Agenda of Council meeting - Wednesday, 24 April 2024

Council Meeting Agenda

24 April 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, 20 March 2024 COMMENCING AT 10.30 am

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

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) (via Microsoft Teams), D Scoones (Group Manager - Community Experience), P Kennan (Capital Projects Programme Manager), P Penno (Community and Engagement Manager), C Martin (Project Manager – Organisational), J Thomas (Water Services Monitoring/ Compliance Officer), W McEnteer (Governance Manager)

1 Karakia

Cr Browne gave a karakia to begin the meeting.

2 Apologies

Apology

Resolution

Moved: Alley

Seconded: Claridge

That the apology for Cr Cooney and an apology for early departure from His Worship the Mayor be received and accepted.

Carried

3 Public Forum

There was no public forum.

4 Confirmation of Minutes

Resolution

Moved: Alley

Seconded: Feinerman

That the public minutes of the Ordinary Council Meeting held on 28 February 2024 be confirmed as a true and correct record.

Carried

Note: Cr McKinlay joined the meeting at 10.32 am.

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: Mr Jeremy Anderson from the Maniototo Irrigation Company joined the meeting for item 24.3.2.

24.3.2 Maniototo Irrigation Company Proposed Merger

To consider the merger documents for the Maniototo Irrigation Company.

After discussion it was agreed that Council would vote in support of the proposed merger.

Resolution

Moved: Duncan

Seconded: Browne

That the Council

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

B. Notes the merger documents provided by the Maniototo Irrigation Company.

C. Authorises the Chief Executive Officer to vote in favour of the proposed merger.

Carried

24.3.3 Representation Review - Results of Pre-consultation and Formal Proposal on Representation Arrangements

To consider the results of the pre-consultation of the Representation Review and to formulate the formal proposal on future representation arrangements.

After discussion it was agreed that there would be two changes proposed for the initial proposal: that the number of councillors from Vincent reduce to four and that the number of councillors appointed to community boards be reduced to one. It was agreed that the remaining arrangements would remain as the status quo.

After discussion it was agreed that there would not be a change in the spelling of the Maniototo Community Board as there had not been an overwhelming desire for change from the pre-consultation nor support from the Board or Aukaha.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Notes and acknowledges the submissions made to the pre-consultation for the Representation Review 2024.

C. Agrees the initial proposal for Representation Review 2024 is to keep the status quo for representation arrangements for the 2025 and 2028 local body elections with the following amendments:

(a) Reduce the number of councillors representing the Vincent ward to four (4).

(b) Reduce the number of appointed councillors to one (1) for the Cromwell and Vincent Community Boards.

D. Agrees to public consultation for the initial proposal for the Representation Review 2024.

Carried

Note: His Worship the Mayor left the meeting at 11.20 am.

24.3.4 2024-25 Annual Plan and 2025-34 Long-term Plan - Hearings Process Review

To consider changes to the 2025-34 Long-term Plan and 2024/25 Annual Plan hearings process.

It was noted in resolution C that the date was incorrect and should change to 2024.

Resolution

Moved: Browne

Seconded: Alley

That the Council

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

B. Notes due to time frames there will be no changes made to the hearings and deliberations process this year.

C. Approves the following procedural amendments to Long-term Plan and Annual Plan hearings process from 1 July 2024:

(a) ‘Hearings’ will be renamed to ‘hearing of oral submissions’.

(b) There will be time between the hearing of oral submissions and deliberations to allow for staff analysis and comments on the oral submissions.

(d) Oral submitters will be given the option to present in English, New Zealand sign, or Te Reo.

Carried

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

24.3.5 Cromwell Wastewater Treatment Plant Nitrogen Reduction Project

To consider nitrogen removal requirements for the Cromwell wastewater treatment plant.

After discussion it was agreed that staff should investigate ways of reducing energy costs at the Cromwell wastewater plant, and the network in general.

Resolution

Moved: Feinerman

Seconded: Laws

That the Council

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

B. Approves a moving bed biofilm reactor (MBBR) process upgrade to the Cromwell wastewater treatment plant.

C. Directs staff to commence design and prepare documents for construction procurement.

D. Agrees that the procurement of a contractor is dependent on the construction budget being approved in the 2024 Annual Plan.

E. Instructs staff to investigate ways of reducing energy costs of the Cromwell wastewater plant.

Carried

24.3.6 March 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: Claridge

Seconded: McPherson

A. That the report be received.

B. Notes that the Wastewater Compliance updates will now come to Council every two months.

Carried

Note: Cr Gillespie resumed the Chair.

Note: Cr Duncan left the meeting at 11.55 am and returned at 11.56 am.

24.3.7 Proposed Eden Hore Central Otago Exhibition

To consider permitting a two-year feature exhibition of the Eden Hore Central Otago collection at Toitū Otago Settlers Museum.

Resolution

Moved: Duncan

Seconded: Browne

That the Council

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

B. Approves the concept of a two-year feature exhibition at Dunedin’s Toitū Otago Settlers Museum, of the Eden Hore Central Otago garments and stories, to be launched in autumn 2025.

Carried

7 Status Reports

Note: Cr McKinlay left the meeting at 12.19 pm.

24.3.8 March 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: Alley

Seconded: Browne

That Council receives the report.

Carried

8 Community Board Minutes

24.3.9 Minutes of the Maniototo Community Board Meeting held on 15 February 2024

Resolution

Moved: Alley

Seconded: Feinerman

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 15 February 2024 be noted.

Carried

9 Date of Next Meeting

The date of the next scheduled meeting is 24 April 2024.

10 Resolution to Exclude the Public

Resolution

Moved: Alley

Seconded: Laws

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(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
24.3.10 - Omakau Hall - Closure and Disposal	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
24.3.11 - March 2024 Confidential Governance Report	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

The public were excluded at 12.25 pm and the meeting closed at 12.34 pm.

Council Meeting Agenda

24 April 2024

MINUTES OF AN EXTRAORDINARY MEETING OF
Council HELD ON Microsoft Teams
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 28 March 2024 COMMENCING AT 10.30 am

PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr S Browne, Cr S Duncan, Cr S Feinerman, Cr M McPherson, Cr T Paterson

ABSENT: Cr T Alley, Cr I Cooney, Cr C Laws

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Karakia

His Worship the Mayor gave a karakia to begin the meeting.

2 Apologies

Apology

Resolution

Moved: Paterson

Seconded: Cadogan

That the apology received from Crs Claridge and McKinlay be accepted.

Carried

3 Declarations of interest

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

4 Reports

24.4.2 Representation Review 2024 - Initial Proposal

To consider ratification of the initial proposal of the Representation Review 2024 in order for the resolution to adhere correctly to legislation.

Resolution

Moved: Cadogan

Seconded: Paterson

That the Council

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

B. Notes the decisions made for the Representation Review 2024 in resolution 24.3.3.

C. Agrees that the structure for the 2025 Triennial Election be proposed as:

(a) Central Otago District, as delineated on SO Plan 23130 deposited with the Land Information New Zealand, will be divided into four wards

(b) Those four wards will be:

(i) Cromwell Ward, comprising the area delineated on SO Plan 24243 deposited with the Land Information New Zealand

(ii) Maniototo Ward, comprising the area delineated on SO Plan 24247 deposited with the Land Information New Zealand

(iii) Teviot Valley Ward, comprising the area delineated on SO Plan 24244 deposited with the Land Information New Zealand

(iv) Vincent Ward, being an amalgamation of the Earnscleugh-Manuherikia Ward and Alexandra Ward, comprising the areas delineated on SO Plan 386670 and SO Plan 24246 deposited with the Land Information New Zealand

(d) 10 Councillors elected as follows:

(i) 4 Councillors elected by the electors of the Cromwell Ward

(ii) 1 Councillor elected by the electors of the Maniototo Ward

(iii) 1 Councillor elected by the electors of the Teviot Valley Ward

(iv) 4 Councillors elected by the electors of the Vincent Ward

(e) There will be four community boards as follows:

(i) Cromwell Community Board, comprising the area of the Cromwell Ward

(ii) Maniototo Community Board, comprising the area of the Maniototo Ward

(iii) Teviot Valley Community Board, comprising the area of the Teviot Valley Ward

(iv) Vincent Community Board, comprising the area of the Vincent Ward being an amalgamation of the Alexandra Ward and the Earnscleugh-Manuherikia Ward

(f) The membership of each community board will be as follows:

(i) Cromwell Community Board will comprise four elected members and one member appointed to the community board by the Council being a member representing the Cromwell Ward

(ii) Maniototo Community Board will comprise four elected members and one member appointed to the community board by the Council being the member representing the Maniototo Ward

(iii) Teviot Valley Community Board will comprise four elected members and one member appointed to the community board by the Council being the member representing the Teviot Valley Ward

(iv) Vincent Community Board will comprise four elected members and one member appointed to the community board by the Council being a member representing the Vincent Ward.

D. Notes the decision to reduce the number of Vincent Ward councillors was to better conform to the +/- 10% rule for representation and that the decision to reduce the number of appointed councillors to one for the Cromwell and Vincent Community Boards was to acknowledge the additional workload being carried out by councillors.

E. Agrees that, as required by sections 19T(b) and 19W(c) of the Local Electoral Act 2001, the boundaries of the wards and communities should coincide with the boundaries of current statistical meshblock areas determined by Statistics New Zealand and used for parliamentary purposes.

Carried

5 Date of Next Meeting

The date of the next scheduled meeting is 24 April 2024.

The meeting closed at 10.33 am.

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

CHAIR / /

24 April 2024

6 Reports

24.5.2 2024/25 Annual Plan: Draft Budgets, Consultation Document and Supporting Documentation

Doc ID: 1466672

1. Purpose of Report

To consider approving the draft budgets and adopting the supporting documentation and Consultation Document for the Annual Plan 2024/25.

Recommendations

That the Council

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

B. Agrees in principle that the Council specific budgets and information contained in Appendices 1, 2 and 3, be included in the full draft 2024/25 Annual Plan.

C. Agrees that the recommendations of budgets and fees and charges, for the 2024/25 Annual Plan, from the community boards be included in the full draft 2024/25 annual plan and consultation document.

D. Adopts the Supporting Information for the Annual Plan 2024/25 Consultation Document.

E. Adopts the Consultation Document for the Annual Plan 2024/25 for Public Consultation.

2. Background

The 2024/25 draft budgets for Council have been prepared under conditions of high inflationary pressure in the economy and substantial regulatory change in Council’s operating environment.

In February 2024, the new government repealed the Three Waters legislation and required councils to reintroduce costs for three waters into the 10-year budgets. The Government is expecting to establish a framework and transitional arrangements for councils to self-determine future service delivery arrangements for three waters by mid-2024. This will be followed by further legislation to be introduced in December 2024 and enacted in mid-2025, that will provide for a range of structural and financing tools with regard to three waters.

At its meeting in February 2024, Council decided to take up the option of preparing an Annual Plan for 2024-25 instead of progressing with the development of the 2024-34 Long Term Plan, given all of the uncertainties around service delivery and funding. This would provide time to better understand Government’s water infrastructure policy, intended legislation and what it means locally as well as exploring other measures to relieve financial pressures.

The 2024/25 draft budgets have been prepared for consideration by Council at this meeting. Draft budgets have also been presented to each community board at their meetings earlier in April 2024 and those budgets have been provided to Council for consideration and inclusion in the draft 2024/25 Annual Plan at this meeting as well.

Draft Community Board budgets as presented to their meetings are attached as Appendix 1.

· Vincent Community Board recommend an increase in their Promotions grant from $41,000 to $50,000.

· Teviot Valley Community Board recommend an increase in their grants budget from $5,200 to $10,000.

· Maniototo Community Board recommend support for the school turf be deferred to the LTP process.

3. Discussion

Operating Expenditure

As noted previously, the 2024/25 draft budgets have been prepared under considerable inflationary pressures. The following Tables 1 and 2 show changes in Council expenditure from last year (2023/24) and what was planned for year 4 in the 2021-31 LTP; broken down into key expense categories and by Council’s groups of activities.

Table 1: Operating costs by expense type

Operating Costs	Current 2023/24 AP	Previous 2021 LTP Y4 2024/25	Draft 2024/25 AP	Variance - 2023/24 AP to draft 2024/25 AP	Variance -LTP 2021 Y4 to draft 2024/25 AP
Expense Type				%	$	%
Direct Costs	$23.34 M	$23.27 M	$27.34 M	17%	$4.07 M	17%
Staff Costs	$15.46 M	$14.85 M	$15.37 M	-1%	$0.52 M	3%
Corporate Overheads	$3.71 M	$3.41 M	$5.01 M	35%	$1.60 M	47%
Depreciation	$17.23 M	$12.14 M	$20.06 M	16%	$7.92 M	65%
Interest costs	$2.65 M	$3.71 M	$3.93 M	48%	$0.22 M	6%
Costs of Sales (CoS)	$6.77 M	$6.91 M	$0.27 M	-96%	-$6.64 M	-96%
CODC	$69.16 M	$64.29 M	$71.97 M	4%	$7.68 M	12%
CODC (less CoS)	$62.39 M	$57.38 M	$71.70 M	14.92%	$14.32 M	24.96%

Table2: Operating Expenditure by Groups of Activities

All OPEX	Current 2023/24 AP	2021 LTP Y4 2024/25	Draft 2024/25 AP	Variance - 2023/24 AP to draft 2024/25 AP	Variance -LTP 2021 Y4 to draft 2024/25 AP
Groups of Activities				%	$	%
Community, Economic and Strategic Development	$3.17 M	$3.22 M	$3.01 M	-5%	-$0.21 M	-7%
Environmental Services (Waste)	$6.30 M	$6.66 M	$7.59 M	20%	$0.93 M	14%
Planning and Regulatory	$5.48 M	$4.72 M	$4.76 M	-13%	$0.04 M	1%
Pools Parks and Cemeteries	$6.39 M	$7.10 M	$7.06 M	10%	-$0.03 M	0%
Property and Community Facilities	$13.11 M	$12.69 M	$6.17 M	-53%	-$6.52 M	-51%
Service Centres and Libraries	$1.20 M	$1.14 M	$1.28 M	6%	$0.14 M	12%
Roading	$12.49 M	$9.89 M	$13.20 M	6%	$3.31 M	33%
Stormwater	$0.71 M	$0.47 M	$0.85 M	20%	$0.38 M	79%
Wastewater	$4.92 M	$3.96 M	$7.72 M	57%	$3.76 M	95%
Water	$7.10 M	$6.42 M	$10.04 M	42%	$3.62 M	56%
Governance and Corporate Services	$8.29 M	$8.03 M	$10.30 M	24%	$2.27 M	28%
CODC	$69.16 M	$64.29 M	$71.97 M	4%	$7.68 M	12%

Increases in operating costs are being driven by increases in:

- costs of contracts and professional services

- fuel and electricity costs

- costs of waste disposal

- insurance costs

- audit fees

- software licencing and cybersecurity costs

It is important to note that the ‘Cost of Sales’ expense type, which is cost of developing land for sale, that has reduced by $6.64 million from what was planned in the 2021-31 LTP, is masking the increases in other expense types. If this is disregarded, the overall increases in other expense types is 24.9% ($14.31M). The ‘Cost of Sales’ expense is covered through ‘Land Sales’ revenue.

The capital expenditure requirement has increased, and is mainly being driven by need to meet requirements of water and wastewater consents and other regulatory requirements like protozoa treatment. Another driver is planning and designing for growth. Other capital expenditure is being driven by public health and safety, resilience and sustainability needs like bridge maintenance and renewals, road rehabilitation and work on the organics processing plant. The full list of planned capital expenditure in 2024/25 is included as Appendix 3 of this report.

The increase in depreciation is reflective of inflation and the increase in replacement costs of assets. As an example, bridges are 38% more expensive to build now than 3 years ago and roads and water supply systems are 27% more expensive.

Rates affordability is always a consideration in preparing budgets but particularly for the 2024/25 year, Council and staff have put in considerable rigor on preparing an ‘essential only’ budgets, given the increasing cost of living faced by our communities. Below are some examples of expenditure reductions that have been made, although this is not an exhaustive list.

• Implementation of new technology and operational products in pools and library services

• Some maintenance and renewal projects deferred in Parks

• Staff travel budgets reduced

• Reducing some staff costs by entering into shared services agreements with other Councils

• Not budgeting for vacant positions

• Removing the budget for review of the District Plan

• Removing earthquake strengthening capital expenditure to be addressed in LTP

• Removing expenditure for Cromwell Town Centre to be consulted on in LTP

• Planned expenditure for ‘affordable rental’ removed

• Reducing some depreciation funding where positive reserves balances exist

During the compilation of the 2024/25 budgets council staff have identified the need to reconsider elements of the financial strategy like depreciation funding, reserves movements and use of internal loans, which will be critical for the development of the 2025-34 LTP.

Revenue and Rates Increases

The following tables 3 and 4 show changes to Council revenue by ‘revenue type’. 65% of Council revenue comes from rates. Total rates requirement has increased by $9.89 million or 22.6%. Growth in the district is 1.2%, so the total average rates increase accounting for growth is 21.4%.

Table 3: Changes in Council Revenue projected for 2024/25

Revenue	Current 2023/24 AP	2021 LTP Y4 2024/25	Draft 2024/25 AP	Variance - 2023/24 AP to draft 2024/25 AP		Variance -LTP 2021 Y4 to draft 2024/25 AP
Revenue Type				$	%	$	%
Rates	$43.75 M	$45.02 M	$53.65 M	$9.89 M	22.6%	$8.63 M	19.2%
Subsidies and Grants	$7.49 M	$7.78 M	$12.07 M	$4.58 M	61%	$4.30 M	55%
DCs and FCs	$1.72 M	$1.58 M	$3.40 M	$1.68 M	98%	$1.82 M	116%
Other	$11.64 M	$11.05 M	$13.33 M	$1.69 M	14%	$2.28 M	21%
Vested Assets and Land Sales	$10.59 M	$10.80 M	$0.00 M	-$10.59 M	-100%	-$10.80 M	-100%
CODC	$75.20 M	$76.23 M	$82.45 M	$7.26 M	10%	$6.22 M	8%

Table 4: Rates increases by Groups of Activities

Rates	Current 2023/24 AP	2021 LTP Y4 2024/25	Draft 2024/25 AP	Variance - 2023/24 AP to draft 2024/25 AP		Variance -LTP 2021 Y4 to draft 2024/25 AP
Groups of Activities				$	%	$	%
Community, Economic and Strategic Development	$3.73 M	$3.92 M	$3.84 M	$0.11 M	3%	-$0.08 M	-2%
Environmental Services (Waste)	$4.88 M	$5.10 M	$6.12 M	$1.24 M	25%	$1.02 M	20%
Planning and Regulatory	$3.31 M	$2.73 M	$2.65 M	-$0.66 M	-20%	-$0.08 M	-3%
Pools Parks and Cemeteries	$5.82 M	$6.64 M	$7.13 M	$1.30 M	22%	$0.49 M	7%
Property and Community Facilities	$4.19 M	$3.81 M	$4.24 M	$0.05 M	1%	$0.44 M	11%
Service Centres and Libraries	$1.69 M	$1.62 M	$1.92 M	$0.23 M	14%	$0.30 M	18%
Roading	$6.16 M	$6.15 M	$7.29 M	$1.13 M	18%	$1.14 M	18%
Stormwater	$0.57 M	$0.60 M	$0.20 M	-$0.37 M	-65%	-$0.40 M	-67%
Wastewater	$5.15 M	$5.65 M	$8.51 M	$3.37 M	65%	$2.87 M	51%
Water	$6.73 M	$7.02 M	$9.33 M	$2.60 M	39%	$2.31 M	33%
Governance and Corporate Services	$1.53 M	$1.78 M	$2.42 M	$0.89 M	58%	$0.64 M	36%
CODC	$43.76 M	$45.02 M	$53.65 M	$9.89 M	22.6%	$8.63 M	19.2%

As shown in Table 4, rates increases are being primarily driven from Water, Wastewater, Roading and Waste activities, which are contributing to $8 million (81%) of the rates increase.

Further details of revenue and expenses are contained in Appendix 2. Appendix 3 contains planned capital expenditure for 2024/25 year and Appendix 4 contains rates for sample properties.

Consultation Document and Supporting Information

The focus of the 2024/25 Annual Plan has been one of an ‘essentials only’ approach, with the cutting down of operating costs and delaying non-critical work where possible. While this approach has resulted in there being no significant items for public consultation, public consultation is required as a condition of delaying the 2024-34 Long-term Plan by one year.

The consultation document focuses on giving the background to the rates increase, and request public feedback on what Council priorities should be in the preparation of the 2025-34 Long-term Plan.

The supporting information to this Consultation Document is proposed to include: activity summaries, fees and charges, and further financial information. Appendix 7 onwards contains the summary documents.

4. Financial Considerations

The average rates increase across the district is 21.4%, after adjusting for the projected growth factor of 1.2%. Details of changes in expenditure and revenue and increases required from rates is contained in previous sections of this report.

5. Options

Option 1 - (recommended)

Accept the draft 2024/25 Annual Plan budgets, and adopt the supporting document to the consultation document, including the fees and charges and the consultation document for the 2024/25 Annual Plan.

Advantages:

· Meets statutory requirements

· Provides transparent expenditure management

· The Council specific budgets will feed into Council’s Annual Plan budget for 2024/25

· Meets the ratepayers’ expectations

· Allows changes to reflect prior Council decisions post setting of the 2021-31 Long-term Plan

· Allows for Fees and Charges to be updated to reflect the most accurate charges.

· Allows Council to adopt the annual plan in June 2024 and set the rates for the 2024/25 year.

Disadvantages:

· Some members of the community may feel disadvantaged paying increased rates.

Option 2

Decline the draft 2024/25 budgets, and do not adopt the supporting document to the consultation document, including the fees and charges and the consultation document for the 2024/25 Annual Plan.

Advantages:

· There are no identified advantages.

Disadvantages:

· Delay in the annual plan process or the 2024/25 Annual Plan may not accurately reflect the Council’s prior decisions.

· Run the risk of delaying the annual plan process and therefore potentially miss the legislative deadlines

· May not reflect a fair distribution of costs to the rate payer

· Council is at risk of not setting its rates and therefore generate the revenue required to meet the planned programme

· The community may feel dissatisfied with the performance of the Council as expectations have been set that consultation will occur during April and May.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of the community by involving elected members in robust and transparent financial decision making and ensuring there is a transparent approach to setting the rates for the 2024/25 financial year.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with all council plans and policies.
Considerations as to sustainability, the environment and climate change impacts	Considerations as to sustainability and climate change impacts are contained within the projects which will be funded by the 2024/25 rates.
Risks Analysis	The risk of not accepting this report is that Council will lose the ability to adopt the 2024/25 Annual Plan and set the rates for the income required to meet the activities Council is required to carry out. Council will not meet legislative requirements and may be exposed to legal challenges.
Significance, Consultation and Engagement (internal and external)	This paper triggers the special consultative procedure (consultation for one month) under the Local Government Act 2002.

7. Next Steps

Once the draft annual plan and consultation document are adopted the necessary steps will be taken to open the public consultation period, which will include placing the consultation document and supporting information on council’s website. A range of communication channels (eg Facebook and stakeholder group discussions) will be utilised to promote the consultation material.

8. Attachments

Appendix 1 - Draft Community Board Budgets ⇩

Appendix 2 - Draft 2024-25 Annual Plan Budget - Income and Expenditure ⇩

Appendix 3 - Draft Annual Plan 2024-25 Budget - Capital Expenditure ⇩

Appendix 4 - Draft Annual Plan 2024-25 Budget - Sample Rates ⇩

Appendix 5 - 2024-25 Annual Plan Book Financials ⇩

Appendix 6 - Fees and Charges 2024-25 ⇩

Appendix 7 - Supporting Documentation - Three Waters Activity ⇩

Appendix 8 - Supporting Documentation - Roading Activity ⇩

Appendix 9 - Supporting Documentation - Environmental Services Activity ⇩

Appendix 10 - Supporting Documentation - Planning and Regulatory Activity ⇩

Appendix 11 - Supporting Documentation - Pools Parks and Cemeteries Activity ⇩

Appendix 12 - Supporting Documentation - Property and Community Facilities Activity ⇩

Appendix 13 - Supporting Documentation - Service Centres and Libraries Activity ⇩

Appendix 14 - Supporting Documentation - Community Economic and Strategic Development Activity ⇩

Appendix 15 - Supporting Documentation - Governance and Corporate Services Activity ⇩

Report author:	Reviewed and authorised by:

Vibhuti Chopra	Saskia Righarts, Group Manager - Business Support
.Contractor CFO	Group Manager - Business Support
11/04/2024	16/04/2024

24 April 2024

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24.5.3 Tourism Central Otago - Destination Management Update

Doc ID: 1485610

Report Author:	Anthony Longman, Head of Destination
Reviewed and authorised by:	Dylan Rushbrook, Group Manager - Community Vision

1. Purpose

To provide an update on the Central Otago Destination Management Plan implementation and Tourism Central Otago workstreams.

Recommendations

That the report be received.

2. Background

The Central Otago Destination Management Plan (DMP) provides the framework and guidance for the variance workstreams, and projects implemented by Tourism Central Otago. The DMP is based around how the visitor industry and visitors themselves can help enable the future states outlined by the community through the process and support the delivery across the four well-beings.

The funding for the development and early implementation of the DMP was provided by Central Government through the Covid- 19 response fund. Despite national advocacy from Regional Tourism Organisations, Councils and Industry stakeholders additional financial Support from Central Government for the on-going implementation of the plans has not been forthcoming.

Given that additional funding has not been forthcoming Tourism Central Otago has reprioritised existing budgets to ensure that our efforts are focussed on the key building blocks within the DMP that enable the desired long-term outcomes of the plan alongside ensuring marketing activities support the short to medium term demand needs of our Visitor economy.

3. Visitor Industry Insights

The traditional Central Otago summer season has drawn to a close with some operators performing strongly whereas others are reporting declines as domestic travel demand has softened due to pressures around high interest rates, inflation and political uncertainty.

Those businesses who have a more diversified profile of domestic/international visitors have performed more positively; especially those with a focus on attracting higher spending markets like the US. The forward outlook from trail operators is positive with several indicating strong enquiry and bookings for the next summer season.

Tourism Central Otago continues to commission Market Perceptions research from Angus & Associates that shows the district remains a highly appealing destination for the domestic market, especially for those who have visited the region recently. Net Promoter Score (NPS) is used to measure visitors’ propensity to recommend travel destinations. The domestic visitor NPS for Central Otago is +13, indicating that there are more advocates for the region than there are detractors (versus a regional benchmark of +1). NPS is considerably higher amongst more recent visitors (+44).

• One in ten New Zealand travellers intending to travel domestically in the next 12 months indicate that they ‘definitely will’ visit Central Otago.

• In the past year, three in four New Zealanders travelled domestically and 9% of them visited Central Otago, while 6% of Australians who travelled to New Zealand in the past 12 months visited Central Otago.

• The research also looks at what things travellers associate with Central Otago, with wine, cycling and warm weather coming out on top.

• 39% of New Zealand travellers associate Central Otago with wineries, breweries or distilleries which is an increase of 2% on 2022, this association increases to 68% for recent visitors to the region.

• 38% of New Zealand travellers associate Central Otago with cycling and mountain biking, which is an increase of 2% on 2022, this association increases to 61% for recent visitors to the region.

• When New Zealand travellers think of Central Otago, the beautiful scenery, warm weather, wine, and fruit are top-of-mind.

The most common barriers to visiting Central Otago are having no specific reasons to visit, no connections there, and the inconvenience of getting to the region. Perceived difficulties in travelling to Central Otago are significantly higher than for other regions, as is a lack of knowledge about the region (i.e. not knowing enough about what there is to do there).

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In Central Otago District visitors spent a total of $282m for the year end March 2023. Spending was up by 13.3% compared with the previous year.

International visitors contributed 14.3% of spend in 2023, while domestic visitors contributed 85.7%

The largest category for total tourism expenditure in 2023 was retail sales - alcohol, food and beverages. Total tourists spent a total of $52.9m up 1.7% from the previous year. The second largest category for total tourism expenditure was retail sales - other. Total tourists spent a total of $48.2m on retail sales - other in the year to March 2023, which was up 1.3% from the previous year.

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Employment in the tourism sector increased by 16.2% in 2023 and employ an average of 1,768 people in Central Otago District in the year end March 2023. This amounted to 12.1% of Central Otago District's total employment in 2023.

Data sourced from https://rep.infometrics.co.nz/central-otago-district/tourism/employment

Destination Management Plan - Ambition and Building Blocks

The Central Otago Destination Management Plan is built around a series of 10 building blocks that align with the Ambition, Challenge, and partnership approach. Full details of the plan can be found online at www.centralotagonz.com/destination-management

The focus over the first year of the plan was on rolling out engagement and partnership programmes, and exploring and scoping the details of new projects that underpin the delivery of the plan and contribute to regional wellbeing.

The Tourism Central Otago team has had increased involvement in cross-organisational projects that have a visitor connection including Community Development, Regional Identity, Economic Development, Waste Management, Parks & Recreation.

Key council and community projects that are included in the DMP and are underway are; Alexandra Riverside Park, Cromwell Memorial Hall and Eden Hore Central Otago

An overview of progress toward the building blocks follows.

Inspiring Environmental Stewardship

We have continued to work with Tourism Industry Aotearoa to promote the national Tourism Sustainability Commitment with operators. Including specific work to promote council’s activities in the Waste Management and Minimisation space.

Building relationships with local environmental organisations around how TCO can help share their stories and promote support for their programs to visitors.

Next Generation Community Engagement

We are continuing to engage with our stakeholders and Community and have recently completed a long-term project to move to a new Customer Relationship Management (CRM) platform that will enable TCO and other Community Vision teams to communicate more efficiently with stakeholders.

Making a Difference with Placemaking

The Tourism Central Otago team is working with the Regional Identity Advisor and Kāi

Tahu (through Aukaha) to build an increased awareness and integration of the stories

of mana whenua through the centralotagonz.com website. An initial review of the site has been completed by Aukaha and updates will be made to website content over the coming year. TCO is also involved in the Project Group for the Alexandra Riverside Park and supporting the inclusion of cultural and Visitor story-telling.

Advancing Workforce and Talent Development

Tourism Central Otago is supporting the Economic Development Manager and

Welcoming Communities programme in the development of initiatives to help promote

Central Otago as a place to work, and to help retain the workers already in the region.

Highlights include: the Central Mahi summer recruitment campaign; Welcoming

Communities workshops; and development of recruitment videos and Mayors Taskforce for Jobs.

Authentic Branding and Customer Engagement

The positioning and awareness of Central Otago to relevant markets continues to be a

primarily function of Tourism Central Otago. The on-going work in PR & Media, Travel Trade, Business Events and Digital Content which lead to increased awareness of Central Otago and our product offerings and points of difference.

Leading Cross-Sector Partnerships

Tourism Central Otago and Economic Development partnered with Queenstown Lakes District Council, Enterprise Dunedin and Tātaki Auckland Unlimited to complete research into the Lifetime Value of a Visitor. This research secured funding from the Round 1 of Tourism Innovation Fund and had applied to Round 2 of the fund, but in April 2024 we were notified that the government has paused the fund.

High Impact Tourism Alliances

Continued partnerships with Regional Tourism Organisations across New Zealand and the lower South Island have helped to increase awareness, knowledge and marketing of the region’s assets.

Key to the alliances are the Southern Way initiative (southernway.co.nz), the Otago Trails Marketing Initiative (trailhub.co.nz) and participation in the Southern Lakes International Marketing Alliance (IMA) with Destination Queenstown and Lake Wanaka Tourism.

TCO supported the Central Otago Heritage Trust to run a photography competition to help build the image library of Central Otago Heritage for both organisations. Led by the Trust Co-Ordinator and with support from the Regional Identity Advisor the competition attracted 440 entries. The winning images were displayed in the Clyde Museum during December.

Sustainable Funding and Investment

The Minister for Tourism and Hospitality has endorsed investment into a range of new tourism data to support the growth of the tourism sector. The data, which will be sourced by the Ministry of Business, Innovation and Employment (MBIE), is the first in a range of initiatives to be funded from the International Visitor Conservation and Tourism Levy (IVL) allocation of $5.08m to improve the tourism data system.

The new data will primarily be domestic-focused and will provide insight into areas such as visitor movement, the short-term rental accommodation market, visitor experience, and community sentiment. The first of the data is expected to be available from later this year.

State-of-the-art Connectivity

As visitor expectations of digital connectivity and enablement increase, and the technology required by businesses to deliver services increases Economic Development, Information Services and Tourism Central Otago – have commissioned a report into Digital Fibre Infrastructure across the district.

Exceptional New Product Development

The Central Otago Business Events team will continue to work with the local industry and national networks to attract conferences and events to the region, especially those events that Central Otago holds a position of strength. An example of the benefit of Business Events, and the alignment to the DMP was the recent Sustainable Trails Conference in Cromwell that attracted 80 attendees from across New Zealand, Australia and the Pacific Islands for 4 days.

The construction of the new Kawarau Gorge Trail has commenced, linking the Queenstown Trail in Gibbson to Bannockburn along 32 kilometres of awe-inspiring and often challenging terrain through the Kawarau Gorge

Key DMP projects for the coming year.

· Collaborate with the Regional Identity Advisor and Aukaha to integrate mana whenua principles, values and stories of our region throughout centralotagonz.com

· Continue to enhance our strategic alliances and drive the visitor industry towards a more sustainable future through the Southern Way and Otago Cycle Trail Collaboration

· Support Council and Community Placemaking initiatives with a key focus on the Alexandra Riverside Park

· Enhance or reposition existing and new events and festivals to attract visitors to the region to support seasonality and regional dispersal. A key mechanism will be utilising the new Regional Events Promotion Fund.

· Continue to monitor what opens up in the tourism funding space and ensure that CODC as TCOs primary funder is well positioned, while exploring new models.

3. Attachments

Nil

24 April 2024

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24.5.4 Freedom Camping Enforcement Options

Doc ID: 1469547

1. Purpose of Report

To consider option for controlling freedom camping within the Central Otago District.

Recommendations

That the Council

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

B. Agrees to monitor the effectiveness of recent changes to freedom camping rules and enforcement provisions in freedom camping legislation over the 2024/25 summer season including any public feedback from freedom camping and camping related impacts. That this information is reported back to Council at its April 2025 meeting.

C. Defers a decision to development a Freedom Camping Bylaw until after the April 2025 Council meeting.

D. Agrees that any Freedom Camping enforcement actions required in the interim will be undertaken using existing legislation.

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

2. Background

In June 2023 the Freedom Camping Act 2011 (Freedom Camping Act) and the Plumbers, Gasfitters and Drainlayers Act 2006 (the PGD Act were amended by Parliament).

The legislation introduced a new national rule that freedom camping on local authority land in a non-self-contained vehicle is prohibited. In other words, the default position is now that freedom camping on local authority land is restricted to certified self-contained vehicles only.

Local authorities can diverge from the default position of the national rule by implementing freedom camping bylaws that:

§ permit freedom camping in non-self-contained vehicles in certain areas, or

§ prohibit or place restrictions on freedom camping in certain areas (e.g., limiting the number of consecutive days someone can camp in a certified self-contained vehicle in a particular area).

Note: The new national rule only applies to motor vehicles (not tents or other temporary structures). This means that the default position is that freedom camping in a tent on local authority land is permitted. However, as is currently the case under the Freedom Camping Act, local authorities can implement freedom camping bylaws that place restrictions on tent-based freedom camping.

Key freedom camping rule changes.

The key changes brought about by the new legislation are:

§ changes around certifying self-contained vehicles.

§ changes to where you can freedom camp.

§ changes around infringement fees and fines.

§ extension to include Waka Kotahi Land and

§ camping on land managed by Land Information New Zealand (LINZ)

Changes around certifying self-contained vehicles.

§ Vehicles with a portable toilet are no longer able to be certified as self-contained.

§ Requirement of fixed toilet to be certified as a self-contained vehicle.

§ Self-contained Motor Vehicles Legislation Act 2023 establishes the Plumber Gasfitters and Drainlayers Board as the regulator of the self-contained vehicle system.

§ The 2-year transition period will enable the existing self-containment certification requirements to be phased out. This will enable the existing self-containment certification requirements, known as a blue warrant, to be phased out and eventually replaced with the new requirements, known as a green warrant.

During this period, there will be 2 ways to certify vehicles. Blue warrant certification can be applied for until June 2024 for vehicles to be certified and these will expire 7 June 2025 (or 7 December 2024 for rental vehicles).

From 7 June 2025, all vehicles will need to be certified with a green warrant to be certified self-contained under the new requirements.

All vehicles that are warranted are registered on a national database. This will make it easier to identify vehicles that don’t have an official warrant.

In June 2025 when all certified self-contained vehicles are required to display the new green warrant certification sticker. During the transition period until then it is somewhat confusing to easily determine vehicles that are compliant and vehicles that aren’t.

Changes to where you can freedom camp.

In general, you can only freedom camp on local authority land if your vehicle is certified self-contained.

§ The default position will be a non-certified self-contained vehicle can’t camp on local authority land.

Where freedom camping in a certified self-contained vehicle is now permitted on all Council land except:

§ on parks and reserves held under the Reserves Act 1977 (unless camping is specifically provided for in a Reserve Management Plan or permitted by Ministerial Consent); or

§ Council land specifically prohibited or restricted in a Bylaw.

Currently, Reserve Management Plans for the following Council reserves specifically provide for camping:

§ Bannockburn Domain (Camping ground)

§ Cromwell Racecourse Reserve (Limited to NZ Armed Forces, NZ Police and participants of equestrian and other events)

§ Dunstan Recreation Reserve (Limited to NZ Armed Forces, NZ Police and participants of equestrian and other events)

§ Molyneux Park (Limited to New Zealand Motor Caravan Association (NZMCA) members)

§ Neplusultra Reserve (Limited to Girl Guides and Scouts in leased areas)

§ Pioneer Park (Limited to self-contained vehicles associated with events)

§ Teviot Valley Ward Reserves - Freedom camping is permitted at Pinders Pond in designated areas (limited to 3 consecutive nights)

Most Council owned reserves have existing signage advising if camping is permitted or not.

3. Discussion

At the December 2023 Council meeting a detailed report on the changes to the Freedom Camping Legislation was considered with the following recommendations being adopted.

That the Council

Receives the report and accepts the level of significance.

Agrees to monitor the effectiveness of recent changes to freedom camping rules and enforcement provisions in freedom camping legislation over the 2023/24 summer season including any public feedback from freedom camping and camping related impacts. That this information is reported back to Council at its April 2024 meeting.

Defers a decision to development a Freedom Camping Bylaw until after the April 2024 Council meeting.

Agrees that any Freedom Camping enforcement actions required in the interim will be undertaken using existing legislation.

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

The full Council report can be found in Appendix 1.

The Freedom Camping Act allows the Council to create a bylaw to protect these areas. Bylaws can restrict freedom camping, place further restrictions on where, when, and how long camping can occur at a site or permit freedom camping in non-self-contained vehicles.

Section 155 of the Local Government Act 2002 outlines several issues the Council must consider before embarking on the implementation of a bylaw. These are set out below.

Section 155 Local Government Act 2002.

(1) A local authority must, before commencing the process for making a bylaw, determine whether a bylaw is the most appropriate way of addressing the perceived problem.

(2) If a local authority has determined that a bylaw is the most appropriate way of addressing the perceived problem, it must, before making the bylaw, determine whether the proposed bylaw—

(a) is the most appropriate form of bylaw; and

(b) gives rise to any implications under the New Zealand Bill of Rights Act 1990.

(2) No bylaw may be made which is inconsistent with the New Zealand Bill of Rights Act1990, notwithstanding section 4 of that Act.

Between November 2023 and March 2024 Council received 15 service requests concerning Freedom Camping. A breakdown of these requests are;

- LINZ related – 2

- CODC related – 3

- Homelessness – 12 – relating to one family at Pinders Pond.

- General enquiry -1

This recent data also supports data gathered between from 2019 to 2023 which indicated a similar range and number of issues.

It is doubtful that the number of issues encountered over this past summer and previous summers would meet the test to determine that a bylaw is the most appropriate way of addressing the perceived problem. Particularly when there are other legislative measures available to Council to deal with the low levels of non-compliance experienced to date.

The Freedom Camping Act 2011 provides local authorities with access to specific regulatory and enforcement measures to better manage the nuisance created by irresponsible freedom campers. Whether or not a bylaw is made, Council has enforcement powers and can issue infringements under the Freedom Camping Act 2011 which include:

§ Freedom camping in a local authority area using a motor vehicle that is not self-contained, other than where permitted (i.e., campground or designated non-self-contained camping area). Note there is varying transition requirements for different vehicle ownership.

§ Failing to display a warrant card when freedom camping in a motor vehicle in a local authority area, other than where permitted.

§ Freedom camping in a local authority area in a self-contained motor vehicle with more people than the vehicle is certified to contain.

§ Interfering with or damaging a local authority area, its flora or fauna, or any structure in the area while freedom camping or depositing waste in or on the area while freedom camping.

Having a bylaw in place would enable Council to be responsive to any unforeseen or increase in issues that freedom camping presents in the future. However, Council needs to be satisfied that there is sufficient evidence that a bylaw is the most appropriate and proportionate response to the perceived issue.

Based on Councils Service Request data and staff knowledge there is limited evidence to suggest prohibiting or restricting freedom camping through a bylaw is required. To determine if the perceived problem that a bylaw seeks to address is important and significant, it is recommended that Council monitor the effectiveness of changes to freedom camping rules and enforcement provisions in freedom camping legislation for another twelve months.

Any information gathered would be used to determine the suitability of freedom camping at specific sites and the need to put in place restrictions at certain locations, including defining where camping is appropriate, to ensure the environment, access to the area and health and safety is protected. If Council chooses to create a bylaw, Council has the ability to:

§ Limit freedom campers from carparks, roads, parks and reserves, and any associated impacts on amenity, health and safety and public access to facilities; and

§ Limit environmental impacts in these areas e.g., rubbish, waste; and

§ Limit risk of confrontation between community members and freedom campers.

It is recommended that Council continue to utilise the general infringement provisions of the Freedom Camping Act 2011 (without a Bylaw) as the preferred mechanism to enforce freedom camping rules on all Council land including land held under the Reserves Act 1977 until April 2025.

Local Government New Zealand has developed a model Bylaw for Freedom Camping that could easily be used as base for a Council bylaw in the future.

4. Financial Considerations

In 2022 Council received a grant for Ministry of Business Innovation Employment (MBIE) for $80,000 to assist with the development, investigation, and implementation of a freedom camping bylaw. A portion of this money has been spent on background reports and remainder is available for any costs related to a potential bylaw being required.

This grant would be carried forward to the 2024/25 financial year to be available to assist with the development of the Freedom Camping Bylaw should next summer’s monitoring indicate a Bylaw is required to solve Freedom Camping issues.

Any infringement issued would need to comply with the relevant legislation with appropriate wording set out within the infringement notice. It is possible to add the required wording to Councils existing infringement notice software for a small charge. All infringement fees will be paid to Council to offset infringement costs.

5. Options

Option 1 – (Recommended)

Deferring the implementation of a Freedom Camping Bylaw. Agreeing to monitor the effectiveness of recent changes to freedom camping rules and enforcement provisions in freedom camping legislation over the 2024/25 summer season including public feedback on freedom camping and any camping related impacts. This information will be reported back to Council at its April 2025 meeting to determine if Council should proceed with a bylaw.

Advantages:

· This will allow Council to gather relevant information on the effects that changes to freedom camping legislation has had and whether there is evidence to support the development of a bylaw to control freedom camping.

· The transition period for vehicles to display the new green warrant certificate will be well underway making identification of any noncompliance easier.

Disadvantages:

· There could be unforeseen issues with freedom camping that require increased enforcement or monitoring that has not been experienced previously.

Option 2

Develop a freedom camping bylaw.

Advantages:

· Once a bylaw is adopted Council will have the ability to control where freedom camping activity can occur.

Disadvantages:

· Council does not have evidence to support the Local Government Act, section 155 analysis to develop a bylaw.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by ensuring that freedom camping activities take place in an environmentally sustainable way.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Various Reserve Management Plans.
Considerations as to sustainability, the environment and climate change impacts	Regulation of freedom camping is to ensure camping is undertaken in a sustainable way by all participants.
Risks Analysis	The recommendation is not considered to impact on Councils risk register.
Significance, Consultation and Engagement (internal and external)	Should a bylaw be preferred then Council would follow the special consultative procedure required for bylaws.

7. Next Steps

Monitor Councils freedom camping sites over the next twelve months.

Report back to Council in April 2025 to determine next steps.

8. Attachments

Appendix 1 - Council Freedom Camping Report 13 Dec 2023 ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	David Scoones
Parks and Recreation Manager	Group Manager - Community Experience
8/04/2024	12/04/2024

24 April 2024

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24.5.5 Request for Minister of Conservation's Consent to Easement over Recreation Reserve [PRO: 2000-L8]

Doc ID: 1481670

Report Author:	Linda Stronach, Team Leader - Statutory Property
Reviewed and authorised by:	Louise van der Voort, Group Manager - Planning and Infrastructure

1. Purpose of Report

To consider granting (pursuant to delegated authority) the consent of the Minister of Conservation, to the granting an easement over Lot 8 Deposited Plan 492123, being part of the Alexandra Town Belt (recreation reserve).

Recommendations

That the Council

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

B. Agrees to grant the consent of the Minister of Conservation (pursuant to delegated authority), to an easement in gross being granted in favour of 2 Degrees Networks Limited over Lot 8 Deposited Plan 429123 (recreation reserve), in accordance with section 48 of the Reserves Act 1977.

2. Background

Licence and Licensees

Yrless Limited is a wireless internet service provider company. The company has a large network of telecommunications poles on sites throughout the lower South Island. Most sites are located on private property and are occupied pursuant to some form of licence or lease agreement.

One of the company’s sites is located on Lot 8 Deposited Plan 429123 (Lot 8). Lot 8 is recreation reserve, held by Council subject to the Reserves Act 1977.

Yrless Limited (Yrless) occupy the site under a licence to occupy that was granted in 2017. In 2020, the licence was varied to provide for a subtenancy to 2 Degrees Limited (2 Degrees).

A plan of the site, which lies between the Alexandra Cemetery and the northern reservoir, is shown outlined in red below in figure 1.

Figure 1 – Plan of the Yrless Telecommunications Site on Lot 8 DP 429123

Variation to Licence & Grant of Easement

Earlier this year, Yrless applied to increase the licence area from 25 to 28 square metres. The purpose of increasing the licence area, which has been approved by the Parks and Recreation Manager, is to enable the pole to be upgraded.

Once the pole is upgraded, 2 Degrees propose to increase the capacity of their infrastructure by trenching in cables that will connect the site to the power and fibre networks in Gilligans Gully Road.

A plan of the works, which will be undertaken in accordance with an easement agreement that has been approved by the Parks and Recreation Manager subject to the consent of the Minister of Conservation, is shown below in figure 2.

Figure 2 – Cable Route (Mapped in Red)

Minister of Conservation

As noted above, the easement has been approved subject to the consent of the Minister of Conservation. The role of the Minister of Conservation in this matter is to:

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

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

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

3. Discussion

Public Benefit

When the original licence was granted, it was granted pursuant to section 48A of the Reserves Act which permits the construction of communication stations on reserves.

When the pole and the wider local network was originally constructed it was noted a having significant benefit to the rural community which would not be serviced by the residential fibre network.

When the licence was varied to provide for the subtenancy to 2 Degrees it was recognised as having additional benefits. These included maximising the use of the existing infrastructure (by reducing the proliferation of poles) and improving the quality of 2 Degrees’ network.

Due Process – Easements over Reserve Land

Lots 8 transferred to Council in 2002 along with Lot 7 DP 429123. They were then vested as recreation reserve.

Section 48(1) of the Reserves Act 1977 (the Act) authorises the granting rights of way and other easements over a reserve or any part thereof to facilitate access to an area leased or licenced under the Act, or to provide for electrical installations or works. Therefore, the granting of an easement for the purpose of connecting the site to the fibre and power networks in Gilligans Gully is consistent with provisions of the Act.

While public notice can be required when easements or other rights are granted over reserves, section 48(3) of the Act states that public notification is not required where the reserve is vested in an administering body and is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

Minister of Conservation’s Consent

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

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

4. Financial Considerations

When the pole on the site was originally constructed it was connected to the northern reservoir’s power supply. Annual power costs were then estimated and recovered in addition to the rental.

Assuming the granting of the easement is approved, the connection to the power will service both the Yrless and 2 Degrees infrastructure meaning the site will run independently.

All costs associated with the works, the surveying of the infrastructure, and the registration of the easement are payable by 2 Degrees as the applicant.

The applicant will also be responsible for obtaining and complying with all permits and consents associated with the works.

5. Options

Option 1 – (Recommended)

To grant the consent of the Minister of Conservation (pursuant to delegated authority), to an easement in gross being granted in favour of 2 Degrees Networks Limited over Lot 8 Deposited Plan 429123 (recreation reserve), in accordance with section 48 of the Reserves Act 1977.

Advantages:

· The Yrless/2Degrees telecommunications site will have its own connections to the power and fibre networks with the 2 Degrees infrastructure then being upgraded as proposed.

· The granting of the easement will not materially alter the reserve or compromise the public’s ongoing use of the land.

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

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

· Recognises that due process has been followed.

Disadvantages:

· None.

Option 2

To not grant the consent of the Minister of Conservation (pursuant to delegated authority), to an easement in gross being granted in favour of 2 Degrees Networks Limited over Lot 8 Deposited Plan 429123 (recreation reserve), in accordance with section 48 of the Reserves Act 1977.

Advantages:

· None.

Disadvantages:

· The Yrless/2Degrees telecommunications site will not have its own connections to the power and fibre networks or be upgraded as proposed.

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

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

· Does not recognise that due process has been followed (retrospectively).

6. Compliance

Local Government Act 2002 Purpose Provisions	The Local Government Act 2002 does not apply to this decision. The Minister of Conservation’s consent is delegated to Council in accordance with the Reserves Act 1977, and the “Instrument of Delegation to Territorial Authority’s” dated 12 June 2013. The proposed upgrade to the pole is a permitted activity which is consistent with the Council’s Operational District Plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommendation is consistent with the Reserves Act 1977 and with the “Instrument of Delegation to Territorial Authority’s” dated 12 June 2013.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision as the legalising the existing will have no material effect on the land.
Risks Analysis	There are no risks to Council associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Pursuant to section 48(3) of the Reserves Act 1977, public advertising of the intention to grant of an easement over a reserve or any part thereof is not required where the reserve is not likely to be materially altered or permanently damaged; and the rights of the public in respect of the reserve are not likely to be permanently affected.

7. Next Steps

1. Applicant advised of outcome on release of resolution.

2. Works proceed as approved/planned.

8. Attachments

Nil

24 April 2024

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24.5.6 Proposal to Stop Unformed Legal Road

Doc ID: 1474278

Report Author:	Linda Stronach, Team Leader - Statutory Property
Reviewed and authorised by:	Louise van der Voort, Group Manager - Planning and Infrastructure

1. Purpose of Report

To consider an application to stop 1,900 square metres of unformed legal road adjacent to the intersection of River Street and Hindon Street, Omakau.

Recommendations

That the Council

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

B. Agrees to stop approximately 1,900 square metres of unformed legal road adjacent to the intersection of River Street and Hindon Street as shown in figure 5 (the final plan) subject to:

- The Applicants paying for the land at valuation as prescribed in the Public Works Act 1981.

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

- A seven metres wide carriageway being retained between the stopped road and Section 13 Block I Town of Manuherikia.

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

- The stopped road being amalgamated with Sections 6 – 7 Block IV Town of Manuherikia (as currently contained in Record of Title OT325/90).

- The stopping being approved by the Minister of Lands.

- The Applicants obtaining and paying all costs associated with the Licence to Occupy the residual area as shown in figure 6.

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

2. Background

The Roads

River Street is a short unformed road that runs parallel to Leask Street. The road, which is about 20 metres wide and 205 metres long, runs southward from Alton Street to the intersection with Hindon Street.

Hindon Street is a shorter road that starts at the intersection with River Street. Hindon Street runs west across Leask Street toward the Omakau Domain. Hindon Street is a formed road. Its overall length is about 135 metres. It is also 20 metres wide.

A plan of the two roads is shown below in figure 1.

Figure 1 – Plan of River (Pink) and Hindon (Yellow) Streets, Omakau

A large block of unnamed unformed legal road sits to the east of the intersection of River and Hindon Streets between Section 13 Block I Town of Manuherikia (Section 13) and Section 7 Block IV Town of Manuherikia (Section 7).

A plan of the unnamed unformed block of road, which sits between the intersection of River and Hindon Streets and the Manuherikia River, is shown below in figure 2.

Figure 2 – Plan of the unnamed unformed legal road adjacent to the intersection of River and Hindon Streets

The Application

The owners of Section 7 have been occupying part of the large block of unnamed unformed legal road. A plan of that occupation, which includes lawns, gardens, a small paddock, and paths down to the Manuherikia River, is shown circled in green below in figure 3.

Figure 3 – Plan of the applicant’s occupation of the unnamed unformed legal road.

To legalise their occupation of the block of unformed legal road, the owners of Section 7 (the Applicants) have applied to stop the block of unformed road as shown above in figure 2.

3. Discussion

Roading Network

River Street is an unformed legal road which runs parallel to Leask Street. For the greater part, River Street is used to access the rear of the adjoining properties that have Leask Street frontages. Most of those adjoining property owners are also informally occupying the unformed legal road to some extent.

River Street also provides legal access to the Manuherikia River, and to Section 13 (which can also be accessed from Alton Street).

The entry to (the eastern side of) Hindon Street is formed and well-sealed with curb and channel in place around the intersection. The next 25 metres of the road is formed and sealed but the quality of that seal is poor. The following 20 metres is gravelled with the gravel basically covering the full width of the legal road. The remainder of the road, about 18 metres, is unformed.

Access to River Street is available from Hindon via a rough narrow track that runs between Section 2 Block I Town of Manuherikia (Section 2) and a deep crudely formed drainage channel that splits the western end of the road. The Applicants occupy the remainder of the unformed section of Hindon Street as shown in the overview of Hindon Street in figure 4.

Figure 4 – Overview of Hindon Street (East)

As Hindon Street is a no exit road, the block of legal road which the Applicants have applied to stop sits outside of any area of legal road that would be required for the purpose of forming the intersection of River and Hindon Street. This is because once formed the road would be a ‘through road’ rather than an intersection.

As the overall width of River Street, Hindon Street, and the legal road through the intersection of the two would be at least 20 metres, this is more than sufficient for roading purposes.

Recreational and Amenity Values

As noted previously, the unformed legal road provides access to the Manuherikia River. This means that while the road may not be required for roading purposes, it does have amenity and recreational values which need to be protected.

To protect those values, public access to the river will be preserved by retaining a seven metre wide strip of the unformed road adjacent to Section 13. This will make the area of the road to be stopped approximately 1,900 square metres as shown below in figure 5.

Figure 5 – Final plan of the Road to Stopped being approximately 1,900 square metres.

Herenga ā Nuku Aotearoa (Walking Access New Zealand), Fish and Game New Zealand, and Central Otago Recreational Users Forum have all been consulted and support the proposed stopping based on the final plan as shown in figure 5.

Utility Networks & Provider Requirements

There is no utility network infrastructure located in the block of road that is to be stopped.

Legislation and Policy

Council’s Roading Policy determines the appropriate statutory procedure for stopping a legal road or any part thereof. The policy for selecting the correct statutory process is outlined in section 8.5 of Council’s Roading Policy. The options are as follow:

1 The Local Government Act 1974 road stopping procedure shall be adopted if one or more of the following circumstances shall apply:

a) Where the full width of road is proposed to be stopped and public access will be removed as a result of the road being stopped; or

b) The road stopping could injuriously affect or have a negative or adverse impact on any other property; or

c) The road stopping has, in the judgment of the Council, the potential to be controversial; or

d) If there is any doubt or uncertainty as to which procedure should be used to stop the road.

4 The Local Government Act process requires public notification of the proposal. This involves erecting signs at each end of the road to be stopped, sending letters to adjoining owners/occupiers and at least two public notices a week apart in the local newspaper. Members of the public have 40 days in which to object.

6 The Public Works Act 1981 road stopping procedure may be adopted when the following circumstances apply:

e) Where the proposal is that a part of the road width be stopped and a width of road which provides public access will remain.

f) Where no other person, including the public generally, are considered by the Council in its judgment to be adversely affected by the proposed road stopping;

g) Where other reasonable access will be provided to replace the access previously provided by the stopped road (i.e. by the construction of a new road).

It is proposed that Public Works Act 1981 procedures be adopted for this application for the following reasons:

· The proposal is to stop part of the road width only.

· Public access will not be adversely affected.

The Public Works Act 1981 further provides for legal road to be stopped, sold, and amalgamated with an adjacent title.

In this instance the stopped road would be amalgamated with the land contained in Record of Title OT325/90, being Sections 6 – 7 Block IV Town of Manuherikia. If the stopping is approved a new record of title will be issued for all three parcels of land on completion.

Residual Area of Occupation

As the Applicant’s occupation of the legal road is extends beyond the bounds of the road to be stopped it is recommended that they obtain a Licence to Occupy the residual area.

This will formalise their occupation of the residual area until they vacate the land or it is required for roading purposes. A plan of the Applicant’s residual area of occupation is circled in red below in figure 6.

Figure 6 – Residual Area of Occupation

4. Financial Considerations

Council’s Roading Policy determines that the applicant is responsible for all costs associated with the road stopping. This includes purchase of the land at valuation as prescribed in the Public Works Act 1981.

Licences to Occupy legal road currently carry a cost of $190 including GST.

5. Options

Option 1 – (Recommended)

To agree to stop approximately 1,900 square metres of unformed legal road adjacent to the intersection of River Street and Hindon Street as shown in figure 5 (the final plan) subject to:

· The Applicants paying for the land at valuation as prescribed in the Public Works Act 1981.

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

· A seven metres wide carriageway being retained between the stopped road and Section 13 Block I Town of Manuherikia.

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

· The stopped road being amalgamated with Sections 6 – 7 Block IV Town of Manuherikia (as currently contained in Record of Title OT325/90).

· The stopping being approved by the Minister of Lands.

· The Applicants obtaining and paying all costs associated with the Licence to Occupy the residual area as shown in figure 6.

Advantages:

· The applicant’s occupation of the legal road will be legalised.

· The income received will be used to address other public roading issues.

· Recognises the provisions of Council’s Roading Policy.

· The proposal is consistent with the Public Works Act 1981.

Disadvantages:

· None, as the proposed stopping:

- will not impact any future roading requirements.

- public access to the Manuherikia River is preserved.

- the Applicant’s occupation of the residual area will be formalised.

Option 2

To not agree to stop approximately 1,900 square metres of unformed legal road as proposed in Option 1.

Advantages:

· None, as the proposed stopping:

- will not impact any future roading requirements.

- public access to the Manuherikia River is preserved.

- the Applicant’s occupation of the residual area will be formalised.

Disadvantages:

· The applicant’s occupation of the legal road will not be legalised.

· Additional income will not be available to address other public roading issues.

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

· Does not recognise that the proposal is consistent with the Public Works Act 1981.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of the community by generating income from the disposal of land that is held (but not required) for roading purposes which has limited other use.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Council’s Road Stopping Policy applies to the application. Consideration of this policy has ensured that the appropriate statutory process, being to stop the road in accordance with the provisions of the Public Works Act 1981.
Considerations as to sustainability, the environment and climate change impacts	No sustainability, environmental or climate change impacts are related to the decision to stop this short unnamed unformed road.
Risks Analysis	No risks to Council are associated with the recommended option.
Significance, Consultation and Engagement (internal and external)	The Significance and Engagement Policy has been considered, with none of the criteria being met or exceeded. Notice of the completed road stopping will be published in the New Zealand Gazette.

7. Next Steps

1. Stopping approved 24 April 2024

2. Applicants advised of outcome On release of the resolution

3. Survey and LINZ Accredited Supplier engaged May 2024

4. Survey Plan approved Mid to late 2024

5. Gazette notice published Late 2024 / Early 2025

8. Attachments

Nil

24 April 2024

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Description automatically generated

24.5.7 Fraud, Bribery and Corruption Policy

Doc ID: 1475994

1. Purpose of Report

To consider an update to the Fraud, Bribery and Corruption Policy.

Recommendations

That the Council

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

B. Adopts the Fraud, Bribery and Corruption Policy.

2. Background

The Fraud, Bribery and Corruption Policy was previously adopted at the 26 January 2022 Council meeting and is due for renewal. The Policy has been reviewed to ensure the content remains relevant and is up to date. The policy was submitted to the Audit and Risk Committee in March 2024. The chair and committee members requested minor amendments to be made prior to submission to Council for adoption. These changes have been made and are highlighted in yellow in the tracked change policy document found at Appendix 2.

3. Discussion

The Office of the Auditor General and the Serious Fraud Office previously provided guidance on how to handle events of fraud, bribery, corruption and whistle blowing, as well as requirements recommended to be contained within policy documents. The policy documents were compiled based on this guidance, which has not changed since the adoption of the Fraud, Bribery and Corruption Policy.

A ramifications section, however, has been added to the policy document to ensure completeness.

The Fraud, Bribery, and Corruption Policy has been updated to ensure best practice is reflected and the policy is aligned to the Performance Management Policy adopted in August 2023. The updated policy can be found at Appendix 1. A track changed copy is included as Appendix 2 so that the Committee can see the recommended changes from the previous policy and additional changes made following review by the Audit and Risk Committee.

The Ministry of Justice’s guidance on creating a fraud and corruption policy has been utilised to ensure that all elements of best practice are included within the updated policy.

It is recognised that awareness and understanding of fraud, bribery, and corruption risks, processes, and responsibilities are key elements in preventing such acts being perpetrated. As such, following adoption of the revised Fraud, Bribery, and Corruption Policy, the associated processes will be reviewed and updated and subsequently rolled out to all staff. A set of training slides is being developed to enable staff to increase their knowledge and understanding of fraud, bribery, and corruption.

The updated policy makes clear the responsibilities of all staff to maintain awareness of fraud, bribery, and corruption risks, and report suspected fraudulent or corrupt activity. Other roles and responsibilities have been defined to ensure clarity for all individuals involved in the fraud, bribery, and corruption process.

Detail has been added to the policy to ensure that risk factors for fraud, bribery, and corruption are understood, and the investigation process and its links to performance management processes are clear.

The policy now includes elected and appointed members within its scope. This change clarifies that, while elected and appointed members are governed by the Local Authorities (Members’ Interests) Act 1968, and must follow the Council Code of Conduct, they still hold responsibilities in relation to identifying and reporting potential or actual fraud, bribery, and corruption.

The policy review date has been extended to January 2027. This reflects that this policy is built upon consistent principles which are highly unlikely to change within the next three years. The revised policy is believed to be robust and detailed enough to withstand expected operational and external changes over the next three years. Should unexpected changes be seen in our internal or external environments, we will consider an earlier review of this policy.

4. Financial Considerations

There are no budget or cost implications resulting from this decision.

5. Options

Option 1 – (Recommended)

Adopt the updated Fraud, Bribery and Corruption Policy.

Advantages:

· Provides guidance on the ramifications of a fraud, bribery or corruption event

· Protects elected members and council staff by providing comprehensive guidance in a wrongdoing event

· Protects Council’s reputation

· Protects the communities’ assets

· Confirms Council’s zero tolerance stance in relation to fraud, bribery, and corruption

· Generates awareness about the topic of fraud, bribery and corruption

· Generates a ‘speak up’ culture of reporting instances of wrongdoing.

Disadvantages:

· None

Option 2

Council retains the existing Fraud and Corruption Policy.

Advantages:

· None

Disadvantages:

· Lack of guidance on the ramifications of a fraud, bribery or corruption event

· Lack of clarity regarding roles and responsibilities, risk awareness, and the investigation process.

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 the organisation conducts business in an open transparent and democratically accountable manner.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The Policy is a revision of the Fraud and Corruption Policy. The Policy maintains consistency with other Council policies and processes such as the Code of Conduct for elected members and the Protected Disclosure (whistle blower) Policy.
Considerations as to sustainability, the environment and climate change impacts	There are no implications.
Risks Analysis	The policy generates awareness of the ramifications of wrongdoing, which may decrease the risk.
Significance, Consultation and Engagement (internal and external)	The changes proposed to the policy are not significant and are unlikely to generate community or media interest. No consultation is required as this is not deemed significant under the Significance and Engagement Policy.

7. Next Steps

The Policy, once adopted, will be made available to staff and elected members. Staff will then be notified of the updated policy through the council intranet. Training slides are being developed and will be rolled out alongside the updated process that sits beneath this policy.

8. Attachments

Appendix 1 - Fraud, Bribery, and Corruption Policy April 2024 ⇩

Appendix 2 - Fraud, Bribery, and Corruption Policy April 2024 - Tracked Changes ⇩

Report author:	Reviewed and authorised by:

Amelia Lines	Saskia Righarts
Risk and Procurement Manager	Group Manager - Business Support
10/04/2024	10/04/2024

24 April 2024

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Description automatically generated

24.5.9 Financial Report for the Period Ending 29 February 2024

Doc ID: 1482929

1. Purpose

To consider the financial performance for the period ending 29 February 2024.

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 29 February 2024

2023/24	8 MONTHS ENDING 29 FEBRUARY 2024					2023/24
		YTD	YTD	YTD
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income
41,869	Rates	28,115	28,036	79	˜	41,869
7,493	Govt Grants & Subsidies	5,559	6,493	(934)	˜	8,526
8,100	User Fees & Other	5,045	5,799	(754)	˜	8,100
10,589	Land Sales	1,371	5,294	(3,923)	˜	10,589
2,510	Regulatory Fees	1,670	1,673	(3)	˜	2,510
1,717	Development Contributions	3,283	1,144	2,139	˜	1,717
500	Interest & Dividends	479	333	146	˜	500
-	Reserves Contributions	352	-	352	˜	-
-	Profit on Sale of Assets	337	-	337	˜	-
1,139	Other Capital Contributions	524	1,051	(527)	˜	1,139
73,917	Total Income	46,735	49,823	(3,088)	˜	74,950

	Expenditure
14,849	Staff	9,683	10,675	992	˜	16,021
732	Members Remuneration	466	488	22	˜	732
10,357	Contracts	7,235	7,647	412	˜	11,471
3,336	Professional Fees	2,464	2,858	394	˜	4,361
17,528	Depreciation	12,632	11,685	(947)	˜	17,528
6,774	Costs of Sales	1,583	3,387	1,804	˜	6,774
3,857	Refuse & Recycling Costs	2,351	2,571	220	˜	3,857
-	Cost Allocations	(1)	-	1	˜	-
1,958	Repairs & Maintenance	1,845	1,925	80	˜	2,887
1,436	Electricity & Fuel	869	1,004	135	˜	1,506
-	Loss on Sale of Asset	19	-	(19)	˜	-
714	Grants	995	498	(497)	˜	1,137
1,249	Technology Costs	800	853	53	˜	1,251
299	Projects	241	277	36	˜	396
688	Rates Expense	679	679	-	˜	688
655	Insurance	886	886	-	˜	944
1,364	Interest Expense	1,008	865	(143)	˜	1,364
2,092	Other Costs	1,171	1,363	192	˜	2,045
67,888	Total Expenses	44,926	47,661	2,735	˜	72,962

6,029	Operating Surplus / (Deficit)	1,809	2,162	(353)	˜	1,988

This table has rounding (+/- 1)

The financials for February 2024 show an overall unfavourable variance of $353k.

Income of $46.7M against the year-to-date budget of $49.8M

Development and reserve contributions are higher than budget, this is due to the timing of subdivisions in Cromwell and Clyde. Grants and subsidies are behind budget due to the timing of the Better Off Funding grants. User fees and charges are ($754k) behind budget, due to the timing of metered water. Land sales are behind budget in Cromwell, there are currently no subdivisions ready for sale.

Expenditure of $44.9M against the year-to-date budget of $47.6M

Expenditure has a favourable variance of $2.7M. The main drivers behind this are cost of sales, contracts, staff, refuse and recycling costs, 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.

Other costs $191k 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	232	341	109	˜	511
675	Office Expenses	468	431	(37)	˜	647
236	Operating Expenses	101	157	56	˜	236
394	Advertising	171	263	92	˜	394
181	Valuation Services	139	121	(18)	˜	181
76	Retail	61	50	(11)	˜	76
2,092	Total Other Costs	1,172	1,363	191		2,045

This table has rounding (+/- 1)

· There is no significant variance of note to report on at present.

II. Profit and Loss by Activity for the period ending 29 February 2024

This table has rounding (+/- 1)

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

· Infrastructure $1.985M F – Income has a favourable variance of $2.3M. 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 ($388k). This is due to the under capitalisation of staff costs to projects compared to what has been budgeted.

· Roading $403k F – Income has a favourable variance of $673k. 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 ($270k). This is due the timing of the roading maintenance work programme which results in a fluctuation from the budget.

· Waste Management $981k F – Income has a favourable variance of $361k. This variance is being driven by grants and subsides $464k offset by other revenue being under budget $103k. Other revenue includes fees and charges for the transfer stations, these fluctuate based on transfer station users. Expenditure has a favourable variance of $620k in operating which fluctuate based on transfer station usage.

· Parks and Recreation $445k U – Income has a favourable variance $87k. This is driven by Trust donations in Ranfurly, Swim school and pool income. Expenditure has an unfavourable variance by ($532k). This is due to staff costs of ($186k), grants expense relating to the Ice in Line ($400k), depreciation ($53k). Staff costs are higher due to seasonal demand at the swimming pools and the increases to the living wage.

· Corporate Services $164k U – Income has an unfavourable variance of ($284k). This is driven by subsidies and grants and is due to the timing of the Better Off Funding for the digitisation of rateable property files project. Expenditure shows a favourable variance of $120k. 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 ($814k). Subsidies and grants are behind budget. Better Off Funding is expected for the RFID Installation at the Libraries and the Alexandra library renovation. Expenditure shows a favourable variance of $131k. This is made up of administration ($67k), human resources ($8k), and is offset by underspends in libraries $102k and service centre $55k. The unfavourable variance for administration is due to staff costs of ($55k), 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 ($16k).

· CEO $294k F – Income has a favourable variance of $24k. Expenditure shows a favourable variance of $270k. This variance is being driven by staff of $103k, operating contracts of ($7.5k) and professional fees $149k. 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 ($1.7M) U – Income shows an unfavourable variance of ($4.78M). This variance continues to be driven by the timing of land sales. Expenditure has a favourable variance of $3.08M. The cost of sales for subdivisions are driving this variance of $1.8M, along with the timing of property maintenance of $329k.

· Governance and Community Engagement $287k F – Income has a favourable variance of $137k. Main drivers is unbudgeted income in Economic Development relating to New Mayors Taskforce for jobs. Expenditure has a favourable variance of $150k. Main drivers include: underspend in Tourism, Regional Identity, Economic Development and Community Development projects. Staff overspend is offset by these project underspend as there are some costs that need to be allocated to projects.

· Planning (Regulatory) $1.44M F – Income has a favourable variance of $6k. Expenditure has a favourable variance of $1.44M. This is primarily due to professional fees of $654k and staff costs of $676k. Staff costs are due to staff vacancies and professional fees are dependent on need.

· Three Waters ($2.8M) U – Income has an unfavourable variance of ($1.3m). This is predominately due to the timing of metered water sales ($1.28k) and the budget alignment. Expenditure has an unfavourable variance of ($1.5M). This variance relates to external interest on loans funding capital expenditure and depreciation.

III. Capital Expenditure

Year-to-date against the revised budget (including carry forwards and Council resolutions) 35% of the total capital spend against the full year’s revised capital budget has been expensed.

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	1,038	1,121	83	˜	2,691	39%
17,140	Council Property and Facilities	2,853	5,656	2,803	˜	8,484	34%
50	Customer Services and Administration	7	72	64	˜	108	7%
326	Vehicle Fleet	251	583	332	˜	838	30%
201	Information Services	367	652	285	˜	1,232	30%
164	Libraries	98	310	212	˜	466	21%
1,841	Parks and Recreation	513	1,266	753	˜	2,428	21%
58	Planning	-	257	257	˜	385	0%
5,020	Roading	4,336	6,711	2,375	˜	10,067	43%
12,172	Three Waters	5,972	14,456	8,484	˜	21,672	28%
-	Waste Management	1,546	512	(1,034)	˜	768	201%

39,094	Grand Total	16,982	31,597	14,615		49,138	35%

This table has rounding (+/- 1)

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

· Better Off Funding DIA $83k 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 $2.8M F – $2.4M relates to The Cromwell Memorial Hall project is progressing into the demolition stage with construction in 2024/2025. The Cromwell Town Centre project is in the preliminary concept stage. The remaining variance relates to Alexandra Aerodrome development.

· Vehicle Fleet $332k F – Vehicle renewals and purchases are under budget. The vehicle renewals programme has started, with vehicles being assessed before renewed.

· Information Services $285k F – Information service projects are behind budget. Projects include enhanced customer enterprise digital services $59k, Cyber security programme $33k with the remaining variance in Internet/Network Programme, Server, Storage and Back up.

· Libraries $212k 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 $753k F – This is driven by a mixture of the timing of project budgets, work programmes and contractors’ availability to perform the work. The variance is mainly in Parks and Reserves of which $574k relates to Alexandra Town Centre and $107k to Cromwell Reserves

· Planning $247k F – The dog registration software and the dog pounds projects has not yet started.

· Roading $2.37M F – This is due to the timing of the work programme and budget. Most of this variance is in the subsidised roading relating to renewals on local roads $894k, improvements $1M, the balance is in district unsubsidised roading.

· Three Waters $8.4M 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 driver is the Cromwell Water Treatment Plant $4.3M, $1.7M water supply renewals across the district, with the balance in Wastewater and Stormwater.

· Waste Management ($1.03M) 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 29 February 2024, the outstanding balance was $37k. Council has received $38k in principal payments and $2.2k 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	29 February 2024 Actual Closing Balance
Cromwell College	400,000	57,807	26,271	1,806	31,536
Maniototo Curling	160,000	7,456	7,456	108	-
Oturehua Water	46,471	10,771	4,757	345	6,014
	606,471	76,034	38,474	2,259	37,550

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.

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 has been updated for forecast and carry-forwards including Three Waters and is now forecast to end this financial year, 30 June 2024 with a deficit of $2.3M

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
9/04/2024	11/04/2024

Vincent Community Board Minutes

2 April 2024

Unconfirmed

MINUTES OF A mEETING OF THE
Vincent Community Board
HELD IN THE Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Tuesday, 2 April 2024 COMMENCING AT 10.00 am

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), V Chopra (Contractor Chief Financial Officer) via Microsoft Teams, D McKewen (Systems and Corporate Accountant), G Robinson (Property and Facilities Manager), G Bailey (Parks and Recreation Manager), R Williams (Community Development Officer), T Bates (Property Officer), M Tohill (Communications Officer), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Eve O’Brien Central Otago Friendship Network

Ms O’Brien spoke to the grant application or the Central Otago Friendship Network to cover venue charges for the Monday Social Space event which runs for an hour each fortnight. She noted that they have over 70 members and 30 volunteers and detailed how the network serves to enrich the lives of members who are socially isolated, especially those who suffer from hearing loss and find larger gatherings challenging. Ms O’Brien then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Paterson

Seconded: Hammington

That the public minutes of the Vincent Community Board Meeting held on 7 February 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. There were no further declarations of interest.

5 Reports

24.3.2 2023/24 Community Grants Applications - 2nd Round

To consider the second round of the community grant applications for the 2023/24 financial year.

A funding clinic was held in Alexandra in March, and social media advertising occurred during the application period. It was noted that any unspent amount from this round would be returned to the reserves account and could be allocated in future grants rounds.

Committee Resolution

Moved: McPherson

Seconded: Cromb

That the Vincent Community Board

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

B. Notes that the Rotary Club have withdrawn their application.

C. Allocated $420 to Central Otago Friendship Network for venue hire for the Monday Social Space project from the 2023/24 community grants budget

Carried

24.3.12 2023/24 Community Grants - Late Funding Application

To consider a late application to the second round of the community grant applications for the 2023/24 financial year.

Committee Resolution

Moved: Paterson

Seconded: Johns

That the Vincent Community Board

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

B. Accepts the late community grant application from the Alexandra Community Advice Network

C. Allocated $3,000 to Alexandra Community Advice Network for Contribution towards ongoing operational costs from the 2023/24 community grants budget

Carried

24.3.3 Proposed Disc Golf Course Half Mile Recreation Reserve

To provide an update on the proposed Disc Golf Course at the Half Mile Recreation Reserve.

Detailed design for the Disc Golf would be presented to the board over the next few months.

Committee Resolution

Moved: Paterson

Seconded: Johns

That the report be received.

Carried

24.3.4 Molyneux Stadium

To consider approval to obtain a quantity surveyors estimate for compliance and maintenance work required for Molyneux Stadium.

Committee Resolution

Moved: Hammington

Seconded: Browne

That the Vincent Community Board

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

B. Approves expenditure of an estimated $20,000 for a quantity surveyor’s cost estimate for compliance and maintenance work to bring the Molyneux Stadium up to current building standards to be funded from existing unspent budgets.

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

Carried

24.3.5 Vincent Financial Report for the Period Ending 31 December 2023

To consider the financial performance overview as at 31 December 2023.

It was noted that for future reports there would be more itemisation within the reserves fund, showing where funds have been received.

Recommendations

That the report be received.

Note: Mr Cromb left the room at 10.49 am and returned at 10.51 am

24.3.6 2024-25 Annual Plan Budget and Fees and Charges Schedule

To approve the draft 2024-25 budgets and the Vincent ward component of the 2024-25 fees and charges schedule for inclusion in Council’s Annual Plan 2024-25 process.

Committee Resolution

Moved: McPherson

Seconded: Cromb

That the Vincent Community Board

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

B. Recommends to Council that the Promotions Grants be increased by $8,250 from $41,750 to $50,000 for the 2024-25 year.

C. Agrees the draft Vincent Ward 2024-25 Annual Plan budget and recommends to Council for inclusion in the 2024-25 Annual Plan.

D. Agrees to accept the increase in pool charges according to the 2024-25 fees and charges schedule, subject to the Cromwell Community Board also agreeing to this increase to ensure consistency in charging.

E. Agrees to accept the Vincent Ward 2024-25 fees and charges schedule and recommend to Council for inclusion in the 2024-25 Annual Plan, with the following amendments:

I. That the cost for 50-swims for an adult is $315, and the cost for 50-swims for a child is $180.

II. That the Omakau Hall charge is removed for the 2024-25 period.

III. That the fee for Hazardous Waste ‘Up to 20kg or 20 Litres and 100kg or 100 litres’ is removed as it is not applicable

Carried

6 Mayor’s Report

24.3.7 Mayor's Report

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

· Noted that he was unable to attend the last Vincent Community Board meeting as he attended the post-Waitangi Day Otago/Southland combined Mayoral Forum and Te Roopu Taiao meeting with southern iwi leaders in Invercargill.

· Spoke at parliament on 13 February on behalf of LGNZ to National Party MP’s on the subject of localism.

· Attended the Central Otago A & P Show noting good attendance despite the inclement weather.

· Sat as LGNZ National Council representative and in that role joined President Mayor Sam Broughton and CEO Susan Freeman-Greene on a trip around most of Zone 6 meeting with Mayors, Chairs and councils, being QLDC, CODC, DCC, ORC, Clutha, Gore, Invercargill and Environment Southland.

· Attended a meeting in relation to Falls Dam and noted it is at the lowest levels in 30-years.

· Attended the LGNZ National Council meeting.

· Attended a meeting with Health Minister Dr Shane Reti at parliament.

· Attended a Council meeting noting the discussion on representation review.

· Attended the Zone 5 and 6 (South Island) Conference in Christchurch, acknowledging Tamah Alleys’ successful election as Chair to the board.

· Noted that Council has been fortunate to get funding through the Mayor’s Taskforce for Jobs programme and put a call out for members to link up with potential recipients of this fund.

· Was fortunate enough to be a judge at the 'Terrace has Talent' event and witnessed the incredible talents of the participants.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

24.3.8 Chair's Report

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

· Noted that work has started on the next Southern Lakes Trail in the Kawarau Gorge.

· Attended a National Wilding Pine network meeting.

· Along with Cr Paterson, met with ORC Councillor Gary Kelliher to promote communication and strengthen relationships with Regional Council.

· Attended a Business South, Central Otago Advisory Committee meeting, where Dewald de Beer was appointed the new chair.

· Attended a ‘Business after Five’ at Highlands, noting the good attendance.

· Attended a visit to Puketeraki Marae at Karitane, and acknowledged the honour to attend

· Met with LGNZ President Sam Broughton and their Chief Executive Susan Freeman-Greene and discussed issues for Council and how LGNZ can support elected members.

· Attended a LGNZ Rural & Provincial sector meeting online.

· Gave an update on the recent Audit and Risk meeting.

· Attended a Central Otago Leaders Group Hui.

· Attended the recent quiz night for a local family with outstanding attendance and tens of thousands of dollars raised to support their sick little girl.

· Presented at a U3A talk on the Future of Local Government organised by Dr Browne.

· Was elected LGNZ Chair of Zone 6 Regional Sector and attended a joint Zone 5/6 meeting in Christchurch, noting the great guest speakers.

· Met with other QLDC and ORC councillors at discuss local issues.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

8 Members' Reports

24.3.9 Members' Reports

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

Mr Cromb reported on the following:

· Attended the Pioneer Energy 100 Years of Power Celebration.

· Attended the Vallance Cottage mud brick making and applauded the committee for getting school children involved in this process.

· Met with Damien O’ Conner and Rachel Brooking and discussed the challenges in local government as well as the benefits to living in the district.

· Noted that he was unsuccessful in running for Chair of Zone 6 for the Young Elected Members Committee, but acknowledged the support of Cr Alley and Otago Regional Councillor Cr Elliot Weir who nominated him.

Mr Hammington reported on the following:

· Attended the Pioneer Energy Celebration of 100 Years of Power

· Attended planning meetings for Promote Dunstan in the run up to a successful Clyde Food & Wine event held on Easter Sunday

Cr Paterson reported on the following:

· Gave an overview of the Central Otago A&P Show, noting that despite the poorly timed rain the event was successful.

· Attended the CO Health meeting, sharing the great things happening at Dunstan Hospital

· Was privileged to attended a visit to Puketeraki Marae at Karitane.

· Attended the opening of the Omakau School new tunnel house where they are growing natives and food.

Cr McPherson reported on the following:

· Attended hearings panel meetings, noting that Plan Change 18 is being finalised.

· Noted the Blossom Festival AGM is taking place next week.

· Attended the memorial service for Malcolm Macpherson at Central Stories and noted it was great to see the venue full for this occasion.

Mr Johns reported on the following:

· Attended the Vincent Community Board members site visit at Molyneux Stadium.

· Attended the St Gerards Sports Day.

· Attended the Alexandra rugby season opener in Arrowtown.

· Attended the Vallance Cottage working meeting.

· Noted he has been extremely busy at the Golf Course.

Dr Browne reported on the following:

· Attended two meetings of the Central Otago District Arts Trust.

· Attended the Central Otago A&P show.

· Attended a meeting of the Dunstan Friendship Club.

· Attended a public meeting on the future of the Matangi Station mountain bike park.

· Attended the AGM of the Central Otago Regional Orchestra.

· Attended two meetings of Keep Alexandra Clyde Beautiful.

· Attended two meetings of the Alexandra District Museum Incorporated.

· Attended the opening at Central Stories of an exhibition by Jan and Tim Hawkins.

· Attended a meeting of the Creative Writers Circle.

· Attended a talk at the Clyde Museum on heritage aspects of the Lake Dunstan Trail.

· Attended a Clyde Theatre Group production.

· Attended an orchestral workshop.

· Attended a memorial service for Malcolm Macpherson.

· Attended the opening sessions of U3A.

Committee Resolution

Moved: Alley

Seconded: Hammington

That the report be received.

Carried

9 Status Reports

24.3.10 April 2024 Governance Report

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

A verbal update was given on Dunstan Park, as attached.

Committee Resolution

Moved: Alley

Seconded: Cromb

That the report be received.

Carried

Attachments

1 20240402 VCB Dunstan Park Memo.docx

10 Date of The Next Meeting

The date of the next scheduled meeting is 30 April 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	Plain English Reason
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
24.3.11 - April 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)	To enable commercial or industrial negotiations

Carried

The public were excluded at 11.55 am and the meeting closed at 11.57 am

Cromwell Community Board Minutes

2 April 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 Tuesday, 2 April 2024 COMMENCING AT 2.00 pm

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

IN ATTENDANCE: 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), V Chopra (Contractor Chief Financial Officer) via Microsoft Teams, D McKewen (Systems and Corporate Accountant), G Robinson (Property and Facilities Manager), G Bailey (Parks and Recreation Manager), P Quinn (Property Manager), R Williams (Community Development Officer), S Reynolds (Governance Support Officer)

Note: The Chair expressed sadness following the vehicle crash that occurred on Wednesday 27March resulting in the loss of a Cromwell teenager. She sent her thoughts to the family and all those impacted by the tragedy and gave a reminder to take great care when travelling in the district.

1 Apologies

There were no apologies.

2 Public Forum

There were no speakers for public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Laws

That the public minutes of the Cromwell Community Board Meeting held on 12 February 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. There were no further declarations of interest.

5 Reports

24.3.2 Neplusultra Street Reserve Management Plan

To consider a partial review of the Neplusultra Street Reserve Management Plan 2000.

Recent infrastructure work at the bike park has prompted a review of the facilities and this triggered a partial review the existing Neplusultra Reserve Management Plan.

It was noted that budget for the removal of the trees would had been allocated in the 2024-25 Annual Plan. The suggested site for the new public toilets has been amended following initial opposition to the original proposed location.

Committee Resolution

Moved: Scott

Seconded: Sanford

That the Cromwell Community Board

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

B. Agrees to undertake a partial review of the Neplusultra Street Reserve Management Plan 2000 to.

I. Remove Part 6.6 – Ablutions - Policy 1 - Not to provide public toilets at the reserve.

II. Amend 7.3 Amenity Planting – Policy 1 to retain and further develop grassed beautification strips at least 15 metre wide on the street frontages.

C. Agrees that consultation is undertaken using sections 41(5) and (6) of the Reserves Act 1977.

D. Agrees that the Cromwell Community Board considers the submissions received and recommends any change to the Neplusultra Street Reserve Management Plan 2000 to Council for its approval.

Carried

24.3.3 Cromwell Memorial Hall Farewell Ceremony

To provide an update on planning for a farewell ceremony for the Cromwell Memorial Hall.

It was noted that consultation had taken place with board members, members of the community and Kāi Tahu. The date was yet to be decided as they work through participants availability.

Committee Resolution

Moved: McConnell

Seconded: Browne

That the report be received.

Carried

24.3.4 Cromwell Financial Report for the Period Ending 31 December 2023

To consider the financial performance overview as at 31 December 2023.

Committee Resolution

Moved: Laws

Seconded: Scott

That the report be received.

Carried

24.3.5 2024-25 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Cromwell ward component of the 2024-25 fees and charges schedule for inclusion in Council’s Annual Plan 2024-25 process.

It was observed that under ‘Transfer Station charges’ a kg is not the same as a litre. Under the heading ‘Cleanfill/hardfill deposited in cleanfill/hardfill area’ waste should be measured in weight rather than ‘volume per cubic metre’

It was noted that ‘The Golden Gate Lodge’, should be referred to as ‘The Gate’

In accordance standing order 24.5 the meeting returned to this item. It was agreed that the budget for the 2023/24 forecast for the Cromwell Town Centre project originally passed as zero but was altered to $665,000 for detailed investigations and analysis.

Committee Resolution

Moved: Gillespie

Seconded: Scott

That the Cromwell Community Board

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

B. Agrees to the draft Cromwell Ward 2024-25 Annual Plan budget and recommends to Council for inclusion in the 2024-25 Annual Plan with the following amendment:

I. Agrees that budgets for the Cromwell Town Centre project be amended for the 2023/24 forecast to $665,000 for detailed investigations and analysis for the 2023/24 forecast and the 2024/2025 Annual Plan and the budgets for this project be reconsidered in the Long-term Plan.

C. Agrees to accept the increase in pool charges according to the 2024-25 fees and charges schedule.

D. Agrees to accept the Cromwell ward 2024-25 fees and charges schedule and recommend to Council for inclusion in the 2024-25 Annual Plan with the following amendment:

I. That the cost for 50-swims for an adult is $315 and the cost for 50-swims for a child is $180.

Carried

6 Mayor’s Report

24.3.6 Mayor's Report

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

· Attended the post-Waitangi Day Otago/Southland combined Mayoral Forum and Te Roopu Taiao meeting with southern iwi leaders in Invercargill.

· Spoke at parliament on behalf of LGNZ to National Party MP’s on the subject of localism.

· Sat as LGNZ National Council representative and joined President Mayor Sam Broughton and CEO Susan Freeman-Greene on a trip around Zone 6, meeting with Mayors, Chairs and Councils, being QLDC, CODC, DCC, ORC, Clutha, Gore, Invercargill and Environment Southland.

· Attended the LGNZ National Council meeting noting that the training resource Akona will now be provided as part of the membership which will be a useful tool for all elected members.

· Attended a meeting with Health Minister Dr Shane Reti at parliament.

· Attended a Council meeting noting the discussion on representation review.

· Attended the Zone 5 and 6 (South Island) Conference in Christchurch acknowledging Tamah Alley’s successful election as Chair to the board and gave an overview of the speakers.

· Noted that Council had been fortunate to get funding through the Mayor’s Taskforce for Jobs programme and put a call out for members to link up with potential recipients of this fund.

· Welcomed many delegates to the Sustainable Trails Conference in held at the Gate, and noted he had received great feedback from the event.

· Attended the most recent Cromwell Business Breakfast at the Black Rabbit in Bannockburn.

Committee Resolution

Moved: Sanford

Seconded: Laws

That the Cromwell Community Board receives the report.

Carried

7 Chair's Report

24.3.7 Chair's Report

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

Acknowledging the challenging period as Cromwell Community Board Chair through the delegations discussions, but emphasised that the board are unified after recent months of discussions.
Detailed enquiries received from the community relating to requests for information on options for Helipads at Cromwell Airport for emergency services and on progress at the Cromwell Bike Park.
Attended the February Council meeting and spoke on behalf of the Cromwell Community.
Attended a ceremony at the Cromwell Early Learning Centre for blessing a Pounamu.
Attended a funding clinic in Cromwell, noting it is great to have strong funding representation in the ward and collaboration between external funders.

Committee Resolution

Moved: Harrison

Seconded: Browne

That the report be received.

Carried

8 Members' Reports

24.3.8 Members' Reports

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

Ms McConnell reported on the following:

Had been approached about consenting options for short-term accommodation in Cromwell from a number of developers.
Attended the Highlands Easter Egg Hunt, applauding the great community event.
Attended Urban Design Institute of New Zealand panel evening discussing the Fast Track Approvals Bill.
Attended New Zealand Planning Institute seminar detailing Fast Track Approvals Bill.

Cr Laws reported on the following:

· Attended a Community Trust meeting.

· Attended a Cromwell Community House pétanque tournament.

· Gave an update on the February and March Council meetings.

· Had a tour of Hawea Flats and Wanaka waste water plants, noting the informative tour that helped provided a valuable insight on how others are addressing nitrogen issues and increased compliance challenges.

· Attended Warbirds over Wanaka, and reflected on the fantastic event for the region.

Mr Sanford reported on the following:

· Saw Once Upon a Hill, with Ord Road and the Cromwell College Band Mistep play at Scott Base.

· Attended Wanaka A&P Show.

· Submitted on the delegations matter at the February Council meeting.

· Had also been asked about the helipad for emergency services.

· Attended the Cromwell funding clinic.

· Is going to submit on the Hearing on speed limits.

· Attended the Highlands Easter Egg hunt.

· Went to Warbirds over Wanaka practice day.

· Noted that Wheels on Wanaka is potentially in the last year in 2025.

Cr Gillespie reported on the following:

· Acknowledged that he had been out of the district for some weeks since the last meeting.

· Had attended two recent Council meetings.

Cr Browne reported on the following:

· Attended a visit to Puketeraki Marae at Karitane, and noted the inspiring experience.

· Has attended many athletics events over the last couple of months.

· Attended a parents talk ASK school and community workshop supported by Highlands.

· Noted there is an Emergency Management meeting taking place tomorrow evening to help the community mobilise and prepare for large scale events.

Mr Scott reported on the following:

· Attended the Cromwell & Districts Promotions group as they work towards planning their annual quiz.

· Attended a detailed design workshop on the Cromwell Hall

· Presented at the February Council meeting on the delegations report and highlighted the support he received from the community following this appearance.

· Attended another Cromwell and Districts Promotions group meeting.

· Attended a talk at the Clyde Museum discussing artifacts uncovered while excavating the Lake Dunstan Trail.

· Attended a committee meeting of the Cromwell Football club who this year are running two senior teams including, for the first time, a ladies team.

· Noted he has had a number of conversations with members of the community about the installation of pedestrian crossings in the town, specifically for residents of the retirement village, and expressed that he has been frustrated by the slow progress on this matter.

Committee Resolution

Moved: Laws

Seconded: Browne

That the report be received.

Carried

9 Status Reports

24.3.9 April 2024 Governance Report

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

Recommendations

That the report be received.

10 Date of The Next Meeting

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

11 Resolution to Exclude the Public

Committee Resolution

Moved: McConnell

Seconded: Scott

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Plain English Reason
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
24.3.10 - Cromwell Town Centre - Detailed Investigation and Analysis	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)	To enable commercial or industrial negotiations
24.3.11 - April 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)	To enable commercial or industrial negotiations

B. That Edward Guy from Rationale, Brad McLeay from The Property Group and Cr Nigel McKinlay join us for Item 24.3.10 due to their knowledge of the topic to be discussed.

Carried

The public were excluded at 3.22 pm and readmitted at 5.24 pm.

Note: In accordance with Standing Order 24.5 the meeting returned to item 24.3.5.

Note: Ms McConnell left the meeting at 5.24 pm and returned at 5.26 pm.

The meeting closed at 5.31 pm.

Teviot Valley Community Board Minutes

4 April 2024

Unconfirmed

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 4 April 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), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), V Chopra (Contractor Chief Financial Officer) via Microsoft Teams, D McKewen (Systems and Corporate Accountant), G Robinson (Property and Facilities Manager), G Bailey (Parks and Recreation Manager), R Williams (Community Development Officer), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Barbara Fraser - Teviot Valley Museum

Ms Fraser spoke to the grant application for Teviot District Museum that would be put towards operational costs. She made a note of the expenses related to relocating to the Masonic Lodge building and the additional operational costs the committee is currently facing. They have a strong volunteer base and in addition to their weekend opening hours, they conduct research projects and offer special openings for various groups during the week.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the public minutes of the Teviot Valley Community Board Meeting held on 8 February 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. There were no further declarations of interest.

5 Reports

24.2.2 2023/24 Community Grants Applications - 2nd Round

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

It was noted that a funding clinic was held in the valley in March and social media advertising took place. This was the only grant application received in this round.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the Teviot Valley Community Board

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

B. Allocates $2,000 to the Teviot District Museum Inc. towards operational costs, from the 2023/24 community grants budget.

Carried

24.2.3 Mowing of Grass Verges Roxburgh

To consider options for mowing the grass verges within Roxburgh.

In 2023 the Board requested an investigation to explore delivery options for this service and alternative uses for the budget in the open spaces contract. It was noted that this service was unique to the Roxburgh township and was not provided in any other ward in Central Otago.

The open spaces contract budget had faced challenges in recent years due to rising costs and increased service areas, including an additional cemetery and expanded trail networks.

After discussion, it was observed that removing this service could result in a more effective and equitable distribution of the open spaces budget.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the Teviot Valley Community Board

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

B. The Board ceases to fund the mowing verges in Roxburgh and redistributes the budget across other costs centres within the open spaces contract area. And that Council is asked to develop a grass verge policy for the district.

carried with Ms Booth recording her vote against

24.2.4 Teviot Valley Financial Report for the Period 31 December 2023

To consider the financial performance overview as at 31 December 2023.

It was noted that for future presentations it would be useful to have consistent headings in the delivery of quarterly and Annual Plan and Long-term Plan financial information.

It was also noted that in the Long-term Plan there would be a separate column detailing the depreciation rather than this showing in the Reserves account.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

24.2.5 2024-25 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Teviot Valley ward component of the 2024-25 fees and charges schedule for inclusion in Council’s Annual Plan 2024-25 process.

A discussion followed detailing the Teviot ward rate implications of the potential increase to the grant budget but despite this there was still consensus to increase the grants budget.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the Teviot Valley Community Board

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

B. Recommends to Council that the Teviot Valley Community Grants Fund be increased by $5,000 from $5,200 to $10,200 for the 2024-25 year.

C. Agrees the draft Teviot Valley Ward 2024-25 Annual Plan budget and recommends to Council for inclusion in the 2024-25 Annual Plan.

D. Agrees to accept the Teviot Valley ward 2024-25 fees and charges schedule and recommend to Council for inclusion in the 2024-25 Annual Plan.

Carried

6 Mayor’s Report

24.2.6 Mayor's Report

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

· Attended Waitangi Day celebrations at Te Rau Aroha Marae at Bluff and on the following day, attended the Otago/Southland combined Mayoral Forum and Te Roopu Taiao meeting with southern iwi leaders in Invercargill

· Spoke at parliament on behalf of LGNZ to National Party MP’s on the subject of Localism

· Attended the LGNZ National Council meeting

· Attended a meeting with Health Minister Dr Shane Reti at parliament

· Attended a Council meeting noting the discussion on representation review

· Attended the Zone 5 and 6 (South Island) Conference in Christchurch

· Noted that Council has been fortunate to get funding through the Mayor’s Taskforce for Jobs programme and requested that members link up with potential recipients of this fund

· Attended the Roxburgh Business Breakfast and noted the disappointing attendance at recent gatherings

· Attended the Pioneer Energy 100 Year celebration, noting the great event on a perfect day

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

24.2.7 Chair's Report

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

· Acknowledged Mr Jessop for his presentation to Council on behalf of the board

· Noted the important advocacy role of the community board and requested that board members supported as many community events as possible

· Noted that he was an apology for the Pioneer 100 Year Celebration but has received positive feedback

· Noted he had been involved in making changes at the Rest Home, and hoped the new management structure would be an improvement and ensure the facilities future

· Noted significant amounts of rubbish at Pinders Pond

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

8 Members' Reports

24.2.8 Members' Reports

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

Mr Jessop reported on the following:

· Attended the Pioneer 100 Years of Energy Celebration and noted the excellent event and high attendance

· Attended and spoke at the February Council meeting

· Attended Teviot Valley Museum committee meetings

· Attended Teviot Prospects meetings

· Attended Millers Flat community meetings

· Requested an update on the Teviot Spatial Plan process

Mr Read had nothing to report.

Ms Booth reported on the following:

· Attended a Medical Trust meeting

· Noted that as a liaison for the Roxburgh Entertainment Centre had not been receiving notifications about meetings

Cr Feinerman reported on the following:

· Attended a Teviot Prospects meeting

· Attended a stakeholders meeting for the Teviot Spatial Plan

· Roxburgh Pool Punawai hosted a closing day celebration with free swims and a range of activities, in collaboration with 'Parks Week' and acknowledged the successful day with great support

· Attended a walkways meeting noted that they had intended to apply to Otago Regional Council for a grant however had a change of direction and are going to partnership with the Haehaeata trust to develop a planting plan

· Attended a cycle trails meeting in Roxburgh

· Attended the Pioneer Energy 100 year celebration

· Attended a visit to Puketeraki Marae at Karitane noting the a wonderful experience

· Gave an update on recent Council meetings

· Attended the March Audit & Risk meeting

· Had undertaken Emergency Management training and completed CIMS training (Coordinated Incident Management System)

Committee Resolution

Moved: Dalley

Seconded: Booth

That the report be received.

Carried

9 Status Reports

24.2.9 April 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.

Recommendations

That the report be received.

10 Date of The Next Meeting

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

The meeting closed at 11.58 am

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

CHAIR / /

Maniototo Community Board Minutes

4 April 2024

Unconfirmed

MINUTES OF A meeting of the
Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 4 April 2024 commencing AT 2.00 pm

PRESENT: Mr R Hazlett (Chair), Mr M Harris, Cr S Duncan

IN ATTENDANCE: P Kelly (Chief Executive Officer), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), V Chopra (Contractor Chief Financial Officer) via Microsoft Teams, D McKewen (Systems and Corporate Accountant), W McEnteer (Governance Manager)

1 ApologiES

Committee Resolution

Moved: Duncan

Seconded: Harris

That apologies from Mr D Helm and Ms R McAuley be received and accepted.

Carried

2 Public Forum

There was no public forum.

3 Condolences

The chair referred to the deaths of Val Waldron and Tracey Hughes. Members stood for a moment’s silence as a mark of respect

4 Confirmation of Minutes

Committee Resolution

Moved: Harris

Seconded: Duncan

That the public minutes of the Maniototo Community Board Meeting held on 15 February 2024 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

24.3.2 Maniototo Financial Report for the Period Ending 31 December 2023

To consider the financial performance overview as at 31 December 2023.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the report be received.

Carried

24.3.3 2024-25 Annual Plan Budget and Fees and Charges Schedule

To approve the draft budgets and the Maniototo ward component of the 2024-25 fees and charges schedule for inclusion in Council’s Annual Plan 2024-25 process.

After discussion it was agreed in light of rates rises that have already been signalled, the proposed grant for the Ranfurly Multi Turf should be deferred for one year. It was agreed to have it as part of consultation for the 2025-34 Long-term Plan.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board

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

B. Recommends to Council that the Ranfurly Multi Turf grant be considered as part of the 2025-34 Long-term Plan.

C. Agrees the draft Maniototo Ward 2024-25 Annual Plan budget and recommends to Council for inclusion in the 2024-25 Annual Plan.

D. Agrees to accept the Maniototo ward 2024-25 fees and charges schedule and recommend to Council for inclusion in the 2024-25 Annual Plan.

Carried

Attachments

1 Ranfurly Multi Turf Project

2 Ranfurly Multi Turf Options Memo

7 Mayor’s Report

24.3.4 Mayor's Report

His Worship the Mayor was not present at this meeting.

8 Chair's Report

24.3.5 Chair's Report

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

· Noted a walk through with the water plant in Ranfurly.

· Attended a meeting with solar farm opponents, specifically the 660ha project on Naseby Rd.

· Discussed dog control in Ranfurly.

· Attended a meeting with bus drivers in Ranfurly regarding roads, potholes and corrugations. Noted that with the current dry and hard condition of the roads there was no point grading them.

· Noted the repair of roads especially on the shoulder of the road and the need to repair some shoulders.

· Noted that it looked as if the rugby club sprinklers were working despite a shortage of water. It was noted that staff would investigate that afternoon.

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

24.3.6 Members' Reports

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

Mr Harris reported on the following:

· Attended the 100^th anniversary of the Patearoa Collie Club and attended the trials.

Cr Duncan reported on the following:

Attended the 100^th anniversary of the Patearoa Collie Club.

· Noted issues discussed at Council meetings so far in 2024.

· Chaired the speed limit hearings. Noted a report will go to Council.

· Noted the Representation Review that was underway.

· Noted current visitors on the Rail Trail and referred to the upcoming decision on the railway at the southern end of the trail.

· Attended a session with the fire service in Middlemarch. Noted with appreciation the volunteer fire brigades.

· Gave an update on farming in the Maniototo.

· Noted the recent roading inspection trip around the district.

Committee Resolution

Moved: Harris

Seconded: Duncan

That the report be received.

Carried

10 Status Reports

24.3.7 April 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: Harris

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 9 May 2024.

The Meeting closed at 3.04 pm.

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

CHAIR / /

Audit and Risk Committee Minutes

8 March 2024

Unconfirmed

MINUTES OF Central Otago District Council
Audit and Risk Committee
HELD IN Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Friday, 8 March 2024 AT 9.30 am

PRESENT: Mr B Robertson (Chair), Cr T Alley, His Worship the Mayor T Cadogan, Cr T Paterson

IN ATTENDANCE: Cr S Feinerman, P Kelly (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Scoones (Group Manager - Community Experience), J Muir (Three Waters Director), P Penno (Community and Engagement Manager), N McLeod (IS Manager), H Strydom (Health, Safety and Wellbeing Advisor), D McKewen (Systems and Corporate Accountant), C Martin (Project Manager Organisational), A Lines (Risk and Procurement Advisor), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Robertson

Seconded: Alley

That apologies from Cr N Gillespie be received and accepted.

Carried

2 Public Forum

There were no speakers for Public Forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Robertson

Seconded: Alley

That the public minutes of the Audit and Risk Committee Meeting held on 12 December 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. Mr Robertson noted an update in his declarations that he would confirm in writing.

5 Reports

24.1.2 Policy and Strategy Register

To consider the updated Policy and Strategy Register.

It was noted during discussion that the ordering of policy reviews should be prioritised to align with strategic direction.

Committee Resolution

Moved: Cadogan

Seconded: Alley

That the report be received.

Carried

24.1.3 Audit NZ and Internal Audit Update

To consider an update on the status of the external and internal audit programme and any outstanding actions for completed internal and external audits.

It was noted that communications with Audit NZ could be enhanced. A full management report would be circulated to the Committee. It was also noted that a closer working relationship could be formed with our assurance provider to allow a more strategic approach to the relationship.

Committee Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

Carried

Note: Miles O’Connor from Bancorp joined the meeting for Item 24.1.4

24.1.4 Treasury Report

To consider the first quarterly report treasury report. This will be presented quarterly to both the Audit and Risk Committee and to Council.

A summary was provided on the current economic landscape, explaining how increasing debt levels will impact borrowing costs and why fixed-rate borrowing would, for a short time, be in breach of our current policy.

It was also noted that for future reports the financial prudence indicators of the Local Government Funding Agency would be included as a reference.

Committee Resolution

Moved: Robertson

Seconded: Paterson

A. That the report be received.

B. The Committee notes the breach in interest rates cover in the Year 2 – 4 Bands and that Management in conjunction with its Advisor will rectify this position.

Carried

Note: The meeting was adjourned at 10.48 am and resumed at 10.53 am

24.1.5 Fraud, Bribery and Corruption Policy

To consider an update to the Fraud, Bribery and Corruption Policy.

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

· On page 52 of the agenda, wording would be amended to state ‘The Independent Chair of the Audit and Risk Committee will receive immediate notification of any reports of suspected or actual fraud, or corruption relating to the Chief Executive Officer’

· On page 52, of the agenda, under ‘Roles and Responsibilities’ wording would be amended to include elected members

· On page 54 of the agenda, it was suggested to add the option of an external investigator rather than the investigator be an internal staff member

It was suggested that further training for Business Support and People and Culture Group Managers could be implemented.

It was noted that internal Fraud, Bribery and Corruption Process document would also be updated to reflect these changes. A flow chart would be added to the process document to show users the necessary steps to take in various scenarios.

It was also noted that future iterations of the policy and process document could include methods to help prevent fraud within the organisation.

Committee Resolution

Moved: Cadogan

Seconded: Alley

That the Audit and Risk Committee

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

B. Recommends that Council adopts the Fraud, Bribery and Corruption Policy.

Carried

24.1.6 2024-34 Long-term Plan Deferral

To update the Committee on decisions made by Council following the options provided by the Government on the preparation of 2024-34 Long-term Plans.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the Audit and Risk Committee:

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

B. Notes that Council have resolved to prepare an Annual Plan for the 2024/25 financial year and prepare a long-term plan next year for 2025-34.

Carried

24.1.7 Privacy Policy review

To provide an update on the review of the Privacy Policy.

It was noted that for future policy reviews both a clean and tracked version would be provided.

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

· Change the wording throughout the document to ‘users’ rather than employees or staff, so it is clear it refers to staff, elected members and contractors

It was noted that this policy would be signed off by the Chief Executive Officer and that it did not need to be recommended to Council.

Committee Resolution

Moved: Cadogan

Seconded: Paterson

That the report be received,

Carried

24.1.8 LGOIMA Request Policy review

To provide an update on the review of the Local Government Official Meeting Act (LGOIMA) Request Policy.

It was noted that there was regular training around how to implement this policy and that further training would be offered for all staff given it had undergone a review.

It was noted that this policy would be signed off by the Chief Executive Officer and that it did not need to be recommended to Council.

Committee Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

Carried

24.1.9 Use of Artificial Intelligence Policy

To inform the Committee about the development of the Use of Artificial Intelligence Policy.

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

· On page 89 of the agenda, wording should be amended to direct employees to report to their team leader or manager, rather than directly to a legal advisor

There was a suggestion that some guidance was needed around the use of various software and what was currently accepted within the organisation.

It was noted that there should be a regular review of the use of AI presented to the Audit and Risk Committee and that there would be some training for all users to maintain data sovereignty for the organisation.

Committee Resolution

Moved: Cadogan

Seconded: Alley

A. That the report be received

B. Recommend Council receive this information and that it is circulated to all elected members

Carried

24.1.10 Cybersecurity Policy review

To provide an update on the review of the Cybersecurity Policy.

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

· Under ‘Scope’ wording would be amended to include elected members and contractors as users

Committee Resolution

Moved: Alley

Seconded: Cadogan

A. That the report be received

B. Recommend to Council to adopt this policy and that it is circulated to all elected members.

Carried

24.1.11 Health, Safety and Wellbeing Report

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

New wellbeing initiatives and training for management were acknowledged as a positive move in an environment of increased workloads and notable increases in reporting of aggressive behaviour from customers.

It was once again noted that there is work being done to encourage near miss reporting and that and reporting of head injury events are reported seriously and monitored.

It was also observed that health progression monitoring could be helpful in future to access possible long-term health risks for staff.

Committee Resolution

Moved: Cadogan

Seconded: Alley

That the report be received.

Carried

24.1.12 Financial Report for the Period Ending 31 December 2023

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

Committee Resolution

Moved: Robertson

Seconded: Paterson

That the report be received.

Carried

6 Chair's Report

24.1.13 Chair's Report

To consider the Chair’s verbal update.

The Chair had nothing to report.

Committee Resolution

Moved: Robertson

Seconded: Paterson

That the report be received.

Carried

7 Members' Reports

24.1.14 Members' Reports

To consider the members’ reports.

His Worship the Mayor made reference to a statement from a Board Chair at last weeks’ Council meeting. The Chair made an accusation of bullying amongst elected members, and His Worship noted that he is taking this allegation seriously and investigating the matter further.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the reports be received.

Carried

8 Status Reports

24.1.15 March 2024 Governance Report

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

Committee Resolution

Moved: Robertson

Seconded: Cadogan

That the report be received.

Carried

9 Date of The Next Meeting

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

10 Resolution to Exclude the Public

Committee Resolution

Moved: Robertson

Seconded: Alley

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Committee Meeting	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
24.1.16 - Cybersecurity, Information and Records Management, and Privacy Plans for 2022-2025 Implementation Update	s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.1.17 - Risk Management Update	s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.1.18 - Litigation Register	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
24.1.19 - March 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 12.11 pm and the meeting closed at 12.58 pm

Council Meeting Agenda

24 April 2024

12 Resolution to Exclude the Public

Recommendations

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Plain English Reason
Confidential Minutes for Ordinary Council Meeting	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(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)	Commercial sensitivity Legal Professional Privilege To enable commercial activities To enable commercial or industrial negotiations
24.5.18 - Plan Change 19 Decision	s48(1)(d) - that a right of appeal lies to any court or tribunal against the decision of the Central Otago District Council in these proceedings	That the right of appeal lies to any Court or Tribunal against the CODC in these proceedings.
24.5.19 - Cromwell Town Centre - Detailed Investigation and Analysis	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)	To enable commercial or industrial negotiations
24.5.20 - Cromwell Town Centre Property Acquisition	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)	To enable commercial or industrial negotiations
24.5.21 - April 2024 Confidential Governance Report	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	Legal Professional Privilege To enable commercial activities To enable commercial or industrial negotiations To prevent use of the information for improper gain or advantage
24.5.22 - Confidential Minutes of the Vincent Community Board Meeting held on 2 April 2024	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)	To enable commercial or industrial negotiations
24.5.23 - Confidential Minutes of the Cromwell Community Board Meeting held on 2 April 2024	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)	To enable commercial or industrial negotiations
24.5.24 - Confidential Minutes of the Audit and Risk Committee Meeting held on 8 March 2024	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	Legal Professional Privilege To enable commercial or industrial negotiations To prevent use of the information for improper gain or advantage


AGENDA Ordinary Council Meeting Wednesday, 24 April 2024
Date:	Wednesday, 24 April 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:	Wayne McEnteer, Governance Manager
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

Report Author:	Nathan McLeod, Chief Information Officer
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

Report Author:	Sarah Reynolds, Governance Support Officer
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support