AGENDA

 

Ordinary Council Meeting

Wednesday, 25 January 2023

 

Date:

Wednesday, 25 January 2023

Time:

10.30 am

Location:

Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra

 

(A link to the live stream will be available on the Central Otago District Council's website.)

 

Sanchia Jacobs

Chief Executive Officer

 


Council Meeting Agenda

25 January 2023

 

Notice is hereby given that a Council Meeting will be held in Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via Microsoft Teams on Wednesday, 25 January 2023 at 10.30 am. The link to the live stream will be available on the Central Otago District Council’s website.

Order Of Business

1          Apologies. 5

2          Public Forum.. 5

3          Confirmation of Minutes. 5

Ordinary Council Meeting - 21 December 2022. 7

4          Declaration of Interest 9

23.1.1            Declarations of Interest Register 9

5          Reports. 13

23.1.2            Council Community Grant Accountability Reports 2021/22. 13

23.1.3            Draft Memorials Policy 2023. 38

23.1.4            Three Waters Forward Works Program to 30 June 2024. 52

23.1.5            Roading Bylaw Update. 67

23.1.6            Bridge 93 - Emergency Works Funding. 162

23.1.7            Policies Policy. 168

23.1.8            Fraud, Bribery and Corruption Policy. 172

23.1.9            Closed Circuit Television Policy. 181

23.1.10         Elected Member Attendance at Two Day Training Session. 192

6          Mayor’s Report 195

23.1.11         Mayor's Report 195

7          Status Reports. 197

23.1.12         January 2023 Governance Report 197

8          Community Board Minutes. 244

23.1.13         Minutes of the Maniototo Community Board Meeting held on 1 December 2022. 244

9          Committee Minutes. 249

23.1.14         Minutes of the Audit and Risk Committee Meeting held on 15 December 2022. 249

10       Date of the Next Meeting. 257

11       Resolution to Exclude the Public. 258

23.1.15         Alexandra Community Centre - Stage Upgrade, Earthquake Strengthening and Building Compliance Project 258

23.1.16         January 2023 Confidential Governance Report 258

23.1.17         Confidential Minutes of the Audit and Risk Committee Meeting held on 15 December 2022. 258

 

 


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

In Attendence  S Jacobs (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L van der Voort (Group Manager - Planning and Infrastructure), J Muir (Three Waters Director), M De Cort (Communications Coordinator), W McEnteer (Governance Manager)

 

1                 Apologies

2                 Public Forum

3                 Confirmation of Minutes

Ordinary Council Meeting - 21 December 2022


Council Meeting Agenda

25 January 2023

 

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT
Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON
Wednesday, 21 December 2022 COMMENCING AT 10.02 am

 

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

IN ATTENDANCE: L van der Voort (Acting Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D  Scoones (Group Manager - Community Experience), L Fleck (General Manager – People and Culture, S Finlay (Chief Financial Officer), D McKewen (Accountant), M De Cort (Communications Coordinator) and W McEnteer (Governance Manager)

 

Note: His Worship the Mayor started the meeting with a karakia.

1                 Apologies

Apology

Resolution 

Moved:               Alley

Seconded:          Cooney

That the apologies received from Crs Browne, Duncan, Feinerman and McKinlay and an apology for lateness from Cr Paterson be accepted.

Carried

 

2                 Public Forum

There was no public forum.

3                 Confirmation of Minutes

It was noted that the reference to a rates decrease should be removed from resolution B of item 22.10.6.

Resolution 

Moved:               Alley

Seconded:          McPherson

That, subject to amendment, the public minutes of the Ordinary Council Meeting held on 14 December 2022 be confirmed as a true and correct record.

Carried

 

4                 Declaration of Interest

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

Note: The meeting adjourned at 10.06 am and returned at 10.46 am.

5                 Reports

22.11.2       Adoption of the audited Annual Report 2021/22

To adopt the audited 2021/22 Annual Report.

After discussion it was noted that Council should receive the audit opinion from Audit New Zealand separately from formally adopting the audited Annual Report.

Resolution 

Moved:               Cadogan

Seconded:          Gillespie

A.         That the Council receives the report and accepts the level of significance.

B.         Receives the audit opinion from Audit New Zealand.

C.        Adopts the 2021/22 audited Annual Report.

Carried

 

6                 Date of Next Meeting

The date of the next scheduled meeting is 25 January 2023.

 

Note: His Worship the Mayor closed the meeting with a karakia.

 

The meeting closed at 11.02 am.

 

 

………………………………………….

                                                                              CHAIR         /            / 

 


25 January 2023

 

4                 Declaration of Interest

23.1.1         Declarations of Interest Register

Doc ID:      614713

 

1.       Purpose

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

 

2.       Attachments

 

Appendix 1 - Council Declarations of Interest  

 


Council meeting

25 January 2023

 




 


25 January 2023

 

5                 Reports

23.1.2         Council Community Grant Accountability Reports 2021/22

Doc ID:      605164

 

1.       Purpose

 

To provide a report on the activity of the Central Otago District Arts Trust and the Central Otago Heritage Trust over the 2021/22 financial year.

 

Recommendations

That the report be received.

 

2.       Discussion

 

In line with the 2019 Grant Policy, applicants who receive $10,000 and above are required to report back to Council in person. This report includes accountability reports from the Central Otago District Arts Trust and the Central Otago Heritage Trust.  The two organisations each received $40,000 for the 2021/22 financial year.

 

It should be noted that the Central Otago District Arts Trust and the Central Otago Heritage Trust each received a one-off amount to align their grants to the new funding rounds.  Accountability for this payment will form part of the reporting for the 2022/2023 financial year.

 

Sport Otago (the other recipient of a grant over $10,000) reported to the 24 August 2022 Council meeting.

 

Central Otago District Arts Trust

 

The Central Otago District Arts Trust (CODAT) is a charitable trust that was formed in 2009, following the creation of the first Central Otago District Arts Strategy. CODAT works towards ensuring the arts across a range of disciplines are well resourced, promoted, supported and fully integrated into the community to maximise the social, economic and cultural benefits to the Central Otago district. 

 

The grant from Central Otago District Council contributes to CODAT’s core operational funding and allows the organisation to employ a part time coordinator.  The grant allows CODAT to achieve their objectives, as outlined in the Arts Strategy.  CODAT also applies for, and receives, funding from other sources to achieve its goals.

 

The attached report (Appendix 1) highlights the outcomes achieved by CODAT over the 2021/22 financial year.  The list is considerable, which is commendable, particularly given the challenges of COVID restrictions at the time.

 

Central Otago Heritage Trust

 

The Central Otago Heritage Trust (COHT) was established in 2008 and is a community organisation that coordinates and represents the collective interests of Central Otago’s heritage sector. Membership has now grown to 21 heritage organisations.  COHT has continued to provide support and services to the heritage community, that are aligned to the goals and objectives to the Central Otago Heritage Strategic Plan 2021-24.

 

The grant from Central Otago District Council enables COHT to continue to employ a part-time Heritage Coordinator, which in turn allows the Trust to foster a more integrated and cohesive approach to identifying, preserving and celebrating Central Otago’s heritage.

 

The attached report (Appendix 2) highlights the activities and outcomes achieved by the Heritage Trust over the 2021/22 financial year and discussed their plans for the 2022/2023 financial year.  

 

 

3.       Attachments

 

Appendix 1 - Central Otago District Arts Trust 2021/22 Accountability Report

Appendix 2 - Central Otago Hertiage Trust 2021/22 Accountability Report  

 

Report author:

Reviewed and authorised by:

 

 

Rebecca Williams

Dylan Rushbrook

Community Development Advisor

Group Manager - Community Vision

15/12/2022

11/01/2023

 

 


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25 January 2023

 

23.1.3         Draft Memorials Policy 2023

Doc ID:      600994

 

1.       Purpose of Report

 

To approve the draft Central Otago District Council Memorials Policy.

 

Recommendations

That the Council

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

B.      Adopts the draft Central Otago District Council Memorials Policy 2023.

 

2.       Background

 

Council does not currently have a Memorials Policy and regularly receives requests from the public to memorialise people, events, and activities on public land. Generally, this is for park benches and trees which are dealt with at a staff level on a case-by-case basis as they are received.

 

A policy that provides clear direction and process of how a request to memorialise something will be processed and actioned will assist both staff and the applicant with clarity.

 

This policy will apply to all requests for commemorative plaques and memorials proposed or being placed on land utilised as a park or reserve, which Council owns or controls. This policy will not apply to cemetery memorials which are covered by Councils Cemetery Bylaw.

 

Requests for monuments, large structures, or memorials that will impact or change the use of a park, will be referred to the relevant Community Board or to Council.

 

 

3.       Discussion

 

This policy provides a guiding process for how all requests for plaques and memorials are managed, including an appendix with an application form to request new memorials, to relocate memorials or remove memorials.

 

Four categories of memorials are included in this policy:

·    Category 1: Commemorative trees with plaques.

·    Category 2: Metal plaques.

·    Category 3: Personalised memorial plaques on seats or benches.

·    Category 4: Ornamental Feature, Fountain or Sculpture Memorials.

 

The policy proposes that the following factors are considered when determining if a request is suitable:

 

·    What/who memorials can be for.

·    Location and placement of memorials to ensure longevity of the memorial on the chosen site.

·    Specifications around what materials should be used.

·    Guidelines for language and wording.

·    Memorials with historical significance.

·    Tree plantings and living memorials.

·    Responsibilities and replacement.

·    Removal and relocation process.

 

 

4.       Financial Considerations

 

The are no financial implications in this decision.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Council adopts the draft Central Otago District Council Memorials Policy.

 

Advantages:

 

·        Provides clear guidance on the process for donating memorials to Council.

 

Disadvantages:

 

·        No disadvantages have been identified.

 

Option 2

 

Do not adopt the Draft Memorials Policy.

 

Advantages:

 

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

 

Disadvantages:

 

·        Memorial requests continue to be managed on a case-by-case basis, without consistency or a guiding process for staff.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes social, cultural and environmental wellbeing of communities, in the present and for the future by facilitating a process for honouring individuals, associations and events through plaques and memorials on Council’s parks and reserves.

 

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

Yes, this decision is consistent with the following documents:

Cemeteries Bylaw

Interment on Public Land Guidelines

Reserve Management Plans

NZS 4242:2018 Headstone and Cemetery Monuments

 

Considerations as to sustainability, the environment and climate change impacts

 

The policy gives consideration to sustainability and environmental impacts by outlining to location of monuments, and the process for replacement and removal of monuments.

 

Risks Analysis

 

There are no perceived risks.

 

Significance, Consultation and Engagement (internal and external)

 

This is an internal policy, so consultation isn’t required.

 

 

 

7.       Next Steps

 

Once endorsed by Council, the draft policy will become operative.

This policy will be reviewed after 2 years.

 

 

8.       Attachments

 

Appendix 1 - Draft Memorials Policy  

 

Report author:

Reviewed and authorised by:

 

Gordon Bailey

David Scoones

Parks and Recreation Manager

Group Manager - Community Experience

22/12/2022

12/01/2023

 

 


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Council meeting Agenda

25 January 2023

 

23.1.4         Three Waters Forward Works Program to 30 June 2024

Doc ID:      605843

 

1.       Purpose of Report

 

To consider the Three Waters forward works program to 30 June 2024 and procurement of the remaining capital works program.

 

Recommendations

That the Council

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

B.      Approves the following Three Waters capital works program to 30 June 2024:

 

Project

 Total Estimated Spend to 30 June 2024 ($)

Change from 2022 Annual Plan and year 3 of 2021 LTP ($)

 Reason for Change

Three Waters Total

          53,999,763

6,806,000

 Increased spending of forecast accumulated cash reserves

Stormwater Total

              2,650,000

1,890,000

 Reserve balance

Pipe Renewals

               760,000

0

 

Network improvements

            1,890,000

1,890,000

Increase program to spend reserves

Wastewater Total

          16,816,044

3,200,000

 Increased DC income

Alexandra Network Upgrades with Developments

                 20,000

0

 

Cromwell Network Upgrades with Developments

                 43,539

0

 

Alexandra Treatment Plant Upgrades

               985,000

-779,156

Part program deferred

Clyde Reticulation

            3,627,762

-143,230

Reduced cost

Clyde Main Pump Station

            1,233,794

0

 

Cromwell Treatment Plant Future Works

               200,000

-100,000

Reduced cost

Influent and Effluent Monitoring Devices

               270,000

-499,738

Partially stimulus funded

Treatment Screens

               100,000

-440,000

Partially stimulus funded

Pumpstation Flow Meters

               380,000

-180,318

Partially delivered in 2022/23

Lake Roxburgh Village Treatment Plant Upgrade

               900,000

0

 

Omakau Treatment Plant Upgrades

                        -  

-286,309

Part program deferred

Roxburgh Treatment Plant Improvements

               101,734

0

 

Earnscleugh Road Pumpstation Upgrade

               360,000

0

 

Generators

               800,000

200,000

Increased cost

Dunorling Street Pumpstation Storage Upgrade

            1,500,000

1,500,000

Accelerated from year 4

Point Renewals

               271,570

0

 

Pipe Renewals

            2,387,859

728,751

re-forecast of budget provided in 2022/23 to offset stimulus contingency projects

Plant Renewals

               434,786

0

 

Cromwell Growth Upgrades

            3,200,000

3,200,000

Accelerated from year 8

Water Supply Total

          34,533,719

1,716,000

 Increased DC income

Alexandra Network Upgrades with Developments

               120,000

0

 

Cromwell Network Upgrades with Developments

                 90,000

0

 

Backflow Prevention

               715,020

0

 

Bannockburn Reservoir Power Supply

                 75,000

0

 

Bannockburn Pipeline

               250,000

250,000

Accelerated from year 4

Cromwell Pisa Reservoir and Rising Main

               100,000

0

 

Cromwell Rising Main

            6,350,000

6,036,609

Accelerated from year 4 (scope and cost increase from LTP)

Cromwell Treatment Plant Upgrade

            4,600,000

-5,849,773

Delayed

Dunstan Flats Reticulation

                 94,532

0

 

Lake Dunstan Water Supply

          10,224,422

0

 

Omakau Treatment Plant Upgrade

               250,000

-1,478,586

Deferred

Patearoa Treatment Plant Upgrade

               100,000

-243,255

Deferred

Ranfurly Treatment Plant Upgrade

               100,000

-508,422

Deferred

Roxburgh Source Investigation

               306,352

0

 

Valve Upgrades

               245,990

-370,000

Partially delivered in 2022/23

Demand Management

               150,000

0

 

Patearoa Upgrades

                        -  

-150,000

Deferred

Naseby Treatment Plant Upgrades

               150,000

0

 

Bridge Hill Main

            4,000,000

3,325,298

Increased cost

Pipe Renewals

            2,049,447

0

 

Point Renewals

            1,457,657

0

 

Plant Renewals

            1,044,980

-600,000

Reduced cost

Continuous Monitoring Devices

               600,000

600,000

Accelerated

Cromwell Growth Upgrades

            1,460,319

704,129

Accelerated from year 4

 

C.      Notes that council staff will reprogram capital work into 1 July 2024 and beyond that is not expected to be completed prior to 30 June 2024.

D.      Authorises bringing forward $500,000 of the wastewater sludge operational budget to remove the sludge at the Roxburgh Wastewater Treatment Plant ponds.

E.      Approves the procurement of the following projects by tender:

(a)     Wastewater Generators

(b)     Water Pipe Renewals

(c)     Cromwell Water Rising Main

(d)     Lake Roxburgh Village Wastewater Treatment Plant Upgrade

(e)     Wastewater Pipe Renewals

(f)      Bridge Hill Water Main

(g)     Cromwell Water Treatment Plant

(h)     Supply and Installation of Continuous Monitoring Devices

(i)      Roxburgh Wastewater Treatment Plant Sludge Removal

F.      Authorises the Project Governance Group to continue to provide oversight of the capital works program until 30 June 2024.

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

 

2.       Background

 

Three Waters service delivery will transition to a new Water Services Entity on 1 July 2024. There is $46.5 million remaining of the 2021-2024 Long Term Plan (LTP) capital budget to spend on Three Waters prior to 30 June 2024. $13.5 million of this budget has been spent in the 6 months to December 2022. This is mainly related to the Clyde Wastewater and Lake Dunstan Water Supply projects which were already in construction at the start of the financial year.

 

All projects moving through to construction need approval for procurement. Council’s Procurement Policy considers any procurement that is greater than $200k as high expenditure and recommends a market tender be issued unless the exceptions in the policy apply. The delegated authority for determining the procurement method for projects with expenditure over $1 million is Council.

 

A program Procurement Plan for the remaining 18 months of delivery of three waters by council has been developed. This will help to inform the local market of the upcoming work and give an indication of timing.

 

 

3.       Discussion

 

There have been a number of factors which have impacted on the deliverability of the original 2021 LTP program for years 1 to 3, and carry forward from the 2018 LTP.  These include:

·    Some of the work programmed in year 3 was partially delivered as contingency projects for the stimulus funding.  This has reduced the requirements on the remaining budget.

·    Investigations and workshops with key stakeholders for water treatment upgrades at Omakau, and in the Māniatoto have identified the need to look at a wider range of options to provide secure and resilient water supplies for these areas.  This is requiring further investigation work to be undertaken.  This is the same situation for wastewater treatment upgrades at Omakau, Alexandra, and Cromwell.

·    Actual costs to deliver projects are significantly higher than budgeted in the LTP due to inflation and scope change requirements.

·    Growth impacts on infrastructure in Cromwell are consuming existing capacity faster than predicted when the 2021 LTP was prepared.

 

There are additional factors which require consideration by council which may result in changes to the priority of the work programmed in the 2021 LTP.  These include legislative changes for water safety; compliance considerations and accumulated financial reserves Council is currently holding across Three Waters. Accelerated growth in the district is impacting development contributions reserves in particular.

 

Summary of Key Changes in Proposed Capital Works Program

Several capital projects are currently in the investigation and design phase. The investigation and design phase usually takes a longer time but makes up a much smaller amount of the overall project spend. That is why expenditure appears low at the beginning of the project and gets higher later when construction begins. It is important that enough time is spent completing these phases to minimise the risk of costly issues arising during construction.

 

Some projects have been deferred as they are undergoing a business case process to make sure the benefits, costs, and risks of alternative options are fully considered. These include the Alexandra and Omakau wastewater upgrades and the Omakau, Patearoa, and Ranfurly water upgrades.

 

Construction of these projects has been included in the 2024 capital works plan provided to the National Transition Unit. This will feed into the Entity D Asset Management Plan as high priority projects. The business case work that is currently underway will provide a robust basis for these projects proceeding.

 

Proposed changes, deferral, and acceleration of projects and budgets in years 2 -5 of the LTP are shown in Appendix 1.

 

Additional Legislative and Compliance Considerations

Water Services Entities Act 2022, Water Services Legislation Bill, and National Transition Unit Draft Transfer Principles

The four Water Services Entities were legally established when the Water Services Entities Act 2022 was enacted on 14 December 2022. Council is now legally required to cooperate with the Department of Internal Affairs (DIA) to facilitate the water services reform. The DIA has released draft guidance on the Transfer Principles. These state:

 

“Some Local Government Organisations (LGOs) will have accumulated significant cash reserves that have been earmarked for future water infrastructure investment. LGOs are encouraged to use these reserves (subject to reserve conditions) before the establishment date. Any material reserve balances remaining as at the Establishment Date will transfer to the Water Services Entity with a commensurate commitment to invest those funds in the communities that paid for them, consistent with the conditions under which they were raised.

Further guidance will be developed by the NTU, including the materiality threshold.”

 

Council staff are monitoring reserve accounts to track where these are expected to accumulate into significant positive balances prior to 30 June 2024. This includes all capital, operating, and development contribution reserves that relate to Three Waters. Further work will need to be undertaken to use these positive reserves prior to the transition date. This is discussed further below.

 

There are no anticipated accumulated reserves for water and wastewater other than development contributions reserves at the transition date. Further stormwater work will need to be programmed to use accumulated stormwater reserves prior to transition. This has been added to the proposed capital works program and is discussed further below.

 

Roxburgh Sludge Removal (Opex)

The Roxburgh Wastewater Treatment Plant is currently operating under an abatement notice until 31 May 2023 due to elevated total nitrogen.

 

There is a build-up of sludge in the oxidation ponds which is reducing the capacity of the plant. The removal of the sludge is roughly estimated to cost $500,000. Council budgets for sludge removal from ponds every 5 years with the next budget for pond sludge removal available in 2025/26.

 

The proposal is to bring forward programmed work from 2025/26 and undertake the sludge removal at Roxburgh within the next 12 months to improve the performance of the site.

 

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Continuous Monitoring (Capex)

The Drinking Water Quality Assurance Rules came into force on November 14, 2022. These set out what drinking water suppliers need to do to comply with parts of the Drinking Water Standards and the Water Services Act 2021.

 

Continuous monitoring is now required on the Alexandra, Cromwell, Clyde, Ranfurly, Roxburgh, and Pisa Village schemes. It will also be required at peak times on the Omakau/Ophir and Naseby schemes. The most cost-effective long-term and the lowest-risk option is to install continuous monitoring devices.

 

The cost of adding continuous monitoring to the Council’s water schemes is estimated to be around $600,000 and is recommended to be funded from the existing renewal budgets. This work requires specialist equipment and installation, and it is proposed to procure this separately rather than including it within the scope of the existing Operations and Maintenance Contract.

 

Growth Pressures

Council charges development contributions to invest in upgraded infrastructure to meet the demands of growth. This is consistent with Council’s Development and Financial Contributions Policy. Development contributions are then used to pay for historical and future capital works.

 

A projected district population growth rate of 1.7% per annum was adopted based on the 2020 growth projections which were updated to reflect the expected impact of the Covid-19 pandemic.  This rate was used for the Development and Financial Contributions Policy and informed timing of capacity related projects in the 2021 LTP.

 

The growth projections were reviewed and updated in 2022 to prepare for the 2024 LTP. The average population growth across the district since 2013 has been 3.7%.  This has led to development contributions income tracking higher for some schemes when compared to budget.

 

The accelerated growth will impact on infrastructure capacity, particularly in Cromwell. The proposal is to accelerate some of the growth-funded projects that were in years 4 and 5 of the LTP to utilise projected development contribution balances prior to 30 June 2024. These projects are also forecast to cost more than originally budgeted for, and the development reserves can be used to fund the increased cost of the growth component.  This will ensure that the development contributions reserve is used to fund growth-related projects on the scheme the contributions were levied on.

 

Current development information and contributions assessments have been used to forecast income to 30 June 2024. It is difficult to reliably estimate this income as timing of development projects is difficult to predict. The forecast is based on current development contributions assessments and does not include future applications that may come online prior to 30 June 2024. Council staff will be monitoring this closely for changes.

 

Actual 2022/23 development contribution income is shown in the following table:

 

 Scheme

2022/23
Total
Revised
Budget

2022/23
YTD
Actuals
December

Wastewater

 

 

Alexandra and Clyde

(321,393)

(81,970)

Cromwell

(424,683)

(1,099,795)

Naseby

(6,320)

0

Omakau

(8,578)

(5,090)

Ranfurly

(2,864)

(1,384)

Water

 

 

Alexandra and Clyde

(663,263)

(62,786)

Cromwell

(371,698)

(1,265,380)

Naseby

(7,524)

(5,148)

Omakau

(23,014)

(25,173)

Ranfurly

(9,209)

(11,782)

Total Income

(1,838,545)

(2,558,508)

 

 

The income above the budget will increase the development contribution reserves. A summary of the development contributions reserves and estimated changes to 30 June 2024 can be found in the table below:

 

30 June 22 Reserve (Surplus)/ Deficit

2022/23 Estimated (Increase)/ Decrease

2022/23 Estimated Reserve (Surplus)/ Deficit

2023/24 Estimated (Increase)/ Decrease

2023/24 Estimated Reserve (Surplus)/ Deficit

Wastewater

Alexandra and Clyde

32,421

244,710

277,131

142,925

420,056

Cromwell

(1,991,269)

(1,155,932)

(3,147,201)

(460,486)

(3,607,687)

Naseby

4,935

6,129

11,064

(17,667)

(6,603)

Omakau

(68,655)

(1,726)

(70,381)

10,574

(59,807)

Ranfurly

3,055

2,620

5,675

32

5,707

Roxburgh

44,218

(826)

43,392

(1,363)

42,029

Water

Alexandra and Clyde

122,606

543,548

666,154

492,839

1,158,993

Cromwell

(275,911)

(1,398,387)

(1,674,298)

(658,701)

(2,332,999)

Naseby

12,621

4,596

17,217

(21,004)

(3,787)

Omakau

(137,385)

(20,767)

(158,152)

30,157

(127,995)

Patearoa

1,112

(8,523)

(7,411)

2

(7,409)

Ranfurly

45,696

7,444

53,140

(2,017)

51,123

Roxburgh

111,325

(5,200)

106,125

(3,733)

102,392

 

The following graphs compare the budgeted income from development contributions to forecasted income.

 

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Procurement

Council considered a report on procurement of design consultants on 11 August 2021. Council resolved to:

 

A.      Receives the report and accepts the level of significance and notes that resolutions B-G are consistent with Council’s procurement policy

B.      Approves the direct appointment of Stantec for the provision of technical services for water and wastewater for the 2021-24 Long Term Plan period for Cromwell, Vincent and Maniototo areas.

C.      Approves the direct appointment of Fluent Solutions for provision of technical services for water and wastewater for the 2021-24 Long Term Plan period for the Teviot area.

D.      Approves the direct appointment of Beca for provision of technical services for water and wastewater for the 2021-24 Long Term Plan period for the Maniototo area, and reticulation renewals and operational support as required.

E.      Approves the direct appointment of Beale Consulting for the provision of technical services for resource consent applications for the 2021-24 Long Term Plan period.

F.      Approves the direct appointment of Rationale for the provision of strategic planning support for the 2021-24 Long Term Plan period.

G.      Approves the direct appointment of Mott MacDonald for hydraulic modelling for the 2021-24 Long Term Plan period.

 

The direct appointment of consultants is allowing the design work to commence without delay and reduces the time to get projects to construction.   Fluent Solutions were unable to undertake design work for the Teviot area due to other work commitments, and this work has been split between Stantec and Beca.

 

Procurement for construction for much of the construction work still needs to be undertaken. Council’s Procurement Policy typically requires an open market tender for expenditure over $200k. It is proposed that a tender is prepared and put to market for the following projects:

 

(a)     Wastewater Generators

(b)     Water Pipe Renewals

(c)     Cromwell Water Rising Main

(d)     Lake Roxburgh Village Wastewater Treatment Plant Upgrade

(e)     Wastewater Pipe Renewals

(f)      Bridge Hill Water Main

(g)     Cromwell Water Treatment Plant

(h)     Supply and Installation of Continuous Monitoring Devices

(i)      Roxburgh Wastewater Treatment Plant Sludge Removal

 

Several of the minor capital works projects are within the scope of the existing Waters Operations and Maintenance Contract. This program includes reactive renewals, planned renewals on fixtures and plant, and some minor improvements work. This work will continue to be delivered throughout the 18-month period alongside the above projects.

 

Work within the scope of the maintenance and operations contract includes:

 

·        Valve Upgrades

·        Backflow Prevention

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

·        Reactive Water Pipe Renewals

·        Water Plant Renewals

·        Water Point Renewals

·        Dunorling Street Wastewater Pumpstation Storage Upgrade

·        Earnscleugh Road Wastewater Pumpstation Upgrade

·        Reactive Wastewater Pipe Renewals

·        Wastewater Plant Renewals

·        Wastewater Point Renewals

 

 

4.       Financial Considerations

 

The proposed capital works program is utilising the existing year 2 and 3 budgets (including carry forwards from year 1) and forecast accumulated reserves. There is no additional funding required to complete this program of work.

 

Bringing forward $500,000 operating funding for the sludge removal at Roxburgh Wastewater Treatment Plant from 2025/26 will require additional debt funding. This will incur interest either through internal or external loans. Given the timeframe to transition this is expected to have minimal impact on the operational wastewater budgets as the loan term would be short. The latest interest rate confirmation from LGFA for a fixed-term loan was 5.3610% as at 4 January 2023. This is likely to increase should the Reserve Bank continue to increase the Official Cash Rate. 5.3610% of $500,000 is $26,805 per annum.

 

 

 

 

 

 

 

5.       Options

 

Option 1 – (Recommended)

 

Approve the proposed revisions to the Three Waters capital works program to 30 June 2024 and the procurement of the following projects by tender:

 

(a)  Wastewater Generators

(b)  Water Pipe Renewals

(c)  Cromwell Water Rising Main

(d)  Lake Roxburgh Village Wastewater Treatment Plant Upgrade

(e)  Wastewater Pipe Renewals

(f)  Bridge Hill Water Main

(g)  Cromwell Water Treatment Plant

(h)  Supply and Installation of Continuous Monitoring Devices

(i)   Roxburgh Wastewater Treatment Plant Sludge Removal

 

Approve bringing forward $500,000 of operational expenditure to fund sludge removal at the Roxburgh Wastewater Treatment Plant ponds from 2025/26.

 

Advantages:

 

·        The capital budget that is budgeted for the district is spent in this district prior to transition.

·        Work continues in the local market in the lead-up to transition to ensure the local market impact of transition is minimised.

·        The proposed program has been put together based on deliverability which gives a much greater likelihood of delivery of the program.

·        Procurement can occur quickly making it more likely the projects will be delivered.

·        Improved compliance at the Roxburgh Wastewater Treatment Plant.

·        Council will meet its new legislative requirements to continuously monitor its water schemes.

·        Council goes into transition having delivered as much work as possible for its community, with improved compliance leves, and having adequately scoped projects to be delivered under the new Water Services Entity in 2024 and beyond.

 

Disadvantages:

 

·        Some projects of high importance will be delayed until post-transition.

·        The program is ambitious and could put added pressure on already high staff workloads.

 

Option 2

 

Approve the proposed Three Waters capital works program to 30 June 2024 with amendments and approve the procurement of the relevant projects by tender.

 

Approve pulling forward $500,000 of operational expenditure to fund sludge removal at the Roxburgh Wastewater Treatment Plant ponds from 2025/26 and offset this by spending $500,000 less on wastewater capital works.

Advantages:

 

·        Offsetting the $500,000 operational budget increase by a reduced capital works program would result in less deficit on the wastewater reserve accounts.

 

 

Disadvantages:

 

·        Changes to the proposed program will be difficult to deliver in the 18-month timeframe prior to transition.

·        High likelihood of non-delivery of the program.

·        The wastewater capital works program budgets are already tight with considerable work required to meet operational and compliance needs.  Reducing the existing capital budget by $500,000 would mean high priority improvements or renewals would need to be deferred.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities by completing as much Three Waters infrastructure work as possible prior to transition to benefit the community.

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

Yes. Projects were included in the 2021 LTP. The proposed program only changes the timing of projects currently within the first 5 years of the 2021 LTP based on expected delivery timeframes. Council staff have included the projects that are not expected to be completed prior to 30 June 2024 in the 2024 capital works plan provided to the National Transition Unit.

 

The Cromwell wastewater treatment plant project that is added to improve capacity at the plant, and be funded from development contributions includes work that would be required as a pre-cursor to the nitrogen removal upgrade programmed in 2028/29.  This will improve capacity in the short term while longer term improvements are investigated.

Considerations as to sustainability, the environment and climate change impacts

This decision has no adverse sustainability impacts, and will improve environmental outcomes at wastewater sites.

 

Risks Analysis

There is a substantial risk of not delivering the original LTP years 1-3 program of work as several projects are undergoing business cases to ensure the right solution is being implemented. This means that construction is unlikely to occur on these projects in the 18-month period to 30 June 2024. The proposed program considers what can be delivered within the timeframe with remaining work to be programmed from 2024 onwards.

Significance, Consultation and Engagement (internal and external)

All the projects were consulted on during the LTP process, and only the timing of individual projects has been changed within the first 5 years based on deliverability. Growth related work programmed in year 8 for the Cromwell Wastewater treatment plant is also accelerated using development contribution funding.

Water Services Entities Bill, Schedule 1, Sub-part 4

This decision relates to, or may affect, the provision of water services.  While it does not result in a formal amendment to a LTP, it does result in changes in the timing of projects within the LTP and the procurement processes will result in council entering into several contracts.  For these reasons this decision will be subject to Department of Internal Affairs oversight under sub-clause 22 of Schedule 1, Sub-part 4.

 

 

 

7.       Next Steps

 

Council staff will refer the decision to the Department of Internal Affairs for confirmation, and if confirmed, will progress the approved program to 30 June 2024 and procure the relevant contracts by open tender.

 

 

8.       Attachments

 

Appendix 1 - Three Waters Forward Work Program to 30 June 2024  

 

Report author:

Reviewed and authorised by:

 

 

Chantal Green

Julie Muir

Infrastructure Finance Officer

Three Waters Director

10/01/2023

16/01/2023

 

 


Council meeting

25 January 2023

 



 


25 January 2023

 

23.1.5         Roading Bylaw Update

Doc ID:      613748

 

1.       Purpose of Report

 

To consider proposed amendments to the Roading Bylaw and approve public consultation of the bylaw.

 

Recommendations

That the Council

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

B.      Notes the proposed addition of restrictions relating to parking of vehicles on footpaths and cycle paths.

C.      Notes the proposed amendments to the Roading Bylaw parking infringement fees.

D.      Approves the proposed updates to the Roading Bylaw and Statement of Proposal for public consultation.

 

2.       Background

 

The current Roading Bylaw was adopted on 18 November 2020. This bylaw was developed following a review of the 2015 Roading Bylaw which recommended several minor amendments designed to modernise and simplify the existing bylaw.

 

Community boards considered proposed changes to parking restrictions in June/July 2020 and their recommendations were incorporated into the Roading Bylaw 2020. The Council approved consultation on the draft bylaw following the special consultative procedure.

 

The additional restrictions included in the 2020 update were:

·    Alexandra

Dunorling Street: P120 – two parks beside Feron Motor Court

§ Issues have arisen with vehicles parking here all day reducing the availability of customer parking.

Tarbert Street: Accessibility park – beside Tarbert Street Dental Surgery

§ This area currently has P120 restrictions in place; however, parks are often full. This can create difficulty for visitors to the dental surgery who have accessibility requirements in locating a park.

·    Clyde

Lodge Lane: P120 for full length of the road

Holloway Street: P120 from Naylor Street to the Eade Gallery

§ There is a high demand for short-term parking in the historic precinct. Extending parking restrictions onto Lodge Lane and a section of Holloway Street would encourage workers to park further away and improve customer accessibility to the businesses in the precinct.

·    Cromwell

Murray Terrace: P120 – two parks beside Edinburgh Realty

§ Issues have arisen with vehicles parking here all day, reducing the availability of customer parking.

 

Consultation on the draft bylaw opened on 27 August 2020 and closed on 30 September 2020. Submissions were called for both online via the Council’s website and Facebook page as well as through advertisements in both the Otago Daily Times and the Central Otago News. Copies of the draft bylaw and statement of proposal were also made available in all council service centres and libraries.

 

 

3.       Discussion

 

An update to the Roading Bylaw 2020 is proposed to make two amendments.

 

The proposed amendments are to:

1.   Restrict parking on footpaths and cycle paths.

2.   Alignment of parking enforcement fees to the Land Transport (Offences and Penalties) Regulations 1999.

 

Both amendments are discussed in detail below and are presented for comment in the statement of proposal.

 

Parking Restrictions

 

The current Roading Bylaw 2020 restricts parking on verges, however, does not refer to or parking on footpaths or cycle paths.

 

122. Parking on Verges

122.1 A person must not stop or park a vehicle on a grass or cultivated verge which forms part of any land that forms part of the road reserve or which has been designated as a local purpose reserve, recreation reserve under the Central Otago District Plan.

122.2 The Council may by resolution exclude certain areas from the application of clause

 

The Land Transport (Road User) Rule 2004 specifies no person may park on a footpath or cycle path.

 

It is proposed an addition to Council’s Roading Bylaw is made to reflect this rule.

 

Proposed addition:

 

Parking on Footpaths

         No person may stop, stand or park any vehicle on a footpath or on a cycle path.

 

If, as a result of stopping, standing, parking or traversing where there is no vehicle crossing over a footpath, damage is caused to the footpath the person in charge of the vehicle causing the damage may be required to pay for repair of the damage to the satisfaction of Council.

 

Under the Land Transport (Road User) Rule 2004 parking on footpath or cycle path may result in a fixed infringement of $40.

 

Parking Enforcement Fees

 

An update of the Roading Bylaw 2020 is proposed to align to the fines listed in the Land Transport (Offences and Penalties) Regulations 1999. This graduated scale of fines reflects the offence and alignment to the Land Transport (Offences and Penalties) Regulations 1999 is the method used by other councils when making a bylaw.

 

Current Roading Bylaw:

 

Penalties

                   Any person who commits a breach of this Part of the Bylaw is deemed to have committed a stationary vehicle offence. A stationary vehicle offence is an infringement offence and the infringement fee for such offences are as follows:

Provision

Offence Type

Infringement Fee

Clause 117.1

Parking in a no parking area

$50

Clause 117.3

Breaching terms of a restricted parking area

$40

Clause 120.1

Breaching terms of restricted vehicle area

$40

Clause 121.1

Breaching the parking requirements for vehicles

$20

Clause 121.2

Parking a vehicle other than the specified type of vehicle in a restricted vehicle parking area

$40

Clause 121.3

Breaching the parking requirements for a motorcycle

$20

 

Replace with:

 

                   Penalties

                   Any person who breaches this Bylaw (including and control, restriction, limitation, or prohibition under this bylaw) commits an offence under the Land Transport Act 1998, or the Local Government Act 2002 and is liable to the penalties set out in the relevant Act.

 

The fines listed in these regulations relate to breaches of certain provisions of the Land Transport (Road User) Rule 2004. The Council, as a road controlling authority, has the ability to include these rules in its bylaw and empower parking wardens to enforce them.

 

The schedule of fines contained in the Land Transport (Offences and Penalties) Regulations 1999 are listed below.

 

1.   Any parking offence involving parking on a road in breach of a local authority bylaw, in excess of a period fixed by a meter or otherwise, where the excess time is:

Not more than 30minutes                                                $12*

More than 30 minutes but not more than 1 hour                      $15*

More than 1 hour but not more than 2 hours                            $21*

More than 2 hours but not more than 4 hours                          $30*

More than 4 hours but not more than 6 hours                          $42*

More than 6 hours                                                                     $57*

*or such lesser amount as fixed by the local authority

 

 

2.   Parking on or within 6 meters of an intersection                                   $60

3.   Parking on or near a pedestrian crossing                                             $60

4.   Parking on broken yellow lines                                                              $60

5.   Double parking                                                                                      $60

6.   Inconsiderate parking                                                                            $60

7.   Parking on a clearway                                                                           $60

8.   Parking on a bus-only lane                                                                    $60

9.   All other parking offences                                                                     $40

 

 

Section 155 determination

 

Section 155 of the Local Government Act 2002 requires the Council to determine both whether a bylaw is the most appropriate and proportionate way to address the perceived problems, and that it is consistent with the New Zealand Bill of Rights Act 1990.

 

The Roading Bylaw supports the Roading Policy to ensure the Council can achieve its vision of a safe, efficient and fully-accessible transportation network by managing activities of landowners and individuals when these affect the operation of the road network. The bylaw allows the Council to manage issues which may arise in relation to activities on or near roads. These issues are numerous and reflect the diverse nature of Central Otago’s roading network. They include things such as stock crossings, parking restrictions and dust suppression.

 

In making a determination under section 155 of the Local Government Act, the Council must consider what other options are available to meet its objectives and remedy the perceived issues. Other options open to the Council to address the matters contained in the Roading Policy and contemplated by this bylaw could include relying on the Roading Policy or turning to legislation and the common law.

 

Using a policy-only approach could allow for promoting greater education and compliance without resort to fines. A system of permits could exist for some activities under a policy and costs could still be recovered through amendments to the Council’s Fees and Charges. However, this mechanism would not allow the Council to respond to all the issues identified in the Roading Policy and under the previous bylaw. Stationary vehicle offences, for example, which are prescribed by the Land Transport Act 1998, could not be responded to through the use of a policy alone. Given that parking issues are one of the major sources of discontent regarding roading issues, a policy-only approach would not fully meet the objectives of the Roading Policy and is not recommended.

 

Allowing roading activities to only be governed by legislation and common law is not advisable. The Land Transport Act is considered ill-equipped to accommodate the needs of the Central Otago roading network and only prescribes at the highest level the matters which a local authority may regulate. This approach would be solely reliant on the police for monitoring and compliance and would fail to provide the flexibility needed to respond to small scale issues concerning activities near roads.

 

Continued growth within Central Otago contributes to an increased amount of traffic on local roads and demand for parking spaces in towns. A roading bylaw continues to be the most appropriate and proportionate mechanism of responding to roading-related problems and accommodating residents and visitors to Central Otago. It best allows the Council to meet its aims in providing a safe, efficient, and effective roading network.

 

The Roading Bylaw has only minor implications relating to freedom of movement under section 18 of the New Zealand Bill of Rights Act 1990. The bylaw contains restrictions on where people can park and for how long. Such restrictions are considered a justifiable limitation under section 5 of the Act and are consistent with judicial precedent and the practice of the majority of other New Zealand Councils.

 

4.       Financial Considerations

 

The update to the bylaw and subsequent consultation will have minimal cost and can be accommodated within existing budgets.

 

Funding of $2,500 per annum is currently allocated through the Long Term Plan for parking enforcement with income received through infringements offsetting additional expenditure. Income from infringements will offset further parking enforcement over and above the $2,500 allocation.

 

The implementation of new technology will enable more efficient issuing and processing of parking infringements. The technology will also ensure statutory timeframes are met with reminder notices sent on time and any unpaid fines are automatically lodged with the court.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Approve the updated Roading Bylaw to be released for public consultation.

 

Advantages:

 

·        The public have an opportunity to provide feedback on the proposals.

·        Provides an opportunity for the current bylaw to be improved.

·        Those who only breach a parking restriction by a small amount pay an appropriate fine.

·        Parking restriction fees align to other councils throughout New Zealand.

·        Parking restrictions on footpaths and cycle paths can be enforced with infringements issued if required.

 

Disadvantages:

 

·        May require more active parking enforcement by parking wardens.

·        May result in lower income if lower parking restriction breaches are minor.

 

Option 2

 

Decline to approve the Roading Bylaw be released for public consultation.

 

Advantages:

 

·        No consultation costs are incurred.

 

Disadvantages:

 

·        Parking enforcement fee structure may be legally challenged.

·        Parking on footpaths and cycle paths is a problem in some areas.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of the community through inviting public comment on the proposed bylaw.

AND

This decision supports the current and future economic well-being of communities by improving access to local businesses and facilitating a high quality roading network.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

Yes, the proposed amendments are consistent with other existing plans and policies.

 

Considerations as to sustainability, the environment and climate change impacts

Additional parking restrictions may alter vehicle travelling distances, but the impact on the environment would be negligible. Parking enforcement restrictions may promote walking or cycling to locations with restrictions.

Risks Analysis

 

There are no significant risks to Council associated with the proposal.

 

Significance, Consultation and Engagement (internal and external)

 

Amendments to the Roading Bylaw, particularly parking restrictions, have the potential to generate significant public interest. Public engagement will occur in accordance with the special consultative procedure outlined in section 83 of the Local Government Act 2002.

 

 

 

7.       Next Steps

 

1.   Roading Bylaw approved for public consultation.

2.   30/01/2023 - 27/02/2023 public consultation period.

3.   19/04/2023 - Council considers written submissions and hears any oral submissions. Council may choose to adopt the bylaw if submissions can be dealt with on the day; or

4.   31/05/2023 - Council adopts revised bylaw.

5.   Submitters notified of decision and copy of bylaw lodged with the Minister of Transport following adoption.

 

Note: The Land Transport Act requires all bylaws made under the Act to be lodged with the Minister who has the power to amend, replace or disallow provisions of a bylaw in limited circumstances.

 

 

8.       Attachments

 

Appendix 1 - Roading Bylaw 2023 - Statement of Proposal

Appendix 2 - Roading Bylaw 2023  

 

Report author:

Reviewed and authorised by:

 

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Quinton Penniall

Louise van der Voort

Infrastructure Manager

Group Manager - Planning and Infrastructure

12/01/2023

16/01/2023

 

 


Council meeting

25 January 2023

 



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Council meeting

25 January 2023

 



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25 January 2023

 

23.1.6         Bridge 93 - Emergency Works Funding

Doc ID:      613931

 

1.       Purpose of Report

 

To consider funding options for emergency works on Bridge 93 (St Bathans Loop Road).

 

Recommendations

That the Council

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

B.      Approves $103,986 of funding from the Emergency Event Reserve (1750264028) for repair of Bridge 93 following the rainfall event.

 

 

2.       Background

 

Bridge 93 is located on St Bathans Loop road 6.8km from the intersection of Wedderburn-Becks Rd (SH85).

 

Figure 1: Bridge 93 Location

The bridge is a two-way, 12 metre long structure crossing Mata Creek. It is constructed of reinforced concrete tee beams, a concrete deck, concrete abutments and concrete rails. It was built in approximately 1940.

Figure 2: Bridge 93 St Bathans Loop Road

Following two heavy rainfall events during July and August 2022 Bridge 93 experienced significant erosion of the (highly erodible) mudstone layer around the bridge abutments.

 

Otago Regional Council rainfall records for the Danseys Pass area shows two 1 in 10-year rainfall events occurred within a fortnight of each other. The first rainfall event occurred on 19 July 2022. Rain caused rivers to run at high levels for extended periods of time. River flows were further contributed to by significant snow melt.

 

Almost half of the true right (left side of Figure 3) abutment was undermined with no piles supporting the abutment.

 

Figure 3: Bridge 93 (2022 damage)

Following inspection by a specialist bridging engineer a speed restriction of 30 kph was placed on the bridge and it was closed to all vehicles exceeding 5 tonne gross. 

 

Temporary work to minimise further damage was completed by Fulton Hogan. A engineering solution to stabilise the bridge and provide ongoing protection was completed in collaboration with Fulton Hogan and Stantec. 

 

 

3.       Discussion

 

The cost of responding to the event and subsequent repair are summarised in the table below.

 

Phase

Forecast Cost

Emergency Response Work

$67,070

Emergency Repair Work

$140,146

Road Safety Audit

$5,000

TOTAL

$212,216

 

 

Waka Kotahi New Zealand Transport Agency (Waka Kotahi) emergency funds are subsidised at 51% up to the value of 10% of Councils approved annual spend ($6.85M). Any costs beyond this threshold are eligible for 71% subsidy.

 

The application to Waka Kotahi for emergency works funding for the work required as a result of this weather event has been approved subject to Council confirming local share is available.

 

Subsidy

Amount

Waka Kotahi Share

Council Share

51%

$212,216

$108,230

$103,986

 

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

Bridges are not insured and are an essential service.

 

 

4.       Financial Considerations

 

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

 

The current balance of the roading emergency reserve account is $421,127 in deficit.  If the initial repair work is funded from this account then it will place this account in deficit by $525,113.

 

An alternative funding mechanism would be to use local share funding Waka Kotahi declined as part of the 2021-24 Long Term Plan.

 

Council approved a $6,452,000 roading improvement programme in the 2021-24 Long Term Plan to be subsidised from the Waka Kotahi low cost low risk work category.  The expectation was that Waka Kotahi would provide a subsidy of 51% ($3,290,520) with Council funding the remaining 49% ($3,162,480).

 

As Waka Kotahi did not approve all of the requested programme, a local share (49%) is available to be used for unsubsidised improvements to a total value of $1,034,880. A report to the 1 June 2022 Council meeting approved an unsubsidised improvement of $400,000 for the seal extension of Cornish Point Road. The remaining $634,880 of the unsubsidised improvements programme for 2023/24 is to be reconsidered in June 2023. Unsubsidised funding of $530,894 would still be available for consideration in June 2023.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Fund the Council share of $103,986 of the Bridge 93 emergency work costs from the Roading Emergency Reserve account (1750264028).

 

Advantages:

 

·        Costs will be allocated specifically to a roading account.

·        Consistent with funding approach taken with January 2021 flooding emergency works.

·        Maximises Waka Kotahi contribution to Council.

 

Disadvantages:

 

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

 

 

 

Option 2

 

Fund the Council share of $103,986 of the Bridge 93 emergency work costs from the local share of Council’s unsubsidised roading improvement programme.

 

Advantages:

 

·        Value for money as otherwise unsubsidised funding will receive subsidy.

·        Will not place emergency works account into further deficit.

·        Maximises Waka Kotahi contribution to Council.

 

Disadvantages:

 

·        Other improvement projects will not occur as a result of funding being allocated to emergency works.

 

Option 3

 

Fund the Council share of $103,986 of the Bridge 93 emergency work costs from existing bridging budgets.

 

Advantages:

 

·        Nil

 

Disadvantages:

 

·        Existing bridge maintenance budget will be fully utilised.

·        All further maintenance work (on all bridges) will need to be deferred to 2023/24.

·        Waka Kotahi have agreed to fund 51% of emergency works therefore utilising already subsidised funding does not deliver value for money.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities.

 

AND

 

This decision promotes the (social/cultural/economic/environmental)  wellbeing of communities, in the present and for the future by funding the repair of a damaged structure.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

No, emergency events such as this cannot be planned for and is not consistent with any Council policy or plan.

 

 

Considerations as to sustainability, the environment and climate change impacts

 

There are no implications of this decision.

 

Risks Analysis

There are no substantial risks associated with this decision, however there is always the risk of another unforeseen weather event at any time

 

Significance, Consultation and Engagement (internal and external)

This decision does not trigger any significance thresholds.  Council finance staff have been consulted in the preparation of this report.

 

 

 

7.       Next Steps

 

Seek reimbursement of $108,230 (51%) share of repair costs from Waka Kotahi for bridge 93 emergency works. 

 

 

8.       Attachments

 

Nil

 

Report author:

Reviewed and authorised by:

 

 

 

 

Quinton Penniall

Louise van der Voort

Infrastructure Manager

Group Manager - Planning and Infrastructure

16/01/2023

17/01/2023

 

 


25 January 2023

 

23.1.7         Policies Policy

Doc ID:      606569

 

1.       Purpose of Report

 

To consider adopting the Policies Policy.

 

Recommendations

That the Council

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

B.      Adopts the Policies Policy for a three-year period.

 

Background

 

Significant work took place in the 2019-2022 term with the Audit and Risk Committee to strengthen and develop policy systems and processes.

 

Outputs included:

 

·        The creation of a Policy and Strategy Register with regular reporting to the Audit and Risk Committee

·        The development of a legislative compliance register with regular annual reporting to the Audit and Risk Committee

·        Lifting policy performance to improve compliance with targeted timeframes

·        The development of a standardised policy template

·        Redevelopment of the Policy and Strategy Register to provide clearer detail and accountability

·        Setting targets for policies, including timeframes for renewal and compliance targets.

 

 

3.       Discussion

 

The Policies Policy (the Policy) formalises these arrangements to set expectations and provide a consistent approach to the development, approval, implementation, and revision of policy documents.

 

It is accompanied by further internal initiatives, including the creation of an intranet page, to ensure all staff are aware of policy expectations, and to support the approximately 32 staff whose roles require direct participation in the creation or maintenance of policy documents.

A separate policy or manual will be developed regarding bylaws.

 

Compliance target

 

The Policy sets the ‘compliance target’ that measures the proportion of policies that are operational against those that have expired.

This performance is measured annually at the end of the financial year and reported on to external auditors through the audit process.

 

The performance is also measured prior to each Audit and Risk Committee for reporting within the Policy Register.

 

This target has previously been set at 80%.

 

Revision timeframes

 

The following timeframes are in place for the revision of the respective types of policy document:

·    Bylaws – 5 years

·    Policies – 3 years

·    Plans – 5 years

·    Strategies – 5 years

·    Procedures, processes, and guidelines – 5 years

 

These timeframes are consistent with the previous term. The following exceptions apply:

·    Longer timeframes may apply for policies tied directly to legislation

·    Community-owned policy documents

·    Plans and policies in joint administration with other councils

·    Reserve Management Plans

 

Closing and archiving policies

 

No current process exists for retiring a policy that is no longer required. The Policy specifies that the body who approved a policy must approve its retirement.

 

Audit and Risk Committee recommendations

 

The Policies Policy was presented to the 15 December 2022 meeting of the Audit and Risk Committee. The Committee recommended the following:

 

·        Adjustment to text explanation of a policy

·        Addition of responsibility for maintaining the Policy and Strategy Register

 

          These adjustments have been made. The Policy now seeks adoption for a three-year period.

 

 

4.       Financial Considerations

 

There are no direct financial considerations.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Adopt the Policies Policy for a three-year period.

 

Advantages:

 

·        Consistent framework is in place with clear expectations for the management of Council’s policy suite.

·        Increased level of compliance with legislative requirements.

 

Disadvantages:

 

·        No disadvantages.

 

Option 2

 

Do not adopt the Policies Policy

 

Advantages:

 

·        No advantages.

 

Disadvantages:

 

·        No clear framework or expectations for the management of policies. Risk of policies slipping out of compliance.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the wellbeing of communities, in the present and for the future by ensuring appropriate and consistent processes are in place to respond to and manage community issues and concerns.

 

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

The Policy provides further consistency across all future plans and policies.

 

Considerations as to sustainability, the environment and climate change impacts

 

No direct environmental or climate impacts.

 

Risks Analysis

 

There are no risks associated with the adoption of the Policy. There is some risk, related to the expiration or mismanagement of policies, that this Policy seeks to manage.

 

Significance, Consultation and Engagement (internal and external)

Consultation is not required under the Significance and Engagement Policy.

 

 

 

7.       Next Steps

 

The Policy would be adopted for a three-year period.

 

A separate Bylaw Manual or Policy will be developed and discussed with the Audit and Risk Committee in 2023.

 

 

8.       Attachments

 

Nil

 

Report author:

Reviewed and authorised by:

 

 

Alix Crosbie

Dylan Rushbrook

Senior Strategy Advisor

Group Manager - Community Vision

16/12/2022

11/01/2023

 

 


25 January 2023

 

23.1.8         Fraud, Bribery and Corruption Policy

Doc ID:      606564

 

1.       Purpose of Report

 

To consider readopting the updated Fraud, Bribery and Corruption Policy.

 

Recommendations

That the Council

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

B.      Adopts the updated Fraud, Bribery and Corruption Policy for an additional two years, with a review to take place in January 2024.

 

2.       Background

 

The Fraud, Bribery, and Corruption Policy sets a zero-tolerance approach to acts of dishonesty or unlawful gain and provides a framework outlining how any incidents will be managed.

 

It was adopted in May 2020 and is reviewed annually to align with best practise advice from the Office of the Auditor General.

 

The Policy was last adopted in January 2022. It will seek readoption at the January 2023 Council meeting.

 

Legal requirements for fraud prevention, drawn from Office of the Auditor General advice, include:

 

·    A clear and visible commitment from senior management towards fraud prevention and a zero tolerance to fraud.

·    A sound policy framework and, underneath this, policies that provide clear and concise guidance to all staff on fraud and fraud-associated matters and outline clear roles and responsibilities for fraud prevention.

·    Established and well-controlled processes and systems that reduce the risk of fraud occurring to a minimum.

·    Fraud specific procedures that allow for the identification, collation and reporting of instances of fraud and the ongoing monitoring of remedial actions arising from such instances.

·    Fraud awareness-raising activities and training (in ethics or code of conduct, privacy principles, fraud control activities).

 

 

3.       Discussion

 

The Policy was reviewed in November 2022 by the Senior Strategy Advisor. The review included consideration of the practical application of the policy, and legislative updates.

 

Minor updates have been made, including:

 

·    Updating references to the Protected Disclosures (Whistleblowers) Act 2022

·    Updating references to internal policy changes, most notably the Performance Management Policy that replaced House Rules

·    Updating the Fraud Control Officer duties to sit with the General Manager – Business Support

·    Changing the reporting requirements for suspected fraud to the General Manager – People and Culture or the General Manager – Business Support. The previous policy referenced ‘their manager’.

·    The addition of the Procurement Policy as a related document.

·    Simplifying some language changes.

 

The following additional recommendations have been made:

 

·    General Manager – Business Support to undertake a review of the Fraud, Bribery and Corruption Process

·    An internal update will be made to all staff as a reminder of the policy and the provisions contained within

 

Feedback was sought from the 15 December 2022 Audit and Risk Committee meeting. The Committee recommended:

 

·        Adjustment to wording around complaints relating to the Chief Executive to ensure these were investigated by the independent agency

·        Clarification that complaints about the Chief Executive would not be reported to the Chief Executive

·        Clarifying wording in the ‘Outcomes’ section

·        Minor grammatical adjustments

 

All recommendations have been adjusted. The Committee recommended Council adopt the updated Fraud, Bribery and Corruption Policy.

 

The policy now seeks adoption for two years, with a review to take place after twelve months. This is to ensure the policy remains in place and active throughout the review process.

 

 

4.       Financial Considerations

 

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

 

 

5.       Options

 

Option 1 – (Recommended)

 

Readopt the Fraud, Bribery and Corruption Policy for a further two years, with a review after one year.

 

Advantages:

 

·        Updated policy in place to provide appropriate guidance on managing dishonesty, and to protect both community assets and Council’s reputation.

 

 

Disadvantages:

 

·        No disadvantages.

 

Option 2

 

Do not readopt the Fraud, Bribery and Corruption Policy.

 

Advantages:

 

·        No advantages.

 

Disadvantages:

 

·        Existing Policy will lapse

·        No policy in place to manage dishonesty and protect both community assets and Council’s reputation.

·        Risk of non-compliance with relevant legislation.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the wellbeing of communities, in the present and for the future by ensuring appropriate processes are in place to prevent and manage instances of dishonesty.

 

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

The Policy is consistent with all other plans and policies, including the Performance Management Policy, Procurement Policy, Protected Disclosures (Whistleblowing) Policy, and Sensitive Expenditure Policy.

 

Considerations as to sustainability, the environment and climate change impacts

 

No environmental or climate impacts.

 

Risks Analysis

 

There are no risks associated with the adoption of the Policy. There are significant risks to reputation an incident were to occur without the appropriate framework in place.

 

Significance, Consultation and Engagement (internal and external)

 

Consultation is not required under the Significance and Engagement Policy.

 

 

 

7.       Next Steps

 

The Policy will be in place for two years, with a review in January 2024.

 

 

8.       Attachments

 

Appendix 1 - Fraud, Bribery and Corruption Policy  

 

Report author:

Reviewed and authorised by:

 

 

Alix Crosbie

Dylan Rushbrook

Senior Strategy Advisor

Group Manager - Community Vision

16/12/2022

11/01/2023

 

 


Council meeting

25 January 2023

 






 


25 January 2023

 

 

23.1.9         Closed Circuit Television Policy

Doc ID:      565417

 

1.       Purpose of Report

 

To consider adopting the Closed-Circuit Television Policy.

 

Recommendations

That the Council

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

B.      Adopts the Closed-Circuit Television Policy

C.      Authorises the Chief Executive to develop and manage a Memorandum of Understanding with the New Zealand Police relating to CCTV footage access and use.

 

2.       Background

 

Council has had Closed-Circuit Television (CCTV) cameras in place at Molyneux Pool since 2017. The Molyneux Pool CCTV Policy lapsed in 2021.

 

There have been increasing requests across the organisation to install further CCTV cameras to deter vandalism and damage and assist in law enforcement purposes when it occurs. This is in response to an increase in incidents.

 

Rather than writing individual policies for each camera, as had occurred previously, it is proposed to introduce the following:

 

·    A general CCTV Policy that sets principles and requirements for the entire CCTV network, including specifying how decisions about access to CCTV footage are determined.

·    An operational CCTV Procedure with specific information for staff, including an approvals process that ensures the Policy is adhered to.

·    A CCTV Access Log to be developed for each camera that identifies officers with access to CCTV data and records all access.

·    A Memorandum of Understanding between Council and the New Zealand Police that sets how access will be granted and expectations for use of the footage

 

The Local Government Official Information and Meetings Act 1987 includes provisions around providing individuals access to any of their data held by Council. CCTV footage is generally considered part of this data.

 

The Privacy Act 2020 is also relevant, with considerable implications for the operation of a CCTV network.

 

 

 

 

3.       Discussion

 

The CCTV Policy provides guidance on the management and use of Council’s CCTV network. It ensures a consistent framework is used for all access to CCTV data, and when adding new cameras to the network.

 

The Policy was developed in a small working group including the Property and Facilities Manager, Information Services Manager, Privacy Officer, People and Culture Advisor, and the Senior Strategy Advisor.

 

The Policy is heavily linked to the Privacy Act and takes a strict approach to CCTV access. Access outside of the terms of the policy is considered Serious Misconduct and will be managed under the Performance Management Policy.

 

The Policy assigns roles to the Information Services Team, Property and Facilities Team, and People and Culture Team. These roles and functions ensure the smooth and consistent function of the network, with appropriate checks and balances. They also ensure all new cameras are consistent with the Policy and all relevant legislation.

 

It includes the following:

 

Technical considerations

 

The policy requires a technical assessment for all new equipment that ensures it is fit for purpose and secure – both physically and virtually.

 

Council has a strong Protection of Information and Information Systems standards and Cybersecurity policy suite in place that the Policy is both linked to and drawn from.

 

People and Culture considerations

 

People and Culture assess every new camera to be installed from a staff perspective. This ensures all relevant employees are consulted with the level of CCTV operation in their workplace, and all relevant employment law is followed.

 

Placement, signage, and communication

 

Guides appropriate placement of all cameras, including public notification.

 

Monitoring, storage, and access

 

Ensures all access to CCTV footage has a specific business purpose.

 

The Policy establishes three levels of permission:

 

·    CCTV Administrators with full access to CCTV camera features and programming. This role ensures the ongoing technical operation of the network and will be carried out by the Information Services team.

 

·    CCTV Operator with majority system access to export footage. This role ensures incidents can be responded to and captured, and footage provided to the Police as required. This role will be carried out by the Property and Facilities team.

 

·    CCTV View Only access to an individual camera or portion of the network. This ensures specific access can be undertaken, such as the Waste team checking footage of a set camera at a Waste Facility, for instance. This role would be set for each camera.

 

The Policy also establishes a process for the installation of a new camera, including how CCTV View Only access will be set. All requests are considered for the following:

 

·    Privacy Assessment

·    Staff Impact Assessment

·    Technical Assessment

 

Accordingly, CCTV View Only access for any new camera will be set by the following officers:

 

·    Privacy Officer and ICT Lead (currently can be carried out by one officer)

·    Property and Facilities Manager

·    People and Culture Advisor

 

CCTV View Only access can be granted to Council contractors.

 

The policy sets a maximum storage time of 30 days, with an exception allowing footage of an incident to be stored while an investigation or prosecution is underway.

 

Access by third parties

 

The Policy prevents any third-party access with the following exceptions:

 

·    Police

·    Data requested under a LGOIMA Request

·    Council contractors

 

Police accessing CCTV footage

 

Police may access CCTV footage under two types of circumstance:

 

·        When Council requests Police take action on an incident. The standard law enforcement process is followed. The Policy enables Council to record and store relevant footage and provide it to law enforcement.

·        When Police request access to CCTV footage owned by Council for law enforcement purposes. This access will be managed through a Memorandum of Understanding between Council and the New Zealand Police. The Memorandum of Understanding will be managed by the Property and Facilities Manager and Information Services Manager.

 

Council contractors

 

Where a Council facility is managed by contractors, CCTV View Only access may be provided to a contracted officer. Provisions are in place through the CCTV Procedure to manage this process.

 

Personal data requested under Local Government Official Information and Meetings Act 1987

 

All requests for data under the Local Government Official Information and Meetings Act 1987 will be managed by the Privacy Officer.

 

The Privacy Act 2020 is also applicable, protecting the data of any other individual in the footage.

 

Covert CCTV

 

No covert CCTV cameras operate in Central Otago. All CCTV cameras operate with clear notification and signage.

 

The Policy reserves the ability to use covert CCTV for short term purposes in extreme circumstances only.

 

 

4.       Financial Considerations

 

No financial considerations. The Policy introduces a framework for managing CCTV requests – existing budgeting considerations will continue to apply to each request.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Adopt the Closed-Circuit Television Policy. Authorise the Chief Executive to develop a Memorandum of Understanding with the New Zealand Police.

 

Advantages:

 

·        CCTV owned by Central Otago District Council operates through a planned and consistent network with appropriate oversight

·        Robust framework in place to ensure CCTV access had a clear business purpose and is in line with all relevant legislation

·        Clear guidance in place to assist in navigating a legally complex area

·        Increased legislative compliance

 

Disadvantages:

 

·        No disadvantages.

 

Option 2

 

Do not adopt the Closed-Circuit Television Policy.

 

Advantages:

 

·        No advantages.

 

Disadvantages:

 

·        No framework in place for the operation of CCTV by Central Otago District Council.

·        No oversight of CCTV network and risk of legislative non-compliance.

·        CCTV network develops on an ad-hoc basis.

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision promotes the economic wellbeing of communities, in the present and for the future by enabling CCTV protection of Council assets.

 

The decision promotes the social wellbeing of communities, in the present and for the future, by ensuring all relevant privacy and other protections are in place to manage the use of CCTV.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

The decision is consistent with the following existing policies and processes: Information and Records Management Policy, Privacy Policy, Performance Management Policy, Procurement Policy, Protection of Information and Information Systems suite, LGOIMA Request Policy.

 

Considerations as to sustainability, the environment and climate change impacts

 

No direct environmental or climate change impact.

 

Risks Analysis

 

The Policy seeks to manage risks associated with CCTV, including privacy, access to personal data, communication, and employee rights and concerns.

 

Significance, Consultation and Engagement (internal and external)

 

Consultation is not required under the Significance and Engagement Policy due to its operational nature. Although there is a clear public interest in CCTV, and the privacy themes underpinning it, these issues are managed in direct alignment with relevant New Zealand law. The Policy largely provides guidance and direction to staff to ensure ongoing compliance with legislation.

 

 

 

7.       Next Steps

 

The Policy is adopted and will be reviewed after three years.

 

The accompanying procedures and processes will be finalised, and all relevant staff trained or engaged.

 

A Memorandum of Understanding will be formalised between the New Zealand Police and delegated officers.

 

 

8.       Attachments

 

Appendix 1 - CCTV Policy  

 

Report author:

Reviewed and authorised by:

 

 

Alix Crosbie

Dylan Rushbrook

Senior Strategy Advisor

Group Manager - Community Vision

13/12/2022

12/01/2023

 

 


Council meeting

25 January 2023

 






 


25 January 2023

 

23.1.10       Elected Member Attendance at Two Day Training Session

Doc ID:      614681

 

1.       Purpose of Report

 

To consider authorising an overspend in order for up to five elected members to attend a two-day good governance course.

 

Recommendations

That the Council

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

B.      Agrees to allow up to five places for elected members to attend governance training.

C.      Approves those attending to be Crs Alley, Feinerman, Gillespie, Paterson and Mr Dalley.

D.      Approves an overspend up to $10,500 excluding GST to come from district reserves.

 

 

2.       Background

 

An opportunity has arisen for elected members to attend a two-day governance training in Oamaru that is being organised by Waitaki District Council. Interest was sought from councillors and chairs of the community boards.

 

 

3.       Discussion

 

Waitaki District Council is running a two-day governance training course in April 2023 for their councillors. Waitaki has extended an invitation to Central Otago District Council to send some of its elected members to be part of the training programme.

 

Day one will cover governance essentials such as governance, legal and regulatory essentials, the role of boards, culture and ethics, relationships and succession planning. Day two will cover strategy, what it is, developing a strategy and evaluation of a strategy.

 

Effective training and development of elected members is crucial to the success of the Council in particular at a time when the sector is facing unprecedented reform and workload.  This course covers critical elements of good governance and will help equip elected members with skills to assist them in making decisions on behalf of the Central Otago community. Attending the training also has the additional benefit of working alongside a neighbouring council.

 

Attendance at the training per member will cost $1,500 excluding GST. In addition, accommodation costs and associated travel costs would need to be factored in, of which up to $3,000 would be allocated.

 

 

 

 

4.       Financial Considerations

 

This would require an overspend as existing budgets will not cover the costs associated with the training, as well as accommodation and travel costs. The total costs are estimated to be $10,500 excluding GST. Anticipated costs would be the cost of the training programme, accommodation, mileage and travel related costs such as food and parking.

 

The overspend would come from district general reserves which are forecasted to finish the financial year with a $4.38M deficit.

 

 

5.       Options

 

Option 1 – (Recommended)

 

Allow an overspend and approve elected member attendance at the governance training in Oamaru.

 

Advantages:

 

·        Up to five elected members will be able to attend training

·        It is an opportunity for elected members to engage in governance training

 

Disadvantages:

 

·        A overspend is required.

 

Option 2

 

Do not allow an overspend and approve elected member attendance at the governance training in Oamaru.

 

Advantages:

 

·        Will not require an overspend

 

Disadvantages:

 

·        An opportunity for training for elected members will be lost

 

 

6.       Compliance

 

Local Government Act 2002 Purpose Provisions

This decision enables democratic local decision making and action by, and on behalf of communities by allowing training of elected members in governance and strategy.

 

Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.

 

This decision is consistent with the Elected Member Allowance and Reimbursement Policy that requires permission of the Council to send delegates to a conference or training session.

 

Considerations as to sustainability, the environment and climate change impacts

 

Elected members will need to travel to Oamaru which will have a minor impact on the environment through vehicle use.

 

Risks Analysis

 

There are no risks associated with this decision.

 

Significance, Consultation and Engagement (internal and external)

 

This decision does not trigger the Significance and Engagement Policy.

 

 

 

7.       Next Steps

 

If approved, places will be booked for the training programme as well as accommodation for delegates.

 

 

8.       Attachments

 

Nil

 

Report author:

Reviewed and authorised by:

 

 

Wayne McEnteer

Saskia Righarts

Governance Manager

Group Manager - Business Support

18/01/2023

18/01/2023

 

 


25 January 2023

 

6                 Mayor’s Report

23.1.11       Mayor's Report

Doc ID:      614281

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations

That the Council receives the report.

 

 

Welcome back to all Councillors for what is going to be a very interesting year.

 

The year started off work-wise for me on 2 January when I received an email from the Mayor of Dunedin asking that I join a call for other Mayors/Chairs in Otago and Southland for the original proposal for the new Dunedin Hospital build to be reinstated, the Government having cut back 12 beds, two operating theatres, a pavilion and an over-bridge from the original design as a measure to reduce costs in the face of increased building costs.

 

At first glance, this appeared a reasonable request.  However, I was reticent to jump on board without consulting with people closely involved in healthcare in inland Otago as I was aware that our own needs for a base hospital will become pressing in the not to distant future and wanted informed opinion on whether supporting the original plan for Dunedin Hospital could impact on that.

Most other Mayors thought the matter pressing and wanted a joint statement issued that week, while I was not willing to interrupt other folks’ holidays to discuss the matter with them.  I also did not feel the same sense of urgency the other Mayors felt, given the decision makers they were wishing to influence in Wellington would not return to their desks for some time.  My name was therefore missing from the list of Mayors supporting the call.

 

At the time of writing this report, I am yet to hear back from all the health leaders I have contacted.

 

I was interested to read comments from the Opposition spokesperson on Energy and Resources Stuart Smith that National would not be investing in the Lake Onslow scheme should it become Government later this year.  In some regards, this comment offers a degree of certainty to a very uncertain matter that has occupied our time and thoughts for a number of years now, as it seems virtually impossible that the scheme will progress if left to the private sector to build.  I am a bit surprised to see this scheme discounted before the final report into the options to close Huntly down and still manage dry-weather years is completed, but nonetheless, in my view this announcement moves the odds on this massive project going ahead in our district from “possibly” to “probably not”.

 

I note with sadness the passing of former Alexandra Community Board member Judy Elliot-Hall.  Jude was a member of the Board from 2001 to 2004 and this was but one of many community organisations that she was involved in around Alexandra and more broadly across the district.  On a personal note, Jude gave me my first job here when she was manager of Radio Central and I doubt very much I would be sitting at the head of this table had she not done so.

 

Other happenings since we last met:

 

6/12         Meeting with WoolOn organiser

7/12         Presented certificates to workers completing the Vakameasina small business course

9/12         Otago Mayoral Forum/ Civil Defence Management meeting, Dunedin

12/12       Met new Central App reporter

15/12       Opened Pinot Junction, new Café/Wine Bar in Old Cromwell

16/12       Citizenship Ceremony

20/12       Filmed video to promote completion of stage one of the Clyde Wastewater scheme

21/12       Opened Alexandra Community Pantry

12/1         Welcomed visitors to Highlands Speedway to the opening round of the Castrol Toyota Racing Series, being Round 1 of the Super Sprint Motorsport NZ Championship

13/1         Attended funeral for former Board member Judy Elliot-Hall

15/1         Attended Round 1 of the Super Sprint Motorsport NZ Championship at Highlands

16/1         Meeting with Glyn Lewers, Mayor QLDC

 

 

2.       Attachments

 

Nil

 

Report author:

 

Tim Cadogan

Mayor

17/01/2023

 

 


25 January 2023

 

7                 Status Reports

23.1.12       January 2023 Governance Report

Doc ID:      608317

 

1.       Purpose

 

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

 

Recommendations

That the Council receives the report.

 

 

2.       Discussion

 

Dunstan Kahui Ako Accountability Report

The 2019 Grants Policy provides for different levels of accountability, depending on the size of the grant received. Typically, accountability reports for grants under $10,000 are treated as an operational matter and not distributed further. However, the accountability report received from the Dunstan Kahui Ako was sent to Councillor’s so that they could gain an appreciation of the event and the impact on the children who attended. Councillors can request a copy of any of the grant accountability reports and these will be provided by staff (see appendix 1).

 

Status Reports

The status reports have been updated with any actions since the previous meeting (see appendix 2).

 

 

3.       Attachments

 

Appendix 1 - Dunstan Kahui Ako Accountability Report

Appendix 2 - Council Status Updates  

 

Report author:

Reviewed and authorised by:

 

 

Wayne McEnteer

Saskia Righarts

Governance Manager

Group Manager - Business Support

12/01/2023

13/01/2023

 

 


Council meeting

25 January 2023

 




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Council meeting

25 January 2023

 

 

Meeting

Report Title

Resolution No

Resolution

Officer

Status

25/10/2017

Council Owned Land, Pines Plantation Area North of Molyneux Park Netball Courts, Alexandra – Consider Sale/Development by Joint Venture of Residential Land (PRO 61-2079-00)

17.9.9

Recommendations

A.      RESOLVED that the report be received and the level of significance accepted.

B.      AGREED to the sale of part of Lot 25 DP 3194 and part of Lot 6 DP 300663, located south of the Transpower corridor at the north end of Alexandra and adjacent to the Central Otago Rail trail.

C.      APPROVED the Vincent Community Board’s recommendation for sale of the land by way of a joint venture development and sale of Lots, the minimum terms and conditions including:

•        The joint venture partner funding development with no security registered over the land.

•        Council receiving block value.

•        Council receiving 50% of the net profit, with a minimum guaranteed of $500,000.

•        Priority order of call on sales income:

First:  Payment of GST on the relevant sale.

Second:      Payment of any commission and selling costs on the relevant sale.

Third:          Payment to the Developer of a fixed portion of the estimated Project Development Costs per lot as specified in the Initial Budget Estimate and as updated by the Development Costs Estimate breakdown.

Fourth:        Payment of all of the balance settlement monies to Council until it has received a sum equivalent to the agreed block value.

Fifth: Payment of all of the balance settlement monies to Council until it has received an amount equivalent to the agreed minimum profit share to Council.

Sixth:          Payment of all of the balance to the Developer for actual Project Costs incurred in accordance with this Agreement.

Seventh:     Payment of all of the balance amounts (being the Profit Share) to be divided 50 / 50 (after allowance for payment of the Minimum Profit to Council.

D.      AGREED to delegate to the Chief Executive the authority to select the preferred joint venture offer and negotiate “without prejudice” a joint venture agreement.

E.      AGREED that the Chief Executive be authorised to do all necessary to achieve a joint venture agreement.

 

Property and Facilities Manager

November 2017

Action Memo sent to the Property Officer., November 2017 – Council solicitor has provided first draft of RFI document for staff review.

December 2017

Request for Proposals was advertised in major New Zealand newspapers at the end of November 2017 with proposals due by 22 December. Three complying proposals received.

February 2018

Requests received. Council staff have been finalising the preferred terms of agreement to get the best outcome prior to selecting a party, including understanding tax implications.

March – April 2018

Staff finalising the preferred terms of agreement.

June 2018

Preferred developer approved. All interested parties being advised week of 11 June. Agreement still being finalised to enable negotiation to proceed.

August 2018

Risk and Procurement Manager finalising development agreement to allow development to proceed.

September 2018

The development agreement is under final review.

October 2018

The development agreement is with the developer’s accountant for information. Execution imminent.,

January 2019

Development agreement was signed by AC & JV Holdings before Christmas. Subdivision plan now being developed for resource consent application and removal of trees expected to start mid to late January.

March 2019

Concept plan is in final draft. Next step is for the surveyor to convert to a scheme plan and apply for resource consent. The fencer is booked in for March.

April 2019

Security fencing has been completed. Felling of trees expected to commence in the next month. Concept plan is in final draft. Next step is for the surveyor to apply for resource consent.

May 2019

Tree felling commenced 20 May and is expected to take up to 6 weeks to complete. Subdivision scheme plan close to being finalised before resource consent application.

June 2019

Tree felling complete. Subdivision consent expected to be lodged in July or August.

July 2019

Subdivision consent expected to be lodged in August.

September – October 2019

The affected party consultation process with NZTA, Transpower and DOC for the application to connect Dunstan Road to the State Highway is almost complete. The developer is also close to finalising the subdivision plan to allow for the resource consent to be lodged.

November 2019

Subdivision consent was lodged on 22 November 2019.

January 2020

Subdivision consent granted 18 December 2019.

February 2020

The developer is working on engineering design for subdivision to be approved by Council. Work expected to start on site for subdivision in approximately 6 weeks.

May – August 2020

Due to Covid 19, engineering design and construction start date delayed. As of May, engineering design mostly complete and work on site expected to start soon with a staged approach. Also awaiting outcome of Shovel Ready Projects application which may affect how this development progresses.

September 2020

Work expected to start on site in October for Stage 1 and some sections will be marketed. Stage 1 completion scheduled for April 2021.

November 2020

Due to one of the shareholders passing away in late June the developer AC/JV Holdings has been working on a succession plan which should be finalised in early November. The need to agree succession has meant recent delays to the development but Staff are in regular contact with the contractor to ensure that works begin as soon as possible. Once succession arrangements are confirmed it will enable construction to progress and sections to be put on market as soon as possible. To further ensure this outcome a variation to the development agreement will be prepared which will confirm stages and tighten progress requirements.

December 2020

Lawyer is drafting variation to agreement for discussion with developer.

January 2021

Construction has commenced. Work programme to be fully finalised in coming weeks.

February 2021

3910 contract executed. Detailed update was emailed to the board separate to this Status Report.

March–July 2021

Work progressing according to contract. September 2021

Construction work progressing, although slightly behind due to COVID-19 alert level restrictions.

October 2021

Development work programme generally on track. Stage 1 is approximately 2 weeks behind schedule due to COVID-19, although Stage 2 is ahead and Stage 3 is on schedule. As of September 2021, sales figures were Stage 1 – 16 sold; Stage 2 – 13 sold, 3 unsold; Stage 3 – 10 sold, 9 unsold or under offer.

November 2021

224c has been issued for stage 1. Awaiting LINZ to issue Title. Stage 2 roading will be sealed week of 22nd November.

January 2022

Titles have now issued for the 16 sections in Stage 1 with settlement for all sections on 20 January. Stage 2 224C Application has been applied for and titles are expected late January 2022. Stage 3 progress is on track. Current sales are as follows: , Stage 1 - 16/16 lots under contract (settlement 20 January) Stage 2 - 15/16 lots under contract, Stage 3 - 11/19 lots under contract.

February 2022

All 16 sections sold and settled in January 2022 in Stage 1, 15 out of 16 sections sold in Stage 2 and 12 sections sold, three under offer and four unsold in Stage 3.

March 2022

Stage two 223c and 224c applications submitted. Awaiting approval.

April 2022

No update. Awaiting approval.

May 2022

Stage 2 Titles received and settled. Work is on track for Stage 3.

23 Jun 2022

No further update available.

12 Aug 2022

Stage 3 Title are due March next year and Stage 4 are due for title June next year.

15 Sep 2022

No Change.

30 Nov 2022

No change.

10 Jan 2023

No change.

25/09/2019

Consideration of New Zealand Standard (NZS) 4404:2020 (Doc ID 422658)

19.8.10

Recommendations

A.      RESOLVED that the report be received, and the level of significance accepted.

 

B.      AGREED to adopt NZS 4404:2010 as Council’s subdivision standard subject to the development of an updated addendum for local conditions.

 

Infrastructure Manager

October 2019

Action memo sent to the Environmental Engineering Manager.,

November 2019

Drafting of an updated addendum is underway and expected to be included in report to Council in early 2020.,

December 2019

Workshops continuing for updating engineering standards. The Environmental Engineering team will be working with planning to ensure the design standards from the Cromwell masterplan are developed alongside the updated engineering standards.

January 2020 - November 2020

No change.

December 2020

The status of this work will be reviewed in February 2021 and a further update provided then.

January 2021 – February 2022

No change.

March 2022

Due to work programme commitments this item has been deferred. Looking to potentially add to the 2023 work schedule. April 2022

No change.

19 May 2022

No change.

23 Jun 2022

No change.

08 Aug 2022

No change.

19 Sep 2022

No change.

28 Oct 2022

No change.

01 Dec 2022

No change

10 Jan 2023

No change

18/12/2019

Business Case for Central Stories Building

19.11.8

That the Council:

 

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

 

B.      Agrees that once Council has made decisions on the i-SITE review and draft Museum Strategy, the business case to then go to Vincent Community Board for comment and report back to Council.

 

 

Community and Engagement Manager

January-July 2020

Action memo sent to Community and Engagement Manager. Awaiting outcomes of the i-SITE review and museum strategy adoption before proceeding.

September-October 2020

Council/Vincent Community Board discussions are underway through the LTP workshop programme.

November 2020-June 2021

Allowing for the district museum strategy development process to occur before proceeding. The Central Stories project will not be included in the 2021 Long-term Plan consultation document.

July-October 2021

In the next few months Council staff will be undertaking work on Council investment in the museum sector. This information will feed into future decision-making for the Central Stories building.

November 2021-October 2022

The community-led museum strategy is now completed and staff are undertaking an investment strategy for the museum sector. Outcomes from this work will influence how the business case for Central Stories will be progressed.

28 Nov 2022

No change.

11 Jan 2023

No change.

15/07/2020

Lease of Kyeburn Reserve - Ratification

20.5.4

Recommendations

That the Council:

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

 

B.      Agrees to grant the Kyeburn Committee a lease pursuant to Section 61(2A) of the Reserves Act 1977, on the following terms:

1.       Permitted use:                 Community Hall

2.       Term:                    33 years

3.       Rights of Renewal:          None

4.       Land Description   Sec 20 Blk V11 Maniototo SD

5.       Area:                     0.4837 hectares

6.       Rent:                     $1.00 per annum if requested

 

Subject to the Kyeburn Hall Committee

 

1.       Becoming an Incorporated Society

2.       Being responsible for all outgoings, including utilities, electricity, telephone, rubbish collection, rates, insurance and ground maintenance

 

Asset Management Team Leader - Property

July 2020

Action memo sent to Property and Facilities Officer – Maniototo.

August 2020

Advised Kyeburn Hall Committee of Council’s resolution and waiting for confirmation of their status as an Incorporated Society before issuing the lease.

September – December 2020

Kyeburn Hall Committee to follow up progress on getting their status as an Incorporated Society, in response to email sent to them September 2020.

January 2021

Waiting for confirmation of their status as an Incorporated Society before issuing the lease.

February – April 2021

Property and Facilities Officer - Ranfurly to meet Committee in May 2021 and discuss next steps.

June 2021

May meeting was postponed until July 2021 July 2021

Meeting request to the Committee for July 2021 was declined by the Committee citing workloads and health issues of committee members.  The Committee will make contact when their schedule allows.,

August 2021

ON HOLD until meeting able to take place

18 May 2022

No change to the status of this item. Still on hold.

09 Aug 2022

No change on hold

14 Sep 2022

No Change.  On Hold

28 Oct 2022

No change.  On Hold.

25 Nov 2022

The Kyeburn Hall Committee have now advised they don't want to become an Incorporated Society, they are looking to an existing Incorporated Society in the area to see if the ground lease could be picked up by them.  Awaiting for further information from the Kyeburn Hall Committee in the new year.

06 Jan 2023

No change, on hold.

24/03/2021

District Plan Review Programme

21.2.10

That the Council

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

B.      Approve the District Plan review programme as outlined in Appendix 1

 

Principal Policy Planner

30 Mar 2021

Action memo sent to report writer.

21 Apr 2021

Review of Industrial Chapter underway; RFP for Residential section review being drafted; GIS mapping project progressing; e-Plan contract approved

16 Jun 2021

Expert noise and transportation reports to support the Industrial Chapter review have been commissioned. RFP for the Residential section of the Plan closes 18 June.

28 Jul 2021

RFP for Residential Chapter Review released and contract awarded - initial workshop with stakeholders completed and review underway; GIS mapping plan change notified; ePlan contract awarded and operative District Plan in ePlan and being tested by planners; Industrial zone plan change for Cromwell (reflecting Cromwell Spatial Plan) being finalised; Industrial Chapter Review underway

08 Sep 2021

Issues and Options for review of Residential Chapter drafted; submissions on GIS mapping plan change closed - 3 in support so no hearing required; ePlan testing complete with mapping being updated and incorporated; engagement with affected landowners is upcoming as part of Industrial Chapter Review.

18 Oct 2021

Residential chapter being drafted; ePlan mapping underway; Industrial Zone changes to be notified.

15 Nov 2021

Cromwell Industrial zone plan changes publicly notified; Residential chapter and new map zoning progressed and to be workshopped with Council in December; decision on Plan Change 17 (GIS Mapping) made by Council and to be advertised; ePlan mapping being worked on with Isovist who have completed the text.

11 Jan 2022

Submissions on plan change closed on 18th December. Nine submissions were received. Residential chapter review and draft chapter workshop with Councillors at December Council workshop. Community engagement commenced on Naseby Dark Sky plan change.

24 Feb 2022

Summary of submissions on Industrial Plan Change notified. Residential chapter review and mapping continuing.  Work on Dark Sky plan change ongoing.

06 Apr 2022

Notification of Summary of Submissions on Industrial Plan Change has closed and work will begin on evaluating submissions in preparation for drafting of Section 42A report; work on the new residential chapter (including medium density and heritage design guidelines) is being finalised for release to Schedule 1 parties; dark sky provisions being finalised; necessary changes to the Heritage Precinct chapter of the District Plan to  bring in the heritage guidelines is being drafted; project plan for Teviot Valley Spatial Plan is currently being drafted; ePlan currently being tested with a view to release as the official version of the operative District Plan

20 May 2022

Work is progressing.

20 Jun 2022

Residential Chapter Review was approved by Council for notification.  This will be notified on 9th July 2022.

15 Aug 2022

Draft residential chapter was publicly notified for its first round of submissions on 9th July 2022 and the public have been invited to lodge submissions.  This round of submissions closes 2nd September 2022.

16 Sep 2022

Submissions have closed on Plan Change 19 and are in the process of being summarised (170 submissions received), A traffic report on Plan Change 18 (Industrial) has been commissioned to address Waka Kotahi’s submission., Plan Change 20 (Heritage Precincts update in light of PC19) is being drafted and heritage guidelines .

28 Oct 2022

Plan Change 18 traffic report received and forwarded to Waka Kotahi – meeting to discuss; Plan Change 19 summary of submissions being finalised for notification; Plan Change 20 heritage precincts to bring in Heritage Guidelines going to Council November; ePlan being finalised for release.

01 Dec 2022

No change.

11 Jan 2023

Summary of submissions for Plan Change 19 notified.  Submissions closed 19 December 2022.  Still awaiting Waka Kotahi; Plan Change 20 being finalised for notification.  Plan Change 22 - Dark Sky - engaging with Aukaha.

1/06/2021

Submissions on the 2021-31 Long-term Plan Consultation Document

21.4.3

 

E.      Agrees to the recommendation from the Cromwell Community Board on the draft 2021-31 Long-term Plan that staff are requested to investigate the request for a toilet from the Cromwell Bike park further and provide a report for consideration in a future annual or long-term plan.

 

Property and Facilities Manager

11 Jun 2021

Action memo sent to Property and Facilities Officer Cromwell.  Memo sent to Executive Manager Corporate Services and Chief Advisor for information.  For action following final adoption of the Long-term Plan on 30 June 2021.

06 Jul 2021

Email sent to Cromwell Bike Park committee to request an extensive survey of usage be carried out to determine what toilet facility may be required in the future.

08 Sep 2021

Cromwell Bike Park committee to undertake a usage study of the toilet facilities at the site in summer to reflect peak usage.

11 Nov 2021

Committee are doing a survey of usage over the summer months to enable Council to determine type of toilet required., A reminder has been sent 11/11/2021 to ensure this is carried out and reported back to Council.

07 Jan 2022

The Bike Park  committee are currently carrying out a survey (through survey monkey) to determine usage of the bike park - to end of Feb 22.

09 Feb 2022

Property Office awaiting survey results to determine toilet requirements.  Results due end of February 2022.

21 Feb 2022

Survey received by P & FO Cromwell - information being assessed to enable report to be prepared to CCB

05 Apr 2022

The survey from the Club has been completed.  Staff are preparing a report for Council for the September 2022 meeting requesting funding in the 2023/24 AP

17 May 2022

A report is being prepared for Council to consider funding the project from the AP 23/24.  The report will be presented on 28/9/2022

08 Jun 2022

Report to Council being prepared for next financial year

14 Jul 2022

Report being prepared and scheduled for Council meeting November 2022

12 Aug 2022

Report being prepared and scheduled for Council meeting November 2022

14 Sep 2022

P & FO Cromwell has put together details for Better Off Funding being considered.  A report will also be prepared and scheduled for Council if funding is still required.

28 Oct 2022

No Change

29 Nov 2022

Still waiting on results of Better Off Funding.

21 Dec 2022

Better off funding has been approved. Project planning has commenced.

1/06/2021

Submissions on the 2021-31 Long-term Plan Consultation Document

21.4.3

 

L.       Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan that staff convene a meeting of Central Otago District Council, Central Otago Hockey Association, Central Lakes Trust and Molyneux Turf Incorporated to discuss a way forward on the proposed multi-use turf and facilities at Molyneux Park.

 

Parks and Recreation Manager

11 Jun 2021

Action memo sent to Parks and Recreation Manager.  Memo sent to Executive Manager Corporate Services and Chief Advisor for information.  For action following final adoption of the Long-term Plan on 30 June 2021.

28 Jul 2021

Meeting convened on 5 July 2021. Molyneux Turf Incorporated (MTI) preparing additional information.

08 Sep 2021

Additional information not yet received from MTI.

18 Oct 2021

Additional information not yet received from MTI, and unable to progress until then. ON HOLD.

11 Nov 2021

No further update at this stage.

11 Jan 2022

No Further update.

09 Feb 2022

No further update available.

05 Apr 2022

No information has been received from the Hockey Assn to provide and update on.

19 May 2022

No further update at this time as no changes to this item.

21 Jun 2022

Molyneux Turf Incorporated (MTI) have successfully employed an independent consultant Chris Wright, who has extensive experience in sports turf development including the $4 million dual-fields at Logan Park (Dunedin), Kings High School turf (Dunedin, and further projects in Christchurch, Wellington, Hawkes Bay and Nelson. , The consultant completed the first stage of the feasibility report in November 2021, and MTI has extended the study to explore another location additional to Molyneux Park as a further option for consideration.

10 Aug 2022

No further update available

15 Sep 2022

No further update available

27 Oct 2022

No further updates have been provided by the Turf trust.

29 Nov 2022

No further updates

11 Jan 2023

No further updates.

1/06/2021

Submissions on the 2021-31 Long-term Plan Consultation Document

21.4.3

 

K.      Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan that staff provide a report regarding a request Ice Inline for future consideration.

 

Parks and Recreation Manager

11 Jun 2021

Action memo sent to Parks and Recreation Manager.  Memo sent to Executive Manager Corporate Services and Chief Advisor for information.  For action following final adoption of the Long-term Plan on 30 June 2021.

28 Jul 2021

Background data for report being collated.

08 Sep 2021

No further progress.

18 Oct 2021

No further progress on requested report considering IceInLine's Long-Term Plan (LTP) submission.

11 Nov 2021

No further update at this stage.

11 Jan 2022

No Further update

09 Feb 2022

No further update

05 Apr 2022

No information has been received from Ice in Line to provide and update on.

20 Jun 2022

The Vincent Community Board have agreed to consult on this request during the next Annual Plan.

10 Aug 2022

No further update available

15 Sep 2022

No further update available.

27 Oct 2022

No further updates - waiting until Annual Plan process begins.

29 Nov 2022

No further updates

11 Jan 2023

No further updates.

1/06/2021

Submissions on the 2021-31 Long-term Plan Consultation Document

21.4.3

 

J.       Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan that staff are requested to investigate a request for an extension of the junior playground at Pioneer Park and provide a report for consideration in a future annual or long-term plan.

 

Parks and Recreation Manager

11 Jun 2021

Action memo sent to Parks and Recreation Manager.  Memo sent to Executive Manager Corporate Services and Chief Advisor for information.  For action following final adoption of the Long-term Plan on 30 June 2021.

28 Jul 2021

Preparatory work that will support further investigation and underpin a report for consideration is being undertaken. Funding to be considered for 2022-2023 Annual Plan.

08 Sep 2021

No further progress.

18 Oct 2021

Investigation of request for extension of junior playground at Pioneer Park and report for consideration on hold until closer to a future annual or long-term plan. ON HOLD.

11 Nov 2021

No further update at this stage.

11 Jan 2022

No further update.

09 Feb 2022

No further update.

05 Apr 2022

No update to report at this time.

19 May 2022

No further update as no changes at this time.

20 Jun 2022

No further update available.

12 Aug 2022

No further update available.

15 Sep 2022

This will be considered as part of Councils playground policy development.

27 Oct 2022

No further updates untill playground policy is prepared whihc is expected in 2023.

29 Nov 2022

No further update until play policy is prepared.

11 Jan 2023

No further update until play policy is prepared.

1/06/2021

Submissions on the 2021-31 Long-term Plan Consultation Document

21.4.3

 

N.      Agrees to the recommendation from the Vincent Community Board on the draft 2021-31 Long-term Plan to proceed with the preferred option in the consultation document for the Omakau Hub.

 

Community and Engagement Manager

11 Jun 2021

Action memo sent to Communication and Engagement Manager.  Memo sent to Executive Manager Corporate Services and Chief Advisor for information.  For action following final adoption of the Long-term Plan on 30 June 2021.

29 Jul 2021

A community collective is progressing the hub project. Financial input from Council is programmed for year three of the 2021-24 of the Long-term Plan.

09 Sep 2021

No further update until July 2023, when funds are due to be released.

28 Nov 2022

No change.

11 Jan 2023

No change.

1/06/2021

Submissions on the 2021-31 Long-term Plan Consultation Document

21.4.3

 

R.      Agrees to the recommendation from the Maniototo Community Board on the draft 2021-31 Long-term Plan that Council request staff to consider the suggestion of filling in the ice rink with water, add planting and creating walkways and report back to the Board.

 

Parks and Recreation Manager

11 Jun 2021

Action memo sent to Parks and Recreation Manager.  Memo sent to Executive Manager Corporate Services and Chief Advisor for information.  For action following final adoption of the Long-term Plan on 30 June 2021.

28 Jul 2021

Request under consideration.

08 Sep 2021

No further progress.

18 Oct 2021

No further progress on requested report considering filling the ice rink in the Maniototo with water and adding planting and walkways nearby.

11 Nov 2021

No further update at this stage.

11 Jan 2022

No further update.

09 Feb 2022

There is no LTP budget allocation for this.  No further update available.

05 Apr 2022

No further update to report at this time.

19 May 2022

A report is being prepared for the Vincent Community Board consideration on potential funding request.

20 Jun 2022

Background work involving the water department has been completed to understand water supply issues.  Site visits with Parks and Reserves Capital Projects officer is arranged for July to look at options to be included in the report to the Maniototo Community Board.

09 Aug 2022

Staff site visit postponed - rescheduled for 6 September 2022.

14 Sep 2022

On 6 September 2022 – Staff at Ranfurly met with Parks Staff to review issue and provide some options and costs to be presented to MCB in due course.

27 Oct 2022

It is anticipated that a report on this issue is to be presented to the MCB in November 2022.

29 Nov 2022

No further update

30/06/2021

Cromwell Menz Shed - New Lease

21.5.12

That the Council

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

B.      Agrees to lease the proposed area to the Cromwell Menz Shed

C.      Agrees to a lease over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP526140.

D.      Authorise the Chief Executive to do all that is necessary to give effect to this resolution.

 

Property and Facilities Manager

05 Jul 2021

Action memo sent to Property and Facilities Officer - Cromwell.

06 Jul 2021

Cromwell Menz Shed updated on resolution., Meeting arranged between property and infrastructure for 9 July to discuss actions required.

26 Jul 2021

Meeting scheduled with Menz Shed for 30 July to review and discuss Draft Lease.

17 Aug 2021

Working alongside the Menz Shed to prepare an appropriate lease

08 Sep 2021

Lease document being finalised.

18 Oct 2021

Lease document still being finalised.

11 Nov 2021

11/11/2021 Lease document still a work in progress, as needed to identify the final lease area and water metering charges.

07 Jan 2022

Lease document provided to Menz Shed in Dec 21.  Reviewing currently

09 Feb 2022

Final lease is available for Menz Shed to sign.

06 Apr 2022

Staff are preparing another report to Cromwell Community Board for further clarification on the lease.

18 May 2022

Property Statutory Officer is preparing a report for Cromwell Community Board for clarity on the lease

20 Jun 2022

Property Statutory Officer presenting a report to CCB on Clarification of the terms of the Cromwell Menz Shed Lease at meeting of 21 June 22

15 Aug 2022

The lease paperwork is currently with the Menz Shed.

15 Sep 2022

The lease paperwork is currently with the Menz Shed

28 Oct 2022

No update

29 Nov 2022

Environmental Engineering are working to resolve a potential issue with gas possibly leaching from landfill.

21 Dec 2022

Environmental engineers are working with an engineer, who is obtaining equipment from Australia for the purpose of assessing the potential gas leaching. Equipment is not expected to arrive until next year.

11/08/2021

Cromwell Aerodrome - Refueling Facility

21.6.6

That the Council

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

B.      Agrees in principle to approve the issuing of a licence to occupy to RD Petroleum for refuelling facility at Cromwell Aerodrome comprising two 10,000 litre tanks for avgas and Jet A1 fuel.

C.      Authorises the CEO to confirm approval of final location and design of refuelling facility to include safe and secure access for all potential users.

D.      Authorises the CEO to approve acceptable terms and conditions for the Licence to Occupy similar to the Licence for the refuelling facility at Alexandra Airport and do all that is necessary to give effect to the resolutions.

 

Property Officer

16 Aug 2021

Action Memo sent to report writer.

08 Sep 2021

Applicant informed of decision. Site meeting upcoming to finalise fuel tank position. Licence to Occupy (LTO) being drafted.

18 Oct 2021

Site meeting was held with applicant to discuss fuel tank location. Applicant will provide full proposal to inform drafting of LTO.

11 Nov 2021

11/11/2021 Council Property staff met representative from RD Petroleum on site at Cromwell Aerodrome at end of September to discuss position of fuel facility. RD Petroleum confirmed they would create two separate access ways for truck to use for filling and maintenance and for other users vehicles. They will now proceed with further design and provide plans to Council in the New Year.

10 Jan 2022

No change to status.

22 Feb 2022

Staff reviewing proposed layout of the fuel facility provided by RD Petroleum.

05 Apr 2022

No change at this time.

19 May 2022

Layout reviewed and accepted. Lease document requested from RD Petroleum and information regarding power connection for Council.

21 Jun 2022

No further update available.

12 Aug 2022

RD Petroleum investigating power options after some issues. Updated location plan currently being reviewed.

15 Sep 2022

Location plan approved.

28 Oct 2022

Drafting licence to occupy.

25 Nov 2022

RC for fuel tanks submitted by RM Petroleum.

20 Dec 2022

Draft licence to occupy submitted to council staff for feedback.

22/09/2021

Plan Change 18 Cromwell Industrial Resource Area Extension

21.7.12

That the Council

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

B.      Recommends that Plan Change 18 be notified and processed in accordance with the First Schedule to the Resource Management Act 1991.

 

Principal Policy Planner

27 Sep 2021

Action memo sent to the Principal Policy Planner

18 Oct 2021

Plan Change prepared.

15 Nov 2021

Plan Change notified 28 October, submissions close December 9.

11 Jan 2022

Plan change notified October and submissions closed in December 2021.

24 Feb 2022

Summary of submissions notified

06 Apr 2022

Summary of submissions has closed and work will begin on evaluating the submissions and preparing the section 42A planners report

20 May 2022

Have commissioned technical reports and are awaiting their outcome.

20 Jun 2022

Meeting with traffic engineers and Waka Kotahi regarding intersection upgrades to occur.

15 Aug 2022

No further update at this time.

16 Sep 2022

Awaiting second Technical Report from Abley.

28 Oct 2022

Traffic report received and forwarded to Waka Kotahi for discussion.

01 Dec 2022

No change.  Waiting on Waka Kotahi.

11 Jan 2023

No change.  Still waiting on Waka Kotahi.

3/11/2021

Proposal to Revoke Part of the Greenway Reserve off Waenga Drive, Cromwell

21.8.5

That the Council

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

B.      Agrees with the Hearings Panel recommendation to the revocation of the Local Purpose (Amenity) Reserve classification from the specified 619m2 (subject to survey) area from Lot 201 DP 359519.

C.      Agrees to notify the Minister of Conservation in writing of the resolution and request the revocation be approved and notified by Gazette notice.

 

Parks and Recreation Manager

09 Nov 2021

Action memo sent to report writer.

11 Nov 2021

Applicant has asked to hold off writing to the Minister of Conservation until they have secured a Resource Consent for the proposal.

11 Jan 2022

Application reviewed seeking Resource Consent.

15 Feb 2022

Application being processed by council's Planning team.

05 Apr 2022

The revocation process is being prepared by Council property team.

09 Jun 2022

Awaiting advice from Department of Conservation.

20 Jul 2022

Consultation with Iwi about to begin.

15 Aug 2022

Consultation with Iwi underway.

27 Oct 2022

No further updates at this time.

29 Nov 2022

Property Officer working with DOC on reserve revocation process.

11 Jan 2023

No further updates at this time.

3/11/2021

Plan Change 17 - GIS Mapping

21.8.6

That the Council

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

B.      Approves Plan Change 17 without modification in accordance with Clause 10 (1) of the First Schedule to the Resource Management Act 1991.

C.      Directs that the decision to approve Plan Change 17 be publicly notified, and the Central Otago District Plan be amended.

 

Principal Policy Planner

09 Nov 2021

Action memo sent to report writer.

15 Nov 2021

No further update at this stage.

11 Jan 2022

No further update.

24 Feb 2022

No further update.

06 Apr 2022

Awaiting ePlan map testing - currently underway

20 May 2022

Work on this is still in progress.

20 Jun 2022

Awaiting finalisation of e-plan.  In progress.

15 Aug 2022

Awaiting finalisation of e-plan.  In progress

16 Sep 2022

No change to status

28 Oct 2022

No change to status.

01 Dec 2022

No change to status

11 Jan 2023

No Change.  Working through GIS issues.

26/01/2022

Alexandra Airport Masterplan

22.1.3

That the Council

B.      Adopts the proposed Alexandra Airport Masterplan.

C.      That a business and financial strategy be developed to support the implementation of the Airport Masterplan.

 

Property Officer

03 Feb 2022

Action memo sent to report writer.

22 Feb 2022

Copy of adopted Masterplan will be uploaded to Council's website. Business and financial strategy planning has begun for the new hangar precinct budgeted in Year 2 of the LTP 2021-31.

05 Apr 2022

The Masterplan has been added to the CODC website.

19 May 2022

Masterplan included in Vincent Spatial Plan press release to inform public it has been adopted and is available on CODC website. Work progresses on planning for next stage of development and business plan.

20 Jun 2022

Business plan and concept plans for new hangar precinct are in progress

12 Aug 2022

No change

15 Sep 2022

Business plan and concept plans for new hangar precinct are in progress

28 Oct 2022

No change.  Plans still in progress.

25 Nov 2022

Draft concept plan prepared. Meeting planned in New Year to update stakeholders and seek feedback.

20 Dec 2022

Investigations in progress for options for infrastructure required for new hangar site development.

26/01/2022

CouncilMARK programme

22.1.9

That the Council

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

B.      Notes the Mayor’s report containing the feedback received from a selection of mayors on their involvement in the programme.

C.      Notes the November 2021 advice from staff remains unchanged regarding timing of participation in CouncilMARK insofar as it relates to the demand the wider reform programme is placing on the organisation.

D.      Directs the Chief Executive Officer to have a discussion on participation in this programme with the 2022-25 Council at the first meeting of 2023.

 

Group Manager - Business Support

03 Feb 2022

Action memo sent to report writer.

23 Feb 2022

The CEO will engage with the 2022/2025 Council early in their term as per the agreed resolution.   On hold until January 2023.

28 Oct 2022

No change to date.

29 Nov 2022

A report will be submitted to a council meeting early 2023.

11 Jan 2023

Still on track to provide a report to Council in the early part of 2023.

9/03/2022

William Fraser Office Renovation Project (Stage Six)

22.2.9

That the Council

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

B.      Approves additional funding of $177,000 towards the William Fraser Office Renovation Project (stage six) to upgrade the main bathroom facilities. This additional funding is to be drawn from District Reserves.

 

Property and Facilities Officer (Vincent and Teviot Valley)

15 Mar 2022

Action memo sent to report writer and to Finance.

06 Apr 2022

Designer progressing plans to building consent/tender stage.

19 May 2022

Designer working with structural engineer to finalise plans.

20 Jun 2022

The designer has completed their work. Awaiting structural engineers final plans.

11 Aug 2022

Structural engineers final plans received. Tender to be loaded onto the Government Electronic Tender Service web site on 19 November.

15 Sep 2022

Tender underway, closes 10 October.

28 Oct 2022

The contract is awarded to Breen Construction. Start date of works to be confirmed.

28 Nov 2022

Draft contract received and under review. Start date of works to be confirmed.

21 Dec 2022

Contract review almost finished. Start date of works to be confirmed.

27/04/2022

Central Otago District Council's Relationship with Aukaha

22.3.11

That the Council

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

B.      Agrees to formalise its relationship with mana whenua through a partnership protocol agreement with Aukaha Ltd.

C.      Endorses the draft partnership protocol, as attached as appendix two to the report.

D.      Agrees to allocate $70,000 towards the agreement in the 2022-23 financial year, with $35,000 coming from existing budgets and $35,000 included as new expenditure.

 

 

Community Development Advisor

05 May 2022

Action memo sent to the Community Development Advisor, the Chief Executive Officer and to Finance.

18 May 2022

A preliminary conversation has taken place with Aukaha to formalise the agreement and agree on the workplan for the 2022/23 financial year.

09 Aug 2022

The inaugural hui was held between the executive management teams of both organisations on 12 July 2022.  The partnership agreement was signed and conversations began on the workplan for the year.  The next hui is planned for later in the year in Dunedin.

14 Sep 2022

A second hui between the Aukaha and CODC management teams will take place on 23 September 2022.  It is anticipated that further discussion on the annual workplan will take place at that meeting.

28 Oct 2022

A prioritised work programme for the year has been agreed to by the partners.

28 Nov 2022

Work continues on key projects and actions for 2023 are being considered.

11 Jan 2023

Work continues on key projects with different departments. Dates for 2023 meetings are being worked on.

1/06/2022

Plan Change 19 - Residential Chapter Review and Re-Zoning

22.4.4

That the Council

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

 

B.      Directs that Plan Change 19 be notified in accordance with Clause 5 of the first Schedule to the Resource Management Act 1991.

C.      Approves the release of the draft Medium Density Residential Guidelines for public consultation.

 

Principal Policy Planner

08 Jun 2022

Action memo sent to the Principal Policy Planner.

28 Jun 2022

Scheduled to be notified on 9 July 2022.

15 Aug 2022

Plan Change 19 was publicly notified for its first round of submissions on 9th July 2022 and the public have been invited to lodge submissions.  This round of submissions closes 2nd September 2022.

16 Sep 2022

Submission closed and summary being prepared (170 submission received)

28 Oct 2022

Summary of submissions being finalised for notification

01 Dec 2022

No Change.

11 Jan 2023

Summary of submissions for Plan Change 19 notified.  Submissions closed 19 December 2022.

1/06/2022

Earthquake Prone Buildings

22.4.3

That the Council

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

 

B.      Approves the thoroughfares identified to have priority buildings that are potentially earthquake prone and directs staff to contact individual owners.

C.      Accepts there are no strategic routes within Central Otago District.

 

Regulatory Services Manager

20 Jun 2022

Letter drafted and expected to be sent to building owners by 24th June 2022.

12 Aug 2022

On 28 June 2022  letters were drafted and sent to owners identified as High Risk Category A, and given a year to comply with the required actions given in accordance with the regulations.

14 Sep 2022

No further update at this stage.

29 Nov 2022

No further update at this stage. Further details are not anticipated until May/June 2023.

10 Jan 2023

No further update.

6/07/2022

Museum Investment Strategy

22.5.11

That the Council

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

B.      Notes discussions held to date on the Museum Investment Strategy.

C.      Agrees to progress the work on investigating a model for the districtisation of museum funding.

D.      Approves financial modelling be carried out on the operational and capital funding impacts of a district funding model.

 

Senior Strategy Advisor

08 Jul 2022

Action memo sent to the Senior Strategy Advisor.

12 Aug 2022

Consultants have been engaged for this work. Data collation has begun.

13 Sep 2022

Financial data has been provided to the consultant, Rationale, and modelling is underway.

27 Oct 2022

Staff are continuing to work with Rationale on financial modelling.

28 Nov 2022

Financial modelling report received from Rationale on 23/11/22. An update will be presented to the January Council meeting.

10 Jan 2023

Staff are working on options and will provide a report to the March meeting.

6/07/2022

Alexandra Library Renovation Project

22.5.9

That the Council

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

B.      Approves the Alexandra Library Renovation Project concept plan.

C.      Approves the Chief Executive Officer to progress the concept plan through the detailed design, construction partner, and construction quotes project phases while awaiting the outcome of the Three Waters Better Off Support Package application.

D.      Agrees that if this project is not approved by Council as being included the Three Waters Better Off Support Package, the Chief Executive Officer is to progress with a cosmetic upgrade budgeted for.

 

Property and Facilities Officer (Vincent and Teviot Valley)

08 Jul 2022

Action memo sent to the Property and Facilities Officer - Vincent and Teviot Valley and to Finance.

11 Aug 2022

The architect has been given the go ahead with detailed design. Application to the Better Off Funding is being progressed. Procurement plan for construction partner in draft.

15 Sep 2022

Architect progressing well on detailed design. Project is approved to be included in Tranche 1 of the Better off Funding application. Tender for construction partner underway, closes 29 September.

28 Oct 2022

The detailed design is under review. The tender for the construction partner is awarded to Stewart Construction.

28 Nov 2022

Construction partner and building control reviewing detailed design.

21 Dec 2022

Construction partner and building control review completed. Project team carrying out their final review of plans.

24/08/2022

Housing Policy: Encouraging use of different housing typologies in developments on Council land.

22.6.8

That the Council

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

B.      Approves the policy that council led developments should consider including provision for different housing typologies using the urban design innovation model, subject to market conditions.

C.      Directs the Chief Executive Officer to hold off any further work on the outstanding action to ‘work with sector partners in the region to build a full picture of the housing model for Central Otago and look for opportunities to collaborate to achieve better housing outcomes for the district’.

D.      Directs the Chief Executive Officer provide the Council with advice on preferential purchasing options for smaller foot-print properties as described in the Provision for Different Housing Typologies in Development on Council Owned Land policy.

 

Group Manager - Business Support

29 Aug 2022

Action memo sent to Officer.

16 Sep 2022

Work will start on this project when staff resourcing is confirmed. ON HOLD

28 Oct 2022

No change to date.

29 Nov 2022

Staff resourcing is yet to be confirmed.

11 Jan 2023

No change regarding staff resourcing.

28/09/2022

2022/23 District Wide Grant Applications

22.7.9

That the Council

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

B.      Allocates $3,000 to the Life Education Trust delivery costs from the 2022/23 district community grants budget.

C.      Allocates up to $3,500 to Central Otago Budgeting Services towards costs associated with supporting the Stepping Up Digital Pathways programme, subject to a clear outline of the delivery programme and costs being supplied to staff, from the 2022/23 district community grants budget.

D.      Allocates $7,556 to Central Otago Health Inc towards administrative costs from the 2022/23 district community grants budget.

E.      Allocates $4,115.50 to the Dunstan Kahui Ako towards the costs of transport and kai for children outside of Alexandra to attend the Ka Mua Ka Muri exhibition from the 2022/23 district community grants budget.

F.       Allocates $42,555.50 to Sport Otago towards operating costs for Sport Central from the 2022/23 district community grants budget.

 

Community Development Advisor

13 Oct 2022

Action memo sent to report writers and Finance.

28 Oct 2022

To date, grant payments have been made to Central Otago Health Inc., Life Education Trust and Sport Otago.

28 Nov 2022

No further update at this stage.  Awaiting documentation from the Dunstan Kahui Ako and Central Otago Budgeting Services prior to processing their grants.

11 Jan 2023

The grant to the Dunstan Kahui Ako has been paid since the last update, and the accountability report has also been received and is attached to the governance report of the 25 January 2023 Council meeting. Still awaiting further information from the Central Otago Budgeting Services.

28/09/2022

Proposal to grant lease over Part of Alexandra Aerodrome Reserve

22.7.2

That the Council

 

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

 

B.      Approves a new lease to the Clyde Pony Club over approximately 37 hectares of the Alexandra Aerodrome Reserve land, on the following terms and conditions:

 

Commencement Date    01 October 2022

Term                     Three (3) Years

Rights of Renewal  Two (2) rights of renewal of Three (3) years each

Final Expiry Date   30 September 2031

Rental          2.5% of tenant’s subscription income less affiliation fees in accordance with the Councils Leasing and Licensing Policy

Cancellation Clause         6 month cancellation clause to be included in the Lease in accordance with the Airport Securities Act 1966

 

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

 

Statutory Property Officer

13 Oct 2022

Action memo sent to report writer.

28 Oct 2022

Lease has been drafted and with the Pony Club.

29 Nov 2022

Pony Club expected to return by end of month.

23 Dec 2022

Still waiting on the lease to come back from the Pony Club

9/11/2022

Register of Delegations

22.9.7

That the Council

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

B.      Notes the decisions made in the interim Register of Delegations.

C.      Adopts the updated Register of Delegations, to come into effect on 21 November 2022.

D.      Notes the delegations register will be brought back within 6 months with clarifications addressed.

 

Group Manager - Business Support

15 Nov 2022

Action memo sent to officer.

29 Nov 2022

The register of delegations will be updated in the first quarter of 2023.

11 Jan 2023

No further update at this time.

9/11/2022

Roxburgh Golf Club Lease - Rent Review

22.9.3

That the Council

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

B.      Declines the Teviot Valley Community Board’s recommendation to set the rent payable under the lease held by the Roxburgh Golf Club in accordance with the earlier version of the Council's Community Leasing and Licensing Policy 2019, at $772 per annum plus GST.

C.      Agrees to exercise the exceptional circumstances clause of the Council’s Community Leasing and Licensing Policy 2021, and set the rent payable under the lease held by the Roxburgh Golf Club for the next five years commencing 1 July 2021 at $772 per annum plus GST. 

 

Property and Facilities Officer (Vincent and Teviot Valley)

15 Nov 2022

Action memo sent to officer and to Finance.

28 Nov 2022

Deed of variation to lease for the rent reveiw and the additional land is with this Roxburgh Golf Club for signing.

21 Dec 2022

Chasing up the return of the signed Deed of Variation which is with the Roxburgh Golf Club for signing.

9/11/2022

Proposed Plan Change 20 - Heritage

22.9.2

That the Council

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

B.      Directs that Plan Change 20 be notified in accordance with Clause 5 of the first Schedule to the Resource Management Act 1991 subject to amendments.

C.      Approves the release of the draft Heritage Guidelines for public consultation.

 

Principal Policy Planner

15 Nov 2022

Action memo sent to officer.

01 Dec 2022

Engaged with Aukaka and Heritage NZ on draft guidelines preparing for lease.

11 Jan 2023

Plan Change 20 being finalised for notification.

14/12/2022

Roading Depreciation Increase Impact on Annual Plan 2023-24

22.10.6

That the Council

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

B.      Note the depreciation effect arising from the 30 June 2022 roading asset valuation.

C.      Resolves to adjust the depreciation expense to ensure rate funded depreciation only covers the roading capital works programme in the draft 2023-24 Annual Plan as presented. This will reduce the rate funded depreciation by approximately $1.2M which is consistent with previous years treatment.

 

Accountant

16 Dec 2022

Action memo sent to staff.

11 Jan 2023

The 2023/24 draft Annual Plan will be updated to give effect to the Council’s decision. MATTER CLOSED

14/12/2022

Insurance Programme Renewal

22.10.7

That the Council

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

B.      Approves to increase the budget for the current financial year through the reforecast process to accommodate the insurance renewal premiums as outlined in the attached reports up to a value of $212,466. The increase for FY 2023 to be funded by an overspend and FY 2024 through the annual plan process.

C.      Authorises the Chief Executive Officer to continue negotiations with Aon to seek reductions in the premium prior to final payment date of 21 December 2022.

 

Chief Financial Officer

16 Dec 2022

Action memo sent to staff.

11 Jan 2023

Management are continuing to work through the property and professional indemnity insurance renewals and the renewals will be worked into budgets as agreed.

14/12/2022

Development of a District Vision and Wellbeing Framework

22.10.9

That the Council

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

B.      Notes the update on the development of a district vision and wellbeing framework.

C.      Appoints Crs Alley and Feinerman to act as liaison to the external advisory group.

 

Community Development Advisor

16 Dec 2022

Action memo sent to staff.

11 Jan 2023

Appointment of Councillor Alley and Councillor Feinerman noted, further updates will be provided as appropriate.

14/12/2022

Private Plan Change 21 - Fulton Hogan, Parkburn

22.10.2

That the Council

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

B.      Agrees to accept and process the request as a private plan change and proceed to notify the request, under clause 26 of the First Schedule to the Resource Management Act 1991. 

 

Principal Policy Planner

16 Dec 2022

Action memo sent to staff.

11 Jan 2023

Plan Change documents are being prepared for public notification.

14/12/2022

Plan Change 22 - Dark Sky

22.10.3

That the Council

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

B.      Notes that the plan change will come back to Council after consultation with Aukaha.

 

Principal Policy Planner

16 Dec 2022

Action memo sent to staff.

11 Jan 2023

Plan Change 22 - Dark Sky - engaging with Aukaha.

14/12/2022

Three Waters Depreciation Increase

22.10.5

That the Council

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

B.      Notes the depreciation effect arising from the 30 June 2022 three waters asset valuation.

C.      Approves adjusting the depreciation expense to ensure rate funded depreciation only covers the three waters renewals program in the Draft 2023-24 Annual Plan. This will reduce the rate funded depreciation by approximately $2.1M and is consistent with the 2021 Long-Term Plan.

 

Water Services Accountant

16 Dec 2022

Action memo sent to staff.

11 Jan 2023

The 2023/24 draft Annual Plan will be updated to give effect to the Council’s decision. MATTER CLOSED

21/12/2022

Adoption of the audited Annual Report 2021/22

22.11.2

A.      That the Council receives the report and accepts the level of significance.

B.      Receives the audit opinion from Audit New Zealand.

C.      Adopts the 2021/22 audited Annual Report.

 

Chief Financial Officer

22 Dec 2022

Action memo sent to Finance.

11 Jan 2023

The audit opinion from Audit New Zealand has been received.  The annual report and summary annual report 2021/22 have been uploaded onto the website for the public. A draft management letter is currently being considered.

 

 


25 January 2023

 

8                 Community Board Minutes

23.1.13       Minutes of the Maniototo Community Board Meeting held on 1 December 2022

Doc ID:      606615

 

Recommendations

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 1 December 2022 be noted.

 

 

1.       Attachments

 

Appendix 1 - Minutes of the Maniototo Community Board Meeting held on 1 December 2022   

 


Maniototo Community Board Minutes

1 December 2022

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, 1 December 2022 commencing AT 2.00 pm

 

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

IN ATTENDANCE: Q Penniall (Infrastructure Manager), L van der Voort (Group Manager - Planning and Infrastructure), D Rushbrook (Group Manager – Community Vision), D Scoones ( Group Manager – Community Experience), S Finlay (Chief Executive Officer), F Yeboah (Accountant), M De Cort (Communications Coordinator), J Remnant (Asset Management – Team Leader), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

 

1                 Apologies

 

Apology

Committee Resolution 

Moved:               Duncan

Seconded:          Helm

That the apology received from Mr Harris be accepted.

Carried

 

2                 Condolences

The Chair referred to the deaths of Maeve Collins, Pat Cormack and Gary Easson. Members stood for a moment’s silence as a mark of respect.

 

3                 Public Forum

There was no public forum.

 

4                 Confirmation of Minutes

Committee Resolution 

Moved:                Helm

Seconded:           McAuley

That the public minutes of the Maniototo Community Board Meeting held on 1 November 2022 be confirmed as a true and correct record.

Carried

 

5                 Declaration of Interest

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

6                 Reports

22.7.2         Review of Māniatoto Trust Fund Guidelines

To consider the administrative guidelines for the Māniatoto Trust Fund.

Committee Resolution 

Moved:               Duncan

Seconded:          Helm

That the Maniototo Community Board

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

B.      Agrees to amend clause 9 in the Guidelines Māniatoto Trust Fund to read:

“The above guidelines will operate until the end of 2025, when the future usage of the Māniatoto Trust Fund will be reviewed.”

Carried

 

22.7.3         Māniatoto Financial Report for the Period Ending 30 September 2022

To consider the financial performance overview as at 30 September 2022.

Committee Resolution 

Moved:               Duncan

Seconded:          Helm

That the report be received.

Carried

 

7                 Mayor’s Report

22.7.4         Mayor's Report

 

The Mayor did not attend this meeting.

 

8                 Chair's Report

22.7.5         Chair's Report

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

·         Attended a Federated farmers meeting on Ethane emissions.

·         Attended an ORC meeting on water land plans and how they are going to implement it

·         Attended a meeting with Aukaha

·         Has a catch up with the contractors at the Hospital

·         Visited Halls ford to check the bridge

Committee Resolution 

Moved:               Duncan

Seconded:          McAuley

That the report be received.

Carried

 

9                 Members' Reports

22.7.6         Members' Reports

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

Mr Helm reported on the following:

·         Attended rescue helicopter launch at the hangar in Mosgiel.

Cr Duncan reported on the following:

·         Attended a meeting with farmers at Beaumont

·         Attending a meeting with Fulton Hogan on the road running surface and gravel issues.

·         Attended a MP invited meeting with regional farmers in Dunedin to discuss sequestration and carbon related issues.

Ms McAuley reported on the following:

·         Advised that there are two new businesses opening in Ranfurly.

 

Committee Resolution 

Moved:               Duncan

Seconded:          McAuley

That the report be received.

Carried

 

10               Status Reports

22.7.7         November 2022 Governance Report

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

Committee Resolution 

Moved:               Duncan

Seconded:          Helm

That the report be received.

Carried

 

`11             Date of the Next Meeting

The date of the next scheduled meeting is 7 February 2023.

 

The Meeting closed at 3.02 pm.

 

 

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

                                                                                   CHAIR      /        /

 


25 January 2023

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Description automatically generated

 

9                 Committee Minutes

23.1.14       Minutes of the Audit and Risk Committee Meeting held on 15 December 2022

Doc ID:      612870

 

Recommendations

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 15 December 2022 be noted.

 

 

1.       Attachments

 

Appendix 1 - Minutes of the Audit and Risk Committee Meeting held on 15 December 2022   

 


Audit and Risk Committee Minutes

15 December 2022

Unconfirmed

MINUTES OF Central Otago District Council
Audit and Risk Committee
HELD IN
Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra
AND LIVE STREAMED VIA MICROSOFT TEAMS ON
Thursday, 15 December 2022 AT 1.00 pm

 

PRESENT:              His Worship the Mayor T Cadogan (Chair), Ms L Robertson (via Microsoft Teams), Cr T Alley, Cr N Gillespie, Cr T Paterson

IN ATTENDANCE: S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager – Community Vision), D Scoones (General Manager – Community Experience), L Fleck (Group Manager – People and Culture), J Muir (Three Waters Director), A Crosbie (Senior Policy Advisor), C Green (Water Services Accountant), D McKewen (Accountant), R Ennis (Health, Safety and Wellbeing Advisor), S Reynolds (Customer Services Officer) and W McEnteer (Governance Manager)

 

Note: Ms Robertson joined the meeting via Microsoft Teams. His Worship the Mayor was present and chaired the meeting.

1                 Apologies

There were no apologies.

2                 Public Forum

There was no public forum.

3                 Declaration of Interest

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

4                 Reports

22.4.2         Policy and Strategy Register

To consider the Policy and Strategy Register.

After discussion it was agreed that the agreement with Runanga should be added to the list of agreements.

Committee Resolution 

Moved:               Cadogan

Seconded:          Alley

That the report be received.

Carried

 

22.4.3         Legislative Compliance Report

To consider the 2022 Legislative Compliance Report.

Committee Resolution 

Moved:               Cadogan

Seconded:          Alley

That the report be received.

Carried

 

22.4.4         Policies Policy

To consider the Policies Policy before it is presented to Council for adoption.

After discussion it was agreed to rework the first sentence of the last paragraph on page 89 of the agenda to say: “A policy provides a general explanation, it does not cover the details.” In addition it was agreed that an outline of who should maintain the register should be added.

Committee Resolution 

Moved:               Paterson

Seconded:          Alley

That the report be received.

Carried

 

22.4.5         Fraud, Bribery and Corruption Policy

To consider recommending the Fraud, Bribery and Corruption Policy be adopted by Council for an additional two years, with a review after twelve months.

After discussion it was agreed to change the word “ramifications” to “consequences” in the policy on page 101 of the agenda.

Committee Resolution 

Moved:               Gillespie

Seconded:          Alley

That the Audit and Risk Committee

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

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

Carried

 

22.4.6         Update on Three Waters Capital Work Program at 30 June 2022

To consider the status of the Three Waters capital work program at 30 June 2022.

Committee Resolution 

Moved:               Cadogan

Seconded:          Gillespie

That the report be received.

Carried

 

22.4.7         Three Waters Depreciation Increase

To consider the recommendation to Council on the increase in depreciation expense relating to three waters assets.

Committee Resolution 

Moved:               Cadogan

Seconded:          Alley

That the report be received.

Carried

 

22.4.8         Roading Depreciation Increase Impact on Annual Plan 2023-24

To consider the increase in rate funded depreciation expense relating to roading assets.

Committee Resolution 

Moved:               Gillespie

Seconded:          Paterson

That the report be received.

Carried

 

22.4.9         Financial Report for the Period ending 31 October 2022

To consider the financial performance for the period ending 31 October 2022.

Committee Resolution 

Moved:               Cadogan

Seconded:          Alley

That the report be received.

Carried

 

22.4.10       Health, Safety and Wellbeing Report

To provide an update on health, safety and wellbeing performance at Central Otago District Council.

Committee Resolution 

Moved:               Cadogan

Seconded:          Gillespie

That the report be received.

Carried

 

22.4.11       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.

Committee Resolution 

Moved:               Cadogan

Seconded:          Alley

That the report be received.

Carried

 

22.4.12       Oversight by the Audit and Risk Committee in the Preparation of the 2024-34 Long-term Plan

To consider the role of the Committee in the oversight of the preparation of the 2024-34 Long-term Plan.

After discussion it was agreed that the Committee could not approve the level of oversight, rather they would note it.

Committee Resolution 

Moved:               Cadogan

Seconded:          Paterson

That the Audit and Risk Committee

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

B.      Notes the timeline for the preparation of the 2024-34 Long-term Plan.

C.      Notes the level of oversight of the Committee in the preparation of the 2024-34 Long-term Plan as outlined in this paper.

Carried

 

5                 Chair's Report

22.4.13       Chair's Report

The Chair had nothing to report.

 

6                 Members' Reports

22.4.14       Members' Reports

Members had nothing to report.

 

7                 Status Reports

22.4.15       December 2022 Governance Report

To report on items of general interest, consider the Audit and Risk Committee’s forward work programme and the current status report updates.

Committee Resolution 

Moved:               Alley

Seconded:          Paterson

That the report be received.

Carried

 

8                 Date of The Next Meeting

The date of the next scheduled meeting is 3 March 2023.

9                 Resolution to Exclude the Public

Committee Resolution 

Moved:               Cadogan

Seconded:          Alley

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

22.4.16 - Water Services Update on Compliance Status

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

22.4.17 - GST Voluntary Disclosure Update

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

22.4.18 - Cybersecurity, Information and Records Management, and Privacy Plan 2022-2025

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

22.4.19 - Strategic Risk Register

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

22.4.20 - Litigation Register

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

22.4.21 - December 2022 Confidential Governance Report

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

The public were excluded at 2.16 pm and the meeting closed at 3.56 pm.

 

 


Council Meeting Agenda

25 January 2023

 

10               Date of the Next Meeting

The date of the next scheduled meeting is 8 March 2023.


Council Meeting Agenda

25 January 2023

 

11               Resolution to Exclude the Public

Recommendations

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

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

Confidential Minutes of Ordinary Board Meeting

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

23.1.15 - Alexandra Community Centre - Stage Upgrade, Earthquake Strengthening and Building Compliance Project

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

23.1.16 - January 2023 Confidential Governance Report

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

23.1.17 - Confidential Minutes of the Audit and Risk Committee Meeting held on 15 December 2022

s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7