Agenda of Council meeting - Wednesday, 5 May 2021

Council Meeting Agenda

5 May 2021

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra
ON Wednesday, 24 March 2021 COMMENCING AT 10.30 am

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), L Stronach (Property Officer – Statutory), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), G Bailey (Parks and Recreation Manager), A Rogers (Principal Policy Planner), Q Penniall (Environmental Engineering Manager), A Peacock (Engineering Assistant), P Keenan (Capital Projects Programme Manager), J McCallum (Roading Manager), M Dougherty (Finance Manager), D McKewen (Accountant), D Campbell (Planning Manager), E Auchterlonie (Project Manager), M De Cort (Communications Coordinator) and R Williams (Governance Manager)

1 Apologies

Resolution

Moved: Duncan

Seconded: Claridge

That apologies from Cr I Cooney be received and accepted.

Carried

Note: The Mayor noted the addition of item 21.2.32 – Zone 5 and 6 Meeting from Cr McKinlay in accordance with Standing Order 9.13.

2 Public Forum

Lynne Stewart – Petition from Clyde School Students, December 2019

Ms Stewart spoke to the meeting about the petition delivered by Clyde School students in December 2019 and asked what action was planned in response. She submitted that the speed limit on the Clyde end of Earnscleugh Road needed to be reduced for safety reasons. She also noted that the river track sign had been removed. Ms Stewart then responded to questions. In response, the Roading Manager advised that speed validation would be undertaken as part of a speed limit review with a view to extending the 50 km limit to Picnic Creek. It was expected that exercise would be undertaken later in the year and that a speed counter would be put in place in the interim to validate the volume and time of day of speeding vehicles so that information can be passed on to the police.

3 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Jeffery

That the minutes of the Ordinary Council Meeting held on 3 February 2021 be confirmed.

Carried

4 Declaration of Interest

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

5 Reports for Decisions

21.2.2 Minister of Conservation's Consent - Easements over Local Purpose (Road) Reserve [PRO: 62-3116-E1]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting easements over Lot 101 Deposited Plan 490721 (Local Purpose (Road) Reserve).

Resolution

Moved: Gillespie

Seconded: McKinlay

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting the following easements over Lot 101 Deposited Plan 490721 being Local Purpose (Road) Reserve:

- over Lot 101 DP 490721 (Local Purpose (Road) Reserve) in favour Lot 1 DP 505292 for the purpose of conveying water, sewage, electricity, and telecommunications.

- (in gross) in favour of Aurora Energy Limited.

- (in gross) in favour of Chorus NZ Limited.

Carried

21.2.3 Rural Networks South Island rent review.

To consider reviewing the licence fees and power charges payable by Rural Networks South Island for the leases held over various Council reserves.

Questions were raised about the assessment of future power costs and the evidence to support the proposed reduction in rent and it was agreed to leave the item to lie on the table pending further information.

Resolution

Moved: Cadogan

Seconded: Duncan

That the item is left to lie on the table pending further information.

Carried

21.2.4 Consultation Document for the 2021-31 Long-term Plan and Supporting Information to the Consultation Document for the Draft 2021-31 Long-term Plan

To adopt the 2021-31 draft Long-term Plan as supporting information to the Consultation Document and then to adopt the 2021-31 Long-term Plan Consultation Document for public consultation. The Mayor congratulated staff on their work to date and commented on the consultation document and how he hoped it would encourage people to submit.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council

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

B. Recommends the draft 2021-31 Long-term Plan be adopted as supporting information to the Consultation Document. This documentation includes:

(a) Infrastructure Strategy

(b) Financial Strategy

(d) Fees and Charges

(e) Significance and Engagement Policy

(f) Revenue and Financing Policy

(g) Rating Policy

(h) Liability Management Policy

(i) Investment Policy

(j) Prospective Financial Statements

(k) Prospective Funding Impact Statements

(l) Community Outcomes Development

(m) Significant Forecasting Assumptions and Risks

(n) Capital Expenditure for Activity Groups

C. Recommends that the Long-term Plan 2021-31 Consultation Document be adopted for public consultation.

D. Recommends that the Chief Executive Officer be authorised, in consultation with the Mayor, to make any necessary formatting or editorial changes, or other such final changes required by either Audit New Zealand or to ensure compliance with the Local Government Act 2002.

Carried

21.2.5 Fees and Charges 2021-22

To approve the draft fees and charges schedule to be included in the fees and charges schedule of the 2021-31 Long-term Plan.

Resolution

Moved: Jeffery

Seconded: Alley

That the Council

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

B. Accepts the Fees and Charges Schedule and its amendments for 2021-22 as detailed in Appendix 1.

C. Adopts the fees and charges as part of council’s annual fees and charges for the 2021-22 financial year.

Carried

21.2.6 Rural Fire Land and Buildings

To consider the disposal of the Tarras, Omakau, and Millers Flat Rural Fire Depots to Fire and Emergency New Zealand.

Resolution

Moved: Gillespie

Seconded: McPherson

That the Council

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

B. Agrees to dispose of the Tarras Rural Fire Depot to Fire and Emergency New Zealand subject to the following conditions:

1 The building ownership is transferred for $1

2 A ground lease is granted for an area (as outlined in Appendix) for 30 years at $1 per annum, and upon termination of the lease any improvements on the land will revert to Council

3 Fire and Emergency New Zealand covers the legal costs associated with the sale and the preparation of the lease

4 Fire and Emergency New Zealand covers the costs associated with the installation of a power supply and a septic tank system to the depot

5 Fire and Emergency New Zealand covers the costs of relocating the Tarras Domain’s access gate and the recycling station

C. Agrees to dispose of the Omakau Rural Fire Depot to Fire and Emergency New Zealand on the following conditions:

1 The building ownership is transferred for $1

2 A ground lease is granted under Section 61(2) of the Reserve Act 1977 for 30 years at $1 per annum, and upon termination of the ground lease any improvements on the land will revert to Council

3 Fire and Emergency New Zealand covers the legal costs associated with the sale and the preparation of the lease

D. Agrees to dispose of the Millers Flat Rural Fire Depot to Fire and Emergency New Zealand on the following conditions:

1 Council’s ground lease is terminated upon which the building’s ownership transfers to Fire and Emergency New Zealand

2 Fire and Emergency New Zealand covers the legal costs

Carried

21.2.7 Financial Report for the period ending 31 January 2021

To consider the financial performance for the period ending 31 January 2021.

Resolution

Moved: Alley

Seconded: Claridge

That the report be received.

Carried

21.2.8 Mayor's Report

The Mayor provided a verbal update and extended his thanks to the Deputy Mayor, other Councillors and staff for their support during his recuperation.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

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

21.2.9 Molyneux Park Reserve Management Plan 2021

To adopt the Molyneux Park Reserve Management Plan 2021. In speaking to the report, the Parks Manager noted the following amendments had been made to the document since it had been included with the agenda:

· The map on page 615 had been updated

· Sec 5.1.2.policy 9 now read “The custodian’s house may be leased from time to time at Council’s discretion.”

· Removal of the word draft

· The page numbers had been updated.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Resolves that the Molyneux Park Reserve Management Plan 2021 be adopted as amended above.

Carried

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

Note: At 12:02 pm, Cr S Duncan left the meeting.

21.2.10 District Plan Review Programme

To consider and approve the work programme for the District Plan Review.

Resolution

Moved: McPherson

Seconded: Calvert

That the Council

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

B. Approve the District Plan review programme as outlined in Appendix 1

Carried

Note: At 12:03 pm, Cr S Duncan returned to the meeting.

21.2.11 Approval of Plan Change 15 to the Central Otago District Plan

To recommend for approval Plan Change 15 to the Central Otago District Plan.

Resolution

Moved: Claridge

Seconded: Alley

That the Council

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

B. Approves pursuant to section 73 of the Resource Management Act 1991 Plan Change 15 to the Central Otago District Plan and determines that Plan Change 15 shall become operative on Tuesday 20^th April 2021.

C. Such approval to be effected by affixing the seal of the Council to the plan change.

D. Publicly notify that it has approved the plan change and the date upon which Plan Change 15 is to become operative.

E. Provide a copy of the operative Plan Change 15 to those statutory authorities listed in clause 20 (4) of Schedule 1 to the Resource Management Act 1991.

F. Provide a copy of the operative Plan Change 15 to every library in the District.

Carried

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

Note: At 12:07 pm, Cr S Jeffery left the meeting

21.2.32 Zone 5 & 6 Meeting

Cr McKinlay spoke to his observations of the Zone 5 and 6 meeting and Three Waters workshop, held in Wanaka on 15 – 17 March 2021.

Note: At 12:10 pm, Cr S Jeffery returned to the meeting.

Note: At 12:18 pm, Cr M McPherson left the meeting.

Note: At 12:19 pm, Cr M McPherson returned to the meeting.

21.2.12 Waste Services Collaboration

To consider opportunities for regional collaboration in waste management and diversion with Queenstown Lakes District Council.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Directs staff to continue exploring the opportunity for regional collaboration in processing of Council’s different waste streams.

Carried

Note: At 12:34 pm, Cr T Alley left the meeting.

21.2.13 Waste Management and Minimisation Bylaw 2021 adoption

To adopt the draft waste management and minimisation bylaw following public consultation and legal review.

Resolution

Moved: McPherson

Seconded: Cadogan

That the Council

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

B. Adopts the Waste Management and Minimisation Bylaw 2021.

Carried

Note: At 12:37 pm, Cr T Alley returned to the meeting.

Note: The meeting adjourned at 12.37pm and reconvened at 1.07 pm.

21.2.14 January 2021 Weather Event - Water

To consider funding of the emergency response and repairs required to water assets as a result of the January 2021 weather event. Following a response to a question, it was agreed that an authorised over-expenditure should be used to fund the costs, rather than using the Emergency Event Reserve.

Resolution

Moved: Jeffery

Seconded: Duncan

That the Council

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

B. Authorises $340,000 of funding as an authorised over-expenditure for the initial response to, and repair of water assets, following the January 2021 flood event.

Carried

21.2.15 Procurement for Water and Wastewater Projects

To consider and approve the procurement approach for design and construction of eight water and wastewater capital projects.

Resolution

Moved: McPherson

Seconded: Paterson

That the Council

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

B. Approves an open tender process for six contracts for construction work for the Cromwell pumpstation upgrades, Alexandra northern reservoir, Manuherekia pipe crossings, Roxburgh water pipe replacement, Bridge Hill water pipe replacement, and Clyde wastewater pumpstation.

C. Approves direct appointment of Beca for the Bridge Hill water pipe replacement design.

D. Approves direct appointment of Fluent Solutions for the Roxburgh water pipe replacement design.

E. Authorise the Chief Executive to award the construction contracts to the highest scoring tenderers.

Carried

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

21.2.16 January 2021 Weather Event - Roading

To consider funding of the emergency roading repairs as a result of the January 2021 weather event.

Resolution

Moved: Gillespie

Seconded: Alley

That the Council

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

B. Authorises $355,250 of funding from the Emergency Event Reserve (1750264028) for reinstatement of roads following the January 2021 flood event.

Carried

Note: The Mayor assumed the Chair.

6 Reports for Information

21.2.17 March 2021 Governance Report

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

Resolution

Moved: McPherson

Seconded: McKinlay

That the Council:

A. Receives the report.

B. Ratifies the Otago and Southland councils’ joint submission to the Health Committee on the Water Services Bill.

Carried

7 Community Board Minutes

21.2.18 Minutes of the Vincent Community Board Meeting held on 2 March 2021

Resolution

Moved: McPherson

Seconded: McKinlay

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 2 March 2021 be noted.

Carried

21.2.19 Minutes of the Maniototo Community Board Meeting held on 4 March 2021

Resolution

Moved: McPherson

Seconded: McKinlay

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 4 March 2021 be noted.

Carried

21.2.20 Minutes of the Cromwell Community Board Meeting held on 8 March 2021

Resolution

Moved: McPherson

Seconded: McKinlay

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 8 March 2021 be noted.

Carried

21.2.21 Minutes of the Teviot Valley Community Board Meeting held on 11 March 2021

Resolution

Moved: McPherson

Seconded: McKinlay

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 11 March 2021 be noted.

Carried

8 Committee Minutes

21.2.22 Hearings Panel Confirmed Minutes 2020

To consider the confirmed minutes of the Hearings Panel for the year 2020.

Resolution

Moved: McPherson

Seconded: McKinlay

That the report be received.

Carried

21.2.23 Minutes of the Audit and Risk Committee Meeting held on 24 February 2021

Resolution

Moved: McPherson

Seconded: McKinlay

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 24 February 2021 be noted.

Carried

9 Status Reports

Considered as part of the Governance Report

10 Date of Next Meeting

The date of the next scheduled meeting is 5 May 2021.

11 Resolution to Exclude the Public

Resolution

Moved: Alley

Seconded: Duncan

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.24 - Lake Dunstan Water Supply Procurement	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.25 - February 2021 Forecast	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.26 - Update on Procurement Process	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.27 - March 2021 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.28 - Confidential Minutes of the Vincent Community Board Meeting held on 2 March 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.29 - Confidential Minutes of the Maniototo Community Board Meeting held on 4 March 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.30 - Confidential Minutes of the Cromwell Community Board Meeting held on 8 March 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.2.31 - Confidential Minutes of the Audit and Risk Committee Meeting held on 24 February 2021	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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 1.36 pm and the meeting closed at 2.24 pm.

5 May 2021

5 Reports for Decisions

21.3.2 Community Development Strategy

Doc ID: 531351

1. Purpose of Report

To consider the adoption of the Community Development Strategy 2021-2022.

Recommendations

That the Council

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

B. Adopts the Community Development Strategy 2021-2022.

2. Background

Council staff have been developing a Community Development Strategy with the Central Otago community since 2019. While staff have been actively involved in community development for many years, this is the first strategy to be developed in this work programme.

The development process involved initially creating a framework for the strategy that took into consideration community feedback and values gathered through community plans and Central Otago’s Regional Identity work. Workshops were held in March 2020 on the strategy’s development process with Council’s executive team and leadership group. A workshop was then held with councillors to gather feedback and input into the strategy, followed by presentations and discussion sessions with all community boards. The amended draft was then taken out to the community.

Community consultation took place between July and September 2020 with the following groups and organisations:

· Roxburgh Business group

· Naseby Vision

· Maniototo Business group

· Ophir community plan group

· Pisa community plan group

· Central Otago REAP Trust Board

· Project Adapt parent group

· Oturehua community plan group

· Central Otago Youth Council

· Teviot Prospects and Roxburgh community

· Alexandra Council of Social Services

· Cromwell & District Community Trust and Cromwell community

· St Bathans Area Community Association (via zoom)

Other community groups were approached but did not provide feedback, such as Patearoa community plan group, Alexandra Promotions group, Omakau community plan group, Clyde community plan group, and Cromwell Youth Trust. A workshop with Inspiring Communities was held in collaboration with Council, and the theme was collaboration in community-led change.^{^[1]} One part of this workshop included discussion on the draft strategy, seeking any feedback and input from participants. Approximately 33 people attended the workshop.

Public messaging to promote the process included an article about community-led development and the draft strategy in The News.

Feedback and ideas from these engagement sessions were added to the draft strategy and shaped the proposed strategy attached to this report (Appendix 1).

Delays have occurred throughout the development process of this strategy due to the COVID-19 lockdown in early 2020. However, the engagement processes have now all taken place and the final strategy is ready for Council review and adoption.

3. Discussion

The community has provided positive feedback to the draft community development strategy, with people expressing excitement at Council’s role in community-led development. A few suggestions for actions were provided – for example, a request for Council to facilitate connection and communication opportunities between the different community plan groups across the district. Staff have since introduced a community development newsletter called Stay Connected. Three newsletters have been sent out since December 2020.

The Community Development Strategy is formatted around Council’s Community Outcomes and will incorporate all four strands of well-being. The strategy’s action plan has an intended timeline of two years, and will be delivered by Council’s Community Development officer and community groups, as well as other Council staff, where identified (Appendix 1).

As the strategy explains, “the aim of community-led development at Council is to actively involve people in building their own sustainable and resilient communities that reflect the values and vision of those who live in and/or identify with them. This includes supporting communities to lead the way in achieving identified community outcomes. Community-led development is about encouraging the involvement of community in Council decisions where possible. Council has an opportunity to align our decision-making with the values of our communities.”

Some of the key actions from the strategy include:

· Assist community groups to action community plans and other community-led initiatives and help them review their own progress

· Support community-initiated groups that enable breaking down cultural barriers, educating the community about different cultures, and celebrating cultural diversity

· Administer council and community board Community Grants funding

· Actively promote opportunities to educate our communities about waste minimisation and sustainable livelihoods

It is anticipated that this strategy will support Council staff to work alongside communities in a collaborative way, and will help the community to understand what kind of support Council can give when it comes to community-led initiatives.

4. Options

Option 1 – (Recommended)

Council adopts the Community Development Strategy 2021-2022.

Advantages:

· The strategy provides an understanding and clarity of Council’s role in community development.

· The development process of the strategy includes and reflects community perspectives on Council’s role in community development.

Disadvantages:

· There are no perceived disadvantages.

Option 2

Decline to adopt the Community Development Strategy 2021-2022.

Advantages:

· There are no perceived advantages.

Disadvantages:

· No clear guidance for Council’s role in community development.

· No clear action plan for community development.

· The community has had input into the strategy and expressed excitement around it.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by supporting community values and sentiment through the Community Development Strategy 2021-2022.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No. Council’s community development work programme will continue to function within existing operating budgets.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the Community Development Strategy 2021-2022 aligns with all Council strategies and policies that require community collaboration, as well as community plans across the district.
Considerations as to sustainability, the environment and climate change impacts	No implications
Risks Analysis	No perceived risks
Significance, Consultation and Engagement (internal and external)	No further consultation is required.

6. Next Steps

Following the adoption of the final strategy, a media statement will be released and the strategy will be made available to the public on the Council website.

7. Attachments

Appendix 1 - Community Development Strategy Final for review.pdf ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Sanchia Jacobs
Community Development Officer	Chief Executive Officer
27/04/2021	28/04/2021

5 May 2021

21.3.3 Hardship Grant Application for Alexandra District Museum Inc.

Doc ID: 530446

1. Purpose of Report

To consider a hardship grant application from the Alexandra District Museum Inc.

Recommendations

That the Council

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

B. Declines a hardship grant application request of $12,242 plus GST.

2. Background

Alexandra District Museum Incorprated. (ADMI), operating as Central Stories Museum and Art Gallery, has received an annual grant from Central Otago District Council since 2005. The grant amount from Council for the past three years has been $48,967.80 plus GST per annum, which is in addition to the annual grant received from the Vincent Community Board, of $73,451.52 per annum. Both grants contribute to the operational costs of the museum and art gallery and are linked to service level agreements with the Council and Community Board respectively.

The Central Stories website states, “Central Stories is the major public art gallery for Central Otago. It is the main public Museum for the Central Otago region covering human and natural history with features on gold mining, gold dredging, geology and an indoor enclosure for live Otago Skinks. The Good Art Shop features exclusive and quality artworks and bespoke quality craft items”.^{^[2]}

3. Discussion

The hardship grant application process is independent to council and community board contestable grant funding rounds and will not influence future eligibility in these decision-making processes. However, any hardship grant funding will be sourced from contestable grant budgets, thus reducing the amount of funding for future distribution.

ADMI has applied to both the Council and Vincent Community Board for hardship grants to enable their continued operation until their grant applications to Council and the community board contestable funding rounds can be heard.

ADMI has applied for a total of $30,606 in hardship grant funding to cover operating costs for three months (July through September) – $12,242 from Council and $18,364 from the Vincent Community Board. According to ADMI’s three monthly profit and loss report, the average monthly cost to keep the doors open and staff paid is approximately $10,675.

ADMI’s financial balance sheet as of 31 March 2021 (Appendix 2) states that the group has $215,429 in the bank. According to the Trust’s accountant, ADMI currently has $180,000 in the bank which is tagged to the Elizabeth Heafy Bequest (Appendix 8). It is understood that while this money was not bequeathed for any specific purpose, the Trust Board resolved “that the Heafy Bequest monies be retained as a capital investment with the interest being accumulated to purchase a specific artwork or artifact acquisition for the Museum Collection” (Appendix 5). It is not the preference of the Trust to use these funds for operational expenses.

It should be noted however that the purpose of this hardship grant is to tide community organisations over who have no other options to continue operating, based on demonstrated financial need and where there is a clear gap in funding.

ADMI’s financial report demonstrates that in addition to the funding they receive from Council and the Vincent Community Board, they have also received grants from external sources over the past 12 months to assist them to carry out their activities.

During the first quarter of the 2021/22 financial year, projects that ADMI intends to carry out include:

· Refreshing existing and establish new exhibits/displays in the museum

· “Winterstella” exhibition

· Arts Gold Awards

· Activities supporting the 65^th Anniversary of the Alexandra Blossom Festival

4. Options

Option 1 – (Recommended)

Council declines a grant request of $12,242 plus GST to ADMI.

Advantages:

· This decision is in line with Council’s hardship grant application criteria, which states that “grants will be awarded based on demonstrated financial need where it is clear that the gap in funding will severely threaten the applicant’s ability to operate”.

· Council’s grant budgets would remain intact for the community grants funding round, which opens on 1 July 2021.

Disadvantages:

· ADMI may need to use funds from the Elizabeth Heafy Bequest to cover operating costs until such time as alternative grant funding opportunities become available.

Option 2

Council approves a grant request of $12,242 plus GST to ADMI.

Advantages:

· ADMI will not have to use funds from the Elizabeth Heafy Bequest for operational costs.

Disadvantages:

· Any allocated funds will be removed from the contestable funding round that will open 1 July 2021.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic, and environmental wellbeing of communities, in the present and for the future by ‘awarding grants primarily for ‘local community infrastructure’ and ‘local services’ as these are interpreted in the Central Otago context.’
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes, the Council has agreed to use budgeted funds in the 2021-2031 Long-term Plan for hardship grant applications. Funds will be made available 1 July 2021.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the recommended decision is consistent with the Central Otago District Council Grants Policy.
Considerations as to sustainability, the environment and climate change impacts	There are no implications.
Risks Analysis	There is no perceived risk to this decision.
Significance, Consultation and Engagement (internal and external)	This application does not require consultation and is not considered significant.

6. Next Steps

The Council agrees on and resolves the grant amount for the applicant.

The applicant will be advised in writing of the Council’s decision, with information about any conditions applied to the approved grant, and the process for uplifting the grant if relevant.

If approved, payment of the approved grant is made once an invoice is received.

7. Attachments

Appendix 1 - ADMI Hardship Grant Application.pdf ⇩

Appendix 2 - ADMI - Profit Loss Jan to March 2021.pdf ⇩

Appendix 3 - ADMI Elizabeth Heafy Bequest Letter.pdf ⇩

Appendix 4 - ADMI Elizabeth Heafey Bequest spreadsheet.pdf ⇩

Appendix 5 - ADMI Elizabeth Heafy Resolution 2 April 2001.pdf ⇩

Appendix 6 - SLA between ADMI and CODC - Signed and Final.pdf ⇩

Appendix 7 - ADMI Flannery Tait letter regarding Heafey Bequest.pdf ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Sanchia Jacobs
Community Development Officer	Chief Executive Officer
27/04/2021	28/04/2021

5 May 2021

21.3.4 Hardship Grant Application for Central Otago District Arts Trust

Doc ID: 530421

1. Purpose of Report

To consider a Hardship Grant Application request from the Central Otago District Arts Trust.

Recommendations

That the Council

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

B. Approves a hardship grant of $8,750 to the Central Otago District Arts Trust for the period of 1 July to 30 September 2021 to come from the allocated 2020-21 Council grants budget, following approval of the funding in the 2021-31 Long-term Plan.

2. Background

The Central Otago District Arts Trust (CODAT) is a charitable trust that was formed in 2009, following the creation of the first Central Otago District Arts Strategy. The Arts Strategy was facilitated by the Central Otago District Council, with input from various interested groups and individuals. A second Arts Strategy was developed in 2013, following the completion of the action points from the first plan.

The role of CODAT is to implement the Central Otago District Arts Strategy. CODAT has received an annual grant of $35,000 from Council since 2011. This grant assists with operating costs. The Trust also receives grants from other sources to enable them to carry out their activities.

The Trust has seven trustees, and more recently, a youth correspondent to help encourage youth participation in the arts in Central Otago. The Arts Strategy is a guiding document for the Trust when planning their activities. The Trust has recently reviewed the Arts Strategy and believes it provides structure and guidance for the next 12 months. Council staff have also been included in this process.

In addition to implementing the Arts Strategy, some of CODAT’s core responsibilities include the promotion of “Central Otago as an arts destination and to ensure the arts - groups, establishments, organisations, businesses, and artists in Central Otago are well resourced, connected, promoted, supported, and fully integrated into the community to maximise the social, cultural, and economic benefits to the Central Otago district.”

3. Discussion

The 2019 Grants Policy requires all community and promotions grant funding be allocated through a contestable process at six-monthly funding rounds, in October and April each year. The transition to this funding timeline will commence from the adoption of the 2021-2031 Long-term Plan from 1 July. As this is a change in operational timelines for Council funding rounds, a Hardship Grant Application has been set up for groups who have been reliant on Council funding to pay staff wages, and will be at risk of not being able to continue paying these wages without this funding. This process is independent to the contestable grant funding round and will not influence their future eligibility in this decision-making process. However, any funding distributed through the Hardship Application will impact on the amount of funds available during the contestable grant funding round.

The Central Otago District Arts Trust has made an application to Council for this hardship fund to enable continued operation until the next funding round takes place. Based on the financial details provided by the Trust, they will not have sufficient funds to meet their ongoing operating costs leading into Council’s September grant funding round. The Trust has requested an increase in grant funding (pro-rated to the period of the hardship grant timeframe) of $10, 337. It was not the intention of the hardship grant process to review and increase the allocation of current arrangements. It is estimated that the Trust will require at least $8,750 in order to continue business as usual until 30 September 2021, based on their pro rata annual grant allocation.

During the first quarter of the 2021/22 financial year, projects that CODAT intends to be working on, alongside the core responsibilities listed above, include:

· Sculpture and Literary Walk

· Poetry on the Cycle Trails

· National Poetry Day

· Literary Salons

· Winterstellar 2021

· Arts Gold Awards 2021

· Play it Strange Project

· Arts Conference in Central Otago

· People and Place Artists Promotion project.

4. Options

Option 1 – (Recommended)

Council approves a partial grant request of $8,750 to the Central Otago District Arts Trust.

Advantages:

· The allocated funds meet Council’s Grants Policy and the Hardship Grant Application criteria.

· CODAT will be able to continue its core business until the next community grants funding round.

Disadvantages:

· The recommended hardship grant value is less than what CODAT has applied for.

· Any funds allocated through a hardship grant will be sourced from and therefore reduce the October 2021 contestable grant funding round budget.

Option 2

Council declines a hardship grant request from the Central Otago District Arts Trust.

Advantages:

· 2021 grant funds will remain in the community grants budget for allocation at the October contestable funding round.

· CODAT meets the requirements and intent of the hardship grant.

Disadvantages:

· The applicant may not be able to continue to deliver its core business.

· No apparent reason to decline the grant under the intent of the hardship grant.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by ‘awarding grants primarily for ‘local community infrastructure’ and ‘local services’ as these are interpreted in the Central Otago context.’
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes, the Council has agreed to use budgeted contestable grant funds in the 2021-2031 Long-term Plan for Hardship Grant applications. Funds will be made available 1 July 2021.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the recommended decision is consistent with the Central Otago District Council Grants Policy 2019 and the Central Otago District Arts Strategy.
Considerations as to sustainability, the environment and climate change impacts	There are no implications.
Risks Analysis	No apparent risks to Council.
Significance, Consultation and Engagement (internal and external)	This application does not require consultation and is not considered significant.

6. Next Steps

The Council agrees on and resolves the grant amount for the applicant.

The applicant will be advised in writing of the Council’s decision, with information about any conditions applied to the approved grant, and the process for uplifting the grant.

If approved, payment of the approved grant is made once an invoice is received.

7. Attachments

Appendix 1 - CODAT Hardship Grant Application 2021.pdf ⇩

Appendix 2 - CODAT three month expenses.pdf ⇩

Appendix 3 - CODAT bank statement March 2021 ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Sanchia Jacobs
Community Development Officer	Chief Executive Officer
27/04/2021	28/04/2021

5 May 2021

21.3.6 Road Renaming Approval Report - Portion of Boundary Road

Doc ID: 530972

1. Purpose of Report

To ratify the Vincent Community Board’s recommendation to rename a portion of Boundary Road, Alexandra to Poole Road.

Recommendations

That the Council

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

B. Rename the portion of Boundary Road between State Highway 8 and the netball pavilion to Poole Road.

2. Background

A report was presented to the Vincent Community Board on 12 April 2021 (appendix 1) to consider renaming the section of Boundary Road between Clyde-Alexandra Road and the netball pavilion to enable street numbers to be issued. A map showing the portion of road to be renamed is attached as appendix 2.

The Vincent Community Board opted to rename the road Poole Road after a former Mayor of the Alexandra Borough Council, Mr Russell Poole.

3. Discussion

Following the recommendation from the Vincent Community Board to rename the portion of road, Poole Road, staff sought feedback from the Alexandra Bowling Club on the suggested name. They are in support of the renaming and suggested name.

Once the recommendation is ratified by Council, staff will write to each of the affected property occupiers to inform them of this decision.

4. Options

Option 1 – (Recommended)

Ratify the recommendation to rename the portion of Boundary Road from Clyde-Alexandra Road to the netball pavilion, Poole Road.

Advantages:

· Enables the issuing of street numbers in order that emergency services can locate an emergency in the event of a call out.

· Name suggested is supported by existing lease holders on that portion of the road.

· Land Information New Zealand supports the recommendation.

· Name complies with Council’s road naming policy.

Disadvantages:

· None identified.

Option 2

Do not ratify the recommendation to rename the portion of Boundary Road from Clyde-Alexandra Road to the netball pavilion, Poole Road.

Advantages:

· None identified.

Disadvantages:

· Would not enable the issuing of street numbers in order that emergency services can locate an emergency in the event of a call out.

· Against Land Information New Zealand’s recommendation.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables efficient decision making and action by, and on behalf of communities as the Local Government Act 1974 Section 319A, Initial Naming of Roads, states: “If the council names any road for the first time, or alters the name of a road, the council must as soon as practical send a copy of the relevant resolution to the Registrar-General of Land and the Surveyor-General”. This decision promotes the environmental wellbeing of communities by providing clear direction to access points for emergency services.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Costs for road signs will be covered by Council roading budgets.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes consistent with other policies.
Considerations as to sustainability, the environment and climate change impacts	Managing change while protecting and enhancing our culture, heritage and landscape is one of council’s sustainability goals. Road renaming has the ability to celebrate cultural and heritage aspects of the area. Road renaming has no climate change impacts or benefits.
Risks Analysis	Approval of this road rename presents no discernible risk.
Significance, Consultation and Engagement (internal and external)	Council have consulted with affected parties and have gained support for this proposal. Staff will inform affected occupiers of the name change once ratified by Council. This decision does not trigger engagement under the engagement significance policy.

6. Next Steps

1. Council confirms the name change.

2. Council sends a copy of the resolution to the Registrar-General of Land and the Surveyor-General.

3. Staff will inform affected parties of name change.

7. Attachments

Appendix 1 - Road Renaming Report VCB 12 April 2021 ⇩

Appendix 2 - Map of Portion of Boundary Road ⇩

Report author:	Reviewed and authorised by:

Faye Somerville	Julie Muir
Roading Administration Assistant	Executive Manager - Infrastructure Services
16/04/2021	21/04/2021

5 May 2021

21.3.7 Minister of Conservation's Consent - Easement over Anderson Park (Recreation Reserve) [PRO: 62-3116-00]

Doc ID: 530134

1. Purpose of Report

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement over Section 8 Block XCII Town of Cromwell, being part of Anderson Park Recreation Reserve.

Recommendations

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement over Section 8 Block XCII Town of Cromwell, being part of Anderson Park Recreation Reserve.

2. Background

At their meeting of 20 April 2021, the Cromwell Community Board (the Board) considered an application for an easement over Section 8 Block XCII Town of Cromwell, being part of Anderson Park Recreation Reserve.

A copy of the report to the Board dated 20 April 2021 is attached as Appendix 1.

On consideration the Board resolved (Resolution 21.3.2) as follows:

B. Agrees grant an easement (right to drain sewage) over Section 8 Block XCII Town of Cromwell being part of the Anderson Park Recreation Reserve, in favour of new Lot 2 Deposited Plan 553564, subject to:

· The Minister of Conservation’s consent.

· The Applicants paying all costs associated with preparing and registering the easement.

As noted in Resolution 21.3.2, the granting of the easement over Section 8 Block XCII Town of Cromwell, which is recreation reserve, is subject to the consent of the Minister of Conservation.

The role of the Minister of Conservation in this matter is to:

· be satisfied that the granting of the easement conforms with the provisions of the Reserves Act 1977.

· ensure that due process under the Act has been followed.

· consider submissions resulting from public notification (when required if applicable).

3. Discussion

Due Process – Easements over Reserve Land

Section 48(1) of the Reserves Act 1977 (the Act) authorises the granting of rights of way and other easements. Subject to the Resource Management Act 1991, and with the consent of the Minister of Conservation, an administering body may grant rights of way or other easements over a reserve for the following purposes:

(a) any public purpose; or

(b) providing access to any area included in an agreement, lease, or licence granted under the powers conferred by this Act; or

(c) the distribution or transmission by pipeline of natural or manufactured gas, petroleum, biofuel, or geothermal energy; or

(d) an electrical installation or work, as defined in section 2 of the Electricity Act 1992; or

(e) the provision of water systems; or

(f) providing or facilitating access or the supply of water to or the drainage of any other land not forming part of the reserve or for any other purpose connected with any such land.

Prior to granting any right of way or easement under section 48(2) of the Act requires an administering body to give public notice of their intention to grant the rights over the reserve. However, Section 48(3) states that public notification is not required where:

· the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and,

· the rights of the public in respect of the reserve are not likely to be permanently affected.

As noted in Appendix 1, Section 8 Block XCII Town is part of Anderson Park Recreation Reserve. The Board’s granting of an easement for the purpose of draining sewage recognises:

· the provisions of the Resource Management Act 1991 whereby the easement is a condition of the associated resource consent;

· the provisions of section 48(1)(f) of the Act, and that,

· the connection to the existing main, which is in the reserve, will not materially alter the reserve or affect the rights of the public.

As the connection to the existing main with not materially alter the reserve, or affect the rights of the public, consultation under section 48(2) of the Act is not required in this instance.

Minister of Conservation’s Consent

In accordance with section 48(1) of the Act, the Minister of Conservation’s consent is required by an administering body when granting rights of way or other easements over a reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by Council as the administering body.

Pursuant to section 10 of the Act, and in accordance with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013, the Minister of Conservation has delegated the granting of that consent to the Council.

4. Options

Option 1 – (Recommended)

To grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an over Section 8 Block XCII Town of Cromwell, being part of Anderson Park Recreation Reserve.

Advantages:

· The granting of the easement is consistent with section 48 of the Reserves Act 1977.

· The works will not materially alter or compromise the public’s use of the land.

· Recognises that due process has been followed.

Disadvantages:

· None.

Option 2

To not grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement over Section 8 Block XCII Town of Cromwell, being part of Anderson Park Recreation Reserve.

Advantages:

· None.

Disadvantages:

· Does not recognise that due process has been followed.

· The applicant will not be able to give effect to the terms of their resource consent.

5. Compliance

Local Government Act 2002 Purpose Provisions	The Local Government Act 2002 does not apply to this decision. The Minister of Conservation’s consent is delegated to Council in accordance with section 10 of the Reserves Act 1977 and with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications related to the recommendation.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommendation is consistent with the Reserves Act 1977 and with the ‘Instrument of Delegation to Territorial Authorities’ dated 12 June 2013. The proposed works are consistent with the provisions of the Council’s District Plan and with the Resource Management Act 1991.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision as the granting of the rights and the associated works will have no material effect on the land.
Risks Analysis	There are no risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to grant of an easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

6. Next Steps

The following steps will/have been undertaken in association with having the easement registered:

1. Community Board Approval 20 April 2021

2. Consent of the Minister of Conservation 24 March 2012

3. Applicant advised of outcome Late March 2021

7. Attachments

Appendix 1 - Copy of Report Dated 20 April 2021 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer - Statutory	Executive Manager - Planning and Environment
7/04/2021	10/03/2021

5 May 2021

21.3.8 Request for Minister of Conservation's Consent to Easement over Naseby Recreation Reserve [PRO 64-5033-00 and PRO 64-5140-00]

Doc ID: 527295

1. Purpose of Report

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (retrospectively, in gross) to OtagoNet Limited, over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District being part of the Naseby Recreation Reserve.

Recommendations

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (retrospectively, in gross) over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District (recreation reserve) in favour of OtagoNet Limited.

2. Background

At their meeting of 15 April 2021, the Maniototo Community Board (the Board) considered an application for an easement (retrospectively, in gross) over Section 157 Survey Office Plan 21129, Lot 1 Deposited Plan 307769, and Section 80 Block I Naseby Survey District (recreation reserve) from OtagoNet Limited.

A copy of the report to the Board dated 15 April 2021 is attached as Appendix 1.

On consideration the Board resolved (Resolution 21.3.2) as follows:

B. Agrees to grant an easement (retrospectively, in gross) to OtagoNet Limited over Section 157 Survey Office Plan 21129, Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District, to legalise the existing infrastructure for $1, subject to:

· All costs associated with surveying the existing infrastructure, and with preparing and registering the easement being met by OtagoNet Limited; and,

· The Minister of Conservation’s consent to the easement over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District being recreation reserve.

As noted in Resolution 21.3.2, the granting of the easement over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District is subject to the consent of the Minister of Conservation. The role of the Minister of Conservation in this matter is to:

· be satisfied that the granting of the easement conforms with the provisions of the Reserves Act 1977.

· ensure that due process under the Act has been followed.

· consider submissions resulting from public notification (when required if applicable).

3. Discussion

Due Process – Easements over Reserve Land

Section 48(1)(d) of the Reserves Act 1977 (the Act) authorises the granting easements over a reserve or any part thereof for an electrical installation or work as defined in section 2 of the Electricity Act 1992.

Section 2 of the Electricity Act 1992 defines an electrical installation or work as “all fittings beyond the point of supply that form part of a system that is used to convey electricity to a point of consumption”. Accordingly, the granting of an easement for the purpose of upgrading the existing network is consistent with the Act.

The 2004 upgrade of OtagoNet’s network was undertaken to provide power to a new recreational facility on recreation reserve. The 2015 upgrade, which was scheduled maintenance, ensured the ongoing supply of power to that facility (and to the wider community). This means there is a significant public benefit associated with having that infrastructure on the reserve. Therefore, granting the easement retrospectively to legalise the existing infrastructure was recommended.

While public notice can be required when easements or other rights are granted over reserves, section 48(3) of the Act states that public notification is not required where the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District are both recreation reserve vested in Council. Lot 1 vested in council on deposit (of plan 307769) and Section 80 was vested in council in 1914. This means Council is the administering body for both reserves.

As the 2004 and 2015 upgrades were of existing infrastructure, and the more recent undergrounding reduced a small element of that infrastructure, the works in general have not materially altered the reserve or affected the rights of the public. Therefore, public consultation is not required in this instance.

Minister of Conservation’s Consent

Under the Reserves Act 1977, the Minister of Conservation’s consent is required by the administering body when granting an easement over recreation reserve. The purpose of the Minister’s consent is to ensure due process under the Act has been followed by the administering body.

4. Options

Option 1 – (Recommended)

To grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (retrospectively, in gross) over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District (recreation reserve) in favour of OtagoNet Limited.

Advantages:

· OtagoNet Limited’s existing occupation will be legalised.

· The purpose of the easement is consistent with section 48 of the Reserves Act 1977.

· The works did not materially alter, damage, or compromise the public’s use of the land.

· Recognises that the infrastructure enhances use of the reserve.

· Recognises that due process has been followed retrospectively.

Disadvantages:

· None.

Option 2

To not grant an easement (retrospectively, in gross) to OtagoNet Limited.

Advantages:

· None.

Disadvantages:

· OtagoNet Limited’s existing occupation will not be legalised.

· Does not recognise the provisions of section 48 of the Reserves Act 1977.

· Could jeopardise the supply of power to facilities on the reserve (and wider community).

· Does not recognise that due process has been followed retrospectively.

5. Compliance

Local Government Act 2002 Purpose Provisions

The Local Government Act 2002 does not apply to this decision.

The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.

Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?

There are no financial implications related to the recommendation.

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

The recommendation is consistent with the Reserves Act 1977 and with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.

Considerations as to sustainability, the environment and climate change impacts

No sustainability, environmental or climate change impacts are related to the decision as the legalising the existing will have no material effect on the land.

Risks Analysis

There are no risks to Council associated with the recommended option.

Significance, Consultation and Engagement (internal and external)

The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded.

Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to grant an easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

6. Next Steps

The following steps will be undertaken in association with having the easement registered:

1. Community Board Approval 15 April 2021

2. Consent of the Minister of Conservation 05 May 2021

3. Applicant advised of outcome Mid May 202

7. Attachments

Appendix 1 - Copy of Report Dated 15 April 2021 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer - Statutory	Executive Manager - Planning and Environment
7/04/2021	6/01/2021

5 May 2021

21.3.9 Minister of Conservation's Consent - Easement over Local Purpose (Public Utility) Reserve [PRO: 65-7026-00]

Doc ID: 529494

1. Purpose of Report

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement over Section 153 Block I Teviot Survey District being part of the (Roxburgh) Local Purpose (Public Utility) Reserve.

Recommendations

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement over Section 153 Block I Teviot Survey District, being part of the (Roxburgh) Local Purpose (Public Utility) Reserve, in favour of Lot 2 Deposited Plan 8721.

2. Background

At their meeting of 22 April 2021, the Teviot Valley Community Board (the Board) considered an application for an easement over Section 153 Block I Teviot Survey District, being part of the (Roxburgh) Local Purpose (Public Utility) Reserve, in favour of Lot 2 Deposited Plan 8721.

A copy of the report to the Board dated 22 April 2021 is attached as Appendix 1.

On consideration the Board resolved (Resolution 21.3.3) as follows:

B. Agrees to grant an easement over Section 153 Block I Teviot Survey District (local purpose (public utility) reserve) for $1, in favour of Lot 2 Deposited Plan 8721, for the purpose of conveying water, subject to:

· the Minister of Conservation’s consent.

· the applicant obtaining and managing all associated permits and consents associated with the extraction and distribution of groundwater.

· the applicant paying all costs associated with surveying the easement boundaries and with the preparation and registration of the easement agreement.

As noted in Resolution 21.3.1 the granting of the easement is subject to the consent of the Minister of Conservation. The role of the Minister of Conservation in this matter is to:

· be satisfied that the granting of the easement conforms with the provisions of the Reserves Act 1977.

· ensure that due process under the Act has been followed.

· consider submissions resulting from public notification (when required if applicable).

3. Discussion

Due Process – Easements over Reserve Land

Section 48 of the Reserves Act 1977 (the Act) authorises the granting easements over a reserve or any part thereof for a variety of purposes. In this instance the applicant has requested an easement for the purpose of conveying water. That application is consistent with sections 48(1)(e) and (f) which are shown in extract below:

(e) the provision of water systems; or

(f) providing or facilitating access or the supply of water to or the drainage of any other land not forming part of the reserve or for any other purpose connected with any such land.

While public notice can be required when easements or other rights are granted over reserves, section 48(3) states that public notification is not required where the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

The granting of the easement will legalise an occupation that has been in place on the reserve for approximately 60 years. The associated infrastructure is located discreetly on the northern boundary which has minimised its impact on the reserve. As no additional works or infrastructure are proposed, public consultation is not required in this instance.

Minister of Conservation’s Consent

4. Options

Option 1 – (Recommended)

To grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement over Section 153 Block I Teviot Survey District, being part of the (Roxburgh) Local Purpose (Public Utility) Reserve, in favour of Lot 2 Deposited Plan 8721.

Advantages:

· The granting of the easement is consistent with sections 48(1)(e) and (f) of the Reserves Act 1977.

· The legalisation of the existing infrastructure will not materially alter the land or compromise the ongoing use of the land.

· Recognises that due process has been followed.

Disadvantages:

· None.

Option 2

To not grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement over Section 153 Block I Teviot Survey District, being part of the (Roxburgh) Local Purpose (Public Utility) Reserve, in favour of Lot 2 Deposited Plan 8721.

Advantages:

· None.

Disadvantages:

· Does not recognise that due process has been followed.

· The existing historical occupation will not be legalised.

5. Compliance

Local Government Act 2002 Purpose Provisions	The Local Government Act 2002 does not apply to this decision. The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no financial implications related to the recommendation.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommendation is consistent with the Reserves Act 1977, and with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision as the granting of the rights and the associated works will have no material effect on the land.
Risks Analysis	There are no risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to grant of an easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

6. Next Steps

The following steps will/have been undertaken in association with the granting and registering of the easement:

1. Community Board Approval 22 April 2021

2. Consent of the Minister of Conservation 05 May 2012

3. Applicant advised of outcome Early May 2021

7. Attachments

Appendix 1 - Copy of Report Dated 22 April 2021 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Property Officer - Statutory	Executive Manager - Planning and Environment
7/04/2021	25/01/2021

5 May 2021

21.3.10 Register of Delegations

Doc ID: 531439

1. Purpose of Report

To consider a change to the “Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer” in respect to the delegations to staff.

Recommendations

That the Council

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

B. Approves the following changes to the Register of Delegations;

Add a new paragraph 55 as follows;

Variation to budget

55. The Chief Executive may vary the constituent sums which make up a budget where:

a) The relevant Executive Manager and the Chief Executive Officer confirm that the

variation will be funded from savings made on other sums within the same budget;

and

b) The variation will allow the area concerned to better achieve the purpose or purposes

for which the budget was adopted.

Budget means the sum represented by any item contained in a significant activity of the

budgets adopted by Council for the financial year contained in the Long-term Plan or Annual

Plan.

Add the following to new paragraph 57;

In exercising this delegated authority, the Chief Executive Officer may delegate to the

following people providing the sum of the life of the contract does not exceed the Executive

Managers financial delegation:

· Executive Manager - Corporate Services

· Executive Manager – People and Culture

· Executive Manager – Infrastructure Services

· Executive Manager – Planning and Environment

Add the following sentence to new paragraph 76;

Legal action may include, but is not limited to, settlements, mediations, and personal grievances.

2. Background

The Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer (the Register of Delegations) was adopted by Council in January 2020.

Changes made in the January 2020 Delegations Register included the extraction of operational management of staff delegations. This has since been moved to a standalone Staff Delegations Manual. The separation of the documents has had an unintended change to the operational functionality of the delegations for both the Chief Executive Officer and the Executive Team, where they are not able to authorise appropriate day-to-day operations within their delegations.

3. Discussion

The current Delegations to Staff, contained in the Register of Delegations adopted in January 2020 and amended in April 2020, do not effectively enable the Executive Managers and Chief Executive Officer to authorise expenditure up to their approved delegation level.

Currently variations to budgets must be authorised through Council which causes significant delays to operational processes. The proposed addition allows budget managers, in conjunction with their Executive Manager, to move budget spend within existing activities, providing the changes do not impact on the rating activity, use of reserves or debt funding, and therefore improving operational efficiency.

A proposed addition to the section titled Delegations to Chief Executive Officer to remedy this issue, is:

“Variation to budget

55. The Chief Executive may vary the constituent sums which make up a budget where:

a) The relevant Executive Manager and the Chief Executive Officer confirm that the variation will be funded from savings made on other sums within the same budget; and

b) The variation will allow the area concerned to better achieve the purpose or purposes for within the budget was adopted.

Budget means the sum represented by any item contained in a significant activity of the budgets adopted by Council for the financial year contained in the Long-term Plan or Annual Plan.”

A second proposed change is to delegate the powers provided to the Chief Executive Officer relating to the Contracts, Tenders, Purchasing, Sale of Assets and Services section. It is appropriate for these powers to be sub-delegated to Executive Managers due to their operational oversight of the activities and in turn this will increase operational efficiency. Having this delegation enables the smaller value contracts, tenders, purchasing, sales of assets and services to be managed by the respective Executive Manager, providing greater oversight, and therefore decreasing risk.

The following additions are proposed for clause 57:

“In exercising this delegated authority, the Chief Executive Officer may delegate to the following Executive Managers, providing the sum of the life of the contract does not exceed the Executive Managers financial delegation:

· Executive Manager - Corporate Services

· Executive Manager – People and Culture

· Executive Manager – Infrastructure Services

· Executive Manager – Planning and Environment”

The current section relating to Other Legal Actions (Section 76) has a proposed addition ensuring legal actions encompass settlements, mediations, and personal grievances, which will enable these matters to be undertaken with efficiency, when necessary. The proposed changes to Section 76 are as follows:

“…Legal action may include, but is not limited to, settlements, mediations, and personal grievances.”

The proposed change ensures greater clarity surrounding legal matters, ensuring situations which require legal input are managed appropriately and within adequate timeframes.

4. Options

Option 1 – (Recommended)

Adopt the proposed changes to the Register of Delegations to allow the following:

· The Chief Executive Officer and the relevant Executive Manager to make changes to budget spend within approved budgets;

· Sub-delegation to Executive Managers for matters involving contracts, tenders, purchasing, sale of assets and services; and

· To clarify the types of legal action which the Register of Delegations is referring to.

Advantages:

· Creating a more efficient operating environment, which decreases operational costs and timeframes;

· Ensures budgets may be varied, allowing the achievement of the purpose/s for which the budget was adopted and decreasing timeframes for operational amendments;

· Chief Executive Officer has greater capacity to conduct operational and strategic functions required for the role.

Disadvantages:

· Potential minimal increase in risk due to delegation and decentralisation.

Option 2

Maintain the current status of the delegations to staff.

Advantages:

· Reporting visibility for Council;

· Greater control for the Chief Executive Officer.

Disadvantages:

· Inefficient operating environment, which increases operational costs and delays;

· Chief Executive Officer has a decreased capacity for operational and strategic functions which would be better managed in the areas where the contracts, tenders, purchasing, sale of assets and services occur.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision supports financial prudence and balanced budgets while operating within acceptable delegations.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	This decision remains consistent with proposed activities and budgets in both the Annual Plan and the Long-term Plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is a procedural decision and is in alignment with financial delegation levels.
Considerations as to sustainability, the environment and climate change impacts	There are no implications from this decision.
Risks Analysis	There are no inherent risks with the recommended option. This option decreases risk through greater oversight by the respective Executive Managers.
Significance, Consultation and Engagement (internal and external)	This is a procedural matter and, therefore, no external consultation or engagement is required.

6. Next Steps

The revised version will be published on the Central Otago District Council’s website.

7. Attachments

Appendix 1 - Register of Delegations to Community Boards, Portfolios, Committees, and the Chief Executive Officer.pdf ⇩

Report author:	Reviewed and authorised by:

Gabi McFarlane	Leanne Macdonald
Risk and Procurement Manager	Executive Manager - Corporate Services
19/04/2021	20/04/2021

5 May 2021

6 Reports for Information

21.3.11 Financial Report for the Period Ending 28 February 2021

Doc ID: 530133

1. Purpose

To consider the financial performance for the period ending 28 February 2021.

Recommendations

That the report be received.

2. Discussion

The presentation of the financials includes two variance analysis reports against both the financial statements, so Council can understand the variances against the ledger, and against the activities at a surplus/(deficit) value. The reason for the second variance analysis is to demonstrate the overall relationship between the income and expenditure at an activity level.^{^[3]}

The third report details the expenditure of the capital works programme across activities. This helps staff track key capital projects across the year and understand the progress of these projects.

The fourth and fifth reports detail the internal and external loans balances. This is information has typically only been shown in the Annual Report and at the Audit and Risk Committee. The internal loans report forecasts the balance as at 30 June 2021, whereas the external loans show the current balances.

Financial Overview

Profit and Loss by General Ledger

Statement of Financial Performance for the period ending 28 February 2021

	8 MONTHS ENDING 28 FEBRUARY 2021				2020/21	2020/21
	YTD	YTD	YTD
	Actual	Revised Budget	Variance		Annual Plan	Revised Budget
	$000	$000	$000		$000	$000
Income
Development Contributions	499	1,055	(556)	˜	2,347	2,365
Interest & Dividends	167	267	(100)	˜	401	401
Rates	20,925	20,886	39	˜	30,437	30,437
Reserves Contributions	131	-	131	˜	-	-
User Fees & Other	5,109	4,993	116	˜	7,066	7,796
Profit on Sale of Assets	149	124	25	˜	-	124
Other Capital Contributions	289	268	21	˜	1	268
Regulatory Fees	1,496	1,509	(13)	˜	2,356	2,036
Land Sales	4,016	4,016	-	˜	-	4,016
Govt Grants & Subsidies	7,850	8,191	(341)	˜	5,102	10,257
Total Income	40,631	41,309	(678)	˜	47,710	57,700

Expenditure
Costs of Sales	2,024	1,797	(227)	˜	-	1,797
Rates Expense	431	432	1	˜	414	432
Electricity & Gas	970	924	(46)	˜	1,311	1,433
Depreciation	6,820	6,815	(5)	˜	10,209	10,209
Grants	526	537	11	˜	628	725
Cost Allocations	(9)	(10)	(1)	˜	-	(9)
Building Repairs & Mtce.	471	500	29	˜	832	846
Members Remuneration	356	400	44	˜	640	608
Contracts	5,741	5,886	145	˜	7,949	8,792
Technology Costs	559	583	24	˜	1,006	907
Refuse & Recycling Costs	2,389	2,033	(356)	˜	3,476	3,534
Insurance	390	390	-	˜	481	404
Staff	7,219	7,570	351	˜	11,635	11,974
Professional Fees	1,671	2,055	384	˜	2,604	3,653
Other Costs	2,606	2,676	70	˜	3,861	5,274
Total Expenses	32,164	32,588	424	˜	45,046	50,579

Operating Surplus / (Deficit)	8,467	8,721	(254)		2,664	7,121

This table has rounding (+/- 1)

The financials for February 2021 show an overall unfavourable variance of ($254k). In previous financial reports a large favourable variance has been shown due to the Three Waters reform grant funding received and the receipt of land sales. These have been adjusted for in the revised budget, as part of the February 2021 forecast.

Income has an unfavourable variance against the revised budget of ($678k). This is mostly due to development contributions and the timing of government grants and subsidies.

Expenditure has a favourable variance of $424k. The main drivers behind the favourable variance are the timing of contracts, staff costs and professional fees. Offsetting the favourable variance are costs of sales and refuse and recycling costs.

Income of $40.631M against the year-to-date budget of $41.309M

The main variances are:

· Development contributions has an unfavourable variance of ($556k). Lower than expected contributions are linked with the timing of developments in Cromwell and Alexandra with the balance in district roading. It should be noted that $417k has been received from two developments in April 2021.

· Government grants and subsidies revenue of $7.85M is ($341k) unfavourable against budget. The unfavourable variance is due the timing of the Waka Kotahi New Zealand Transport Agency (Waka Kotahi) roading subsidy. These subsidies are claimed based on the roading work programme. The capital roading work programme is running behind schedule largely due to the timing of the Clyde Heritage Precinct project.

· Interest and dividends revenue is unfavourable against budget by ($100k). Interest revenue is trending downwards to budget as a result of low market interest rates. This variance will remain for the rest of the financial year as term deposit rates are predicted to remain low.

· Reserves contributions has a $131k favourable variance. These contributions are dependent on developers’ timeframes and therefore difficult to gauge when setting budgets.

· User fees and other of $5.1M is $116k favourable against budget. Contributing to the favourable variance is a Ministry of Business Innovation and Employment (MBIE) tourism grant for freedom camping, fencing and toilets of $48k, which is in addition to $95k received earlier in the financial year. Other areas with favourable variances include planning (regulatory) income of $127k and property rental and hire income of $60k. Offsetting the favourable variance is the timing of the metered water billing of ($91k) due in March 2021.

Expenditure of $32.16M against the year-to-date budget of $32.58M

The main variances are:

· Refuse and recycling costs of $2.38M has an unfavourable variance of ($356k). This is mainly due to the timing of the Central Otago District Council emission trading scheme contribution of ($277k), the budget is reflected in May 2021. Transfer station and landfill operation costs are also higher than budget by ($92k). Waste disposal was higher than expected in February and costs are expected to decrease due to lower volumes leading into winter.

· Costs of sales of $2.02M is above budget by ($227k). This expenditure is offset by the increased revenue, included in the February forecast. Inadvertently, $227k of costs were missed when budgets were reset as part of the February 2021 forecast. This will increase the overall expenditure and decrease the revised budget surplus.

· Contracts of $5.74M is $145k favourable against budget. The main favourable variances are planned maintenance of $40k, district-wide un-subsided roading work of $125k and subsidised roading work of $179k. As with income, the capital roading programme is running behind schedule due to the timing of the Clyde Heritage Precinct Project. This is offset by the timing of the water and wastewater physical works contract currently higher than budget by ($202k).

· Staff costs of $7.2M has a $351k favourable result against budget. This relates to the timing of vacant positions and positions that are in the process of being recruited.

· Professional fees of $1.67M is $384k favourable against the budget. This is due to the timing of professional fees within the District Plan along with the timing of management consultant fees in water and wastewater. This is due to the timing of the spatial plan framework and review work.

Other costs breakdown is as below:

Other Costs breakdown	YTD Actual	YTD Revised Budget	YTD Variance		2020/21 Annual Plan	2020/21 Revised Budget
Other Costs breakdown	$000	$000	$000		$000	$000
Operating Expenses	211	252	41	˜	284	357
Minor Repairs & Maintenance	128	121	(7)	˜	168	180
Staff Expenses	21	25	4	˜	44	41
Valuation Services	108	108	(0)	˜	170	170
Water Costs	73	78	4	˜	214	223
Minor Equipment	182	218	35	˜	328	358
Retail	53	48	(5)	˜	61	83
Sludge Treatment	129	152	23	˜	252	437
Health & Safety	3	13	10	˜	58	40
Vehicles	76	88	12	˜	153	155
Advertising	119	121	3	˜	273	262
Office Expenses	401	458	57	˜	739	750
Administrative Costs	498	523	26	˜	732	1,205
Projects	604	471	(133)	˜	386	1,013
Total Other Costs	2,606	2,676	70		3,862	5,274

This table has rounding (+/- 1)

· Projects are ($133k) unfavourable against budget. This variance is mainly due to Three Waters reactive maintenance expenses from the January 2021 flood of ($170k). This expense is still to be adjusted to reflect the resolution of 21.2.14, January 2021 Weather event – water report. In this resolution it was agreed to allow for an increased expenditure as opposed to using the Emergency Event Reserve. This is offset by underspends in operating projects that council operates like the Community Development MBIE projects, Regional Identity Branding project and Road Safety projects.

Profit and Loss by Activity

This table has rounding (+/- 1)

* The funding activity has been removed as this is not an operational activity.

· Infrastructure – income has an unfavourable variance of ($537k). This variance is due to development contributions received being lower than budgeted. Lower than expected contributions are linked with the timing of subdivision developments in Cromwell and Alexandra. As mentioned, $417k of development contributions have been received in April 2021. Expenditure is under budget by $7k.

· Roading – income has an unfavourable variance of ($353k). This is predominately due to the Waka Kotahi subsidy, which moves in tandem with subsidised roading expenditure, which is favourable by $337k. Both are due to the timing of the capital roading work programme which is running behind schedule largely due to the timing of the Clyde Heritage Precinct project.

· Waste Management - income has a favourable variance of $15k. This is mainly due to timing of green waste income. Expenditure has an unfavourable variance of ($348k). This is mainly due to the timing of the Central Otago District Council emission trading scheme contribution of ($277K) to the budget.

· Parks and Recreation – favourable income variance relates to a further MBIE tourism grant of $48k received. This is in addition to the $95k already received. There is expected to be a further $48k received on completion of the project, total grant funding to be received $191k. Expenditure has an unfavourable variance of ($42k). Parks and recreation management projects have an unfavourable variance of ($18k). Freedom camping projects covered by the MBIE tourism grant funding received are outside of the budget. Parks and recreation physical works contracts are unfavourable against year-to-date budget. In order to manage budget to end of year, only essential work is now being carried out in the affected Wards.

· Corporate Services – income has a favourable variance of $17k. This is due to profit on the sales of vehicle assets. Expenditure is $97k lower than budget, mainly due to the timing of information services operating expenditure.

· People and Culture – income is on track with a small favourable variance of $4k. Expenditure has a favourable variance of $90k. Driving this favourable variance are underspends in Human Resources $50k, Health and Safety $29k and Administration $19k.

· CEO – has an overall favourable variance of $180k. Expenditure has a favourable variance of $186k, this is mainly due to the Strategic Pay allocation which by end of year should be reflected in increased costs across the organisation, as the increases impact across the activities.

· Property – favourable income of $62k relates to higher-than-expected property rentals and hire revenue received of $45k, plus capital contributions received from MBIE of $17k. Expenditure has an unfavourable variance of ($202k). This variance is due to land sale costs paid in January 2021 for remaining land sales in Cromwell, after the re-forecast had been completed.

· Governance and Community Engagement – income has an unfavourable variance of ($21k) this is due to the timing of the Creative New Zealand grant to budget, this will net off in March or April as the grants are released. Expenditure has a favourable variance of $205k. This is due to underspends in promotions and tourism $74k, governance $61k, economic development $34k, and visitor centres $25k.

· Planning (Regulatory) – has a favourable income variance of $123k, this is mainly due to the timing of building permits issued, LIM fees and revenue received for resource consents. The favourable expenditure variance of $349k is due to lower-than-expected staff costs and planning consultant (review) fees.

· Three Waters – income has an unfavourable variance of ($109k). This is primarily due to the timing of the budget to when water billing is carried out. Water billing occurred in the March 2021 period. Expenditure has an unfavourable variance of ($72k) due to reactive repairs required after the January flooding event. As per Council resolution 21.2.14 January 2021 Weather Event – Water report authorised to allow the over-expenditure as opposed to using the Emergency Event Reserve.

Capital Expenditure

Year-to-date, 30% of the total capital spend against for the full year’s revised capital budget, has been expensed.

CAPITAL EXPENDITURE	YTD Actual	YTD Revised Budget	YTD Variance		2020/21 Revised Budget	Progress to date
CAPITAL EXPENDITURE	$000	$000	$000		$'000

Council Property and Facilities	6,137	4,987	(1,150)	˜	10,763	57%
Waste Management	94	2	(92)	˜	860	11%
i-SITEs	-	-	-	˜	5	0%
Customer Services and Administration	21	14	(7)	˜	61	34%
Vehicle Fleet	264	167	(97)	˜	353	75%
Planning	-	-	-	˜	193	0%
Information Services	440	399	(41)	˜	1,992	22%
Libraries	92	111	19	˜	500	18%
Parks and Recreation	586	529	(57)	˜	2,908	20%
Roading	3,422	4,460	1,038	˜	7,461	46%
Three Waters	3,609	5,101	1,492	˜	23,091	16%

Grand Total	14,665	15,770	1,105		48,187	30%

This table has rounding (+/- 1)

5 May 2021

Council Property and Facilities ($1.15M) unfavourable against budget:

The forecast recognised the cash payment for the Murray Terrace land, but it did not recognise the non-cash component in the forecast. This needs to be recognised as per Council’s resolution 20.40.3 in July 2020.

Waste Management ($92k) unfavourable against budget:

This variance is due to the progression of the Glass Crushing plant project, which Council authorised as per resolution 20.7.31 in August 2020.

Vehicle Fleet ($97k) unfavourable against budget:

Vehicle replacements have a current unfavourable variance of ($97k). Overall it is tracking well against the full year budget. There are couple of vehicle replacements remaining for the financial year.

Information Services ($41k) unfavourable against budget:

Records digitisation staff costs have been allocated to the project after the forecast creating an unfavourable variance, this will smooth out as the budget is released over the remainder of the year.

Libraries $19k favourable against budget:

Small favourable variance relating to the timing of library book and e-book purchase.

Parks and Recreation ($57k) unfavourable against budget:

Parks and recreation have an unfavourable variance of $57k. These variances are driven by the timing of projects at the Molyneux and Cromwell pools. As the budgets are released for these projects the variances will smooth out in future months.

Roading $1.038M favourable against budget:

Subsided roading projects are behind, this is mainly due to delays to the capital programme of work. A month in the work programme has been lost due to the flooding event in January 2021.

Three Waters is $1.49M favourable against budget:

The favourable variance is due to the timing of construction to budgets. The main drivers include the Cromwell and Omakau water supply improvements and the Clyde wastewater reticulation network construction.

Internal Loans

Forecast closing balance for 30 June 2021 is $4.27M

OWED BY	Original Loan	1 July 2020 Opening Balance	30 June 2021 Forecast Closing Balance
Public Toilets - Roxburgh & Cromwell	670,000	513,510	491,239
Tarbert St Building	25,868	14,502	13,067
Alexandra Town Centre	94,420	54,766	49,759
Alexandra Town Centre	186,398	101,720	91,041
Alexandra Town Centre	290,600	170,912	155,412
Centennial Milkbar	47,821	24,252	21,284
Vincent Grants	95,000	28,500	19,000
Pioneer Store Naseby	21,589	12,236	10,949
Roxburgh Water	867,000	743,391	717,829
ANZ Bank Seismic Strengthening	180,000	154,337	149,030
Molyneux Pool	262,000	604,000	571,900
Maniototo Hospital	1,873,000	1,824,913	1,775,142
Alexandra Airport	218,000	211,407	204,485
Total	4,831,696	4,458,446	4,270,137

External Loans

The total amount of external loans at the beginning of the financial year 2020-21 was $241k and as at 28 February 2021 the outstanding balance was $206k. Council has received $35k in principal payments and $8.5k in interest payments.

OWED BY	Original Loan	1 July 2020 Actual Opening Balance	Principal	Interest	28 February 2021 Actual Closing Balance
Cromwell College	400,000	164,184	22,059	6,019	142,124
Maniototo Curling	160,000	48,743	8,648	1,499	40,094
Oturehua water	46,471	28,122	4,098	1,004	24,023
Total	606,471	241,049	34,805	8,522	206,241

3. Attachments

Nil

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
19/04/2021	20/04/2021

5 May 2021

21.3.12 Order of Candidate Names on Voting Papers for the Cromwell Community Board By-Election

Doc ID: 532174

1. Purpose of Report

To consider the order of candidate names on the voting papers for the Cromwell Community Board by-election, should an election process be required.

Recommendations

That the Council

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

B. Approves the candidate names for the Cromwell Community Board by-election voting papers appearing in random order.

2. Background

The resignation of Robin Dicey from the Cromwell Community Board on 21 April 2021 has triggered a by-election under the Local Electoral Act 2001 (the Act).

Under section 31 of the Act, Council can decide by resolution the order in which the names of candidates will appear on the voting paper, whether it be in alphabetical order of surname, pseudo random order or random order.

3. Options

Option 1 – Random Order (recommended)

For this option, the randomisation of candidate names is applied at the time the voting papers are printed, which results in the candidate names being listed in a different order on each voting paper (within the limits of available combinations).

Advantages:

· No candidate is given an advantage by being listed first for that election on every voting paper

· Software used by Council contractor's means there is no additional expense for this option

Disadvantages:

· Voters may find it more difficult to find their preferred candidate

Option 2 – Alphabetical Order of Surname

For this option, the candidate names appear on the voting paper in alphabetical order of the surname. This is the default option if no preference is indicated.

Advantages:

· Sorting in alphabetical order of surname is the simplest method for the voter and the most familiar, being the system used in central government elections.

Disadvantages:

· Research suggests that there is a degree of advantage for candidates whose names are listed first on the voting paper.

Option 3 – Pseudo-Random Order

Under this arrangement, the candidate names would be placed in a receptacle, mixed together and then drawn out, with the candidate names then being listed on all voting documents in the order in which they are drawn.

The regulations provide that if a local authority has determined that pseudo-random order is to be used, the Electoral Officer must state in the public notice required to be given, the date, time and place at which the order of the candidate' names will be arranged. Any person is then entitled to attend while the arrangement is in progress.

Advantages:

· All candidates have an equal chance in having a degree of advantage for candidates whose names are listed first on the voting papers.

Disadvantages:

· Research suggests that there is a degree of advantage for candidates whose names are listed first on the voting paper.

· Voters may find it more difficult to find their preferred candidate

· There are minor additional public notice costs because the draw to select the order of candidate names on the voting paper must be advertised as being open to the public.

· The additional time needed to complete the draw means that there is time pressure to prepare the public notice of day of election and candidate names.

4. Compliance

Local Government Act 2002 Purpose Provisions	This decision is consistent with Section 10(a) "to enable democratic local decision making" as it is following due process.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	There are no significant financial implications that aren't already covered by budget.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council has previously used random order as the method by which names are placed on voting papers.
Considerations as to sustainability, the environment and climate change impacts	This decision has no direct impact on sustainability, the environment or climate change.
Risks Analysis	This matter does not have significant risk.
Significance, Consultation and Engagement (internal and external)	Under the Significance and Engagement Policy no consultation needs to be undertaken.

5. Next Steps

Once nominations have closed, and assuming an election process is required, voting papers for the Cromwell Community Board by-election will be prepared in accordance with the decision made.

6. Attachments

Nil

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Governance Manager	Chief Executive Officer
27/04/2021	28/04/2021

5 May 2021

7 Mayor’s Report

21.3.14 May 2021 Mayor's Report

Doc ID: 532289

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

Long-term Plan

The time since our last meeting has been extremely busy with engagement with the community in relation to the Long-term Plan (LTP). Staff and elected members have combined to do all that was possible to bring the LTP to the attention of our public. Formal engagement events included:

· 11 public drop-ins where elected members engage directly with the public

· six business group meetings across the district

· targeted meetings such as Alexandra Mums4Mums morning tea or meeting with Cromwell Mall tenants and owners.

· three youth council presentations

· two one-hour local radio phone-in sessions

· a dedicated Central App button

· 50+ Facebook posts and direct responses to queries from those

· Facebook live sessions

· columns and advertising in local print media.

As a result of this effort, we have received a record 846 submissions; that is around one for every 27 people in the District; a truly outstanding result. It’s not just about the number of submissions received though as I am particularly pleased with the demographic that we have heard from. Aside from the 20–29 year age group, we achieved a fairly even spread across the other demographics which is crucially important.

Thanks to this work, we now have a very good tool to assist us in the decision-making process at our next meeting in early June.

Future for Local Government

There is an old Chinese saying, “may you live in interesting times”. Apparently, it is said as a curse, not a kind wish. The Three Waters and Resource Management Act (RMA) reforms will inevitably change what local government looks like in years to come. Whether we opt out of the Three Waters reform process or not, there will still be significant upheaval in our sector as a result of those reforms and the RMA changes will be fundamental to the Planning side of the operation.

Until recent weeks, those major reform discussions seemed to have been held in something of a vacuum, so the Government announcement of a Future for Local Government initiative to look into the roles and responsibilities of councils amid this mass of policy reform must be welcomed.

A review panel has been appointed with a mandate to consider what local government does, how it does it, and how it pays for it. From there, they will explore what local government’s future looks like, including:

· roles, functions and partnerships

· representation and governance

· funding and financing.

So really, all cards are on the table, as they should be.

The review panel appointments have only just been made and it is very early days, but I will be doing all I can to ensure that the voice of Central Otago is clearly heard through the two-year process ahead of us.

Lake Onslow Battery Project

When the government announced in July last year that a massive expansion of Lake Onslow to provide a battery for hydro generation to be used in dry years, the majority voice in the area was, from my reading of it, “it will never happen”. Well, I’m not sure if that is the majority view now after Environment Minister David Parker stated last month that the Onslow build was the only way for New Zealand to meet its zero-carbon target of 2050.

There is a long way to go before this project gets a definite green light but it would be foolish to ignore the chance of it happening. If it does go ahead, there will be a major impact on all of Central Otago, not just the Teviot Valley. We as a community need to start thinking seriously about what this project would mean for us and those who come after us, not just through the build stage but with what would be left behind when it is all over.

Aurora

I hope this is the last time I report to Council on developments with our lines company, but somehow, I doubt it will be. The Commerce Commission released its final decision on the Customised Price Path application, and it has, as anticipated, significant increases in transmission charges for Central Otago users. Realistically, the battle for a fairer pricing regime was lost when the Electricity Authority (EA) refused to distritise the cost of improving the network over the whole network rather than the boundaries created by Aurora. That would have lifted Dunedin’s cost and lowered ours but goes against a fundamental EA philosophy that costs should fall where they lie.

There is little now that can be done about what has occurred and that is incredibly frustrating. There is one small step in the process that I will be submitting on on Council’s behalf, being on Aurora Energy's information disclosure requirements. The Commerce Commission came into justifiable criticism for sitting back and doing nothing while Aurora was mismanaged and underinvested for a decade during its public consultation in Central and my submission will be making it plain that it is not acceptable for that to happen again. Electricity transmission is highly technical, and the community can basically be told anything by Aurora and not have the capacity to truth-test what it is being told. It is plain there is little trust of the company in Central and it will take as long if not longer to regain that trust as the decade it took to destroy it, so anything Aurora reports will be dismissed out of hand by many. I will be arguing strongly that the Commission must be a part of the reporting process to stand by the community using its expertise to ensure that the debacle of years gone by doesn’t happen again and that the huge money being spent by Central Otago is spent in Central Otago. As I have said before, the Commission needs to be a watchdog on the end of its chain not sitting asleep in its kennel.

Dave Cull

I was greatly saddened by the passing of Dave Cull, former Mayor of Dunedin and former Chair of the Southern District Health Board. Dave was a great guy and someone who was always available on the end of the phone with some sage advice from his many years of public service. He had a very calm, reflective and thoughtful way about him. I would like to think some of that has rubbed off on me over the years and I am sure I am a better Mayor for knowing him. He was also excellent company with a wealth of stories from a life well lived.

ANZAC Day

It was fantastic to see our communities be able to get together again to remember the Service of those who came before us this year. I attended Services in Clyde, Omakau and Alexandra as well as a very moving ceremony in Cromwell where poppies were laid on Returned Service-peoples graves. It was a typically changeable autumn day in Central with a dead-calm dawn in Clyde leaving frost on the car, a bitter wind at Cromwell, a brewing storm and Omakau and finally warm sunshine in Alexandra, all in the space of five hours.

I must admit I love the effort made by the Alexandra-Clyde RSA including the firing of the 25-pound artillery piece which never ceases to impress and a fly-by by a bi-plane. For some, these are theatre but for me, the shock of that gun firing gives just a tiny taste of what it must have been like hearing artillery in big battles. At the Somme, the British artillery consisting of over 1,000 pieces, many larger than the 25 pounder we heard, fired 1.5 million shells over four days. As I say, a tiny taste, lest we forget.

Resignation from Cromwell Community Board

I note that Robin Dicey, in his second term as a member of the Cromwell Community Board resigned last month citing that he found it “claustrophobic and constraining to work under all these layers of bureaucracy." Work is now underway for the by-election to find a replacement for Mr Dicey, a process that will cost the community over $25,000 should the position be contested.

Other events

Amongst a busy schedule, I had two visits that I want to make mention of here. I had a magnificent morning touring Closeburn Station in the Maniototo with owner Tony Clark and Councillor Stu Duncan. I have always been a small-town boy, but a townie nonetheless, so any opportunity to get out on a farm and learn about innovative farming practices is greatly welcomed. Closeburn produces some of the finest merino fleece in the world and is also instituting sustainable growing methods that are very impressive to see.

I also visited the new Hector Egger factory in Cromwell and was very impressed by the ultra-modern methods being used to essentially pre-fabricate homes and other buildings within its 3,000m2 site. It really was something to see how timber goes in at one end and all the parts of a house come out the other with almost no off-cut waste. I see huge potential for this system and it is a boon for the district to have this factory in our area.

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

28/04/2021

Vincent Community Board Minutes

12 April 2021

Unconfirmed

MINUTES OF A mEETING OF THE Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra ON Monday, 12 April 2021 COMMENCING AT 2.01 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), G Bailey (Parks and Recreation Manager), P Penno (Community and Engagement Manager), G Robinson (Property and Facilities Manager), P Keenan (Capital Projects Programme Manager), F Somerville (Roading Administration Assistant), M De Cort (Communications Coordinator) and W McEnteer (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That apologies received from Ms Robinson for lateness and Cr Claridge for early departure be accepted.

Carried

2 Public Forum

Adrienne Lamb – Power supply at Pioneer Park

Ms Lamb addressed the board regarding the power supply at Pioneer Park and the lack of plugs that were available. She asked that there be an upgrade to the plugs, to repair covers and include plugs that are caravan power compatible for potential food truck use. She also commented on the general repair of the area where the Friday markets were held, issues of seating and shade and the lack of opportunity for more signage. Ms Lamb then responded to questions from the Board.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Stirling-Lindsay

That the public minutes of the Vincent Community Board meeting held on 2 March 2021 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

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

Note: Ms Robinson arrived at 2.16 pm.

5 Reports for Decisions

21.3.2 Proposal to Reclassify Parts of Reserves and to Grant Easements (PRO: 63-4019-00 and PRO: 63-4068-00)

To consider reclassifying, and granting easements over, Sections 4 Block XLIX, 34 Bock IV, and Part Sections 26, 27, 28, and 29 Block VII, Town of Clyde, being part of the Clyde Recreation Reserve, as Local Purpose (Pumping Station) Reserve, to facilitate the construction of the Clyde Wastewater Reticulation Network.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Browne

That the Vincent Community Board

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

B. Agrees to:

1. Reclassify part of Section 4 Block XLIX Town of Clyde (site 1) and part of Section 34 Bock IV Town of Clyde (site 2), being part of the Clyde Recreation Reserve, as Local Purpose (Pumping Station) Reserve.

2. Grant easements containing the right to convey water, wastewater, and power over Section 4 Block XLIX Town of Clyde and Section 34 Bock IV Town of Clyde (as required).

3. Grant an easement, (in gross) in favour of Central Otago District Council, containing the right to convey wastewater, over Sections 26, 27, 28, and 29 Block VII Town of Clyde.

Subject to:

· The Chief Executive approving the final pumping station design and survey boundaries.

· Public consultation of the proposal to reclassify sites 1 and 2 in accordance with the Reserves Act 1977.

· The consent of the Minister of Conservation.

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

Carried

21.3.3 Road Renaming Approval Report - Portion of Boundary Road

To consider a request to rename a portion of Boundary Road, Alexandra to Recreation Drive.

After discussion it was agreed that the name of the road be changed to Poole Road, in honour of Russell Poole, a former mayor of Alexandra.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the Vincent Community Board

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

B. Recommends to Council that a portion of Boundary Road be renamed Poole Road.

Carried

21.3.4 Clyde River Park Funding

For the Vincent Community Board to consider bringing forward funding for the Clyde River Park to match (and therefore receive) additional funding approved by the Tourism Infrastructure Fund.

Committee Resolution

Moved: Stirling-Lindsay

Seconded: Garbutt

That the Vincent Community Board:

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

B. Agrees to continue to support the proposed Clyde River Park development project.

C. Authorises $150,000 be allocated from the Earnscleugh Manuherekia Rural Land Subdivision Fund as Council contribution to the Clyde River Park development project.

Carried

6 Reports for Information

21.3.5 Findings from a Community Needs Survey of Alexandra's 55+ Year-Old Age Group

To present the results from a community survey run in the Alexandra/Vincent basin on issues such as accommodation needs, social connectedness and transport/mobility from the 55+ age group.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the report be received.

Carried

7 Mayor’s Report

21.3.6 Mayor's Report

His Worship the Mayor spoke on his recent activities after returning from sick leave. He spoke at the recent Alexandra business breakfast. He also attended a working bee with Haehaeata Nursery in Clyde.

Committee Resolution

Moved: McPherson

Seconded: Claridge

That the Vincent Community Board receives the report.

Carried

8 Chair's Report

21.3.7 Chair's Report

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

· Attended a workshop in Cromwell

· Attended a Hearings Panel meeting. Noted that it was a long session and that planning is very busy at this time

· Attended the session on Three Waters reform in Wanaka.

· Attended a Council meeting.

· Attended the Long-term Plan consultation session at Pioneer Park.

· Attended the VCB pre-agenda meeting.

Committee Resolution

Moved: McPherson

Seconded: Garbutt

That the report be received.

Carried

Note: Cr Claridge left the meeting at 3.07pm.

9 Members' Reports

21.3.8 Members' Reports

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

Dr Browne reported on the following:

· Attended a U3A seminar, focussing on agriculture.

· Attended a workshop in Cromwell.

· Attended a meeting of the Central Otago District Arts Trust.

· Attended an ADMI board meeting.

· Attended a business group breakfast meeting.

· Attended the opening of an art exhibition at Central Stories.

· Attended the opening of an exhibition in Clyde.

· Attended a Dunstan Friendship Club meeting. Mentioned that Rory McLellan gave a talk on ideas for lower Tarbert Street.

Councillor Cooney reported on the following:

· Attended pre-agenda meeting for Council via Teams.

· Met recently with the Chief Executive Officer.

· Mentioned that he was contacted by the Molyneux Turf group recently and that they are advocating for a full sized hockey turf at Molyneux Park.

Ms Stirling-Lindsay reported on the following:

· Mentioned the Combined Arts Trust was hosting “Have a Go” day at Community House. The day is scheduled for 2 May 2021.

· Reported that there are lines in the carpark opposite the Warehouse in Alexandra, but noted that arrows indicating the flow of traffic were still missing.

· Reported that youth councils in the district were currently running a “wear a helmet” campaign for bike riders.

· Attended the recent “Take a Kid Flying” programme at Alexandra Airport and noted the success of the event. Mentioned that there were about 60 members of the flight club at the airport.

· Attended the Blossom Festival AGM held recently.

Ms Robinson reported on the following:

· Attended a working bee as part of Earth Hour. For earth hour, had a planting session.

· Went to the recent Keep Alexandra/Clyde Beautiful AGM. It was noted that there was a lack of new and younger members taking on officer roles, not just within this organisation but that it was a problem for many groups.

· Mentioned the recent mountain bike festival, and it went well and it was very well received by the community.

Mr Garbutt reported on the following:

· Attended a U3A seminar, focussing on agriculture.

· Attended a workshop in Cromwell.

· Attended the district museum meeting, which included council staff and representatives from the sector.

· Attended the recent markets during Easter at Cambrians. Noted that it was a successful event.

· Attended a meeting of the Dunstan Golf Club.

· Attended a meeting of the Central Otago Heritage Trust.

Committee Resolution

Moved: McPherson

Seconded: Robinson

That the report be received.

Carried

10 Status Reports

21.3.9 April 2021 Governance Report

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

Committee Resolution

Moved: McPherson

Seconded: Robinson

That the report be received.

Carried

11 Date of The Next Meeting

The date of the next scheduled meeting is 19 May 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Browne

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.10 - Private Swim School Alexandra Pool	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.3.11 - April 2021 Confidential Governance Report	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 3.24 pm and the meeting closed at 3.55 pm.

...................................................

CHAIR / /

Cromwell Community Board Minutes

20 April 2021

Unconfirmed

MINUTES OF A mEETING OF THE Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
ON Tuesday, 20 April 2021 COMMENCING AT 2.01 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), G Robinson (Property and Facilities Manager), D Rushbrook (General Manager, Tourism Central Otago), A Mason (Media and Marketing Manager), L Stronach (Property Officer – Statutory), D Shaw (Property and Facilities Officer – Cromwell) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies at this meeting.

2 Public Forum

Carolyn Murray and John Morrison – Cromwell and Districts Promotions Group hardship grant application

Ms Murray and Mr Morrison spoke to the application for a hardship grant for the Cromwell and Districts Promotions Group. They acknowledged that they were recipients of promotional funding and were becoming more self-sufficient, however with recent changes in funding from council it would be difficult to make up the financial shortfall between now and the next funding round when their biggest event was approaching in July. Ms Murray mentioned that the group employs two part time staff and that they would not like to lose them due to lack of funds. Ms Murray and Mr Morrison then responded to questions from the Board.

Michael Laws – Proposal for a container to be located at the Cromwell Football Club

Mr Laws spoke to a request to locate a container next to the club rooms of the Cromwell Football Club. He gave an overview of the club and the need for further space to store their equipment and that the club thought that a container would be suitable. He also mentioned the general state of the clubrooms. In reply, staff mentioned that they are waiting for communication from the club regarding location and other information before a formal report to the Board could be considered. Mr Laws then responded to questions for the Board.

3 Confirmation of Minutes

Committee Resolution

Moved: McKinlay

Seconded: Laws

That the public minutes of the Cromwell Community Board Meeting held on 8 March 2021 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

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

5 Reports for Decisions

21.3.2 Request for Easement Over Anderson Park Recreation Reserve (PRO: 62-3090-00)

To consider an application for an easement over Section 8 Block XCII Town of Cromwell being part of Anderson Park Recreation Reserve.

Committee Resolution

Moved: Dicey

Seconded: Laws

That the Cromwell Community Board

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

B. Agrees to grant an easement (right to drain sewage) over Section 8 Block XCII Town of Cromwell being part of the Anderson Park Recreation Reserve, in favour of new Lot 2 Deposited Plan 553564, subject to:

· the Minister of Conservation’s consent.

· the Applicants paying all costs associated with preparing and registering the easement.

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

Carried

21.3.3 Request for a new Lease: Cromwell Youth Centre Trust

To request a new lease for Cromwell Youth Trust including additional area.

Committee Resolution

Moved: Laws

Seconded: Murray

That the Cromwell Community Board

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

B. Agrees to issue a new lease to the Cromwell Youth Centre Trust over Part Lot 47 Deposited Plan 18370 OT15A/567including a variation adding Part Lot 3 Deposited Plan 421855, being part of the land comprised in Computer Freehold Register 483838 as per plan below:

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

Carried

21.3.4 Request for new Lease: Cromwell Menz Shed

To consider granting permission to locate the Cromwell Menz Shed on a portion of the Cromwell Transfer Station and grant a lease to the Cromwell Menz Shed.

Committee Resolution

Moved: McKinlay

Seconded: Buchanan

That the Cromwell Community Board

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

B. Agrees to lease the proposed area to the Cromwell Menz Shed.

C. Recommends to Council to approve a lease for Cromwell Menz Shed over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP 526140.

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

Carried

Note: Mr Murray declared an interest in item 21.3.5. He left the room and did not take part in the discussion or vote.

21.3.5 Hardship Grant Application Cromwell and Districts Promotion Group

To consider an application from Cromwell and Districts Promotion Group for a ‘hardship’ grant to fund activities and operational expenses for the period of 1 July to 30 September 2021.

Committee Resolution

Moved: Gillespie

Seconded: McKinlay

That the Cromwell Community Board

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

B. Approves a promotion grant to Cromwell and Districts Promotion Group for the period of 1 July to 30 September 2021. The amount of the grant to be funded from the 2021-2022 Cromwell Promotions Grant budget and used for the Light Up Winter Event July 2021 only.

Requested $35,000

Approved $15,000

Carried

6 Reports for Information

21.3.6 Cromwell & Districts Promotion Group Promotion Grant Report Back 2019-20 year

To consider a report and financial statement from Cromwell and Districts Promotions Group for 2019 – 2020 financial year projects which received promotion grant funding from the Cromwell Community Board.

Committee Resolution

Moved: Buchanan

Seconded: Laws

That the report be received.

Carried

7 Mayor’s Report

21.3.7 Mayor's Report

His Worship the Mayor gave a verbal update. He mentioned that the focus at the moment was on the Long-term Plan and had attended a number of meetings and drop in sessions to encourage submissions. He also commented that he had recently opened the Kotuku Funeral building in Cromwell.

Committee Resolution

Moved: Murray

Seconded: Dicey

That the Cromwell Community Board receives the report.

Carried

8 Chair's Report

21.3.8 Chair's Report

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

· Attended Ministry of Education/New Zealand Principals Federation sector focus group workshop in Wellington.

· Gave an interview on Radio Central regarding the March community board meeting.

· Attended two meetings of the Youth Trust.

· Attended the opening of McNulty House.

· Attended a Central Otago Principals Association wellbeing workshop.

· Met with the Cromwell Equestrian Club and staff to discuss the reserve management plan.

· Attended a Zoom presentation on the Commerce Commission decision on Aurora.

· Met with staff regarding the launch of the ‘Cromwell Stories’ book. Reported that it is scheduled for release in May.

· Attended the Cromwell business breakfast.

· Hosted the Ministry of Education and Principals from around Central Otago for a workshop on the National Education and Learning Priorities and Māori achievement initiatives.

· Attended a radio session on Radio Central regarding the Long-term Plan.

· Appeared on ‘Good Sorts’ on One News for a story regarding the Goldfields School caretaker and his dogs.

Committee Resolution

Moved: Harrison

Seconded: Murray

That the report be received.

Carried

9 Members' Reports

21.3.9 Members' Reports

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

Councillor Gillespie reported on the following:

· Attended a meeting of the Hearings Panel on 9 March.

· Attended a Council meeting. Gave a brief description of the topics discussed.

· Gave several interviews on Radio Central as part of a weekly spot.

· Attended the Cromwell business breakfast meeting.

· Attended an Audit and risk workshop via Teams.

Mr Buchanan reported on the following:

· Mentioned a conversation regarding the grandstand at the rugby ground in Tarras. It was confirmed that is was not owned by the council, so any upgrades would be at the cost of the club.

· Mentioned roading in Bannockburn.

· Mentioned the Bannockburn Hall and that people can make a submission to the Long-term Plan.

Mr Murray reported on the following:

· Attended a meeting of the Lake Dunstan Charitable Trust.

· Attended a Long-term Plan session at the Cromwell farmers market.

· Attended a meeting of Connect Cromwell

· Attended a Long-term Plan session with the youth Council.

Councillor McKinlay reported on the following:

· Attended a Council meeting on 8 March. Gave a brief description of the topics discussed.

· Attended the Cromwell business breakfast

· Attended the opening of McNulty House

· Attended the Zone 5 and 6 meeting for mayors and CEOs on behalf of the Mayor. Mentioned that there was discussion on the upcoming Three Waters reforms.

Councillor Laws reported on the following:

· Attended the opening of McNulty House

· Attended a council meeting on 8 March.

· Attended two meetings for the Cromwell Historic Precinct.

· Attended the Three Waters meeting in Wānaka.

· Attended a meeting for Cromwell Community House and mentioned that they are looking for a new Chair for their organisation.

Mr Dicey reported on the following:

· Attended the opening of McNulty House

· Reported recently assisting with transport for disabled people to Wānaka.

· Attended a meeting at Lowburn Hall.

Note: Mr Dicey left the meeting at 3.14 pm after his member’s report.

Committee Resolution

Moved: Laws

Seconded: Murray

That the report be received.

Carried

Note: Mr Dicey returned to the meeting at 3.15 pm.

10 Status Reports

21.3.10 2021 Governance Report

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

Committee Resolution

Moved: Laws

Seconded: Murray

That the report be received.

Carried

11 Date of The Next Meeting

The date of the next scheduled meeting is 18 May 2021. It was noted that there would be a change in time and venue for the next meeting. It would be held at the Cromwell Presbyterian Church, 10 Elspeth Street, Cromwell and begin at 9.00 am.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Gillespie

Seconded: Murray

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

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

Carried

The public were excluded at 3.17 and the meeting closed at 3.46 pm.

...................................................

CHAIR / /

Maniototo Community Board Minutes

15 April 2021

Unconfirmed

MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
ON Thursday, 15 April 2021 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), L Stronach (Property Officer – Statutory) and W McEnteer (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Harris

Seconded: Umbers

That the apology received from Mr Helm be accepted.

Carried

2 Condolences

The Chair referred to the deaths of Val Weir, Barbara Mulholland, Bruce Robertson and Donna Lillebostad. Members stood and observed a minute’s silence as a mark of respect.

3 Public Forum

Roy Noble and Julie Howard – Transpower

Mr Noble and Ms Howard gave an update on the Waitaki / Upper Clutha lines project. The team was currently working in the Ida Valley and planned to be in Naseby in about three weeks. They reported that they were working with the Department of Conservation for signage and mitigation measures for anywhere the rail trail was impacted. They aimed to finish in the area at the beginning of June and planned to return in October. They also reported that work from Naseby to Dansey’s Pass would start in January 2022. Mr Noble and Ms Howard then responded to questions from the Board.

Jo Knight – Sport Central

Ms Knight introduced herself to the Board, noting she had started with Sport Central as the Sport and Active Recreation Advisor in November 2020. She mentioned that she was based in Cromwell. Ms Knight reported that her work was with sports clubs and schools, in particular getting groups to share facilities and working with council on projects. Ms Knight then responded to questions from the Board.

4 Confirmation of Minutes

Committee Resolution

Moved: Umbers

Seconded: Harris

That the public minutes of the Maniototo Community Board meeting held on 4 March 2021 be confirmed as a true and correct record.

Carried

5 Declaration of Interest

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

6 Reports for Decisions

21.3.2 Application for easement in favour of OtagoNet Limited

To consider granting an easement (in gross) over Section 157 Survey Office Plan 21129, Lot 1 Deposited Plan 307769, and Section 80 Block I Naseby Survey District (recreation reserve) to OtagoNet Limited.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the Maniototo Community Board

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

· All costs associated with surveying the existing infrastructure, and with preparing and registering the easement being met by OtagoNet Limited; and,

· The Minister of Conservation’s consent to the easement over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey District being recreation reserve.

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

Carried

7 Mayor’s Report

21.3.3 Mayor's Report

His Worship the Mayor gave a verbal update. He mentioned that the focus at the moment was on the on the Long-term Plan and consultation. He also gave an update on Three Waters reforms.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

21.3.4 Chair's Report

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

· Attended the Three Waters meeting in Wanaka. Gave an overview of what was discussed at the meeting.

· Spoke with Alistair Watt regarding roads that needed repairing in the Maniototo.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

9 Members' Reports

21.3.5 Members' Reports

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

Ms Umbers reported on the following:

· Mentioned that fibre installers had dug up the footpath in Ranfurly and had replaced it messily.

· Noted that there was an abandoned car in Ranfurly. Advised that staff would follow up.

· Reported on the news that the book shop is closing.

· Noted that the trees had been removed at the domain.

Mr Harris reported on the following:

· Reported that grass was growing up outside the old butchers and that it used to be mowed by the council.

· Reported that water pressure was a problem at the dump station. He also suggested a sign on the back of the recycling tins at the dump station so that people could see it from the camp.

· Mentioned the good work done on repairs to the Naseby/Dansey’s Pass Road.

Councillor Duncan reported on the following:

· Reported that there have been few issues with roads recently.

· Commented that tourism was going well at the moment in Central Otago.

· Discussed the proposed Three Waters reforms.

Committee Resolution

Moved: Harris

Seconded: Umbers

That the report be received.

Carried

10 Status Reports

21.3.6 April 2021 Governance Report

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

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 20 May 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Duncan

Seconded: Harris

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

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

Carried

The public were excluded at 3.09 pm and the meeting closed at 3.12 pm.

...................................................

CHAIR / /

Teviot Valley Community Board Minutes

22 April 2021

Unconfirmed

MINUTES OF A mEETING OF THE Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
ON Thursday, 22 April 2021 COMMENCING AT 2.01 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), J McCallum (Roading Manager), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), L Stronach (Property Officer – Statutory), M Gordon (Parks Officer – Projects) and W McEnteer (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Aitchison

Seconded: Dalley

That the apology received from Ms Feinerman be accepted.

Carried

2 Public Forum

Ann Hill – Teviot Valley Walkways Committee

Ms Hill discussed the current and future projects that the Teviot Valley Walkways Committee plan to undertake. She discussed, in particular, the track from Grovers Hill that goes to Frogs Peak and the walkway down. She mentioned that the group had most of the funds for the project, but needed some from their reserves which were held by the Teviot Valley Community Board. In response, Ms Hill was advised that staff would be requested to provide a formal report to the Board to discuss options.

3 Confirmation of Minutes

Committee Resolution

Moved: Jeffery

Seconded: Aitchison

That the public minutes of the Teviot Valley Community Board Meeting held on 11 March 2021 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

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

5 Reports for Decisions

21.3.2 Roxburgh Entertainment Centre - Stage Upgrade Project

To consider approving additional budget for the Roxburgh Entertainment Centre Stage Upgrade Project.

Committee Resolution

Moved: Gunn

Seconded: Aitchison

That the Teviot Valley Community Board

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

B. Approves the Roxburgh Entertainment Centre Stage Upgrade Project to proceed. Additional funding of $15,500 to be funded from the Roxburgh Entertainment Centre’s depreciated reserves account.

Carried

21.3.3 Application to Lease Part of the Roxburgh Recreation Reserve

To consider an application to lease part of Part Section 181 Block II Teviot Survey District, being part of the Roxburgh Recreation Reserve, for grazing purposes.

Committee Resolution

Moved: Jeffery

Seconded: Dalley

That the Teviot Valley Community Board

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

B. Agrees to grant a lease over 4500 square metres of Part Section 181 Block II Teviot Survey District (recreation reserve) to the Applicant on the following terms and conditions:

· Term Five (5) Years

· Right of Renewal One (1) of Five (5) Years

· Rent $1 (plus GST) per annum, if demanded

Subject to:

· The Applicant paying all costs associated with the public advertising in the Central Otago News

· The Applicant fencing the perimeter of the lease area and using the land in conjunction with his own.

· The lease complying with the provisions of Schedule 1 of the Reserves Act 1977.

· The Minister of Conservation’s consent.

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

Carried

21.3.4 Application for Easement Over Section 153 Block I Teviot Survey District

To consider an application for an easement over Section 153 Block I Teviot Survey District, being part Local Purpose (Public Utility) Reserve.

Committee Resolution

Moved: Gunn

Seconded: Aitchison

That the Teviot Valley Community Board

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

· the Minister of Conservation’s consent.

· the applicant obtaining and managing all associated permits and consents associated with the extraction and distribution of groundwater.

· the applicant paying all costs associated with surveying the easement boundaries and with the preparation and registration of the easement agreement.

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

Carried

21.3.5 Ettrick Cemetery Funding Request

To consider an application to allocate funding to the construction of a headstone beam at the Ettrick Cemetery.

Committee Resolution

Moved: Gunn

Seconded: Dalley

That the Teviot Valley Community Board

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

B. Suggests the Ettrick Cemetery Trustees to apply for funding through the Council contestable grants process.

Carried

6 Reports for Information

21.3.6 Roxburgh Streetscape Improvements

To provide information regarding the proposed Roxburgh Streetscape improvements project.

Committee Resolution

Moved: Jeffery

Seconded: Aitchison

That the report be received.

Carried

7 Mayor’s Report

21.3.7 Mayor's Report

His Worship the Mayor gave a verbal report. He mentioned that the focus at this time was on consultation for the Long-term Plan. He had attended the recent Business Breakfast meeting and the drop in session for the Long-term Plan. He also noted recent comments regarding the Lake Onslow project in the Otago Daily Times.

Committee Resolution

Moved: Gunn

Seconded: Jeffery

That the Teviot Valley Community Board receives the report.

Carried

8 Chair's Report

21.3.8 Chair's Report

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

· Attended a Roxburgh swimming pool redevelopment meeting.

· Was onsite with the Central Lakes Trust trustees as they visited the current pool and inspected the site for the new proposed pool.

· Attended the 20 year celebrations for the Central Lakes Trust held in Roxburgh.

· Attended a meeting of Teviot Prospects.

· Attended a meeting of the Medical Services Trust.

· Met with Amy Owens, Aurora Energy Community Relations Advisor regarding the power pole upgrades and its effect on the community.

· Wrote a letter to Waka Kotahi in support of the proposed upgrades to the pedestrian crossing outside Roxburgh Area School.

· Attended the recent Business Breakfast meeting.

Committee Resolution

Moved: Jeffery

Seconded: Dalley

That the report be received.

Carried

9 Members' Reports

21.3.9 Members' Reports

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

Ms Aitchison reported on the following:

· Reported that she had submitted a service request regarding issues with the curb side on the corner of Leitholm Place and Scotland Street, Roxburgh.

· Attended the 20 year celebrations for the Central Lakes Trust held in Roxburgh.

· Attended a meeting to discuss the stage upgrade and screen replacement at the Entertainment Centre.

· Reported that she had submitted a service request regarding drainage on Edinburgh Street, Roxburgh.

Mr Dalley reported on the following:

· Attended a meeting of the Teviot Valley Rest Home.

· Attended a meeting of the McPhail Trust.

· Attended the recent Business Breakfast meeting.

· Attended the AGM of the Roxburgh Entertainment Centre.

Councillor Jeffery reported on the following:

· Attended the weekly Zoom meetings with Horticulture New Zealand.

· Attended the Three Waters workshop in Wānaka.

· Attended an Executive Committee meeting.

· Attended a Council meeting.

· Attended a meeting for the Central Otago Labour Market Governance Group.

· Attended the 20 year celebrations for the Central Lakes Trust held in Roxburgh.

· Met with the Teviot Valley Youth Council to discuss the Long-term Plan.

· Attended a meeting of the Millers Flat Coffee Group to discuss the Long-term Plan.

· Attended a Hearings Panel meeting.

· Attended a meeting of the Roxburgh Medical Services Trust.

· Attended the recent Business Breakfast meeting.

· Attended an Audit and Risk Committee meeting.

· Attended the the Long-term Plan drop in session at 103 The Store.

· Attended the pre-agenda meeting for the upcoming Council meeting.

· Mentioned further comments to him regarding the entrance to the Millers Flat bridge.

· Discussed the possibility of the district council taking over the toilet block at Lake Roxburgh Village. They had been recently closed and were no longer being maintained. It was mentioned that this would be useful for cyclists using the various trails in the area. Staff would follow up on this.

· Queried whether the pensioner flats in Roxburgh would have their double glazing before winter as there had been no activity there recently.

Committee Resolution

Moved: Gunn

Seconded: Aitchison

That the report be received.

Carried

10 Status Reports

21.3.10 April 2021 Governance Report

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

Committee Resolution

Moved: Jeffery

Seconded: Aitchison

That the report be received.

Carried

11 Date of The Next Meeting

The date of the next scheduled meeting is 20 May 2021.

The Meeting closed at 3.58 pm.

...................................................

CHAIR / /

[1] Inspiring Communities is a national organisation focussed on “supporting and growing Community-Led Development practices and outcomes across Aotearoa New Zealand” (https://inspiringcommunities.org.nz/).

[3] Generally, variances of greater than $100k are reported on


AGENDA Ordinary Council Meeting Wednesday, 5 May 2021
Date:	Wednesday, 5 May 2021
Time:	10.30 am
Location:	Ngā Hau e Whā, William Fraser Building 1 Dunorling Street, Alexandra
(Unless Central Government changes COVID-19 meeting restrictions before then, in which case it will be held electronically using Microsoft Teams and livestreamed) Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Dylan Rushbrook	Sanchia Jacobs
General Manager Tourism Central Otago	Chief Executive Officer
22/04/2021	22/04/2021