegates to the Chief Executive Officer all of its responsibilities, duties and powers except those set out in paragraphs (a) to (h) of clause 32(1), Schedule 7 of the Local Government Act 2002, for the limited time period between the declaration of the election result and the first meeting of the new Council. This is subject to the requirement that the Chief Executive Officer: 1.   may only act after consultation with the person elected to the position of Mayor 2.   may only attend to those matters that cannot reasonably wait until the first meeting of the new Council 3.   report back any such actions to the first meeting of the new Council.

 

2.       Background

 

Clause 14, Schedule 7 of the Local Government Act 2002 provides that a person newly elected to Council may not act until they have made the necessary declaration at the first meeting of Council. This provision combines with sections 115 and 116 of the Local Electoral Act 2001 to the effect that from the day after the declaration of election results until the new members’ declaration, neither the outgoing nor the incoming elected members can act in their capacity as members of the Council. The previous members leave office at the same time as the new members come into office.

 

 

3.       Discussion

 

This delegation is for the limited time period between the day after declaration of the election result and the first meeting of the new Council. This is subject to the requirement that the Chief Executive Officer may only act after consultation with the person elected to the position of Mayor, and may only attend to those matters that cannot reasonably await the first meeting of the new Council. The Chief Executive Officer would be required to report any decision to the first meeting of Council on 26 October 2022.

 

It is noted that at its meeting held on 24 August 2022, Council appointed Neil Gillespie, Martin McPherson and Ian Cooney as Commissioners to the Hearings Panel as a transitional arrangement which would complement this delegation (resolution 22.6.4). Note that Stephen Jeffery was appointed to a three year term, so as such does not form part of any interim arrangements.

 

 

4.       Financial Considerations

 

There are no financial implications as financial delegations would remain unchanged.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Council delegates its responsibilities, duties and powers to the Chief Executive Officer, except for those contained in Clause 32(1) of Schedule 7 of the Local Government Act 2002.

 

Advantages:

 

·        Continuity of service and ability to act promptly.

 

Disadvantages:

 

·        Decisions are not made with the majority of Council.

 

Option 2

 

Council does not delegate its responsibilities, duties and powers to the Chief Executive Officer, except for those contained in Clause 32(1) of Schedule 7 of the Local Government Act 2002.

 

Advantages:

 

·        No decision will be made without the majority vote of Council but decisions will be delayed and there may be no continuity of service.

 

Disadvantages:

 

·        It does not provide any ability to act promptly or provide continuity of service.

 

 

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 continuity of service during the interregnum.
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 considerations that need to be made regarding sustainability or climate change.
Risks Analysis	There are no risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any provisions of the Significance and Engagement Policy.

 

 

7.       Next Steps

 

The Chief Executive Officer will make any decisions as delegated as needed.

 

 

8.       Attachments

 

Nil

 

Report author:	Reviewed and authorised by:
Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
12/09/2022	14/09/2022

 

28 September 2022

 

22.7.11       Carry-forwards from 2021/22 and Forecast Changes for the 2022/23 Financial Year

Doc ID:      591342

 

1.       Purpose of Report

 

To consider a revised budget for the financial year 2022/23 including carry-forwards from the 2021/22 financial year and forecast budget changes.

 

Recommendations That the Council A.      Receives the report and accepts the level of significance. B.      Authorises carry-forwards to complete 2021/22 capital projects of $23.8m, as per Appendix 1 in the report. C.      Authorises additional funding of $1.3m as per Appendix 1 in the report.

 

 

2.       Background

 

Since setting the Annual Plan 2022/23, year two of the 2021-31 Long-term Plan, there have been a number of changes to both operational and capital budgets as a result of changes in timing of the commencement or completion of projects, cost increases, or more clarity of information for Council business requirements.  As in prior years, this report has combined the identified capital carry-forwards from the 2021/22 financial year, along with proposed changes to operational budgets and created a 2022/23 revised budget.

 

In 2021/22 there has been significant underspend against budgets mainly due to COVID-19 causing a delay and availability of materials and contractors. 

 

Carry-forwards relate to capital programmes of work that have already commenced or been committed to be undertaken in 2021/22, and approval will allow for completion of these programmes of work.

i.     The capital budget carry forwards from 2021/22 total $23.8m of which the two most significant carry-forwards are Three Waters capital projects at $10.3m, followed by property projects at $7.4m.  A high-level breakdown of the total list of capital projects is included in Appendix 1. 

ii.     Revisions to operational programme of work in year two of the 2021-31 Long-term Plan includes an increase to income of $559k with a corresponding increase in expenditure of $1.9m.  This income includes a carry forward of $489k grant in Tourism Infrastructure Funding from Ministry of Business, Innovation and Employment and $70k additional income from collaboration partners and septage fees.  This increase in income is offset by corresponding increase in expenditure.

 

 

 

 

3.       Discussion

 

Three years on and COVID-19 with its subsequent varying degrees of lockdown levels has not only delayed work but has also had an impact on supplies and contractors.  Each level of lockdown creates a bow wave effect on work programmes which impacts new projects planned due to capacity restraints.  Carry-forwards requests from 2021/22 into 2022/23 year total $23.8m, resulting in a projected capital budgeted spend of $75m.

 

Carry-forwards have not been factored into the Annual Plan cash-flow as they did not form part of the budget.  As a result, should the full $75m of project capital works take place, Council may need to approve change in the timing of debt provisions.  In such an event a separate paper will be brought to Council seeking approval.

 

An additional $1.3m requested in operational budgets mostly relating to the surplus from unspent budget in FY2021/22, for example, District Plan, sustainability review, Earthquake strengthening and resolutions previously passed.

 

 

4.       Options

 

Option 1 – (Recommended)

 

Approve carry-forwards from 2021/22 financial year into 2022/23 financial year (Appendix 1-20) along with the changes to the 2022/23 revised budget as a result of the use of reserves to meet operational and capital work programmes.

 

Advantages:

 

·        Carry-forwards relate to work that has already commenced or been committed to be undertaken in 2021/22, and approval will allow for completion of these programmes of work.

·        This will meet the community’s expectation of projects being completed as identified in annual or long-term planning documents.

·        Revising budgets allows Council the ability to track revised income and expenditure for both operational and capital budgets and monitor the progress.

·        Authorising the revised budgets allows staff the delegation to proceed with the required activities of Council.

 

Disadvantages:

 

·        Significant carry-forwards in capital budgets may cause new work to be pushed out to outer years.

·        Potential increases in Council debt in order to fund the additional 2022/23 capital works.

·        Decrease in the updated Council reserves.

 

Option 2

 

Do not accept the proposed changes detailed in Appendices 1-20.

 

Advantages:

 

·        Would allow staff to commence all the 2022/23 planned capital projects or use the 2022/23 budgets to complete the work commenced in 2021-22. 

·        The year one Long-term Plan budget is not revised.

·        No decrease in Council reserves, or possible increase in Council debt would be required.

 

Disadvantages:

 

·        Future year programmes of work are impacted creating further delays and /or non-completion of projects.

·        Council staff would not have the financial delegations to continue with the required works, if there is no authority to spend last year’s budget under-spend, which have been transferred to reserves.

·        Council is not meeting the intended purpose the income (rates and external funding) has been collected for.

·        Potential community concern with delays in council meeting their expectations.

 

 

5.       Compliance

 

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities as carry-forwards reflect work programmes already included in previous annual and long-term plans. Communities have been consulted on these programmes of work. Changes to the revised budget and use of reserves is reflecting allocating funds received in a prior year to the activity the funds were collected for initially.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	This is consistent with the programmes of work included in previous annual and long-term plans.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this reflects work Council has approved in the prior years and the public have been consulted on these programmes through annual and long-term planning processes.
Considerations as to sustainability, the environment and climate change impacts	Already considered in previous annual and long-term planning documents.
Risks Analysis	The impact of capital budgets carry-forwards of $23.8m into financial year 2022/23 brings the combined capital budget total for the year to $75m.  This amount of capital expenditure in one year is significantly higher than previous years and there is a possibility that it may not be achievable.  Total budget expenditure of $75m would put significant strain on Council’s cashflow.
Significance, Consultation and Engagement (internal and external)	Not applicable as the significant programmes of work have been consulted with the community as part of previous long-term and annual plans processes.

 

 

6.       Next Steps

 

If approved the carry-forwards and forecast will form the new revised budget and will be included in all financial reports and reported on through-out the year.

 

 

7.       Attachments

 

Appendix 1 - Forecast 1 FY2022/23 ⇩

Appendix 2 - People & Culture 1 ⇩

Appendix 3 - People & Culture 2 ⇩

Appendix 4 - People & Culture 3 ⇩

Appendix 5 - People & Culture 4 ⇩

Appendix 6 - People & Culture 5 ⇩

Appendix 7 - People & Culture 6 ⇩

Appendix 8 - People & Culture 7 ⇩

Appendix 9 - Information Services ⇩

Appendix 10 -    Property Opex ⇩

Appendix 11 -    Property capex ⇩

Appendix 12 -    Community Development 1 ⇩

Appendix 13 -    Community Development 2 ⇩

Appendix 14 -    CEO ⇩

Appendix 15 -    Planning ⇩

Appendix 16 -    Planning 2 ⇩

Appendix 17 -    Planning 3 ⇩

Appendix 18 -    Parks & Recreation ⇩

Appendix 19 -    Vehicles ⇩

Appendix 20 -    Economic Development ⇩  

 

Report author:	Reviewed and authorised by:
Kim McCulloch	Saskia Righarts Saskia Righarts
Management Accountant	General Manager - Business Support
1/09/2022	15/09/2022

 

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28 September 2022

 

6                 Mayor’s Report

22.7.12       Mayor's Report

Doc ID:      596111

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations That the Council receives the report.

 

As this is the last meeting of this Council, this will of course be my last report to it.  I want to start off by saying what a privilege it has been to lead such a supportive and cohesive group of individuals through a tumultuous three years.  I have looked back on the first report I gave to council this time in 2019 and marvelled that just around the corner totally unseen lay the havoc that was, and to a degree is, the Covid 19 pandemic.  The calm, considered leadership that was exhibited by all of you through that time, both in the community-facing part of our roles through to the sometimes hard decisions we had to make as a group when our economic bases were predicted to be utterly changed was a big factor I believe in how well our community responded.

 

Calm, considered leadership was also what this Council has displayed in the face of the Three Waters and Resource Management reforms.  While a number of other councils have chosen a path offering nothing but opposition, a path that has got them nowhere, this council has opposed while recognising that Parliament makes the laws whether we like them or not.  I was very grateful for the support I received from this council in sitting on the Representation, Governance and Accountability Working Group where I was able to influence the inevitable Bill that currently sits before Parliament in a number of ways to the benefit of ours and other small councils.

 

It has been a privilege and almost all the time a pleasure to lead this group over the last 3 years and I thank you all for the part you have played in that.

 

I would also like to thank my Deputy, Neil, who has been, as he was in my first term, literally a tower of support, offering wise counsel especially through the challenging times, of which there were many.

 

And of course thanks must go to staff, especially Rebecca and now Wayne, for their skills and support provided to this council over the Term.

 

I recognise too that this is the final meeting for two members of this Council, something I will discuss at the end of this report.

 

I also congratulate Councillor Stu Duncan on his re-election unopposed for the Māniatoto Ward.  I look forward to sitting alongside him in the new Council post October 8.

 

I note the passing of Her Majesty Queen Elizabeth the Second.  While there had been concerns about her health for some time, her passing on 9 September still came as a shock and was felt, to varying degrees, by many in our community.  I note in reading back over this report that I have used the expression “calm, considered leadership” twice.  Those words very well describe what Her Majesty brought to the Commonwealth and the world for the 70 years of Her service.

 

In relation to the Three Waters, I presented to the Select Committee on the Water Services Entities Bill on 29 August.  I used the opportunity, as agreed, to primarily push our concerns regarding a lack of standardised pricing; a cudgel the new council will need to pick up when the economic Bill is released late this month or early next.

 

I mentioned in my last report that I had written to Immigration Minister Wood in relation to issues with staffing that had been raised with me by numerous business leaders across the district.  Some significant changes to the immigration settings were made within days of that letter and I would like to think it played some small part in that result.  In that letter I asked for an opportunity to meet with the Minister personally to discuss the situation on the ground further and can now advise I will be seeing him kanohi ki te kanohi when I am in Wellington on other matters on 17 November.

Similarly, I wrote to Deputy Leader of the ACT Party Brooke van Velden following a letter from her advising that her housing Bill had been drawn from the ballot.  This Bill, if passed, would bring in a GST-sharing scheme to fund infrastructure across New Zealand to help connect homes to communities. The Bill would provide for Government to share 50 per cent of the GST revenue of a new house with the local council that issued the building consent. This would help councils cover infrastructure costs associated with new housing developments and growing suburbs.  I will be meeting her at Parliament on 18 November to discuss this further and get a better understanding of how it would work if passed.

 

It is nice to be back at the head of the table following joining our last meeting from home having been isolated with Covid.  Thanks to Deputy Mayor Neil for Chairing that meeting in my physical absence.  Covid also meant I missed out on the South Asian Festival held that following weekend in Alexandra which by all accounts was a huge success.  I was really disappointed to miss out on such a celebration of diversity in our community and I was very pleased to hear how well it was supported.

 

Huge congratulations go to Dylan Rushbrook and Antz Longman from Tourism Central Otago for nominations in the Tourism NZ Awards for the Tourism Industry Champion Award and the Emerging Tourism Leader Award respectively.  These guys are the only individual representatives of a Regional Tourism Organisation to be nominated for these prestigious awards and TCO itself is up for the Industry Collaboration Award for its part of the Otago Cycle Trail Collaboration Initiative.  These are a staggering peer-driven endorsement of the incredible work that TCO does. 

 

I have attended a number of Ministerial Responsible Camping Working Group meetings as we prepare for submissions to the Self-contained Motor Vehicles Bill which is heading to Select Committee now.  Submissions close 13 October.  Key points under the Bill are that we will finally get a legislated and enforceable set of regulations as to what are and aren’t “self-contained” vehicles.  Also, if passed in current form, there will be a new national rule that if on council land, must be in a self-contained vehicle unless council deems a place suitable for non-self-contained.  I anticipate that this will result in the need for CODC to bring in a by-law clarifying our position on this.  In addition, when it comes to LINZ land, freedom camping will not be permitted except in accordance with a freedom camping notice specifically made.  I am not aware what LINZ’s intentions are in this regard in relation to Lake Dunstan sites, but I feel it’s important this remain operating as the effect on other places around the lake and the township if they don’t will be significant.

 

As mentioned at the start of this report, this is the last meeting for two of our group, Councillors Jeffery and Calvert.  Both have been around this table for nine years and I thank them both for their hard work and dedication to the district and once I have had my report received, I will give them an opportunity to speak.

 

 

 

 

 

 

2.       Attachments

 

Appendix 1 - Letter to Minister Wood regarding Immigration and Enployment Issues ⇩

Appendix 2 - Letter to Brooke van Velden regarding the Housing Infrastructure Bill ⇩  

 

Report author:

Tim Cadogan

Mayor

19/09/2022

 

Council meeting

28 September 2022

 

Council meeting

28 September 2022

 

 

28 September 2022

 

7                 Status Reports

22.7.13       September 2022 Governance Report

Doc ID:      596176

 

1.       Purpose

 

To report on items of general interest, receive minutes and updates from key organisations, consider Council’s forward work programme, business plan and status report updates.

 

Recommendations That the Council receives the report. B.

 

2.       Discussion

 

Forward Work Programme

Council’s forward work programme has been included for information (see appendix 1).

 

Organisational Business Plan

The updated 2022/23 Business Plan has been included for information (see appendix 2).

 

Quarterly Business Plan Update

Attached is the quarterly report against the 21/22 business plan for the last quarter. The first quarterly report for the 22/23 business plan will be circulated with the papers for the first business meeting of the new Council in November (see appendix 3).

 

Status Reports

The status reports have been updated with any actions since the previous meeting (see appendix 4).

 

 

3.       Attachments

 

Appendix 1 - Council Forward Work Programme ⇩

Appendix 2 - Organisational Business Plan ⇩

Appendix 3 - Business Plan 21/22 Quarterly Report for April-June 2022 ⇩

Appendix 4 - Council Status Update ⇩  

 

Report author:	Reviewed and authorised by:
Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
20/09/2022	20/09/2022

 

Council meeting

28 September 2022

 

Council meeting

28 September 2022

 

Council meeting

28 September 2022

 

Council meeting

28 September 2022

 

 

28 September 2022

 

8                 Community Board Minutes

22.7.14       Minutes of the Vincent Community Board Meeting held on 6 September 2022

Doc ID:      595899

 

Recommendations That the unconfirmed Minutes of the Vincent Community Board Meeting held on 6 September 2022 be noted.

 

1.       Attachments

 

Appendix 1 - Minutes of the Vincent Community Board Meeting held on 6 September 2022   

 

Vincent Community Board Minutes

6 September 2022

 

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, 6 September 2022 COMMENCING AT 2.00 pm

 

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), G Robinson (Property and Facilities Manager), K McCullough (Corporate Accountant), R Williams (Community Development Adviser), S McArthur (Statutory Property Officer), W McEnteer (Governance Manager) and J Harris (Governance Support Officer)

 

1                 Apologies

There were no apologies for this meeting.

2                 Public Forum

Nigel Murray – Lower Manorburn working group

Mr Murray spoke to the agenda item regarding a grant application for their native regeneration project.  

Bruce Potter – Waiata Productions

Mr Potter spoke to the promotions grant application to support the costs of the performance right for ‘ Les Miserables – the musical’ production in Alexandra.

 

3                 Confirmation of Minutes

Committee Resolution  Moved:               Browne Seconded:          Stirling-Lindsay That the public minutes of the Vincent Community Board Meeting held on 26 July 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

22.6.2         2022/23 Community and Promotions Grants Applications

To consider the first round of the community and promotions grant applications for the 2022/23 financial year. After discussion it was agreed that the community grants should be allocated according to staff guidance.

Committee Resolution  Moved:               Stirling-Lindsay Seconded:          Browne That the Vincent Community Board: C.        Receives the report and accepts the level of significance. D.        Allocates $6,000 to the Alexandra and Districts Youth Trust towards rent for the Alexandra Youth Hub from the 2022/23 community grants budget. E.        Allocates $4,600 to the Alexandra Toy Library towards a new toilet and carpet upgrade from the 2022/23 community grants budget. F.         Allocates $1,500 to the Earnscleugh Community Society Inc towards maintaining the Community Hall from the 2022/23 community grants budget. G.        Allocates $1,235 to the Lower Manorburn Reserve working group towards a planting and protection project from the 2022/23 community grants budget. H.        Notes that the Blacks Hill cricket surfaces on Omakau reserve will be funded as part of the Parks department’s budget. Carried

After discussion it was agreed that the promotions grants should be allocated according to staff guidance.

Committee Resolution  Moved:               Stirling-Lindsay Seconded:          Browne I.          Allocates $8,000 to the Prospector Race Ltd for event marketing from the promotions grants budget in the 2022/23 financial year. J.         Allocates $5,000 to the Waiata Theatre Productions Ltd towards performance rights for Les Miserables from the promotions grants budget in the 2022/23 financial year.   Carried

 

 

 

 

22.6.3         Alexandra River Park

To approve the development of the Alexandra River Park and authorise that the draft concept plan for the Alexandra River Park proceed to detailed design.

Committee Resolution  Moved:               Claridge Seconded:          McPherson That the Vincent Community Board A.      Receives the report and accepts the level of significance. B.      Agrees to develop the Alexandra River Park. C.      Approves the concept design for the Alexandra River Park, and agrees to proceed with detailed design. D.      Notes that the final detailed design will be presented to the Vincent Community Board for approval. E.      Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolution. Carried

 

22.6.4         Proposed Road Stopping - Part Omeo Gully Road

To consider stopping part of Omeo Gully Road, in accordance with the provisions of the Public Works Act 1981, then disposing of the land to the adjoining owner.

Committee Resolution  Moved:               Stirling-Lindsay Seconded:          Browne That the Vincent Community Board   A.      Receives the report and accepts the level of significance.   B.      To recommend to Council to approve the proposal to stop an unformed portion of Omeo Gully Road, being approximately 9,113 square metres, as shown in figure 3, subject to:   -     The applicants paying all costs, including the purchase of the land at valuation. -     The land being amalgamated with Record of Title 813963. -     An easement (in gross) in favour of (and as approved by) Earnscleugh Irrigation Company 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

 

22.6.5         Vincent Interim Financial Report for the Period Ending 30 June 2022

To consider the financial performance overview as at 30 June 2022.

Committee Resolution  Moved:               McPherson Seconded:          Robinson That the report be received. Carried

 

6                 Mayor’s Report

22.6.6         Mayor's Report

His Worship the Mayor was not present at this meeting.

 

7                 Chair's Report

22.6.7         Chair's Report

The Chair gave an update on activities and issues since the last meeting: ·         Attended the South East Asian Festival. ·         Working on the Blossom Festival event in a couple of weeks.  ·         Commented on the noticeable buoyancy in Alexandra and optimism ·         Thanked the Members for their work over this triennium.

Committee Resolution  Moved:               McPherson Seconded:          Browne That the report be received. Carried

8                 Members' Reports

22.6.8         Members' Reports

Members gave an update on activities and issues since the last meeting:   Dr Browne reported on the following:   ·         Attended governance training organised by the Dunedin Museum ·         Performed with the Dunedin Symphony Orchestra in the Dunedin Town Hall ·         Attended the AGM of the Central Otago Environmental Society ·         Attended a seminar on Women in the Goldfields at the Cromwell Museum ·         Attended the Alexandra and District Museum Inc board meeting.   Ms Robinson reported on the following:   ·         Attended the Dunstan zone cross country event ·         Attended a Clyde school fundraiser ·         Attended the AGM of the Ida Valley Plants Society ·         Mentioned that the Vallance Cottage Working Group opening day was coming up   Ms Stirling-Lindsay reported on the following:   ·         Attended an art event at the Central Otago Arts Trust. ·         Attended an Alexandra Community House meeting. ·         Attended a stroke event. ·         Noted the work in the lead up to the Blossom Festival. ·         Mentioned that Māori Language week is on in September. ·         Mentioned that it is Mental Health week after the blossom festival.   Cr Claridge reported on the following:   ·         Attended the August Council Meeting. ·         Acknowledged Russell Garbutt’s contributions to the Community Board over the triennium.   Cr Cooney reported on the following:   ·         Attended the Planning and Regulatory portfolio pre-agenda meeting. ·         Attended the August Council meeting. ·         Noted his recent employment at Monteiths in Alexandra.

Committee Resolution  Moved:               McPherson Seconded:          Claridge That the report be received. Carried

 

9                 Status Reports

22.6.9         September 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:               Browne Seconded:          Stirling-Lindsay That the report be received. Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 31 October 2022.

11               Resolution to Exclude the Public

Committee Resolution  Moved:               McPherson Seconded:          Claridge That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: 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 22.6.10 - September 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 3.06 pm and the meeting closed at 3.09 pm.

 

28 September 2022

 

22.7.15       Minutes of the Teviot Valley Community Board Meeting held on 9 September 2022

Doc ID:      596105

 

Recommendations That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 9 September 2022 be noted.

 

1.       Attachments

 

Appendix 1 - Minutes of the Teviot Valley Community Board Meeting held on 9 September 2022   

 

Teviot Valley Community Board Minutes

9 September 2022

MINUTES OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Friday, 9 September 2022 COMMENCING AT 2.02 pm

 

PRESENT:              Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Group Manager - Business Support), R Williams (Community Development Advisor), K McCullough (Corporate Accountant), C Martin (Property & Facilities Officer), W McEnteer (Governance Manager) and J Harris (Governance Support Officer)

 

Note: The Chair referred to the death of Her Majesty the Queen. The meeting stood for a moment’s silence as a mark of respect.

1                 APOLOGIES

There were no apologies for this meeting.  

Note: Ms Aitchison arrived at the meeting at 2.04 pm.

2                 Public Forum

Peter MacDougall – Teviot Valley Museum Inc

Mr MacDougall spoke in support of the Teviot Valley Museum funding application before responding to questions.

Ritchie McNeish – Roxburgh Golf Course

Mr McNeish spoke regarding the Roxburgh golf club lease. He spoke in particular about the large number of volunteer hours that are put in on behalf of the club. He then responded to questions.

3                 Confirmation of Minutes

Committee Resolution  Moved:               Jeffery Seconded:          Feinerman That the public minutes of the Teviot Valley Community Board Meeting held on 16 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         2022/23 Community and Promotions Grants Applications

To consider the first round of the community and promotions grants applications for the 2022/23 financial year. After discussion it was agreed that the Teviot Museum should receive a grant, subject to completing the purchase of the masonic lodge building.

Committee Resolution  Moved:               Jeffery Seconded:          Gunn That the Teviot Valley Community Board: K.        Receives the report and accepts the level of significance. L.         Allocates $2,000 to the Roxburgh Pioneer Energy Brass Band Inc. from the 2022/23 community grants budget. M.        Allocates up to $1,786 to the Teviot District Museum Inc. towards their operating costs from the 2022/23 community grants budget subject to the purchase of the masonic lodge building. Carried

 

22.5.3         Roxburgh Golf Club Lease - Rent Review.

To consider the Roxburgh Golf Club Lease rent review and a request for additional land to be incorporated into the Lease. After discussion it was agreed that although the club should still be assessed for their lease costs, they could apply through the community grants process to mitigate some of those costs.

Committee Resolution  Moved:               Gunn Seconded:          Jeffery That the Teviot Valley Community Board   A.    Receives the report and accepts the level of significance.   B.    Agrees to recommend to Council:   1.    That for the five years commencing 01 July 2021, the rent payable under the lease held by the Roxburgh Golf Club shall be assessed in accordance with the (original version of) Council's 2019 Leasing and Licensing Policy, at $772 per annum plus GST. 2.    To vary the lease by increasing the area by 0.3000 hectares to approximately 45.3000 hectares by including the land containing the car park.   C.   Notes that the Board encourages the club to apply for a grant through the community grants process.   Carried

 

Note: The meeting adjourned at 3.18 pm and returned at 3.21 pm.

 

22.5.4         Teviot Valley Interim Financial Report for the Period Ending 30 June 2022

To consider the financial performance overview as at 30 June 2022.

Committee Resolution  Moved:               Dalley Seconded:          Aitchison That the report be received. Carried

6                 Mayor’s Report

22.5.5         Mayor's Report His Worship the Mayor gave an update on his recent activities before responding to questions.

Committee Resolution  Moved:               Gunn Seconded:          Dalley That the Teviot Valley Community Board receives the report. Carried

7                 Chair's Report

22.5.6         Chair's Report

The Chair gave an update on activities and issues since the last meeting. ·         Attended the Teviot Valley Resthome meeting. ·         Attended the Roxburgh Pool redevelopment fundraising dinner and auction and associated meetings. ·         Attended community consultation meeting with Waka Kotahi regarding the culverts at Blackjack Creek and Golf Course Creek and the road closure of SH8 for that work. ·         Attended two NZ Battery project Technical Reference  Group meetings in Wellington. ·         Attended a Social Impact Assessment meeting with Teviot Valley Business group. ·         Attended Roxburgh Medical Services Trust meeting.

Committee Resolution  Moved:               Feinerman Seconded:          Dalley 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: Ms Feinerman reported on the following: ·         Attended Pool meetings and the Roxburgh Pool redevelopment fundraising dinner and auction. ·         Attended the Better Off funding workshop with Council. ·         Attended the Community Hub meeting. ·         Attended the Walking Committee meeting. ·         Attended the Teviot Prospects meeting. ·         Attended a Fibre investigation meeting. ·         Attended a seasonal workers workshop to find ways to welcome them into the community. ·         Advised that she had received a letter to pass on to the Council on Health and Safety at the transfer station and the need for a mobile access ramp to access the height of the bins. ·         Noted that the Spring Garden Tour is on 29 October. Mr Dalley reported on the following: ·         Attended the Teviot Valley Resthome meeting. ·         Attended community consultation meeting with Waka Kotahi regarding the culverts at Blackjack Creek and Golf Course Creek and the road closure of SH8 for that work. ·         Noted that Roxburgh will feature on TVNZ’s ‘Small town NZ’ promotion on 16 September 2022. ·         Noted the Banners application for staff to follow up on. Cr Jeffrey reported on the following: ·         Attended community consultation meeting with Waka Kotahi regarding the culverts at Blackjack Creek and Golf Course Creek and the road closure of SH8 for that work. ·         Attended a Fibre investigation meeting. ·         Attended the Business Breakfast meeting. ·         Attended the Teviot Valley Spatial Plan workshop. ·         Attended the Better Off funding workshop with Council. ·         Attended the Regional Skills and Leadership Group meeting. ·         Attended the Teviot Prospects meeting. ·         Attending the Regional Seasonal Employers’ Regional Chairs meeting. Ms Aitchison reported on the following: ·         Attended a Lions meeting.

Committee Resolution  Moved:               Feinerman Seconded:          Dalley That the report be received. Carried

 

9                 Status Reports

22.5.8         September 2022 Governance Report

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

Committee Resolution  Moved:               Jeffery Seconded:          Aitchison That the report be received. Carried

 

10               Date of The Next Meeting

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

11               Resolution to Exclude the Public

Recommendations 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 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 - September 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

 

The public were excluded at 4.23 pm and the meeting closed at 4.33 pm.

 

28 September 2022

 

22.7.16       Minutes of the Cromwell Community Board Meeting held on 12 September 2022

Doc ID:      596482

 

Recommendations That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 12 September 2022 be noted.

 

1.       Attachments

 

Appendix 1 - Minutes of the Cromwell Community Board Meeting held on 12 September 2022   

 

Cromwell Community Board Minutes

12 September 2022

MINUTES OF A mEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell and live streamed via microsoft teams
ON Monday, 12 September 2022 COMMENCING AT 2.03 pm

 

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Executive Manager - Planning and Environment), G Bailey (Parks and Recreation Manager), R Williams ( Community Development Adviser), N Aaron (Parks Officer – Planning and Strategy), A Mason (Media and Marketing Manager), D Penketh (Project Manager – Property), G Robinson (Property and Facilities Manager), L Stronach (Team Leader – Statutory Property),  D McKewen (Accountant), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

 

Note: The Chair referred to the death of Her Majesty the Queen. The meeting paused for a moment’s silence as a mark of respect.

 

1                 Apologies

There were no apologies for this meeting.

2                 Public Forum

Liz Carroll-Lowe - Tarras School grant application

Ms Carroll-Lowe spoke to the Tarras School grant funding application to support the cost of repairs to the Community pool. She then responded to questions.

 

3                 Confirmation of Minutes

Committee Resolution  Moved:               McKinlay Seconded:          Scott That the public minutes of the Cromwell Community Board Meeting held on 2 August 2022 be confirmed as a true and correct record. Carried

 

4                 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

5                 Reports

Note: Jennifer Hay from Cromwell Museum joined the meeting for item 22.6.2.

12B22.6.2         Cromwell Museum Accountability Report 2021

To provide a report on the objectives and actions of the Cromwell Museum Trust over the past financial year.

0BCommittee Resolution  Moved:               Gillespie Seconded:          Laws That the report be received. Carried

 

13B22.6.3         2022/23 Community and Promotions Grants Applications

To consider the first round of the community and promotions grant applications for the 2022/23 financial year.

Committee Resolution  Moved:               McKinlay Seconded:          Laws That the Cromwell Community Board: N.        Receives the report and accepts the level of significance. O.        Allocates $11,270 to the Bannockburn Community Centre Management Committee Inc. towards floor resurfacing and refurbishment of the bell tower from the 2022/23 community grants budget. P.        Allocates $5,000 to the Tarras School towards resurfacing the school pool from the 2022/23 community grants budget. Q.        Allocates $13,903.50 to the Cromwell Menz Shed Charitable Trust towards building security fencing from the 2022/23 community grants budget, subject to the land being suitable for development. R.        Allocates $1,520 to the Cromwell and Districts Community Arts Council Inc. for venue hire for the annual arts exhibition from the promotions grants budget in the 2022/23 financial year. Carried

 

Note: Loretta Bush joined the meeting and spoke to item 22.6.4.

 

14B22.6.4         Draft Bannockburn Domain Reserve Management Plan 2022

To consider submissions received to the Draft Bannockburn Domain Reserve Management Plan 2022 and recommend a final plan to Council for adoption.

Committee Resolution  Moved:               McKinlay Seconded:          Scott That the Cromwell Community Board: A.    Receives the report and accepts the level of significance. B.    Resolves that the submissions be received. C.   Recommends that the suggested amendments and changes to the draft plan, including those to amend the maps, are approved by the Board. D.   Recommends to Council adoption of the amended Bannockburn Domain Reserve Management Plan 2022. Carried

 

Note: Chris Jack and Jessie Sutherland from Jasmax joined the meeting for item 22.6.5.

 

15B22.6.5         Cromwell Memorial Hall/Events Centre - Design Concept Approval

To approve the concept design of the new Cromwell Memorial Hall/Events Centre and to proceed with funding applications. After discussion it was agreed that the Memorial Hall should not be demolished until there was greater clarity about the replacement building and potential reuse of salvaged materials from the existing building. It was also noted that staff should explore other funding opportunities.

Note: The meeting adjourned at 3.55 pm and recommenced at 4.01 pm.

Committee Resolution  Moved:               Laws Seconded:          Scott That the Cromwell Community Board: A.    Receives the report and accepts the level of significance. B.    Notes the costs associated with the building ($37,891,202) presented at the meeting. C.   Approves the concept design of the Cromwell Memorial Hall/Event Centre and approves the project to move into the design phase. D.   Approves investigation of salvage and repurpose options for materials from within the memorial hall. E.    Agrees to progress applications to funding agencies. Carried

 

16B22.6.6         Proposal to extend lease held by Otago Metal Industries Limited over Lot 4 Deposited Plan 526140.

To consider early renewal of the lease now held by Phoenix Metal Recyclers New Zealand Limited, over part of Lot 4 Deposited Plan 526140.

Committee Resolution  Moved:               McKinlay Seconded:          Murray That the Cromwell Community Board: A.  Receives the report and accepts the level of significance. B.  Agrees that: 1.   On expiry of the current lease, Phoenix Metal Recyclers New Zealand Limited will be granted a new short term lease over part of Lot 4 Deposited Plan 526140, being approximately 9,552 square metres, on the following terms and conditions: ·    Commencement                            01 July 2024 ·    Term                                               Two (2) Years ·    Right of Renewal                           One (1) of Two (2) Years ·    Rental                                             Market Rental ·    Rent Review Date                          01 July 2026 ·    Rent Review Methodology             Market Rental ·    Expiry                                             30 June 2028 ·    Cancellation Clause                       On transfer (by agreement, post subdivision)   2.   If Plan Change 18 is approved, consideration will be given to including the lease area of 9,552 square metres (as shown in figure 1) as a separate Lot in the development, to enable the land to be:   a.   Offered to the lessee at market valuation on approval of the subdivision plan (resource consent approval), subject to title; or, b.   Retained as an ongoing investment, with a new lease being granted on terms and conditions to be determined at that time.   C.  Authorises the Chief Executive to all that is necessary to give effect to the resolution. Carried

 

17B22.6.7         Cromwell Interim Financial Report for the Period Ending 30 June 2022

To consider the financial performance overview as at 30 June 2022.

6BCommittee Resolution  Moved:               Gillespie Seconded:          Scott That the report be received. Carried

 

6                 Mayor’s Report

18B22.6.8         Mayor's Report 19BHis Worship the Mayor gave an update on his recent activities before responding to questions.

7BCommittee Resolution  Moved:               Laws Seconded:          Murray That the Cromwell Community Board receives the report. Carried

 

7                 Chair's Report

20B22.6.9         Chair's Report

The Chair thanked members for their hard work over the previous triennium, she recognised the members who were not standing again and wished good luck to those members standing again.

8BCommittee Resolution  Moved:               Harrison Seconded:          Murray That the report be received. Carried

8                 Members' Reports

21B22.6.10       Members' Reports

Members will give an update on activities and issues since the last meeting. Mr Murray reported on the following: ·         Attended a recent production at the Bannockburn Hall. ·         Noted the work done by the Board over the last triennium. Cr McKinlay reported on the following: ·         Attended a 3 Waters meeting ·         Attended two working party meetings for the Memorial Hall ·         Attended the Business Breakfast meeting ·         Noted the work done by the Board over the last triennium. Cr Laws reported on the following: ·         Attended a Council workshop for the Better Off funding ·         Participated in a Cromwell Community House volunteer outing for a winter driving course at the Highlands Motorpark ·         Attended the Daffodil Day fundraiser ·         Noted the report by Council for the approval of the development of different types of affordable housing on council controlled land ·         Noted the work done by the Board over the last triennium. Cr Gillespie reported on the following: ·         Attended a Council workshop for the Better Off funding ·         Advised he had been reappointed as a Commissioner for the Hearings Panel in the immediate post-election period. ·         Noted the Big Fruit land has been fenced off – Waka Kotahi approval by Council to develop this land ·         Noted the Plan change 14 on Chatham Farm land approved by the Environmental Court to build a 2m wide cycle/pedestrian walkway and construct an underpass on SH6 as stated in the Structure Plan ·         Noted the work done by the Board over the last triennium. Mr Buchanan reported on the following: ·         Noted the work done by the Board over the last triennium. Mr Scott reported on the following: ·         Attended a play being performed by the Fine Thyme Theatre Company ·         Attended the Business Breakfast meeting ·         Noted that he had been fielding calls from the community on the work being done on the Memorial Hall and public concerns over carparking ·         Noted the work done by the Board over the last triennium.

9BCommittee Resolution  Moved:               McKinlay Seconded:          Murray That the report be received. Carried

9                 Status Reports

22B22.6.11       September 2022 Governance Report

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

10BCommittee Resolution  Moved:               Gillespie Seconded:          Buchanan That the report be received. Carried

 

10               Date of The Next Meeting

The date of the next scheduled meeting is 1 November 2022.

11               Resolution to Exclude the Public

11BCommittee Resolution  Moved:               Murray Seconded:          Laws That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: 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 22.6.12 - September 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 4.46 pm and the meeting closed at 4.49 pm.

 

 

 

28 September 2022

 

22.7.17       Minutes of the Maniototo Community Board Meeting held on 15 September 2022

Doc ID:      596493

 

Recommendations That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 15 September 2022 be noted.

 

1.       Attachments

 

Appendix 1 - Minutes of the Maniototo Community Board Meeting held on 15 September 2022   

 

Maniototo Community Board Minutes

15 September 2022

MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly and live streamed via microsoft teams
ON Thursday, 15 September 2022 commencing AT 2.00 pm

 

PRESENT:              Mr R Hazlett (Chair), Mr M Harris (Deputy Chair), Cr S Duncan, Mr D Helm, Ms S Umbers

IN ATTENDANCE: L van der Voort (Acting Chief Executive Officer), S Righarts (Group Manager – Business Support), Q Penniall (Infrastructure Manager), R Williams (Community Development Adviser), A Mason (Media Marketing Manager), D McKewen (Accountant),  W McEnteer (Governance Manager) and J Harris (Governance Support Officer)

 

1                 Apologies

There were no apologies for this meeting.

2                 Condolences

The Chair referred to the deaths of Sue McEwan, Alan Reid, Robin Moore, Barry Becker and Ian Coombes. He also noted the death of Her Majesty the Queen. Members stood for a moment’s silence as a mark of respect.

3                 Public Forum

Maryann Devereux - Maniototo Early Settlers Association

Ms Devereux from the Maniototo Early Settlers Association spoke to her grant funding application.

 

4                 Confirmation of Minutes

Committee Resolution  Moved:               Helm Seconded:          Umbers That the public minutes of the Maniototo Community Board Meeting held on 23 June 2022 be confirmed as a true and correct record. Carried

 

5                 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

6                 Reports

22.5.2         2022/23 Community and Promotions Grants Applications

To consider the first round of the community and promotions grants applications for the 2022/23 financial year.

Committee Resolution  Moved:               Duncan Seconded:          Helm That the Maniototo Community Board: S.        Receives the report and accepts the level of significance. T.         Allocates $8,300 to the Maniototo Early Settlers Association Inc. towards annual operating costs from the 2022/23 community grants budget. U.        Allocates $4,000 to the Naseby Information and Craft Inc. towards annual expenses from the promotions grants budget in the 2022/23 financial year. Carried

 

22.5.3         Māniatoto Interim Financial Report for the Period Ending 30 June 2022

To consider the financial performance overview as at 30 June 2022.

Committee Resolution  Moved:               Duncan Seconded:          Harris That the report be received. Carried

 

7                 Mayor’s Report

22.5.4         Mayor's Report His Worship the Mayor did not attend this meeting.

 

8                 Chair's Report

22.5.5         Chair's Report

The Chair gave an update on activities and issues since the last meeting. ·         Attended a meeting on the John Street playground. ·         Noted community interest in the non consented house being built near the heritage precinct in Naseby.

Committee Resolution  Moved:               Hazlett Seconded:          Helm That the report be received. Carried

 

9                 Members' Reports

22.5.6         Members' Reports

Members will give an update on activities and issues since the last meeting. Ms Umbers reported on the following: ·         Noted some confusion about whether Plan Change 19 included the Māniatoto. It was noted that there will be a spatial plan for the Māniatoto in the future. ·         Advised that the communications on the Mayor’s Facebook live page has been well received. Mr Harris ·         Attended a meeting at Patearoa regarding the school building there. Mr Helm ·         Noted community feedback on a collection of old cars at a private address in Ranfurly was causing concern. Cr Duncan ·         Attended the August Council meeting. ·         Attended the Otago Regional Council roading meeting to discuss a strategic review. ·         Attended a Canterbury University science meeting in Christchurch with a group of farmers looking at the agronomy science in the regenerative space work being done behind the scenes.  ·         Attended a fundraiser at the school. ·         Attended the funeral of Barry Becker. ·         Attended The Wooden Cup rugby event at Becks. ·         Noted Ms Umbers contribution to the Community Board over a number of years.

Committee Resolution  Moved:               Umbers Seconded:          Harris That the report be received. Carried

 

10               Status Reports

22.5.7         September 2022 Governance Report

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

Committee Resolution  Moved:               Umbers Seconded:          Helm That the report be received. Carried

 

11               Date of the Next Meeting

The date of the next scheduled meeting is 3 November 2022.

12               Resolution to Exclude the Public

Committee Resolution  Moved:               Umbers Seconded:          Harris That the public be excluded from the following parts of the proceedings of this meeting. 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 Board 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)(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 22.5.8 - June 2022 Confidential Governance Report s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7   Carried

 

The public were excluded at 3.00 pm and the meeting closed at 3.03 pm.

 

 

28 September 2022

 

9                 Committee Minutes

22.7.18       Minutes of the Extraordinary Executive Committee Meeting held on 13 September 2022

Doc ID:      595443

 

Recommendations That the unconfirmed Minutes of the Extraordinary Executive Committee Meeting held on 13 September 2022 be noted.

 

1.       Attachments

 

Appendix 1 - Minutes of the Extraordinary Executive Committee Meeting held on 13 September 2022   

 

Extraordinary Executive Committee meeting Minutes

13 September 2022

 

MINUTES OF AN EXTRAORDINARY MEETING OF THE
Executive Committee
HELD IN Bill McIntosh Room, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via microsoft teams
ON Tuesday, 13 September 2022 AT 8.35 am

 

PRESENT:              His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr S Duncan (via Telephone), Cr S Jeffery, Cr M McPherson

IN ATTENDANCE: S Jacobs (Chief Executive Officer)

 

1                 Apologies

There were no apologies.

2                 Declaration of InteresTS

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

3                 Resolution to Exclude the Public

Committee Resolution  Moved:               Cadogan Seconded:          Gillespie That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: 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 22.2.2 - Chief Executive's Performance Objectives s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7   Carried

 

The public were excluded at 8.36 am and the meeting closed at 9.10 am.