Council Meeting Agenda

19 April 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 Thursday, 30 March 2023 COMMENCING AT 10.01 am

PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr T Alley (via Microsoft Teams), Cr S Browne, Cr I Cooney, Cr S Duncan, Cr S Feinerman, Cr N McKinlay, Cr M McPherson, Cr T Paterson (via Microsoft Teams)

IN ATTENDANCE: S Jacobs (Chief Executive Officer), 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), Q Penniall (Infrastructure Manager), C Martin (Project Manager – Organisational), M De Cort (Communications Coordinator), W McEnteer (Governance Manager)

Note: His Worship the Mayor gave a karakia to start the meeting.

1 Apologies

Apology

Resolution

Moved: Feinerman

Seconded: Duncan

That the apologies received from Crs Claridge and Laws be accepted.

Carried

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Resolution

Moved: Browne

Seconded: McPherson

That the public minutes of the Ordinary Council Meeting held on 8 March 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. Cr Feinerman declared an interest in item 23.3.4.

5 Reports

23.3.2 Proposed rating and fees update to waste services

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

Resolution

Moved: McKinlay

Seconded: McPherson

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.

Carried

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

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

After discussion it was agreed to include the property rates calculator link in the consultation document below the rates examples and to check that rating impacts for IceInLine were correct before the document is published to the website.

Resolution

Moved: Cadogan

Seconded: Gillespie

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.

Carried

Note: Cr Feinerman declared an interest in item 23.3.4. She did not take part in discussion or vote on the item.

23.3.4 Three waters better off funding - funding shortfall

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

Resolution

Moved: Duncan

Seconded: McPherson

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.

Carried

Attachments

1 Better Off Funding Projects

Note: Cr McPherson left the meeting at 10.53 am and returned at 10.54 am.

23.3.5 Moving Council Meetings to a Monthly Meeting Cycle

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

After discussion it was agreed to adopt a monthly meeting cycle, and for it to come into effect following the Annual Plan process.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Agrees to a monthly meeting cycle for Council meetings on the last Wednesday of the month.

C. Agrees that this will start in July 2023 after the Annual Plan process is completed.

Carried

6 Date of Next Meeting

The date of the next scheduled meeting is 19 April 2023.

7 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Gillespie

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

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

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
23.3.6 - Acting Chief Executive Officer	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 11.01 am and readmitted at 11.05 am.

Note: His Worship the Mayor thanked the outgoing Chief Executive Officer, Sanchia Jacobs. He spoke of the strength of her leadership and resilience in guiding the council through unprecedented times. His Worship wished her well for the future. Ms Jacobs responded in thanks to Council members and staff.

The meeting closed at 11.13 am.

19 April 2023

5 Reports

23.4.2 Application to Stop Part of Branxholm Street

Doc ID: 624462

1. Purpose of Report

To consider an application to stop an unformed section of Branxholm Street, to legalise an historic encroachment, in accordance with the provisions of the Public Works Act 1981.

Recommendations

That the Council

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

B. Agrees to stop an unformed portion of Branxholm Street, being the 268 square metres of legal road identified as Section 1 in figure 1, subject to:

- The applicants paying all costs associated with the stopping.

- The land identified as Section 1 in figure 1, being transferred to the applicants for $1.

- The applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

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

2. Background

Report for Recommendation (to Council)

At their meeting of 23 March 2023, the Teviot Valley Community Board (the Board) considered a report on a proposal to stop 268 square metres of legal road, being part of Branxholm Street.

A copy of the report, which was for recommendation (to Council), is attached as Appendix 1.

On consideration, the Board resolved (RES 23.2.2) to recommend to the Council as follows:

B. To recommend to Council to approve the proposal to stop the unformed portion of Branxholm Street identified as Section 1 in figure 5, being approximately 268 square metres, subject to:

- The Applicants paying all other costs associated with the stopping.

- The land identified as Section 1 in figure 5, being transferred to the Applicants for $1.

- The Applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

A plan of the proposed stopping, which identifies the road to be stopped as Section 1, is shown below in figure 1.

Figure 1 – Plan of the proposed stopping.

3. Discussion

Board Recommendation

The recommendation made to the Council by the Board (Resolution 23.2.2) is not consistent with Council’s Roading Policy as it relates to private road stoppings.

Council’s Roading Policy

Council’s Roading Policy as it relates to road stopping costs and fees is as follows:

Where a road stopping is initiated by the Council, the costs and expenses associated with the road stopping (including Council staff time) are to be funded from the Business Unit initiating the road stopping.

Where any other person applies to stop a road, then that person shall be responsible for meeting all costs and expenses associated with the road stopping process as determined by the Council (including Council staff time).

The Council may, in its discretion, determine that there is an element of public benefit to the proposed road stopping, and may agree that the costs associated with the road stopping should be shared between the applicant and the Council in such proportions as the Council shall determine. This will normally only be considered in the situation where a section of formed road is located on private property, and a road stopping process is being undertaken in tandem with legalising the existing road alignment.

The Council shall not commence any road stopping procedure unless it obtains a written agreement in advance from the applicant to pay all costs and expenses incurred.

Council’s Roading Policy as it relates to the sale of stopped road is as follows:

In addition to the administrative and staff costs associated with a road stopping the applicant shall pay to the Council the current market value of the stopped road as determined by a registered valuer appointed by the Council. For the purposes of this paragraph “current market value” means the value attributable to the highest and best use of the land including consideration of the value that the stopped road adds to the adjoining land with which it is to be amalgamated with.

4. Options

Option 1

To agree to stop an unformed portion of Branxholm Street, being the 268 square metres of legal road identified as Section 1 in figure 1, subject to:

- The applicants paying all costs associated with the stopping.

- The land identified as Section 1 in figure 1, being transferred to the applicants for $1.

- The applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

Advantages:

· The applicant’s occupation of (encroachment to) the legal road will be legalised.

· Will not compromise the roading network.

· Is consistent with the provisions of the Public Works Act 1981.

Disadvantages:

· Would be contrary to Council’s Roading Policy as it relates to private road stoppings.

· Would not be consistent with other private road stoppings which have already been approved subject to Council’s Roading Policy.

· Could set a precedent for future private road stopping applications.

· No income would be received for the purpose of addressing public roading matters.

Option 2

To agree to stop an unformed portion of Branxholm Street, being the 268 square metres of legal road identified as Section 1 in figure 1, subject to:

- The applicants paying all costs associated with the stopping including purchase of the land at valuation.

- The applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

Advantages:

· The applicant’s occupation of (encroachment to) the legal road will be legalised.

· Will not compromise the roading network.

· Is consistent with Council’s Roading Policy as it relates to private road stoppings.

· Is consistent with other private road stoppings which have already been approved subject to Council’s Roading Policy.

· Would not set any precedent.

· The income received would be used to address public roading matters.

· Is consistent with the provisions of the Public Works Act 1981.

Disadvantages:

· None.

Option 3

To agree to stop an unformed portion of Branxholm Street, being the 46 square metres of legal road identified in figure 9 of the report dated 23 March 2023, subject to:

- The applicants paying all costs associated with the stopping including purchase of the land at valuation.

- The applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

Advantages:

· The applicant’s occupation of (encroachment to) the legal road will be legalised.

· Will not compromise the roading network.

· Is consistent with Council’s Roading Policy as it relates to private road stoppings.

· Is consistent with other private road stoppings which have already been approved subject to Council’s Roading Policy.

· Would not set any precedent.

· The income received would be used to address public roading matters.

· Is consistent with the provisions of the Public Works Act 1981.

Disadvantages:

· May not be desirable to the applicants.

Option 4

To decline the application to stop the unformed portion of Branxholm Street.

Advantages:

· None, as the proposed stopping would not compromise the roading network and is consistent with the provisions of Council’s Roading Policy and the Public Works Act 1981.

Disadvantages:

· The applicant’s occupation of (encroachment to) the legal road would not be legalised.

· Would resolve the concerns of the owner of Lot 1 DP 7225.

· An opportunity to generate income for the purpose of addressing public roading matters would be lost.

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

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

5. Compliance

Local Government Act 2002 Purpose Provisions	Road stopping applications are governed by Council’s Roading Policy, and the: - Public Works Act 1981, or the, - Local Government Act 1974. Private road stoppings promote the economic wellbeing of the community by generating income from the disposal of land that is held (but not required) for roading purposes.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	The income generated from the sale of stopped road is used to address public roading matters. The land identified as Section 1 in figure 1 has been valued at $35,000 plus GST (if any).
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Roading Policy applies to applications to stop legal road. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Public Works Act 1981, however. As this is a private roading matter, transferring the land to the applicants for less than market valuation would be contrary to the provisions of that Policy.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop this short unnamed unformed road.
Risks Analysis	Should the Council approve transfer of the land for less than market valuation, it would be contrary to the provisions of Council’s Roading Policy as it relates to: - Privately initiated road stoppings. - Encroachment to legal road. - The sale of the land (stopped road).
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Notice of the completed road stopping will be published in the New Zealand Gazette.

6. Next Steps

1. Council approval 19 April 2023

2. Surveyor and LINZ Accredited Supplier engaged On receipt of the consent of the owner of Lot 1 DP 7225

3. Survey Plan approved Late 2023

4. Gazette notice published Early 2024

7. Attachments

Appendix 1 - Report to Teviot Valley Community Board - 23 March 2023 ⇩

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Team Leader – Statutory Property	Group Manager – Planning and Infrastructure
4/04/2023	11/04/2023

19 April 2023

23.4.3 Ratification of Resolution 23.2.4 (Proposal to Dispose of Land to Waka Kotahi New Zealand Transport Agency).

Doc ID: 626207

1. Purpose of Report

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

Recommendations

That the Council

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

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

Uphold the Community Board resolution of 21 June 2022 to dispose of approximately 1,740 square metres of Record of Title OT13B/860 to Waka Kotahi New Zealand Transport Agency for $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

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

2. Background

Resolution 23.2.4

At their meeting of 22 March 2023, the Cromwell Community Board (the Board) considered a proposal to uphold the decision to dispose of approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi New Zealand Transport Agency for $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any).

The purpose of the report to the Community Board was to address a request from Veros Property (developer of Wooing Tree Estate) for the land to be provided at Nil consideration. The letter from Duarne Lankshear (Veros Property) is attached in Appendix 1.

The attached letter talked to lack of recognition of the benefit of the Wooing Tree development and the infrastructure it provides to the Central Otago District.

The letter also refers to council staff committing in writing to contribute the land at zero cost due to the greater roading benefit. This correspondence with the developer was caveated with the fact it was not an officer decision and that approval from Council was required.

The option of providing the land at $Nil cost was not included for consideration in the previous reports presented to the Community Board on 22 June 2022. The updated report provided an option for the Community Board to provide the land at $Nil cost.

The reason the $Nil cost was not included in the original report was because the roundabout and underpass are located on a State Highway corridor and therefore the responsibility sits with the developer and Waka Kotahi.

A copy of the report to the Board dated 21 June 2022 is attached as Appendix 2.

The resolution of 21 June 2022 is as follows:

The Community Board resolved that the original recommendation be upheld with payment of $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST required for the land.

Delegations of Community Boards

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

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

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

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

This means that to give effect to (Board) Resolution 22.4.4, Council must ratify the decision of the Community Board.

3. Discussion

Public Works Act 1981

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

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

- what costs will be paid to the landowner;

- the rights of the landowner; and,

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

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

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

Ratification of Resolution 23.2.4

As community boards cannot acquire, hold, or dispose of property, Council must now ratify Resolution 23.2.4. This will give effect to the Board’s resolution to uphold the previous decisions which will enable transfer of the land to Waka Kotahi (as agents of the Crown) for $118,000 plus GST (if any).

4. Financial Considerations

The community boards recommendation to uphold the decision to sell portion of Record of Title OT13B/860 for $118,000 plus GST (if any) will provide funds for the purpose of purchasing, enhancing, and/or maintaining land within the Cromwell ward.

5. Options

Option 1 – (Recommended)

To agree to ratify Resolution 23.2.4 of the Cromwell Community Board, to:

Advantages:

· Recognises the provisions of the Public Works Act 1981.

· Is consistent with Council’s Roading Policies and with other Council initiated road stoppings.

· Is consistent with the agreement to dispose of the land being taken to construct the roundabout at the intersection of State Highways 6 and 8B (Junction of the Highways).

· The sale proceeds will be retained for the purpose of purchasing, enhancing, and/or maintaining land within the Cromwell ward.

Disadvantages:

· The full cost of growth sits with Wooing Tree Estate.

Option 2

To amend the Council decision of 24 August 2022 to dispose of approximately 1,740 square metres of Record of Title OT13B/860, being the parcels marked “A” and “B” as identified in figure 1, for $Nil cost.

Advantages:

· Would be agreeable to Wooing Tree Estate

Disadvantages:

· Not consistent with Community Board resolution 23.2.4.

· Not consistent with Council resolution 22.6.7.

· Council would be providing land at $Nil cost for the benefit of upgrades in the state highway corridor.

· Is not consistent with Council’s Roading Policies and with other Council initiated road stoppings.

· Is not consistent with the agreement to dispose of the land being taken to construct the roundabout at the intersection of State Highways 6 and 8B (Junction of the Highways).

· Will create a precedent.

· No income will be retained for the purpose of purchasing, enhancing, and/or maintaining land within the Cromwell ward.

6. Compliance

Local Government Act 2002 Purpose Provisions	The Local Government Act 2002 does not apply to this decision, but. The proposed disposal of the land and the payment of the compensation is consistent with the provisions of the Public Works Act.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council has no policy regarding the sale and/ or disposal of land required for public works.
Considerations as to sustainability, the environment and climate change impacts	The disposal of the land to Waka Kotahi will have minimal environmental and climate change impacts. Construction of the roundabout will facilitate more efficient use of the transport network.
Risks Analysis	There are no risks associated with the recommendation. As the land is being taken/disposed of in accordance with the provisions of the Public Works Act 1981, the taking is compulsory.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded.

7. Next Steps

Veros Property will be advised of the decision following the meeting.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Quinton Penniall	Louise van der Voort
Infrastructure Manager	Group Manager – Planning and Infrastructure
6/04/2023	11/04/2023

19 April 2023

23.4.4 Request for additional maintenance funding to maximise Waka Kotahi subsidy

Doc ID: 622266

1. Purpose of Report

To consider funding additional roading maintenance expenditure to maximise Waka Kotahi’s cost sharing contribution.

Recommendations

That the Council

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

B. Approves increasing the 2022/23 subsidised roading maintenance budget by an additional $512,674.

2. Background

Waka Kotahi contributes a 51% subsidy of subsidised local road maintenance expenditure. Council is constrained by both the Waka Kotahi and Council budgets. A subsidy is not provided by Waka Kotahi for expenditure which exceeds their budget. Subsidised maintenance budgets for the current long term plan period are summarised below.

	Council Budget	Waka Kotahi Budget
2021/22	$4,824,419	$4,675,406
2022/23	$4,619,463	$5,132,137
2023/24	$4,448,519	$4,986,173

During the 2021/22 year roading expenditure was constrained by Waka Kotahi budget. Council received 51% subsidy up to $4.68 million.

For 2022/23 and 2023/24 roading maintenance budgets are constrained by Council budget. There is a $512,674 difference in our current year and a $537,654 difference for the 2023/24 year.

3. Discussion

Increasing Council budget to align with the Waka Kotahi cost share ensures maximisation of the current maintenance programmes. Spending an additional $512,674 is achievable within the remaining 2022/23 financial year.

The proposed increase in maintenance budget will enable work to progress on the identified backlog of bridge maintenance during our current funding year. Following principal inspections on all of Council’s bridges a significant backlog of maintenance was identified.

The required bridge maintenance has been prioritised and priced. A high-level outline of the backlog of maintenance is summarised as follows:

· Sealed pavement maintenance $26,000

· Structures Maintenance $1,359,885

· Environmental Maintenance $70,200

· Traffic Services $4,050

Whilst Council’s bridge strategy is currently under development the increase in available maintenance budget will enable critical and high priority maintenance to be undertaken across the network without delay. Further funding will be applied for as part of Council’s 2024-27 bid to Waka Kotahi, addressing the remainder of the maintenance backlog, additional inspections, renewals, and replacement of structures.

Council’s proposed 2023/24 budget will also create increased challenges for road maintenance activities with lower budget than the current year. To help mitigate against a lower level of service being provided additional funding of $537,654 will be requested through the Annual Plan progress.

	Council Budget	Waka Kotahi Budget
2022/23	$4,619,463	$5,132,137
2023/24	$4,448,519	$4,986,173

4. Financial Considerations

Waka Kotahi’s budget is $512,674 greater than Council’s. Waka Kotahi will only fund their 51% subsidy if Council can fund the other 49%. Council’s share is commonly referred to as “local share”.

Increasing Council’s unsubsidised road maintenance budget by $512,674 would result in the following cost spilt between Waka Kotahi and Council.

Waka Kotahi

Cost Share (51%)

Local Share

(49%)

$261,464

$251,210

Growth in roading maintenance budgets has fallen behind inflation. The affordability challenge is growing and is expected to continue to grow with inflation remaining high and an aging network of assets. Addressing the backlog in maintenance now is expected to be cheaper than delaying it further.

The proposed $251,210 increase is to be funded from roading reserves.

5. Options

Option 1 – (Recommended)

Fund Council’s $251,210 share of a $512,674 increase in the subsidised roading maintenance budget over the remainder of 2022/23.

Advantages:

· Begins the address the backlog of maintenance.

· Maximises Waka Kotahi’s subsidy.

· Allows progression of the bridge strategy work without delay.

· Minimises short and long term reductions in levels of service.

Disadvantages:

· Consumption of reserves to fund expenditure.

Option 2

Fund Council’s $147,000 share of a $300,000 increase in the subsidised roading maintenance budget over the remainder of 2022/23.

Advantages:

· Allows progression of the bridge strategy work without delay.

Disadvantages:

· Minimal impact on the maintenance backlog.

· Attracts but does not maximise Waka Kotahi’s subsidy.

· Possible short and long term reductions in levels of service.

· Consumption of reserves to fund expenditure.

Option 3

Decline the recommendation to increase the subsidised maintenance budget.

Advantages:

· Does not consume reserves.

Disadvantages:

· Maintenance backlog continues to grow.

· Does not maximise Waka Kotahi’s subsidy.

· Bridge strategy progression and response delayed.

· Short and long term reductions in levels of service.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic and environmental wellbeing of communities, in the present and for the future by maximising funding of roading maintenance work.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Unbudgeted expenditure is not consistent with Council’ plans and policies, however, maximising funding available from Waka Kotahi is supported by Council’s Transport Activity Management Plan.
Considerations as to sustainability, the environment and climate change impacts	Additional funding will assist in maintenance work which contributes to resilience and operation of Council’s roading network.
Risks Analysis	There are no substantial risks associated with this decision however delaying maintenance activities may create future affordability issues and increases the risk of asset failure.
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

Review existing subsidised maintenance budgets and year to date expenditure. Prioritise maintenance work in collaboration with council’s maintenance contractor giving consideration to bridge maintenance requirements. Reimbursement by Waka Kotahi for their subsidy will occur as part of Council’s monthly claim process.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Mark Hardman	Louise van der Voort
Roading Asset Manager	Group Manager - Planning and Infrastructure
30/03/2023	11/04/2023

19 April 2023

23.4.5 Increased Sampling Cost to Meet New Drinking Water Rules

Doc ID: 625564

1. Purpose of Report

To consider additional costs of water sampling to meet the new drinking water rules.

Recommendations

That the Council

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

B. Notes that new Drinking Water Quality Assurance Rules came into force on 14 November 2022, and that those rules include new monitoring and sampling requirements for drinking water.

C. Approves an increase in the water supply operational budget for 2022/23 to reflect these new requirements by $181,093.15.

D. Approves an increase in the water supply operational budget for 2023/24 to reflect these new requirements by $310,445.40.

2. Background

Under section 49 of the Water Services Act 2021, the Drinking Water Quality Assurance Rules came into force by Taumata Arowai in 14 November 2022.

These rules require a significant increase in the sampling of the Council’s drinking water supplies. At the 25 January 2023 Council meeting, Council approved the progression of continuous monitoring devices being installed on the network as part of the forward capital works programme. Once these devices are installed the manual sampling will be reduced along with the ongoing operational cost. Until then an increased programme of sampling needs to be completed to meet the required changes.

3. Discussion

Previous sampling requirements under the Drinking Water Standards for New Zealand (2018) largely focused on E. coli monitoring at the treatment and distribution levels. Requirements for Central Otago District Council included a minimum of 688 E. coli samples across all supplies depending on population size. In the 21-22 financial year, 788 E. coli samples were collected as part of these compliance requirements.

There was no set requirement for monitoring of the source water. Central Otago District Council conducted annual source water monitoring between 2005 and 2011. Sampling has been undertaken every three years since then due to no exceedances or trending changes in maximum acceptable values of any parameters.

A summary comparing the previous sampling programme to the new one can be found below:

	Previous	New
Source	· No set requirements. · Three yearly chemical suites.	· Chemical suite. · Bacteriological (E. coli, Total coliforms). · Physical characteristics of the water (pH, turbidity, conductivity) continuous monitoring of these parameters. · Radiological (10 yearly).
Treatment	· Bacteriological (E. coli, Total coliforms).	· Bacteriological (E. coli, Total coliforms). · Chemical suites. · Any chemical used in the treatment process. · Handheld samples of physical characteristics of the water (pH, turbidity, chlorine), or continuous monitoring of these parameters.
Distribution	· Bacteriological (E. coli, Total coliforms).	· Bacteriological (E. coli, Total coliforms). · Handheld samples of physical characteristics of the water (pH, turbidity, chlorine), or continuous monitoring of these parameters. · Plumbosolvency metals. · Disinfection by-products.

The increased sampling cost increase is $25,870.45 per month. The increased cost of sampling for the 7 months to 30 June 2023 will be $181,093.15.

The anticipated cost increase in 2023/24 is still uncertain until timeframes around the installation of continuous monitoring devices are known. A tender is being prepared for this work. If there are delays in materials then the anticipated cost increase for the 2023/24 full year is $310,445.40.

4. Financial Considerations

This decision will have financial implications. The timing of the rules coming into force has meant that this was not budgeted for in the 2021 Long-Term Plan or 2022/23 Annual Plan.

The water supply operations reserve is in deficit and an increase in the deficit will lead to increased debt and loan interest costs to fund the additional 2022/23 costs.

If approved, the 2023/24 costs will need to be included in the 2023/24 Annual Plan.

5. Options

Option 1 – (Recommended)

Approves an additional water sampling operational budget to meet the new Drinking Water Quality Assurance Rules as below:

2022/23	2023/24
$181,093.15	$310,445.40

Advantages:

· Meet legislative requirements.

· Improved monitoring at source, treatment, and distribution to ensure Council’s drinking water supplies are safe.

Disadvantages:

· The 2022/23 increase will increase the Water’s activity debt levels and interest expense.

· The interest expense from the 2022/23 and 2023/24 increase would have a rates impact.

Option 2

Does not approve the additional water sampling operational budget and orders staff to stop additional sampling as required under the Drinking Water Quality Assurance Rules.

Advantages:

· Additional costs of sampling will not be incurred.

Disadvantages:

· Not meet current legislative requirements.

· If council does not meet the statutory requirements for sampling then Taumata Arowai could issue a compliance order. Failure to comply with a compliance order is subject to a fine not exceeding $300,000.

· Failure to keep and maintain records in accordance with the compliance rules is subject to a fine not exceeding $200,000.

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 Council’s drinking water supplies meet the legislative requirements of the Water Services Act 2021.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is consistent with the 2021 Long-Term Plan vision to improve the safety of the water network.
Considerations as to sustainability, the environment and climate change impacts	This decision has no adverse sustainability impacts.
Risks Analysis	There is a risk of prosecution for not complying with the Water Services Act 2021. There would also be reputational risk associated with failure to meet statutory requirements.
Significance, Consultation and Engagement (internal and external)	This decision is significant as it has financial implications to Council and legislative consequences for Council if the decision is to not continue with the water sampling as required by the Drinking Water Quality Assurance Rules. This decision would lead to an increased level of Council debt for the 2022/23 financial year. There are no consultation implications of this decision, as it relates to the operation and maintenance of Council Water assets and responsible management requires these works to take place.
Water Services Entities Act 2022, Schedule 1, Subpart 4	This decision relates to, or may affect, the provision of water services. While it does not result in an amendment to the Long-Term Plan, it does result in a change to the Long-Term Planned budgets. This decision will be subject to Department of Internal Affairs oversight under section 30(2)(c).

7. Next Steps

Council staff will continue to progress with the tender for continuous monitoring devices and continue with the increased water sampling programme as required by the rules.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Chantal Green	Julie Muir
Water Services Accountant	Three Waters Director
11/04/2023	11/04/2023

19 April 2023

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23.4.6 Elderly Persons Housing Rent Review

Doc ID: 624059

1. Purpose

To advise of the impact of the rent review for Council’s Elderly Persons Units for 2023/2024.

Recommendations

That the report be received.

2. Discussion

Council owns and maintains 98 Elderly Persons Housing units throughout the district which are predominantly accommodation for the elderly.

As part of the Long-term Plan 2018 - 28, Council gave consideration to subsidising rents. However, Council did recognise that substantial costs would be placed on the ratepayers and reducing or subsidising the rents would have the effect of reducing any supplement that is provided to tenants by the Ministry of Social Development’s accommodation supplement. Therefore the status quo of charging market rents for Elderly Persons Units remains.

Annual rent reviews determine the new annual rent set each year for implementation. Rent increases are determined by a property valuer taking into account market rentals throughout the district.

The last rent review was undertaken in 2022 for rents as of mid-2021 and saw an increase in rent of between $0 and $10 per week dependant on the location of the units.

Market Rent Assessment

For this rent review Quotable Value Limited (QV) reviewed the rent as at mid-2022. These market rentals will be applied to tenancies in the 2023/2024 financial year.

QV’s recommended market rents have been derived in accordance with other comparable market rental evidence. That being other similar sized units in same town locations. Additionally, the valuer has considered the density of the units, ability to tenant the units and that Council’s target market is predominately for the elderly who tend to be in a lower socio-economic demographic. Essentially that does result in some moderating of the rent levels often referred to as being at the “soft end” of the market rental.

QV recognized that the units have on-going maintenance work occurring, the units have all been double glazed and all the units are compliant with Healthy Homes standards. Occupancy rates at the time QV’s rent assessment was undertaken were steady between the 92% - 97% range.

QV indicated that their “discussions with local letting agents indicated that there has been limited disruption to the rental market with a steady level of enquiry for all property types. The rental market has been characterised by gradually increasing rental levels with low vacancy rates. Rental preference is for more modern accommodation. Less demand and higher vacancy rates as evident in older accommodation”.

The recommended market rent increase is $5.00 per week for the older units in Alexandra, all Roxburgh units and the newer larger units in Ranfurly. The older units in Ranfurly have no recommended rental increase. All Clyde and Cromwell units have a recommended rental increase of $10.00 per week.

Table 1 below shows the range of rental increases and gives a comparison with the last rental review undertaken in April 2022.

Superannuation Rates

An increase to New Zealand Superannuation rates was announced in March 2023 and will take effect from 1 April 2023. These rates have been applied when reviewing the percentage of income spent on rent after the accommodation supplement has been applied.

Community Services Card and Accommodation Supplement

The Ministry of Social Development’s accommodation supplement is available to assist with rental costs for those on low income. For the purpose of this report, consideration has been given to those who receive New Zealand Superannuation and have a Community Services Card.

Council does not mean or income test tenants but since 1 July 2018 applies the following criteria to prioritise applications:

1. Aged over 65 with a Community Services Card

2. Aged 60 plus with a Community Services Card

3. Aged 60 – 64 with no Community Services Card, where long standing vacancies exist

4. Aged under 60 with a clear social need, where there are long standing vacancies (CEO’s discretion)

The Community Services Card is means/income tested.

Those with a Community Services Card are entitled to an accommodation supplement.

The accommodation supplement is asset/income tested and is dependent on income and accommodation costs. For those who do not have a Community Services Card the threshold for eligibility for the accommodation supplement varies dependent on income, rent or accommodation costs and location.

Effect of Applying Market Rent on Income

Net income shown in the tables below does not include Winter Energy Payments which are paid from 1 May 2023 and end on 1 October for a period of 22 weeks:

· A single superannuitant receives $20.46 weekly, a total of $450.12

· A couple receives $31.82 weekly, a total of $700.04

Table 2 below shows the impact the rent increase has, as a percentage range of income spent after the accommodation supplement has been applied for single occupancies.

Table 3 below, shows the percentage of income spent on rent for couples residing in larger units.

Market Rent Increase Summary

All 15 units in Roxburgh and 10 newer units in Ranfurly will have a $5.00 per week increase. 16 older units in Ranfurly will have no rent increase - its these units that generally have had up to 2 to 3 units vacant at any one time. 14 tenants in these units will have no rental increase.

16 of Alexandra’s smaller older units, have had a $5.00 per week increase and the remainder 7 unts have an increase of $10.00 per week.

All 3 units at Clyde have an increase of $10.00 per week as does all of the 31 Cromwell units.

From 12 August 2022 a change to the Residential Tenancy Act, limited rent increases to once every 12 months. Because Council reviews the rent charges annually there will be 7 tenants who’s rent cannot be increased as they are new tenancies since the last rent review effective 1 July 2022. Their rent will be increased in line with Councils next rent review to the market rate on 1 July 2024.

Waiting List

The number of people on the waiting list is fluid – when contacted many on the waiting list are not ready to take up a tenancy for various reasons. Some applicants have a location preference for the newer larger units and are prepared to wait until they become available. For some, although they are in a rental situation, they feel that the Council rental units offer better long-term security than the private rental market. Others are not interested in looking to the private market and can remain in their current accommodation until a unit becomes available.

Each time a unit becomes vacant, staff review those on the waiting list, update their current situation and where applicable prioritise according to the four criteria set out previously to create a prioritised short list. Staff then work through the short list to fill the vacant tenancy.

Financial

Currently as at the end of the March 2023 income from rent is favourable by 12.09% annual rental budget in the current Long-term Plan 2018 – 28, for year 2 and 3 is $725,000. This was a conservative approach based on a lower static rental occupancy at the time figures for the Long-term Plan 2018 - 28 were populated and the uncertainty of the rental market.

Based on the static occupancy rate of 98.61% at the time of writing this report and allowing for the 7 tenancies where the new rental rate cannot be applied, the rental income may increase from $827,060 as at end of June 2023 to $848,900 as at end of June 2024. An annual income increase of $21,240.

Implementation

The process to increase rents has a statutory requirement under the Residential Tenancies Act 1986. Tenants must be given 60 days’ formal notice of a rent increase.

Action:

· The first letter of notification for the rent increase will be posted, or delivered, to affected tenants no later than 28 April 2023.

· A second notification letter will be posted as a reminder in May 2023.

3. Attachments

Nil

Report author:	Reviewed and authorised by:

Janice Remnant	Louise van der Voort
Asset Management Team Leader - Property	Group Manager - Planning and Infrastructure
26/03/2023	5/04/2023

19 April 2023

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23.4.7 Economic Development Work Programme Progress Report

Doc ID: 625892

1. Purpose

To provide an update on the implementation of the Economic Development Work Programme for 2022, and to outline the annual Economic Development Work Programme for 2023.

Recommendations

That the report be received.

2. Background

In August 2021, the Council received and adopted the 2021 - 2022 Economic Development Work Programme. As part of the Work Programme, Council is to be updated on progress every six months. This is the second report back and presents the proposed workplan for 2023.

3. Discussion

Key updates

New Zealand’s economy continued to run hot through 2022 and into 2023 with households maintaining spending, increased Central Government spending and firms continuing to hire.

Over 2022, supply chain issues experienced in 2020 and 2021 lessened with labour availability the main constraint facing businesses. New Zealand’s border fully reopening on 31 July 2022 and the removal of COVID 19 restrictions in September 2022 supported New Zealand’s economy to recover by re-enabling workforce and visitor movement.

Government fiscal stimulus during the COVID shock stimulated a large increase in demand that exceeded supply and contributed to an overheated economy which in turn caused an increased rate of inflation. The reigning in of inflation is likely to be a key driver in the economy over the next two years.

Inflation rates have exceeded most expectations, peaking at 7.3% in the June 2022 quarter (targeted range of 2-3%). New Zealand’s experience is comparable to that of other countries following government stimulus: UK and Europe recorded inflation rates of 10% over a similar period.

Nationally, inflation has likely peaked but is expected to stay above the targeted range through to mid-2024. To reduce the rate of inflation the Reserve Bank has been increasing the official cash rate which effectively raises interest rates and cools demand for goods and services. It is likely to continue this approach through to mid 2023.

Higher interest rates have a lagging effect on household spending because many borrowers are not immediately exposed to the interest rate changes due to having low fixed interest rates. However, half of all mortgages are due for refixing in 2023 and this is when households will feel the impacts, with the wider economic impact becoming clearer in 2024. Higher interest rates are however having an immediate effect on property prices. Real Estate Institute figures showed that the national median house price fell 12.4% in 2022 and is expected to fall further in 2023.

Internationally, the World Bank expects the global economy growth rate to slow, declining to 1.7% in 2023 from an expected 3% in 2022. An annual growth rate of 1.7% would be the third weakest rate in the last three decades.

Geopolitical tensions remain, including the war in Ukraine. However the easing of COVID restrictions in China is likely to be a positive for consumption of New Zealand goods and services as this economy returns to normality. In addition to the gradual return of an international workforce, the return of international visitors will shore up demand for services in hospitality and tourism sectors and will help offset any slowdown in other markets.

Nationally, the unemployment rate is 3.3% and is predicted to remain at a similar level through 2023, and increase in 2024. Central Otago’s unemployment rate is estimated to have sat at 1.7% in 2022, compared to the national average of 3.4%. The Ministry of Social Development’s number of registered Job Seekers in Central Otago has reduced to 51 in February 2023 from a peak of 273 during the first lockdown. Prior to COVID-19, job seeker numbers sat at around 70. The lack of job seekers shows the seriousness of staff shortages in the district especially considering some eligibility criteria were relaxed during COVID, making more people eligible for the job seeker benefit.

Progress on action plan

Key areas of work to date.

Workforce

Securing labour was a major challenge for all employers during 2022 and this is likely to continue in 2023. Previously the shortages had been more pronounced in horticulture, but the return of RSE and international backpackers and refined campaigns targeting New Zealanders brought some relief to horticulture in 2022.

Youth transitions to employment

This is a collaborative project involving Central Otago and Queenstown Lakes with representatives from Ministry of Education, local high schools, Ministry of Social Development, chambers of commerce, district councils, and industries that aims to increase youth awareness of local opportunities. The first in school events are scheduled for May 2023.

Central Mahi

Council collaborated with Ministry of Social Development to launch Central Mahi, a campaign to help Central Otago employers attract and secure staff for the busy summer months when demand peaks. It involved promoting roles to job seekers in the lower South Island via employer-created videos, and support to help place potential employees into roles. Central Mahi aimed to fill seasonal roles, attract individuals to undertake specific projects, and provide opportunities to experience workplaces and consider permanent roles. The campaign was promoted nationally via Ministry of Primary Industries, through physical stands on tertiary campuses across Otago and Southland, MSD offices, Central Otago high schools and through social media. We reached a total of 340,084 individuals, 5494 people clicked on the link to the Central Mahi website, and our ads were seen over 1 million times (1, 017,433). The campaign will conclude in April.

Regional Skill Leadership Group (RSLG)

Council’s Economic Development Manager continued to be involved with the Regional Skills Leadership Group to create a regional labour market plan and progress it to implementation. The Otago Regional Skills Leadership Group was established by MBIE and comprises business leaders, iwi, union, and economic development representatives. The regional skills leadership groups were established to “identify and support better ways of meeting future skills and workforce needs in our regions and cities”.

Teviot Valley Community Hub

Council assisted local horticultural employers in the Teviot Valley to secure funding to support resilience in rural communities and the attractiveness of the Teviot Valley as a place to live. Council supported this group into the next stage to establish a local project group, contract a project coordinator, and begin delivering projects.

Climate change and environment

Unlocking value from food waste

Following the initial report Understanding Fruit Loss in Central Otago that quantified fruit loss in Central Otago, staff facilitated a workshop with stakeholders to establish next steps. These include understanding processing capacity and constraints in the district, identifying existing products globally that the produce could be made into, and understanding the opportunity to leverage existing brand and sales channels. Funding was secured from industry, private organisations, and Central Government agencies to carry out this research. Research findings were presented back to stakeholders in November 2022 and final reports were published in January 2023. Council facilitated the project group including assisting with funding applications, contracting research, and project management.

Other

Otago Regional Economic Development (ORED)

In April 2022, ORED finalised regional economic development priorities for Otago to help guide Central Government investment and collaboration between economic development teams and stakeholders in Otago. Key priority action areas developed with stakeholders are learning, food, collaboration, and lifetime value. This has led to ORED facilitating international experts to deliver collaboration training in Otago and coordinating a funding application to develop pilots on how to maximise value from visitors. ORED has also secured discounts on economic data services, information sharing and other collaboration.

Work programme for 2023

Workforce

Youth Transitions to Employment

The Inspiring a Future programme will be piloted in Central Otago and Queenstown Lakes in the first half of 2023. The programme aims to raise awareness of and challenge stereotypes in the employment opportunities available locally.

Co-working space

This remains a focus for 2023. Discussions to date with potential commercial operators of a space have been constructive and will continue into 2023.

Central Mahi 2.0

Based on the success of the first season of this campaign we will look to repeat this campaign for the 2023/24 summer.

Life in Central Otago video

We will produce a video that shows the lifestyle opportunities in Central Otago that Central Otago employers can use when advertising local roles outside the district.

Housing and infrastructure

Seasonal worker accommodation

In conjunction with the Planning Team develop an understanding of options to increase the provision and use of seasonal worker accommodation.

Housing

Lead project to continue looking at Councils role in housing.

Digital connectivity

We will explore options to increase digital connectivity in Central Otago.

Environment

Unlocking Value from Fruit Waste – Stage 3

The next stage of this project involves bringing parties together and exploring opportunities to collaborate on production capability to reduce fruit waste.

Other

Lake Onslow

The Central Government decision on the Lake Onslow Pumped Hydro project proceeding to phase 2: detailed feasibility study will stimulate a greater level of activity in the valley and would present economic development opportunities.

Next report back will be in October 2023.

4. Attachments

Nil

Report author:	Reviewed and authorised by:

Nick Lanham	Dylan Rushbrook
Economic Development Manager	Group Manager - Community Vision
6/04/2023	6/04/2023

19 April 2023

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23.4.8 Public Toilet Policy

Doc ID: 621178

1. Purpose of Report

To consider approving the Public Toilet Policy for a three-year cycle.

Recommendations

That the Council

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

B. Adopts the Public Toilet Policy.

2. Background

Council has had a Public Toilet Policy since 2009, however the policy lapsed in 2012.

The policy provides guidance around the provision of public toilets and how decisions are made. The policy aims to ensure a network of public toilets are available across the district that are clean, accessible, and appropriately maintained.

3. Discussion

The new policy aligns with existing processes within the Property and Facilities team.

Provisions include:

· Clarifying that district funding is used to fund public toilets

· Services are provided on a demand basis, with excess demand providing the tipping point for the construction of new facilities

· Council ensure there is at least one 24-hour public toilet that includes baby change facilities in each major urban area

· Factors used to assess site suitability for a new build or renovation, and factors used to assess the appropriateness of taking on an existing facility

· To ensure accessible facilities are provided as the standard (unless constrained by the site, i.e. long drops)

· To increase the provision of baby changing facilities over time

· Cleaning and maintenance standards

· How the decision is made to close a facility – including a provision that any closure that would result in a drop of the level of service is decided by Council.

The policy is consistent with New Zealand Standard 4241:1999 Public Toilets.

Public Toilet Register

The new policy that requires Council keep an up to date register of all Council-owned public toilets on the Central Otago District Council website.

The register will provide the community with the following information:

· The location of all Council-owned public toilets, organised by ward area

· The status of each toilet – whether it is open or closed

· The hours of operation

· Information on accessibility, changing facilities, and the location of unisex facilities

· The maintenance standard for each toilet

· And other notes as applicable, including seasonal facilities and long drops

Further information can be provided on the Council website, including a link to report any facilities requiring maintenance.

4. Financial Considerations

There are no financial considerations with the policy in the current form. An increase in the requirements for baby change facilities would increase costs, as these facilities are larger and more expensive to construct.

5. Options

Option 1 – (Recommended)

Adopt the Public Toilet Policy for a three-year period from April 2023 to April 2026.

Advantages:

· Clear framework is in place to reflect how decisions relating to public toilets are made

· Increased visibility on the management and maintenance of public toilet facilities

· Policy reflects how Council meets NZ Standards relating to public toilets

Disadvantages:

· No disadvantages

Option 2

Do not adopt the Public Toilet Policy.

Advantages:

· No advantages.

Disadvantages:

· No framework is in place for decision making

· Reduced transparency

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 an open framework is in place for decisions around the provision of public toilets.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes – including financial provisions
Considerations as to sustainability, the environment and climate change impacts	No direct sustainability impact
Risks Analysis	No associated risks
Significance, Consultation and Engagement (internal and external)	Consultation is not required

7. Next Steps

The policy will be reviewed in 2026. The register will be published on the Central Otago District Council website and kept updated.

8. Attachments

Appendix 1 - Public Toilet Policy ⇩

Appendix 2 - Register of Council-owned Public Toilets in Central Otago ⇩

Report author:	Reviewed and authorised by:

Alix Crosbie	Dylan Rushbrook
Senior Strategy Advisor	Group Manager - Community Vision
7/03/2023	6/04/2023

19 April 2023

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23.4.9 Wilding Conifer Control Policy

Doc ID: 622868

1. Purpose of Report

To amend the Wilding Conifer Control Policy.

Recommendations

That the Council

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

B. Amends the Wilding Conifer Control Policy.

2. Background

At its July 2022 meeting Council adopted the Wilding Conifer Control Policy (the Policy).

At the January 31, 2023, meeting of the Vincent Community Board (the Board), a resolution was passed seeking clarification from Council whether staging the removal of wilding conifers was a breach of the Policy.

Council considered this request at its 3 March meeting and resolved the following.

Agrees the Wilding Conifer Control Policy does not permit staging the removal of wilding conifers from Council owned or managed land.

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

3. Discussion

Following Councils direction from its 3 March 2023 meeting the following wording to the Wilding Conifer Control Policy has been added - Eradication of wilding conifers from Council owned or managed land will be undertaken as efficiently as possible in a single operation.

Given the above amendment the Purpose has had the word “manage” changed to “eradicate” to better align the Policy with Councils intention of undertaking removal in one operation.

The changes suggested by Council have been included in the updated policy and shown as tracked changes in Appendix 1.

4. Financial Considerations

There are no financial implication resulting from this report.

5. Options

Option 1 – (Recommended)

That Council amends the Wilding Conifer Control Policy.

Advantages:

· Clarity is provided that the removal of wilding conifers on Council land will be undertaken in a single operation.

· There is a consistent district wide approach to wilding conifer removal.

· Council shows leadership and responsibility as a landowner by controlling wilding conifers.

· Reduction of the risk of wildfire to neighbouring properties.

· New plantings if appropriate, can be planted sooner and will enhance biodiversity over time.

· Wilding conifers are removed in one operation removing them as a seed source to neighbouring properties.

Disadvantages:

· No disadvantages are identified.

Option 2

That Council does not amend the Wilding Conifer Control Policy.

Advantages:

· There are no advantages identified from not amending the Wilding Conifer Control Policy.

Disadvantages:

· Staging the removal of wilding conifers would not contribute to meaningful removal of this pest from Council owned land.

· There is no district wide consistency in controlling wilding conifers.

· Inconsistent decision making on the removal of wilding conifers could occur.

· Potential to improve sites following the removal of wildings is lost.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by removing a recognised weed pest and enhancing the area for greater community enjoyment.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This decision is consistent with the Central Otago District Council Long-term Plan 2021 – 2031.
Considerations as to sustainability, the environment and climate change impacts	Wilding conifers are a recognised weed tree, their removal over time will enhance the sustainability and ecological environment of Council owned land across the district. Wilding conifers are not eligible for carbon credits.
Risks Analysis	Risks identified if the wilding conifers remain include, wildfire threat, cost of control increases over time due to continue seed dispersal to neighbouring properties.
Significance, Consultation and Engagement (internal and external)	This policy gives effect to funding allocated for this purpose through the 2021-2031 Long-term Plan. Additional consultation is not required.

7. Next Steps

The next steps include:

· The policy is amended and implemented.

8. Attachments

Appendix 1 - Wilding Conifer Control Policy ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	David Scoones
Parks and Recreation Manager	Group Manager - Community Experience
4/04/2023	11/04/2023

19 April 2023

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23.4.10 Process for the Appointment of an Audit and Risk Chair

Doc ID: 624414

1. Purpose of Report

To seek agreement on the process to appoint an independent chair to the Audit and Risk Committee.

Recommendations

That the Council

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

B. Agrees to seek applications for the independent chair of the Audit and Risk Committee.

C. Appoints His Worship the Mayor and one other member of the Audit and Risk Committee to the appointment panel, along with the Group Manager – Business Support, as the Acting Chief Executive’s appointment.

D. Agrees that the appointment panel will recommend a preferred candidate to Council for final approval.

2. Background

The independent chair of the Audit and Risk Committee, Linda Robertson, was appointed for a second term in 2020 for a three-year term. It is now time to begin the process for appointment of the independent chair, with the current chair’s term expiring this year. Although an application from the current chair is welcomed, Linda has indicated that she would not seek another term.

3. Discussion

It is recommended that Council approves the advertising of the role of the independent chair of the Audit and Risk Committee and that the appointment panel is made up of:

· His Worship the Mayor

· One other member of the Audit and Risk Committee

· The Group Manager – Business Support (as the Interim Chief Executive’s representative)

4. Financial Considerations

There is currently money included in the Chief Executive’s budget for this purpose.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by providing independent oversight of the Audit and Risk Committee and those functions of council.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision gives effect to Council’s Register of Delegations.
Considerations as to sustainability, the environment and climate change impacts	There are no implications arising from this decision.
Risks Analysis	The objective of the Audit and Risk Committee is to provide governance and oversight in the areas of audit and risk to ensure systems and practices are of a standard to provide assurance that there is sufficient risk identification and mitigation in place. The appointment of an independent chair to this Committee aims to provide external independence to this function and helps Council manage its risk.
Significance, Consultation and Engagement (internal and external)	This matter has low significance under Council policy. Applications for this role will be called for publicly and no further consultation is required.

6. Next Steps

Following approval, advertising will take place in Council’s usual forums, as well as on the New Zealand Institute of Directors’ website. The panel will then shortlist and interview candidates before recommending a preferred candidate for Council’s approval.

7. Attachments

Nil

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
28/03/2023	5/04/2023

19 April 2023

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23.4.11 Update to the Register of Delegations

Doc ID: 615994

1. Purpose of Report

To consider an update to the Register of Delegations.

Recommendations

That the Council

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

B. Notes the proposed changes to the Register of Delegations

C. Adopts the updated Register of Delegations, to come into effect on 20 April 2023.

2. Background

At the meeting on 9 November 2022, Council adopted the current Register of Delegations, but noted that there were some changes needed. Council resolved that those changes should be addressed and that the document should return to Council for its consideration within six months of that meeting.

3. Discussion

At that meeting, councillors asked that there be clarifications around the sections dealing with the Resource Management Act, Hearings Panel and District Licencing Committee and language regarding the staff delegations register. In doing this review, staff have noted some additional changes which would be beneficial.

A summary of the proposed changes is below and highlighted by tracked changes in appendix 1:

· In the Hearings Panel section, the constitution of members has been added. Paragraph 25 was moved to under paragraph 17, as this is the section for which it refers. Paragraphs 26 and 27 have been deleted as they are duplicate lines.

· Additional information has been added to the District Licencing Committee page to indicate its reporting line, meeting frequency, makeup and quorum.

· In paragraph 80 of the register, the comments on the Dangerous Goods Act were removed as this legislation has expired. It was replaced by the Hazardous Substances and New Organisms Act 1996 and the register has been updated to reflect this.

· Paragraph 81 of the register has been removed. The staff delegations have since been removed and these operational delegations are approved by the CEO.

· In addition, there have been some minor updates to grammar and formatting. In the attachment there are some numbers out of sequence now due to the track changes demonstrating the changes above. The number sequencing will be fixed once Council has approved the document.

· Finally there was a question from councillors whether the joint committee should be under delegations from Council (part V). This has been amended and a new part VI added. This section has been titled ‘joint committee’ rather than ‘external committee’ as this is the correct terminology for this Committee in legislation.

4. Financial Considerations

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

5. Options

Option 1 – (Recommended)

Adopt the updated Register of Delegations.

Advantages:

· The register will be fully up to date

Disadvantages:

· Nil

Option 2

Do not adopt the updated Register of Delegations.

Advantages:

· Nil

Disadvantages:

· The register will not be fully up to date

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by listing where the delegations lie and which bodies are responsible for what decisions.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, as it is an update of an existing document.
Considerations as to sustainability, the environment and climate change impacts	There are no considerations to be made regarding sustainability, the environment or climate change.
Risks Analysis	There are no risks resulting from this decision.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger the Significance and Engagement Policy.

7. Next Steps

If the changes are accepted the updated register will be placed online.

8. Attachments

Appendix 1 - Updated Register of Delegations - with tracked changes ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
6/04/2023	11/04/2023

19 April 2023

Logo, company name

Description automatically generated

6 Mayor’s Report

23.4.12 Mayor's Report

Doc ID: 626208

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

This is our first meeting and my first report in the absence of former CEO Sanchia Jacobs who has left the organisation. I didn’t raise this in my last report as at that stage her departure date was unclear.

Sanchia had 5 years with council and in that time made an indelible impression on the place and the people. She will be sorely missed and I am sure I speak for all councillors when I say we wish her well in her new role. I look forward to working with Louise van der Voort in her role as interim CE until Sanchia’s replacement takes up the reins.

Sanchia and I attended the Rural and Provincial Sector meeting in Wellington at the start of March. Much of the meeting was dominated by hearing about and discussing the damage following Cyclone Gabrielle in the North Island. One of the many takeaways from these discussions was the incredible impact of losing the internet on a community. Two things really stood out and they were firstly the fear losing contact put into people impacted when they couldn’t find out how friends and family had fared in areas also hit. People knew how bad the situation was where they were and deep concern for others made coping with what had happened immensely harder. Secondly was the significant effect that loss of ATM’s and EFTPOS caused. Within a day or so, all the cash in some towns had been spent in the few open supermarkets and dairies and the situation became very difficult as people tried to access much-needed goods with no means to pay for it. In one case I heard of, a council stepped in and basically bought the cash off a supermarket and used a Starlink phone as an EFTPOS terminal so that cash could get recirculated back to the community.

We also heard a presentation from Minister of Local Government Kieran McAnulty on his re-set for the government’s Three Waters reforms. While not giving away the full story, he did say he was looking for ways to increase local input while maintaining the general broad outline. No official announcement has been made yet but may have by the date of this meeting and if so, will be discussed further on the day. I had a further meeting with the Minister later in the month and emphasised to him that, if he was considering going down the path of smaller entities, research done by Morrison Low for the Otago and Southland Mayoral Forums has shown the costs faced by our councils in the two provinces in the Three waters space, alongside our low population density would mean an entity for the Waitaki south would gain very little economy of scale.

The same day we heard from the Minister, I addressed the Select Committee on the latest 3 Waters legislation before the House. Specifically I spoke on the lack of guarantee of standardised pricing in the economic regulation Bill, the effect that would/could have on low population density areas such as ours (using Aurora as an example) and highlighting several examples where the government stated in making its case for the reforms that standardised pricing would be part of the process. I can’t offer any indication that my efforts will result in any changes.

I attended an announcement at Scapegrace in Northburn of government assistance for the next stage of the development last month. This was my first visit to the site and was impressed by the size of the operation and what is to come. Once completed, the distillery will be another great attraction to our tourism offering in Central Otago. On a similar vein, myself and Neil attended a launch commemorating the Rothschild family purchase of part of Akarua winery in Bannockburn. The Baroness de Rothschild spoke of the family desire to own a family of wineries that gave the best expression of the wine that the area was most renowned for, and to see that investment fall in Central Otago alongside the others across the world really showed how far we have come in the wine industry here.

Other happenings since we last met:

1/3 National Council meeting, Wellington

2-3/3 Rural and Provincial Sector meeting, Wellington

2/3 Addressed Select Committee on latest Three Waters legislation.

15/3 Māniatoto Business Breakfast

16/3 Maniototo Community Board meeting

16/3 CDEM Otago meeting (by zoom)

17/3 Otago Mayoral Forum meeting

20/3 Greeted international conference of psychologists and psychistraists to CO

21/3 Attended morning team celebrating 50 years of Ranui Home

21/3 VCB meeting

22/3 Meeting Minister McAnulty Wellington

23/3 Attended and spoke at announcement of funding for Scapegrace Distrillery, travelled to Roxburgh with Minister Allen.

23/3 Teviot Valley Community Board meeting

24/3 Audit and Risk committee meeting

27/3 Meeting with Fionnagh Dougan, National Director, Hospital and Specialist Services at Dunstan Hospital

28/3 Attended Blossom Festival AGM

29/3 Attended BLAST marchout at Roxburgh

31/3 Attended Officer of Auditor General Teams meeting for Audit and Risk Chairs

3/4 Opened Cromwell Primary ealry learners hub

6/4 Attended Central Otago Leaders Group

9/4 Attended Clyde Wine and Food

11/4 Attended launch at Akaura Winery

12/4 Attended Roxburgh Business Breakfast

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

12/04/2023

Maniototo Community Board Minutes

16 March 2023

Unconfirmed

MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 16 March 2023 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), Q Penniall (Infrastructure Manager), D Scoones (Group Manager - Community Experience), G Bailey (Parks and Recreation Manager), S Finlay (Chief Financial Officer), F Yeboah (Accountant), J Remnant (Asset Management – Team Leader), P Fleet (Roading Manager), L Stronach (Team Leader – Statutory Property), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies for this meeting.

2 Condolences

the chair referred to the deaths of Dawn Graham, Owen Claridge and Pat O’Neill. Members stood for a moment’s silence as a mark of respect.

3 Public Forum

Amie Pont – Scott Lane Bridge

Ms Pont spoke to the current situation with the Scott Lane Bridge in the Māniatoto. She enquired when a decision would be made on the future of the bridge and asked that they could be involved and communicated with throughout this process. She then responded to questions.

4 Confirmation of Minutes

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the public minutes of the Maniototo Community Board Meeting held on 1 December 2022 be confirmed as a true and correct record.

Carried

5 Declaration of Interest

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

6 Reports

23.1.2 2023-24 Annual Plan Budget and Fees and Charges Schedule

For the Maniototo Community Board to approve the draft budgets for inclusion in Council’s Annual Plan 2023-24 process and the 2023-24 fees and charges schedule.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board

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

B. Agrees the draft Maniototo Ward 2023-24 Annual Plan budget and recommend to Council for inclusion in the 2023-24 Annual Plan.

C. Agrees to accept the Maniototo Ward 2023-24 fees and charges schedule and recommend to Council for inclusion in the 2023-24 Annual Plan.

Carried

Note: With permission of the meeting Item 23.1.7 was moved forward.

7 Mayor’s Report

23.1.7 Mayor's Report

His Worship the Mayor gave an overview of his recent activities in the Māniatoto before responding to questions.

Committee Resolution

Moved: Duncan

Seconded: Helm

Carried

23.1.3 Application to lease part of the Naseby Recreation Reserve (PRO: 5037 L1)

To consider an application to lease part of the Naseby Recreation Reserve for grazing purposes.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the Maniototo Community Board

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

B. Agrees to grant the Applicants a lease over 12 hectares (more or less) of the Naseby Recreation Reserve as shown in figure 3, being Sections 1, 3, and part Section 2 Survey Office Plan 370699 and Section 145 Block I Naseby Survey District, on the following terms and conditions:

o Commencement 01 July 2022

o Term Five (5) Years

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

o Rent $760 per annum plus GST

o Rent Review Dates 01 July 2025, 2028, and 2031

o Rent Review Methodology Adjustment by CPI

Subject to:

- Public access to the irrigation dam (on Crown Land) being maintained.

- The Applicants paying all costs associated with the public advertising.

- The lease complying with the provisions 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

23.1.4 Request to Fill the Former Ranfurly Ice Rink with Water

To enable the Maniototo Community Board to consider a submission request to the 2021/31 Long-term Plan to fill the former Ranfurly Ice Rink with water, add plantings and create walkways around the site..

Committee Resolution

Moved: Harris

Seconded: McAuley

That the Maniototo Community Board

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

B. Declines the request for filling the former Ranfurly Ice Rink with water, add plantings and create walkways around the site.

C. The Maniototo Rugby Club is approached to determine their interest in leasing the site for additional cropping.

Carried

23.1.5 Māniatoto Financial Report for the Period Ending 31 December 2022

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

Committee Resolution

Moved: Duncan

Seconded: Harris

That the report be received.

Carried

Note: With the permission of the meeting Item 23.1.8 was moved forward.

8 Chair's Report

23.1.8 Chair's Report

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

· Attended a walk-round of the developments at the school.

· Attended the Māniatoto A&P Show.

· Noted calls received regarding the new rubbish bins.

· Noted the need for more rubbish bins in the town, the current amount don’t seem to be sufficient.

· Attended meeting with Otago Regional Council with Cr. Duncan.

· Met with Scott Liddell from Otago Regional Council about the issue of debris blocking culverts and bridges.

· Had met with contractors at the Hospital.

· Attended a visit around the water infrastructure with other board members.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

23.1.6 Plan Change 19 Update

To update the Community Board on the progress of Plan Change 19 including detailing the process and next stages.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the report be received.

Carried

9 Members' Reports

23.1.9 Members' Reports

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

Mr Harris reported on the following:

· Attended the Rodeo.

· Attended a walk around of the pipe infrastructure with other members.

· Noted a letter regarding the poor state of some roads in Ranfurly, especially on Fraser Avenue, Pery Street, Dungannon Street.

· Inspected Scott Lane Bridge with other members.

· Attended a visit around the water infrastructure with other board members.

Ms McAuley reported on the following:

· Attended a meeting with CODC with regards to the Ranfurly Swimming Pool. Positive developments around extending opening hours and encouraging more users.

· Attended Late Night Shopping Event in Ranfurly.

· Attended Naseby Fun Day.

· Attended the Big Bash Cricket.

· Attended the Māniatoto A&P Show.

· Attended the Rodeo.

· Attended a visit around the water infrastructure with other board members.

Mr Helm reported on the following:

· Attended the Māniatoto A&P Show.

· Attended the Rodeo.

Cr Duncan reported on the following:

· Attended the Māniatoto A&P Show.

· Attended the Otago Regional Council meeting.

· Attended the regional meeting with Waka Kotahi in Balclutha.

· Attended the Wānaka A&P Show .

· Noted that The Rail Trail is really busy.

· Noted that the farming climate is hard. Rural communities are under a lot of pressure

· Noted the recent resignation of the Chief Executive Officer. Mentioned that the process had begun to find a replacement.

· Heading up north next month to offer help in Hawkes Bay.

Committee Resolution

Moved: Harris

Seconded: Helm

That the report be received.

Carried

Note: Cr. Duncan left the meeting at 3.48pm

10 Status Reports

23.1.10 March 2023 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: McAuley

Seconded: Helm

That the report be received.

Carried

Note: Cr Duncan returned to the meeting at 3.49 pm.

11 Date of the Next Meeting

The date of the next scheduled meeting is 11 May 2023.

The Meeting closed at 3.50pm

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

CHAIR / /

Vincent Community Board Minutes

21 March 2023

Unconfirmed

MINUTES OF A mEETING OF THE
Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Tuesday, 21 March 2023 COMMENCING AT 2.00 pm

PRESENT: Cr T Alley (Chairperson), Dr R Browne, Mr J Cromb, Mr D Johns, Cr M McPherson, Cr T Paterson

IN ATTENDANCE: T Cadogan (Mayor), 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, Contractor), D McKewen (Accountant), G Virk (Graduate Accountant), G Bailey (Parks and Recreation Manager), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Trevor Lawrence – Iceinline Roof Project

Mr Lawrence gave an overview of the proposed roof project and its benefits to the community. He then responded to questions.

Ken Churchill – The Half Mile Reserve Moving Forward

Mr Churchill requested a plan for the clearance and replanting of the Half Mile Reserve. He asked for community involvement throughout this process.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Johns

That the public minutes of the Vincent Community Board Meeting held on 31 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

23.2.2 Wilding Conifer Control Policy

To advise the decision from Council whether the Wilding Conifer Control Policy permits a staged approach to wilding conifer removal on Council land.

Committee Resolution

Moved: McPherson

Seconded: Cromb

That the Vincent Community Board

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

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

C. Notes that this includes the removal of trees from the Half Mile Recreation Reserve.

Carried

After discussion the items from 23.1.2 were lifted off the table and considered. It was agreed that the redevelopment of the Half Mile Reserve should take place following a landscape plan being presented to the board for its consideration.

Committee Resolution

Moved: McPherson

Seconded: Cromb

D. Authorises the redevelopment of the Half Mile Reserve, subject to the approval of a landscape plan by the Community Board.

E. Directs the CEO to investigate funding opportunities for the development of the Half Mile Recreation Reserve with options reported back to the Vincent Community Boards May 2023 meeting.

Carried

23.2.3 2023-24 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Vincent ward component of the 2023-24 fees and charges schedule for inclusion in Council’s Annual Plan 2023-24 process.

After discussion it was agreed that the fees and charges for the Alexandra Pool would not increase and the schedule would be changed to reflect this.

Committee Resolution

Moved: Paterson

Seconded: Browne

That the Vincent Community Board

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

B. Agrees the draft Vincent ward 2023-24 Annual Plan budget and recommend to Council for inclusion in the 2023-24 Annual Plan.

C. Agrees to accept the Vincent ward 2023-24 fees and charges schedule and recommend to Council for inclusion in the 2023-24 Annual Plan without increases to the entry prices at the Alexandra Pool.

Carried

Attachments

1 Tabled document with workings for options for IceInLine

23.2.4 Vincent Financial Report for the Period Ending 31 December 2022

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

Committee Resolution

Moved: McPherson

Seconded: Johns

That the report be received.

Carried

6 Mayor’s Report

23.2.5 Mayor's Report

His Worship the Mayor gave a verbal update of his activities since the last meeting before responding

to questions.

Committee Resolution

Moved: Alley

Seconded: Paterson

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

23.2.6 Chair's Report

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

· Attended a Tourism Advisory Board meeting to discuss the DMP

· Attended VCB workshop and site visit

· Attended a Alexandra Community House celebration of their 10^th Anniversary

· Met with David Scoones and Nikki Williams to discuss future plans for the libraries

· Met with the Deputy Principal at Dunstan High School about how CODC and board members could be part of Civics education in at the school

· Met with Anna Robinson (Otago Catchment Community Inc) and Trudy Anderson (consultant), and other board members to discuss the need for a biodiversity policy in Central Otago

Committee Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

Carried

8 Members' Reports

23.2.7 Members' Reports

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

Dr Browne reported on the following:

· Attended a meeting with Alexandra U3A

· Attended a meeting of ADMI (Alexandra District Museum Inc)

· Attended a meeting with the Dunstan Friendship Club

· Attended a Creative Writers Circle meeting

· Attended the Central Otago Regional Orchestra AGM

· Attended a Central Otago District Arts Trust meeting

· Presented a session on climate change to Lawrence U3A

· Attended VCB workshop and site visit

· Met with Anna Robinson (Otago Catchment Community Inc) and Trudy Anderson (consultant), and other board members to discuss the need for a biodiversity policy in Central Otago

Mr Johns reported on the following:

· Noted that the Golf Course is still very busy with visitors from all over New Zealand

· Attended a Vallance Cottage meeting

· Noted that planning is still underway with the RSA for wood deliveries for members

· Attended the VCB site visit to Central Stories.

Cr McPherson reported on the following:

· Attended a Council meeting

· Attended a Hearings Panel meeting

· Will attend the Blossom Festival AGM next week

Cr Paterson reported on the following:

· Attended a Manuherekia Exemplar Catchment meeting

· Chaired a Central Otago Health Incorporated meeting

Mr Cromb reported on the following:

· Met with Anna Robinson (Otago Catchment Community Inc) and Trudy Anderson (consultant), and other board members to discuss the need for a biodiversity policy in Central Otago

· VCB workshop day and site visit.

· Attended the Omakau A&P Show and assisted on the CODC stall to demonstrate the new arrangements for kerbside collection

Committee Resolution

Moved: Alley

Seconded: Browne

That the report be received.

Carried

Note: Cr Paterson left the meeting at 3.02 pm.

9 Status Reports

23.2.8 March 2023 Governance Report

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

Committee Resolution

Moved: McPherson

Seconded: Cromb

That the report be received.

Carried

Note: Cr Paterson returned to the meeting at 3.05 pm.

10 Date of The Next Meeting

The date of the next scheduled meeting is 2 May 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Cromb

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
23.2.9 - 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

Carried

The public were excluded at 3.06pm and the meeting closed at 3.08 pm.

Cromwell Community Board Minutes

22 March 2023

Unconfirmed

MINUTES OF A mEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Wednesday, 22 March 2023 COMMENCING AT 2.00 pm

PRESENT: Ms A Harrison (Chair), Mr B Scott, Cr S Browne, Cr N Gillespie, Cr C Laws, Mr W Sanford

IN ATTENDANCE: 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), G Robinson (Property and Facilities Manager), L Stronach (Team Leader Statutory Property), T Bates (Property Officer), A Rodgers (Principal Policy Planner), G Bailey (Parks and Recreation Manager), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Declaration of Office

23.2.1 Declaration of Office

The new member of the Cromwell Community Board was required to take the Declaration of Office.

The Deputy Mayor asked Mr Sanford to give his declaration. It was read aloud before being sighted and signed.

2 Apologies

Apology

Committee Resolution

Moved: Browne

Seconded: Sanford

That the apology received from Ms McConnell be accepted.

Carried

3 Public Forum

Robbie Dick – Lease for Central Wormworx

Mr Dick spoke with regards to his lease held by Central Wormworx Limited.

Janeen Wood – Cars on the Cycleway in Pisa Moorings

Ms Wood gave an update on the issue of vehicles traversing the Lake Dunstan Trail and detailed four areas where this was most problematic.

4 Confirmation of Minutes

Committee Resolution

Moved: Scott

Seconded: Browne

That the public minutes of the Cromwell Community Board Meeting held on 9 February 2023 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. Crs Laws and Gillespie declared an interest in item 23.2.4. They did not discuss or vote on the item.

6 Reports

23.2.3 Request to extend the Lease held by Central Wormworx Limited (PRO: 3112 L2)

To consider a proposal to grant a short extension to the lease held by Central Wormworx Limited over part of Lot 4 Deposited Plan 526140.

Committee Resolution

Moved: Scott

Seconded: Laws

That the Cromwell Community Board

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

B. Agrees to vary the lease held by Central Wormworx Limited, over part of Lot 4 DP 526140, as follows:

• Additional Right(s) of Renewal: One (1) of One (1) Year (commencing 01 July 2023), followed by One (1) of Two (2) Years (commencing 01 July 2024).

• Rental: No change.

• New Final Expiry Date: 30 June 2026.

• Right(s) of Assignment: Nil.

• Cancellation Clause: Post renewal dated 01 July 2024, (if exercised), either party may cancel the Lease with no less than six (6) months written notice.

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

Carried

Note: Crs Laws and Gillespie declared an interest in item 23.2.4. They did not discuss or vote on the item.

23.2.4 REVIEW OF PROPOSAL TO DISPOSE OF PART OF RECORD OF TITLE 13B/860 TO WAKA KOTAHI NEW ZEALAND TRANSPORT AGENCY AS AGENTS OF THE CROWN (PRO: 62-3047-00).

To consider the compensation required in disposing approximately 1,740 square metres of Record of Title OT13B/860, to Waka Kotahi as agents of the Crown, for the purpose of constructing a roundabout at the intersection of State Highway 8B and Barry Avenue.

Committee Resolution

Moved: Sanford

Seconded: Browne

That the Cromwell Community Board

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

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

C. Recommends to Council the Community Board resolution of 21 June 2022 to dispose of approximately 1,740 square metres of Record of Title OT13B/860 to Waka Kotahi New Zealand Transport Agency for $118,000 (One Hundred and Eighteen Thousand Dollars) plus GST (if any) be upheld.

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

Carried

23.2.5 2023-24 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Cromwell Ward 2023-24 fees and charges schedule for inclusion in Council’s Annual Plan 2023-24 process.

After discussion it was agreed that the fees and charges for the Cromwell Pool would not increase and the schedule would be changed to reflect this.

Committee Resolution

Moved: Browne

Seconded: Laws

Recommendations

That the Cromwell Community Board

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

B. Agrees the draft Cromwell Ward 2023-24 Annual Plan budgets and recommend to Council for inclusion in the 2023-24 Annual Plan.

C. Agrees to accept the Cromwell Ward 2023-24 Fees and Charges schedule and recommend to Council for inclusion in the 2023-24 Annual Plan without increases to the entry prices at the Cromwell Pool.

Carried

23.2.6 Cromwell Financial Report for the Period Ending 31 December 2022

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

Committee Resolution

Moved: Gillespie

Seconded: Scott

That the report be received.

Carried

7 Mayor’s Report

23.2.7 Mayor's Report

His Worship the Mayor was not present at this meeting.

8 Chair's Report

23.2.8 Chair's Report

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

· Attended two Museum Trust meetings in February and March. MOU signed in March. Note good visitor numbers throughout the summer.

· Volunteered at the interclub swim meet.

· Attended The Goldfields School Colour Run. Gave thanks to the Cromwell Volunteer Fire Brigade who supported the event.

· Attended the drop in sessions at McNulty House with Year 5/6 from the school.

Committee Resolution

Moved: Harrison

Seconded: Scott

That the report be received.

Carried

9 Members' Reports

23.2.9 Members' Reports

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

Cr Laws reported on the following

· Attended a Cromwell Community House meeting and updated members on some issues discussed

· Attended an Old Cromwell Incorporated meeting

· Attended a Council meeting and gave members and update on topics discussed

Mr Sandford reported on the following

· Notes some negative feedback regarding Lowburn freedom camping. In relation to this he has been asked to be a board member on the Lake Dunstan Charitable Trust.

· Attended the McNulty House open day and noted positive feedback for the project.

Cr Gillespie reported on the following

· Attended March Council meeting.

· Attended a Hearings Panel meeting and updated members on some issues discussed.

· Attended the open day at McNulty House.

Cr Browne reported on the following

· Attended the McNulty House open day and had some very positive interactions.

· Notes that she is working with the CODC waste team to increase the positive messaging around the new waste contract and kerbside collection.

· Has attended various sports groups meetings. Has noted that most are running at capacity.

· Attended a meeting with the Aquatics team and is encouraged by some positive changes in this space and attempt to increase visitors.

Mr Scott reported on the following

· Attended a Cromwell and District Promotions Group meeting

· Attended the NZ Open Final Qualifying Golf Tournament which brought a large number of people to Cromwell

· Attended the open day at McNulty House which received good attendance and positive responses

· Attended a planning meeting for a Quiz Night for the Cromwell and Districts Promotions Group

Committee Resolution

Moved: Browne

Seconded: Laws

That the report be received.

Carried

10 Status Reports

23.2.10 March 2023 Governance Report

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

Committee Resolution

Moved: Sanford

Seconded: Gillespie

That the report be received.

Carried

11 Date of The Next Meeting

The date of the next scheduled meeting is 8 May 2023.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Laws

Seconded: Scott

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
23.2.11 - Gair Avenue Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.2.12 - 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

Carried

The public were excluded at 3.27 pm and the meeting closed at 4.04 pm.

Teviot Valley Community Board Minutes

23 March 2023

Unconfirmed

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 23 March 2023 COMMENCed AT 2.03 pm

PRESENT: Mr N Dalley (Chairperson), Mr M Jessop, Cr S Feinerman, Ms G Booth, Mr R Read

IN ATTENDANCE: T Cadogan (Mayor), S Righarts (Group Manager - Business Support) (via Microsoft Teams), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer Contractor), D McKewen (Accountant), A Rodgers (Principal Planner), C Martin (Properties and Facilities Officer), P Penno (Community and Engagement Manager), R Williams (Community Development Officer), M Tohill (Communications Support), A Crosbie (Senior Policy Advisor), N Lanham (Economic Development Manager), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies

2 Public Forum

Sharyn and Noel Miller – Branxholm Street Road Stopping

Mr and Mrs Miller spoke to their application for a road stopping on Branxholm Street, Roxburgh before responding to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the public minutes of the Teviot Valley Community Board Meeting held on 2 February 2023 were 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

23.2.2 Application to Stop Part of Branxholm Street

To consider an application to stop an unformed section of Branxholm Street, to legalise an historic encroachment, in accordance with the provisions of the Public Works Act 1981.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the Teviot Valley Community Board

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

Carried

Committee Resolution

Moved: Dalley

Seconded: Jessop

B. To recommend to Council to approve the proposal to stop the unformed portion of Branxholm Street identified as Section 1 in figure 5, being approximately 268 square metres, subject to:

- The Applicants paying all costs associated with the stopping, including purchase of the land at valuation.

- The Applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

LOST

Part B of the resolution was lost. A new motion was proposed by Mr Jessop but was lost due to a lack of a seconder.

Note: The meeting was adjourned at 2.49 pm and returned at 2.57 pm.

After discussion it was agreed to consider Option 2 of the report instead.

Committee Resolution

Moved: Dalley

Seconded: Booth

B. To recommend to Council to approve the proposal to stop the unformed portion of Branxholm Street identified as Section 1 in figure 5, being approximately 268 square metres, subject to:

- The Applicants paying all other costs associated with the stopping.

- The land identified as Section 1 in figure 5, being transferred to the Applicants for $1.

- The Applicants obtaining the consent of the owner of Lot 1 DP 7225.

- The land being amalgamated with record of title OT400/197 (Lot 1 DP 4138).

- The stopping being approved by the Minister of Lands.

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

Carried with Cr Feinerman and Mr Read recorded their vote against

Committee Resolution

Moved: Dalley

Seconded: Jessop

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

Carried

Note: Mr Dalley declared an interest in item 22.2.3. He did not join the discussion or vote on the matter.

Note: Mr Jessop the assumed the Chair.

23.2.3 Roxburgh Entertainment Centre Maintenance Project

To consider the proposed maintenance programme and funding for the Roxburgh Entertainment Centre.

Committee Resolution

Moved: Feinerman

Seconded: Booth

That the Teviot Valley Community Board

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

B. Approves the Roxburgh Entertainment Centre roof repair costs, estimated at an initial cost of $61,000 and ongoing of $1,500, are included in the Long-term Plan 2024-34.

C. Notes the Roxburgh Entertainment Centre is no longer required to be earthquake strengthened to 67% NBS IL4. This is because the Central Otago Emergency Management is going to execute a memorandum of understanding with the Roxburgh Area School to use their hall as the ward’s Civil Defence Centre.

D. To approve the reallocation of $336,000 of the $362,000 capital budget no longer required to earthquake strengthen the Roxburgh Entertainment Centre to the full replacement of the south wall (WSP Report Option 3), and an Asbestos Refurbishment Survey and Building Condition Assessment.

E. To approve the reallocation of $15,900 of the $26,251 operational budget no longer required for the Roxburgh Entertainment Centre earthquake strengthening to carry out a Conservation Plan.

Carried

Note: Mr Dalley resumed the chair.

23.2.4 2023-24 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Teviot Valley ward 2023-24 fees and charges schedule for inclusion in Council’s Annual Plan 2023-24 process.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board

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

B. Agrees to accept the Teviot Valley Ward draft 2023-24 Annual Plan budgets and recommend to Council for inclusion in the 2023-24 Annual Plan.

C. Agrees to accept the Teviot Valley Ward 2023-24 Fees and Charges schedule and recommend to Council for inclusion in the 2023-24 Annual Plan.

Carried

23.2.5 Teviot Valley Financial Report for the Period Ending 31 December 2022

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

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received

.Carried

23.2.6 Plan Change 19 Update

To update the Community Board on the progress of Plan Change 19 including detailing the process, submissions received, and next stages.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

6 Mayor’s Report

23.2.7 Mayor's Report

His Worship the Mayor gave an overview of his recent activities in the Teviot Valley before responding to questions.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

23.2.8 Chair's Report

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

· Noted there was discussion around the Lake Onslow project and how the valley might be able to accommodate it. Noted a meeting with Assoc Prof Earl Bardsley to discuss details and how his research has shaped his ideas for water storage.

· Attended the Mt Benger A&P Show and helped the waste team inform people about the changes to the waste management offering.

· Noted the recent communications around service requests.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the report be received.

Carried

8 Members' Reports

23.2.9 Members' Reports

Members will give an update on activities and issues since the last meeting.

Cr Feinerman reported on the following:

· Attended the Mt Benger A&P show and helped with the waste minimisation tent.

· Met with Derek Shaw from Emergency Management to discuss emergency planning.

· Attended a site visit to discuss issues with the new road surface on Sanders Road.

· Attended a meeting of the pool committee.

· Update members on discussions at this month’s Council meeting.

· Spoke at the Town and Country Club dinner. Key topics discussed were the Spatial Plan, the new pool and kerbside collection.

· Attended the Teviot Valley Spatial Planning meeting.

Mr Read reported on the following:

· Attended a meeting for the Tuapeka County Bursary Trust.

· Noted there was a dead tree which was planted as a memorial for World War Two, and needed to be replaced.

Ms Booth reported on the following:

· Attended a Roxburgh Medical Centre meeting.

· Attended a Medical Services Trust meeting.

Mr Jessop reported on the following:

· Attended a Museum committee meeting, plan to develop the museum Playing on the 14^th April

· Attended a Teviot Prospects meeting. Noted discussion around the formation of a mountain bike track on Grovers Hill.

· Attended a Millers Flat coffee group meeting.

· Reported positive feedback from the Cavalcade in Millers Flat.

· Attended the Teviot Valley Spatial Planning meeting.

· Noted concern from residents around activity at the gold mine site in Millers Flat.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

9 Status Reports

23.2.10 March 2023 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: Dalley

Seconded: Read

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 4 May 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Dalley

Seconded: Feinerman

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
23.2.11 - 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

Carried

The public were excluded at 4.26 pm and the meeting closed at 4.37 pm.

Audit and Risk Committee Minutes

24 March 2023

Unconfirmed

MINUTES OF Central Otago District Council
Audit and Risk Committee
HELD IN Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Friday, 24 March 2023 AT 9.30 am

PRESENT: Ms L Robertson (Chair), Cr T Alley, His Worship the Mayor T Cadogan, Cr N Gillespie (via Microsoft Teams)

IN ATTENDANCE: S Feinerman (Observer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L Fleck (General Manager – People and Culture), J Muir (Three Waters Director), P Keenan (Capital Projects Programme Manager), N McLeod (IS Manager), A Crosbie (Senior Policy Advisor), C Green (Water Services Accountant), R Ennis (Health, Safety and Wellbeing Advisor), D McKewen (Accountant), P Bain (Water Services Team Leader) and W McEnteer (Governance Manager)

1 Apologies

Apology

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the apology received from Cr Paterson be accepted.

Carried

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the public minutes of the Audit and Risk Committee Meeting held on 15 December 2022 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

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

5 Reports

Note: David Seath from Deloitte joined the meeting for item 23.1.2.

23.1.2 Audit NZ and Internal Audit Update

To consider an update on the status of the external and internal audit programme.

After discussion it was noted that Council should be brought up to speed with the work being done at present via a report for their information. It was anticipated that this work would be completed to bring back to the June meeting.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

23.1.3 Procurement Audit

To note that the final procurement audit from Deloitte has been received.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

23.1.4 Progress in the Preparation of the 2024-34 Long-term Plan

To receive an update on the progress in preparing the 2024-34 Long-term Plan.

After discussion it was agreed to send out the updates to Audit and Risk members in addition to Council members.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the Audit and Risk Committee:

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

B. Notes the progress in the preparation of the 2024-34 Long-term Plan.

Carried

23.1.5 Policy and Strategy Register

To consider the Policy and Strategy Register.

After discussion it was agreed that staff should be in contact with Otago Regional Council to ensure that the Community Response Plans were in date and to report back to the June meeting with the outcome.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

23.1.6 Update on the Three Waters Works Program to 30 June 2024

To consider an update on the Three Waters works program.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

23.1.7 Health, Safety & Wellbeing Report

To provide the Audit & Risk Committee with an update on the health, safety and wellbeing performance of the organisation.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

23.1.8 Financial Report for the Period ending 31 December 2022

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

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

6 Chair's Report

23.1.9 Chair's Report

The Chair had nothing to report.

7 Members' Reports

23.1.10 Members' Reports

To consider the members’ reports.

His Worship the Mayor noted the road and footpath in Clyde that leads up the hill to the water plant does not have a sign to say it was closed. It was reported that the road was closed properly now.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the reports be received.

Carried

8 Status Reports

23.1.11 March 2023 Governance Report

To report on items of general interest and the current status report updates.

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

9 Date of The Next Meeting

The date of the next scheduled meeting is 2 June 2023.

10 Resolution to Exclude the Public

Committee Resolution

Moved: Robertson

Seconded: Cadogan

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)(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)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	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
23.1.12 - Water Services Update on Compliance Status	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
23.1.13 - Audit New Zealand Report To The Council on the 30 June 2022 Annual 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
23.1.14 - Strategic Risk Register	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
23.1.15 - Litigation Register	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
23.1.16 - Cybersecurity, Information and Records Management, and Privacy Plans for 2022-2025 Implementation Update	s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	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
23.1.17 - 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

Carried

The public were excluded at 10.58 am and the meeting closed at 12.32 pm.

Council Meeting Agenda

19 April 2023

11 Resolution to Exclude the Public

Recommendations

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 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	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
23.4.19 - Alexandra Airport Commercial Hangar Site Request	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.4.20 - Water Services Update on Compliance Status	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
23.4.21 - Proposal to revoke Resolution	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
23.4.22 - 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
23.4.23 - April 2023 Confidential Governance Report	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.4.24 - Confidential Minutes of the Vincent Community Board Meeting held on 21 March 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
23.4.25 - Confidential Minutes of the Cromwell Community Board Meeting held on 22 March 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
23.4.26 - Confidential Minutes of the Teviot Valley Community Board Meeting held on 23 March 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
23.4.27 - Confidential Minutes of the Audit and Risk Committee Meeting held on 24 March 2023	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)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	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


AGENDA Ordinary Council Meeting Wednesday, 19 April 2023
Date:	Wednesday, 19 April 2023
Time:	10.30 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.)
Louise van der Voort Acting Chief Executive Officer