Agenda of Council meeting - Wednesday, 31 May 2023

Council Meeting Agenda

31 May 2023

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Wednesday, 19 April 2023 COMMENCING AT 10.30 am

PRESENT: His Worship the Mayor T Cadogan, Cr N Gillespie, Cr T Alley, Cr S Browne, Cr L Claridge, Cr S Duncan, Cr S Feinerman (via Microsoft Teams), Cr C Laws, Cr N McKinlay, Cr T Paterson

IN ATTENDANCE: L van der Voort (Acting Chief Executive Officer – via Microsoft Teams), L Fleck (General Manager - People and Culture via Microsoft Teams), 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), J Muir (Three Waters Director), G Bailey (Parks and Recreation Manager), Q Penniall (Infrastructure Manager), M Hardman (Roading Asset Manager), L Stronach (Team Leader – Statutory Property), C Green (Infrastructure Financial Officer), N Lanham (Economic Development Manager), M Tohill (Communications Support) and R Williams (Community Development Officer)

1 Apologies

Resolution

Moved: Alley

Seconded: Paterson

That the apologies received from Crs Cooney and McPherson be received and accepted.

Carried

Note: Cr Browne opened the meeting with a karakia.

2 Public Forum

Sharyn and Noel Miller – Application for a Road Stopping in Branxholm Street, Roxburgh.

Mr and Mrs Miller spoke to their application to stop a piece of road on Branxholm Street, Roxburgh.

They then responded to questions.

Note: Proceedings were interrupted when the Mayor noted that a member of the public was taking photographs during the public forum. The Mayor advised that person that prior permission was required from the Chair and that he would ask him to leave if he did it again.

3 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Paterson

That the public minutes of the Ordinary Council Meeting held on 30 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. Crs Gillespie and Laws declared an interest in item 23.4.3. They did not take part in the discussion or vote on the item.

5 Reports

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

23.4.2 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.

With the leave of the meeting, it was AGREED to let the item lie on the table, pending further investigation into when the road was originally surveyed. Specifically, whether the road reserve was defined prior to the house being built.

Note: The Mayor advised the member of the public taking photographs that he was now free to take photographs if he wished to do so, clarifying that it was not appropriate to take photographs while members of the public are presented to the meeting.

Note: Crs Gillespie and Laws declared an interest in item 23.4.3. They did not take part in the discussion or vote on the item.

23.4.3 RATIFICATION OF RESOLUTION 23.2.4 (PROPOSAL TO DISPOSE OF LAND TO WAKA KOTAHI NEW ZEALAND TRANSPORT AGENCY).

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

Resolution

Moved: Cadogan

Seconded: McKinlay

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.

Carried

23.4.4 Request for additional maintenance funding to maximise Waka Kotahi subsidy

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

Roading reserves and General reserves have to date been presented together. Future transfers will be itemised and reported back to the Audit & Risk committee as in part C of the resolution.

Resolution

Moved: Paterson

Seconded: Alley

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, recognising council’s contribution will be $251,210.

C. Resolves to request staff to investigate the make up of the General reserves account to ensure transfers are occurring as per expectations and report back to the Audit & Risk Committee.

Carried

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

23.4.5 Increased Sampling Cost to Meet New Drinking Water Rules

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

Discussions followed on what effect the increased standards and monitoring would have on rates and how these cost increases will be presented in the LTP.

Resolution

Moved: Laws

Seconded: Claridge

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.

Carried

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

23.4.6 Elderly Persons Housing Rent Review

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

Resolution

Moved: Duncan

Seconded: Alley

That the report be received.

Carried

23.4.7 Economic Development Work Programme Progress Report

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.

Resolution

Moved: Paterson

Seconded: Duncan

That the report be received.

Carried

Note: Cr McKinlay left the room at 11.33 am and returned at 11.38 am.

Note: His Worship the Mayor resumed the Chair.

23.4.8 Public Toilet Policy

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

Resolution

Moved: Cadogan

Seconded: Alley

That the Council

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

B. Adopts the Public Toilet Policy.

Carried

23.4.9 Wilding Conifer Control Policy

To amend the Wilding Conifer Control Policy.

Resolution

Moved: Paterson

Seconded: Duncan

That the Council

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

B. Amends the Wilding Conifer Control Policy.

Carried with Cr Claridge recording her vote against

23.4.10 Process for the Appointment of an Audit and Risk Chair

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

Resolution

Moved: McKinlay

Seconded: Duncan

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 Cr Paterson as a 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.

Carried

23.4.11 Update to the Register of Delegations

To consider an update to the Register of Delegations.

During discussion it was agreed that the names of appointees should be included in the delegations, as appropriate. It was also suggested that a first principles review of the register take place when the work programme allowed.

Resolution

Moved: Gillespie

Seconded: Alley

That the Council

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

B. Notes the proposed changes to the Register of Delegations with the inclusion of names of appointees as appropriate.

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

Carried

6 Mayor’s Report

23.4.12 Mayor's Report

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

As part of his report, the Mayor acknowledged the work done by Sanchia Jacobs as the Chief Executive Officer and wished her all the best for her future role.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

7 Status Reports

23.4.13 April 2023 Governance Report

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

It was requested that the report be amended to be presented in reverse chronological order.

Resolution

Moved: Browne

Seconded: Alley

That the Council receives the report.

Carried

8 Community Board Minutes

23.4.14 Minutes of the Maniototo Community Board Meeting held on 16 March 2023

Resolution

Moved: Alley

Seconded: McKinlay

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 16 March 2023 be noted.

Carried

23.4.15 Minutes of the Vincent Community Board Meeting held on 21 March 2023

Resolution

Moved: Alley

Seconded: McKinlay

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 21 March 2023 be noted.

Carried

23.4.16 Minutes of the Cromwell Community Board Meeting held on 22 March 2023

Resolution

Moved: Alley

Seconded: McKinlay

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 22 March 2023 be noted.

Carried

23.4.17 Minutes of the Teviot Valley Community Board Meeting held on 23 March 2023

Resolution

Moved: Alley

Seconded: McKinlay

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 23 March 2023 be noted.

Carried

9 Committee Minutes

23.4.18 Minutes of the Audit and Risk Committee Meeting held on 24 March 2023

Resolution

Moved: Alley

Seconded: McKinlay

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 24 March 2023 be noted.

Carried

10 Date of Next Meeting

The date of the next scheduled meeting is 31 May 2023.

11 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Paterson

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	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

Carried

The public were excluded at 12.05pm and the meeting adjourned for lunch until 12.43pm, when it resumed in non-public. The meeting closed at 1.45pm.

31 May 2023

23.5.3 Submissions on the 2023-24 Annual Plan Consultation Document

Doc ID: 653228

1. Purpose of Report

To consider the submissions to the 2023-24 Annual Plan Consultation Document.

Recommendations

That the Council

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

B. Considers the submissions and decides on the action that should be taken.

C. Agrees to the recommendation from the Vincent Community Board on the draft 2023-24 Annual Plan that the roof for IceInLine be funded by option 1 (loan of $400,000 to be fully rate funded over 20 years).

D. Agrees to the recommendation from the Cromwell Community Board on the draft 2023-24 Annual Plan that the Council consider including Sandflat Road, Cromwell in its road sealing programme.

E. Notes the previous Council resolution (23.4.5) to increase the water supply operational budget for 2023-24 by $310,445.40. This increase reflects the new monitoring and sampling drinking water requirement required by the Drinking Water Quality Assurances Rules which came into force on 14 November 2022.

2. Background

The Annual Plan consultation opened on 3 April 2023 and closed on 1 May 2023.

The annual planning cycle presents an opportunity to hear from the community on key items that were not consulted on in the last Long-term Plan, and any other aspects of the Annual Plan. This year there was one consultation item, a proposal to support IceInline with a grant towards the construction of a roof over its ice rink at Molyneux Park in Alexandra.

Promotion of the 2023-24 Annual Plan Consultation Document included:

· Public notice on 3 April 2023

· Hard copies were made available at the Alexandra office and Cromwell Service Centre

· Facebook posts on 6, 17 and 26 April 2023

· Shares on Elected Member Facebook pages

· Discussion on Mayor Tim’s Facebook Live sessions

· Media releases

· Notice in CODC Noticeboard in The News on 6, 13, 20, 27 April 2023

· Advertising in the Central App in April 2023 was viewed 48,904 times, with 198 people clicking forward to the Let’s Talk consultation page

· Digital displays on screens in Council office and libraries.

A total of 175 submissions were received through the Let’s Talk consultation platform.

3. Discussion

Overall Comments

A total of 52 comments were received. The main themes related to the question regarding proposed funding for construction of the roof on the ice rink at Molyneux Park in Alexandra.

There were a number of positive comments expressing support for the proposal. There were also those who expressed opposition to the proposal. In addition, there were eight comments that were unrelated to the ice rink and addressed other aspects of the Annual Plan. Those comments were varied, raising issues relating to parks, roads, rates, property, planning, community engagement, tourism, and economic development.

While the 2023-24 Annual Plan Consultation Document was promoted throughout the district, it is not surprising that Vincent ward is overrepresented since the key issue in this consultation relates to the ice rink, which is located in the Vincent ward.

Figure 1.1 Respondents by ward

There were no submissions for the Teviot Valley Community Board nor the Māniatoto Community Board to consider.

Please see appendix 1 for all submissions to the draft 2023-24 Long-term Plan, together with staff comments for the Council’s Consideration.

Vincent Community Board

At their meeting on the 19 May 2023, the Vincent Community Board considered submissions on matters related to their ward. These matters included:

· Funding options to provide IceInLine with $400,000 to roof the ice-skating rink.

The submission data for the IceInLIne proposal in the consultation document is summarised in the table below.

Option Details	Impact on Vincent Ratepayers	Number of Respondents in Support**
Option 1* Fully rate funded over 20 years	$3.91 per annum (0.76% rates increase) for 20 years.	111
Option 2 50/50 rate funded/reserves	$2.57 per annum (0.50% rates increase) for 20 years.	22
Option 3 Fully grant funded	$1.23 per annum (0.24% rates increase) lost interest revenue.	34
Option 4 Do not support with any funding	$0	12

*Option 1 is what has been included in the rates calculations and financial statements supporting this consultation document.

** Eight of the respondents selected more than one option, for example, Option 1 and Option 2. As a result, there are eight additional responses that should not have been included. These additional responses do not substantially change the results.

Comments supporting funding for IceInLIne Roof (33)

These responses can be grouped into three themes. The first theme was expressions of general support for construction of the roof on the ice rink, most citing the valuable asset the roof would be for the community. The second theme focused on the ability to extend the season for ice sports and prevent cancellation of events due to poor weather. The third theme focused on the benefits to the larger community, when events can be held at the ice rink, drawing more people into town. Many people felt like this improvement was a long time coming.

“It’s a no brainer, the sooner the better. Happy to pay more rates for improvements around our district such as this.”

“This would be a great initiative to bring more people to the area.”

Comments opposing the funding for InceInLine (11)

These responses had two main themes, a general desire to cut spending and a concern that it should be the responsibility of IceInline, not ratepayers to raise their own funds for this project.

“Time to cut spending.”

“The club should raise funds themselves. Not enough community members use this facility and its not open for long enough for it to be rate payer funded.”

Support from outside the Vincent Ward (26)

While the Vincent Community Board is the delegated authority to consider submissions on this proposal and make a recommendation to the Council, there is interest in this project from Cromwell residents. Of the 167 respondents in support of funding this project 26 lived in Cromwell. The balance lived in the Vincent ward.

Cromwell residents’ comments included:

“This has taken 20 years to come even close to completing an assets that will benefit the whole region economically. Get it done already !”

“We live in Cromwell but use the facility a lot over winter.”

“The ice rink is a great asset to the region and further improvements would be money well spent”

In addition to the formal submissions, there were 139 comments in response to a Facebook post on 6 April 2023 promoting the consultation. While these comments are outside of the official process they have been provided for information. See appendix 2.

The Vincent Community Board resolved under 23.4.3 to recommend to Council that the roof for IceInLine be funded by option1 in the report (fully rate funded over 20 years).

Cromwell Community Board

At their meeting on the 18 May 2023, the Cromwell Community Board considered submissions on matters related to their ward. These matters included:

· Sealing of Sandflat Road

· Reserve naming of a bike track linking Lynn Land and Schoolhouse Road

· Reviewing signage for a walking/biking track from Lowborn Valley Road

· Funding towards irrigation at the Central Lakes Equestrian Club

The Cromwell Community Board resolved to recommend to Council to consider including Sandflat Road, Cromwell in its road sealing programme.

Council Resolution

At a meeting on 19 April 2023 the Council considered a report on the financial impact of the new drinking water monitoring and sampling requirements. These requirements came out of the Drinking Water Quality Assurance Rules which came into force on 14 November 2022.

The Council resolved to increase the water supply operation budget by $181,093.15 in 2022/23 and by $310,445.40 in 2023/24.

Other issues raised in the submissions

Comments were received that relate to the district-wide issues. The following key themes came through in the comments:

· Funding support for young driver regulation and education

· Communication (2 comments) – general feedback about the consultation process

· Rates (2 comments) - Enhancement of the Rate Remission Policy and more consideration of rate differential that applies to the business community

· Proposal of a new multisport facility on the Molyneux Park

· More housing and affordability (2 comments)

· Addition of a pedestrian clip-on to the Alexandra Bridge

· Continued engagement with the business community

· Review of the District Plan to provide for future growth

· Broaden coverage of the Council water supply to smaller private water schemes

· Consent processing times

· Resource Management reforms

4. Options

Option 1 – (Recommended)

Consider the submissions, the recommendations from community boards, and consider what changes are required to the draft 2023-24 Annual Plan

Advantages:

· Follows due process as set out in the Local Government Act 2002

· Enables Council to consider community views before finalising the draft 2023-24 Annual Plan.

Disadvantages:

· None identified.

Option 2

Do not consider the submissions, recommendations from community boards, and consider what changes are required to the draft 2023–24 Annual Plan.

Advantages:

· None identified.

Disadvantages:

· Does not follow due legal process

· Does not meet the expectations of the community

· Risk of not meeting statutory deadlines to enable rates to be struck

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by considering the views of the community in setting the 2023 – 24 Annual Plan.
Financial implications – Is this decision consistent with proposed activities and budgets in Long-term Plan/annual plan?	This paper is consistent with the budgets presented in the draft 2023-24 Annual Plan documentation.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this paper is consistent with all Council plans and policies.
Considerations as to sustainability, the environment and climate change impacts	Considerations to climate change occur throughout the Long-term Plan documentation, and are specifically considered in the infrastructure strategy.
Risks Analysis	There is no risk to the Council in considering this paper and the public submissions on the 2023-24 Annual Plan.
Significance, Consultation and Engagement (internal and external)	The draft 2023-24 Annual Plan has been publicly consulted on following the process in the Local Government Act 2002.

6. Next Steps

Following direction from Council the 2023-24 Annual Plan will be presented at the 28 June 2023 Council meeting for adoption.

7. Attachments

Appendix 1 - Annual Plan 2023-24 Submissions ⇩

Appendix 2 - Annual Plan 2023-24 Informal Submissions ⇩

Report author:	Reviewed and authorised by:

Christina Martin	Saskia Righarts
Project Manager - Organisational	Group Manager - Business Support
21/05/2023	22/05/2023

31 May 2023

23.5.4 Community Outcomes and community ideas for the draft 2024-34 Long-term Plan

Doc ID: 654345

1. Purpose of Report

To consider Council’s Community Outcomes and review comments received through early community engagement for the 2023-34 Long-term Plan.

Recommendations

That the Council

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

B. Notes the existing Community Outcomes will be used in the development of the draft 2024-34 Long-term Plan.

C. Considers the community ideas and agrees on the action that should be taken.

D. Notes that the community ideas pertaining to the community boards will be taken to their next round of Community Board meetings for their consideration.

2. Background

Community Outcomes

The purpose of local government is to promote well-being of communities in the present and for the future[1]. This requires local authorities to actively demonstrate, through policy, strategy, and work programmes, that well-being (as defined by communities) is reflected and prioritised in planning and delivery of services.

Community Outcomes express community perspective on well-being within a local authority context. They are the outcomes that a local authority aims to achieve in order to promote social, economic, environmental and cultural well-being[2].

Central Otago District Council’s current Community Outcomes were developed for the 2021-31 Long-term Plan. Community feedback through a range of engagement processes were analysed and grouped into common themes. This shaped our Community Outcomes:

These Community Outcomes provide a high-level set of goals for all services and activities. By aiming for these Community Outcomes when developing a draft Long-term Plan through plans strategies and work programmes, Council seeks to improve the social, cultural, economic, and environmental well-being of the people in our district, now and for the future.

Community ideas

This year Council took a proactive approach to preparing for the long-term planning cycle. Using the “ideas” tool in Council’s Let’s Talk engagement platform, the community was invited to share ideas in an online environment for what needs to be considered for the next ten years and beyond.

The ideas could have been something small that might have a big impact or something bigger that needed to be on the radar, given consideration or explored further. It could have been a project that needs financial support to happen, or maybe needed Council’s backing in some other non-financial way. Those who shared ideas could post photos, comment, or like other ideas.

The platform was open from 3 April through to 1 May 2023. Fifty-eight ideas were received from across the district.

3. Discussion

Community Outcomes for the draft 2024-34 Long-term Plan

Council’s current Community Outcomes have provided the framework for strategies and policies over the past three years. Community engagement throughout this period suggests that these are still accurate and relevant for our Central Otago communities.

Council staff are currently undertaking a project to develop a District Vision and Well-being Framework for Central Otago. Community aspirations described through this process will include things that are beyond the direct control of Council. However, its development will inform the future vision and direction for Central Otago District Council, which will in turn provide a refresh of Council’s Community Outcomes.

The community engagement and connection process for the District Vision will be occurring alongside the development of the 2024-34 Long-term Plan. However, the project will not be completed in time to inform any possible amendment to the current Community Outcomes. It is therefore recommended that the existing Community Outcomes provide the framework for the draft 2024-2034 Long-term Plan.

Community ideas for Council’s consideration

A total of 33 ideas and comments received from the community relate to Council and/or district activities. These ideas, together with staff comments, are included in appendix 1.

Eight ideas have been assessed as non-Council activities and Council staff will put submitters in contact with the relevant entities who can help progress these.

A further fourteen ideas relate to programmed or existing Council workstreams. Staff will inform submitters about these programmed activities and how they can be kept up to date with progress.

The remaining eleven ideas relate to ideas that are not programmed in current workstreams. These are to be considered by Council for inclusion in the draft 2024-34 Long-term Plan.

4. Options

Option 1 – (Recommended)

Consider the communities’ ideas and consider what is included in the draft 2024-34 Long-term Plan.

Advantages:

· Enables Council to consider community ideas before drafting the 2024-34 Long-term Plan.

Disadvantages:

· None identified.

Option 2

Do not consider the communities’ ideas and consider what ideas are included in the draft 2024-34 Long-Term Plan.

Advantages:

· None identified.

Disadvantages:

· Council may omit including ideas and opportunities into their long-term planning processes that are meaningful and relevant to our communities.

· Does not meet the expectations of the community.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities, by considering the views of the community in drafting the 2024-34 Long-term Plan.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	T The recommended actions from the Council and their estimated funding will be modelled and incorporated into the draft 2024-34 Long-term Plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this paper is consistent with all Council plans and policies.
Considerations as to sustainability, the environment and climate change impacts	Considerations to climate change occur throughout the long-term plan documentation and are specifically considered in the infrastructure strategy.
Risks Analysis	There is no risk to Council in considering this paper, the public ideas, and community well-beings for the draft 2024-34 Long-term Plan.
Significance, Consultation and Engagement (internal and external)	The development of the 2024-34 Long-term Plan will include public consultation, in line with the legislative requirements of the Local Government Act 2002.

6. Next Steps

Following direction from Council, the community ideas which receive support will be included in the draft 2024-34 Long-term Plan process.

All submitters will receive an update on the outcome of Council and community board deliberations on the ideas.

7. Attachments

Appendix 1 - Community Ideas for the Council's consideration ⇩

Report author:	Reviewed and authorised by:

Christina Martin	Saskia Righarts
Project Manager - Organisational	Group Manager - Business Support
19/05/2023	22/05/2023

31 May 2023

23.5.5 Three Waters Better off Funding - Project Update

Doc ID: 654503

1. Purpose of Report

To consider reallocation of the funding provided for Iwi/Māori Engagement for Tranche 2 projects funding due to the Government’s announcement that Tranche 2 is no longer going ahead.

Recommendations

That the Council

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

B. Notes that Government have announced that Tranche 2 of the Better off Funding is no longer going ahead.

C. Notes that $50,000 was allocated by Council in Tranche 1 for Iwi/Māori Engagement for Tranche 2 projects.

D. Agrees to the reallocation of $50,000 to the Cromwell Sand Filter Project.

2. Background

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

· Tranche 1: $3.21M

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

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

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

As previously reported to Council due to an error the budget for the approved projects actually totalled $3.414M, exceeding the maximum amount Council can claim in Tranche 1 by $204k.

Council at their meeting on 30 March 2023 considered how this shortfall in funding would be managed. Councillors resolved to:

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.

On the 13 of April 2023, the Minister of Local Government, Hon Kieran McAnulty, announced changes to the water services reforms. This announcement included a statement that the Government has decided to not move ahead with the $1.5 billion Tranche 2 Better off Funding. See appendix 1 for a copy of the media release.

3. Discussion

Re-allocation of surplus funding

As a result of the cancellation of Tranche 2, the project of Iwi/Māori Engagement for Tranche 2 is no longer required. This project has $50,000 of Better of Funding Tranche 1 funding attributed to it.

It is proposed the $50,000 funding surplus is reallocated to the Cromwell Pool Sand Filter Project. This proposal is in-line with the Council’s 30 March 2023 resolution above.

Trance One Project Update

See appendix 2 for an update on Tranche 1 projects. Future updates to the Council will be provided via the Council’s intranet, SharePoint.

4. Financial Considerations

The reallocation of $50,000 towards the Cromwell Pool Sand Filter Project will reduce the potential need to use the Council’s budget included in the 2021-31 Long-term Plan (LTP). (refer to resolution point E above).

Projects proposed to be put forward for Tranche 2 funding will be considered as part of the LTP process.

5. Options

Option 1 – (Recommended)

Notes as a result of the cancellation of Tranche 2 funding by Government, the project for Iwi/Māori Engagement for Tranche 2 is no longer required.

Agrees to the reallocation of $50,000 to the Cromwell Sand Filter Project.

Advantages:

· The reallocation of $50,000 towards the Cromwell Pool Sand Filter Project will reduce the potential need to use the Council’s budget included in the 2021-31 Long-term Plan.

Disadvantages:

· None.

Option 2

Notes as a result of the cancellation of Tranche 2 funding by Government, the project for Iwi/Māori Engagement for Tranche 2 is no longer required.

Does not agree to the reallocation of $50,000 to the Cromwell Sand Filter Project.

Advantages:

· None.

Disadvantages:

· The potential to use Council’s budget included in the 2021-31 Long-term Plan is not reduced.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by ensuring transparency in funding decisions made by Council.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	These are all considered individually within the projects agreed to be funded from the Three Waters Better Off Funding.
Risks Analysis	The recommended option reduces the potential risk that the Council’s budget will be required to complete the Cromwell Pool Sand Filter Project.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger consultation under the Significance and Engagement Policy.

7. Next Steps

· Application to reallocate funding is made to the Department of Internal Affairs.

8. Attachments

Appendix 1 - Department of Internal Affairs - 3 April 2023 Media Release ⇩

Appendix 2 - Better off Funding Tranche 1 project update ⇩

Report author:	Reviewed and authorised by:

Christina Martin	Saskia Righarts
Project Manager - Organisational	Group Manager - Business Support
15/05/2023	15/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

23.5.6 Wastewater Compliance Update

Doc ID: 654821

1. Purpose

To consider work being undertaken to improve compliance with resource consents for wastewater treatment sites.

Recommendations

That the report be received.

2. Discussion

Council has seven wastewater treatment plants located at Cromwell, Alexandra, Lake Roxburgh Village, Roxburgh, Omakau, Ranfurly and Naseby. The Omakau and Lake Roxburgh Village plants are operating within the consent limits. The remaining plants are operating under abatement notices.

The annual audit of wastewater treatment plants was undertaken by the Otago Regional Council (ORC) in January 2023. Several issues were identified during the audit which require action to address.

A standing report will be provided to future council meetings to provide councillors with a detailed outline of actions required and progress against these. This report provides a high-level overview of the operating environment that has led to these issues occurring, and changes being made to address these so that this situation does not re-occur.

The operating environment has been broken into the following sub-headings:

· Contract arrangements

· Council resourcing

· Regulatory requirements and monitoring

· Operational Funding

· Forward work planning

Contract Arrangements

Due to the original expected transition date of Three Waters to the new Water Services Entity on 1 July 2024, Council resolved to negotiate a two-year contract with the incumbent contractor of 13 years to continue to deliver physical work through to transition.

A new contract was prepared in consultation with Fulton Hogan Ltd with a negotiated price between January and June 2022. This new contract became effective on 1 July 2022 and applies to 30 June 2024, with potential for a further three one-year extensions.

The contract is a traditional model and is made up of lump sum items, unit rates, and dayworks. The scope of the contract relating to the wastewater systems includes but is not limited to:

· Planning, programming and undertaking of preventative / routine maintenance tasks to deliver cost-effective practices and provide value for money.

· Inspecting the network and facilities in accordance with the Maintenance Schedule.

· Inspection, maintenance and operation of wastewater treatment plants including screens, trickling filters, centrifuge, oxidation ponds, wetlands, imhoff tanks, UV systems, disposal systems and associated works and surrounds.

· Inspection, maintenance and operation of wastewater pumping stations.

· Routine and reactive maintenance of reticulation networks including pipes and manholes.

· Repairs to damaged wastewater pipes and manholes .

· Clearing of blocked wastewater pipelines.

Inspection, maintenance, and operation of the wastewater treatment plants is paid by a lump sum per month rate. Several issues have arisen with regards to delivery of expected work under the lump sum items.

To ensure the performance expectations of the contract and lump sum items are being met, a monthly audit schedule has been developed for treatment plants, reservoirs and pumpstations. This audit regime commenced on 1 May 2023. The internal resourcing to meet the increased audit oversight of the contract is equivalent to one full time staff member.

A report will be provided to Council by August to consider the extension of this contract.

Council Resourcing

There is a national shortage of capable people to fill roles in the three waters industry, particularly in leadership roles.

Changes to council’s executive structure resulted in the Infrastructure Department being split. Three Waters was separated from the executive structure to enable the then Executive Manager Infrastructure to focus on Central Otago District Councils response to the Government Water Reform program.

Subsequently the Infrastructure Executive Manager took on a regional role which resulted in 80% of their time being funded regionally, with 20% (1 day per week) funded by Central Otago District Council. In this day they provide oversight to delivery of three waters operational and capital works teams, and water reform matters related specifically to Central Otago District Council.

At the same time there has been significant additional work required to be undertaken by members of the water operations team relating to respond to :

· requirements of the 2020 Water Services Act. This required water safety plans for the nine council water supply networks to be rewritten and submitted in November 2022. A new water safety plan has subsequently been prepared for the new combined Alexandra and Clyde water supplies. Water and sanitary services assessments are required to be prepared for all Central Otago communities by November 2024. A specific graduate role was added to the team in 2022 to support this workload, but the wider team are also required to contribute to these plans.

· requests for information and attendance at workshops for the Department of Internal Affairs Three Waters National Transition Unit (NTU). While staff time on the reform program is reimbursed by the NTU through transition funding, this does not meet the costs of backfilling roles with consultants. The Three Waters team staff time spent on transition activities between June 2022 and April 2023 equates to approximately half of a full-time equivalent role.

· changes to reporting requirements for drinking water that were introduced in November 2022 by Taumata Arowai and commenced in January 2023. These are requiring approximately half of a full-time equivalent role to deliver.

Councils Three Water Manager role recently became vacant. It is highly unlikely that council will be able to fill this role. There are several long-standing vacancies at this level across Otago.

One of the two three-waters engineers employed by council is leaving the district for family reasons, and advertising is underway for this position. There is a likely to be a period of 2-3 months between the existing person leaving and filling the role.

Several staff have planned extended leave over the next six months due to the reduced covid risk associated with international travel. This is going to put additional pressure on resourcing between July and November.

Addressing Resourcing Need

To address the vacant Three Waters Manager role, a change in structure has been implemented. The Senior Water Engineer role has been changed to an Operations Team Leader and is now reporting to the Capital Works Program Manager. The Senior Water Planner and the Compliance and Customer Team Leader reporting lines have been changed to the Regional Three Waters Director.

Funding for the Three Waters Managers role is being reallocated to alternative resourcing.

Discussions are occurring regarding enabling the Regional Three Waters Director to provide leadership to the Three Waters Team four days a week until November 2023. This will be reviewed once clarity regarding the direction of water reform is provided.

A Three Waters Support officer is being recruited to enable reallocation of administrative workloads from technical staff.

$120,000 of funding received from the NTU for staff time is being used to implement a software solution which will drastically reduce the amount of staff time used for reporting on drinking water compliance requirements. This software is widely used across New Zealand and is scheduled to be implemented by September.

A further technical support role to provide backfill while staff take leave, to provide support until the software for water performance reporting is implemented, support transition workload and further regulatory compliance requirements is being considered. This role can be funded from transition funding.

Recruitment of an additional operations engineer is required to meet the increased contract management audit workloads.

Following re-allocation of existing remuneration budgets, and consideration of transition funding, an increase in operating budget of $180,000 is required to meet remuneration and direct overhead costs for the increased Three Waters staffing levels required to meet workloads.

Regulatory Requirements and Monitoring

Central Otago District Council holds 43 consents for Three Waters operational activities and six for capital projects. In 2021 the ORC implemented a new monitoring and auditing approach to ensure it delivers against its statutory requirements. Central Otago District Council is required to meet the ORC monitoring costs for the consents it holds.

The annual cost of monitoring has increased from $11,000 in 2020/21 which was used as a basis for setting the 2021 Long Term Plan budgets, to $26,000 in 2021/22 and $33,600 has been spent to date in 2022/23 with further charges expected before the end of the financial year.

Council funded an additional role commencing in 2021/22 to address shortcomings in reporting requirements under ORC consents. This has enabled council to meet its reporting requirements under the consents and improve the relationship with ORC compliance and monitoring staff.

The level of audit has increased however, and this is requiring a higher level of response from council staff. Increased time is required to respond to queries, provide documentation, and updating operations manuals.

Stormwater infiltration has been identified as an issue on Ranfurly, Cromwell, and Alexandra wastewater networks. The consents for these sites require council to investigate and address instances of cross connection of stormwater to the wastewater pipes on private properties.

Council enforcement staff working within the Regulatory Services Team do not have capacity to undertake this work, and there is insufficient resource capacity and enforcement capability in the Three Waters team for this. Additional resourcing is required in the enforcement team to follow-up on stormwater infiltration, tradewaste requirements, and backflow prevention.

Operational Funding

While operational expenditure for wastewater is largely tracking to budget, the budgets for periodic removal of sludge from different sites has required funding to be bought forward.

Council approved $500,000 of funding to be bought forward on 25 January 2023 to progress sludge removal at Roxburgh. This work is being tendered, with a contract expected to be awarded in October.

Further work will be required to remove sludge from wetlands at Ranfurly and then replant the wetlands. Fulton Hogan have provided a cost range of $225,000 – $1.1million depending on requirements for sludge disposal. The removal of sludge from the Ranfurly wetland could potentially be incorporated into the Roxburgh sludge removal contract.

Once the disposal requirements for the Ranfurly sludge have been confirmed, then options for progressing this work will be provided to council. This work will need to be progressed within the 2023/24 financial year and is likely to require an increase to existing sludge management budgets.

Forward Capital Work Planning

The Water Services Entities Act was adopted in December 2022. This Act transfers the responsibility for the planning and delivery of services to four new water entities from 1 July 2024.

The NTU have been leading the development of asset management plans for the 30-year period from 1 July 2024 for the four new water entities. Individual councils submitted the second draft of the 30-year future infrastructure requirements and associated costs to the NTU on 31 March 2023.

On the 13 April 2023 the Government announced a reset of the Water Reform program. The reset extends the transition date to the new Water Entity from 1 July 2024 to between 2025 and 1 July 2026. This means the basis on which the draft 2024 Plan has been prepared has changed. Councils will now continue to fund and deliver three waters for up to a further two years, and potentially longer depending on the outcome of the general election.

Information regarding the statutory requirements for inclusion of Three Waters in the 2024 Long Term Plans and asset management plan to support this reset in transition date is expected in June.

It is anticipated that the proposed timing of improvement projects in the NTU plan will be changed by council through the Long-Term Plan process to reflect affordability and deliverability constraints. There will be additional work for staff to prepare budgets and an asset management plan for council, however the extent of this will not be understood until further guidance is provided in June.

Staff have been preparing business cases to support the case for funding of infrastructure upgrades required to meet level of service, growth, and renewal needs. The level of service investment is largely driven by known and expected regulatory compliance requirements.

The Alexandra and Omakau wastewater business cases are now well advanced and will be presented to Council in September 2023. The Cromwell wastewater business case will commence in July.

The following table identifies the cost estimates for wastewater treatment upgrades that have been programmed in the next ten years in the capital works programme submitted to the NTU.

Location	Primary Drivers	Rough order costs for future upgrade
Omakau	Site is flood prone, discharges to Manuherekia River, resource consent expires in 2027	Approx. $26 million
Alexandra	Equipment is at the end of its life, there is only one processing line so no resilience for breakdowns, limited remaining capacity for growth and remaining Clyde reticulation. Consent expires in 2038, discharges to Clutha Mata-au River,	Approx $85 million – $110 million
Cromwell	Nitrogen limits being breached during autumn and winter, future increased plant capacity required.	Approx, $5 million – $20 million
Roxburgh	Nitrogen limits being breached in winter months.	Approx. $2 million
Naseby and Ranfurly	The age and condition of the wavebands means operational repairs are no longer cost effective and renewal is a more cost-effective long-term solution.	Approx $1 million

Further upgrades may be recommended for the Naseby and Ranfurly wastewater treatment sites once consultant reviews are completed. This work would be programmed into the 2024 Long Term Plan as it would not be able to be designed, consented and constructed within the next financial year.

3. Attachments

Appendix 1 - Roxburgh Abatement Notice Performance Improvements ⇩

Report author:	Reviewed and authorised by:

Philippa Bain	Julie Muir
Water Services Customer and Compliance Team Leader	Three Waters Director
22/05/2023	22/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

23.5.7 Plan Change 22 Dark Sky

Doc ID: 654450

1. Purpose of Report

To consider the notification of proposed Plan Change 22 in accordance with Clause 5 of the first Schedule to the Resource Management Act 1991.

Recommendations

That the Council

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

B. Directs that Plan Change 22 be notified in accordance with Clause 5 of the first Schedule to the Resource Management Act 1991.

2. Background

With assistance from Council, community group Naseby Vision undertook a comprehensive process with the community and the International Dark-Sky Association (IDA) over a number of years and provided a considerable amount of information upon which to base a new Dark Sky chapter in the Central Otago District Plan.

A new chapter was drafted from the material provided by Naseby Vision to Council. The provisions will apply to areas mapped as “Dark Sky Precinct”. The first Dark Sky Precinct mapped area will apply to the Naseby township.

While Naseby Vision had undertaken considerable engagement with the community and the IDA over a number of years, engagement with Iwi authorities had not occurred as required of Council when undertaking a plan change.

On 14 December 2022 Council considered a report recommending that the proposed Plan Change 22 (PC 22) to the Central Otago District Plan be notified following engagement with Aukaha.

After discussion it was resolved that the plan change should come back to Council for consideration after it had been reviewed by Aukaha.

3. Discussion

As indicated in the report to Council on 14 December 2022, engagement with Iwi authority had been initiated and staff were working with Aukaha.

Following that engagement process, a cultural context has been added to the proposed chapter and assessment matters refined. The amended chapter is attached in Appendix 1.

4. Financial Considerations

The progressing of Plan Change 22 through the statutory process is funded from the existing District Plan review budget.

5. Options

Option 1 – (Recommended)

Approve notification of Plan Change 22 in accordance with Clause 5 of the First Schedule to the Resource Management Act 1991.

Advantages:

· Council meeting expectation of community following commitment to progress towards making provision for protection of night sky.

· Enable Naseby Vision to make an application to the IDA for a Dark Sky Community accreditation.

· Protection of the special character and quality of the night skies from light pollution.

Disadvantages:

· No obvious disadvantages.

Option 2

Not approve notification of Plan Change 22 in accordance with Clause 5 of the First Schedule to the Resource Management Act 1991.

Advantages:

· No obvious advantages.

Disadvantages:

· Special character and qualities of with the night skies would remain unprotected.

· IDA accreditation for the first Dark Sky Precinct (Naseby) would not be able to be granted.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by the Central Otago District Council. The Council has functions under the RMA to carry out these functions. The plan change process under the Resource Management Act is a democratic public process and requires an assessment of the social, economic, environmental, and cultural well-being. This decision promotes the social, cultural, economic and, environmental wellbeing of communities, in the present and for the future.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes – the Central Otago District Plan. The proposed plan change makes amendments to the operative Central Otago District Plan
Considerations as to sustainability, the environment and climate change impacts	The plan change process does not impact on these matters and the merits of the plan change are considered against the RMA framework.
Risks Analysis	There are no risks associated with this request.
Significance, Consultation and Engagement (internal and external)	The plan change will be publicly notified in accordance with the First Schedule to the RMA, which provides a right of submission and further submission.

7. Next Steps

The Plan Change and section 32 analysis will be finalised for release to Schedule 1 parties then publicly notified in accordance Clause 5 of the First Schedule to the Resource Management Act 1991.

8. Attachments

Appendix 1 - Plan Change 22 - Dark Sky Chapter Provisions (2).pdf ⇩

Report author:	Reviewed and authorised by:

Ann Rodgers	Louise van der Voort
Principal Policy Planner	Interim Chief Executive Officer
12/05/2023	23/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

23.5.8 Alexandra Airport Runway Resurfacing

Doc ID: 622871

1. Purpose of Report

To consider approval for additional funding required to complete runway resurfacing at Alexandra Airport.

Recommendations

That the Council

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

B. Approves an additional $445,000 to complete the resurfacing of Alexandra Airport. The additional budget is to be funded from existing budgets for new hangar site development which will be delayed until a new financial strategy for the Airport has been developed through the Long-term Plan 2024-34 process.

C. Authorise the Chief Executive to do all that is necessary to give effect to the resolutions.

2. Background

The Alexandra Airport (the Airport) has a 1200m long by 30m wide chip sealed runway, shown below in Figure 1. The runway was first chip sealed around the mid to late 1980s and has not been resurfaced since.

An aerial view of a runway

Description automatically generated with low confidence

Figure 1 – Alexandra Airport Runway

Resealing of the runway was considered in 2018 and budget of around $370,000 was included in year two of the Long-Term Plan 2018-28. However, further investigation into the appropriate type of resurfacing was required and the reseal was delayed and reforecast in the Long-Term Plan 2021-31.

A budget of $486,000 based on previous cost estimates with added inflation was included in the Long-Term Plan 2021-31 and resealing was planned for spring or summer 2022/23.

Due to Covid 19 and subsequent resource constraints prices have escalated significantly in the last few years causing unforeseen cost increases for many budgeted construction projects.

Council’s roading contractor has provided an updated cost estimate for the reseal of the runway of $930,000 which includes 15% contingency for price increases from now until Spring Summer 2023/24. This leaves a shortfall of around $445,000 to complete the resurfacing.

3. Discussion

Part of the vision for the Airport in the Alexandra Airport Masterplan is to provide a ‘safe, user friendly and efficient facility for aviation related businesses, aircraft operators and lease holders’. The Masterplan also identifies Airport safeguarding as an important consideration and that the ‘day-to-day focus should be on the continued safe operation of the Airport, including safety reporting and maintenance of operational areas.’

The runway surface has deteriorated recently in some places and airport users are concerned for the safety of their planes for take-off and landing. A repair was carried out in 2022 for around $3,500 where the chip seal had disappeared leaving a hole.

Keeping the focus of continued safe operation of the Airport in mind, If the runway reseal is delayed for another year it is considered likely that more spot repairs will be required and safety risks will increase for aircraft using the runway.

A new hangar site development of 20 hangar sites was scheduled in 2023/24 on the east side of the runway. Budget of around $900,000 is included in 2023/24 to provide an access road, fencing and water and power services infrastructure for the new sites.

This new development was planned in response to high demand for hangar/accommodation sites. Development of the hangar sites was delayed for two-three years waiting for the town water supply to be available to the Airport. The current water supply is barely sufficient to service the current hangar sites and has no further capacity for new development. As a result of the delays a waiting list was created for those interested in hangar sites which had accumulated 30 interested parties by 2022.

Unfortunately, due to further delays with water supply and potentially due to changes in the economy, the demand for new hangar sites is now considerably less certain and only six interested parties from the waiting list have confirmed their interest. Due to this lack of clarity around demand, funding schemes under the Long Term Plan will need to be revisited before the new hangar site development is progressed.

However, it is still important to safeguard the existing Alexandra Airport asset and ensure the runway remains safe and fit for purpose. Therefore, it is proposed that some of the capital expenditure that would have been used for the new hangar site development in 2023/24 is substituted to fund the shortfall now required to complete the resurfacing of the runway.

4. Financial Considerations

The estimated cost to resurface the runway is $930,000 which includes 15% contingency for price increases from now until Spring/Summer 2023/23.

Funding of $486,000 for runway resurfacing is included in the annual plan funding for 2022/23 leaving a shortfall of around $445,000 to complete the runway resurfacing.

Capital funding of $921,000 is included in budgets for this financial year for infrastructure for services and access for the proposed new hangar site development. As mentioned in the discussion above, due to a lack of clarity in demand for sites funding for this development will need to revisited in the Long Term Plan before it progresses.

It is proposed that some of this existing budget funding is substituted to cover the shortfall of $445,000 required to complete the resurfacing of the runway.

Renewal costs for the Airport are paid out of the Airport investment account and any deficit repaid through depreciation funded by rates.

The financial funding strategy for the Airport will be addressed in the Long Term Plan 2024-34 process.

5. Options

Option 1 – (Recommended)

Approve an additional $445,000 to complete the resurfacing of the sealed runway at Alexandra Airport in 2023/24 to be funded from existing capital budget earmarked for new hangar precinct development.

Advantages:

· The resealing work can be scheduled and carried out as soon as possible by the end of 2023 and prevent further damage to the runway and risk to users.

Disadvantages:

· Additional spending is required. However if not spent now will need to be budgeted in Long Term Plan.

Option 2

Do not approve funding of $445,000 to reseal the runway at Alexandra Airport. Full funding to be included in Year one of the Long-term Plan 2024-34.

Advantages:

· Spending will be delayed until 2023-24 Long-term Plan process.

Disadvantages:

· The cost for resealing of the runway will need to be included in the Long-term Plan 2024-34 and will be delayed by a minimum of 12 months during which time contractor prices are likely to increase.

· Further unbudgeted cost for spot repairs is likely to be necessary in the next 12 months.

· Risk to aircraft and airport users is increased by likelihood of further deterioration of the runway surface.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and economic wellbeing of communities, in the present and for the future by safeguarding the Alexandra Airport asset. Alexandra Airport is a community asset which will provide future income to help fund council core activities.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes. Resurfacing of the runway as scheduled in 2022/23 is consistent with the vision of the Alexandra Airport Masterplan to provide a ‘safe, user friendly and efficient facility for aviation related businesses, aircraft operators and lease holders’.
Considerations as to sustainability, the environment and climate change impacts	This decision has no implications to change the current impact the Airport has on the environment or climate change.
Risks Analysis	There is a potential health and safety risk for Airport users if the runway is not resurfaced. This would also pose a liability risk to Council if an accident occurred due to the condition of the runway surface.
Significance, Consultation and Engagement (internal and external)	The proposal does not exceed any of the thresholds or meet any of the criteria in the Significance and Engagement Policy and public consultation is not considered a requirement.

7. Next Steps

· Contractor confirmed for runway reseal

· Sealing scheduled in spring/summer season 2023/24 to prevent further delays

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Tara Bates	David Scoones
Property Officer	General Manager – Community Experience
15/05/2023	18/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

23.5.9 Roading Bylaw 2023

Doc ID: 654599

1. Purpose of Report

To consider the submissions on the proposed Roading Bylaw 2023.

Recommendations

That the Council

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

B. Notes the submissions received.

C. Adopts the Roading Bylaw 2023.

2. Background

The Council considered a new roading bylaw at its 25 January 2023 meeting. This bylaw was developed following a review of the 2020 Roading Bylaw which recommended two amendments:

1. Restrict parking on footpaths and cycle paths.

2. Alignment of parking enforcement fees to the Land Transport (Offences and Penalties) Regulations 1999.

The Land Transport (Road User) Rule 2004 specifies no person may park on a footpath or cycle path. An addition was added to the updated 2023 Bylaw for consultation.

Roading Bylaw 2023 addition:

Parking on Footpaths

No person may stop, stand or park any vehicle on a footpath or on a cycle path.

If, as a result of stopping, standing, parking or traversing where there is no vehicle crossing over a footpath, damage is caused to the footpath the person in charge of the vehicle causing the damage may be required to pay for repair of the damage to the satisfaction of Council.

Under the Land Transport (Road User) Rule 2004 parking on footpath or cycle path may result in a fixed infringement of $40.

An update of the Roading Bylaw 2020 was proposed to align to the fines listed in the Land Transport (Offences and Penalties) Regulations 1999. This graduated scale of fines reflects the offence and alignment to the Land Transport (Offences and Penalties) Regulations 1999 is the method used by other councils when making a bylaw.

Roading Bylaw 2023 addition:

Penalties

Any person who breaches this Bylaw (including and control, restriction, limitation, or prohibition under this bylaw) commits an offence under the Land Transport Act 1998, or the Local Government Act 2002 and is liable to the penalties set out in the relevant Act.

The fines listed in these regulations relate to breaches of certain provisions of the Land Transport (Road User) Rule 2004. The Council, as a road controlling authority, has the ability to include these rules in its bylaw and empower parking wardens to enforce them.

The schedule of fines contained in the Land Transport (Offences and Penalties) Regulations 1999 are listed below.

1. Any parking offence involving parking on a road in breach of a local authority bylaw, in excess of a period fixed by a metre or otherwise, where the excess time is:

o Not more than 30 minutes $12*

o More than 30 minutes but not more than 1 hour $15*

o More than 1 hour but not more than 2 hours $21*

o More than 2 hours but not more than 4 hours $30*

o More than 4 hours but not more than 6 hours $42*

o More than 6 hours $57*

*or such lesser amount as fixed by the local authority

2. Parking on or within 6 metres of an intersection $60

3. Parking on or near a pedestrian crossing $60

4. Parking on broken yellow lines $60

5. Double parking $60

6. Inconsiderate parking $60

7. Parking on a clearway $60

8. Parking on a bus-only lane $60

9. All other parking offences $40

The Council approved consultation on the draft bylaw following the special consultative procedure. Consultation on the draft bylaw opened on 30 January and closed on 27 February 2023. Submissions were called for both online via the Council’s website and Facebook page as well as through advertisements in both the Otago Daily Times and the Central Otago News. Copies of the draft bylaw and statement of proposal were also made available in all council service centres and libraries.

3. Discussion

Six submissions were received on the draft 2023 bylaw. A copy of the submissions is attached in Appendix 1. Four submitters were in support of the changes, one in part and one not in support.

The key themes of the feedback are summarised below:

1. Due to narrow streets, it is common to park on the kerbside for traffic flow. Parking on the street can cause congestion and hazards. Wider streets may allow for two vehicles to pass, but not all streets have this capacity.

2. Restricting parking on footpaths will prevent damage and improve safety for pedestrians, especially those with prams, toddlers, wheelchairs, and the elderly.

3. Parking time limit signs should be enforced.

4. There should be restrictions on parking on footpaths and cycle paths but no parking charges.

Timed parking restrictions and the restriction of parking on footpaths and cycleways are important measures for ensuring the safety of pedestrians and maintaining smooth traffic flow. The updated graduated scale of fines in the 2023 bylaw reflects the offence.

The update to restricting parking on footpaths and cycleways ensures that these areas remain clear and safe for those using them. In some instances, staff will take steps to address the issue of parking on footpaths and cycleways, such as writing a letter, before considering more formal enforcement measures like fines.

No amendments to the draft bylaw are recommended.

4. Financial Considerations

The update to the bylaw can be accommodated within existing budgets.

Funding of $2,500 per annum is currently allocated through the Long Term Plan for parking enforcement with income received through infringements offsetting additional expenditure. Income from infringements will offset further parking enforcement over and above the $2,500 allocation.

The implementation of new technology will enable more efficient issuing and processing of parking infringements. The technology will also ensure statutory timeframes are met with reminder notices sent on time and any unpaid fines are automatically lodged with the court.

5. Options

Option 1 – (Recommended)

Adopt the Roading Bylaw 2023.

Advantages:

· Allows for the suggested improvements to the 2020 bylaw to be implemented.

· Those who only breach a parking restriction by a small amount pay an appropriate fine.

· Parking restriction fees align to other councils throughout New Zealand.

· Parking restrictions on footpaths and cycle paths can be enforced with infringements issued if required.

· More active parking enforcement will work to address parking issues.

Disadvantages:

· May require more active parking enforcement by parking wardens.

· May result in lower income if lower parking restriction breaches are minor.

Option 2

Decline to adopt the Roading Bylaw 2023.

Advantages:

· No additional costs are incurred.

· Public familiar with status quo.

Disadvantages:

· Parking enforcement fee structure may be legally challenged.

· Parking on footpaths and cycle paths is a problem in some areas.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the current and future economic well-being of communities by improving access to local businesses and facilitating a high-quality roading network.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the proposed amendments are consistent with other existing plans and policies.
Considerations as to sustainability, the environment and climate change impacts	Additional parking restrictions may alter vehicle travelling distances, but the impact on the environment would be negligible.
Risks Analysis	There are no significant risks to Council associated with the proposal.
Significance, Consultation and Engagement (internal and external)	This decision is of a medium significance. Public consultation on the draft Roading Bylaw was open for one month and conducted in accordance with the special consultative procedure set out in section 83 of the Local Government Act 2002.

7. Next Steps

If the Roading Bylaw 2023 is adopted, staff will lodge a copy with the Minister of Transport within one week as required under the Land Transport Act 1998. Submitters will also be notified of the Council’s decision. The bylaw is scheduled to come into force on 1 July 2023.

8. Attachments

Appendix 1 - Appendix 1: Roading Bylaw 2023 - Submissions.pdf ⇩

Appendix 2 - Appendix 2: Roading Bylaw 2023 (Proposed).pdf ⇩

Report author:	Reviewed and authorised by:

Quinton Penniall	Louise van der Voort
Infrastructure Manager	Interim Chief Executive Officer
12/05/2023	22/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

23.5.10 Review of the internal audit programme

Doc ID: 654677

1. Purpose

To consider the review of the internal audit programme.

Recommendations

That the report be received.

2. Discussion

Each year Council conducts two to three audits on agreed areas of its business. In August 2020, Deloitte recommended a four-year internal audit programme based on factors such as budgetary constraints, recently completed engagements and the current view of the risk landscape in the local government sector. This was then prioritised, and the Audit and Risk Committee endorsed the programme of work as detailed below.

Internal Audit Review Programme	FY 20-21	FY 21-22	FY 22-23	FY 23-24
Information and Records Management	ü	ü
Procurement		ü
Cyber Security		ü
Contract Management			ü
Capital Expenditure Planning and Monitoring			ü
Health & Safety			ü
Contract Management				ü
Recruitment Review				ü
Environmental Management (including Sustainability)
Business Continuity / Disaster Recovery
Asset Management
Benefits Realisation
Legislative Compliance

Red – denotes suggested alternative audit review options

In initial conversations with Deloitte on the audit of capital expenditure planning and monitoring (planned for the 22/23 year) it became clear that a broader conversation was required around the focus areas for the upcoming audits. Deloitte presented to the 24 March 2023 Audit and Risk Committee and staff recommended that the Committee review the programme, which the Committee endorsed. The Committee recommended that Council be informed of the review of the internal audit programme.

Following a conversation with the Executive Leadership Team on 8 May 2023, the process to conduct the review has been agreed and its outlined below.

Stage 1: Discovery – provision of internal documentation (underway)

Stage 2: Interviews with Executive Leadership and the Chair of the Audit and Risk Committee (June/July)

Stage 3: Draft plan for review by Central Otago District Council (August)

Stage 4: Finalisation of the plan and presentation to the Audit and Risk Committee (September)

Following presentation and review of internal audit plan by the Audit and Risk Committee, the plan will be presented to Council.

3. Attachments

Nil

Report author:	Reviewed and authorised by:

Saskia Righarts	Louise van der Voort
Group Manager - Business Support	Interim Chief Executive Officer
15/05/2023	22/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

23.5.11 Update to the Register of Delgations

Doc ID: 653484

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. Agrees to amend the Register of Delegations to reflect the removal of the Teviot Valley Walkways Committee as a subcommittee of the Teviot Valley Community Board.

2. Background

Page 13 of the Register of Delegations lists all of the subcommittees of each of the Community Boards in Central Otago. The Teviot Valley Community Board has one subcommittee, that being the Teviot Valley Walkways Committee.

3. Discussion

At their meeting on 4 May 2023, the Teviot Valley Community Board resolved to remove the Teviot Valley Walkways Committee from their subcommittee list.

The Walkways Committee’s status as a subcommittee was deemed not to be necessary as they operate as an independent group, and they have no terms of reference or any documents regarding matters such as membership and how members are elected.

While the Board controls its own subcommittees, the Council oversees the Register of Delegations document which is why permission must be sought to add or remove any material from it.

4. Financial Considerations

There are no financial implications.

5. Options

Option 1 – (Recommended)

Remove the Teviot Valley Walkways Committee from the Register of Delegations

Advantages:

· It will reflect the wishes of the Teviot Valley Community Board regarding their subcommittee.

Disadvantages:

· None identified.

Option 2

Do not remove the Teviot Valley Walkways Committee from the Register of Delegations

Advantages:

· None identified.

Disadvantages:

· Will not reflect the wishes of the Teviot Valley Community Board to remove their own subcommittee.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by allowing the community board to control their own subcommittees.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes it is consistent with policies, as a community board can choose its own subcommittees.
Considerations as to sustainability, the environment and climate change impacts	There are no considerations to be made with regards to sustainability in this decision
Risks Analysis	There are few risks as the Walkways Committee operate as an independent group already.
Significance, Consultation and Engagement (internal and external)	This does not meet any thresholds for consultation.

7. Next Steps

The Register of Delegations will be updated accordingly (refer to appendix 1 that details the proposed change).

8. Attachments

Appendix 1 - Update to Register of Delegations ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
12/05/2023	15/05/2023

31 May 2023

A brown and white logo

Description automatically generated with low confidence

6 Mayor’s Report

23.5.13 Mayor's Report

Doc ID: 655774

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

The highlight for me since we last met was to get to drink a glass of fully compliant, low-lime water at our new Lake Dunstan Water Supply plant a few days after it went live. Even though the official opening is yet to occur, marking the flow of water out of the plant needed recognised.

It has been a tortuous path for the scheme, which came into being through the 2018 Long Term Plan. A decade prior to that when I came on to the VCB, I became aware of the extreme desire of the people of Alexandra to have a water supply with a lot less lime in it, which is something that this plant will achieve. Alongside that, it is the first stage in the commitment council made also in 2018 to get all our plants fully compliant with the New Zealand Drinking Water Standard within ten years.

Lindavia, covid and post-pandemic supply chain dramas and inflation have caused the cost to be far greater than anticipated in 2018, but nothing can be done about that, and it shouldn’t allow us to be distracted from what has been a significant achievement by staff and contractors. The completion of the largest single piece of infrastructure construction the council has undertaken is something to be celebrated.

Immediately following our last meeting, Councillors Alley, Feinerman and I attended the Zone 5 and 6 combined meeting in Queenstown. This was the first opportunity for local government leaders to come together following the government announcement splitting what was Entity D into a Canterbury/West Coast entity and an Otago/Southland entity. Some initial discussions were held by the zones separately about how to best progress with this decision by government and another meeting has followed to see if there are ways to start working together. I feel these discussions will be useful no matter what the election results come October as the National Party strongly favours regional council-controlled three waters organisations so any discussions that make a start on working more closely with our neighbours in this space seems a good investment of time. Having said that, nothing has come out of these meetings so far for me to report back to you.

I was privileged to attend Anzac Day in the Māniatoto and laid wreaths on behalf of the Council alongside Councillor Duncan and Board Chair Hazlett on a very crisp morning. There was a Dawn Service in Ranfurly followed by a Family Service at Waipiata. It is one of the great priviledges of this role to get to attend these commemorations across the distrct and to see how each community approaches them in their own unique way.

The fortnight following that I held 13 coffee and chats across the district. There was a good turnout of people with many and varied concerns. One of particular note was a caregiver with a disabled young man. I was told of the difficulty she has in finding appropriate facilities in Alexandra to assist him at times of need. Good fortune had it that there was a review of our Public Toilet policy at our previous council meeting so I was able to advise that all new toilets being built in the district would be unisex. I was also later able to confirm that appropriate facilities would be available once the refurbishment of the Alexandra Public Library is completed. This story shows to me the value of the coffee and chats, because you just don’t know what you don’t know and getting out to hear from people directly is the best way to find out what affects people in our place.

I attended a meeting of the Alexandra Clyde and Districts Business Group on the 12th of May, a meeting called to discuss the topic “Is the Alexandra area being held back? " I took the view that it is not and provided evidence to counter any argument saying it was. For instance, 2022 Infometrics data shows a GDP growth of 7.5% in the Vincent Ward versus 6.3% across Central Otago and against 5.3% nationally. Similarly, Infometrics shows that employment growth in Vincent sat at 5.1% last year versus 2.4% across Central Otago and 3% nationally.

Stats NZ data shows that between 2013 and 2022, the population of Alexandra grew 26.8%, twice that of Invercargill and Oamaru, three times that of Balclutha and 4 times that of Gore.

These figures show a town not just going ahead but surging ahead and it remains utterly baffling to me why a small number of people who claim to be business leaders in the town continue to try to claim the opposite.

It has also been exciting to see the start of the roll-out of the green bins across the district. This upgrade to our bin service will put us on a par with anywhere in the country for service, will significantly reduce our waste to landfill and will in the long run save money to the ratepayer. It’s a win-win-win situation and something the community should be proud of.

Not so happy on the waste front however is the announcement of the closure of Wastebusters Alexandra. This has been a great facility and will be missed by a lot of people. I have fielded several queries as to why council doesn’t take the facility over but that would have to be something approached with caution, even if the timeframes involved allowed us to consider it. There is a space for council to consider being involved somehow in the coordination of some of the collection services Wastebusters ran but going beyond that would potentially involve significant expenditure.

My diary for the period since our last meeting reports as follows:

20-21 April Zone 5+6 meeting, Queenstown

25 April Anzac Day Services Ranfurly and Waipiata

26 April COLAB business breakfast Alexandra

Coffee and Chat Clyde

Coffee and Chat Alexandra

27 April Coffee and Chats Cromwell, Bannockburn and Tarras

28 April Coffee and Chats Omakau, Becks, Naseby and Ranfurly

2 May Attended inland Otago Mental Health hui in Frankton

VCB meeting

4 May Millers Flat coffee group

TVCB meeting

5 May Planted Coronation tree

8-10 May Dare to Lead course, Christchurch

9 May Attended Southern Lakes TRENZ networking function

11 May Attended TRENZ

Attended opening of new facilities at Peter Lyons Shearing

12 May Alexandra Clyde Business Group Breakfast

Met with MP Joseph Mooney

17 May Entity J meeting

19 May LGNZ National Council meeting

22 May Met with Chair Omakau Hub project (with Chair VCB)

23 May Major Projects Governance Group meeting

Visited new Lake Dunstan Water Supply plant

Alex Youth Trust AGM

24 May Met with Chinese Consul General South Island

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

24/05/2023

Vincent Community Board Minutes

2 May 2023

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, 2 May 2023 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), S Finlay (Chief Financial Officer), G Bailey (Parks and Recreation Manager), M Burdett (Parks Officer Strategy/Projects), P Penno (Community & Engagement Manager), A Mason (Media and Marketing Manager), R Williams (Community Development Officer), M Tohill (Communications Support), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Browne

Seconded: Paterson

That apologies from Cr T Alley be received and accepted.

Carried

2 Public Forum

Mike Coggan - Otago Cricket (via Teams)

Mr Coggan spoke to the application from Otago Cricket Association and responded to questions.

Barry Hambleton and Mike Rooney – The Alexandra Rotary Club

Mr Hambleton and Mr Rooney spoke to the application for their annual book sale, requesting funding to cover general expenses. They then responded to questions.

Pippa Wellstead – Presbyterian Support Otago

Ms Wellstead spoke to the application for the ‘Growing Taller’ programme requesting fund to support with wages and administrative costs. She then responded to questions.

Claire Becker-Gledhill, Nigel Wilson - WoolOn Creative Fashion

Ms Becker-Gledhill spoke to the application for WoolOn Creative to cover lighting, sound and catwalk expenses and responded to questions.

Tim Coughlan – Alexandra Blossom Festival

Mr Coughlan spoke to the application for operational costs to run this year’s festival.

Ann Doherty - Arts and Crafts Alexandra Inc.

Ms Doherty spoke to the application for covering operating lease costs for the group.

Ken Churchill – The re-development of the Half Mile

Mr Churchill spoke to the redevelopment plan for the Half Mile and noted his concern around the choice of exotics on the shelter belt.

3 Confirmation of Minutes

Committee Resolution

Moved: Paterson

Seconded: Johns

That the public minutes of the Vincent Community Board Meeting held on 21 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 McPherson declared an interest in the promotions grant portion of Item 23.3.2 and Mr Cromb declared an interest in the community grants portion of item 23.3.2. Each left the table and did not discuss or vote on the item.

5 Reports

Note: With the approval of the meeting item 23.3.3 was moved forward.

Note: Janice Millis from Alexandra and Districts Museum Incorporated joined the meeting for item 23.3.3.

23.3.3 Alexandra District Museum Inc Accountability Report 2021-22

Ms Millis gave an accountability report on the objectives and actions of the Alexandra District Museum Inc over the 2021/22 financial year. She reported an increase in visitor numbers and noted positive feedback from the community.

Committee Resolution

Moved: Hammington

Seconded: Browne

That the report be received.

Carried

Note: Cr McPherson declared a financial interest in the promotions grants portion of item 23.3.2. He left the room at 2.39 pm and did not take part in discussion or vote on that portion of the item.

23.3.2 2022/23 Community and Promotions Grants Applications - 2nd Round

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

After discussion it was agreed to proceed through the applications one by one.

Committee Resolution

Moved: Johns

Seconded: Browne

That the Vincent Community Board:

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

B. Allocates $3,500 to the WoolOn Creative Fashion Society for lighting, sound and catwalk at the WoolOn 2023 events from the promotions grants budget in the 2022/23 financial year, subject to Cromwell Community Board approval of the WoolOn application.

Carried

Committee Resolution

Moved: Paterson

Seconded: Browne

C. Allocates $10,000 to Otago Cricket Association for the T20 Super smash Cricket broadcast towers and consent costs from the promotions grant budget in the 2023/2024 financial year, subject to the adoption of the 2023/2024 annual plan.

Carried

Committee Resolution

Moved: Paterson

Seconded: Hammington

D. Allocates $24,500 to Alexandra Blossom Festival Inc for the 2023 Blossom Festival infrastructure – clean-up / waste, electrical, fencing, sounds, screen, technical, staging from the promotions grants budget in the 2023/2024 financial year, subject to the adoption of the 2023/2024 annual plan.

Carried

Note: Cr McPherson returned to the meeting at 2.57 pm.

Note: Mr Cromb declared an interest in the community grants applications item 23.3.2. In accordance with Standing Order 14.1, the meeting elected Dr Browne to chair this portion of the item.

Committee Resolution

Moved: Johns

Seconded: McPherson

E. Declines the application from the Alexandra and Districts Youth Trust for field hire costs for the Alexandra Touch Rugby tournament due to the precedent it would set for other sporting codes.

Carried

Committee Resolution

Moved: McPherson

Seconded: Hammington

F. Allocates $4,000 to the Alexandra Community Advice Network towards on-going operational costs from the 2022/23 community grants budget.

Carried

Committee Resolution

Moved: Paterson

Seconded: Hammington

G. Allocates $800 to Arts and Craft Alexandra Inc towards lease costs from the 2022/23 community grants budget.

Carried

Committee Resolution

Moved: McPherson

Seconded: Johns

H. Allocates $640 to Alexandra Rotary for venue hire for the annual book sale from the 2022/23 community grants budget.

Carried

Committee Resolution

Moved: McPherson

Seconded: Hammington

I. Declines the grant for Family Works towards the Growing Taller Programme (Alexandra) for the precedent it sets for other education and social service providers in the district.

Carried

Note: Mr Cromb resumed the chair.

23.3.4 Half Mile Recreation Reserve Redevelopment

To approve the redevelopment plan for the Half Mile recreation Reserve.

Committee Resolution

Moved: McPherson

Seconded: Browne

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

B. Approves the redevelopment plan option B for the Half Mile Recreation Reserve, with engagement with the community on shelter tree options along the boundary and within the key walking areas.

C. That options for funding the redevelopment of the Half Mile Recreation Reserve are included in the 2024-2034 Long Term Plan.

D. Directs the interim CEO to continue to investigate third party funding opportunities for the development of the Half Mile Recreation Reserve.

Carried

6 Mayor’s Report

23.3.5 Mayor's Report

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

Committee Resolution

Moved: McPherson

Seconded: Hammington

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

23.3.6 Chair's Report

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

· Noted the recent ANZAC Day commemorations

· Attended a Collab Breakfast event

· Attended an ACOSS meeting

· Attended official opening of the WWI exhibition at Central Stories Museum

Committee Resolution

Moved: Cromb

Seconded: McPherson

That the report be received.

Carried

8 Members' Reports

23.3.7 Members' Reports

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

Dr Browne reported on the following:

· Attended the AGM for Keep Alexandra / Clyde Beautiful.

· Chaired a meeting of the Creative Writers Circle

· Chaired a meeting of Central Otago District Arts Trust meeting

· Attended tree planting on the Clyde Hill with Fulton Hogan

· Attended official opening of the WWI exhibition at the Central Stories Museum

· Met with staff and residents with regards to the Half Mile reserve re-planting

· Noted his sadness regarding the proposed closure of Alexandra Wastebusters

· Performed in Roxburgh and Wanaka with the Central Otago Regional Orchestra

Mr Johns reported on the following:

· Attended a working group meeting for Vallance Cottage

· Attended ANZAC day service

Cr McPherson reported on the following:

· Attended official opening of the WWI exhibition at the Central Stories Museum

· Has attended the start of the Plan Change 19 Hearings and reported back on the discussions

Cr Paterson reported on the following:

· Attended tree planting on the Clyde Hill run by Fulton Hogan, noted a really positive experience

· Attended ANZAC day ceremony in Omakau

· Chaired a Central Otago Health Incorporated meeting

· Attended an informal meeting with some QLDC councillors

Mr Hammington reported on the following:

· Attended the ANZAC day parade in Clyde, noted a good turnout

· Attended the AGM for Alexandra Blossom Festival

· Attended the Clyde Food and Wine Festival

Committee Resolution

Moved: Cromb

Seconded: McPherson

That the report be received.

Carried

9 Status Reports

23.3.8 May 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: Hammington

That the report be received.

Carried

10 Date of The Next Meeting

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

11 Resolution to Exclude the Public

Committee Resolution

Moved: McPherson

Seconded: Hammington

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 - May 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 4.10 pm and the meeting closed at 4.18 pm.

Teviot Valley Community Board Minutes

4 May 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, 4 May 2023 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), G Bailey (Parks and Recreation Manager), M Gordon (Parks Officer – Projects) and W McEnteer (Governance Manager)

1 Apologies

There were no apologies.

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the public minutes of the Teviot Valley Community Board Meeting held on 23 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. There were no further declarations of interest.

5 Reports

23.3.2 Teviot Valley Walkways Committee

To consider the wishes of the Board regarding the Teviot Valley Walkways Committee.

After discussion it was agreed that removing the Walkways Committee as a subcommittee would not hinder their work and that they operated largely independently. It was also noted that a member of the Board should act as a liaison for the group. Currently Cr Feinerman fulfils this role.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the Teviot Valley Community Board

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

B. Recommends to Council to remove the Teviot Valley Walkways Committee as a subcommittee of the Teviot Valley Community Board from the delegations register.

C. Notes that the Teviot Valley Community Board will nominate a liaison to the Teviot Valley Walkways Committee at the beginning of each triennium.

Carried

6 Mayor’s Report

23.3.3 Mayor's Report

His Worship the Mayor gave an update on his activities since the last meeting.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the Teviot Valley Community Board receives the report.

Carried

Note: Cr Feinerman left the meeting at 2.29 pm and returned at 2.32 pm.

7 Chair's Report

23.3.4 Chair's Report

The Chair gave an update on activities and issues since the last meeting. In particular he reflected on the upcoming Long-term Plan process and the holistic outcomes he would like to see working through that process.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

8 Members' Reports

23.3.5 Members' Reports

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

Mr Jessop reported on the following:

· Attended the Millers Flat Coffee Group and noted the topics of discussion that included the gold mine and greenwaste and recycling in Millers Flat.

· Mentioned that Master of Planning students from the University of Otago were currently in the area conducting research for their Masters theses on Lake Onslow.

· Noted the recent newcomers dinner held in Millers Flat.

Mr Read reported on the following:

· Updated members on recent developments with the community garden in Roxburgh.

Ms Booth reported on the following:

· Noted that she missed the last Medical Services Trust meeting.

· Commented on the Entertainment Centre and noted the quality of the work done.

Cr Feinerman reported on the following:

· Updated members on the status of the Roxburgh Pool build. Noted the recent AGM and meetings of the pool committee.

· Attended the business breakfast meeting.

· Noted that the bollards by the basketball courts were removed.

· Attended the last Audit and Risk meeting.

· Attended the Council meeting on 30 March.

· Attended a two day course run by the Institute of Directors in Oamaru.

· Attended the Council meeting on 19 April via Teams and noted that the road stopping what was before the board previously was left to lie on the table pending more information.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the report be received.

Carried

9 Status Reports

23.3.6 May 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: Feinerman

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 15 June 2023.

The Meeting closed at 2.45 pm.

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

CHAIR / /

Cromwell Community Board Minutes

8 May 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 Monday, 8 May 2023 COMMENCING AT 2.05 pm

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

IN ATTENDANCE: L van der Voort (Interim Chief Executive Officer), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), S Finlay (Chief Financial Officer), G Bailey (Parks and Recreation Manager), P Quinn (Project Manager – Property), R Williams (Community Development Officer), A Mason (Media and Marketing Manager) via Microsoft Teams, W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Browne

Seconded: Laws

That the apology received from Cr Gillespie be accepted.

Carried

2 Public Forum

Sharon Bell – Otago Presbyterian Support (via Microsoft Teams)

Ms Bell spoke to the ‘Growing Taller’ programme and detailed the need for financial support to cover wages and administrative costs.

Janeen Wood and Ali Ballentine – Cromwell and Districts Community Trust

Ms Ballentine and Ms Wood spoke to their grant application for the CDCT Chinese Settlement Project. They then responded to questions.

Jennifer Hay – The Cromwell Museum

Ms Hay presented her application with regards to funding for the Photo Album Display upgrade. She then responded to questions.

Carolyn Murray – Cromwell and Districts Promotions Group

Ms Murray spoke to the Cromwell and Districts Promotions Group’s grant application.

Claire Becker-Gledhill and Suzanne Russell – WoolOn

Ms Becker-Glendhill spoke to her application to promote and continue the WoolOn Event.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Scott

That the public minutes of the Cromwell Community Board Meeting held on 22 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. There were no further declarations of interest.

5 Reports

23.3.2 2022/23 Community and Promotions Grants Applications - 2nd Round

To consider the second round of the community and promotions grant applications for the 2022/23 financial year. To also consider an application to the 2023-24 year promotions grant.

‘Health Awareness Cromwell’ were unable to attend but a presentation was read out. They sought funds to help towards operational costs of providing a Health and Wellbeing Expo.

Committee Resolution

Moved: Browne

Seconded: McConnell

That the Cromwell Community Board:

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

K. Allocates $900 to Health Awareness Cromwell towards venue hire and advertising of a Health and Wellbeing Expo from the 2022/23 community grants budget.

L. Allocates $9,000 to the Cromwell and Districts Community Trust towards stage one of the Chinese Settlement Project from the 2022/23 community grants budget.

M. Allocates $6,950 to the Cromwell Museum Trust towards the design and construction of four photo albums from the 2022/23 community grants budget.

N. Allocates $2,900 to Family Works towards the Growing Taller Programme (Cromwell) from the 2022/23 community grants budget.

O. Allocates $6,490 to the WoolOn Creative Fashion Society for lighting, sound and catwalk costs at the 2023 WoolOn event from the promotions grants budget in the 2022/23 financial year.

P. Allocates $95,000 to the Cromwell and Districts Promotions Group for Light Up Winter, Fireworks and Street Party, Cherry Spitting Competition, Summer Series and Cromwell Ambassador Programme from the promotions grants budget in the 2023/2024 financial year, subject to the following:

i. approval of the 2023/2024 Annual Plan;

ii. an agreement being signed between both parties confirming the Boards expectations of deliverables.

Carried

Note: With the permission of the meeting items 23.3.4 – 23.3.6 were moved forward.

6 Mayor’s Report

23.3.4 Mayor's Report

His Worship the Mayor was not present at this meeting.

7 Chair's Report

23.3.5 Chair's Report

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

· Attended a Central Otago Principals association meeting in March

· Attended the Central Otago Leaders meeting in April

· Was an apology for the Museum Trust meeting in April

· Attended the ANZAC service at the Cromwell Cenotaph

· Noted that Goldfields School hosted RSA members for their ANZAC assembly

Committee Resolution

Moved: Harrison

Seconded: McConnell

That the report be received.

Carried

8 Members' Reports

23.3.6 Members' Reports

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

Ms McConnell reported on the following:

· Attended a Cromwell and Districts Community Trust meeting in April

· Met with the Plunket community liaison officer

· Attended a conference for the NZ Planning Institute, to discuss resource management reform

Cr Laws reported on the following:

· Attended Sanchia’s farewell

· Noted the passing of Leigh-Anne Fox, and attended her memorial

· Attended a tree-planting morning at the Clyde Hill run by Fulton Hogan

· Attended the April Council meeting and gave members an update on topics discussed

· Attended the ANZAC Day commemoration in Tarras

Mr Sanford reported on the following:

· Was involved with Connect Cromwell ‘Winning Ideas 2023’ allocating of funding

· Met with Saskia and Cheryl to discuss the Long-term Plan process

· Attended the ANZAC Day ceremony at Lowburn Hall

· Attended a Plan Change 19 workshop

Cr Browne reported on the following:

· Attended the April Council meeting and gave members an update on topics discussed

· Planning is underway for the Cromwell Athletics Club hosting an inaugural event next year

· Noted good attendance for all winter sports

Mr Scott reported on the following:

· Met with the Cromwell Toy Library to secure them a new home at the Polytechnic Campus

· Attended a Cromwell and Districts Promotion Group meeting in April

· Attended the Cromwell and Districts Promotions Group Quiz

· Attended the ANZAC Day service in Bannockburn and an ANZAC Day medal presentation at the Cromwell Golf Course

Committee Resolution

Moved: Sanford

Seconded: Scott

That the report be received.

Carried

Note: Cr Gillespie joined the meeting via Microsoft Teams at 3.00 pm and left at 3.48 pm.

Note: Jessie Sutherland of SA Studio and Chris Jack from Jasmax (via telephone), joined the meeting for item 23.3.3.

23.3.3 Cromwell Memorial Hall

To consider adoption of the final stage of design for the Cromwell Memorial Hall and for approval of the demolition of the existing Cromwell Memorial Hall, procurement of construction services, and funding arrangements.

After discussion there was concern raised around a lack of projected costings for the operational and maintenance of the building and the likely rating implications. It was also noted where the future land sales may come from was missing from the recommendations.

Committee Resolution

Moved: Browne

Seconded: Scott

That the Cromwell Community Board:

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

B. Adopts developed design for the Cromwell Memorial Hall building as detailed in appendix one of the report.

C. Approves the commencement of detailed design.

D. Approves the demolition of the existing hall building and appropriate salvaging.

E. Approves the procuring of construction and demolition services.

F. Notes that the 2021/31 Long Term Plan funds the Cromwell Memorial Hall project at a cost of $31.5M and that the developed design estimate is now expected to be $42.849M.

G. Notes the shortfall in project funding of $11.349M of which $5M is expected to be met from external funders that are to be confirmed in November 2023 and that the remaining $6.349M is proposed to be funded by way of by land sales from the Cemetery Road industrial development.

H. Prior to approval of the detailed design, the Board receives for its approval:

i. The proposed operating model for the facility

ii. The projected operating and maintenance costs

iii. The likely rating implications going forward

I. The Board notes the district review of museum services and recommends to Council that it considers the Cromwell Memorial Hall project in that review.

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

Carried

9 Status Reports

Note: The meeting was adjourned at 4.08 pm and resumed at 4.13 pm.

23.3.7 May 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: Laws

Seconded: Sanford

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 18 May 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Browne

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
23.3.8 - May 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 4.17 pm and the meeting closed at 4.21 pm.

Maniototo Community Board Minutes

11 May 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, 11 May 2023 commencing AT 2.01 pm

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

IN ATTENDANCE: L van der Voort (Interim Chief Executive Officer), Q Penniall (Infrastructure Manager), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer), J Remnant (Asset Management Team Leader, Ranfurly), R Williams (Community Development Officer) via Microsoft Teams, W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 ApologiES

Committee Resolution

Moved: Helm

Seconded: Harris

That apologies from Cr S Duncan be received and accepted.

Carried

2 PUBLIC FORUM

Janyne Fletcher – The Maniototo Business Breakfast Group

Ms Fletcher spoke to the application of the Maniototo Business Breakfast Group for the Community Christmas Tree. It was noted that they were partnering with Maniototo Lions Club on this project.

3 Condolences

The chair referred to the deaths of Russell Carson and Dale McCombie. Members stood for a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Helm

Seconded: Harris

That the public minutes of the Maniototo Community Board Meeting held on 16 March 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. There were no further declarations of interest.

6 Reports

23.2.2 2022/23 Community and Promotions Grants Applications - 2nd Round

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

Committee Resolution

Moved: Harris

Seconded: McAuley

That the Maniototo Community Board

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

B. Allocates $2000 to the Maniototo Business Breakfast Group towards the purchase of a Christmas tree for Ranfurly from the 2022/23 community grants budget subject to confirmation of the site of the tree with the Parks and Recreation department and a health and safety plan.

Carried

7 Mayor’s Report

23.2.3 Mayor's Report

His Worship the Mayor was not present at this meeting.

8 Chair's Report

23.2.4 Chair's Report

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

· Met with Fulton Hogan to discuss water supply issues in the Maniototo earlier in the year.

· Attended a meeting with the Naseby Mountain Biking group to discuss the future of the trails in the Naseby Forest.

· Attended an Idaburn Water Users Group meeting.

· Met with James Paterson to discuss bridges on his property.

· Attended a Maniototo Irrigation Company meeting.

· Met with residents to discuss the condition of roads in the Paerau area.

· Met with the contractors at the Hospital as they are nearing completion

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

23.2.5 Members' Reports

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

Mr Harris reported on the following:

· Noted that he has been involved with the Maniototo Lions Winter Crop competition.

Ms McAuley reported on the following:

· A drop-in session is scheduled for Monday 29^thMay, at the Maniototo Service Centre. This will be with Community Experience staff to encourage discussions around library and pool provisions.

· Notes positivity around planned activities marking the 125 year celebration. There are a many events scheduled for this weekend, with a number of organisations working together in preparation.

· Enquired about the Ranfurly school outdoor turf, asking if this could be included as a Long-term Plan item.

Mr Helm reported on the following:

· Reported some issues with a lack of give way signs on Goff Road and Allison Lane.

· Noted an issue with invasive broom needing to be sprayed throughout the district.

Committee Resolution

Moved: Harris

Seconded: McAuley

That the report be received.

Carried

10 Status Reports

23.2.6 May 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

11 Date of the Next Meeting

The date of the next scheduled meeting is 22 June 2023.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Harris

Seconded: Helm

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
23.2.7 - Appointment of Trustees To Community Trust of Maniototo	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 2.57 pm and meeting closed at 3.08 pm.

Cromwell Community Board Minutes

18 May 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 Thursday, 18 May 2023 COMMENCING AT 2.02 pm

PRESENT: Ms A Harrison (Chair), Cr S Browne, Cr N Gillespie (via Microsoft Teams), Cr C Laws, Ms M McConnell (via Microsoft Teams), Mr W Sanford

IN ATTENDANCE: D Rushbrook (Group Manager - Community Vision), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), Q Penniall (Infrastructure Manager), G Robinson (Property and Facilities Manager), P Quinn (Project Manager – Property), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Apology

Committee Resolution

Moved: Laws

Seconded: Browne

That apologies from Mr Scott be received and accepted.

Carried

2 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Sanford

That the public minutes of the Cromwell Community Board Meeting held on 8 May 2023 be confirmed as a true and correct record.

Carried

3 Declaration of Interest

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

4 Reports

23.4.2 Annual Plan Submitters that wish to be Heard.

Individual submitters spoke to their Annual Plan submission.

Gordon Stewart

Mr Gordon spoke to his Annual Plan submission before responding to questions.

David George

Mr George spoke to his Annual Plan submission before responding to questions.

23.4.3 Submissions on the 2023-24 Annual Plan Consultation Document

To consider the submissions to the 2023-24 Annual Plan Consultation Document on matters relating to the Cromwell ward.

After discussion it was agreed to recommend that Council look at adding the sealing of Sandflat Road to their roading projects.

Committee Resolution

Moved: Browne

Seconded: Laws

That the Cromwell Community Board

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

B. Acknowledges the submissions to the Annual Plan 2023-24.

C. Recommends to Council to consider including Sandflat Road, Cromwell in its road sealing programme.

Carried

23.4.4 Appointment to Project Advisory Group

To consider the appointment of a community board representative for the project advisory group for the Cromwell Town Centre.

After discussion the Board agreed that Mr Sandford would be the new representative for the project advisory group. They noted that they may elect a further representative at their 20 June meeting.

Committee Resolution

Moved: Laws

Seconded: Sanford

That the Cromwell Community Board

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

B. Agrees that Mr Sanford should be appointed to the project advisory group for the Cromwell Town Centre project.

Carried

5 Date of The Next Meeting

The date of the next scheduled meeting is 20 June 2023.

The meeting closed at 2.49 pm

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

CHAIR / /

Council Meeting Agenda

31 May 2023

10 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 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)(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) 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
23.5.20 - Audit New Zealand Report to the Council on the 30 June 2022 Annual Report	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.5.21 - May 2023 Confidential Governance Report	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.5.22 - Confidential Minutes of the Vincent Community Board Meeting held on 2 May 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
23.5.23 - Confidential Minutes of the Cromwell Community Board Meeting held on 8 May 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
23.5.24 - Confidential Minutes of the Maniototo Community Board Meeting held on 11 May 2023	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


AGENDA Ordinary Council Meeting Wednesday, 31 May 2023
Date:	Wednesday, 31 May 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 Interim Chief Executive Officer