Agenda of Council meeting - Wednesday, 29 November 2023

Council Meeting Agenda

29 November 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, 25 October 2023 COMMENCING AT 10.30 am

PRESENT: Cr N Gillespie (Chair), Cr T Alley, Cr S Browne, Cr I Cooney, Cr S Duncan, Cr S Feinerman, Cr C Laws, Cr M McPherson

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), L Fleck (General Manager - People and Culture), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), P Keenen (Acting Three Waters Director), Q Penniall (Infrastructure Manager), P Penno (Community and Engagement Manager), A Lines (Risk and Procurement Manager), A Rodgers (Principal Policy Planner), A Crosbie (Senior Policy Advisor), P Bain (Water Services Customer and Compliance Team Leader), L Stronach (Team Leader – Statutory Property), H Harries (Welcoming Communities Officer), W McEnteer (Governance Manager)

Note: Cr Alley gave a karakia to begin the meeting.

1 Apologies

Apology

Resolution

Moved: Duncan

Seconded: Alley

That the apologies received from Crs Claridge, McKinlay and Paterson and His Worship the Mayor be accepted.

Carried

2 Public Forum

Ken Churchill – Half Mile

Mr Churchill noted that the Half Mile Reserve was still scruffy after the felling had taken place and that there was a significant amount of slash left at the site. He also noted that there are still a few trees that needed to be removed.

Sean Railton – Landpro – Formation of Legal Road in Bannockburn

Mr Railton spoke in support of the formation of a legal road in Bannockburn (23.10.5) before responding to questions.

3 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Browne

That the public minutes of the Ordinary Council Meeting held on 27 September 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 Alley assumed the Chair as the Community Vision and Experience portfolio lead.

23.10.2 Request for Minister of Conservation's consent to the granting of easements over local purpose reserve

To consider granting (pursuant to delegated authority) the Minister of Conservation’s consent to the granting of easements over Lot 801 Deposited Plan 590724.

Resolution

Moved: Duncan

Seconded: Browne

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:

- A support easement over Lot 801 Deposited Plan 590724 in favour of Lot 604 Deposited Plan 593119; and,

- A support easement over Lot 801 Deposited Plan 590724 in favour of Lot 807 Deposited Plan 593119.

Carried

23.10.3 Welcoming Communities 6 Month Report to Council

To inform Council of the Welcoming Communities programme activities that transpired within Central Otago from January to June 2023, and to demonstrate how the programme plans to further develop and gain momentum from July to December 2023.

Resolution

Moved: McPherson

Seconded: Cooney

That the report be received.

Carried

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

23.10.4 October Wastewater Compliance Status Update

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

Resolution

Moved: Alley

Seconded: Feinerman

That the report be received.

Carried

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

23.10.5 Formation of legal road - Bannockburn

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

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Notes no response has been received back from the objector’s lawyer.

C. 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.

Carried

Note: Cr Gillespie resumed the Chair.

23.10.6 Plan Change 18 Ratification of Decision of Independent Commissioner

To consider accepting the recommendation on Plan Change 18 and publicly notifying the decision.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Accepts recommendation pursuant to clause 29 (4) (a) of the First Schedule of the Resource Management Act 1991 to approve Plan Change 18 to the operative Central Otago District Plan.

C. Serve a copy of its decision on every person who made a submission/further submission along with a statement of the time within which an appeal to the Environment Court may be lodged.

D. Publicly notify that it has approved the Plan Change 18.

E. Provide a copy of the decision to approve Plan Change 18 to every library in the District.

Carried

23.10.7 Media Policy

To revise and adopt the Media Policy for Central Otago District Council.

After discussion it was agreed to include a sentence that specifically stated that the policy did not apply to elected members.

Resolution

Moved: McPherson

Seconded: Browne

That the Council

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

B. Adopts the Media Policy for a three-year term.

Carried

23.10.8 Revised Risk Management Policy

To note the recommendation from the Audit and Risk Committee and adopt the revised Risk Management Policy.

Resolution

Moved: Duncan

Seconded: Cooney

That the Council

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

B. Notes the recommendation from the Audit and Risk Committee.

C. Adopts the revised Risk Management Policy.

Carried

23.10.9 Revised Procurement Policy

To note the recommendation from the Audit and Risk Committee and adopt the revised Procurement Policy.

Resolution

Moved: Feinerman

Seconded: Alley

That the Council

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

B. Notes the recommendation from the Audit and Risk Committee that the revised Procurement Policy be adopted.

C. Adopts the revised Procurement Policy.

Carried

23.10.10 2024 Meeting Schedule

To approve a schedule of Council meetings for 2024.

Resolution

Moved: Laws

Seconded: Cooney

That the Council

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

B. Adopts the proposed 2024 meeting schedule for Council.

Carried

23.10.11 Register of Delegations Review and Update

To consider an update of the Register of Delegations.

After discussion it was agreed to accept the proposed changes and to include the following:

· On page 463 of the agenda, to add that there is one liaison from the Teviot Valley Community Board appointed to the Teviot Valley Walkways Committee.

· On page 465 of the agenda, to add the title ‘Appointment of the Chair’

· On page 472 of the agenda, to add ‘Hearing’ to the title so it reads ‘District Licensing Committee Hearings’.

· On page 472 of the agenda, add commentary about how and when District Licencing Committee members are appointed.

· On page 485 of the agenda, in the section called Authorised Officer Delegations and Warrants, on the first bullet point should end with ‘or their equivalent’.

· On page 486 of the agenda, add the act to the Civil Defence section to say ‘Civil Defence and Emergency Management Act 2022’.

Resolution

Moved: Alley

Seconded: Feinerman

That the Council

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

B. Notes the proposed changes to the Register of Delegations as presented in appendix one of the report and noted above.

C. Adopts the updated Register of Delegations, to come into effect from 26 October 2023.

Carried

6 Status Reports

23.10.12 October 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: Browne

Seconded: Laws

That Council receives the report.

Carried

7 Community Board Minutes

23.10.13 Minutes of the Maniototo Community Board Meeting held on 14 September 2023

Resolution

Moved: Duncan

Seconded: Cooney

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 14 September 2023 be noted.

Carried

8 Committee Minutes

23.10.14 Minutes of the Audit and Risk Committee Meeting held on 29 September 2023

Resolution

Moved: Duncan

Seconded: Cooney

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 29 September 2023 be noted.

Carried

9 Date of Next Meeting

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

10 Resolution to Exclude the Public

Resolution

Moved: Browne

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)(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)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.10.15 - October 2023 Confidential Governance Report	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
23.10.16 - Confidential Minutes of the Audit and Risk Committee Meeting held on 29 September 2023	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 12.00 pm and the meeting closed at 12.08 pm.

29 November 2023

5 Reports

23.11.2 Business Case Omakau Wastewater

Doc ID: 1383336

1. Purpose of Report

To consider the next stage of investigation for the construction of a new wastewater treatment plant to meet Omakau’s wastewater treatment and disposal needs.

Recommendations

That the Council

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

B. Agrees that the preferred way forward is the option to construct a new wastewater treatment site at Omakau in a more resilient location, with disposal to land.

C. Agrees to include funding for investigation and preliminary design to progress the next stage of the business case for the Omakau Wastewater Treatment Project in the Draft 2024 Long Term Plan.

D. Agrees that the treatment plant design will accommodate the potential future treatment of wastewater from Ophir, but reticulation of Ophir is not included within the scope of this project.

E. Directs staff to provide an updated business case which provides refined costs and a delivery strategy for Council approval following preliminary design, and prior to procurement of detailed design and construction.

2. Background

The Omakau wastewater treatment plant was built in 1965 and treats mainly domestic wastewater in two treatment ponds. The treated wastewater is then discharged via a diffuser within the bed of the Manuherekia River. The population of Omakau is approximately 400 residents and increases to about 850 people in summer.

Since 2017 the wastewater treatment plant site has been inundated three times by flooding of the Manuherekia River resulting in untreated wastewater being discharged to the waterway.

Council has been investigating options to improve treatment and disposal of Omakau wastewater since 2021. The Treasury business case approach has been used to develop the options.

This has involved engagement with a wide range of internal and external stakeholders

to identify and investigate potential investment options.

The final shortlist of options have conceptual design and cost estimates

prepared to assist with analysis and to use as a basis for comparison. The details regarding options and analysis are contained in reports provided by Rationale (Appendix 1) and Beca (Appendix 2)

3. Discussion

There are numerous triggers driving the need for investment, the highest priorities have been categorised as:

· Treatment reliability and resilience –the location of the plant and ponds is susceptible to flooding. Time to re-establish pond health and discharge quality following the 2022 event was approximately 11 weeks.

· Consent conditions - a new five-year interim consent was issued by Otago Regional Council in July 2022. This requires Council to have a strategy in place by June 2025 to remove treated wastewater discharge from the Manuherekia River. The Draft Otago Regional Council’s Otago Land and Water Regional Plan requires removal of treated wastewater to freshwater bodies by 2045.

· National Policy Statement for Freshwater Management (2020) - health needs of people does not extend to water bodies carrying away waste, so wastewater discharges to water have no higher priority than any other kind of discharge.

· The resilience of the current site does not provide a long-term solution. The 2018 flooding event cost Council approximately $1m to remediate. Incidents such as these make national news and cause reputational risk.

Designing and building a new wastewater treatment facility on Council land adjacent to the Omakau Golf Course is the preferred option. This is expected to achieve the benefits required from investment and provide the best whole-of-life value.

The site would treat wastewater pumped from the network up to the treatment facility with treated wastewater dispersed via a Rapid Infiltration Bed System (RIBS). Further investigation, stakeholder and community engagement, and detailed design work will be required to better understand the financial, environmental, social, and cultural impacts.

From the analysis so far, the expected benefits include:

· Implementing assets that will be fit-for-purpose now and into the future.

· Improved resilience of Omakau’s wastewater treatment, by removing the treatment plant and ponds from the Manuherekia River flood zone.

· Much improved disposal method of treated wastewater that meets Council’s environmental, social and cultural obligations.

· Will enable further urban growth in Omakau and future connection of Ophir’s reticulation.

The second-most preferred option was upgrading the existing plant with various improvements however the analysis showed less environmental and resilience benefits. Piping the wastewater to Alexandra for treatment was also considered. This option was a higher cost and there would be significant operational challenges in piping wastewater for such a long distance.

4. Financial Considerations

The preferred option presents a large investment for Council. To ensure that costs are

understood and provide Council with confidence before committing funding for construction, further investigation is required.

Costs for this investigation can be included in the Draft Long-Term Plan budgets. These will be considered and prioritised by Council as part of the Long-Term Plan process.

5. Options

Option 1 – (Recommended)

Undertake more detailed investigation of the preferred option. This will provide more robust information to support future investment and construction procurement decisions.

Advantages:

· Meets the consent requirement to develop a strategy to remove discharges from the Manuherekia River.

· Cost estimates will be better understood to inform elected members and the community on the financial implications of the preferred option before considering the next stage of design and construction.

· Ability to re-evaluate key risks and benefits as further information becomes available.

· The investigation and design work will commence in July 2024 when there will be a clearer understanding of the new government’s approach to Three Waters.

Disadvantages:

· There will be costs associated with the investigation work, but this is required to meet statutory obligations.

Option 2

Investigate the top two options in further detail. These are the preferred option to move the treatment site to another location with land discharge, and the second option to upgrade the existing site.

Advantages:

· Develops a greater level of confidence in the options analysis.

Disadvantages:

· A robust analysis has already been undertaken by which the preferred option was confirmed.

· Will incur additional external costs and workloads on a constrained internal resource. This will result in other work not being progressed.

· There is potential for another flood event inundating the existing treatment ponds and untreated wastewater being discharged to the Manuherekia River remains.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision and the details in the report promote the social, cultural, economic, and environmental wellbeing of communities, in the present and for the future.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	The preferred option provides increased resilience to climate change impacts, and environmental benefits by removing the wastewater discharge from the river.
Risks Analysis	Preliminary design will enable a more accurate understanding of the risks and level of investment required. The investigation work proposed will support more robust decision making before consulting with the public, or committing to construction. This will reduce reputational risk. Proceeding with investigation will enable council to meet its legal obligations under the existing resource consent. A new site will reduce the environmental and resilience risks that exist at the existing flood prone site.
Significance, Consultation and Engagement (internal and external)	Engagement has occurred with key external and internal stakeholders in developing the investment logic map for this project. Engagement has continued with Otago Regional Council and Aukaha during the development of the business case. Community consultation will be required before proceeding with construction. The investigation work proposed will enable information required to inform consultation to be collated.

7. Next Steps

Include budgets for investigation phases in Year 1 and Year 2 of the Draft 2024 Long-Term Plan. Council will then consider the wider financial implications of this work as part of the Long-Term Plan deliberations.

The specialist services required to do the investigation and preliminary design will be procured. Further engagement with the community and stakeholders will be undertaken. This work will then inform the expected amendment and consultation on the Long-Term Plan following the Governments decisions on Three Waters.

8. Attachments

Appendix 1 - Rationale CODC Wastewater Strategic Planning IBC Report ⇩

Appendix 2 - Beca CODC Wastewater Strategic Planning Report ⇩

Report author:	Reviewed and authorised by:

Patrick Keenan	Julie Muir
Capital Projects Programme Manager	Three Waters Director
17/11/2023	17/11/2023

29 November 2023

23.11.3 Business Case Alexandra Wastewater

Doc ID: 1383333

1. Purpose of Report

To consider the next stage of investigation for the construction of a new wastewater treatment plant to meet Alexandra and Clyde’s wastewater treatment and disposal needs.

Recommendations

That the Council

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

B. Agrees that preferred way forward is the option to construct a new wastewater treatment site on Council land adjacent to the Alexandra Airport, with disposal to land.

C. Agrees to include funding for investigation and preliminary design to progress the next stage of the business case for the Alexandra wastewater treatment plant project in the Draft 2024 Long Term Plan.

D. Directs staff to provide an updated business case which provides refined costs and a delivery strategy for Council approval following preliminary design, and prior to procurement of detailed design and construction.

2. Background

The Alexandra wastewater treatment plant is located at Graveyard Gully to the east of the Clutha Mata-au River and Manuherekia River confluence. This provides wastewater treatment for domestic and commercial wastewater within Alexandra and a portion of Clyde.

Treatment comprises of influent screening, and influent balance tank, activated sludge reactor, sludge tank, centrifuge, sludge drying beds, and UV treatment. The plant discharges treated wastewater directly into the Clutha Mata-au River.

The current facility was commissioned in 1988 and requires significant renewals to be undertaken. There is only one processing line, and the plant can only be taken off-line to undertake maintenance and renewals for one day. Periods longer than this result in breaches of the discharge consent. A gear box failure in 2020 resulted in a breach in the discharge consent for 24 days.

The existing process requires sludge to be removed from the site two times a week. This is partially dried through the treatment process but still contains significant moisture. The operational costs to dispose of this to landfill in its current form are increasing significantly.

The treatment process is unable to manage waste from septage trucks, and these are all required to use the Cromwell wastewater treatment facility. This is having impacts on the performance of the Cromwell treatment site.

The resource consent for this site expires in 2038. The consent has a volume limit for discharge to the Clutha Mata-au River which is predicted to be reached in 2028 based on updated growth projections on the current Alexandra and Clyde networks. Council will need to apply for a variation to the existing consent to increase the discharge volume prior to this being reached. This is more likely to be approved if there is a robust plan in place, and progress being made to remove the discharge from the river.

Stage 1 of the Clyde reticulated network was connected in November 2022. Stages two and three cannot be accommodated within the existing capacity limits. Upgrading of the treatment plant will be required before progressing the next two stages of Clyde.

The resource consent requires Council to investigate new and alternative technologies, including land-based disposal five years prior to the volume limit being reached.

Council has been investigating options to improve treatment and disposal of Alexandra wastewater since 2021. The Treasury business case approach has been used to develop the options.

This has involved engagement with a wide range of internal and external stakeholders

to identify and investigate potential investment options.

Conceptual design and cost estimates have been prepared for the shortlisted options to use as a basis for comparison. The details regarding options and analysis are contained in reports provided by Rationale (Appendix 1) and Beca (Appendix 2)

3. Discussion

There are numerous triggers driving the need for investment, the highest priorities have been categorised as:

· Population growth – the plant and consented volume limits will not meet forecasted growth requirements. Consented volume limits are expected to be reached around 2028. Treatment capacity at Alexandra is a constraint to achieving the land development requirements for the Vincent area.

· Treatment reliability and resilience – the plant cannot operate when a critical repair occurs. This increases the risk to public health and breaches of environmental consents.

· Consent conditions – the current discharge consent requires review of the treatment options and discharge to freshwater five years prior to the volume limits being reached. The Draft Otago Land and Water Regional Plan requires removal of treated wastewater to freshwater bodies by 2045. It is unlikely that a discharge to water will be consented when a new consent is required.

· National Policy Statement for Freshwater Management (2020) - health needs of people are not intended to extend to water bodies carrying away waste, so wastewater discharges to water have no higher priority than any other kind of discharge.

Designing and building a new water treatment facility on Council land adjacent to the Alexandra Airport is the preferred option. This is expected to achieve the benefits required from investment and provide the best whole-of-life value.

From the analysis to date, the expected benefits include:

· Meeting the needs of future forecasted growth demand.

· Implementing assets that will be fit-for-purpose now and into the future.

· Much improved disposal method of treated wastewater that meets Council’s environmental, social and cultural obligations.

The second-most preferred option was upgrading the existing plant with various improvements however the analysis showed less environmental and resilience benefits.

4. Financial Considerations

The preferred option presents a large investment for Council. To ensure that costs are

understood and provide Council with confidence before committing funding for construction, further investigation is required.

Costs for this investigation can be included in the Draft Long-Term Plan budgets. These will be considered and prioritised by Council as part of the Long-Term Plan process.

5. Options

Option 1 – (Recommended)

Undertake more detailed investigation of the preferred option. This will provide more robust information to support future investment and construction procurement decisions.

Advantages:

· Meets the consent requirement to develop a strategy to remove discharges from the Clutha Mata-au River.

· Ability to re-evaluate key risks and benefits as further information becomes available.

· The investigation and design work will commence in July 2024 when there will be a clearer understanding of the new government’s approach to Three Waters.

Disadvantages:

· There will be costs associated with the investigation work, but this is required to meet statutory obligations.

Option 2

Advantages:

· Develops a greater level of confidence in the options analysis.

Disadvantages:

· A robust analysis has already been undertaken by which the preferred option was confirmed.

· Will incur additional external costs and workloads on a constrained internal resource. This will result in other work not being progressed.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision and the details in the report promote the social, cultural, economic, and environmental wellbeing of communities, in the present and for the future.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	The preferred option provides increased resilience to climate change impacts, and environmental benefits by removing the wastewater discharge from the river.
Risks Analysis	Preliminary design will enable a more accurate understanding of the risks and level of investment required. The investigation work proposed will support more robust decision making before consulting with the public or committing to construction. This will reduce reputational risk. Proceeding with investigation will enable council to meet its legal obligations under the existing resource consent. The information from the investigation work will inform and support an application for a variation for increased discharge volume at the existing site until the improvement work is operational.
Significance, Consultation and Engagement (internal and external)	Engagement has occurred with key external and internal stakeholders in developing the investment logic map for this project. Engagement has continued with Otago Regional Council and Aukaha during the development of the business case. Community consultation will be required before proceeding with construction. The investigation work proposed will enable information required to inform consultation to be collated.

7. Next Steps

8. Attachments

Appendix 1 - Rationale CODC Wastewater Strategic Planning IBC Report ⇩

Appendix 2 - Beca CODC Wastewater Strategic Planning Report ⇩

Report author:	Reviewed and authorised by:

Patrick Keenan	Julie Muir
Capital Projects Programme Manager	Three Waters Director
17/11/2023	17/11/2023

29 November 2023

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23.11.4 November Wastewater Compliance Status Update

Doc ID: 1393915

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.

Site Auditing

In the last month audits were carried out on all water and wastewater plants.

Overall, the treatment plants were in an acceptable state, vegetation growth needs to be managed more proactively at this time of year. A number of minor items were identified as needing rectification and these are being addressed.

Since the last reporting period, the Water Services Analyst has started with the team. They are working towards processing the issues raised as part of the audits into immediate or long-term actions. The long-term actions will then be used to inform a programme of works.

Site Specific Status Updates

The detailed work programs for each site are attached and have been updated to reflect changes since October. Where changes have been made to information presented in October these have been shown in bold.

A high-level summary of each site is provided below.

Alexandra

The Alexandra discharge consent monitors the 90^th percentile of the previous four results, rather than an individual limit. As a result of the performance issues at the start of 2023, the compliance of the monitoring parameters for total suspended solids, E.coli, total phosphorus and total nitrogen for the year are not compliant.

With the improvements that have been made to the operation of the plant, the compliance monitoring has shown improvement since April 2023 across all parameters.

This trend should result in a return to annual compliance by January 2024 for all parameters apart from total suspended solids. All parameters are expected to be within the annual compliance level by April 2024.

Cromwell

The total nitrogen and ammoniacal nitrogen levels have been elevated from June through to the most recent sample in October. This is consistent with previous years during the colder months. The nitrogen removal options report is on schedule to be delivered by the consultant in December.

The installation of a flow meter on the effluent line has been installed and is currently being commissioned. The flow meter will provide more accurate flow data to ensure correct calculation of nitrogen loading.

Roxburgh

The desludging tender evaluation is currently underway.

Naseby

The consultant provided a report outlining a methodology to test the performance of the infiltration basins. The contractor has provided a quote for this work which is currently under review.

The monitoring of the power at the site has been completed by Powernet with a report pending.

Ranfurly

Work has been completed on the trickling filter to reinforce the structural integrity and to extend the discharge channel.

The Imhoff tank drying bed works are progressing and will be ready for operation at the end of November.

3. Attachments

Appendix 1 - Council Status Update November.docx ⇩

Report author:	Reviewed and authorised by:

Philippa Bain	Julie Muir
Customer and Compliance Team Leader	Three Waters Director
16/11/2023	16/11/2023

29 November 2023

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23.11.5 Council Submission to Waka Kotahi

Doc ID: 1381824

1. Purpose of Report

To consider Council’s submission to Waka Kotahi for co-funding.

Recommendations

That the Council

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

B. Approves the maintenance, renewals and improvements submission to Waka Kotahi for co-funding.

C. Notes the roading budget may be refined as part of Council’s Long-Term Plan process and also may require adjustment if the requested Waka Kotahi share is not made available. The most up to date budget will be submitted to Waka Kotahi 8 December 2023.

2. Background

Alongside the Long-Term Plan for Transportation, Council must also develop and submit its 3-year Land Transport Plan to its co-funder, Waka Kotahi. These two plans are one in the same, albeit working to slightly different timeframes.

Council is facing significant funding and maintenance backlog challenges that will require a re-visit of our current and future service levels, their costs and the appetite for risk it carries. The primary drivers of these challenges are:

• Inflation

• Road maintenance contract re-tender

• Bridges

• Waka Kotahi funding pressures

Maintenance and Renewal

Council’s draft maintenance and renewals budgets were submitted to Waka Kotahi on the 31st of August 2023 following approval from Council at the 30 August 2023 meeting.

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

For the final submission, it is important that Council put its ‘best foot forward’ to address the challenges we will face over the 2024 – 27 Long Term Plan period.

Improvements

The Low-Cost/Low Risk Improvement Program is used for small isolated geometric road and intersection improvements, traffic calming measures, road surface treatments (targeting the safety outcomes identified in the Government’s Road to Zero strategy), installation of new traffic signs and road markings, walking or cycling facility improvements, stock underpasses, small bridge replacements, specific works to address resilience issues and other improvement projects up to $2,000,000.

The programme attracts a 51% subsidy from Waka Kotahi for qualifying projects.

3. Discussion

Maintenance and Renewals

Council’s draft submission sees an increase to current budgets to maintain levels of service and address bridge and pavement risks.

The increase to budgets is to sustain service levels and address bridge and pavement challenges. A significant emphasis is placed on bolstering the bridge budget to prevent potential bridge closures.

This strategic approach effectively tackles the existing bridge maintenance backlog over a span of five years. Additionally, it brings in improved long-term planning, better asset management, and a deeper understanding of risk factors.

This proposed approach also allows for present value end of life (PVEOL) assessments to be undertaken on bridges over the three-year period. These PVEOL assessments form the cornerstone of well-informed bridge investment decisions, a crucial aspect as we prepare for future submissions to Waka Kotahi for the 2027-30 period.

The Little Valley bridge deck replacement is scheduled for 2024/25, with pile strengthening planned for 2026/27. Additionally, the Maniototo Road Bridge Replacement is set for 2025/26 (Year 2), and there is a proposal for a low-service level option to be explored for the Scott Lane bridge in 2024/25, pending approval of funding from Waka Kotahi.

Further allowance has been made to mitigate risk of cost escalation due to contract re-tendering.

The draft submission has been refined ahead of the final submission, which is due on the 8th of December 2023.

The updated submission budget submission is proposed as:

2024/25	$18.3M
2025/26	$15.1M
2026/27	$14.4M
Total	$47.8M

This change in budget is attributed to:

· Increase in the estimate for rehabilitation of a section of Ida Valley Rd and Paerau Rd.

o Pavement analysis has identified critical issues such as unstable chipseal surfacing, substandard materials, moisture retention, and inconsistent pavement.

· Increase in the estimate for component renewal on Little Valley Bridge.

o Contingency for night works, formation of potential alternate route has been included in the renewal cost for the proposed works.

· Decrease in Asset Management Data Standard (AMDS) costs.

o Waka Kotahi is funding this work at 100% subsidy.

· Decrease in data collection costs.

o Waka Kotahi is funding data collection for certain activities 100%

The graph below shows the proposed Waka Kotahi 2024-27 bid.

Improvements

Council’s proposed improvement projects are detailed below. The funding and timing of each of the proposed improvement projects are detailed in Appendix 1.

Some projects below are not being considered in the 2024 – 27 period and will be considered as part of future funding applications to Waka Kotahi.

Speed

Speed Management – Implementation of Council’s Full Speed Management Plan with changes spanning 2023-2027.

Rural Intersection Improvements

Rural Intersection Upgrade: Rural intersection (Ranfurly-Patearoa Rd & Barneys Road) with identified crash history and high DSI (death and serious injury) benefits for appropriate interventions. Work includes Rural Intersection Advance Warning Signage, short seal extensions to minor gravel roads at intersection and signage/markings to enforce priority controls.

Rural Crossroad Intersections Improvements: Rural intersections with identified crash history and high DSI benefits for appropriate interventions. Includes high, medium high and medium risk intersections identified by Abley (traffic engineering specialists) through their rural crossroad analysis.

Major road(s)	Minor road(s)	Risk band
MOA CREEK RD / IDA VALLEY-OMAKAU RD	IDA VALLEY-OMAKAU RD / MCADIE RD	HIGH
IDA VALLEY-OMAKAU RD	MCNALLY RD	HIGH
STUART RD / RANFURLY-WEDDERBURN RD	GOFF RD	MEDIUM HIGH
DUNSTAN RD	COATES RD	MEDIUM HIGH
IDA VALLEY-OMAKAU RD	POOLBURN-MOA CREEK RD	MEDIUM HIGH
FRUITLANDS-ROXBURGH RD	TAMBLYN DRIVE / COAL CREEK RD	MEDIUM
MOA CREEK RD	SULLIVAN RD / RUTHERFORD LANE	MEDIUM
WHITE RD	CORRIGALL RD	MEDIUM
RANFURLY-PATEAROA RD	GIMMERBURN-WAIPIATA RD	MEDIUM

Network Management

Clyde Bridge Traffic Lights: Installation of permanent traffic controls on the Clyde bridge to support both vehicles and cyclists crossing at this point.

Streetlights: Programme for the installation of additional streetlights to ensure current level of service is applied consistently across the district considering public requests, growth and mode change.

Uncontrolled pedestrian crossings (district wide): Programme for the construction of pedestrian crossing facilities across the district considering public requests, growth and mode change.

Edge Marker Post Upgrade: Edge marker posts and delineation improvements across the network.

Walking, Cycling and Footpaths

Alexandra Cyclist Clip-on: Roxburgh Gorge trail formally ends at the southern side of the Mata-au/Clutha River and is not connected with Alexandra township or the wider Central Otago cycle network with dedicated cycling infrastructure. Public desire to see the linkage of the wider network (Otago Central Rail Trail and Lake Dunstan Trail) through walking and cycling upgrades and provision of a clip-on bridge structure at the existing Alexandra bridge.

Clyde Cycle Crossing: Lake Dunstan Cycle Trail formally ends at the northern end of Fruitgrowers Road and is not connected with Clyde township or the wider Central Otago cycle network with dedicated cycling infrastructure. Public desire to see the linkage of the wider network (Otago Central Rail Trail and Roxburgh Gorge Trail) through walking and cycling upgrades and provision of a crossing point over Lake Dunstan.

Cromwell Town Centre – Lake Dunstan Cycleway Link: Continuation of the Business Case process to support upgrades to key transport infrastructure in Cromwell Town Centre. Programme Business Case development now at pre-implementation stage. The Cromwell Spatial Plan has identified the long list of projects that support the delivery of the outcomes desired for Cromwell Town Centre.

Pisa Moorings Footpaths: Construction of footpaths throughout Pisa Moorings subdivision.

Drop Crossings: Programme for new dropped kerbs considering public requests, growth and mode change.

Walking and Cycling Improvements (district wide): Programme for new sections of footpaths considering public requests and accommodating growth. Growth, aging demographic and increased traffic exacerbates safety issues where there are gaps in the existing footpath network.

Seal Extensions

Maori Point Road seal extension: Growth in traffic volume has resulted in excessive maintenance costs, safety issues, and an increasing number of dust complaints. Sealing Māori Point Road will address the need for frequent grading. Gravel costs are increasing significantly and expected to continue to do so, particularly in this area. Sealing will improve skid resistance and address dust complaints. A temporary speed restriction is in place to ease concerns until a long-term solution can be implemented.

Sandflat Road seal extension: Isolated section of gravel road remains in this area. Growth in traffic volume has resulted in excessive maintenance costs, safety issues, and an increasing number of dust complaints. Sealing the remainder of Sandflat Road will address the need for frequent grading. Gravel costs are increasing significantly and expected to continue to do so, particularly in this area. Sealing will improve skid resistance and address dust complaints.

Intersection seal-back (fishtail sealing) – District Wide: Minor work to address identified deficiencies or improvements including those identified in the NZTA Technical Audit. Prioritised gravel road intersections with sealed roads have been investigated and costed for treatment with sufficient seal length to mitigate the risk of gravel migration onto higher classification through-roads.

Other Projects

Cromwell Town Centre: Delivery of calming and intersection improvements at Sargood Road, Barry Avenue, Murray Terrace and Waenga Drive. Cromwell Town Centre transportation infrastructure is now becoming congested at peak times, with intersections unable to manage the exponential traffic growth being experienced. Programme Business Case development is now at pre-implementation stage. The Cromwell Spatial Plan has identified the long list of projects that support the delivery of the outcomes desired for the Cromwell Town Centre. The programme includes funding for a Cromwell Link Lane to formalise a link through service lanes and car-parking. A project is underway looking at the options for improving this area with safety at the heart but it’s a core inter-dependency on the Cromwell Town Centre project.

Clyde Heritage Precinct: Uncompleted work and budget is to be carried forward from 2021-24 period to 2024/25. This is to enable works to be programmed outside of summer at the request of businesses. Approval to extend to 30 November 2024 approved by Waka Kotahi Principal Investment Advisor.

Alexandra Northern Access Road: Access to residential and industrial development will result in a new road being built to provide access from SH8.

McNulty Road Kerb Build Out: A location has been identified where current truck parking behaviour creating visibility issues.

Small Safety projects – District Wide: Minor safety work to address identified deficiencies or improvements is requested. Priority sites to be investigated and treated with appropriate intervention over the next three years.

Kerb and Channel Improvements: District wide kerb and channel improvements. A number have been identified that will improve drainage and mitigate the risk of water entering under the road surface.

Resilience Improvements – District Wide: Resilience improvements to address the increasing frequency of 10-year (and higher) rainfall events. Investment will be prioritised to address known vulnerabilities when they align with maintenance and renewal work.

4. Financial Considerations

This final submission (due 8 December 2023) must be as accurate as possible, particularly with respect to the total budget. Our submission will create a cap to our subsidy and Council should be willing to match what we request from Waka Kotahi. The roading budget may be refined as part of Council’s Long-Term Plan process and also may require adjustment if the requested Waka Kotahi share is not made available.

Waka Kotahi subsidises 51% of approved roading expenditure. A recent review of this Financial Assistance Rate (FAR) has not changed this. Council can spend more than this, but it will not benefit from the full subsidy.

The specific financial impact of the roading programme will be established as Council’s Financial Strategy is developed through the Long-Term Plan.

There is risk that the total requested from local authorities across New Zealand is unaffordable and our full request for funding will not be met by Waka Kotahi. This would result in our preferred programme having to be adjusted to meet Waka Kotahi cost share or works progressing 100% funded by Council.

5. Options

Option 1 – (Recommended)

Endorse the proposed programme for submission to Waka Kotahi.

Advantages:

· An endorsed submission is looked at favourably by Waka Kotahi as indicates a level of assurance that local share will be made available.

Disadvantages:

· Council’s submission is being made prior to the long-term plan being fully understood.

Option 2

Do not endorse the proposed programme for submission to Waka Kotahi.

Advantages:

· The full extent of budget increases have not been considered alongside other Council activities.

Disadvantages:

· An endorsed submission is looked at favourably by Waka Kotahi.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by ensuring the roading network is safe and fit for purpose.
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 in ensuring sufficient budget is available to deliver a safe and reliable roading network.
Considerations as to sustainability, the environment and climate change impacts	Yes, funding is being used to address climate change impacts and ensuring assets are resilient.
Risks Analysis	There is risk Waka Kotahi won’t match the funding request resulting in a lower level of service being delivered and advanced deterioration of assets.
Significance, Consultation and Engagement (internal and external)	Roading budgets for 2024 – 27 will be presented as part of Council’s Long Term Plan process.

7. Next Steps

Submit bid to Waka Kotahi by 8 December 2023.

8. Attachments

Appendix 1 - Appendix 1 - Improvement Programme.pdf ⇩

Report author:	Reviewed and authorised by:

Quinton Penniall	Louise van der Voort
Infrastructure Manager	Group Manager – Planning and Infrastructure
16/11/2023	16/11/2023

29 November 2023

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23.11.6 Proposed Speed Limit Changes 2023

Doc ID: 570222

1. Purpose of Report

To consider approving the Speed Management Plan for consultation.

Recommendations

That the Council

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

B. Approves the Speed Management Plan for consultation.

C. Appoints a panel of three elected members to hear submissions, if necessary.

2. Background

The Speed Management Plan establishes a strategic speed management framework for how speed limits and safety improvements will be managed over the next ten years.

Central Otago District Council, as a Road Controlling Authority, has responsibility for setting speed limits on local roads. Safety for all road users is the key priority, with speed management a key tool. Full detail on how speed management increases safety is outlined in the Speed Management Plan, attached.

The Land Transport Rule: Setting of Speed Limits 2022 requires all road controlling authorities to develop and consult on a speed management plan. There are statutory deadlines to consider, including the requirement to lodge the completed plan by 29 March 2024.

Central Otago District Council developed an Interim Speed Management Plan in 2022. Feedback on the interim plan reflected a majority of submitters, 80%, support or partially support slower speeds where they improve safety outcomes. Through the consultation and hearing process, 10 changes were recommended for further consultation. These locations have been incorporated into the 2023 Speed Management Plan.

The Speed Management Plan will also set School Speed Zones.

3. Discussion

Central Otago District Council has a flexible approach to speed management that acknowledges local conditions and the surrounding environment. The 2023-2027 Speed Management Plan establishes principles for speed management in the district, moving from a street-by-street basis to a whole of network approach.

The Speed Management Plan intends changes for:

· Local roads around kura/schools (not including State Highways – these are managed by Waka Kotahi)

· Speed reductions around some townships (Cromwell and Clyde) where residential and commercial development requires the roading network to operate safely with increased traffic.

· Sections of roads and townships with community support for lower speeds, including those identified in the 2022 Interim Speed Management Plan consultative process and those recommended for network consistency.

· Aligning sections of roads and townships with current speed limits to give greater network consistency.

A full list of all changes is located in the appendices:

· Appendix 1: Proposed local road speed limit changes.

· Appendix 2: Proposed school speed limit changes.

· Appendix 3: Maps of all proposed changes.

· Appendix 4: Draft Speed Management Plan 2023-2027.

· Appendix 5: Statement of Proposal

Implementation of these changes is programmed over the next three years, between 2024 and 2027.

The proposed 2023-2027 Speed Management Plan is aligned with Regional Speed Management Planning and neighbouring Road Controlling Authorities, including Waka Kotahi. This plan will be updated following consultation for adoption by Council.

Principles governing the CODC approach to speed management

Central Otago District Council developed principles and considerations relating to speed management encompassing both district growth and network consistency.

Principles developed to respond to district growth include:

- New Roads, new subdivisions and adjacent areas of residential development assigned the appropriate speeds of 30km/h or 40kmh to align with design and engineering classification.

- Implementing lower speeds of 50km/h, 60km/h, or 80km/h where the extents of our townships are being extended to provide land and infrastructure for residential and commercial growth.

Principles developed to respond to network consistency include:

· Active travel routes and roads of high concern within our communities – urban and rural connector roads with designed features encouraging multi-mode use, or supporting a speed environment reduced from 100km/h to 80km/h or 60km/h.

· High Benefit Opportunity Roads – key rural connector roads, where implementing a Safe and Appropriate Speed reduced from 100km/h to 80km/h is intended to reduce the risk of Death and Serious Injury (DSI) crashes occurring.

· Aligning speed limit changes on lower classification roads, where changes on key routes are proposed. The proposals introduce 50km/h, 60km/h, or 80km/h speed limits where appropriate reductions are identified.

· Reviewing and changing some 70km/h speed limits on local Central Otago District roads to 50km/h, or 60km/h speed limits - aligning with Setting of Speeds Rule 2022 – in the 2024-2027 Speed Management Plan.

Sections of roads and townships with community support for lower speeds

Council resolution 22.5.4 recommended 10 roads by subject to further consultation on their speed limits. All 10 have been evaluated and included in the Plan. They are:

Road	Update in 2023-2027 SMP (km/h)
Gilligan’s Gully, Alexandra	Reduction recommended from 100 to 60.
Letts Gully Road, Alexandra	Reduction recommended. Existing 70 recommended to reduce to 60. Remained recommended to reduce to 80.
Fruitgrowers Road, Clyde	Reduction recommended from 70 to 50.
Lauder Road, Lauder	Reduction recommended from 100 to 60.
Bannockburn Road from Bannockburn Bridge to the Cromwell Urban Zone	Reduction recommended from 100 to 80.
Pearson Road, Cromwell	Reduction recommended from 100 to 80.
Sandflat Road, Cromwell	Reduction recommended from 100 to 80. Stone Drive included in proposal for consistency (with a 50km/h limit).
Cambrians Road, Cambrians, with specific request for an indication of preferred speed between 50km, 40km, and 30km/h	Reduction recommended for Cambrians Road from 100 to 40.
St Bathans Urban Area, with specific request for an indication of preferred speed between 50 km, 40km, and 30km	Reduction recommended in two parts: - Portion of existing 50 area to reduce to 30 - Portion of existing 100 area to reduce to 50
Clark Road, Pisa Moorings, for consideration at 80km along its entirety	Reduction recommended from 100 to 80.

All Proposed Local Road Changes

In applying the principles of both district growth and network consistency, it is recommended that changes are made to speed settings. A table showing the full list of proposed changes is provided in Appendix 1. Maps of all proposed speed limit changes are provided in Appendix 3.

School speed zones

The Land Transport Rule: Setting of Speed Limits 2022 changed the way school speed zones are set, including a preference for 30km/h areas around schools (prior rules set speeds at 40km/h). The rule requires 40% of reduced school speed limits across the country to be in place by 30 June 2024. This is consistent with Central Otago District Council’s approach.

Central Otago District Council can only change the speed limit on roads on local roads. Where schools are located on state highways, speed management is controlled by Waka Kotahi.

Central Otago District Council propose:

· Permanent 30km/h school zones implemented at two schools.

o Goldfields School, Cromwell (already implemented)

o Clyde School, Clyde

· Variable Speed Limits with extents supporting proposed school speed zones (for 35-50 minutes at drop off times and 20-35 minutes at pick up time) at most schools.

o The exact timing within these windows will be individually set.

· Establishing an enforceable Variable Speed Limit of 60km/h during school drop-off and pick-up times on the rural connector at Poolburn School.

· There are no changes at Tarras School as Waka Kotahi is the Road Controlling Authority.

The following roads would have a permanent school zone introduced:

Township	School	Impacted roads
Clyde	Clyde School	Pyke St
		Whitby St
		Blyth St

The following roads would have a variable speed limit school zone introduced at 30km/h:

Township	School	Impacted roads
Alexandra	Dunstan High School	Enterprise Street – in part
	The Terrace School	Marslin St – in part
		Black St
		Russell St
	Alexandra Primary School	Dunorling Street
		Jackson Place
		Bringans Street
		Ventry Street
	St Gerard’s School	Station St – in part
		Killarney St – in part
		Short St
		Brandon St
		Shannon St
		Finlay St
Cromwell	Cromwell College	Barry Ave – in part
		Clare Pl
		Carlow Pl
		Mayo Pl
		Molyneux Ave – in part
	Cromwell Primary School	Molyneux Ave – in part
		Monaghan St
		Austin Pl
		Horace St
		Ray St
Roxburgh	Roxburgh Area School	Cheviot St
		Abbotsford St
		Melrose St
Millers Flat	Millers Flat School	Teviot Rd – in part
Millers Flat		School Rd – in part
Omakau	Omakau School	Deaker St
		Racecourse Rd – in part
		Harvey St – in part
		n.b. 50km/h area proposed to extend 200m north of proposed 30km/h area
Ranfurly	St John’s School	Stuart Rd – in part
		Ranfurly Pateroa Rd – in part
		Alexander St – in part
		Stafford St
	Maniototo Area School	Caulfield St – in part
	Maniototo Area School	Davis Ave – in part

The following roads would have a variable speed limit school zone introduced at 60km/h:

Township	School	Impacted roads
Poolburn	Poolburn School	Ida Valley-Omakau Rd – in part n.b. 800m either side of proposed 60km/h to reduce to 80km/h
		McAdie Rd – in part
		Moa Creek Rd – in part

A description of the locations and proposed limits are included in Appendix 2. Maps of all proposed speed limit changes are located in Appendix 3.

All changes will be programmed and in place by 30 June 2027.

Consultation

Consultation on School Speed Limits will consider the extent of school speed zones only – the speed limits will be set in accordance with national legislation.

Consultation on other changes will consider both the extent of the change and the speed limit itself.

Consultation will open on 29 November 2023, with an extended consultation period to allow schools to fully engage with the proposals despite the school holidays. It will close on 11 February.

4. Financial Considerations

The process fits within existing budgeted spend, including allocated improvement funding from Waka Kotahi received through the 2021-2024 National Land Transport Programme (NLTP). Further funding has been requested from Waka Kotahi to enable implementation of changes during the 2024-27 period.

5. Options

Option 1 – (Recommended)

Approve the 2023-2027 Speed Management Plan for consultation.

Advantages:

· Considered and consistent approach to speed management is in place across the district.

· Safety settings are improved across the district, particularly around schools.

· Prior requests from community groups and individuals are met.

· Community input is sought and considered on approach.

Disadvantages:

· Potential resistance to some speed reductions from a portion of the community.

Option 2

Do not approve the 2023-2027 Speed Management Plan for consultation.

Advantages:

· No advantages

Disadvantages:

· Inconsistent approach to speed setting across the district.

· Speed settings are not aligned with legislated requirements.

· Safety goals are not met and schools in particular are less safe.

· Community input is not sought or considered.

· Would not meet timeframes set by Waka Kotahi.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by engaging with the community on proposed changes through the special consultative process. AND This decision promotes the social wellbeing of communities, in the present and for the future by increasing road safety and reducing associated harm.
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	Minor sustainability implications if safety improvements lead to an increase in active transportation.
Risks Analysis	The proposal seeks to reduce the risk to health and safety on the district roading network. The risk of the proposed approach relates to the changing legislative environment. This risk can be mitigated.
Significance, Consultation and Engagement (internal and external)	Consultation is required under the Local Government Act 2002 and Council’s Significance and Engagement Policy.

7. Next Steps

Consultation will be open from 29 November 2023 to 11 February 2024.

A hearing will be scheduled, if required, between 26 February and 4 March.

The final proposal will be presented to the 20 March 2024 Council meeting.

The final plan must be submitted by the 29 March 2024.

Following adoption, all changes will be programmed and implemented according to the prioritisation principles set within the plan.

8. Attachments

Appendix 1 - Local Road Speeed Limits ⇩

Appendix 2 - School Speed Limits ⇩

Appendix 3 - Speed Limit Maps ⇩

Appendix 4 - Draft Speed Management Plan ⇩

Appendix 5 - Statement of Proposal ⇩

Report author:	Reviewed and authorised by:

Quinton Penniall	Louise van der Voort
Infrastructure Manager	Group Manager – Planning and Infrastructure
10/11/2023	16/11/2023

29 November 2023

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23.11.7 Request for Minister of Conservation's consent to grant grazing lease (PRO: 5037)

Doc ID: 1370095

1. Purpose of Report

To consider an application for the Minister of Conservation’s consent to the proposal to grant a grazing lease over part of the Naseby Recreation Reserve.

Recommendations

That the Council

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

B. Agrees to grant (pursuant to the Instrument of Delegation dated 12 June 2013) the Minister of Conservation’s consent to granting of a grazing lease over 12 hectares (more or less) of the Naseby Recreation Reserve as shown in figure 3, being Sections 1, 3, and part Section 2 Survey Office Plan 370699, and Section 145 Block I Naseby Survey District, on the following terms and conditions:

· Commencement 01 July 2022

· Term Five (5) Years

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

· Rent $760 per annum plus GST.

· Rent Review Dates On renewal

· Rent Review Methodology Adjustment by CPI

Subject to:

- All other terms and conditions of the lease complying with the Reserves Act 1977.

- Public access to the irrigation dam (as identified in figure 3) being maintained.

- Public access to the public walking track which passes through the land being maintained.

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

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

2. Background

The Reserve

The Naseby Recreation Reserve (the Reserve) is a Crown derived reserve. The Reserve is held by the Central Otago District Council (Council) as the administering body, subject to the provisions of the Reserves Act 1977.

The Reserve is contained in records of title 351186 and 351187. Record of title 351186 consists of five parcels of land which have an area of approximately 33.7054 hectares. The land parcels are described as Sections 1-3 Survey Office Plan (SO) 370699 and Sections 72 and 72A Block I Naseby Survey District.

Record of title 351187 consists of a single parcel of land which has an area of about 0.0099 hectares. The land is described as Section 145 Block I Naseby Survey District.

A plan of the Reserve, which is somewhat disjointed, is shown below in figure 1.

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Figure 1 – Plan of Naseby Recreation Reserve

Grazing Lease(s)

Samuel and Wendy Inder (the Applicants) live at 5106 Danseys Pass Road. Their property backs onto the western end of the greater part of the Reserve.

In 2007, the Applicants were granted a lease to graze 11.6800 hectares of the Reserve adjoining the rear of their property.

A plan of the land contained in the original lease (which was previously known Part Section 94 Block I Naseby Survey District) is outlined in red below in figure 2.

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Figure 2 – Plan of the land contained in the original lease.

On expiry of the original lease, the Applicants contacted Council to advise that they were keen to renew the original lease or take on another. A plan of the redefined/new lease area, which has an area of approximately 12 hectares, is shown below in figure 3.

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Figure 3 – Plan of the lease area, being 12 hectares (more or less).

3. Discussion

Legislation and Policy

As noted previously, the Reserve is held by Council as the administering body, subject to the Reserves Act 1977. The purpose of the Reserves Act 1977 (the Act) is to provide for and to protect reserves for the benefit of the community.

Section 73 of the Act provides for the leasing of recreation reserves which are not currently required for recreational purposes, for farming or grazing purposes. In particular, section 73(1) states that:

Where any recreation reserve or any part of such a reserve is not for the time being required for the purpose for which it was classified, or where the Minister considers it in the public interest, or where the administering body of any recreation reserve has decided under section 53(1)(a)(ii) that it is necessary or desirable to farm or graze the reserve or any part thereof, leases of the reserve or of any part thereof may be granted by the administering body with the prior consent of the Minister in cases where the reserve is vested in such a body, or by the Minister in any other case.

Section 53(1)(a)(ii) of the Act as it relates to section 73 provides an administering body with the authority to:

enclose the reserve, or any part thereof, which it may at any time decide is necessary or desirable to farm or graze or afforest as a part of a development, improvement, or management programme.

Section 73(3A)(a) of the Act states that every lease granted under section 73(1) shall be subject to the provisions of Schedule 1 of the same Act.

Schedule 1 outlines the terms and conditions that must be considered when granting any lease under section 73(1). Those terms and conditions include limitations on the term of any lease, the use, development, and protection of the land, and clarify matters relating to termination of any lease as are shown in extract below:

*Term:*	May not exceed 33 years.
*Termination:*	The land must be used for the purpose of grazing. If at any time the lessor is of the opinion that the land leased is not being used or is not being sufficiently used for the purpose specified in the lease, or if the lessor considers the land is required for the purpose of public recreation, the lease may be terminated.
*Compensation for improvements:*	On termination, surrender, or expiry, the land and all improvements shall revert to the lessor without compensation being payable to the lessor.
*Erection of buildings:*	The lease shall prohibit the erection of any building without the written consent of the Minister of Conservation.
*Protection of natural features:*	The lessee shall be required to prevent the destruction of or damage to any natural, scenic, historic, cultural, archaeological, biological, geological, or other scientific features, or indigenous flora and fauna.
*Other terms and conditions:*	As approved by the Minister of Conservation.

Table 1 – Extract of Schedule 1 of the Reserves Act 1977

Public Notification

In addition to the requirements outlined above, section 119 of the Act further states that the administering body must first publicly advertise its intention to grant the proposed lease. The purpose of the public advertising process is to permit any party claiming to be affected by the proposal to grant the lease to make a submission on the proposal.

Any submissions relating to the proposal that are compliant with section 120 of the Act must then be considered and addressed before the lease is granted.

In this instance, the proposal to grant the lease was advertised in the edition of the Central Otago News dated 14 September 2023 and on Council’s public website under ‘Consultations’.

While no submissions were received by the closing date of 16 October 2023, one party did raise a concern regarding access to a walking track which passes through part of the lease area.

Once that party understood that the lessee would be required to maintain that public access (which they had been providing under the original lease), they withdrew their concern.

Effects on the Reserve

While granting a new lease will mean the public is again excluded from part of the Reserve, due to its rural location, the land is still not required for recreational purposes, however. Should Council determine that the land is needed for recreational purposes, the Act contains provision for the cancellation of the lease at any time.

Additional benefits associated with leasing the land include the lessee being responsible for potential hazards such as fire risk, and the management of noxious pests and weeds, meaning the benefits of the proposal outweigh any perceived loss of public access.

Since taking on the original lease in 2007, the Applicants have transformed an overgrown recreation reserve into land that does now look like a reserve, their efforts should be acknowledged, however. It should also be noted that that improvement is purely due to the Applicant’s ongoing management of the land.

Parks and Reserves Approvals

As noted above, the Applicants have been very good custodians of the land. For that reason, the Parks and Reserves Manager has agreed to support their application to re-lease the land, subject to the consent of the Minister of Conservation.

Minister of Conservation Consent

Prior to granting a lease, licence, or other right over reserve land, the administering body must first obtain the consent of the Minister of Conservation. The role of the Minister of Conservation is to:

· be satisfied that the granting of any lease, licence, or other right granted over reserve land conforms with the provisions of the Reserves Act 1977.

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

· ensure that 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 prior consent to the Council.

Community Leasing and Licensing Policy

The Council adopted a Community Leasing and Licensing Policy in 2019.

The purpose of the policy is to provide a consistent and equitable framework for determining the terms and conditions under which Council owned or administered lands will be occupied by community groups or clubs.

As the land will be occupied for private gain, that policy does not apply to this matter.

4. Financial Considerations

The original lease was granted at a nil rental in recognition of the Applicant’s investment in clearing and fencing the land, however. Council later contributed to the cost of the fencing materials, with the lessee then managing their construction.

Council has a variety of land holdings in the Maniatoto including both reserve and endowment land. Due to the rural nature of the area, much of that land holding is tenanted for farming or grazing purposes.

The last time Council engaged a rural valuer to undertake a full market rental valuation in the Maniatoto was in July 2022 at a cost just over $4,000 plus GST making it cost prohibitive.

A more cost-effective approach to determining the new rent would be to use the valuation evidence already held by Council as shown below in the table 2.

Land Type	Lease Type	Area (Hectares)	Term (Years)	Current Rental (pa)	Date of Review	Rent Review Methodology	Annual Rental (per hectare)
Recreation Reserve (Naseby)	Farming	23.6040	20	$1,332	2019	Market Value	$56.43
Freehold (Naseby)	Farming	362.7768	21	$20,400	2019	Market Value	$56.23
Recreation Reserve (Patearoa)	Grazing	11.0000	6	$1,500	2020	Informally	$122.73
Gravel Reserve (Patearoa)	Grazing	3.6100	5	$500	2020	Informally	$138.50

Table 2 – Rental Comparisons and Hectare Rates

As the proposed lease area compares favourably to the land contained in the two farming leases identified in table 2, it is proposed that the new annual rental be assessed at a rate of $56.33 per hectare, then adjusted by Consumer Price Index (CPI).

Adjusting the 2019 rates by CPI would bring the hectare rates current in the most cost-effective manner and would make the new rental $760 per annum plus GST.

The Applicants will also be responsible for all outgoings associated with the land, including local and regional authority rates, and for the costs associated with the public notification process.

5. Options

Option 1 – (Recommended)

To agree to grant (pursuant to the Instrument of Delegation dated 12 June 2013) the Minister of Conservation’s consent to granting of a grazing lease over 12 hectares (more or less) of the Naseby Recreation Reserve as shown in figure 3, being Sections 1, 3, and part Section 2 Survey Office Plan 370699, and Section 145 Block I Naseby Survey District, on the following terms and conditions:

· Commencement 01 July 2022

· Term Five (5) Years

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

· Rent $760 per annum plus GST.

· Rent Review Dates On Renewal

· Rent Review Methodology Adjustment by CPI

Subject to:

- All other terms and conditions of the lease complying with the Reserves Act 1977.

- Public access to the irrigation dam (as identified in figure 3) being maintained.

- Public access to the span of the public walking track which passes through the land being maintained.

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

Advantages:

· The Applicants will continue to manage and maintain an area of reserve that is not currently required for recreational purposes.

· Having a third party manage the land will reduce Council costs.

· The occupation will generate a small income from the land.

· The lease may be cancelled should the land be required for recreational purposes.

· The proposal is consistent with the provisions of the Reserves Act 1977.

Disadvantages:

· The public will be excluded from part of the Naseby Recreation Reserve for the duration of the lease.

Option 2

To not agree to grant the Minister of Conservation’s consent to the granting of the lease on the terms and conditions outlined in Option 1.

· The public would not be excluded from part of the Naseby Recreation Reserve.

Disadvantages:

· Council would not be authorised to grant the proposed lease.

· Council would be responsible for the ongoing management and maintenance of the land and all associated costs.

· No income would be generated from the land.

· Does not recognise that the proposed lease is consistent with the provisions of the Reserves Act 1977.

6. Compliance

Local Government Act 2002 Purpose Provisions	While the recommendation does not relate to a Council activity as it relates to the Local Government Act 2002, Council has a responsibility to manage all reserves in accordance with the provisions of the Reserves Act 1977.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommendation is consistent with the provisions of the Reserves Act 1977 with the original lease also being identified in the Maniatoto Ward Reserve Management Plan 2016.
Considerations as to sustainability, the environment and climate change impacts	There are no sustainability, environmental, or climate change impacts associated with the recommended option, however. Should a new lease not be granted, some potential risks associated with leaving the land vacant are identified below.
Risks Analysis	There are no risks to Council associated with the recommended option, however. Should the lease not be granted, and the land not be maintained, it could become a fire hazard or result in noxious pest or weed liabilities for Council.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered with none of the criteria being met or exceeded. Noting that the proposal to grant the lease was subject to public consultation, that process has since been completed with no objections to the proposal being received by the closing date of 16 October 2023.

7. Next Steps

The following steps will be taken to enable the lease to be executed:

1. Applicants notified of outcome: Early October 2023

2. Lease executed & matter closed: Mid-late October 2023

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Linda Stronach	Louise van der Voort
Team Leader - Statutory Property	General Manager - Planning and Infrastructure
17/10/2023	21/11/2021

29 November 2023

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23.11.8 Draft Central Otago District Council Open Spaces Naming Policy 2023

Doc ID: 654698

1. Purpose of Report

To adopt the Central Otago District Council Open Spaces Naming Policy 2023.

Recommendations

That the Council

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

B. Adopts Central Otago District Council Open Spaces Naming Policy 2023.

2. Background

In response to a request from the member of the public, it was identified that Council needs a policy for the naming (and renaming) of open spaces.

This policy was drafted by Council’s ‘Parks Officer – Planning and Strategy’ and involved engagement with Aukaha and relevant officers.

3. Discussion

The draft policy applies to the naming (or renaming) of Council-owned open spaces, including parks, reserves, sports fields, playgrounds, pocket parks, greenways, tracks and trails.

Applications to name open spaces can be received to rename an existing open space or to name a new open space. Anyone can submit an application, including, elected members, members of the public and developers.

Once the policy is approved, staff will produce an Open Spaces Naming Application Form. The naming process is initiated when Council receives an application.

Applications for the naming of new open spaces would typically be made at the time of vesting in Council or when development proposals for the particular open space are being considered.

Council typically obtains open spaces in the following ways:

· Subdivision.

· purchased by Council.

· transferred from another use, for example from road to recreation use.

· vested in Council by another agency.

· gifted to Council.

This policy applies to all the above.

This draft policy provides guidance for how requests for naming or renaming of open spaces are managed.

In the first instance, Council will engage with mana whenua to determine if the site is of significance to mana whenua. Council has a partnership agreement with Aukaha. Naming of relevant sites of significance to mana whenua are handled in accordance with this agreement. If the site is of significance, mana whenua will be invited to recommend an appropriate name (either a te reo Māori name or a dual name). The policy specifically notes that Council supports te reo Māori names for open spaces. If the absence of a proposed name by mana whenua, then suggested names will be sought.

The appropriate level of engagement will be determined under Council’s Significance and Engagement Policy. Proposed names will be referred to the appropriate Community Board for approval. Council’s delegations have been updated to clarify that all proposals for naming of open spaces will be presented to the appropriate Community Board for approval. It is noted that there has seldom been a request in the past to name (or rename) and open space area. The policy provides a clear process for any future requests of this nature.

There may be some situations in which it is appropriate to commemorate an individual, organisation or event. Special conditions apply for gifting and sponsorship arrangements, which may provide benefit to the community.

An assessment of the extent to which proposed names meet the considerations below will be undertaken:

Considerations

Ÿ Placemaking and belonging.

Ÿ Telling stories about the history of the open space by commemorating individuals, associations or events.

Ÿ Ensuring that under-represented groups that have played an important part in Central Otago’s history are given appropriate prominence.

Ÿ Where a specific theme is associated with the location and is considered to still be appropriate for new names.

Ÿ Aligns with specific themes adjacent street/area names, for example naming a new open space the same as a nearby road.

Ÿ Reflects the local landscape, topographical features (for example streams), or flora or fauna. In these cases the preference will be for appropriate te reo Māori names to be used.

Ÿ Descriptive name.

Ÿ Where an appropriate name is already in common use.

Ÿ Published name (for example name published in New Zealand Gazette).

4. Financial Considerations

This policy has been funded through operational costs.

The financial implications from naming or renaming an open space will mainly be around signage which will be covered within existing budgets.

5. Options

Option 1 – (Recommended)

Council adopts the Open Spaces Naming Policy 2023.

Advantages:

· Provides clear guidance on the process for naming open spaces.

Disadvantages:

· No disadvantages have been identified.

Option 2

Council does not adopt the proposed Open Spaces Naming Policy 2023.

Advantages:

· There are no perceived advantages in not adopting this policy.

Disadvantages:

· Naming of open spaces continue to be managed on a case-by-case basis, without consistency or a guiding process for staff.

· May lead to adhoc names being adopted for open spaces.

· Mana whenua consideration may not be given without a formalised naming process which requires this.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by providing a clear framework to follow when an open space is to be named. This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by facilitating a process for naming open spaces (including renaming), which will enhance the district’s character and heritage.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Reserve Management Plans. Council’s Significance and Engagement Policy.
Considerations as to sustainability, the environment and climate change impacts	There are no implications.
Risks Analysis	There are no perceived risks.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy is to be referred to when Council is determining who is deemed affected by the naming or renaming of an open space. Decisions around the level of engagement that will take place is to occur under Council’s Significance and Engagement Policy.

7. Next Steps

· Council adopts the Open Spaces Naming Policy 2023.

· The adopted Open Spaces Naming Policy 2023 is made publicly available and uploaded to Council’s website.

· Once endorsed by Council, the Open Spaces Naming Policy 2023 will become operative, effective immediately.

· Internal procedures and external guidance documents will be published to sit alongside this policy.

· This policy will undergo a ‘soft’ review in 1 year and will be formally reviewed in 3 years.

8. Attachments

Appendix 1 - Draft Open Spaces Naming Policy 2023 ⇩

Report author:	Reviewed and authorised by:

Maria Burnett	David Scoones
Parks Officer - Planning and Strategy	Group Manager - Community Experience
8/11/2023	15/11/2023

29 November 2023

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23.11.9 Omākau Reserve Management Plan 2023

Doc ID: 1375659

1. Purpose of Report

To adopt the Omākau and Ophir Reserve Management Plan 2023.

Recommendations

That the Council

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

B. Recommends the Omākau and Ophir Reserve Management Plan 2023 is adopted.

2. Background

At its October 2023 meeting, the Vincent Community Board (the Board) approved the Draft Omākau and Ophir Reserve Management Plan with suggested amendments and changes. (Included as Appendix 1).

The Board resolved that it:

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

B. Resolves that the submissions be received.

C. Recommends that the suggested amendments and changes to the Plan is approved.

D. Recommends to Council the adoption of the amended Omākau and Ophir Reserve Management Plan 2023.

The reserve management plan includes the following reserves:

· Omākau Recreation Reserve

· Wilson Street Reserve, Omākau

· Ophir Recreation Reserve

· Ophir Ice Rink Reserve

Under Section 41 of the Reserves Act 1977 (the Act), every recreation reserve shall have an operative management plan. The purpose of a management plan is to ensure that the development and implementation of objectives and policies for a reserve enhances the long-term use of the reserve without compromising its existing use.

In terms of Section 40 of the Act the Central Otago District Council is the administering body for all reserves covered by the Omākau and Ophir Reserve Management Plan 2023. The responsibility for administering and managing these reserves has been delegated to the Vincent Community Board, with Council having the delegation to adopt the final Reserve Management Plan under delegation from the Minister of Conservation.

Reserve Management Plans

The purpose of a Reserve Management Plan is to ensure the development and implementation of objectives and policies that enhance the long-term use of a reserve without compromising its existing use. A Reserve Management Plan is a document that consists of some history, current information and management statements to guide consistent decision-making regarding the future development and management of a reserve.

The essential features of the reserve management planning process are:

· A deliberate assessment of planning considerations such as pressures, constraints, conflicts, and opportunities.

· An assessment of the reserve and its use of the land.

· The determination of management policies supported by criteria. The incorporation of regular monitoring and review to ensure that the reserve management plan remains relevant under changing circumstances and demands.

3. Discussion

Consultation

The draft management plan was written with involvement from community organisations and user groups of the four reserves. Once a draft of the management plan was complete, it went out for public consultation.

Public submissions were sought over a two-month period from June to August 2023. Thirty-nine submissions were received from the formal submission process. A community drop-in session was also held on 17 August 2023. The draft management plan was updated following community feedback, resulting in the final management plan.

Summary of submissions.

The management plan was by the Board who positively acknowledged that there were a large number of submissions received from the younger generation. A summary of the outcomes and updates related to the management plan are covered below:

Omakau Recreation Reserve – Consultation established that there is support for the Community Hub to be constructed on the reserve. This is a crucial outcome from this management plan as the initiation of the management plan arose when the Omakau Community Hub project began. The management plan allows for the existing Rugby Clubrooms and Camp Kitchen to be decommissioned, with the Rugby Clubrooms being housed in the new hub once constructed and a new Camping Ground kitchen to be constructed next to the existing ablution blocks. The playground may be relocated to the location of the existing clubrooms.

There were two suggestions from the community that have been implemented into the plan following public consultation – a future walking track and allowing for the cricket field to be shared seasonally with football.

It is noted that the Reserve Management Plan is not a funding allocation document and does not commit Council to providing funding for this project but does allow for these projects to proceed under the Reserves Act if and when funding is secured.

Wilson Street Reserve – The updated management plan allows for the Wilson Street Reserve to be developed as green space/picnic area. The Omakau Toy Library building may be demolished or removed once the Omakau Toy Library relocated to the community hub.

Ophir Recreation Reserve – Some submitters sought to re-establish the old tennis court within this reserve. The tennis courts are no longer useable and that making this facility useable again would be a matter of installing new facilities altogether rather than just an upgrade of the existing surface. The plan allows for the development of a tennis court in the future but does not commit council to funding.

Ophir Ice Rink Reserve – The management plan has been updated to indicate that Council will investigate revoking the reserve status of the land and then dispose of it.

The purpose of the Omākau and Ophir Reserve Management Plan is to provide the Council with an effective guide for managing the four reserves.

The following table summarises Section 41 of the Reserves Act 1977 regarding management plans, and the process used to develop this management plan. The current step is highlighted in red.

Relevant Sections of the Reserves Act

Public Consultation

Description of Activity

Phase

Section 41 (5)

Section 41 (5)c

Section 41 (6) a-c

Section 41 (6) d

Optional

Mandatory

Council notifies the public that it is preparing a management plan and calls for submissions (one month)

Public submissions are received and incorporated into a draft management plan

A draft management plan is made available to the public for further comment (two months)

The draft management plan is edited to incorporate input from public submissions

The final document is presented to Council for adoption

Management Planning

Section 41

Section 41 (4)

All policies come into effect and are enforceable by Council

The management plan is continually monitored and reviewed

Implementation

4. Financial Considerations

The management plan has been funded through operational costs.

It is noted that a Reserve Management Plan is a policy document only and does not commit Council to providing funding for specific projects identified within the plan.

5. Options

Option 1 – (Recommended)

To adopt the Omākau and Ophir Reserve Management Plan 2023.

Advantages:

· Provides certainty around decision-making for the four reserves.

· Meets statutory process as set out in the Reserves Act 1977.

· Allows for the location of the Omākau Community Hub through the Reserves Act process.

Disadvantages:

· There are no foreseeable disadvantages.

Option 2

The Board does not adopt the Omākau and Ophir Reserve Management Plan 2023.

Advantages:

· There are no foreseeable advantages with this option.

Disadvantages:

· No certainty around decision-making for the four reserves.

· Does not meet statutory process as set out in the Reserves Act 1977.

· Does not allow for the Omākau Community Hub under Reserves Act process, delaying this project.

· The community have been significantly involved in the preparation of this document through informal and formal engagement. Failure to produce a tangible output from this process has the potential for the community to lose confidence in Council processes and efficiency.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision-making and action by, and on behalf of communities by ensuring that Council is complying with s 11A of the Local Government Act 2002, which states that “In performing its role, a local authority must have particular regard to the contribution [reserves, and other recreational facilities] make to its communities”. In addition, the Reserves Act 1977 states that, “the administering body shall…prepare and submit to the Minister for his or her approval a management plan for the reserve under its control, management, or administration”. In preparing the Omākau and Ophir Reserve Management Plan, Council is taking both Acts into consideration.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is consistent with the 2021/31 Long Term Plan, “Access to parks, reserves, rivers and recreational facilities is important for our communities’ well-being and maintaining a variety of high-quality open spaces helps to make our district an attractive place to live, work and play.”
Considerations as to sustainability, the environment and climate change impacts	There are no perceived implications.
Risks Analysis	There are no perceived risks.
Significance, Consultation and Engagement (internal and external)	Reserves listed and managed under this Plan are considered strategic assets under the Council Significance and Engagement Policy. The level of community engagement is considered high. A variety of methods to engage with the public have been applied through the development of the final management plan. Initial engagement for the draft management plan targeted user groups and lessees of the reserve. A formal submissions process, as well as an informal drop-in, was undertaken to gather feedback on the draft management plan. The draft plan was amended with feedback from the community and the Board, resulting in the final management plan.

7. Next Steps

· Council adopts the Omākau and Ophir Reserve Management Plan 2023

· The adopted Omākau and Ophir Reserve Management Plan 2023 is forwarded to all submitters with a formal response acknowledging their submission.

· The Omākau and Ophir Reserve Management Plan 2023 is uploaded to Council’s website.

8. Attachments

Appendix 1 - Final Omakau and Ophir Draft Reserve Management Plan.docx ⇩

Report author:	Reviewed and authorised by:

Maria Burnett	David Scoones
Parks Officer - Planning and Strategy	Group Manager - Community Experience
8/11/2023	15/11/2023

Council meeting Agenda

29 November 2023

23.11.10 Financial Report for the Period Ending 30 September 2023

Doc ID: 658371

1. Purpose

To consider the financial performance for the period ending 30 September 2023.

Recommendations

That the report be received.

2. Discussion

The presentation of the financials includes two variance analysis reports against both the financial statement and against the activities. This ensures Council can sight the variances against the ledger, and against the activities at a surplus/(deficit) value. The second variance analysis is to demonstrate the overall relationship between the income and expenditure at an activity level.

The third report details the expenditure of the capital works programme across activities. This helps track key capital projects across the year and ensures the progress of these projects remains transparent to Council.

The fourth and fifth reports detail the internal and external loans balances. The internal loans report forecasts the balance as at 30 June 2023, whereas the external loans show the year-to-date current balances due to payments throughout the year.

The sixth report details the external debt balances. External debt is managed using operating cashflows before being uplifted from the Local Government Funding Agency.

This report uses the below key to identify the favourable or unfavourable variances.

Abbreviation key for report

F = Favourable

U = Unfavourable

I. Statement of Financial Performance for the period ending 30 September 2023

2023/24	3 MONTHS ENDING 30 SEPTEMBER 2023					2023/24
		YTD	YTD	YTD
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income
41,869	Rates	10,491	10,747	(256)	˜	41,869
7,493	Govt Grants & Subsidies	2,701	1,873	828	˜	7,493
8,100	User Fees & Other	1,613	2,025	(412)	˜	8,100
10,589	Land Sales	1,371	2,647	(1,276)	˜	10,589
2,510	Regulatory Fees	819	627	192	˜	2,510
1,717	Development Contributions	1,663	429	1,234	˜	1,717
500	Interest & Dividends	200	125	75	˜	500
-	Reserves Contributions	272	-	272	˜	-
-	Profit on Sale of Assets	300	-	300	˜	-
1,139	Other Capital Contributions	236	369	(133)	˜	1,139
73,917	Total Income	19,666	18,842	824	˜	73,917

	Expenditure
14,849	Staff	3,340	3,710	370	˜	14,849
732	Members Remuneration	176	183	7	˜	732
8,577	Contracts	2,156	2,144	(12)	˜	8,577
3,336	Professional Fees	970	834	(136)	˜	3,336
17,528	Depreciation	4,382	4,382	-	˜	17,528
6,774	Costs of Sales	916	1,694	778	˜	6,774
3,857	Refuse & Recycling Costs	546	964	418	˜	3,857
-	Cost Allocations	-	-	-	˜	-
1,958	Repairs & Maintenance	515	490	(25)	˜	1,958
1,436	Electricity & Fuel	372	359	(13)	˜	1,436
-	Loss on Sale of Asset	-	-	-	˜	-
714	Grants	635	193	(442)	˜	714
1,249	Technology Costs	283	335	52	˜	1,249
299	Projects	59	75	16	˜	299
688	Rates Expense	581	471	(110)	˜	688
655	Insurance	224	164	(60)	˜	655
1,452	Interest Expense	576	347	(229)	˜	1,452
3,872	Other Costs	624	968	344	˜	3,872
67,976	Total Expenses	16,355	17,313	958	˜	67,976

5,941	Operating Surplus / (Deficit)	3,311	1,529	1,782		5,941

This table has rounding (+/- 1)

The financials for September 2023 show an overall favourable variance of $1.782M.

Income of $19.666M against the year-to-date budget of $18.842M

Development and reserve contributions are higher than budget. This is predominately due to the timing of subdivisions in Cromwell and when the invoicing of contributions occurs. Grants and subsidies are ahead of budget. Grant funding has been carried forward from the prior year for the Alexandra River Park, Alexandra Community Centre, new organic bins and Better Off Funding projects. The Waka Kotahi subsidies are on track with a small unfavourable variance of ($33k) User fees and charges are ($412k) behind budget, due to the timing of metered water ($643k). Land sales are behind budget. All land sales are complete for Dunstan Park stage 3 and there are currently no other subdivisions ready for sale.

29 November 2023

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Expenditure of $16.355M against the year-to-date budget of $17.313M

Expenditure has a favourable variance of $958k. The main drivers behind this are cost of sales, refuse and recycling, staff and other costs. Offsetting this favourable variance are professional fees, grants, rates expense and interest expense. The rate expense variance is due to the timing of the budgets with all Central Otago District Council rates paid in July 2023 while the budget is split over 12 months. Interest expense is higher than budget due to higher than expected market interest rates.

Other costs $344k F - A detailed breakdown for other costs is tabled below.

2023/24		YTD Actual	YTD Revised Budget	YTD Variance		2023/24
Annual Plan	Other Costs breakdown	YTD Actual	YTD Revised Budget	YTD Variance		Revised Budget
$000		$000	$000	$000		$000
530	Administrative Costs	93	132	39	˜	530
675	Office Expenses	194	169	(25)	˜	675
2,016	Operating Expenses	232	504	272	˜	2,016
394	Advertising	37	99	62	˜	394
181	Valuation Services	49	45	(4)	˜	181
76	Retail	19	19	-	˜	76
3,872	Total Other Costs	624	968	344		3,872

This table has rounding (+/- 1)

· Other costs include only need based expenses which fluctuate against budget from time-to-time. There is no significant variance of note to report on at present.

II. Profit and Loss by Activity for the period ending 30 September 2023

This table has rounding (+/- 1)

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

· Infrastructure $1.431M F – Income has a favourable variance of $1.468M. This is due to the timing of development contribution revenue. Cromwell and Clyde development contributions in water, roading and wastewater are higher than budgeted. Expenditure has an unfavourable variance of ($37k). This is due to the amount of staff salaries allocated to capital projects.

· Roading ($27k) U – Income has a favourable variance of $255k. This is being driven by income received for a road stopping (Res 21.5.10) on Muttontown Road for the Clyde subdivision. Expenditure has an unfavourable variance of ($282k). This is mainly due the timing of the roading maintenance work programme, this can fluctuate from the budget due to the work programme.

· Waste Management $1M F – Income has a favourable variance of $295k. This variance is being driven by grants and subsides $464k and other revenue ($145k). The council received funding from the Ministry for the Environment for the rollout of the organic bins. Other revenue includes fees and charges for the transfer stations, these fluctuate based on transfer station users. Expenditure shows a favourable variance by $713k. The council is working through the new waste management contract, which has delayed the billing process. This is being worked through and will be sorted in November 2023.

· Parks and Recreation ($71k) U – Income has a favourable variance $327k. This variance is being driven subsidies and grants. Better Off Funding received for the Cromwell and Alexandra pools of $213k and $125k of Ministry of Business, Innovation and Employment for the Alexandra River Park. Expenditure has an unfavourable variance by ($398k). The $400k grant has been made to IceInLine for the roof. The budget for this is against capital budgets and will be moved to operating expenditure budgets as part of forecast budget adjustments.

· Corporate Services ($42k) U – Income has an unfavourable variance of ($19k). User fees and charges are lower than budget by ($9k) and subsidies and grants ($8k). User fees and other are being driven by income collected for final water meter readings, this income has been re-allocated to the water cost centres to align with the expenditure. The variance for subsidies and grants is due to the timing of the Better Off Funding for the digitisation of rateable property files project. Expenditure shows an unfavourable variance of ($23k). This is due to the insurance premium for the 2023/24 period of cover, with the remaining four months of the premium released in July 2023.

· People and Culture ($218k) U – Income has an unfavourable variance of ($275k). Subsidies and grants are behind budget. Better Off Funding is expected for the RFID Installation at the Libraries and the Alexandra library renovation. These projects have not started yet and the funding will be received as the projects progress. Expenditure shows a favourable variance of $57k. Driving this is the timing of Kotui Library Services annual subscription of $30k, with the remaining variance relating to other operating expenditure. The Kotui Library Services payment has come through in October 2023.

· CEO $92k F – Income has an unfavourable variance of ($20k). Expenditure shows a favourable variance of $112k. This variance is being driven by staff of $86k, operating contracts of ($39k) and professional fees $52k. The operating contracts variance is due to the timing of the budget split and the Aukaha partnership agreement full year payment made in September 2023.

· Property ($552) U – Income shows an unfavourable variance of ($1.224M). This is mainly due to the timing of land sales. Dunstan subdivision stage 3 land sales are now completed with no other subdivisions ready for sale. Expenditure has a favourable variance of $672k. This is due to cost of sales which relate to the timing of subdivisions. Cost of sales are being finalised for Dunstan Park stage 3.

· Governance and Community Engagement $93k F – Income has a favourable variance of $49k. Main drivers include subsidies and grants $17k and other revenue $33k. Other revenue is higher than budget due to a contribution received for the Collaborative Trails marketing project. Expenditure has a favourable variance of $44k. This is due the timing of tourism Central Otago marketing campaign expenditure.

· Planning (Regulatory) $499k F – Income has a favourable variance of $192k. This is due to majority of dog registration fees being received in July 2022 to cover the entire 12-month period. Expenditure has a favourable variance of $307k. This is primarily due to professional fees of $137k and staff of $147k.

· Three Waters ($919k) U – Income has an unfavourable variance of ($711k). This is predominately due to the timing of metered water sales ($643k) and the budget alignment. The next meter reads are due in November and December 2023. Expenditure has an unfavourable variance of ($208k). Interest expense is higher than the Annual Plan as market interest rates are higher than planned.

III. Capital Expenditure

Year-to-date, 16% of the total capital spend against the full year’s revised capital budget, has been expensed. Carry forward capital works project budgets from 2022/23 are still being worked through. Those projects that had started in the previous year are continuing. The carry forward budgets will be presented to the Council towards the end of the calendar year.

2023/24						2023/24	Progress to date against revised budget
Annual Plan	CAPITAL EXPENDITURE	YTD Actual	YTD Revised Budget	YTD Variance		Revised Budget
$000		$000	$000	$000		$000
2,123	Better Off Funding DIA	364	531	167	˜	2,123	17%
17,140	Council Property and Facilities	1,001	4,285	3,284	˜	17,140	6%
50	Customer Services and Administration	5	13	8	˜	50	9%
326	Vehicle Fleet	53	81	28	˜	326	16%
201	Information Services	150	50	(100)	˜	201	75%
164	Libraries	42	41	(1)	˜	164	25%
1,841	Parks and Recreation	320	460	140	˜	1,841	17%
58	Planning	-	15	15	˜	58	0%
5,020	Roading	1,150	1,255	105	˜	5,020	23%
12,172	Three Waters	2,963	3,043	80	˜	12,172	24%
-	Waste Management	400	-	(400)	˜	-	0%

39,094	Grand Total	6,447	9,774	3,326		39,094	16%

This table has rounding (+/- 1)

Better Off Funding DIA $167k F – The Alexandra and Cromwell pool liner projects have started along with the digitisation of rateable property files. Grant funding from the Department of Internal Affairs is uplifted as milestones are meet.

Council Property and Facilities $3.284M F –The William Fraser building bathroom project has been completed. The Cromwell Memorial Hall project is approaching the completion of the design and is currently undertaking contractor procurement and preparing for demolition and construction in 2024. The Cromwell Town Centre project is in the preliminary concept stage. The Alexandra Community centre earthquake strengthening project has started with detailed designed and building consent being prepared.

Vehicle Fleet $28k F – Vehicle renewals and purchases are under budget. The vehicle renewals programme is being assessed before renewals begin.

Information Services ($100k) U – Information service projects are ahead of budget, projects are continuing from the prior year and are waiting for the carry forward budgets to be completed. Projects include geographic information systems $24k, financial performance improvement ($47k), enhanced customer enterprise digital services ($12k) and information and records management ($62k).

Libraries ($1k) U – The Alexandra library building upgrade budget is to be carried forward from the prior year. At present the library book renewals are aligned with budget.

Parks and Recreation $140k F – This is driven by a mixture of the timing of project budgets, work programmes and contractors’ availability to perform the work. Parks and reserves have a favourable variance by $126k, with major projects including Alexandra town centre $80k, Anderson Park $22k, Omakau recreational reserve $44k, Pioneer Park ($71k) and Cromwell reserves $35k. Electrical work was carried out at Pioneer Park after a review of the electricity network was carried out and advised that the infrastructure needing to be upgrades (VCB resolution 23.6.3). Cemeteries has an unfavourable variance of ($3k). The Alexandra cemetery landscaping and planting project progressed over the winter and into the new financial year. Swimming pools has a favourable variance of $7k, including Cromwell Pool ($10k) and Alexandra Pool $17k.

Planning $15k F – The dog registration software project has not yet started.

Roading $105k F – This is due to the timing of the work programme and budget. Roading projects includes drainage renewal roading $20k, grave road renewals $437k, minor improvements ($746k), sealed road renewals $291k, structures renewals $112k, district wide footpath renewals ($37k) and carpark renewals $50k. Minor improvements includes the Clyde Heritage precinct project which has been continued from 2022/23 and the budget will be carried forward.

Three Waters $80k F – This is predominately due to timing of construction works, these can be ahead of budget or behind due to the work programme. Carry forward budgets are being prepared. The main driver to this variance includes stormwater improvement ($459k), stormwater renewals $68k, wastewater improvements ($26k), wastewater renewals $28k, water supply improvements $878k and water supply renewals ($408k).

Waste Management ($400k) U – The green waste processing project along with the Cromwell transfer station upgrade project are progressing with budgets being carried forward from 2022/23.

IV. Internal Loans

Forecast closing balance for 30 June 2023 is $4.32M.

OWED BY	Original Loan	1 July 2023	30 June 2024 Forecast
OWED BY	Original Loan	Opening Balance	Closing Balance
Public Toilets	670,000	443,899	418,752
Tarbert St Bldg	25,868	10,019	8,400
Alex Town Centre	571,418	229,971	194,949
Centennial Milkbar	47,821	14,973	11,621
Pioneer Store Naseby	21,589	8,213	6,760
Water	867,000	663,496	634,634
ANZ Bank Seismic Strengthening	180,000	137,750	131,758
Molyneux Pool	650,000	531,150	498,650
Maniototo Hospital	1,873,000	1,670,314	1,615,133
Alexandra Airport	218,000	189,135	180,720
Roxburgh Community Pool Upgrade	250,000	241,384	232,446
Molyneux Pool - Iceinline Roof Upgrade	400,000	400,000	386,215
Total	5,774,695	4,540,304	4,320,038

This table has rounding (+/- 1)

V. External Loans

The total amount of external loans at the beginning of the financial year 2023-24 was $76k. As at 30 September 2023, the outstanding balance was $61k. Council has received $15k in principal payments and $1k in interest payments.

Owed By	Original Loan	1 July 2023 Actual Opening Balance	Principal	Interest	30 September 2023 Actual Closing Balance
Cromwell College	400,000	57,807	9,732	796	48,075
Maniototo Curling	160,000	7,459	3,727	77	3,729
Oturehua Water	46,471	10,771	1,566	134	9,205
	606,471	76,037	15,025	1,007	61,009

This table has rounding (+/- 1)

vi. External Debt

The total of external debt is $25M with a planned external debt of $70.7M at the end of this financial year. External debt is managed using operating cashflows to reduce the impact from interest rates. Debt is currently being uplifted in the three waters area.

A graph of a number of people

Description automatically generated with medium confidence

Reserve Funds table

· As at 30 June 2023 the Council had an unaudited closing reserve funds balance of $11.016M. This reflects the whole district’s reserves and factors in the district-wide reserves which are in deficit at ($24.69M). Refer to Appendix 1.

3. Attachments

Appendix 1 - Unaudited Council Reserves Table 2022-23 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Saskia Righarts
Accountant	Group Manager - Business Support
16/11/2023	20/11/2023

29 November 2023

A brown and white logo

Description automatically generated

6 Mayor’s Report

23.11.12 Mayor's Report

Doc ID: 1392635

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

Tamah and I attended the Future By Local Government second meeting alongside 200 other local government delegates in Wellington last month. I have emphasised the word “by” because this is different but integrally linked to the Future For Local Government report that was released earlier this year. The Panel that did that work has now disbanded, leaving their report potentially waiting to collect dust on the shelf somewhere in Wellington. However, the view of the LGNZ National Council that I sit on, and I think it fair to say most people who work in local government be they elected members or staff, is that the current model we have is unsustainable and if we don’t drive change, circumstances will force change on us. The use of the word “by” indicates that the baton has passed from the Panel to local government itself.

This meeting followed one in earlier in the year that we also both attended that started the task of taking the 17 recommendations made by the Panel and putting them in to a shape that we believe a consensus of councils will agree on to be used as the platform to start discussions on the way forward with the incoming government. There is a SGM of LGNZ on December 11^th which will endeavour to gain that consensus vote.

The day after this meeting, we alongside Peter attended the Rural and Provincial sector meeting. One of the key-note speakers at the start of the day was our new Audit and Risk Chair Bruce Robertson who made clear the challenges the sector faces from a financial viewpoint and his view on how they should be approached. The nub of what I took out of his comments was that what we are facing in terms of potential rates rises across the country is due to a number of reasons, but a significant driver is our propensity across councils for getting tomorrow to pay for today, and that tomorrow is now here. There was much talk amongst attendees as to what each of our “numbers” are, these being anticipated next average residential rates rise which come as a starting point before we look at ways to ease the burden. Most people were talking with ashen faces of high 20% figures or even in the 30’s. We don’t have “the number” at present but it will however be well above 20%. Factors are general and build inflation, the Three Waters (which is likely to be greater than +10% on its own), resolving our bridge issues, incredible compulsory audit fees, increased values leading to increased depreciation costs, massive insurance cost increases and more.

All the factors I have written above are not costs we can responsibly avoid. We are all fully conscious of the impact of a huge rates increase on our people in an already tight economy and we will of course be looking at means to lessen this number, but there needs to be balance. Like Bruce Robertson, I am not in favour of making tomorrow pay for today by not funding depreciation where it is needed to be funded. We also don’t want to throw out good investments for short term gain. We will need to look at asset sales and how any proceeds are applied, and we will be looking at a governance restructure to increase efficiency through our Representation Review. We will also be looking at creating other means of income outside of rates. We will also be discussing with the community what things we do now it wants us to think about doing without in the future in order to reduce the shock that is coming.

I note at present that CODC is at the top of the bottom third of councils for average residential rates and has one of the lowest debt burdens, so we are facing a crisis that is across the country from a better starting point than many, but again I recognise this will come as little solace to those finding things hard financially at present.

Alongside Peter, I attended the Remembrance Day ceremony at Weaver Close in Alexandra. This was a very special occasion, marking not just the 105^th anniversary of the guns falling silent on the Western Front but also the dedication of the first of the Poppy Places signs across the district. You will remember we voted in favour of poppies being placed on street signs where that street had been named after a serviceperson back in August. However, this special occasion has been tarnished somewhat by the recent theft of the Tohill Court sign. These Poppy Places signs are memorials, and it must be hoped that the person who took the sign will think of that and quietly return it from where it came.

I attended and spoke at the Opening of Monte Christo winery at Springvale. This is the site of the South Islands first winery, and its main building encompasses some of the original building. There has been a significant investment here and has been done with great sympathy and taste. Infrastructure such as this adds greatly to the stickability of our tourism offering in the Clyde area. The winery opens to the public at the end of the month. The following day I also spoke at the dedication of the multicultural mural at the Alpha Street Reserve in Cromwell. This is a great piece of art and being there on the day and hearing of how it came about and hearing from the folk who have their faces on it was excellent. Congratulations and thanks are warranted by all involved.

I had an impromptu meeting with an Auckland-based fruit exporter and his Taiwanese client. Taiwan takes 55% of our cherry crop. He emphasised the importance of maintaining our high quality and his concern about the effect that any lowering of quality would have. To coin a phrase, on bad cherry could spoil the whole bunch and we must be very protective of our brand because if we lose our premium reputation, our high price point will not be tolerated.

On the first of November I MC’ed the Arts showcase at Terrace School which brought together tamariki performers from around the district. What an absolute treat that was, sitting watching young ones engage in their passions and culture with confidence and great ability. That night I attended the Dunstan High School senior prizegiving. These occasions are a highlight of the mayoral calendar as we all get to see how well our rangatahi are progressing through life. Truly inspiring.

On the 17^th of November, I attended the dedication of the galaxiid sanctuary at Spec Creek on the Dansey’s Pass Road on a very cold, wet afternoon. Despite the conditions there was a large turnout. It was excellent to see so many people come to recognise the work of Tiaki Māniatoto, the farming families involved and others that have made this Sanctuary happen. Our galaxiids are a crucial taonga to Central Otago and the world and anything that protects them from the invasive pest the trout and enhances their tiny footholds in what was their natural environment must be applauded.

Huge congratulations to the CODC Information Management team who have won the Association of Local Government Information Management Information Management Team of the Year Award. This is a huge honour and shows the calibre of the people we have working in this organisation.

I spent three weeks in Asia in October and was reminded, as if I needed to be, as to how lucky we are to live here. We take a lot for granted but one thing we may not think of because it is such a part of our life is our total cultural intolerance of corruption. From what I could gather talking to locals, corruption at a local government level is rife, almost omnipresent, and is a huge drag on the economy and on getting things done. Our zero tolerance must remain right across government and business. While it is always nice to go away, coming home and being able to breath the air, soak in the peace, look at the stars and not have to see masses of waste is always a reminder of just how blessed we are to live here.

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

22/11/2023

Vincent Community Board Minutes

17 October 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, 17 October 2023 COMMENCING AT 10.00 am

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), D Scoones (Group Manager - Community Experience), L van der Voort (Group Manager - Planning and Infrastructure), D Rushbrook (Group Manager - Community Vision), S Righarts (Group Manager - Business Support), L Fleck (General Manager – People and Culture, G Bailey (Parks and Recreation Manager), M Burnett (Parks Officer – Strategy/Planning), G Robinson (Property and Facilities Manager), T Bates (Property Officer), F Somerville (Roading Administration Assistant), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

The Chair welcomed the new Chief Executive Officer

1 Apologies

Committee Resolution

Moved: Alley

Seconded: McPherson

That apologies from Cr T Paterson be received and accepted.

Carried

2 Public Forum

There were no speakers at public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Johns

Seconded: Browne

That the public minutes of the Vincent Community Board Meeting held on 5 September 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

23.7.2 Draft Omakau Reserve Management Plan

Consider submissions received to the Draft Omakau and Ophir Reserve Management Plan 2023 and recommend the final plan to Council for adoption.

It was positively acknowledged that there were a large number of submissions received from the younger generation.

Committee Resolution

Moved: McPherson

Seconded: Cromb

That the Vincent Community Board

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

B. Resolves that the submissions be received.

C. Recommends that the suggested amendments and changes to the Plan is approved.

D. Recommends to Council the adoption of the amended Omakau and Ophir Reserve Management Plan 2023.

Carried

23.7.3 Omakau Community Hub Project Update

The report gave a summary of the progress since the concept design was approved by the board in 2019. The community group involved have now gained charitable status and are called the ‘Manuherikia Valleys Charitable Trust’. They have been meeting regularly with council staff to discuss scope and have produced a fully developed concept design.

It was noted that a further report will come to the board with the detailed design and proposal for the removal of the existing building.

Committee Resolution

Moved: Johns

Seconded: Hammington

That the report be received.

Carried

23.7.4 Road Name Approval Report - Off Letts Gully Road

To consider a request to name a road off Letts Gully Road.

Committee Resolution

Moved: Browne

Seconded: Hammington

That the Vincent Community Board

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

B. Agrees to approve a road named Gladstone Lane.

Carried

23.7.5 2024 Meeting Schedule

To approve a schedule of Vincent Community Board meetings for 2024.

After discussion the meeting scheduled for Monday 5 February was moved to Wednesday 7 February.

Committee Resolution

Moved: Cromb

Seconded: Hammington

That the Vincent Community Board

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

B. Adopts the proposed 2024 meeting schedule for the Vincent Community Board with an amendment to the meeting date in February from Monday 5th to Wednesday 7th February.

Carried

Note: Mr Cromb declared an interest in item 23.7.6. He left the room and did not take part in the discussion or vote.

23.7.6 Attendance at the Young Elected Members Hui

To consider giving permission for Jayden Cromb to attend the Young Elected Members Hui.

It was noted that in future an increased transparency around what training budget was available for members and what the intended outcome of expenditure of this should be.

Committee Resolution

Moved: McPherson

Seconded: Browne

That the Vincent Community Board

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

B. Approves Jayden Cromb to attend the Young Elected Members Hui in December 2023.

Carried

23.7.7 Mayor's Report

His Worship the Mayor was not present at this meeting.

7 Chair's Report

23.7.8 Chair's Report

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

· Attended a Future for Local Government hui to discuss Where to From Here’ following the draft ‘Future for Local Government’ proposal

· Attended the Blossom Festival noting the brilliant turnout and number of attendees who had travelled from out of district

· Noted recently linking volunteers with Living Options

· Attended the Hospice dinner and acknowledged large amount of money that was raised for the charity

· Attended an informative presentation about online safety given by Robe Cope held at the Alexandra Bowls Club

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

8 Members' Reports

23.7.9 Members' Reports

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

Dr Browne reported on the following:

· Chaired two meetings of the Creative Writers Circle

· Assisted at a demonstration concert for the Saturday morning music classes

· Attended a meeting of the Central Otago District Arts Trust

· Attended the AGM of ADMI (Central Stories)

· Gave a talk at Alexandra U3A

· Gave a music performance at the Golden View Rest home

· Gave a music performance at Central Stories

· Attended an ADMI board meeting

· Attended the opening of the Blossom Festival and the Arts Society exhibition, noted the success of this event given the preceding weather

· Attended the AGM of the Haehaeata Trust

· Together with thousands of others thoroughly enjoyed the Blossom Festival parade and afternoon in the park

· Attended a meeting of Keep Alexandra Clyde Beautiful

· Attended a business breakfast (speaker: Dr Greg Bodeker)

· Attended a meeting of the Dunstan Friendship Club

· Attended a Neurological Foundation meeting via Zoom

· Attended the AGM of Leaning Rock Village

· Noted with sadness the outbreak of war in the Middle East

Mr Johns reported on the following:

· Has been working with the Vallance Cottage committee

· Attended a ‘Business After 5’ meeting held at the Golf Course

· Noted the large number of visitors to the Golf Course and to the district

Mr McPherson reported on the following:

· Acknowledged the support he received from Central Otago District Council staff throughout the Blossom Festival period

· Gave an update the progress made with working through Plan Change 19 and noted the large amount of work that has been completed to get the project this far

Mr Hammington reported on the following:

· Chaired the Leaning Rock Retirement Village AGM

· Attended a Promote Dunstan AGM, noting the interesting report back from the attendee of the Burgundy Exchange

· Was part of the Blossom Festival Committee noting the really positive feedback from stallholders

Mr Cromb reported on the following:

· Attended the Haehaeata Trust AGM, acknowledge the work of staff in setting up an memorandum of understanding with the Trust

· Noted the positive feedback from all who attended the Blossom Festival

· Was an apology for the St Bathans meeting. Noted that fête preparations were ongoing

· Attended a planting day for the Community Gardens

· Attended a Vallance Cottage open day and encouraged members to attend the next open day

· Acknowledged the work done by Rino Tirikatene representing the Te Tai Tonga electorate

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

9 Status Reports

23.7.10 October 2023 Governance Report

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

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 21 November 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
23.7.11 - October 2023 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 10.41 am and the meeting closed at 10.43 am

Teviot Valley Community Board Minutes

19 October 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, 19 October 2023 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support), P Penno (Community and Engagement Manager), A Rodgers (Principal Policy Planner), E van der Westhuizen (Cadet), S Reynolds (Governance Support Officer)

The Chair welcomed the new Chief Executive Officer.

1 Apologies

There were no apologies.

2 Public Forum

There were no speakers at public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Feinerman

Seconded: Booth

That the public minutes of the Teviot Valley Community Board Meeting held on 7 September 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

23.6.2 2024 Meeting Schedule

To approve a schedule of Teviot Valley Community Board meetings for 2024.

The board requested that all future meetings be held in the morning instead of the afternoon, and an amendment was made to the resolution to reflect this change.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the Teviot Valley Community Board

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

B. Adopts the proposed 2024 meeting schedule for the Teviot Valley Community Board with a note that future Community Board meetings will be held in the morning.

Carried

6 Mayor’s Report

23.6.3 Mayor's Report

His Worship the Mayor was not in attendance at this meeting.

7 Chair's Report

23.6.4 Chair's Report

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

· Noted that there are many projects that have been a long time in the planning that are now coming into fruition, at the time of year where we welcoming a large number of visitors

· Noted the imminent opening of the swimming pool and acknowledged all the great work undertaken to get it to this point

· Also noted there is a good amount of construction work being done in the valley

· Attended several business group meetings

· Had been liaising with community members about recent road closures

Committee Resolution

Moved: Booth

Seconded: Jessop

That the report be received.

Carried

8 Members' Reports

23.6.5 Members' Reports

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

Mr Jessop reported on the following:

· Noted he is pleased to be back to meetings after missing several whilst he was overseas

· Attended a Teviot Museum meeting, they are preparing for opening in their new premise early next year

· Attended a Teviot Prospects meeting

· Attended a Millers Flat coffee meeting

· Attended an Otago Regional Council meeting

· Attended a Spatial Plan meeting

· Attended the Helios Energy, solar power project meeting, noting the large scale operation they are proposing

Ms Booth reported on the following:

· Attended the Medical Trust meeting

· Attended a Business Breakfast where the ‘50 Year Vision’ and the Teviot Spatial Plan were discussed

Mr Read reported on the following:

· Attended a community garden group meeting

· Attended a MacPhail trust meeting

· Noted positivity around the new government halting the Lake Onslow project

· Also noted the rapid growth of Otago Regional Council as they expand their staffing numbers and their rates charges increase

Cr Feinerman reported on the following:

· Attended the Mihi Whakatau for the new Chief Executive Officer

· Attended a Walkways meeting and gave an update on their projects

· Attended a swimming pool meeting as they prepare for the opening

· Attended a Business Breakfast meeting

· Attended a Teviot Spatial Plan meeting last night with an impressive

· Gave an update to the board on the September Council meeting and Audit and Risk meeting

· Attended a Council workshop on Cromwell Town Centre Project

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

9 Status Reports

23.6.6 October 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: Booth

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 23 November 2023.

The meeting closed at 2.43 pm

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

CHAIR / /

Cromwell Community Board Minutes

24 October 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 Tuesday, 24 October 2023 COMMENCING AT 2.02 pm

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), R Williams (Community Development Advisor), G Bailey (Parks and Recreation Manager), M Tohill (Communications Officer), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Puāwai Rua Room 7, from Goldfields Primary School – Litter and Dog Waste on Greenways

The students had observed a large amount of litter and dog poo on their walks along the Greenways. They made presentation noting why the waste ruined the clean and green environment and their ‘Tūrangawaewae’. They asked for more investment in litter bins, some provision of poo bags and for signs to be displayed along the greenways reminding residents not to drop litter and to pick up their dog waste. They had created some posters to illustrate what they were proposing.

Darren Fox – Suggested Workers Accommodation at the Cromwell Racecourse

Mr Fox had observed a lack of inexpensive short-term housing in the district, particularly due to the recent and forthcoming closures of the towns camping facilities. He suggested leasing some Council-owned reserve to address this demand. He also noted a shortage of affordable long-term housing options for families and individuals as the current housing stock was not meeting the demand.

Dennis Booth – Cromwell Tennis Club

Mr Booth spoke on behalf of the club to their request to install a container to be used by members for shelter and for storage. This container would be donated at no cost to the council. He noted that the existing provision of the rugby club rooms is difficult to access and too far away. They are requesting additional land use to facilitate the container.

Mark Christie - Bannockburn Community Centre Committee

Mr Christie spoke to the application from Bannockburn Community Centre Committee requesting for a portion of the grant previously received for external upgrades be redirected to cover internal painting.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Scott

That the public minutes of the Cromwell Community Board Meeting held on 13 September 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

23.8.2 Bannockburn Community Centre Management Committee Grant Accountability and Request

To note the accountability report from the Bannockburn Community Centre Management Committee and consider their request to use the unspent portion of their grant to repaint areas in the main hall.

Committee Resolution

Moved: Laws

Seconded: Sanford

That the Cromwell Community Board

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

B. Notes the accountability report from the Bannockburn Community Centre Management Committee

C. Agrees to allow the Bannockburn Community Centre Management Committee to use the unspent portion of their 2022/23 grant of $4519.50 on repainting areas in the main hall.

Carried

23.8.3 Central Lakes Equestrian Club

To consider a request from the Central Lakes Equestrian Club to vary their lease with Council to allow the Central Lakes Equestrian Club to access the irrigation bore pump and associated infrastructure within the Cromwell Racecourse Recreation Reserve.

After discussion it was noted that there was already a bore present and that the club would only need to access the existing infrastructure to put their own irrigation in.

Recommendations

That the Cromwell Community Board

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

B. Agrees in principle for the Cromwell Equestrian Club to access and develop the irrigation bore and associated infrastructure at the Cromwell Racecourse reserve subject to any Resource Consent and water permit requirements.

C. Agrees to vary the lease between the Central Otago District Council and the Central Lakes Equestrian Club to allow the Central Lakes Equestrian Club to access and develop the water bore and associated infrastructure in the Cromwell Racecourse Reserve.

D. Authorises the Chief Executive officer to take undertake the required action to give effect to this resolution.

E. Notes that the Board will not provide funding for this project.

Carried

23.8.4 2024 Meeting Schedule

To approve a schedule of Cromwell Community Board meetings for 2024.

Committee Resolution

Moved: McConnell

Seconded: Laws

That the Cromwell Community Board

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

B. Adopts the proposed 2024 meeting schedule for the Cromwell Community Board.

Carried

6 Mayor’s Report

23.8.5 Mayor's Report

His Worship the Mayor was not in attendance at this meeting.

7 Chair's Report

23.8.6 Chair's Report

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

· Attended the Cromwell Town Centre workshop held in Alexandra.

· Attended a Cromwell District Museum meeting, noting that they have an exhibition opening this week focusing on Chinese History in the area.

· Attended Polyfest in Queenstown with 95 students, junior and senior Kapa haka group

Committee Resolution

Moved: Harrison

Seconded: Browne

That the report be received.

Carried

8 Members' Reports

23.8.7 Members' Reports

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

Mr Scott reported on the following:

· Attended the AGM Cromwell and Districts Community Arts Trust

· Attended the AGM of the Cromwell and Districts Promotions Group, noted the interesting talk by Kate Agnew who was responsible for organising the Netball World Cup in South Africa and is now the GM of the Southern Steel netball team

· Attended the AGM of the Cromwell and Districts Community Trust who were focusing on working towards an exhibit at the Cromwell Museum

· Attended the Cromwell Town Centre workshop

· Attended the Cromwell Street Party and Fireworks noting the magnificent fireworks display and good attendance

· Attended two meetings to organise the Lions Charity Golf Day, to be held on 12 November to raise money for the Cromwell Rowing Club

Cr Browne reported on the following:

· Noted she was proud to lay a brick at the Southland Hospital and acknowledged the incredible feat of fundraising

· Accompanied school students taking part in the Cromwell Half Marathon noting very cold conditions

· Attended the 5km Breast Cancer walk put on by Anthea Lawrence

· Completed a Hospice training weekend and joined the biography team as a reporter, creating biographies for families as a hospice volunteer.

· Attended the Cromwell and Districts Community Trust AGM, noted the plans for the Chinese Settler project

· Attended the Central Otago Hockey debrief for the season noted that they are at capacity for many grades

· Attended the Polyfest, noting great number of students taking part

· Attended the Promote Cromwell Fireworks and street party

Mr Sanford reported on the following:

· Attended two dig nights with Bannockburn Mountain Bike Club

· Competed in the Naseby 12-hour event, and noted it was the last year for 12 hour event, as the numbers have declined in recent years

· Noted that the Nevis Valley Gut Buster had also been cancelled

· Attended the Cromwell and Districts Community Trust AGM

· Attended workshop with Councillors about Cromwell Town Centre development

· Spent Labour weekend at the Te Anau fishing competition

· Attended the Promote Cromwell Fireworks

Cr Laws reported on the following:

· Attended the Cromwell Community House AGM

· Attended a Historic Precinct meeting, noting that they are planning a garden party event in November

· Gave an update on the September Council meeting

· Attended the workshop session for Town Centre project

Ms McConnell reported on the following:

· Attended the ASB Great Debate featuring the finance spokespersons

· Voted in the general election

· Attended the Bannockburn Art Exhibition

· Attended the Cromwell Town Centre workshop in Alexandra

· Attended the fireworks

Cr Gillespie reported on the following:

· Gave an update on the September Council meeting, noting that there is going to be a new access road off Ord Road

· Gave an update on the recent Hearings Panel meetings

· Attended the Tarras Volunteer Fire Brigade Honours night and the Cromwell Volunteer Fire Brigade Honours night and acknowledged the recipients

Committee Resolution

Moved: Laws

Seconded: Sanford

That the report be received.

Carried

9 Status Reports

23.8.8 October Governance Report

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

Committee Resolution

Moved: Browne

Seconded: Laws

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 28 November 2023.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Gillespie

Seconded: Scott

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

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

Carried

The public were excluded at 3.17 pm and the meeting closed at 3.28 pm

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

CHAIR / /

Maniototo Community Board Minutes

26 October 2023

MINUTES OF A meeting of the
Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 26 October 2023 commencing AT 2.00 pm

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), Q Penniall (Infrastructure Manager), D Scoones (Group Manager - Community Experience), P Fleet (Roading Manager), P Keenan (Capital Projects Programme Manager), G Bailey (Parks and Recreation Manger), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 ApologiES

Committee Resolution

Moved: McAuley

Seconded: Duncan

That apologies from Mr M Harris be received and accepted.

Carried

2 Public Forum

There was no public forum.

3 Condolences

The chair referred to the deaths of Tony Kreft, Enoch Hawea, Conrad Miles. Members stood for a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Duncan

Seconded: Helm

That the public minutes of the Maniototo Community Board Meeting held on 14 September 2023 be confirmed as a true and correct record.

Carried

5 Declarations of Interest

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

6 Reports

23.5.2 Ranfurly Pool Opening Hours

To consider amending the opening hours of the Ranfurly Pool for the 2023/24 season.

It was noted that the overspend could be offset with effective advertising and promotion of the new hours encouraging increased use.

Committee Resolution

Moved: McAuley

Seconded: Duncan

That the Maniototo Community Board

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

B. Notes the opening hours of the Ranfurly Pool for the 2023/24 season:

Monday - Friday

7.00am - 6.00pm

Saturday - Sunday

Saturday 10:00am – 5:00pm

Sunday 10:00am – 5:00pm.

C. Authorises an overspend of up to $5000 to cover additional staff costs.

Carried

23.5.3 2024 Meeting Schedule

To approve a schedule of Maniototo Community Board meetings for 2024.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the Maniototo Community Board

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

B. Adopts the proposed 2024 meeting schedule for the Maniototo Community Board.

Carried

7 Mayor’s Report

23.5.4 Mayor's Report

The Mayor was not present at this meeting.

8 Chair's Report

23.5.5 Chair's Report

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

· Attended the book launch for ‘Thomas Gilchrist and Sons Limited of the Maniototo’ held at Oturehua Hall, noting the good attendance

· Attended Ewan Mason’s 50-year service award celebration

· Met up with Fulton Hogan staff to discuss the water incident in Ranfurly in February

· Acknowledged Janice Remnant who has completed 20 years at CODC

· Met with Kristina Wills to get an update on the plans for Ranfurly’s 125^th Celebrations

· Noted that the road is slumping on Pery Street, and requested that this is investigated

Committee Resolution

Moved: Hazlett

Seconded: Helm

That the report be received.

Carried

9 Members' Reports

23.5.6 Members' Reports

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

Ms R McAuley reported on the following:

· Noted that there is a new business soon to open on the Main Street

· Requests that a sign could be put up at the cemetery to show where the tap is for hand washing before burials

· Noted that town is busy and there are lots of events on in the run up to the 125^th Celebrations

Mr D Helm reported on the following:

· Attended Ewan Mason’s 50-year service award celebration

· Noted that the broom on the roadsides needs spraying

Cr Duncan reported on the following:

· Attended the book launch for ‘Thomas Gilchrist and Sons Limited of the Maniototo’ noting the history associated with the building and the Gilchrist family

· Noted that he has had several requests to keep the toilets in the Railways Station in use

· Attended a working bee at the Wedderburn Hall noting a good attendance

· Gave an update on recent Council meeting and the Cromwell Town Centre workshop

· Noted recent discussions with Dr Steph Rotarangi the Deputy National Commander for Fire and Emergency NZ, who expressed concerns around predictions of future droughts in Australia and New Zealand

· Noted the discussions around solar farms and the impact this could have on the area

Committee Resolution

Moved: McAuley

Seconded: Helm

That the report be received.

Carried

10 Status Reports

23.5.7 October 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: Duncan

Seconded: Helm

That the report be received.

Carried

11 Date of the Next Meeting

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

The meeting closed at 2.27 pm

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

CHAIR / /


AGENDA Ordinary Council Meeting Wednesday, 29 November 2023
Date:	Wednesday, 29 November 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:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
20/11/2023	20/11/2023