Agenda of Council meeting - Wednesday, 28 February 2024

Council Meeting Agenda

28 February 2024

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, 31 January 2024 COMMENCING AT 10.30 am

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), L Fleck (General Manager - People and Culture), J Muir (Three Waters Director), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer), Q Penniall (Infrastructure Manager), P Fleet (Roading Manager), L Hunter (Solid Waste Team Leader), N Lanham (Economic Development Manager), M Burnett (Parks Officer – Strategy/Planning), J Thomas (Water Services Monitoring/Compliance Officer) and W McEnteer (Governance Manager)

1 Karakia

Cr Gillespie gave a karakia to begin the meeting.

2 Apologies

There were no apologies.

3 Public Forum

Peter Griffioen - Central Otago Housing Group

Mr Griffioen introduced the Central Otago Housing Group and discussed their formation and mission. He noted that they were working on scope at the moment and that they would look to return to Council after they had had a needs assessment completed. He then responded to questions.

4 Confirmation of Minutes

Resolution

Moved: Browne

Seconded: Paterson

That the public minutes of the Ordinary Council Meeting held on 13 December 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

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

24.1.2 Water Services Operations and Maintenance Contract 2022

To consider procurement of the delivery of Three Waters operations and maintenance activities from 1 July 2024.

Resolution

Moved: Duncan

Seconded: McPherson

That the Council

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

B. Approves extending the existing Three Waters Maintenance and Operations contract with Fulton Hogan for a further 12 months to 30 June 2025.

C. Directs staff to prepare and present a procurement plan for delivery of Three Waters Operations and Maintenance and minor capital works on 20 March 2024.

D. Authorises the Chief Executive to give effect to this resolution.

Carried

24.1.3 January Wastewater Compliance Status Update

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

Resolution

Moved: Gillespie

Seconded: Feinerman

That the report be received.

Carried

24.1.4 Proposal for Electronic Waste Disposal

To consider introducing electronic waste collections at the Alexandra and Cromwell transfer stations.

After discussion it was agreed that having some sort of system for Roxburgh and Ranfurly would be advantageous, and that would become operational once a suitable service became available.

Resolution

Moved: McPherson

Seconded: Browne

That the Council

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

B. Approves the amendment to the Environmental Services 2023/24 fees and charges schedule to introduce an electronic waste collection at the Alexandra and Cromwell transfer stations.

C. Notes that a separate system for Roxburgh and Ranfurly transfer stations will be operational when a suitable service is available.

Carried

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

24.1.5 Sealing of Cornish Point Road

To consider rescinding Council’s decision to seal Cornish Point Road, Bannockburn and release unsubsidised funds allocated for this project.

Resolution

Moved: Paterson

Seconded: Alley

That the Council

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

B. Rescinds the previous decision that Cornish Point Road be sealed (22.4.11).

Carried

Note: With the permission of the meeting item 24.1.19 was taken at this time.

24.1.19 Objection to road closure for event

To consider an objection to a road closure for a motorsport event.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Considers an objection to the temporary road closure for the Cromwell Street Sprints.

C. Approves the temporary road closure for the Cromwell Street Sprints, with the condition that the event organisers implement the agreed-upon adjustments for access to 21 Connelly Way.

Carried

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

Note: Cr Duncan left the meeting at 11.46 am and returned at 11.47 am.

24.1.6 Draft Open Spaces Naming Policy 2024

To adopt the Open Spaces Naming Policy 2024.

After discussion it was agreed that in the case of a gifted te reo name for an open space, that name would come first.

Resolution

Moved: Gillespie

Seconded: Feinerman

That the Council

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

B. Adopts Open Spaces Naming Policy 2024, with the following amendment to page 57 of the agenda: Where a te reo name is gifted for an open space and the space is to have a dual name, the te reo name is first.

Carried

Note: Cr McPherson left the meeting at 12.10 pm.

24.1.7 Economic Development Work Programme Progress Report

To provide an update on the implementation of the Economic Development Work Programme for 2023, and to outline the annual Economic Development Work Programme for the remainder of 2023/24 year.

Resolution

Moved: Duncan

Seconded: Laws

That the report be received.

Carried

Note: His Worship the Mayor resumed the Chair.

Note: Cr McPherson returned to the meeting at 12.13 pm.

24.1.8 Housing policy - PREFERENTIAL purchasing and next steps in this work

To consider the two outstanding actions from the housing work which are an option for preferential purchasing of land from council-led developments and working with sector partners to build a full picture of the housing model.

After discussion it was noted that work would continue in some form in the housing space with the Central Otago Housing Group.

Resolution

Moved: Cadogan

Seconded: Alley

That the Council

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

B. Agrees to amend the ‘Provision for different housing typologies in developments on council owned land’ policy to include a preferential purchasing option for first home buyers.

C. Agrees that at this stage council’s role in housing is to continue to provide elderly persons housing, delivery of appropriately zoned land under the district plan, together with a policy framework that provides for medium density housing, and to deliver streamlined consenting processes.

D. Agrees that the outstanding action to work with sector partners to build a full picture of the housing model is not progressed in its current iteration and staff will continue to explore opportunities and advocate for funding to provide more affordable housing in the region.

Carried

Note: The meeting adjourned at 12.44 pm and resumed at 1.18 pm.

Note: Cr McKinlay left the meeting at 1.31 pm and returned at 1.34 pm.

24.1.9 Representation Review - Pre-consultation

To consider the discussions to date and the pre-consultation for the Representation Review 2024.

After discussion it was agreed to add a question about the amount of community boards and to explore whether a joint at-large and ward based approach was a feasible option in addition to the ones already identified.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Approves the questions for the pre-consultation for the Representation Review 2024 with the following amendments:

· Investigate whether there could be a joint ward / at-large councillors and add this option to the survey if it is feasible.

· Add a question about whether there are the right amount of community boards.

C. Notes that results from the pre-consultation and the next steps in the process will be presented to Council at a future meeting.

Carried

Note: Cr McKinlay left the meeting at 1.44 pm.

24.1.10 Rating Policy Amendment

To consider an amendment to the Rating Policy.

Resolution

Moved: Gillespie

Seconded: Browne

That the Council

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

B. Notes the Rating Policy was last substantively reviewed for the 2021-31 Long-term Plan, where the addition of ‘commencing 1 July on the year following application’ was added to some of the remissions.

C. Notes that a remission application received in August 2023 highlights that this may be unjust in some circumstances.

D. Agrees to amend the Rating Policy by providing some discretion as to the start date of a successful remission application within a rating year.

E. Agrees to process any applications for remissions that have been made this financial year to date (1 July 2023 to 31 January 2024) according to the amended policy and not apply penalties.

Carried

24.1.11 Carry-forwards from 2022/23 and Forecast Changes for the 2023/24 Financial Year

To consider a revised budget for the financial year 2023/24 including carry-forwards from the 2022/23 financial year and forecast budget changes.

Resolution

Moved: Gillespie

Seconded: Alley

That the Council

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

B. Authorises carry-forwards to complete 2022/23 capital projects of $30.9m exclusive of the three waters, as per Appendix 1 in the report.

C. Authorises additional funding of $2.5m as per Appendix 1 in the report.

Carried

7 Mayor’s Report

24.1.12 Mayor's Report

His Worship the Mayor spoke to his report before responding to questions.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Carried

8 Status Reports

24.1.13 January 2024 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: Cadogan

Seconded: Alley

That Council receives the report.

Carried

9 Committee Minutes

24.1.14 Minutes of the Audit and Risk Committee Meeting held on 12 December 2023

Resolution

Moved: Cadogan

Seconded: Paterson

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 12 December 2023 be noted.

Carried

10 Date of Next Meeting

The date of the next scheduled meeting is 28 February 2024.

11 Resolution to Exclude the Public

Resolution

Moved: Alley

Seconded: Browne

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.1.15 - Award of Road Maintenance Tender	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
24.1.16 - Wastebusters' Fixed Assets	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.1.17 - January 2024 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) 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
24.1.18 - Confidential Minutes of the Audit and Risk Committee Meeting held on 12 December 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 2.02 pm and the meeting closed at 2.45 pm.

28 February 2024

6 Reports

24.2.2 Update to the Register of Delegations

Doc ID: 1442853

1. Purpose of Report

To consider a potential update to the Register of Delegations.

Recommendations

That the Council

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

B. Decides which action to take in relation to the Register of Delegations.

2. Background

The Register of Delegations is a living document that is controlled by Council and administered by the Governance Manager. Its primary purpose is to set out what powers Council has delegated out to its community boards, committees and Chief Executive Officer. From time to time, it becomes necessary to amend the Register and that can be done by a resolution of Council.

The Central Otago district has afforded a wide range of powers to their community boards since its amalgamation in 1989. Included in that range of powers is an assumed control of matters in their wards including the overseeing of budgets and the facilitation of the purchase and disposal of real estate despite being unable to own property (s53(3) Local Government Act 2002). Although this may be a legacy of the amalgamation into the Central Otago District Council, legislation in 1989 allowed for this to be amended at the will of the local authority, thereby allowing changes as needed in the context of the day in which the decision would be made (s14(1) Local Government Amendment Act 1989).

Against the backdrop of the current climate, where there is an increased importance to think with a district wide lens, staff have been investigating whether the delegations to community boards are still fit for purpose or whether some of the delegations should be brought back to Council and in line with the intention of the Local Government Act. During January and February 2024 staff engaged with community boards to gauge their opinion on the proposal to return much of their delegations to Council. Each board was invited to make any comment that they wished on the day as well as the ability to make a submission which then could be considered with any changes proposed. One written response has been received from the Cromwell Community Board and this is attached to this paper.

A copy of the register with proposed amendments is attached as appendix one and a clean sheet version is provided as appendix two.

3. Discussion

It is important to note that this is a conversation about the Register of Delegations document. It is not a discussion on districtisation, nor who has what or any such matter. It is simply a discussion around whether the delegations that Council gives to community boards should continue or whether they should return fully to Council. This is not a matter that requires consultation as it is a direct decision of Council. Council would be getting no additional powers, the proposal only looks at returning powers that Council already has, but since 1989 has in practice at an operational level remained with its community boards.

Both the Vincent Community Board and the Maniototo Community Board agreed with the proposal at their meetings in January. Teviot Valley Community Board were still to meet to draft a submission and the Chair indicated he would speak to the proposal at the February Council meeting. The Cromwell Community Board gave a position statement and noted that they could not make a formal submission until they had further information on a variety of issues. The position statement from the Cromwell Community Board is provided as appendix three.

Against the background of this investigation and the position statement provided by the Cromwell Community Board, there have been three options identified as a way forward.

Option 1 – Make the changes proposed in the appendix.

Option 2 – Revisit this decision against the background of the Long-term Plan 2024-34 or Annual Plan.

Option 3 – Do not amend any of the delegations related to community boards.

Option 1

Make the changes proposed in the appendix.

The Council of the day can make a resolution to amend the delegations at any time as part of its powers. The potential changes are outlined in the appendix and could be adopted as proposed or any other revision could be made by Council as appropriate.

Option 2

Revisit this decision against the background of the Long-term Plan 2024-34 or Annual Plan.

This decision could be revisited in the background of the Long-term Plan 2024-34 or Annual Plan. Note that it would not be part of consultation, as this is purely a change to the Register of Delegations document. Any changes would take place at that time and any decision would be delayed until closer to the adoption of the Long-term Plan.

Option 3

Do not amend any of the delegations related to community boards.

The Register of Delegations would remain unchanged from its current iteration and the current delegations to community boards would remain.

4. Financial Considerations

Changing the delegations document in and of itself does not have any financial considerations that need to be explored.

5. Options

Option 1

Make the changes proposed in the appendix.

Advantages:

· Council practice would be in line with the intent of the Local Government Act.

· Would more readily enable a district view to be taken.

Disadvantages:

· There may be some unhappiness from various quarters of the community particularly in regard to the confusion that this decision is about districtisation.

Option 2

Revisit this decision against the background of the Long-term Plan 2024-34

Advantages:

· Gives more time for elected members to understand what changes to decision making under the Registrar of Delegations means versus the issue of districtisation.

Disadvantages:

· Given the apparent misunderstanding about the current delegations discussion and the issue of districtisation a delay could potentially add to the misunderstanding.

Option 3

Do not amend any of the delegations related to community boards.

Advantages:

· No changes in practice would be required as the delegations would remain as they are.

Disadvantages:

· It ignores the climate that the Council is working in, in regard to taking a wider district view on its work.

· Council practice would remain inconsistent with the intent of the Local Government Act.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by listing where the delegations lie and which bodies are responsible for what decisions.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes it is consistent with Council plans and policies as this document is under the control of Council.
Considerations as to sustainability, the environment and climate change impacts	There are no considerations to be made with regards to sustainability as the Register is an electronic document.
Risks Analysis	There are no risks with decision making arising from this decision as Council would be choosing to bring back to itself powers that have previously been delegated or choosing to keep them as they are. There is a risk that if the decision is made to amend the Register that members of the community may assume Council is districtising all functions. The issue of districtisation would need to be consulted with the community under the special consultative procedure in the Local Government Act. Good communication to the community on the outcome of this decision would need to be undertaken.
Significance, Consultation and Engagement (internal and external)	Amendment of the Register of Delegations in and of itself does not meet the threshold for engagement in the Significance and Engagement Policy.

7. Next Steps

Next steps will depend on the decision made. The proposed changes could be either dropped or adopted, or the work could fold into the wider Long-term Plan discussion.

8. Attachments

Appendix 1 - Register of Delegations - with Proposed Amendments ⇩

Appendix 2 - Proposed Changes to Community Board Delegations - Clean Sheet Copy ⇩

Appendix 3 - Cromwell Community Board - Statement of Position ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
14/02/2024	19/02/2024

3. Discussion

Revised Programme for Approval

	Approved 25 January 2023			Revised Estimates for Approval
Project	(a) Estimated Spend to 30 June 2023	(b) Estimated Spend to 30 June 2024	(c) Total Estimated Spend for the 2 Years to 30 June 2024 (a + b)	(d) Actual Spend to 30 June 2023	(e) Revised Estimated Spend to 30 June 2024	(f) Revised Total Estimated Spend for the 2 Years to 30 June 2024 (d + e)	(g) Variance to Total Estimated Spend for the 2 Years Approved 25 January 2023 (f - c)	Variance Comments
Three Waters Total	25,182,549	28,817,214	53,999,763	23,978,737	21,671,695	45,650,432	-8,349,331

Stormwater Total	380,000	2,270,000	2,650,000	375,665	1,092,776	1,468,441	-1,181,559
Pipe Renewals	380,000	380,000	760,000	126,887	633,113	760,000	0
Network improvements		1,890,000	1,890,000	248,778	459,663	708,441	-1,181,559	This project was reserve funded, remaining reserve will remain as a reserve to be drawn down for 2024 Long-Term Plan projects as required.

	Approved 25 January 2023			Revised Estimates for Approval
Project	(a) Estimated Spend to 30 June 2023	(b) Estimated Spend to 30 June 2024	(c) Total Estimated Spend for the 2 Years to 30 June 2024 (a + b)	(d) Actual Spend to 30 June 2023	(e) Revised Estimated Spend to 30 June 2024	(f) Revised Total Estimated Spend for the 2 Years to 30 June 2024 (d + e)	(g) Variance to Total Estimated Spend for the 2 Years Approved 25 January 2023 (f - c)	Variance Comments
Wastewater Total	9,098,200	7,717,844	16,816,044	9,234,796	5,053,251	14,288,048	-2,527,996
Alexandra Network Upgrades with Developments	10,000	10,000	20,000	0	25,000	25,000	5,000	Commitment to cost share upsizing a wastewater main pipe at the start of Muttontown Road, Clyde to a 300 DIA pipe to allow for future growth in the Vincent Spatial Plan.
Cromwell Network Upgrades with Developments	23,539	20,000	43,539	0	0	0	-43,539	No current commitments for this money. Allowance for growth related work is included in the 2024 Long-Term Plan.
Alexandra Treatment Plant Upgrades	275,000	710,000	985,000	644,456	477,069	1,121,525	136,525	Further work on the business case and provision for completion of the Vincent Spatial Plan hydraulic model to understand current and future growth pressures on the network.
Clyde Reticulation	3,627,762	0	3,627,762	3,896,573	262,341	4,158,914	531,152	Cost overrun, project closeout report to follow at the March 2024 Council meeting.
Clyde Main Pump Station	1,233,794	0	1,233,794	1,298,125	6,389	1,304,514	70,720	Cost overrun, project closeout report to follow at the March 2024 Council meeting.
Cromwell Treatment Plant Future Works	0	200,000	200,000	863	0	863	-199,137	Business Case for future upgrades at the Cromwell Wastewater Treatment Plant are on hold pending Government Policy changes. Plant has a resource consent condition to investigate alternative options including discharge to land by 2044.
Influent and Effluent Monitoring Devices	20,000	250,000	270,000	48,347	50,000	98,347	-171,653	Partially funded by stimulus funding, reduced to estimate at completion for installed devices.
Treatment Screens	100,000	0	100,000	99,561	0	99,561	-439	Completed.
Pumpstation Flow Meters	210,000	170,000	380,000	139,814	77,918	217,732	-162,268	Partially funded by stimulus funding, reduced to estimate at completion for installed devices.
Lake Roxburgh Village Treatment Plant Upgrade	100,000	800,000	900,000	113,942	260,000	373,942	-526,058	Uncertainty around amount to be spent prior to 30 June as the project has been delayed pending resource consent consultation with stakeholders. Remaining work reforecast into 2024 LTP
Roxburgh Treatment Plant Improvements	0	101,734	101,734	3,781	39,615	43,396	-58,338	Completed.
Earnscleugh Road Pumpstation Upgrade	0	360,000	360,000	1,735	489,777	491,512	131,512	At the previous report the cost of this was unknown, project involves a new pump station relocated further off the bend on Earnscleugh Road for safety purposes.
Generators	800,000	0	800,000	11,917	476,021	487,938	-312,062	Contract awarded and construction underway.
Dunorling Street Pumpstation Storage Upgrade	1,500,000	0	1,500,000	1,229,361	91,500	1,320,861	-179,139	Completed, final electrical work underway.
Wrightsons/Cromwell Pumpstation Storage Upgrades				10,669	1,506	12,175	12,175	Partially funded by stimulus funding, remaining costs were late costs from 2022/23.
Point Renewals	135,785	135,785	271,570	68,795	40,000	108,795	-162,775	Reallocation of renewals funding to target areas with high operational cost impacts and consent compliance issues.
Pipe Renewals	120,624	2,267,235	2,387,859	105,784	1,760,000	1,865,784	-522,075
Plant Renewals	191,696	243,090	434,786	367,899	710,000	1,077,899	643,113
Cromwell Growth Upgrades	750,000	2,450,000	3,200,000	1,193,174	286,115	1,479,289	-1,720,711	Remaining Development Contributions funding to be left in reserve for 2024 Long-Term Plan project growth components. $200k to progress the Nitrogen Removal design which has been brought forward from 2028 by growth.

	Approved 25 January 2023			Revised Estimates for Approval
Project	(a) Estimated Spend to 30 June 2023	(b) Estimated Spend to 30 June 2024	(c) Total Estimated Spend for the 2 Years to 30 June 2024 (a + b)	(d) Actual Spend to 30 June 2023	(e) Revised Estimated Spend to 30 June 2024	(f) Revised Total Estimated Spend for the 2 Years to 30 June 2024 (d + e)	(g) Variance to Total Estimated Spend for the 2 Years Approved 25 January 2023 (f - c)	Variance Comments
Water Supply Total	15,704,349	18,829,370	34,533,719	14,368,275	15,525,668	29,893,943	-4,639,776
Alexandra Network Upgrades with Developments	90,000	30,000	120,000	0	120,000	120,000	0	To start the investigation and design for Dunstan Road pipe.
Cromwell Network Upgrades with Developments	45,000	45,000	90,000	0	0	0	-90,000	No costs anticipated in this financial year but known developments are expected to incur Council contributions - i.e. Shannon Farm but timing is uncertain. Remaining funding will be used for 2024 LTP growth projects.
Backflow Prevention	315,020	400,000	715,020	66,199	648,821	715,020	0
Bannockburn Reservoir Power Supply	75,000	0	75,000	36,188	38,812	75,000	0
Bannockburn Pipeline	250,000	0	250,000	32,192	217,808	250,000	0	To complete further design of the Bannockburn Road pipeline ready for construction in the 2024 Long-Term Plan period.
Cromwell Pisa Reservoir and Rising Main	0	100,000	100,000	0	100,000	100,000	0	To complete consent and investigation work ready for construction in the 2024 Long-Term Plan period.
Cromwell Rising Main	350,000	6,000,000	6,350,000	432,628	6,407,801	6,840,429	490,429	10% contingency allocated to the Cromwell Rising Main project to allow for any issues found during construction. Funded from Cromwell growth reserves.
Cromwell Treatment Plant Upgrade	400,000	4,200,000	4,600,000	225,674	430,000	655,674	-3,944,326	This project has taken longer to commence construction as growth capacity needed to be revisited. Currently in design with further funding in the 2024 Long-Term plan. Remaining work re-forecast into 2024 LTP. Early procurement of UV being considered due to long lead-in times and need to have completion to meet Taumata Arowai deadline of December 2025.
Dunstan Flats Reticulation	0	94,532	94,532	0	192,000	192,000	97,468	For completion of the Vincent Spatial Plan water hydraulic model to understand current and future growth pressures on the network.
Lake Dunstan Water Supply	10,224,422	0	10,224,422	10,617,229	351,767	10,968,996	744,574	Cost overrun, project closeout report to follow at the March 2024 Council meeting.
Omakau Treatment Plant Upgrade	100,000	150,000	250,000	107,856	40,533	148,389	-101,611
Patearoa Treatment Plant Upgrade	100,000	0	100,000	79,146	9,050	88,196	-11,804
Ranfurly Treatment Plant Upgrade	100,000	0	100,000	128,089	244,329	372,418	272,418	Increased to include more detailed investigation of options to meet the protozoa requirements.
Roxburgh Source Investigation	6,352	300,000	306,352	40,040	266,312	306,352	0	Test bores at Roxburgh are planned to be drilled in 2023/24.
Valve Upgrades	245,990	0	245,990	12,874	203,000	215,874	-30,116	Work programme of valves identified after valve exercising operational work completed.
Demand Management	150,000	0	150,000	0	150,000	150,000	0
Naseby Treatment Plant Upgrades	150,000	0	150,000	165,975	30,000	195,975	45,975	To complete commissioning work on the new clarifiers and pH correction (part stimulus funded project).
Pipe Renewals / Bridge Hill Main	1,528,726	4,520,721	6,049,447	1,210,257	3,955,458	5,165,715	-883,732	Pipe Renewals includes Bridge Hill Main renewal which is designed in 4 stages so can be done in a staged approach from the most critical to least under the water pipe renewals overall programme. Reallocation of renewals funding to target areas with high operational cost impacts.
Point Renewals	725,833	731,824	1,457,657	372,796	1,405,000	1,777,796	320,139
Plant Renewals	548,006	496,974	1,044,980	780,810	474,777	1,255,587	210,607
Continuous Monitoring Devices	300,000	300,000	600,000	523	0	523	-599,477	This has been deferred as the SCADA network is currently unable to collect the data from these devices. Installation will be re-programmed following planned SCADA upgrades to be funded in the 2024 Long-Term Plan.
Cromwell Growth Upgrades	0	1,460,319	1,460,319	0	0	0	-1,460,319	Remaining Development Contributions funding to be left in reserve for 2024 Long-Term Plan project growth components.
Ripponvale Scheme				59,800	240,200	300,000	300,000	This project was missed off the previous report and is funded from a capital contribution from the residents as the stimulus funding funded the $300k council contribution in 2021/22.

28 February 2024

Summary of Changes in the Capital Works Programme

If approved, this will reduce the overall capital expenditure over the 2 years from 1 July 2023 to 30 June 2024 by $8,349,331 from $53,999,763 to $45,650,432. Most of this reduction is budgeted into the draft 2024 Long-Term Plan as the amount of work required has not reduced and costs are not decreasing. This includes reforecasting of $3,944,326 of work for the Cromwell Water Treatment Plant Upgrade and $526,058 for Lake Roxburgh Village Wastewater Treatment Plant Upgrade from 2023/24 into 2024/25. These projects have commenced but are tracking behind schedule.

Some key change drivers are as follows:

· Reprioritisation of workload based on changes to Three Waters reform, including pushing out some long-term strategy work that is dependent on Government Policy which is now being changed.

· Budget reallocation across renewals to target where the impact on operational expenditure is high.

· Reduction of budget for projects that were partially stimulus funded and are completed or near completion and do not require all the allocated funding. There has also been some stimulus funded projects which have had late costs associated with them, such as the Wrightson’s Pump Station Storage Upgrade.

· Reduction on utilising reserve funding to pull forward work that will now be deferred and completed in the 2024 Long-Term Plan. This will enable more planning and cost-effective solutions to be implemented.

· Allocation of a contingency of 10% from within the programme to the Cromwell Rising Main project. This is funded from Cromwell growth reserves.

· Allocation of additional budget to the Vincent Spatial Plan hydraulic modelling to ensure adequate information around network growth pressures brought on by development.

· Offset of project cost overruns on larger projects such as Clyde Wastewater Reticulation Stage 1 and Lake Dunstan Water Supply Treatment Plant.

· Bridge Hill water main has been added to the normal water pipe renewals programme and will be used to balance the programme. This project is split into 4 stages of pipe renewals with stage 1 being the highest priority.

· Addition of the Ripponvale Scheme project which was missed from the last programme report. This is to recognise the capital contribution from residents as work from 2021/22 was completed using stimulus funding (Council’s 50% share).

Update on Procurement

A number of projects were approved to be procured through a tender process. The below is a summary of the status of these procurements:

Project	Award Date	Tenders Received	Procurement Status
Water Pipe Renewals	02/06/2023	8	Complete.
Wastewater Generators	04/10/2023	5	Complete.
Wastewater Pipe Renewals	05/12/2023	5	Complete.
Cromwell Water Rising Main	06/12/2023	7	Complete.
Roxburgh Wastewater Treatment Plant Sludge Removal	18/12/2023	3	Complete.
Bridge Hill Water Main	Design completed in 4 stages and will be programmed within the overall pipe renewals programme contingent on funding availability.
Cromwell Water Treatment Plant	In design phase, construction is expected to commence in late 2024.
Lake Roxburgh Village Wastewater Treatment Plant Upgrade	Tender on hold until new consent is granted by ORC and feedback on the proposed solution is received from stakeholders. The preferred option is a new package activated sludge treatment plant with disposal to rapid infiltration beds in the current location adjacent to the Mata Au/Clutha River.
Supply and Installation of Continuous Monitoring Devices	This has been deferred as the SCADA network is currently unable to collect the data from these devices. Installation will be re-programmed following planned SCADA upgrades to be funded in the 2024 Long Term Plan.

Council has received multiple tenderers on all projects which is a good sign of competition in the market.

Some capital projects are within the scope of the Operations and Maintenance Contract. Reactive operational maintenance work fluctuates, and the capital works are programmed at low demand points to ensure there are enough resources to meet high demand times. These projects include:

· Valve Upgrades

· Backflow Prevention

· Naseby Water Treatment Plant Upgrade (finish pH correction works)

· Reactive Water Pipe Renewals

· Water Plant Renewals

· Water Point Renewals

· Dunorling Street Wastewater Pumpstation Storage Upgrade

· Earnscleugh Road Wastewater Pumpstation Upgrade

· Reactive Wastewater Pipe Renewals

· Wastewater Plant Renewals

· Wastewater Point Renewals

Update on Three Waters Development Contribution Funding

The amount of Development Contribution reserves unspent in the Capital Works programme will remain in the reserve to be utilised on the 2024 Long-Term Plan projects that are growth funded.

All reserves apart from Cromwell Water, Cromwell Wastewater and Omakau Wastewater were in deficit on 30 June 2023. The Vincent funds reserve deficit increased significantly after the portion of increased costs of Clyde Wastewater and Lake Dunstan Water Supply were allocated to growth funding.

Cost Centre	Reserve Balance at 30 June 2023 (Surplus)/ Deficit
Wastewater
2151. WW Development Contribution Fund Vincent	2,223,886	Income tracking above budget for the financial year.
3152. WW Development Contribution Fund Cromwell	(1,793,035)	Income tracking above budget for the financial year.
4154. WW Development Contribution Fund Omakau	24,278	Income tracking behind budget for the financial year.
5151. WW Development Contribution Fund Ranfurly	2,442	Income tracking above budget for the financial year.
5152. WW Development Contribution Fund Naseby	38,746	Income tracking behind budget for the financial year.
7152. WW Development Contribution Fund Roxburgh	50,249	Income tracking behind budget for the financial year.
Water
2171. Water Development Contribution Fund Vincent	5,109,389	Income tracking above budget for the financial year.
3172. Water Development Contribution Fund Cromwell	(1,415,021)	Income tracking above budget for the financial year.
4175. Water Development Contribution Fund Omakau	(59,048)	Income tracking behind budget for the financial year.
5171. Water Development Contribution Fund Patearoa	4,740	Income tracking above budget for the financial year.
5173. Water Development Contribution Fund Ranfurly	45,937	Income tracking above budget for the financial year.
5174. Water Development Contribution Fund Naseby	28,623	Income tracking behind budget for the financial year.
7172. Water Development Contribution Fund Roxburgh	112,546	Income tracking above budget for the financial year.
Total	4,373,733

The 2024 Long-Term Plan will give Council an opportunity to review Development Contributions in conjunction with the increased costs on historic work and the new forward works plan.

4. Financial Considerations

The revised capital works programme is a reduction in the previously approved annual expenditure so requires no additional funding.

5. Options

Option 1 – (Recommended)

Approves the following revised capital works programme for Three Waters to 30 June 2024:

Advantages:

· Will ensure the financial model for the Long-Term Plan has a more accurate estimated Year 0 for treasury management purposes.

· Reduces the amount of expected capital carry forwards into 2024/25.

· Council staff have more time to investigate some projects and procurement options in more detail prior to construction phase.

Disadvantages:

· Some projects of high priority are contingent on the draft 2024 Long-Term Plan being approved.

Option 2

Approves the proposed revised Three Waters capital works programme with amendments.

Advantages:

· Council could reprioritise some high priority compliance or legislative work which is currently in the first years of the draft 2024 Long-Term Plan.

Disadvantages:

· Changes to the proposed programme may not be deliverable in the 4 months to 30 June 2024 due to internal resourcing limitations.

· Rushing projects without proper preparation is risky and may not provide value for money.

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 adequate infrastructure is provided for the community.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes. Projects that are still incomplete are being planned for in the 2024 Long-Term Plan for completion. This programme only shifts around the timing of some projects.
Considerations as to sustainability, the environment and climate change impacts	This decision has no adverse sustainability impacts. Some planned projects within the programme will have positive environmental and climate change impacts.
Risks Analysis	There is a risk in not delivering all work planned for in the 2021 Long-Term Plan if budgets are not approved in the 2024 Long-Term Plan. There is a risk of regulatory action or prosecution if Council does not complete works that are required to meet consent or legislative requirements in its Three Waters capital works programmes. There is a risk of delayed completion where there are significant hold ups in consenting and/or investigation and design phases of planned projects. There is a risk of reduced customer satisfaction and/or a reduction of level of service if Council decides to do less work.
Significance, Consultation and Engagement (internal and external)	All projects in the programme have been consulted on in the 2021 Long-Term Plan. The only changes are around timing of the projects which reflects actual deliverability.

7. Next Steps

Council staff will continue to progress the Three Waters capital works programme as approved by Council.

8. Attachments

Appendix 1 - Forward Work Program Dashboard Jan 24.pdf ⇩

Report author:	Reviewed and authorised by:

Chantal Green	Julie Muir
Water Services Accountant	Three Waters Director
14/02/2024	14/02/2024

28 February 2024

24.2.4 Waters Operational Financial Position 2023/24 Year

Doc ID: 1453459

1. Purpose of Report

To consider the Waters operational financial position for the 2023/24 year, which is forecast to require $1.28m additional funding when compared against the budget approved in the current Long-Term Plan.

Recommendations

That the Council

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

B. Authorises increased wastewater operational expenditure of $760,000 for 2023/24 to meet the expected actual costs of providing service.

C. Authorises increased water operational expenditure of $520,000 for 2023/24 to meet the expected actual costs of providing service.

D. Notes that the both water and wastewater reserves are in deficit and this will increase the deficit balance and interest costs in future financial years.

E. Notes that the Waters Team will continue to look for efficiencies and minimise operational expenditure where it can do so.

F. Authorises the Chief Executive to carry out the necessary actions.

2. Background

The Three Waters Reform and it’s constant directional changes has made the last couple of years extremely challenging to budget adequate funding for the Waters operational budget. It has been well documented that Waters has been running “on the smell of an oily rag” for quite some time and that a step change is required to ensure that Council can meet it’s obligations in the delivery of water services to the Community.

The Waters budget has been in a holding pattern pending the reform and now that Waters is staying with Council, the financial position for the current financial year now needs to be discussed and resolved.

Unfortunately, with the impact of rising costs and inflation and the shortage of key resources available for technical work, there have been cost escalations. Due to the pending transfer to a new Water Entity, the budget had not been increased to cover these and many budget areas have had to be reallocated to cover essential costs. This coupled with a step change in compliance with both drinking water standards and resource consent conditions means that the water and wastewater operating budgets are inadequate to meet the cost of delivery.

The end of financial year projection for water and wastewater is very similar to the actual cost of delivery in the last financial year. Council was able to use underspends on staffing costs, consultants, and reform funding in the previous financial year to offset some of these pressures and it was expected that the new Water Entity would have been in a position to reset the budget to adequate levels. However, this is now Council’s responsibility and the shortfall for the current year budget is up for discussion.

The shortfall is addressed from 1 July 2024 in the next Long-Term Plan, where the Waters team have worked hard to provide a budget that meets the compliance requirements at the least possible cost to the Community. However, the gap for the current year is the last piece of the puzzle.

On the positive side, the Community has been able to utilise the benefit of water and wastewater rates that are set at a level below what was required to meet the outcomes required for the Waters activity, due to the impact of the reform funding. Unfortunately, this is no longer possible and the true cost for the delivery of Waters now needs to be met by Council.

3. Discussion

The delivery of Waters Operations has been in an interesting and challenging position since Water Reform was first instigated and Council has had to make some difficult decisions regarding funding and what to budget pending handover to a new entity.

Costs for this financial year are similar to last financial year, but can no longer be offset by other mechanisms. Options to reduce costs have been fully considered by staff and there are no further viable options for reducing the expected costs to end of financial year.

Council is now in the position where Water Reform has changed and there is a funding gap of $760,000 for the Wastewater and $520,000 for Drinking Water Operational budgets to 30 June 2024 to be considered.

The next section outlines the main components which have contributed to the gap between expenditure required and the constrained budget allocated in the Long-Term Plan. The financial components are shown in a table in the Financial Considerations section.

	2023/24 Budget	Forecast	Budget Gap	2022/23 Actual
Wastewater
Reactive Wastewater Repairs	$37,000	$375,000	$340,000	$383,000
Sampling	$263,000	$313,000	$50,000	$379,700
Cost Adjustment for Wastewater Operations	$0	$130,000	$130,000	$0
Sludge Disposal	$190,000	$420,000	$240,000	$160,000
Total Wastewater			$760,000

Drinking Water
Water Manifold and Toby Repairs	$110,000	$210,000	$100,000	$245,000
Water Lateral Repairs	$240,000	$330,000	$90,000	$608,000
Lake Dunstan Drinking Water Plant Commissioning	$0	$120,000	$120,000	$0
Cost Adjustment for Drinking Water Operations	$0	$140,000	$140,000	$0
Waters Electricity Cost	$450,000	$520,000	$70,000	$386,000
Total Drinking Water			$520,000

Wastewater - $760,000 Budget Gap

This budget is used to operate seven wastewater treatment plants, across 11 catchments, 37 pumpstations and 264km of wastewater pipes. The total operating contract budget is $870k, which also includes $263k for sampling to meet consent requirements. This leaves $606 to operate the plants, undertake proactive maintenance work and respond to issues such as blockages and pump failures within the network.

The cost difference is made up as follows.

Reactive Maintenance for Treatment Plants, Pump Stations and Pipes - $340k

This funding is to respond to pump station blockages, sewer blockages, overflows, leaks and other unplanned repairs.

Sampling - $50k

Additional sampling required when there is a pipe or pump failure near a waterway, or when resampling or additional is required for consents.

Contract Cost Fluctuation Increases Wastewater - $130k

All term Maintenance Contracts include provisions for annual cost adjustment based on industry inflation indices., These are required to be applied after the first year of the contract and are forecast to be $130,000 for Wastewater in this financial year.

Increased sludge disposal costs for Alexandra Wastewater Treatment Plant - $240k

There has been a strong focus on improving the operation of the Alexandra Treatment Plant. This is a complex plant and has benefited from this focus with better performance and a higher quality discharge to the Clutha River which is meeting consent requirements.

The improved plant performance has meant that there is more sludge being removed from the waste stream, nearly doubling the base production of sludge from the plant. This is costing approximately $12,000/month or $144k annum.

There has also been an increase in the volume of wastewater treated due to the connection of Clyde and growth in Alexandra. This is costing approximately $2,500/month or $30k/annum.

Increased cost escalations disposal costs for landfill of $5,500/month or $66k/annum

Drinking Water - $520,000 Budget Gap

This budget is used to operate:

· eight water treatment plants and across nine supply zones

· 17 drinking water abstraction points, 5 river /creek intakes, 11 wells (bores)

· 13 pump stations, 15 storage facilities

· 15,000 meters, valves, and hydrants

· and 453km of water supply pipelines

The total operating contract budget is $1.735 million, which also includes $360k for sampling to meet drinking water standard requirements. This leaves $1.375 million to operate the plants, undertake proactive maintenance work and respond to issues such as leaks and meter failures, and read water meters across the network.

Manifold and Toby Repairs – $100k

There has continued to be a high number of manifold and toby repairs, similar to the number that required repair in the last financial year. These are being prioritised and repaired to fix the leaks.

Water Lateral Repairs - $90k

Similar to manifold and toby repairs, there is still a high number of laterals requiring repair. The team is focused on renewing laterals as much as practical. This means that the forecast is nearly half of what it cost last year.

Options: Although likely unpalatable, Council could defer most Manifold and Lateral repairs until the new financial year. This would reduce the budget gap by around $150,000, as some leaks will require repair where they affect supply and pressure to properties.

Lake Dunstan Treatment Plant -$120k

The new treatment plant has a higher operational requirement than the previous Alexandra and Clyde treatment sites. While budgets were increased to accommodate this in the 2021 Long Term plan, these were absorbed into other activities when the original plant commissioning date was delayed.

The increased operating costs are $15,000/month and are required for eight months of the 2023/24 financial year.

Contract Cost Fluctuation Increases Water - $140k

The annual cost adjustment component for water (as per wastewater) is $140,000 for this financial year.

Electricity Cost Increases

There has been increases in the cost of electricity to operate the plants over and above what was budgeted in the Long-Term Plan. This means that there is a forecast gap of $70,000 in this financial year.

4. Financial Considerations

This decision will have financial implications as this expenditure is in addition to that budgeted in the 2023/24 Annual Plan.

The timing of the Waters Reform transition date of 1 July 2024 meant that the operations contract was extended within a short timeframe. The implications of the new contract on budgets were not fully understood until late in the 2022/23 financial year, and after the 2023/24 annual plan had been prepared.

Staff are working to identify more cost effective delivery options. It is unlikely however the current budgets will not be sufficient to meet the operational and regulatory requirements for provision of service now or in the future.

The wastewater and water supply operations reserves are in deficit and an increase in the deficit will lead to increased debt and loan interest costs to fund the additional costs.

5. Options

Option 1 – (Recommended)

Council allocates an additional $1,280,000 budget to address the Wastewater and Water Operations costs to be funded by an increase in the reserves deficits. Staff will continue to minimise expenditure where possible, whilst seeking to meet minimum standards and outcomes required.

Advantages:

· This funding enables the Waters activity to continue to operate to minimum standards pending the new budgets to be considered as part of the new Long-Term Plan.

· This decision addresses a forecast budget gap now and gives time to consider funding options before year end.

· It acknowledges the financial situation for Waters delivery.

· It is expected that no further funding will be required for Waters Operation for the remainder of the financial year.

Disadvantages:

· It requires further funding over and above the approved budget which will cost the community more.

· The Waters Operational Reserve is already in deficit and this will increase that deficit further.

Option 2

As per Option 1, but reduce levels of service and reduce the forecast budget gap by not repairing water leaks on water manifolds and laterals where there is still water being delivered to households and businesses.

Advantages:

· As Option 1, but decreases the budget gap by $150,000.

Disadvantages:

· There is likely to be strong community push-back by deferring leak repair and Council is likely to suffer reputational damage.

· The leaks will still need to be repaired in the new year.

· Over one million dollars is still required to be funded.

Option 3 (not Recommended)

Reduce levels of service significantly and do not respond to all but the most urgent leaks, blockages and issues in the Wastewater and Drinking Water network, especially callouts. This means that any failures would be responded to in normal working hours and only if they are major. Staff do not consider this to be a viable option, however it is included for context.

Advantages:

· This would likely half the budget gap to closer to a $600,000 deficit.

Disadvantages:

· There would very likely be strong community push-back by deferring leak repairs, water supply delivery failures, sewer blockages, sewer pump station overflows and Council would suffer reputational damage.

· There would be non-compliances with Drinking Water Standards and Resource Consents very likely resulting in legal action and fines.

· The work would still be required in the new financial year.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing adequate treated drinking water and wastewater treatment.
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 work enables better environmental outcomes by maintaining and operating Drinking Water and Wastewater networks.
Risks Analysis	There is a high certainty that this funding will be required, if operational and reactive works are to be completed for the remainder of the financial year. If it is not funded, there is a very likely risk that Council will need to consider a deficit of this quantum at year end. If leaks aren’t repaired, or blockages fixed there is likely to be significant community pushback and reputational damage.
Significance, Consultation and Engagement (internal and external)	The funding and servicing of Waters Operations affects a wide sector of the Community and has been of National interest and debate for a number of years.

7. Next Steps

If Council approves the funding of the expected costs, then the Waters Operation will be managed within the forecast until 30 June 2024. The team will focus on trying to minimise operational expenditure as much as it can, while meeting expected outcomes.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Neil Jorgensen	Julie Muir
Special Projects Engineer	Three Waters Director
15/02/2024	15/02/2024

28 February 2024

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24.2.5 Backflow Prevention Installation Project

Doc ID: 1454529

1. Purpose of Report

To consider the scale of backflow prevention required to meet legal requirements and identify which connections should be funded by Council.

Recommendations

That the Council

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

B. Approves allocating the 2023/24 backflow prevention budget to progressing backflow installation on council property connections.

C. Authorises staff to progress backflow installation on council property connections under the Three Waters Operations and Maintenance Contract.

D. Agrees in principle, subject to further policy development, that the costs of backflow installation for private properties will be met by the property owner.

2. Background

Backflow is the unplanned reversal of the flow of water or mixtures of water and contaminants from a customer’s plumbing back into the water mains (public water supply) or back into a water source.

Backflow issues occur when there is a pressure issue within the network, and water is sucked back into the public network from pooled water on-site. An example of this would be if there is a puddle around an irrigation fitting, and water is sucked from the puddle through the irrigation fitting, back into the network. This could contain contaminants which would create a public health risk.

The Water Services Act 2021 (refer to appendix 1,A) requires drinking water suppliers to:

· Ensure that the that the supply is protected against the risk of backflow.

· Where there is a risk of backflow:

o Install and maintain backflow prevention and recover costs from the owner of premises,

o Require owner of premises to install and maintain backflow prevention.

The Drinking Water Quality Assurance Rules 2022 which are monitored by Taumata Arowai (refer to appendix 1,B) requires council to:

· Prepare and implement a backflow prevention programme,

· Undertake surveys to determine medium and high-risk sites every 5 years,

· Where backflow is deemed inadequate, determine that appropriate backflow be installed within a reasonably practicable timeframe commensurate with the risk,

· Test all backflow prevention devices, at least annually,

· Maintain a register of all backflow prevention devices, types, assessed risk level and results of all testing.

The Drinking Water Quality Assurance Rules 2022 were enacted in November 2022 and provided a one-year compliance period for the above actions.

Staff have undertaken a review of the water supply connections to determine those that have a medium or high backflow risk. The nature and location of the activity, the possible cross connections and the size of the connection are all factors to consider when determining risk.

High risk connections are those that have potential to cause serious harm or death. This includes but is not limited to any connections to properties that use or produce products of a toxic or bacterial nature, specific water takes points, swimming pools, wineries, breweries, heavy industrial manufacturing and production, and irrigation where fertilizers or sprays are being applied, or are very large high use connections.

Medium risk connections are those that have the potential to injure or endanger health, including but not limited to beauticians, public toilets, and education facilities. Irrigation can also be considered medium risk where fertilizers or sprays are not being used, and the connection is small or medium and low to medium use.

Low risk connections are those that would constitute a nuisance but not endanger health including but not limited to food services, retailers, and offices. Residential properties with domestic use of water only, are considered very low risk.

Status of Central Otago Drinking Water Supply Connections

A review of all metered connections has been undertaken. The water meters provide a sufficient level of backflow prevention for residential properties and have been excluded from further analysis. The residential backflow also does not require testing. Properties where the building and code compliance register has a record of internal backflow prevention installed have also been removed.

A desktop assessment of connections was then undertaken which considered:

· business activity,

· cross connection hazard,

· meter size,

· council or privately operated connections.

There are 174 council owned connections which may require backflow prevention. Seventeen of these are property/water/waste related and 157 are irrigation connections.

A field investigation has been undertaken on the irrigation connections. 66 of the irrigation connections are metered and require backflow (refer to appendix 2,A). A further 91 require further investigation:

· 40 of these are unmetered connections

· 20 are metered but not associated with a council activity for billing

· 31 are metered but are no longer used or can’t be found.

If all of these are needed, a more efficient configuration may reduce the number of connection points and backflow devices required (refer to appendix 2,B).

166 Private property connections may require backflow to be installed (refer to appendix 3,A). These include breweries, wineries, emergency services, heavy industrial manufacturing and processing, laboratories, medical services, food production, complexes with multiple services operating from a single connection.

Eight of the highest risk connections have had backflow prevention devices installed between March and June 2023. These included five large council irrigation connections, and three washdown areas of septage disposal trucks.

3. Discussion

The water meters do not meet the requirements for medium or high-risk backflow connections and backflow devices are required to be installed.

The estimated cost for backflow prevention is dependant on the size of the connection and the associated level of risk. The estimated cost ranges are:

· between $10,200 and $28,000 for reduced pressure zone devices for very high-risk connections,

· between $4,500 and $9,700 for double check valve devices for high and medium risk connections.

Council has a capital improvement budget of $648,821 available in 2023/24 to progress the installation of backflow prevention. This is sufficient to fund the 83 council connections that have been identified as requiring backflow prevention ($517k), and some of the further 91 irrigation connections that require further review.

For the private connections, the estimated cost is $970k, with the installation of 23 reduced pressure zone devices, and 143 double check valve devices. This may reduce when site investigations are undertaken to inform risk assessments.

Estimated costs are based off quotes from Fulton Hogan in July 2023.

Previous Approach by Councils

The standard approach across other Otago and Southland Councils has been to rely on the Building Code to assess risk and provide internal backflow prevention to protect the water network. Previously, councils were able to place this responsibility onto the building owner.

This no longer meets the Drinkng Water Quality Assurance Rules 2022 which place the responsibility for identifying and monitoring backflow risk on the council as the water supplier.

While the council is responsible, it can:

· Require the private property owners to install backflow prevention devices at the property owner’s expense.

· Carry out the installation of backflow prevention devices and recover the cost from the property owner.

o Carry out and fund the installation on existing properties and properties where there has been a change in use.

Council must also ensure that any new connections are appropriately assessed for risk of backflow at the time of connection rather than after-the-fact.

The legislation requires the water supplier to keep a backflow prevention register including:

· Location of all backflow prevention devices,

· Risk level of all backflow prevention devices,

· Type of backflow prevention device with serial numbers, date of installation, contractor who installed,

· Record of maintenance and inspection of all backflow prevention devices,

· All supporting documents including certificate of compliance and as-builts.

This is going to require additional resource to administer, and a new charge in the fees and charges schedule for properties that have backflow requirements. Budgets for this and associated fees will be included in the 2024 Long Term Plan.

Policy Development

Council three waters policy and bylaws have not been updated in the past three years due to the expectation that three waters would be transitioning to a new water entity on 1 July 2024.

A review is required to update existing and develop new policies to improve workflows and customer service, manage risk, and align with legislation changes. This work will be progressed after the 2024 Long Term Plan consultation is underway.

This will include a specific policy and procedures for backflow prevention requirements for existing and new connections. Private connection issues will be progressed following adoption of the new policy by Council.

4. Financial Considerations

If council were to fund all of the connections, further capital funding of approximately $838k would be required in the 2024 Long Term Plan.

Further analysis is required to identify the annual cost to:

a) Maintain the backflow register, which requires reviewing the annual inspection, testing and certification for each device.

b) Undertake testing and certification of council owned devices.

c) Undertake testing and certification of privately owned devices and recovery of these costs when necessary.

This will inform the fees and charges schedule for the 2024 Long Term Plan.

Provision will need to be made in the Parks and Property budgets to meet the annual monitoring and administration costs. It is anticipated that this could be approximately $25k per annum.

5. Options

Option 1 – (Recommended)

Prioritise backflow prevention installation on council owned connections using the current funding available and

· Require property owners to fund their private connections.

· Installation on council connections more than the available budget be funded through the relevant activity budgets.

Advantages:

· Reduces the water supply cost by placing the costs for backflow prevention on those properties which require this.

· Council will meet its legal responsibilities to protect the water network from backflow

· Encourages cost effective irrigation installation on council properties by reducing number of connection points.

· Council is progressing an up-to-date backflow prevention register.

Disadvantages:

· Could take some time to get property owners to undertake this work, resulting in high-risk connections not being addressed for a longer period of time

· Will require additional internal council enforcement resources to advise property owners of requirements and follow up to ensure this is done.

· Cost recovery will be required from private property owners who refuse to pay fees associated with installation, testing and maintenance.

Option 2

Prioritise backflow prevention installation using a risk-based approach with council funding all installation costs.

Advantages:

· Ensures high risk connections are progressed in a timely manner.

· Council is meeting its legal responsibilities to protect the water network from backflow.

· Council has an up-to-date backflow prevention device register.

Disadvantages:

· Those connected to the water supplies will be funding work which council could legally require the property owner to do at their cost.

· Funding of the cost of backflow prevention will fall on those connected to water supplies, rather than from the wider community which benefits from council parks and properties.

· Increased funding will be required.

· Risk of setting a precedent that all backflow prevention devices required on private connections in the future will be funded by council.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by ensuring Three Waters are delivered to the required level of service in the most cost-effective manner.
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	Delivery of Three Waters has sustainability and environmental impacts and is vulnerable to climate change impacts. The chosen delivery method needs to balance these with the ability to pay.
Risks Analysis	The proposal is to develop a programme of work and policy which will identify the risks of the different options and identify a way forward which best manages these risks.
Significance, Consultation and Engagement (internal and external)	The delivery method for Three Waters is not significant and does not require public consultation. The financial impacts may require consultation through the Long-term Plan process.

7. Next Steps

A programme of work will be provided to Fulton Hogan which covers off the seventeen property/water/waste sites and 66 metered connections which require backflow.

The 20 metered irrigation connections which are not currently billed have been assigned to Parks.

Further work will be undertaken with the Parks team to prioritise the connections which can be funded from the waters budget from the remaining 91 connections. This will involve identifying which connections can be removed or reconfigured, and ensuring meters are installed on all remaining sites by 30 June 2024.

Provision will be made in the Parks budgets to install backflow on remaining connections that are unable to be completed within the existing three waters backflow budget.

8. Attachments

Appendix 1 - Legislation ⇩

Appendix 2 - Council Owned Connections ⇩

Appendix 3 - Privately Owned Connections ⇩

Report author:	Reviewed and authorised by:

Celeste Lane	Julie Muir
Graduate Water Services Analyst	Three Waters Director
14/02/2024	14/02/2024

28 February 2024

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24.2.6 Waste Management and Minimisation Plan 2024-2030

Doc ID: 1427587

1. Purpose of Report

To consider the proposed Statement of Proposal and Waste Management and Minimisation Plan 2024-2030 for public consultation.

Recommendations

That the Council

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

B. Approves the proposed Statement of Proposal and Waste Management and Minimisation Plan 2024-2030 for public consultation.

2. Background

Council has a statutory responsibility under section 42 of the Waste Minimisation Act 2008 (WMA) to promote effective and efficient waste management and minimisation within the Central Otago district. In order to do this, Council is required to review their Waste Management and Minimisation Plan (WMMP) every six years and adopt a new WMMP if necessary.

Council’s current WMMP is now due for review and, with the significant changes to the kerbside collection services and the recent standardisation of kerbside recycling as set by Central Government, it is evident that the 2018-2024 WMMP no longer reflects the waste management and minimisation requirements for the Central Otago district. Consequently, the decision has been made to produce a new WMMP for the district.

The new draft WMMP identifies Central Otago’s vision, goals, objectives, targets, and methods for achieving efficient and effective waste management and minimisation and provides details on how Council intends to fund the activities of the WMMP over the next six years from 2024-2030.

It has been developed in the context of the recently updated New Zealand Waste Strategy 2023 (NZWS). The NZWS sets out the long-term policy priorities for waste management and minimisation and has the following vision for 2050:

By 2050, New Zealand is a low-emissions, low-waste circular economy. We cherish our inseparable connection with the natural environment and look after the planet’s finite resources with care and responsibility.

The Otago Region Waste Assessment, which was adopted by Council at the 27 September 2023 meeting, has also been used to prepare this WMMP. This document provides context on the current state of waste management across each of the districts in the Otago region, which helps to identify key focus areas for the WMMP, including how each of the Otago territorial authorities can better collaborate and work together to achieve the same outcomes.

3. Discussion

The Otago Region Waste Assessment identified five work areas where Council can support the Central Otago community on making the necessary changes to improve waste management and minimisation in the district. These work areas include:

1. Regulation – using regulatory tools, such as our Waste Management and Minimisation Bylaw to create an environment that encourages solutions for waste minimisation.

2. Measuring and Monitoring – collecting and reporting of data to assess progress against targets, such as for kerbside presentation rates and contamination levels.

3. Education and Engagement – providing and/or supporting waste minimisation programmes with community groups, industry groups and mana whenua.

4. Provider of Collection and Services or Infrastructure – providing services or facilities that address the needs of the community to enable waste minimisation and reduce environmental impact, such as introducing the kerbside organics collection.

5. Leadership and Management – providing facilitation and/or leadership in working groups to focus on reducing disposal of a particular material category or product, such as single-use takeaway cups.

Based on these work areas, five areas of opportunity have been identified in the WMMP for Council to help the Central Otago district meet its waste reduction and diversion targets by 2030. The five areas of opportunity and ways that they can be achieved include:

1. Promoting waste reduction and local circular economy principles – this can be achieved by collaborating more closely with other Otago territorial authorities for services and infrastructure, introducing community grants for waste reduction activities, and providing education and behaviour change programmes to support the community, mana whenua and private organisations with waste reduction.

2. Keeping more out of landfill – this can be achieved by expanding our kerbside collection service areas as new housing developments are established, monitoring kerbside bins to reduce contamination, and working with businesses to improve recycling and waste disposal opportunities.

3. Improving waste services – this can be achieved by developing a local organics processing facility, upgrading transfer stations (where necessary) to ensure our sites are safe and provide the required level of service, and assessing options for reintroducing reuse facilities in Alexandra, with further expansion to Cromwell.

4. Working with others to reach our shared goals – this can be achieved by developing a disaster waste management plan with other Otago territorial authorities and updating policies for public place bins and kerbside contamination.

5. Reducing the impact of waste on our environment – this can be achieved by continuing to manage historic closed landfills, ensuring continued access to appropriate disposal facilities for refuse, contaminated soils and cleanfill, and to collaborate with the private sector to ensure other materials, such as medical waste, are disposed of appropriately.

The activities for each of the five opportunities are detailed further in the Action Plan table in Part B of the WMMP.

4. Financial Considerations

Funding will be required to undertake the activities specified in the Action Plan table in Part B of the WMMP. The funding will come from a variety of sources including:

· General rates

· Targeted rates

· Fees and charges (including gate fees and user charges)

· Subsidies and grants, including Council’s Waste Levy Funding and other Ministry for the Environment grants

· Debt (may be required for capital works)

The Action Plan table specifies which funding types will support the completion of each activity and, for work that has a more definite timeframe, the details on when the activity will be completed over the six-year period. Having a plan for the next six years will assist with programme and budget planning, ensuring that funding is available when required to complete each activity.

5. Options

Option 1 – (Recommended)

Approve the proposed Statement of Proposal and draft WMMP for public consultation, with or without any amendments.

Advantages:

· Council will comply with the WMA.

· Council will continue to receive Waste Levy funding from the Ministry for the Environment to support waste management and minimisation activities in the Central Otago district.

Disadvantages:

· Additional resource required to review and respond to all feedback received through the consultation process.

Option 2

Council does not approve the proposed Statement of Proposal and draft WMMP for public consultation.

Advantages:

· Additional resource not required to review and respond to all feedback received through the consultation process.

Disadvantages:

· Council will fail to comply with the WMA and likely be fined for this failure.

· Council will be at risk of losing Waste Levy funding from the Ministry for the Environment for the support of waste management and minimisation activities in the Central Otago district.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by effectively and efficiently managing and minimising waste in the Central Otago district as required under the WMA.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Otago Region Waste Assessment, which was adopted by Council at the 27 September 2023 meeting.
Considerations as to sustainability, the environment and climate change impacts	Choosing to adopt a new WMMP will see the Central Otago district improve waste management and minimisation practices, resulting in more waste being diverted from landfill.
Risks Analysis	It is a requirement for Council to review and adopt a new WMMP under the WMA to promote effective and efficient waste management and minimisation within the Central Otago district. Failure to do this will likely see Waste Levy Funding from the Ministry for the Environment be discontinued. The Action Plan table in Part B of the WMMP has listed Waste Levy funding to contribute to 60% of the activities to be completed in the next six years, so it is important to retain this funding.
Significance, Consultation and Engagement (internal and external)	The draft WMMP will be open for consultation through the CODC Let’s Talk webpage and through hardcopies at each of Council’s service centres. These consultation platforms will be advertised in local newsletters and on social media to encourage feedback to be submitted. Public drop-in sessions will be held in each ward for those who wish to ask questions about the WMMP and the process. Council’s Waste staff will attend four business breakfasts, one in each ward, to promote businesses to provide feedback on the draft WMMP. The consultation process will be open for feedback from 4 March to 5 April 2024, allowing for just over four weeks to submit feedback.

7. Next Steps

At the end of the consultation process, all feedback will be collated and reviewed by the Council’s Waste team, with any written feedback received being acknowledged in the form of a letter to the submitter.

Considering the feedback received from the submissions, a final version of the WMMP will be presented to Council at the 26 June 2024 meeting for Council to adopt.

8. Attachments

Appendix 1 - Beyond the Bins Statement of Proposal.docx ⇩

Appendix 2 - Draft Waste Management and Minimisation Plan 2024-2030.docx ⇩

Appendix 3 - Otago Waste Assessment 2023 .pdf ⇩

Report author:	Reviewed and authorised by:

Lauren Hunter	Louise van der Voort
Solid Waste Team Leader	Group Manager - Planning and Infrastructure
7/02/2024	16/02/2024

28 February 2024

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24.2.7 September 2023 Rainfall Event - Emergency Works Funding

Doc ID: 1453757

1. Purpose of Report

To consider funding options for emergency works for damage to the roading network as a result of a high rainfall and wind event in September 2023

Recommendations

That the Council

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

B. Approves $89,795 of funding from the Emergency Event Reserve (1750264028) for repairs across the roading network following the September 2023 rainfall and wind event.

2. Background

Between midday 21^st September and midday 22^nd September a 25 year-high rainfall event in the region, over 120mm of rainfall was recorded in Cromwell over this 24-hour period. This resulted in localised flooding, debris flows and land instability across the district. In addition, gale winds also resulted in a large number of fallen trees across the district.

The majority of the damage occurred at Swan Road Lowburn, Pisa Moorings and on the Nevis Road with some isolated damage across the network due to high river and stream flows and wind.

A map of a river

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Figure 1: Main areas of network damage

Figure 2: Swann Rd culvert

Figure 3: Pisa Moorings culvert

Figure 4: Fallen trees Lowburn

3. Discussion

Waka Kotahi New Zealand Transport Agency (Waka Kotahi) emergency funds are subsidised at 51% up to the value of 10% of Councils approved annual spend (~$7M). Any costs beyond this threshold are eligible for 71% subsidy.

The total cost of the remedial work required as a result of the event was $183,255. An application to Waka Kotahi for emergency works funding was made and subsequently has been approved subject to Council confirming local share is available.

Subsidy	Amount	Waka Kotahi Share	Council Share
51%	$183,255	$93,460	$89,795

The initial response to assess and make the network safe and subsequent remedial work was required to meet social, economic, environmental and cultural well-being of the community.

Roads and culverts (including bridges) are not insured and are an essential service.

4. Financial Considerations

Council maintains a roading emergency reserve account (1750264028) which accumulates to fund the Council share of the cost of emergency events on the roading network.

The current balance of the roading emergency reserve account is $466,217 in deficit. If the initial repair work is funded from this account, then it will place this account further into deficit with a balance of $566,012.

5. Options

Option 1 – (Recommended)

Advantages:

· Costs will be allocated specifically to a roading account.

· Consistent with funding approach taken with January 2021 flooding emergency works and the July/August 2022 flooding emergency works on Bridge 93 at St Bathans.

· Maximises Waka Kotahi contribution to Council.

Disadvantages:

· The account will be placed into further deficit and will not return a positive balance for at least 11 years.

Option 2

Fund the Council share of $89,795 of the September 2023 emergency work costs from the Environmental Maintenance account (1717264121).

Advantages:

· Will not increase the deficit in the Roading Emergency Reserve account (1750264028).

Disadvantages:

· Will place undue pressure on the 2023/24 Environmental budget (1717264121) resulting in priority work on the roading network being unable to be completed.

· No further environmental maintenance work could be undertaken for the remainder of the year. This includes roadside spraying, mowing, snow clearing, tree work, and funding for minor emergency events.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by funding the repair of the damaged assets
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	No, emergency events such as this cannot be planned for and is not consistent with any Council policy or plan.
Considerations as to sustainability, the environment and climate change impacts	There are no implications of this decision.
Risks Analysis	There are no substantial risks associated with this decision, however there is always the risk of another unforeseen weather event at any time.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any significance thresholds. Council finance staff have been consulted in the preparation of this report.

7. Next Steps

Seek reimbursement of $93,460 (51%) share of repair costs from Waka Kotahi for the September 2023 emergency works.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Paul Fleet	Louise van der Voort
Roading Manager	Group Manager - Planning and Infrastructure
16/02/2024	16/02/2024

28 February 2024

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24.2.9 Financial Report for the Period Ending 31 December 2023

Doc ID: 1451711

1. Purpose

To consider the financial performance for the period ending 31 December 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 2024, 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 31 December 2023

6 MONTHS ENDING 31 DECEMBER 2023
2023/24		YTD	YTD	YTD		2023/24
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income
41,869	Rates	21,199	21,089	110	˜	41,869
7,493	Govt Grants & Subsidies	4,178	3,746	432	˜	8,526
8,100	User Fees & Other	3,700	4,050	(350)	˜	8,100
10,589	Land Sales	1,371	5,294	(3,923)	˜	10,589
2,510	Regulatory Fees	1,366	1,255	111	˜	2,510
1,717	Development Contributions	3,102	858	2,244	˜	1,717
500	Interest & Dividends	391	250	141	˜	500
-	Reserves Contributions	431	-	431	˜	-
-	Profit on Sale of Assets	324	-	324	˜	-
1,139	Other Capital Contributions	442	176	266	˜	1,139
73,917	Total Income	36,504	36,718	(214)	˜	74,950

	Expenditure
14,849	Staff	7,407	8,014	607	˜	16,021
732	Members Remuneration	371	366	(5)	˜	732
10,357	Contracts	5,503	4,836	(667)	˜	10,501
3,336	Professional Fees	2,037	2,340	303	˜	4,361
17,528	Depreciation	9,424	8,764	(660)	˜	17,528
6,774	Costs of Sales	1,583	3,387	1,804	˜	6,774
3,857	Refuse & Recycling Costs	1,899	1,928	29	˜	3,857
1,958	Repairs & Maintenance	1,140	1,324	184	˜	2,647
1,436	Electricity & Fuel	651	718	67	˜	1,436
-	Loss on Sale of Asset	19	-	(19)	˜	-
714	Grants	988	758	(230)	˜	1,137
1,249	Technology Costs	601	587	(14)	˜	1,251
299	Projects	206	170	(36)	˜	396
688	Rates Expense	679	249	(430)	˜	688
655	Insurance	886	943	57	˜	943
1,364	Interest Expense	760	732	(28)	˜	1,364
2,092	Other Costs	866	1,022	156	˜	2,045
67,888	Total Expenses	35,020	36,138	1,118	˜	71,681

6,029	Operating Surplus / (Deficit)	1,484	580	904	˜	3,269

This table has rounding (+/- 1)

The financials for December 2023 show an overall favourable variance of $904k.

Income of $36.504M against the year-to-date budget of $36.718M

Development and reserve contributions are higher than budget, this is due to the timing of subdivisions in Cromwell and Clyde. 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. Included in grants and subsidies are Waka Kotahi subsidies, these are on track with a small unfavourable variance of ($60k). Regulatory fees favourable variance is due to dog registration fees, the full years fees are received in July/August 2024. Interest and dividends are higher than budget, this is due to market interest rates being higher than estimated. User fees and charges are ($350k) behind budget, due to the timing of metered water ($598k). 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.

Expenditure of $35.020M against the year-to-date budget of $36.138M

Expenditure has a favourable variance of $1.118M. The main drivers behind this are cost of sales, repairs and maintenance, staff, professional fees and other costs. Offsetting the favourable variance are unfavourable variances in depreciation, contracts, grants and rates expense. Depreciation is higher than budget, this is due to the asset revaluations in June 2023 which were unable to be included in the 2023/24 Annual Plan. The community and promotions grant budgets can differ to the year-to-date budgets due to the value issues in each grants round. The district wide community grants applications exhausted the full year budget at the September 2023 Council meeting. 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. Contracts has an unfavourable variance of ($667k). Wastewater operations is contributing with an unfavourable variance of ($379k). Along with the timing of sludge treatment ($138k).

Other costs $156k 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	175	256	81	˜	511
675	Office Expenses	338	323	(15)	˜	647
236	Operating Expenses	84	118	34	˜	236
394	Advertising	126	197	71	˜	394
181	Valuation Services	98	90	(8)	˜	181
76	Retail	45	38	(7)	˜	76
2,092	Total Other Costs	866	1,022	156		2,045

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 31 December 2023

This table has rounding (+/- 1)

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

· Infrastructure $2.184M F – Income has a favourable variance of $2.469M. 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 ($285k). This is due to the amount of staff salaries allocated to capital projects, which is offset by operating income.

· Roading ($110k) U – Income has a favourable variance of $230k. 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 ($340k). This is due the timing of the roading maintenance work programme which results in a fluctuation from the budget.

· Waste Management $296k F – Income has a favourable variance of $275k. 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 has a small favourable variance by $21k.

· Parks and Recreation $149k F – Income has a favourable variance $439k. This variance is being driven by subsidies and grants. Better Off Funding received for the Cromwell and Alexandra pools of $224k and funding from the Ministry of Business, Innovation and Employment for the Alexandra River Park of $125k and for the freedom camping programme of $80k. Expenditure has an unfavourable variance by ($290k). This is due to staff costs of ($144k), grants expense ($30k), depreciation ($31k) and rates expense ($45k). The variances for grants and rates expense are due to timing issues and will align with the budget at the end of the year. Grants include Sports NZ and the Roxburgh pool grant for operations. Staff costs are higher due to seasonal demand at the swimming pools and the increases to the living wage.

· Corporate Services $70k F – Income has an unfavourable variance of ($26k). User fees and charges are lower than budget by ($17k) and subsidies and grants ($17k). 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 a favourable variance of $96k. This is due to timing of staff recruitment which is being offset by external consultants providing support to the finance team.

· People and Culture ($472k) U – Income has an unfavourable variance of ($491k). Subsidies and grants are behind budget. Better Off Funding is expected for the RFID Installation at the Libraries and the Alexandra library renovation. The library renovation project has not yet started and the RFID installation project commenced in the second half of the financial year. Expenditure shows a favourable variance of $19k. This is made up of administration ($66k), health and safety $7k, human resources ($8k), libraries $21k and service centre $43k. The unfavourable variance for administration is due to staff costs of ($35k), an adjustment will be carried out at the end of the financial year to service centres to correct. Depreciation is also higher than budgeted by ($13k).

· CEO $215k F – Income has a favourable variance of $23k. Expenditure shows a favourable variance of $192k. This variance is being driven by staff of $84k, operating contracts of ($11k) and professional fees $94k. 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 ($873) U – Income shows an unfavourable variance of ($3.594M). This variance continues to be driven by 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 $2.721M. The cost of sales for subdivisions are driving this variance of $1.8M, along with the timing of property maintenance of $292k and professional services of $140k.

· Governance and Community Engagement $68k F – Income has a favourable variance of $145k. 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 an unfavourable variance of ($77k). Main drivers include; staff costs of ($87k), general grants ($150k), elected members $32k, Tourism Central Otago marketing campaign $47k and regional identify projects $48k. Staff costs are being investigated as there are some costs that need to be allocated to projects. A large portion of community and promotional grants have been issued in the first half of the financial year.

· Planning (Regulatory) $1.123M F – Income has a favourable variance of $118k. This is due to majority of dog registration fees being received in July 2023 to cover the entire 12-month period. Expenditure has a favourable variance of $1.005M. This is primarily due to professional fees of $467k and staff costs of $412k. Staff costs are due to staff vacancies and professional fees are dependent on need.

· Three Waters ($2.174M) U – Income has an unfavourable variance of ($495k). This is predominately due to the timing of metered water sales ($643k) and the budget alignment. Expenditure has an unfavourable variance of ($1.679M). Interest expense of ($218k), depreciation of ($840k), wastewater operations contracts of ($379k) and wastewater operations sludge treatment of ($138k). Interest expense is higher than the Annual Plan as market interest rates are higher than planned. Major variances for Three Waters will be discussed in a separate report from the Three Waters department.

III. Capital Expenditure

Year-to-date, 17% 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 have been updated in this report except for Three Waters. The Three Waters carry forward capital works projects will be tabled in a separate report to Council.

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	776	902	126	˜	2,691	29%
17,140	Council Property and Facilities	2,561	19,622	17,061	˜	39,243	7%
50	Customer Services and Administration	7	54	46	˜	108	7%
326	Vehicle Fleet	214	456	241	˜	838	26%
201	Information Services	267	588	321	˜	1,232	22%
164	Libraries	81	233	152	˜	466	17%
1,841	Parks and Recreation	449	947	498	˜	2,428	18%
58	Planning	-	193	193	˜	385	0%
5,020	Roading	2,424	5,034	2,609	˜	10,067	24%
12,172	Three Waters*	4,656	6,086	1,430	˜	12,172	38%
-	Waste Management	529	384	(145)	˜	768	69%

39,094	Grand Total	11,965	34,498	22,533		70,397	17%

This table has rounding (+/- 1)

*Three Waters carry forwards to be presented in a separate report to Council.

· Better Off Funding DIA $126k F – The Alexandra pool liner project is completed. The Cromwell bike park toilet, Clyde hall upgrades, Alexandra Community Centre upgrades and the digitisation of rateable property files are progressing. Grant funding from the Department of Internal Affairs is uplifted as milestones are meet.

· Council Property and Facilities $17.061M F – The Cromwell Memorial Hall project is currently with the Cromwell Community Board and the Council for decision before progressing into the demolition stage with construction in 2024/2025. The Cromwell Town Centre project is in the preliminary concept stage. The Alexandra Community centre earthquake strengthening project is progressing with contractor onsite. The Clyde Community Centre kitchen and disabled toilet project is nearly complete. There is a building and condition assessment being carried out on Molyneux Stadium to assist future decision making. Molyneux park toilet and Ranfurly public toilets projects are complete and operational, with some signage installation to be completed in Ranfurly.

· Vehicle Fleet $241k F – Vehicle renewals and purchases are under budget. The vehicle renewals programme has started, with vehicles being assessed before renewed.

· Information Services $321k F – Information service projects are behind budget. Projects include enhanced customer enterprise digital services $45k, enhanced user ICT programme $56k, Enterprise Information Systems programme $66k, internet and network programme $88k and server, storage, back-up and retention programme $37k.

· Libraries $152k F – At present the library book renewals are aligned with budget, with the variance relating to the delayed Alexandra library building upgrade project.

· Parks and Recreation $498k F – This is driven by a mixture of the timing of project budgets, work programmes and contractors’ availability to perform the work. Variances include: cemeteries of $52k, parks and reserves of $345k, and swimming pools of $78k. Parks and reserves have a favourable variance by $345k, with major projects including Alexandra town centre $33k, Anderson Park $37k, Omakau recreational reserve $54k, Molyneux park $67k, Roxburgh reserves $28k and Cromwell reserves $82k. Cemeteries has a favourable variance of $52k, the Alexandra encroachment removal and new boundary fencing projects have not started. Swimming pools has a favourable variance of $78k, including Cromwell Pool $122k and Alexandra Pool ($50k). The Alexandra main pool liner project has completed and will align with the budget at the end of the financial year. The Cromwell pool variance relates to the sand filter, this has been ordered.

· Planning $193k F – The dog registration software and the dog pounds projects has not yet started.

· Roading $2.6M F – This is due to the timing of the work programme and budget. Roading projects includes drainage renewal roading $33k, gravel road renewals $268k, minor improvements $674k, sealed road renewals $716k, structures renewals $403k, district wide footpath renewals $206k and carpark renewals $132k.

· Three Waters $1.4M F – This is predominately due to timing of construction works, these can be ahead of budget or behind due to the work programme. The main drivers to this variance includes stormwater improvement ($340k), stormwater renewals $149k, wastewater improvements $414k, wastewater renewals $63k, water supply improvements $2.1M and water supply renewals ($977k). Water supply improvements includes the Cromwell water treatment plant upgrade $2.16M.

· Waste Management ($145k) U – The transfer station reconfiguration and upgrade projects are progressing.

IV. Internal Loans

Forecast closing balance for 30 June 2024 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 2023/24 financial year was $76k. As at 31 December 2023, the outstanding balance was $46k. Council has received $30k in principal payments and $1.8k in interest payments. The Maniototo Curling loan was fully paid in December 2023.

Owed By	Original Loan	1 July 2023 Actual Opening Balance	Principal	Interest	31 December 2023 Actual Closing Balance
Cromwell College	400,000	57,807	19,608	1,451	38,199
Maniototo Curling	160,000	7,456	7,456	108	0
Oturehua Water	46,471	10,771	3,152	250	7,619
	606,471	76,034	30,216	1,809	45,818

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.

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Reserve Funds table

· As at 30 June 2023 the Council had an audited 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. This will be updated for forecast and carry-forwards when the three waters budgets have been confirmed. This will currently include the forecast and carry-forward adjustments from 31 January 2024 Council meeting.

3. Attachments

Appendix 1 - 2023-24 Reserve Funds Table - Including CarryForwards ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Saskia Righarts
Accountant	Group Manager - Business Support
16/02/2024	16/02/2024

28 February 2024

A brown and white logo

Description automatically generated

7 Mayor’s Report

24.2.10 Mayor's Report

Doc ID: 1452791

1. Purpose

To consider an update from His Worship the Mayor.

Recommendations

That the Council receives the report.

The change of government and the resulting number of reversals of the previous government’s ambitions have led to massive uncertainty for council moving into our proposed Long Term Plan year. The biggest impact on our budgets is through the scrapping of the previous government’s Three Waters reform programme, with our last LTP having been put together under that programme when we were told we could not budget for any Three Waters related work or expenditure after 1 July 2025. That is, of course, now out of the window as of two weeks ago week. By the time I get to read this report at our meeting, we will have decided whether we progress with the LTP as per normal, three months later or a whole year later. Credit must be given to the new Minister of Local Government for hearing the concerns of the sector and providing us with these options to move forward as best suits us as a council.

Potential credit may be coming due to the new Government in a part of the Three Waters space that hasn’t gained, in my opinion, enough attention in the heated debate over the last few years. As part of the tightening of regulations on drinking water safety that came into law with the passing of the Water Services Act 2021, the definition of a water supplier became anyone who supplied water to anyone else. In effect, if a farmhouse got water off its roof that went to a rainwater tank and that tank then supplied the farmhouse and a worker’s cottage next door, the owners of the farmhouse became a water supplier subject to strong quality regulations and censure for failures. This has always been a case of cracking a nut with a sledgehammer in my view and was the primary reason given for why National and Act voted against the legislation. I had investigated the coalition agreement between the parties and saw no sign of this issue, but I do note that in a letter from Minister Brown last week outlining the implementation of Local Water Done Well he says that later this year the Government will “consider the water regulator’s empowering legislation to ensure the regulatory regime is efficient, effective, and fit-for-purpose, and standards are proportionate for different types of drinking water suppliers”. I can only hope and support the idea that these words may mean that the “1+1= a water supplier” philosophy will be gone by Christmas. This does not directly affect council, but the current law does make many small suppliers nervous across the district, with an end result that they could pass the problem on to council in the future. A sensible number of end users before regulation kicks in, and a sensible level of treatment and consequences for failure will go a long way toward keeping the people who have been running these schemes successfully for years keeping on doing what they do.

On Tuesday 13^th I attended Parliament and was one of two local government leaders to get to address the new National Party MPs, plus a few experienced heads, on the benefits of localism. This was a hectic hour or so as questions came thick and fast from the MPs on a broad range of topics. There were a few key takeaways for me from what I got back from them and number one was that there is going to be a greater emphasis on councils sticking to their “core business” than there has been in recent years. What might be considered core business has a fairly broad definition both inside that room and out in the broader world, but the general direction of thought was clear. No mention was made of removing the four well-beings from the Local Government Act but a strong emphasis on infrastructure was plain to see. This is probably not surprising given the MPs had just left the House having repealed the previous Government’s Three Waters reforms. Another message I picked up was a recognition from the MPs that we are agreed on the premise that Wellington does not generally know best and that a good relationship between Central and Local Government is essential to our country going forward.

The downside of making that trip was missing the Maniototo A+P Show the following day but I did get to spend time at the Central Otago show in Omakau and the Mt. Benger Show at Roxburgh. The Omakau show was unfortunately hit by rain right on lunchtime and while we certainly won’t complain about rain in Central particularly at the moment, the timing was unfortunate. Conversations at both the shows I attended did clearly reflect the uphill battle our farmers are facing at present with many winds, especially the constant hot ones this summer, blowing against them. This is a time when we all need to be conscious of the stress our farmers and growers are under and act accordingly.

This is also a time when we all need to be acutely conscious of the fire risk that the constant dry winds following a strong growing season in spring are creating. I doubt there is little difference between many parts of our high country and the Port Hills in terms of danger and there doesn’t seem to be any relief in sight unfortunately. We need to be prepared to react quickly if and when a major fire erupts locally. I am confident that our civil defence team and fire services are conscious and as ready as possible but as individual households, we also need to be ready. This is a very good time to go over family plans, particularly out in the countryside for what to do if fire comes near. Very good information for getting ready for fires can be found at When Wildfire Threatens | Fire and Emergency New Zealand.

I had an excellent time at the Thomsons Gorge Wetland phase one opening at the start of the month. This wonderful project was best described by the project manager when she stated “we have built a kidney”. It was fascinating to learn the details of how the wetlands operate to filter water out of the catchment before it enters the Manuherekia and to be on the ground with the experts in the field hearing how it all works. This has been a project that has brought many sectors together including famers and environmental groups for a common good. There has been some criticism of this project by a few people and organisations which I find disappointing. This mahi sits alongside improved water quality coming down into the wetland and does not sit in isolation from other measures to improve farm run off. Seeing the thousands of native plants established in the wetland and hearing the speakers having to talk over the sound of birds that are finding a new home in this unique place showed to me that it was very good value for money. The next stage is the creation of a walkway so the wetland can be more open to the public; a move that I strongly support.

With Peter, I attended the Waitangi Day commemoration at Te Rau Aroha Marae in Bluff. This was another occasion when the rain could have timed its arrival better but nonetheless, it was a powerful and enjoyable event. The highlight in many ways for me was enjoying morning tea sitting opposite Sir Tipene O’Regan and next to Speaker of the House Gerry Brownlie. There was certainly some interesting kōrero both over a cup of tea and throughout the course of the day.

The following day had two meetings at the Waihōpai Rūnaka’s Murihiku Marae in Invercargill. The first was the annual Te Roopu Taiao meeting with local iwi leaders followed by a combined Otago Southland local government meeting. In attendance were Minister for Tertiary Education and Skills, the Environment, for Disability Issues and Associate Minister for Social Development and Employment Penny Simmonds alongside Minister Mark Patterson who holds the portfolios of Minister for Rural Communities, Associate Minister of Agriculture and Associate Minister of Regional Development. Having access to such high-ranking national politicians is one of the primary benefits of attending and being part of wider local government groupings. I was particularly pleased to see Minister Patterson recently appointed as Associate Minister of Agriculture with delegated responsibility for rural health (including mental health), rural transport and communications infrastructure, wool, and Landcorp Farming.

I have been in communication with lines company Aurora regarding a recent series of unplanned outages that have caused significant disruption across Central Otago. Aurora is halfway through its Customised Price-Quality Path which saw us as consumers in Central Otago paying significant increases in line charges so the maintenance that would avoid events like these could be done. In that context, on-going disruption especially with no cause being found is unacceptable to me. I am meeting with Aurora CEO Richard Fletcher between writing this report and our meeting so will update at that time. Interestingly, Peter and I attended the Oturehua community meeting earlier this month and the power cuts were the major topic of conversation which, given everything else that is going on, came as a bit of a surprise to me.

Linda and I attended the official opening of The Finery in Lower Tarbert Street in Alexandra. Huge congratulations must go to Rory and Karen McLellan for the courage and faith in Alexandra and the wider district in making the investment that they have. The Finery is aptly named and would be quite in its place in Auckland or Sydney. I believe it will lift the bar in hospitality locally and will bring people to the town and the area in significant numbers.

The future of the Matangi Mountain bike park in Alexandra hangs in the balance with the current owners of the property it is on looking to sell. A very well supported public meeting was held in Alexandra to measure support for finding the significant sums needed to get an easement over the land in question before the sale. I was unable to be there, but Tamah will be able to discuss this at our meeting as she attended and hopefully we can provide an update on progress. This mountain bike park is significant for Alexandra and Central Otago beyond and was only just starting to show its potential as an international tourist and competitive MTB attraction. This risk of losing it should be a concern to all of us.

Mahi is continuing with the working group that is progressing a business case to take to Health Minister Reti in March for a Central Lakes hospital. At present we are establishing the need, which is palpable. Incredibly, of all the people in New Zealand that live over two hours from a base hospital, 70% of them are in Inland Otago. I hope to be able to advise a date for the meeting with the Minister at our meeting.

2. Attachments

Nil

Report author:

Tim Cadogan

Mayor

20/02/2024

Cromwell Community Board Minutes

23 January 2024

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, 23 January 2024 COMMENCING AT 2.01 pm

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support) (via Microsoft Teams), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer), G Bailey (Parks and Recreation Manager), A Mason (Media and Marketing Manager), R Williams (Community Development Advisor), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Laws

Seconded: Browne

That apologies from Mr B Scott and Ms M McConnell be received and accepted.

Carried

Ms McConnell joined the meeting (via Microsoft Teams) at 2.03 pm

2 Public Forum

There were no speakers for public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Laws

Seconded: Sanford

That the public minutes of the Cromwell Community Board Meeting held on 28 November 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: Ms Carolyn Murray from Cromwell Promotions joined the meeting for Item 24.1.2

24.1.2 Grant Accountability Report Cromwell and Districts Promotions Group 2022-2023

To consider the grant accountability report provided by Cromwell and Districts Promotions Group for the 2022-2023 year activities.

The committee volunteers and the two employed contractors received acknowledgment for their contributions. It was noted that the professionalism of the group has grown and that they are delivering value for corporate sponsors and a range of large events which serve to promote the Cromwell ward and the whole region.

Committee Resolution

Moved: Sanford

Seconded: Browne

That the report be received.

Carried

24.1.3 Delegations to Community Boards

To consider the proposed changes to the Manual of Delegations in relation to community boards.

After discussion it was noted that there could be a perception that assets were being stripped away from Cromwell, however it was clarified that the community board could not own assets.

In addition it was noted that there needed to be ongoing communication with the community regarding the Board’s new proposed role in decision making.

The Board indicated that they would make a submission regarding the proposal and asked staff to assist with any resources needed to inform that submission.

Committee Resolution

Moved: Browne

Seconded: Gillespie

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

B. Notes the ability for the Cromwell Community Board to make a submission on proposed changes to the Manual of Delegations regarding delegations to community boards.

C. Notes that written submissions need to be made to the Governance Manager by Sunday 11 February 2024.

Carried

6 Mayor’s Report

24.1.4 Mayor’s Report

His Worship the Mayor gave an update on his recent activities in the Cromwell ward

· Attended the ‘sod-turning’ ceremony for the Kawarau Gorge cycle trail noting with enthusiasm the impact this addition to the trails network with have on the region

· Had undertaken some parking monitoring in Alexandra and Clyde and gave an report on this experience. He noted that Mr Scott has been monitoring parking in Cromwell and he looks forward to hearing his findings

· Attended the Pasifika community Christmas celebration in Cromwell and noted the very important part that this community plays in the ward

Committee Resolution

Moved: Laws

Seconded: Browne

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

24.1.5 Chair's Report

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

· Reported on a good Christmas break despite having covid in the household

· Expressed concerns around issues with members of their community not able to find safe, long-term housing options and hopes the board can find some solutions to this problem in the forthcoming year

Committee Resolution

Moved: Harrison

Seconded: Laws

That the report be received.

Carried

8 Members' Reports

24.1.6 Members' Reports

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

Cr Laws reported on the following:

· Attended a meeting and end of year social event for Cromwell Community House

· Attended a Historic Precinct meeting

· Attended a Council meeting on 13^th December

Mr Sanford reported on the following:

· Attended Cromwell Car Show

· Attended Alpine Street Machines swap meet and Cromwell Vintage Car Club open day

· Attended the Friday Night Cruise event in Cromwell

· Attended the Speedway

· Attended the St Bathans Fête

· Noted the lack of open toilet facilities around the Cromwell sports courts, and requested that this was investigated

· Had received comments on the need for arts spaces in Cromwell and requests some conversation around the most suitable venue for this

· On behalf of Connect Cromwell has applied for a Resource Consent to install bike stands around Lake Dunstan. As part of this process he reflected that the current channels for communicating with LINZ were untenable

Cr Browne reported the following:

· Was privileged to be the manger for 21 competing athletes from Cromwell at the Colgate Games in Dunedin

· Met with Nikki Wortelboer from RSL (Recreation, Sport, Leisure) Consultancy who is running a project for hockey NZ looking into how districts operated their facilities

Cr Gillespie reported on the following:

· Attended Council meetings in November and December

· Attend the December, final Hearings Panel meeting of the year

· Attended the Senior Citizens Christmas Lunch

· Echoed Mr Sanford’s issues around communication with LINZ and hopes that this relationship can be enhanced in the future

Ms McConnell reported on the following (sent via email):

Attended the National Cherry Stone Spitting Competition in the Historic Precinct
Attended the Cromwell Heritage Precincts Food and Wine Festival
Attended the Town & Country country music club event
Supported participants at the Mountain Bike Classic on 30 December, the Lake Dunstan Fun Triathlon on 2 January and the Lake Dunstan Cycle Challenge 6 January

Committee Resolution

Moved: Sanford

Seconded: Laws

That the report be received.

Carried

9 Status Reports

24.1.7 January 2024 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 12 February 2024.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Gillespie

Seconded: Browne

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
24.1.8 - January 2024 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 3.11 pm and the meeting closed at 3.18 pm

Vincent Community Board Minutes

23 January 2024

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, 23 January 2024 COMMENCING AT 10.01 am

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

ABSENT: Mr T Hammington

IN ATTENDANCE: T Cadogan (Mayor), 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), L Fleck (General Manager – People and Culture), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer), G Robertson (Property and Facilities Manager), C Martin (Project Manager), M Tohill (Communications Officer), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Rory McLellan, David Ritchie, Lynda Gray - The Alexandra Miners Village and Riverside Park Trust

Mr McLellan gave an overview of the project and noted the design changes that had evolved as the group work through the costings. The project would be approached in a staged manner, allowing future improvements in materials and finish as specified in their original proposal.

They anticipate construction starting in July, with stage one being completed by the end of the year. The group then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Paterson

Seconded: Browne

That the public minutes of the Vincent Community Board Meeting held on 21 November 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

24.1.2 Alexandra River Park Project

To consider approving the staged developed design for the Alexandra River Park Project, subject to the available budget.

Committee Resolution

Moved: Cromb

Seconded: McPherson

That the Vincent Community Board

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

B. Approves the staged developed design for the Alexandra River Park Project and agrees to proceed with the project as per Council's procurement policy, subject to available funding.

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

Carried

24.1.3 Delegations to Community Boards

To consider the proposed changes to the Manual of Delegations in relation to community boards.

Discussion focused on the implications of the proposed changes and the opportunity presented for better cohesion between Community Boards and Council. It also outlined the next steps following the submission period.

It was noted also that should the delegations be updated as recommended there would be a review of the changes after a period of time.

Committee Resolution

Moved: Alley

Seconded: McPherson

That the Vincent Community Board

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

B. Notes the ability for the Vincent Community Board to make a submission on proposed changes to the Manual of Delegations regarding delegations to community boards.

C. Notes that written submissions need to be made to the Governance Manager by Sunday 11

February.

.Carried

6 Mayor’s Report

24.1.4 Mayor's Report

His Worship the Mayor gave an update on his recent activities in the Vincent Ward.

· Has been acting as a parking warden, monitoring the parking in Alexandra and Clyde and handing out leaflets to inform people about time restricted parking areas

· Noted positively how busy the district has been over the summer period

· Is part of discussions around what support there may be for Falls Dam under the new government

Committee Resolution

Moved: Alley

Seconded: Cromb

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

24.1.5 Chair's Report

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

· Attended the ‘sod-turning’ ceremony to mark the start of the development of the Kawarau gorge trail

· Attended the Roxburgh Pool opening and applauded the fantastic effort to get this project completed

· Attended a presentation of Central Otago A&P Association Tertiary scholarships for individuals undertaking studies in the agricultural sector noting the inspiring achievements of the candidates

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

8 Members' Reports

24.1.6 Members' Reports

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

Dr Browne reported on the following:-

· Succumbing to Covid meant missing numerous end-of-year functions

· Attended a REAP board meeting

· Ran a Creative Writers Circle meeting

· Performed for a Christmas carols night at Central Stories

· Attended a Central Otago District Arts Trust meeting

· Attended an Alexandra District Museum meeting

· Helped at the community lunch on Christmas day

· Attended a talk by photographer Eric Schusser on his collaborative work with the late Annemarie Hope-Cross

Mr Johns reported on the following:

· Attended AGMs for both the Alexandra Golf Club and the Alexandra Rugby club, noting both have strong membership numbers

· Has kept in touch with the Vallance Cottage Committee

· Notes a record number of visitors for the Golf Club over the summer months

Cr McPherson reported on the following:

· Attended a Hearings Panel meetings meeting and gave an update on the proceedings

· Acknowledged that he has sent his appreciation to the parks contractor as he has received positive feedback on the gardens and in particular the war memorial

Cr Paterson reported on the following:

· Attended the opening of the Roxburgh Pool and acknowledged the incredible work undertaken to complete this project

· Attended the end of year Central Otago Health Incorporated meeting and social catch up, and also acknowledged the sad and sudden passing of the secretary Judy Hamiliton

· Attended a Bob Turnbull Trust meeting, were annual grants were awarded, and notes it is great to be involved in supporting locals in the community

· Have attended multiple Central Otago A&P show meetings and hopes everyone will support the event on Saturday 10^th February

· Acknowledged the volunteer fire fighters who have done an amazing job in keeping the community safe over the summer

Mr Cromb reported on the following:

· Attended the Terrace School prize giving and graduation which is always an annual highlight

· Attended the Super Smash on January 3^rd cricket noting the great turnout and positive event for the region

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

9 Status Reports

24.1.7 January 2024 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: Paterson

Seconded: Johns

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 7 February 2024.

11 Resolution to Exclude the Public

Committee Resolution

Moved: Alley

Seconded: Cromb

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.1.8 - January 2024 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 10.48 am and the meeting closed at 10.50 am

Maniototo Community Board Minutes

25 January 2024

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, 25 January 2024 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer) (via Microsoft Teams), L van der Voort (Group Manager - Planning and Infrastructure), Q Penniall (Infrastructure Manager), D Scoones (Group Manager - Community Experience), J Remnant (Asset Management Team Leader), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 ApologiES

Committee Resolution

Moved: Hazlett

Seconded: Helm

That apologies from Mr M Harris be received and accepted.

Carried

2 Public Forum

There were no speakers at public forum.

3 Condolences

The chair referred to the death of Ian McEwan. Members stood for a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: McAuley

Seconded: Duncan

That the public minutes of the Maniototo Community Board Meeting held on 30 November 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

24.1.2 Delegations to Community Boards

To consider the proposed changes to the Manual of Delegations in relation to community boards.

Discussion followed around the opportunities for the board to have a voice at the Council table and noted the importance of having clear reporting channels.

It was also noted that should the delegations be updated as recommended there would be a review of the changes after a period of time.

Committee Resolution

Moved: Duncan

Seconded: Helm

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

B. Notes the ability for the Maniototo Community Board to make a submission on proposed changes to the Manual of Delegations regarding delegations to community boards.

C. Notes that written submissions need to be made to the Governance Manager by Sunday 11 February 2024.

.Carried

7 Mayor’s Report

24.1.3 Mayor's Report

His Worship the Mayor gave an update on his recent activities in the ward.

· Noted that he enjoyed the 125^th celebration and was impressed by the art exhibition and the quality of the work displayed

· Noted that the representation review pre-consultation questions will be presented at next week’s Council meeting for review. Discussion followed on the possible inclusion of a question on the preferred spelling of ‘Maniototo’ in relation to the Maniototo Community Board.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

24.1.4 Chair's Report

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

· Noted the improvements being made to waste water infrastructure on Thomas Street

· Expressed frustration over slow response times for contractors attending water leaks in the ward

· Noted the removal of the willow trees at Maniototo Lions Park and that there is a plan replacement native planting

· Noted some issues with corrugations and pot holes on local roads

· Observed some broom in the ward needs spraying

· Noted that Oturehua Pool is nearly completed

· Requested some detail around the progress of the school turf and for information on the process for applying for funding though the Long-term Plan, should the board support this project

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

24.1.5 Members' Reports

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

Ms McAuley reported on the following:

· Has received some project work from year 7/8 students detailing what they would like for the future of their town

· Noted that the town has been busy over the summer months

· Requested more regular street sweeping

· Wanted to explore a project to form a BMX/pump track behind the main street and requested some assistance with next steps for gaining landowner permissions

Mr Helm reported on the following:

· Noted that the broom and gorse on the side of the roads needs some attention

· Commented that St. Johns callouts have been relatively quiet

Cr Duncan reported on the following:

· Attended the St Johns, penguin group discussion about what the kids want for the town, noted some really great ideas

· Noted a shortage of recruits for the volunteer fire brigade

· Attended the 125^th celebration event

· Attended St Johns School ‘Go Racing’ night observing good attendance

· Attended the opening of the Maniototo Christmas tree

· Attended an open day for Tiaki Maniototo

· Attended the art exhibition as part of the 125^th celebrations also noting the high standard of exhibits

· Congratulated the local children who are competing in the Youth Olympic Games

· Noted that he is looking forward to a busy year at Council in a Long-term plan year

Committee Resolution

Moved: McAuley

Seconded: Helm

That the report be received.

Carried

10 Status Reports

24.1.6 January 2024 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 15 February 2024.

The meeting closed at 3.11pm

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

CHAIR / /

Teviot Valley Community Board Minutes

8 February 2024

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, 8 February 2024 COMMENCING AT 9.30 am

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), G Bailey (Parks and Recreation Manager), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

John Lane - Delegations to community boards

Mr Lane spoke to history of the Community Boards in Central Otago District Council since its formation in 1989 and expressed how they were set up to represent the uniqueness of each community. He noted he had concerns that proposed changes may lead to confusion and antagonism within the community. He asked that the current board consider this proposal carefully in order to keep the role of community boards relevant.

Helen Pinder - Delegations to community boards

Ms Pinder noted the achievements of previous community boards and expressed that significant gains had been made for the ward following initiatives by former board members. She noted that she believed that districtisation of some business has led to the ward being financially penalised. She noted the knowledge drain due to the turnover of elected members and urged the current board to be mindful of potential loss of local information and feared the ward will not be represented at the Council table.

Mr Lane and Mrs Pinder then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the public minutes of the Teviot Valley Community Board Meeting held on 23 November 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

24.1.2 Delegations to Community Boards

To consider the proposed changes to the Manual of Delegations in relation to community boards.

Committee Resolution

Moved: Dalley

Seconded: Jessop

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

Carried

After discussion it was noted that the Chair would make a verbal submission to the Council meeting in February and the board would meet to discuss making a written submission. This submission would be considered as part of the February Council meeting.

Committee Resolution

Moved: Jessop

Seconded: Booth

B. Notes the ability for the Teviot Valley Community Board to make a submission on proposed changes to the Manual of Delegations regarding delegations to community boards.

C. Notes that written submissions need to be made to the Governance Manager by Sunday 11 February 2024.

D. Notes the Board will make a verbal submission at the Council meeting on 28^th February

Carried

6 Mayor’s Report

His Worship the Mayor gave an update on his recent activities in the Teviot Valley ward and responded to questions.

24.1.3 Mayor's Report

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

24.1.4 Chair's Report

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

· Attended the opening of the Roxburgh Pool Punawai Ora noting the work of the committee, in particular Cr Feinerman

· Attended the AGM of The Roxburgh Golf Club

· Attended the AGM of the Teviot Valley Rest home

· Attended the AGM of the Roxburgh Entertainment Centre

· Attended the Roxburgh Area School prize giving and had the honour of giving out the prizes to year 12 award winners

Committee Resolution

Moved: Dalley

Seconded: Booth

That the report be received.

Carried

8 Members' Reports

24.1.5 Members' Reports

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

Cr Feinerman reported on the following:

· Acknowledged the work of the Roxburgh Pool committee as they celebrated the opening of the new pool and expressed that they were thrilled with the uptake of residents buying season passes and the positive feedback received from many members of the community

· Attended the opening of the upgraded Horse Shoe Bend track, adding that they are awaiting a new information panel detailing the history of the area

· Attended the street party and thanked CODC for arranging the road closure as part of this event

· Gave an update on the January Council meeting

Mr Reid reported on the following:

· Noted a dead tree needs to be removed on the corner of Kelso and Scotland Street

· Noted there is a dead tree King George V Memorial Park which needs to be replaced

· Noted that he believed the street furniture on Scotland Street is not suitable and should be replaced

Ms Booth reported on the following:

· Noted concern from the Medical Services Trust over the future of the Teviot Valley rest home

Mr Jessop reported on the following:

· Attended several Millers Flat coffee group meetings

· Attended a Teviot Valley Water AGM

· Noted that the project to improve the functionality of the existing seats on the main street could be a good collaborative project with Teviot Prospects

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

9 Status Reports

24.1.6 February 2024 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: Jessop

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 21 March 2024.

The meeting closed at 11.16 am.

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

CHAIR / /

Cromwell Community Board Minutes

12 February 2024

Unconfirmed

MINUTES OF A mEETING OF THE
Cromwell Community Board
HELD IN THE Cromwell Service Centre, 42 The Mall, Cromwell
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Monday, 12 February 2024 COMMENCING AT 2.03 pm

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

IN ATTENDANCE: T Cadogan (Mayor), 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), G Bailey (Parks and Recreation Manager), R Williams (Community Development Advisor), M Tohill (Communications Officer), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

David George - Cromwell Chinatown Proposal

Mr George spoke to the grant authorised by the Cromwell Community Board in May 2023 for the Chinese Settlement Project. He outlined research he has undertaken and detailed the areas within the town where the Chinese settled. He noted other similar initiatives in Arrowtown and Lawrence that honour the Chinese pioneers and felt the proposed project does not go far enough to acknowledge the impact the settlers had in Cromwell.

Mr George circulated his presentation to board members.

Werner Murray – Community Board Delegations

Mr Murray spoke to the delegations position statement presented by the Cromwell Community Board and noted the community interest in the subject. He stated that he was urged by members of the community and former elected members to represent them and to outline the history of the community board delegations since the formation of the Central Otago District Council in 1989. He cited the Memorandum of Understanding between the Cromwell Borough Council and Her Majesty the Queen which he believed had establish the long-term practice of the Cromwell Community Board having delegated authority over the management and control of ward assets which has served the community well.

Mr Murray then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Gillespie

That the public minutes of the Cromwell Community Board Meeting held on 23 January 2024 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Scott noted a change to his declarations that had been updated.

5 Mayor’s Report

24.2.2 Mayor's Report

His Worship the Mayor had nothing to report since the previous meeting.

Committee Resolution

Moved: McConnell

Seconded: Laws

That the Cromwell Community Board receives the report.

Carried

6 Chair's Report

24.2.3 Chair's Report

The Chair provided an update on activities and issues since the last meeting, acknowledging a busy period due to the start of the new school year.

Committee Resolution

Moved: Harrison

Seconded: Browne

That the report be received.

Carried

7 Members' Reports

24.2.4 Members' Reports

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

Mr Scott reported on the following:

· Detailed his experience as a parking warden over recent weeks. He noted the positive experience, helping educate members of the community about the regulations in P10, P120, and accessible parking areas, and isolated particular areas where non-compliance occurred.

Cr Browne reported on the following:

· Attended a Year 4, school camp in Bannockburn, noting that Cromwell is a brilliant place to holiday at home

Cr Gillespie reported on the following:

· Gave an overview of proceedings at the January Council meeting

Mr Sanford reported on the following:

· Had attended various discussion on the subject of the proposed changes to delegations

· Attended the Cromwell Business Breakfast at the Black Rabbit, noting good attendance

· Supported the Spirited Women event, acknowledging good results for local competitors

Cr Laws reported on the following:

· Noted the economic development report from the last Council meeting.

Ms McConnell reported on the following:

· Attended an art collection by Central Otago artists, held at Central Stories Museum & Art Gallery

· Attended a brain health community day also held at Central Stories.

· Attended Omakau A&P Show

· Held conversations with members of the community in relation to the proposed changes to community board delegations

Committee Resolution

Moved: Browne

Seconded: Sanford

That the report be received.

Carried

8 Status Reports

24.2.5 February 2024 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: Scott

Seconded: Laws

That the report be received.

Carried

9 Date of The Next Meeting

The date of the next scheduled meeting is 2 April 2024.

10 Resolution to Exclude the Public

Committee Resolution

Moved: McConnell

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
24.2.6 - Cromwell Memorial Hall - Supplementary Information	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.2.7 - Cromwell Memorial Hall Project - Construction Contract Award	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.2.8 - February 2024 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 2.37 pm and the meeting closed at 4.57 pm


AGENDA Ordinary Council Meeting Wednesday, 28 February 2024
Date:	Wednesday, 28 February 2024
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:

Alix Crosbie	Dylan Rushbrook
Senior Strategy Advisor	Group Manager - Community Vision
13/02/2024	14/02/2024