Agenda of Council meeting - Thursday, 30 March 2023

Council Meeting Agenda

30 March 2023

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Wednesday, 8 March 2023 COMMENCING AT 10.30 am

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Fleck (General Manager - People and Culture), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L van der Voort (Group Manager - Planning and Infrastructure), S Finlay (Chief Financial Officer), R Williams (Community Development Advisor), A Crosbie (Senior Policy Advisor), L Stronach (Team Leader – Statutory Property), G Bailey (Parks and Recreation Manager), D McKewen (Accountant), M De Cort (Communications Coordinator), W McEnteer (Governance Manager) and S Reynolds (Customer Service Officer)

Note: Cr McPherson gave a karakia to start the meeting.

1 Apologies

There were no apologies.

2 Public Forum

Ken Churchill – Wilding Pines

Mr Churchill spoke of the relationship between council and community boards. He advocated for a staged approach to the removal of wilding pines and gave the Lower Manorburn Reserve as an example of this. He then responded to questions.

3 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Cooney

That the public minutes of the Ordinary Council Meeting held on 25 January 2023 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

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

5 Reports

Note: Susan Freeman-Greene joined the meeting for item 23.2.2.

23.2.2 Presentation from Local Government New Zealand

Ms Freeman-Greene, CEO for Local Government New Zealand gave a presentation to Council on CouncilMARK and the work Local Government New Zealand does on behalf of its members. She then responded to questions from councillors.

Note: Cr Alley assumed the Chair as the Community Vision and Experience portfolio lead.

Note: Ian Griffin from Otago Museum joined the meeting for Item 23.2.3.

23.2.3 Otago Museum's Draft Annual Plan 2023-2024

To present the 2023/2024 Draft Annual Plan from the Otago Museum Trust Board for review and feedback, and to consider their request for a seven percent increase on the annual levy charged to Central Otago District Council.

Dr Griffin gave a presentation to Council describing the work of Tūhura Otago Museum and included commentary about visitor numbers from Central Otago and recent tightened budgets.

Resolution

Moved: Cadogan

Seconded: Duncan

That the Council

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

B. Considers the request to fund a proposed levy increase of seven percent in 2023/24 for the Otago Museum (an additional $2,249, which will increase the payment from $32,132 to $34,381).

C. Notes that the existing budget allows for two percent increase of $642.

D. Agrees to fund the additional five percent increase in the levy of $1,607 from general reserves.

Carried

Note: Cr Duncan left the meeting at 11.30 am.

23.2.4 Update on the District Funding Model for Museum Investment

To provide an update on the development of a District Funding Model for museum investment.

Resolution

Moved: Claridge

Seconded: McKinlay

That the report be received.

Carried

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

Note: His Worship the Mayor left the meeting at 11.44 am and returned at 11.46 am.

23.2.5 Request for an Easement over Section 111 Block III Cromwell Survey District (PRO: 3009-E1)

To consider granting an easement in gross, in favour of Aurora Energy Limited, over Section 111 Block III Cromwell Survey District, to facilitate the construction of a new water treatment plant at the Cromwell Water Reservoir.

Resolution

Moved: McPherson

Seconded: Paterson

That the Council

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

B. Agrees to grant an easement (in gross) to Aurora Energy Limited, for the purpose of conveying electricity over Section 111 Block III Cromwell Survey District, for $1, subject to:

- Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the transformer and cable as shown in figure 2.

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

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

Carried

23.2.6 Request for an Easement over Section 1 SO 396407 (PRO: 3030-E1)

To consider granting an easement in gross, in favour of Aurora Energy Limited, over Lot 1 Deposited Plan 25036, to facilitate an upgrade of the Bannockburn Water Reservoir.

Resolution

Moved: Paterson

Seconded: McKinlay

That the Council

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

B. Agrees to grant an easement (in gross) over the area hatched pink in figure 3, to Aurora Energy Limited, for the purpose of conveying electricity over Section 1 SO 396407, for $1, subject to:

- Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the cable in the area hatched pink in figure 3.

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

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

Carried

Note: His Worship the Mayor resumed the Chair.

Note: With the permission of the meeting the Mayor’s Report was moved forward.

Note: Cr McPherson left the meeting at 11.48 am and returned at 11.50 am.

6 Mayor’s Report

23.2.12 Mayor's Report

His Worship the Mayor gave an update on his activities and issues of interest since the last meeting.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

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

23.2.7 Offer to purchase private wastewater infrastructure.

To consider an offer to purchase and or take over the private wastewater infrastructure that services the development known as the Clyde Claim, from Clyde Claim Services Limited.

Resolution

Moved: Alley

Seconded: Feinerman

That the Council

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

B. Agrees to take over the ownership of the sewerage reticulation system (drain in common), as identified in pink and yellow in figure 3, (excluding the treatment plan on Lot 1), along with the associated easements which currently belong to Clyde Services Limited, subject to:

- The sewerage reticulation system (drain in common) and all associated easements transferring to Council ownership at no cost.

- Clyde Claim Services Limited agreeing to Council connecting additional properties to the system as and when required at Council’s own discretion.

- Clyde Claim Services Limited agreeing to connect to the lateral identified in figure 6.

- Each party paying its own costs as the relate to that transfer.

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

Carried

Note: His Worship the Mayor resumed the Chair.

Note: Cr Duncan returned to the meeting at 12.17 pm.

23.2.8 Wilding Conifer Control Policy

To consider whether a staged approach to the removal of wilding conifers from Council owned or managed land is consistent with Council’s Wilding Conifer Control Policy.

Resolution

Moved: Cadogan

Seconded: Paterson

That the Council

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

Carried

After discussion it was agreed to recognise that not all sites could be cleared of wilding conifers at once and that the policy should apply to individual sites at their time of clearing.

The vote was split 6/6 on a show of hands and, in accordance with Standing Order 19.3, a casting vote was made by the Chair.

Resolution

Moved: Cadogan

Seconded: Paterson

B. Resolves that the staged removal of wilding conifers within individual identified sites is not permitted on Council owned or managed land.

C. Agrees to amend the Council Wilding Conifer Control Policy as required to reflect the Council’s decision.

Carried with the Chair making the casting vote

Note: The meeting adjourned at 12.55 pm and returned at 1.35 pm.

Note: Cr Gillespie returned to the meeting at 1.40 pm.

23.2.9 Draft 2023-24 Annual Plan Budget

To approve the draft Council specific budgets for inclusion in the Council’s draft Annual Plan 2023-24 process.

Resolution

Moved: Duncan

Seconded: Paterson

That the Council

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

B. Agrees in principle, subject to further work, (around the phasing of rate funding the increase in Council waste management asset depreciation) that the Council specific budgets be included in the 2023-24 Annual Plan.

C. Notes Appendix 1,2 & 3.

D. Notes the community boards recommendations of budgets and fees and charges will be presented with the full draft 2023-24 annual plan and consultation document for approval by Council on 30 March 2023.

Carried

23.2.10 Financial Report for the Period Ending 31 December 2022

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

Resolution

Moved: Alley

Seconded: Duncan

That the report be received.

Carried

23.2.11 Adoption of the Local Governance Statement

To consider adoption of the Local Governance Statement for the 2022-25 triennium.

Resolution

Moved: Gillespie

Seconded: Laws

That the Council

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

B. Adopts the Local Governance Statement for the 2022-25 triennium.

Carried

Note: Cr McPherson left the meeting at 1.54 pm and returned at 1.56 pm.

7 Status Reports

23.2.13 March 2023 Governance Report

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

Resolution

Moved: Alley

Seconded: Cadogan

That Council

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

B. Ratifies the Future for Local Government submission in Appendix 2 of the report.

Carried

8 Community Board Minutes

23.2.14 Minutes of the Vincent Community Board Meeting held on 31 January 2023

Resolution

Moved: Alley

Seconded: Feinerman

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 31 January 2023 be noted.

Carried

23.2.15 Minutes of the Teviot Valley Community Board Meeting held on 2 February 2023

Resolution

Moved: Alley

Seconded: Feinerman

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 2 February 2023 be noted.

Carried

23.2.16 Minutes of the Cromwell Community Board Meeting held on 9 February 2023

Resolution

Moved: Alley

Seconded: Feinerman

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 9 February 2023 be noted.

Carried

9 Date of Next Meeting

The date of the next scheduled meeting is 30 March 2023.

10 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Browne

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.2.17 - Strategic Risk Register 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
23.2.18 - Offer to purchase 5 Holloway Street	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
23.2.19 - March 2023 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
23.2.20 - Confidential Minutes of the Vincent Community Board Meeting held on 31 January 2023	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
23.2.21 - Confidential Minutes of the Teviot Valley Community Board Meeting held on 2 February 2023	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
23.2.22 - Confidential Minutes of the Cromwell Community Board Meeting held on 9 February 2023	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 1.57 and the meeting closed at 2.21 pm.

30 March 2023

Logo, company name

Description automatically generated

5 Reports

23.3.2 Proposed rating and fees update to waste services

Doc ID: 622816

1. Purpose of Report

To consider updating the differentials for rating charges for waste services.

Recommendations

That the Council

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

B. Agrees to adopt the updated differentials for the calculation of waste charges for the 2023/24 Annual Plan period.

C. Agrees to the proportional approach increase for the cost of upsizing to a larger 240L rubbish bin.

2. Background

Waste Management and Waste Collection Charges

Council’s rating policy outlines where waste collection service are available the charge is set on the basis of the number of containers of waste that the Council collects as part of its standard waste collection service. The standard service consists of one red household rubbish bin, one yellow mixed recycling bin and one blue glass recycling bin.

Under Council’s current service red household rubbish is collected fortnightly, the yellow recycling bin collected fortnightly and glass 8-weekly.

Where a household rubbish bin, mixed recycling bin or glass recycling bin is provided in addition to the standard service council charge additional rates per additional bin. Standard waste collection service is compulsory for all residential rating units (with improvements) that are situated within a collection area.

Waste Management and Collection Rates and Charges (2022/23)
Waste collection with collection 3 bins (availability of service)	Per rating unit	$475.60
Waste collection additional household rubbish bin (red)	Per additional bin	$282.80
Waste collection additional mixed recycling bin (yellow)	Per additional bin	$59.41
Waste collection additional glass recycling bin (blue)	Per additional bin	$59.41

The Council sets a waste management charge which contributes to district wide waste collection activities such as public litter bins, a proportion of transfer station operations, recycling drop-off containers and the management of closed landfills. All land and properties in the district are liable for this charge which is a uniform amount per rating unit.

Waste Management and Collection Rates and Charges (2022/23)
Waste management charge (no collection from rating unit)	Per rating unit	$73.98

Council’s rates modelling software proportions kerbside and waste management charges over the number of rateable properties with or without collection using a series of differentials.

3. Discussion

From 1 July 2023, EnviroWaste will take up responsibility for the district’s waste management services and the following kerbside waste collection changes will take place:

· The existing 240L (red lid) rubbish bin will be repurposed as the organics bin with a green lid and be collected weekly. This will be achieved by swapping the lids on the bins in service.

· The red lid rubbish bin will still be collected fortnightly, but residents will be moved to a smaller 140L rubbish bin.

· The 240L glass (blue) bin will be retained but collected every four weeks.

· The 240L mixed recycling (yellow) bin will continue to be collected fortnightly. Bin clips will be installed on all mixed recycling bins.

The new contract is a significant step forward for Central Otago’s commitment towards sustainable waste management and will see approximately 1,400 tonnes of waste that was otherwise destined for landfill, converted into compost.

It is proposed to update the differentials in the rates modelling software to reproportion costs to reflect key changes in the waste management activity such as:

· Recycling processing costs increasing and the end market values decreasing.

· Increased costs associated with closed landfill monitoring and maintenance.

· Introduction of organics bins for food waste and greenwaste.

· Less material to landfill through the introduction of organics service.

· Fixed operational costs of operating transfer stations with less material going through.

· Introduction of local processing solution for glass recycling.

The table below shows the rating charge per property using the existing differentials and the proposed updated differentials.

Collection Rates / Fees	2022/23 Rates	Existing Differentials (2023/24)	Updated Differentials (2023/24)*
Waste management charge	$73.98	$80.60	$115
Red bin (rubbish)	$282.80 (240L)	$215.49 (140L)	$175 (140L)
Yellow bin (recycling)	$59.41 (240L)	$64.60 (240L)	$85 (240L)
Blue bin (glass)	$59.41 (240L)	$64.60 (240L)	$40 (240L)
Green bin (organics)	n/a	$91.49 (240L)	$100 (240L)
Total (inc GST) per annum	$475.60	$516.76	$515

* Updated differentials rounded to approximate values. Remodelling will determine values to 2 decimal points.

Under the ‘existing differentials’ the red rubbish bin subsidises all properties through covering a larger portion of the waste management charge. The recycling and glass charges are equal meaning the glass bin is subsiding the cost of providing the recycling bin.

The 2023/24 charge for the 140L rubbish bin is $108 less than the current rate 2022/23 rubbish bin rate. The annual rate of $100 for the 240L organics bin is supported through a reduction in waste to landfill.

Upsizing to a larger red bin

With the introduction of a smaller 140L red rubbish bin properties will have an option to upsize to a 240L bin.

The cost of upsizing is based on the updated differential pricing for the 140L rubbish bin.

Two options are being considered for upsizing to a 240L rubbish bin are:

1. Proportional increase:

2. Double the charge:

Collection Rates / Fees	Standard Waste	High Waste (Proportional)	High Waste (Double)
Waste management charge	$115	$115	$115
Red bin (rubbish)	$175 (140L)	$300 (240L)	$350 (240L)
Yellow bin (recycling)	$85 (240L)	$85 (240L)	$85 (240L)
Blue bin (glass)	$40 (240L)	$40 (240L)	$40 (240L)
Green bin (organics)	$100 (240L)	$100 (240L)	$100 (240L)
Total (inc GST) per annum	$515	$640	$690

The option of the ‘proportional increase’ reflects the cost of an additional 100L of bin space being provided based on the existing 140L charge. The $125 increase will cover the costs of the additional material being sent to landfill and support waste minimisation initiatives.

The option ‘double the charge’ is designed to deter upsizing to 240L by putting a higher polluter pays charge on red bin. This additional revenue will support waste education and diversion initiatives throughout the district.

4. Financial Considerations

The proposed differentials will assign charges consistent with where the costs are. This ensures one activity is not subsidising another and gives transparency on the costs of each service. The updated differentials reflect changes in the waste activity over the last few years whilst there being no overall change to properties with standard kerbside service.

Properties not eligible or not on Council’s kerbside service will have an estimated $35 increase per property. This reflects the true cost of district wide services. The rate covers the cost of providing recycling drop-offs throughout the district, waste education, litter bins, closed landfill monitoring, a small proportion of the transfer station operational costs and the management of the waste activity.

Additional revenue will be obtained through the provision of an upsized bin. This will be used to support waste reduction initiatives throughout the district.

5. Options

Rating Differentials

Option 1 – (Recommended)

Amend rates split to new differentials to assign costs where they occur.

Advantages:

· Charges reflect the actual operation, processing, cartage and disposal of each waste stream.

· There is no cross subsidy across the different rates.

Disadvantages:

· Large increase in waste management charge for properties not on Council kerbside service.

Option 2

Retain existing rates split.

Advantages:

· Rates are more consistent with previous years charges.

Disadvantages:

· Individual bin rates and waste management charge does not reflect the true cost of providing the service.

· Properties on Council kerbside service are subsiding district wide services.

Upsizing Charges

Option 1 – (Recommended)

Proportional increase to upsize rubbish bin from 140L to 240L ($300 per annum)

Advantages:

· The rate covers the additional cartage and disposal of material to landfill.

· Provides additional revenue to support waste diversion and minimisation activities.

Disadvantages:

· Having a lower cost to upsize may not drive behaviour change.

Option 2

Double the charge to upsize rubbish bin from 140L to 240L ($350 per annum)

Advantages:

· Discourages upsizing by having a larger cost.

· Encourages waste minimisation.

· Administration of a double charge is easier.

· Creates additional revenue for waste diversion and minimisation activities.

Disadvantages:

· The cost to upsize may be prohibitive for some households.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the environmental wellbeing of communities, in the present and for the future by supporting reduction of material to landfill.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the decision is consistent with Council’s waste management and minimisation plan and sustainability strategy.
Considerations as to sustainability, the environment and climate change impacts	Yes, a reduction in material to landfill supports sustainable and environmental outcomes.
Risks Analysis	There are no substantial risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any significance thresholds. Council finance staff have been consulted in the preparation of this report.

7. Next Steps

Update the model to the proposed differentials.

Update fees and charges to reflect 240L rubbish bin upsizing cost.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Quinton Penniall	Saskia Righarts
Infrastructure Manager	Group Manager – Business Support
23/03/2023	24/03/2023

30 March 2023

Logo, company name

Description automatically generated

23.3.3 Supporting Documentation and Consultation Document for Annual Plan 2023-24

Doc ID: 614401

1. Purpose of Report

To adopt the supporting documentation and Consultation Document for the Annual Plan 2023-24.

Recommendations

That the Council

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

B. Adopts the supporting document to the Consultation Document for the Annual Plan 2023-24.

C. Adopts the Consultation Document for the Annual Plan 2023-24 for public consultation

2. Background

Each year following the adoption of the Long-term Plan Council is required by the Local Government Act 2002 to prepare and adopt an Annual Plan.

Council is required to prepare and adopt supporting documentation and a consultation document if the proposed Annual Plan is likely to contain significant or material differences from the respective year of the Long-term Plan, or if they are planning to consult.

The supporting document will form the basis of the final Annual Plan document which is adopted and published after consultation and deliberations have taken place.

Both the Consultation document and the supporting document will be circulated early next week.

3. Discussion

The process for the Annual Plan 2023-24 has been in progress since October 2022. The focus has been on following through with commitments made in year three of the 2021-31 Long-term Plan and identifying changes as a result of rising costs.

The consultation document will provide an explanation of the one consultation proposal, that being, considering support for the roof over the Central Ice Rink.

Staff have prepared budgets which have been considered by the Community Boards and Council. These are now included within the annual plan for adoption. Changes have been made to the fees and charges as part of that process (in particular community boards have recommended not to increase pool charges for the 2023/24 financial year).

4. Financial Considerations

The average rates increase across the district is 10.4%, after adjusting for the projected growth factor of 1.9%.

The fees and charges will be updated accordingly for the additional waste bin (refer to separate paper contained within this agenda).

5. Options

Option 1 – (Recommended)

Adopts the supporting documentation to the consultation document, including the fees and charges and the consultation document for the 2023-24 Annual Plan.

Advantages:

· Meets Statutory requirements.

· Allows Council to adopt the annual plan in June 2023 and set the rates for the 2023-24 year.

Disadvantages:

· Council does not meet the statutory requirements and does not consult with the community.

· Council cannot set its rates for the 2023-24 year.

Option 2

Does not adopt the supporting documentation to the consultation document, including the fees and charges and the consultation document for the 2023-24 Annual Plan.

Advantages:

· There are no identified advantages.

Disadvantages:

· Council is at risk of not setting its rates and therefore generate the revenue required to meet the planned programme.

· The community may feel dissatisfied with the performance of the Council as expectations have been set that consultation will occur during April and early May.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by ensuring there is a transparent approach to setting the rates for the 2023/24 financial year.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This decision is consistent with the requirements of the Local Government Act 2002.
Considerations as to sustainability, the environment and climate change impacts	Considerations as to sustainability and climate change impacts are contained within the projects which will be funded by the 2023/24 rates.
Risks Analysis	There are no risks in approving the supporting documentation and the consultation document for public consultation.
Significance, Consultation and Engagement (internal and external)	This paper triggers the special consultative procedure (consultation for one month) under the Local Government Act 2002.

7. Next Steps

Once the draft annual plan and consultation document are adopted the necessary steps will be taken to open the public consultation period, which will include placing the consultation document and supporting information on council’s website. A range of communication channels (eg facebook and stakeholder group discussions) will be utilised to promote the consultation material.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Susan Finlay	Saskia Righarts
Chief Financial Officer	Group Manager - Business Support
24/03/2023	24/03/2023

30 March 2023

Logo, company name

Description automatically generated

23.3.4 Three waters better off funding - funding shortfall

Doc ID: 623457

1. Purpose of Report

To consider the funding shortfall from the projects agreed to be funded from the Three Waters Better Off Funding.

Recommendations

That the Council

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

B. Notes that there is a funding shortfall of $204k from the projects agreed by Council to be funded from the Three Waters Better Off Funding.

C. Agrees to apply the funding shortfall to the Pool Sand Filters project.

D. Notes that staff will work to try and recoup some of this shortfall from contingencies contained within the other projects.

E. Agrees that if there remains a funding shortfall, then budget already provided for the Pool Sand Filters project within the 2021-31 Long-term Plan be used.

2. Background

As part of the Three Waters Reform the Government are providing a Better Off Funding package to each council. Central Otago District Council is due to receive $12.84M from this package. This funding will be allocated in two tranches.

· Tranche 1: $3.21M

· Tranche 2: $9.63M (dependent on the trajectory of the reform and the national elections in October 2023).

Council at their meeting on 24 August 2022 considered a report to determine the projects that will be included in the Better Off Funding (Tranche 1) application. Councillors resolved to apply for the following:

Tranche 1 Projects	$
Iwi/Maori engagement for tranche 2	$50,000
Community wellbeing framework (district vision)	$90,000
Records digitization	$251,500
Cromwell sand filter and pool liner	$220,000
Alexandra pool liners	$400,000
Roxburgh Pool fencing	$108,000
Alexandra Community Centre – Earthquake strengthening and stage upgrade	$584,500
Clyde Hall improvements	$182,500
Alexandra Library project	$611,500
RFID at libraries	$361,000
Council buildings seismic assessments	$320,000
Cromwell Bike Park Toilets	$235,000

Due to an error in the spreadsheet used at the Council meeting on the 24 August 2022, the budget for the approved projects actually totalled $3.414M, exceeding the maximum amount Council can claim in Tranche 1 by $204k.

3. Discussion

While an agreement has been entered into with the Department of Internal Affairs to secure the $3.21M, councillors need to decide which project the $204k shortfall will be applied to.

Staff advice is to apply the funding shortfall to the Pool Sand Filters project, as this will have the least impact as this project has funding allocated in the 2021-31 Long-term Plan for this coming financial year 2023/24. Due to the varying complexities and impacts of removing funding from the other projects listed key staff will be available in the meeting to answer questions.

While Council will need to decide what project (or projects) this shortfall will come from,

the project team will work together to save funds where possible to recoup some of the $204k shortfall.

4. Financial Considerations

Council has a funding shortfall of $204k and councillors are requested to decide what project (or projects) this funding will come from.

5. Options

Option 1 – (Recommended)

Notes that there is a funding shortfall of $204k from the projects agreed by Council to be funded from the Three Waters Better Off Funding and agrees that the funding shortfall be applied to the Pool Sand Filters project.

Advantages:

· Meets our financial agreement of funding for $3.21M from the Department of Internal Affairs.

· Applying the shortfall to the Pool Sand Filters project will be the least disruptive as there is funding already approved for this project in the coming 2023/24 financial year.

Disadvantages:

· The pool sand filter project will be delayed until the second half of this year.

Option 2

Notes that there is a funding shortfall of $204k from the projects agreed by Council to be funded from the Three Waters Better Off Funding and agrees to remove funding off a project(s) from the priority list.

Advantages:

· Meets our financial agreement of funding for $3.21M from the Department of Internal Affairs.

Disadvantages:

· May require re-working of a project (or projects) resulting in a scope change.

· May delay delivery of a project(s).

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by ensuring transparency in funding decisions made by Council.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	These are all considered individually within the projects agreed to be funded from the Three Waters Better Off Funding.
Risks Analysis	There are risks in the delivery and/or scope of project(s) identified due to the $204,000 shortfall.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger consultation under the Significance and Engagement Policy.

7. Next Steps

The project manager of the project(s) will be informed and project plans will be updated accordingly.

8. Attachments

Nil

Report author:

Saskia Righarts
Group Manager - Business Support
23/03/2023

30 March 2023

Logo, company name

Description automatically generated

23.3.5 Moving Council Meetings to a Monthly Meeting Cycle

Doc ID: 621688

1. Purpose of Report

To consider whether to move to a monthly meeting cycle for Council meetings.

Recommendations

That the Council

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

B. Decides on whether to move Council meetings to a more frequent meeting cycle.

C. If there is a move to a more frequent meeting cycle, agrees that this will start in July 2023 after the Annual Plan process is completed.

2. Background

Councillors have requested what moving to a four-week or monthly meeting cycle might look like for Council meetings.

3. Discussion

What happens now?

The six weekly meeting cycle allows for approximately 10 meetings per year.

A four weekly meeting cycle vs monthly meeting cycle

There are two options to explore moving to a more frequent meeting cycle. The first option is for a four weekly meeting cycle. This option would allow for approximately 13 meetings per year, which would fall four weeks after the last one. The second option is to have a dedicated day per month that is the Council meeting day (for instance the last Wednesday of each month). This option would allow for approximately 12 meetings per year. An example of a monthly timetable can be found in appendix 1 and an example of a four weekly timetable can be found in appendix 2.

Community Board meeting schedule

When the timetable for the year was created it allowed for a six-week meeting cycle with community board rounds feeding into a council round. Inevitably there will be some changes in the timing between Council meetings and community board meetings for the remainder of 2023 if councillors resolve to change to a more frequent schedule. While it will not require councillors to be in two places at once, they may have a community board and Council meeting in the same week. While this could be avoided by changing community board meetings, it would be preferable to keep those as scheduled and look at those timings for the 2024 calendar.

The Annual Plan process

The Annual Plan process is underway, with meetings placed to allow for that to happen. Moving to a four weekly meeting cycle might hinder mandatory dates for the Annual Plan (as Council is due to adopt on the last Wednesday of June – being June 30^th). It would not be advisable for any changes to Annual Plan dates at this late stage in the process. Moving to a monthly meeting cycle would not, as May and June meetings of Council are already placed a month apart from each other on the calendar.

4. Financial Considerations

There are no financial considerations to be made as a result of this decision.

5. Options

Option 1

Move to a monthly meeting cycle.

Advantages:

· Meetings are always scheduled on the last Wednesday so it is easy to keep track of meeting dates.

Disadvantages:

· Sometimes it may spill over to five weeks.

· There is no guarantee that meetings will finish significantly earlier than they have been now.

Option 2

Move to a four weekly meeting cycle.

Advantages:

· There is an extra meeting per year when compared to a monthly meeting cycle.

· There is no guarantee that meetings will finish significantly earlier than they have been now.

Disadvantages:

· There will be times during the year when a meeting will occur twice in one month.

Option 3

Maintain the status quo.

Advantages:

· Nothing needs to be done.

Disadvantages:

· Will not address late finishes on Council meeting day.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by increasing the time that elected members meet to discuss the issues of the district.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes it is consistent as Council has the power to change its meeting frequency.
Considerations as to sustainability, the environment and climate change impacts	There are no specific considerations to be made for this decision.
Risks Analysis	There are no risks associated with any decision made regarding this issue.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger the Significance and Engagement Policy.

7. Next Steps

All the relevant changes will be made depending on the decision.

8. Attachments

Appendix 1 - 2023 Meeting Schedule Calendar - 4 week mock up - last Wednesday of month ⇩

Appendix 2 - 2023 Meeting Schedule Calendar - 4 week mock up - 4 actual weeks ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
13/03/2023	24/03/2023


AGENDA Ordinary Council Meeting Thursday, 30 March 2023
Date:	Thursday, 30 March 2023
Time:	10.00 am
Location:	Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra (A link to the live stream will be available on the Central Otago District Council's website.)
Sanchia Jacobs Chief Executive Officer