Agenda of Council meeting - Wednesday, 29 January 2025

Council Meeting Agenda

29 January 2025

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Cromwell Service Centre, 42 The Mall, Cromwell
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Wednesday, 18 December 2024 COMMENCING AT 10.30 am

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

IN ATTENDANCE: P Kelly (Chief Executive Officer), L Fleck (General Manager - People and Culture), J Muir (Three Waters Director), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), P Morris (Chief Financial Officer), Q Penniall (Infrastructure Manager), G Bailey (Parks and Recreation Manager), C Lipinski (Aquatics Manager), A Crosbie (Senior Strategy Advisor), A Rodgers (Principal Policy Planner), J Remnant (Asset Management Team Leader (Ranfurly)), H Laverick (Roading Asset Engineer), H Giles (Property and Facilities Officer – Cromwell), W McEnteer (Governance Manager)

1 Karakia

Cr Feinerman gave a karakia to begin the meeting.

2 Apologies

There were no apologies.

3 Public Forum

Matt and Rin Tipa – Road Stopping - Ophir

Mr and Mrs Tipa addressed the road stopping item that was to appear later in the agenda. While they were happy to pay costs associated with the stopping, they did not agree that they should pay the full amount for the land along Swindon Street. Instead they sought a compromise where they paid 50% of the value along the Swindon Street section, while paying for all of the internal land that needed to be changed. Mr and Mrs Tipa then responded to questions.

Rick Kristel - Roxburgh Pool Committee

Mr Kristel spoke to the potential transfer of the Ida Macdonald Roxburgh Pool Punawai Ora to the Council. He noted the issues that they had attracting staff for the pool, in particular lifeguards, and that the pool continued to be used with a fob system. It was noted that the pool committee had met with council staff and had formally requested that the council take over the pool.

4 Confirmation of Minutes

Resolution

Moved: Browne

Seconded: Gillespie

That the public minutes of the Ordinary Council Meeting held on 27 November 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. Cr Feinerman declared an interest in item 24.14.17 and Cr Paterson declared an interest in item 24.14.12. Each left the room and did not discuss or vote on the item.

6 Community Board Chair Update

24.14.2 Community Board Chair Update

Jayden Cromb, Chair of the Vincent Community Board, Anna Harrison, Chair of the Cromwell Community Board and Norman Dalley, Chair of the Teviot Valley Community Board joined the meeting to discuss matters of interest to their Boards.

Anna Harrison

Ms Harrison spoke on issues of interest to the Cromwell Community Board. She noted the town centre and mentioned the need to make sure there as adequate space and that it was fit for purpose. She mentioned the updates to the register of delegation and noted that it had been in front of the community board multiple times to outline potential changes and that there had been a restoration of trust between the Board and council staff. She reiterated the need to ensure that updates are given in the formal meeting so the community has a formal record of information that had come to the community Board. Finally, Ms Harrison addressed two items that would be considered later in the meeting, regarding the Cromwell Sports Club and Celci early learning centre which the community had advocated for, for inclusion in the Long-term Plan.

Jayden Cromb

Mr Cromb spoke on issues of interest to the Vincent Community Board. He noted that their last meeting had been held in Omakau in an attempt to move meetings around the ward and that the Omakau community had responded with a number of public forum participants speaking in support of the Omakau Hub. Mr Cromb noted the need to ensure that reports came to the Board in order for them to be fully considered. He was critical of community hall divestment and thought the savings achieved would be minimal. Finally Mr Cromb noted that the next Vincent Community Board meeting would be held in Clyde.

Norman Dalley

Mr Dalley spoke on issues of interest to the Teviot Valley Community Board. He noted a public meeting that the Board held to discuss the Roxburgh pool and possible divestment of community halls. He said that residents of the Teviot Valley understood the conundrum that the pool committee were in. He also commented that there was a desire to keep the Millers Flat bowling club with a view of turning it into a multisport facility for the community. Finally, Mr Dalley welcomed the new member of the Teviot Valley Community Board, Curtis Pannett who had started at the last meeting and commented that he well and truly held his own at the meeting.

7 Reports

24.14.3 Update to the Register of Delegations for Community Boards (and some other updates)

To consider changes to the Register of Delegations as they apply to community boards, and several other revisions that have occurred from other business.

Resolution

Moved: Gillespie

Seconded: McKinlay

That the Council

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

B. Adopts the changes to Register of Delegations as they apply to community boards, presented in appendix 2, noting that they will come into effect on 1 July 2025.

C. Adopts the other identified changes, noting they will come into effect on 19 December 2024:

· Change the Chair and Deputy Chair of the Three Waters and Waste portfolio to Cr Laws and Cr McKinlay respectively.

· Change the Chair and Deputy Chair of the Community Vision and Experience portfolio to Cr Feinerman and Cr Browne respectively.

· Delete the Manorburn Recreation Reserve Committee as a subcommittee of the Vincent Community Board. The Community Board has asked for this to be deleted at the next opportunity.

Carried

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

24.14.4 Road Stopping - Swindon Street, Ophir

To consider a proposal to stop and sell part of Swindon Street.

After discussion it was agreed that the applicants should pay all costs including for the land as a precedent would be set for road stoppings if they did not.

Resolution

Moved: Gillespie

Seconded: Alley

That Council

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

B. Agrees to stop approximately 650.5m2 of unformed legal road fronting Swindon Street, and 317m2 of the unnamed unformed legal road, as shown in figure 5 (the Proposed Stopping Plan), in accordance with the provisions of the Public Works Act 1981, subject to:

- The land (stopped road) being sold at valuation as prescribed in the Public Works Act.

- The parcels marked ‘A’ and ‘B’ being stopped and amalgamated with Record of Title OT366/26.

- The parcels marked ‘C’ and ‘D’ being stopped and amalgamated with Record of Title OT188/110.

- Easements (in gross) in favour of, and as approved to the satisfaction of, Aurora Energy Limited, being registered on the resulting titles if required.

- The owner of Record of Title OT366/26 paying all costs associated with the preparation and registration of any easements required by Aurora Energy Limited.

- The two applicants paying all other costs, including Council’s legal fees, in equal shares.

- The stopping and legalisation being approved by the Minister of Lands.

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

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

Carried

24.14.5 Ratification of the Proposed Partial Road Stopping – Unformed Legal Road Off John Street, Ranfurly

To consider a proposal to partially stop two areas of an unnamed and unformed road off John Street, Ranfurly.

Resolution

Moved: McPherson

Seconded: Feinerman

That the Council

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

B. Agrees to partially stop the unnamed and unformed legal road adjacent to Lot 1 DP 8520, in two sections as shown in figure 3, subject to:

· The provisions of the Public Works Act 1981

· Sections “A” and “B” total area of approximately 104.6 square meters being:

- Sold to the applicant at valuation

- Valued at the applicant’s cost

- Amalgamated with Lot 1 DP 8520

· The applicant paying the cost of the survey and LINZ fees, and those of the LINZ Accredited Supplier

· The applicant paying all legal fees

· The final survey plan being approved by the Chief Executive

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

Carried

24.14.6 Update on School and Community Speed Limits

To provide an update on Central Otago District Council’s progress regarding School and Community speed limits, following the introduction of the new Land Transport Rule: Setting of Speed Limits 2024, which came into effect on 30 October 2024.

Resolution

Moved: Paterson

Seconded: Alley

That the report be received.

Carried

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

24.14.7 Cromwell Aerodrome - Medical Helipad

To inform the Council regarding the proposal from the Cromwell Lions Club to establish a medical helipad at the Cromwell Aerodrome.

Resolution

Moved: Feinerman

Seconded: Duncan

That the report be received.

Carried

24.14.8 Draft District Grass Verge Policy

To approve a district wide grass verge policy.

After discussion it was agreed that the policy review should be in the middle of 2026, to ensure the policy was working as intended.

Resolution

Moved: Gillespie

Seconded: Feinerman

That the Council

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

B. Adopts the Central Otago District Council Grass Verge Policy, noting a review of the policy at 1 July 2026.

C. Authorises the Chief Executive to do what is necessary to give effect to this resolution.

Carried

Note: Cr Claridge left the meeting at 11.43 am and returned at 11.46 am.

Note: Cr Feinerman declared an interest in item 24.14.17. She left the room and did not take part in the conversation or vote on the item.

Note: With the permission of the meeting, item 24.14 was moved forward.

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

24.14.17 Vesting the Ida MacDonald Roxburgh pool Punawai Ora in the Central Otago District Council

To consider vesting of the Ida Macdonald Roxburgh Community Pool in Council.

Resolution

Moved: Claridge

Seconded: Duncan

That the Council

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

B. Includes the vesting of the Ida Macdonald Roxburgh Pool Punawai Ora and associated funding in the draft 2025-34 Long Term Plan.

C. Requests that Ida Macdonald Roxburgh Pool Punawai Ora Committee carries out a formal valuation on the pool assets being vested to Council and covers all other expenses incurred in the transition.

D. Recommends that Ida Macdonald Roxburgh Pool Punawai Ora operational costs are included in the 2025-34 draft Long Term Plan.

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

Carried

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

Note: Cr McKinlay left the meeting at 12.14 pm.

24.14.9 Extension of Temporary Alcohol Restriction Zone

To consider consulting on the draft Alcohol Restrictions in Public Places Bylaw and Statement of Proposal as updated with the inclusion of the Teviot Valley and Merino Shears weekend.

After discussion it was agreed the Crs Browne and Laws would form a committee to hear submissions, should that be required.

Resolution

Moved: Alley

Seconded: Feinerman

That the Council

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

B. Directs staff to consult on renewing the Alcohol Restrictions in Public Places Bylaw, with the inclusion of the Teviot Valley in the Blossom Festival Temporary Alcohol Restriction Zone; and a new Temporary Alcohol Restriction Zone for the Merino Shears weekend.

C. Appoints Cr Browne and Cr Laws as members to hear submissions if required.

D. Accepts that a bylaw is the most appropriate mechanism for addressing the issue.

Carried

Note: With the permission of the meeting, item 24.14.11, 24.14.12 and 24.14.13 were moved forward.

Note: Her Worship the Mayor resumed the Chair.

Note: Cr McKinlay returned to the meeting at 12.20 pm.

24.14.11 Application to Remit Rates on Intra Boundary Property

To consider remitting rates on a property that spans the boundary between Central Otago District Council and Clutha District Council.

Resolution

Moved: Gillespie

Seconded: Duncan

That the Council

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

B. Agrees to remit all rates for this property.

Carried

Note: Cr Paterson declared an interest in item 24.14.12. She left the room and did not take part in the conversation or vote on the item.

24.14.12 Manuherekia Valley Community Hub

To consider additional Council funding support for the Manuherekia Valley Community Hub project.

Resolution

Moved: Alley

Seconded: Duncan

That the Council

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

B. Approves additional Council funding in 2025-34 Long-term Plan for the Manuherekia Valley Community Hub to cover the shortfall of up to $1,600,000 in order to complete the project. The shortfall to be funded either through debt or from reserves.

C. Agrees that another report come back to the Board and Council, once construction costs and shortfall for the Hub project have been confirmed.

Carried

8 Mayor’s Report

24.14.13 Mayor's Report

Her Worship the Mayor gave an update on her activities since the last meeting.

Resolution

Moved: Alley

Seconded: Gillespie

That the Council receives the report.

Carried

9 Community Board Minutes

24.14.14 Minutes of the Cromwell Community Board Meeting held on 9 December 2024

Resolution

Moved: McPherson

Seconded: Duncan

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 9 December 2024 be noted.

Carried

Note: The meeting adjourned at 12.35 pm and resumed at 1.13 pm.

Note: With the permission of the meeting, item 24.14.18 was moved forward.

24.14.18 Level of Service - Community Buildings in Central Otago

To consider the level of service for community buildings as part of the Long-Term Plan 2025/34 process.

After discussion it was agreed that each of the buildings should be consulted on with the community to gauge views on potential divestment. It was agreed that the buildings proposed to be retained should also be part of the consultation as well.

Resolution

Moved: Alley

Seconded: McKinlay

That the Council

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

B. Recommends the following buildings are retained as budgeted in the draft Long-Term Plan 2025/34:

Vincent

· Alexandra Community Centre

· Molyneux Stadium

· Central Stories Building

Teviot

· Roxburgh Service Centre and Hall

· Roxburgh Entertainment Centre

Cromwell

· Tarras Hall

· Cromwell Museum Building

Māniatoto

· Māniatoto Stadium and Rugby Clubrooms

· Māniatoto Arts Centre

· Ranfurly Railway Station

C. Recommends that the following buildings are considered for divestment as part of the draft Long-Term Plan 2025/34 consultation document:

Vincent

· Ophir Hall

· Poolburn Hall

· Becks Hall

· Clyde Hall

· Vallance Cottage

· Clyde Police Lock Up

· Clyde Railway Station Building

· Clyde Briar and Herb Museum Site

· Blyth Street Museum

Teviot Valley

· Roxburgh Squash Court Building

· Millars Flat Hall

· Millers Flat Bowling Club

Māniatoto

· Ranfurly Hall

· Patearoa Hall

· Naseby Hall

· Waipiata Hall

· Wedderburn Hall

· Wallace Memorial Rooms

· Fenton Library

· Naseby General Store

· Centennial Milkbar

· Ranfurly Service Centre

D. Recommends that the following building is demolished:

· Former Riding for the Disabled Building

Carried

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

Note: Cr McPherson left the meeting at 2.02 pm and did not return.

24.14.10 Fast-Track Approvals Bill 2024 - Council Briefing

To inform the Council of the process regarding applications accepted under the Fast-Track Approvals Bill 2024.

Resolution

Moved: Cooney

Seconded: Feinerman

That the report be received.

Carried

Note: Her Worship the Mayor resumed the Chair.

Note: Cr Claridge left the meeting at 3.28 pm and returned at 3.29 pm.

Note: Cr Duncan left the meeting at 3.33 pm and returned at 3.34 pm.

24.14.19 Direction on items for the 2025-34 Long-term Plan Consultation Document

To consider the items for inclusion in the 2025-34 Long-term Plan Consultation Document.

Councillors discussed each of the propositions in the recommendations one by one. Following discussion each of the issues were taken separately to give staff guidance on each of the propositions.

Resolution

Moved: Alley

Seconded: Gillespie

That the Council

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

B. Notes at the time of writing this report, the average rates increase is at 23.4%.

C. Notes that the list contained in the report of new operational grants to community or commercial groups totals $1.5m, which equates to a 2.86% rates increase.

D. Notes that only one item in this paper is required to be consulted on either as part of this Long-term Plan or separately (how water will be delivered in the future – Waters Services Delivery Plan), all other items Council has discretion as to whether they wish to fund or alter the level of service.

E. Notes the budgets are still in draft and some numbers in the resolution below may be adjusted as the budgets are refined.

Carried

Resolution

Moved: Alley

Seconded: Browne

F. Agrees with the recommendation from the Teviot Valley Community Board that the Ida MacDonald Roxburgh Pool is vested in the Central Otago District Council as a consultation item in the 2025-34 draft Long-term Plan.

G. Agrees that the preferred option is to take over the ownership and running of the pool at a district-wide cost of $250,000 per annum.

Carried with Cr Feinerman abstaining from the vote

Resolution

Moved: Alley

Seconded: Duncan

H. Agrees with the request from the Maniototo Community Board to provide a $200,000 grant towards the redevelopment of the turf on the Maniototo Area School grounds, subject to remainder of funds being raised.

I. Agrees that the preferred option is that the grant is rate funded in the 2025/26 financial year at an average one-off cost of $13.60 per ratepayer.

Carried with Crs Feinerman, Gillespie, Laws and McKinlay recording their vote against

Resolution

Moved: Paterson

Seconded: Duncan

J. Agrees with the request from the Vincent Community Board to consult with the community on closing the Alexandra outdoor pool.

K. Agrees that the preferred option is to close the pool at an annual saving of $250,000.

Carried

Resolution

Moved: Claridge

Seconded: Duncan

L. Agrees with the request from the Vincent Community Board to provide a $300,000 grant to the Molyneux Turf Incorporated in conjunction with Dunstan High School towards the construction of the turf, subject to remainder of funds being raised.

M. Agrees that the preferred option is that the grant is rate funded in the 2025/26 financial year at an average cost of $20.40 per ratepayer.

Carried Crs Feinerman, Gillespie, Laws and McKinlay recording their vote against

Resolution

Moved: Claridge

Seconded: Duncan

N. Agrees with the recommendation from the Vincent Community Board to support additional Council funding for the Manuherekia Valleys Community Hub to cover the shortfall of up to $1.6M in order to complete the project.

O. Agrees that the preferred option is to provide additional funding of up to $1.6M from Vincent General Reserves.

Carried with Cr Paterson abstaining from the vote

Resolution

Moved: Gillespie

Seconded: Duncan

P. Declines the recommendation from the Cromwell Community Board that a district grant of $250,000 is included for the Cromwell Sports Club as part of the draft 2025/34 Long-term Plan, noting there is currently a Cromwell Racecourse Recreation Plan underway that may impact this project.

Carried

Resolution

Moved: Duncan

Seconded: Feinerman

Q. Declines the recommendation from the Cromwell Community Board that a potential ward grant of up to $500,000 is included for Cromwell Early Learning Centre, as it not considered to be a Council priority at this time.

Carried

Resolution

Moved: Alley

Seconded: Gillespie

R. Agrees to consult on how water services will be delivered in the future.

S. Agrees the preferred option is that water services are transferred into an independent entity (council controlled organisation), with 1 July 2027 as an indicative transition date.

T. Agrees to consult on increasing the volumetric water rates charges.

Carried

Resolution

Moved: Alley

Seconded: Paterson

U. Agrees the preferred option is to increase the charge to $2.40 per cubic metre.

Carried with Cr Gillespie recording his vote against

Resolution

Moved: Alley

Seconded: Gillespie

V. Agrees to consult on the level of service review for community facilities as per the recommendation presented in a separate paper in this meeting.

Carried with Crs Claridge and Duncan recording their vote against

Resolution

Moved: Alley

Seconded: Gillespie

W. Agrees to consult on providing a grant of up to $250,000 for Supercars event at Highlands in 2026.

X. Agrees the preferred option is that the grant is rate funded in the 2025/26 financial year via the promotions and events targeted rate.

Carried with Cr McKinlay recording his vote against

10 Date of Next Meeting

The date of the next scheduled meeting is 29 January 2025.

11 Resolution to Exclude the Public

Resolution

Moved: Alley

Seconded: Gillespie

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	Plain English Reason
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) 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	Commercial sensitivity Legal professional privilege To enable commercial activities To enable commercial or industrial negotiations To prevent use of the information for improper gain or advantage
24.14.15 - CEO Conditions and Performance Objectives Review	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	To protect a person's privacy
24.14.16 - Confidential Minutes of the Cromwell Community Board Meeting held on 9 December 2024	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	Commercial sensitivity

Carried

The public were excluded at 4.04 pm and the meeting closed at 4.21 pm.

29 January 2025

7 Reports

25.1.3 Naseby Link Road - Ongoing Maintenance

Doc ID: 2015521

Report Author:	Paul Fleet, Roading Manager
Reviewed and authorised by:	Lee Webster, Acting Group Manager - Planning and Infrastructure

1. Purpose of Report

To consider a reduction in level of service on Naseby Link Road in the Māniatoto Ward.

Recommendations

That the Council

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

B. Approves the re-classification of Naseby Link Road to “Unmaintained”

2. Background

The severe weather event in October 2024 brought heavy rainfall to parts of Central Otago District, particularly affecting the Māniatoto Ward. Road closures and restrictions were widespread, including temporary closures on several unsealed roads.

In response, emergency works at an estimated total cost of $980,600 have been completed. New Zealand Transport Agency Waka Kotahi (NZTA) has confirmed a 51% subsidy for qualifying repairs, with the remainder being funded by the roading emergency works reserve account. The roading emergency works reserve account is in deficit, prompting careful consideration of how best to prioritise maintenance moving forward.

Naseby Link Road was one of the unsealed roads affected by the flooding. It links the Ranfurly–Wedderburn Road to the Gimmerburn–Naseby Road, spanning approximately two kilometres.

While the road can act as a shortcut to Naseby, the alternative (unsealed) route via Gimmerburn–Naseby Road and SH85 is only 1.7 kilometres longer - adding just over one minute to travel times. Alternatively, a sealed route is available via Ranfurly-Naseby Road.

Figure 1: Naseby-Link Road alternative route

Figure 2: Naseby-Link flooding

A river running through a rocky area

Description automatically generated

Figure 3: Naseby-Link post flooding

In a time of rising costs across the roading network, the development of the 2025 Long Term Plan has highlighted the need for an unsealed road strategy that better aligns maintenance standards and investment.

The strategy may include:

· Refining Maintenance Schedules: Targeting resources more effectively based on road classification and usage levels.

· Adjusting Service Levels: Reducing maintenance frequency or level of service on lower-priority roads with minimal traffic.

· Ceasing Maintenance: Identifying roads or sections where it is no longer cost-effective to provide ongoing upkeep, particularly when alternative routes are available.

By exploring these measures, limited funds can be invested where they will deliver the greatest overall benefit, ensuring a more sustainable and resilient roading network.

This work will be undertaken to support the 2027 funding application to NZTA and Council’s Long Term Plan, ensuring that resources are allocated in a manner that best meets the needs of the community.

3. Discussion

Following its partial washout, the ford/culvert on Naseby Link Road was temporarily repaired and “Unmaintained Road” and “Detour via Naseby-Gimmerburn Road” signage was installed.

Further decisions on whether to reinstate or upgrade the structure have prompted a broader review of its overall benefit to the district. The road does not provide direct access to any dwelling, though it remains an unformed legal road, ensuring stock movement and farm activities are not impeded if maintenance is reduced or discontinued.

Three main approaches to address the culvert/ford have been identified:

Convert to Unmaintained Track

Discontinue further maintenance. Signage would clearly indicate no routine service is provided

Key Considerations:

· The crossing would likely still close during high-flow events.

· Gravel buildup, blockages, and erosion issues would remain unaddressed, leading to potential impassability after floods or heavy rains.

· Long-term repair costs may be avoided; however, sporadic cleanups could still be required if the track becomes completely impassable.

Reinstate the Ford ‘As-Is’

Minor grading and debris removal around the existing ford and culvert. Missing or damaged concrete sections would remain, and reliance would be on the small functioning culvert.’

Key Considerations:

· The structure would likely continue to close during high flows, and gravel buildup would remain a recurring issue.

· Periodic repairs or cleaning would still be needed, leading to ongoing costs whenever there is a significant weather event.

· Certain regulatory requirements may not be met, as the missing concrete sections and blocked culvert might not satisfy Otago Regional Council (ORC) standards.

Upgrade the Ford Crossing

Replace the damaged culvert, repair or replace missing concrete sections, and add rock armouring around the ford. This would also necessitate engagement with ORC to modify the existing structure.

Key Considerations:

· A more robust and resilient crossing, although it may still close under extreme flood conditions.

· Significantly higher upfront costs, with likely ongoing maintenance to manage gravel accumulation and flow requirements.

· Additional regulatory oversight and potential consent from ORC.

Figure 4: Option 3 - sketch of 'fix'

Considering overall financial constraints and the minimal inconvenience posed by the alternative route, it is proposed that Naseby Link Road remain in its current, unmaintained state. Conversion to an unmaintained track has largely been completed, with all relevant signage - “Unmaintained Road,” “Ford,” and alternative route signs now installed.

4. Financial Considerations

Since 2017, a total of $77,000 has been spent on maintaining Naseby Link Road, with $28,000 specifically directed toward culvert and flood-related repairs. Given the roading emergency works reserve is already in deficit by $1 million, any further significant expenditure must be carefully evaluated considering the road’s low usage and the availability of an alternative route.

The three main approaches identified each carry distinct cost implications:

· Convert to Unmaintained Track ($1,500)

· Reinstate the Ford ‘As-Is’ ($5,000)

· Upgrade the Ford Crossing ($50,000–$60,000)

While the first two options require relatively minimal outlay, pursuing a full upgrade of the ford would necessitate a considerably higher capital investment of $50,000–$60,000. This would likely exceed existing maintenance budgets or further diminish the already depleted emergency works reserve.

5. Options

Option 1 – (Recommended): Convert to Unmaintained Track

· Install signage indicating “Unmaintained Road”, “Alternative Route” and “Ford.”

· Cease all routine maintenance thereafter.

Advantages:

· Requires only minimal initial expenditure (approximately $1,500) and no ongoing maintenance.

· Frees up funds and resources for higher-priority roads across the network or prevents overspend of current accounts.

· Limited work is needed to finalise this option.

Disadvantages:

· The road may become impassable after significant flood events or heavy rainfall due to gravel buildup, erosion, or debris.

· Users would need to rely on the alternative route; those who still attempt the unmaintained track assume all associated risks.

· Clear warning signs are critical; if ignored or damaged, drivers may be unaware of the risks.

Option 2: Reinstate the Ford ‘As-Is’

· Conduct minor grading and debris removal around the existing ford.

· Leave the small functioning culvert intact; damaged or missing concrete sections remain unrepaired.

· Continue periodic cleaning/maintenance when flood events occur.

Advantages:

· Estimated at $5,000, which is higher than Option 1 but still much lower than a full upgrade.

· Keeps the ford passable under normal flow conditions, allowing basic use of the road.

Disadvantages:

· Frequent flooding or high-flow events will likely necessitate repeated debris clearance.

· May not meet Otago Regional Council (ORC) standards.

· Road closures during extreme weather events are still very probable.

Option 3: Upgrade the Ford Crossing

· Replace the damaged culvert with a new, appropriately sized structure.

· Repair or replace missing/damaged concrete sections of the ford.

· Add rock armouring around the ford to increase resilience.

· Engage with ORC for necessary consents and compliance.

Advantages:

· Likely to remain open during moderate flood events, with fewer unplanned closures.

· Provides a more robust structure for anyone traveling this route.

· Addresses current damage comprehensively rather than patching it

Disadvantages:

· High Upfront Cost: Ranging from $50,000 to $60,000, significantly higher than either Option 1 or 2.

· Even with improvements, gravel buildup and severe floods may still require periodic clearance.

· Would either overspend the existing maintenance budget or further reduce the already depleted emergency works reserve.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the economic wellbeing of communities, in the present and for the future by minimising short- and long-term expenditure on the Naseby Link Road
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Roading Activity Management Plan
Considerations as to sustainability, the environment and climate change impacts	There are no implications of this decision.
Risks Analysis	There are no substantial risks associated with this decision, however, there may be dissatisfaction from users of this road as a shortcut.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger any significance thresholds. The Maniototo Community Board have been spoken to about the proposed reduction in level of service and the implications.

7. Next Steps

Advise the community of the decision.

8. Attachments

Nil

29 January 2025

25.1.6 Alexandra Water Renewals procurement

Doc ID: 1980221

Report Author:	Patrick Keenan, Capital Projects Programme Manager
Reviewed and authorised by:	Julie Muir, Group Manager - Three Waters

1. Purpose of Report

To consider the procurement plan for tendering of water pipe renewals for the 2024 - 2026 period.

Recommendations

That the Council

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

B. Notes that the priority water pipe renewal sites are Bridge Hill Rising Main, Enterprise Street and Northland Street

C. Approves the procurement plan for tendering of water pipe renewals on Bridge Hill and Enterprise Street, Alexandra, including the following

(a) Tenders to be evaluated using the Weighted Attribute Method with a 40% price weighting.

D. Authorises the Chief Executive Officer to award the work to the preferred contractor following the procurement process provided that the tendered amounts are within the approved budget.

2. Background

The Alexandra water renewals contract contains two sites:

· The Bridge Hill Rising Main water pipeline

· Enterprise Street water main

The Bridge Hill site is a critical pipe that links Bridge Hill to the wider Alexandra water supply network and services many properties. The main was installed in the 1930s. Some pipes are laid above ground due to the difficult and rocky conditions. The water main dates to when Aronui Dam was used as the town water supply.

On December 30, 2014, the water main was struck by a large tree blown over during a high wind event. The pipe burst with a high-pressure flow flooding four homes with varying amounts of damage. The impacted section of pipe was repaired at the time. Another minor break occurred in 2021. The Bridge Hill rising main replacement was approved in the 2021-2031 Long-term Plan as a standalone project and was then incorporated into the overall pipe renewal programme in the 2024 Annual Plan and the 2025 Long-term Plan budgets.

The scope of the project was reviewed and split into four sections that have been prioritised for funding. Two sections were deferred due to low immediate need for replacement and upgrading whereas the two high risk sections were retained in the programme. The yellow line highlighted in the below image are the planned sections for replacement.

The Enterprise Street water main feeds residential properties and is the main source of drinking water for Dunstan High School, Terrace Primary School, and several early childcare facilities. Between January and March 2024 Council received 11 separate calls from properties experiencing “dirty water”.

It is now understood that the new softer water supply from Lake Dunstan is impacting on older galvanised pipes creating discolouration.

A monitoring regime was put in place which identified that while there is no public health issue if taps are run prior to use in the morning there is no issue, results pre-flush were reaching maximum allowable values. The current water main was laid in 1955. To mitigate any future ongoing issues the water main and the laterals on Enterprise Street have been prioritised for renewal.

The other site prioritised for replacement this year is Northland Street in Ranfurly. The intention is to carry the work out this year under the operations contract and it is not included in the scope of the contract to be procured for Bridge Hill and Enterprise Street.

Northland Street has a temporary solution that was put in place by Council’s operations contractor in late 2024. The renewal requirement is due to several water mains and laterals that are made up of galvanised steel, and is causing significant discolouration.

Replacement of the Northland Street pipe has additional requirements relating to its location adjacent to a HAIL site. Due to the risks associated with the HAIL site, and potential for contract variations this is being replaced as part of the operations contract.

3. Financial Considerations

The cost estimate for design, construction, and project management of the two high priority Bridge Hill sites and Enterprise Street is $2.7 million

The total budget provided in the 2024 Annual Plan and the draft 2025 Long-term Plan for 2025/26 for water pipe renewals is $3.9 million. This budget includes funding for a proactive lateral renewal program.

The weighted-attribute model recommended is the most common model used in New Zealand public sector procurement. This model balances the trade-off between price and quality. Under this model, the criteria are weighted to reflect their relative importance. The non-price attributes evaluated will however have an impact on cost to Council and stakeholders.

Council’s tender evaluators can influence more positive outcomes from elements in a tender that are not priced but can add value. For example, one methodology may be submitted by a tenderer that has a road closed for two weeks while another tenderer may have the road remain open under traffic management for three months. The shorter closure rather than a three-month disruption to businesses and the public may provide more overall value to Council and stakeholders. The weighted-attribute approach gives Council more control over assessing what is important as a client over and above tendered price of the work.

Lowest Price Conforming is another model where cost of the service is the driving factor.

This methodology is generally used for contracts that are low in value, where scope is tightly defined and where risks are insignificant. This methodology also limits opportunities for whole-of-life cost benefits, innovations, or added value alternatives.

The Procurement Policy allows Council staff to procure by weighted attributes methodology to a maximum level of 40% price and 60% non-price attributes. This approach has been recommended and reflects a balanced approach between a tendered price with cost tension and non-price elements that will provide overall value and improved customer service.

4. Options

Option 1 – (Recommended)

Tender the work using a weighted attribute model with a 40% price weighting

Advantages:

· Council procures a contractor with the best overall combination of price and attributes to carry out the contract works

· Contractors get the opportunity to include innovations in their tender that can be evaluated against other submitters

· The 40% price component provides a level of cost tension

Disadvantages:

· The winning tenderer may not be the cheapest presented price

Option 2

Tender the work using a lowest price conforming model

Advantages:

· Cheapest presented price wins the contract work.

Disadvantages:

· Contractors may take greater risks in items such as communication with residents, supply interruptions, health and safety, and materials and work quality to enable a low price to win the contract.

· Requires greater level of staff oversight to ensure that work is being undertaken to the required quality.

· No genuine comparison can be made between contractors on their attributes to deliver or add value outside price

· Limits opportunities for Council to take advantage of whole-of-life cost benefits, innovations, or added value alternatives that contractors may offer in a weighted attributes tender

· Increased likelihood of customer dissatisfaction due to supply disruption if the successful contractor does not have adequate experience and staff to undertake the project.

· Greater likelihood of variations due to unforeseen circumstances.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by giving elected members input into the procurement process used and an insight into the work to be delivered. AND This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by renewing assets in a cost-effective manner
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, the recommendation is consistent with the Procurement Policy
Considerations as to sustainability, the environment and climate change impacts	The programmed work will ensure Council replaces ageing assets with long-term sustainable products that provide resilience to our community.
Risks Analysis	No substantial organisational risks have been identified with the recommended procurement approach. A communication plan will be developed before physical works commence. Project-specific risks will be outlined in project status reports to Council.
Significance, Consultation and Engagement (internal and external)	Not considered significant.

6. Next Steps

· Advertise the tender February 2025

· Procure a contractor for the work and commence construction

· Initiate two monthly status reporting to Council

7. Attachments

Appendix 1 - Procurement Plan Alexandra Water Mains ⇩

29 January 2025

25.1.7 Cromwell Water Treatment Plant and Borefield Upgrade Procurement

Doc ID: 1985663

Report Author:	Patrick Keenan, Capital Projects Programme Manager
Reviewed and authorised by:	Julie Muir, Group Manager - Three Waters

1. Purpose of Report

To consider the procurement plan for the Cromwell water treatment plant and borefield upgrade.

Recommendations

That the Council

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

B. Approves procurement of a new treatment plant at the reservoir site near McNab Road and an upgrade of the borefield between Lake Dunstan and the Alpha Street recreation reserve, with tenders evaluated using the weighted attribute method with a 40% price weighting.

C. Authorises the Chief Executive Officer to award the work to the preferred contractor following the procurement process provided that the tendered amounts are within the approved budget.

D. Notes that consideration of the future use of the existing treatment buildings will occur within the next 12 months.

2. Background

Cromwell and the surrounding areas are experiencing high levels of current and predicted growth. With expected population growth, increasing employment and more people visiting the area every year, there is increasing demand on the existing water supply.

The current Cromwell treatment plant is located on the Alpha Street reserve adjacent to Lake Dunstan and supplies drinking water to Bannockburn, Cromwell, Lowburn, Ripponvale and the southern part of Pisa Moorings. The plant treats the water for bacteria with chlorination.

Cromwell’s existing water treatment plant does not meet protozoa treatment requirements of the New Zealand Drinking Water Quality Assurance Rules. The current borefield capacity also requires an upgrade to support the growth demand and optimise the water treatment process.

Central Otago District Council is undertaking a significant programme of work to provide a fully compliant water supply for Cromwell. The programme was included in the 2021- 2031 Long Term Plan and involves a recently completed raw water pipeline, a new water treatment plant and an upgrade of the borefield.

The detailed design of the water treatment plant and borefield upgrade is complete and was carried out in parallel with the delivery of the dedicated rising water main project. The next stage of the programme is ready to proceed.

Council approval of procurement and construction of a new treatment plant at the reservoir site on McNab Road and upgrade of the bores between Lake Dunstan and the Alpha Street recreation reserve is now required.

The current McNab Road reservoir site pictured below.

3. Discussion

The new treatment plant will use ultraviolet treatment in addition to chlorination. This upgrade will treat protozoa and make Cromwell’s potable water supply UV compliant with New Zealand Drinking Water Quality Assurance Rules. The new ultraviolet treatment will mitigate against protozoa which can cause sicknesses such as acute gastrointestinal illness.

The new treatment method will not noticeably alter the taste or feel of the water when compared with the current supply. Cromwell’s water source meets Taumata Arowai’s Aesthetic Values for Drinking Water and is therefore not deemed ‘hard’ enough for consideration of further investment from this perspective.

The source water is a mix of aquifer and lake water and does not require micro-filtration due to the consistently low turbidity of the source.

The current borefield does not have sufficient capacity to address growing demand and is being upgraded to meet current and future needs. Growth demands are based on population forecast reports and hydraulic modelling based on those reports along with consideration of the Cromwell Spatial Plan.

The Growth Projections – 2022 prepared by Rationale, and validated in June 2024 following the 2023 Census have been used to establish future demand requirements. While the medium growth scenario is recommended for council planning purposes, the high growth scenario has been used for planning for water and wastewater upgrades to mitigate the risk of higher than anticipated growth occurring in Cromwell in the short to medium term.

While growth projections are typically prepared at district and ward level, further work was done to provide these at scheme level for three waters planning purposes. They are also broken into population and number of residential dwellings, and normal resident population and peak day population.

The peak day population at scheme level is used for planning for water and wastewater upgrades. The high growth scenario is also used rather than the medium scenario to mitigate the risk of higher than anticipated growth occurring for investment in infrastructure which has a long life.

The table below shows the projected high growth scenario change in connected population for normal resident, and peak day for the Cromwell water scheme in 10- and 30-years’ time.

High growth projections for connected normal resident and peak day populations for Cromwell water supply
2024 normal population	2024 peak day population	2034 normal population	2034 peak day population	2054 normal population	2054 peak day population
9,243	17,685	12,475	24,405	18,517	37,002

This project will cater for 30+ years growth for components which cannot easily be extended as growth occurs, such as pipes and buildings. Further upgrades are programmed for 18-24 years where these can be added in future when they will be needed. This includes an additional UV unit within the treatment building, and a fourth bore. The underlying infrastructure to enable these to be added is included within this project.

The new Cromwell borefield and treatment facility also has capacity to cater for anticipated growth in Pisa, and combining the existing council operated Pisa Village supply to the Cromwell supply. This will reduce the number of treatment facilities that council operates and be more cost efficient.

The new buildings adjacent to the lakefront will be three small bore buildings and an electrical and communications building. Land Information New Zealand (LINZ), Te Ao Marama (TAMI) on behalf of iwi and Contact have all been consulted. LINZ have provided approval as the buildings will be constructed on land they administer. The electrical and communications building will be constructed into a sloped landscape (bank) between the cycle trail and the access track adjacent to Lake Dunstan. The floor level of the building has been established based on information provided from Contact regarding maximum flood level limits, and to ensure and there will be no major aesthetic or sight line barriers to adjacent residential properties.

The current water treatment plant and electrical switchboard and communications buildings were considered for upgrading and retrofitting. The cost of retrofitting compared to building new were unfavourable. Moving the treatment facility to the reservoir site will also improve security and remove this from the lakefront.

Council will need to consider the potential future use of the existing treatment plant buildings, or if these should be demolished. This includes the current water treatment plant building and electrical switchboard and communications building. A report for Council consideration will be provided within the next 12 months.

Electricity supply for the Alpha Street irrigation bore is currently provided from the existing treatment plant, which utilises a large transformer with high lines charges. Electricity costs for the irrigation bore are currently included in the treatment plant electricity costs. Council’s Parks team have been asked to consider options for more cost-effective ongoing provision of power for the bore as maintaining the existing connection will result in large lines charges being transferred to the parks cost centres.

Below are artistic and photographic impressions of the designs.

Figure 1: Water treatment plant building outline at reservoir site near McNab Road

Figure 2: General depiction of the water treatment plant to be located at McNab Road site

Figure 3: General depiction of the borefield electrical switchboard and communications or Motor Control Centre building (MCC building)

Figure 4: Borehead building – site near Wanaka which is similar to the Cromwell design

Aerial view of a neighborhood

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Figure 5: Plan view of the proposed locations of the borefield electrical switchboard and Motor Control Centre building (MCC building) and the borehead buildings

4. Financial Considerations

The cost estimate following design for design, construction, project management and commissioning of the treatment upgrade is approximately $14.7 million.

The total budget provided in the 2024 Annual Plan and the draft 2025 Long Term Plan for improvements to Cromwell water treatment and borefield upgrades is $15.3 million.

Decommissioning of existing plant and equipment at the buildings adjacent to the Alpha Street reserve is estimated to cost approximately $160,000. This is included in the overall project cost estimate and includes external works, disconnecting all pumps, removal of chambers, contact tank and flow meter.

It is proposed that tanks and sub-surface cavities be filled in and reinstated with topsoil and grass. The chemical storage building would have tanks and associated pipework removed and the safety shower and dosing pump can be kept as critical spares or retrofitted elsewhere where required. The electrical and communications building would have all equipment removed and any reusable online analysers can be retained as critical spares. The old reticulation connections will be disconnected.

Exclusions in the scope for disestablishment are any building or structural demolition, electrical transformer removal and metering disconnection. Parks irrigation controller will remain in place until a future solution is implemented, and the current fencing layout will continue to provide secure access and mitigation of potential vandalism.

Further costs will be incurred to demolish the existing buildings which would be a project related cost and is not included in the estimate. If the buildings are re-purposed, then costs associated with this would not be part of the treatment project cost.

5. Options

Option 1 – (Recommended)

Tender the construction work in the first quarter of 2025 using a weighted attribute tender method with a 40% price weighting.

Advantages:

· New treatment methodology will meet New Zealand Drinking Water Quality Assurance Rules

· Council will meet its legal obligations for drinking water treatment with the most cost-effective treatment option

· Level of service will be improved for the Cromwell water supply

· Growth needs in Central Otago’s fastest growing ward will be catered for

Disadvantages:

· Some interruptions to service may be experienced by stakeholders during construction and commissioning. Mitigation includes managing reservoir storage and timing of commissioning during low usage periods

Option 2

Retain the status quo

This is not a viable option as it does not meet the New Zealand Drinking Water Quality Assurance Rules, and a permanent boil water notice would be required for Cromwell. Taumata Arowai could initiate legal proceedings whereby the Council can be compelled to undertake the work by the District Court and be fined.

Taumata Arowai also have statutory management and transfer of operations powers under the Water Services Act 2021 if a drinking water supplier persistently fails to comply with one or more legislative requirements, or if there is a serious risk to public health relating to a drinking water supply.

The existing borefield and treatment plant does not have sufficient capacity to meet the expected increase in demand due to growth in Cromwell. This could result in new developments not being able to be connected to the Cromwell water supply, and multiple smaller borefields and treatment facilities being constructed by developers and then vested in Council. This would result in significantly higher operating. electricity, and depreciation costs.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by Council investing in assets that meet legislative requirements and caters for growth.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with Councils Procurement Policy
Considerations as to sustainability, the environment and climate change impacts	Sustainability has been considered in the design phases alongside affordability considerations.
Risks Analysis	The project has status reports to Council at every second Council meeting and to the Audit and Risk Committee. No substantial organisational risks have been identified. A communication plan will be developed before physical works commence. This will include communication with properties which are adjacent ot the proposed borefield work. Project-specific risks will continue to be reviewed and where identified risks and issues considered “At Risk” or “Critical” will be outlined in project status reports to Council.
Significance, Consultation and Engagement (internal and external)	This decision does not trigger the significance threshold. The projects being procured are part of a wider programme previously engaged on during the 2021 – 2031 Long Term Plan process.

7. Next Steps

• Advertise and award the tender in the first quarter of 2025

• Continue two monthly status reporting to Council

8. Attachments

Appendix 1 - Procurement Plan - Cromwell water treatment plant and borefield upgrades ⇩

29 January 2025

A brown and white logo

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25.1.8 Ranfurly Water Treatment Plant - Protozoa Barrier

Doc ID: 1941429

Report Author:	Patrick Keenan, Capital Projects Programme Manager
Reviewed and authorised by:	Julie Muir, Group Manager - Three Waters

1. Purpose of Report

To consider procurement of protozoa barrier treatment for the Ranfurly Water Treatment Plant.

Recommendations

That the Council

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

B. Approves installation of a cartridge and ultraviolet (UV) treatment solution as an affordable option to meet the New Zealand Drinking Water Quality Assurance Rules

C. Notes that a cartridge and ultraviolet (UV) treatment solution:

(a) will have a treatment capacity limit is likely to require water conservation measures when source water experiences high turbidity

(b) operational costs will rise to meet increased electricity and plant operations associated with additional treatment processes

D. Approves the procurement plan for protozoa barrier treatment at the Ranfurly Water Treatment Plant using a Weighted Attribute Method with a price weighting of 40%.

E. Authorises the Chief Executive Officer to award the contract to the preferred contractor following the procurement process provided that the tendered amounts are within the approved budget.

2. Background

The Ranfurly Water Treatment Plant was constructed in 1984, and the treatment methodology is via sand filter and chlorine.

The plant is non-compliant for protozoa treatment. It is also occasionally non-compliant for bacteria treatment during high turbidity events requiring boil water notices to be put in place. The upgrade of the Ranfurly Water Treatment Plant was included in the 2021 -2031 Long Term Plan. The primary objectives were to meet national drinking water standards and to improve resilience, particularly during flood events. This work was not progressed due to cost estimates exceeding available budget.

The Ranfurly water is sourced from the East Ewe Burn and supplemented from the Hawkdun Irrigation Company race during extreme drought conditions. The plant has faced significant challenges, particularly with turbidity issues in the source water. This most recently resulted in a six-day Boil Water Notice in October 2024.

In October 2023, Central Otago District Council received direction from the government’s water services regulator Taumata Arowai regarding compliance deadlines for protozoa barriers to be installed in all water systems. For water systems that rely on surface water as the source, which includes Ranfurly, the installation and operation of a protozoa barrier was to be completed by 31 December 2024. This essentially required Council to take a different approach to the overall delivery strategy for the Ranfurly water treatment plant. This report will outline the progress to date, the preferred treatment methodology, level of service trade-offs and recommend the next steps for procurement.

3. Discussion

In October 2021 Council staff initiated a business case to guide investment in water treatment upgrades for the Māniatoto water supplies, which includes the Ranfurly water treatment plant.

The work progressed through 2022 with the following activities carried out by staff, specialist consultants and stakeholders:

• Investment Logic Mapping and initial options workshops,

• drafting a shortlist of options,

• engaging with stakeholders including Otago Regional Council and Aukaha,

• receiving specialist technical engineering inputs,

• build-up of rough order cost estimates

Central Otago District Council held a workshop discussing the Ranfurly water supply in September 2023. During this meeting, the council reviewed the progress of the business case, water supply resilience in the Māniatoto and discussed the potential upgrade options to ensure compliance with New Zealand Drinking Water Standards.

The business case information discussed at the workshop included the option of construction of a new water treatment plant with a new water source, with a high-level costing between $20-21 million. This raised serious affordability questions however during this period the water reforms being implemented by the government of the time were still in place and there was a no trade-off environment in terms of being able to defer or stage upgrades which may delay full adherence to drinking water standards. The Department of Internal Affairs, on behalf of the new entities that were being set up, needed to know the cost of future upgrades to understand what investment programmes may look like when inheriting three waters networks.

Water Regulator intervention

Protozoa barriers mitigate parasites, such as cryptosporidium, entering the water supply system. The installation of these barriers is part of a New Zealand-wide strategy to improve water safety and prevent waterborne illnesses which can cause significant health issues. By ensuring that protozoa are effectively removed or inactivated, and that the risk of outbreaks such as the one in Queenstown in September 2023 is substantially reduced.

For water systems that rely on surface water as the source, which includes Ranfurly, the installation and operation of a protozoa barrier was to be completed by 31 December 2024. This essentially required Council to take a different approach to the overall delivery strategy for the Ranfurly water treatment plant to identify a more affordable solution.

Due to the urgency expressed by Taumata Arowai an accelerated design and procurement process was explored. Discussions by Council staff with Queenstown Lakes District Council staff took place regarding how they had dealt with their rapid response to implement a protozoa barrier at their Two-Mile water treatment plant in Queenstown following their cryptosporidium outbreak.

It was outlined that they had taken a collaborative approach with Veolia (Queenstown Lakes District Council’s Utilities operations and maintenance contractor), Apex, Filtec and Fulton Hogan and undertook a project which included the following steps:

· Rapid installation of temporary protozoa barrier at Two Mile – December 2023

· Design and Procurement: Developing and sourcing the necessary equipment for the Ultraviolet treatment system for Two Mile and three other priority sites.

· Installation and Commissioning: Setting up the Ultraviolet system and ensuring it meets all regulatory requirements.

· Network Cleaning: Flushing and cleaning the entire water network to remove any potential contaminants

The permanent design solutions are now in the final stages of construction and Queenstown Lakes District Council staff have been complimentary of the process and outcomes gained.

Following review and risk analysis of the process Council engaged Fulton Hogan to do some initial filter trials at the plant to inform design. Filtec and Fulton Hogan were then procured to carry out a design. A peer review was undertaken by a consultant engaged by Fulton Hogan followed by a separate due diligence review by another water treatment specialist on behalf of Council.

The design is now completed, and the work is ready for procurement.

A computer generated image of a factory

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The diagram above shows the location of the newly designed filtration and ultraviolet disinfection container portrayed on the current Ranfurly water treatment plant site.

Since the new government was elected there has been more flexibility applied to the timeline to install protozoa barriers. In October and November last year, Taumata Arowai advised suppliers with supplies lacking protozoa, bacterial, or residual disinfection treatment barriers of its expectation that by 30 June 2024 they provide a funded plan for implementing these barriers.

This was changed for Councils such as Central Otago District which deferred their Long Term Plans until June 2025. Taumata Arowai required these Councils to confirm their budgeted plan by 30 September 2024, and install protozoa treatment barriers by 31 December 2025.

This extended the period allowed to install the protozoa barriers by a year. This change has been considered for the procurement and the recommendation is that construction work be procured via open market tender. If there was a higher level of urgency and a shorter timeframe a direct appointment or invited tenderers procurement process would have been considered further.

Level of Service trade-offs for different investment options

To achieve more affordable solutions, acceptance of some risk is required. Experience and the business case process confirms that higher levels of resilience come at significantly more cost. Council staff evaluated the trade-offs between the capital cost of upgrading to meet New Zealand Drinking Water Quality Assurance standards and the required capital investment. The chart below illustrates the level of service achievable during an event like the one experienced in Ranfurly in October 2024.

Turbid or “dirty” water can have a shielding effect which reduces the performance of ultraviolet disinfection. Therefore, cartridge filtration has been selected to reduce the raw water turbidity and ensure water entering the reactor is treated to the optimum level of disinfection. The cartridge filters, as described in the options chart, will only be utilized when the source water exceeds the ultraviolet operating parameters. This will improve current level of service and reduce the likelihood and frequency of Boil Water Notice events.

Upgrade Option	Current treatment plant	Cartridge filter and ultraviolet treatment	Full membrane treatment plant
Adverse Weather Event	Significant rainfall event requiring water to be produced for 6 days.
General Assumptions	Ranfurly average daily usage is 430m³.
Boil Water Notice	6 days	0 days	0 days
Meets Drinking Water Quality Assurance Rules	No	Yes	Yes
Water Conservation	6 days. Water used only for sanitary needs during the boil water period.	6 days. Less water used equates to lower operational response costs	0 days
Operational responses	Sampling, testing, stakeholder communications, extra monitoring and Council staff inputs. Contractor water tankers setup in Ranfurly township for provision of potable water to the public. $4,000/day.	Average daily usage during the October event was 400m3/day. Equates to 2,400m3 total. Cartridge filters produce 500m³and cost $3,000 per cartridge set	Increase in chemical clean intervals.
Operational Cost per event	$24,000 Note: opportunity cost of people’s time spent boiling or sourcing water for households not included. Note: costs to businesses such as lost revenue and interruption not included.	$14,400 Note: this will decrease if water conservation is adhered to.	$1,400
Total Capex Cost Estimate	$0M	~$1.7 million	~$20 million

4. Financial Considerations

The cost estimate following design for design, construction, project management and commissioning of the treatment upgrade is approximately $1.7 million.

The total budget provided in the 2024 Annual Plan and the draft 2025 Long Term Plan for improvements to Ranfurly water supply is $2.5 million.

5. Options

Option 1 – (Recommended)

Procure cartridge filter and ultraviolet protozoa barrier treatment for the Ranfurly Water Treatment Plant using a weighted attribute method

Advantages:

· New treatment methodology will meet New Zealand Drinking Water Quality Assurance Rules.

· Council will meet its legal obligations .

· Level of service will be improved for the Ranfurly water supply.

· The cartridge filter and ultraviolet treatment methodology is the most cost effective.

· Water treatment is a highly specialised field. The weighted attributes procurement method will provide confidence that the successful supplier has the technical skills and experience to undertake this work.

Disadvantages:

· Water conservation measures may still be required during high turbidity events in the source water.

Option 2

Procure membrane treatment for the Ranfurly Water Treatment Plant using a weighted attribute method.

Advantages:

· New treatment methodology will meet New Zealand Drinking Water Quality Assurance Rules

· Council will meet its legal obligations

· Level of service will be improved for the Ranfurly water supply

· Will operate within a larger range of turbity.

Disadvantages:

· Very high capital costs.

· Higher operational and depreciation costs, particularly electrical costs.

· The Ranfurly wastewater network would need to be extended to the water treatment site at significant cost.

Option 3

Retain the status quo.

This is not a viable option as it does not meet the New Zealand Drinking Water Quality Assurance Rules, and a permanent boil water notice would be required for Ranfurly. Taumata Arowai could initiate legal proceedings whereby the Council can be compelled to undertake the work by the District Court and be fined.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by following a transparent process to agree on the process to deliver safe drinking water to our community. AND This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by affordable investment in assets that meet national standards and provide safer and more resilient drinking water for ratepayers, businesses and visitors.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	The impact of the recommended methodology is that there will be little negative environmental and sustainability impacts. Although there will be an increase in electricity use in the ultraviolet treatment methodology, the current methodology and the membrane methodology require inputs that create chemical waste requiring disposal. In remote townships such as Ranfurly this is challenging from an environmental, cost and logistics perspective.
Risks Analysis	Producing non-compliant drinking water has risks from a health and safety and reputational aspect.
Significance, Consultation and Engagement (internal and external)	This decision is not considered to be significant. Upgrades to meet National Standards have been included in Council’s Long-Term Plans since 2015.

7. Next Steps

• Advertise the tender in February 2025

• Procure a contractor for the work and commence construction

• Initiate two monthly status reporting to Council

8. Attachments

Appendix 1 - Ranfurly & Patearoa water treatment plants protozoa barrier Procurement Plan ⇩

29 January 2025

A brown and white logo

Description automatically generated

25.1.9 Patearoa Water Treatment Plant - Protozoa Barrier

Doc ID: 1941445

Report Author:	Patrick Keenan, Capital Projects Programme Manager
Reviewed and authorised by:	Julie Muir, Group Manager - Three Waters

1. Purpose of Report

To consider procurement of protozoa barrier treatment for the Patearoa Water Treatment Plant.

Recommendations

That the Council

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

B. Approves installation of a cartridge and ultraviolet (UV) treatment solution as an affordable option to meet the New Zealand Drinking Water Quality Assurance Rules

C. Notes that a cartridge and ultraviolet (UV) treatment solution:

(a) Will have a treatment capacity limit that is likely to require water conservation measures when source water experiences high turbidity

(b) Operational costs will rise to meet increased electricity and plant operations associated with additional treatment processes

D. Approves procurement of protozoa barrier treatment for the Patearoa Water Treatment Plant.

(a) Tenders to be evaluated on a Weighted Attribute Method with a price weighting of 40%.

E. Authorises the Chief Executive Officer to award the contract to the preferred contractor following the procurement process provided that that the tendered amounts are within the approved budget.

2. Background

The Patearoa Water Treatment Plant was constructed in 1980 and serves a small urban area of approximately 50 properties, and a rural water scheme of approximately 40 properties. There is some growth occurring within the urban area. The plant sources its water from the Sowburn River, a tributary of the Taieri River. The surface water source is vulnerable to turbidity following rainfall events. Chlorination is the primary treatment method, which effectively treats bacteria. This process is essential for ensuring the water is safe for consumption but does not provide a barrier against protozoa.

The plant is currently non-compliant for protozoa treatment. It is occasionally non-compliant for bacteria treatment during high turbidity events requiring boil water notices to be issued. A protozoa barrier will address risks such as Cryptosporidium and Giardia.

The current treatment plant can treat source water flowing in at up to three Nephelometric Turbidity Units (NTU) of turbidity. Turbidity is a measure of how cloudy a liquid is due to suspended solids. The higher the concentration of suspended solids, the higher the turbidity. Levels exceeding three NTU were recorded 36 days in 2020-22, including 18 days in 2021 resulting in 10 days of water restrictions. During these events treatment is halted, and water is supplied from reservoir storage. During a prolonged event when stored water is exhausted a boil water notice is required. A seven-day boil Water Notice was required in April 2023.

In October 2023, Central Otago District Council received direction from the government’s water services regulator Taumata Arowai regarding compliance deadlines for protozoa barriers to be installed in all water systems. For water systems that rely on surface water as the source, which includes Patearoa, the installation and operation of a protozoa barrier was to be completed by 31 December 2024. This required Council to take a different approach to the overall delivery strategy for the Patearoa water treatment plant. This report will outline the progress to date, the preferred treatment methodology, level of service trade-offs and recommend the next steps for procurement.

3. Discussion

In October 2021 Council staff initiated a business case to guide investment in water treatment upgrades for the Maniototo water supplies, which includes the Patearoa water treatment plant.

The work progressed through 2022 with the following activities carried out by staff, specialist consultants and stakeholders:

• Investment Logic Mapping and initial options workshops,

• drafting a shortlist of options,

• engaging with stakeholders including Otago Regional Council and Aukaha,

• receiving specialist technical engineering inputs,

• build-up of rough order cost estimates

Central Otago District Council held a workshop discussing the Patearoa water supply in September 2023. During this meeting, the council reviewed the progress of the business case, water supply resilience in the Maniototo and discussed the potential upgrade options to ensure compliance with New Zealand Drinking Water Standards.

The business case information discussed at the workshop included the option of construction of a new water treatment plant, with a high-level costing estimate of $15 million. While this raised serious affordability questions, the objective was to provide a treatment plant which would operate with little or no interruption to level of service during weather events for what would have been be a relatively isolated community in a wider South Island water entity.

Due to the low number of properties in Patearoa, individual on-property treatment was considered during the business case process. However, this option was not considered further due to:

· The consistent source water requirements for on-site treatment. The Patearoa source water has a wide range of turbidity due to weather events,

· The high operational and management challenges in monitoring and accessing the treatment units on individual houses for regular maintenance.

· The Patearoa source water does not meet any of the three Acceptable Solutions scenarios for on-property treatment identified by Taumata Arowai

The three Acceptable Solutions scenarios are:

· Roof Water Supplies: not relevant to the Patearoa supply as there is inadequate rainfall for this to be a viable source.

· Spring and Bore Drinking Water: does not qualify because the Sowburn is an open water source and,

· Mixed Use Rural Water Supplies: Patearoa does not meet the definition of a mixed water use rural supply. This is defined under Part 303 of the Drinking Water Services Act 2021. It is amended in the Local Government (water Services) Bill,13A which is currently in Select Committee. The definition of a mixed-use rural water scheme is:

(i) no less than 50% of the water supplied is intended to be used for agricultural purposes or horticultural purposes, or both:

(ii) no more than 50% of the water supplied is intended to be used for domestic purposes (including for drinking water)

The Patearoa supply has more than 50% of supply dedicated for domestic purposes, and less than 50% is used for agricultural purposes.

The Water Services Act 2021 Section 28 – defines the Council’s initial and on-going responsibilities if end-point treatment is used:

(2) If a drinking water supply includes end-point treatment, the drinking water supplier is responsible for the installation, maintenance, and ongoing testing of an end-point treatment device.

As the raw water is being supplied to each property by Council, Council would remain responsible for these devices in perpetuity. There will be higher associated ongoing maintenance costs as well as the issues associated with accessing private properties on a regular basis to inspect, maintain and test the devices.

Water Regulator intervention

For water systems that rely on surface water as the source, which includes Patearoa, the installation and operation of a protozoa barrier was to be completed by 31 December 2024. This required Council to take a different approach to the overall delivery strategy for the Patearoa water treatment plant to identify a more affordable solution.

Due to the urgency expressed by Taumata Arowai an accelerated design and procurement process was explored. Discussions by Council staff with Queenstown Lakes District Council staff took place regarding how they had dealt with their rapid response to implement a protozoa barrier at their Two Mile water treatment plant in Queenstown following their cryptosporidium outbreak.

• Rapid installation of temporary protozoa barrier at Two Mile – December 2023

• Design and Procurement: Developing and sourcing the necessary equipment for the UV treatment system for Two Mile and three other priority sites.

• Installation and Commissioning: Setting up the UV system and ensuring it meets all regulatory requirements.

• Network Cleaning: Flushing and cleaning the entire water network to remove any potential contaminants

The permanent design solutions are now in the final stages of construction and Queenstown Lakes District Council staff have been complimentary of the process and outcomes gained.

Following review and risk analysis of the process Council engaged Fulton Hogan to do some initial filter trials at the plant to inform design. Filtec and Fulton Hogan were then procured to carry out a design. A peer review was undertaken by a consultant engaged by Fulton Hogan as well as a separate due diligence review by another water treatment specialist on behalf of Council.

The design for the Patearoa water treatment plant protozoa barrier is now completed, and the work is ready for procurement.

A aerial view of a building

Description automatically generated

The diagram above shows the location of the newly designed filtration and ultraviolet disinfection container portrayed on the current Patearoa water treatment plant site.

This was changed for Councils such as Central Otago District which deferred their Long Term Plans until June 2025. Taumata Arowai required these Councils to confirm their budgeted plan by September 30, 2024, and install protozoa treatment barriers by December 31, 2025.

This extended the period allowed to install the protozoa barriers by a year. This change has been considered for the procurement and the work will be procured via open market tender. If there was a higher level of urgency and a shorter timeframe a direct appointment or invited tenderers procurement process would have been considered further.

Level of Service Trade-offs for Different Investment Options

To achieve more affordable solutions, acceptance of some risk is required. Experience and the business case process confirms that higher levels of resilience come at significantly more cost. Council staff evaluated the trade-offs between the capital cost of upgrading to meet New Zealand Drinking Water Quality Assurance standards, level of service disruption during weather events and the required capital investment to mitigate these. The table below illustrates the level of service achievable during an event like the one experienced in Patearoa in April 2023.

Turbid or “dirty” water can have a shielding effect which reduces the performance of ultraviolet disinfection. Cartridge filtration has been selected to reduce the raw water turbidity and ensure water entering the reactor is treated to the required level of disinfection.

The cartridge filters, as described in the options chart, will only be utilised when the source water exceeds the ultraviolet operating parameters. This will improve current level of service and reduce the likelihood and frequency of boil water notice events.

Upgrade Option	Current treatment plant	Cartridge filter and ultraviolet treatment	Full membrane treatment plant
Adverse Weather Event	Significant rainfall event requiring water to be produced for 6 days.
General Assumptions	Patearoa average daily usage is 350m³.
Boil Water Notice	6 days	0 days	0 days
Meets Drinking Water Quality Assurance Rules	No	Yes	Yes
Water Conservation	6 days. Water used only for sanitary needs during the boil water period.	6 days. Less water used equates to lower operational response costs	0 days
Operational responses	Sampling, testing, stakeholder communications, extra monitoring and Council staff inputs. Contractor water tankers setup in Patearoa township for provision of potable water to the public. $4,000/day.	Average daily usage during the October event was 350m3/day. Equates to 2,100m3 total. Cartridge filters produce 500m³and cost $3,000 per cartridge set. Rural properties could limit potable water usage for farming practices by installing raw water tanks for emergencies.	Increase in chemical clean intervals.
Operational Cost per event	$24,000 Note: opportunity cost of people’s time spent boiling or sourcing water for households not included. Note: costs to businesses such as lost revenue and interruption not included.	$12,600 Note: this will decrease if water conservation is adhered to.	$1,400
Total Capex Cost Estimate	$0	~$1.6 million	~$15 million

4. Financial Considerations

The cost estimate following design for design, construction, project management and commissioning of the treatment upgrade is approximately $1.6 million

The total budget provided in the 2024 Annual Plan and the draft 2025 Long Term Plan for improvements to Patearoa water supply is $1.7 million.

5. Options

Option 1 – (Recommended)

Procure cartridge filter and ultraviolet protozoa barrier treatment for the Patearoa Water Treatment Plant using a weighted attribute method.

Advantages:

· New treatment methodology will meet New Zealand Drinking Water Quality Assurance Rules.

· Council will meet its legal obligations .

· Level of service will be improved for the Patearoa water supply.

· The cartridge filter and ultraviolet treatment methodology is the most cost effective option for the long term.

Disadvantages:

· Water conservation measures may still be required during high turbidity events in the source water.

Option 2

Procure membrane treatment for the Patearoa Water Treatment Plant using a weighted attribute method

Advantages:

· New treatment methodology will meet New Zealand Drinking Water Quality Assurance Rules

· Council will meet its legal obligations

· Level of service will be improved for the Patearoa water supply

· Will operate within a larger range of turbity.

Disadvantages:

· Very high capital costs.

· Higher operational and depreciation costs, particularly electrical costs.

· There is no treated wastewater network in Patearoa to connect the waste stream from the treatment process to. There would be significant cost to address this.

Option 3

Retain the status quo.

This is not a viable option as it does not meet the New Zealand Drinking Water Quality Assurance Rules, and a permanent boil water notice would be required for Patearoa. Taumata Arowai could initiate legal proceedings whereby the Council can be compelled to undertake the work by the District Court and be fined.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by following a transparent process to agree on the process to deliver safe drinking water to our community. AND This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by affordable investment in assets that meet national standards and provide safer and more resilient drinking water for ratepayers, businesses and visitors.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	The impact of the recommended methodology is that there will be little negative environmental and sustainability impacts. Although there will be an increase in electricity use in the ultraviolet treatment methodology, the current methodology and the membrane methodology require inputs that create chemical waste requiring disposal. In remote townships such as Patearoa this is challenging from an environmental, cost and logistics perspective.
Risks Analysis	Producing non-compliant drinking water has risks from a health and safety and reputational aspect.
Significance, Consultation and Engagement (internal and external)	This decision is not considered to be significant. Upgrades to meet National Standards have been included in Council’s Long Term Plan since 2015.

7. Next Steps

• Advertise the tender in February 2025

• Procure a contractor for the work and commence construction

• Initiate two monthly status reporting to Council

8. Attachments

Appendix 1 - Ranfurly and Patearoa water treatment plants protozoa barrier Procurement Plan ⇩

29 January 2025

A brown and white logo

Description automatically generated

25.1.10 Stage 2 of District Plan Review Program Approval

Doc ID: 1999025

Report Author:	Ann Rodgers, Principal Policy Planner
Reviewed and authorised by:	Lee Webster, Acting Group Manager - Planning and Infrastructure

1. Purpose of Report

To consider Stage 2 of the District Plan review programme

Recommendations

That the Council

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

B. Approves Stage 2 of the District Plan review programme as outlined

2. Background

The District Plan (the Plan) review commenced in 2013 through informal consultation with agencies and the community. The feedback from the consultation was summarised, workshopped with Council and a discussion document developed. Submissions on the discussion document were invited in 2014 and heard by the Hearings Panel in 2015.

During 2016 and 2017 meetings were held with Kai Tahu Ki Otago; Department of Conservation; Horticulture New Zealand and experts on the identification and protection of indigenous biodiversity and heritage. Members of the Hearings Panel and staff also attended a hui with the Rūnanka in Dunedin and workshops were held with Community Boards and Council relating to growth, zoning and other matters relating to the district plan review.

Early 2018 focus was on updating district plan provisions in accordance with feedback from consultation. In June 2018, the Ministry of the Environment released the National Planning Standards Discussion Document, indicating that the National Planning Standards (the Planning Standards) would ultimately provide a mandatory template for district plans.

On 8 August 2018, Council resolved to delay the Plan review until gazettal and direction of the Planning Standards. Council agreed that in the interim, a priority was accommodating appropriate growth by initiating plan changes to the Operative District Plan as necessary.

In response to a period of sustained growth, Cromwell Community Board resolved to develop the “Eye to the Future Cromwell Masterplan” in March 2018. The Spatial Plan was adopted on 29 May 2019.

Growth pressures around the district resulted in Council resolving to approach planning for growth in its towns through comprehensive consultation with communities and stakeholders and the development of spatial plans to guide where growth should occur and assist in planning for infrastructure investment.

In March 2021 Stage 1 of the District Plan review program was approved by Council. The program identified seven key tasks as discussed below. A re-prioritisation was necessary to prioritise the completion of the Vincent Spatial Plan (adopted January 2022) and the development of the Teviot Valley Spatial Plan to guide.

The program was re-prioritised with a focus on moving the district plan to an ePlan format and providing for growth related industrial and residential zoning. This has meant that while the program has been substantially completed, there are some tasks that will be incorporated into the next stage.

Task 1 - Re-housing of District Plan planning maps into GIS format - Completed

To enable the transition to and ePlan format all zone mapping needed to be moved to GIS. It was necessary to do a tidy-up plan change (PC17) to correct anomalies in paper maps.

Task 2 – Re-housing of operative District Plan into ePlan format - Completed

A requirement of the National Planning Standards is that District Plans transition to an ePlan format. The ePlan is now live.

Task 3 – Chapter Reviews – Partially Completed

Residential Chapter

New Chapter drafted introducing Large Lot, Low Density and Medium Density zonings consistent to the National Planning Standards through Plan Change 19 (PC19). It was also considered appropriate to develop Medium Density Guidelines to assist in maintaining a level of residential amenity in the Medium Density Zone.

The new Residential Zone typologies and mapping gives effect to the outcome of the Cromwell and Vincent Spatial Plans and applies low density zoning across what was mapped Residential Resource Area in Teviot Valley and Māniototo wards.

The plan change (PC 19) is now partially operative and subject to Environment Court appeals.

Industrial Chapter

Initial work on Industrial Chapter has commenced with a stocktake of industrial activities in existing zoning and the re-zoning of 61 hectares of industrial zoned land in Cromwell through Plan Change 18 (now operative). The Vincent and Teviot Valley spatial plan development didn’t identify any additional industrial zoning. The chapter review to be completed in Stage 2.

Business (Commercial)

In terms of the re-prioritisation of resources the Business zone provisions were not considered to be a priority. Very little additional business zoning was identified in the Cromwell, Vincent or Teviot Valley Spatial Plans to consolidate existing zoning. The Chapter review is to be competed in Stage 2 along with the minor zoning changes identified in the Cromwell and Vincent Spatial Plans.

Task 4 – Other Plan Provisions - Partially Completed

· Introduction of Heritage Guidelines – Completed (PC 20 now fully operative)

· New Light Chapter (Night Sky) – Completed (PC22 now fully operative)

· Review of Schedule 19.2 (Designations) - To be completed in Stage 2.

· Review of Schedule 19.4 (Register of Heritage Buildings, Places, Sites & Objects and Notable Trees) – To be completed in Stage 2.

Task 5 – Cromwell Spatial Plan Zoning Implementation – Completed

New Industrial Zone identified in Spatial Plan created in Cromwell (PC 18 now fully operative)

New Residential Zones identified in Spatial Plan created alongside a new Residential Zone Chapter (PC19 – partially operative, subject to appeals).

Task 6 – Vincent Spatial Plan Zoning Implementation – Partially Completed

Residential Zones identified in Spatial Plan implemented through PC19.

New Business (Commercial) zoning in Clyde identified in the Spatial Plan will be implemented as part of Stage 2.

Task 7 - Future Spatial Plans – Completed

Teviot Valley Spatial Plan adopted November 2024.

3. Discussion

The programme set in 2021 has largely been completed and this report outlines the priorities for 2025 and 2026 to further progress the District Plan review.

Strong key stakeholder relationships have been developed through the work undertaken in the past three years which we anticipate will be beneficial going forward with the next phase of the District Plan Review.

The tasks below outline the priorities for Stage 2 of the District Plan review, many of the tasks will overlap.

Task 1 - Rural Review

This is a very large piece of work involving significant community, industry and key stakeholder engagement to understand issues, along with the commissioning of technical reports. This is also an important piece of work given the significance of production to the Central Otago economy.

The review will include, consideration of allotment size, worker accommodation, reverse sensitivity, landscape classification, indigenous biodiversity and ensuring productive capacity is protected. We will also look at provisions for rural residential and settlement zones, and opportunities to extend the protection of the night skies enabled by Plan Change 22 in consultation with rural communities.

Action	Indicative Timeline
Scoping	Jan/Feb 2025
Workshop – Internal Stakeholders/Aukaha/Te ao Marama	March 2025
Workshops – Community and Key Stakeholders	April 2025
Technical Reports Commissioned	May/June 2025
Issues and Options Developed	July/Aug 2025
Key Stakeholder Workshops	Sep 2025
Council Workshop	Oct 2025
Issues and Options Paper developed	Nov - Dec 2025
Council Report /Issues and Options Paper notified	Feb/March 2026
Council Workshop	April 2026
Section 32A and Provision Drafting	May-Sep 2026
Council Report	Oct/Nov 2026
Plan Change Notification	Late 2026

Task 2 – Mana whenua Chapter

One of the remaining issues from the 2014 discussion document identified was the Mana whenua section of the Plan. We have been in on-going discussions with Aukaha regarding the review of this chapter in the plan. It is anticipated that this chapter will be reviewed in tandem with the Rural provisions and will include mapping of sites of significance to Māori. This work will be undertaken with Aukaha and Te Ao Marama.

It is intended that this work will progress alongside the rural chapter review timeline.

Task 3 - Industrial and Commercial (Business) Chapter Reviews

The review of these chapters will also pick up implementation of new commercial zoning identified in the Cromwell and Vincent spatial plans.

Action	Indicative Timeline
Scoping	May 2025
Workshop – Internal Stakeholders/Aukaha/Te ao Marama	June 2025
Workshops – Community and Key Stakeholders	July 2025
Technical Reports Commissioned	Sep 2025
Issues and Options Developed	Oct 2025
Key Stakeholder Workshops	Nov 2025
Council Workshop	Dec 2025
Issues and Options Paper developed	Jan 2026
Council Report /Issues and Options Paper notified	Feb 2026
Council Workshop	March/April 2026
Section 32A and Provision Drafting	May/June 2026
Council Report	July 2026
Plan Change Notification	July 2026

Task 4 – Heritage Provisions and Review of the Heritage Items List

Review of the Heritage schedule and chapters 11 and 14. Chapter 11 was amended through PC20 and the inclusion of Heritage Guidelines to guide development in Heritage Precincts.

Action	Indicative Timeline
Scoping	Feb/March 2025
Workshop – Internal Stakeholders/Aukaha/Te ao Marama	March 2025
Workshops – Community and Key Stakeholders	April 2025
Technical Review of Schedule 19.4	May - Aug 2025
Call for New Items & Technical Review	May - Aug 2025
Council Workshop	Sep 2025
Issues and Options Developed	Oct 2025
Council Report /Issues and Options Paper notified	Nov 2025
Section 32A and Provision Drafting	Dec 2025 – Feb 2026
Council Report	March 2026
Plan Change Notification	March 2026

Task 5 – Designations

As indicated this work has been started and all requiring authorities have been contacted and advising the designations that have expired, giving them the opportunity to identify any changes they might be considering. It is intended that this work be completed by mid/late 2025.

Task 6 - Teviot Valley Spatial Plan Implementation

Implementation of the residential zoning identified in the Teviot Valley Spatial Plan (subject to reticulated water and wastewater capacity being confirmed).

Action	Indicative Timeline
Section 32A Report drafting and GIS mapping	July/Aug 2025
Council Report	Sep 2025
Plan Change Notification	Sep 2025

Remaining Sections

Some of the other sections in the District Plan will be subject to consequential changes arising out of the tasks outline in the Stage 2 of the District Plan review. There are a few remaining chapters that require review and some that will be removed in favour of provisions being incorporated into other chapters (such as a dedicated subdivision chapter). The intention is to be consistent with the National Planning Standards Format.

We are still waiting for the second and third phases of the reform of the Resource Management Act system and will be guided by the outcome of the reforms in terms of what Councils are required to deliver and when.

The National Direction programme is anticipated to deliver seven new National Direction instruments and amend fourteen existing instruments. The programme is to be delivered in four packages (Infrastructure and Energy; Housing; Farming and Primary sector; Emergencies and Natural Hazards). The National Direction is programmed to be released early in 2025 and with the aim of gazettal mid-2025.

National Direction will be an integral part of the new legislation to replace the Resource Management Act 1991 (phase three of reforms), and more is known about some streams of reform than others. The Farming and Primary sector package is the most relevant to the next stage of the District Plan review. The package includes amendments to the NPS-Freshwater Management; NES-Freshwater (including water storage); NPS-Indigenous Biodiversity; NES-Commercial Forestry; NES-Drinking Water; NES-Marine Aquaculture, and Stock Exclusion Regulations.

We will also review the Housing package once released to see what if any implications there might be for the work already done in the context of P19 and the review of the Heritage provisions.

Two of the remaining chapters in the District Plan to be reviewed have a direct correlation to the National direction programme, (Chapter 13 – Infrastructure, Energy and Utilities and Chapter 17 Hazards), and it is prudent to wait for the national direction prior to undertaking any work in these chapters.

4. Financial Considerations

The anticipated budget for this work is based on existing budgeted amounts to be carried forward from previous years. No additional ratepayer funding is anticipated to be required complete the work at this stage.

5. Options

Option 1 – (Recommended)

Approve Stage 2 of the District Plan review programme as outlined

Advantages:

· Prioritises plan changes that respond to growth pressures.

· Allocates resources in an efficient manner by staging the review in a changing legislative framework.

· Community confidence, responding to growth demands by planning for and enabling sustainable development to occur.

Disadvantages:

· No apparent disadvantages.

Option 2

Approve the District Plan review programme subject to any amendments considered appropriate

Advantages:

· Prioritises plan changes that respond to growth pressures.

· Allocates resources in an efficient manner by staging the review in a changing legislative framework.

· Community confidence, responding to growth demands by planning for and enabling sustainable development to occur.

Disadvantages:

· No apparent disadvantages.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities. AND This decision promotes the social, cultural, economic and environmental wellbeing of communities by initiating processes that engage directly with the community, responding to projected growth demands and reflect community aspirations and pressures.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes The decision is made in accordance with Council’s functions and responsibilities under the provisions of the Resource Management Act 1991 taking into consideration resource management reform.
Considerations as to sustainability, the environment and climate change impacts	Any potential environmental impacts will be considered as part of the plan review and statutory process
Risks Analysis	There are no apparent risks associated with the decision to proceed with the decision to proceed with the District Plan review
Significance, Consultation and Engagement (internal and external)	High Degree of significance, with consultation to follow RMA process.

7. Next Steps

Proceed with the next stage of the District Plan review.

8. Attachments

Nil

29 January 2025

25.1.11 Community Boards Grant Budgets for the 2025-34 Long-term Plan

Doc ID: 2019873

Report Author:	Saskia Righarts, Group Manager - Business Support
Reviewed and authorised by:	Peter Kelly, Chief Executive Officer

1. Purpose of Report

To consider inclusion of the community and promotion grant budgets for each community board in the draft budgets for the 2025-34 Long-term Plan.

Recommendations

That the Council

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

B. Approves $38,000 be allocated through the 2025-34 Long-term Plan budget process for Vincent community grants for the nine years of this plan.

C. Approves $50,000 be allocated through the 2025-34 Long-term Plan process for Vincent promotions and event grants for the nine years of this plan.

D. Approves a maximum of $21,774 be available to the Teviot Valley Community Board through their reserves to fund community grants in 2025/26 and 2026/27 financial years.

E. Approves a maximum of $16,948 be available to the Teviot Valley Community Board through their reserves to fund promotions and events grants in 2025/26 and 2026/27 financial years.

F. Approves $3,000 be allocated through the 2025-34 Long-term Plan budget process for Teviot Valley community grants from the 2028/29 financial year onwards.

G. Approves $2,000 be allocated through the 2025-34 Long-term Plan budget process for Teviot Valley promotions and event grants from the 2028/29 financial year onwards.

H. Agrees that the Teviot Valley Community Board does not need seek Council approval to spend reserve funds for community or promotions grants within the 2025/26 and 2026/27 financial years.

I. Approves $50,000 be allocated through the 2025-34 Long-term Plan budget process for Cromwell community grants for the nine years of this plan.

J. Approves $106,210 be allocated through the 2025-34 Long-term Plan budget process for Cromwell promotions and event grants for the nine years of this plan

K. Approves $6,700 be allocated through the 2025-34 Long-term Plan budget process for Maniototo community grants for the nine years of this plan.

L. Approves $5,000 be allocated through the 2025-34 Long-term Plan budget process for Maniototo promotions and event grants for the nine years of this plan.

2. Background

At the community board meetings in December, each board considered the level of funding for their grant budgets. Following the district wide funding decisions last September, each board retained in their delegations the ability to budget and provide community and promotions grants, which remain funded at the ward level. The community grants are lower than previously to account for museums now being funded at the district level.

3. Discussion

At the Vincent Community Board meeting on 3 December 2024 the following resolution was carried:

24.11.5 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets.

Committee Resolution

Moved: Paterson

Seconded: Johns

That the Vincent Community Board

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

B. Recommends to Council a total of $38,000 be allocated through the LTP budget process for Community Grants in 2025/26.

C. Recommends to Council a total of $50,000 be allocated through the LTP budget process for Promotions & Event Grants in 2025/26.

Carried

At the Teviot Community Board meeting on the 5 December 2024 the following resolution was carried:

24.8.5 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board

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

B. Recommends to Council a maximum of $21,774 be available to the TVCB through their reserves to fund Community Grants in 2025/26 and 2026/27 financial years.

C. Recommends to Council a maximum of $16,948 be available to the TVCB through their reserves to fund Promotions & Events Grants in 2025/26 and 2026/27 financial years.

D. Recommends to Council TVCB does not need seek Council approval to spend reserve funds for Community or Promotions Grants within the 2025/26 and 2026/27 financial years.

E. Notes any allocation of Community or Promotions Grant reserves in the March 2025 Grant round will diminish the associated reserve fund by the corresponding amount.

Carried

This board has reserves in their grant accounts and have prudently elected to use these reserves for the 2025/26 and 2026/27 financial years. From the 2028/29 financial year onwards $3,000 for community grants and $2,000 for promotions grants (inflation adjusted) has been included in the draft financial model.

At the Cromwell Community Board meeting on 9 December 2024 the following resolution was carried:

24.11.3 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets. It was noted that conversations with supercars are underway and are looking favourable, but there is not any further information on this proposed event that could be shared.

Discussion followed on the possible inclusion of the Cromwell Sports Club development and the Cromwell Early Learning Centre Inc. purchase as consultation items in the 2025/34 draft Long-term Plan. It was noted that these items should be recommended to Council in order for them to be considered for the consultation documents that were being produced in early 2025.

Committee Resolution

Moved: Browne

Seconded: Scott

That the Cromwell Community Board

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

B. Recommends to Council a total of $50,000 be allocated through the LTP budget process for Community Grants in 2025/26.

C. Recommends to Council a total of $106,210 be allocated through the LTP budget process for Promotions & Event Grants in 2025/26.

D. To recommend to Council that a district grant of $250,000 is included for the Cromwell Sports Club as part of the draft 2025/34 Long-term Plan.

E. To recommend to Council that a potential ward grant of up to $500,000 is included for Cromwell Early Learning Centre, subject to further information around time frames and funding options, be considered as part of the draft 2025/34 Long-term Plan.

Carried with Cr Gillespie abstaining on parts D and E.

At the Maniototo Community Board meeting on 12 December 2024 the following resolution was carried:

24.11.2 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets.

It was noted that the Naseby museum grant would come directly from Council under the district funding model, so the Community grant total had been updated to reflect this.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the Maniototo Community Board

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

B. Recommends to Council a total of $6,700 be allocated through the LTP budget process for Community Grants in 2025/26.

C. Recommends to Council a total of $5,000 be allocated through the LTP budget process for Promotions & Event Grants in 2025/26.

Carried

4. Financial Considerations

The resolutions made by the community boards are currently reflected in the draft budgets and the average rate increases values (refer to the paper on the supporting material to the consultation document for 2025-34 Long-term Plan paper being presented at this meeting). The values requested for the 2025/26 years have been entered into the financial model for each of the nine years, and inflation adjusted.

5. Options

Option 1 – (Recommended)

Approve inclusion of the grant budgets for each community board in the draft budgets for the 2025-34 Long-term Plan.

Advantages:

· Reflects the wishes of each board.

· Delivers on the commitment made during the district wide funding consultation last year (and subsequent amendment to the delegations) for boards to retain a budget and oversight for community and promotions grants in their wards.

Disadvantages:

· None identified.

Option 2

Approve inclusion of the grant budgets for each community board in the draft budgets for the 2025-34 Long-term Plan of differing amounts to what has been requested.

Advantages:

· May result in a change in the average rate increase.

Disadvantages:

· Does not reflect the views of the boards

· If these were decreased, it may not meet the expectations of the community with many groups reliant on grant funding.

Option 3

Do not approve inclusion of the grant budgets for each community board in the draft budgets for the 2025-34 Long-term Plan.

Advantages:

· Would result in minor decrease in the average rate increase.

Disadvantages:

· Does not reflect the views of the boards

· Would not likely meet the expectations of the community with many groups reliant on grant funding

· Does not deliver on the commitment made during the district wide funding consultation (and subsequent amendment to the delegations) for boards to retain a budget and oversight for community and promotions grants in their wards.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by including the views of the community boards in the draft budgets for public feedback as part of the consultation process for the 2025-34 Long-term Plan.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This decision is consistent with the process required to form the draft budgets for the 2025-34 Long-term Plan.
Considerations as to sustainability, the environment and climate change impacts	There are no direct considerations as to sustainability, the environment and climate change impacts.
Risks Analysis	There is little risk in approving these grant budgets for inclusion in the draft budgets for the 2025-34 Long-term Plan as the community will have an opportunity to provide feedback on these.
Significance, Consultation and Engagement (internal and external)	This will form part of the draft budgets for the 2025-34 Long-term Plan which will be consulted on following the requirements of the Local Government Act 2002.

7. Next Steps

Following Council agreement these budgets will be included in the draft budgets for the 2025-34 Long-term Plan. These will form part of the material for consultation with the community from 19 March to 16 April 2025.

8. Attachments

Nil

29 January 2025

25.1.13 Risk Management Policy and Risk Appetite Statement

Doc ID: 2014599

Report Author:	Amelia Lines, Risk and Procurement Manager
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

1. Purpose of Report

To consider updates made to the Risk Management Policy as part of its soft review and to consider the newly created Risk Appetite Statement.

Recommendations

That the Council

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

B. Adopts the revised Risk Management Policy.

C. Adopts the new Risk Appetite Statement.

2. Background

The Risk Management Policy was reviewed and adopted in October 2023. The policy has been re-reviewed to ensure it remains fit for purpose. Since the original adoption of the policy, work has been undertaken to implement each of the risk management activities detailed, with this work continuing presently.

A Risk Appetite Statement has been defined following input from elected members in a workshop format. This is the first Risk Appetite Statement to be developed for Central Otago District Council. The Risk Appetite Statement must be read in conjunction with the revised Risk Management Policy.

Both the Risk Management Policy and Risk Appetite Statement were reviewed by the Audit and Risk Committee in December 2024.

3. Discussion

Revised Risk Management Policy

The review of the Risk Management Policy identified four key items for change. These have been summarised below, with further detail throughout this report. The revised policy can be found at Appendix 1 with tracked changes, and Appendix 2 as a clean version.

1. References to Risks, Assumptions, Dependencies, and Decisions (RAIDD) have been amended to project risk management

2. Financial impact criteria for rating operational and key risks have been updated

3. Requirements for reporting to the Audit and Risk Committee have been redefined

4. Reference to the Risk Appetite Statement has been included.

Project Risk Management

Due to the development of the Project Management Framework, references to RAIDD management have been removed from the Risk Management Policy. The Project Management Framework details requirements for management of assumptions, issues, dependencies, and decisions, therefore these elements are no longer required to form part of the Risk Management Policy. The Project Management Framework is due to be finalised in the new year.

Financial Impact Criteria

Following feedback from elected members, the financial impact criteria for operational and key risks have been updated. Thresholds for operational financial impacts have been reduced for moderate impacts and above.

An additional set of criteria has been added relating to financial sustainability to ensure consideration of impacts of this nature when assessing relevant risks.

Audit and Risk Reporting

Previously, the policy required all key risks to be reported to the Audit and Risk Committee. However, given the need to focus discussion and gain a deeper understanding of the risks that require Audit and Risk oversight, this requirement has been amended. Going forward, an agreed set of risks will be submitted to the Audit and Risk Committee each quarter. The Executive Leadership Team will continue to review all risks on the Key Risk Register on a quarterly basis. All key risks will be reported to the Audit & Risk Committee at least annually.

Risk Appetite Statement Linkage

The policy has been updated to reference the newly defined Risk Appetite Statement. As these documents are interlinked, the Risk Management Policy does not repeat the detail of the Risk Appetite Statement, but rather confirms the Risk Appetite Statement must be referred to.

Newly Developed Risk Appetite Statement

The newly developed Risk Appetite Statement is included at Appendix 3 of this report.

Following two workshops with elected members, the risk appetites for multiple categories of key risk have been defined. In line with the Risk Management Policy, the Risk Appetite Statement details the management and reporting of risks key risks that are classed as out of appetite.

It is envisioned that this process will grow and mature as it becomes embedded across the organisation, with the opportunity for the defined risk appetites to be utilised beyond the key risk process. Such utilisation will provide opportunities for enhanced discussions about risks relating to decisions being made by Council.

4. Financial Considerations

There are no direct financial implications relating to the approval and adoption of the Risk Management Policy or Risk Appetite Statement.

5. Options

Option 1 – (Recommended)

Adopt the Risk Management Policy and Risk Appetite Statement with no amendments.

Advantages:

· The policy and statement will be adopted swiftly.

Disadvantages:

· None

Option 2

Adopt the Risk Management Policy and Risk Appetite Statement with amendments made as per Council feedback.

Advantages:

· Changes will be made to the policy prior to publication to staff.

Disadvantages:

· None

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by providing the mechanism for risks to be identified, understood, and managed throughout the organisation in order to support the efficient and effective achievement of objectives.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	Environmental impacts are considered within the impact criteria for all types of risk. A risk appetite for environmental risks has been defined and will support conversations relating to our actions to reduce or mitigate environmental risks.
Risks Analysis	The Risk Management Policy and Risk Appetite Statement provide the tools to manage risk. There are no risks associated with the decision to recommend adoption of these documents that need to be explicitly considered.
Significance, Consultation and Engagement (internal and external)	This decision is not classed as significant.

7. Next Steps

Once both documents have been adopted, work will continue to be undertaken to implement the policy in its entirety, as well an implementing and further maturing the risk appetite process. It is expected that all elements of the Risk Management Policy will be operationalised by mid-2025. The Risk Appetite Statement will be reviewed within 12 months in order to ensure it is fit for purpose.

8. Attachments

Appendix 1 - Risk Management Policy 2024 - 2027 - Tracked Changes ⇩

Appendix 2 - Risk Management Policy 2024 - 2027 - Clean Version ⇩

Appendix 3 - Risk Appetite Statement 2024 - 2025 ⇩

29 January 2025

25.1.14 Revised Procurement Policy

Doc ID: 2014600

Report Author:	Amelia Lines, Risk and Procurement Manager
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

1. Purpose of Report

To consider revisions made to the Procurement Policy as part of its scheduled review.

Recommendations

That the Council

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

B. Adopts the revised Procurement Policy.

2. Background

The Procurement Policy details the limits and mechanisms for procurement at council. The Procurement Policy was reapproved by Council in October 2023. Due to the significant changes made to the policy prior to this approval, a subsequent review in 2024 was scheduled.

The policy was reviewed by the Audit and Risk Committee in December 2024.

3. Discussion

A number of key changes have been made to the policy, details of which are provided within this report. The revised policy can be found at Appendix 1 with tracked changes and Appendix 2 as a clean version.

Summary of key policy changes:

· Contract variation/extension restrictions have been amended

· Supplier panel spend limits have been clarified

· Retentions process details have been included

· Additional guidance relating to procurement plans for procurements with a value over $1,000,000 has been detailed.

Contract Variation/Extension

The policy previously restricted the value of contract variations or extensions to a maximum of 20% of any contract value. However, there may be valid reasons for a variation or extension to be utilised with a value of over 20% of a contract value. As such, these restrictions have been lifted and included as considerations instead. Contract variations or extensions as a procurement method require non-standard procurement plans to be completed and approved.

Supplier Panels

Previously, supplier panel spending was capped at $200,000 per procurement. This has been amended to allow supplier panels to be utilised over $200,000 where the panel was procured using a full tender process. If a panel was established using a quotation process, the spend limit remains $200,000 per individual procurement.

Retentions

Under the Construction Contracts Act 2002, principals (i.e. Council) must complete reporting on retentions held on construction contracts, as well as holding these retentions in a separate bank account. In order for Finance to complete the reporting and accounting processes, they must be notified of retentions due to be held. The retentions notification process has been referenced in the revised policy to ensure adherence.

Procurement Plans Over $1,000,000

Detail has been added to encourage consideration of providing a procurement plan to Council for oversight where the procurement value is over $1,000,000. This approach supports elected member feedback being received and taken into account prior to procurement and contract award.

4. Financial Considerations

This decision does not have any financial implications.

5. Options

Option 1 – (Recommended)

Adopt the revised Procurement Policy with no changes.

Advantages:

· Revised policy can be swiftly rolled out to staff.

Disadvantages:

· None.

Option 2

Adopt the revised Procurement Policy with changes as confirmed by Council.

Advantages:

· Council feedback will be included in the revised policy prior to roll out to staff.

Disadvantages:

· None.

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 appropriate use of public funds in procuring goods, works, and services.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	The Procurement Policy acknowledges the importance of procurement activity achieving sustainable outcomes.
Risks Analysis	The spending of public funds via procurement has a number of associated risks. This policy aims to ensure that the use of public funds to procure goods, works, or services is appropriate and effective.
Significance, Consultation and Engagement (internal and external)	This decision is not classed as significant under our Significance and Engagement Policy.

7. Next Steps

Once adopted, the revised policy will be made available to all staff and relevant staff will receive an overview of the changes. Supporting documentation will be reviewed and updated in line with policy changes.

8. Attachments

Appendix 1 - Procurement Policy 2024 - 2026 - Tracked Changes ⇩

Appendix 2 - Procurement Policy 2024 - 2026 - Clean Version ⇩

Vincent Community Board Minutes

3 December 2024

MINUTES OF A mEETING OF THE
Vincent Community Board
HELD IN THE Omakau Rugby Club Rooms, Omakau Reserve, 13 Alton Street, Omakau
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Tuesday, 3 December 2024 COMMENCING AT 10.01 am

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

IN ATTENDANCE: T Alley (Mayor), P Kelly (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), G Robinson (Property and Facilities Manager), D McKewen (Systems and Corporate Accountant), T Bates (Property Officer), J Remnant (Asset Management Team Leader) B Snape (Property and Facilities Officer), Q Penniall (Infrastructure Manager), P Fleet (Roading Manager) H Laverick (Roading Asset Engineer), A Crosbie (Senior Strategy Advisor), G Bailey (Parks and Recreation Manager), M Burnett (Parks Officer – Strategy/ Planning), M Tohill (Communications Officer), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Carole Gillions and Helen Adair – Abbeyfield

Ms Gillions, the Alexandra Council of Social Services (ACSS) secretary spoke of the new Abbeyfield shared house proposal that they hoped to be able to build at the end of 2026, and noted they were still in negotiations with the landowner. She stated that the proposed facility would cost about $3.5million and offer 14 rooms and that they were considering a range of funding options. Funding for the development would be both on a local and national level, with each of the residents renting their own private space including an outdoor area.

Ms Gillions then responded to questions.

Sophie, Millie and Liliana - Omakau School Students – Manuherekia Hub

The students spoke of the expected benefits of the proposed Hub development, and the opportunities it would offer students at the school and other community groups and listed the sporting, musical and theatrical activities that could take place at the centre.

Pete Sleeman - Omakau Reserve Committee

Mr Sleeman spoke on behalf of Dave Cockburn the chair of the group and gave the board an update of the work underway on the reserve to form a walking track around the reserve.

Mr Sleeman also responded to questions and commented on the council proposal to relocate the waste water site to the reserve, and noted his disappointment the location is too close to the town and particularly the camp ground.

Andrew Paterson - Manuherekia Valleys Charitable Trust (MVCT)

Andrew Paterson, board chair for MVCT thanked the council for their current commitment to the project and noted that the detailed plans were ready for tender and building consent. He outlined where the funding to date had come from and noted that the shortfall would be reduced over the next six months as further fundraising initiatives were progressed by the MVCT but he requested that council would cover the expected deficit.

Mr Paterson then responded to questions.

Earl Harrex - Lauder water quality

Mr Harrex stated that he had resided in Lauder for 14 years and believed that the current lack of potable water in the area was limiting growth. He noted that a group of residents had requested that Otago Regional Council increased the allocation from the Lauder scheme, but that they had not been successful in securing this additional supply.

Mr Harrex then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Browne

Seconded: Hammington

That the public minutes of the Vincent Community Board Meeting held on 29 October 2024 and the Extraordinary Vincent Community Board Meeting held on 7 November 2024 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests.

Mr Hammington noted that he is now a casual employee of ‘She Bikes He Bikes’.

Cr Paterson noted that she had a conflict with item 24.11.3 and that she would leave the table for this item and would not vote.

5 Reports

24.11.2 Declaration of Office

Cr Claridge will be required to take a declaration of office.

Cr Claridge gave her oath of office which was witnessed by the Mayor.

Note: Cr Paterson left the table for item 24.11.3 and did not vote.

24.11.3 Manuherekia Valley Community Hub

To consider additional Council funding support for the Manuherekia Valley Community Hub project.

Committee Resolution

Moved: McPherson

Seconded: Johns

That the Vincent Community Board

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

B. Recommends to Council to support additional Council funding for the Manuherekia Valley Community Hub to cover the shortfall of up to $1,600,000 in order to complete the project. The shortfall to be funded either through debt or from reserves.

C. Recommends to Council that another report come back to the Board and Council in February 2025, once construction costs and shortfall for the Hub project have been confirmed, for approval of additional funding for the Manuherekia Valley Hub to be included in the Draft Long-term Plan 2025-34 with full details of funding options.

Carried

24.11.12 Level of Service - Vincent Community Buildings

To consider the level of service for Vincent community buildings as part of the Long-Term Plan 2025/34 process.

In preparing this report a detailed look was given to the usage of the buildings, and what expenditure might be required to ensure their future use and to comply with earthquake strengthening requirements. It was noted that no discussions had been had with the organisations who run the halls.

The board recognised the significance of this report and how it could affect community groups and requested that reports were circulated to the board with more notice in future.

Recommendations

That the Vincent Community Board

Committee Resolution

Moved: Paterson

Seconded: Cromb

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

Carried

Committee Resolution

Moved: Paterson

Seconded: McPherson

B. Recommends to Council that the following buildings are retained as budgeted in the draft Long-Term Plan 2025/34:

· Alexandra Community Centre

· Molyneux Stadium

· Central Stories Building

· Blyth Street Museum

Carried

Committee Resolution

Moved: Paterson

Seconded: McPherson

C. Recommends to Council that the following buildings are considered for divestment as part of the draft Long-Term Plan 2025/34 consultation document:

· Clyde Railway Station Building

· Poolburn Hall

· Becks Hall

· Ophir Hall

· Clyde Hall

· Vallance Cottage

· Clyde Police Lock Up

Carried with Dr Browne recording his vote against

Committee Resolution

Moved: Paterson

Seconded: McPherson

D. Recommends to Council that these buildings are divested.

· Former Riding for the Disabled Building

· Clyde Briar and Herb Museum

Carried

Committee Resolution

Moved: Paterson

Seconded: McPherson

E. The Board notes the challenging economic time and would support community retention and ownership of venues and encourages the community to get involved in the consultation process.

Carried

24.11.4 Update to the Register of Delegations for Community Boards

To consider changes to the Register of Delegations as they apply to community boards.

Committee Resolution

Moved: McPherson

Seconded: Paterson

That the report be received.

Carried

24.11.5 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets.

Committee Resolution

Moved: Paterson

Seconded: Johns

That the Vincent Community Board

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

B. Recommends to Council a total of $38,000 be allocated through the LTP budget process for Community Grants in 2025/26.

C. Recommends to Council a total of $50,000 be allocated through the LTP budget process for Promotions & Event Grants in 2025/26.

Carried

Note: Mr Hammington left at 11.47 am and returned at 11.49 pm.

24.11.6 Managing Unreasonable Complainant Conduct

To update the Board on the Unreasonable Complainant Conduct workstream and seek feedback before finalising the relevant policies in early 2025.

Committee Resolution

Moved: Hammington

Seconded: Browne

That the report be received.

Carried

Note: Cr McPherson left at 12.01 pm and returned at 12.03 pm.

24.11.7 Vincent Financial Report for the Period Ending 30 September 2024

To consider the financial performance overview as at 30 September 2024.

Committee Resolution

Moved: Johns

Seconded: Browne

That the report be received.

Carried

6 Mayor’s Report

Her Worship the Mayor noted the following in her report:

· Noted that she had enjoyed six weeks in the role.

· Attended a CODC Emergency Management exercise, and observed that it was an excellent opportunity to practise what council and external agencies might be required to undertake in a major event.

· Spoke with community members and groups on the proposed developments from Santana Minerals, and on the fast-track application process and encouraged all to be informed on the matter as the proposal progresses.

· Gave a report from the LGNZ conference in Wellington, noting there does seem to be more willingness from Central Government to listen to alternative ideas and promote collaboration. She also gave an update on the latest developments in water services delivery.

· Noted the big topics on the table for community boards, namely the potential divestment of halls and the consultation items for the Long-term plan.

· She thanked the board for their service to the community in 2024 in challenging economic times and wished all members and the Vincent community a Happy Christmas. She also encouraged everyone to complete their Christmas shopping locally this year!

Committee Resolution

Moved: Cromb

Seconded: Browne

That the Vincent Community Board receives the report.

Carried

7 Chair's Report

24.11.9 Chair's Report

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

· Attended the November Maniototo Community Board meeting.

· Attended a family reunion at Vallance Cottage and had discussions outlining how the community and council could come together to achieve a positive outcomes.

· Attended a meeting of the Alexandra Council of Social Services and the AGM for Community Networks Aotearoa.

· Had been in touch with businesses and organisations in the ward to get an understanding of the activities and issues and noted the positivity around despite challenging economic times.

· Had spent time with council finance officers to better understand the financial systems and the potential rates impact under the districtwide funding model.

· Thanked those who had come to speak at the meeting and noted his ambition to hold meetings in various locations around the ward.

· Noted that he is grateful for the responsibility to chair the board and that he looked forward to the next ten months in the role.

Committee Resolution

Moved: Cromb

Seconded: Browne

That the report be received.

Carried

8 Members' Reports

24.11.10 Members' Reports

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

Dr Browne reported on the following:

Attended the AGM of Last Chance Irrigation Company.
Attended a meeting of Keep Alexandra Clyde Beautiful.
Ran a meeting of the Creative Writers Circle.
Performed with the Central Otago Regional Orchestra in Wanaka and Roxburgh.
Attended a meeting of the Alexandra District Museum Inc.
Attended the AGM of the Central Otago Heritage Trust.
Met with Carole Gillions of Abbeyfield to discuss their plans for a housing facility.
Attended a meeting of the Central Otago REAP board.
With other trustees of the Jolendale Park Charitable Trust, met with Pete Oswald of the Central Otago Wilding Conifer Control Group to assess next steps for wilding control at Jolendale Park.
Chaired a meeting to plan sessions for 2025 U3A.

· Attended the refurbished library re-opening.

Mr Johns reported on the following:

· Attended AGMs for both the Alexandra Golf Club and the Alexandra Rugby Club.

· Ran a golf tournament for a local insurance group.

· Hosted over 200 visitors to the golf club.

· Talking with Otago Cricket regarding the upcoming ‘Super Smash’ series.

· Hosted an over-70s golf tournament.

Mr Hammington reported on the following:

· Attended the Blossom Festival AGM.

· Attended Clyde Museums AGM and Heritage Central Otago heritage talks.

Cr McPherson reported on the following:

· Noted the success of the library renovation and that he had received positive feedback on the improved facility.

Cr Claridge had nothing to report.

Cr Paterson reported on the following:

· Congratulated new Vincent Community Board Chair Jayden Cromb, deputy chair Dr Roger Browne and Cr Lynley Claridge on her appointment to the board.

· Attended a combined Central Otago Health Services Ltd. and Central Otago Health Inc. combined AGM, observing that this collaboration had synergies and helped reduce costs.

· Attended LGNZ Rural and Provincial combined sector meetings in Wellington, noting the focus on local collaboration.

· Attended a Central Otago A & P show meeting, and announced the date for the show is 8 February 2025.

Committee Resolution

Moved: Cromb

Seconded: Hammington

That the report be received.

Carried

9 Status Reports

24.11.11 December 2024 Governance Report

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

An update was given on the project to upgrade Little Valley Bridge.

Committee Resolution

Moved: Johns

Seconded: Browne

That the report be received.

Carried

Attachments

1 Little Valley Bridge Project Update

2 Little Valley Bridge Capex

10 Date of The Next Meeting

The date of the next scheduled meeting is 4 February 2025.

The meeting closed at 12.44 pm.

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

CHAIR / /

Teviot Valley Community Board Minutes

5 December 2024

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 5 December 2024 COMMENCING AT 10 am

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

IN ATTENDANCE: T Alley (Mayor), P Kelly (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), P Morris (Chief Financial Officer), G Virk (Graduate Accountant), G Bailey (Parks and Recreation Manager), C Lipinski (Aquatics Manager), A Crosbie (Senior Strategy Advisor) via Microsoft Teams, B Snape (Property Officer Vincent and Teviot), M Burnett (Parks Officer – Strategy/ Planning), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

Terri Grice - Roxburgh Transfer Station, Berms

Ms Grice spoke of the issues he and her husband have experienced with their neighbouring property a former coal mine. She stated that communication with Central Otago District Council regarding an abatement notice had been poor and she was hopeful that the requirements of the notice would be actioned as soon as possible.

She also noted that the transfer station in Roxburgh offers a very poor service and that the road surface in this area needs repaired. Ms Grice also said that she believed the board decision regarding the berms was the wrong approach and commented that the community board do not communicate positively with the community.

Ms Grice then responded to questions.

Graeme Rae – Berms

Mr Rae spoke on behalf of the Teviot Ratepayer group and stated that he was sceptical that money saved from the parks budget would be redistributed in the ward. He believed the issue should be revisited and that there should be more opportunities for the community to feedback on this topic.

Prue Brensell - 14B Scotland Street -issue with a very steep berm

Ms Brensell noted that she has a large berm to the front of her property and that despite her best attempts, due to the gradient of the area she is not able to keep it tidy. She asked for solutions to help her keep this area mown.

Ms Brensell then responded to questions.

Rick Kristel - Roxburgh Pool, Punawai Ora Committee

Mr Kristel noted that he had been involved in the pool committee for the last 35 years and that he was pleased to be part of the committee who oversaw the completion of the pool.

However the operational side of running the facility was proving very difficult with a lack of lifeguards and the inability to recruit new members to the committee. He believed the current operational model does not meet their objective of providing a safe swimming environment for users. Following a recent meeting of the pool committee they agreed unanimously that they wanted to work together to find a solution with council taking over the ownership and the operation of the pool.

Mr Kristel then responded to questions.

Raymond Gunn - Roxburgh Pool, Punawai Ora Committee

Mr Gunn outlined the health and safety requirements of operating the pool and said the committee had no budget for covering renewals or an major repairs. He believed that they could not secure new committee members as the risk around liability was too great for a volunteer committee. He stated that he supported the move to hand the pool ownership and operational responsibility to Central Otago District Council.

Mr Gunn then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the public minutes of the Teviot Valley Community Board Meeting held on 28 November 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.

Note: Cr Feinerman declared and interest on item 24.9.4.

5 Reports

24.9.2 Declaration of Office

Mr Pannett will be required to take a declaration of office.

Mr Pannett read out the oath and it was signed by Her Worship Tamah Alley.

24.9.3 Mowing of Individual Grass Verge Roxburgh

To consider mowing the verge on the corner of Smith and Scotland Street Roxburgh.

Discussion followed on the level of community consultation that had taken place and the potential risk of setting a precedent by mowing some areas of berms.

It was also noted that a Grass Verges Policy was being formed and that this policy would be presented in a report to Council at the December meeting. The board opted to leave this item on the table until this policy had been approved by Council. The report would be brought back to the board at their next meeting on 5 February 2025.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the item is left on the table for consideration following the Grass Verges Policy being adopted by Council.

Carried

Note: Cr Feinerman left the room at 11.14 am for item 24.8.4 and did not vote.

24.9.4 Vesting the Ida MacDonald Roxburgh pool Punawai Ora in the Central Otago District Council

To consider vesting of the Ida Macdonald Roxburgh Community Pool in Council.

Discussion followed around the best outcome for the community and the cost implications of possible divestment. The board noted their understanding of the situation the committee found themselves in, the inability to recruit lifeguards and to fund ongoing operational costs and maintenance.

Committee Resolution

Moved: Dalley

Seconded: Pannett

That the Teviot Valley Community Board

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

Notes that the pool committee are unable to provide ongoing governance, and an operational and financial model to ensure that the Ida Macdonald Roxburgh Pool remains open.

C. Recommends to Council that the Ida Macdonald Roxburgh Pool is vested in the Central Otago District Council as a consultation item in the 2025-34 Draft Long-term Plan.

Recommends that the Ida Macdonald Roxburgh Pool Committee carry out a formal valuation and due diligence on the pool assets being vested to Council and cover all other expenses incurred in the transition and undertake actions to ensure the pool can be vested to Central Otago District Council.

E. Recommends to Council to discuss option 1 of resolution 24.11.5 One District: Central Otago Consultation report.

F. Recommends to Council that operational costs for the Ida Macdonald Roxburgh Pool are included in the 2025-34 Draft Long-term Plan.

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

Carried

Note: Cr Feinerman returned to the table at 12.04 pm.

24.9.13 Level of Service - Teviot Valley Buildings

To consider the level of service for Teviot Valley buildings as part of the Long-Term Plan 2025/34 process.

Discussion followed discussing the usage of the halls and the community expectation of council to provide halls as part of their core services. The earthquake strengthening requirements were discussed as well as significant operational costs of some underused halls.

It was also noted that the ward had already previously divested some of their hall assets to community groups.

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 following buildings are retained as budgeted in the draft Long-Term Plan 2025/34:

· Roxburgh Service Centre & Hall

· Roxburgh Entertainment Centre

· Millers Flat Hall

C. Recommends to Council that the following buildings are considered for divestment as part of the draft Long-Term Plan 2025/34 consultation document:

· Roxburgh Squash Court

· Millers Flat Bowling Club

Carried

Note: By permission of the meeting item 24.9.8 was moved forward.

24.9.8 Teviot Valley Financial Report for the Period Ending 30 September 2024

To consider the financial performance overview as at 30 September 2024.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

Note: The meeting adjourned at 12.52 pm and was resumed at 1.15 pm

24.8.5 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the Teviot Valley Community Board

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

B. Recommends to Council a maximum of $21,774 be available to the TVCB through their reserves to fund Community Grants in 2025/26 and 2026/27 financial years.

C. Recommends to Council a maximum of $16,948 be available to the TVCB through their reserves to fund Promotions & Events Grants in 2025/26 and 2026/27 financial years.

D. Recommends to Council TVCB does not need seek Council approval to spend reserve funds for Community or Promotions Grants within the 2025/26 and 2026/27 financial years.

E. Notes any allocation of Community or Promotions Grant reserves in the March 2025 Grant round will diminish the associated reserve fund by the corresponding amount.

Carried

24.8.6 Update to the Register of Delegations for Community Boards

To consider changes to the Register of Delegations as they apply to community boards.

Committee Resolution

Moved: Dalley

Seconded: Pannett

That the report be received.

Carried

24.8.7 Managing Unreasonable Complainant Conduct

To update the Board on the Unreasonable Complainant Conduct workstream and seek feedback before finalising the relevant policies in early 2025.

Committee Resolution

Moved: Dalley

Seconded: Booth

That the report be received.

Carried

6 Mayor’s Report

24.9.9 Mayor's Report

The Mayor was not present for this part of the meeting so no report was received.

7 Chair's Report

24.9.10 Chair's Report

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

· Attended the November Council meeting to give an update on activities in the ward

· Attended the additional Teviot Valley Meeting to formalise the nomination of Curtis Pannett to the board.

· Chaired a health meeting with an update from Hayley Anderson, Chief Executive of Central Otago Health Services Ltd, with a number of other health agencies to discuss the challenges in the health sector in Central Otago and the importance of collaboration in this area.

· Attended two Roxburgh Pool meetings.

· Attended rest home meetings, the Roxburgh Entertainment Centre meeting and a Business group meeting.

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That the report be received.

Carried

8 Members' Reports

24.8.11 Members' Reports

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

Mr Jessop reported on the following:

· Had been liaising with Curtis Pannett about his appointment and notes he is pleased to have him around the table.

· Had been in conversation with members of the community about berms.

· Hosted Mayor Alley in Millers Flat to show her around the settlement and the proposed project to regenerate the domain.

· Had completed work with Teviot Prospects to reinstate the Living Wall.

· Had undertaken development work on the Millers Flat Sports Hub, noting they had experienced issues with inaccurate survey plans.

· Attended Teviot Prospects meetings.

· Attended the Teviot Valley Garage sale noting the success of this event.

· Attended the Garden Tour run by Teviot Prospects.

· Attended a funding clinic in Roxburgh.

Ms Booth reported on the following:

· Attended a Medical Services meeting.

· Attended a Teviot Prospects meeting.

Mr Pannett reported on the following:

· Noted that Teviot Water Care Group had undertaken water testing in the area and are putting it into hibernation until the issue becomes more pressured again.

· Attended a Teviot Irrigation group meeting.

· Noted that he was pleased to be on the board and looked forward to making a contribution.

Cr Feinerman reported on the following:

· Attended a Community Response Group meeting noting that they have some good initiatives underway including a brochure that will be available soon with clear emergency procedures.

· Attended an Emergency Management districtwide training day.

· Attended four pool committee meetings and noted they held a successful opening day event.

· Has been liaising with Ben Hamilton from Sports Central to establish some ramps and jumps for children to use at Grovers Hill.

· Had received complaints about the hemlock and other invasive species that have overgrown around the natives on Grovers Hill.

· Responded to some derogatory online social media commentary, confirming that at Local Government New Zealand conferences there is never alcohol available for attendees and that elected members are mostly billeted at friends or colleagues accommodation.

· Had attended several Long-term Plan workshops for Council

· Gave an update on October and November Council meetings

· Attended a ‘Strategic Doing’ conference in Dunedin, noting how useful it was to help achieve positive outcomes.

Committee Resolution

Moved: Dalley

Seconded: Jessop

That the report be received.

Carried

9 Status Reports

24.8.12 December 2024 Governance Report

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

Committee Resolution

Moved: Dalley

Seconded: Pannett

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 5 February 2025.

The meeting closed at 2.18 pm.

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

CHAIR / /

Maniototo Community Board Minutes

12 December 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, 12 December 2024 commencing AT 2.02 pm

PRESENT: Mr R Hazlett, Cr S Duncan, Ms R McAuley

IN ATTENDANCE: P Kelly (Chief Executive Officer) via Microsoft Teams, S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision) via Microsoft Teams, D Scoones (Group Manager - Community Experience), L Webster (Acting Group Manager - Planning and Infrastructure), G Bailey (Parks and Recreation Manager), A Crosbie (Senior Strategy Advisor), M Burnett (Parks Officer – Strategy/ Planning), R Williams (Communications Development Advisor) via Microsoft Teams, M Tohill (Communications Officer), S Reynolds (Governance Support Officer)

1 ApologiES

Committee Resolution

Moved: Duncan

Seconded: McAuley

That apologies from Mr M Harris and Mr D Helm be received and accepted.

Carried

2 There was no public forum.

3 Condolences

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

4 Confirmation of Minutes

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the public minutes of the Maniototo Community Board Meeting held on 7 November 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

24.11.2 Grant Budget Recommendations

To consider the provision of Community Board grants and confirm the value of relevant grant budgets.

It was noted that the Naseby museum grant would come directly from Council under the district funding model, so the Community grant total had been updated to reflect this.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the Maniototo Community Board

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

B. Recommends to Council a total of $6,700 be allocated through the LTP budget process for Community Grants in 2025/26.

C. Recommends to Council a total of $5,000 be allocated through the LTP budget process for Promotions & Event Grants in 2025/26.

Carried

24.11.3 Update to the Register of Delegations for Community Boards

To consider changes to the Register of Delegations as they apply to community boards.

Committee Resolution

Moved: McAuley

Seconded: Duncan

That the report be received.

Carried

24.11.4 Level of Service - Māniatoto Buildings

To consider the level of service for Māniatoto buildings as part of the Long-Term Plan 2025/34 process.

Discussion followed on the low usage of some halls within the ward, how central government might review earthquake strengthening requirements and what rates impact potential divestment would have for the ward under the district funding model.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the Maniototo Community Board

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

B. Recommends to Council that the following buildings are retained as budgeted in the draft Long-Term Plan 2025/34:

· Māniatoto Stadium and Rugby Clubrooms

· Māniatoto Arts Centre

· Ranfurly Railway Station

· Naseby General Store

· Centennial Milk Bar

· Naseby Hall

· Ranfurly Hall

· Wallace Memorial Rooms

C. Recommends to Council that the following buildings are considered for divestment as part of the draft Long-Term Plan 2025/34 consultation document:

· Fenton Library

· Patearoa Hall

· Ranfurly Service Centre

· Waipiata Hall

· Wedderburn Hall

Carried

24.11.5 Managing Unreasonable Complainant Conduct

To update the Board on the Unreasonable Complainant Conduct workstream and seek feedback before finalising the relevant policies in early 2025.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the report be received.

Carried

24.11.6 Maniototo Financial Report for the Period Ending 30 September 2024

To consider the financial performance overview as at 30 September 2024.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the report be received.

Carried

7 Mayor’s Report

24.11.7 Mayor's Report

Her Worship the Mayor was not present at the meeting but circulated a report to the board.

Committee Resolution

Moved: McAuley

Seconded: Duncan

That the Maniototo Community Board receives the report.

Carried

Attachments

1 Mayors Report December 2024.docx

8 Chair's Report

24.11.8 Chair's Report

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

· Met with Duncan McInnes from the water team to review some issues in the ward and look at options for improvements.

· Met with Gordon Bailey to look at the completed tree removal at Naseby cemetery. He noted that contractors had left it tidy and that there would be an opportunity to undertake some replanting in the future.

· Attended the solar farm meeting, noted the large attendance and that it is a topic of much discussion in the community.

· Had met with the Art Deco group to look at street scaping options and detailed that staff would work with the group on a landscape plan.

· Reminded the board that funding for the school turf project would now be districtwide funded and that the community should engage with the draft 2025-34 Long-term Plan consultation process.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the report be received.

Carried

9 Members' Reports

24.11.9 Members' Reports

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

Ms Macaulay reported on the following:

· Noted the late night Christmas shopping event was well supported and that retailers reported they had a successful night.

· Had received mixed feedback on the removal of trees in the ward.

· Noted that the potential solar farm was causing division in the community.

· Commented that the pool season was going well and that staff were doing a great job.

Cr Duncan reported on the following:

· Gave an update on the solar farm meeting, stating that the topic had divided the community, and urged everyone to seek out information and to submit on the topic.

· Gave an update on the recent Council meeting and workshops, noting that they have very weighty decisions to make around the Long-term Plan and the delivery of water services.

· Noted the extremely windy season and the high risk of fire.

· Recognised the fundraising efforts completed to secure a new fire truck for the town and the strong community collaboration involved.

· Thanked the business group for the success of the Christmas late night shopping event.

· He acknowledged the new Mayor for her work in the role and said he believed she was doing a very good job.

· Stressed the pressure on elected members, and wished everyone a good break over the Christmas period.

· Promoted the work being undertaken by the Upper Taieri Wai Catchment group and noted that they were seeking people to get involved in projects.

Committee Resolution

Moved: McAuley

Seconded: Duncan

That the report be received.

Carried

10 Status Reports

24.11.10 December 2024 Governance Report

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

Committee Resolution

Moved: McAuley

Seconded: Duncan

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 13 February 2025.

The meeting closed at 3.27 pm

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

CHAIR / /

29 January 2025

A brown and white logo

Description automatically generated

11 Committee Minutes

25.1.20 Minutes of the Audit and Risk Committee Meeting held on 16 December 2024

Doc ID: 2017505

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

Recommendations

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 16 December 2024 be noted.

1. Attachments

Appendix 1 - Minutes of the Audit and Risk Meeting held on 16 December 2024

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 Monday, 16 December 2024 AT 9.30 am

PRESENT: Mr B Robertson (Chair), Cr T Alley, Cr T Paterson

IN ATTENDANCE: P Kelly (Chief Executive Officer), S Righarts (Group Manager - Business Support), L Fleck (General Manager - People and Culture), L Webster (Acting Group Manager - Planning and Infrastructure), A Lines (Risk and Procurement Manager), P Penno (Communications Manager), J Thomas (Water Services Sampling & Monitoring Team Leader), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Paterson

Seconded: Alley

That apologies from Cr S Browne and Cr S Feinerman be received and accepted.

Carried

2 Public Forum

There was no 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 3 October 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

24.4.2 Policy and Strategy Register

To consider the updated Policy and Strategy Register and advise on calculating compliance for Water Services.

It was noted that there were some minor wording amendments needed and there were some water service policies and bylaws that were expired that should be updated.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the Audit and Risk Committee

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

B. Directs staff to calculate compliance for Water Services by using 1 January 2025 as a baseline and assessing water compliance based on performance against the amended schedule.

Carried

24.4.3 Significance and Engagement Policy Review

To consider recommending Council approve the Significance and Engagement Policy for consultation as part of the 2025/26 Long-term Plan.

It was acknowledged that there had been ongoing discussions with Aukaha and they had indicated they may wish to make some further suggestions. If any significant changes were to be made they would be brought back to the Committee.

It was also noted that there had been ongoing discussions about how strategic assets were listed.

Committee Resolution

Moved: Paterson

Seconded: Alley

That the Audit and Risk Committee

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

B. Recommends to Council to approve the Significance and Engagement Policy for consultation as part of the 2025/26 Long-term Plan subject to suitable amendments.

Carried

24.4.4 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.

Chantelle Gernetzky from Audit New Zealand was unable to attend the meeting. Her apology was received.

Committee Resolution

Moved: Robertson

Seconded: Paterson

That the report be received.

Carried

24.4.5 2025-34 Long-term Plan Programme Update

To update the Committee on the preparation of the 2025-34 Long-term Plan.

It was resolved that there would be additional Audit and Risk meeting in on 28 January 2025 to give the Committee an opportunity to preview the consultation document for the draft 2025-34 Long-term Plan prior to the January Council meeting.

The consultation process for a new water services delivery plan was outlined, covering possible directions.

Committee Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

Carried

24.4.6 Treasury Report

To consider the quarterly treasury report.

Committee Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

Carried

Note: Elaine Wilson and Sally Parker from Aon Insurance joined the meeting for item 24.4.7

24.4.7 2024/2025 Insurance Renewal

To consider the 2024/2025 insurance renewal.

A presentation from Aon was given.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the report be received.

Carried

24.4.8 Revised Procurement Policy

To consider revisions made to the Procurement Policy and endorse the policy for approval by Council.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the Audit and Risk Committee

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

B. Recommends to Council the approval of the revised Procurement Policy.

Carried

Note: The meeting was adjourned at 11.09 am and resumed at 11.13 am.

24.4.9 Risk Management Policy and Risk Appetite Statement

To consider updates made to the Risk Management Policy as part of its soft review and to consider the newly created Risk Appetite Statement.

Report writers would receive training on policy implementation within their workflows and it was noted that there would be another review in 12 months’ time rather than the suggested two yearly review.

Committee Resolution

Moved: Paterson

Seconded: Alley

That the Audit and Risk Committee

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

B. Recommends to Council the approval of the revised Risk Management Policy.

C. Recommends to Council the approval of the new Risk Appetite Statement.

Carried

24.4.10 IANZ Accreditation

To inform the Audit & Risk Committee regarding the special accreditation assessment by International Accreditation New Zealand (IANZ).

It was noted that an annual competency assessment would help mitigate any future issues, and that this was being considered at as part of the continual improvement processes. It was stated that there were some staff resourcing issues in these functions.

Committee Resolution

Moved: Robertson

Seconded: Paterson

That the report be received.

Carried

24.4.11 Animal Control Data

To inform the committee regarding data anomalies between CODC dog registration data and the information held on the National Dog Database.

Committee Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

Carried

24.4.12 November Wastewater Compliance Status Update

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

Committee Resolution

Moved: Alley

Seconded: Robertson

That the report be received.

Carried

24.4.13 Health, Safety and Wellbeing Report

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

A more detailed account of the Health and Safety committee's work would be included in forthcoming reports.

Committee Resolution

Moved: Paterson

Seconded: Alley

That the report be received.

Carried

24.4.14 CAPEX Reporting on Major Projects

To consider an update on CAPEX projects around the district.

It was noted that improvements would be made around the timing of delivering these reports to the Committee.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the report be received.

Carried

6 Chair's Report

24.4.15 Chair's Report

To consider the Chair’s report.

The chair noted the challenging workload for staff and elected members coming in to a Long-term Plan and Local Election year and stated the importance of attracting quality candidates to run for elected roles.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the report be received.

Carried

7 Members' Reports

24.4.16 Members' Reports

To consider the members’ reports.

Members acknowledged the difficulty in conveying the various options and challenges related to water service provision to the community.

Committee Resolution

Moved: Robertson

Seconded: Alley

That the reports be received.

Carried

8 Status Reports

24.4.17 December 2024 Governance Report

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

Committee Resolution

Moved: Robertson

Seconded: Paterson

That the report be received.

Carried

9 Date of The Next Meeting

The date of the next scheduled meeting is 14 February 2025.

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	Plain English Reason
24.4.18 - Bad Debts and Abandoned Land	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(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)(f)(ii) - the withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of Council members, officers, employees, and persons from improper pressure or harassment s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege 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	To protect a person's privacy Commercial sensitivity To protect people from harassment To prevent use of the information for improper gain or advantage
24.4.19 - 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	To prevent use of the information for improper gain or advantage
24.4.20 - 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	To prevent use of the information for improper gain or advantage
24.4.21 - Litigation Register	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	Legal professional privilege

Carried

The public were excluded at 12.18 pm and the meeting closed at 12.50 pm.


AGENDA Ordinary Council Meeting Wednesday, 29 January 2025
Date:	Wednesday, 29 January 2025
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:	Joyce Thomas, Sampling and Compliance Monitoring Team Leader
Reviewed and authorised by:	Julie Muir, Group Manager - Three Waters

Report Author:	Dylan Rushbrook, Group Manager - Community Vision
Reviewed and authorised by:	Peter Kelly, Chief Executive Officer

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 appropriately trained persons carryout the role of Controller in an emergency
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, it is consistent with policy.
Considerations as to sustainability, the environment and climate change impacts	Nil
Risks Analysis	As noted in the report
Significance, Consultation and Engagement (internal and external)	Does not meet the Significance and Engagement threshold