Agenda of Council meeting - Wednesday, 27 September 2023

Council Meeting Agenda

27 September 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, 30 August 2023 COMMENCING AT 10.30 am

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

IN ATTENDANCE: D Rushbrook (Interim Chief Executive Officer), L Fleck (General Manager - People and Culture), N McLeod (Acting Group Manager - Business Support), A Longman (Acting Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager – Planning and Infrastructure), J Muir (Three Waters Director), J Quiding (Senior Water Services Planner), A Rodgers (Principal Policy Planner), Q Penniall (Infrastructure Manager), P Fleet (Roading Manager), D McKewen (Systems and Corporate Accountant), W McEnteer (Governance Manager)

Note: Cr Alley began the meeting with a karakia.

Note: His Worship the Mayor referred to the deaths of Dr Malcolm MacPherson and Cliff Brunton. Members stood for a moment’s silence as a mark of respect.

1 Apologies

There were no apologies.

2 Public Forum

Mary Byrne – Fluoride Free New Zealand

Ms Byrne spoke against adding fluoride to water as could be instructed by the Director General of Health. In particular, she focussed on added fluoride as having a negligible difference in tooth health compared to no fluoride. She then responded to questions.

Note: His Worship the Mayor left the meeting at 10.41 am and returned at 10.42 am. In his absence Cr Gillespie took the Chair.

Dr Neil Waddell – Fluoride Free New Zealand

Dr Waddell spoke against adding fluoride to water as could be instructed by the Director General of Health. He noted the issue of informed consent and discussed the chemistry behind the chemicals that are used. He then responded to questions.

Professor Emeritus Peter Herbison – University of Otago

Professor Emeritus Herbison spoke in favour of fluoride being added to water sources. He mentioned that the decision had been removed from council hands and has controlled by the Director General of Health. He noted that dosage was important and that the correct dose was beneficial in water supplies.

3 Confirmation of Minutes

Resolution

Moved: Browne

Seconded: Feinerman

That the public minutes of the Ordinary Council Meeting held on 19 July 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

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

5 Reports

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

23.8.2 Appointment of Engineer to Contract Water Services Operations and Maintenance Contract 2022

To consider appointing an external consultant to the role of Engineer to the Contract for the Three Waters Operations and Maintenance Contract 2022.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Appoints Neil Jorgensen BE (Civil) CPEng, MInstD as Engineer to Contract for the Three Waters Operations and Maintenance Contract 2022.

Carried

23.8.3 Supply of Water to Large Residential Lots

To consider the management of demand for water on subdivisions with large residential lot sizes.

After discussion it was agreed that volumetric charging might not only be relevant to large lot sections, but to irrigation in general and that an investigation into charging as a control mechanism was worth exploring regardless of lot size.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Directs staff to undertake further analysis to support consultation on changing the proportion of the uniform annual charge and the volumetric charges for water use in the 2024 Long-term Plan.

C. Agrees in principle, subject to further work, that volumetric charging be used as a demand management tool for water use.

Carried

23.8.4 August Wastewater Compliance Status Update

To consider progress on achieving Otago Regional Council Consent compliance for Central Otago District Council wastewater activities.

Resolution

Moved: Feinerman

Seconded: Paterson

That the report be received.

Carried

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

23.8.5 Teviot Valley Spatial Plan - Engagement Document

To provide Council with an update on the development of the Teviot Valley Spatial Plan and the draft Engagement Document to be released for feedback.

Resolution

Moved: McPherson

Seconded: Feinerman

That the Council

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

B. Agrees to publicly notify the engagement document for feedback.

Carried

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

Note: Cr McKinlay left the meeting at 12.18 pm.

23.8.6 Draft Bridge Strategy

To inform Council of the bridge work required over the long term, the prioritisation approach to be used for the funding application to Waka Kotahi, and the 2024 Long-term Plan.

Resolution

Moved: Paterson

Seconded: Alley

That the Council

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

B. Notes the maintenance backlog of bridge work required.

C. Notes the prioritisation approach that optimises service levels and affordability as necessary to meet Waka Kotahi's funding requirements.

D. Approves the approach to bridge inspections, maintenance and replacements to be included in Council’s Draft Transportation Activity Management plan.

Carried

Note: Cr McKinlay returned to the meeting at 12.21 pm.

23.8.7 Draft Roading Budgets for Submission to Waka Kotahi

To consider council’s co-funding submission to Waka Kotahi for the 2024 – 27 period.

Resolution

Moved: Paterson

Seconded: Gillespie

That the Council

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

B. Approves the recommended approach with budget increases to maintain levels of service and address medium term bridge and pavement risks.

C. Approves draft maintenance and renewal budgets for submission to Waka Kotahi

2024/25	$16.0M
2025/26	$15.8M
2026/27	$14.9M
Total	$46.7M

Carried

23.8.8 Procurement Strategy for Transport Activities

To consider the revised Central Otago District Council Procurement Strategy for Transportation Activities 2023 and an extension to current Roading Maintenance Contract.

Resolution

Moved: Alley

Seconded: McPherson

That the Council

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

B. Notes Waka Kotahi’s endorsement of the Central Otago District Council Procurement Strategy for Transportation Services.

C. Approves the Procurement Strategy for Transportation Activities 2023.

D. Notes Waka Kotahi’s approval to extend the roading services contract to a latest expiry date of 30 June 2024.

E. Approves an extension to the roading services contract to Fulton Hogan with a new expiry of 30 June 2024.

F. Approves the use of the Procurement Strategy for Transportation Activities 2023 in the tender of Council’s new road maintenance contract.

G. Authorises the Chief Executive Officer to do all that is necessary to give effect to Council’s resolution.

Carried

23.8.9 Places of Remembrance Project

To consider a proposal to recognise public streets/roads in Central Otago that are named after soldiers with a new name blade that includes a poppy.

After discussion it was noted that at this time it was an initiative with the Alexandra / Clyde RSA. However, should other RSAs wish to participate, there was opportunity to do that.

Resolution

Moved: Duncan

Seconded: Gillespie

That the Council

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

B. Approves the proposal to add a poppy to name blades of roads named after individuals who have served.

Carried

Note: The meeting adjourned at 12.46 pm and returned at 1.15 pm.

Note: His Worship the Mayor resumed the Chair.

Note: Cr Gillespie returned to the meeting at 1.16 pm.

Note: Cr McKinlay returned to the meeting at 1.17 pm.

Note: Cr Duncan returned to the meeting at 1.21 pm.

23.8.10 Electoral System Review

To consider the electoral system to be used by Central Otago District Council for the 2025 Triennial Elections.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council

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

B. Agrees that Council retains the current First-Past-the-Post voting system and gives public notice not later than 19 September 2023 of the right to demand a poll on the electoral system to be used by Council.

Carried

Note: Cr McPherson left the meeting at 1.25 pm.

23.8.11 Financial Report for the Period Ending 31 May 2023

To consider the financial performance for the period ending 31 May 2023.

Resolution

Moved: Cadogan

Seconded: Alley

That the report be received.

Carried

6 Mayor’s Report

23.8.12 Mayor's Report

His Worship the Mayor gave an update on issues and events since the last meeting. In particular he noted the passing of former Mayor Dr Malcolm MacPherson and former Deputy Mayor Cliff Brunton.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

7 Status Reports

23.8.13 August 2023 Governance Report

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

Resolution

Moved: Alley

Seconded: Browne

That Council receives the report.

Carried

8 Community Board Minutes

23.8.14 Minutes of the Cromwell Community Board Meeting held on 1 August 2023

Resolution

Moved: Cadogan

Seconded: Duncan

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 1 August 2023 be noted.

Carried

23.8.15 Minutes of the Maniototo Community Board Meeting held on 3 August 2023

Resolution

Moved: Cadogan

Seconded: Duncan

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 3 August 2023 be noted.

Carried

9 Date of Next Meeting

The date of the next scheduled meeting is 27 September 2023.

10 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Alley

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.8.16 - Consultancy Service Agreement - EnviroNZ	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.8.17 - Appointment of the Independent Chairperson of the Audit and Risk Committee	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
23.8.18 - August 2023 Confidential Governance Report	s7(2)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret 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
23.8.19 - Confidential Minutes of the Cromwell Community Board Meeting held on 1 August 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
23.8.20 - Confidential Minutes of the Maniototo Community Board Meeting held on 3 August 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
23.8.21 - Appointment of District Licensing Committee	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 1.52 pm and the meeting closed at 2.23 pm.

27 September 2023

23.9.3 2023/24 District Wide Grant Applications

Doc ID: 663109

1. Purpose of Report

To consider the first round of the district wide grant applications for the 2023/24 financial year.

Recommendations

That the Council

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

B. Decides the grants to be allocated to the applicants of the community grants.

2. Background

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

The objectives of the grants process are:

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

· Empower local communities

· Facilitate the delivery of community outcomes

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

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

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

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

Council considers grant applications in two rounds annually. Applications for the first round closed on 23 July 2023 for a decision at this meeting. Any funds remaining, will be made available for a second round, with applications closing in March for a decision in May 2024.

Annually, there is $151,000 to distribute in the district wide community grants scheme.

3. Discussion

Community Grants

Ten community grant applications have been received in the current round requesting a total of $182,847.38. There is $151,000 to distribute over the two funding rounds in the 2023/2024 financial year. The details of the applications are provided in the table below:

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Life Education Trust Heartland Otago Southland	Costs towards delivery of the Life Education programme	Help with subsiding school fees (it costs approx. $24 per student, schools only pay $4 per student).	1/8/2023	2023 Operational budget is $255,863	$4,000
2	Central Otago District Arts Trust	Operational Costs	Operational Costs.	1/7/2023	2023 Operational budget is $52,498	$50,000
3	Central Otago Health Incorporated	Administration of incorporated society	Contribution towards administrative costs.	1/7/2023	Total Admin and overhead costs $11,478	$7,556
4	Central Otago Heritage Trust	Central Otago Heritage Trust	Employment costs of a part-time Heritage Coordinator.	1/10/2023	Total expenses for 12 months $46,835.00	$44,000
5	Sport Otago	Sport Central - Operational Funding	Contribution towards three staff based in Central Otago	1/7/2023	Total Expenses $339,992	$48,000
6	Volunteer South	The Lighthouse Initiative	Contribution towards work undertaken within the CODC boundaries	1/9/2023	Year one budget $160,000	$5,000
7	Good Bitches – Baking it Better	Baking it Better programme	Contribution towards the hard costs of baking boxes, ingredients, flyers and couriers.	1/10/2023	$7,620	$3,605
8	Bowel Cancer Aotearoa Charitable Trust	Supporting Central Otago bowel cancer patients	Contribution towards nurse support, physio /counselling sessions and financial support for supporting Central Otago bowel cancer patients and their families.	1/10/2023	$1,040,737	$5,000
9	Cancer Society Otago Southland	Cancer Supportive Care Programme	A contribution towards providing emotional and psychological support, information and education.	1/07/2023	$3,181,532	$5,000
10	Central Otago Queenstown Trail Network Trust	Kawarau Gorge Trail Resource Consent	Geotechnical peer review – offset fees charged	1/07/2022	$203,054	$10,686.38
TOTAL REQUESTED						$182,847.38

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

4. Financial Considerations

As detailed above, there is $151,000 to distribute for the 2023/43 Community Grants round.

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

If Council does not allocate its total budget in the first round, any funds remaining, will be made available for a second funding round, with applications closing in March 2024 for a decision in May 2024.

5. Options

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

6. Compliance

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

7. Next Steps

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

8. Attachments

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

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

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

Appendix 4 - Central Otago District Arts Trust Grant Assessment (under separate cover) ⇨

Appendix 5 - Central Otago District Arts Trust Grant Application (under separate cover) ⇨

Appendix 6 - Central Otago District Arts Trust Grant Supporting Documents (under separate cover) ⇨

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

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

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

Appendix 10 - Central Otago Heritage Trust Grant Assessment (under separate cover) ⇨

Appendix 11 - Central Otago Heritage Trust Grant Application (under separate cover) ⇨

Appendix 12 - Central Otago Heritage Trust Grant Supporting Documents (under separate cover) ⇨

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

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

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

Appendix 16 - Volunteer South Grant Assessment (under separate cover) ⇨

Appendix 17 - Volunteer South Grant Application (under separate cover) ⇨

Appendix 18 - Volunteer South Grant Supporting Documents (under separate cover) ⇨

Appendix 19 - GBB Grant Assessment (under separate cover) ⇨

Appendix 20 - GBB Grant Application (under separate cover) ⇨

Appendix 21 - GBB Grant Supporting Documents (under separate cover) ⇨

Appendix 22 - Bowel Cancer Aotearoa Grant Assessment (under separate cover) ⇨

Appendix 23 - Bowel Cancer Aotearoa Grant Application (under separate cover) ⇨

Appendix 24 - Bowel Cancer Aotearoa Grant Supporting Documents (under separate cover) ⇨

Appendix 25 - Cancer Society of NZ Otago and Southland Grant Assessment (under separate cover) ⇨

Appendix 26 - Cancer Society of NZ Otago and Southland Grant Application (under separate cover) ⇨

Appendix 27 - Cancer Society of NZ Otago and Southland Grant Supporting Documents (under separate cover) ⇨

Appendix 28 - Central Otago Queenstown Trail Network Trust Grant Assessment (under separate cover) ⇨

Appendix 29 - Central Otago Queenstown Trail Network Trust Grant Application (under separate cover) ⇨

Appendix 30 - Central Otago Queenstown Trail Network Trust supporting documents (under separate cover) ⇨

Report authors:
	Reviewed and authorised by:

Rebecca Williams	Dylan Rushbrook
Community Development Advisor	Group Manager – Community Vision
13/08/2023	13/08/2023

27 September 2023

23.9.4 Cromwell Aerodrome

Doc ID: 597246

1. Purpose of Report

To consider approval of unbudgeted expenditure to create a gravel vehicle accessway for hangar sites at Cromwell Aerodrome.

Recommendations

That the Council

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

B. Approves unbudgeted expenditure of $30,000 to create a gravel vehicle accessway for hangar sites at Cromwell Aerodrome to be funded from Cromwell Aerodrome hangar site rental income.

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

2. Background

In 2018 Council approved a concept plan for up to 28 hangar sites at Cromwell Aerodrome (the Aerodrome). At that time there were only three existing hangars.

There are now 23 hangar lease sites at the Aerodrome and no further sites available, see aerial site plans below.

A aerial view of a road

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A aerial view of a parking lot

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Fourteen hangars have been built and it is expected the remaining nine hangars will be completed within the next 12-24 months.

The RD Petroleum fuel facility is also now in place to the right of hangar site 1 which has its own vehicle entrance for maintenance vehicles and fuel tankers off Ord Road.

The vehicle access for hangars is a track behind the sites that is approximately 4m wide and runs parallel to Ord Road. Lessees are requested to use this accessway as much as possible to leave the areas in front of their hangars clear for taxiing aircraft onto the runway.

Due to the increased use of the track by lessees and hangar construction vehicles the track has deteriorated. The wet weather over winter also turned areas of the track into mud-holes and made it necessary to drive around the front of the hangars after each rainfall.

Over the last two winters we have had complaints from lessees about the track and requests for it to be gravelled. See photos below of the track with muddy holes and surface water which are typical over the winter months and have made the track inaccessible for vehicles after heavy rainfall.

A dirt road with a puddle of water

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A dirt road with buildings in the background

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As demand for hangar sites increased a more substantial gravel accessway was intended to be established once all hangar sites had been leased and hangars built. Funding was planned to be included in year one or two of the Long-Term Plan 2024-34.

However, due to the issues over the last few years it is not considered acceptable for lessees to continue to have a substandard accessway that can’t be used when wet. With nine more hangars to be built there will also be an increase in construction traffic over the next 12 months.

Therefore, it is proposed to use unbudgeted expenditure to fund an extension and upgrade of the vehicle accessway this financial year.

The cost to create a 605m long x 4m wide gravel accessway behind the hangar sites is approximately $30,000 and Council’s contractor is available to start in October 2023.

3. Discussion

When considering location of the new hangar sites at the Aerodrome a separate vehicle access was planned for lessees so that the areas in front of hangars could be kept clear of general vehicles and open for aircraft taxiing.

Keeping the taxiing areas clear is a health and safety consideration and helps prevents damage to ground surface from overuse of vehicles.

More lessee vehicles and construction traffic have been driving in front of the hangars due to the bad condition of the vehicle access track which has become inaccessible at times. The increase in vehicle traffic causes deterioration of the ground which should mainly be used for taxiing aircraft.

The accessway was planned to be properly formed with gravel in the future when all sites had been leased and hangars built. However, it has become clear that this now needs to be done sooner rather than later.

Upgrading the existing track with gravel and better drainage will create a fit for purpose and more durable vehicle accessway.

Unbudgeted rental income available from the most recent leases at the Aerodrome can be used to fund the cost of upgrading the track.

4. Financial Considerations

The cost to create a 605m long x 4m wide gravel accessway behind the hangar sites is approximately $30,000 and Council’s contractor is available to start in October 2023.

This cost has not been budgeted for in this financial year.

There is unbudgeted income from Cromwell Aerodrome hangar site rentals which is available to fund the unbudgeted $30,000.

5. Options

Option 1 – (Recommended)

Approve unbudgeted expenditure of $30,000 to create a gravel vehicle accessway for hangar sites at Cromwell Aerodrome to be funded from Cromwell Aerodrome hangar site rental income.

Advantages:

· Upgrading the existing track with gravel and better drainage will create a fit for purpose and more durable vehicle accessway.

· Upgrading the accessway now will mean lessees do not have to experience further inaccessibility issues.

Disadvantages:

· The $30,000 has not been budgeted for in this financial year but there is unbudgeted rental income available to cover the cost.

Option 2

Do not approve unbudgeted expenditure of $30,000 to create a gravel vehicle accessway for hangar sites at Cromwell Aerodrome to be funded from Cromwell Aerodrome hangar site rental income.

Advantages:

· An overspend will not be required in the 2023/24 financial year but funding would still need to be included in the Long Term plan2024/34.

Disadvantages:

· Funding for the upgrade of the accessway will still need to be included in year one of the Long-Term Plan 2024/34 which will mean airport users will have to contend with a substandard access track for another 12 months.

· Council staff will receive further complaints from lessees for Council not meeting reasonable expectations to provide fit for purpose accessway.

· Track may deteriorate further during that time and further damage could occur to areas in front of hangars which may need to be remediated.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of communities, in the present and for the future by providing fit for purpose infrastructure for hangar lease sites at Cromwell Aerodrome which increase income streams to assist funding for Council services.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The Cromwell Airport is subject to designation D199 for ‘Airport purposes’ under the Central Otago District Plan. The underlying status is Rural Resource Area. Erection of hangars in the Rural Resource Area is a permitted activity under the District Plan. However, any residential commercial activity is a discretionary restricted activity and will be subject to resource consent.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision.
Risks Analysis	There are notable risks associated with this decision.
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 it is not considered that public consultation is required.

7. Next Steps

· Inform lessees of the decision as stakeholders

· Engage contractor to carry out approved work

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Tara Bates	Lee Webster
Property Officer	Acting Group Manager – Planning and Infrastructure.
8/09/2023	12/09/2023

27 September 2023

23.9.5 Application for Minister of Conservation's consent to the granting of easements over recreation reserve.

Doc ID: 1211359

1. Purpose of Report

To consider granting (pursuant to delegated authority) the Minister of Conservation’s consent to the granting of easements over Lot 25 DP 18733 and Lot 31 DP 19044.

Recommendations

That the Council

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

B. To grant (pursuant to the Instrument of Delegation dated 12 June 2013) the Minister of Conservation’s consent to the granting of:

- An easement (in gross), to the Central Otago District Council, being the right to convey sewerage and sewage over Lot 25 DP 18733, and;

- An easement (in gross), to the Central Otago District Council, being the right to convey sewage over Lot 31 DP 19044.

2. Background

The Land

Lot 25 Deposited Plan (DP) 18733 (Lot 25) and Lot 31 DP 19044 (Lot 31) vested in Council on deposit as recreation reserve. Both lots are held by Council in fee simple (freehold) titles, subject to the Reserves Act 1977.

For the majority, Lot 25, which is shown below in figure 1, is greenspace with walkways, plantings, and irrigation.

Figure 1 – Plan of Lot 25 DP 18733 (Recreation Reserve)

Lot 31 contains the historic Clyde Railhead building, carparking, a walkway, and a large greenspace.

Part of the Railhead building is occupied by a commercial tenant. The remainder of the building is used for museum purposes.

A plan of Lot 31, which sits immediately adjacent to Lot 25, is shown below in figure 2.

Figure 2 – Plan of Lot 31 DP 19044 (Recreation Reserve)

Clyde Wastewater Reticulation Project

The Clyde Wastewater Reticulation Project (CWRP) was approved in the 2018-28 Long Term Plan with construction of the three-stage project commencing in 2019.

The construction of the infrastructure required to service Stage 1 of the CWRP, which included Lot 31 and the majority of the Clyde Historic Precinct, was completed in December 2022.

A plan of the new wastewater main as it connects to Lot 31 is shown below in figure 3.

Figure 3 – Plan of the mains infrastructure and lateral connection servicing Lot 31.

Lot 31’s lateral runs from a manhole at the end of the wastewater main in Lot 25, to the Clyde Railhead building. The section of the lateral coloured pink is ‘private infrastructure’. Private infrastructure belongs to and is the responsibility of the landowner.

The mains infrastructure and the three sections of lateral which are situated in Lot 25 (shown in red in figure 3) are not private infrastructure. Instead, these form part of the Clyde wastewater network system.

The lateral servicing 24 Fache is also connected to the manhole in Lot 25. As the landowner has no legal interest in Lot 25 or Lot 31, both the red and yellow sections of that lateral, as shown in figure 3, form part of the Clyde wastewater network system.

To protect the mains infrastructure and laterals in Lot 25, and the yellow section of the lateral in Lot 31, the Parks and Reserves Manager was asked to approve the granting of an easement (in gross), for the purpose of conveying sewerage and sewage of Lots 25 and 31.

On consideration, the Parks and Reserve Manager has agreed to the proposal, subject to the consent of the Minister of Conservation.

Minister of Conservation

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

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

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

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

3. Discussion

Due Process – Easements over Reserve Land

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

(a) any public purpose; or

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

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

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

(e) the provision of water systems; or

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

Public Consultation

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

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

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

In this instance, as the wastewater main and laterals are situated underground, and the manhole is situated in an area used for carparking, it means they will not materially alter the reserve or affect the rights of the public. Accordingly, this means that public consultation is not required in this instance.

Minister of Conservation’s Consent

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

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

Easement Requirements

While the easement will initially be granted in the name of the Central Otago District Council, it is expected to later transfer to the relevant Water Services Entity (WSE).

This means the easement will be granted in accordance with the WSE’s requirement being and easement width of three metres.

Once the easement plan is finalised, will be registered on the recorded of title for Lots 25 and 31 along with an easement agreement.

4. Financial Considerations

There are no financial considerations or implications related to the recommendation.

5. Options

Option 1 – (Recommended)

To grant (pursuant to the Instrument of Delegation dated 12 June 2013) the Minister of Conservation’s consent to the granting of:

- An easement (in gross), to the Central Otago District Council, being the right to convey sewerage and sewage over Lot 25 DP 18733, and;

- An easement (in gross), to the Central Otago District Council, being the right to convey sewage over Lot 31 DP 19044.

Advantages:

· Recognises that the infrastructure does not materially alter the reserve or compromise its use.

· Recognises that the purpose of the easement is consistent with the Reserves Act 1977.

· Recognises the provisions of the Instrument of Delegation dated 12 June 2013.

· Recognises that due process has been followed.

Disadvantages:

· None.

Option 2

To not grant (pursuant to the Instrument of Delegation dated 12 June 2013) the Minister of Conservation’s consent to the granting of the easement referred proposed in Option 1.

Advantages:

· None.

Disadvantages:

· Does not recognise that the infrastructure will not materially alter the reserve or compromise its use.

· Does not recognise that the purpose of the easement is consistent with the Reserves Act 1977.

· Does not recognise that the provisions of the Instrument of Delegation dated 12 June 2013.

· Does not recognise that due process has been followed.

6. Compliance

Local Government Act 2002 Purpose Provisions	The Local Government Act 2002 does not apply to this decision. The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	There are no financial implications related to the recommendation.
Considerations as to sustainability, the environment and climate change impacts	The recommendation is consistent with the Reserves Act 1977 and with the “Instrument of Delegation to Territorial Authorities” dated 12 June 2013.
Risks Analysis	There are no risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Pursuant to section 48(3) of the Reserves Act 1977, public advertising is not required in this instance as the granting of the easement will not materially alter or compromise its use as a reserve.

7. Next Steps

1. Applicant advised of outcome: Post release of resolution.

2. Surveyor engaged to define easement area: Late 2023.

3. Easement plan approved and registered: Early 2024.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach
Team Leader - Statutory Property	Acting Group Manager – Planning and Infrastructure
5/09/2023	12/09/2023

27 September 2023

23.9.6 Ranfurly Water Incident February 2023

Doc ID: 1353211

1. Purpose of Report

To consider the events that led to the Ranfurly drinking water supply being placed on water restrictions and a boil water notice in February 2023.

Recommendations

That the Council

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

B. Agrees to the actions outlined in this report.

C. Directs the Chief Executive Officer to provide a report on progress in delivering these actions to the 13 December Council meeting.

D. Agrees to progress the business case work to guide investment in water treatment upgrades for the Māniatoto water supplies to meet New Zealand Drinking Waters Standard compliance and improve resilience.

2. Background

During the first two weeks of February 2023 there was a water supply event on the Ranfurly water supply which resulted in a conserve water being put in place on 4 February, a water restriction on 7 February, and a boil water notice for eight days from the 8 February to 16 February.

This report outlines the factors which contributed to this event occurring and the allocation of costs for the incident response. It also identifies actions to avoid this occurring again.

Overview of the Ranfurly Water Supply

The water supply is sourced from the East Ewe Burn at two locations via an upper weir intake, and an infiltration gallery. Water from the two sources is conveyed 9.5km through gravity pipelines that meet just below the infiltration gallery. From there a single supply line flows through a gravel trap and then to the water treatment plant approximately 5.5km to the south.

The October 2022 Ranfurly Water Safety Plan states the following:

“The upper intake structure is a low concrete weir across the Ewe Burn with a small intake chamber. This weir needs to be cleared of debris two to three times per year, depending on the number of heavy rain events that bring physical matter from the catchment. The design of the weir means that during low stream flows, water take may be limited.

The upper intake is not easily accessed either on foot or by vehicle, as access is required though an operational forest with health and safety risks, and in the summer access is restricted further to vehicles due to the fire risk.

A new flow meter with logging/transmitting capabilities has recently been installed on the raw water line just below this intake.

In the summer algae (possibly didymo) is reported to grow in the pond behind the weir and this sometimes block the perforated grate on the top of the intake chamber, requiring manual cleaning.

Upper intake weir and chamber

The lower intake is a buried infiltration gallery which consists of a 200mm pipe, approximately 60m long, buried in the base gravels of the Ewe Burn and extends out into farmland on either side. GIS shows that the main line crosses the infiltration gallery in the riverbed area and is connected by a single isolation valve close to the western side of the stream. There has been damage to this intake during flood events in 2021.

The location of the lower intake is publicly accessible and there is no fencing, bollards or signage, although public access (beyond the local landowner) would likely be rare.

A flow meter has recently been installed just downstream of where the upper and lower intakes meet. It was not practicable to install a flow meter just on the lower intake flow due to the location of the pipe in the stream/flood channel.

There is very little surface flow in the stream at this location in the summer and algae has also been noted to grow in the shallow warm pools of water. It is not known whether this affects the ability to abstract water but has not been identified as a major issue.”

The supply is able to be supplemented with water from the Hawkdun Irrigation Company race during droughts at a third intake point between the East Eweburn Weir intake, and the East Eweburn Gallery intake. This take has not been used since around 2014 and is not routinely inspected and maintained. While this intake is not detailed in the risk management plan in the water safety plan, it is referenced with the source being the same as used for the Naseby water supply. The Naseby source water risk management plan therefore applies.

Lower intake gallery location (mostly buried)

A diagram of a water treatment plant

Description automatically generated

The water treatment plant filters the water using a sand filter and water is then chlorinated before entering a reservoir. From here it flows by gravity to Ranfurly township.

Water Safety Plans and Protocols

New water safety plans were required to be prepared and submitted to Taumata Arowai for all nine council water supplies by 15 November 2022. The new plans were prepared for Central Otago District Council by a consultant, with both Fulton Hogan and council staff providing input through many workshop sessions.

These plans are an initial starting point to meet the legal requirements, and will be reviewed and improved annually. The initial plans provide an overview of each supply, a water safety risk assessment, and an improvement program to address risks. There is also a specific source water risk assessment and management plan that is within each water safety plan.

Future improvement will include reservoir management plans, and more specific process plans. These process plans (critical control points) also largely relate to the management of the treatment processes. Process plans can also be developed to address network specific resilience risks such as drought and flood events.

Council has standard protocols in place for boil water event notifications.

Initial Stages of the Event- Thursday 26 January to Saturday 4 February

On Thursday 26 January a text was sent from Fulton Hogan to a council water team member advising that demand for water was exceeding supply, and a media release to conserve water might be needed. At that time the reservoir level was at 88%, but falling.

The next morning an email was received from Fulton Hogan advising they had over-reacted the night before, and that while inflow had dropped slightly the issue was an increase in demand which had started on Monday 23 January. They thought this was probably due to the grounds being irrigated for the Māniatoto A & P Show and asked that this be reduced by a half.

Later on the 27th Fulton Hogan advised that the plant has been running continuously since about 7pm on 26^th January and the reservoir level had fallen to 80% and they were concerned this could drop further over weekend. They asked council staff for feedback on the request for the parks to reduce irrigating the A&P grounds.

On the morning of Tuesday 31 January Fulton Hogan advised council that there had been a slight improvement with the reservoir level recovering to 83% over the weekend. They were still concerned that demand was greater than supply, and the reservoir was unable to refill overnight.

The following morning of Wednesday 1 February a review of the SCADA system identified that the reservoir level had dropped sharply to 66%. Fulton Hogan advised there had been no change from the previous week, that nighttime flows out of the plant were 10 l/sec and the plant was running continuously with no time for the reservoir to recover. Council parks staff were asked to turn off all irrigation in Ranfurly.

On Friday 3 February the reservoir level had dropped further to 48%. Fulton Hogan advised they would check the inlet weir at the East Eweburn intake and the private valves on the raw water pipeline on Tuesday 7 February, following the long weekend, to see if they could get more water down to the treatment plant. They advised that due to the drought conditions and fire risk the Naseby Forest had been closed to vehicles, which meant they would need to bike to the intake weir, approximately 9km.

The same day council staff began communicating with groups in the Māniatoto regarding water shortages and implementing a conserve water notice. Public communication implementing a conserve water notice on the Ranfurly supply occurred on Saturday 4 February.

The Māniatoto A&P show was scheduled to occur on 15^th February, and the grounds were being irrigated in preparation for this event. The water had been turned off between 19 and 23 January due to a leak within the Māniatoto Stadium. Increased irrigation was being undertaken from 25 January to prepare the grounds for the A&P show, with the grounds needing to be well irrigated to enable the horse riding events to occur.

The A&P show had been cancelled for the previous two years due to Covid. It was an important event for the community and as such there was a reluctance to reduce the irrigation if this would result in the event not being able to be held as planned. It was hoped that reducing the irrigation by half would be sufficient to enable the reservoir to recover.

Following the irrigation being turned off on 1 February members of the community arranged for irrigation water to be placed on the park using a water carrier.

Week Commencing Monday 6 February

No further action occurred over the long weekend, and on Tuesday 7 February Fulton Hogan advised that gravel had entered the raw water tank. Fulton Hogan then flushed the pipeline between the balance tank and the reservoir to remove the gravel as they believed this would improve the volume and quality of raw water coming into the reservoir. This flushing caused the turbidity of the water entering the treatment plant to increase due to dissolved air being trapped in the raw water line. This resulted in the plant shutting down and no water being treated for 27 hours from 3am on 7 February.

On the 7 February the conserve water notice was upgraded to a water restriction. Notifications were made to the public and Taumata Arowai. Tankers were then arranged to supplement the reservoir to try and maintain water levels.

On Wednesday 8 February a boil water notice was issued. Water tankers were arranged to be placed in the town to provide drinking water to residents. Fulton Hogan requested that the two private takes off the raw water line be contacted and asked not to open the valves to their properties which would reduce flow to Ranfurly. Council staff communicated with the property owners regarding this.

Conversation commenced regarding using the alternative supply available from the Hawkdun Irrigation Scheme.

Hawkdun Irrigation have advised council that they told Fulton Hogan that the intake screen at the weir would need to be checked as it was likely to be affected by algae due to the low river level and warm temperatures. Hawkdun Irrigation were aware that there was water in the river at the weir, as their intake is below the council weir intake and this still had water in it. This information had been passed to Fulton Hogan around the 7 February.

Week Commencing Monday 13 February

The Regional Three Waters Director returned from leave on Monday 13 February and requested photos of the East Eweburn at the intake gallery and intake weir, and for daily inspections to occur to monitor changes in flow at the water source. She was advised that Fulton Hogan staff were required to bike to the weir intake as they were unable to access by vehicle due to fire risk.

Staff were then instructed to contact landowners to advise them that urgent vehicle access was required to address issues with the community water supply, and council would take steps to manage the fire risk. When contacted, landowners advised that vehicle access was available to council and their contractor, and the closure was just to members of the public.

On Tuesday 14 February Fulton Hogan cleared algae from the inlet screen at the weir and checked the take-off valves to private properties. Two of the valves for the private lines were found to have been opened to increase flow to the private properties.

Following the work at the inlet weir, and readjusting the private property valves, the flow of water into the raw water pipeline increased. By the 16^th of February reservoir levels had recovered to normal.

Fulton Hogan had not inspected the weir inlet as initially planned on Tuesday 7 February due to one of the staff being sick and two staff needing to go for health and safety reasons.

The Operations and Maintenance Contract requires the intake weir to be cleaned three-monthly, or as required as part of the lump sum cost. The weir had been inspected in late November. The Operations Manual for the Ranfurly plant identifies that the intakes should be inspected if there is an issue with the inflow.

Intake Screen Before Cleaning

Intake Screen After cleaning

Information from SCADA System

SCADA (Supervisory Control and Data Acquisition) is a computer-based system for gathering and analysing real time data to monitor and control equipment that deals with critical and time sensitive events. The council SCADA systems provides remote access to detailed data relating to water and wastewater infrastructure. This includes:

· If treatment plants are operating

· If there are turbidity of chlorination issues (water)

· Flows in and out of the plant

· Reservoir or storage tank levels

· Oxidation pond levels (wastewater)

· If pumps are operating,

· Powercuts and when generators are on-line

There are also many other parameters recorded.

Prior to September 2023 council and contractor staff could access this data remotely, however it was unable to be graphed easily within the system. The Lutra software is currently being installed to streamline water quality reporting to Taumata Arowa. This takes data from various sources, including SCADA and presents it through a more user-friendly interface.

Information available from councils SCADA system shows that while the reservoir levels were less stable between the 26January and 29 January, it was around the 30 January that levels began to reduce quickly.

The peak nighttime outflow reduced from the normal peak outflow of 8l/s prior to 23 January to 4 l/s between 7 and 16 February as demand was reduced due to water restriction and then boil water notices being implemented.

On Monday 23 January water inflow into the reservoirs reduced from 16l/s at night to 13l/s. This continued to reduce until 15 February. The inlet screen on the upper weir was cleaned on 14 February and the reservoir recovered on 16 February.

The graphs below provide information on the flow of water into and out of the Ranfurly treatment plant and reservoir. These have been produced in the Lutra software, using data from the SCADA system. These show that around the 23 of January the flow of water coming into the system reduced. This coincided with an increase in water going out of the plant between 23 January and 1 February. These show that the main contributing factor was that significantly less water was coming in from the two intakes.

27 September 2023

Leadership During the Event

Council staff were advised that there was an emerging issue on 26 January. The Three Waters Manager managed the event as business as usual until 7 February when the water restriction and boil water notice was put in place. The protocols for implementing a boil water notice were followed.

The emerging issues were not escalated to Executive level until the conserve water notices were issued.

3. Discussion

The contractor’s response to this event, and council oversight of what was occurring was inadequate, and resulted in significant impact to residents and businesses in Ranfurly. This was due to the irrigation restriction and boil water notice being imposed for eight days.

The underlying issue was that water at the East Eweburn gallery intake had significantly reduced due to drought conditions, and algae had collected on the intake screen at the East Eweburn weir intake. This was restricting water flow into the raw water line for 21 days from 24 January until 14 February. Landowners subsequently adjusted valves to their private lines when the flow through the raw water pipe reduced. While inappropriate, this would only have had a minor impact on the events that unfolded.

At the same time irrigation of the showgrounds had increased in preparation for the A&P show, which was an important community event. This was increasing water demand over seven days between 25 January and 1 February.

Information and advice was provided by Māniatoto locals who were familiar with the water supply but was not acted on. If this had been then the impact on the community would have been reduced, and a boil water event would have been averted.

There was inaccurate information regarding access across private land to the East Eweburn weir intake. Staff believed vehicles could not be used due to fire risk. Council staff should have followed up on this and contacted property owners to arrange for vehicle access to the weir intake from the outset to enable the intake screen to be accessed quickly. Information contained within the water safety plan was also incorrect as there is an easement in place which provides for access to the upper weir when required.

Despite Fulton Hogan identifying that the East Eweburn weir intake screen should be checked on 4 February, this work was initially delayed three days until after a long weekend, and then for a further week due to staff availability following the long weekend. This resulted in a delay of 11 days before the intake weir was inspected and cleaned.

If work had continued to be undertaken over the long weekend to check the screen then the restrictions that were implemented on Tuesday the 7th and boil water notice on Wednesday 8^th February would not have been required.

There was a reluctance to access to the third supplementary water supply from the Hawkdun irrigation race. There was a belief that this would result in increased water risk and a boil water notice being required. This is due to the irrigation race being prone to high turbidity following high rainfall events. Given this incident was occurring during a drought the risk of high turbidity was low, although clearing and flushing of the intake infrastructure would have been required. The risks regarding this source require identification and inclusion in the Water Safety Plan to ensure they are appropriately mitigated to allow for future use to be implemented quickly.

The event was not managed as a potential critical incident from the outset, despite it being clear that there was a water supply and water demand issue that was resulting in a reduction in reservoir levels.

Council staff that were in the leadership roles were updated by the Three Waters Manager and were advised the focus was on ensuring potable water was available to the community due to a lack of water in the East Eweburn. Council staff time was spent on ensuring that tankers were available, public messaging was in place, and that arrangements were in place for the Māniatoto A&P show.

There was an assumption that there was no water available in the East Eweburn at either the gallery intake or the weir intake due to the drought conditions that existed. This assumption was not tested.

Changes have occurred within councils three waters operations activity. This has included changes in councils three waters management structure and an increased level of oversight of the operations and maintenance contract that is delivered by Fulton Hogan. Fulton Hogan have also made changes to their management structure for this contract.

Following the resignation of the Three Waters Manager in April, funding for the Three Waters Director has been increased to 4-5 days a week to provide leadership to Central Otago’s Three Waters activities. This arrangement is to be reviewed in November following the election and expected clarity regarding three waters delivery reform.

A business case is currently being developed to identify a preferred option for upgrading of the Māniatoto water supplies (Ranfurly, Naseby, and Patearoa) to meet the New Zealand Drinking Water Standards and improve resilience to climatic events. This business case requires further investigation of options and costs. This information will be available for inclusion in the 2024 Long Term Plan. Depending on the water reform process following the election, public consultation may be required on this if it is to be funded by Council.

4. Actions Taken/To be Taken

Intake Inspections and Access

· Clarify contractual requirements to undertake work over weekends and public holidays where this has the potential to impact on delivery of levels of service.

· Review and emphasise the requirements for checking the intake weir and infiltration gallery, and valves on the raw water pipeline.

· Establish clear vehicle access provisions across farmland and forest, including mitigations to manage fire risk. This to include when it is appropriate to consider access by helicopter.

· Undertake annual briefing with council and contractor staff who will be accessing across easements on expectations for use of these.

Arrangements for Hawkdun Irrigation Back-up Source

· Communication protocol to be put in place with Hawkdun Irrigation to improve sharing of information with the appropriate people.

· Ensure the alternative irrigation supply take is inspected and readied by December each year so it can be implemented if required over summer. Prepare water safety plan documentation that can be used if this is required to be used.

Incident Management

· Define what constitutes a critical three waters incident and have protocols in place for the management of these which include immediate notification to the relevant senior manager and Chief Executive at the outset of the incident.

· Increase use of Lutra for interpretation of SCADA data for understanding issues and informing decision making.

· Prepare water restriction triggers and standard communications so these can be implemented when pre-specified triggers are reached.

· Establish documented protocols with council’s parks team regarding water use. This to include procedures to be followed for increasing demand for irrigation and any other increase that can be anticipated from scheduled events.

Other

· Data from the flowmeters on the raw water lines is recorded and provided to the Otago Regional Council. This data is not currently accessible to council or contractors. Arrange for this to be accessible to provide more accurate information regarding water flows from the different sources.

· Review the provisions for private water takes off the raw water line, and update the written agreements regarding these.

· Undertake regular routine reviews of night-time water use (from SCADA) to identify anomalies which could indicate leaks within the system. Understand and address these prior to incidents occurring within the network.

· Progress the business case for upgrading of the Māniatoto Water Supplies to meet New Zealand Drinking Water Standards and improve resilience to climatic events. This business case to be completed to enable investment required to be included in the 2024 Long Term Plan.

5. Financial Considerations

Fulton Hogan claimed $90,355.02 for the response to this event. This was made up of $58,944.50 for water tanker subcontractors, $9,900 for leak detection services, and $21,510.52 of Fulton Hogan charges.

The charges claimed were initially paid with the expectation that a credit note would be issued by Fulton Hogan following conversation regarding the cause of the event.

Fulton Hogan have offered to cover their plant and labour costs and half the costs for the subcontractors and will reimburse this in the September 2023 claim. The resulting cost to council is $34,422, the cost to Fulton Hogan is $55,933.

The action plan is largely process improvements and can be accommodated within current budgets.

6. Options

Option 1 – (Recommended)

Implement the actions identified above, with a report on progress to be provided to Council on Wednesday 13 December.

Progress the business case on upgrading of Māniatoto Water Supplies to enable inclusion in the 2024 Long Term Plan investment program.

Advantages:

· Improves the resilience of the existing water supply for Ranfurly for the coming summer.

· Addresses service delivery issues that occurred in February 2023.

· Progresses planned upgrades to the Māniatoto water supplies to comply with water safety standards and resilience for the longer term.

Disadvantages:

· The Māniatoto water supplies are vulnerable to climatic events, which are forecast to occur more frequently as a consequence of climate change. Significant investment will be required to reduce this risk for the longer term.

Option 2

Accelerate the upgrade of the Ranfurly water supply to remove the risk from climatic events.

Advantages:

· This work is being progressed and will be included in the investment program for the 2024 Long Term Plan. There is no benefit in accelerating this any faster as this will result in sub-optimal outcomes.

· Different source water options are being investigated to identify which source can provide a secure water supply for the future.

Disadvantages:

· The investment required to upgrade the Māniatoto water supplies is significant and is dependent on the source water used. Many of the source water and treatment options identified will still have a risk of service outages in extreme weather events. Further work is required to investigate further source water options and the options for ensuring service during extreme events before a preferred way forward can be provided.

· Progressing work without doing sufficient investigation is likely to result in an expensive treatment plant being constructed which is unable to consistently provide water during high rainfall which results in very high source water turbidity.

7. 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 improving the resilience and reliability of delivery of the community water supply for Ranfurly. The proposed actions also and have positive implications for other community supplies.
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	The Ranfurly water supply is predicted to be affected more frequently by drought as a consequence of climate change. The actions identified will improve resilience of the existing water supply. A business case is under development for improvements to meet the New Zealand Drinking Water Standards and to further improve resilience to climatic impacts on source water.
Risks Analysis	Further drought conditions are forecast for the 2023/24 summer. Actions identified need to be implemented by December. The Ranfurly water supply remains vulnerable to high turbidity events following heavy rainfall.
Significance, Consultation and Engagement (internal and external)	This event had a significant impact to customers on the Ranfurly water supply for eight days while the boil water notice was in place. The actions identified to reduce the risk of this occurring again have minimal costs. A business case is being developed improvements to meet the New Zealand Drinking Water Standards and to further improve resilience to climatic impacts on source water. Depending on the outcomes of water reform, investment to progress this project will be a significant decision for Council and will require future community consultation.

8. Next Steps

Council and Fulton Hogan staff will progress the actions identified. The business case work will continue for consideration by council as part of the Long-term Plan.

9. Attachments

Nil

Report author:	Reviewed and authorised by:

Julie Muir	Peter Kelly
Three Waters Director	Chief Executive Officer
13/09/2023	15/09/2023

27 September 2023

23.9.7 September Wastewater Compliance Status Update

Doc ID: 1214713

1. Purpose

To consider progress on achieving Otago Regional Council Consent compliance for Central Otago District Council wastewater activities.

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.

This report is a standing report provided to each Council meeting to provide an update on progress to address these issues.

Council Resourcing

Sufficient internal resourcing capacity has been identified as a critical requirement to ensuring that Central Otago District Council is able to deliver on its obligations with respect to delivery of wastewater services. Attracting and retaining the required technical capabilities remains challenging in an environment of national shortages of three waters staff.

All roles within the three waters area have now been filled, with two new roles starting in October. The Three Waters Director will be on leave for 5 weeks during October. Programs of work have been prepared which staff will progress through October. Details of these are attached.

The Cromwell. Alexandra, Naseby and Ranfurly wastewater treatment sites were audited in August. There were only minor operations and maintenance actions identified as required, and these have been passed on to Fulton Hogan.

Extensions to Abatement Notices

The periods provided by the Regional Council to achieve compliance on the abatement notices are as follows:

Site	Abatement Notice Due Date	Extension Date Requested	Extension Date Granted
Cromwell	31 August 2023	30 June 2026	Pending
Roxburgh	31 August 2023	30 June 2026	Pending
Ranfurly	1 December 2023	-	-
Naseby	1 August 2023	30 November 2024	30 November 2024
Alexandra	1 April 2024	-	-

At the time of issuing the abatement notices the Regional Council staff advised District Council staff that if council was unable to meet the abatement notice dates then they should apply for extensions. The attached work programs were developed to support applications for time extensions, and to provide tangible actions and dates by which progress could be monitored.

District council staff met with Regional council staff on 6 September and were advised that extensions for longer than 12 months were unlikely to be granted. If longer extensions are required to enable work to be completed, then further extensions will need to be applied for before the first extension expires. The Cromwell and Roxburgh sites have already had one extension granted.

An extension will be applied for Ranfurly in November. The investigation work that is currently underway by Beca will be used to inform this application.

Site Specific Status Updates

The detailed work programs for each site are attached and have been updated to reflect changes since August. Where changes have been made to information presented in August these have been shown in bold. The detailed program for Ranfurly has now also been added.

A high level summary of each site is provided below.

Alexandra

The Alexandra wastewater site is now compliant, and it is expected that this will continue over the short to medium term provided there are no significant plant breakdowns.

Progress has been made on developing the business case for a significant upgrade to Alexandra wastewater treatment. This will address the risk of plant failure and capacity needs for the mid to long-term and will be included in the Council Long Term Plan and Entity J funding programs. It is anticipated that funding for investigation and design will be approved for the first 3 years of the Long-Term Plan to enable the project to proceed to design.

Substantially more funding for construction will then need to be approved by either council or Entity J from 2027 depending on who is delivering the services for the longer term. This upgrade will be required to be completed before further stages of Clyde reticulation can be connected, and to meet growth needs for Alexandra and Clyde from 2029.

Cromwell

The initial time extension requested to complete the construction of additional nitrogen removal processes at Cromwell was June 2026. Regional council staff have advised that this is unlikely to be approved as it is longer than 12 months.

District council staff have revisited the timeline and this project could be accelerated if design were to proceed in the current financial year. This would shorten the expected delivery date to July 2025. There are risks to this timeline depending on sourcing of materials.

The non-compliance with the nitrogen limits is due to growth in Cromwell, which has occurred faster than forecast. This is also resulting in higher than forecast development contributions being received for Cromwell. There is expected to be sufficient funding received above the Annual Plan provisions to fund the design of the nitrogen removal process if detailed design is brought forward to the 2023/24 financial year.

Consultants Beca are currently investigating options for this and will be providing an Options Assessment Report for council staff to review in late 2023. A report will then be provided to Council outlining the options, with a recommended way forward and procurement plan to progress this project.

Roxburgh

The abatement notice at Roxburgh relates to a minor breach of the nitrogen limits which typically occurs only in the colder winter months. Desludging of the ponds may improve these readings. The desludging contract will be tendered in October, with work required to be completed by 30 April 2024. Following this one of the second-hand aerators from Cromwell will be installed at Roxburgh.

A new influent flow meter was installed on the Roxburgh Bridge pumpstation in 202/23. The materials were purchased through stimulus funding. This work was delivered through the Operations and Maintenance contract and project management was lacking. This resulted in disjointed management of the different components of work by both Fulton Hogan and council operations staff. A significant switchboard renewal and upgrade has now been identified as required to enable the SCADA system to be connected. This will be programmed into the 2024/25 renewals program as there is insufficient budget to progress this replacement this financial year.

Naseby

The Naseby site is non-compliant with dissolved oxygen levels over the colder winter months. This is due to the ponds freezing and could be managed by installing an aerator on the ponds. There is another second-hand aerator from the Cromwell site that can be used at the Naseby site.

Desludging of the ponds is recommended prior to installing the aerator, as this could stir up any material that has settled in the pond which could impact on discharge quality. Depending on the tender prices that will be received for the Roxburgh desludging in October, there may be funding available to progress this work at Naseby.

Beca have been engaged to consider the options for managing sludge from the ponds following the desludging, and work through the resource consent application process. This will ensure that council is ready to proceed with physical work once funding is available.

Powernet are also reviewing the supply of electricity to the site to ensure that there is adequate supply to run the aerator.

Further investigation work is underway by Beca to provide an options report for upgrading of the Naseby infiltration beds. They are also reviewing a proposal from Fulton Hogan to apply for a resource consent variation to allow ponding across the infiltration beds.

Ranfurly

The detailed work program for Ranfurly has now been prepared and is attached. Progress has been made on tidying the site and on items of work that can be undertaken now and within existing budgets.

Further investigation is required to establish the extent of desludging that may be required for the wetland. This requires testing of effluent between each of the process stages to determine the existing effectiveness of each stage, in particular the wetland. This will then identify if desludging is required or if the wetland can be levelled and replanted.

The physical work that is being delayed is the renewal of the concrete wavebands. While this has been identified as an action on the abatement notice, and needs to be programmed, it is not affecting the discharge quality. This is programmed for 2024/25 when it can be funded in the 2024 LTP renewals program.

One of the items on the abatement notice that is not currently being addressed is inflow and infiltration. The Ranfurly plant has significantly increased flows when it rains, and this affects the performance of the treatment processes. Smoke testing was undertaken in 2017 and identified around 17 properties which had non-complying stormwater connections to the wastewater network. No follow-up or enforcement has been done with these properties. Further work will be required to engage with these properties, and those in Alexandra and Cromwell where initial engagement has occurred. This has not been progressed due to resourcing issues for enforcement.

The inflow and infiltration issues will also be impacted by the condition of the reticulation pipes. The wastewater pipe renewal program for 2023/24 is now out for tender and due to close on 19 October. Replacing pipes in Ranfurly has been prioritised due to the inflow issues that are occurring.

3. Attachments

Appendix 1 - Council Status Update September.docx ⇩

Report author:	Reviewed and authorised by:

Julie Muir	Peter Kelly
Three Waters Director	Chief Executive Officer
13/09/2023	15/09/2023

27 September 2023

23.9.8 Otago Regional Waste Assessment

Doc ID: 1214579

1. Purpose of Report

To consider the Otago Regional Waste Assessment that has been completed in partnership with the four other Otago territorial authorities.

Recommendations

That the Council

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

B. Notes the 2023 Otago Regional Waste Assessment is now complete, as per section 51 of the Waste Minimisation Act 2008.

C. Resolves to proceed with developing a new Central Otago Waste Minimisation and Management Plan.

2. Background

The Waste Minimisation Act (the Act) requires that a territorial authority must adopt a Waste Management and Minimisation Plan (WMMP) and sets out what the plan must provide. It is a mandatory requirement that a WMMP is reviewed no later than 6 years after the date it was last reviewed.

Territorial authorities are required by the Act to undertake a Waste Assessment prior to reviewing a Waste Management and Minimisation Plan. Waste Assessments then inform the review of the WMMP, and the subsequent decision as to whether to amend or revoke and replace the current operative WMMP or continue without amendment.

Central Otago District Council’s WMMP, and supporting Waste Assessment, were adopted in 2018 and 2017 respectively. A review is required by June 2024.

A report to the Otago Mayoral Forum recommended that regional opportunities for waste collaboration should be pursued, and a joint regional waste assessment prepared.

An Otago Regional Waste Assessment was subsequently commissioned. The Assessment has been informed by central government policy and legislation, namely Te rautaki para, the New Zealand Waste Strategy 2023 (NZWS), and the Waste Minimisation Act 2008.

The Act requires territorial authorities to promote effective and efficient waste management and minimisation within their district. Section 51 of the Act requires that a waste assessment must contain:

a) a description of the collection, recycling, recovery, treatment, and disposal services provided within the territorial authority’s district (whether by the territorial authority or otherwise); and

b) a forecast of future demands for collection, recycling, recovery, treatment and disposal services within the district; and

c) a statement of options available to meet the forecast demands of the district with an assessment of the suitability of each option; and

d) a statement of the territorial authority’s intended role in meeting the forecast demands; and

e) a statement of the territorial authority’s proposals for meeting the forecast demands, including proposals for new of replacement infrastructure; and

f) a statement about the extent to which the proposals will –

i. ensure that public health is adequately protected.

ii. promote effective and efficient waste management and minimisation.

3. Discussion

Central government policy on waste minimisation and management is contained in the New Zealand Waste Strategy (NZWS), which was published on 29 March 2023, and replaced the previous NZWS 2010.

The Regional Waste Assessment has been informed by the vision and guiding principles of the NZWS 2023, which has a focus on ‘a low-emissions, low-waste society, built upon a circular economy’.

Central Otago District Council’s 2018 WMMP has a vision for the future of (moving/working) “towards zero waste and a sustainable Central Otago” supported by two goals and five objectives. The goals were directly taken from the 2010 New Zealand Waste Strategy.

Goal

Objectives

G1: Improving the Efficiency of Resource Use

O1: Provide opportunities to minimise waste through reduction, reuse, recycling and recovery (in priority order)

O2: Educate producers and consumers about options and responsibilities

G2: Reducing the Harmful Effects of Waste

O3: Avoid or mitigate any adverse effects on public health or the environment

O4: Provide cost-effective and safe waste services

O5: Engage with the community on Council’s progress

Council’s 2018 Waste Management and Minimisation plan can be found in Appendix 1.

The New Zealand Waste Strategy sets targets for waste reduction that all councils will need to align with when preparing Waste Management and Minimisation Plans.

In Central Otago’s case, the new kerbside collection system aligns with the New Zealand Waste Strategy targets. The planned local solution for organics processing will also contribute towards meeting the targets in Council’s Emissions Management and Reduction Plan.

As required by the Act, the Waste Assessment includes a review of each Council’s current WMMP, found in section 6 of the attached Otago Region Waste Assessment (Appendix 2).

Aukaha were engaged to provide advice and feedback from mana whenua’s perspective as part of the Waste Assessment process. The concept of waste minimisation and resource recovery is aligned with the te ao Māori principle of kaitiakitaka.

The overall conclusion from this review was that, while the current Waste Management and Minimisation Plans varied widely in strategic direction, action plans, and targets; the very significant central government work programme over the last five years, and the recent release of New Zealand Waste Strategy, leads to the conclusion that the Otago region Waste Management and Minimisation Plans should be revoked and replaced by new Plans.

4. Financial Considerations

The delivery of informal stakeholder engagement events and the cost of undertaking the consultative procedure through the development of the new Waste Management and Minimisation Plan will be covered by existing budgets. This was planned work as part of the 2021 – 24 Long-term Plan period.

5. Options

Option 1 – (Recommended)

Note the completion of the 2023 Otago Regional Waste Assessment, and the incorporated review of the Central Otago WMMP 2018, and agree to commence work on a new Central Otago WMMP.

Advantages:

· An amended Central Otago WMMP will incorporate the most up to date, region-wide information about current waste minimisation and management services, the most recent forecasts of demand, and reflect the new programme of work.

· The region-wide perspective will enable partnership projects to be considered, which could result in increased economies of scale, improve accessibility to central government funding, and enable pooling of resources to manage and deliver projects.

· Consistent with the recommendations of the Otago Region Waste Assessment.

Disadvantages:

· Staff time will be allocated to the writing and engagement required for the new Waste Management and Minimisation Plan.

Option 2

Note the completion of the 2023 Otago Regional Waste Assessment but do not progress an amendment to the Central Otago WMMP 2018.

Advantages:

· Staff time not be required to draft and consult on a new Waste Management and Minimisation Plan.

Disadvantages:

· Section 50 of the Act requires that if, after preparing a waste assessment, a territorial authority determines that the WMMP should continue without amendment, it must still use the special consultative procedure and notify the assessment with the statement of proposals.

· Not consistent with the recommendation of the Otago Region Waste Assessment.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action, social, environmental, cultural, and economic wellbeing by and on behalf 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 decision is consistent with other plans and policies as well as legislation.
Considerations as to sustainability, the environment and climate change impacts	The preparation of the Waste Assessment and amendment of the Central Otago WMMP are expected to have positive implications for sustainability as they are created with the aim of reducing waste to landfill (as per the Waste Minimisation Act 2008.)
Risks Analysis	There are no known risks.
Significance, Consultation and Engagement (internal and external)	A new Central Otago WMMP will involve a consultative procedure, as required by the Waste Minimisation Act and the Local Government Act.

7. Next Steps

Initial drafting of an amended WMMP will commence. Statutory consultation on the new WMMP will be planned for 2024 as part of the Long-term Plan process.

8. Attachments

Appendix 1 - Waste Management and Minimisation Plan 2018 ⇩

Appendix 2 - Otago Waste Assessment 2023 ⇩

Report author:	Reviewed and authorised by:

Quinton Penniall	Lee Webster
Infrastructure Manager	Acting GM – Planning and Infrastructure
7/09/2023	8/09/2023

27 September 2023

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23.9.9 Bendigo Loop Road - Dust Suppression

Doc ID: 1215200

1. Purpose of Report

To consider approving dust suppression of a 3km section of the southern end of Bendigo Loop Road.

Recommendations

That the Council

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

B. Approves construction of a dust suppression seal on a 3km section of Bendigo Loop Road privately funded by landowners.

2. Background

Central Otago has one of the largest gravel road networks within New Zealand and sealing all these roads is not affordable.

Section 28 of Council’s roading policy contains clear guidance regarding the provision of dust suppression on houses which are located within 100m of a gravel road.

In order to mitigate the effects of dust on residential properties, dust suppression is undertaken on a length of road 100m long, where there is a house within 100m of a gravel road. The method of dust suppression used is Eco sealing.

Landowners are contacted to provide input into the location of the 100m length of dust suppression on the road. This is to ensure that local conditions such as prevailing winds are considered. Council through the policy reserves the right to vary the length and location of dust suppression undertaken dependent on local factors such as adjoining properties, and locations of intersections, corners or hills.

Dust suppression for horticultural or commercial activities is required to be funded by the land or business owner.

Eco sealing is undertaken following metalling operations. This provides a surface which is similar to that of a sealed road.

Requests for eco seal to be undertaken for lengths more than 100m or within 100m of a house will be at the discretion of Council. In considering these requests Council will consider any exceptional circumstances including:

· the traffic volume on the road

· the amount of heavy vehicles which use the road

· the topography and geometry of the road

· future maintenance costs associated with a longer length of seal.

Where Council approves a length of eco seal longer than 100m, then the cost for constructing the additional length is to be funded by the property owner.

3. Discussion

Council have been approached by several affected parties (businesses/vineyards) along Bendigo Loop Road with a request to Eco seal a 3km section of the unsealed road.

This request does not meet the existing Council dust suppression policy as it is not relating to dust issues for residential dwellings. The request is to reduce/remove dust for commercial reasons that fall outside the policy and therefore the responsibility of the land or business owner, where it’s primarily affecting the vineyard trees and areas that staff are working through the day.

In discussions with the affected parties, dust pollution is a particular issue for staff working in the vineyards from a Health and Safety perspective.

The cost to prepare and lay an Eco seal dust suppression treatment to the 3km length is in the order of $200,000, and the neighbouring affected parties are prepared to cover this cost privately to address the dust and corrugation issues.

The first 3km (on the Southern end of Bendigo Loop Road) is the most well used section and typically requires a higher level of service than the remainder of the road. This road was re-metalled within the last four years and could be considered in a favourable condition for an Eco Star dust suppression treatment or a formal seal extension.

An Eco Star dust suppression treatment will have an expected life of 8-10 years and provide a better level of service for users of that road. The dust suppression treatment once initially applied would vest with Council after an initial 12-month defects period. Following the defects period maintenance and renewal would be the responsibility of council. The cost of a new Eco Star dust suppression treatment at the 10-year mark would be offset by the cost savings in grading not being required over that period.

Alternatively, Council could consider funding the difference to undertake a formal seal extension on the first 3km of Bendigo Loop Road. Longer term, management of a seal extension is simpler than a large eco-star treatment that needs replaced every 8-10 years.

The expected design life of this pavement would be in excess of 30 years at this point and would provide better driver safety outcomes with a wider seal width and delineation. Whilst cost comparable to eco-seal over a 30-year term the cost difference and renewal would unlikely be supported by our co-funder Waka Kotahi, therefore, not making it a viable option.

The main advantage of surfacing this section of Bendigo Loop Road would be the increase in level of service to those that use it, but it also creates an opportunity undertake grading on other roads in the district. Council grading programme uses 3 graders across the district, with additional capacity, additional attention can be given to other unsealed roads.

4. Financial Considerations

There are no financial implications for Council for the recommended option of a dust suppression seal as this will be third party funded by landowners on Bendigo Loop Road. On average, Council spends approximately $20,000 per annum on grading and periodically metalling to maintain the 3km section Bendigo Loop Road proposed for eco-seal to its current standard. This maintenance cost would cover the depreciation required to fund the renewal of the eco-seal at the 8–10-year mark.

The option to upgrade and complete a seal extension to the unsealed 3km section of Bendigo Loop Road would be in the order of $800,000. Factoring off the $200,000 contribution from the neighbouring parties, this would leave Council with a contribution of $600,000 to undertake the initial works. Further investment of $185,000 would be required for a second coat seal within 2 years of construction. It is very unlikely this additional investment would be supported by Waka Kotahi and therefore not attract 51% subsidy.

5. Options

Option 1 – (Recommended)

To approve the construction of a dust suppression fully funded by third parties with Council taking over maintenance and renewal liability after 12 months.

Advantages:

· Initial investment is provided by affected parties at no cost to Council.

· Opportunity to reduce maintenance costs on some of the higher demand unsealed roads within the district and create capacity to focus those savings (both cost and time in regard to the grading programme) into other roads across the district.

· Parties affected by dust no longer have an issue.

Disadvantages:

· Higher level of management required opposed to a full seal extension as multiple renewals would be required within a 30-year period.

Option 2

Undertake a full seal extension on the first 3km of Bendigo Loop Road.

Advantages:

· Utilises the $200,000 from affected parties on Bendigo Loop Road to offset construction costs.

· Improved safety outcomes due to wider seal width and delineation.

· Parties affected by dust no longer have an issue.

Disadvantages:

· Completing works unsubsidised results in Council incurring 100% of cost balance ($600,000) after third party contribution is taken into account.

· Other roads in the district are a higher priority for a seal extension.

Option 3

Do nothing.

Advantages:

· No identified advantages.

Disadvantages:

· Lost opportunity to reduce gravel road maintenance costs on some of the higher demand unsealed roads within the district and create capacity to focus those savings (both cost and time in regard to the grading programme) into other roads across the district.

· Parties affected by dust continue to have an issue.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities through Council to provide benefit to the local community on Bendigo Loop Road.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Although the construction of a long length dust suppression seal is inconsistent with the Roading Policy this is being funded by third parties and provides some long-term maintenance cost savings to Council and ratepayers. There are also environmental benefits with reduction in dust.
Considerations as to sustainability, the environment and climate change impacts	Projects recommended for funding support Council’s sustainability and environmental outcomes through responsible use of resources.
Risks Analysis	There are no substantial risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	Does not meet the significance threshold.

7. Next Steps

If approved, the affected parties will be notified that they can proceed with the dust suppression works. It is likely works will commence November 2023.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Quinton Penniall	Lee Webster
Infrastructure Manager	Acting Group Manager – Planning and Infrastructure
8/09/2023	12/09/2023

27 September 2023

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23.9.10 Formation of Legal Road - Bannockburn

Doc ID: 1215826

1. Purpose of Report

To consider an application to form an unformed legal road for a proposed subdivision at Hawksburn Road, Bannockburn.

Recommendations

That the Council

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

B. Approves the request to form an unformed legal road to provide property access for the applicant, with the following conditions:

1. The road be formed to the relevant right of way subdivision standard.

2. The road be surveyed to ensure construction occurs within the legal alignment.

3. The survey and road construction are undertaken at no cost to Council.

4. The applicant is responsible for maintaining the road in the future to a safe standard. If Council does not believe the condition of the road is safe and the applicant does not remedy this after notification, then Council may undertake work to make the road safe and recover this cost from the applicant.

5. The applicant acknowledges they are aware that Council does not accept any responsibility for future maintenance costs.

6. The applicant shall not locate any improvements on the road without the prior consent of the Council.

7. The applicant shall not impede others from using the road.

8. All costs associated with fencing and cattle stops will be the responsibility of the applicant if required.

9. As the existing track from Hawksburn Road is not maintained by Council, all costs associated to provide suitable access to form this section of unformed legal road will be the responsibility of the applicant.

10. The applicant will complete an Archaeological Assessment (AA) of the affected area prior to any construction commencing.

2. Background

· The process to form an unformed legal road is described within Section 9 of the Councils Roading Policy (January 2015 attached). This details the process and delegations for approving the forming of an unformed legal road corridor for the two possible situations:

· Delegated authority is provided to the Roading Manager to provide consent to form an unformed legal road when all the affected and interested parties are in agreement.

· Delegated authority is provided to Council to consider applications to provide public access or form an unformed legal road when the parties are not in agreement. All parties will have equal opportunity to address the Council.

3. Discussion

Council have received a request from Landpro, on behalf of their client AJ and JS Hamilton Family Trust (the applicant), for permission to form the road between Hawksburn Road to the southern boundary of Section 9 SO 24276 for the purposes of a subdivision development.

There is an unformed legal road which provides legal access to this property.

A resource consent and engineering approval has been previously granted by Council for this development.

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Both the applicant and neighbouring property have confirmed to Council that support was not unanimous, so the application is being referred to Council for consideration.

Mr. McElroy from Hawksburn Station (Leaseholder), through his solicitor (Kerian Tohill Law), has been consulted on the proposed option to form the unformed legal road by the applicant but has formally objected to this.

LINZ has also been consulted regarding the proposed option to form the unformed legal road, but they wish to reserve their response until Mr. McElroy's concerns are considered by Council.

A summarised timeline of events is provided below with the full application to form the unformed legal road attached.

· On 1 April 2021 resource consent (RC210083) was granted to subdivide Lot 5 DP 332099 to create two allotments in Hawksburn Road, Bannockburn.

· On 12 January 2022 the centreline of the existing 4WD track was surveyed and photos taken.

· Council Engineering approval was granted on 11 April 2022 for the design and layout of the road.

· An email was sent to Council on 26 April 2022 to seek clarification on what licence was required to form the legal road. The applicant was advised that forming legal road approval would be required and not a licence to occupy. Written approval was required for both Hawksburn Station and LINZ.

· The applicant’s contractor had begun earthworks on the unformed legal road prior to obtaining approval for forming the legal road. The contractor was instructed to stop work immediately and leave site until approval from Council to form the unformed legal road was obtained.

· An easement application was submitted to LINZ requesting the granting of an easement over Crown Pastoral Land for the section of road in question.

· Subsequently LINZ have realigned the legal position of the road to match the existing position of the vehicle track.

Section 9 of the Roading Policy outlines the following information is to be provided by the applicant regarding forming an unformed legal road corridor:

Information to be provided	Applicant Response (summarised)	Council Officer Response
The reason for requiring access?	To provide access for a proposed subdivision.	This is a valid and appropriate reason to form an unformed legal road.
If the reason is for providing property access, does the property front an existing formed legal road?	No, this section of the property does not front an existing formed legal road.	N/A
Any improvements that are located on the road such as buildings, plantings, fencing, reservoirs etc.	No there are no improvements located on the road.	N/A
How access is currently provided.	Access to this area is across farmland and over rough terrain. This would not be practical to provide long term access to this potential subdivision site, considering a legal road corridor adjoins this parcel of land proposed for development.	N/A
Whether affected property owners are aware of the application and if so, have they provided agreement.	The neighbouring property leaseholder is aware of application. They have not provided support to form. No reason has been provided for this lack of support	Council was notified by the applicant that agreement was not reached. The applicant has requested a reason for opposition on four occasions between the 18 July 2023 and 21 August 2023 with no response.

Section 9 of the policy outlines the following conditions in regard to forming an unformed legal road corridor:

1. The road be formed to the relevant subdivision standard.

2. The road be surveyed to ensure construction occurs within the legal alignment.

3. The survey and road construction are undertaken at no cost to Council.

5. The applicant is aware that Council does not accept any responsibility for future maintenance costs.

6. The applicant shall not locate any improvements on the road without the prior consent of the Council.

7. The applicant shall not impede others from using the road.

Section 9 of the Policy outlines the following considerations in regard to forming an unformed legal road corridor:

Considerations	Council Officer Response
Legal implications	The Local Government Act 1974 gives Council control over all roads within the district, it also provides the ability to allow or refuse a legal road corridor to be formed. Requests to form roads or provide access along unformed legal roads have the potential to result in landowner disagreement. The process outlined within section 9 of the Roading Policy has been developed to ensure that Council meets its legal obligation when considering requests to form legal roads, while also ensuring the impact on the adjoining landowners/affected parties is considered.
The cost of the work and future maintenance costs	Section 9 of the Roading Policy outlines that all costs associated with forming and maintaining a section of unformed legal road is at the applicant’s expense.
Feasibility of forming a road within the legal alignment	Councils roading team have inspected the site and formation is deemed feasible.
Safety issues	The roading team have inspected the site, no safety concerns have been raised with the proposal.
History	The applicant will be required to complete an Archaeological Assessment (AA) of the affected area prior to any construction commencing. The outcome of the assessment is to be made available to Council prior to an approval permit being granted (should permission be given from Council to form the road).
Type of use proposed	The applicant has requested formation for property access to a proposed subdivision. The applicant has expressed it will be formed to Council’s right of way development standards which would be appropriate.
Opportunities for alternative access	The application was assessed by the roading team and the proposed application is considered the most appropriate means to utilise existing means of public access. Any easement agreements for alternative options over private property would be between the applicant and affected landowner(s).
Fencing and gates	The proposed formation area runs through the middle of pine and open farmland, and the unformed legal road corridor is not fenced along either of its boundaries. The applicant has proposed to leave the road corridor open and largely unfenced, but it is prepared to fence and gate if required by the adjoining landowner. As per Section 9 of the Roading Policy, all costs associated with the fencing are the responsibility of the applicant. The roading team have no concerns with the fencing proposal.
The impact of adjoining landowners and land uses	This application is only seeking permission to form the unformed legal road, consideration on other factors such as privacy and any implications of subdividing have been considered with a Council resource consent and engineering approval granted. In regard to road formation, the proposal is not considered to have any effects more than minor for the adjoining landowner or land use.
Any other relevant matters	N/A

4. Financial Considerations

As outlined in Section 9 of the Roading Policy, the cost of all associated works for forming a road is the responsibility of the applicant.

If Council approve formation, a formation permit will be provided to the applicant outlining the conditions of which formation is approved.

An approval permit contains the following conditions in relation to financial considerations for forming a road:

· The survey and road construction are undertaken at no cost to council.

· The applicant is responsible for maintaining the road in the future to a safe standard. If Council does not believe the condition of the road is safe and the applicant does not remedy this after notification, then Council may undertake work to make the road safe and recover this cost from the applicant.

· The applicant is aware that Council does not accept any responsibility for future maintenance costs.

5. Options

Option 1 – (Recommended)

Approve request to form an unformed legal road to provide property access for the applicant, with conditions as set out in Section 9 of Council’s Roading Policy.

Advantages:

· Application aligns with expectations in Section 9 of the roading policy.

· Providing property access for a subdivision is an appropriate reason to allow the formation of an unformed legal road corridor.

Disadvantages:

· Outcome will go against neighbouring affected party expectations.

Option 2

Decline formation of unformed road to provide property access for the applicant.

Advantages:

· Decision will meet neighbouring affected party expectations.

Disadvantages:

· Application aligns with Section 9 of the roading policy, to decline the application would be contrary to Council Policy.

· Providing property access is an appropriate reason to allow the formation of an unformed legal road corridor.

· Outcome will go against applicant’s expectations.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes This decision aligns with Council’s Roading Policy 2015 and Roading Bylaw 2023.
Considerations as to sustainability, the environment and climate change impacts	If approved the road would be constructed under the guidance of development engineering and relevant engineering standards.
Risks Analysis	Council may face legal challenge if it unreasonably withholds consent to form a road in order to provide property access and proposed development.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any significance thresholds.

7. Next Steps

If formation is approved - a formation permit will be compiled by Council’s Roading Officers, it will include all conditions as specified within Section 9 of the Roading Policy and any specific conditions as a result of Councils decision.

The applicant will notify Council of its timeframe should they wish to form the unformed legal road corridor, construction will then be monitored by Council Roading Officers to completion.

8. Attachments

Appendix 1 - Application to form an unformed legal road ⇩

Appendix 2 - Roading Policy ⇩

Report author:	Reviewed and authorised by:

Paul Fleet	Lee Webster
Roading Manager	Acting Group Manager – Planning and Infrastructure
11/09/2023	14/09/2023

27 September 2023

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23.9.12 Future for Local Government Review: Final Recommendations

Doc ID: 1200718

1. Purpose

To provide an update of the Future for Local Government review process.

Recommendations

That the report be received.

2. Discussion

Background

This report provides an update on the Future for Local Government review process, with the final recommendations from the Panel.

Council formed a working group to consider the report and any review or reform processes that result. The group is lead by Economic Development Manager Nick Lanham and consists of Mayor Tim Cadogan, Councillor Tamah Alley, Group Manager Community Vision Dylan Rushbrook, Senior Strategy Advisor Alix Crosbie, Community and Engagement Manager Paula Penno, and Acting Group Manager Planning and Infrastructure Lee Webster. Chief Executive Sanchia Jacobs was also part of the group until her resignation in mid-2023.

A report was presented to the 14 December 2022 Council meeting providing the process for consideration of the draft report Review into the Future for Local Government, and a recommendation of the prioritisation of issues for consideration within.

Members of the working group attended national conversations at events hosted by both Local Government New Zealand and Taituarā. Feedback from all Central Otago District Council staff was sought in a series of drop-in sessions.

Two council workshops were held on 14 December 2022 and 25 January 2023 in which these issues were discussed in order of prioritisation and developed into the CODC submission [submitted on 27 February 2023.]

Update

The Panel’s Final Report was released in late June 2023. The Report provides 17 recommendations from the Panel to the Government for consideration. These recommendations have been split into five themes:

· Embedding local government’s purpose and wellbeing focus

· Growing authentic Te Tiriti-based principles

· System renewal

· Strengthening local democracy and leadership

· Increasing funding

Staff have cross referenced the final report with the Council submission. A summary document is attached providing an overview of the final recommendations, and how they compare to the Council submission.

The completion of the report leaves the overall Future for Local Government review process with the local government sector for consideration of next steps.

The next phase for Council can be summarised into three areas:

· Council’s continued engagement with the Future for Local Government process and any ongoing national discussions.

· Council’s continued approach toward regional relationships and seeking efficiencies through collaboration with similar councils.

· Identifying actions Council can take internally based on the report recommendations and discussions to date.

Staff will hold an October workshop to develop the next phase.

3. Attachments

Appendix 1 - FfLG: Cross-reference CODC submission and final report ⇩

Report author:	Reviewed and authorised by:

Nick Lanham	Dylan Rushbrook
Economic Development Manager	Group Manager - Community Vision
9/08/2023	14/09/2023

27 September 2023

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Description automatically generated

23.9.13 Residents' Opinion Survey Report

Doc ID: 1207677

1. Purpose

To consider the summary report of the Central Otago District Council 2023 Residents’ Opinion Survey.

Recommendations

That the report be received.

2. Discussion

The Residents’ Opinion Survey is carried out annually to measure how the community view Council performance with respect to the services it provides during the year. The survey also identifies current issues and priorities for the upcoming year.

This was the eighth year Council has conducted the survey online and the second year using the Let’s Talk Kōrero Mai consultation platform.

A summary report has been prepared to provide feedback to Council on residents’ satisfaction with services and amenities provided during the twelve months between 1 July 2022 through to 30 June 2023. That report is included as Appendix 1.

Promotion of the Survey

Four-hundred and forty respondents completed the survey either online or on hard copy. This represents a significant increase from last year (183). That increase in response rate can be attributed to a comprehensive promotion strategy that relied on both ‘tried and true’ methods as well as new opportunities to engage the community. The new promotional opportunities that were used this year include:

- Elected members were encouraged completion of the survey through social media

- Response rates by ward were tracked through a progress bar chart in Sharepoint to create an internal competition between wards

- Presentation at REAP Choices (adult literacy) class

- Completion of the survey as part of the REAP ESOL class

- Hard copies and electronic links provided to Alexandra Council of Social Services (ACOSS) members

- Hard copies provided to Alexandra Community House

- Presentation at Central Otago Youth Council

- Made contact with all secondary schools and area schools to encourage their students (age 14+) to participate

- Promoted at Business Breakfast meetings throughout the district

- Survey sent directly to those in the ratepayer database who receive their rates by email

- Offered face-to-face opportunities to complete the survey at specified drop-in times at libraries

Questionnaire Design

When reviewing the report, it’s worth noting that in previous years respondents were asked to indicate satisfaction or dissatisfaction with a wide range of Council services and amenities. This year, the option of ‘Unsure/Don’t know’ was added. This option enabled a better understanding of which services and amenities were used.

Opportunity for Change

This annual survey provides an opportunity to acknowledge those services and activities provided by Council that are highly regarded and valued by the community, as well as those activities where public satisfaction is lower than where we would like it to be. Staff will circulate these results to Council’s activity managers, to be used in prioritising and delivering future work programmes.

3. Attachments

Appendix 1 - ROS report.pdf ⇩

Report author:	Reviewed and authorised by:

Deborah Beange	Dylan Rushbrook
Welcoming Communities Officer	Group Manager - Community Vision
5/09/2023	13/09/2023

27 September 2023

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Description automatically generated

23.9.14 Recommendation of Appointment of Local Civil Defence Controller

Doc ID: 1353636

1. Purpose of Report

To consider supporting a recommendation to the Otago Group Manager of Civil Defence Emergency Management to appoint Garreth Robinson as a local controller.

Recommendations

That the Council

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

B. Recommends to the Otago Civil Defence Emergency Group Manager that Garreth Robinson be appointed as a Local Civil Defence Controller (statutory position).

2. Background

A “local controller”, in a civil defence emergency management context, is the person that controls both declared and undeclared emergencies within the Central Otago District Council (CODC) area in accordance with the Coordinated Incident Management System (CIMS) and the Civil Defence Emergency Management Act 2002.

The local controller reports to the group civil defence controller within the Otago Civil Defence Management Group (Matt Alley).

Local controllers are legally appointed under Section 27(1) of the Civil Defence Emergency Management Act 2002 by the Joint Committee who require the recommended appointee to be nominated by the Territorial Local Authority where they will operate, in this case the CODC.

3. Discussion

The position of controller is pivotal within council’s legislated obligations to respond to declared and undeclared civil defence emergencies. The involvement in such events brings risk to the reputation of council and an expectation that any such incidents are effectively and efficiently conducted and concluded for the benefit of ratepayers, elected members, council staff and the wider public.

Formal training for the successful candidate is undertaken both locally within the Otago Civil Defence Emergency Management training structure and nationally through a staggered, territory qualification with specialist educational provider Response & Recovery Aotearoa New Zealand (RRANZ) in partnership with Massey University.

Garreth has shadowed other controllers during recent exercises and displayed the qualities required to be a leader during an event. His experience as a recovery manager in previous events will further aid him as a controller.

The two current local controllers are both members of the executive leadership team and can often be out of the district. Having a non-executive third controller provides good coverage and flexibility depending on event and impacts on the organisation.

4. Financial Considerations

The local training from within the Otago Civil Defence Emergency Management Group is free for all council employees. The formalised controller training with educational provider RRANZ/Massey University incurs a cost of approximately $6,000- ($4,000- course cost + $2000- travel and accommodation cost). This cost can be accommodated within existing Civil Defence Emergency Management budget.

5. Options

Option 1 – (Recommended)

That the Council recommend to the Joint Committee (via Otago Civil Defence Emergency Management Group Controller, Matt Alley) that Garreth Robinson be appointed as a council local controller.

Advantages:

· Garreth is the recommended appointment by the current local controller and chief executive officer and he has a keen interest in civil defence Emergency Management and a proven record in recovery management.

· This option would continue to support the succession planning within council emergency management local controllers.

Disadvantages:

· There are no known disadvantages of appointing Garreth in this role.

Option 2

That no appointment is made to the currently vacant position of local controller.

Advantages:

· That Garreth would not be required to spend time away from his core business training or be engaged within an operational environment during a civil defence incident or emergency.

· That any training costs will not be incurred.

Disadvantages:

· That by not appointing a third Local Controller this places more responsibility on the two current local controllers, both of whom are senior staff and may either be absent or better engaged in other aspects of an emergency or relevant council business at the time of an incident.

Option 3

Appoint an independent contractor.

Advantages:

· Will free up staff time.

Disadvantages;

· An external contracted controller may not have the established relationship with local staff, contractors or the public.

· There would be a considerable cost to hire an external controller and there might be a delay in arriving at the Emergency Operations Centre.

Option 4

Appoint someone else.

Advantages:

· None identified

Disadvantages:

· Delay in appointment as there would need to be a further recruitment round.

6. Compliance

Local Government Act 2002 Purpose Provisions	The recommendation, in this case, relates to the Civil Defence Emergency Management Act 2002
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	There is no negative implication to these areas by a decision either in support of or against this recommendation.
Risks Analysis	The recommendation increases capacity within the council’s Civil Defence Emergency Management Team. This assists with succession planning while reducing exposure to risk by having insufficient trained or available Local Controllers.
Significance, Consultation and Engagement (internal and external)	Expressions of Interest were sought from within the council for this position and this recommendation is the result of that process.

7. Next Steps

Should the Council support the recommendation of Garreth Robinson as a local controller this will be past to the Otago Civil Defence Emergency Group Manager who will present the recommendation at the Joint Committee.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Derek Shaw	Peter Kelly
Emergency Manager - Central Otago	Chief Executive Officer
19/09/2023	19/09/2023

27 September 2023

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6 Mayor’s Report

23.9.15 Mayor's Report

Doc ID: 1353350

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

First thing this month it is my pleasure to welcome new CEO Peter Kelly to his first meeting of the CODC. Peter has been very busy settling into the workplace, the community and a new home since joining us on September the 11^th. Peter’s arrival was marked by a mihi whakatau that was very well supported by staff, iwi representatives and elected members.

A lot of my time has been spent since we last met on a working group I have been appointed to through LGNZ tasked with progressing the Future for Local Government Panel’s recommendations. Part of this mahi are discussions on potential reorganisation or amalgamations of current council structures. These will need, at this stage anyway, to be council-led but the sense is there that if councils don’t lead this work, it may happen anyway. In my view, the role of community boards is vital to this discussion. If, and I emphasise this is spit-balling, if current councils are merged, the best way to ensure local voices are heard at the bigger council table is through strong local or community boards. Currently across New Zealand 39 out of 66 Councils have community boards and of these 39, only 11 have a Board serving every resident (I don’t count Auckland as its Local Board structure is unique). I strongly doubt that any of those boards have the level of delegated powers that CODC boards have and for that reason our set-up is potentially a role-model for what may come if and when some long-overdue reform of local government occurs.

As part of this mahi, Tamah and I attended a meeting in Wellington mid-month which brought together councils to discuss “where to from here” for the first time on this topic. Tamah has had the governance lead on this conversation, and it was great to have her in attendance. The work of the meeting was to find which of the seventeen recommendations we could get general agreement on, which needed some further thinking, and which were, for most people a no-go zone. The outcome of this meeting will be compiled and worked on before a follow up meeting we will attend in November with a view that what can be agreed on by consensus to progress will then come back to councils for discussion before being taken in front of the new Government as a consensus view from the sector of the way forward.

It has taken a lot of work to get this far and there is even more to come, and I am optimistic, but only just, that we will get to a point where local government can bring a workable and well-supported case to central government. I feel that, if we don’t, change will happen regardless and that change will be done to us as a sector, not by us, and consequently, will be misinformed and likely another central government shambles.

Amongst the things that have kept me busy was being the moderator at two election debates on behalf of Business South, with one being at Marsden Resort involving five Waitaki Electorate candidates.

The turnout by the public was disappointing and hopefully doesn’t reflect a lack of interest in democracy in the area. It may have been that the time of day, being the afternoon didn’t suit people. I am looking forward to future events and hope that there will be a better response to these.

I thoroughly enjoyed attending the official opening of the Maniototo Area School redevelopment. The school did the community and the district proud, and it was a very special occasion, being attended by the Governor General Dame Cindy Kiro. Dame Cindy has never opened a school in her tenure before and Principal Melissa Bell invited her not to open any others so we remain unique. This is also the first time in my seven years as Mayor we have had the Governor General in the district and I can’t actually recall a time before that. All in all, a very special day and one that will be remembered by the tamariki involved for perhaps all their lives.

I attended the Ranfurly Business Breakfast in August, great numbers again and the group is strongly supporting the upcoming 125^th celebrations. In terms of numbers/businesses, no other breakfast group comes close in Central. There was also strong support for the Roxburgh business breakfast on the 13^th and the Alexandra Colab business breakfast late in August. Regrettably, the once very popular Cromwell Business Breakfast is still in abeyance.

As always there are some locals who have stood out at a national or international level lately and congratulations are to be given to Jaynye Fletcher for winning the New Zealand Open Landscape Photographer of the Year Award for a second year in a row; an outstanding achievement. As well as that, former Dunstan High School pupil Nick Collier became the first New Zealander to win a medal at the world under-23 canoe slalom and kayak cross championships in Krakow. Just brilliant.

Blossom Festival will have been and gone by the time of our meeting, but as I write this, I look anxiously at the weather forecast and hope the day has gone well. I am looking forward to welcoming Creedenz Karaitiana and his mum, Ngaira Walford to Central for the weekend as part of our commitment to “Adopt a Community” earlier in the year. Creedenz has owned the Porangahau Garage in Central Hawkes Bay for seven years, but it has been shut since the cyclone hit. These guys were chosen by Alex Walker, the Mayor of Central Hawkes Bay, as a family who have been hit hard by the cyclone and needed a break away. With incredible support from Air New Zealand, Contact Energy, CODC, Highlands, GWD Toyota and the Blossom Festival committee alongside Martin, we were able to make this happen, whilst raising significant sums for the CHB Mayoral Relief Fund.

I also had the pleasure again of being involved as a Judge for the Senior Blossom Festival Queen competition.

6^th September – met with ORC Chair Gretchen Robertson

Attended Tiaki Maniatoto meeting

11 September – attended meeting with two senior opposition MPs at Half Mile reserve.

12 September – gave annual Alexandra Rotary State of the Nation speech

13 September – attended Cromwell Community Board meeting

14 September – attended Maniototo Area School opening and Community Board meeting

15 September – Citizenship Ceremony

Met with years 7 and 8 at Goldfields School

16 September – Attended Ewan Mason 50 years Service Medal ceremony and 75 year Ranfurly Fire Brigade event.

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

19/09/2023

Vincent Community Board Minutes

5 September 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, 5 September 2023 COMMENCING AT 10.01 am

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

IN ATTENDANCE: D Rushbrook (Interim Chief Executive Officer), D Scoones (Group Manager - Community Experience), N McLeod (Acting Group Manager - Business Support), L Webster (Acting Group Manager – Planning and Infrastructure),

A Longman (Acting Group Manager – Community Vision), G Bailey (Parks and Recreation Manager), R Williams (Community Development Adviser),

A Mason (Media and Marketing Manager), S Finlay (Chief Financial Officer), D McKewen (Systems and Corporate Accountant), S Reynolds (Governance Support Officer)

Note: The Chair reflected on the passing of former Mayor Dr Malcolm MacPherson,

noting his work for Central Stories and ADMI. She also acknowledged the death of Cliff Brunton,

former Deputy Mayor of the district.

Note: With permission of the meeting public forum was heard before the apologies.

1 Public Forum

Sally Mullaly, Jo Passmore and Chris Galbraith - Molyneux Turf Incorporated (MTI)

Ms Mullaly gave an overview of the proposed turf project and noted the reinvention of the committee and the new direction they are taking. They proposed a multipurpose turf situated at Dunstan High School that can accommodate hockey but also be suitable for many other sports and could be used daily for school activities. They had a feasibility study underway and were keen to engage the community throughout the planning stages. The group then responded to questions.

Andy Davey, Graham Creighton and Paula Stephenson - Alexandra and Districts Museum Inc.

Mr Davey spoke of their successes over the last 12-months. The funding they had received both from Vincent Community Board and external funders had allowed the Operations Manager to take on a full-time contract and had enabled Mr Davey to take an appointment as Contract Administrator.

Mr Davey then responded to questions.

Tracy Richmond – Dunstan Kāhui Ako

Ms Richmond spoke to the grant application for Dunstan Kāhui Ako, a collective representing about 1500 students from nine schools and eight early childhood centres around the district. They sought funding to cover transport for students from schools within the Vincent District to attend the ‘Festival of the Arts’ planned for November. Ms Richmond then responded to questions.

2 Apologies

Committee Resolution

Moved: Browne

Seconded: Hammington

That apologies from Cr M McPherson and Cr T Paterson be received and accepted.

Carried

3 Confirmation of Minutes

Committee Resolution

Moved: Alley

Seconded: Cromb

That the public minutes of the Vincent Community Board Meeting held on 12 June 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Cromb asked that it was noted that he is no longer a part of the Alexandra and Districts Youth Trust.

5 Reports

23.6.2 2023/24 Community and Promotions Grants Applications - 1st Funding Round

To consider the first round of the community and promotions grant applications for the 2023/24 financial year.

After discussion it was agreed for the community grants that the resolution follow the recommendations, except that the Dunstan Kāhui Ako grant would not include Clyde School and that Up-Cycle would receive a lower amount than recommended. For the promotions grant it was agreed to allocate the residual amount to Central Otago A&P to avoid a small amount left over that could not be used for a promotion.

Committee Resolution

Moved: Browne

Seconded: Johns

That the Vincent Community Board:

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

B. Allocates $82,000 to the Alexandra District Museum Inc. towards annal operating costs from the 2023/24 community grants budget.

C. Allocates $6,000 to the Alexandra and Districts Youth Trust towards rental costs from the 2023/24 community grants budget.

D. Allocates $2,500 to the Alexandra and District Pipe Band Inc. towards hall hire from the 2023/24 community grants budget.

E. Allocates $1,710 to the Community of Learning – Dunstan Kāhui Ako to be used for transport from Poolburn and Omakau only, from the 2023/24 community grants budget. This will be a one-off grant.

F. Allocates $1,000 to Up-Cycles Charitable Trust towards the purchase of parts and equipment from the 2023/24 community grants budget, subject to charitable status being achieved.

G. Allocates $5,500 to the Prospector Race Ltd towards the costs for video creation, digital advertising, targeted advertising and working with Australian MTB publications to host journalist/s for the Prospector MTB 2024 events from the promotions grants budget in the 2023/24 financial year.

H. Allocates $1,750 to the Central Otago A&P Association for the 126^th Central Otago A&P Show for Childrens Entertainment from the promotions grants budget in the 2023/2024 financial year.

I. Declines the application from the Alexandra Musical Society due to demands on the grants pool.

Carried

23.6.3 Pioneer Park Electrical Infrastructure

To update the Vincent Community Board on the replacement of the electrical infrastructure situated within Pioneer Park.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

23.6.4 Clyde Holiday Park

To approve the Clyde Holiday Park fees for 2023/24.

Committee Resolution

Moved: Johns

Seconded: Hammington

That the Vincent Community Board

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

B. Approves the Clyde Holiday Park fees for 2023/24.

C. Receives the annual guest nights data provided in the report.

Carried

Note: The meeting was adjourned at 11.03 am and resumed at 11.06 am

23.6.5 Interim Vincent Financial Report for the Period Ending 30 June 2023

To consider the financial performance overview as at 30 June 2023.

Committee Resolution

Moved: Hammington

Seconded: Browne

That the report be received.

Carried

6 Mayor’s Report

23.6.6 Mayor's Report

His Worship the Mayor was not present at the meeting.

7 Chair's Report

23.6.7 Chair's Report

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

· Attended several Half Mile reserve tours

· Attended the opening of the Lake Dunstan Water Supply

· 23 June Hector Eggar Housing discussion and tour

· Met with two hopefuls for LGNZ president including the eventual President Sam Broughton i

· Attended the LGNZ conference in Otatahi/Christchurch

· Heard a talk by Sophie Howe, the former Future Generations Minister for Wales, “if you want to go fast go alone, if you want to go far go together”

· Attended a presentation by Willis Bond on the upgrade of Tauranga City Centre

· Attended a Sports NZ presentation on play, noted the innovative ideas for encouraging play in less prescriptive environments.

· Hosted a civics educations session with Dunstan High School

· Attended a meeting with local business to discuss the Sunderland Street works

· Attended several wilding pines/conifer control group meetings

· Attended a Councillor catch up in Cromwell

· Attended a movie premier at Alexandra Primary “What makes Alexandra Unique”

· Attended the Wooing Tree underpass opening

· Has a catch up with Simon Telfer chair of Wanaka Community Board

· Attended a District Vision workshop

· Also attended ice skating with kindergarten, school crossing country, skiing with kids, had a 5^th birthday and in-laws staying for a week so all in all a pretty busy couple of months!

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

8 Members' Reports

23.6.8 Members' Reports

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

Dr Browne reported on the following:-

Attended three meetings of ADMI (Central Stories) board
Visited Half Mile Reserve to observe progress on tree felling
Attended AGM of Alexandra Community House
Chaired two meetings of the Creative Writers Circle
Had two meetings with Anna Robinson to discuss potential for a re-use shop
Attended two meetings and a workshop, and the AGM for the Central Otago District Arts Trust
Attended education sessions (including astrophotography) at Central Stories
Attended opening of art exhibition by Marc Blake, held at Central Stories
Attended a REAP planning day
Attended a REAP board meeting
Involved in music performances in Alexandra and Wanaka
Saddened by the death of Malcolm MacPherson, a former mayor and a friend of Central Stories Museum and Art Gallery

Mr Johns reported on the following;-

· Attended meetings for Vallance Cottage

· Noted the positive developments at the Half Mile Reserve

· Acknowledged the great result for Alexandra Rugby Club winning the premiership, noting how positive this was for the whole community and encouraging new players to the sport

· He looks forward to good visitors numbers coming to the district for the spring/summer season and notes the expected high player numbers at the Alexandra Golf Club

Mr Hammington reported on the following:-

· Has attended a number of Blossom Festival meetings

· Noted the brilliant Winterstellar exhibition at Central Stories.

Mr Cromb reported on the following:-

· Attended the opening of the new water treatment plant

· Attended a walk around of the Half Mile Reserve with members of the Haehaeata Trust

· Met with Trudy Anderson to discuss the new Policy on Ingenious Biodiversity

· Attended the annual hui of Community Networks Aotearoa, in Wellington

· Met with the St Bathans residents association to discuss their plans for their fête

· Attended a number of Central Stories exhibitions

· Wrote an article for the Central App urging youth to keep fighting against climate change

· Has been co-ordinating with the ‘Make it 16’ group and looks forward some changes in that space

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

9 Status Reports

23.6.9 September 2023 Governance Report

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

Recommendations

That the report be received.

10 Date of The Next Meeting

The date of the next scheduled meeting is 17 October 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Cromb

Seconded: Alley

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
23.6.10 - Clyde Holiday Park Financial Report	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	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
23.6.11 - September 2023 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 11.30 am and the meeting closed at 11.35 am.

Cromwell Community Board Minutes

13 September 2023

MINUTES OF A mEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Wednesday, 13 September 2023 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), L Webster (Acting Group Manager - Planning and Infrastructure), N McLeod (Acting Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), G Bailey (Parks and Recreation Manager), P Penno (Community and Engagement Manager), A Mason (Media and Marketing Manager), S Finlay (Chief Financial Officer), H Gillies (Property and Facilities Officer, Cromwell), G Robinson (Property and Facilities Manager), P Quinn (Property Manager), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

The Chair performed her mihimihi to welcome the new Chief Executive Officer

1 Apologies

There were no apologies.l

2 Public Forum

Karen Palmer – An emergency management information Centre

Ms Palmer spoke about role that Cromwell Community House has provided in the community for over 25 years. The organisation have been liaising with Jacqui Lambeth from Emergency Management and are consulting on a community reliance guide which covers resources around setting up a community hub in an emergency.

Janeen Wood – Central Otago Queenstown Trail Network Trust/Southern Lakes Trail

Ms Wood spoke to her application for a grant to cover the cost of a resource consent for the new portion of the trail on the Kawarau Gorge. She noted that there were some inconsistencies around the cost of this resource consent and some issues with communication with regards to payment of this invoice. Ms Wood noted the positive economic impact the trails have with a larger than anticipated user numbers for completed trails, and anticipates the same popularity for the new connecting trails to Queenstown and Wanaka. She then responded to questions.

Neil Gellatly – Dare 2 Sweat Events

Mr Gellatly spoke to his grant application to fund the Spirited Women event that is taking place in Cromwell 9 – 11^th February 2024. This grant is for a promotional grant to cover the cost of advertising, to give the event more exposure throughout New Zealand and to generate more entries to vitalise the community and provide positive economic impact on the area.

Peter Herbison – Bannockburn Bowling Club

Mr Herbison spoke to his grant application requesting an amount towards a commercial kitchen renovation project for the bowling club. He noted they have already raised a significant amount through fundraising. Mr Herbison listed the events and clubs that have used the club in the last year and noted that the new kitchen will mean the venue will appeal to more groups to increase the use.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Scott

That the public minutes of the Cromwell Community Board Meeting held on 1 August 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Scott declared a conflict of interest in item 23.7.3 and did not take part in the discussion or vote on the item.

5 Reports

23.7.2 2023/24 Community and Promotions Grants Applications - 1st Funding Round

To consider the first round of the community and promotions grant applications for the 2023/24 financial year.

After discussion it was agreed that the grant for Central Otago Queenstown Trail Network Trust should come from the district wide budget and be considered in the 2023/24 District Wide Grant Applications, at the Council meeting on 27 September.

Committee Resolution

Moved: Scott

Seconded: Browne

That the Cromwell Community Board:

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

K. Allocates $10,000 to the Bannockburn Bowling Club towards the costs of a new kitchen from the 2023/24 community grants budget.

L. Allocates $4,000 to Dare 2 Sweat Events for marketing and promotion of the Feb 2024 Spirited Women Adventure Race from the promotions grants budget in the 2023/24 financial year.

M. Allocates $1,500 to Arts Central towards costs for advertising and promotion of the exhibition, venue hire and display materials at ACE 24 from the promotions grants budget in the 2023/2024 financial year.

N. Declines the application for $7,686 to Central Otago Queenstown Trail Network Trust towards resource consent costs from the 2032/24 community grants budget. The Board would like to request that the grant is brought to Council.

Carried

Note: Mr Scott declared a conflict of interest in item 23.7.3 and did not take part in the discussion or vote on the item.

23.7.3 Cromwell Golf Club - Funding request

To consider a request from the Cromwell Golf Club for financial assistance with the purchase of a new greens mower from the Club’s Fund Account.

Committee Resolution

Moved: Browne

Seconded: Sanford

That the Cromwell Community Board

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

B. Recommends that the Board approves funding of $10,000 from the Cromwell Golf Club fund to assist with the cost of a new greens mower.

C. Directs that this funding be subject to the provision of a copy of the invoice for the new greens mower.

Carried

23.7.4 Interim Cromwell Financial Report for the Period Ending 30 June 2023

To consider the financial performance overview as at 30 June 2023.

Committee Resolution

Moved: Browne

Seconded: McConnell

That the report be received.

Carried

6 Mayor’s Report

23.7.5 Mayor's Report

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

Highlights included involvement on a LGNZ working group to progress the Future for Local Government Panel’s recommendations, with discussions around potential reorganisation or amalgamation of current council structures.

Had attended two election debates on behalf of Business South, one held at the Marsden Resort involving five Waitaki Electorate candidates. He noted a poor attendance at this event perhaps due to the timing, and looked forward to a better turnout for future debates.

Committee Resolution

Moved: Scott

Seconded: Laws

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

23.7.6 Chair's Report

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

· Hosted the regional Kāhui Ako Hui, for lead principals across Southland and Otago held at Highlands Motorsport Park, attended by children from all three local schools and ECEs

· Attended a principals conference, noted the really inspiring speakers

· Attended both PAG meetings, for the Town Centre and the Cromwell Hall

Committee Resolution

Moved: McConnell

Seconded: Laws

That the report be received.

Carried

8 Members' Reports

23.7.7 Members' Reports

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

Ms McConnell reported on the following:

· Attended the Resource Management Law association conference which was also well attended

· Attended the Wanaka based Central Otago Airport open day

· Attended the Cromwell Community Trust meeting, they are well underway in getting the resource consent approved

· Attended Light up Winter which was well organised and celebrated

Cr Laws reported on the following:

· Attended a touch rugby fundraiser, raising money for the team to go to Rotorua

· Attended a fundraiser for the Burgundy Exchange

· Attended the hockey fundraiser at the Cromwell Golf Club

· Attended an Old Cromwell Incorporated meeting

· Visited Twizel, to view a water treatment pond, noting that it was an interesting visit

· Attended the Wooing Tree underpass opening

· Gave members an update from the August Council meeting

Mr Sanford reported on the following:

· Attended Cromwell Town Centre PAG meeting

· Attended opening of Wooing Tree underpass

· Attended Waitaki electorate meet the candidates at the Marsden Resort, noting poor attendance

· Attended the Tarras drop-in meeting with CIAL with regards to the proposed Central Otago airport

· Attended Survey and Spatial NZ Conference and presented to the conference about the Trig Beacon, installed on the Lake Dunstan Trail

· Attended the Cromwell Business network meeting, noting that only six people were in attendance and the group is in need of a new organiser

Cr Gillespie reported on the following:

· Noted that regrettably he missed the opening of Wooing Tree underpass

· Gave an update on the August Meeting

· Attended a Hearing Panel meeting

· Noted that he was pleased with the outcome from the Chief Ombudsman that CODC did not act unreasonably in its consultation with regards to the Cromwell Hall

Cr Browne reported on the following:

· Attended the Dunstan Zones Cross Country Competition, and will be attending the Central Otago competition to be held in Cromwell tomorrow

· Attended Mīharo Murihiku Polyfest noting an amazing celebration and a privilege be welcomed onto a Marae

· Attended the CIAL drop-in session, noting the good presentation and turn out

· Met with Fran Dustin, who is working with MSD on the ‘ghost kids’, who are falling out of the system once they leave school at Year 11

· Attended the Cyber Safe evening for parents presented by Rob Cope

· Attended Peter Kelly’s Mihi Whakatau

Mr Scott reported on the following:

· Attended the Cromwell and Districts Promotions Group meeting, covering a de-brief on the Light up Winter event

· Attended the opening of the Wooing Tree underpass

· Attended a drop-in session for the proposed Central Otago Airport project in Tarras

· Attended a quiz night at the Cromwell Golf Club organised by the Cromwell Newcomers Group

· Attended the AGM of the Cromwell Rowing Club, noting that they have a new committee and are planning a fundraising event in November to fund a new boat

Committee Resolution

Moved: Sanford

Seconded: McConnell

That the report be received.

Carried

Note: Cr Gillespie left the meeting at 3.24 pm.

9 Status Reports

23.7.8 September Governance Report

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

Mr Scott noted that the action relating to the negotiation of lease for Cromwell Golf Club has been removed, and since there have been developments the action should be on the report.

Recommendations

That the report be received.

10 Date of The Next Meeting

The date of the next scheduled meeting is 24 October 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Browne

Seconded: Scott

A. 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
23.7.9 - Cromwell Town Centre Project	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
23.7.10 - September 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

B. That Chris Jack, Chris Wilkinson, Ed Jolly, Jess Sutherland and Sue Sutherland from JASMAX stay for Item 23.7.9 due to their knowledge of the topic to be discussed

Carried

The public were excluded at 3.39 pm and the meeting closed at 4.39 pm.

Teviot Valley Community Board Minutes

7 September 2023

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, 7 September 2023 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: D Rushbrook (Interim Chief Executive Officer), N McLeod (Acting Group Manager - Business Support), L Webster (Acting Group Manager – Planning and Infrastructure), A Longman (Acting Group Manager – Community Vision), D Scoones (Group Manager - Community Experience), R Williams (Community Development Advisor), S Finlay (Chief Financial Officer), D McKewen (Systems and Corporate Accountant), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That apologies from Mr M Jessop be received and accepted.

Carried

2 Public Forum

Graeme Rae - Rates

Mr Rae spoke with regards to rates spending in the ward. He believes more revenue from rates should be available locally to run projects in the community. He expressed that there are many businesses in the district that do not rely on tourism and noted that he is unhappy with the large amount going towards tourism, on the rates assessment. He asked for more detail about what Teviot ratepayers pay towards tourism and how that is spent in the ward.

Doug Dance - Roxburgh Pioneer Energy Brass Band

Mr Dance spoke in support of their grant application. He noted that the band has been in existence since 1882, and he himself has been playing in the band for 65 years. They have members from all over the district and play at events throughout Otago.

Note: Ms Richmond was unable to speak at this time due to connection issues.

3 Confirmation of Minutes

Committee Resolution

Moved: Feinerman

Seconded: Booth

That the public minutes of the Teviot Valley Community Board Meeting held on 15 June 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Dalley noted that he has a conflict of interest relating to the Roxburgh Entertainment Centre and that he would step aside from these discussions.

5 Reports

23.5.2 MBIE NZ Battery Project

Presented by John Doorbar, Joanne Dowd, Kate Berkett and Susan Hall. A slide show was presented and they then responded to questions.

Attachments

1 MBIE Presentation on Lake Onslow Battery Project

Note: By approval of the meeting public forum was continued and Ms Richmond spoke via telephone.

Tracy Richmond - Dunstan Kāhui Ako (via telephone)

Ms Richmond spoke to the grant application for Dunstan Kāhui Ako, a collective representing around 1500 students from nine schools and eight early childhood centres around the district. They sought funding to cover transport for students from Millar’s Flats school to attend the ‘Festival of the Arts’ planned for November. Ms Richmond then responded to questions.

23.5.3 2023/24 Community and Promotions Grants Applications - 1st Funding Round

To consider the first round of the community and promotions grant applications for the 2023/24 financial year.

After discussion it was agreed to discuss the community grants and the promotions grants as separate resolutions.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board:

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

B. Allocates $2,000 to the Roxburgh Pioneer Energy Brass Band Inc. towards operational costs from the 2023/24 community grants budget.

C. Allocates $274 to the Dunstan Kāhui Ako for transport for the Millers Flat School to attend the Arts Festival.

Note: Mr Dalley declared an interest in the promotion grants applications item 23.5.3. In accordance with Standing Order 14.1, the meeting elected Cr Feinerman to chair this part of the item.

Committee Resolution

Moved: Read

Seconded: Booth

A. Allocates $960 to the Roxburgh Entertainment Centre Improvement and Promotions Inc towards the cost of new signage from the 2023/24 promotions grants budget.

Carried

Note: Mr Dalley resumed the chair.

23.5.4 Removal of Trees Cheviot Street Roxburgh

To update the Teviot Valley Community Board on the removal of Poplar trees on the unformed section of Cheviot Street.

This project had already been completed and it was noted the positive community feedback on this work.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

23.5.5 Interim Teviot Valley Financial Report for the Period Ending 30 June 2023

To consider the financial performance overview as at 30 June 2023.

Committee Resolution

Moved: Dalley

Seconded: Read

That the report be received.

Carried

6 Mayor’s Report

23.5.6 Mayor's Report

His Worship the Mayor was not present at the meeting.

7 Chair's Report

23.5.7 Chair's Report

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

He noted that the area was getting busier and that the valley was awakening for the influx of visitors and seasonal workers. He believed the board have been working well to improve relationships with the community.

He noted that much of his time has been taken up with unwanted distractions of a minority group and suggests that these efforts would be more valuable if they were directed to contributing to the service of the Teviot Valley community.

Overall he noted that as a Board they have been effective in communicating the benefits being brought to the area by the delivery of some major projects, such as the swimming pool, improvements to the waste managements and upgrades to the infrastructure.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

8 Members' Reports

23.5.8 Members' Reports

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

Cr Feinerman:-

· Gave an update on walking tracks group, noting that they have been busy compiling a business plan and have submitted a resource consent application for improvements to Horseshoe Bend Bridge Track

· Has been on a walkthrough of the Grovers Hill track with CODC staff and the signwriter. The track will be ready for opening once new signage has been completed

· Met with the Haehaeata Trust to discuss a native planting scheme at the swimming pool development and noted they will be pursuing external funding for this project

· Noted that Contact energy are doing planting days

· Updated members on the Roxburgh Swimming pool meetings, noted they are developing operational plans and organising an opening ceremony for early December

· Updated members on the recent Council meeting, noting the draft bridge strategy and the public notification of the Teviot Valley Spatial Plan

· Attended a District Vision workshop

Mr Read;-

· Has been involved in the Community Garden

· Expressed a dislike for the street furniture on Scotland Street, asking for its removal

Ms Booth;-

· Had nothing to report

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

9 Status Reports

23.5.9 September 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 19 October 2023.

The meeting closed at 3.37 pm

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

CHAIR / /

Assessment Committee Minutes

12 September 2023

Unconfirmed

MINUTES OF Central Otago District Council
Assessment Committee
HELD IN Whare Tūhono, William Fraser Building, 1 Dunorling Street, Alexandra
ON Tuesday, 12 September 2023 AT 10.00 am

PRESENT: Cr T Alley (Chairperson), Cr S Browne, L Dowling, G Duncan, J Knight, K Robb

IN ATTENDANCE: J Whyte (Administrator)

1 Apologies

Apology

Committee Resolution

Moved: Alley

Seconded: Browne

That the apology received from Ms Kuiti be accepted.

Carried

2 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Alley

That the public minutes of the Assessment Committee Meeting held on 22 November 2022 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. Mr Robb declared an interest in applications 10 to 13 and did not vote on their allocation of funding.

4 Reports

23.2.1 2023 Sport New Zealand Rural Travel Fund: Distribution of Funds

To consider applications received for the Sport New Zealand Rural Travel Fund, and to allocate funds appropriately.

Committee Resolution

Moved: Alley

Seconded: Knight

That the Assessment Committee

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

Carried

Committee Resolution

Moved: Alley

Seconded: Knight

B. That the Assessment Committee considers the applications received for the Sport New Zealand Rural Travel Fund and recommends appropriate funding is allocated that is consistent with the Sport New Zealand Rural Travel Fund guidelines and eligibility criteria.

Junior Roxburgh Rugby	Help to subsidise travel to trainings. Trips from Millers Flat/Roxburgh to Clyde, Omakau	$1,400
Cromwell College Netball	Cost of transport to local netball games for the team in Wanaka and Alexandra each week.	$500
Dunstan High School - Football	To cover travel expenses to participate in the local Central Otago Secondary Football competition - held weeks of 12/04 to 07/08 2023.	$1,218.90
Dunstan High School - Cricket	To assist students with their travel in the Central Otago Cricket competition.	$400
Maniototo Netball Club	Travel fund applied for all of our year 3 through to Year 13 Netball players for the netball club. Each Saturday for 10-15 weeks of competition at the Molyneux Netball courts in Alexandra.	$1,000
Dunstan High School - Basketball	The funding will be used to assist the students with their travel costs incurred with being involved in the Central Otago Secondary School Basketball competitions.	$1,000
Dunstan High School - Volleyball	To cover the travel expenses for the students to compete in the Central Otago Secondary Schools Volleyball competition.	$190
Maniototo Area School - Hockey	Travel to Cromwell for Weekly games.	$1,000
Matakanui Hockey Club	The 2023 season for the club was hard. With no turf available to use in Omakau for 90% of the season we ended up travelling each week to Cromwell and Ranfurly. We even had teams needing to travel to Ranfurly for practises.	$3,050
Roxburgh Area School – Junior Cricket	We use funding to purchase petrol vouchers which we distribute to families to help offset the cost of travelling throughout Central Otago to compete in a weekly competition.	$500
Roxburgh Area School - Miniball	We use this funding to purchase petrol vouchers to distribute to families to help offset the cost of travelling to Alexandra to compete in a weekly miniball competition.	$600
Roxburgh Area School - Netball	We use any funding we receive to purchase petrol vouchers which we distribute to families to help offset the cost of travelling to Alexandra to compete in a weekly netball competition.	$1,500
Roxburgh Area School - Touch	We use this funding to purchase petrol vouchers to distribute to families to help offset the cost of travelling to Alexandra to compete in a weekly touch competition.	$1,500
Millers Flat School – Rugby/Netball	Fuel vouchers will be purchased. These will be given to families who take their children to participate in Netball/Rugby on a Saturday. This contributes to the large expense rural families incur during the season.	$800
Millers Flat School - Hockey	Fuel vouchers will be purchased and distributed to families that take their children to practises and games.	$500
Alexandra Athletics	Funding is sought to assist our participants that travel to regular, local athletic competition in Alexandra on Monday Nights. These are whanau that live in Ranfurly, Roxburgh, Omakau, Poolburn with approx. 2 cars coming in from each town over a 20-week period will clock up a collective total of 15,048km.	$575.00
Central Otago White Water	Throughout the season members train multiple days each week on the Clutha River slalom course and a local irrigation dam. The more experienced paddlers also travel to the Roaring Meg/Shotover each week to practice on more advanced whitewater. There will also be a couple of trips into the Skippers for more whitewater training. Travel some weekends to Hawea and Tekapo, where there is a canoe slalom course set up on the rivers. Lastly to the "wave" in Hawea where freestyle is practised.	$1,000

C. That there be two rounds of funding, one in summer and one in winter now that the travel fund has extra funding available to distribute. Administrator to confirm with Community Trust of Otago the funds not spent can be carried forward to next founding round.

Carried

The Meeting closed at 10.34 am.

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

CHAIR / /

Assessment Committee Minutes

19 September 2023

Unconfirmed

PRESENT: Cr T Alley (Chairperson), Cr S Browne, R De Jong, R Kinney, M Kuiti, P Maracin, K Moore

IN ATTENDANCE: J Whyte (Administrator)

1 Apologies

Apology

Committee Resolution

Moved: Alley

Seconded: Kinney

That the apology received from S Bain be accepted.

Carried

2 Confirmation of Minutes

Committee Resolution

Moved: Alley

Seconded: Browne

That the public minutes of the Assessment Committee Meeting held on 21 March 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. Ms Maracin and Ms Moore declared an interest in application number 5. They left the room and were not part of the discussion on item 5.

4 Reports

23.3.1 Overview of 2023/24 Financial Year

To consider the overview of the 2023/24 Financial Year.

Committee Resolution

Moved: Alley

Seconded: Kinney

That the report be received.

Carried

23.3.2 2023 CCS Annual Funding Report

To consider allocate Creative Communities New Zealand (CCNZ) funds to worthy applications received from groups, organisations, and individuals within the Central Otago District, relating to arts and cultural activities.

Committee Resolution

Moved: Alley

Seconded: Maracin

That the Assessment Committee

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

Carried

Committee Resolution

Moved: Alley

Seconded: Browne

B. Agrees that $13,667.40 be allocated to applications listed in the attached table in a manner befitting Creative New Zealand guidelines and eligibility criteria.

Dunstan Kahui Ako	Festival of the Arts	$3,221
Central Otago Regional Orchestra	Celtic Concert	$1,500
Alexandra Musical Society	Mamma Mia Production 2023	$3,000
Cromwell Patchwork Group	Modern Triangle Sampler, Shelia's Quilt Party Course	$1,557
Cromwell & District Community Arts Council (Arts Central)	ACE 24	$2,000
Cromwell Museum	Lets get Arty	Withdrawn
Cromwell & Districts Promotion Group	Fireworks & Street Party Children's workshops	Nil
Bannockburn Arts Charitable Trust	Bannockburn Arts Weekend 13-15 October 2023	$2,146.

Carried

The meeting closed at 11.11 am.

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

CHAIR / /

Council Meeting Agenda

27 September 2023

11 Resolution to Exclude the Public

Recommendations

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s 7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.9.22 - Water Services Operations and Maintenance Contract 2022	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.9.23 - Disposal of Muttontown Road Wastewater Treatment Site	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
23.9.24 - September 2023 Confidential Governance Report	s7(2)(b)(i) - the withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret 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
23.9.25 - Confidential Minutes of the Vincent Community Board Meeting held on 5 September 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
23.9.26 - Confidential Minutes of the Cromwell Community Board Meeting held on 13 September 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


AGENDA Ordinary Council Meeting Wednesday, 27 September 2023
Date:	Wednesday, 27 September 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.)
Peter Kelly Chief Executive Officer

Report author:	Reviewed and authorised by:

Ryan Parker	Lee Webster
Team Leader - Enforcement and Animal Control	Acting Group Manager – Planning and Infrastructure
1/09/2023	8/09/2023

Report author:	Reviewed and authorised by:

Wayne McEnteer	Nathan McLeod
Governance Manager	Acting Group Manager - Business Support
11/09/2023	11/09/2023